HomeMy WebLinkAboutCity Council Committees - Operations - 04/15/2008INFORMATION TECHNOLOGY DEPARTMENT
Mike Carrington, Director
Phone: 253-856-4607
Fax: 253-856-4700
Address: 220 Fourth Avenue S.
Kent, WA. 98032-5895
May 6, 2008
TO: Kent City Council – Operations Committee
FROM: Mike Carrington, Information Technology Director
SUBJECT: Kent East Hill Data Center Design Consulting Services
MOTION: Move to recommend Council authorize Mayor Cooke to sign a contract
with ISMS, Inc. for design services rendered in support of the East Hill Data
Center, for an amount not to exceed $49,000 (plus expenses).
SUMMARY: In conjunction with the Public Works Department and their East Hill Shops
capital facilities project, ISMS, Inc. under the direct supervision of IT will design and specify
requirements for a data center occupying approximately 2000 square feet of that project’s
Administrative building footprint.
The City’s current data center is located in City Hall on the second floor. In the event of a
natural or man-made disaster, and because the current data center is considered to be in a
high risk location within the valley, IT has partnered with Public Works to establish a new
location at the proposed East Hill Shops facility. This will enable IT to move the City’s
critical computer processing and business system infrastructure to a location above the
existing valley floor and flood zones.
This move also enables Kent to enhance its ability to operate basic life and safety functions
during an emergency and/or disaster. Moving equipment and operations to higher ground
improves the likelihood of maintaining seamless business continuity and disaster recovery
communication channels. It also improves the ability for our critical business systems to
remain functional or at a minimum be brought back to basic operations in the least amount
of time.
ISMS, Inc. will provide data center physical design services that are determined by the IT
Department to be appropriate for meeting our current and future needs.
BUDGET IMPACT: Funding for related services is outlined in the 2008 Technology Plan.
Pending formal approval by Council of the Tech Plan in June, existing funds from the 2007
Interim Tech Plan will be transferred to this project.
EXHIBITS: Attached
Data Center Design
Proposal for
The City of Kent, WA
Mike Carrington
IT Director
City of Kent
220 Fourth Ave South
Kent, WA 98032
Pho: 253-856-4607
email: MCarrington@ci.kent.wa.us
March 18, 2008
Think Beyond Broadband™
Proprietary & Confidential
™
2 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
Ta b l e o f Co n T e n T s
Introduction ...........................................................................................................................................3
About Data Center Design ...................................................................................................................3
The ISMS Approach .........................................................................................................................3
Scope of Work & Deliverables for this Proposal ..................................................................................4
Included In This Scope Of Work ......................................................................................................4
Excluded From This Scope Of Work ...............................................................................................4
The Process ...........................................................................................................................................5
Basic Steps .......................................................................................................................................5
Fee Proposal .........................................................................................................................................5
Contract Fees ..................................................................................................................................5
Time and Materials Billing ...............................................................................................................5
Hourly Fee Schedule .......................................................................................................................5
Expenses ..........................................................................................................................................6
Payment Terms ................................................................................................................................6
Schedule ..........................................................................................................................................6
Closing Remarks ..............................................................................................................................6
Sample Data Center Design (Conceptual-For Reference Only) ...........................................................7
Letter of Engagement ..........................................................................................................................8
3 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
I n T r o d u C T I o n
Kent, WA has begun a new initiative to improve communica-
tions networking throughout the City. Part of this initiative
involves the design and construction of a new data center facil-
ity. This data center is required to support all present network
communications as well as be expandable to accept any new
network initiatives such as a potential future Fiber-to-the-Home
initiative and deployment. In order to facilitate the design of the
data center and ensure its expandability and performance, Kent,
WA has asked Information Systems Management Solutions, Inc.
(ISMS) to provide design assistance for this facility as outlined in
this proposal.
We understand that an architectural firm has already been
retained by the City of Kent for the data center building design.
