Title
Server Virtualization - Approve Purchase
History
The Village uses several different physical servers to run applications, manage the network, and store data. Several of these servers are reaching their storage capacity and have disk usage above the 90% level. In addition, several of these servers have older operating system software that is reaching end of life (Windows 2003). By combining servers into one virtualized environment, hardware, software, and support resources can be combined, thus reducing costs and adding the function of high availability to the Village's computer system.
Since several servers and storage systems need to be upgraded, staff is proposing that we combine these servers and their storage into one, “Virtualized” system. Virtualization would eliminate the need to purchase separate storage and physical servers. Additionally, some future applications that require a server would run in this single, virtualized environment. Two of the physical servers proposed to be virtualized, will be repurposed as network controllers.
Initially, five application servers would be virtualized.
1. Innoprise Database Server
2. Innoprise Application Server
3. GIS File Storage Server
4. Village Wide Department file and database server
5. Public Works Server with Fleet Application
In 2013, IT staff began researching virtualization systems and engaged a consultant to assist with the design and make recommendations. After reviewing various methods of virtualization, IT staff determined the best solution would be to utilize Microsoft’s Hyper-V architecture along with Hewlett Packard servers and storage solutions, in conjunction with Cisco network switching.
Bids were received and opened on January 24th, at 11:00 a.m. for new Hewlett Packard storage and server components and Cisco switching equipment. Five bids were opened and SWC Technology Partners of Oak Brook, Illinois was the lowest complete bidder at a price of $108,741.
Three copies of Microsoft Windows Server 2012 R2 Datacenter, Microsoft System Center Data Center software assurance licensing, and 311 user licenses are also required. The best cost can be obtained by purchasing the software from Microsoft’s State of Illinois contract through CDWG of Vernon Hills, Illinois, at a total price of $20,698.
In addition, professional consulting services for configuration and implementation of the entire system are required. IT staff is recommending the use of professional technical services from SWC Technology Partners of Oak Brook, Illinois, in an amount not to exceed $16,320. SWC has a long working history with the Village and has a strong understanding of the village’s computer system and security needs.
On February 3, 2014, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
Funds of $134,641 were budgeted in fiscal years 2013 and 2014 computer accounts for this project. Additionally, staff has realized a budget savings in 2013-2014 of $6,400 from the consolidation of telephone voice mail hardware and can be applied towards this project. The remaining funds of $4,718 are available in the 2014 computer hardware line item budget.
Recommended Action/Motion
I move to approve the purchase of server components and services from SWC Technology Partners of Oak Brook, Illinois in an amount not to exceed $125,061 and I move to recommend to the Village Board the purchase of computer software from CDWG of Vernon Hills Illinois in an amount not to exceed $20,698.