HomeMy WebLinkAboutOrdinance No. 2599-2011rti«<ry O/
KENAI, SKA
Suggested by: Administration
CITY OF KENAI
ORDINANCE NO. 2599 -2011
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AUTHORIZING
A BUDGET TRANSFER WITHIN THE GENERAL FUND AND INCREASING ESTIMATED
REVENUES AND APPROPRIATIONS IN THE INFORMATION TECHNOLOGY CAPITAL
PROJECT FUND FOR CITYWIDE INFORMATION TECHNOLOGY UPGRADES.
WHEREAS, the Administration has identified three information technology (IT) project
to streamline the administration and strengthen the security and performance of the
City's IT infrastructure; and,
WHEREAS, excess funds are available as a result of savings experienced during the
City's insurance renewal process of $47,731 and an additional $48,529 in Alaska
Public Entity Insurance member dividend credit received towards the City's FY12
insurance ; and,
WHEREAS, the integrity, efficiency, and security of the City's IT infrastructure and
data is in the best interest of the City and the citizens it serves.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA that the following budget transfer be made:
General Fund
Decrease - Non - Departmental:
insurance
$63 000
Increase - Non Departmental:
Transfer to Other Funds $63,000
BE IT FURTHER ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA that
estimated revenues and appropriations be increased as follows:
Information Technology Capital Project Fund
Increase Estimated Revenue:
Transfer from Other Funds
Increase - Appropriations:
Machinery & Equipment
63,000
$36,000
Professional Services 5,000
Construction 22,000
$63,000
New Text Uuderlined• [DELETED TEXT BRACKETED
Ordinance No. 2599 -2011
Page 2 of 2
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 160, day of
November, 2011.
ATTEST:
Corene Hall, Deputy City Clerk
Approved by Finance:
PAT PORTER, MAYOR
Introduced: November 2, 2011
Adopted: November 16, 2011
Effective: November 16, 2011
New Text Underlined; [DELETED TEXT BRACKETED]
\the
KENAI, ALASKA
Villa" with a Past, C# with a Future"
FINANCE DEPARTMENT
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907 - 283 -7535 ext 221 / FAX: 907 - 283 -3014
To: Rick Koch, City Manager
From: Dan Castimore, IT Manager
Date: October 24, 2011
Re: City Data Center
The purpose of this memo is to discuss the City's current Information Technology Infrastructure.
Current Situation:
The City currently has 12 servers located in 4 separate locations. There are 3 servers on the floor in a
back room at the Library. There are 4 servers on the floor in the copy room at City Hall. The public safety
building houses 4 servers in the dispatch center which provide the services for the Police Department.
Finally, there is a server in a storage closet at the fire department.
There are separate Internet connections at each location, each of which uses a different firewall for
protection. This requires three different sets of firewall rules, and separate management techniques for
each location. The backup power is provided by a number of different UPS systems, city hall has 3
different units, the library has 2 different units, and public safety has 3 different units. Each of these
requires battery replacement on a different schedule, and support varying loads that make it difficult to
add new equipment.
The only location with any type of environmental control is the library, which has a ceiling mounted air
conditioner. The other locations store the equipment in a room that is also used for different purposes.
Police department servers are housed in the dispatch center, and the noise of the servers makes it
impossible to use the third dispatch station. At city hall the servers are in a shared copy room with no
access control. Both of the locations have problems with cooling and dust.
The public safety building is the only location with both a generator to provide backup power and a
location that is staffed 24 hours per day. Backup power and good security make the Public Safety
Building the desirable location for the City's data center.
DRAFT 2.0 10/26/2011
Proposed Options
Option 1
Do nothing. The city will continue to use the current IT Infrastructure.
Advantages
No cost for room improvements.
Disadvantages
• Increased risk of premature equipment failure as a result of poor environmental conditions.
• Increased risk of data security breach due to inconsistent firewall policy and physical access
controls.
• Increased future IT spending when implementing new technologies due to limited options for
server virtualization.
• Increased risk of equipment damage from loss of power.
• Increased cost of managing equipment at three different locations.
