City of Culver City, California
City Council Agenda Item Report
Meeting Date: 03/13/06 Item Number: C-4
AGENDA ITEM: Authorization to Purchase Network Storage Equipment from
Impex Technologies of Torrance, CA
Contact Person/Dept.: David Leuck Phone Number: (310) 253-5961
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:Master Notification List (03/09/06), Impex Technologies (Rajiv Shah
02/28/06)
Department Approval:
John Richo (03/02/06)
CAO Approval: Martin R. Cole for Jerry
B. Fulwood (03/09/06)
City Controller Approval:
Marlee Chang (03/09/06)
RECOMMENDATION:
Staff recommends the City Council approve the purchase of a Storage Area Network
(SAN) and backup solution from Impex Technologies for $47,278.19 from
Technology Enhancement Fund (42000388) and Network Enhancement Fund
(42000701)
BACKGROUND:
Scanned images, digital photos, databases, spreadsheets, data files, and
PowerPoint presentations are examples of electronic (digital) files. Some
applications such as digital asset management (for photos), maps, document
management (using scanned images), and databases use large volumes of space.
In the normal course of City business the number of files continually increases and
server response time gradually goes down. Productivity will suffer when a server is
taxed to keep up with requests for storing or retrieving files.
The City is currently implementing both digital asset management and document
management systems. For several years the City has had a Geographical
Information System (GIS) program that has combined digital maps with digital
photos and the databases associated with the locations on the maps. This effort has
been very successful and requests for additional maps and projects from
departments and divisions are increasing.
Currently personal files related to City business are stored on the PCs of staff. Staff
is provided with methods to safeguard their files but experience reveals that not all
users are diligent about regularly backing up. Lack of reliable backups and hard disk
failures contribute to the risk of lost files. Staff turnover increases the risk of lost files
City of Culver City, California
City Council Agenda Item Report
when systems are setup for the new employee and they don’t know what to preserve
on their system. The foregoing are poor business practices that puts at risk
information that is at the core of the City’s operation. Centralized storage of data
files removes most of the risks.
In addition to new electronic files there are decades of historical documents (paper
files, photographs, plans, and maps), that departments are interested in moving to
electronic form for ease of storage, retrieval, and use.
Overall growth of digital documents has been steady during the last 3 years, but the
storage needs for critical systems have grown dramatically.
System FY 03-04 FY 04-05 FY 05-06
Payroll/Finance Server bought +80% +100%
Shared File Store Server bought +33% +82.5%
Overall growth, est. +20% over 02-03 +20% +20%
Online storage of these assets creates the necessity to safeguard them by copying
them to tape for offsite storage in the event of a disaster at the Data Center. A high
capacity, very fast solution is needed to ensure that everything can be copied or
restored in a reasonable timeframe with minimal impact to the daytime users of the
systems.
DISCUSSION:
A Storage Area Network (SAN) is a specialized piece of storage hardware. It is a
network device designed to act as the hard disk to other servers. The servers
provide the computing power and the SAN provides the storage. The SAN stores or
retrieves data files quickly and allows servers to access very large amounts of
storage space. SANs have special features that distinguish them from normal
servers:
• They are built to be more resilient to failures than normal servers. Data is spread
across multiple disks and sections of the SAN. The internal data paths and
processors are redundant and balance the request loads automatically. Parts
are swappable without turning the unit off.
• SANs use special operating system software that allows online backups. Online
backups allow for fast restores from recent mistakes or failures such as deleted
files, wrong changes to documents, corrupt files, and lost directories. Online
backups are much faster than tape units. However online backups only exist on City of Culver City, California
City Council Agenda Item Report
the SAN at the Data Center. Copies of online backups will be stored on tape and
sent offsite.
• SANs can add storage space to the unit in very large amounts with minimal
downtime. In some cases it is as simple as loading hard disks into the unit and
powering them up.
• Server storage can be dynamically allocated from an unused storage pool. If a
server needs more space, adjustments can be made on the fly. Typically the
only downtime is a re-start of the server.
Estimates for the main storage needs for 2006 and the next three years are
projected in the following table.
