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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 |
TITLE:
title
Contract: Primary Server and Data Storage Replacement (Cache Valley Electric)
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AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve award and authorize Executive Director to execute a purchase order and associated disbursements with Cache Valley Electric in the amount of $305,960.92 to procure the selected storage system licensing and hardware.
BACKGROUND:
The current storage system utilized by the IT Department is a seven (7) year old solution from Dell, which has scheduled the end of life and is no longer supportable by them as of December 31, 2022.
The IT Department budgeted $320,000 for the project to replace the storage system in the 2022 CAPEX project ICI201.
This storage system is the primary storage for all UTA on-premise servers and data in the UTA primary data center (DDC). The following are 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. A Request for Procurement (RFP) includes utilizing the criteria to compare and rate several solutions available to be purchased on either 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 |
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Contract Number: |
22-03571, Utah State Contract PA28747 |
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Base Contract Effective Dates: |
10/13/2022 - 02/28/2023 |
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Extended Contract Dates: |
4 one-year options pending state contract renewal |
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Existing Contract Value: |
NA |
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Amendment Amount: |
NA |
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New/Total Contract Value: |
$305,960.92 |
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Procurement Method: |
Request for Purchase (RFP) - State Contract |
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Budget Authority: |
2022 approved capital budget |
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ALTERNATIVES:
• Operate on un-supported hardware and operating system.
FISCAL IMPACT:
The procurement will pay for all the software licensing and hardware. The replacement cost is included in the 2022 capital budget.
ATTACHMENTS:
Contract for Board Review
UTA ORDER 2203571 CVE Technologies Group, Inc With Notes