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R-1503 - 10/27/2015 - CONTRACTS - Resolutions Supporting Documents ITEM 6.C. 1) OF 04/r 0 0 a` =glum 9CF COUNTV,�� AGENDAITEM Regular Board of Trustees Meeting of October 27, 2015 SUBJECT: Award of Contract—Computer Network Enhancement Project FROM: Jim Fox, Information Technology Director BUDGET SOURCE/BUDGET IMPACT: $94,962.19 from Information Technology Program -- Computer Hardware and Software (151-91600) RECOMMENDED MOTION: I move that the Village Board (i) approve the purchase of computer network enhancement infrastructure, (ii)waive competitive bidding and approve the purchase of installation, configuration, and training services, and (iii) approve a Professional Service Agreement in the amount of$94,962.19 with Current Technologies for the purchase of the infrastructure and services, and approve the Resolution R-1503. Background/Histor-y: The Village recently released a Request for Proposals from qualified Proposers for a proposed Information Technology Division Infrastructure Enhancement project. The scope of this project includes a Storage Area Network (SAN) and Virtual Servers with disk to disk backup and cloud based disaster recovery capabilities. The Village is interested in procuring a complete solution from a single firm. Virtualization enables a reduction of Information Technology costs while increasing the efficiency, utilization, flexibility, and future expansion of the Villages Information Technology environment. In 2013 the Village underwent a Virtualization Readiness Assessment, which verified that the village would benefit from a virtualized infrastructure. It is expected that completing this project will provide the Village with the following benefits: • Decrease in capital replacement costs and increase in efficiencies • Substantial reduction in power and cooling • Reduction in required Data Centre server footprint • Increased flexibility in provisioning new servers and disk • Improved performance and increased up time over the current infrastructure • Improved disaster recovery readiness • Additional capacity to meet expected growth in the next three years • Simplified expansion capabilities The Village received proposals from seven (7) vendors. The proposals were evaluated and analyses of the proposals are included in the attached documents. The Village then conducted further comparative analysis of three types of solutions: • Locally hosted primary and disaster recovery sites • Locally hosted primary site and disaster recovery in the Cloud (hybrid) • Cloud based infrastructure The analysis showed that the hybrid solution had the lowest total cost of ownership over the life of the equipment. Staff is recommending the implementation of the solution submitted by Current Technologies (CTC). The CTC project includes the installation of: • VMware 6, VSphere, vCenter, vMotion software solutions • Three (3) Dell PowerEdge Servers • Storage Area Network (SAN) device • Local disk to disk backup • Cloud based Disaster Recovery (DR) • Professional Services to install, configure, and test the proposed system before acceptance from Village staff. The Village did not know what sort of Infrastructure the proposers would propose in response to the RFP. Therefore, the Village did not include in the RFP a request for installation, configuration, and training services (collectively, the "Services") to use the proposed infrastructure. If the Village procures the infrastructure from CTC, Village staff recommends the Village waive bidding on the purchase of the services. Staff is not requesting that the Board waive bidding on the purchase of the infrastructure because the Village did put this part of the project out for RFP. Recommendation: That the Village Board waive bidding for the services and approve a Professional Service Agreement in the amount of$94,962.19 with Current Technologies for the purchase of the Computer Network Enhancement infrastructure and services, and approve Resolution R-1503. a ° e a Q O] s •• � � r ` +fir v O sr dr„�� n ?, Z �S� t �( :F {i i rn�•a �I hFi 41 g .r��qYr ��¢Y1 I � >' ip�' {`Gr'�.1:r ' � i�3 ( �” �ti [ 0 y �s 3�.S�[ �+�{�y;�,5aFr�M+3��i�,�°'��U�r r #{l�Lk t�y'�ti t��is�3�2t r U�, � ;1 ��a i F1'�1�l r��t�rK.r}rE t��s}'k�!