The URL can be used to link to this page

Home My WebLink About2008-11-03-Resolutions 08-243_IT Equipment Phase ITHE CITY OF WAUKEE,IOWA RESOLUTION 08-243 APPROVING A PROPOSAL FOR EQUIPMENT,LICENSING AND INSTALLATION FOR CITY OF WAUKEE INFORMATION TECHNOLOGY SYSTEMS,PHASE I IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE,IOWA WHEREAS,the City of Waukee,Dallas County,State ofIowa,is a duly organized Municipal Organization;AND, WHEREAS,on September 22,2008,the Waukee City Council approved a Managed Services Agreement with Vital Support Systems for information technology support services (Resolution #08-219);AND, WHEREAS,City staff has requested a pricing and phasing proposal from Vital Support Systems related to upgraded and replacement information technology systems,including equipment, licensing and installation;AND, WHEREAS,City staff has reviewed the proposal for the first phase of integration and finds it to be reasonable;AND, WHEREAS,the proposal attached as Exhibit A is submitted for consideration by the City Council and the City Council fmds the same should be approved. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee,Iowa that the proposal for equipment,licensing and installation for City of Waukee Information Technology Systems,Phase I,should be and the same is hereby approved. Passed by the City Council of the City of Waukee,Iowa,and approved this the 3'd day of November,2008. Attest: ROLL CALL VOTE Donald L.Bailey,Jr. Casey L.Harvey C.Isaiah McGee Darlene Stanton Mike Watts AYE X X NAY ABSENT ABSTAIN X X X viTAL.QUOTE SUPPORT SYSTEMS SS022398-01 11/05/08 Bill To:City of Waukee Jeff Kooistra 230 Hwy 6 Waukee,IA 50263 Ship To:City of Waukee Jeff Kooistra 230 Hwy 6 Waukee,IA 50263 Phone:5159874522 Phone:5159874522 E-Mail:jkooistra@waukee.org LICENSING &INSTALLATION QUOTE ---1m"~~_NJ1 1 LICENSING 2 95 SYMANTEC EXP MULTI-TIER PROTECTION 11.0.2 BD BASIC 12MO 3 3 GOVT OlP ENG WIN SVR STD 2008 Nl lOCl (server OS no SA) 4 90 GOVT OlP ENG WIN SVR CAL 2008 Nl lOCl USER CAL (Windows CAL's no SA) 5 1 GOVT OlP EXCHANGE SVR 2007 (Exchange Servers -no SA) 6 100 EXCHANGE STANDARD CAL 2007 -USER (Exchange CAl's- No SA) 7 1 HP Data Prot Start Pk Windows DVD &l TU 8 2 HP DATA PROT ON-LINE BACKUP WINDOWS l TU 9 1 HP 3Y SUPPORT PLUS 24 SVC 10 1 HP STARTER PACK SUPPORT 11 2 HP ONLINE AGENT SUPPORT 12 13 INSTALLATION 14 Installation and configuration services for phase 1 -regular business hours -some system downtime will be required (see associated scope of work for details) QUOTE VALID FOR 30 DAYS. $55.00 $5,225.00 $526.50 $1,579.50 $21.22 $1,909.80 $513.65 $513.65 $50.00 $5,000.00 $948.40 $948.40 $910.83 $1,821.66 $642.98 $642.98 $785.43 $1,570.86 $19,875.00 11/05/08 08:44:33 Vital Support Systems 11191 Aurora Avenue Urbandale,IA 50322 Page 1 of 2 Closing Notes: Print: Thank you for your business! All equipment will be invoiced upon shipment from manufacturer or their distributor and payment is due within 30 days. Labor will be invoiced either with the equipment or separately by schedule or when completed and the invoice is due within 30 days Invoices will be FOB origin plus shipping and tax. Vital reserves the right to send invoices for partial shipments. IF TOTAL IS $50,000 OR GREATER,A 50%DEPOSIT IS REQUIRED WITH A SIGNED QUOTE OR PURCHASE ORDER. 1.5%per Month will be charged and invoiced for payments not received within 30 days. All Above Terms Apply Unless Otherwise Noted In Closing Notes. 