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20 - Data Center Hardware RefreshItem No. 20 TO: City Council Grayson Path, City Manager FROM: Kent Klinkerman, IT Director SUBJECT: Data Center Hardware Refresh DATE: September 14, 2020 BACKGROUND: The City of Paris has a primary data center (PDC) and a secondary data center (SDC). These two data centers are in separate locations for survivability and recovery. Virtual servers and data are continually updated (mirrored) between these two sites. This is referred to as High Availability. Users can be seamlessly shifted to the SDC if the PDC has a performance issue or when routine maintenance is performed on either data center. Additionally, our backup software solution conducts a backup of data each day at the SDC on a separate appliance for Disaster Recovery. The Information Technology critical infrastructure components have a life expectancy. Hardware and software needs of City departments are constantly evolving. These components need to be replaced on a regularly scheduled basis to insure reliability, performance, security and planned expenses. STATUS OF ISSUE: Two issues: 1). The age of the PDC hardware is 5 years. The age of the SDC hardware is 11 years. The Backup hardware storage appliance is 10 years old. 2). Unfortunately, the Backup software solution currently utilized is being phased out due to a merger of two software companies. This project would replace the PDC and SDC hardware (labor and equipment). A new backup appliance would be located at each data center for further redundancy and recovery. The current PDC hardware would be re -purposed to the Disaster Recovery platform. This project addresses the issues outlined. BUDGET: Total cost is $130,000. This is a planned expense split between the 2019-20 and 2020- 21 budget years. There is $66,000 budgeted in each fiscal year in 01-1009-89-01. Sterling Computer Services is being utilized under a professional services contract using Dell Technologies components in consultation with Dell Storage engineers. The equipment is being purchased based on Texas Department of Information Research pricing. The City currently has an account with Dell Computers for our IT infrastructure, therefore they are our existing vendor, consultant and professional service; it is critical to maintain consistency for the entire system with a provider based on the current network, computers, software, hardware, etc. Sterling Computer Services is a contracted professional entity that Dell uses for most of their installations, therefore is most qualified to perform this project. RECOMMENDATION: Approve attached Professional Services Agreement STERLING PR,OFESSIONA,.L SERVICES City of Paris, Texas Remote Hyper -V and Storage Migration Services 08/25/2020 Case 14290 STERLING 1. INTRODUCTION................................................................................................................. 3 2. ENGAGEMENT DETAILS................................................................................................... 3 3. SCOPE OF SERVICE......................................................................................................... 3 4. STERLING'S PRICING METHODOLOGY...........................................................................6 5. PROJECT AND PRICING ASSUMPTIONS......................................................................... 7 6. OUT OF SCOPE................................................................................................................. 8 7. DELIVERY OF RESOURCE(S) -CUSTOMER SCHEDULING ............................................. 8 8. PROJECT COMPLETION................................................................................................... 8 9. CUSTOMER RESPONSIBILITIES...................................................................................... 8 10.CHANGE MANAGEMENT PROCESS................................................................................9 11 ACCEPTANCE OF PROPOSAL.......................................................................................10 APPENDIX A - SUPPORTED SITES.....................................................................................11 APPENDIX B - CHANGE ORDER DOCUMENT ....................................................................12 APPENDIX C - CUSTOMER PROPOSED ENVIRONMENT ..................................................13 DOCUMENT HISTORY.........................................................................................................14 877.242.4074 info@sterlingcompiAers.com www.sterlingcomptiers.com STERLING 1 IIN I r10 I This Statement of Work (SOW) describes the managed deployment services to be provided by Sterling, ("Provider") for Paris, Texas, ("Customer"). The term of this SOW shall begin on the date of the last signature ("Effective Date") as setforth in the Signature Section of this SOW. This SOW shall expire if not executed within ninety (90) days of the date of creation. E.iC VIIIIlllllll i..l.. II I..I..AIIIL.S These Services will be limited to 200 contiguous business Period of Performance Hours conducted over a period of time not to exceed 9 business Weeks. 