4.9. SR 06-02-2014 City of
Elk Request for Action
River
To Item Number
Mayor and City Council 4.9
Agenda Section Meeting Date Prepared by
Consent June 2, 2014 Bob Pearson, IT Manager
Item Description Reviewed by
Storage Area Network Replacement and Server Tim Simon, Finance Director
Upgrade Reviewed by
Action Requested
Approve,by motion,the purchase of an upgrade to server and Storage Area Network equipment from
Marco.
Background/Discussion
This project will be a complete replacement/refresh of our current servers and Storage Area Network
which will be five years old.
This is highly critical equipment used to store and meet all the city's computer data and storage needs.
The original equipment was first generation and the product has matured since the original purchase. The
city has been experiencing more frequent failures over the past year.
The project is made up of equipment from EMC and Cisco with labor coming from Marco. The goal is
to transfer to the new platform without any downtime for user applications. Pricing includes five years of
24/7 maintenance from EMC and three years of Cisco 24/7 maintenance.
The new equipment has a useful life of 5-6 years since the product has matured more from five years ago
and replacement was planned in the Capital Improvement Plan.
Financial Impact
The 2014 IT budget for capital outlay is $135,500 and $99,000 was allocated for this project. The Cisco
equipment and labor costs are from the state contract. We received two vendor quotes on the EMC
equipment, and Marco was the low cost supplier on this item. Total project costs are just under budget at
$98,947.
Attachments
■ 2014-2018 Capital Outlay Sheet for Annual Technology Upgrades
P a w E A E U s r
Template Updated 4/14 INIM UREI
Capital Improvement Plan 2014 thru 2018
City of Elk River, Minnesota
Project# TC-01
Project Name Annual Technology Upgrades
Type Equipment Department Technology/Communications
Useful Life 5 years Contact IT Coordinator
Category 'l'ecimology/C7ornumtriciations Priority n/a
Description
2C 14-replace enterprise backup system,hardware/enterprise switch,fiber optic enhancements,and virtualization refresh
2015-phone system replacement,fiber optic enhancements,council computer replacements,microsoft office upgrade
2016-SQL server upgrades,hardware and enterprise switch/UPS,fiber network enhancements
2017-Hone
2018-hardware and enterprise switch upgrade&irtual desktop implementation
Justification
Annuai replacement and upgrade of information technology software/hardware.
Expenditures 2014 2015 2016 2017 2018 Total
Equipment 135,500 207,500 72,000 175,000 590,000
Total 135,500 207,500 72,000 175,000 59D,000
Funding Sources 2014 2015 2016 2017 201$ Total
Capital Outlay Reserve 135,500 207,500 72,000 175,000 590,000
Total 135,500 207,500 72,000 175,000 590,000
2014-2018 CAPITAL IMPROVEMENT PLAN Page 62