Title
AN ORDINANCE AMENDING THE 2017 BUDGET OF THE CITY OF COMMERCE CITY, COLORADO BY APPROPRIATING A PORTION OF THE DESIGNATED RETAINED EARNINGS IN THE INFORMATION TECHNOLOGY FUND IN THE AMOUNT OF $500,000 FOR SERVER, STORAGE AND BACKUP UPGRADE SERVICES INCLUDING THE PROVISION OF RELATED HARDWARE AND SOFTWARE AND AUTHORIZING THE EXPENDITURE THEREOF.
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Summary and Background Information:
The IT Internal Service fund was created a number of years ago with the intent of spreading out expenses over time, rather than large fluctuations year-to-year in IT replacement costs, including computer replacement and network hardware replacement. Replacing the IT network hardware is a routine part of maintaining the IT infrastructure and includes the servers, storage, networking, IT security and phone system. The current IT servers, storage and backup technologies are end of life and have served the city well over the last seven years.
Identified in the 2017 Work Plan under City Council Goal #2 as Outcome 2.4 - Reliable, scalable, available and secure technology, which this project directly supports and is critical to achieving this outcome. While part of the 2017 work plan, the assessment was incomplete until December 2016, meaning project costs and technology design were unavailable during the budget process. The Information Technology Department identified funding for the project within the IT Designated Retained Earnings - Network Hardware Replacement; the ordinance requests approving the use of the funds previously collected as part of the IT allocation to replace the network hardware.
In January 2017, Commerce City issued a competitive procurement for a refresh of the current server, storage and backup components as the current components are end of life meaning the manufacture of the technology will no longer support or provide updates for their products. The city procurement process has been followed and a contract and statement of work are currently being finalized based on the RFP.
The second reading of this ordinance and the resolution awarding the contract is on the Council agenda for April 17, 2017, which will include the contract for City Council to review and approve.
Staff Responsible (Department Head): Sheryl Carstens
Staff Member Presenting: Justin Bingham
Financial Impact: $500,000
Funding Source: IT retained earnings - Network Hardware Replacement