HomeMy WebLinkAboutDS Servers and Storage Area Network (SAN) Replacement____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: May 17, 2021
Disposition: Resolution 14914
Agenda Item No: 5.d
Meeting Date: May 17, 2021
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Digital Service & Open Government
Prepared by: Vinh Pham,
Data & Infrastructure Manager
City Manager Approval: ______________
TOPIC: SERVERS AND STORAGE AREA NETWORK (SAN) REPLACEMENT
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PURCHASE OF
SERVERS AND NETWORK STORAGE EQUIPMENT THROUGH XANTRION, INC. AT
A COST NOT TO EXCEED $180,000
RECOMMENDATION: Adopt the Resolution authorizing the City Manager to execute a purchase of
servers and network storage equipment through Xantrion, Inc. at a cost not to exceed $180,000.
BACKGROUND: The Department of Digital Service and Open Government (Digital) currently uses a
combination of Dell and Cisco equipment to host the City’s storage area network (SAN) and server
environment providing general purpose computer network storage services for all City departments. The
SAN environment is currently made up of three systems located at the Public Safety Center (PSC), City
Hall, and Public Works (Morphew) facilities. One system is dedicated specifically to a Department of
Justice-compliant network for the Police Department while the other two systems support network storage
for all other departments. The SANs provide integrated services that are critical to network operation
and hosting critical systems for City operations. Systems hosted in this environment include:
•RIMS Police Department Computer Aided Dispatch (CAD)
•Eden Citywide finance and payroll Enterprise Resource Planning (ERP) system
•TRAKiT Building permit and land resource management system
•HDL Business license software
•Centracs traffic control systems
•GIS systems.
The current SAN hardware has reached its end of life and the City requires a new solution for hosting
software systems and on-premise network infrastructure citywide.
AN ALYSIS: Digital has analyzed the current server and storage environment with Dell and our managed
service provider, Xantrion, and determined there are high risks in data loss, data security, and
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
performance with existing equipment. Current network storage and server equipment was purchased in
2014 and has been in continuous operation since then. These systems have reached the end of their
service life cycle of seven years and are no longer supported by the vendors, Dell, Inc. and Cisco, Inc.
Third party warranties can extend their service, however, without vendor support providing security
updates, a third party approach creates a security risk for City data.
The Digital team has worked with Xantrion, the Police Department, and the Department of Justice (DOJ)
in rethinking how our Police data can be stored in a new environment. Keeping an eye on the future
growth of cloud data hosting, we have scoped a solution that accounts for on-premise data growth over
the next seven years while also recognizing that many critical systems will be moving online in the near
future. By consolidating the SAN in the Public Safety Center and City Hall into one storage environment
and meeting DOJ data security requirements for Police Department data we are able to upgrade our
network and hosting environment with a consolidated solution. This consolidation reduces the ongoing
costs for equipment replacement, warranties, and support by an estimated $115,000.
City of San Rafael Municipal Code Section 2.55.100(C) allows the City Council to waive competitive
bidding for purchases of goods and services that can only be obtained from a sole source or that are
specialty in nature. Because of the Xantrion, Inc.’s specialized knowledge of the City’s network
systems, a lower cost for this project can be achieved, and staff recommends that competitive bidding
for this contract should be waived.
FISCAL IMPACT: The cost to replace the City SAN environment with this consolidated solution will not
exceed $180,000. This cost includes purchase/installation of new servers, storage devices, warranties,
and support for the seven-year service life of all equipment. Funding is available through the Technology
Fund – 601.
OPTIONS: The City Council has the following options to consider on this matter:
1. Adopt the resolution as proposed, approving the purchase of equipment through Xantrion, Inc.
2. Direct staff to return with more information.
RECOMMENDED ACTION: Adopt the resolution.
ATTACHEMENTS:
1. Resolution
RESOLUTION NO. 14914
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE A PURCHASE OF SERVERS AND NETWORK
STORAGE EQUIPMENT FROM XANTRION, INC. AT A COST NOT TO
EXCEED $180,000
Whereas, the City current servers and storage environment provide integrated
services that are critical for the City operations; and
Whereas, the City current servers and storage environment have been
continuously running since 2014 and reached the 7 years end of service life
cycle; and
Whereas, the City desires to purchase new servers and network storage
equipment to replace similar equipment currently in use by the City; and
Whereas, Xantrion, Inc. is managing the City’s network systems now, and its familiarity
with the City’s systems will allow Xantrion, Inc.to install the new equipment in
substantially less time, and at a lower cost, than would be required if the City
competitively bid for those services;
Whereas, Dell has partnered with Xantrion, Inc., to ensure configuration design
and offer the best available pricing; and
Whereas, City of San Rafael Municipal Code Section 2.55.100(C) allows the City
Council to waive competitive bidding for purchases of goods and services that
can only be obtained from a sole source or that are specialty in nature. The
purchase is specialty in nature because Xantrion, Inc. will be replacing existing
equipment under Xantrion, Inc.’s support contract with the City. Xantrion, Inc.’s
has specialized knowledge of the City’s network systems, staff recommends that
competitive bidding for this contract should be waived.
NOW, THEREFORE BE IT RESOLVED, that the San Rafael City Council waives
competitive budding and authorizes the City Manager to execute a purchase
from Xantrion, Inc., for the desired servers and storage equipment for a total cost
not to exceed $180,000.
I, Lindsay Lara, Clerk of the City of San Rafael, hereby certify that the foregoing
resolution was duly and regularly introduced and adopted at a regular meeting of
the San Rafael City Council held on the 17th day of May 2021 by the following
vote, to wit:
AYES: COUNCILMEMBERS: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
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LINDSAY LARA, City Clerk