ISMS has been asked to provide interior design specifications
and required drawings to the City’s architect for the Data Center
portion of the building.
a b o u T da T a Ce n T e r de s I g n
There are a number of issues regarding data center design that
are important and worth noting.
Data center design is about conceptualization, expandability,
scalability, long term growth, operations, maintenance, emer-
gencies, personnel, customer support, distribution of services,
customer expectations, and much more. ISMS takes all these
topics into consideration when completing a comprehensive data
center design.
A data center is, in most cases, only one of four interconnected
facilities...
The Data Center: network switching, routing, & •
services equipment, data storage, SAN’s, servers, test
equipment, etc.
The NOC (Network Operations Center): operations •
area from which technical support people operate &
configure the network and is normally the location for
field support customer service personnel.
The Head End: the technical facility where all incom-•
ing services are aggregated onto the network, such as
Internet access, video services, VoIP phones, personal
PC’s, etc.
T h e IsMs ap p r o a C h
ISMS firmly believes that a careful, considered, and comprehen-
sive up-front data center design, along with all technical support
facilities, is the least expensive and most effective way to ensure
long term, reliable service from the facility.
A comprehensive data center design must start by determining
where these three facilities are located and how they are inter-
connected. In many designs, all three are located within the same
facility, even within the same physical space. In other designs,
the NOC, for example, may be located in a completely different
location from the data center, etc. ISMS begins a data center
design by first determining the answers to these questions based
on client preferences, operational issues, support personnel, etc.
Once those decisions have been made, ISMS can proceed with
a comprehensive design of the data center, including support
facilities such as maintenance & testing, storage, staging, etc.
4 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
s C o p e o f Wo r k & de l I v e r a b l e s f o r
T h I s pr o p o s a l
ISMS will provide a data center physical design to the City of
Kent that is appropriate to meet the current and future needs of
the City, including the following specific details. These details
will be provided to the City’s chosen building architect as text
specifications and to-scale drawings as appropriate for the archi-
tect’s inclusion in the overall building construction drawing set.
I n C l u d e d In Th I s sC o p e of Wo r k
Conceptual Scope of the Data Center including location •
and interconnection of Date Center, NOC, and Head-
End
Consideration of any LEED Certification initiatives that •
the City wishes to pursue for this building
Support facilities to be included in the design will be •
maintenance, staging, storage, and any facilities visitor
considerations
Description of technology, hardware, and equipment •
types to be located within the data center, both initially
and future
Interior floor plans and physical layout drawings•
Interior acoustical surface treatments specifications•
Interior lighting design and specifications•
Computer flooring design and specifications (if raised •
flooring is to be used)
HVAC and humidity specifications, potential heat •
loads from all sources, and thermal patterns, including
all requirements for HVAC including air flow, cooling
capacities, and emergency backup
Electrical supply requirements including filtered power; •
lighting, surge, and noise protection; and grounding
specifications
DC equipment power requirements and specifications •
including a complete DC power design (if DC power is
to be utilized)
Backup power requirements to support technical sys-•
tems, including cooling and minimum lighting
Specifications for security and facility access control•
Specifications for facility monitoring, such as fire, water •
incursion, thermal monitoring, power fluctuation moni-
toring, etc.
Specifications for fire suppression methodology and •
design
Ceiling specifications•
Wiring pathway specifications, cabling troughs, and •
installation specifications
Maintenance area specifications•
Storage area specifications•
Plumbing requirements & design (if any are required)•
Interior equipment rack layouts and specifications •
including cooling, grounding, mounting, assembly, elec-
trical requirement, etc.
All facility furniture requirements, in addition to equip-•
ment racks, including such items as stationary and
portable work surfaces, cabinets, tables, seating, test
benches, etc.