•1{�t?''�,•ti'{,�t�4�}�,h r'``��,t`l i u L�,��+�„t�N�i-_r�v'�tS` . . a, fs 'R �, [ lma.' }n r N.D-.: •'irs �°.S!�.��,�.r��t+© ;�'��?-�� .�:��'`T*r'—� f i s �'t��(t rA'� 't h,'nJF ��`- ` ,},�`4=;t _ ,CC �46't G K ? tnti�: ,.Er., S } .` tr:.• _�,,:. � f��-lt�L'�4�� -' 9 � ��1��-�� "' �..','L • `... �� t l ,t'�.t+?.l�J��{ ��F� o: e ' 'iTt�J.",s5'`�� Rol+ �.,t� Sto nt r}E•7L�} �+ ter PrAl i Y r • 1. •• l o t • • • i•. • • RESOLUTION 2015-IT-CMPTR-NET-R-1503 A RESOLUTION APPROVING THE WAIVER OF COMPETITIVE BIDDING AND AUTHORIZING THE PURCHASE OF COMPUTER NETWORK ENHANCEMENT INFRASTRUCTURE AND SERVICES WHEREAS, the Village desires to upgrade its computer network infrastructure ("Infrastructure's; and WHEREAS, the Village issued a request for proposals to provide the Village with the Infrastructure ("RFP'); and WHEREAS, the Village received seven proposals from firms in response to the RFP; and WHEREAS, after evaluating the proposals, the Village has determined that Current Technologies Corporation ("Current's of Downers Grove, Illinois ("Current's presented the best overall value to the Village based on factors including, without limitation, price, qualifications, and the ability of the Infrastructure proposed to meet the Village's needs; and WHEREAS, because the Village did not know what sort of Infrastructure the proposers would propose in response to the RFP, the Village did not include in the RFP a request for installation, configuration, and training services (collectively, the "Services'; and WHEREAS, if the Village procures the Infrastructure from Current, the Village desires that Current provide the Services so that the Village can fully utilize the Infrastructure; and WHEREAS, because the Infrastructure is being purchased from Current, Current is in the best position to provide the Village the Services; and WHEREAS, the President and Board of Trustees, being fully advised in the premises, have determined that it is in the best interests of the Village and its residents to waive competitive bidding for the Services and to approve the purchase of both the Infrastructure and Services from Current pursuant to the agreement attached to this Resolution as Exhibit A("Agreement"); NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows: Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of, this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook. Section 2: Waiver of Competitive Bidding Requirements for the Services. The advertising and bidding requirements for the purchase of the Services is hereby waived in accordance with Section 1-7-4 of the Village Code. Section 3: Authorization of Purchase of the Services. The President and Board of Trustees hereby approve the purchase of the Services from Current for a price not to exceed $6,480.00. Section 4: Authorization of Purchase of the Infrastructure. The President and Board of Trustees hereby approve the purchase of the Infrastructure from Current for a price not to exceed $88,432.19. Section 5: Approval of Agreement. The President and Board of Trustees hereby approve the Agreement with Current in substantially the same form as attached as Exhibit A, and in a final form approved by the Village Attorney. Resolution 2015-IT-CMPTR-NET-R-1503 Approving an Agreement for the Waiver of Bidding and the Purchase of Computer Network Enhancement Infrastructure and Services Page 2 of 2 Section 6: Execution of the Agreement. The Village Manager and the Village Clerk shall be, and are hereby, authorized to execute and attest, on behalf of the Village the Agreement between the Village and Current after receipt of the final Agreement fully executed by Current. Section 7: Effective Date. This Resolution shall be in full force and effect from and after its passage by two-thirds of the Trustees and its approval in the manner provided by law. APPROVED THIS 27th day of October, 2015 Gopal G. Lalmalani Village President PASSED THIS 27th day of October, 2015 Ayes: Nays: Absent: ATTEST: Charlotte K. Pruss Village Clerk