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Home My WebLink About01/05/2010, C 6 - NETWORK SWITCH UPGRADE councit M."°'°W 1-5-10 j agenda REpont CITY O F SAN LUI S O B I S P O FROM: Bill Statler, Director of Finance& Information Technology Steve Schmidt, Information Technology Manager SUBJECT: NETWORK SWITCH UPGRADE RECOMMENDATION 1. Authorize the Finance Manager to issue a purchase order to CIO Solutions in the amount of $218,826 for network switching equipment. 2. Accelerate existing funding for the network switch upgrade of $125,000 in the 2009-11 Financial Plan from 2010-11 to 2009-10. (Given the two-year nature of the City's Financial Plan, there will be no net fiscal impact resulting from this schedule change.) DISCUSSION Overview The City currently uses a "hub and spoke" fiber and switching infrastructure to provide network connectivity within the organization. This system has worked well in the past but is vulnerable to network outages if the City Hall core fiber switch were to fail, since it is the master router for all other City data switches. For this reason, given its age, the Council approved replacement of this switch in the 2009-11 Financial Plan (Attachment 1). As discussed below, given current and planned mission-critical uses of the City's fiber network, we recommend implementing a parallel back-up system in order to improve system reliability. No added resources from the 2009-11 Financial Plan are required for what will be a significantly improved system, with faster speeds and greater reliability. However, the best timing for this upgrade is in conjunction with the new dispatch center and radio system upgrade. Accordingly, we recommend that the funding for the already-planned switch replacement be accelerated from 2010-11 to 2009-10. Given the two-year nature of the City's Financial Plan, there will be no net fiscal impacts resulting from this schedule change. Stated simply, within existing resources, we will have a much more reliable and faster network that will meet our technology needs for many years into the future than would otherwise be the case under current plans. Key Network-Based Applications and Proposed System Improvements Two mission critical City projects are scheduled for completion in the first quarter of 2010: the new public safety dispatch center and organization-wide radio system upgrade. Both of these projects will use state-of-the-art "Internet Protocol" (IP) based technology systems. In addition, • J: Network Switch.Upgrade Page 2 the new dispatch center will house a new emergency"911" IP-based dispatch system, which will be jointly funded by AT&T and the radio system upgrade project budget. In the past, the public safety radio system used a stand-alone analog network that was completely independent of the City fiber network. The new IP-based radio system will operate over the City's fiber network, as will the new 911 system and current security systems, voice over IP (VoIP)phone system, virtual servers, access controls and all other City applications and data. To assure that the fiber network will have the reliability that is should for both current and soon- to-be completed systems, Information Technology (IT) staff, working closely with our network advisor (CIO Solutions), have designed a fully-operational back-up core network to mitigate the "single point of failure" concerns with our current one-core switch system. The new design calls for a new core fiber switch to replace the existing City Hall core fiber switch as currently planned along with the installation of a second core fiber switch at Fire Station No. 1, which is currently the only City facility that was built to meet "essential services building" standards, and serves as the City's Emergency Operations Center. In addition, the new design also adds data switches at key network locations to improve network reliability and speed. The new network switch design will provide the City with the following benefits: 1. A 20-gigabit backbone between City Hall, Fire Station No. 1 and the Corporation Yard. 2. Automatic failover for all network services and sites 3. Increased reliability for radio, 911, VoIP phone system and future telemetry