All conduit and access placements and specifications•
Specifications for ingress and egress from the facility to •
outside services
All required on-site meetings with Kent IT personnel •
and architects to complete the data center design
All deliverables including written specifications, draw-•
ings, documents, photographs, samples, and any other
items required to ensure the accurate and complete
transfer of information to the building architectural firm
and/or contractors
If the NOC and Head End are to be included in the same physi- F
cal location as the Data Center, ISMS will include the NOC and
Head End design within this scope of work. Should one or more
be remotely located, ISMS will provide an update to this scope of
work to include those separate facilities as well.
e x C l u d e d fr o M Th I s sC o p e of Wo r k
The following items are specifically excluded from the Scope of
Work outlined in this proposal. ISMS is happy to provide sub-
sequent proposals for any or all of the excluded items at a future
date at the request of the City.
Completion of any RFP’s or RFQ’s for the construction •
and installation of the data center and/or associated
facilities
On-site construction or technical installation services•
Detailed electronic and network systems design (this •
proposal covers only the physical and environmental de-
sign of the data center. The electronic network systems
design is the subject of a separate proposal.
On-site construction oversight and/or project manage-•
ment over and above the required site visits to ensure
accurate design implementation
5 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
T h e pr o C e s s
ISMS executives and staff have many years of data center, as
well as other technical facility design expertise and experience.
Comprehensive data center design is a process of making a set of
decisions, followed by another set of decisions, etc. Each set of
decisions must be made with enough experience and expertise
to facilitate the next set of decisions that must be made, etc. The
design process requires extensive experience and broad expertise
in multiple disciplines to ensure a successful design. (Specific
ISMS design skill sets and personnel resumes will be provided
upon request.)
b a s I C sT e p s
1. Required initial meeting with City staff and
designated architect to review general data center
principals, facility locations, building size and other
restrictions, environmental and construction issues,
and action items
2. ISMS will then provide a preliminary conceptual
drawing to the City and architect for approval
along with a time-line of required decisions and
milestones
3. Once conceptual design is approved, ISMS will
complete all appropriate drawings and specifica-
tions to be provided to the City architect
4. ISMS will review first draft architectural drawings
and provide any necessary comments or clarifica-
tion with regards to the data center design
5. On-site visits will be made by ISMS personnel
as required to ensure strict adherence to design
drawings and specifications by all construction and
installation contractors
f e e pr o p o s a l
Kent, WA agrees to provide ISMS with all requested informa-
tion on a timely basis. If not provided, additional charges may be
incurred for ISMS to research or procure required information
externally.
C o n T r a C T fe e s
ISMS will complete the scope of work as outlined in this pro-
posal for a contract fee of:
$ 48,937.00 (plus expenses)•
The contract fee is based on completing the scope of work within
6 months of engagement. If the scope of work requires longer
than 6 months to complete, due to delays by the City, ISMS
reserves the option to negotiate in good faith, a fair adjustment to
the ISMS fees based on the additional amount of time required to
complete the scope of work.
T I M e a n d Ma T e r I a l s bI l l I n g
(fo r ad d I T I o n a l se r v I C e s ou T s I d e T h e
s C o p e o f Th I s pr o p o s a l )
Please Note: The following hourly fees are only available to con- F
tracted clients of ISMS. Standard ISMS hourly consulting fees are
somewhat higher and categorized differently
h o u r l y fe e sC h e d u l e
This hourly fee structure will remain valid through June 30, 2008.
Should the ISMS hourly fee schedule increase after 06/30/08,
ISMS will provide a minimum of 30 days advance notice before
any such increase takes effect.
Support - Clerical, Staff Support, Basic Web Research, Data
Collection & Entry, Documentation, etc., involving task oriented
work by trained and qualified personnel.
Hourly Rate - $ 40.00 per hour (plus expenses)•
Drafting/CAD – Drafting Services, Drawings, CAD
Hourly Rate - $ 60.00 per hour (plus expenses)•
Project Coordinator – In-house project coordination,
handling paperwork, workflow, scheduling, billing releases, and
client support.
Hourly Rate - $ 75.00 per hour (plus expenses)•
6 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
p a y M e n T Te r M s
An initial 50% deposit of the contract fee is due simultaneously
with the completion of the Letter of Engagement and before
work begins.
