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HomeMy WebLinkAboutItem 23 - Data Center HardwareMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: NOVEMBER 15, 2016 SUBJECT: APPROVAL OF RESOLUTIONS FOR THE PURCHASE OF DATA CENTER HARDWARE, REIMBURSEMENT RESOLUTION, AND THREE PHASE POWER SYSTEM RECOMMENDATION: City Council to consider approval of: 1) Resolution for the purchase of data center hardware from Anixter through an interlocal agreement with the State of Texas Department of Information Resources (DIR) and for a sole source purchase of a computer room air conditioner from Humphrey and Associates, Inc.; and 2) Reimbursement resolution for the purchase of the data center hardware and computer room air conditioner; and 3) Resolution for a sole source purchase of a three phase system, to power the data center, from Brandt Electric. FUNDING SOURCE: Upon approval of the reimbursement resolution, funding for the purchase of data center hardware and computer room air conditioner will be available in the Capital Equipment Fund in an amount not to exceed $215,387.98 for the datacenter hardware and $38,072.00 for the computer room air conditioner. This expenditure will be reimbursed upon the issuance of certificates of obligation. Funding for the purchase of the three phase power system is currently available in account 325-48860-101-02-16 (Machinery and Equipment) not exceed $200,000.00. anel ma'• The hardware and equipment purchase request will provide racks, cable management, and power distribution along with a computer room air conditioning (CRAC) unit to properly monitor and maintain the temperature, air distribution, and humidity for the data center in the new Public Safety Building. The data center hardware purchase will be made in accordance with an existing interlocal agreement with the State of Texas Department of Information Resources (DIR) and a contract established with Anixter. Purchases through this program are authorized under Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791. Bids were taken by DIR and a contract was awarded to Anixter. The Purchasing and IT staff reviewed the contract for departmental specification compliance and pricing and determined that the contract would provide the best service and pricing for meeting the needs of the City. The computer room air conditioner procurement will be made as a sole source purchase in accordance with Local Government Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a) (7) (D). To provide for full integration and connectivity, three phase power is required to power the data center hardware, air conditioning (CRAG) unit, racks, cable management, and power distribution. This procurement will be made as a sole source purchase in accordance with Local Government Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a) (7) (D). Staff recommends approval. LP/BS/GW L RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO PURCHASE DATA CENTER HARDWARE THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT 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, Chapter 271 and Texas Government Code, Chapter 791 to enter into an Interlocal Agreement with other qualified agencies in the State of Texas; and WHEREAS, the State of Texas Department of Information Resources (DIR) Cooperative Contracts program is a qualified purchasing program as authorized by Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791; and WHEREAS, the City of Grapevine, Texas has established an Interlocal Agreement with the State of Texas Department of Information Resources (DIR) and wishes to utilize established contracts meeting all State of Texas bidding requirements; and WHEREAS, the State of Texas DIR has an established annual contract no. DIR- TSO-3453 with Anixter for IT Products and Related Services; and WHEREAS, The City has a need for data center hardware for the Public Safety building; 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 as if copied in their entirety. Section 2. That the City Council of the City of Grapevine authorizes the purchase of data center hardware from Anixter for an amount not to exceed $201,185.55. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate the purchase of said hardware. 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 15th day of November, 2016. William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: John F. Boyle, Jr. City Attorney Resolution No. 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS EXPRESSING INTENT TO FINANCE EXPENDITURES TO BE INCURRED AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas (the "City") is a political subdivision of the State of Texas authorized to finance its activities by issuing obligations; and WHEREAS, the City will make, or has made not more than 60 days prior to the date hereof, payments with respect to the acquisition of technology equipment of the public safety building now under construction; and WHEREAS, the City desires to reimburse itself for the costs associated with the acquisition from the proceeds of obligations to be issued subsequent to the date hereof; and WHEREAS, the City reasonably expects to issue obligations to reimburse itself for the costs associated with the acquisition; 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 reasonably expects to reimburse itself for costs that have been or will be paid subsequent to the date that is 60 days prior to the date hereof and that are to be paid in connection with the acquisition of technology equipment for the new Public Safety building from the proceeds of obligations to be issued subsequent to the date hereof. Section 3. That the City reasonably expects that the maximum principal amount of obligations issued to reimburse the City of the costs associated with the acquisition will be $254,000.00. 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 15th day of November 2016. William D. Tate Mayor ATTEST: Tara Brooks City Secretary NN • • � 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 A SOLE SOURCE PURCHASE OF A THREE PHASE POWER SYSTEM 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 Texas Local Government Code Chapter 252, Subchapter B, § 252.022. General Exemptions (a) (7) (D) to purchase a three phase power system on a sole source basis; and WHEREAS, Brandt Electric is a subcontractor for the public safety building; and WHEREAS, the required system needs to integrate with the other electrical systems in the building; 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 the purchase of a three phase power system from Brandt Electric for the new public safety building for an amount not to exceed $200,000.00. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate the three phase power system. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 15th day of November, 2016. Resolution No. 2 William D. Tate Mayor ATTEST: Tara Brooks City Secretary John F Boyle, Jr. City Attorney Resolution No.