system 4. Increased network resiliency 5. Fiber core and data switching back-up 6. Fully backed-up radio system switching capability FISCAL IMPACT Contract Award The City's network uses Extreme Networks switching equipment, which was selected several years ago via a competitive process. While this equipment can be purchased from several vendors, we recommend awarding the contract to CIO Solutions for $218,826. This price is 5% below the Western States Contracting Alliance (WSCA) cooperative contract pricing due to added discounts offered by CIO Solutions and Extreme Networks (Attachment 2). Since this purchase is greater than $100,000, Council approval of the purchase order is required. Project Funding Funding for this purchase is currently available from two sources: 1. Current Core Switch Replacement. As noted above, replacement of the current core switch has already been funded in the 2009-11 Financial Plan. However, in order to better time its installation with the dispatch center and radio system upgrade projects, we recommend C6 -0"k Network Switch Upgrade Page 3 accelerating funding from 2010-11 to 2009-10. Given the two-year nature of the City's Financial Plan, there will be no net fiscal impacts resulting from this schedule change. 2. Radio System Upgrade. A key factor in our recommendation to improve the reliability of the City's network at this time is the installation IP-based radio system upgrade. As such, we recommend funding the balance of the upgrade ($93,826) from the radio system upgrade project budget. While we did not know the specifics at the time, we knew network upgrades would be required for the IP-based radio system, and accordingly, funding is available for this purpose in the project budget. ALTERNATIVES Do Not Approve the System Improvements The Council could decide not to accelerate funding and improve the reliability of the City's network and the mission-critical applications that run over it. However, given that funding is available to make these improvements and that the best timing to do so is in conjunction with the dispatch center and radio system upgrade projects, we do not recommend this option. Do Not Purchase the Network Equipment from CIO Solutions We could prepare formal bids for the purchase of the Extreme Networks equipment rather than purchasing it from CIO Solutions. This is not recommended for three reasons: 1. As outlined in Attachment 2, the proposed pricing from CIO Solutions is 5% less than cooperative purchasing pricing (40% discount versus 35%); and Extreme Networks has assured us that this is the best pricing available from their authorized resellers. 2. CIO Solutions was previously awarded the contract for the installation and maintenance of our existing network. And while City staff will take the lead responsibility for installing the two new switches, advice from CIO Solutions as needed will be valuable. The current proposal from CIO Solutions includes an estimate of $21,888 for installation services. However, this will be billed on a time-and-materials basis and is likely to be less. 3. Given the above, not purchasing from CIO Solutions would use limited staff resources to develop a formal bid package and would delay project completion. ATTACHMENTS 1. Excerpt from 2009-11 Financial Plan, Appendix B: Capital Improvement Plan 2. Proposed pricing discount from CIO Solutions GAnfomiation TechnologyUnformation Technology Division\Switch Upgrade,\CAR-CIO Network Switch Upgrade.doc Attachment �- TECHNOLOGY INFRASTRUCTURE CIP Project Summary Maintaining the City's technology infrastructure will cost $125,000 for switch replacement in 2010-11 and $400,000 for replacement/upgrade of the storage area network in 2011-12. Project Objectives 1. Ensure reliable technology operations. 2. Meet the electronic storage needs of the City. 3. Provide for future growth of electronic information. 4. Improve network performance. 