Fremont City Council Meeting: 04/15/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5410) DOC ID: 5410
Updated: 4/10/2025 11:54 AM by Dina Lewis Page 1
BUSINESS CONTINUITY SERVERS INFRASTRUCTURE SOLUTION - Authorize the City Manager, or Designee, to Issue a Purchase Order to Dell Marketing L.P. in the amount of $248,838.98 for the Purchase of Servers Infrastructure and Storage for Business Continuity, Disaster Recovery, and to Execute Any Implementing Documents and Take Any Implementing Actions as Necessary Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services IT Services
Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: As part of the development of an IT Continuity/Disaster Recovery Plan and Incident Response Strategy, Staff seeks to utilize rack space in a local data center (Hurricane Electric) located in the Warm Springs area. This will involve installation of new servers and storage solutions for business continuity and disaster recovery.
Staff recommends that the City Council authorize the City Manager, or her designee, to (1) issue a purchase order to Dell Marketing L.P., in the amount of $248,838.98, for the purchase of VXRail Hyperconverged servers and storage; and (2) execute any implementing documents and take any implementing actions as necessary.
BACKGROUND: The City has been using Dell VxRail Hyperconverged Infrastructure since 2020. The ITS Department is responsible for providing a computing infrastructure that departments use to access software applications and systems such as email, financial systems, public safety systems, Public Works systems and GIS, etc.). This infrastructure is essential for conducting City business and facilitating communication.
DISCUSSION/ANALYSIS: The ITS Department is developing an IT Continuity/Disaster Recovery Plan and Incident Response Strategy, which includes implementation of an off-site server and storage solutions. The business continuity plan will allow the City to maintain essential processes before, during, and after a disaster.
Staff seek to leverage rack space in a local data center (Hurricane Electric) located in the Warm Springs area. The new servers and storage solutions would be hosted there and connected to the City’s municipal fiber network along with internet access. The City’s current backup routine sends the backup workload to cloud storage. In the event one of the City’s data centers at PD or City Hall B experiences a disruptive occurrence, Staff can recover software applications and data in a matter of hours, rather than days.
The proposed replacement solution is the Dell VxRail Hyperconverged servers, which provide flash-optimized, vSphere-native storage ideal for both private and public clouds.
This is a turnkey infrastructure appliance with full VMware integration. The City is currently using Dell VxRail Hyperconverged servers solution. The proposed augmentation for business Council Staff Report (ID # 5410) Meeting of April 15, 2025 Updated: 4/10/2025 11:54 AM by Dina Lewis Page 2
continuity and disaster recovery is fully compatible with the existing VxRail Infrastructure currently installed in the City.
The Dell VxRail Hyperconverged server solution is an augmentation to the City’s current server infrastructure and is available under the NASPO ValuePoint Cooperative Purchasing Master Agreement contract #23026 / State of California Participating Agreement #7-23-70-55-01 and meets the requirement of the Fremont Municipal Code Section
3.20.180. Therefore, Staff recommends that the City Council authorize the City Manager, or designee, to issue a purchase order to Dell Marketing L.P., in the amount of $248,838.98, for the purchase of VXRail Hyperconverged servers and storage as permitted by Section 3.20.310 of the Fremont Municipal Code.
FISCAL IMPACT: The one-time purchase of the VXRail Hyperconverged servers and storage solution for business continuity and disaster recovery is $248,838.98, including applicable sales tax and shipping charges. There are sufficient funds appropriated for the hardware, software, implementation services, and three-year support costs in the Information Technology Services Department equipment replacement budget (625 -93000).
Funding for future years of support will be included in the City's annual budget process.
ENVIRONMENTAL REVIEW: The purchase of computer hardware and software is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or her designee, to issue a purchase order to Dell Marketing L.P. for the Dell VxRail Hyperconverged servers and storage solution augmentation in the amount of $248,838.98 (including applicable sales tax and shipping charges).
2. Authorize the City Manager, or her designee, to execute any implementing documents and take any implementing actions as necessary.