MEMORANDUM. Mayor and City Council. John Sobieralski IT Network Coordinator. Steve Barwick City Manager Jim Considine IT Director

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1 VIaF MEMORANDUM TO FROM Mayor and City Council John Sobieralski IT Network Coordinator THRU Steve Barwick City Manager Jim Considine IT Director DATE OF MEMO January MEETING DATE July RE Spending Approval Core Switch for County Data Center REQUEST OF COUNCIL The Information Technology IT Department a joint City County department requests approval to spend previously approved budget in the amount of shared 50 with Pitkin County for the purchase of a Cisco core network switch for the new County data center located behind the Jail PREVIOUS COUNCIL ACTION Aspen City Council and Pitkin County BOCC approved 2011 budget for capital replacement and upgrade of networking equipment BACKGROUND Pitkin County has recently completed construction on a new data center facility This facility will replace the County Courthouse as a core switching location for the City County network It is designed to house a large number of data servers communication devices and fiber optic connections A core switch compatible with modern data center networking requirements needs to be installed in order for City and County employees to access programs and data The City of Aspen Pitkin County network has two primary locations that route all requests for data such as E mail Internet and Eden to users within the network These are at City Hall and the County Courthouse The infrastructure at the Courthouse data room has always been poorly equipped to handle the power and cooling needs of a modern and expanding network Because of these problems and the IT Server VirtualizationProject Memo to City Council revised by Fred Dick

2 2 continual growth of servers and networking equipment the County decided to build a facility dedicated to information technology needs The core switching equipment that is currently in the Courthouse is over 10 years old and does not have the capability to handle the volume of server traffic that will be moved into the data center Also to maintain data routing integrity the core switch that is needed there must match the core switch that was recently upgraded in City Hall as part of the server virtualization project BENEFITS The new core switch will provide the following benefits to the network 1 Network Switching and Routing Redundancy The new data center switch will be fully redundant to the newly installed core switch in City Hall If one switch fails the other switch will take over data routing and switching to the rest of the network locations 2 Improved Disaster Recovery Capabilities Key networked applications located in the City Hall data center will be automatically replicated to the new County data center In case of a failure at City Hall these important programs can be quickly activated at the County location This new switch will give IT the capability to expand Disaster Recovery service 3 Improved Efficiency The new generation of Cisco core switches allow full bandwidth utilization to every connected device This allows devices to function at their maximum capability This gives IT the ability to enable future technologies with improved server virtualization storage area networking and network system management DISCUSSION IT issued a Request for Quote in December 2010 requesting a vendor to supply the network with a Cisco 4500 series core switch The successful vendor was ISC Corporation based locally in Englewood CO FINANCIAL BUDGET IMPACTS Pitkin County and City of Aspen are contributing 50 to this project stotal cost The funding for this project was approved in the 2011 IT Capital budget ENVIRONMENTAL IMPACTS Although the new core switch is much more energy efficient than the old one initially we expect to consume slightly more resources than at present This increase is due to the fact that we still need to maintain network switching at the courthouse for those users who work at the Courthouse County Jail and Library This will initially be done by keeping the current core switch in place But as the network switching upgrade project moves forward later this year that core switch is expected to be replaced with smaller and more energy efficient access switches IT Server Virtualization Project Memo to City Council revised by Fred Dick

3 3 ALTERNATIVES 1 Move the current Courthouse core switch to the new data center The current switch is outdated and not capable of processing data at full bandwidth speeds Because of this users would have reduced capability for access to data and services There would also be an immediate need to purchase and install access switching in the Courthouse to replace the core switch 2 Do nothing Doing nothing would relegate the data center to a location dependent on simple access switches with no routing or server failover in the event of service loss at City Hall In short both of these alternatives would adversely affect ITs continued ability to provide reliable timely and cost effective network services to our customers RECOMMENDED ACTION Approve spending of existing budget in the amount of PROPOSED MOTION 1 move to approve ITs expenditure of existing and approved budget in the amount of for a data center core switch CITY MANAGER COMMENTS ATTACHMENTS end of file IT Server VirtualizationProject Memo to City Council revised by Fred Dick

