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TO: Mayor Thomas J. Weisner
FROM: Kenneth Nelson, Information Systems Coordinator
DATE: September 22, 2015
SUBJECT:
Resolution to purchase three NetApp disk shelves and two E-Series Storage units from CDW-G of Vernon Hills in an amount not to exceed $150,930.00 for the Aurora Police and Fire Departments utilizing the National IPA Technology Solutions contract.
PURPOSE:
This resolution requests the purchase of three NetApp disk shelves and two E-Series Storage units from CDW-G in an amount not to exceed $150,930.00. There are two distinct issues being addressed in this request: first, augmentation of the existing SAN (Storage Area Network) infrastructure to add storage space; second, replacement of the now seven year old backup storage target.
The first project entails augmenting the Police and Fire Departments' storage system by modifying the primary and backup SANs. These SANs are used to store a wide variety of application data including, but not limited to, Police/Fire/Ambulance Computer Aided Dispatching, Police and Fire Reporting, False Alarm Billing, Arrestee Booking Photographs, and is the primary data storage backbone for the majority of the Police and Fire Departments' critical data. This storage system also supports in-car video systems which has significant storage requirements for standard and high definition video evidence. We are forecasting that additional storage will be required in spite of past and future attempts to reduce data which has been retained by both departments. Much of the data in question is not at IT’s discretion to eliminate.
The second project is part of an approved FY2015 decision package intended to replace the platform where data backups are sent. The current system from Data Domain reached end-of-life and end-of-support in 2014 and now must be functionally replaced.
The two projects are being combined and accomplished through the SAN as a cost savings measure. In the past, the SAN and backup target (formerly Data Domain) would have been two disparate storage solutions with separate maintenance. By combining the two, less hardware will be purchased resulting in lower annual maintenance costs and a simpler IT environment to maintain and support.
BACKGROUND:
The three major components of these two related projects involve installing two disk shelves and a single E-Series backup target at the disaster recovery location in Fire Station 8, and installing one disk shelf and a single E-Series backup target at the primary site in the Police Headquarters.
These changes will add storage capacity to address immediate growth and provide for future years of capacity based on current anticipated growth rates.
The NetApp SAN being augmented was purchased in 2013 and selected from a competitive bid as the best fit to function for the Police and Fire Department’s storage requirements. To date, the NetApp SAN has met or exceeded expectations. The decision to reduce the amount of storage required because of advances in storage efficiencies was made during the 2013 RFP process. Approving this increase will not raise the remaining data to pre-2013 levels.
The requested increase is not intended to address upcoming changes from the CAD/RMS project. Potential replacements of CAD (Computer Aided Dispatch) and RMS (Records Management System) are being evaluated and any subsequent impact resulting from approval of that project cannot be properly anticipated at this time. If subsequent augmentations are required as a result of the CAD/RMS project, a decision will be made following receipt and consideration of all available details and information, and any affect that project may have on storage will be addressed at that time.
DISCUSSION:
An additional 10% contingency is included in the project cost to cover unanticipated hardware and software. In addition, a $7,000 estimate is also included for service expenses related to installation.
Sufficient funds for this purchase will be drawn from the following accounts: 255-1233-419.32-34, 255-1233-419.64-10, 255-1233-419.64-11, 101-1233-419.32-34, 101-1233-419.38-07, 101-1233-419.38-11, 101-1233-419.64-10, and 101-1233-419.64-11. These account numbers represent costs for hardware, software, maintenance, and services allocated for this project.
IMPACT STATEMENT:
There is no anticipated impact on the General Public, or other departments and divisions or any outside agencies.
RECOMMENDATIONS:
Recommend the City Council approve this resolution to purchase NetApp storage from CDW-G of Vernon Hills in an amount not to exceed $150,930.00.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to purchase three NetApp disk shelves and two E-Series Storage units from CDW-G of Vernon Hills in an amount not to exceed $150,930.00 for the Aurora Police and Fire Departments utilizing the National IPA Technology Solutions contract.
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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 City of Aurora Police and Fire Departments' Storage Area Network requires additional capacity; and
WHEREAS, the Data Domain backup target currently employed is now past the manufacture's stated End of Life and End of Support and must be replaced; and
WHEREAS, the replacement of the Data Domain backup target is an approved 2015 Decision package; and
WHEREAS, CDW-G is capable of supplying the necessary NetApp Storage Area Network equipment; and
WHEREAS, the NetApp Storage Area Network equipment is covered under the National Intergovernmental Purchasing Alliance Company (National IPA) through CDW-G; and
WHEREAS, the National IPA aggregates purchasing volume of participating agencies in order to receive larger volume discounts from suppliers; and
WHEREAS, All master agreements are publicly solicited, awarded, and held by a Principal Procurement Agency; and
WHEREAS, the 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; and
WHEREAS, the City's 2015 budget provides sufficient monies for this purchase in the amount of in an amount not to exceed $150,930.00 from the following accounts: 255-1233-419.32-34, 255-1233-419.64-10, 255-1233-419.64-11,101-1233-419.32-34, 101-1233-419.38-07, 101-1233-419.38-11, 101-1233-419.64-10, and 101-1233-419.64-11.; and
WHEREAS, pursuant to Aurora Code Sections 2-335(a)(3) and 2-355(a)(5) the desired product is provided by only one source and is part of an agreement entered into by another governmental entity.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City authorize the resolution to purchase three NetApp disk shelves and two E-Series Storage units from CDW-G of Vernon Hills in an amount not to exceed $150,930.00 for the Aurora Police and Fire Departments utilizing the National IPA Technology Solutions contract and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of same.