Option 2
Upgrade server rooms at each location to data center standards. This would require the installation of
physical access controls and environmental controls at each location. A climate controlled rack would be
installed at each location along with a new UPS.
!Advantages
• No cost for building rewiring.
• Faster implementation
Disadvantages
• High cost of installing duplicate equipment at each location
• Limited expansion options.
• Increased future IT spending when implementing new technologies due to limited options for
server virtualization.
• Increased cost of managing equipment at three different locations.
• Additional noise from the climate controlled rack.
• Increased power consumption and software licensing costs for redundant equipment.
Option 3
Create a data center at the public safety building and relocate all server equipment and internet
connections to this location. Install an air conditioner, large UPS, and a physical access control system.
Install racks for the servers, network gear, SCADA equipment, and public safety radio equipment. This
project could be split into three phases. The first would include the construction, UPS, electrical work,
and purchase of racks. The second would include the installation of an air conditioner. The third phase
would be to rewire the public safety building networks to terminate in the new data center.
DRAFT 2.0 10/26/2011
SCADA equipment would be moved to this location as part of a future SCADA telemetry upgrade. The
public safety radio equipment would be moved to this location as part of a future project to replace the
existing radio equipment.
Advantages
• Ease of management due to only having one location.
• Backup generator already installed.
• Physical security is improved by 24 hour staffing, and location in close proximity to the city
police department.
• Reduction of noise.
• Room for long term expansion.
Disadvantages
• Loss of space currently in use by other departments at the public safety building
• Cost of rewiring public safety building's data network to new data center.
'Recommendation
Option 3 will best meet the long term goals of the administration including virtualization and improving
data security. This option will also help prepare us for VOIP and provide a climate controlled
environment to house the public safety radios and SCADA equipment in the future.
DRAFT 2.0 10/26/2011
City of Kenai
Proposed IT Infrastructure Updates - Prepaired by: Dan Castimore, IT Manager
3 SURTD5000XLT
9 SURT192XLBP
3 AP7862
2 CCN8000T
Total
Option 2
APC Smart -UPS RT 5000VA 208V $ 3,525.00 $ 10,575.00
APC Smart -UPS RT 192V Battery Pack $ 979.00 $ 8,811.00
APC Rack PDU Metered Zero U 5.7kW 100V $ 434.47 $ 1,303.41
ClimateCab NEMA 12 Server Cabinet with M6
Rails and 8000 btu air conditioner $ 4,509.00 $ 9,018.00
$ 29,707.41
Option 3, Phase 1
1 SUVTP2OKF4B4S Smart -UPS VT 20kVA 208V w/4 Batt. Mod $ 13,100.00 $
4 AP7862 APC Rack PDU Metered Zero U 5.7kW 100V $ 434.47 $
APC NetShelter SX Rack Enclosure with Roof and
2 AR3300 Sides - 42U $ 1,600.00 $ 3,200.00
2 2U Wiring Rack $ 1,500.00 $ 3,000.00
13,100.00
1,737.88
Total
Cable Ladder (Cable Management) $ 3,855.00 $ 3,855.00
Construction materials and labor $ 13,000.00 $ 13,000.00
Cable Management for racks $ 2,425.00 $ 2,425.00
Total
Total
Option 3, Phase 2
Liebert Challenger 3000 17.5kw Air Conditioner
with installation.
Option 3, Phase 3
Rewire public safety building network wiring.
Parts & Labor.
Option 3 Total Costs
$ 40,317.88
50,000.00 $ 50,000.00 "!
50,000.00
$ 25,000.00 $ 25,000.00
25,000.00
Phase 1
Phase 2
Phase 3
Total
$50,000.00
$25,000.00
$115,317.88
Future Expansion
-n
Future Expansion
UPS Gear
Server Gear
Wiring Rack
Spare Wiring Rack
Ntlie ci9/ 0/
KENAI, ALASKA
"kllfage with a Past, Ci y with a Future"
FINANCE DEPARTMENT
210 FideIgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907- 283 -7535 ext 221 / FAX: 907 - 283 -3014
To: Rick Koch, City Manager
From: Dan Castimore, IT Manager
Date: October 26, 2011
Re: City Telephone Systems
The purpose of this memo is to discuss the City's current telephone systems.
