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HomeMy WebLinkAbout6. MANAGERS REPORT 03/02/2010 INTEROFFICE MEMORANDUM Mount Prospect Village of Mount Prospect Mount Prospect, Illinois FROM: IT DIRECTOR 1;>b · .,." -!> ~ 10 TO: ASSISTANT VILLAGE MANAGER DAVE STRAHL DATE: FEBRUARY 5, 2010 SUBJECT: REQUEST TO WAIVE BID PROCESS AND TO PURCHASE ERP HARDWARE As part of the implementation of a new ERP (Enterprise Resource Planning) system, IT st must purchase additional hardware required for the project. New World Systems (NWS), our ERP vendor, has provided the specifications, which we have tweaked to better fit our network environment. NWS has accepted our modified specifications, so we are ready to move forward. Staff is requesting approval to purchase two servers, two SANs (storage area networks), and VMware licensing for the project. Current State Last year IT staff began virtualizing servers using VMware. Server virtualization technology allows multiple virtual servers to run simultaneously on a single virtual machine. Although server consolidation is an obvious benefit, the real advantages are for disaster recovery and business continuity. So far fourteen servers have been virtualized onto four physical host servers - two at Village Hall and two at Public Works. The servers were selected for virtualization because their functions were deemed critical by the Technology Focus Group, which includes representatives from all Village departments. Public Works was chosen as the backup site for the main server room at Village Hall because that is where the Emergency Operations Center (EOC) is located. With the construction of the EOC, critical servers are being moved from the Public Works Water Control Room to the EOC Server Room. Village Hall serves as the backup site for servers that reside at Public Works. Our current setup has a great deal of redundancy in place as shown below. . If hardware fails on any of the host servers, functionality will automatically failover to the second host server at the same site without any loss of data while users continue to work. . All critical network connections on the servers are redundant, so jf a network switch or switch port fails, a connection to a different switch will take over. Request to Waive Bid Process and to Purchase ERP Hardware February 5, 2010 Page 2 · Snapshots of the server data on the SANs are captured nightly so that if the data should get corrupted, we can revert back to the state when the snapshot was taken. · The SANs replicate between Village Hall and Public Works. Some data is replicated daily and some more frequently. If an entire site goes down for any reason, we can bring the servers up on the other side to the state when the replication last occurred. If we need the data to be more current and connectivity is lost between sites, we can "sneaker net" it, physically carrying the data to the other site. · If the fiber link goes down between Village Hall and Public Works, the backup T1 will automatically take over. However connectivity will be somewhat limited since the 1.54 Mbps T1 provides only a fraction of the 1 Gbps speed the fiber link provides. ERP Requirements The new ERP system requires five servers - a database server, an application server, a report server, an eSuite server, and a testing/training server. We will virtualize four of them. The eSu ite server is not a good candidate for virtualization because it is Internet-facing and therefore needs to be separated from the internal network by a firewall. Instead it will be installed on the Village's web server. In a related project, Laserfiche, the Village's document imaging server, will be upgraded to the current version to better integrate with the ERP system. Laserfiche will also be virtualized sharing the hardware with the ERP system. VMware licenses are also required for the implementation. Costs and Funding Server virtualization has eliminated the need to replace three servers that would have been due for replacement this year and the GEMs server which is due for replacement next year. There are also two older SANs due for replacement next year. These replacements have already been funded through internal lease payments, providing enough funding to cover the bulk of this project. The Village has standardized on Dell servers and Dell EqualLogic SANs and has been pleased to date. Quotes for the Dell servers and EqualLogic SANs provided are from the current Illinois State contract. One of our vendors, Laurus Technologies, is a Dell partner and can sell Dell products for the same price and can potentially offer additional services. Quotes for the VMware licenses were obtained from three sources. Laurus Technologies' quote is the lowest at $14,540, compared to $14,560 from Dell and $17,476 direct from VMware. Costs are itemized on the chart on the next page. Request to Waive Bid Process and to Purchase ERP Hardware February 5, 2010 Page 3 'Pl'lce Dell PowerEdge R710: (2) X5550 Xeon /2.66 GHz processors, 32 GB RAM, DVD+/- Servers RW, (2) 146 GB 15k RPM SAS Hard Drives, (8) network adapters, 4-yr. Warranty. 