11/05!08 08:44:33 Vital Support Systems 11191 Aurora Avenue Urbandale,IA 50322 Page 2 of 2 Datacenter Refresh Scope (Phase 1) SUPP.OAT'$V,SniiVIS Customer: Customer Address: Customer City,St,Zip: Date: City of Waukee Jeff Kooistra 230 Hickman Road (515)987-4522 Waukee,Iowa 50263 10/17/2008 jkooistra@waukee.org VSSQ22398 OVERVIEW This work is to be performed for Customer by Vital (Company)for the installation of the Enterprise Solution.This service will be delivered on-site. All service is to be provided to the same Customer site during normal business hours (8-5 Mon-Frl),unless otherwise specified.This installation will take place at a designated date and time. NOTE:Actual phase implementation tasks will vary dependent upon Customer Quote and Authorized Purchase Order with seiected options. EXECUTIVE SUMMARY iThisSOW representsPhase1'Ofiiiebuilci and"consolidation efforts for the city of Waukee's SystemSlrlfrastructure.-Th81 Imain goals of this Phase are to establish the Public Safety facility as the Hub of the network by establishing Exchange,I [Active Directory and Centralized AV/Backup at that facility.We will also get all PC's and Users in the Public Safety I liJtlllding "-"il1iI~"Wau~"",()r~_~()I11."~"-\'Iher"""-,jJC>ss~",--___~___________,,__..1 TECHNICAL SPECIFICS jcompany,;{i11 build 2 new servers for Exchange and AD respectively.Company will then researChthe exiSiing------1 [application environment to validate plan for consolidating Police and Fire domains.Assuming there are no roadblocks I [found then company will then migrate PC's and services from the existing Police and Fire Domains to the Waukee.org [domain,Then all users in the Waukee.org domain will have their mailboxes migrated to the new Exchange Server and I lthen the centralized Anti-Virus and Data Protector will be installed and deployed.Data prote,ctor,to b,e installed on J L~isting hardware currently located at Ci!y_~."!.'_"nd connected to a new autoloader..~_ PURCHASE ORDER VALIDATION Phase (All) o Inventory Purchase Order against the Equipment Packing Slip. SYSTEMS BUILD Phase (LIB) o Customer will provide the hardware to be configured according to the tape library specifications. Phase (DP) o Company to depioy backup agents to [12 ]servers. CONFIGURATION &SETUP Phase (LIB) o Install library In the rack. o Attach library to server's SCSI controller. o Configure library on host OS. o Update firmware if necessary. •Label &insert media into magazines. Phase (DP) •Review Customer's current infrastructure for issues with proposed Data Protector Solution,At the Customer's request,Company will provide assistance with the configuration.A Change Order will be required with authorization;labor associated with the request is not part of this Scope of Work. •Install DP Cell Manager. •Install DP Media Server. •Instail DP Instailation Server(s). •Locate/Download and Install Data Protector patches. •Locate Data Protector licenses and get Customer information for licenses. •Customize Data Protector configuration for the Customer environment. •Setup Media devices. •Setup Job templates. •Setup reporting for jobs. •Install licensing. •Work with Customer to create backup jobs. •Work through backup configuration worksheet with customer. Phase (AD,Exchange,and AV) •Build Windows Server Standard on 2 new servers in the PS location •Install Rack and UPS In PS location •Build DL 380 as new Exchange 2007 server in existing Exchange Organization •Create AD Site (if not present)for ail Waukee locations as appropriate •Instail new DC in PS on new DL 360 hardware. •Spend approximately 8 hours finalizing and validating a migration plan for the Fire and Police Domains •This migration plan Is to include the PC's and Server hardware. •The goal being for removal of the Fire and Police Domains. •Instail and Configure of Symantec Management Server for Anti-Virus. TESTING Phase (LIB) •Verify library configuration using HP Library &Tape Tools. •Perform read/write test using L&TT. Phase (DP) •Preview and run jobs to validate success. •Resolve any issues with jobs. •Test file/folder restore with redirection. Phase (AD,Exchange,and AV) •Verify Domain replication is behaving as desired •Verify Mailbox migration procedure