Village of Wellington - File #: 18-2583

• File #: 18-2583
• Name: AUTHORIZATION TO UTILIZE A SOURCEWELL CONTRACT, FORMALLY NATIONAL JOINT POWERS ALLIANCE (NJPA) AS A BASIS FOR PRICING, FOR THE PURCHASE AND DELIVERY OF THE EXAGRID STORAGE SERVERS.
• Type: Purchasing/Contract
• Body: Village Council
• Agenda Date: 1/8/2019
• Title: ITEM: AUTHORIZATION TO 1) UTILIZE A SOURCEWELL CONTRACT, (FORMERLY NATIONAL JOINT POWERS ALLIANCE - NJPA), AS A BASIS FOR PRICING, FOR THE PURCHASE AND DELIVERY OF TWO EXAGRID STORAGE SERVERS; AND 2) DISPOSITION OF EXISTING SURPLUS EQUIPMENT REQUEST: Authorization to 1) utilize Sourcewell contract #100614-CDW, as a basis for pricing, for the purchase and delivery of two (2) Exagrid EX4000 storage servers with CDW-G in the amount of $131,444.24; and 2) disposition of existing surplus equipment, pursuant to Village disposition policies.

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ITEM: AUTHORIZATION TO 1) UTILIZE A SOURCEWELL CONTRACT, (FORMERLY NATIONAL JOINT POWERS ALLIANCE - NJPA), AS A BASIS FOR PRICING, FOR THE PURCHASE AND DELIVERY OF TWO EXAGRID STORAGE SERVERS; AND 2) DISPOSITION OF EXISTING SURPLUS EQUIPMENT

REQUEST: Authorization to 1) utilize Sourcewell contract #100614-CDW, as a basis for pricing, for the purchase and delivery of two (2) Exagrid EX4000 storage servers with CDW-G in the amount of $131,444.24; and 2) disposition of existing surplus equipment, pursuant to Village disposition policies.

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EXPLANATION: The Information Technology (IT) Department is seeking authorization to:

1) Utilize a Sourcewell contract for the purchase and delivery of two (2) Exagrid EX4000 storage servers to be utilized Village wide. The current backup infrastructure requires additional space to keep pace with current data usage. The new servers will double the capacity of the existing servers, allowing for more space and faster recovery. Additionally, the new servers will allow the Village to transition to tapeless archive, once implemented.

In order to ensure competitive pricing, staff obtained two (2) additional quotes from Presidio and Exagrid respectively, and the Sourcewell contract with CDW-G provides the best value to the Village. The Sourcewell contract was competitively solicited and awarded to multiple vendors, and is set to expire on November 18, 2019.

Rather than making an initial investment of $131,444.24, staff is recommending the Village lease the equipment through HP Financial Services for 36 months at a cost of $3,912.48 monthly, with a $1 purchase option at the end of the 36-month term. HP Financial Services provides the most competitive leasing options.

2) Disposition of existing servers, originally purchased in 2014. In order to offset the cost of the new servers, CDW-G has agreed to accept the existing servers, as a trade-in, reducing the purchase price of the new servers from $148,343.24 to $13...