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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations
DATE: 04/01/2018
SUBJECT:
A resolution authorizing the annual renewal of required software for the City of Aurora Information Technology Division under the National Intergovernmental Purchasing Alliance (IPA) Technology Solutions contract (130733) from CDW Government, Vernon Hills, Illinois for the total amount of $ 129,837.84.
PURPOSE:
The Information Technology Division has to maintain different software & hardware platforms throughout the city. While many physical backup tools can now perform image-based backups of virtual machines (VMs), Veeam fully leverages the virtual environment to reduce the cost and increase the value of backup. This licensing will be used to back up key systems such as the City's 911CAD/RMS system. Veeam has features such as, application-aware backup and recovery, application log truncation, granular application-item recovery.
VMware Server is a virtualization product that makes it possible to partition a single physical server into multiple virtual machines. We currently run a VMware environment at the Aurora PD which has 34 virtual servers, which includes our new Computer Aided Dispatch and Records Management (CAD/RMS) system. As the network is being re-designed, the Public Admin key applications, such as GIS, SharePoint, Email archival, and Selectron, will be moved to this environment.
BACKGROUND:
In the approved resolution, R15-353, it was mentioned that these items would be necessary to increase in pricing and purchased once the Hexagon CAD/RMS project got underway.
This software will be purchased using the National IPA. The National IPA aggregates purchasing volume of participating agencies in order to receive larger volume discounts from suppliers. All master agreements are publicly solicited, awarded, and held by a Principal Procurement Agency. National IPA serves as a government cooperative purchasing organization for agencies nationwide and their agreements are made available to eligible agencies including City and Local Governments.
IT Staff searched outlets such as Presidio and CDW-G to receive pricing and CDW-G came in with the best competitive price.
DISCUSSION:
The software quotes came in as followed:
VMWare: $85,106.40 and Veeam: $44,731.44
This funding for this purchase is already earmarked in the 2018 Information Technology's account 101-1380-419.38-07 budgeted for the amount of $24,366.75; and for costs related to project C106 in accounts 211-1380-419.74-11 and 256-1380-419.74-11. The cost against C106 will total $105,471.09 for a grand total cost of $129,837.84 for these purchases.
IMPACT STATEMENT:
The current versions of both software are nearing expiration and delay in renewals may increase the cost of purchase. Licensing needed to continue to move forward with project C106 CAD/RMS replacement.
RECOMMENDATIONS:
It is recommended for approval to make the aforementioned purchase.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the annual renewal of required software for the City of Aurora Information Technology Division under the National Intergovernmental Purchasing Alliance (IPA) Technology Solutions contract (130733) from CDW Government, Vernon Hills, Illinois for the total amount of $129,837.84.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the annual renewal of VEEAM and VMWare is due and is a required software for the City's Public Safety CAD system, and;
WHEREAS, the purchase of said software will be from CDW Government, Vernon Hills, Illinois under the National Intergovernmental Purchasing Alliance (IPA) Technology Solutions contract (130733) in the amount of $129,837.84, and;
WHEREAS, funding for this purchase is already earmarked in the 2018 Information Technology's account 101-1380-419.38-07 budgeted for the amount of $24,366.75; and for costs related to project C106 in accounts 211-1380-419.74-11 and 256-1380-419.74-11. The cost against C106 will total $105,471.09 for a grand total cost of $129,837.84 for these purchases.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the authorizing the annual renewal of required software for the City of Aurora Information Technology Division under the National Intergovernmental Purchasing Alliance (IPA) Technology Solutions contract (130733) from CDW Government, Vernon Hills, Illinois for the total amount of $129,837.84.