Agenda Item No. 8
CITY OF YUCAIPA
AGENDA REPORT
TO: Honorable Mayor and City Council
FROM: Jennifer Crawford, Assistant City Manager �C-
FOR: City Council Meeting October 10, 2022
SUBJECT: Servers and Network Switches Upgrades
RECOMMENDATION:
That City Council:
1. Approve and authorize the purchase of two HPE ProLiant DL380 Gen10 Plus Servers from LAN WAN Enterprise in the amount of $46,881.80; and
2. Approve and authorize the purchase of six Cisco Catalyst switches from GHA Technologies, Inc. in the amount of $34,330.38.
DISCUSSION:
The City Hall data center includes Dell servers that contain all on premise data and backups for payroll, finance, CityView, LaserFiche and business licenses. The servers have reached end of life and are no longer supported by Dell. If these servers go down, data stored will not be accessible. Staff is recommending the replacement of the equipment with new servers that will provide more computing power, will have local storage, support VMware latest security patches, will have a five-year warranty and 24/7 hardware support from vendor. Staff obtained quotes from the following vendors for replacement of the servers:
LAN WAN
Servers $44,075.18
Tax $2,632.17
Total $46,881.80
GHA
$44,938.96
$2,678.01
$47,616.97
CDW-G
$72,024.76
$5,401.85
$77,426.617
Based on the quotes received, staff is recommending the purchase of HPE servers from LAN WAN Enterprise in the amount of $46,881.80.
In addition, the City's network core switch and access switches that control and secure the transfer of data between devices within the local network and internet accessibility were purchased in 2014, are considered end -of -life and do not have the speed capabilities for the needs of the City. Failure of these switches will prohibit entire sections of the City from functioning properly. Staff is -122-
recommending the replacement of the equipment with new switches that will be more reliable, increase speed capacity by ten times and provide time saving measures in troubleshooting network issues. Staff obtained quotes from the following vendors for replacement of the switches:
GHA Insight CDW-G
Switches $33,009.50 $37,628.80 $47,330.17
Tax $1,320.88 $1,364.775 $1,816.29
Total $34,330.38 $47,616.97 $ 49,146.46
Based on the quotes received, staff is recommending the purchase of Cisco Catalyst switches from GHA Technologies, Inc. in the amount of $34,330.38.
FISCAL IMPACT:
The total cost for the proposed servers is in the amount of $46,881.80. The adopted FY2022/2023 Capital Improvement Program (CIP) Budget includes funding in the amount of $1,000,500 in the project entitled General/Public Facility Heavy Maintenance within Fund 35. The original budget sub allocation within this project for servers is not sufficient based on the quotes received due to supply chain price increases. In order to purchase the proposed servers, staff is recommending a budget sub allocation increase of $20,000 for these servers with a corresponding reduction of $20,000 in the fiber optic upgrades sub allocation within this Budget line item. Consequently, there is sufficient funding available to accommodate staff s recommendation.
The total cost for the proposed switches is in the amount of $34,330.38. The adopted FY2022/2023 Budget includes funding in the amount of $90,000 in the Account #01-1900-0000-00-9100 entitled Capital Outlay within the General Fund. Consequently, there is sufficient funding available to accommodate staff s recommendation.
Approved by:
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