2 Servers @ $5,142 Dell EqualLogic PS4000XV: (16) 600 GB 15k SAS Hard Drives, dual controllers, 3-yr. SANs Warranty. 2 SANs $35,000 VMware VMware vSphere Enterprise Plus: (4) Per processor licenses with Gold Support Licenses 4 per processor Licenses @ $3,635 $10,284 $70,000 $14,540 Total $94,824 Recommendation I request that the bid requirement be waived for the purchase of the Dell servers and EqualLogic SANs detailed above. Also I recommend that the Village purchase the servers, SANs, and VMware licenses from Laurus Technologies for an amount not to exceed $94,824, Funds are available for these purchases. New World Systems will be onsite March 15th to start installing software. IT staff will need to order the hardware and software, set up the host servers and the virtualized servers prior to that date, so we would like approval to move forward with these purchases as soon as possible. Feel free to contact me with any questions or concerns. r~ Joan Middleton IT Director c: Mike Dallas Dave Erb I:\VB Request Memos\2010 ERP Hardware.doc Mount Prospect ~ Mount Prospect Public Works Department INTEROFFICE MEMORANDUM TO: VILLAGE MANAGER MICHAEL E. JANONIS ~~ ~t,. ,0 FROM: PROJECT ENGINEER DATE: FEBRUARY 26,2010 SUBJECT: 2010 STREET RESURFACING CONTRACT AWARD - $2,582,00 Background This year's program marks the first year of our new annual funding level necessary to maintain an average 20-year life for all Village streets. However, due to the continued decline in street improvement funds and MFT funds, this year's program was reduced from 6.8 miles to approximately 5.1 miles. Again this year we also combined both the MFT funded program and the Village Street Improvement funded program into one project in order to secure an early and more favorable bid. Also included are grant funds from the Emergency Repair Program (ERP) that are specifically for the resurfacing of Linneman Road between Dempster St. and Golf Rd. Bids Results A notice to bidders was published in a local newspaper. Since this project uses MFT funds it was also published in the IDOT construction bulletin. On February 22nd, at 1 :00 PM. sealed bids for the 2010 Street Resurfacing Program were publicly opened and read aloud. Eight general contractors picked up the bid documents and five contractors submitted bids. The bids ranged from a low of $2,097,531.50 by Arrow Road Construction Company, to a high of $3,127,237.50 by Greg Greenhill Construction Company, Inc. The Engineer's estimate for the project is $2,529,400.00. Below is a summary of the bids. Bidders Arrow Road Construction Co. A Lamp Concrete Contractors, Inc. Johnson Paving Co. G & M Cement Construction, Inc. G. Greenhill Construction Company, Inc. Total Bid $2,097,531.50 $2,280,029.50 $2,745,492.40 $3,011,716.90 $3,127,237.50 Engineer's Estimate $2,529,400.00 PAGE 2 2010 STREET RESURFACING CONTRACT A WARD FEBRUARY 26, 2010 Discussion All bidders submitted IDOT Local Agency Bid Bonds in the amount of 5% of their total bids as required by the Bid Documents. All bids were checked for accuracy. All bidders correctly signed their bids and bid bonds. The low bidder, Arrow Road Construction Co. has previously completed street improvements for the Village including the 2007 and 2008 Street Resurfacing Programs and their work was acceptable. The Village budget limit for this project is $2,582,000.00 which includes the $435,000.00 from the ERP grant. This year's average unit cost is 4% lower than last year and the low bid of Arrow Road is less than the amount budgeted. Therefore, I recommend that we take advantage of the lower than anticipated unit prices and add additional streets up to the budget limit. Since Arrow Road's bid is based on estimated quantities which may need to be adjusted during construction, I am requesting that Arrow Road's bid award be increased to the total amount of funds available - $2,582,000.00. Recommendation I recommend that the low bidder, Arrow Road Construction Co. be awarded the contract for the 2010 Street Resurfacing Program in the amount not to exceed $2,582,000.00. There are sufficient funds in the 2010 Budget and in the ERP Grant Funding agreement to cover this proposed contract. d~}~~~~~ I concur with the above recommendation.