for each site •Verify domain migration for Police and Fire PC's •Verify Symantec Client instailation procedures KNOWLEDGE TRANSFER Phase (LIB) •Basic library operations. •Mail slot operation. •Basic HP Library &Tape Tools operations. •Updating firmware using HP Library &Tape Tools. Phase (DP) o Supply Customer with location for support. o Deploying/Installing clients. o Client patching (Signup client for patch notification). •User access. o Creating/Configuring media devices and media pools. o Creating/Using backup templates. o Creating/Modifying backup jobs. o StartinglT estinglTroubleshootlng jobs. o Understanding monitoring. o Restoring data. o Understanding notification/reporting. o Understanding Data Protector database. o Demonstrate client patching (Signup client for patch notification). o Due to Knowledge Transfer being towards Managed Services many of the items above may not be necessary Phase (AD,Exchange,AV) •Make sure Managed Services Engineers have needed information to support the environment. DEPLOYMENT Phase (DP) o Customer and Project Manager to determine schedule for deployment. o Deploy clients per backup configuration worksheet up to previously specified number of servers. Phase (AD,Exchange,AV) o Take steps identified in the Setup and Configuration to migrate off of Police and Fire Domains o Migrate all mailboxes off of existing exchange server to new.This may require client configuration changes. o Deploy uniform AV client on each PClserver in the network.This may require the manual uninstall of existing. DOCUMENTATION Phase (All) o Provide Scope of Work Progress Matrix. Phase (LIB) •Provide access credentials documentatlon. Phase (DP) o Company will complete and provide the Customer with the backup documentation. •Visio diagram. o Support information. o Helpful Hints. o Enabling encryption. o IP and account infonmation. Phase (AD,Exchange,and AV) o IP and Account Information •Vislo Diagram CUSTOMER RESPONSIBILITIES o Customer is responsible for providing a single point-of-contact for Company personnel throughout the project. o Customer is responsible for notifying their managers and users of the installation date and potential down times associated with this project.This includes notifying managers and users of any risks associated with this project. •Customer is responsible for providing dedicated power circuits,suitable space for placement of the equipment in a secure location and providing Company with floor plans and/or electrical drawings,as needed. •If Customer requests additional equipment or services outside of the original order,Customer will be required to follow Company's change order control process. •Customer is responsible for all costs associated with third-party issue resoiutions and delays not contracted by Company. •Customer is responsible to ensure all if its electronic flies and other data are adequately duplicated,documented and protected. •Company recommends that Customer changes any user ID's or passwords that were implemented or disclosed during project implementation. •Customer is responsible for ongoing upkeep,monitoring,and testing of Data Protector backup configuration. After installation of Data Protector,Company is not responsible for disaster recovery or restoration of any data, unless this is specifically outlined in another agreement. PROJECT MANAGEMENT •Company will provide Customer with complete project management,to include management of resources, timelines,calendar of events and ensuring that responsibilities are defined between Customer and Company personnel. •Company will provide a single point-of-contact in Project Management to drive responsibility and accountability for project completion. •Company will coordinate and lead communication meetings on a predetermined schedule.Agendas will be provided.Progress will