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1To: From: Date: Subject: CITY OF SOUTH MIAMI OFFICE OF THE CITY MANAGER INTER-OFFICE MEMORANDUM The Honorable Mayor & Members of the City C0 4 mmission /~ -'" ..- Hector Mirabile, Ph.D., City Manager/ " •• / -'- October 18,2011 Agenda Item No.: 2001 A resolution authorizing the City Manager to purchase from International Data Consultants (IDC) the following: One (1) Dell Server R710; One (1) Dell Power Vault MD 1220; One (1) Microsoft Exchange 2010 Enterprise -Open License and the appropriate client access license standard for MS Exchange 2010 Enterprise for a total of $26,892.90. Backgrouud: Due to an interruption of service in our e-mail system, the city is in immediate need of a new e-mail exchange server and required licenses. Due to the emergency, the equipment was purchased and the attached Resolution is for after the fact authorization. IDCrecommended a server upgrade to the City's email system. The current server's available space and storage capability is severely compromised and as a result, periodic system shutdowns occurred. This impacted the City's aJ>ility to perform regular day-to-day business. Additionally, without IDC and their staff's ability to perform temporary workarounds, the email system and related file storage would result in a catastrophic crash. The manager declared an emergency to proceed with purchasing the required server and file storage equipment. The equipment was ordered through IDC's contract with Dell. IDC's arrangement with Dell results in a 6% savings, ($1,031), when compared with the City's contract accessed through the State of Florida (#250=040=08- 01). A comparison is below: DEVICE IDC DEll Storage Drive $9,518.30 $10,272.60 Servers $6,658.76 $6,935.88 TOTAL $16,177.06 $17,208.48 IDCvs DEll ($1,031.42) -6% Attached are the respective quotations from IDC and Dell for you review. Cost: Funding Source: $ 26,892.90 001.1340.513.6430 Machinery & Equipment Equipment Operating for a total of $16,142.06; and from 001.1340.513.5205 Operating Supplies Computet Equipment for a totalof$10,750.84. Backup Documentation: o Quote # 599306358 from DELL o Quote # 599093418 from DELL 1 2 3 4 5 6 ~ 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 ~~ 27 ~~ 30 31 32 33 34 35 36 j~ 39 40 41 42 43 44 45 46 47 48 49 50 51 52 RESOLUTION NO.: _______ _ A resolution authorizing the City Manager to purchase from International Data Consultants (IDC) the following: One (1) Dell Server R710; One (1) Dell Power Vault MD 1220; One (1) Microsoft Exchange 2010 Enterprise -Open License and the appropriate client access license standard for MS Exchange 2010 Enterprise for a total of $26,892.90 WHEREAS, due to an interruption of service in our e-mail system, the city is in immediate need of a new e-mail exchange server and required licenses; and " WHEREAS, IDC recommended a server upgrade to the City's email system. The current server's available space and storage capability is severely compromised and as a result, periodic system shutdowns occurred. This impacted the City's ability to perform regular day-to-day business. Additionally, without IDC and their staff's ability to perform temporary workarounds, the email system and related file storage would result in a catastrophic crash. WHEREAS, the manager declared an emergency to proceed with purchasing the required server and file storage equipment. The equipment was ordered through IDC's contract with Dell. IDC's arrangement with Dell results in a 6% savings, ($1,031), when compared with the City's contract accessed through the State of Florida (#250=040=08-01). WHEREAS, the city is making the purchase through IDC who is acting as the City's agent to make an emergency purchase of the equipment and software based on a GSA contract with Dell in accordance with the City charter. