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9 DATE: July 15, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: THREE-YEAR SOFTWARE SUBSCRIPTION WITH
ROUNDSTONE SOLUTIONS, INC. TO PURCHASE
REPLACEMENT NUTANIX HYPERCONVERGED SERVER WITH
SERVICES IN AN AMOUNT NOT TO EXCEED $100,252.90
RECOMMENDATION
It is recommended that the City Council adopt the attached resolution authorizing the Mayor to execute a three-year software subscription with Roundstone Solutions, Inc. to purchase Nutanix Hyperconverged Servers and services in an amount not to exceed $100,252.90.
EXECUTIVE SUMMARY
Foster City’s current Nutanix Hyperconverged Server was purchased in 2020 and is due for replacement. A replacement system will provide a redundant and reliable infrastructure to support the City’s server requirements. Funding for the replacement was budgeted within the Information Technology (IT) Internal Services Fund budget for Fiscal Year 2023-2024 and has been requested for carryover to Fiscal Year 2024-2025.
BACKGROUND/ANALYSIS
Foster City has used server virtualization since 2006 as a way to provide reliability and flexibility while also shrinking data center hardware requirements. Virtualization enables
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9 the City to run over 100 virtual Windows server installs on a handful of actual physical servers. This equates to 90% of the City’s server-based applications.
The City has used Nutanix hardware and software for its virtualization hosts since 2016.
Nutanix is a hyperconverged system, meaning it places the storage on the same hardware as the CPU and memory, allowing staff to use a single vendor for support.
The existing server was purchased in January 2020 and its replacement was deferred for one (1) year.
In lieu of recycling the current server hardware, staff plans to reuse it to create a disaster recovery site. Staff would replicate a copy of the City’s active server data to this disaster recovery site, allowing the City to bring this server back into production quickly in the event that the main data center were to be damaged or destroyed. A replacement system will provide a redundant and reliable infrastructure to support the City’s server requirements.
An RFP for replacement servers and software was released on 4/16/2024. Four proposals were received, and the lowest cost proposal was from Roundstone Solutions.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
The project was initially budgeted for $75,000 within the Information Technology (IT) Internal Services Fund under account # 504-0160-419-4388 for Fiscal Year 2023-2024 and will be requested for carryover to Fiscal Year 2024-2025 at later meeting in August 2024. For the remaining balance of $25,252.90, savings from other IT capital projects can be used to fill the funding gap; therefore, no additional appropriation is required.
The savings will be realized on other nearly completed IT capital projects that will also be requested for carryover in August 2024.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Agreement