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Home My Public Portal About05. Purchase of Virtual Server Infrastructure1►0 ,E 1997 - File #: 4463 Claremont City Council Agenda Report TO: ADAM PIRRIE, CITY MANAGER FROM: JAMIE EARL, ASSISTANT CITY MANAGER DATE: NOVEMBER 22, 2022 RI IR•IF(:T- Item No: 5. Reviewed by: City Manager: AP Finance Director: NB PURCHASE OF EQUIPMENT TO REPLACE VIRTUAL SERVER INFRASTRUCTURE (FUNDING SOURCES: AMERICAN RESCUE PLAN ACT FUND AND GENERAL FUND) RIIMMORY The City's current Information Technology (IT) system is composed of two virtual server environments, which host the systems that the City uses for its IT services, including its financial system, document archive, and data storage among others. One virtual system is at City Hall and the other is at the Police Department. Each system is composed of two host servers attached to a disk storage array. The hardware for these systems are both over five years old and the manufacturer's warranty and support for this equipment has expired and is being supported by a third party at this time. The purchase of new virtual infrastructure equipment will allow the Technology Division to replace the current systems at both City Hall and the Police Department with new VXRails virtual server equipment. On May 10, 2022, the City Council authorized the use of American Rescue Plan Act (ARPA) funding to complete this project and appropriated $148,000 toward the project. After receiving updated quotes, the total cost of the system is $167,962.16. The remaining cost of $19,962.16 will be funded through the City's current Information Technology budget. Without the addition of the VXRails Virtual Infrastructure Equipment and given the availability of replacement parts, hardware failure of the current virtual server infrastructure could leave the City's IT system offline for an extended period of time and prevent City staff from providing service to the public. RECOMMENDATION Staff recommends that the City Council approve the purchase of the VXRails Virtual Infrastructure Equipment from Abtech Technologies in the amount of $167,962.16. CLAREMONT Page 1 of 3 Printed on 11/17/2022 ALTERNATIVE TO RECOMMENDATION In addition to the recommendation, there is the following alternative • Request additional information from staff. FINANCIAL REVIEW The Virtual Server Infrastructure System comes with a total cost of $167,962.16, which includes the purchase price of the VXRails system, associated equipment, configuration, and three years of hardware/software support. This project is being funded by using $148,000.00 in American Rescue Plan Act funds and $19,962.16 from the existing Technology Division budget which was allocated to hardware/software support for the current Virtual Infrastructure. The purchase of the Virtual Infrastructure Equipment is based on the National Association of State Procurement Officials (NASPO) ValuePoint State Contract pricing that does not require bidding and complies will all City and State purchasing guidelines. Contract documents will be available for review in the City Clerk's Office. The staff cost to prepare this report and administer this project is estimated at $800 and is included in the operating budget of the Administrative Services Department. ONAI YRIR The City uses two Virtual Server Environments to host its data systems; one at City Hall and one at the Police Department. These Virtual Environments have allowed the City to reduce its number of physical servers and the amount of electricity and cooling needed for each building where the systems are located. The virtual systems allow the Technology Division to easily add new servers and conduct maintenance on running systems to maintain and expand technology resources. These systems have performed well over the last five years and are now in need of replacement. Parts and support for these systems are becoming more costly and scarce. To prevent outages and maintain the services provided to City staff, it is time to replace the City's Virtual Infrastructure Equipment. This project will ensure the stability of the City's current systems and allow for future growth as needed. Upon