HomeMy WebLinkAboutFIN-2021-54 - Q21-119 Dell Data Domain Virtual Edition (DDVE) Licenses
REPORT TO: Special Council
DATE OF MEETING: 2021-10-04
SUBMITTED BY: Ryan Scott, Manager, Procurement, 519-741-2200 ext. 7214
PREPARED BY: Brad Kowaleski, Procurement Specialist, 519-741-2200 ext. 7063
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2021-09-27
REPORT NO.: FIN-2021-54
SUBJECT: Q21-119 Dell Data Domain Virtual Edition (DDVE) Licenses
RECOMMENDATION:
That Q21-119 Dell Data Domain Virtual Edition (DDVE) Licenses, be awarded to CDW
Canada Corp., Toronto, Ontario, at their quoted price of $132,029.00, plus H.S.T. of
$17,163.77 for a total of $149,192.77.
REPORT HIGHLIGHTS:
The purpose of this report is to obtain approval to proceed with an award as per
Purchasing By-law 2017-106;
The reason this report is coming forward is that only one (1) bid was received in
response to this solicitation;
This report supports the delivery of core services.
BACKGROUND:
The Technology Innovation and Services department has initiated a project to modernize its
backup system. As part of this modernization project, the plan is to store backup data in the
cloud. The City currently uses Dell Data domain as the backup system and it stores long
term backups on tapes.
Moving the backup system to cloud achieves several benefits including, instant data
recovery, security, scalability, verification, and disaster recovery.
The City currently stores the backup tapes at KOF. In case of a city wide disaster, it is
possible that the tapes stored at KOF may become unusable. With the proposed system,
backups will be stored across various Microsoft Azure datacenters in Toronto. This ensures
that data will be available when needed.
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
This Request for Quotation was issued to request pricing for the Dell Data Domain Virtual
Edition (DDVE), software-only storage appliance licenses and its associated components
which will be required to move our backup storagefrom tapes to the cloud.
REPORT:
As per clause 170.7.3 of the Purchasing By-law 2017-
Procurement Value, the Manager of Procurement shall submit a report to Council
recommending award of a purchase greater than $100,000 if any one or more of the
following conditions apply:
Quotations were advertised publicly on the City of Kitchener website. Documents were
downloaded by two (2) interested parties and by closing date of Wednesday September 18,
2021, one (1) quotation had been received.
The following Quotation were received:
Bid Price
CDW Canada Corp. Toronto, ON $ 149,192.77 *
The quotation was reviewed by C. Hassarajani, Manager of Digital Infrastructure and
Support, who concurs with the above recommendation.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
The net cost for this Quotation (A), is fair and reasonable for a purchase of this scope and
the upset limit is within the budget allowance provided within the budget (B). Funding for
this purchase is included within the approved capital budgets. The estimated surplus (D)
will remain within the reserve account to fund future upgrades/purchases.
Q21-119
Dell Data Domain Virtual Edition (DDVE) Licenses
Estimated Cost for this Quotation
Dell Data Domain Virtual Edition (DDVE) Licenses $149,192.77
less: HST rebate on Quotation (14,840.06)
Net Cost Being Awarded 134,352.71 A
Projected Additional Costs -
Total Estimated Cost for this Quotation 134,352.71 C
Budget for this Quotation
Technology Infrastructure reserve (Computer Equip Purch &
Replacements) $357,000.00
Total Budget for this Quotation 357,000.00 B
Estimated Surplus/(Deficit) for this Quotation (B - C) 222,647.29 D
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services
Department