Title
Consider a memorandum/resolution authorizing the purchase of Cisco’s Unified Computing System, in an amount not to exceed $240,386.79.
Summary
DATE: July 18, 2023
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Cisco’s Unified Computing System
BACKGROUND AND FINDINGS:
The City of Killeen currently utilizes Cisco’s Unified Computing System (UCS) data center architecture. The data center presently has one (1) blade chassis enclosure, populated with five (5) blade servers that are nearing the end of their supported life. The hardware in the blade servers has been supporting the City virtual server environment (90+ servers) since 2016 and the support life will end in February 2024. The chassis enclosure itself is still under support for the foreseeable future. By upgrading the blade servers to the latest Central Processing Units (CPU) and memory hardware; the system will be able to better support the growing virtual environment and technology.
The benefits of proceeding with this upgrade include increased functionality and stability of the City’s virtual servers (90+), ensuring compatibility with our network systems, and the cost savings of a limited-time migration cost from Cisco. Also included is updating the virtual appliance from version 7.0 to 7.0.3 (the latest security and functional features). This plan provides all necessary licensing, security updates, fixes, software downloads, and hardware replacement support. Cisco support provides escalated assistance, emergency support, and software installs and updates.
THE ALTERNATIVES CONSIDERED:
1. Do not purchase Cisco Unified Computing System and allow the licensing to expire, not receive security updates, fixes, software downloads, and hardware replacement support.
2. Purchase Cisco Unified Computing System and have appropriate licensing, receive security updates, fixes, software downloads, and hardware replacement support
Which alternative is recommended? Why?
Staff recommends option 2 to allow for appropriate licensing, security updates, fixes, software downloads, and hardware replacement support. Without the Unified Computing System, the City would pay 100% of replacement costs for any of the Cisco hardware devices that fail, any security patches, upgrades, or changes in software or firmware and forgo assistance.
CONFORMITY TO CITY POLICY:
The Information Technology Department is seeking approval to purchase Cisco’s Unified Computing System from Insight through the Texas Department of Information Resources (DIR) contract. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in Texas Local Government Code (TLGC) section 271.102, subchapter F; a local government that purchases goods or services under this subchapter satisfies any state law requiring the local government to seek competitive bids for the purchase of goods or services.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
This is a one-time expenditure in the amount of $240,386.79.
Is this a one-time or recurring expenditure?
This is a one-time expenditure.
Is this expenditure budgeted?
Yes, funds are available in the Information Technology Internal Service Fund account 627-2705-419.61-40.
If not, where will the money come from?
N/A
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes
RECOMMENDATION:
Staff recommends that the City Council authorize the purchase of Cisco Unified Computing System from Insight using the Texas DIR contract TSO 4167 and that the City Manager or designee be authorized to execute any change orders as permitted by state and local law.
DEPARTMENTAL CLEARANCES:
Finance
Legal
ATTACHED SUPPORTING DOCUMENTS:
Statement of Work
Contract Verification Form