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Home My WebLink About08 - Data Center Server and Storage ReplacementQ �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report July 11, 2023 Agenda Item No. 8 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Tara Finnigan, Assistant City Manager - 949-644-3001, tinnigan@newportbeachca.gov PREPARED BY: Avery Maglinti, Information Technology Manager, amaglinti@newportbeachca.gov Michael Wojciechowski, Information Technology Operations Supervisor, mwoj@newportbeachca.gov PHONE: 949-644-3091 TITLE: Data Center Server and Storage Replacement The current server and storage solution running the City of Newport Beach's (City) primary data center is reaching its supported end of life and needs to be replaced. The IT Division requests City Council approval to purchase Dell hardware and support at the cost of $278,924.14 as part of a planned replacement of servers and storage in the City's data center, a vital part of the City's technology infrastructure. The project aims to update and refresh server and storage infrastructure to expand processing capacity, enhance operational efficiency, and improve resiliency. RECOMMENDATIONS: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; b) Approve the purchase, installation, and support services of Dell Servers and Storage from Lanair Technology Group of Glendale, California, using CA NASPO pricing, and authorize the City Manager to execute a purchase order in the amount of $278,924.14-1 and c) Approve Budget Amendment No. 24-007 appropriating $278,924.14 in increased expenditures in Account No. 7657650-911032 Data Center Hardware from the IT Replacement Internal Service Fund 765. DISCUSSION: Civic Center Data Center Servers & Storage The City's Civic Center data center houses the primary infrastructure for City technology resources. 8-1 Data Center Server and Storage Replacement July 11, 2023 Page 2 The server and storage solution proposed for replacement in this report runs the virtualized environment for over 145 individual virtual servers. These servers facilitate an array of critical City operations, such as managing the City's telephone network, traffic systems, security cameras, file servers, domain controllers, and databases. They also handle essential services like backup and recovery systems, irrigation management, lighting systems, cybersecurity vulnerability mitigation, and print servers. Beyond supporting the City's digital foundation, these servers also operate vital enterprise business systems. They run the City's Enterprise Resource Planning system, Land Management & Permitting system, various City websites, Fleet Management Software, and Document Management. The servers host the Integrated Library System, Fire Scheduling and Timekeeping, Fire Records Management System, and Lifeguard Computer Aided Dispatch (CAD) systems, as well as asset management and numerous other vital City business systems. The data center's current server and storage solution was purchased in 2018 and is reaching the end of its five-year supported and warrantied life. Server & Storage Replacement Cycle The City has adopted a five-year server and storage replacement cycle as a proactive strategy to ensure its IT infrastructure remains current, reliable and efficient. The primary rationale behind this cycle is the pace of technological advancement; within five years, newer server and storage technologies with superior performance, greater efficiency, and more robust security features become available. Replacing hardware at this interval helps mitigate the risks of running on outdated equipment, such as system failures, security vulnerabilities, or incompatibility with new software or platforms. It also helps prevent hardware reaching the end of life where it is no longer supported or warrantied by the manufacturer. The benefits of a planned replacement cycle include enhanced system performance and reliability, increased energy efficiency, and improved data security. Additionally, this strategy provides opportunities to reevaluate and realign the IT infrastructure with the organization's evolving needs, ensuring the system's scalability and flexibility for future growth. Cooperative Procurement Process The City will be utilizing the ValuePoint CA Dell EMC NASPO Contract MNWNC-109 for this purchase, which allows the City to purchase Dell equipment at a reduced cost. ValuePoint NASPO is the cooperative contracting arm of the National Association of State Procurement Officials (NASPO) and is an organization that conducts competitive cooperative procurement processes on behalf of its nationwide member agencies. These processes allow agencies to forgo lengthy RFP processes, saving significant staff time and leveraging multi -agency purchasing power to reduce costs. 