approval, the Claremont Technology Division will work with Abtech to complete the purchase and install the VXRAILS Virtual Infrastructure Equipment in the City's data centers. After completion of the installation and configuration, the Technology Division will take over day-to-day operation of the system. The Technology Division has worked with Abtech Technologies on several previous projects, such as the previous City Hall and Police Department server virtualization and has used Abtech for hardware and software support for over ten years. Based on the previously completed projects and the outstanding support, Abtech was chosen to be the vendor for this project. RELATIONSHIP TO CITY PLANNING DOCUMENTS Staff has evaluated the agenda item in relationship to the City's strategic and visioning documents and finds it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2022-24 Budget. CLAREMONT Page 2 of 3 Printed on 11/17/2022 CEQA REVIEW This matter is covered by the general rule that the California Environmental Quality Act applies only to projects that have the potential for causing a significant effect on the environment in accordance with Section 15061 (b) (3) of the Guidelines. The approval of the Technology Division's request to purchase the VXRails Virtual Server Infrastructure will not have a significant effect on the environment because the action will not result in or lead to a physical change in Claremont. Therefore, no additional environmental review is needed at this time. PUBLIC NOTICE PROCESS The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk's Office. Submitted by: Jamie Earl Assistant City Manager Attachment: Abtech VXRails Quote Prepared by: Joe Cabon Information Systems Officer CLAREMONT Page 3 of 3 Printed on 11/17/2022 ATTACHMENT °ttIIII Ili z -TE__C HIII14 "' 1 0_G_ IJES Number ABTQ13504 1235 AaflV1y III':)u. Date Nov 7, 2022 3uli III';II Expires Nov 27, 2022 diets, CA 22081 Terms NET 30 IIIIII IIIIII II II'„ I..... II II III IIIIIII II III II II hill II�II „I III II I..I IIIIII m I�IIIIIIII IIIIIII I (IIIIIII II�II IIiI' IIIIII III milli City of Claremont City of Claremont Clint Everett Joe Cabon Joe Cabon (760) 827-5151 JCabon@ci.claremont.ca.us 207 North Harvard Avenue ceverett@abtechtechnologies.com Claremont CA 91711 �UIIII u,.. III I II�II III IIIIII m �l III mm IIIIII II lry l o ImOoo o i o III o Iloi loll II o o ..I.'In" I o�o uni olllo o Ilo lury moo oho too Il (III VloL. CA NASPO Contract Code: 45AH1 4 210-ALTG Dell EMC Switch S4128F-ON 1 U 28 x 10GbE SFP+ 2 x QSFP28 PSU to 10 2 PSU OS10 4 619-AMIZ OS10 Enterprise S4128F-ON 4 450-AAFH Power Cord 125V 15A 10 Feet NEMA 5-15/C13 4 450-AAFH Power Cord 125V 15A 10 Feet NEMA 5-15/C13 32 470-AAGP Dell Networking Cable SFP+ to SFP+ 10GbE Copper Twinax Direct Attach Cable 3 Meter 4 343-BBGC Dell EMC Networking S4100-ON Americas User Guide 4 814-1417 Dell Hardware Limited Warranty 1 Year 4 814-1428 ProSupport:Next Business Day Onsite Service After Problem Diagnosis 1 Year 4 814-1432 ProSupport:Next Business Day Onsite Service After Problem Diagnosis 2 Years Extended 4 814-1433 ProSupport:7x24 HW/SW Technical Support and Assistance 3 Years 4 975-3461 Dell Limited Hardware Warranty Extended Year(s) 4 997-6306 Info 3rd Party Software Warranty provided by Vendor 4 825-8624 Certified Deployment Partner T2 4 848-8538 3 Years ProSupport OS10 Enterprise Software Support -Maintenance SubTotal $26,882.24 8 210-BBGR VxRail E660 Hybrid 8 384-BDFH VxRail E660/F/N PV670F Firmware Lock 8 634-BZPQ VxRail Software 7.0.370 Factory Install 8 379-BDYQ No Transformational License Agreement 8 321-BGKX 2.5' Chassis with up to 10 Hard Drives (SAS/SATA) including max of 2 Universal Drives 1 PCIe Slot 1 CPU 8 325-BEBP VxRail I Bezel V2 8 338-CBXJ Intel Xeon Gold 6326 2.9G 16C/32T 11.2GT/s 24M Cache Turbo HT (185W) DDR4-3200 8 374-BBBX No Additional Processor 8 370-AEVR 3200MT-s RDIMMs 32 370-AEVQ 16GB RDIMM 3200MT/s Dual Rank 8 400-AZQO 80OGB SSD SAS ISE Mix Use 12Gbps 512e 2.5in Hot -plug AG Drive 3 DWPD 32 400-AVEZ 2.4TB 10K RPM SAS ISE 12Gbps 512e 2.5in Hot -plug Hard Drive 8 540-BCOC Broadcom 57414 Dual Port 10/25GbE SFP28 OCP NIC 3.0 8 540-BDGV Broadcom 