Current Situation:
The City currently has Nortel phone systems at the City Hall, Library, Public Safety building, Fire Station
2, Airport, Senior Center, and City Shop. Each of these systems has dedicated trunk lines, and are not
connected together. We have an assortment of systems, from the Nortel Norstar ICS, to the CICS, and
the MICS. These systems all use the same telephones, but no other parts are interchangeable.
Nortel is no longer in business, the products have been discontinued, and support is now offered by
Avaya. The phone systems are no longer serviceable or upgradeable; parts are only available from third
party companies. The PBX at City Hall has been having problems, requiring it to be restarted every few
weeks. This is an indication that the system is failing, and that any day it may stop functioning.
A voice over IP (VOIP) telephone system is the current replacement technology for a telephone PBX.
VOIP combines telephones and computer networks into one system. This simplifies cable management
as there is no longer a need for legacy telephone wiring and equipment. A number of vendors produce
VOIP systems including Cisco, Mitel, Avaya, and others. As the Borough, School District, Hospital, and
College all use Cisco systems, that is what will be discussed in this memo.
Proposed Opti.o
Option 1
Purchased refurbished Nortel equipment in the event of a PBX failure. The new equipment will need to
be reprogrammed by ACS before it will work.
Advantages
There are no immediate costs unless a PBX fails.
DRAFT 3.0 10/26/2011
aisad evuntages
If any of these systems fails, the cost to the city in both time, and lost productivity will be very high. Any
costs associated with repairs will be lost when the city eventually moves to a new telephone platform.
Option 2
Purchase and install a new VOIP system in the event of a PBX failure. A contractor will be hired to
implement the new system on an emergency basis.
!tdvan2rages
There are no immediate costs unless a PBX fails and any costs associated will not be lost in the future.
Disadvantages
The amount of time to get a new VOIP system in place will be measured in weeks, not days. Hiring a
consultant to do an emergency replacement will be very costly. The risk of purchasing items we do not
need, or not purchasing items we do need, is higher due to the constrained timeline.
Option 3
Purchase and install a new VOIP system before a PBC fails. This would be a multiphase project.
Phase 1 would be to create a plan to migrate to VOIP. Do as much development work as possible, and
hire a consultant to help draft a proposed equipment list.
Phase 2 would be to install a VOIP system for City Hall.
Phase 3 would be to install VOIP for the Public Safety Building and Library.
Phase 4 would be to install VOIP at other remote locations.
Advantages
Any work that is done will be reusable in the future. The timeline will be flexible and allow the best rates
for a consultant. If a PBX fails, we can implement VOIP much faster, and at a lower cost.
Disadvantages
This is the most costly option.
eci mmendation.
Option 3 is recommended because it reduces the City's risk in the event of a PBX failure and provides a
phased approach to phone system replacement citywide. Phase 1 to be funded from FY12 budget, with
other phases proposed in future fiscal years to be determined after technical analysis phase.
DRAFT 3.0 10/26/2011
City of Kenai
Proposed Phone System Updates - Prepaired by: Dan Castimore, IT Manager
1 MCS782815 -K9 -WL8
17 CP- 8945 -K9=
7 CP- 9971 -C- CAM -K9=
7 CP- CKEM -C=
2 C3KX- PWR- 715WAC=
2 WS- C3560X -24P -L
2 C3KX- NM -1G=
2 GLC- SX -MM=
1 CP -7937G
4 ATA187 -11 -A=
1
1
Option 2 (Replace City Hall PBX)
Cisco Unified Communications Manager Biz Edition 5000 $ 11,046.75 $ 11,046.75
Cisco Unified Phone 8945, Phantom Grey, Standard Handset $ 341.25 $ 5,801.25
Cisco UC Phone 9971, Charcoal, Std Hndst with Camera $ 646.75 $ 4,527.25
Cisco Unified IP Color Key Expansion Module, Charcoal $ 321.75 $ 2,252.25
Catalyst 3K -X 715W AC Power Supply $ 650.00 $ 1,300.00
Catalyst 3560X 24 Port PoE LAN Base $ 2,730.00 $ 5,460.00
Catalyst 3K -X 1G Network Module $ 325.00 $ 650.00
GE SFP, LC connector SX transceiver $ 325.00 $ 650.00
Cisco UC Conference Station 7937 Global $ 841.75 $ 841.75
Cisco ATA 187 with configurable impedance $ 195.00 $ 780.00
ACS Installation and Engineering $ 2,500.00 $ 2,500.00
Consultant hired to manage entire project $ 15,000.00 $ 15,000.00
Total $ 50,809.25
Total
1 MCS782815 -K9 -WL8
17 CP- 8945 -K9=
7 CP- 9971 -C- CAM -K9=
7 CP- CKEM -C=
2 C3KX- PWR- 715WAC=
2 WS- C3560X -24P -L
2 C3KX- NM -1G=
2 GLC- SX -MM=
1 CP -7937G
4 ATA187 -11 -A=
1
Total
Option 3 Phase 1.
