RPVCCA_CC_SR_2012_10_16_F_IT_Replacement_Desktop_computersCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR &CITY COUNCIL MEMB?i
DENNIS McLEAN,DIRECTOR OF FINANCE &
INFORMATION TECHNOLOGY
OCTOBER 16,2012
2012 IT UPGRADE -REPLACEMENT OF DESKTOP
COMPUTERS
CAROLYN LEHR,CITY MANAGERG:?~Q-
RECOMMENDATION
1)Authorize the expenditure of up to $80,000 to be spent from the FY12-13
appropriation in the Computers program of the Equipment Replacement
Fund for the replacement of about 65 desktop computers as a part of the
IT Infrastructure Plan (the "2012 IT Upgrade");and
2)Receive and file the update regarding the 2012 IT Upgrade.
EXECUTIVE SUMMARY
The replacement of the desktop computers is a part of the IT Assessment
Implementation Plan approved by the City Council on September 16,2012.The
replacement desktop computers would include Intel Core i7 processors and the
MS Windows 7 (or 8)operating system,essential to enable future software
upgrades,as well as the successful implementation of the Enterprise Resource
Planning ("ERP")system that was recommended by Management Partners in
2008.
Based upon the attached Dell Quotation,the cost of 65 Dell OptiPlex 9010
Minitower desktop computers would be about $80,000 (65 x $1,212 including
sales tax).The project budget was based upon an estimated cost of $111,000
for replacement of 60 desktop computers at $1,850 each.It's expected that the
savings of about $31,000 ($111,000 less $80,000)will be used to provide
additional professional services (e.g.training,advanced unified communications
configuration)and the replacement voice system handset devices.
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2012 IT UPGRADE -REPLACEMENT OF DESKTOP COMPUTERS
October 16,2012
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BACKGROUND
Prior to beginning the 2012 IT Upgrade,the core elements of the City's IT
Infrastructure:the primary server,the voice call manager and messaging servers
and software,and the majority of desktop computers had reached the end of
their useful life.Laptop and desktop computers have an estimated useful life that
ranges between 2-5 years.Three of the four phases of the 2012 IT Upgrade are
either completed or are in process,as described later in this report.Subject to
approval by the City Council,the replacement of the desktop computers (Phase
4)is expected to be completed prior to the end of 2012.
The City owns 92 desktop computers used by staff and independent contractor
IT us~rs to provide services to the City's residents.In addition to work product
development by staff,other desktop computers are dedicat~d for use at public
counters to serve residents and members of thepLlblic and audiolvideo
presentation systems in 5 locations.Some desktop computers are used by part-
time staff and docent volunteers in park site offices.Hence,there are more
desktop computers used in the day to day operation of the City than there are full
time employees.
Most of the desktop computers are currently running on the Microsoft ("MS")XP
operating system and the Office 2003 productivity software suite.Microsoft has
announced that they will discontinue support of both the XP operating system
and Office 2003 during early 2014.Certain IT users utilize productivity software
like Adobe Photoshop,Ascent for computer aided drafting ("CAD"),Google Earth
Pro,Cog nos and Crystal report writer software and MS Project.The upgrade of
desktop computers would include Intel Core i7 processors and the MS Windows
7 (or 8)operating system that is essential to enable upgrades of such software,
as well as the successful implementation of the Enterprise Resource Planning
("ERP")system that was recommended by Management Partners in 2008.Most
all of the existing desktop computers are not suitable to run the Windows 7
operating system,nor Office 2010.
Information Technology Service Delivery Assessment Report,Dated
September 26,2012 by NexLevel
On September 26,2012,NexLevel Information Technology,Inc.(NexLevel)
issued its Information Technology Service Delivery Assessment Report to the
City Council.In their IT Assessment Report,NexLevel recommended that,the
City:
"Proceed with a procurement process to replace approximately 60
desktop computers identified for replacement."
