Title
Consider a memorandum/resolution authorizing the procurement of a data storage device from Waypoint in the amount of $199,999.
Summary
DATE: July 19, 2022
TO: Kent Cagle, City Manager
FROM: Willie Resto, Executive Director of Information Technology
SUBJECT: Procurement of a Data Storage Device
BACKGROUND AND FINDINGS:
As the City continues to "go green" and digitize documents across the enterprise, the data storage requirements continue to increase which requires additional storage capacity.
The City of Killeen currently uses a combination of Dell and Overland Tandberg equipment to host the City’s storage area network (SAN) and server environment. This is to provide general purpose computer network storage services for all City departments. The SAN environment is currently made up of two systems located at the Information Technology facility. One system is dedicated specifically to Laserfiche while the other system supports network storage for all departments. The SAN’s provide integrated services that are critical to network operation and hosting critical systems for City operations. The Laserfiche Overland Tandberg storage hardware has reached its end-of-life and the Dell storage device is nearing capacity.
Multiple storage platforms were reviewed to identify the solution that will resolve the end-of-life issue and provide relief to the current Dell server that is near capacity. The Dell Power Scale 380TB solution will resolve both issues in addition to serving as long-term storage. It has between 120TB to 960TB per chassis and scales to 60PB in a single cluster. The A300 includes inline compression and deduplications capabilities.
THE ALTERNATIVES CONSIDERED:
1. Do not purchase the storage device and risk storage failure.
2. Purchase the data storage device from Waypoint using the Texas Department of Information Resources (DIR) contract TSO-4299 in the amount of $199,999.
Which alternative is recommended? Why?
Staff recommends alternative #2, the purchase of the data storage device from Waypoint using the Texas DIR contract TSO-4299 to relieve the current data storage issues.
CONFORMITY TO CITY POLICY:
The Information Technology Department is seeking approval to purchase a data storage device from Waypoint through the Texas DIR TSO-4299 purchasing cooperative contract. Purchases made through a cooperative contract are exempt from the competitive bidding process as stated in the 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?
The data storage is projected to cost $199,999.
Is this a one-time or recurring expenditure?
This is a one-time expense.
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 approve the procurement of the data storage device from Waypoint in the amount of $199,999 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:
Quote
Certificate of Interested Parties