ITEM 3.5 Replacement of ServerF
Otsego
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
Softronics IT, Rob Snavely
June 22, 2020
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
City Administrator/Finance Director Flaherty
3.5
STRATEGIC VISION
MEETS:
I THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council accept the quotes for the server system replacement.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
With most of the City's data now being electronic and, on a server, the City maintains two servers, in two
different buildings to ensure that if the hardware fails in the primary, staff can rapidly switch to the
secondary and keep the City operating. The primary server is at City Hall and constantly replicates itself to
the secondary server at Prairie Center.
The two existing servers are 5 years old, and although they are still operating, staff recommends
replacement for the following reasons:
- It is likely that staff will begin seeing some issues in the future as they continue to age.
- In one month, the current servers will no longer be under any warranty from Dell. The new servers
will have a 5-year PRO -support warranty.
- The existing servers have 1TB of hard drive storage of which less than 10% is now available. The
new servers will have 2TB of storage. Staff believes this will be plenty for the next 5 years.
- The new servers are significantly faster, using 16-core Xeon processors, 128GB RAM, and the
storage is RAID-10-configured solid-state drives. This is important as the City continually demands
more from the servers.
- The new servers will use the latest available server software (Microsoft Server 2019). It's important
to have current software to reduce malware and other risks.
The Capital Improvement Plan (CIP) included a budget estimate of $50,000 in 2020 for the server system
replacement project. City staff has obtained a quote from TR Computer Sales, LLC in the amount of
$32,336.
The Administrative Subcommittee was presented this information at the June 3 meeting, with the
recommendation of inclusion on a future consent agenda for Council approval.
SUPPORTING DOCUMENTS ATTACHED:
• Quote — TR Computer Sales, LLC
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accepts the quotes for the server system replacement and to approve TR Computer Sales, LLC to
complete the server system replacement project in the amount of $32,336.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 414—Capital Improvement Revolving Yes
4A10-
TR Colnptaer Sales, LLC
An Impact Business Solutions Company
Computer Consulting and Sales 2074 East County Road E • White Bear Lake, MN 55110 • Phone (651) 407-5888 • Fax (651) 762-9418
City of Otsego Customer Engagement
13400 90th Street NE Date 5/13/2020
Otsego MN 55330 Quote No. 27261
Dear Rob
Thank you for giving TR Computer Sales, LLC the opportunity to help you with your computer needs. The
following is a description and estimated fees for our proposed computer service engagement. The
engagement letter sets forth the engagement's objectives, documents the procedures for conducting this
engagement, identifies your responsibilities, and provides our estimated fees. The final paragraph indicates
what you need to do if you want us to proceed with this engagement.
ENGAGEMENT OBJECTIVE
The engagement's objective is to implement two new Dell PowerEdge Servers. To achieve this objective we
propose to complete the tasks outlined in the SCOPE OF SERVICES section. Refer to the ESTIMATED
PROFESSIONAL FEES AND SYSTEM SPECIFICATIONS section for details on hardware, software and
pricing.
SCOPE OF SERVICES
* Install a new Dell PowerEdge Server as your DC and APP server.
* Install and configure a second Dell PowerEdge Server as a HyperV Replication Server.
* Perform in -place upgrade of Server 2012 R2 DC to Server 2019 DC.
* Transfer existing data and applications.
* Reconfigure NAS device.
* Configure Shadow Protect backup.
* Connect a existing printers to the network.
OPTIONAL SERVICES
* Custom Microsoft Access Database programming.
* Training for Microsoft Office productivity software.
* Provide hardware and software solutions including recommendations, installation and training.
• Pull level 5 twisted pair wire from all PC locations to a central location and connect wire ends to
wall plates and a patch panel.
YOUR RESPONSIBILITIES
The engagement's nature will demand significant involvement by your personnel. The ultimate success of
the engagement depends primarily on your personnel and the effort contributed toward the new system's
implementation. To achieve a smooth and successful implementation, your company will be responsible for
performing the following:
* Order the necessary software and hardware from TR Computer Sales, LLC or another desired vendor.
* Attend training and make key personnel available to learn the new system.
* Administrate users and security on the new network.
* Implementation of software and all existing system.
ESTIMATED PROFESSIONAL FEES AND SYSTEM SPECIFICATIONS
Description Qty: Sale: Ext:
Hardware / Software
Shadow Protect Virtual Server (3 Pack) w/ 1 yr.
