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Authorize the Chief Information Office to procure a three-year software subscription from ePlus for $459,071 for VMWare server virtualization software
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Information Technology (DoIT) recommends that the Board of Supervisors authorize the Chief Information Office to procure a three-year software subscription from ePlus for $459,071 for VMWare server virtualization software.
SUMMARY:
DoIT has sought to reduce physical servers and instead utilize server virtualization, allowing one physical server to be used as multiple servers. Server virtualization enhances efficiency, reduces hardware costs, and strengthen disaster recovery capabilities. VMware, a leading provider of virtualization and cloud computing solutions, delivers secure, scalable, and reliable software that meets the County’s evolving infrastructure needs.
VMWare is a tool that DoIT currently uses, and the department seeks to procure a three-year agreement to stabilize pricing and ensure continuity of services. By leveraging VMware’s advanced virtualization technology, DoIT can optimize resource allocation, improve operational efficiency, and minimize infrastructure costs.
FINANCIAL IMPACT:
The cost of the VMWare purchase over 3-years is $459,071 and divided into 3 annual payments of approximately $153,024. The appropriation for this purchase and costs associated with preparing this agenda item are included in the Department’s FY2024/25 Working Budget.
DISCUSSION:
Before the advent of server virtualization with VMware, the County relied on traditional physical server infrastructure, which had several challenges and inefficiencies. DoIT used one physical server per application or service. Each server was also required to purchase ancillary hardware to support a larger server fleet and incur increased power and cooling costs. Expanding server infrastructure also required new hardware purchases and lengthy deployment times. Disaster recovery options were also expensive and difficult to implement.
VMware enables users to run multiple virtual machines on single physical servers, allowing consolidation of multiple applications on fewer servers. This decreases the number of physical servers needed, decreases data room space needs, and increases the ability to implement new services quickly without needing new hardware. The County's transition to server virtualization with VMware has been a strategic, multi-phase process aimed at reducing costs, increasing efficiency, enhancing security, and modernizing IT infrastructure while ensuring high availability for essential public services. VMware has played a crucial role in allowing IT to build and efficiently manage mission-critical systems thus ensuring the County remains flexible and adaptable to evolving technology needs.
ALTERNATIVES:
The Board could choose not to authorize the Chief Information Officer to procure a software subscription for VMWare, however, this is not recommended. While the Department expects to evaluate alternatives, the evaluation and implementation of any alternatives, at this time, would reduce the efficiencies gained by the VMWare software.
OTHER AGENCY INVOLVEMENT:
The County’s Administrator’s office has reviewed the purchase request.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION