Loading...
HomeMy WebLinkAboutWaterloo Water Works-10/20/2014CITY DF WATERLOO, IOWA CITY HALL m 715 MULBERRY STREET 50703 MANAGEMENT INFORMATION SYSTEMS Matt O'Brien, Director Council Communication City Council Meeting: 10/20 ,14 Prepared: 10/13/14 Dept. Head Signature: Matt O'Brien # of Attachments: 1 SUBJECT: Approval of Agreement with Water Works for Customer Information System Hosting Submitted by: Matt O'Brien, Director of Technology Recommended City Council Action: Resolution approving an agreement with the Water Works for Customer Information System Hosting and authorize Mayor and City Clerk to execute said document. Summary Statements: Agreement with the Water Works to host their new Customer Information System. Expenditure Required: N/A Source of Funds: N/A Policy Issue: N/A Alternative: Force the Water Works to buy its own physical servers to host its new Customer Information System, which would not achieve cost savings achieved by leveraging the City's new virtualization infrastructure. Background Information: The City has been in the process of modernizing its server infrastructure through server virtualization. This technology allows the city to run multiple server instances on a single physical server. This results in an overall cost savings, as well as better service as the server virtualization structure offers redundancies to minimize downtime. The Water Works is proceeding with a new Customer Information System (CIS). This CIS system requires a number of servers. This agreement will allow the Water Works to utilize the City's virtualization system and have virtual servers. The Water Works will pay the City $34,589.71, which is 80% of the cost of equivalent physical servers. The City will then create five virtual servers for the Water Works use. These servers will be available for five years, which is the expected lifespan of the City's virtualization system. The money the Water Works pays the City as part of this agreement will be used to expand the City's virtualization system, which will offer the necessary capacity to host the Water Works, as well as expand its capacity to serve other City departments. CITY WEBSITE: www.ci.waterloo.ia.us WE'RE WORKING FOR YOU! An Equal Opportunity/Affirmative Action Employer CITY OF WATERLOO CUSTOMER INFORMATION SYSTEM HOSTING AGREEMENT NOW on this c,?()day of , 2014, the Waterloo Water Works (the "Water Works") and the City of Waterloo, Iowa (the "City"), enter into this Agreement for and in consideration of the mutual covenants and promises contained herein and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged. I. RECITALS WHEREAS, the Water Works has a need to have servers host its Customer Information System; and WHEREAS, the City has the ability to provide the Water Works servers as part of its server virtualization system, NOW, THEREFORE, the parties agree as follows: II. TERMS OF AGREEMENT A. PURPOSE. Refer to Recitals. B. CITY RESPONSIBILITIES. 1. The City shall provide the Water Works with the following virtual servers: a. One (1) database server b. Four (4) application servers 2. The City shall be responsible for all hardware costs associated with the virtual servers provided as part of this agreement. 3. The City shall also be responsible for VMWare software and related maintenance costs associated with the virtual servers provided as part of this agreement. 4. The City shall conduct backups of the Water Works Customer Information System database on a nightly basis. Three (3) weeks of database backups will be stored. 5. Any necessary routine maintenance to the virtual servers will be conducted outside the Water Work's normal business hours of Monday thru Friday, 8:00 am — 5:00 pm. 6. The City shall provide designated Water Works staff with full remote access to the virtual servers through remote desktop services (RDS) as needed and agreed upon by the City and Water Works. C. WATER WORKS RESPONSIBILITIES. 1. The Water Works shall pay the City $34,589.71. This cost is 80% of the cost of equivalent physical servers, quoted at $43,237.14. This total amount is due within thirty (30) days of the execution of the agreement. 2. The Water Works shall be responsible for all necessary Microsoft software licensing costs for the servers. 3. The Water Works shall ensure a current software assurance (SA) agreement is kept for Microsoft Sequel Server licenses used on the virtual servers covered under this agreement. 4. The Water Works shall be responsible for maintenance and support of the Customer Information System software and any associated costs. D. DURATION. 1. The services provided by this Agreement shall be provided for five (5) years from the Agreement execution date. 2. Because of the investment the City will make to fulfill its obligations under this agreement, the amount paid by the Water Works shall be non-refundable. 3. The Water Works shall maintain ownership of the data kept on the servers provided as part of this agreement and will be provided with access to retrieve that data at the expiration of the agreement. E. OPTION FOR ADDITIONAL HOSTING. 1. The Water Works shall have the future option of moving its existing server over to be hosted as part of the City's virtualization system. 2. Should the Water Works elect this option, they shall pay $10,246.37, which is 80% of $12,807.96, the quoted cost of a new physical server. This amount shall be prorated according to the amount of time left in the agreement at the time this option is elected. 3. The Water Works must give the City a minimum of 30 days notice to proceed with this option. 4. The other terms of this agreement remain applicable to this option. DATED this 2211A day of , 2014. Waterloo Water Works By: ATTEST: Terry M. K 6' tz, Chairman Board of Truste - s Waterloo Water Works Dennis Clark, General Manager and Board Secretary STATE OF IOWA, BLACK HAWK COUNTY, ss: On this I day of 061-0 ber. , 2014, before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared Terry M. Kuntz and Dennis Clark, to me personally known, and who, being by me duly sworn, did say that they are the Board of Trustees Chair and the Board Secretary, respectively, of the Waterloo Water Works; and that the instrument was signed and sealed on behalf of the utility by authority of its Board of Trustees as contained in the Resolution adopted by the Board of Trustees, on the d/54- day of t2cfober , 2014, and that Terry M. Kuntz and Dennis Clark acknowledged the execution of the instrument to be their voluntary act and deed and the voluntary act and deed of the utility, by it voluntarily executed. Notary Public in and for the State of Iowa ATTEST: CITY OF WATERLOO, IOWA Ernest G. Clark, Mayor City of Waterloo Suzy Schars STATE OF IOWA, BLACK HAWK COUNTY, ss: On this 7 day of "'"''® , 2014, before me, the undersigned, a Notary Public in and for the State of Iowa, personally appeared Emest G. Clark and Suzy Schares, to me personally known, and who, being by me duly swom, did say that they are the Mayor and City Clerk, respectively, of the City of Waterloo, Iowa; that the seal affixed to the foregoing instrument is the corporate seal of the corporation, and that the instrument was signed and sealed on behalf of the corporation by authority of its City Council as contained in the Resolution adopted bthe City Council, unser Council Action No.-Q?.aof the City Council on the day of I , 2014, and that Ernest G. Clark and Suzy Schares acknowledged the execution of the instrument to be their voluntary act and deed and the voluntary act and deed of the corporation, by it voluntarily executed. s. 420 1 A L ds 01 : DeAnne Kobliska COMMISSION NO. 763995 MY COMMISSION EXPIRES L1+.