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Home My WebLink About2022-06-07; City Council; ; Approval of the purchase of replacement IT Infrastructure Servers with CDW•G, LLCCA Review CKM Meeting Date: June 7, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Maria Callander, IT Director maria.callander@carlsbadca.gov, or 442-339-2450 Subject: Approval of the purchase of replacement IT Infrastructure Servers with CDW•G, LLC District: All Recommended Action Adopt a resolution authorizing the City Manager to execute documents necessary to buy replacement servers for information technology infrastructure from CDW•G in an amount not to exceed $249,938. Executive Summary The city requires hardware devices called servers to host all the application and software infrastructure systems that provide technical services for staff and residents. This purchase will replace devices that are at the end of their useful life and also provide more upgraded capabilities. City Council approval is required under Carlsbad Municipal Code Section 3.28.050, Procurement of Goods, which requires council approval for professional services or services that cost the city more than $100,000 per agreement year. Discussion To maintain a stable IT infrastructure, various components must be replaced according to a defined lifecycle. Part of the lifecycle management program for these devices includes setting aside funding annually into the Information Technology Annual Replacement Fund. In the past, each server would have been purchased individually according to specific need. Now the city wants to consolidate the number and variety of models and is standardizing and purchasing all the replacements at the same time. The city has set the lifespan of a server device at five years. If the servers are retained past their five-year lifespan, additional warranty and support services may be needed, however the initial maintenance costs are included in this purchase. CDW•G is the current reseller through which the city purchases Lenovo hardware. The replacement of the server devices from CDW•G represents the best value to the city by purchasing through a cooperative purchasing agreement, in compliance with Carlsbad Municipal Code Section 3.28.100, Cooperative Purchasing. CDW•G is an authorized reseller and provides products and technology services under the National IPA Technology Solutions Agreement #2018011-01 contract. June 7, 2022 Item #4 Page 1 of 10 Under a purchasing agreement, the Purchasing Officer has the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services by contract, arrangement or agreement. The Purchasing Officer may buy directly from a vendor at a price established by another public agency when the other agency has made their purchase in a competitive manner. As such, the agreement price was quoted from the previously noted master agreement Options The following options are provided for City Council’s considerations: 1. Adopt a resolution authorizing the City Manager to execute documents necessary to procure replacement server devices from CDW•G. Pros • The Information Technology Department will provide more efficient and better performing digital services • The Information Technology Department will be able to continue to have the up- to-date hardware needed to maintain the city’s information technology infrastructure Cons • None identified 2. Do not adopt resolution and don’t replace the end-of-life servers Pros • None identified Cons • The city will assume the risk of old hardware devices failing causing loss of services • The Information Technology Department will need to renew the maintenance of the end-of-life servers at an increased cost • Applications and digital infrastructure services will slow over time due to poor performing hardware 3. Direct staff to research other solutions for providing server devices to host applications and digital infrastructure Pros • There may be potential for cost-savings Cons • This option will result in the use of end-of-life equipment • Unknown outcomes with other solutions Fiscal Analysis The purchase of the replacement servers with CDW•G is not to exceed $249,938. Funding is in the approved fiscal year 2021-22 Information Technology Department’s Replacement budget. Next Steps Execute the purchase of server devices from CDW•G. June 7, 2022 Item #4 Page 2 of 10 Environmental Evaluation This action does not constitute a “project” within the meaning of the California Environmental Quality Act under California Public Resources Code Section 21065. It has no potential to cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, it does not require environmental review. Public Notification Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1.City Council resolution 2.Memorandum - Approve the cooperative use of the National IPA Technology Solutions