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Home My WebLink About9.2 Motion to accept the proposal from Matrix Systems Group, Inc. for the purchase and installation of a Pure Storage FlashArray for an amount not to exceed $49,313.00.Mr�GauC �'d'+rt;�iect installationSubject Motion to accept the proposal from Matrix Systems Group., Inc. for the purchase and of a Pure Storagefor a amount• to exceed$49,,313.00. Meeting September 7, 2021 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD - Fiscal Impact true Dollar Amount $49,313 Budget Source Computer Replacement Fund Category VILLAGE MANAGER'S REPORT Type Consent Information In the current budget, there are sufficient funds available to procure and install a new production storage device in our primary datacenter. The existing storage device is coming to its end of life in November 2021. The production storage device is also known as a SAN (Storage Area Network). A SAN is a dedicated, redundant, high-speed network device that shares pools of hard drives to multiple servers. It is the main storage equipment for the Village's servers. The proposed storage device is made by Pure Storage and is an all flash array with redundant controllers and power supplies. It is an enterprise level storage device and will meet all of the performance and space needs the Village servers require. The Village received three proposals for the Pure Storage device. Also included in the proposal is the initial installation of the device by subject matter experts in this field. After year one, ongoing yearly costs for hardware and software support are currently $14,688. 1 Alternatives 1. Accept the proposal for the purchase of a Pure Storage FlashArray. 2. Action at the discretion of the Village Board. Staff Recommendation Accept the proposal from Matrix Systems Group, Inc. for the purchase and installation of a Pure Storage FlashArray for an amount not to exceed $49,313.00. ATTACHMENTS: CDWG Pure Storage Proposal.pdf Matrix Pure Storage Pricing.pdf Matrix Pure Storage Proposal.pdf Mindsight Pure Storage Proposal.pdf 2 DEAR ANDREW SCHAEFFER, Thank you for considering CDW@G LLC for your computing needs. The details of your quote are below. to convert your quote to an order. QUOTE # QUOTE DATE QUOTE REFERENCE CUSTOMER # GRAND TOTAL MHRD096 8/20/2021 MHRD096 249358 $52,692.64 ITEM QTY CDW# UNIT PRICE EXT. PRICE 11K?, KL!!! fllgh' U:dmg 1. 5821.801. $29,864.41. $29,864.41. Mfg. Part#: FA-X20R2ETFi-1.9.2TBI.9.2/0-SMEZZ Contract: MARKET Wraw . . . .. . . . . 7Iloiriw g;xbr.,,,r(de(1 s irviloe 1.2 51.49768 $1,51.5.75 $1.8,1.89.00 ............ Mfg. Part#: FA-X20R2-1.9.2TB I.MO,PRM,GOLD UNSPSC: 81.1.1.2301. Electronic distribution - NO MEDIA Contract: MARKET 11 U) 11;�', S'ff'Q RA G ll::: ll::: 11 A 11 '�, A 11YR, A Y 11� 4, S 11 A 11 11 Sf,pC 1. 481.1.830 $4,639.23 $4,639.23 Mfg. Part#: PS- FLAS HARRAY- INSTALL Electronic distribution - NO MEDIA Contract: Standard Pricing PURCHASER BILLING INFO 4 Billing Address: SHIPPING $0.00 VILLAGE OF MOUNT PROSPECT INFORMATION TECHNOLOGY DIVISION SALES TAX $0.00 5D S EMERSON ST MOUNT PROSPECT, IL 60056-3266 GRAND TOTAL $52,692.64 Phone(847) 392-6000 Payment Terms: NET 30 -VERBAL DELIVER TO Please remit payments to: Shipping Address: CDW Government VILLAGE OF MOUNT PROSPECT 75 Remittance Drive INFORMATION TECHNOLOGY DIVISION Suite 1515 50 S EMERSON ST Chicago, IL 60675-1515 MOUNT PROSPECT, IL 60056-3266 Phone(847) 392-6000 Shipping Methodo DROP SHIP -COMMON CARRIER 001 -, I 1accjh Gfxorgf, 1 (866) 682-351.0 1 lacogeo@cdwg.com Page 1 of 2 Monthly paymentbased onsamonth lease. Other terms and options are available. Contact your Account Manager for details. Payment quoted is subject to change. Why finance? ° Lower Upfront Costs. Get the products you need without impacting cash flow. pmneme your working capital and existing credit line. • Flexible Payment Terms. 