CITY COUNCIL STAFF REPORT
October 1, 2024 {{section.number}}e
AUTHORIZE A CONTRACT WITH IMPEX TECHNOLOGIES, INC. IN AN AMOUNT NOT TO EXCEED $500,000 FOR ACQUISITION OF SERVER HARDWARE, SERVICES, AND
SOFTWARE LICENSING AND ENTERPRISE SUPPORT
RECOMMENDATION:
Authorize the City Manager to execute the contract with IMPEX Technologies, Inc. (IMPEX) for acquisition of hyperconverged server hardware, software, deployment and migration services, staff training, and five years of manufacturer-provided software licensing and extended enterprise technical support; and approve a contract sum of up to $500,000 including a project contingency of up to $27,498.
BACKGROUND:
Hyperconverged systems combine disk storage and memory, computers (CPUs), network, software, services, and management to provide high availability, redundancy, and server virtualization for use with various software and system workloads. The City’s current infrastructure encompasses two locations, three separate hyperconverged clusters, and over (100) virtualized servers on those existing clusters.
The City’s current infrastructure is nearing the end of its manufacturer support, with an expiration in the coming months. A replacement system is critical to ensure the continued high availability and redundancy of key City systems and services.
ANALYSIS:
In accordance with Coronado Municipal Code 8.04.060, a formal Request for Bids was issued to solicit the best pricing for the City’s preferred system, Nutanix. Two bids were received, with IMPEX being the apparent low bidder. IMPEX’s references and Nutanix certification were checked by staff, which were positive. References for comparable Nutanix migration projects indicated that IMPEX was responsive, and their project management, relationship, and coordination with Nutanix were excellent. The five-node configuration represented in the contract includes five years of enterprise support and software licensing from the manufacturer, deployment and migration services from IMPEX, and IT staff training on the system.
FISCAL IMPACT:
The total project budget, which is allocated within Fiscal Year 2024-25 IT Equipment Replacement Fund (13710000) is $500,000, covering all acquisition, deployment, and migration services, as well as a project contingency of $27,498. The project is expected to be completed in the next three to four months.
ALTERNATIVE:
The City Council could choose not to award the contract or provide alternative direction.
CALIFORNIA ENVIRONMENTAL QUALITY ACT:
Not Applicable.
PUBLIC NOTICE:
No notice required.
ATTACHMENTS:
1. Contract
Submitted By: Administrative Services Department / Brian Lewton