12-07-2010 - West Covina Service Group Computer Virtualization - Item No. 11 (2).docCity of West Covina
Memorandum
AGENDA
TO: Andrew G. Pasmant, City Manager ITEM NO. 11
and City Council DATE December 7, 2010
FROM: Frank J. Wills, Chief of Police
SUBJECT: WEST COVINA SERVICE GROUP COMPUTER VIRTUALIZATION PROJECT PURCHASES FROM ASSET FORFEITURE FUNDS
RECOMMENDATION:
It is recommended that the City Council authorize the purchase of computer virtualization equipment (including a server assembly, storage array, software, support and licensing) directly
from Dell Computers Inc, under Western States Contract Alliance contract pricing agreement #WN99ABZ, totaling $75,803.07 including tax, using already appropriated federal asset forfeiture
funds, in account 117.31.3119.7160.
DISCUSSION:
The development of West Covina’s Computer Aided Dispatch and Records Management System (CAD/RMS), which began in the 1980s, was initially funded using federal asset forfeiture. This
development project became the West Covina Service Group (WCSG), which today supplies 25 public safety agencies with CAD/RMS, Mobile Digital Computer (MDC) solutions, and technical
support services. On May 18, 2010 (Item D-3f), the City Council authorized the appropriation of federal asset forfeiture funds for new West Covina Service Group projects, including
new data storage and virtualized servers to improve marketability.
Older equipment utilized by the WCSG to meet the data storage and retrieval needs of the West Covina Police Department and the 25 outside police agencies does not meet client technology
demands. New, data-intensive evidence types such as audio files, video files, and digital photographs are now much more common, are challenging current data storage servers, and require
a different technological solution. Current data servers are dedicated and do not share memory—they in essence fill up. To meet current technology demands, the WCSG needs to migrate
away from traditional, dedicated computer servers and adopt virtual technology as the core technology in its operations. Virtual technology allows a single powerful computer server
to perform the same functions as multiple servers, enabling the system to automatically share memory and other resources in an extremely efficient manner. Additionally, virtual technology
ultimately results in a cost savings, requiring fewer costly recurring software licenses and is more energy efficient than current dedicated servers.
Purchasing virtualization equipment (specifically a server assembly, storage array, software, support and licensing) will ensure improved data storage and retrieval for all WCSG clients
and ultimately reduce costs as compared to traditional, dedicated servers. The West Covina Service Group exclusively uses Dell hardware for all servers and workstations due to the
ease of product integration among all clients, the reliability of the vendor, its quality of customer support services, and its quality of end-user training. Dell also provides the
City of West Covina with Western States Contract Alliance contract pricing, which represents a substantial cost savings. Under WSCA contract #WN99ABZ, these items total $75,803.07.
It is suitable to utilize federal asset forfeiture previously appropriated specifically for the West Covina Service Group for these development and implementation purchases, as these
are new purchases that adhere to the U.S. Department of Justice’s Guide to Equitable Sharing of Federally Forfeited Property for State and Local Governments (the guide concerning the
spending rules and prohibitions associated with federal asset forfeiture). Smaller related purchases will be made utilizing federal asset forfeiture subsequently.
FISCAL IMPACT:
WCSG solely utilizes Dell products for its operational infrastructure, and this vendor offers Western States Alliance Contract pricing to the City of West Covina. Under WSCA contract
#WN99ABZ, these items (a server assembly, storage array, software, support and licensing) total $75,803.07. Funding for these purchases is available in already appropriated federal
asset forfeiture funds previously budgeted specifically for WCSG development items in account 117.31.3119.7160. These purchases do not impact the General Fund.
Prepared by: Sgt. Doug Murray
WCSG Project Manager
Reviewed/Approved by:
___________________________
Frank J. Wills, Chief of Police Finance