Item #08 Approval to Purchase a Dell PowerEdge R430 Server A
ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: August 4, 2015
Item #
Reviewed By: /�
Contact Name: Al Butler, Support Services Department Director: ,1 '� '
Contact Number: 407-554-7063 City Manager: /A/7"-
Subject: Authorization to purchase a Dell PowerEdge R430 Server at a es o $5,458.21 as a
replacement for the existing e-mail server, to move the existing budget to the appropriate account, end-
49-authorize-similar-budge - - - - . . ' - : . - ; . u�3oir
Background Summary:
Staff desires to replace the existing server that supports the city's e-mail operating software (Microsoft
Outlook Exchange) in order to improve operations and increase reliability. This action was part of the
overall plan for equipment replacement during the year, which is typically funded by budget provided in
Operating Expense Account No. 001-516-00-5235. However, when the cost of a single item exceeds
$5,000, city purchasing and accounting rules require that Capital Account No. 001-516-00-6405 be used.
Both of these accounts carry the same description: "Computer Equipment/Software." Capital
acquisitions require City Commission approval when they are not specifically described in the adopted
budget. Since server hardware units typically cost around $5,000, plus or minus a few hundred dollars
based on the specific configuration needed for the intended purpose, fairly equivalent server acquisitions
may require different funding sources and go through different approval processes.
Such is the case with the Outlook Exchange Server, which has the highest performance demands of any
application at the city. It needs the Dell Model R430 server that costs $5,458.21 and is considered to be
a capital acquisition. This is in contrast to, for example, the Dell Model R320 server needed by the
Police Department to support the new CTS America software used by Winter Garden dispatch. It cost
only about $4,200 because of lower performance requirements and was treated as an operating
expense. To a large degree, the difference between the e-mail and police servers is the central
processing unit and the amount of memory included; externally, they look the same. Even the cost of an
extended warranty can move an item from operating expense to capital budget since it is part of the total
cost and is not individually priced.
Due to the uncertainty of classification as an expense or a capital purchase for a particular need until the
time of acquisition, it has been the practice of the Support Services Department to put the budget for all
routine replacement and original computing equipment in its request for Account No. 001-516-00-5235
(Operating Expense), reserving funds requested in Account No. 001-516-00-6405 (Capital) for those
more expensive items that are well known many months in advance. When necessary for a particular
purchase due to crossing the $5,000 capital item threshold, funds are moved to the capital account.
1
Issue:
The city needs to replace its e-mail server at a cost of $5,458.21.
Recommendations
Staff recommends that the City Commission authorize the purchase of a Dell R430 Server at a cost of
$5,458.21 in order to provide reliable and adequate performance for the city's e-mail system.
Attachments:
Price quote from Dell based on Contract No. WN05ACA.
Financial Impact:
This procurement has no impact on the adopted budget except to transfer funds between accounts.
Such funds would continue to be used for their originally intended purpose. The cost of the needed e-
mail server is $5,458.21 from Dell Marketing, LP, an established governmental contract provider routinely
used by the city and specifically approved by the City Commission as a primary source of computing
hardware under the terms of established, competitively awarded contracts, such as those executed by
the State of Florida, the Western States Contracting Alliance, or a U.S. General Services Administration
IT Schedule 70 contract. The proposed purchase is being made through a Western States Contracting
Alliance award, which was competitively bid. The cost will be covered by the General Government
Computer Hardware /Software capital budget line item (Account No. 001 - 516 -00- 6405). Since funds in
this account are not sufficient to cover the complete purchase price, funds will be re- allocated from the
related 001 - 516 -00 -5235 Computer Equipment/Software account in an amount sufficient to procure the
server.
Type of Item: (please mark with an 'x')
Public Hearing For Clerk's Dent Use:
Ordinance First Reading_ Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
X Commission Approval
Discussion & Direction
Original Document/Contract Attached for Execution by City Clerk
Reviewed by N/A
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
2
7/14/2015
*1
Date: 7/13/2015
Quote Summary_711212527
QUOTATION
Quote #:
Customer #:
Contract #:
CustomerAgreement #:
Quote Date:
Customer Name:
711212527
1635498
WN05ACA
250WSCA10ACS;B27160
07/13/2015
CITY OF OCOEE
Thanks for choosing Dell! Your quote is detailed below; please review the quote for product and
informational accuracy. If you find errors or desire certain changes please contact your sales professional
as soon as possible.