Project 2006 2007 2008 2009
Document
Management
Up to
400 GB
Up to
+500 GB
Up to
+500 GB
Up to
+500 GB
GIS 200 GB < +10 GB Up to
+200 GB
< +10
GB
Digital Assets Up to
200 GB
Up to
+60 GB
Up to
+60 GB
Up to
+60 GB
Personal File
Storage
Up to
175 GB
+35 GB +35 GB +35 GB
Finance/Payroll
System
750 GB +300 GB
Total 975 GB +1.355 TB +795 GB +905 GB
MB = Megabytes, 1,000 MB = 1 Gigabyte (GB), 1,000 GB = 1 Terabyte (TB). Personal storage
assumes 700 employees are allocated 250 MB each, and 50 MB each is added per year.
IT has estimated that 3 Terabytes (TB) is a sufficient amount of space to initially
install in the SAN and should meet our requirements over the next 2 ½ to 3 years. In
November 2005 an RFP was released to all vendors of SAN equipment requesting
proposals. Purchasing reports that 17 RFPs were downloaded by interested parties
and two additional packets were mailed out to vendors who had previously
expressed interest. Five vendors responded with proposals prior to the deadline.
Impex Technologies had the winning proposal. Impex’s proposal is for a SAN made
by Intel. Attachment 1 (SAN Comparisons) and Attachment 2 (RFP Quick
Reference Evaluation) compares the proposals of the vendors who responded.
Attachment 3 (RFP Evaluation) compares software features of the different
proposals.
Intel has a strong position in the computer industry as a maker of processors and
computer products. It also has a strong presence in the SAN market. Intel City of Culver City, California
City Council Agenda Item Report
hardware has been combined with operating software from a market pioneer
(Lefthand Networks). The solution has Intel’s proven hardware and worldwide
support network. It has received Microsoft’s SAN certification which ensures
compatibility with the City’s operating systems.
The City presently uses an older tape and library system to backup data files. This
system is aging and maintenance costs have escalated from $2,911 in 04-05 to
$4,670 on 05-06 because the unit is slated to be dropped from Hewlett Packard’s
support system in 2007. Costs this coming year (06-07) are estimated at $5,000 for
the unit’s final year, and thereafter maintenance will not be available. Due to the
impending lack of support and need for larger scale backup IT recommends
including the purchase of the tape system with the SAN.
FISCAL ANALYSIS:
Funding for the purchase of a SAN and backup solution was planned in the
Technology Enhancement (42000388) and Network Enhancement (42000701)
Funds for 2005-2006. The total is $47,278.19. Account 42000388 will fund
$35,278.19 and Account 42000701 will fund $12,000.
A Competitive RFP process was completed with the assistance of the Purchasing
Department. In the directions for the RFP bidders were requested to examine all
discount contracts that the City could qualify under (CMAS, GSA, etc.)
ATTACHMENTS:
Attachment 1 – SAN Comparisons
Attachment 2 – RFP Quick Reference Evaluation
Attachment 3 – RFP Evaluation
City of Culver City, California
City Council Agenda Item Report
MOTION:
That the City Council:
1. Award the Contract for the purchase of a SAN and backup solution to Impex
Technologies for $47,278.19 from the Technology Enhancement Fund
(42000388) and Network Enhancement Fund (42000701),
2. Authorize the City Attorney to prepare and approve any necessary contracts,
3. Authorize the Chief Administrative Officer to sign any required agreements,
4. Authorize the Information Technology Director to renew maintenance on the
SAN unit and backup solution annually,
5. Authorize the Information Technology Director to expend up to 10% additional
funds at his discretion to complete the project.
