ITEM 8.4 Approval of IT purchasesW
Otkoo
MINNESOTA V
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Administration
Lori Johnson, City Administrator
June 8, 2015
PRESENTER(s):
REVIEWED BY:
ITEM #:
Lori Johnson, City Administrator
8.4
AGENDA ITEM DETAILS
RECOMMENDATION:
Recommend approval of IT purchases as requested by IT Consultant Rob Snavely.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
Earlier this year the Council was provided with an update on the status of the City's IT equipment and
systems including the servers. At that time, it was noted that the servers are old and are due for
replacement. Replacement was planned to occur in 2016. The Council directed IT consultant Rob
Snavely to identify replacement costs and make a recommendation for replacement in 2015 at an
upcoming meeting.
Just this week, this matter has become urgent with a failure in one of the servers. Therefore, this is
coming forward for approval to allow for replacement of the failing server as quickly as possible.
Attached are quotes from TR Computer Sales, LLC for the equipment recommended by Mr. Snavely. He
recommends the purchase of two servers. The equipment and installation cost is quoted at $28,510.50
but will be less because of the difference in labor rates charged by Softronics and TR Computer Sales. If
two servers are purchased, the optional Dell four hour response contract is not needed. If only one
server is purchased, this item is not optional; it is mandatory to ensure that the City's computer system
is not down for extended periods. Even with this four hour response time contract, that does not take
into account the time for replacement parts to arrive meaning that the system could be down longer.
This purchase was originally planned for 2016; hence, it is not included in the 2015 budget. The two
most likely funding sources include the General Fund and the Capital Equipment Revolving Fund (206).
The Capital Equipment Revolving Fund currently has adequate reserves to fund this purchase.
Alternatively, the 2015 General Fund adopted budget includes a surplus that can fund this purchase.
The IT budget could be increased by $28,500 (or the actual amount of the project) while still maintaining
a budgeted surplus in the General Fund.
SUPPORTING DOCUMENTS: X❑ ATTACHED ❑ NONE
0 TR Computer Sales, LLC quote dated June 3, 2015
0 February 9, 2015, Council Minutes
POSSIBLE MOTION
Please word motion as you would like it to appear in the minutes.
Motion to approve TR Computer Sales LLC quote dated June 3, 2015, for IT Equipment in the amount of
$20,698 and associated installation not to exceed $7,812.50 with funding from the General Fund
through a budget amendment to the IT budget for $28,500.
BUDGET INFORMATION
FUNDING: BUDGETED: ❑ YES
General Fund or Capital Equipment Revolving
x o No
Fund
ACTION TAKEN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
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City of Otsego
13400 90th Street NE
Otsego MN 55330
Customer Engagement
Date 6/3/2015
Quote No. 13795
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 obfectives, 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 replace both physical servers with a Dell PowerEdge Server running
Windows 2012 R2 in a hyper v role and setup a Hot Spare Dell PowerEdge server in a Hyper V role. One
Dell PowerEdge server will host 2 virtual servers - DC (Windows 2012 domain controller) and W2-012server
(Application Server). 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
* Configure Dell PowerEdge with Windows 2012 R2 in a hyperV role.
* Configure 2nd server in Hyper V role and configure a scheduled replication.
* Configure Virtual Windows 2012 R2 Domain controller.
* Configure Virtual Windows 2012 R2 Application Server
* Connect all workstations to the file server.
* Configure network printers.
* Configure NAS backup device.
* Reconfigure Backup Solution.