agreement with CDW•G June 7, 2022 Item #4 Page 3 of 10 RESOLUTION NO. 2022-125 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER TO EXECUTE DOCUMENTS NECESSARY TO PROCURE REPLACEMENT SERVERS FROM CDW•G, LLC IN AN AMOUNT NOT TO EXCEED $249,938 Exhibit 1 WHEREAS, the City of Carlsbad has information technology infrastructure that requires replacement on a routine basis to support effective operations, and servers are one of the hardware components that need to be replaced and update on a frequent time frame; and WHEREAS, CDW•G, LLC, an authorized server reseller, provides hardware for information technology infrastructure under the National IPA Technology Solutions Agreement #2018011-01 contract; and WHEREAS, under Carlsbad Municipal Code 3.28.100, Cooperative Purchasing, the Purchasing Officer has the authority to join with other public agencies for the purchase of goods or services when it is in the best interest of the city; and WHEREAS, the Purchasing Officer has reviewed the purchase and agrees the purchase is in the best interest of the city; and WHEREAS, the budget to procure the maintenance and support services is available in the Information Technology Department's fiscal year 2021-22 Replacement Fund Budget; and WHEREAS, the funding for future years' replacement hardware will be included in the Information Technology Department's annual budget requests. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.That the above recitations are true and correct. 2.That City Manager, or a designee, is authorized to execute all required documents necessary to procure replacement servers from CDW•G, LLC. in amount not to exceed $249,938 as reflected in Attachment A. June 7, 2022 Item #4 Page 4 of 10 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 7th day of June, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta, Norby. None. None. FAVIOLA MEDINA, City Clerk Service Manager (SEAL) June 7, 2022 Item #4 Page 5 of 10 y:!fL, Page 1 of 1 QUOTE CONFIRMATION DEAR MICHAEL PUGLIESE, Thank you for considering CDWG LLC for your computing needs. The details of your quote are below. Click here to convert your quote to an order. ACCOUNT MANAGER NOTES:quote is good until 29-Jul-2022 QUOTE #QUOTE DATE QUOTE REFERENCE CUSTOMER #GRAND TOTAL MTDT918 5/11/2022 LENOVO SERVERS 6387665 $249,937.26 QUOTE DETAILS ITEM QTY CDW#UNIT PRICE EXT. PRICE LVO TS SR630 2X5218 12X64GB 14 7027694 $14,382.60 $201,356.40 Mfg. Part#: 7X02UM3J00 Contract: National IPA Technology Solutions (2018011-01) Lenovo Essential Service + YourDrive YourData + Premier Support - extended 14 5087879 $2,355.41 $32,975.74 Mfg. Part#: 5PS7A07084 UNSPSC: 81112305 Electronic distribution - NO MEDIA Contract: National IPA Technology Solutions (2018011-01) PURCHASER BILLING INFO SUBTOTAL $234,332.14 Billing Address:CITY OF CARLSBADACCOUNTS PAYABLE1635 FARADAY AVECARLSBAD, CA 92008-7314Phone: (760) 602-2400 Payment Terms: Net 30 Days-Govt State/Local SHIPPING $0.00 SALES TAX $15,605.12 GRAND TOTAL $249,937.26 DELIVER TO Please remit payments to: Shipping Address:CITY OF CARLSBAD MICHAEL PUGLIESE1635 FARADAY AVECARLSBAD, CA 92008-7314Phone: (760) 602-2400 Shipping Method: DROP SHIP-GROUND CDW Government75 Remittance DriveSuite 1515Chicago, IL 60675-1515 Need Assistance? CDWG LLC SALES CONTACT INFORMATION Jeff Butchko |(877) 853-0557 |jeffbut@cdwg.com This quote is subject to CDW’s Terms and Conditions of Sales and Service Projects athttp://www.cdwg.com/content/terms-conditions/product-sales.aspxFor more information, contact a CDW account manager ' 2022 CDWG LLC 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 | 800.808.4239 ATTACHMENT A June 7, 2022 Item #4 Page 6 of 10 I Prepared For:Submitted By:Jeff Butchko Customer #:Account Manager Attention:Phone:847‐371‐5500 Project:E‐Mail:jeffbut@cdwg.com Date:Quote #: Qty. 1 14 7X02UM3J00 ThinkSystem SR630 ‐ 3yr Warranty 2 14 BNAQ 3 14 BNPP ThinkSystem SR630 2.5" Chassis with 8 Bays v2 4 14 BFYE Operating mode selection for: "Efficiency ‐ Favoring Performance Mode" 5 28 B4HL Intel Xeon Gold 5218 16C 125W 2.3GHz Processor 6 168 B4H4 ThinkSystem 64GB TruDDR4 2933MHz (2Rx4 1.2V) RDIMM 7 14 5977 Select Storage devices ‐ no configured RAID required 8 14 AUMV ThinkSystem M.2 with Mirroring Enablement Kit 9 28 B8HS ThinkSystem M.2 5300 240GB SATA 6Gbps Non‐Hot Swap SSD 10 14 AUWE ThinkSystem SR630 x8ML2/x16 PCIe LP+LP Riser 1 Kit 11 14 AUWA ThinkSystem SR530/SR570/SR630 x16 PCIe LP Riser 2 Kit 12 14 AUWQ Lenovo ThinkSystem 1U LP+LP BF Riser Bracket 13 14 AUKK ThinkSystem 10Gb 4‐port SFP+ LOM 14 14 AUNU ThinkSystem QLogic QLE2742 PCIe 32Gb 2‐Port SFP+ Fibre Channel Adapter 15 14 AUAJ Mellanox ConnectX‐4 Lx 10/25GbE SFP28 2‐port PCIe Ethernet Adapter 16 28 AVWA ThinkSystem 750W (230/115V) Platinum Hot‐Swap Power Supply 17 28 6400 2.8m, 13A/100‐250V, C13 to C14 Jumper Cord 18 14 AUPW