57414 Dual Port 10/25GbE SFP28 Adapter, PCIe Low Profile, V2 8 461-AAIG Trusted Platform Module 2.0 V3 8 770-BDMT Cable Management Arm 8 770-BECD ReadyRails Sliding Rails Without Cable Management Arm or Strain Relief Bar 8 450-AKLF Dual Hot -plug Redundant Power Supply (1+1) 1100W Mixed Mode Titanium 16 450-AALV Power Cord - C13, 3M, 125V, 15A North America, Guam, North Marianas, Philippines, Samoa, Vietnam 16 492-BBDG Jumper Cord - C13/C14 4M 250V 12A (North America Guam North Marianas Philippines Samoa) 8 149-BBLC VxRail VMware vSAN Standard 3 Years 8 634-BYPC VxRail HCI System Software S 32 634-BSKO VxRail Hyper Converged OS Capacity Drive 2.4TB HDD 32 634-BYLY VxRail HCI System Software Memory 16GB 8 329-BHKF VxRail E660 Branding 8 878-0138 Dell Hardware Limited Warranty 8 878-0600 ProSupport Next Business Day Onsite Service After Problem Diagnosis 3 Years 8 878-0601 ProSupport 7x24 Technical Support and Assistance 3 Years 8 379-BEWY Informational Purposes Only 8 823-4134 ProSupport Next Business Day, vSAN, Standard, 1 Processor, 3 Years 8 825-8624 Certified Deployment Partner T2 �U�IIII IIIIII ry� II�II III IIIII�I�IIIIN u,.. IIIIII I�101111 11 IIIIIIIII III �� IIIIII �IIII". IMENEEMENNEEMSEEM I.1, Im'"'lIlIIlI'IIInII�III IvII� 8 379-BDSW SAS/SATA/NVMe Capable Backplane 8 340-CUQN R650 Ship 4x3.5 10x2.5 8x2.5 NVMe 8 379-BEID 10x2.5 Front Storage 8 330-BBVU VxRail E660/F Riser Config 01CPU 2A+3A 1x16LP 8 329-BFGW PowerEdge R650 Motherboard with Broadcom 5720 Dual Port 1 Gb On -Board LOM 8 412-AAVN Heatsink for 1 CPU configuration (CPU more than 165W) 8 370-AAIP Performance Optimized 8 780-BCQQ C35 No RAID VxRail E660/F 8 405-AAXY Dell HBA355i Controller Front 8 750-ACFQ Front PERC Mechanical Parts rear load 8 403-BCMB BOSS-S2 controller card + with 2 M.2 480GB (RAID 1) 8 403-BCNP BOSS Cables and Bracket for R650 8 385-BBQV iDRAC9 Enterprise 15G 8 379-BCQY iDRAC Group Manager, Disabled 8 379-BCSG iDRAC Legacy Password 8 379-BCRB DHCP with Zero Touch Configuration 8 750-ADIF 3 High Performance Fans for 1 CPU 8 350-BBXM No Quick Sync 8 631-AACK No Systems Documentation, NoOpenManage DVD Kit 8 387-BBEY No Energy Star 8 800-BBDM UEFI BIOS Boot Mode with GPTPartition 8 350-BCFY E660 Luggage Tag SubTotal $123,079.84 8 900-9997 On -Site Installation Declined 8 210-ARZC Recover Point for Virtual Machine 8 142-BBNV HCIA RecoverPoint for VMs for 1 node 8 865-3519 3 Years ProSupport Next Business Day RecoverPoint for Virtual Machines Sftwr Spt-Contract 8 626-BBBG Storage Software Info SubTotal $0.08 1 CNSLT-FLT-HW Consulting, Flat Rate - as per attached Statement of Work $18,000.00 $18,000.00 SubTotal: $167,962.16 *Tax: $0.00 *Taxes and shipping are an estimate and may differ from the final invoice. Price reflects a cash discount. To *Shipping: $0.00 use an alternative payment method, contact your account executive. Total: $167,962.16 Aily olcl(,I h,Ii,rd oil II P ah(cvo ,,;tllotah(clil, A,A(,IrlonI of woI k, nI I Iupo ,ill '' ,llhl(r( I In Ahh(rc:il,, I(,Ini,, riiId (((Ilcl1Ulu I "of Milo ( IrIIfI ) On(-(t'nao till, (t,;it(, of (,x(,c:lium,i c)i cot(,I riiI(I ara�,^ ,I ( (,I lnu,iL(od by I (-roi (,,I ( c ,i, 'ir li11y ,cl 101 (,III ri 2I, kill r,I (I h°)11I(Ill l((i r,ii - (rh rio (,I toi I (,I lw, rii o ,iv,iiI,ihIr ,iI : http://www.abtechtechnoIogies.com/s/Abtech-terms-and-conditions.pdf aIi(I Ill,iy he h,oiit hiy I"fi,ill ((I I,;lx lllloII Ioq„ Ic,I f III. 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Key steps: • Configuration of new VxRail switches onto customer network. • Configuration of VxRail nodes into new ESXi cluster by certified Abtech engineer • Migration of virtual machines to new platform. 