Sales Professional Information
SALES REP: KYLE WULFF PHONE: 1800 - 4563355
Email Address: Victoria NowakODell.com Phone Ext: 80000
GROUP: 1 QUANTITY: 1 SYSTEM PRICE: $5,458.21 GROUP TOTAL: $5,458.21
Description
Quantity
PowerEdge R430 Server (210 -ADLO)
1
PowerEdge R430/R530 Motherboard (329 -BCBR)
1
Thank you choosing Dell ProSupport. For tech support, visit http: / /www.dell.com /support or
call 1-800- 945 -335 (989 -3439)
1
Dell Hardware Limited Warranty Plus On Site Service (997 -2924)
1
ProSupport: Next Business Day Onsite Service After Problem Diagnosis,5 Year (997 -2935)
1
ProSupport: 7x24 HW / SW Tech Support and Assistance, 5 Year (997 -2950)
1
Dell Proactive Systems Management - Declined - www.dell.com /Proactive (909 -0259)
1
On -Site Installation Declined (900 -9997)
1
Declined Remote Consulting Service (973 -2426)
1
US Order (332 -1286)
1
PowerEdge R430 Shipping (340 -AMJF)
1
Riser with Two x16 PCIe Gen3 LP slots (x16 PCIe lanes), R430 (330 -BBEF)
1
On -Board LOM 1GBE (Dual Port for Towers, Quad Port for Racks) (542 -BBCO)
1
iDRAC8, Express (385 -BBIK)
1
2.5" Chassis with up to 8 Hot Plug Hard Drives (321 -BBNK)
1
Bezel 8 Drive Chassis (325 -BB11)
1
Performance BIOS Settings (384 -BBBL)
1
RAID 5 for H330/H730/H730P (3-8 HDDs or SSDs) (780 -BBPN)
1
PERC H730 Integrated RAID Controller, 1GB Cache (405 -AAEG)
1
SanDisk DAS Cache, 90 Day Trial License (632 -BBDC)
1
Intel Xeon E5 -2630 v3 2.4GHz,20M Cache,8.00GT /s QPI, Turbo, HT, 8C /16T (85W) Max
Mem 1866MHz (338 -BFFU)
1
Upgrade to Two Intel Xeon E5 -2630 v3 2.4GHz,20M Cache,8.00GT /s
QPI,Turbo,HT,8C /16T (85W) (374 -BBHD)
1
16GB RDIMM, 2133 MT /s, Dual Rank, x4 Data Width (370 -ABUG)
4
2133MT/s RDIMMs (370 -ABUF)
1
Performance Optimized (370 -AAIP)
1
30OGB 1 OK RPM SAS 6Gbps 2.5in Hot -plug Hard Drive, 13G (400 -AEEC)
4
file: / / /C:/UsersfjwashingtoNAppData /Local /MicrosafttWiridawsf Temporary% 201rternet% 2OFiles /Conterd.0utlook/J7HCPNBH /Quote 711212527.htmi 1/3
7/14/2015
Quote Summary 711212527
Electronic System Documentation and OpenManage DVD Kit for R430 (343 -BBDT)
DVD ROM SATA Internal (429 -AAQM)
ReadyRails Sliding Rails With Cable Management Arm (770 -BBBL)
Dual, Hot -plug, Redundant Power Supply (1 +1), 550W (450 -AEGZ)
NEMA 5 -15P to C13 Wall Plug, 125 Volt, 15 AMP, 10 Feet (3m), Power Cord, North
America (450 -AALV)
No Operating System (619 -ABVR)
No Media Required (421 -5736)
DIMM Blanks for System with 2 Processors (370 -ABXP)
Cooling Fan (370 -ABXV)
135W Heatsink for PowerEdge R430 (374 -BBIJ)
135W Heatsink for PowerEdge R430 (374 -BBIJ)
*Total Purchase Price:
Product Subtotal:
Tax:
Shipping & Handling:
State Environmental Fee:
Shipping Method:
2
$5,458.21
$5,458.21
$0.00
$0.00
$0.00
LTL 5 DAY OR LESS
(* Amount denoted in $)
Order this quote easily online through your Premier Daae, or if you do not have Premier, using Quote to
Order
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inaccuracies, errors, or omissions, and shall not be liable for direct, indirect, special, incidental, or
consequential damages resulting from any such error or omission. Dell is not responsible for pricing or
other errors, and reserves the right to cancel orders arising from such errors.
Dell may make changes to this proposal including changes or updates to the products and services
described, including pricing, without notice or obligation.
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This quote is valid for 30 days unless otherwise stated. Unless you have a separate written agreement
that specifically applies to this order, your order will be subject to and governed by the following
agreements, each of which are incorporated herein by reference and available in hardcopy from Dell at
your request:
If this purchase is for your internal use only: Dell's Commercial Terms of Sale
(www.dell.com /CTS), which incorporate Dell's U.S. Return Policy (www.dell.com /retuMDOIicv) and
Warranty (www.dell.com /warrantvterms).
If this purchase is intended for resale: Dell's Reseller Terms of Sale (www.dell.com /resellerterms).
If this purchase includes services: in addition to the foregoing applicable terms, Dell's Service
Terms (www. dell .com /servicecontractstalobal).
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software is subject to the license terms accompanying the software, and in the absence of such terms,
then use of the Dell- branded application software is subject to the Dell End User License Agreement -
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User License Agreement - Type S (www.dell.com /SEULA).
You acknowledge having read and agree to be bound by the foregoing applicable terms in their
entirety. Any terms and conditions set forth in your purchase order or any other correspondence that are
in addition to, inconsistent or in conflict with, the foregoing applicable online terms will be of no force or
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7/14/2015
Quote Summary_711212527
effect unless specifically agreed to in a writing signed by Dell that expressly references such terms.
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invoice. Dell encourages customers to dispose of electronic equipment property.
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confidential information belonging to Dell.
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