1
$1,099.00
support
Windows 2019 Server Client Access Licenses
25
$42.00
SQL Server 2019
1
$899.00
SQL Server 2019 CALS
10
$209.00
Dell PowerEdge T440
2
$8,500.00
16 Core Xeon 2.1, 128 GB RAM, Raid 10 controller,
(4) 960 GB SSD - Raid 10 (1.92 TB Total), DVD, (2)
hot swap power supplies, 5 year Dell Pro Support
Windows 2019 Server (core license pack)
16
$123.00
HW/SW TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX:
Estimated Labor:
Configure Hyper V replicate to hot spare server
Configure UPS / Powerchute battery backup settings
Install and Configure SQL
Network File Server Installation - Hyper V Role /
Windows 2019 DC / Windows 2019 (Application
Server) / Windows 2019 2nd server in Hyper V Role
Upgrade Server 2012 R2 DC to Windows Server
2019 DC
Transfer data from the old server (ESTIMATE)
Configure Network Printer (1/2 hour per printer)
Configure Network, File system & training
Reconfigure Backups - DC / Windows 2019 Server
Configure existing software - Permitworks,
Laserfiche, Clarity
5 $165.00
1 $165.00
3 $165.00
20 $165.00
3 $165.00
5 $165.00
1 $145.00
4 $165.00
2 $165.00
6 $165.00
LABOR TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX:
ENGAGEMENT TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX:
OPTIONAL PURCHASES:
Hardware / Software
Shadow Protect Virtual Server (3 Pack) - 1 yr. 1 $230.00
renewal each year after first initial year.
$1,099.00
$1,050.00
$899.00
$2,090.00
$17,000.00
$1, 968.00
$24,106.00
$825.00
$165.00
$495.00
$3,300.00
$495.00
$825.00
$145.00
$660.00
$330.00
$990.00
$8,230.00
$32,336.00
$230.00
The prices quoted above are at today's market value. Prices and availability will be verified at time of purchas
MN State tax laws require us to charge you tax an all purchases as well as service to install any new hardware or
software. This tax will be assessed on all purchases and only the appropriate services provided.
All taxes will be added and included on the invoice.
These prices are _good for 20 days from the date on this
Our estimate is based on our prior experience multiplied by our standard hourly charges for these services,
as summarized on the System Specification section. Any unusual disruption in the implementation process
may result in higher fees. On -going support will be provided on an "as needed" basis, at your request.
Consider purchasing telephone technical support contracts with the software vendors that offer them, if you
require immediate response or guaranteed call back times. The terms for any additional hardware or
software not specifically listed in this engagement are due upon receipt of invoice.
Pre -payment is required for orders exceeding $2500.
We invoice our labor monthly, separate from computer hardware and software, and expect payment within
thirty (30) days. We expressly reserve the right to assess a finance charge at the rate of 1.5% per month on
any balance on your account that is older than thirty (30) days.
You agree that in the event it becomes necessary for this account to be referred to an attorney for collection
(whether or not suit is commenced), you will be responsible for payment of all reasonable costs of such
collections, including reasonable attorneys' fees.
Each monthly invoice will include a detailed description of the services provided. Our fees are based on the
hourly rates of the various staff level and are adjusted annually for general economic factors. We schedule
staff to serve your company based on the level of tasks to assure that you receive cost-effective service.
TRCS HOURLY RATES
Our hourly rates are $145 for level 1 and $165 for level 2 labor performed Monday through Friday from 8
a.m. to 5 p.m. Labor performed after 5 p.m. or on the weekends will be billed at $225 per hour.
WARRANTIES AND LIMITATIONS
It is your sole responsibility to comply with software copyright laws. Our liability for damages with respect to
the services provided shall in no event exceed the charges previously paid to us for these services. All items
returned for exchange or refund must be accompanied by the box and manuals in original condition. Most
software cannot be returned or exchanged. Warranties for the computer software and hardware products
installed as part of this engagement are provided by the manufacturer of those products. We offer no
warranties, expressed or implied, regarding the functionality or capabilities of the software or hardware
products installed as part of this engagement, except for a one year limited warranty on TR Computer
Systems. Our warranty on the TR System covers hardware components and the operating system. Data
and software restoration is not covered under this warranty.
CLOSING
We would like to meet with you to discuss this proposal before you make your final decision. We sincerely
appreciate the opportunity to serve you. If the foregoing is in accordance with your understanding, please
sign this letter and return the signed letter to us. You will receive an invoice for the hardware prior to the
delivery. Payment of hardware is due upon delivery. Upon receipt of the authorization, we will contact you to
arrange delivery and installation schedules. We look forward to working with you on this project.
ACKNOWLEDGEMENT
I (we) hereby agree to the terms of this engagement by completing the sections below and by signing this
letter and returning it to TR Computer Sales, LLC. I have retained a copy for my records.
Legal Name of Entity:
Officer Signature: Dated:
Title:
Sincerely,
Gerard Gonzalez
TR Computer Sales Consultant