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HomeMy WebLinkAboutItem 08 - IT EquipmentMEMO •: HONORABLE MAYi' AND MEMBERSOF THE CITY COUNCIL FROM: • RUMBELOW, MEETING DATE: AUGUST 16, 2016 SUBJECT: APPROVAL OF RESOLUTIONS FOR THE EMERGENCY PURCHASES OF IT EQUIPMENT AND ADOPT APPROPRIATION ORDINANCE RECOMMENDATION: City Council consider: 1. Adoption of resolutions authorizing and ratifying the emergency purchases of replacement servers, switches, and camera recording storage for the IT Department that were procured from Parity Consultants and Netsync Network Solutions; and 2. Adoption of an ordinance appropriating $80,000 from the General Fund Unassigned Fund Balance, declaring an emergency and providing an effective date. Upon approval of the attached appropriation ordinance, funds will be available in 100- 42210-101-2 (IT Computer Equipment & Supplies) for the purchase of servers for an amount not to exceed $18,911.05; and Funds will be available for switches and camera recording storage in 100-44500-101-2 (IT Software & Maintenance Fees) and 100-48860-101-2 (IT Equipment) for an amount not to exceed $36,959.60. On August 5, the I.T. Data Center suffered water damage due to a minor leak from the HVAC condensate line. One rack of infrastructure equipment was affected in this incident. Six servers were damaged beyond repair, and two switches that enable servers to communicate on the network were irreparably damaged. Additionally, the camera recording storage system that is responsible for recording archives was also critically damaged. An insurance claim has been submitted to cover this loss and we are expecting it to be covered by our carrier. An emergency purchase order was issued to Parity Consultants for the replacement servers on August 8. An emergency purchase order was issued to Netsync Network Solutions for the replacement switches on August 8 and the camera recording storage on August 10, 2016. Staff recommends approval. ORDINANCE NO. AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS; APPROPRIATING $80,000 FROM THE GENERAL FUND UNAPPROPRIATED FUND BALANCE; DECLARING AN EMERGENCY AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City Council of the City of Grapevine desires to replace various damaged IT Equipment replacements and other IT items that were damaged by water on August 5, 2016 in the IT Data Center; and WHEREAS, the these damaged items must be replaced and emergency purchase orders have been issued; and WHEREAS, the funding for the IT items will be accomplished by an appropriation from the General Fund Unappropriated fund Balance; and WHEREAS, all constitutional and statutory prerequisites for the approval of this ordinance have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this ordinance to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council hereby appropriates the funding. Section 3. That the City Council hereby authorizes an amount of $80,000.00 to be appropriated; and Section 4. That the terms and provisions of this ordinance shall be deemed to be severable, and that if the validity of any section, subsection, word, sentence or phrase shall be held to be invalid, it shall not affect the remaining part of this ordinance. Section 5. That the fact that the present ordinances and regulations of the City of Grapevine, Texas are inadequate to properly safeguard the health, safety, morals, peace and general welfare of the inhabitants of the City of Grapevine, Texas, creates an emergency for the immediate preservation of the public business, property, health, safety, and general welfare which requires that this ordinance shall take effect immediately from and after its passage and it is accordingly so ordained. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 16th day of August, 2016. Llffvs.ffl William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: John F. Boyle, Jr. City Attorney Ordinance No. 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGERS' DESIGNEE TO APPROVE AND RATIFY THE EMERGENCY PURCHASE OF REPLACEMENT SERVERS THAT WERE PROCURED ON AUGUST 8, 2016 AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is a local government in the State of Texas and as such is empowered by the Texas Local Government Code, Section 252.022 (a) (1) to preserve property; and WHEREAS, certain servers were damaged by a water leak and needed to be replaced to keep the IT systems running; and WHEREAS, all constitutional and statutory prerequisites for the approval of this resolution have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this resolution to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council of the City of Grapevine authorizes and ratifies the August 8, 2016 emergency purchase of replacement servers from Parity Consultants in the amount of $18,911.05. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate and ratify the emergency purchase of said servers. Section 4. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 16th day of August, 2016. William D. Tate Mayor ATTEST: Tara Brooks City Secretary John F. Boyle, Jr. City Attorney Resolution No. 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGERS' DESIGNEE TO APPROVE AND RATIFY THE EMERGENCY PURCHASE OF REPLACEMENT SWITCHES AND CAMERA RECORDING STORAGE THAT WAS PROCURED ON AUGUST 8 AND 10, 2016 AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is a local government in the State of Texas and as such is empowered by the Texas Local Government Code, Section 252.022 (a) (1) to preserve property; and WHEREAS, certain switches and camera recording storage were damaged by a water leak and needed to be replaced to keep the IT systems running; and WHEREAS, all constitutional and statutory prerequisites for the approval of this resolution have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this resolution to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council of the City of Grapevine authorizes and ratifies the August 8, 2016 and August 10, 2016 emergency purchases of replacement switches and camera recording storage from Netsync Network Solutions in the amount of $36,959.60. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate and ratify the emergency purchase of said switches and storage. Section 4. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 16th day of August, 2016. William D. Tate Mayor ATTEST: Tara Brooks City Secretary John F. Boyle, Jr. City Attorney Resolution No.