* Reconfigure Permitworks - schedule with Permitworks
* Reconfigure Laserfiche - schedule with CrabTree
• Reconfigure Clarity - schedule with Civic Systems
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 RESPONSIBILITES
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 -
lowing:
* 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 (Provide TR Computer Sales with usernames and
passwords. Provide TR Computer .Sales with -any secLmty =_ UPS),-
ESTIMATED PROFESSIONAL FEES AND SYSTEM SPECIFICATIONS
Description Qty: Sale: Ext:
Hardware / Software
Dell PowerEdge T430 2 $6,700.00
$13,400.00
Dual Xeon 2.5, 64 GB RAM, Raid 10 controller, (4)
600 GB SAS - .Raid-10 .(12 T-13 Total)., DVD.,. Dual
Intel NIC, (2) hot swap power supplies, Security
Bezels, 5 year Dell Pro Support
Windows 2012 Server- Both Hyper Servers, DC 2 $883.00
$1,766.00
(W2012), Application Server (W2012)
Windows 2012 Server Client Access Licenses 25 $34.00
$850.00
Dell Shipping 2 $24.00
$48.00
Shadow Protect Virtual Server (3 Pack) w/ 1 yr. 1 $995.00
$995.00
support
Western Digital 4TB NAS 1 $650.00
$650.00
SQL Server 2014 1 $899.00
$899.00
SQL Server 2014 CALS 10 $209.00
$2,090.00
HW/SW TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX:
$20,698.00
Estimated Labor:
Network File Server Installation - Hyper V Role /
20
$125.00
$2,500.00
Windows 2012 R2 DC / Windows 2012 R2
(Application Server) / Windows 2012 R2 2nd server
in HyperV Role
Join workstations to the domain and copy profiles -
12.5
$125.00
$1,562.50
30.min-ules per.PC
*** based on 25 computers "
Transfer data from the old server (ESTIMATE)
5
$125.00
$625.00
Configure Network Printer (1/2 hour per printer)
1
$125.00
$125.00
Configure Network, File system & training
4
$125.00
$500.00
Reconfigure Backups - DC / W2008Server
2
$125.00
$250.00
Configure existing software - Permitworks,
6
$125.00
$750.00
Laserftclie, Clarity
Reconfigure Multifunction Copier/Scanner SMB
1
$125.00
$125.00
Addressbook and Relay
Configure UPS / Powerchute battery backup settings
1
$125.00
$125.00
Install and Configure SQL
3
$125.00
$375.00
Install and configure NAS
2
$125.00
$250.00
Configure Hyper V replicate to hot spare server
5
$125.00
$625.00
LABOR TOTAL NOT INCLUDING OPTIONAL
PURCHASES AND TAX:
$7,812.50
ENGAGEMENT TOTAL NOT INCLUDING OPTIONAL PURCHASES
AND TAX:
$28,510.60
OPTIONAL PURCHASES:
Hardware / Software
Dell 5 year mission critical 4 hour response 2 $1,450.00 $2,900.00
SPECIAL CITY COUNCIL MEETING
PRAIRIE CENTER
FEBRUARY 91 2015
5:30 PM
Call to Order.
Mayor Jessica Stockamp called the meeting to order at 5:38 PM.
Roll Call: Mayor Jessica Stockamp; Councilmembers: Vern Heidner and Jason Warehime.
Absent: Councilmembers Doug Schroeder and Tom Darkenwald. Councilmember Doug
Schroeder arrived at 6:46 PM.
Staff: Lori Johnson, City Administrator; Dan Jordet, Administrative Services Director; Ross
Demant, Parks & Recreation Manager, Rob Snavely, IT and Tami Loff, City Clerk
1. Prairie Festival.
Parks & Recreation Manager Demant gave an update on the 2014 Festival and reviewed the
proposed 2015 event/activities which include incorporating a carnival. City staff recommends
contracting with Cody Rides which is a local full size vendor. City Council agreed to proceed
with the carnival. CM Warehime recommended checking also with the carnival vendor that
contracts in Albertville. Parks & Recreation Manager Demant reviewed the proposed 2015
budget for the Otsego Prairie Festival. CM Warehime questioned cutting back the budget. The
City Council agreed to leave as is for now. City Administrator Johnson said if the actual
revenues exceed expenditures, the City's contribution can be decreased after the event.
2. IT Systems/Services.
City Administrator Johnson reviewed the staff report prepared by Administrative Services
Director Jordet. IT Rob Snavely reviewed the proposed plan for security and continuity of email
services as outlined in the staff memo. The City Council agreed to proceed. There was
discussion on back up service from TR Computer when our consultant is not available. City staff
is working on clearer process to be implemented when this occurs.
There was discussion on the equipment replacement for 2016; IT Snavely said the servers need
to be upgraded at an estimated cost of $13,000. CM Heidner stated it should be done this year.
CM Schroeder arrived at 6:46 PM.
Additional hardware costs will be brought back to the City Council at a future meeting.
3 2014 Financial Update.
CM Warehime motioned to recess the meeting at 6:51 PM. Seconded by CM
Schroeder. All in favor. Motion carried 4-0.
CM Warehime motioned to re -open the meeting at 9:02 PM. Seconded by Mayor
Stockamp. All in favor. Motion carried 4-0.
Administrative Services Director Jordet presented the preliminary 2014 general fund operation
results and the three potential options for the available funds for the allocation of the balance.
Administrative Services Director Jordet said this is just a starting point there are other scenarios