8:00 AM and 5:00 PM local Sterling Customer time, Monday through Friday, excluding normally observed holidays based Service Normal on a forty (40) hour week. Hours Business 4(")""'I""'llllllllllllm During Project Kickoff, Sterling and Customerwill Hours discuss cutover schedules that may take place after hours to limit production impact at no additional charge for afterhours work. Paris, Texas Place of Performance Remote Services Paris TX 75460 . c lulll6,llll111!ll. IIIIIIIIII' Illllllllll.11lllw�lll l Sterling will provide supplemental expertise to serve as an extension of the Customer's internal staff, as specifically described herein. Remote Hyper -V and Storage M igration Services 2.1 lntrc I:iii i° The following proposal was created after the discussions with the customer on the request to provide new hardware and services to refresh their current Production and DR data center environments. The proposal includes the remote deployment and configuration of the following equipment: • Six (6) Dell PowerEdge R640 Servers • Two (2) Dell ME4024 DAS Storage Arrays • Two (2) Dell DD3300 with Avamar Software After deployment of the new equipment, Sterling will assist with the migration of the existing Hyper -V infrastructure to include the new clusters. Next, Sterling will setup and configure the Hyper -V replication between the Production and DR sites. 877.242.4074 Project Kick Off Conference call with Customer to obtain site-specific information, set expectations, etc. Customer will provide configuration information for any existing infrastructure as needed to prepare for services, prior to engineer onsite arrival Review scope of work, discuss project objectives and expectations Customer to inventory all equipment and confirm receipt at least one week prior to engineer remote start of services ,,,, info@sterlingcomputers.com ) www.Aerlingcomputers.com STERLING 2.1.2 Configure Dell PowerEdge R640 Servers (Prod) • Create Server and Switch connection diagram ■ Work with On -Site resource to rack and stack servers ■ Work with On -Site resource to connect servers to network switches �onfigure Work with On -Site resource to properly configure uplink ports • DRAC interfaces on servers • Configure R640 for Hypervisor role on servers • Install Windows operating system (OS) and enable Hyper -V role • Patch Windows operating system current on all servers • Create Windows Hyper -V Cluster • Join cluster to SCVMM 2.1.3 Configure Dell ME4024 DAS Devices (Prod) • Create DAS and Server connection diagram ■ Work with On -Site resource to rack and stack DAS devices ■ Work with On -Site resource to connect DAS devices to servers ■ Work with On -Site resource to properly configure uplink ports • Configure DAS devices to participate in Windows Cluster 2.1.4 Configure Dell DD3300 Backup Devices (Prod) • Create DataDomain and Switch connection diagram ■ Work with On -Site resource to rack and stack DataDomain devices ■ Work with On -Site resource to connect DataDomain devices to switches ■ Work with On -Site resource to properly configure uplink ports 2.1.5 Configure Dell Avamar Backup Software (Prod) • Verify version of AVE to be deployed, ensuring compatibility with DDOS version. ■ If necessary, upgrade DDOS to supported version for AVE. • Download and deploy Avamar virtual appliance file in Hyper -V manager • Install and configure Avamar software on VM • Connect DataDomain storage to AVE • Configure Avamar backup jobs • Configure backup schedules and policies • Perform full backup of Production environment 2.1.6 Configure Dell PowerEdge R640 Servers (DR) • Create Server and Switch connection diagram ■ Work with On -Site resource to rack and stack servers ■ Work with On -Site resource to connect servers to network switches ■ Work with On -Site resource to properly configure uplink ports • Configure DRAC interfaces on servers • Configure R640 for Hypervisor role on servers • Install Windows operating system and enable Hyper -V role • Patch Windows operating system current on all servers • Create Windows Hyper -V Cluster • Join cluster to SCVMM 2.1.7 Configure Dell ME4024 DAS Devices (DR) 611 vwvw.sterlingcomputers.com STERLING • Create DAS and Server connection diagram ■ Work with On -Site resource to rack and stack DAS devices ■ Work with On -Site resource to connect DAS devices to servers ■ Work with On -Site resource to properly configure uplink ports • Configure DAS devices to participate in Windows Cluster 2.1.8 Configure Dell DD3300 Backup Devices (DR) • Create DataDomain and Switch connection diagram ■ Work with On -Site resource to rack and stack DataDomain devices ■ Work with On -Site resource to connect DataDomain devices to switches ■ Work with On -Site resource to properly configure uplink ports 2.1.9 Configure Dell Avamar Backup Software (DR) • Verify version of AVE to be deployed, ensuring compatibility with DDOS version. a If necessary, upgrade DDOS to supported version for AVE. • Download and deploy Avamar virtual appliance file in Hyper -V manager • Install and configure Avamar software on VM • Connect DataDomain storage to AVE • Configure Avamar backup jobs • Configure backup schedules and policies • Perform full backup of DR environment 2.1.10 Configure Hyper -V Replication • Configure each Hyper -V virtual machine for replication to DR • Fully replicate all Hyper-VVMs to the DR side 2.1.11 Test Hype r -V Failover(Prod -> DR) • Shutdown Production Hyper-VVMs and turn on the replica partners in DR • Validate that all applications and data is working in DR • Complete Testing 2.1.12 Test Hyper -V Failback (DR -> Prod) • Shutdown DR Hyper-VVMs and turn on the replica partners in Production • Validate that all applications and data is working in Production 2.1.13 Project Deliverables Visio wiring diagram Working Hyper -V Production site Working Hyper -V DR site 2.1.14 Project Close Outand Documentation • Deliver project deliverables referred to in the deliverables section of this SOW. • Project closeout call. • Customer signs project Customer Acceptance Form (CAF) 2.2 Sterling will perform the following Project Management