1.00% financing with no money down, payment deferrals and payment schedules that match your company's business cycles. • Predictable, Low Monthly Payments. Pay over time. Lease payments are fixed and can be tailored to your budget levels or revenue streams. " Technology Refresh. Keep current technology with minimal financial impact urrisk. Add-on orupgrade during the lease term and choose to return vrpurchase the equipment atend of lease. - Bundle Costs. You can combine hardware, software, and services into a single transaction and pay for your software licenses over time! We know your challenges and understand the need for flexibility. General Terms and Conditions: This quote /s not legally mnumo and /sfor discussion purposes only. The rates are est/mete only and are based on a collection nrindustry data from numerous sources. All rates and financial | review, approval, and documentation uvour leasing partners. Payments above exclude all applicable taxes. Financing is subject to credit approval and review of final equipment and services configuration. Fair Market Value leases are structured with the assumption that the equipment has aresidual value at the end orthe lease term. This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at For more information, contact a CDW account manager @ 2021 CDW-G LLC 200 N. Milwaukee Avenue, Vernon Hills, IL 60061 1 800.808.4239 Page 2 of 2 ['rY�rT'�f� CaX2Qi�X1?' iN+�" Quote Prepared for: Andrew Schaeffer, CIO Mount Prospect, Illinois Q U O T E Date: 6/18/2021 Quantity Product Description Part Number Price Ext. Price 1 Pure Storage FlashArray X20R2-ETH-19.2TB-19.2/0 FA-X20R2-ETH-19.2TB-19.2/0 $ 29,950.00 $ 29,950.00 FA-X20R2-19.2TB 1 Month Evergreen Gold Subscription, 12 4 Hour Delivery, 24/7 Support, DSE capable FA-X20R2-19.2TB 1MO,PRM,GOLD $ 1,224.00 $ 14,688.00 1 FlashArray (//X, //C) Install Service PS-FLASHARRAY-INSTALL $ 4,675.00 $ 4,675.00 IL Sales Tax $ Shipping TOTAL 49,313.00 Quote accepted by: Acceptance Date: Prepared by: Leann Vollbracht Matrix Systems Group, Inc. 519 S. Grand Ave. West Springfield, IL 62704 217.522.4940 Ivollbracht@matrixsysinc.com Note: This quote is guaranteed for 30 Days. Statement of Work Tuesday August 10, 2021 As part of a discussion between Matrix Systems Group, Pure Storage and Mt Prospect, IL, the need has arisen for updated an data storage system. This Scope of Work defines that project. MATRIX SYSTEMS GROUP, INC Recommended Solution(s) Matrix Systems Group has sent a quote to Mt Prospect which includes a Pure Storage Flash Array, initial setup and configuration, and finally Services and Support. Installation and configuration includes the following. Pure Storage Project Scope: • Pre -implementation planning: Our Professional Services team will conduct a discovery session to review your environment, confirm configuration details, and schedule the install. • Hardware installation: A Pure implementation engineer will unpack, rack, cable, and power up your new array. • Pure OS initialization: Once installed, our team initializes the Purity OS and configures FlashArray according to your requirements. • SAN and network connectivity: Our team tests management connectivity to your FlashArray, configures any Fiber Channel or iSCSI requirements, and assists you and your team in setting up replication. • Knowledge transfer: After installation, the implementation engineer will work with your team to review our management GUI, configure hosts/volumes, enable a Remote Assist session, and walk through the Host Best Practice guides. The information contained in this statement of work is confidential and/or proprietary information intended only for the use of the individual or entity named in this document. Copying, or distribution of this document to a third party, other than those third parties that work directly for Matrix Systems Group, Inc must be approved by Matrix Systems Group, Inc. Matrix Systems Group, Inc 6 FlashArray Installation Services Deliverables Pure Storage, customer, Pre -planning Partner(if applicable) Planning and Pure Storage, customer, Document Partner(if applicable) Completion Pure Storage, customer, Installation Partner(if applicable) Send installation checklist Gather pre -install information Schedule site