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2012 IT UPGRADE -REPLACEMENT OF DESKTOP COMPUTERS
October 16,2012
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During its assessment,NexLevel conducted a User Satisfaction Survey and
workshops with staff IT users from every department.The findings from the
confidential User Satisfaction Survey conducted by NexLevel indicated that IT
users felt that IT equipment performance was below average when asked the
following questions:
"...The equipment (computer,printer)you use in performing your job?
The speed of the communication network?
The reliability of the communication network?.."
In their Assessment Report,NexLevel made the following assessment:
"...replacement of desktop computers and migration to Office
.Professional 2010 -will address user's concerns regarding network
performance that were identified in the User Satisfaction Survey."
The replacement of the desktop computers is a part of the IT Assessment
Implementation Plan approved by the City Council on September 16,2012.
Dell OptiPlex 9010 Minitower Desktop Computers
The City has negotiated a discounted unit price of $1 ,212 (including sales tax)for
each Dell OptiPlex 9010 Minitower desktop computer directly with Dell.The
following is a brief summary of the specifications for the OptiPlex 9010
computers (see attached Quotation):
~Intel core i7 (3.4 GHz)processors;
~8GB of RAM;
~(2)128GB Solid State Drives (SSD);
~RAID drives (provides full redundancy of data);and
~3 years of next day on-sight service after remote diagnosis.
The SSD's are significantly faster and use about 6%of the power consumption of
a traditional magnetic hard drive.Additionally,SSD's have a lower failure rate
during periods of excessive heat,compared to mechanical drives.
Based upon Staff's recent comprehensive analysis of existing desktop computers
in use,software compatibility testing,downtime experienced by IT users and
research,Staff recommends replacing about 65 desktop computers,rather than
60 as originally estimated in 2011.
Competitive Bid Process -Exception -RPVMC 2.44.050 -Use of Vendors
Selected By Another Agency
Again,the Quotation for the proposed Dell OptiPlex 9010 Minitower desktop
computers is less than published sale price in accordance with Dell government
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2012 IT UPGRADE -REPLACEMENT OF DESKTOP COMPUTERS
October 16,2012
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contract #WSCA -B27160 with the Western States Contracting Alliance,a
cooperative group contracting consortium for state procurement officials,
representing departments,institutions,agencies,and political subdivisions (Le.,
colleges,school districts,counties,cities,etc.)for the states of Alaska,Arizona,
California,Colorado,Hawaii,Idaho,Minnesota,Montana,Nevada,New Mexico,
Oregon,South Dakota,Utah,Washington,and Wyoming..Dell agreed to the
City's participation in the Alliance when the virtual server system was acquired in
late 2011.
Based upon the City's participation in the Alliance with Dell,the City has satisfied
purchasing provision RPVMC 2.44.050 -Use of vendors selected by another
agency and actually secured a Quotation from Dell for what appears to be the
lowest price available.Staff has also conducted a price verification using Dell's
web-based system for business products and has validated that the Quotation
provided by Dell is more than $400 less than website pricing available for each
desktop unit.
Update -2012 IT Upgrade
The status regarding the 2012 IT Upgrade that was reported by NexLevel in their
IT Assessment Report is summarized using the following four phases established
at the inception of the Plan:
1)Phase 1:Purchase and execution of Microsoft ("MS")enterprise-wide
license and software assurance agreements,followed by phased software
and hardware deployment.
"Completed."
2)Phase 2:Migration of dedicated application servers to a virtualized high
availability (redundant)server configuration with the purchase of a Dell
virtual machine ("VIM").The Dell VIM will be clustered together to enable
access to users at all times with no chance of downtime.The Dell VIM
includes (3)three PowerEdge R710 servers,(2)two PowerConnect 6224
Switches and (1)one P6000E storage array.
"90%completed -estimated completion October 2012"
Update:All data has been transferred to the Dell virtual server array and
storage system,except the Acella system for permit tracking.Staff
expects that Acella will be transferred in January 2013.
3)Phase 3:Replacement of the Cisco call manager server and software in
conjunction with the migration from the Cisco voice messaging system
(commonly known as the City's Cisco voice over Internet protocol phone
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2012 IT UPGRADE -REPLACEMENT OF DESKTOP COMPUTERS
October 16,2012
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system)to MS Exchange and Lync unified (voice,video conferencing and
email)communication system.The upgrade was approved by the City
Council in 2010.However,Staff deferred the upgrade to enable
integration with the Dell VIM.
