Title
Upgrade of Virtualized Server/Application Environment for Business Continuity and Disaster Recovery Capability
History
The Village has consolidated several physical computer servers into one, “Virtualized” system. Combining computer servers into one environment reduces the cost associated with hardware and staff support time; and adds functionality such as a high availability of Village computer systems. This unified system is in need of a hardware and software refresh, due to the equipment age (circa 2014) and recent augmented needs of various software applications. In addition, there is also a need to enhance our business continuity and disaster recovery functionality, ensuring business services are available in the event of any equipment loss.
BIS staff has researched various methods to improve equipment and provide for better disaster recovery solutions without the need to replace the entire system. Staff is recommending a solution that includes updating and repurposing existing equipment and utilizing recent between-site fiber optic additions that will allow for high-speed virtual server replication. The recommended system also includes additional redundancy by utilizing VEAMM backup software.
SWC of Oak Brook, Illinois has a continual business relationship with the Village and also has a working knowledge of Village computer security. SWC has obtained special registered pricing for the hardware component of the proposed system from Hewlett Packard (HP), and has also obtained Public Sector pricing on the VEAMM backup component of the proposed system in the amount of $75,273. SWC implementation services for the proposed system is quoted at $50,505. In addition, the best cost for the software can be obtained by purchasing this Microsoft component from the State of Illinois Contract, through CDWG of Vernon Hills, Illinois, in the amount of $3,815.
The bid process is requested to be waived for this purchase because of SWC's familiarity with Village systems, the special registered deal they offer for the HP hardware component, and the Public Sector pricing for the VEAMM backup.
On November 19, 2018, this item was reviewed and approved by the Technology, Innovation and Performance Improvement Committee and referred to the Board for approval.
Financial Impact
Funds have been budgeted and are available in the following three accounts:
010-1600-432800
010-1600-460110
010-1600-460130
Recommended Action/Motion
I move to approve and waive the bid process;
And
Approve the purchase of the Virtualization Upgrade from SWC Technology Partners of Oak Brook, Illinois in an amount not to exceed $125,778 with a 1% contingency;
And
Approve the purchase of Microsoft Windows DataCenter Server software from CDWG of Vernon Hills, Illinois in an amount not to exceed $3,815.