FROM:
Innovation & Technology
SUBJECT:
Title
Authorize the Renewal of VMware Software Licensing and Dell VxRail Hardware Maintenance
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RECOMMENDATION:
Recommendation
1. Authorize the Purchasing Office to procure software licensing and maintenance support utilizing the Purchasing Policy and Procedure Manual 3.1.5 Non-Competitive Proposal - Purchase by Another Agency.
2. Authorize Purchasing Division to use the National Association of State Procurement Officials (NASPO) ValuePoint contract 7-17-70-40-05 to purchase 3 Year VMware/Broadcom vSAN software licensing ($119,380 per year) and 1 Year Dell VxRail hardware maintenance and support ($152,619.45) 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.
• Invest in the City’s infrastructure (streets, sewers, parks, etc.) by maintaining and improving the city's existing infrastructure.
DISCUSSION:
In 2020, the Innovation and Technology Department purchased three Dell VxRail server systems from Sidepath, Inc. along with a five-year VMware vSAN software licensing and Dell hardware support agreement. These three VxRail server systems run the majority of the City of Fontana’s infrastructure, hosting essential services such as the City’s document management system, business license system, the Police Department’s public safety systems, and critical databases. The initial five-year licensing and support agreement is set to expire in April 2025.
Renewing the VMware vSAN licensing and Dell VxRail support is essential to ensure that the City’s IT infrastructure remains functional, secure, and stable. Replacing the VxRail server systems would cost the City more than extending the support contract, as the systems are still viable and serviceable.
Per the City’s Purchasing Policies and Procedures Manual, Section 3.1.5 Non-Competitive Proposal may be used when a product is being purchased when the product being required was awarded a bid by another agency at the same price offered to the City of Fontana.
FISCAL IMPACT:
Funds for these purchases have been allocated from the IT Department’s Hardware Replacement Program project 02621003.
MOTION:
Approve staff recommendation.