5. Increase productivity. Existing Situation Core Switch Replacement The core switch of the City's network is an Extreme Networks BlackDiamond installed in 2003. Extreme Networks will stop supporting our core switch in 2010. After 2010, we will not be able to maintain the 24/7,4 hour response time maintenance agreement with Extreme Networks. As the core of the City's network, all network services are dependent upon the reliability of this switch. If the core switch were to fail, we would lose most of the network services that are relied upon by all City departments. Additionally, our current B1ackDiamond is also unable to take advantage of newer technologies that provide increased bandwidth,performance and user productivity. Storage Area Network (SAN). The City's current NetApp-based SAN capacity is 8 Terabytes. The SAN is currently at 80% of capacity. Information Technology (IT) has implemented a number of extensive data reduction strategies but IT does not believe they will take the City through 2009-11 without a major SAN upgrade. The City's current system has already been upgraded to its maximum capacity. By 2011-12, the SAN will be over eight years old, which is beyond the technological estimate useful life of systems like this of five to seven years. Goal and Policy Links 1. Financial Plan productivity policy that recognizes the importance of new technology and related capital investments in improving productivity. 2. Adopted Budget and Fiscal policies to use capital investments to improve productivity. Environmental Review No environmental review is needed. Project Constraints and Limitations Other than cost, there are no significant project constraints or limitations. Stakeholders Information Technology, all City network users, and all City website users. 3-411 ��— TECHNOLOGY INFRASTRUCTURE Project Phasing and Funding Sources Project Costs by Phase Project Costs Budget-to-Date 2009-10 2010-11 2011-12 2012-13 Total Equipment Acquisition Core Switch 125,000 125,000 Storage Area Network 1 400,000 400,000 Total - - 125,000 400,000 - 525,000 Project Funding by Source Project Funding Sources Budget-to-Date 2009-10 2010-11 2011-12 2012-13 Total General Fund 106,100 340,000 446,100 Water Fund 7,500 24,000 31,500 Sewer Fund 6,300 20,000 26,300 Parking Fund 3,800 12,000 15,800 Transit Fund 1,300 4,000 5,300 Total - - 125,000 1 400,000 1 525,000 Key Project Assumptions Network storage will grow at projected rates. Project Manager and Team Support Project Manager Steve Schmidt,Information Technology Manager Project Team Information Technology staff Alternatives 1. Deny the Project, Defer or Re phase the Request. The City will have to find ways to further reduce organization-wide data storage. Based upon our extensive experience to-date, it is unlikely that the City can significantly reduce current and projected data storage needs and still provide reasonable access to mission- critical data. Maintenance costs will also increase as the SAN ages. After 2010, we may not be able to obtain spare parts for our core switch and any failures would take at least several days to recover from. 2. Change the Scope of the Project. While we can defer these upgrade, there are no cost-effective, reasonable scoping options. C�b-S 3-412 chment d-- TECHNOLOGY INFRASTRUCTURE Operating Program Information Technology Project Effect on the Operating Budget Project Management Information Technology Staff Switch Replacement: 200 hours SAN Replacement: 400 hours Operations and Maintenance After Implementation No direct ongoing fiscal impacts are likely after making these improvements. However, productivity should increase. �b Vb 3-413 - Attachm`bfit 2000 rCONNECTIVITY • INTEGRATION OUTSOURCING CIO SOLUTIONS 320 S. Kellogg Ave, Suite B Goleta, CA 93117 December 21, 2009 Steve Schmidt Information Technology Manager, City of San Luis Obispo 990 Palm Street San Luis Obispo, CA 93401 Dear Mr. Steve Schmidt This letter is to confirm that in regards to the Extreme Radio Core Upgrade project,the City of San Luis Obispo will be receiving 40 percent off of list price from CIO Solutions. This is in comparison to the 35 percent discount provided through the WSCA program. Sincerely, John Petote CEO, CIO Solutions E 0 4 N C Q i O N 0 u 3 3 33 �b^ 7 Q0 SoUL11 Aw[)U, , SUit" R Santa RarLara, Ca1ilornia 93117 phone:[So;1 692.6100 j,r.c:iS031 dy2.6701 At#achmeri 2� - B City of San Luis Obispo 320SouM Karoyy,Sw ea ®� Migue/Guardado Goleta 6193117 L phone.'Wj 692.6700 Radio Core Upgrade Opt 1 Revised lax:W1692.6701 CIO SOLUTIONS 1 12/4/2009 1 jEricEn9myr putt wse IXtlC'I SdLs dare Q.t d.t wduitl tlah rlVW31Etl s^ip.ia orolett St.' !