Consultant to help with technical issues on
Option 3 Phase 2
Cisco Unified Communications Manager Biz Edition 5000
Cisco Unified Phone 8945, Phantom Grey, Standard Handset
Cisco UC Phone 9971, Charcoal, Std Hndst with Camera
Cisco Unified IP Color Key Expansion Module, Charcoal
Catalyst 3K -X 715W AC Power Supply
Catalyst 3560X 24 Port PoE LAN Base
Catalyst 3K -X 1G Network Module
GE SFP, LC connector SX transceiver
Cisco UC Conference Station 7937 Global
Cisco ATA 187 with configurable impedance
ACS Installation and Engineering__
5,000.00 $ 5,000.00
$ 5,000.00
$ 11,046.75 $ 11,046.75
$ 341.25 $ 5,801.25
646.75 $ 4,527.25
321.75 $ 2,252.25
650.00 $ 1,300.00
2,730.00 $ 5,460.00
325.00 $ 650.00
325.00 $ 650.00
841.75 $ 841.75
195.00 $ 780.00
2,500.00 $ 2,500.00
$ 35,809.25
45 CP- 8945 -K9=
1 C3KX- PWR- 715WAC=
1 WS- C3560X -24P -L
1 C3KX- NM -1G=
1 GLC- SX -MM=
3 ATA187 -11 -A=
Option 3 Phase 3
Cisco Unified Phone 8945, Phantom Grey, Standard Handset
Catalyst 3K -X 715W AC Power Supply
Catalyst 3560X 24 Port PoE LAN Base
Catalyst 3K -X 1G Network Module
GE SFP, LC connector SX transceiver
Cisco ATA 187 with configurable impedance
$ 341.25 $ 15,356.25
$ 650.00 $ 650.00
$ 2,730.00 $ 2,730.00
$ 325.00 $ 325.00
$ 325.00 $ 325.00
$ 195.00 $ 585.00
_.:..— -- _ _ _._ _ _ .__ — .------------ - - -___ �_ ��. —.—m =— — � m —� - ...__.__.._ate
Total $ 19,971.25
32 CP- 8945 -K9=
1 C3KX- PWR- 715WAC=
1 WS- C3560X -24P -L
6 3560CG -8PC -S
7 ATA187 11 -A=
Option
Phase 4
Cisco Unified Phone 8945, Phantom Grey, Standard Handset
Catalyst 3K -X 715W AC Power Supply
Catalyst 3560X 24 Port PoE LAN Base
Catalyst 3560CG 8port POE switch
Cisco ATA 187 with configurable impedance
$ 341.25 $ 10,920.00
$ 650.00 $ 650.00
$ 2,730.00 $ 2,730.00
$ 1,166.75 $ 7,000.50
$ 195.00 $ 1,365.00
Total $ 22,665.50
Option 3 Total Costs
Phase 1
Phase 2
Phase 3
Phase 4
Total
$5,000.00
$35,809.25
$19,971.25
$22,665.50
$83,446.00
KENAI, ALASKA
"Village with a Past, C# with a Future
FINANCE DEPARTMENT
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907- 283 -7535 ext 221 / FAX: 907 - 283 -3014
To: Rick Koch, City Manager
From: Dan Castimore, IT Manager
Date: October 24, 2011
Re: Data backup system
The purpose of this memo is to discuss the City's current data backup system, propose several possible
changes and make a recommendation for implementation.