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CI'FY OF SOUTH MIAMI, FLORIDA THAT: Section 1: The City Manager is hereby authorized to purchase from International Data Corisultants (IDC) the following: One (1) Dell Server R710; One (1) Dell Power Vault MD 1220; Onetl) Microsoft Exchange 2010 Enterprise -Open License and the appropriate Client Access License Standard for MS Exchange 2010 Enterprise for a total of $26,892.90. Section 2: This resolution shall be effective immediately. Passed and Adopted this _day of ___ , 20 II. ATTEST: CITY CLERK READ AND APPROVED AS TO FORM LANGUAGE, LEGALITY AND EXECUTION THEREOF: CITY ATTORNEY APPROVED: MAYOR Commission Vote: Mayor Stoddard: Vice Mayor Newman: Commissioner Palmer: Commissioner Beasley: Commissioner Harris: BILL TO City of South Miami Alfredo Riverol 6130 Sunset Drive Miami, Florida 33143 128th Street Miami, Florida 33186 Ph: 305-253-7677 Fax:305-253-7657 DESCRIPTION Den Server R710 Den PowerVault MD 1220 Microsoft Exchange 2010 Enterprise ~ Open License Client Access License Standard for MS Exchange 2010 Enterprise Shipping & Handling Charges DEPT: !viIS P.O. II REQ# OPEN PO. 0 DELIVERY: PARTIAL 0 COMPLE'E 0 QUANTITY AND QUALITY RECEIVED AS BILLED DEPARTMENT HEAD DATE CENTRAL SERVICES DATE We appreciate your business. Thank you. . Invoice DATE INVOICE NO. 9/29/2011 7993 SHIP TO City of South Miami Alfredo Rivero! 6130 Sunset Drive Miami, Florida 33143 P.O. NO. QTY I I I 173 I Total TERMS Net Receipt RATE 6,648.76 9,493.30 2,797.63 45.77 35.00 Payments/Credits Balance Due DUE DATE 9/29/2011 AMOUNT 6,648.76 9,493.30 2,797.63 7,918.21 35.00 $26,892.90 $0.00 $26,892.90 file:IIIZjlMYOt620Documentsiproposals/soulh%20miamilexchange%2009-2011/set%2002JQuote_599093418.html DELL QUOTATION QUOTE #: 599093418 Customer #: 45405427 Quote Date: 9/29/11 Date: 9/30/11 5:03:47 PM Customer Name: INTL DATA CONSULTANTS , TOTAL QUOTE AMOUNT: $9,518.30 , ~ 'f l<'~," T " ,'I' , , " < Jy <\ jr-:;" , ~ " " ~ . , " j '-~ " ' , ~, ,'J ' , T' ~"-h )' v}~"\~v:/;.i f;' Product Subtotal: $9,493.30 Tax: $0.00 Shipping & Handling: $25.00 Shipping Method: Ground Total Number of System Groups: 1 file:IIIZIIMy%20Documents/proposalsfsouth%20l,l1iamilexchange%2009-2011/set%2002/Quote_599093418.html (l of 3) 1013/2011 2:58:03 PM file:! /lZ111\.1 y%20Documents/proposalslsou th%20m)flmi/excha nge%2009-20 Il/set%2002/Quote_ 5 99093 418.html ~lJrlve "'Ia" 341· ~ DYVe:; Blan :34:1· Dr:ve IIlan :34"'l1l1l1~ =::::~ : !HaYd iJrlve !Hard Drive 'Hard urlve i" er. . lISial1K 'Hard Drive F ~ Blank ", .. ' ve . "'lanK Hare ve ~ Blank l1ar, !ve Blank 3'·1 . SALES REP: Chris Alexander PHOIIIE: 512-513-1352 Email Address:ChrisAlexal1ll.ler@l!)ell.com Phone Ext: Please review this quote carefully. If complete and accurate, you may place your order online at www.dell.comigto (use quote number above). POs and payments should be made to Dell Marketing L.P. if you do not have a separate agreement with Dell that applies to your order, please refer to www.deil.com/terms 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 www.deli.com/returl.lpolicY#total. 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 www.dell.com/ partner. If your order includes services, visit www.deil.com/servicecoliltracts 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 0111 "Ship To" address, and for downloads is based on "Bill To" address. Please indicate any tax-exempt status on your PO, and fax your me;/IIZ!fMYOA..20Documents/proposalslsouth%20mlflm!