Staff Report. Board of County Commissioners Meeting Agenda Item #_1_: Matters from Staff

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1 Board of County Commissioners Meeting Agenda Item #_1_: Matters from Staff Staff Report Meeting Date: May 21, 2013 Presenter: Eve Lynes Submitting Depart.: TC IT Subject: Consideration of SQL Server Upgrade s Statement / Purpose: The proposal before you is for the purchase of Microsoft SQL Server upgrade licenses. This is a planned purchase that was included in the five-year CIP document. It would meet the following FY13 and FY14 initiatives: Strategic Planning goals to: set replacement schedules by standardizing on a database platform ensure software compliance protect ourselves from a Microsoft audit Database Service Area goals to: aggregate County databases to optimize resource utilization; primarily: o software licensing o reduce windows server count o shared hardware o shared storage standardize database platform to optimize database administration; primarily: o security of County information, of which a significant amount is now stored in databases o backup and alert systems o adherence to policy (currently in draft form) Background / Description / Alternatives (Pros & Cons): There are nineteen+ Microsoft SQL Server databases County-wide. This proposal represents a purchase that would bring the County into full compliance to current versions of the software, as well as allow us to standardize versions across the County. There are several alternatives that we considered, as summarized below. This proposal follows Option 3. Detailed cost breakdowns are attached on the last page of this report. Option 1: Option 2: Install most County databases using the Express version of Microsoft SQL software. Pro: Express is free software that works for most installations. Con: Express requires a separate windows server to run each database. To run County databases using Express requires nineteen windows servers. There is an associated cost of licensing, storage and performance overhead (even in the virtual environment, each Windows server requires a storage for the operating system). This architecture would be unable to meet the stated goal to reduce network servers, and the County would be stuck paying additional costs for licensing, hardware and labor going forward. Total Cost: $34,534 On the other end of the spectrum, install the Enterprise version of the software. Pro: Enterprise software grants unlimited use and upgrades of the sql server software, with special advantages in a virtual environment such as we have. This would be the easiest environment for IT to maintain. Con: Cost prohibitive. Total Cost: $119,131 Page 1 of 3

2 Option 3: Option 4: Our preferred alternative, presented here. Pro: Carefully align licenses with use. Allow desired flexibility, including aggregation of databases on several central servers, reducing number of windows servers, reducing storage and network requirements, decreasing maintenance overhead, and increasing security and ease of administration. Con: The price is still inflated by Microsoft s requirement for additional Software Assurance (SA) on some of the licenses. However, we determined need on a case by case basis. SA is required to license some features, and includes software upgrades for three years. Total Cost: $34,886 ($21,759 paid now, $13,127 anticipated to be paid FY14) Boycott Microsoft and write our own databases. Pro: It would be fun, for a little while. Con: Unfortunately, this is no longer an option for most use cases in the County, due to the complexity of work flow. Attachments: DELL Quote # Fiscal Impact: The FY13 cost has been budgeted for in the IT CIP line item. The remaining cost can be spread across several years, if required. Staff Impact: The initiatives described in this document are on-going, and thus this purchase would not represent a specific impact on IT staff. There is no impact on agency staff. Legal Review: None required. Recommendation: Teton County IT recommends approval of purchase of SQL Server s in the amount of $21, Suggested Motion: Move to approve the purchase of SQL Server s in the amount of $21, Page 2 of 3

3 Addendum, Cost detail for each option: Option 1 Product Per Server Notes Quantity Cost Cost Backup Exec Server $ $1,938 Kaspersky Anti-Virus N/A Would be included in volume license 19 $0 Foglight Network Mgmt N/A Would be included in volume license 19 $0 Microsoft Windows $572 Standard, no SA, no CALs 19 $10,868 Server Labor Additional 10% FTE $6,426 O/S Storage 40GB ea. Another RAID Pool would be required $5,702 to support 19 servers Hardware Host Server Additional vm host server would be required $7,000 VMWare Lic to support 19 servers $2,600 TOTAL COST $34,534 Option 2 Product type Quantity Location Type SA? Cost Host based 2 / 8 core Virtual Enterprise Yes $117,190 Physical server 1 EOC Standard+CALs No $581 Access s 10 EOC User No $1,360 TOTAL COST $119,131 Option 3 Product type Quantity Location type SA? Cost Public web server 1 Virtual Standard per core Yes $7,641 Internal servers 2 Virtual Standard + CALs Yes $1,912 Physical server 1 EOC Standard + CALs No $581 Access s FY13 86 Network wide User No $11,696 Access s FY14 96 Net wide + EOC User No $13,056 TOTAL COST $34,886 Page 3 of 3

4 file:///c:/users/elynes/appdata/local/microsoft/windows/temporary%20internet%20fil... Page 1 of 2 5/15/2013 DELL Date: 5/14/13 3:03:16 PM QUOTATION QUOTE #: Customer #: Contract #: 10ABA CustomerAgreement #: AA07ASAPO7 Quote Date: 5/14/13 Customer Name: WY-L TETON COUNTY INFO TECH TOTAL QUOTE AMOUNT: $21, Product Subtotal: $21, Tax: $0.00 Shipping & Handling: $0.00 Shipping Method: Ground Total Number of System Groups: 0 SOFTWARE & ACCESSORIES Product Quantity Unit Price Total VLA SQL SERVER STD LIC/SA PER 2 CORE LIC (A ) 2 $3, $7, VLA SQL SERVER STD WIN32/64BIT LICENSE/SOFTWARE ASSURANCE (A ) 2 $ $1, VLA SQL SERVER STD 2012 (A ) 1 $ $ VLA SQL USER CAL 2012 (A ) 86 $ $11, ELECTRONIC LICENSE CONFIRMATION elec dwnld only (A ) 1 $0.00 $0.00 Number of S & A Items: 5 S&A Total Amount: $21, SALES REP: Gerard Ear PHONE: Address: Gerard_Ear@dell.com Phone Ext: Please review this quote carefully. You may order online by signing into Premier at Click on the equotes link. To order without Premier, go to If you do not have a separate agreement with Dell that applies to your order, please refer to 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 If purchasing for resale, your order will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, and other terms of Dell's PartnerDirect program at If your order includes services, visit 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

5 file:///c:/users/elynes/appdata/local/microsoft/windows/temporary%20internet%20fil... Page 2 of 2 5/15/2013 certificate, with seller listed as Dell Marketing L.P, to Dell's Tax Department at 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