Garret Situation:
Data backup is currently handled in a fragmented manor. There are a variety of backup methods at City
Hall, the Library, and at the Public Safety building. The City currently has approximately 2,780 gigabytes
of data (2.78Tb). Not all of this data is backed up due to limited storage capacities. The data that is
backed up does not follow a uniform schedule; some items are backed up daily, while others are backed
up weekly, or semi - weekly. Retention is also not uniform; some data is stored for a week, while other
data is stored for 3u days or longer. The City uses software from Symantec called Backup Exec. This
software is currently out of date and needs to be updated. With annual maintenance fees this software
will not need to be upgraded again.
As any new option will back up all city data, including the Police Department, it will need to be housed in
the public safety building for security reasons. The Public Safety building is also the only building to have
a generator, and is staffed 24 hours a day.
Proposed Options
Option z
Do nothing. The city will continue to use the current backup system.
Advantages
The cost of making any changes will be significant. If nothing is done, no software or hardware other
than replacement media would be required.
Data Backup Memo 10/24/2011
Oisadvuatacges
Sufficient backup space is not available to support current levels of data. The city will have to backup
less information, or backup less frequently without additional storage. Not all data is backed up, and
data that is backed up isn't always done so on a daily basis. Because backups are done in three locations,
managing the tapes is a complex process. Restoring data is a time consuming process as tapes must be
located and loaded before any backup can begin. Because data is stored at the same location as the
original systems, catastrophic failures would result in massive data loss.
Optuaan 2
Purchase a server with a moderate amount of onboard storage. Purchase upgraded licenses for our
backup software and consolidates to one backup server. Backup City data to an offsite provider (Backup
to the Cloud).
Advantages
The vendor will be responsible for maintaining the storage hardware, and making sure that the backups
are available. Catastrophic failures would not result in any data loss. Growth of data size is not an issue
as we pay only for what we use.
Disadvearatages
The bandwidth required to upload all of the data generated each month would require the city to
purchase a larger internet connection. The monthly cost to store data is very high. Because data is
located off site any recovery efforts will take much longer. A full recovery could take days, or weeks.
Option 3
Purchase a server with limited onboard storage. Purchase upgraded licenses for our backup software
and consolidates to one backup server. Use a network attached storage (NAS) device for storage.
Advantages
The storage system is easily upgradeable to accommodate any future growth.
Disadvantages
NAS has a limited transfer speed and uses a proprietary interface. While this would provide protection
to the City Hall or Library in the event of a catastrophic failure, the public safety building would still be a
single point of failure. This could be rectified by purchasing a second NAS and housing it at another
location.
Option 4
Purchase a server with limited onboard storage. Purchase upgraded licenses for our backup software
and consolidates to one backup server. Use a storage area network (SAN) for storage.
Advantages
This option provides excellent performance and expansion capabilities.
Data Backup Memo 10/24/2011
Disadvantages
This is the most expensive option. While this would provide protection to the City Hall or Library in the
event of a catastrophic failure, the public safety building would still be a single point of failure. This
could be rectified by purchasing a second SAN and housing it at another location.
Option 5
Purchase a server with the maximum available onboard storage. Purchase upgraded licenses for our
backup software and consolidates to one backup server.
Advantages
This option is the most economical, and provides the best performance. It is also the simplest to
implement.
Disadvantages
Expansion would be more difficult than with other solutions. While this would provide protection to the
City Hall or Library in the event of a catastrophic failure, the public safety building would still be a single
point of failure. This could be rectified by purchasing a second server and housing it at another location.
Recommendation
Option 5 is the most economical solution and would meet the administration's goals. This will also be
the easiest to implement.
