FROM:
Innovation & Technology
SUBJECT:
Title
Approve Purchase of Dell Server Hardware
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RECOMMENDATION:
Recommendation
1. Authorize the Purchasing Office to procure server hardware utilizing the Purchasing Policy and Procedure Manual 3.1.5 Non-Competitive Proposal - Purchase by Another Agency.
2. Authorize the Purchasing Office to use the National Association of State Procurement Officials (NASPO) contract 7-23-70-55-01 to purchase three Dell server systems from authorized reseller Sidepath of Laguna Hills, CA.
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COUNCIL GOALS:
• Operate in a businesslike manner by improving services through the effective use of technology.
• Practice sound fiscal management by living within our means while investing in the future.
• Invest in the City’s infrastructure by maintaining and improving the City's existing infrastructure.
DISCUSSION:
In 2020, the Innovation and Technology Department purchased three enterprise server systems to support the City’s core technology infrastructure. These systems host the majority of the City’s essential services used daily across multiple departments, including document management, business licensing, the Police Department’s core operational systems, and other critical databases.
The server hardware has now reached the end of its supported lifecycle and is no longer a sustainable platform for continued operation. As equipment ages, the risk of hardware failure increases, replacement parts become more difficult to obtain, and vendor support options become limited.
Because this infrastructure supports the majority of the City’s internal technology environment, a failure could disrupt services across multiple departments, including
public safety operations. Continuing to operate end-of-life server hardware would expose the City to increased operational risk, extended service outages, and higher costs associated with emergency repairs or unplanned replacement.
Staff recommends replacing the three existing server systems with new, supported hardware to ensure continued reliability, restore vendor support, and reduce the risk of service interruptions. This action represents a planned lifecycle replacement and does not expand services or add new functionality but instead maintains the City’s ability to deliver critical City and public safety services in a reliable and responsible manner.
FISCAL IMPACT:
Total fiscal impact for this item is $460,600.55. Funds for this purchase have been allocated from the IT Department’s Hardware Replacement Program project 02621003.
MOTION:
Approve staff recommendation.