4 RESOLUTION Series of 2011 A RESOLUTION APPROVING AN AGREEMENT BETWEEN THE CITY OF ASPEN COLORADO AND ISC CORPORATION SETTING FORTH THE TERMS AND CONDITIONS REGARDING LANCORE SWITCH AND EQUIPMENT AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CON IRACT WHEREAS there has been submitted to the City Council an agreement between the City of Aspen Colorado and the a copy of which agreement is annexed hereto and made a part thereof NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ASPEN COLORADO Section 1 That the City Council of the City of Aspen hereby approves that agreement between the City ofaspen Colorado and ISC Corporation regarding LANCore Switch and equipment for the city of Aspen a copy of which is annexed hereto and incorporated herein and does hereby authorize the City Manager of the City of Aspen to execute said contract on behalf of the City of Aspen Dated Michael C Ireland Mayor I Kathryn S Koch duly appointed and acting City Clerk do certify that the foregoing is a true and accurate copy of that resolution adopted by the City Council of the City of Aspen Colorado at a meeting held January Kathryn S Koch City Clerk

5 CITY OF ASPEN STANDARD FORM OF AGREEMENT 2009 The City of oen SUPPLY PROCUREMENT AGREEMENT made as of 10 day ofjanuary in the year 2011 City of Aspen Project No BETWEEN the City The City of Aspen co IT Department 130 South Galena Street Aspen Colorado Phone Contract Amount Total And the Vendor ISC co Jeff Horning If this Agreement requires the City to pay an amount of money in excess of it shall not be deemed valid until it has been approved by the City Council of the City of Aspen 8680 Concorde Center Drive City Council Approval Englewood CO Phone Date Summary Description of Items to be Purchased LANCore Switch and equipment Resolution No Exhibits appended and made a part of this Agreement Exhibit A List of supplies equipment or materials to be purchased

6 The City and Vendor agree as set forth below 1 Purchase Vendor agrees to sell and City agrees to purchase the items on Exhibit A appended hereto and by this reference incorporated herein as if fully set forth here for the sum set forth hereinabove 2 Delivery FOB 130 S Galena Street Aspen Colorado Delivery Address 3 Contract Documents This Agreement shall include all Contract Documents as the same are listed in the Invitation to Bid and said Contract Document are hereby made a part of this Agreement as if fully set out at length herein 4 Warranties Manufacturer swarranty applies 5 Successors and Assigns This Agreement and all of the covenants hereof shall inure to the benefit of and be binding upon the City and the Vendor respectively and their agents representatives employee successors assigns and legal representatives Neither the City nor the Vendor shall have the right to assign transfer or sublet its interest or obligations hereunder without the written consent of the other party 6 Third Parties This Agreement does not and shall not be deemed or construed to confer upon or grant to any third party or parties except to parties to whom Vendor or City may assign this Agreement in accordance with the specific written permission any right to claim damages or to bring any suit action or other proceeding against either the City or Vendor because of any breach hereof or because of any of the terms covenants agreements or conditions herein contained 7 Waivers No waiver of default by either party of any of the terms covenants or conditions hereof to be performed kept and observed by the other party shall be construed or operate as a waiver of any subsequent default of any of the terms covenants or conditions herein contained to be performed kept and observed by the other party 8 Agreement Made in Colorado The parties agree that this Agreement was made in accordance with the laws of the State of Colorado and shall be so construed Venue is agreed to be exclusively in the courts of Pitkin County Colorado 9 Attorney s Fees In the event that legal action is necessary to enforce any of the provisions of this Agreement the prevailing party shall be entitled to its costs and reasonable attorney sfees 10 Waiver of Presumption This Agreement was negotiated and reviewed through the mutual efforts of the parties hereto and the parties agree that no construction shall be made or presumption shall arise for or against either party based on any alleged unequal status of the parties in the negotiation review or drafting of the Agreement