be updated and reviewed during this meeting. •Once deliverables have been met,Company will issue a notice of project completion to Customer.Customer will have three days to report discrepancies. EQUIPMENT ACQUISITION &DELIVERY •Company will procure,inventory and deliver the equipment ordered for Customer.If Customer requests additional equipment or services,a change order will be required. •Equipment delivered to Customer will require Customer signature and becomes the sale responsibility of the Customer.Any equipment shipped to customer and then is missing at time of installation will need to be replaced by Customer at an additional cost.Customer will provide Company with access to a secured location at the Customer's facilities for delivery of the equipment. CHANGE ORDER -- •If Customer requests additional equipment or services outside of this Agreement,a Change Order will be required which may result in additional charges. BUILDING FACILITIES •Customer will provide building access for equipment delivery and installation.Company will make every attempt to work with Customer's schedule for new building construction or remodeling.Customer will be responsible for Time &Material charges incurred for extra trips required by third-party vendor deiays. PROPRIETARY &THIRD PARTY APPLICATIONS •It is the Customer's responsibility to notify Company prior to the ordering of equipment or any applications, databases,or other software/hardware that is required to interoperate with the proposed equipment.Company is not liable for the functionality of any components not specifically addressed in this scope of work. INVOICING •The Customer will be invoiced for the equipment upon delivery per contract terms.Payment terms for any non-HP items are referenced on the associated quote. SUPPORT &WARRANTY •The Customer will be able to contact Vital Support Systems Customer Care Center by calling 515-334-5755,7 days a week,24 hours a day.A service ticket will be opened and resources will be scheduled.Support will be charged at the standard appiicable rate,unless emergency services are requested,in which case emergency rates will be charged.Standard manufacturer's warranties are provided on all equipment. LICENSING •Customer is responsible for ensuring that all licensing is up-to-date for any software being supplied by Customer. Company reserves the right to verify licensing on any software provided by Customer prior to installation. •Customer is responsible for Operating System licenses. EXCLUSIONS •Company is not responsible for software and hardware connections not identified as part of this scope. o Company will not be held accountable for modifications,new development,or new vendors not identified by Customer before the signing of the contract. o Company will not be responsible for missed plan milestones due to Customer's failure to provide timely and/or accurate information. o Company will not be responsible for third-party vendors (not contracted by Company)regarding issue resolution, delays and costs impacting the completion of the plan. o Company will not be responsible for disconnecting Customer's circuits,unless otherwise specified in the Agreement. o Company will not be responsible for reconstructing data stored on disk files,tapes,memories,scheduling,etc. ASSUMPTIONS •Company will be allowed to test during normal business hours.Customer will need to notify Company if this is not acceptable.A Change Order will need to be completed and approved to arrange additional resource scheduling for after-hours labor that is not considered to be part of this scope of work. •Customer will have a management structure in place and available to resolve any project related issues. •Information provided by Customer is accurate and complete. •Plan Milestones are dependent upon availability of equipment provided by all third-party vendors. Vital Support Systems (Company) /?RI;f/&?