MEETING DATE 03/13/06
AGENDA ITEM
Authorization to Purchase Network Storage Equipment from
lmpex Technologies of Torrance CA
ATTACHMENTS
Pages|109| SAN Comparisons
1-2|109| RFP Quick Reference Evaluation
3|109| RFP Evaluation
4-5SAN Comparisons
(Note Backup and Fabric Options Not Included in Pricing)
Impex Technologies
Unit Manufacturer Intel
SAN Purchase price $32,989 19
Base unit max size 5 6TB (using 16x400GB drives 500GB max option (8TB))
Base unit quoted size 5 6 TB
1 Year of Maintenance +$4,546 50
2 Years of Maintenance +$9,093 00
3 Years of Maintenance +12,124 00
Cost to Exceed 5 6 TB $21,839 44
Cost per TB over 5 6TB $1,299 00/TB
New Maximum TB 11 2TB (using 16x400GB drives 500GB max option (8TB)
Each enclosure supports 16 drives The basic unit is the enclosure
Recommended NIC cards are iSCSI HBA cards at $650/each
DataLink Networks
Unit Manufacturer Left Hand Networks
SAN Purchase price $39 955 28
Base unit max size 2 0 TB raw per Network Storage Module (NSM)
Base unit quoted size 3 0 TB usable on 6 0 TB raw total space
1 Year of Maintenance +$2,394 00
2 Years of Maintenance +$8,537 00
3 Years of Maintenance +$13,271 00
Cost to Exceed 3 0 TB $0 (no additional enclosure needed
Cost per TB over 3 OTB $12,938 00/TB (1 0 usable on 2 0 raw per NSM)
New Maximum TB No limit
The basic unit is the NSM module
Standard maintenance is 5x9 for the 1 st year Maintenance prices reflect an upgrade to
24x7 in the first year then standard maintenance after that
MTI Corporation
Unit Manufacturer EMC Clarion CX300i
SAN Purchase price $55,185 00
Base unit max size 14 0 TB usable (using 300GB drives — 18TB raw)
Base unit quoted size 3 0 TB usable
1 Year of Maintenance included
2 Years of Maintenance included
3 Years Maintenance included
( 1 )
Page 1 of 2SAN Comparisons
(Note Backup and Fabric Options Not Included in Pricing)
Cost per TB over 3 OTB $11,826 31/TB (estimated 5x300GB disks — MTI lists
$27,000/TB)
Cost to Exceed 14 0 TB $35,000 (additional enclosure needed)
New Maximum TB 36TB
The basic unit is the enclosure
MPC Computer
Unit Manufacturer MPC DataFrame 140
SAN Purchase price $75,369 19
Base unit max size 3 0 TB usable (using 3 enclosures and 4x4GB drives — 4 8TB raw)
Base unit quoted size 3 0 TB usable
1 Year of Maintenance included but Next Business Day, not 24x7x4
2 Years of Maintenance included but Next Business Day, not 24x7x4
3 Years of Maintenance $6,495 for 24x7x4
Cost to Exceed 14 0 TB $0 (each enclosure is 1 6TB raw)
Cost per TB over 3 OTB $21,915 21/TB
New Maximum TB No limit
The basic unit is the enclosure module
Option for 5 years maintenance at $7,794 00
Insight Investments
Unit Manufacturer NetApp FAS 3020
SAN Purchase price $73,032 20
Base unit max size 16 0 TB usable
Base unit quoted size 3 0 TB usable
1 Year of Maintenance $5,909 21
2 Years of Maintenance $11 818 40
3 Years of Maintenance $17 727 59
Cost to Exceed 14 0 TB $40,637 05
Cost per TB over 3 OTB $8 524 69/TB
New Maximum TB 32TB
The basic unit is the enclosure
( 4 )
Page 2 of 2REP Quick Reference Responses
Proposing Vendor
Datalink Networks Insight Investments MTI Corporation MPC Computer Impex Technologies
Amount Amount Amount Amount Amount Units
SAN w/tax & shipping (+maint option) $39 955 28 $73 032 20 $55 185 00 $75 369 07 $32 989 19 $dollars
1 Year of Maintenance $2 394 00 $5 909 21 $0 00 No add I chg* $4 546 50 $dollars
2 Years of Maintenance option $8 537 00 $11 818 40 $0 00 No add I chg* $9 093 00 $dollars
3 Years of Maintenance option $13 271 00 $17 727 59 $0 00 $6 495 00 $12 124 00 $dollars
Basic yearly maintenance $7 650 00 $14 900 46 $5 500 00 Approx $2 275 $4 546 50 $dollars
Maint % max increase/yr 15% 100% maximum 11% 0% 5% % increase/year
Cost per +1TB usable $12 938 00 $8 524 69 $27 000 00 $21 915 21 $1 299 00 $dollars
Max TB this unit +NSM 16TB usable 14TB 1 6TB 5 6TB w/400GB drys TB Terabytes
To increase at Max TB +NSM $40 637 05 $35 000 00 $21 915 21 $21 839 44 $dollars
New Max TB after increase +NSM 32TB usable 36 TB 1 6TB 11 2TB w/400GB drys TB Terabytes
Recommended Backup $7 994 00 No Bid N/A $65 745 64# $9 742 50 $dollars
Recommended Backbone $3 980 00 No Bid _ $15 000 00 See doc% $3 139 25 $dollars
*Next Business
I Day not 24x7x4
#Duplicate SAN
%Use VLAN
5yr maintenance
$7 794
Chosen Options
SAN w/tax & shipping (+maint option) $39 955 28 $73 032 20 $55 185 00 $75 369 07 $32 989 19
1 Year of Maintenance $2 394 00 $5 909 21 $0 00 No add I chg* $4 546 50
