TO: Mayor and Commissioners
FROM: Mickey Baker, IT Director
THROUGH: Mark R. Lauzier, City Manager
DATE: January 16, 2018
Title
APPROVAL OF AN AGREEMENT BETWEEN VMWARE AND THE CITY OF DELRAY BEACH FOR SOFTWARE LICENSES AND MAINTENANCE IN AN AMOUNT NOT TO EXCEED $120,000
Recommendation
Recommended Action:
Motion to approve purchase of VMware licenses and support for a three (3) year period through Dell ASAP Software via NASPO contract in an amount not to exceed $120,000.
Body
Background:
VMWare allows the City of Delray Beach (City) to run, manage, connect and secure applications across clouds and devices in a common operating environment.
The City has a significant investment in VMware as a virtualization platform - software that shares the resources in a single robust server so that it can be used by many more independent applications. OSSI (Police E911 System), Telestaff (Fire and Police Time Scheduling/reporting) and a number of critical systems continue to use VMware as does Cartegraph, Laserfiche, Optiview.
When the new Tyler ERP and Interactive Intelligence telephone system were installed, the decision was made to use a product supplied by Microsoft - Hyper-V - for these new systems rather than using VMware because Hyper-V was less expensive than VMWare. Hyper-V has proved to be an unstable platform for our telephone system and video surveillance system. Lack of support from the software vendors for these applications on Hyper-V make it nearly impossible to remediate issues with these applications. In 2016 and 2017, the City did not pay for VMware support, under the belief that Hyper-V would serve the purpose of VMware, however, critical applications still use VMware. We currently have no support on this critical virtualization layer between the application and the hardware.
VMware policy is to require customer’s payment of support in arrears or to pay for new licenses for their software.
Dell ASAP Software Quotation 17103101-R03 and 17103102-R03 will license and support the City VMware environment through October 28, 2018.
Purchasing Policy:
Purchasing Request greater than $65,000 - Accessing contracts from other government agencies and not-for-profit organizations
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval.
Funding Source/Financial Impact:
Funding is available from account number 001160005164641 Repair and Maintenance Police IT.
Timing of Request:
Timing is sensitive to obtain software maintenance support and stabilize the City's computing environment.