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 # 5409) DOC ID: 5409
Updated: 4/10/2025 11:32 AM by Dina Lewis Page 1
CITY SERVERS INFRASTRUCTURE SOLUTION - Authorize the City Manager, or Designee, to Issue a Purchase Order to Dell Marketing L.P. in the amount of $596,577.79 for the Purchase of Servers Infrastructure and Storage, 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 Information Technology Services Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The City’s Information Technology Services has scheduled the replacement of the City’s servers and storage systems. It is crucial to maintain access and availability to critical applications and data to ensure the City’s operations continue to run optimally. The City's VMware infrastructure consists of Dell servers that have been in operation since 2012. As storage and computing demands continue to grow, the City needs to update its infrastructure, which includes both servers and storage solutions. The current system has reached the end of its operational life, and support for hardware and software will soon no longer be available.
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 $596,577.79, for the purchase of VXRail Hyperconverged servers and storage; and (2) execute any implementing documents and take any implementing actions as necessary.
BACKGROUND: In FY 2024/25, Information Technology Services (ITS) has scheduled the replacement of the City’s VMware server environment and storage to ensure optimal City operations. It is crucial to have critical applications and data (email, financial systems, public safety systems, Public Works systems, GIS, etc.) available to support City functions.
The City has been using Dell VxRail Hyperconverged Infrastructure since 2020. A server and storage solution replacement is required as the current solution has reached its end of life.
As a result, support for both hardware and software will soon no longer be available.
DISCUSSION/ANALYSIS: The ITS Department is responsible for providing the computing infrastructure that departments use to access software applications and systems to conduct City business and for communication purposes. The typical lifespan of the infrastructure components is 5 years. The current servers and storage systems have reached the end of their useful life, and support for hardware and software will soon no longer be available.
The proposed replacement solution is the Dell VxRail Hyperconverged servers, which offer flash-optimized, vSphere-native storage suitable 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 replacement is fully compatible with the existing VxRail Infrastructure currently installed in the City.
Council Staff Report (ID # 5409) Meeting of April 15, 2025 Updated: 4/10/2025 11:32 AM by Dina Lewis Page 2
The Dell VxRail Hyperconverged server solution replacement solution 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 her designee, to issue a purchase order to Dell Marketing L.P., in the amount of $596,577.79, 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 is $596,577.79, 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 replacement in the amount of $596,577.79 (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.