R2009-90 ACCEPTING BID AND AUTHORIZING PURCHASE ORDER

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MANAGEMENT SERVICES DEPARTMENT MANAGEMENT INFORMATION SERVICES DIVISION Memorandum No.2009-06 May 26,2009 MEMO TO: Honorable Mayor McElroy and City Council FROM: Ryan P.McCrady,City Manager �1` �/ Gerard J.Bauer,Assistant City Manager David S. Johnston,Manager,MIS Division� SUBJECT: Server Infrastructure UuErade SUMMARY RECOMMENDATION: Staff recommends that Council approve the resolution at Enclosure 1, authorizing the City Manager to execute a purchase agreement with Arlington Computer Products for the purchase of VMware Infrastructure Midsize Acceleration Kit and Support Services. BACKGROUND: This purchase furthers the City's Management Information Systems division's long range goal of consolidating servers,the master computers that host applications,control traffic,and provide centralized data storage for the many workstation computers on a network. Currently,city infrastructure includes 22 servers, 15 at the Civic Center and 7 at remote locations throughout the city. Some of these servers host applications(e.g. electronic mail and core business functions,like accounting, police and fire operations,code enforcement,GIS),others are data warehouses,while others host web sites or provide a variety of support functions to the network and its users. Each physical server device is scaled to handle the peak traffic demands it may encounter,which results,for much of the time,in significant excess computing power sitting idle. VMWare is a high level operating system that enables us to emulate multiple"virtuaP'servers on a single physical computer,permitting the consolidation of workloads to maximize resource utilization and,ultimately,decrease operational costs. Virtualization benefits include lower total cost of ownership,higher return on investment,and improved service levels to the system's users. We have identified 10 servers at the Civic Center as candidates for virtualization,with their functions to be migrated to 3 servers running VMWare. Following this implementation,we will further consolidate data storage by implementing specialized Storage Area Network(SAN)technology,as provided for in the current fiscal year budget. The summary of bids received is provided at Enclosure 2. Staff recommends acceptance of the proposal of the lowest cost bidder,Ariington Computer Products,for$14,282,. The special bundled pricing provided is valid thru 6/30/09,at which time the cost will increase to individual pricing,to a total of$24,992.97, barring any additional promotional offerings. POTENTIAL OBJECTION: None anticipated. INPUT FROM OTHER SOURCES: None. STAFF REFERENCE: David S.Johnston,MIS Manager,424-2703. BUDGET/TIME IMPLICATIONS: Funding for this expenditure is provided for in the FY 2009-10 MIS Capital Fund appropriation. Enclosures(2)