activities during the term of this SOW: • Single point of contact and accountability for successful delivery of the Services %, www.sterlingcompikers.com STERLING • Maintain focus on time, cost and scope • Coordinate and facilitate kick-off, status, deliverable review and closeout meetings • Establish and manage the Services schedule, communications and status reporting • Provide up to one status call and brief status report per week • Identify, monitor and manage Services risk, issues and escalations • Facilitate change management as needed • Confirm the Services delivered are in accordance with the SOW • Written notification (including email) to Sterling Customer of completion of delivery of these Services • Up to one (1) deliverable review or phase completion call per week • Monitor the Services budget and invoices • Manage the Sterling Customer relationship • Track and status progress against Services objectives • All Project Management activities will be conducted remotely. 2.3 Customer Project Management • Assign Customer Primary Point of Contact ("CPOC") to provide requirements and technical data needed forthe Services. • Provide Sterling personnel with adequate work space, supplies, facilities and systems within reasonable proximity to where services are to be performed. • Coordinate the scheduling of all necessary Customer resources required for the Services and ensure those resources are available throughoutthe engagement, including technical contacts. • Maintain communication with end users to prevent scheduling conflicts and ensure continuous workflowfor onsite engineer(s). • Notify Sterling PM immediately with any issue related to the completion of the services described in this SOW, and participate in the escalation of such issues until resolution is achieved. i I wl it � I„"IF I° IIIC III it ii III IIIClllll:..l llh-'lll� 'i..��lll...'u` G Fixed Fee Charge - Customer agrees to pay Sterling on a Fixed Fee, ("FF") basis for Services performed under this SOW. Following the performance of the Service, Customer agrees to pay Sterling an amount not to exceed the following One -Time Charge. Such amountwill be paid in accordance with the Provider Pricing Table in this section: One Time Charge: Please see attached Quote, Q-00343713 Expenses Included in the One-time Charge This proposal does not include Travel and Expense fees as all services will be completed remotely. If such variables impact the project and travel or expenses are required, Sterling will notify the Customer prior to incurring additional expenses, provide an estimate of the additional cost and/or schedule impact, create a change order and implement the change upon Customer's acceptance of a Change Order.. 877.242.4074 r 0. www.sterlingcompiAers.com STERLING ■ Customer to provide all licensing files and keys needed for activating Dell and Microsoft appliances/software • User Permissions �nowledge Vendor will have AD domain administrator and vCenter administrator access • transfer is not a formal training — but users will be given documentation and information to allow customer -management of the entire environment. . OL.,L.L° OFCO • Any Sterling training, services, tasks or activities other than those specifically described in this SOW. • Provider is not responsible for conflicts with e)asting software or network permissions conflicts, as configured by customer network and active directory. • Provider will work with vendors for installation of 3rd party software but is not responsible for issues that arise with third party software. • Networking configuration and equipment was not included with this proposal, Customer will verify and configure network routing as needed. • Advanced virtual networking (Switch Embedded Teaming, network QoS bandwidth allocation, and bandwidth reservation). • Creation of Virtual Templates • De -installation or disposal of e)asting servers • Re -arranging / moving e)asting devices within the rack will be customer's responsibilities • Any post -delivery support to the Deliverables produced • Any mitigation services related to these services Upon request by End User, Sterling will provide a proposal for such out of scope services pursuant to the Change Management Process described in Section 9. III...IIf EIIC: i OfIIC ES()t..IlF:iCE ...0,.I""..L.QIMliiiiiiiall SCI°..IIIIIIII„.III° Upon completion of a Sterling SOW (Statement of work) Sterling and Customer will agree on firm and fixed dates for the work to begin, all work scheduled will require a minimum of two (2) week lead time. Both parties will use best reasonable efforts to inform the other party at least two (2) weeks before requesting changes to dates for onsite/remote work. I II:' IIUIIII I IIIIIC:,ullh...IIC °".IIC IIIII The following is a list of tangible material provided as part of the Service performed by Sterling for the Customer under this SOW. • Customer shall either accept or reject Sterling's Deliverables and completion of work within ten (10) business days from delivery to Customer. A Deliverable will be deemed acceptable if it conforms in all material respects with Services described within this SOW. US I°" II IIk[IIIIIC I III'° II IIIIIIIIIII' I` "',I III” Il 111 llll lkl 111 lll.... III °"'I°"' 111 llllllllll • Sterling and Customer will share responsibility for success of this implementation. The full cooperation of Customer management, staff and any necessary internal parties will be required to achieve the desired results. This includes making sufficient time for review of written materials, meetings, etc. www.sterlingcomputers.com STERLING • In order to keep the costs of the