Data Backup Memo 10/24/2011
City of Kenai
Proposed Backup Solutions - Prepaired by: Dan Castimore, IT Manager
1 Symantec Backup Exec 2010 for Windows Server - Essential Support $ 139.50 $ 139.50
1 Symantec Backup Exec 2010 Agent for Microsoft Exchange Server - Essential S $ 139.50 $ 139.50
1 Symantec Backup Exec 2010 Agent for Microsoft SQL Server - Essential Suppor $ 139.50 $ 139.50
6 Symantec Backup Exec 2010 Agent for Windows Systems - Essential Support $ 83.70 $ 502.20
Total $ 920.70
1 Symantec Backup Exec 2010 for Windows Server - version upgrade license $ 534.12 S 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft Exchange Server - version upg $ 534.12 $ 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft SQL Server - version upgrade $ 534.12 $ 534.12
6 Symantec Backup Exec 2010 Agent for Windows Systems - version upgrade licen $ 318.87 S 1.913.22
Dell PowerEdge R410, Dual Xeon E5620 CPU, 12gb RAM, 4x 300Gb HD, Reduntant
Power Supply, Windows Server 2008R2 Standard, iDRAC6 Enterprise, ReadyRails
1 with Cable Management Arm, Syr Basic Hardware Warranty $ 5,387.04 $ 5,387.04
1 Amazon Simple Storage Service charges for 5Tb of storage for 1 year $ 8,400.00 $ 8,400.00
Total $ 17,302.62
Annual Reoccuring Costs: $ 9,320.70
5 Year Total Cost: $ 54,585.42
Q, tion 3 Costs
1 Symantec Backup Exec 2010 for Windows Server - version upgrade license
1 Symantec Backup Exec 2013 Agent tor Microsot Exchange Server - version upg
1 Symantec Backup Exec 2010 Agent for Microsoft SQL Server - version upgrade
6 Symantec Backup Exec 2010 Agent for Windows Systems - version upgrade licen
Dell PowerEdge R410, Dual Xeon E5620 CPU, 12gb RAM, 2x 146Gb HD, Reduntant
Power Supply, Windows Server 2008R2 Standard, iDRAC6 Enterprise, ReadyRails
1 with Cable Management Arm, Syr Basic Hardware Warranty
1 Netgear ReadyNAS 4200
$
534.12 $ 534.12
34.11 S 534.12
534.12 $ 534.12
318.87 S 1,913.22
$ 4,516.62 $ 4,516.62
$ 13,175.00 $ 13,175.00
Total $ 21,207.20
Annual Reoccuring Costs: $ 920.70
5 Year Total Cost: $ 24,890.00
1 Symantec Backup Exec 2010 for Windows Server - version upgrade license $ 534.12 $ 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft Exchange Server - version upg $ 534.12 $ 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft SQL Server - version upgrade $ 534.12 $ 534.12
6 Symantec Backup Exec 2010 Agent for Windows Systems - version upgrade licen $ 318.87 $ 1,913.22
Dell PowerEdge R410, Dual Xeon E5620 CPU, 12gb RAM, 2x 146Gb HD, Reduntant
Power Supply, Windows Server 2008R2 Standard, iDRAC6 Enterprise, ReadyRails
with Cable Management Arm, Syr Basic Hardware Warranty
1 $ 4,516.62 $ 4,516.62
1 Equallogic iSCSI Storage Area Network 32Tb $ 32,000.00 $ 32,000.00
Total $ 40,032.20
Annual Reoccuring Costs: $ 920.70
5 Year Total Cost: $ 43,715.00
C
1 Symantec Backup Exec 2010 for Windows Server - version upgrade license $ 534.12 $ 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft Exchange Server - version upg $ 534.12 $ 534.12
1 Symantec Backup Exec 2010 Agent for Microsoft SQL Server - version upgrade $ 534.12 $ 534.12
6 Symantec Backup Exec 2010 Agent for Windows Systems - version upgrade licen $ 318.87 $ 1,913.22
Dell PowerEdge RS10, Dual Xeon E5620 CPU, 12gb RAM, 2x 149Gb HD, 12x 3Tb
HD, Reduntant Power Supply, Windows Server 2008R2 Standard, iDRAC6
1 Enterprise, ReadyRails with Cable Management Arm, Syr Basic Hardware Warranty $ 14,000.00 $ 14,000.00
Total $ 17,515.58
Annual Reoccuring Costs: $ 920.70
5 Year Total Cost: $ 21,198.38