survey, if required Review completed document Review site survey information Allocate a Pure resource for install and formally scheduleonsite install Request data center access/open required tickets Execute onsite install per SOW, site survey, and pre -install checklist Teleconference, email Teleconference, email, physical site survey Customer site, data center site Post- Pure Storage, customer, Execute post -install health checks with Pure Customer site, data installation Partner(if applicable) center site Support Leads customer through GUI overview Vendor Responsibilities As part of the initial quote, Matrix Systems Group will provide Mt Prospect with the following Pure Storage items • Pure Storage Flash Array • Service and Support • Installation and Configuration Client Responsibilities Client agrees to provide a location for the array, and designate 1 or 2 individuals to be the primary contacts with authority to approve any work not covered by this agreement. In an effort to ensure that all issues are addressed in a timely fashion, the Client also agrees to utilize proper channels to request support. These channels include: 1) Email to support6c matrixsysinc.com 2) Telephone call to 217-522-4940 Option 2 Client will make every effort to follow the agreed upon schedule in order to ensure success for this project. Limitations of Liability MATRIX SYSTEMS GROUP, INC warrants that all services provided under this agreement shall be performed in a workmanlike manner in accordance with accepted industry standards. Other than this warranty, express or implied, whether statutory or otherwise, including, without limitation, any implied warranty of merchantability or fitness for a particular purpose or intended use. MATRIX SYSTEMS GROUP, INC shall not be liable for performance delays or for nonperformance due to causes beyond its reasonable control. For any material breach of this agreement by MATRIX SYSTEMS GROUP, INC, Customer's remedy The information contained in this statement of work is confidential and/or proprietary information intended only for the use of the individual or entity named in this document. Copying, or distribution of this document to a third party, other than those third parties that work directly for Matrix Systems Group, Inc must be approved by Matrix Systems Group, Inc. Matrix Systems Group, Inc 7 and MATRIX SYSTEMS GROUP, INC 's liability shall be limited to refund of related services charges paid during the period of breach, up to a maximum of 3 (three) months. The remedies provided herein are Customer's sole and exclusive remedies. Except as provided in this section, in no event will MATRIX SYSTEMS GROUP, INC or its subcontractors be liable for special, incidental, consequential, or other damages, whether based in contract, tort, or otherwise, including, without limitations, claims for loss or corruption of data or lost profit. Each party to this agreement shall defend, indemnify, and hold harmless the other party from and against any loss, claim, or damage made or asserted against the other party by that party's officers, directors, employees, subsidiaries, affiliates, clients, or customers, which claim, loss or damages in any manner relates to this agreement or the services rendered hereunder. The indemnification provided herein shall survive the termination of this agreement. Third Party Vendors MATRIX SYSTEMS GROUP, INC is not responsible for delays caused by Third Party Vendors contracted by the Client. This may include, but is not limited to, providers of Broadband Services, third party software or hardware vendors or any other vendor with whom the Client contracts directly. MATRIX SYSTEMS GROUP, INC may refer a provider for these services but cannot take responsibility for their performance and timeliness. Only in cases where MATRIX SYSTEMS GROUP, INC directly engages a subcontractor, will we assume this responsibility. As such, the Client agrees that payment due under this Scope of Work will not be withheld or delayed due to such circumstance as described herein. FEE FOR SERVICES