R2020-114 Resolution Authorizing the Expenditure of Funds for Purchase of Server Equipment from Dell Inc.

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hiformation Technology DATE: 9/8/2020 MEMO: 2020-06 TO: Honorable Mayor Julie Moore Wolfe and City Council FROM: James Edwards,Director Information Technology Department SUBJECT: Resolution Approving Purchase of Equipment and Services to Upgrade the City's Virtual Telework Strategy. SUMMARY RECOMMENDATION: City Staff recommends City Council approve the attached Resolutions for the purchase and installation of redundant Servers and Data Storage Equipment to expand the City's Enterprise Virtual Telework Strategy using funding from the Coronavirus Aid, Relief,and Economic Security(CARES)Act. Three quotes are attached,one from Dell EMC for the required computer server equipment and specialized licensing in the amount of$73,550.10,and two from Presidio Networked Solutions Group for equipment,the first totaling$73,290.96,and the second for installation services totaling$13,775.26. The combined total for this project is not to exceed$160,616.32. This server and storage system upgrade will expand server capacity and data storage at the primary site as well as the redundant(backup)site in support of the City's Telework-Work from Home initiative due to the COVID-19 Pandemic. Without COVID/CARES funding,this project would not be possible. The city anticipates that this outside funding will defray 100%of the cost. BACKGROUND: The City IT had remote computer capabilities for staff prior to the COVID-19 Pandemic(Pandemic);they were engineered to support the occasional short term needs for Telework or Work at Home,and for long term employee illnesses and out of town travel. As the Pandemic unfolded,the City IT Department accommodated what we thought was a short term need for select staff to work from home.As time continued,it turned into scraping up multiple connection methods across several technologies to support a whole team swap strategy where teams would rotate in and out of the work place to dramatically reduce the spread of the Pandemic and protect the City's ability to serve citizens and businesses alike. The ongoing need to support remote working has pushed City IT staff to duplicate technology solutions in homes,in addition to the workplace. To standardize the methodology for how remote staff connects to our solutions are hosted at the Civic Center and Police Department,we need to expand our"virtual technology"so we can accommodate a permanent Telework—Work from Home solution. Although the pandemic has forced us down this path much sooner than anticipated or budgeted for,the City IT infrastructure will be vastly improved by making this transition now. This solution and the supporting resolutions are in two parts: Server components and Data Storage components. This solution: • Will enable standardized remote virtual session storage for every staff member who needs this capability. • Includes added data storage to migrate most paper-based information and electronic files currently stored across several types of storage models to common electronic storage so computer files can be securely accessed from remote locations and be delivered from one electronic storage area. • Will expand our data storage to accommodate a secure and centralized data storage strategy which supports those who need to work from home or from a remote location now and in the future. The equipment quotes and statement of work received for this agreement is attached. Staff recommends acceptance of these proposals totaling$160,616.32. PRIOR COUNCIL ACTION: None POTENTIAL OBJECTIONS: None Anticipated INPUT FROM OTHER SOURCES: Presidio Networked Solutions Group completed a server/data storage assessment and recommendation for the City of Decatur for this overall Telework/Work from Home solution. STAFF REFERENCE: James Edwards,IT Director,(217)450-2236