"75%completed -estimated completion December 2012
The following project tasks are complete:installation of Microsoft
Exchange and Microsoft Lync;migration of [full-time]users from PVNET
hosted email to Microsoft Exchange.
Migration of users from the previous Cisco voice system to the new
Microsoft Lync voice and unified communication system is in process and
'the estimated completion date is December 2012."
Update:Email accounts were recently established for part-time Recreation
staff using the MS Outlook Web Access rOWA'?for remote access.Staff
expects to deploy OWA for use by City Council members before the end
of October 2012.Staff has conducted weekly introduction meetings for IT
users.Unified communications training and implementation is expected
during the remainder of October and November 2012.Staff expects to
complete deployment of the Lync unified communication system before
the end of 2012.
4)Phase 4:Replacement of about 60 desktop computers.
"Not completed -estimated completion December 2012"
Update:Subject to approval by the City Council,staff expects to install
the Dell OptiPlex 9010 Minitower desktop computers before the end of
2012.Third party professional training along with web-based training
would be utilized by IT Users.
The project budget for the 2012 IT Upgrade is $299,340 in the Computers
program of the Equipment Replacement Fund.About $150,000 was spent prior
to the end of FY11-12.An additional $30,000 has been paid to NexuslS,the
City's voice provider,and Calsoft and DynTek,the City's IT advisors supporting
the 2012 IT Upgrade during FY12-13.Staff expects that the remainder of the
2012 IT Upgrade will be completed within the project budget.
FISCAL IMPACT
When the 2012 IT Upgrade plan was initially introduced as a part of the FY11-12
budget process,$445,000 was set-aside for the necessary replacement of
hardware and software.Again, the project budget for the 2012 IT upgrade is
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2012 IT UPGRADE -REPLACEMENT OF DESKTOP COMPUTERS
October 16,2012
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$299,340 in the Computers program of the Equipment Replacement Fund.The
FY12-13 budget is sufficient to complete the 2012 IT Upgrade,including the
purchase of the 65 desktop computers;therefore,no budget adjustment is
required.
Attachments:
Dell Quotation,dated October 5,2012
F-6
DELL
QUOTE#:
Customer#:
Contract #:
CustomerAgreement #:
Quote Date:
Date:10/5/122:51:36 PM Customer Name:
QUOTATION
633713200
34347941
WN99A8Z
WSCA-827160
10/5/12
RANCHO PALOS VERDES CITY HALL
Page 1 of2
TOTAL QUOTE AMOUNT:$1,211.73
Product Subtotal:$1,133.00
Tax:$78.73
Shipping &Handling:$0.00
Shipping Method:Ground Total Number of System Groups:1
GROUP:1 IQUANTITY:1 SYSTEM PRICE:$1,133.00 I GROUP TOTAL:$1,133.00
Base Unit:OptiPlex 9010 Minitower EPA (225-2584)
Processor:3rd Gen Intel Core i7-3770 Processor (8MB,3.4GHz)w/HD4000 Graphics,Dell Optiplex 9010 (318-
2185)
Memory:8GB,NON-ECC,1600MHZ DDR3,2DIMM,OptiPlex (317-8987)
Keyboard:Dell USB KB,ENG,w/Palmrest,OptiPlex (331-8143)
Monitor:No Monitor Selected,Dell OptiPlex (320-3704)
Video Card:1GB AMD RADEON HD 7470 without Adapter,OptiPlex,FH (320-3780)
Hard Drive:128GB Solid State Drive,SATA 6,Dell OptiPlex 790 and 990 Minitower (342-3871)
Operating System:Windows 7 Professional,No Media,64-bit,Optiplex,English (421-5606)
Operating System:Windows 7 Label,OptiPlex,Fixed Precision,Vostro Desktop (330-6228)
Operating System:Dell Client System Update (Updates latest Dell Recommended BIOS,Drivers,Firmware and
