DEPARTMENT: Information Technology
FILE TYPE: Consent Action
TITLE
title
Authorization To Purchase Replacement Hardware, Software Subscription Licensing, And Professional Services For Centralized Server Environment
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PURPOSE/ACTION REQUESTED
Authorize the Deputy County Manager to purchase replacement server hardware, software licensing, network equipment, and professional services to upgrade the county’s centralized server environment.
SUMMARY
Dakota County’s Information Technology (IT) department manages a centralized server environment that stores and runs the county’s essential applications. These systems support all county operations, including critical areas such as financial management, public safety, and law enforcement. The county’s current server infrastructure, purchased in 2016, no longer meets the county’s performance, capacity, and security needs. To ensure continued reliability and efficiency, staff recommend:
• Purchasing new server hardware and related network equipment,
• Engaging in three-year licensing and support contracts for software and data backup, and
• Contracting with a third-party provider to configure the network for the new environment.
This upgrade will result in faster system performance, increased server resource capacity, and improved security, ensuring that county services remain reliable and efficient.
The proposed purchases include:
• Dell Servers (Davenport Group, Inc.): Not to exceed $411,664
• VMware Server Licensing (SHI International Corp): $287,700 ($107,124 year 1; $90,288 year 2; $90,288 year 3)
• Veeam Backup Software Licensing (Paragon Development Systems, Inc.): $141,971
• Microsoft Windows Server Datacenter Licensing (SHI International Corp): $86,520
• Network Equipment (Paragon Development Systems, Inc.): $38,988
• Network Equipment (INSIGHT PUBLIC SECTOR, INC.): $2,680
• Professional Services for Network Configuration (CDW Government LLC): Not to exceed $40,000.00
All purchases will be made through approved cooperative purchasing agreements to ensure competitive pricing and compliance with contractual requirements.
RECOMMENDATION
recommendation
Staff recommends the Board authorize the Deputy County Manager to purchase server hardware, software licensing, network equipment, and professional services for a total not to exceed $1,009,523 over the next three years.
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EXPLANATION OF FISCAL/FTE IMPACTS
The total cost for year one of $829,947 is included in the current Information Technology CEP budget. The remaining costs of $180,576 will be paid in subsequent budgets.
☐ None ☒ Current budget ☐ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County requires the replacement of its existing centralized server environment, originally purchased in 2016, as it no longer meets application security and performance needs; and
WHEREAS, the centralized server environment is vital to the county’s business; and
WHEREAS, county staff have reviewed centralized server hardware and software solutions available in the market; and
WHEREAS, county staff identified vendors on the Minnesota State Cooperative Purchasing Venture (CPV) for server and network hardware, software, and professional services, which ensures competitive pricing and compliance with procurement standards; and
WHEREAS, the total cost of Dell server hardware from Davenport Group, Inc. is not to exceed $411,664; and
WHEREAS, the total cost of network hardware from Paragon Development Systems, Inc. is $38,988; and
WHEREAS, the total cost of network hardware from INSIGHT PUBLIC SECTOR, INC. is $2,680; and
WHEREAS, the total cost of a three-year contract with SHI International Corp for Broadcom VMware Server licensing is $287,700, to be paid $107,124 in the first year and $90,288 annually in 2026 and 2027; and
WHEREAS, the total cost of Veeam Backup Software Licensing from Paragon Development Systems, Inc. is $141,971; and
WHEREAS, the total cost of Microsoft Windows Server Datacenter licensing from SHI International Corp is $86,520; and
WHEREAS, the total cost of server network configuration services from CDW Government LLC is not to exceed $40,000; and
WHEREAS, sufficient funds are available in the current operations budget to support these purchases.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Deputy County Manager to execute the following purchases and contracts to replace the centralized server environment in a total amount not to exceed $1,009,523, subject to approval by the County Attorney’s Office as to form:
• Dell Servers provided by Davenport Group, Inc.: Not to exceed $411,664
• VMware Server Licensing provided by SHI International Corp: Not to exceed $287,700 ($107,124 year 1; $90,288 year 2; $90,288 year 3)
• Veeam Backup Software Licensing provided by Paragon Development Systems, Inc.: Not to exceed $141,971
• Microsoft Windows Server Datacenter Licensing provided by SHI International Corp: Not to exceed $86,520
• Network Equipment provided by Paragon Development Systems, Inc.: Not to exceed $38,988
• Network Equipment provided by INSIGHT PUBLIC SECTOR, INC.: Not to exceed $2,680
• Professional Services for Network Configuration provided by CDW Government LLC: Not to exceed $40,000.00
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: None.
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Dan Cater
Author: Ed Kranz