7 11 Certification Regarding Debarment Suspension Ineligibility and Voluntary Exclusion Vendor certifies by acceptance of this Agreement that neither it nor its principals is presently debarred suspended proposed for debarment declared ineligible or voluntarily excluded from participation in any transaction with a Federal or State department or agency It further certifies that prior to submitting its Bid that it did include this clause without modification in all lower tier transactions solicitations proposals contracts and subcontracts In the event that Vendor or any lower tier participant was unable to certify to the statement an explanation was attached to the Bid and was determined by the City to be satisfactory to the City 12 Warranties Against Contingent Fees Gratuities Kickbacks and Conflicts of Interest A Vendor warrants that no person or selling agency has been employed or retained to solicit or secure this Contract upon an agreement or understanding for a commission percentage brokerage or contingent fee excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Vendor for the purpose of securing business B Vendor agrees not to give any employee of the City a gratuity or any offer of employment in connection with any decision approval disapproval recommendation preparation of any part of a program requirement or a purchase request influencing the content of any specification or procurement standard rendering advice investigation auditing or in any other advisory capacity in any proceeding or application request for ruling determination claim or controversy or other particular matter pertaining to this Agreement or to any solicitation or proposal therefore C Vendor represents that no official officer employee or representative of the City during the term of this Agreement has or one 1 year thereafter shall have any interest direct or indirect in this Agreement or the proceeds thereof except those that may have been disclosed at the time City Council approved the execution of this Agreement DIn addition to other remedies it may have for breach of the prohibitions against contingent fees gratuities kickbacks and conflict of interest the City shall have the right to 1 Cancel this Purchase Agreement without any liability by the City 2 Debar or suspend the offending parties from being a vendor contractor or subcontractor under City contracts 3 Deduct from the contract price or consideration or otherwise recover the value of anything transferred or received by the Vendor and 4 Recover such value from the offending parties 13 Termination for Default or for Convenience of City The sale contemplated by this Agreement may be canceled by the City prior to acceptance by the City whenever for any reason and in its sole discretion the City shall determine that such cancellation is in its best interests and convenience

8 14 Fund Availability Financial obligations of the City payable after the current fiscal year are contingent upon funds for that purpose being appropriated budgeted and otherwise made available If this Agreement contemplates the City using state or federal funds to meet its obligations herein this Agreement shall be contingent upon the availability of those funds for payment pursuant to the terms of this Agreement 15 City Council Approval If this Agreement requires the City to pay an amount of money in excess of it shall not be deemed valid until it has been approved by the City Council of the City of Aspen 16 Non Discrimination No discrimination because of race color creed sex marital status affectional or sexual orientation family responsibility national origin ancestry handicap or religion shall be made in the employment of persons to perform under this Agreement Vendor agrees to meet all of the requirements of City smunicipal code section pertaining to nondiscrimination in employment Vendor further agrees to comply with the letter and the spirit of the Colorado Antidiscrimination Act of 1957 as amended and other applicable state and federal laws respecting discrimination and unfair employment practices 17 Integration and Modification This written Agreement along with all Contract Documents shall constitute the contract between the parties and supersedes or incorporates any prior written and oral agreements of the parties In addition vendor understands that no City official or employee other than the Mayor and City Council acting as a body at a council meeting has authority to enter into an Agreement or to modify the terms of the Agreement on behalf of the City Any such Agreement or modification to this Agreement must be in writing and be executed by the parties hereto 18 Authorized Representative The undersigned representative of Vendor as an inducement to the City to execute this Agreement represents that heshe is an authorized representative of Vendor for the purposes of executing this Agreement and that he she has full and complete authority to enter into this Agreement for the terms and conditions specified herein IN WITNESS WHEREOF The City and the Vendor respectively have caused this Agreement to be duly executed the day and year first herein written in three 3 copies all of which to all intents and purposes shall be considered as the original SIGNATURES ON FOLLOWING PAGE

9 FOR THE CITY OF ASPEN ATTEST By City Manager City Clerk VENDOR ISC By 1C t j40viniyi A Title AC ota ExG ve

10 Exhibit A SKU DESCRIPTION Qty COST WSC4510RES796V 4510RE Chassis Two WSX4748R145V E Sup7 E WSX45 SUP7E Catalyst 4500 E Series Supervisor 848Gbps 1 0 WSX45SUP7F2 Catalyst 4500 ESeries Supervisor 848Gbps PWRC454200ACV Catalyst W AC dual input Power Supply Data PoE PWRC454200ACV2 Catalyst W AC dual Input Power Supply Data PoE CABUS620PC19 NEMA 620 to IEC C19 13ft US 4 0 WS X4748RHSV E Catalyst 4500E 48 Port PoE 802 3at R SFP10GLR 10GBASELR SFP Module GLC11 SM GE SFP LC connector LX LN transceiver E IPB Paper IP Base License 1 0 FR45ISSU POEUC Cat4500 ISSU PoE promo 8cense needs dual sup 48PoEports 1 0 S45U3101X0 CAT4500e SUP7e Universal Image 1 0 CONSNTE4510RES7 SMARTNET 8X5X4 4510RE Chassis Two WS X4748 R145VE alia WSX4606X2E Cisco Catalyst 4500E Series 6 port 10 Gigabit Ethernet X Shipping Fee Total 1 I