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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations
Jeff Anderson, Deputy CIO
DATE: March 2, 2020
SUBJECT:
Requesting approval of a three-year maintenance agreement with CDW-G Corporation of Vernon Hills, IL, under the National IPA purchasing agreement contract # 2018011-01, for an annual amount of $37,700.00 for the City's Storage Area Network (SAN), which is a total amount of $113,100.00 for the 3 years.
PURPOSE:
This is for maintenance coverage on the City's primary and backup SAN that houses both the Public Admin & Public Safety data, such as, police files, city financials, permits, and development plans and drawings. Coverage includes maintenance for the NetApp hardware and software.
BACKGROUND:
This SAN provides real-time data geo-replication which means that critical operations and data will be stored in two physical locations at all times. In the event a disaster disables one data center, the second data center will be available to maintain business continuity. This is for the original Storage Area Network (SAN) that was purchased in 2013, (resolution R13-311) and the maintenance is expiring and needs to be renewed.
DISCUSSION:
This will be purchased using the National IPA Technology Solutions contract #2018011-01. 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.
CDW is an authorized reseller that the City has used in previous years on the Storage Area Network maintenance and has been quoted from the National IPA Technologies Contract #2018011-01 which is valid through February 28, 2023. Prior to using this multi-year, cooperative approach the City had been purchasing maintenance on an annual basis with a most recent price of $47,000.
Funds are available in account 101-1380-419.38-07 with a budgeted amount of $125,700.00.
CDW has submitted a quote in the amount of $37,700.00 for year one. This covers the one year cost of annual maintenance and support on our current Storage Area Network (SAN).
IMPACT STATEMENT:
Ongoing maintenance is needed in case of any critical failure. Without coverage, it runs the risks of longer outages and down time for City's critical systems.
RECOMMENDATIONS:
Approve the request of a three-year maintenance agreement with CDW-G Corporation of Vernon Hills, IL, under the National IPA purchasing agreement contract # 2018011-01, for an annual amount of $37,700.00 for the City's Storage Area Network (SAN), which is a total amount of $113,100.00 for the 3 years.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution requesting approval of a three-year maintenance agreement with CDW-G Corporation of Vernon Hills, IL, under the National IPA purchasing agreement contract # 2018011-01, for an annual amount of $37,700.00 for the City's Storage Area Network (SAN), which is a total amount of $113,100.00 for the 3 years.
body
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, This is for maintenance on the City's primary and backup SAN that houses the Public Admin & Public Safety data, such as, police files, city financials, permits, and development plans and drawings; and
WHEREAS, This SAN provides real-time data geo-replication which means that critical operations and data will be stored in two physical locations at all times; and
WHEREAS, Funds are available in account 101-1380-419.38-07 with a budgeted amount of $125,700.00; and
WHEREAS, CDW has submitted a quote in the amount of $37,700.00. This covers the cost of annual maintenance and support on our current Storage Area Network (SAN) for one year; and
WHEREAS, CDW is an authorized reseller that the City has used in previous years on the Storage Area Network maintenance and has been quoted from the National IPA Technologies Contract #2018011-01 valid through February 28, 2023; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: requesting approval of a three-year maintenance agreement with CDW-G Corporation of Vernon Hills, IL, under the National IPA purchasing agreement contract # 2018011-01, for an annual amount of $37,700.00 for the City's Storage Area Network (SAN), which is a total amount of $113,100.00 for the 3 years.