MUNICIPALITY OF CHATHAM-KENT CORPORATE SERVICES INFORMATION TECHNOLOGY SERVICES. Steven J. Wilson Project Manager, Information Technology Services

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1 MUNICIPALITY OF CHATHAM-KENT CORPORATE SERVICES INFORMATION TECHNOLOGY SERVICES TO: FROM: Mayor and Members of Council Steven J. Wilson Project Manager, Information Technology Services DATE: February 10 th, 2009 SUBJECT: RFP Award: R Centralized Storage Solution (SAN) RECOMMENDATIONS It is recommended that: 1. The tender in the amount of $169,927 (GST included) for the RFP R Chatham-Kent Civic Centre Centralized Storage Solution (SAN) be awarded to Dell Canada Inc. of North York, Ontario. BACKGROUND On March 3, 2008, the Information Technology Strategic Plan (ITSP) was received by Council, and at the June 23 rd 2008 Council meeting Council approved the recommendations of RTC 177 in that the first phase of the ITSP be approved and implemented through Tactical Cycle One over the next two year period. To support all activities identified in the 5 year IT Strategic Plan, a new data storage strategy and architecture needs to be put into place. The acquisition of a SAN is necessary to ensure that the ITSP is successful and will foster the implementation of Tactical Cycle One the revitalization and renewal of the hardware and software infrastructure within the Municipality of Chatham-Kent. The existing manner of storing data on the servers deployed throughout the organization proves to be inefficient and costly. At present, each server must have storage sized to accommodate current volume of data and the predicted growth for the next 3 to 4 years and must have a tape unit to back it up. Implementation of an appropriately sized Storage Area Network (SAN) will:

2 RFP Award: Contract R Page 2 Remove the need for large file stores (disk capacity) on each server within the data centre at the Civic Centre Reduce the amount of storage required for servers in the data centre, by centralizing the data and facilitating better management of the storage that has been assigned to accommodate growth Reduce the amount of time that a technician is required to manage the tapes in each of the servers throughout the Municipality of Chatham-Kent Enable the implementation of snapshots of the critical servers, providing immediate recovery in the event of a failed server Provide capability of copying the data from each external business unit server to a central location for further backup to tape Provide immediate data recovery for each external business area, should they experience server difficulties Facilitate backup to a central Tape Library, offering improved management of data and disaster recoverability RFP R represents a modernized approach to the safe-guarding of the Municipality s investment in its data. COMMENTS Detailed equipment specifications were provided in the tender, the key requirements being: Fibre Channel technology industry and time proven technology, directly from the host (server) to the SAN to the disk drive, ensuring the consistency of performance Intermixed drive technology and speed - necessary for moving less critical or less frequently used data to slower, less expensive disk drives Host connectivity - provide support for tier one servers which include servers to be purchased in the future as well as those that exist in the data centre New and lasting technology high speed connections (8GB FC and 10GB iscsi) and flash drive capable Low cost extensibility increase storage capability without losing the initial investment in the SAN (add additional drives instead of replacing existing ones) High availability built in redundancy (power, A/C, connectivity, Raid controllers) The RFP was published on December 9 th, 2008 and closed on December 23 rd, There were 6 responses received with some containing multiple options. The responses received offered a wide range of storage solutions that were evaluated against the technical requirements listed in the RFP. All but one response met the technical requirements with several vendors offering additional features and functionality to facilitate easy management of the SANs. The final deciding factor was the cost. All amounts are inclusive of the GST which is recoverable.

3 RFP Award: Contract R Page 3 The results of the five compliant bids meeting the criteria are provided in the table below. TENDER RESULTS Contract: T Chatham-Kent Civic Centre Storage Area Network Rank Vendor Amount (incl. 5% GST) 1 Dell Canada Inc, North York, Ontario $ 169,927 2 Able-One Systems Inc, London, Ontario $ 187,416 3 Mid Range, Markham, Ontario $231,045 4 Gibraltar Solutions, Mississauga, Ontario $520,972 5 Scalar Decisions, London, Ontario $611,502 A detailed financial breakdown associated with this request is indicated in the Financial Implications section of this report. COMMUNITY STRATEGIC PLAN The recommendations in this report support the following objectives and strategic directions: B: Economy We are a prosperous community B1: Promote and market Chatham-Kent B3: Maintain and enhance new and existing infrastructures to support economic and smart growth opportunities E: Civic Engagement We are an engaged community E3: Enhance networking and communication opportunities throughout Chatham-Kent F: Learning We are a learning community F2: Support the delivery of lifelong learning programs Desired Outcomes/Proposed Activities 1. Ensure municipal services support business by reducing both red tape and the cost of doing business within the municipality 2. Improve telecommunications and broadband services throughout Chatham-Kent 3. Support new infrastructure investments and modernize existing infrastructure 4. Focus on information sharing and developing collaborative initiatives to address existing and emerging community issues and opportunities 5. Strengthen mechanisms for prior learning and informal learning recognition, and improve access to and enhance municipal-wide library and information networks

4 RFP Award: Contract R Page 4 The recommendations will not adversely impact on the remainder of the Community Strategic Plan. The recommendations in this report support Strategic Direction #4 We will be a Municipality of quality services, effective structure and fiscal responsibility. The desired outcomes of this purchase one will be: 1. Improved data backup and recovery equipment and procedures 2. More efficient utilization of the Municipality s disk storage capabilities 3. Ability to provide immediate recovery to external business units 4. Reduced effort in the management of tape backups 5. Reduced cost of future storage requirements CONSULTATION Purchasing was consulted during the tender process and the evaluation. FINANCIAL IMPLICATIONS The financial implication associated with the project is summarized in the following tables: FINANCIAL IMPLICATIONS Contract: R Chatham-Kent Civic Central Solution (SAN) A. Project Costs RFP Response: R $169,927 Less GST rebate 5% ($8,091) Project Cost Total $161,836 The Storage Area Network purchase will be funded from existing ITS reserves.

5 RFP Award: Contract R Page 5 Prepared by: Prepared by: Steve Wilson. ITS, Project Manager Helen McLaren, CMM III Director, Information Technology Services Reviewed by: Gerry Wolting, B. Math, CA. General Manager Corporate Services :sjw R:\ITS\2009\RTC RFP Award_R08-254_Centralized Storage Solution (SAN).doc