Quoted to Mt. Prospect, IL on accompanying quote: Mount Prospect IL Pure Quote-1Yr Support 8.10.21 APPROVAL I have read and agree to the Statement of Work as presented and defined by Matrix Systems Group, Inc in this document, dated Tuesday August 10th, 2021. Client: Mt. Prospect, IL MATRIX SYSTEMS GROUP, Inc.: Signature: Signature: Print Name: Print Name: Nathan Boyd Title: Title: Service Manager Date: Date: The information contained in this statement of work is confidential and/or proprietary information intended only for the use of the individual or entity named in this document. Copying, or distribution of this document to a third party, other than those third parties that work directly for Matrix Systems Group, Inc must be approved by Matrix Systems Group, Inc. Matrix Systems Group, Inc 8 A "I Technology. Transparency. TrusI.. j ........... rl A, AN We have prepared a quote for you Village of Mount Prospect- Pure Flash Array - 23Jun2l Quote # 001986 Version I Prepared for: Village of Mount Prospect Andirew Schaeffeir AScIhoaeffeir@inr,oOLAintIpirosIpect,oii,g DI N II -sow �Ql 1. PROJECT OBJECTIVES • u a sM ;c;hnology.i'rau sparency. Tri.,isl. Village of Mount Prospect ("Customer") located at 50 S. Emerson St. Mount Prospect, IL. 60056 has engaged Mindsight, located at 2001 Butterfield Rd, Suite 250, Downers Grove, Illinois 60515 to provide consultative assistance to complete the install/migration from the existing end of life Storage Array that is end of life with a net new Pure X Series All Flash Storage Array at the primary Data Center location. Specifically, Mindsight will conduct the following tasks for the purposes of this project: • Installation and Configuration of (1) Pure X Series Storage Array at the Primary Data Center location a. Conduct a VM/Data Migration of a set of virtual machines to Pure X Series Array from existing EOL Storage Array to start the process after which Village of Mount Prospect will migrate the rest • Validate that Backups continue to occur with net new Pure X Series Array post migration using preexisting Backup software • Project Assumption - Migration of Virtual Machines with Raw Disk Mappings (RDM) disks are considered outside the scope of this engagement. a. Mindsight can assist with the migration of VMs with RDM disks off the Village of Mount Prospect on a T&M basis. 2. SCOPE OF WORK In order to complete the objectives listed above (collectively, the "Project'), Mindsight will be responsible for the following: 2.1 PROJECT MANAGEMENT 1. Development of Project Schedule 2. Project Plan 3. Kick-off meeting to be held either at customer location or remotely based on availability 2.2 PLANNING & DESIGN Pure X Series Storage Arrays: 1. Verify cable requirements and north bound networking details 2. Verify Pure SAN array requirements 3. Create Customer Specific Migration/Test Plan 2.3 IMPLEMENTATION Pure X Series Storage Array — Primary Data Center: 1. Logical Configuration a. Complete Pure array setup using Pure setup wizard b. Configure the following: c. Hostname d. Admin password e. Management IP(s) f. Network topology g. Data IP(s) h. Subnet masks i. Default gateways j. Time zone k. DNS I. Autosupport heartbeats m. SMTP for email alerts n. Update array to latest stable Pure SW release 2. Optimize configuration of Pure Storage per best practice standards 3. VM Migration a. Conduct Migration of a set of Virtual Machines currently residing on existing storage array after which the Village of Mount Prospect team will migrate the rest Quote #001986 iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliillillilI 10 Page: 2 of 6 • u at) sM ;c;hnology. Transparency. Tri.,isl. N II -sow �Ql b. Migrate VMs and change datastore from EOL Pure to Pure X Series for Datacenter c. Migrate VMs and change datastore from previous SAN to net new SAN 4. Validate that Backups continue to occur with net new Pure X Series Array post migration 5. Conduct Customer Approved Mindsight Test Plan 2.4 SYSTEM TESTING 1. Conduct customer approved Mindsight test plan to ensure that Village of Mount Prospect project objectives have been achieved. 