1.1 Specific Services Delivered Abtech will deliver the Service in the following Phases: 1.0 Pre -implementation Project Kick-off Abtech & Remote • Prior to starting project, have conference call with Customer Customer stakeholders to: o Review the project Scope and approach. o Discuss service readiness of environment: ■ Verify status, configuration, and accessibility of existing environment. o Plan and schedule the installation and configuration tasks. • Assign the pre -installation responsibilities between Customer and Abtech. • Review physical requirements: rack space, power, network connections, network configuration information. • Verify software requirements, licensing, etc. • Exchange contact, procedural, and schedule information between Customer and Abtech. Billable Milestone? No 3 of 7 2.0 Implementation 2.1 Onsite Installation. Customer will: Customer Onsite • Unpack and inspect hardware. • Rack, mount, and/or position the product & components. • Install and route power cables. • Connect, route, and label host to storage connectivity cables. • Power on equipment • Check for error lights, obvious issues. 2.2 Abtech Services will perform the following steps: Abtech Remote • Review the completed Pre -engagement Questionnaire with Customer to get acceptance and verify accuracy of documented configuration details. • Perform pre -deployment validation to verify requirements are met. • Validate that the Customers external vCenter meets the requirements for VxRail deployment. • Configure VxRail cluster and switches. • Verify that the nodes are added to the VxRail cluster. • Complete deployment verification. • Complete solution deployment validation. • Upgrade all nodes in the VxRail cluster to latest software version. • Conduct a basic Knowledge Transfer. Completion criteria: VxRail and switches are installed and configured on customer network. VMware configured ready to accept customer VMs. Billable Milestone? Yes 2.3 0 Migrate Virtual Servers from old hosts to new hosts. Abtech Remote • Migrate data and applications for new storage. • Test and Document Completion criteria for this phase: VMware servers and applications successfully migrated to new hosts and storage. Tested and documented. Billable Milestone? j Yes 4 of 7 2 Program Management In the delivery of the Services, each party shall assign a single point of contact ("Program Manager") to serve as the lead for each party. The Program Manager for Abtech and Customer shall have the responsibilities set forth below: Assumptions: STATEMENT ON COVID-19: In response to the COVID-19 pandemic, Abtech may review customers' COVID-19 site policies and require customers to acknowledge Abtech Return to Work Policy before performing onsite work or may intentionally limit onsite work at our discretion. In all cases Abtech employees will adhere to local, state, and federal guidelines related to the pandemic, to include minimizing contact with surfaces, using appropriate PPE, and practicing social distancing. If Abtech cannot perform onsite work for any reason, we will perform the work remotely to the extent possible or reschedule the work for a later date. 2.1 Abtech Program Management Responsibilities 1. Abtech agrees not to commence delivery of these Services with the Customer until such time that the Scope of Work is fully executed with Services coordinated by the Abtech Contact. 2. Upon completion of fully executed Scope of Work, a Project Manager will contact you to begin Services scheduling. Any additional and/or conflicting terms and conditions stated on the PO shall be void and have no effect on this Scope of Work. 3. The provision of the Services does not include the development of any intellectual property created solely and specifically for Abtech or the Customer under this Scope of Work. 4. Any tasks not specifically included in this statement of work must be agreed to in a written change order by all parties involved. 5. Project tasks may be performed remotely at the discretion of Abtech's project manager. 6. The customers network infrastructure is free from any errors/warnings that would prevent the project tasks from completing successfully. 7. Abtech may require the customer to completely remediate any problems/issues identified that prevent the successful completion of the project scope prior to the kick-off of the project. 8. Any included Knowledge Transfer is not intended to replace manufacturer certified training. 9. Abtech requires that Customer maintains an active support contract with all software and hardware vendors whose products are involved within this service engagement. 