/exchange%2009~20] I/set%2002lQuote_599093418.htrnl (2 of 3) 10/3/20 11 2:58:03 PM file:! IIZIIM y%20DoCll menls/proPQsals/sollth%20miamilexchange%2009-20 11lset%2002/Quot€_599093418 .html exemption certificate, with seller listed as Dell Marketing L.P, to DeWs Tax Department at 800-433-9023. Please include your Customer Number. for certain products shipped to end-users in California, a State Emlironmental fee will be applied. for Asset Recovery/Recycling Services, visit www.dell.comiassetreco1felJ(. file:IIIZjfMyOk2QDocumenlsfproposalsfsoutll%20miamilexchange%2009·20111set%2002/Quote_599093418.html (3 of 3) 10/312011 2:58:03 PM file:IIIZI/My''1020Documentsiproposalsisouth%20miam tlexchange%2009-20 11/set%2002lQuote_599306358 ,html DELL QUOTATION QUOTE #: 599306358 Customer #: 45405427 Quote Date: 9/30/11 Date: 9/30/11 5:03:46 PM Customer Name: INTL DATA CONSULTANTS ii,' 0 T()TAlii QUOT!!, AM()UNT: ' $6,658.76 " , , , 'j , -" "~ 0,.« ',,',\1,"1'';'' ~\vl~J: " ' , \ '" );8 \. i ,~ , , t,' " I)" ~ 1:"""<lll~:;'~"':",r:1~~f'A'l , ' , Product Subtotal: $6,648.76 Tax: $0.00 Shipping & Handling: $10.00 Shipping Method: Ground Total Number of System Groups: 1 GROUP: l' QUANTITY: 1 _ ..SYSTEM PRICE: $6;648.76' " ,GROl:'P;TOTA,L:',$6,~4~'i~l?,' 1\r;,IAn Card: Memory: me:I/lZIIMt';620Documents/proposalslsouth%20miamtlexcbange%2009~20111set%2002lQuote_599305358.html (1 of 3) 10/3/2011 2:58:03 PM file:1/ 121/M y%20Documents/proposa)s!south%20miamilexchange%2009· 20 J 1/set%2002lQuow __ 599306358 .html SALES REP: Chris Alexander 512·513·13.52 Email Address:ChrisAlexander@Dell.com Please review this quote carefully. If complete and accurate, you may place your order online at www.deli.com/qto (use quote mllmber above). POs and! payments shoilld be made to Dell Marketing L.P. If YOil do not have a separate agreement with Dell that applies to your order, please refer to www.dell.com/terms as follows: If purchasing for your internal use, your order will be subject to Dell's Terms and Conditions of Sale·Direct incDmling Deli's U.S. Return Policy, at www.dell.com/retumpolicJ{#total. If purchasing for resale, ycmr cm:ler will be subject to Dell's Terms and Condition of Sale for Persons or Entities Purchasing to Resell, amI other terms of Dell's l"artnerDirect program at www.deii.com/ partner. if YOilY order includes services, visit www.deli.com/servicecontracts for service descriptions and terms. Quote information is valid for U.S. cilstomers 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 "IBm To" address. Please indicate any tax-exempt statils on your 1"0, and fax your exemption flle:1!I21IMy%20Documents/proposals/sQuth%20miamiJexchange%2009~20 111set%2002/Quote_599306358.h1ml (2 of 3) 1 0/3f20 11 2: 58 :03 PM . 111e DeII Online Store: Build Your System Print Summary My Selections Dell PowerVault MD1220 -New! Price Instant Savings Price $15,804.00 $[),631.4(; $10,272,60 ~Preliminary Ship Date: 10J20/2011 All Options • Dell PowerVault l1li01220 • New! Date 1016/2011 3:50:05 PM Central Standard Time Catalog Number 84 Retail rc1Z69235 Catalog Number I Description Product Code Qty SKU Id PowerVault MD1220: PowerVault MD1220, Rackmount SAS, 24 MD1220 [224-7093] Bay;Power Supply Enclosure Management Module: EMM [330-6058] 9 2 Ene! Mgmt Modules, SAS Only Server Raid Controller: PERC H800 RAID Kit for External JBOD, 1Gb NV PH8J1GN [342-1559] 24 Cache Hard Drives: HDBLNK 12 [341-9998] 1209 Hard Drive Filler,Slngle Blank Hard Drives: 600GB 10K RPM Selial-Attach SCSI6Gbps 2.5in 600GHD 12 [342-0848] 1209 Hotp!ug Hard Drive Cables: 2XCB1M [330-6062][330-20 6Gb SAS Cable, 1 M 6062] Power Cords: [310-9965][310-2x Power Cord, NEMA 5-15P to C14, 15 amp, wan 2WL6FT 38 plug, 6 feet 12 meter 9965] Rails: RRAIL [330-6048] 27 Rapid Rails for Dell Rack Hard Drives: HDMULT [341-4158] 8 HD Multi-Select 13ezel: BEZEL [313-8747] 17 Bezel ASSY,MD1220 Installation Services: NOINSTL [900-9997] 32 No Installation [907-8248][907- Hardware Support Services: 8308][907-8507] 3 Year ProSupport and Mission Critical 4HR 7x24 U31PME4 [908-1372][908-29 Onsite Pack 1562][909-2600] [989-3439] Proactive Maintenance: Page I of2 http://premierconfigure,us.dell.comldellstore/print_summary _details yopup,aspx?