CITY COUNCIL STAFF REPORT
Meeting Date: August 05, 2024
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-24 AUTHORIZING THE CITY
MANAGER TO APPROVE THE PURCHASE OF DELL SERVERS,
CISCO SERVER SWITCHES, AND VMWARE LICENSES THROUGH
SABLE COMPUTER, INC. (DBA KIS)
SYNOPSIS
The server infrastructure used by the City is more than eight years old and in accordance with industry best practices should be replaced. Staff requests that the City Council authorize the City Manager to approve the purchase of Dell servers, Cisco server switches, and VMWare licenses through Sable Computers, Inc. (dba KIS) to replace the City’s existing server infrastructure.
DISCUSSION
Background
The physical servers at City Hall and at the Police Department are more than eight years old, and the manufacturer’s warranty for the servers has expired. The City’s data network is connected via Cisco server switches. The VMWare application enables the physical servers to host virtual servers that currently serve City Hall, the Police Department, and the Pleasant Hill Recreation and Park District.
Dell, Cisco, and VMWare do not sell direct to consumers. All three vendors offer their products through value added resellers like KIS. KIS is headquartered in Fremont, CA, and has earned a reputation in the industry for being knowledgeable, professional, and reliable. They support many of the municipalities in the Bay Area and are currently a valued resource for the City. KIS has an existing working relationship with City staff providing both technical assistance on projects and troubleshooting support whenever needed.
Analysis
The proposed resolution seeks approval for three separate quotes. The three quotes consist of the servers, the switches, and the licensing for the VMWare application. The number and types of equipment contained in all three quotes are what is required to replace the existing server infrastructure currently at City Hall and the Police Department.
All the prices quoted have been competitively bid by the State based on California’s Multiple Award Schedules (CMAS) and satisfies the City’s purchasing requirements for competitive bidding.
FISCAL IMPACT
The KIS proposal for the equipment and the licenses is for a total amount of $341,233. The quotes are described below:
a. Quote #11466 for $164,209 is for six Dell servers. Three will serve City Hall and the Recreation and Park District, while the other three will serve the Police Department. b. Quote #11481 for $69,281 is for four Cisco server switches. Two of which will be used at City Hall, and the other two will be installed at the Police Department. c. Quote #11260 for $107,743 is licensing for the VMWare application that will enable the six servers to host the 62 virtual servers that currently serve the City.
Funding for these quotes is included in the Information Technology Budget for fiscal years 2024/2025 and 2025/2026. The Finance Division has confirmed that adequate funds are available to fund this request.
PUBLIC CONTACT
Public contact was made through posting of the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and at the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Adopt the attached resolution authorizing the City Manager to approve the purchase of Dell servers, Cisco server switches, and VMWare licenses through KIS.
ALTERNATIVES TO RECOMMENDED ACTION
The City Council could reject the proposed action and provide direction to staff.
ATTACHMENT(S):
Proposed Resolution for KIS
KIS Quote #11260
KIS Quote #11466
KIS Quote #11481
Prepared by: Ling King, CTO
Reviewed and Approved by: Ethan Bindernagel, City Manager