8-2 Data Center Server and Storage Replacement July 11, 2023 Page 3 FISCAL IMPACT: The total fixed cost of the servers, storage, and support is $278,924.14. The Budget Amendment appropriates $278,924.14 in increased expenditure appropriations from the IT Replacement Internal Service Fund (Fund 765) to the Data Center Hardware account in the City Manager's/IT Division, 7657650-911032. The fund balance is sufficient to absorb the extra appropriation in the current fiscal year. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Lanair Quote for Dell Servers, Storage & Support Attachment B — CA Dell EMC NASPO Contract MNWNC-109 Attachment C — CA Dell EMC NASPO Contract MNWNC-109 Expiration Extension Amendment Attachment D — Budget Amendment No. 24-007 8-3 LANAIR Technology Group ATTACHMENT A 330 N. Brand Blvd. Suite 600 Glendale, CA 91203 Tel: 877-LANAIRI (526-2471) / Fax: 323-908-7266 20-4887462 PREPARED FOR: City Of Newport Beach Michael Wojciechowski 100 Civic Center Drive Newport Beach, CA 92660 Tel: (949) 644-3088 Notes: Technology Group Quotation PROJECT I DATE I EXPIRES PowerStore + Servers 1 06/02/2023 07/27/2023 REP ID TERMS QUOTE NO. ksiegle See Below 029242 v3 CA Dell EMC NASPO Contract # MNWNC-109 16th Gen Servers PowerEdge R660xs 4 $ 21,704.13 $ 86,816.52 2.5" Chassis with up to 10 Hard Drives (SAS/SATA), 2 CPU Riser Config 1, Low Profile, 1x16 LP Slots (Gen4) + 2x8 LP Slot(Gen4), 2CPU Intel Xeon Gold 6442Y 2.6G, 24C/48T, 16GT/s, 60M Cache, Turbo,HT (225W) - QTY 2 64GB RDIMM, 4800MT/s Dual Rank - QTY 8 (512 GB) PERC H755 SAS Front 480GB SSD SATA Read Intensive 6Gbps 512 2.5in Hot -plug AG Drive, 1 DWPD BOSS-N1 controller card + with 2 M.2 480GB - (RAID 1) Broadcom 5720 Dual Port 1 Gb On -Board LOM Broadcom 57414 Dual Port 10/25GbE SFP28, OCP NIC 3.0 Broadcom 57414 Dual Port 10/25GbE SFP28 Adapter, PCIe Low Profile, V2 iDRAC9, Datacenter 16G OpenManage Enterprise Advanced Plus LCD Bezel ReadyRails Sliding Rails Dual, Hot -plug, Power Supply Redundant (1+1), 1400W, Mixed Mode,NAF Power Cord - C13, 3M, 125V, 15A - QTY 2 ProDeploy Dell Server R Series 1 U/2U - Deployment ProSupport Next Business Day Onsite Service After Problem Diagnosis 5 Years Dell/LANAIR loyalty discount expires 7/27 1 $-25,000.00 $-25,000.00 16th Gen Servers Total $ 61,816.52 PowerStore - Hardware PowerStore1200T —103TB Effective (1.6:1 Data Reduction 1 $ 423,993.01 $ 423,993.01 Ratio) 25 x 2.5" Drive Chassis - 2U 384GB Appliance DIMM 192GB Per Node 7.68TB NVME SSD - Qty 11 (-64 TB Usable, —103 TB Effective 1.6:1 Data Reduction Ratio) 25GBE OPTICAL 4 PORT CARD PAIR - Qty 2 10GBE OPTICAL SFP PAIR - Qty 4 3M OM4 FIBRE CABLE - Qty 8 Dual 180OW (200-240V) Power Supply includes C13/C14 Power Cords CA NASPO Discount Dell Loyalty Discount - Q2 2023 Dell/LANAIR loyalty discount expires 7/27 1 $-114,478.12 $-114,478.12 1 $-152,867.00 $-152,867.00 1 $-25,000.00 $-25,000.00 PowerStore - Hardware Total $ 131,647.89 Page 1 8-4 PowerStore - Support/Services PowerStore1200T —103TB Effective (1.6:1 Data Reduction 1 $ 188,187.98 $ 188,187.98 Ratio) Support ProSupport 4Hr Mission Critical - 5 Years Services ProDeploy Plus for PowerStore 1xxxT Dell Training Credits - QTY 3800 - course -details, I Dell Technologies Education Service (dellemc.com) CA NASPO Discount 1 $-50,810.75 $-50,810.75 Dell Loyalty Discount - Q2 2023 1 $-66,911.00 $-66,911.00 PowerStore - Support/Services Total $ 70,466.23 Quote Sub -Totals: 16th Gen Servers $ 61,816.52 PowerStore - Hardware $ 131,647.89 PowerStore - Support/Services $ 70,466.23 Shipping/Handling $ 0.00 Subtotal $ 263,930.64 Tax $ 14,993.50 Total $ 278,924.14 Terms: Thank you for the opportunity to provide your organization with an Estimate from LANAIR Group, LLC ("LANAIR"). Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. LANAIR reserves the right to invoice for any partial shipment of hardware, software, or licensing pertaining to your order, should your order not ship in its entirety. Payment is due upon receipt of invoice pertaining to the shipped hardware, software, or licensing. Terms and Conditions are as follows: 1. For projects greater than $1,000, a payment of 50% of Price listed quote is required to undertake the project. 2. The balance due for Hardware, Software, and Licensing, including any applicable sales tax, is due upon delivery. 3. All Hardware, Software, Licensing and Renewal Sales are subject to a No Return Policy — All Sales Are Final. 4. LANAIR reserves the right to require 100% of Software and Licensing in order to undertake procurement. 5. The balance due for professional services is due upon rendering of services. 6. LANAIR reserves the right to require 100% of Estimate to undertake project, depending on Client's Credit Status. 7. Credit card payments subject to a 2.5% convenience charge 8. Your signature below signifies acceptance to the above Terms and Conditions and Privacy Policy as posted at https://www.lanairgroup.com/privacy-policy Signature: Name: Date: PO Number: Page 2 8-5 ATTACHMENT B PARTiCxPATIIIiG ADDENDUM NASPO ValuePoint COOPEIItlLTI4E PIIAC WING PROGREM Congmter Egnipme it Ad;nitristered by the State of M sexota (hezeiaater "Irread State"} Master Agreement No: MNWNC-109 EMC Corporation ounvinafter "Contractor") And State of Iowa (hereinafter "Participating State") 1. Sys: This addendum allows for purchase from the Computer Equipment, Peripherals and Related Services cooperative purchasing program, led by the State of Minnesota along with a multi -state sourcing team for use by state agencies and other entities located in the Partidpatfng State that is authorized by that state's statutes to utilize Participating State contracts, and which receives prior written approval of the state's chief procurement official. The original solicitation contains the requirements and definitions establishing the Product Bands allowed on the Master Agreement. The Master Agreement identifies the bands awarded to the Contract Vendor, eligible for purchase under this Addendum to Include: Band S - Storage. The sso- limits and restrictions for the Master Agreement are provided with revisions identified by the Participating State in this Participating Addendum. 8. Pardcin8tion: Use of specific NTASPO ValuePoint cooperative contracts by agencies, political subdivisions and other entities (including cooperatives) authorized by State of Iowa statutes to use state contracts are subject to the prior approval of the respective State Chief Procurement Official. Issues of interpretation and eligibility for participation are solely within the authority of the State Chief Procurement Official. Within the State of Iowa, all state agencies, state facilities, cities, counties or education entities or any entity funded is part with state tax dollars, are eligible purchasers and authorized to purchase Products and Services under the terms of this Participating Addendum in lieu of a separate competitive selection process. (Exception: State of lows emocutive branch agencies must purchase according to applicable system standards and seek approval from the State of Iowa - Office of the Chief information Officer when required as directed by administrative code before purchasing from this contract.) L. ;r =i - I 1. A Participating State's Participating Addendum ("PR ); A Participating State's Participating Addendum shall not diminish, change, or impact the rights of the Lead State with regard to the Lead State's contractual relationship with the Contract Vendor under the Terms of Minnesota NASPO ValuePoint Master Agreement. Z. Minnesota NASPO ValuePoint Master Agreement (includes negotiated Terms & Conditions). 3. The Solicitation including all Addendums. 