ISMS services covered under this proposal are billed at the end
of each month based on work completed and is due and payable
Net 15 days from date of invoice. The initial deposit amount is
applied to the final ISMS invoices upon completion of the scope
of work.
Expenses are billed every two weeks and are due and payable
Net 15 days from date of invoice.
Late fees of 1-1/2% per month will be added on any outstanding
invoice balance which has not paid by the due date.
ISMS will issue a project termination letter at the end of the
project to inform you that the project has been completed and no
further work will be done under this proposal.
s C h e d u l e
Completion of the scope of work, after receipt of letter of engage-
ment and deposit payment, is anticipated to be approximately
90-120 days.
C l o s I n g re M a r k s
ISMS is very grateful for the opportunity to be of service to Kent,
WA. You will receive the ISMS staff’s highest priority and atten-
tion.
ISMS can begin work immediately upon receipt of the signed
Letter of Engagement (enclosed in this proposal) and deposit
payment.
Our very best regards,
W. James Hettrick
Chairman
Bob Todrank
Executive Vice President
Project Manager – On-site and in-house project manage-
ment, skilled and experienced in problem resolution, on-site
work reviews, on-site instructions and directions, etc.
Hourly Rate - $ 110.00 per hour (plus expenses)•
Designer/Senior Project Manager – Executive level
project management by an individual skilled and experienced
in complete network & communications utility design, deploy-
ment, construction, operations, scheduling, and client support.
Hourly Rate - $ 150.00 per hour (plus expenses)•
Principal – A founder or principal of ISMS applying their
advanced vision, technical expertise, and industry leadership to
accelerate the project imperatives, create partnerships, provide
options, and design business models.
Hourly Rate - $ 250.00 per hour (plus expenses)•
As a matter of policy, ISMS utilizes the most economical catego-
ry of personnel for each portion of the project task based on the
requirements of that task.
The charges for our work are based on the actual time spent and
calculated at our hourly rates, rounded up to the nearest 1/2 hour
interval.
Travel time to and from the development location, when re-
quired, is billed at one-half the normal hourly/daily rate.
This proposal expires 60 days after the issue date. F
e x p e n s e s
Only additional expenses incurred directly on behalf of ISMS F
clients are billable to those clients. All internal ISMS expenses in-
cluding office & equipment, insurance, and other internal expenses
are not billable to clients.
All direct expenses incurred specifically on behalf of our clients
will be billed additionally at the actual amount incurred. No
handling surcharges are added to expenses.
Billable client expenses include the following:
Travel Expenses
Postage and Freight
Outside Architectural Fees (if any)
Plan Submittal Fees (if any)
Printing, Computer Discs, etc. (if any)
Authorized Purchases Directly for the Client
Communications Expense
(over and above normal telephone, e-mail, & fax)
7 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
s a M p l e da T a Ce n T e r de s I g n (Co n C e p T u a l -fo r re f e r e n C e on l y )
The following artist rendering is provided as a conceptualization of what a data center might look like with an integrated NOC in
the upper right corner. Every data center design is unique and must fit the requirements of each individual situation.
8 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
LETTER OF ENGAGEMENT
This Letter of Engagement (“LOE or Agreement”) is made and entered into effective this ____________ day of _________________________________, 2008
by and between the City of Kent, WA with offices at 220 Fourth Ave. South, Kent, WA 98032 (“CLIENT”) and Information Systems Management
Solutions, Inc. with offices at 300 East State Street, Suite 470, Redlands, CA 92373 (“ISMS”).
RECITALS
The parties agree as follows:
Both parties have read and agreed to the scope of work, fee schedule, and payment terms as presented in the Data Center Design Proposal to A.
Kent, WA dated March 18, 2008 of which this LOE is a part.
ISMS agrees to make all reasonable efforts to ensure the best possible project results for the CLIENT.B.