-lt=print" 1 0/6/20 11 The Dell Online Store: Build Your System snFG02 Proactive Maintenance: 1 event per year, Remote Delivery, 3 Year ENTM1R3 [988-9449] © 2011 Dell For customers of the 50 United States and the District of Columbia only. Site Terms 1 Terms of Sale I Privacy I Feedback Page 2 of2 33 http://premierconfigure.us.dell.com/dellstore/print _ summary_details ...lJopup.aspx?-lt=print... 10/6/2011 The Dell Online Store: Build Your System Print Summary My Selections Deli PowerEdge R710 - Enhanced Price Instant Savings Price $10,052.00 $3:;16.12 $6,935.88 ~Prelimlnary Ship Date: 10/14/2011 All Options • Dell PowerEdge R710 -Enhanced Date 1016120114:38:41 PM Central Standard Time Catalog Number 84 Retail rc1269235 Catalog Number / Description Product Code QIy SKU Id PowerEdge R710: R7106W [224-8462] Chassis for Up to 6, 3.5~lnch Hard Drives SHIP: SHIPGRP 1330-4124] 2 PowerEdge R710 Shipping Processor: Inte!® Xeon® E5620 2.4Ghz, 12M Cache,Turbo, E5620 1317-4112) 6 HT, 1066MHz Max Mem Installation Services: NOINSTL [900-9997) 32 No Installation Memory: 24GB Memory (12x2GB), 1333MHz Single Ranked 24LR2PO [317-73601 3 LV RDIMMs for 2 Procs,Optimized Additional Processor: 1317-1213][317-Intel® Xeon® .E5620 2.4Ghz, 12M Cache ,TurQo, 2E5620 4124] 7 HT, 1066MHz Max,Mem Operating System: Windows Server 2008 R2 SP1, Standard Edition, WS8S5C [421-5425] 11 Inc!udes 5 GALS OS Media kits: Windows Server®2008SP2,Standard ED, WS08SED [421-6248] 1203 x86/x64,Downgrade Media Hard Drive Configuration: MSR5 [341-8700] 27 RAID 5 for H700 or PERC 6/i Controllers Internal Controller: PERC H700 Integrated RAID Controller, 512MB H7512X6 [342-1147) 9 NVCache, x6 Hard Drives: 600GB 15K RPM Serial-Attach SCSl6Gbps 3.5in 60015H 4 [342-20561 1209 Hotplug Hard Drive Power Supply: RDPSUHO [330-3475] 36 High Output Power Supply, Redundant, B70W Power Cords: Page I of2 http://premierconfigure.us.dell.com/dellstore/print~surnmary _details yopup.aspx? -It=print... I 0/6/2011 The Dell Online Store: Build Your System Page 2 of2 NEMA 5-15P to C13 Wall Plug, 125 Volt, 15 AMP, 125Vl0F [310-8509) 106 10 Feet (3m), Power Cord Power Cords: [310-8509)[310-2x 10 feet (3m) Power Cords, 125 volt 15 AMP 2125Vl0 106 NEMA 5-15P to C13 Wall Plug 8509) Embedded Management: IDRCEX [467-8649) 14 fDRAC6 Express Network Adapter: Broadcom 5709 Dual Port 1GbE NIC wlTOE iSCSI, B57091 [430-3260) 13 PCle-4 RajJs: ReadyRallsTM Sliding Rails Without Cable RRNOCMA [330-3478) 28 Management Arm Bezel: BEZEL [313-7517) 17 Bezel Internal Optical Drive: DVDRW [313-9090) 16 DVD+I*RW, SATA, Internal Server Accessories: KMENG [331-0846)[331-154 Keyboard and Optical Mouse, USB, Black, EngJish 2254) System Documentation: Electronic System Documentation and EDOCS [330-3485) 21 OpenManage OVD Kit 1 st Hard Drive: HDMULTI [341-4158) 8 HD Multi·Select Power Cords: NOPWRCD [310-9057) 38 No Additional Power Cords Feature Upgrades for Embedded NIC Ports: [430-1764][430-Embedded NICs are TOE Ready with iSCSI ISCSI 5 Offload Enabled 2970) BIOS Setting: HPBIOS [330-3492) 10 Performance BIOS Setting Riser Card: PCIEX8 [320-7886] 18 Riser with 2 PCle x8 + 2 PGle x4 Slot Hardware Support Services: [989-3439)[992- 3 Year ProSupport 4HR 7x24 Onsite: Non Mission U31P4H 8122J[992-8322) 29 [993-2160)[993-Critical 8447][993-8458] Proactive Systems Management: PSM [909-0269) 30 Del! Proactive Systems Management © 2011 Dell For customers of the 50 United States and the District of Columbia only. Site Terms I Terms of Sale I Privacy I Feedback snFG05 http://premierconfigure.us,dcll.comldellstore/print_ summary_details .J)opup.aspx?-lt=print. ,. 10/6/2011