Recommended Backup $7 994 00 No Bid N/A $65 745 64# $9 742 50
Total $50 343 28 $78 941 41 $55 185 00 $141 114 07 $47 278 19
Cost per +1 TB usable is the cost to add 1 TB of usable storage to the SAN DataLink MPC Insight and MTI require a new unit or hardware to go over 3TB
Max TB this unit is the maximum number of Terabytes that the proposed unit can hold before a significant enhancement is required
+NSM means each Terabyte requires a new Network Storage Module
To increase at Max TB is the cost to move over the Max TB this unit limit Typically it is a new module to hold disk drives
New Max TB after increase is the new maximum number of Terabytes the unit will hold before another significant enhancement is required
Page 1 of 1Page 1 of 2
RFP Response Evaluation
Proposing Vendor Datalink Networks Insight Investments MTI Corporation MPC Computer lmpex Technologies
Proposer's SAN Hardware Brand Lefthand Networks NetApp FAS3020 EMC Clarion CX300i MPC DataFRAME 140 Intel
SAN units must be self installing the devices must
automatically initiate join the volume and begin striping data
across all the SAN units automatically
Yes Yes No
Partial - User must add
unit to cluster Once
assigned rest is
automatic Yes
The SAN units must automatically and transparently perform
load balancing across arrays of drives Yes Yes No Yes Yes
The SAN must be fully support the latest current version of
Microsoft Cluster Environment Yes Yes Yes Yes Yes
SAN units must be compatible with industry standard hot
swappable drives running at minimum of 7200 or 10 000
RPM
Yes
No - Must use
NetApp disk drives
in FAS3020 Yes
Partial Drives are
warm swap Console
power down drive and
swap SAN stays up Yes
Each SAN unit must have a minimum capacity of 1 TB All
units must adhere to the 'SCSI certification be ITEF certified
and comply with Microsoft Logo qualification for SAN
devices Yes Yes Yes
Partial Version 6 3
(Dec/05) fully supports Yes
All 'SCSI SAN units must be able to be initialized by the
Microsoft software 'SCSI initiator TCP offload engine (TOE)
cards or 'SCSI HBA hardware initiators Yes Yes Yes Yes Yes
The SAN units must not require vendor specific drivers to be
loaded on servers to create volumes allocate drive space or
communicate with the SAN devices Yes Yes Yes Yes Yes
All SAN units must contain standard 100/1000 CAT 5
Ethernet adapters that connect to standard GB Ethernet
switches Yes
Yes 4 ports
onboard Yes Yes Yes
All units must mount in standard 19 racks in sliding rail kits
designed to mount in 4 post square hole racks Yes Yes Yes Yes Yes
SAN Manager SoftwareRFP Response Evaluation
Proposing Vendor Datalink Networks Insight Investments MTI Corporation MPC Computer Impex Technologies
SAN devices must be controlled by storage manager
software that will manage all SAN modules regardless of
location from a central console Yes Yes Yes Yes Yes
The SAN software must allow established shares to grow
dynamically As a share reaches the set threshold the
software should send an alert (email or page) and
automatically expand the share to a new preset threshold Yes Yes No Yes Yes
The SAN software should be capable of providing multiple
levels of data redundancy via 0 2 or 3 way replication on a
per volume basis Yes Yes No Yes Yes
SAN software backup snapshots must be available on
demand or be regularly scheduled The software must be
able to configure when how often how many snapshots to
keep and allow a volume or share be rolled back to a
previous snapshot with a minimum of downtime Yes Yes No Yes Yes
If the SAN is used to boot attached servers the
management software must be able to make snapshots of
the boot share to allow individual boot shares to be restored
if changed or damaged Yes Yes No
Yes utilizing
appropriate TOE card Yes
Restoring SAN Data
The SAN software must allow backups to be made of the
replicated and incremental snapshot data The SAN
software must allow restores from the replicated or snapshot
data to be done in one step Combining the replicated data
with the incremental snapshots so that one restore can be
done to restore individual user files and bring servers or
drives back on line quickly Yes Yes No Yes Yes
The software must allow IT staff to restore deleted files and
sub-directories from the last snapshot on the SAN in real
time Yes Yes No Yes Yes
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