4. Contract Vendor's response to the Solicitation. :. These documents shall be read to be consistent and complementary. Any conflict among these documents shall be resolved by giving priority to these documents in the order listed above. Contract Vendor terms and conditions that apply to this Master Agreement are only those that are expressly accepted by the Lead State and must be in writing and attached to the Master Agreement as an Exhibit or Attachment. No other terms and conditions shall apply, including terms and conditions listed in the Contract Vendor's response to the Solicitation. or terms listed or referenced on the Contract Vendor's website, in the Contract Vendor quotation/sales order or in similar documents subsequently provided by the Contract, Vendor. The solicitation language prevails unless a mutually agreed exception has been negotiated. A. Anorts: The Contractor shall submit quarterly reports to the Participating State Contract Administrator showing all sales made quarterly against this Participating Addendum within the State of Iowa. Such reports will show the quantities and dollar volume of purchases by each Purchaser. B. AdaligilftIMM F : Without affecting the approved Product or Service prices or discounts specified in the Master Agreement and this Participating Addendum, the State of Iowa shall be entitled to receive a one percent (1.00%) administrative fee on all sales (minus returns and credits) made within the State of Iowa against thin agreement. The fee due to the State of Iowa shall be paid quarterly by Contractor directly to the Participating State, made payable to the "Iowa Department of Administrative Services". Send to: State of Iowa - DAS/Central Procurement Bureau Attention: DAS - CPF'SE COO 1305 E. Walnut St. Des Moines, IA 80319 March 31 April 30 June 30 July 31 September 30 October 31 December 31 January 31 C. Discounts: Contractor's stated prices on the Contractor's approved State of Iowa, NASPO ValuePoint Master Agreement web site shall be discounted using the discounts and price lists approved and agreed to with NASPO ValuePoint Master Agreement and by Participating State by signing this Participating Addendum. The stated discounts are considered to be the minimum discount offered. The Contractor and/or its Fbliillment Partners may offer, within written quotes, a higher discount than the approved minimum discount for volume purchases or for competitive reasons. M D. Payment Terms: Payment for cosnpletwn of a contract order is normally made within 30 days following the date the entire order is delivered or the date a correct invoice is received, whichever is later. After 60 days the Contractor may assess overdue account charges up to a maximum rate of one percent per month on the outstanding balance. Payments will be remitted by mail. Payments may be made via a State or political subdivisian "Puxcinasing Card" with no additional charge. E. Lease Lease financing is an allowable payment option. The terms and conditions of the lease fimncing arrangement will be set forth between the purchasing agency and the fiinancing entity. 8. EaMW gqUtSgW: The primary contact individuals for this Participating Addendum are as follows (or their named successors): Name Kristine Rench Address 2999 Dou laa Blvd. Suite 273Roseville, CA98661 Te ne 877-898-4918 Fax 888-980-6069 13-UMH ffagm.yaluepo, Name Karl Wendt Address 1303 E. Walnut, Des Moines, IA 80319 Telephone s 15.281.7073 E-mail ov 6. Pier Utilisation: Each state represented by NASPO ValuePomt participating in this Master Agreement independently have the option of utilssixng partners. Only partners approved by this Participating State may be deployed. The participating State will define the process to add and remove partners and may define the partner's role in their participating addendum. The Contractors partners' participation will be in accordance with the terms and conditions set forth in the aforementioned Master Agreement. Approved partners are: The Partners will be listed on the EMC NASPO ValuePoint website at hi emc.com/emcrnaspoint.com. 7. Terms: The Participating State is agreeing to the terms of the Master Agreement only to the extent the terms are not in conflict with applicable law. 8. : Any Order placed by a Participating State or Purchasing Entity for a Product and/or Service available from this Master Agreement shall be deemed to be a sale under (and governed by the prices and other terms and conditions) of the Master Agreement unless the parties to the Order agree in writing that another contract or agreement applies to such Order. :: IN WUNESS WHERBOF, the parties have executed this Addendum as of the date of execution by both parties below. Participating State: Contractor: EMC Corporation By: By Name: Naze : Joseph F. Sparnio III Title: ;Af MCUIA44e Title: Vice President Federal & Public Sector Contracts u !7.1�a r Date: a /-3— Date: September 28th, 2015 :• DocuSign Envelope ID: A27DBOF4-2F81-49A8-B4C4-D88CFF835C12 ATTACHMENT C DEPARTMENT OF ADMINISTRATION STATE PROCUREMENT June 13, 2023 Jennifer Sherman EMC Corporation 176 South Street Hopkinton, MA 01748 Dear Ms. Sherman: STATE OF MINNESOTA Office of State Procurement 112 Administration Building 50 Sherburne Avenue St. Paul, MN 55155 Voice: 651.296.2600 Fax: 651.297.3996 NASPO ValuePointTM Enclosed for you to complete and return is Amendment No. 6 to NASPO Master Agreement No. MNWNC-109. Using the DocuSign process, please have the attached document(s) signed and routed for the State's execution by June 15, 2023. If the Amendment is not properly executed it will be returned to you. Upon receipt of the properly executed document, and after signatures are obtained from the appropriate State authorities, a copy of the completed Amendment will be sent to your company. If you have any questions, please feel free to contact me. Sincerely, Andy Doran IT Acquisitions Supervisor Enclosure(s) Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529 DocuSign Envelope ID: A27DBOF4-2F81-49A8-B4C4-D88CFF835C12 AMENDMENT NO. 6 TO NASPO MASTER AGREEMENT NO. MNWNC-109 THIS AMENDMENT is by and between the State of Minnesota, acting through its Commissioner of Administration ("State"), and EMC Corporation, 176 South Street, Hopkinton, MA 01748 ("Contractor" or "Contract Vendor"). WHEREAS, the State has a Contract with the Contractor identified as NASPO Master Agreement No. MNWNC-109, April 1, 2015, through July 31, 2023 ("Contract"), to provide Computer Equipment, Peripherals & Related Services; and WHEREAS, Minn. Stat. § 16C.03, subd. 5, affords the Commissioner of Administration, or delegate pursuant to Minn. Stat. § 16C.03, subd. 16, the authority to amend contracts; and WHEREAS, the terms of the Contract allow the State to amend the Contract as specified herein, upon the mutual agreement of the Office of State Procurement and the Contractor in a fully executed amendment to the Contract. NOW, THEREFORE, it is agreed by the parties to amend the Contract as follows: That NASPO Master Agreement No. MNWNC-109 is extended through October 31, 2023, at the same prices, terms, and conditions. This Amendment is effective upon the date that the final required signatures are obtained, and shall remain in effect through contract expiration, or until the Contract is canceled, whichever occurs first. Except as herein amended, the provisions of the Contract between the parties hereto are expressly reaffirmed and remain in full force and effect. IN WITNESS WHEREOF, the parties have caused this Amendment to be duly executed intending to be bound thereby. 1. EMC Corporation The Contractor certifies that the appropriate person(s) have executed this Amendment on behalf of the Contractor as required by applicable articles, bylaws, resolutions, or ordinances. DocuSigned by: By: WiLyiy t, [&Sfitib FE23302DOB4B8... Katherine Castillo Printed Name Title: Paralegal Advisor 6/13/2023 Date: By: Signature Printed Name Title: Date: 2. Office of State Procurement In accordance with Minn. Stat. § 16C.03, subd. 3. DocuSigned by: By: tf,�& 742DE739C8ED492... Title: Acquisition Management Specialist Date: 6/13/2023 3. Commissioner of Administration Or delegated representative. By: FDocuSigned by: &At Dom. �8pQ2pL11lyy04BA... Date: 3/ Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.627.3529 Amendment No. 65 to NASPO Master Agreement MNWNC-109 8-11 rEWPo�f ATTACHMENT D A City of Newport Beach P BUDGET AMENDMENT - 2023-24 BA#: 24-007 Department: City Manager ONE TIME: ❑ Yes ❑ No Requestor: Avery Maglinti Approvals ❑ CITY MANAGER'S APPROVAL ONLY Finance Director: (,yt Date 71S/7.3 F1 COUNCIL APPROVAL REQUIRED City Clerk: Date EXPLANATION FOR REQUEST: Purchase of Deil Hardware for replacement of City's Data Center Server and Storage. ❑ from existing budget appropriations ❑ from additional estimated revenues ❑� from unappropriated fund balance REVENUES Fund # Org Object Project Description Increase or (Decrease) $ - --- ------ Subtotall $ EXPENDITURES Fund # Org Object Project Description Increase or (Decrease) $ 765 7657650 911032 IT REPLACEMENT - DATA CENTER HARDWARE 278,924.14 Subtotal $ 278,924.14 FUND BALANCE Fund # Object Description Increase or (Decrease) $ 765 300000 IT STRATEGIC FUND - FUND BALANCE CONTROL (278,924.14) Subtotalll (273,924.14) Fund Balance Change Required 8-12