R-2016 - 04/26/2022 - BOARD OF TRUSTEES - Resolutions Supporting Documents ITEM 6.13.1
BOARD OF TRUSTEES MEETING
VIII^"F OF SAMUEL E. DEAN BOARD ROOM
OAK BR , K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
April 26, 2022
SUBJECT: Award of Contract-- Computer Network Virtual Environment Upgrade
FROM: Jim Fox, Information Technology Director
Ejaz Khan, Information Technology Assistant Director
BUDGET SOURCE/BUDGET IMPACT: Information Technology Program 151-91600
RECOMMENDED MOTION: I move that the Village Board approve a Professional Service
Agreement in the amount of$119,873.81 with Current Technologies for the Computer Network
Virtual Environment Upgrade Project and approve Resolution 2022-IT-CMPTR-NET-SAN-R-
2016.
Background/History:
The Village purchased a virtual VMware solution through an RFP process in 2015 with an
estimated life expectancy of 7 years. The project included the installation of a SAN(Storage Area
Network). SAN is a network of storage devices that allow the access of multiple servers or
computers, providing a shared pool of storage space. Each computer on the network can access
storage on the SAN as though they were local disks connected directly to the computer. The
current VMWare solution has provided for a stable, efficient, and redundant platform for the
Village's Host Network Servers. SAN Solutions save money with reduced hardware costs, lower
energy consumption, along with reducing IT personnel workload and system downtime.
The Village's current virtual environment consists of three Physical Host Servers, one Backup
Server, two SAN Storage, associated Network Switches, and Backup software. The current
hardware environment supports 21 in production and standby Virtual servers. Manufacturer
support of the current system expires at the end of November 2022.
Technology professionals recommend that network servers be replaced on average every 3-5 years.
The cost of server support can increase as much as 200%when a server is 5 years old or older. As
the server ages the server is unlikely to be performing at optimum capacity and is at a high risk of
failure. Because this equipment is operational 24 hours per day and is critical to the daily
operations of the Village,maintaining a reliable system is essential.
6--S.
On February 8,2022, the Village Board authorized staff to seek proposals from qualified vendors
to upgrade and/or replace the current virtual environment with the latest hardware and software
technology. The RFP was posted on the Village website on March 10, 2022 and was sent to 19
local technologies companies. On March 24, 2022, the Village's Purchasing Staff received and
opened four proposals from the vendors below.
Cost Summary of the RPP Proposals Received:
Vendor Platforms Hardware Cost Labor Cost Total Cost
Current Technologies VMware $109,998.81 $9,875.00 $119,873.81
DSN Group HC3 $132,356.73 $8,800.00 $141,156.73
Proven IT VMware $166,065.70 $20,550.00 $186,615.70
Tech 365 VMware $223,615.11 $0.00 $223,615.11
Analysis:
Since the Computer Network Server Virtualization Program began in 2015, the Village has
invested$129,411 in hardware and software costs as summarized in this table.
Description 2015 2016 2017 2018 2019 2020 2021
Dell SAN, Hosts and $88,432
Backup servers
Additional Dell SAN $15,323
Dell maintenance Renewals 1 $6,737 $12,918 $6,000
Total for the Year $88,432 $15,323 $6,737 $12,918 $6,000
As part of our analysis -- as an alternative to upgrading and replacing the current virtual network
server environment — Village Staff considered the costs required to replace the current virtual
environment with individual network servers. Staff has classified the Village's 21 currently hosted
computer network servers as either"Basic", "Average" (or Typical), and"High Performance".
B =Basic Server with the following specifications average cost is $5,000
• Single Processor
• 8GB RAM
• Redundant OS/DATA Drive with a minimum of 146GB data storage available
A=Average(or Typical) Server with the following specifications average cost is$8,000
• Single Processor
• 16GB RAM
• Mirror OS Drive 146GB
• Redundant Drives with Parity and over 200GB data storage available
H=High Performance Server with the following specifications average cost is$10,000
• Dual Processor
• 32 GB or greater RAM
• Mirrored high end OS Drive 146GB
0 Multiple Redundant Drives with Parity and up to ITB data storage available
List of Current Virtual Computer Network Servers and Associated Function:
Class Function Cost
B Alert Email Relay server for Network wide Appliances $5,000
B Virtual Environment Management Server $5,000
B Computer Network Asset Management Server $5,000
B Network Monitor Server $5,000
B Keyless Entry System Server $5,000
B Email Outlook Web Access $5,000
A Multiform Factor Network Authentication $8,000
A Multiform Authentication for Police Department CHS $8,000
A NetMotion Connectivity Server for Police and Fire $8,000
A Police Fingerprint Server $8,000
A Munis Financial Software Content Document Management $8,000
A Network Security Virus Scan Server $8,000
A Munis Financial Software Primary Application Server $8,000
A Test Environment Server(New Application deployment) $8,000
H SQL Database Server $10,000
H MS-Exchange E-Mail Server $10,000
H Database Application server $10,000
H Laserfiche Document Management $10,000
H Primary Computer Network, Domain and File/Print Server $10,000
H Munis Financial Software Content Management Server $10,000
H Munis Financial Software Web Application $10,000
Total Estimated Cost $164,000
This data demonstrates that by consolidating the computer network servers in 2015 with a virtual
environment,the Village has recognized a significant cost savings. Staff estimates that the Village
would have spent $164,000 during the past 7 years to maintain an individual server environment
with in hardware cost alone compared to the $129,411 spent to establish the virtual environment.
The savings is actually greater when you consider the additional staff time needed to research,
order and configure each server. Along with the greater energy costs to maintain this equipment.
Summary:
The proposed VMware infrastructure solution has the lowest total cost of ownership over the life
of the equipment. Virtualization provides the Village a stable, secure and efficient computing
environment with fault-tolerance for both hardware and data. The project provides decentralized
high-speed data transfer and increased dynamic storage with the ability to expand system resources
in the future if needed.
Recommendation
Staff recommends that the Village Board approve a Professional Service Agreement in the amount
of$119,873.81 with Current Technologies for the Computer Network Virtual Environment Upgrade
Project and approve Resolution 2022-IT-CMPTR-NET-SAN-R-2016.