CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 19-224, Cisco Hyperflex Systems, to CDW-G for an amount not to exceed $599,999.94
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DEPARTMENT: Information Technology
SUBMITTED BY: Jackie Nguyen, Interim Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
For several years, the City of Naperville has been making use of Cloud technologies and operating under a “Cloud First” strategy for IT services. In 2015, the City transitioned to Microsoft Office 365, which moved email and standard office applications such as Word, Excel, and PowerPoint to the Cloud. In October 2017, the Information Technology (IT) Department hired Magenium Solutions to assist the City with the implementation of Microsoft SharePoint online, which moved the City’s intranet, “Inside Naperville”, and many stored documents to the Cloud.
As part of the cloud first strategy, the IT Department purchased a subscription for Azure software for the SharePoint online migration. This software allows Active Directory Federation Services (ADFS) to be moved into the Cloud, which makes SharePoint more secure and easier for users to log into from inside and outside the City’s network.
Although the City continues to examine Cloud based strategies, there is still a need for locally situated IT services. Projects to replace the ageing systems had been delayed in prior years while the IT Department examined if a Cloud based solution could be the best fit. Many of these systems are now demanding updates as they are in danger of failing due to old hardware, and no suitable Cloud alternative is currently available.
Funding was included in 2019 for three Capital Improvement Program (CIP) projects to upgrade the City’s IT infrastructure:
• CE 145: Replace outdated on-site data storage devices;
• CE 149: Upgrade virtual data storage devices; and
• CE 158: Replace network security infrastructure.
Based upon research conducted by the IT Department, it was determined a hybrid approach is most effective to provide the tools and services for our staff to provide excellent service to the City’s citizens.
DISCUSSION:
This request is for a one-time purchase of two (2) Cisco Hyperflex systems. These systems are all-in-one bundles which include the necessary parts to upgrade the computer hardware that runs much of the City. The Hyperflex system can accomplish the upgrades identified in the three CIP projects identified above rather than purchasing multiple individual solutions. As an integrated system, it will be easier to manage and support as there is only a single platform to manage and a single vendor to engage for support issues.
To ensure reliability, one system will be installed at the Municipal Center and the other will be installed at the Electric Service Center, with the intent that each system will serve as backup to the other. The solution is modular so that any failing parts can be replaced without bringing the whole system down, which also adds to its reliability.
It is expected that the City will realize a return on investment in less than four years by using the Cloud and local systems more strategically. As one example, the GIS group needs upgrades its current server infrastructure to modernize and enhance its outdated services. Based on Azure’s pricing tool, the estimated cost would be approximately $109,000 more per year on Azure, which this Hyperflex solution could easily run at no additional cost.
It is expected the proposed solution will be viable as-is for approximately five years at which time, due to the modular nature of the system, it is anticipated only parts should need to be replaced to keep the solution up to date.
FISCAL IMPACT:
CIP #: CE145, CE149 and CE158
Storage and network upgrades are expensed to the technology accounts listed below as part of the capital improvement program. A total of $791,000 is budgeted for storage replacements and upgrades in 2019. The requested award is within budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16101300-551504 |
Electric |
$702,500 |
|
16101500-551504 |
Water & Wastewater |
$532,000 |
|
16102200-551504 |
Capital Projects |
$1,081,000 |
|
16102300-551504 |
Bond Fund |
$915,500 |