ISMS agrees to keep reports, records, research, time-sheets, and other documentation pertinent to this LOE confidential and to make them C.
available to the CLIENT via secure access to the ISMS web site, by the e-mailing of electronic files, or both methods as requested by the CLIENT.
The CLIENT has the ultimate responsibility for outlining the necessary and expected outcomes of this Agreement. ISMS has the responsibili-D.
ty of providing timely and accurate information, communications, and results in fulfilling the established objectives and tasks of this agreement. This
responsibility includes the maintenance of adequate records and internal controls and the safeguarding of accomplished tasks. This engagement can-
not be relied upon to disclose every potential problem in the relationship; however, both parties agree to notify each other immediately if any such
matters come to their attention. Both parties have confidence that the relationship between ISMS and CLIENT will greatly benefit both parties.
The CLIENT agrees that all records, documentation, and information in its possession pertinent to this agreement will be made available to E.
ISMS, and ISMS agrees to make all relevant records, documentation, communications and information pertinent to this agreement available to CLI-
ENT. Both parties agree that all material information will be disclosed to one another and that ISMS will have the full cooperation of the CLIENT’s
personnel, under direction of its Principal, for the efficient and effective completion of the requested services.
ISMS will provide proof of comprehensive liability and automotive insurance, with the CLIENT named as additional insured if requested.F.
Both parties agree to respect the proprietary and confidential information of the other and shall take all reasonable steps to ensure that the G.
proprietary and confidential information of the other remains confidential and does not pass into the public domain. It is agreed that no detailed in-
formation regarding the project being completed under this agreement will be shared outside the two parties unless both parties agree in advance to
the release of such information. It is also agreed that ISMS may post a notice of this relationship and agreement on their web site and provide notice
to other potential clients that ISMS has a current contractual agreement with CLIENT.
Unforeseen circumstances may arise which require either part to modify their efforts or withdraw from this LOE. To mitigate the effects of H.
such circumstances, the reasons for modification or withdrawal will be communicated clearly to the other party. Both parties agree to work in good
faith to avoid any decay or premature termination in the relationship.
Additional Exhibits or Addendum to this LOE which may be required from time to time shall be signed by both parties and shall be incorpo-I.
rated into this LOE by reference.
This LOE shall remain in effect until terminated by either party with 30 days written notice. Upon notice of termination, the parties will J.
review all work in progress and jointly determine what, if any, work in progress is to be completed before termination becomes effective. All such
designated work shall be completed by ISMS as quickly as reasonably possible and the effective date of termination shall be the completion date of
said work. Invoices for all ISMS work completed prior to the effective date of termination shall be due and payable by CLIENT.
The parties are independent organizations and nothing shall be construed which would place the parties in the relationship of partners or K.
joint venturers. Neither party shall have the power to obligate or bind the other in any manner whatsoever; and neither is authorized to, nor shall,
act as the agent of the other, except for the express purpose of carrying out the obligations required under this Agreement.
In no event will either party be liable to the other for any lost profits, lost savings, or any other incidental, special, or consequential damages, L.
even if such party has been advised of the possibility of such damages, arising out of or in connection with this Agreement.
Each party shall be free to bring all differences of interpretation and disputes arising in connection with this Agreement to the attention of M.
the other party at any time without prejudicing their harmonious relationship, and the offices and facilities of either party shall be available at all
times for the prompt and effective resolution of any and all such differences, either by mail, e-mail, telephone, or personal meeting under friendly and
courteous circumstances.
The parties shall mediate any dispute or claim arising between them out of this Agreement or any resulting transaction before resorting to N.
court action. Mediation is a process by which parties attempt to resolve a dispute or claim by submitting it to an impartial, neutral mediator, who
is agreed upon by the parties and authorized to facilitate the resolution of the dispute, but who is not empowered to impose a settlement on the
parties. Mediation fees, if any, shall be divided equally between the parties. Evidence of anything said, any admission made, and any documents
l e T T e r o f en g a g e M e n T
9 March 18, 2008
Think Beyond Broadband™
City of Kent, WA Data Center Design Proposal
prepared, in the course of the mediation shall not be admissible in evidence, or subject to discovery, in any court action pursuant to Evidence Code
Section 1152.5. Except for a petition for a temporary restraining order based on a reasonable claim of irreparable harm, if any party hereto commences
a court action without first attempting to resolve the matter through mediation, then that party hereby waives the right to and shall not be entitled
to recover attorney’s fees, even if they would otherwise be available to that party.
