HomeMy WebLinkAboutAgenda Report - August 21, 2013 C-10AGENDA ITEM C#40' O
Ahl CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Adopt Resolution Authorizing Purchase of Upgraded Email Server Hardware and
Software from Dell and CDWG and Appropriating Funds ($23,561.43)
MEETING DATE: August 21, 2013
PREPARED BY: Information Systems Manager
RECOMMENDED ACTION: Adopt Resolution authorizing purchase of upgraded email server
hardware and software from Dell and CDWG and appropriating
funds ($23,561.43).
BACKGROUND INFORMATION: Email has evolved into a critical business service, heavily depended
upon by almost all City staff. The City's email services currently run
on Microsoft Exchange version 2003 software, and are installed on
three different servers: one at MSC serving EUD and Public Works staff, one at Police and another in the
main data center downtown serving everyone else. Two of the three servers are about seven years old.
The software is no longer included in Microsoft's mainstream support, and extended support for the 2003
version will be discontinued next year.
Inasmuch as the software is almost out of factory support, and the hardware is approaching its end -of -
life, staff recommends replacing both at this time. The new hardware will become part of the City's virtual
environment for high availability and ease of management, and the updated software will include many
new features.
Dell servers are only available through Dell, Inc. and CDWG is the vendor the City uses to purchase most
of its software because it is at or below pre-bid State of California contract pricing.
The proposed purchase list is as follows:
Description Vendor
Price
PowerEd a M620 blade servers Dell
$13,528.14
MS Windows 2012 Data Center CDWG
$6,951.04
TAX
$1,082.25
Contingency
$2,000.00
TOTAL
$23,561.43
Staff recommends approving the purchase of new hardware from Dell and software from CDWG, with the
total cost not to exceed $23,561.43.
FISCAL IMPACT: Police, Public Works and ISD will use budgeted funds. Additional funds must be
appropriated for EUD.
APPROVED: ('—A 1V
K nradt Bartlam, City Manager
FUNDING: Funding to be provided as follows:
Fund
Amount
Police (2341205.7718)
$5,890.35
Electric Utility (160601.7715)
$5,890.35
Public Works (103011.7313)
$ 981.73
(180451.7313)
$ 981.73
(170401.7313)
$ 981.73
(3215011.7313)
$ 981:73
(260561.7313)
$ 981.73
(125053.7313)
$ 981.73
ISD (123001.7715)
$5,890.35
ordan Ayers
Deputy City Manager/Internal Services Director
Prepared by: Steve Mann, Information Systems Manager
1. AA#
2. JV#
TO: Internal Services Dept. - Budget Division
3. FROM: Electric Utility 5. DATE: 8/1/13
4. DEPARTMENT/DIVISION:
FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT
A. 160 3205 Fund Balance $ 5,890.35
SOURCE OF
FINANCING
160 1 160601 1 7715 IData Processinq hrdware
USE OF
FINANCING
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
Lodi Electric Utility and Public Works share an email server located at MSC. The server software is 10 years old (Microsoft
Exchange version 2003) and the hardware is about seven years old. The hardware is nearing its end -of -life and the software
will no longer be supported by Microsoft in 2014. Information Systems Division is proposing to combine all City email
servers into one and upgrading the software to version 2010, splitting the cost four ways. EUD's share is $5,890.35.
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date: Res No: Attach co y of resolution to this form.
Department Head Signature:
if
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2013-150
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING PURCHASE OF UPGRADED EMAIL SERVER
HARDWARE AND SOFTWARE FROM DELL AND CDWG, AND
FURTHER APPROPRIATING FUNDS
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WHEREAS, email has evolved into a critical business service, heavily depended upon by
almost all City staff; and
WHEREAS, the City's email services currently run on Microsoft Exchange version 2003
software and are installed on three different servers; and
WHEREAS, the software is almost out of factory support, and the hardware is approaching
its end -of -life; and
WHEREAS, the new hardware will become part of the City's virtual environment for high
availability and ease of management; and
WHEREAS, staff recommends approving the purchase of new hardware from Dell and
software from CDWG and appropriating funds as necessary with the total cost not to exceed
$23,561.43.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the
purchase of new hardware from Dell and software from CDWG; and
BE IT FURTHER RESOLVED that funds be appropriated from the following funds as
necessary with the total cost not to exceed $23,561.43:
Fund
Amount
Fund
Amount
Public Works 103011.7313
$
981.73
Police 2341205.7718
$5,890.35
180451.7313
$
981.73
Electric Utility 160601.7715
$5,890.35
170401.7313
$
981.73
ISD 123001.7715
$5,890.35
3215011.7313
$
981.73
260561.7313
$
981.73
125053.7313
$
981.73
Date: August 21, 2013
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I hereby certify that Resolution No. 2013-150 was passed and adopted by the Lodi City
Council in a regular meeting held August 21, 2013, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Mounce, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
A JOHL-OLSON
City Clerk
2013-150