TITLE:
title
APPROVAL FOR THE PURCHASE OF SERVERS FOR LAND MANAGEMENT SYSTEM WITH DELL MARKETING, L.P.
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DEPARTMENT: INFORMATION TECHNOLOGY
PRESENTED BY: STEVE ELY, DIRECTOR
CONTACT INFORMATION: STEVE ELY, DIRECTOR 714-754-4891
RECOMMENDATION:
recommendation
Staff recommends the City Council:
1. Authorize the use of NASPO ValuePoint Master Price Agreement (State of California) No. 15-70-34-003 with Dell Marketing, L.P. for the purchase of servers for the new Land Management System (LMS).
2. Approve and authorize the City Manager and City Clerk to execute the necessary documents to purchase servers for the new LMS System from Dell Marketing, L.P.
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BACKGROUND:
In 2017, staff determined the City’s Land Management System, Permits Plus, no longer met the City’s needs. In addition, there were no software upgrades available, and if the system were to fail, there would be no technical support provided. In November 2017, the City released a formal RFP solicitation for a complete LMS replacement. Six vendors submitted formal proposals; the evaluation panel reviewed the submissions, and ultimately recommended Tyler Technologies’ Energov Solution to Council.
On October 1, 2019, Council authorized the City Manager and the City Clerk to execute an agreement with Tyler Technologies, Inc. to implement Energov Solution for the City.
The Energov Solution will provide a Citywide system that will serve all Departments that process applications, permits, licensing, and citations. Over the course of the project, the original specifications were determined not to be adequate, that the existing servers must be more robust to accommodate the growing needs of the project. Using best practices based on information from surrounding Cities, it was determined that six new servers are necessary to support the system.
ANALYSIS:
Six new servers are needed to run the new Land Management System due to increased resource requirements and the best practice of segregating the Production, Testing, and Development environments. The evaluation and analysis of retrofitting the existing servers to meet the need were not sustainable and too costly. In addition, the current technical support for the existing Dell hardware expires on October 24, 2022, and needs to be renewed or replaced. The new hardware will also be scaled to support the future Enterprise Resource Planning (ERP) System.
Staff solicited quotes for the additional servers from its existing vendor Dell Marketing L.P. based on its National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Program Master Agreement. Purchasing this equipment through the State of California’s Participating Addendum meets all requirements set forth in the City of Costa Mesa’s Purchasing Policy as permitted by Section 2-165(b)(5) of the Costa Mesa Municipal Code, and all requirements in regards to regional, state, and national cooperative purchasing agreements.
ALTERNATIVES:
The City Council could choose not to approve the purchase of these servers, which would stall the progress of the LMS project and provide a more costly option of retrofitting the existing servers.
FISCAL REVIEW:
Funding for this purchase totaling $160,000 is included in the Information Technology Replacement Fund (Fund 603), under the FY2021-22 Land Management Systems Project (#200086).
LEGAL REVIEW:
The City Attorney’s Office has reviewed the documents and approved them as to form.
CITY COUNCIL GOALS AND PRIORITIES:
This item supports this City Council’s goals for 2022:
• Strengthen the Public’s Safety and Improve the Quality of Life
• Achieve Long-Term Fiscal Sustainability
CONCLUSION:
The purchase of new servers will meet the needs of the LMS project and provide the necessary hardware support to ensure successful completion of the LMS implementation, as well as support the hardware needs for the future ERP system implementation.
Staff recommends the City Council:
1. Authorize the use of NASPO ValuePoint Master Price Agreement (State of California) No. 15-70-34-003 with Dell Marketing, L.P. for the purchase of servers for the new Land Management System (LMS).
2. Approve and authorize the City Manager and City Clerk to execute the necessary documents to purchase servers for the new LMS System from Dell Marketing, L.P.