2.2 Customer Responsibilities 1. Customer is responsible for, and assumes any risk associated with any problems resulting from the content, completeness, accuracy and consistency of any data, materials and information supplied by Customer. 2. If ProDeploy services are not purchased, Customer is responsible for unboxing and connecting any new system(s). 5 of 7 3. Customer is responsible for disconnecting and disposing of any legacy system(s). 4. Customer will ensure that physical equipment is racked, powered, updated, patched, and joined to the current domain. 5. Customer will ensure that necessary administrative usernames, passwords, etc. are available upon arrival, or that an administrative account of appropriate access is created for the duration of this contract. 6. Customer will provide reasonable after-hours, remote, and weekend access as requested by Abtech. 7. Customer is responsible for any necessary items (including software licenses) not specified for purchase in the quote. 8. Customer will be responsible for any reasonable shipping costs incurred by the shipment of equipment to Customer sites. 9. Customer specifies that any software to be installed by Abtech is properly licensed, and that software licensing is the responsibility of Customer. 10. All vSphere, vCenter, Horizon, and MS licensing will be provided by the customer. (vSAN software is included with the VxRail quote.) 2.3 Scope Boundaries The Service is limited as follows: In terms of Site this Service is limited to 2 In terms of VxRail nodes this Service is limited to 8 In terms of Switches this Service is limited to 4 In terms of Virtual Machines this Service is limited to 20 Any Service requested of Abtech personnel to perform consulting or labor above and beyond the Scope or Scope Boundaries may require additional consulting hours to complete. A revised quotation and Scope of Work will be created, and work will begin once Customer approval has been received. Per Abtech's Terms and Conditions of Sale, the pricing summary above reflects an estimate based on information provided by Customer and for the work outlined above in the Statement of Work (SoW). Any deviation from Customer responsibilities may cause delay, additional hours to be invoiced, or a postponement of the entire project. Any additional work provided to Customer beyond the work explicitly identified in the SoW shall be charged at Abtech's standard hourly rates for the type of Service and time of performance. Customer will be invoiced for additional number of hours required to complete the job to as close to Customer's satisfaction as is technically reasonable, subject to any minimum billing indicated above, plus travel and incidental expenses incurred. Any sale or order based on the above quotation, statement of work, or proposal is subject to Abtech's Terms and Conditions of Sale ("Terms") effective the date of execution of order and which are incorporated by reference as if fully set herein as a full and binding part of the order. The terms are available at: http://www.abtechtechnolociies.com/s/Abtech-terms-and-conditions.pdf and will be sent by mail or fax to Customer upon request. Customer agrees to have read and intends to be bound by Abtech's Terms by executing an order with Abtech. Customer agrees that the order is executed when (a) both parties physically or digitally sign an agreement; (b) both parties (or optionally Customer only at Abtech's discretion) electronically sign via a purchasing portal or website an order; or (c) Abtech accepts a transactional document (e.g., purchase order, purchase requisition, etc.) that explicitly 6 of 7 reference the quotation, Service Order, proposal, Agreement, or Addendum and terms and conditions thereof. Abtech limits acceptance to the Terms and objects to any other addition terms or different terms in the purchasers' order or any other forms of acceptance. Some products and services, including but not limited to maintenance, StorTrust, hosting, and managed services have an additional Master Service Agreement ("MSA") and service specific Addendum which must be executed, are in addition to Abtech's Terms, and are likewise incorporated by reference as if fully set herein as a full and binding part of the order. 7 of 7