2.5 POST -CUTOVER SERVICE 1. Provide hotline number for system issues. 2. Maintain and update issues log with Village of Mount Prospect project manager. 3. Mindsight will also provide (2) hours of post cutover remote support the first business day that users will need to operate at the location mentioned in this proposal. During which they will answer questions and perform minor adds, moves, and changes for users. Subsequent support can easily be provided via T&M onsite or remotely with proper remote access. 2.6 ONGOING SERVICE, MANAGED SERVICES, AND MONITORING 1. Mindsight can provide long-term management, monitoring, and/or service of the Storage Solution through its customized Services offerings. Mindsight can take a proactive management and monitoring approach for the long term by implementing a Managed Services agreement, allowing the Mindsight engineering team to assume management and monitoring ownership of the installed system(s). Alternatively, hourly retainer agreements can be purchased to allow for reactive service and/or to handle ongoing changes to the environment. 2. Please note that the warranty specified in the Mindsight 90 -Day Labor Warranty section does apply to any configuration errors or omissions caused by Mindsight engineers during the implementation process, but does not cover change requests or customer -requested configuration adjustments after Project completion. 3. All requests for service (both warranty and non -warranty) should be submitted to service@gomindsight.com or by calling (630) 981-5119. 2.7 DELIVERABLES Mindsight will provide the following deliverables throughout the project: 1. Provide high level deliverable of the recommended network infrastructure design approach and the implemented changes. 3. TIMELINE This Project will kick off, based on resource availability within 6 weeks of acceptance by Customer. The final `go live' date will be determined by a variety of factors. 4. ASSUMPTIONS Mindsight assumes the following in order to provide the services described in this Statement of Work. 4.1. TECHNOLOGY ASSUMPTIONS 4.2. PROJECT MANAGEMENT ASSUMPTIONS 1. Customer will assign a single point of contact (SPOC) for coordination with Mindsight Project Management. 2. SPOC shall use reasonable efforts to ensure that this Project will proceed uninterrupted until Project completion. Significant delays caused by situations beyond Mindsight's control will result in a job change order executed by both parties ("Job Change Order"). 3. All training and knowledge transfer not stated in the SoW will require a Job Change Order. 4. Any changes to the design and equipment list in this SoW will require a Job Change Order. Quote #001986 uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu I 1 uuuuuuuuuuuuuu Page: 3 or b N II -sow �Ql • 0 sM ;c;hnology.Trau sparency. Tri.,isl. 5. Customer will provide notification of at least five business days for any work which must be performed outside of Mindsight Principal Period of Service (8 AM — 5 PM Central, M — F). 6. Customer must sign off on the design documentation before implementation can begin. 7. Customer is responsible for any shipping and insurance charges, from a staging facility to the installation site(s), if any. 8. Customer shall use reasonable efforts to respond within two business days of a Mindsight request for documentation or information reasonably required for performance of the services discussed herein. 9. Customer must notify Mindsight of any scheduling changes at least two business days in advance. 4.3 PROJECT IMPLEMENTATION ASSUMPTIONS Any items not listed above as in Section 2. Scope of Work are Out -of -Scope and will require a Job Change Order. Except as stated in this SoW, Mindsight will not troubleshoot networks, applications and/or hardware with pre- existing configuration/performance problems. If requested, such additional services will require a Job Change Order and be billable at the time and materials rate as agreed upon by the parties in writing. Customer will provide access to any personnel not directly involved in the Project but necessary to its completion. Customer will provide all necessary materials, media, and/or software licenses that were not purchased through Mindsight for this Project. Customer will ensure all existing equipment has a current support contract (such as Cisco SMARTnet) to allow for the implementation of software updates, if necessary. 