project to a minimum, Customer staff may be utilized to perform the basic data gathering tasks. It is assumed that any data gathered by Customer personnel will be accurate. This data will be analyzed to determine the e)asting hardware/software architecture. • End -User will maintain a backup of all data and programs on affected systems prior to Sterling performing the Services and during the term of the SOW. Sterling will have no liability for loss or recovery of data, programs or loss of use of system(s) arising out of or in connection with the Services provided under this SOW. • Provider will provide documentation for racking and cabling of the equipment. Customer is responsible for the physical installation and power/data cabling • Customer staff may be utilized to perform basic data gathering tasks during the planning and execution phases • Upon request, Customer will provide timely and accurate data • Provider recommends the network map be kept on file as a reference to assist provider Support engineers during trouble resolution This Topology map should include IP addresses, Gateways, VLAN's, and VPN's on local area network • Making appropriate service outage windows available for Sterling Services as needed • Customer is responsible for ensuring all systems and software impacted by this service are under current support agreement • Customer is responsible for troubleshooting firewall rules as needed • Customer to provide adequate accounts for access to e)asting infrastructure in order to build new environment templates and conduct migrations • Customer will advise on what the maintenance windows are, and the deployment process will be tailored to these windows • Customer will assist Provider PM with scheduling and coordinating customer resources • Customer will coordinate and ensuretechnical requirement compliance • Customer will ensure necessary network requirements • Ensure any e)asting equipment repositioning is completed priorto start of services • Ensure any modifications needed to ebsting racks to accept Dell equipment is completed prior to arrival • Ensure that the required power distribution units ("PDUs") and UPS(s) are installed and functional unless purchased with the Supported Product • Ensure that the required power outlets are installed and functional in the location of the hardware installation • The physical and network security of Customer environment I I':I. ' Ilh 111 l llll IMA14AGEMEN Upon Sterling's or Customer determination that a change is necessary to refine a process, procedure, or add a service that is not included within the original scope of work, a change order will be created by the Sterling PM, outlining the change and, if applicable, any costs associated with the change. Customer will review the proposed Change Request and determine whether the change is acceptable or requires modifications. Both parties will (a) sign the Change Request, (b) agree to modifications to the Change Request, or (c) reject the Change Request. Changes to the scope of work will be implemented only upon agreement and signature of the Change request by both parties. 19 () www.sterlingcompiders.com y STERLING 1. ACMi�7ANCi : viii: I: IN WITNESS WHEREOF, Customer and Sterling Computers have caused this SOW to be signed and delivered by their duly authorized representatives as of the date of last signature below (the "Effective Date"). By signing this document all parties are responsible for the terms and conditions within this agreement. City of Paris, TX Sterling Computers By: By: Printed Name: Printed Name: Rob Foster Title: Title: Director of Services Date: Date: This data, furnished in connection with this quotation, shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate the proposal; provided that, if a contract is awarded to this Offeror as a result of or in connection with the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the contract. This restriction does not limit the Government's right to use the information contained in the data if it is obtained from another source without restriction. The data subject to the restriction is contained in sheets marked with the following legend: 'Use or disclosure of the data on this sheet is subject to the restriction on the title page of this proposal'. 877.242.4074 info@sterlingcomputers.com www.sterlingcompiters.com NIs IL- STERLING A� ... IW�����s l�������u���� 111 �IIIIIIIIIII'.III:: f'fl.I..� ' The Services will be provided for the following supported sites during the term of this SOW. Additional supported sites may be included as mutually agreed using the Change Management process as defined in Section 9. 0. STERLING (,Yl III ', III'.:.R DOO,, ME111 .... 09, STERLING C .. . ..... CUS OWEDth IR jjj�e STERLING 'IOCk )MEN..i.°FflS`! Q�RY . . ...................................... t,. ................................... Sterling Customer . ... ............................. .......... . . . . . . . . . . ...... . . . ....... . ..... .. ..... ......... ....... .. ........................................................................... City of Paris, TX .......... ........... ........... . . Date 08/25/2020 . . . ............... ------- Document Author ....... .. .................. Name: Matt Determan Title: Technic at Services Rep Company: Sterling Computers Phone: 605.242.1275 Email: Reference #C14290 Document Revision History a Document Creation Date - 08/25/20 Revised by.X_on <Date> - resulting V2 Revised by.X_on <Date> - resulting V3 Revised by_)L_on <Date> - resulting V4 ......................................... (ADD).................................... --- ...... - .... ..... ... ,