£ Signature:Signature:_,c'-!'1fJ<c __f---'--;.&-.......<L'------- .<::ity of Wau kee Jeff Kooistra (Customer) Title:_Title:--"''--_.......~I'__!-L''r...a:=''_l'=j'-'''=----- Oate:_Oate:__-+/.l-I_-S""--_~.::.tJ...L<{_ SUPPORT SYSTEMS HP WSCA QUOTE #2894952 Agent 10 #5696080001 items/description part no unit price qty ext price HP StorageWorks 1/8 G2 LTO-4 Ultrium 1760 SCSI Base $4,799.00 1 $4,799.00 Tape Autoloader HP StorageWorks 1/8 G2 LTO-4 Ultrium 1760 SCSI AJ816A Tape Autoloader Supports Ultrium 1760 drives Included 8 slots Included 12.8TB capacity (compressed 2:1)Included Up to 576 GB/hr compressed (2:1)rate Included 1U Included Ultra320 LVD SCSi interface Included HP 3y Nbd Exch DLT LTO Autoloader SVC H2698E $363.00 1 $363.00 HP LT04 Ultrium 1.6TB Non-Custom Label Data C7974AN $1,248.00 1 $1,248.00 Cartridge (20pk) HP LT04 Ultrium 1.6TB RW data cartridge C7974A $62.00 7 $434.00 HP L T04 Ultrium RW bar code label pack Base $55.00 1 $55.00 HP LT04 Ultrium RW Bar code label pack Q2009A Every pack contains a unique series of label numbers;Included no two packs are the same 100 Data cartridge iabels and 10 cleaning labels in Included every pack Limited lifetime warranty Included HP Ultrium universal cleaning cartridge Base $64.00 1 $64.00 HP Ultrium Universal cleaning cartridge C7978A 15 to 50 cleans (drive dependant)Included Orange cartridge Included Supports all LTO Ultrium drives Included Prolongs drive life Included Limited lifetime warranty Included HP StorageWorks 1/8 G2 Tape Autoloader Rack Kit AH166A $111.00 1 $111.00 -Configurable-HP ProLiant DL380 G5 -Rack Server Base $4,227.00 1 $4,227.00 HP ProLiant DL380 G5 Server 391835-B21 Quad-Core Intel®Xeon®E5440 (2.83GHz,1333MHz 458585-L21 FSB,80W)Processor Quad-Core Intel®Xeon®E5440 (2.83GHz,1333MHz 458585-B21 FSB,80W)Processor HP 4GB Fully Buffered DIMM PC2-5300 2X2GB DR LP 461828-B21 Memory SlimLine DVD-ROM Drive (8x124x)Option Kit 264007-B21 HP Smart Array P400/512 PCle Controller 411064-B21 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 HP 1000-W Hot-Plug Power Supply Included HP 1000-W Redundant Hot-Plug Power Supply (NEMA)399771-001 HP Redundant Hot-Plug Fans Included Embedded NC373i Multifunction Gigabit Network Included Adapter Integrated Lights Out 2 (iLO 2)Standard Management Included HP Standard Limited Warranty -3 Years Parts and on-Included site Labor,Next Business Day HP Care Pack,3 Years,4 Hours,24x7,Hardware,U4545E $576.00 1 $576.00 ProLiant DL380 -Configurable-HP ProLiant DL360 G5 Server Base $2,651.00 1 $2,651.00 HP ProLiant DL360 G5 Server 399524-B21 Quad-Core Intel®Xeon®E5440 (2.83GHz,1333MHz 457933-L21 FSB,80W)Processor HP 4GB Fully Buffered DIMM PC2-5300 2X2GB DR LP 461828-B21 Memory HP Smart Array E200i/128 Controller 399548-128 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 HP 146GB Hot Plug 2.5 SAS 10,000 rpm Hard Drive 431958-B21 2 Embedded NC373i Multifunction Gigabit Network Included Adapters HP 1u Server 700w Hot Plug Power Supply Included HP 1u Server 700w Hot-plug Power Supply 399542-B21 HP Redundant Fans Included Slim Line DVD-ROM Drive (8x124x)Option Kit 264007-B21 Integrated Lights Out 2 (iLO 2)Standard Management Included HP Standard Limited Warranty -3 Years Parts and on-Included site Labor,Next Business Day HP Care Pack,3 Years,4 Hours,24x7,Hardware,U4497E $345.00 1 $345.00 ProLiant DL360 10000 Rack 1U Monitor Utility Shelf 253449-B21 1 HP 1U Rackmount Keyboard with USB AG072A 1 HP KVM CAT5 Ox1x8 Server Console Switch 336044-B21 HP 6ft Qty 8 KVM CAT5 Cable 263474-B22 HP KVM CAT5 8-pack PS/2 Interface Adapter 262587-B21 1HPR3000VAUPS2UL5-30 NA UPS HP R3000 VA 2U L5-30 NA UPS Base AF422A $84.00 $84.00 $329.00 $329.00 $550.00 1 $550.00 $26.00 1 $26.00 $490.00 1 $490.00 $977.00 $977.00 Total:$17,329.00