=n d�'Puon qty pnc�ea Price ext City Hall Black Diamond 8806 6-Slot Chassis(Includes Fan Tray) 1 4,995.00 4,995.00 BlackDiamond 8800 8-port 10GBASE-XFP 1 17,995.00 17,995.00 BlackDiamond 8800 48-port IOOOBASE-X minFGBIC 2 15,995.00 31,990.00 BlackDiamond 8800 Management Switch Module,optional I/O port 2 9,995.00 19,990.00 BD 8806 600W/900W 100-240V PSU 3 .1,995.00 5,985.00 BlackDiamond 8880 ExtremeWare XOS Core software upgrade 1 91995.00 91995.00 10GBASE-LR XFP,LC Connector 2 2,995.00 51990.00 Power Cords(NEMA 120V) 10 15.00 150.00 Summit X450e-48p 48 10/100/1000BASE-T with PoE,4 unpopulated mini-GBIC.ports 2 7,495.00 14,990.00 Option card,two unpopulated 10 Gigabit XFP slots,compatible with Summit X350,Summit X450e,Summit X450a 2 2,495.00 4,990.00 10GOASE-SR XFP,LC Connector 4 1,995.00 7,980.00 Total List price: 1251050.00 40%Discount: 50,020.00 Hardware and Software Subtotal after discount: 75,030.00 Fire 1 Black Diamond 8806 6-Slot Chassis(Includes Fan Tray) 1 4,995.00 4,995.00 BlackDiamond 8800 8-port 10GBASE.XFP 1 17,995.00 17,995.00 BlackDiamond 8800 24-port 1DOOBASE-X mini-GBIC 2 12,995.00 25,990.00 BlackDiamond 8800 Management Switch Module,optional UO port 2 9,995.00 19,990.00 BD 8806 60OW/90OW 100-240V PSU 3 1,995.00 5,985.00 BlackDlamond 8880 ExtremeWare XOS Core software upgrade 1 9,995.00 9,995.00 10GBASE-LR XFP,LC Connector 2 2,995.00 5,990.00 Power Cords(Right Angle 220V) 6 25.00 150.00 Sumit 48 10/100/1000BASE-T with PoE,4 unpopulated mini-GBIC ports, 3 7,495.00 22,485.00 Option card,two unpopulated 10 Gigabit XFP slots,compatible with Summit X350,Summit X450e,Summit X450a 2 2,495.00 4,990.00 10GBASE-SR XFP,LC Connector 4 '1,995.00 7,980.00 Stack cable.5 Meter 2 195.00 390.00 Stade cable 3 Meter 1 395.00 395.00 Total List Price: 127,330.00 40%Discount: 50,932.00 Hardware and Software Subtotal after discount 76,398.00 Radio Switches Extreme Summit X450e-24P 10/100/1000BASE-T with PoE,4 unpopulated mini-GBIC ports 7 4,995.00 34,965.00 Total List Price: 34,965.00 40%Discount 13,986.00 Hardware and Software Subtotal after discount: 20,979.00 Corporation Yard 10GBASE-LR XFP,LC Connector 4 2,995.00 11,980.00 Option card,two unpopulated 10 Gigabit XFP slots,compatible with Summit X350,Summit X450e,Summit X450a 1 2,495.00 2,495.00 Total List Price: 14,475.00 40%Discount: 5,790.00 Hardware and Software Subtotal after discount 8,685.00 City Hail Support ErtremeWorks 4 Hour Advanced Hardware Replacement Support 97007-8806 1 1,400.00 1,400.00 97007-msm-48c 2 1,330.00 2,660.00 97000-coreupg 1 1,500.00 1,500.00 97007-x45Oe-48p 2 810.00 1,620.00 97007-xgm2-2xf 3 420.00 1,260.00 97007-srxfp 4 240.00 960.00 97007-xgm2-2xf 1 420.00 420.00 r� �p —5- A achmOnt.�® 97007-X450E-24P 7 490.00 3,430.00 Total List Price: 13,250.00 5%Discount: 662.50 Hardware and Software Subtotal after discount: 12,58750 Fire 1 Support ExtremeWorks 4 Hour Advanced Hardware Replacement Support 97007-8806 1 1,400.00 1,400.00 97007-msm-48c 2 1,330.00 2,660.00 97000-coreupg 1 1,500.00 1,500.00 97007-x450e-48p 3 810.00 2,430.00 97007-xgm2-2xf 2 420.00 840.00 97007-srxfp 4 240.00 960.00 Total List Price: 9,790.00 5%Discount:- 489.50 Hardware and Software Subtotal after discount: 9,300.50 'Estimated price only. This phase may take less or more time than the estimate. All labor estimates include any ager-hours rates,as specified in the Needs Analysis Doatme ll: +noes quoted are wb)ect to charge. -Product availability is dependent on vmtlor/manutacturer supply. Parts subtotal: 181,092.00 -Return acceptance is at the discredon of 00 Solutions;a Delivery: n/e restocking fee may apply. Tu: 15,845.55 -A deposit may be required prior to order placemen. Installation and service estimates: 21,888.00 Tonal: 218,825.55 Leasing Info:(minimum transaction size is$1000) tearing Option: per month Leasing price shown is per month and based on a 36 month$1.00 buyout lease.(other leasing options available) Rates provided are for estimating purposes only and may vary from actual final lease rates based on timing and customer vedR variations. C 6 -