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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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TITLE:
title
Contract: Secondary (Disaster Recovery) Data Center Server and Data Storage Replacement (CVE Technologies Group, Inc. )
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute a purchase order and associated disbursements with Cache Valley Electric/CVE Technologies Group, Inc. for $305,960.92 to procure the selected storage system licensing and hardware.
BACKGROUND:
The current storage system utilized by the IT Department is a nine (9) year old solution from EMC (EMC later was purchased by Dell), which has scheduled the end of life and is no longer supportable by Dell/EMC as of January 30, 2023.
The IT Department budgeted $320,000 in 2023 for this state-of-good repair project.
This storage system is a planned replacement and expansion of the storage to house UTA on-premise servers and data in the UTA secondary data center (DR). The following is a short but not comprehensive list of servers and data: Email, Shared Network Drives, Personal Network Drives, JD Edwards ERP, Laserfiche record management system, eForce, over 700 databases, and core infrastructure servers, among others.
DISCUSSION:
The IT Network Support Manager has led an evaluation team for this project in 2022. A Request for Procurement (RFP) includes utilizing the criteria to compare and rate several available solutions on a NASPO or State of Utah procurement contract.
Some of the functions in the selected solution are:
1. The read-and-write of data improvements will improve server and resource performance significantly.
2. Immutable copies of the data to protect against crypto/ransomware.
3. Shorter backup and restore windows.
4. Replication to like device for disaster recovery and resilience.
5. Easier management of the storage device, allowing for faster provisioning.
6. “Evergreen” hardware architecture allows for storage space expansion without hardware replacement.
Depending on procurement, delivery, and implementation time frames, the IT Department has set a goal to complete the implementation within six (6) months. To cover the gap in support coverage with Dell and the project timeline, the IT Network Support Manager is looking to procure 3rd party hardware support.
CONTRACT SUMMARY:
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Contractor Name: |
Cache Valley Electric / CVE Technologies Group, Inc |
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Contract Number: |
PO # 20034804, State Contract # PA2847 |
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Base Contract Effective Dates: |
4/16/2018-2/28/2023 (State Contract) |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$305,960.92 |
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Procurement Method: |
State Contract PA2847 |
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Budget Authority: |
IT 2023 Operating and Capital Budget |
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ALTERNATIVES:
Operate on unsupported hardware and operating system
FISCAL IMPACT:
Capital funding from project ICI201 - Server, Storage, Infrastructure Equipment and Software
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Hardware, software and licensing |
$194,139.32 |
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36 months, Gold Subscription support |
$107,571.60 |
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Installation services |
$4,250.00 |
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Total |
$305,960.92 |
Operation funding will come from contract services budget line item for Department of Information Technology
The operating expense budget will be programmed to incur the yearly Gold Subscription ongoing costs starting in 2036 of approximately $38,000.
ATTACHMENTS:
Purchase Order
State of Utah Contract PA2847