Item #03 Approval for the Support Services Department to Suspend Purchasing Rules and Acquire $32, 100 in Computer Hardwarebe C of Good Lipp
AGENDA ITEM COVER SHEET
Meeting Date: May 21, 2013
Item #
Reviewed By:
Contact Name: Al Butler, Support Services Department Director:
Contact Number: 407 - 905 -3100, ext. 1543 City Manager:
Subject: Approval of and authorization for the Support Services Department to 9u' W55 purchasing
rules and acquire $32,100.00 in computer hardware (plus the cost of shipping) from the firm of ihavelT
( AVNET).
Background Summary:
The Adopted FY 2013 Budget includes a line item funding the replacement of two servers with similar
large -scale units having onboard disk drives (see p. 3 -42). The City Commission approved the shared
use of FY 2013 budgets for Computer Equipment /Software operating expense (Account No. 001- 516 -00-
5235) and $46,000 for Computer Equipment/Software capital outlay (Account No. 001 - 516- 00- 6405)at its
December 4, 2012 meeting. Subsequent to that action, the City Commission authorized staff to contract
with Clear Village for a complete review of the existing computing infrastructure and to make
recommendations for improvement. Those recommendations were reviewed and endorsed by the City's
IT Steering Committee.
One of those recommendations is to move from a server strategy that puts disk drives into each server to
a shared system of network - attached disk drives that are available to all servers; i.e., a storage area
network (SAN). In addition to making it easier to reallocate data storage space to specific needs as they
change, this approach also allows the City to use smaller and cheaper servers and to add more disk
drives as the need warrants. This approach provides faster performance without higher cost and offers
the opportunity to distribute the data management workload across multiple members of City staff. City
staff was able to secure two price quotes for a complete installation. Reliant Technologies at $36,910.00
and ihavelT at $32,100.00.
Issue:
Should the City Commission award a purchase order in the amount of $32,100.00 to ihavelT to replace
the existing computer server and data storage system?
Recommendations
The Support Services Department recommends that the City Commission authorize staff to award a
purchase in the amount of $32,100.00 to ihavelT, an AVNET company, pursuant to the scope of work
and price proposal dated May 9, 2013, plus the cost of shipping. This purchase of refurbished and new
equipment will save the City over $250,000 compared to the normal retail cost of all -new equipment.
Since this purchase is for an amount in excess of $25,000, the City's purchasing rules require
competitive bidding; however, the marketplace for refurbished computing equipment does not operate in
a manner that supports such a bidding process. Staff therefore recommends the purchasing rules be
suspended in order to make this cost - saving purchase, which is time critical.
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Attachments:
Proposal by Reliant Technologies
Proposal by ihavelT
Financial Impact:
The funds are designated in 001 - 516 -00 -5235 and from an $18,715.00 transfer from Professional
Services resulting from the reduction of cost for the services of Clear Village.
Type of Item: (please mark with an `x')
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
X Commission Approval
Discussion & Direction
For Clerk's Dept Use:
_ Consent Agenda
Public Hearing
Regular Agenda
Original Document /Contract Attached for Execution by City Clerk
Original Document /Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept. (_
Reviewed by ( )
N/A
N/A
N/A
PA
RELIANT
QU Z
T ECHNOLOGY
" All necessary connector cables, GBIGsfSFPs, and
JR2O1305028
621 North Avenue N8, Bldg. E
Prepared $y: Jon Hillard
Shipping
Atlanta, GA 30308
Entail: ihillardareliant- technoiorty.