4.4. FACILITIES RELATED ASSUMPTIONS 1. Customer will ensure all power outlets, patch panels, and all cables (power and patch) are available and verified for correct connector match and length. 2. Customer will ensure that all site preparation (including but not limited to, power, space, HVAC, cables, and racks) will be in place three (3) business days prior to the beginning of the scheduled installation. Delays caused by incomplete site preparation will be billed at the time and materials rate including travel. 3. Customer will provide space to stage and store all equipment. 4. Customer will provide 24x7 VPN access to all necessary equipment. 5. Customer will provide any necessary physical building access Mindsight may require. 6. Customer will provide adequate workspace for Mindsight engineers with power, network, and internet access. 7. If working in a secure facility, a Customer escort must be available to work with the engineer. 8. Customer is responsible for providing all network cabling, including but not limited to patch, network, and telephone cables unless otherwise specified in this SoW. 9. Any additional cabling required will be performed by the Customer's cabling vendor. Any wiring done by Mindsight will be billable at the time and materials rate upon mutual written agreement between the parties and a signed Job Change Order. Mindsight can recommend a cabling vendor. Pure Flash Array - X20R2 Product Description Qty Price Ext. Price Pure Storage FlashArray X20R2- ETH-19.2TB-19.2/0- SMEZZ 1 $34,132.36 $34,132.36 Quote #001986 SLAbtot:ak $34,132.36 uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu 12 uuuuuuuuuuuuuu Page: 4 or b Pure Flash Array- X20R2 - Maintenance- 12 Months • u at) sM ,chnology. Transparency. Tri.,isl. Product Description Qty Price Ext. Price i FA-X20R2-19.2TB 1 Month Evergreen Gold Subscription, 4 Hour Delivery, 12 $1,224.00 $14,688.00 24/7 Support, DSE capable - Su. btotall:: $14,688.00 -Professional Services (Project) Product Description Item Notes Implementation Price Fixed Fee Data Center Project Mindsight will perform this Project on a fixed fee basis $4,720.00 - Pure Storage Implementation Subtotal: $4,720.00 -Shipping Description Price Qty Ext. Price Shipping $350.00 1 $350.00 Quote #001986 SLAbtot:ak $350.00 iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliillillilI 13 Page: 5 of 6 W�0 nds]& M Technology. Transparency. Tri.,isl. Village of Mount Prospect- Pure Flash Array - 23Jun21 l it pared for: Village of Mount Prospect 50 S Emerson St. Mount Prospect, IL 60056 Andrew Schaeffer (847) 392-6000 ASchaeffer@mountprospect.org Quote Summary Village of Mount Prospect 50 S Emerson St. Mount Prospect, IL 60056 Andrew Schaeffer (847)392-6000 ASchaeffer@mountprospect.org Pure Flash Array - X20112 Pure Flash Array- X20R2 - Maintenance- 12 Months -Professional Services (Project) Village of Mount Prospect 50 S Emerson St. Mount Prospect, IL 60056 Andrew Schaeffer (847) 392-6000 ASchaeffer@mountprospect.org Quote Ilnforimaloin, Quote #: 001986 Version: 1 Delivery Date: 08/17/2021 Expiration Date: 09/03/2021 $34,132.36 $14,688.00 $4,720.00 Subtotal: $53,540.36 Slhm pping: $350.00 Tot:alk $53,890.36 Taxes, shipping, handling and other fees may apply. We reserve the right to cancel orders arising from pricing or other errors. Mindsight Payment Terms are Net 30 unless otherwise specified in a statement of work or master services agreement Mllliidsig t Signature: Name: Jim Kapo Title: Account Executive Date: 08/17/2021 Quote #001986 hIago of Mount IF'ro511 ec Signature: Name: Andrew Schaeffer Date: iiiiiiiiiiiiiiiiiiiiiillillillillillillilliillillillillillillilliillillilI 14 Page: 6 OT b