Any waiver of a term or covenant of this Agreement shall be effective only in the specific instance and for the specific purpose and shall be O.
stated in writing. The failure of either party at any time to require performance of any provision hereof shall in no manner affect the rights at a later
time to enforce the same. No waiver by either party of the breach of any term or covenant contained in this Agreement shall be deemed to be a con-
tinuing waiver of any such breach of any other term or covenant contained in this Agreement.
Any provision of this Agreement which is found to be unenforceable under any law in any jurisdiction in which this Agreement is effective P.
shall be deemed severable and not a part of this Agreement and to that extent void in the relevant jurisdiction. However, all remaining provisions of
this Agreement shall be valid and in full force and effect, and the parties shall negotiate in good faith a replacement provision which effects, insofar
as possible the original intent of the parties with respect to the subject matter of the severed provision.
This Agreement shall be governed by and construed under the laws of the State of California in the United States of America, without regard Q.
to choice of laws and conflict of laws rules. In any litigation arising out of any dispute between the parties concerning this Agreement, venue shall be
the federal and state courts situated in Los Angeles County, California, and each of the parties hereby expressly consents, accepts and submits to the
jurisdiction of said courts.
In the event either party is prevented from performing or is unable to perform any of its obligations under this Agreement due to fire, floods, R.
state of war, governmental regulation, national emergency, strikes, lockouts, labor troubles, failure of public utilities, injunctions, or any other event
beyond the reasonable control of the party affected, the affected party shall give notice promptly to the other party in writing and, thereupon, the
affected party’s non-performance shall be excused for the period of delay or inability due to such Force Majeure, but not for more than one (1) year.
This Agreement is the result of arms-length negotiation by experienced and knowledgeable parties wherein each party is represented by legal S.
counsel, and the language herein shall not be strictly construed against either party.
Each of the parties to this Agreement has performed its own due diligence obligations with regard to the subject matter hereof, and except as T.
expressly provided herein, each of the parties shall be solely responsible for its own conduct, and nothing herein shall otherwise cause either party to
be answerable for any conduct of the other hereunder.
Each of the parties to this Agreement shall bear all costs and expenses incidental to such party’s performance of its obligations under this U.
Agreement and shall be solely responsible for the acts, salaries and expenses of its employees.
The parties shall take any further actions, and shall make, execute, and deliver any further written instruments, that may reasonably be re-V.
quired to carry out the intent of the parties as expressed herein, and to implement the purposes, and give force and effect to the terms and conditions
of this Agreement.
This Agreement may be amended, modified, or superseded, and the terms or covenants hereof may be waived, only by a written instrument W.
executed by the parties, or in the case of a waiver, by the party waiving compliance.
If the above terms are acceptable to Kent and the services outlined are in accordance with your understanding, please sign two copies of this LOE
and return them to ISMS as soon as possible. ISMS will then sign and return one executed copy for Kent’s records.
ISMS is pleased to have this opportunity to serve the Kent, WA and trusts that the association between ISMS and Kent will continue to be a pleas-
ant, informative, useful, and profitable one for both parties.
IN WITNESS WHEREOF, the parties hereto have caused this LOE to be executed, effective as of the Effective Date first written above.
City Of Kent, WA Information Systems Management Solutions, Inc.
By _________________________________________________________________ By ____________________________________________________________________________
Name _____________________________________________________________ Name ________________________________________________________________________
Title ______________________________________________________________ Title _________________________________________________________________________
Think Beyond Broadband™
™
Proprietary & Confidential