Purchase price
404.551.4534 phone
Direct Phone; 404.602.5682
ti Year Warranty)
404.393.2833 fax
Quote Date: May 2, 2013
Purchase Price'
w.Rellant rhnolo
y im-
Terms: TBD
(3 =Year Wan
Bill To:
snip to:
City of Ocoee, Florida
City of Ocoee, Florida
Attn: At Butter
Item Description
Qty Unit List Total List
Your Cost
IBM OS5300
IBM Storage System DS5300 (Dull Controller)
1 $33,008.00 $33,008.00
$13,240.00
8x8 Cache Memory
8 x 4Gb1s Fr, Drive Channel POs
'' � - it,
IBM FC HDO 3000B 15K RPM 4Gbls FC HDD
32 $2,627.00 $84,064,00
$11,840.00
IBM 57t1 16 -Slot Disk Enclosure for DS5300/5100
2 S6,000,00 $12,000.00
$4,400.00
Brocade 200 Brocade 200 SAN Switch' 16 ports licensed, 2 $7,300.00 $14.600.00 $5,200.00
16 x 4Gbl5 *FPS; Full Fabric License included
QLE2482 - CK QLagic 4Gb PCI - E Dual - Port FC Hl3A 4 $989.00 $3,956.00 $1,920.00
Includes Standard 1- year NOD Parts Replacement VVlarranty: FREE
OPTIONAL 2 -year warranty Witt (3 years total):- $7,686.00
* All equipment is 100% original.
* All IBM equipment is guaranteed for ISM support.
Subtotal
$35,600.00
" All necessary connector cables, GBIGsfSFPs, and
Sales Tax
TBD
power cords are included. This is a working
Shipping
$310.00
configuration.
Purchase price
$36,910.00
* All equipment includes Reliant's 1 -year, 110% guarantee,
ti Year Warranty)
Purchase Price'
$44,596.00
(3 =Year Wan
Terms and Conditions
Customer is responsible for all applicable taxes and duties. Prices are in US currency. All items ore subjectto prior sale. All Items are
considered pre -owned unless specifically stated otherwise.
By signing this document, you are entering Into an agreement with Reliant Technology, LLC to purchase the above products and/or
services. Simply sign and date and fax tills sheet back to 404.393.2833 or emall to to accept this
quote. A signed purchase order may also be requested prior to shipping products or delivering Services_
Print Name Company
Signature Date
Stapleton, Chuck
From: Aliff, Greg <Greg.Aliff @AVNET.COM>
Sent: Thursday, May 09, 2013 4:23 PM
To: Stapleton, Chuck
Subject: RE: DS5020 Quote
Hi Chuck,
Here's the same config on a ds5300. It would require two expansion shelves to hold the 32 drives. The 4 x HBA's for
your dell servers would run $150 /ea.
I'll get a quote on V party Avnet maintenance on this one. Would you be interested in rolling any other equipment into
the same plan? The r710's for example, if they are coming off Dell warranty we can combine these into the same
contract as the IBM DS5300.
I just need the address where these will be in use to get the quote.
Total price - $31,500 + coo ° 3 d-7 I o0
And if you want to change the FC2050 4Gb adapters to a FC2052 8gb adapter pair add $3200
1818 -53A DS5300 Midrange Disk (Dual Controllers) 1 80,000.00 550.00 Mth
2030 8 GB Cache Memory
1 16,000.00
2050 2 -Quad 4 Gbps Host Port Cards
1 10,000.00
2413 SW 4 Gbps SFP(2) transceiver pair
4 3,992.00
7720 DS5000 Windows Host Kit
1 1,250.00
8900 DS5000 8- Storage Partitions
1 10,000.00
9202 Field Integrate 1
N/C
Serial: N/A Total USD 121,242.00 USD 550.00 Mth
1818 -D1A EXP5000 Expansion Unit 2 12,000.00 334.00 Mth
2412 SW 4 Gbps SFP transceiver pair 2 1,996.00
5513 600 GB /15K 4 Gbps FC DDM 32 134,464.00
5601 1m Fiber Optic Cable Multimode (LC -LC) 8 632.00
9019 Attach to DS5000 2 N/C
9202 Field Integrate 2 N/C
Serial: N/A Total USD 149,092.00 USD 334.00 Mth
2498 -1324 IBM System Storage SAN2413-4 Express 1 5,400.00 450.00 Ann
2808 8 Gbps SW SFP Transceiver 8 -Pack 3 2,820.00
7200 8 -Port Activation 2 6,940.00
Serial: N/A Total USD 15,160.00 USD 450.00 Ann
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