ThinkSystem XClarity Controller Standard to Enterprise Upgrade 19 14 AXCA ThinkSystem Toolless Slide Rail 20 14 B0MK Enable TPM 2.0 21 14 B7XZ Disable IPMI‐over‐LAN 22 14 AWGE ThinkSystem SR630 WW Lenovo LPK 23 14 B0ML Feature Enable TPM on MB 24 14 AUWN Lenovo ThinkSystem 1U LP Riser Bracket 25 14 AUAK 2U Bracket for Mellanox ConnectX‐4 Lx 2x25GbE SFP28 Adapter 26 56 AURR ThinkSystem M3.5 Screw for Riser 2x2pcs and Planar 5pcs 27 14 AUX0 ThinkSystem Package for SR630 28 14 AVWJ ThinkSystem 750W Platinum RDN PSU Caution Label 29 14 B173 30 28 AULP ThinkSystem 1U CPU Heatsink 31 28 AVJ2 ThinkSystem 4R CPU HS Clip 32 14 AUTJ ThinkSystem common Intel Label 33 28 AUW7 ThinkSystem SR630 4056 Fan Module 34 14 AUX4 MS 1U Service Label LI 35 14 AUX3 ThinkSystem SR630 Model Number Label 36 14 AVWK ThinkSystem EIA Plate with Lenovo Logo 37 14 AWF9 ThinkSystem Response time Service Label LI 38 14 AUTC ThinkSystem SR630 Lenovo Agency Label 39 14 AUTA XCC Network Access Label 40 14 AUTV ThinkSystem large Label for non‐24x2.5"/12x3.5"/10x2.5" 41 14 AUWG Lenovo ThinkSystem 1U VGA Filler 42 28 AVKJ ThinkSystem 2x2 Quad Bay Gen4 2.5" HDD Filler 43 14 AUWF Lenovo ThinkSystem Super Cap Holder Dummy 44 14 B4NK ThinkSystem SR630 Refresh MB 45 14 5641PX3 XClarity Pro, Per Endpoint w/3 Yr SW S&S 46 14 1340 Lenovo XClarity Pro, Per Managed Endpoint w/3 Yr SW S&S Enable selection of latest options and features where available. Previous versions are disabled. To be able to select the previous versions, select None. Companion Part for XClarity Controller Standard to Enterprise Upgrade in Factory City of Carlsbad 6387665 Michael Pugliese 4/6/2022 Part Numbers Description Lenovo SR630 Proposal CDW Page 1June 7, 2022 Item #4 Page 7 of 10 ~----~1 I ■-- Qty.Part Numbers Description 47 14 3444 Registration only Extended Sell $201,356.40 48 14 5PS7A07084 Premier Essential ‐ 5Yr 24x7 4Hr Resp + YDYD SR630 Extended Sell $32,975.74 Extended Sell $234,332.14 Prepared By: Andrew Wall (Solution Architect) Prices are contingent on final pricing approval from Manufacturer Quote provided based on specification provided by customer. No workload validation has been done. The terms and conditions provided on this link apply: https://www.cdwg.com/content/cdwg/en/terms‐conditions.html Applicable Taxes and Shipping not shown. Solution Total: Total:SupportSupport Total: CDW Page 2June 7, 2022 Item #4 Page 8 of 10 Exhibit 2 Information Technology Department 1635 Faraday Ave  Carlsbad, CA 92008  760-602-2450 t Memorandum May 9, 2022 To: Roxanne Muhlmeister, Assistant Finance Director/Purchasing Officer From: Joe Stephenson, IT Operations Manager Via: Maria Callander, IT Director Re: Approve the cooperative use of the National IPA Technology Solutions agreement with CDW•G, LLC. The IT Department would like to cooperatively use National IPA Technology Solutions Agreement #2018011-01 contract with CDW•G, LLC to provide for the purchase of replacement servers. This request is in the best interest of the City of Carlsbad as the city is standardizing the models of servers used and CDW•G is a preferred vendor. Additionally, CDW•G has worked with the city on other past projects that provides them unique understanding of our systems and goals. CDW•G is a full-service vendor that provides for the procurement of software, hardware, licenses, support, maintenance and professional services for the IT Department’s needs. As per the city’s municipal code, 3.28.100 Cooperative purchasing, the purchasing officer shall have the authority to join with other public or quasi-public agencies in cooperative purchasing plans or programs for the purchase of goods and/or services by contract, arrangement or agreement as allowed by law and as determined by the purchasing officer to be in the city’s best interest. The purchasing officer may buy directly from a vendor at a price established by another public agency when the other agency has made their purchase in a competitive manner. (Ord. CS-002 § 2, 2008) The current open market price for the servers being purchased is $290,833 as compared to the quoted price under the National IPA Technology Solutions Agreement of $249,938. This is a cost savings of $40,895 by using this cooperative purchasing agreement. By approving this cooperative procurement, the purchasing officer supports entering into an equipment purchase agreement for a sum not to exceed $249,938 in total. JS:bg June 7, 2022 Item #4 Page 9 of 10 {city of Carlsbad Muhlmeister May 9, 2022 Page 2 Approval for Exemption __________________________________ __________ Roxanne Muhlmeister, Date Assistant Finance Director/Purchasing Officer CC: Maria Callander, IT Department Director Cindie McMahon, Assistant City Attorney Brent Gerber, Senior Management Analyst Shea Sainz, Senior Contract Administrator 5/19/2022 June 7, 2022 Item #4 Page 10 of 10