Apps),OptiPlex (421-5334)
Operating System:Dell Data Protection Access,OptiPlex x010 (421-8276)
Mouse:Dell MS111 USB Optical Mouse,OptiPlex and Fixed Precision (330-9458)
TBU:Intel vPro Technology Enabled,Dell OptiPlex 9010 (331-5542)
CD-ROM or DVD-ROM Drive:8x Blu-Ray Disc (BD)Burner (Writes to DVD/CD/BD)(318-1541)
CD-ROM or DVD-ROM Drive:Power DVD 9/5 for Blu-Ray,Dell OptiplexlPrecision/Latitude (421-5097)
Sound Card:Heat Sink,Performance,Dell OptiPlex Minitower (331-5538)
Speakers:Internal Speaker,OPtiplex (318-0319)
Cable:OptiPlex 9010 Minitower Up to 90 Percent Efficient Power Supply (331-5535)
Cable:.Regulatory label,Mexico,for OptiPlex 9010 MiniTower (331-6253)
Cable:Enable Low Power Mode for EUP Compliance,Dell OptiPlex (330-7422)
Documentation Diskette:Power Cord,125V,2M,C13,Dell OptiPlex (330-1711)
Documentation Diskette:Documentation,English and French,Dell OptiPlex (331-2030)
Bundled Software:No Productivity Software,Dell OptiPlex,Precision and Latitude (421-3872)
Additional Storage Products:128GB Solid State Drive,Additional,SATA 6,Dell OptiPlex 790 and 990 Minitower (342-3876)
Controller Option:RAID 1,Dell OptiPlex (341-8016)
Factory Installed Software:No ESTAR Settings,OptiPlex (331-8325)
Feature No Resource DVD for Dell Optiplex,Latitude,Precision (313-3673)
Service:Basic Hardware Service:Next Business Day Onsite Service After Remote Diagnosis 2 Year
Extended (996-1172)
Service:Basic Hardware Service:Next Business Day Onsite Service After Remote Diagnosis Initial Year
(939-2491)
Service:Dell Limited Hardware Warranty Plus Service Extended Year(s)(939-1018)
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Service:Dell Limited Hardware Warranty Plus Service Initial Year (935-6167)
Mise:Chassis intrusion switch,DellOptiPlex (310-6719)
Mise:1 W ready mode -exceeds FEMP 3W recommendation.Mode can be disabled in BIOS.OptiPlex
(310-1959)
Mise:No Quick Reference Guide,Dell OptiPlex (310-9444)
Mise:Shipping Material for System,Minitower,Dell OptiPlex (331-1268)
Core i7 vPro Sticker (331-1563)
SALES REP:Ellory Wells PHONE:1-888-977-3355
Email Address:Ellory_Wells@dell.com Phone Ext:513-9104
Please review this quote carefully.You may order online by signing into Premier at www.premier.deil.com.Click on the
eQuotes link.To order without Premier,go to www.dell.com/gto.
If you do not have a separate agreement with Dell that applies to your order,please refer to
www.dell.com/terms as follows:
If purchasing for your'internal use,your order will be subject to Dell's Terms and Conditions of
Sale-Direct including Dell's U.S.Return Policy,at www.dell.com/returnpolicy#total.If purchasing
for resale,your order will be subject to De/I's Terms and Condition of Sale for Persons or Entities
Purchasing to Resell,and other terms of Dell's PartnerDirect program at www.dell.com/partner.
If your order includes services,visit www.dell.com/servicecontracts for service descriptions
and terms.
Quote information is valid for U.S.customers and U.S.addresses only,and is subject to change.
Sales tax on products shipped is based on "Ship To"address,and for downloads is based on
"Bill To"address.Please indicate any tax-exempt status on your PO,and fax your exemption
certificate,with seller listed as Dell Marketing L.P,to Dell's Tax Department at 800-433-9023.
Please include your Customer Number.
For certain products shipped to end-users in California,a State Environmental Fee will be applied.
For Asset Recovery/Recycling Services,visit www.dell.com/assetrecovery.
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