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HomeMy WebLinkAboutCity Council Committees - Operations Committee - 06/19/2018 (2) Page 1 of 3 Operations Committee CC Ops Regular Meeting Minutes June 19, 2018 Date: June 19, 2018 Time: 4:00 PM Place: Chambers East Attending: Les Thomas, Committee Chair Bill Boyce, Councilmember Dennis Higgins, Councilmember Agenda: 1. Call to Order 4:03 PM 2. Roll Call Attendee Name Title Status Arrived Les Thomas Committee Chair Present Bill Boyce Councilmember Present Dennis Higgins Councilmember Present 3. Changes to the Agenda 4. Approval of Minutes dated June 5, 2018 MOTION: Move to approve the minutes dated June 5, 2018 RESULT: APPROVED [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Bill Boyce, Councilmember AYES: Thomas, Boyce, Higgins 5. Approval of Check Summary Report dated 05/16/18 - 05/30/18 MOTION: Move to approve the check summary report dated 05/16/18 - 05/30/18 RESULT: APPROVED [UNANIMOUS] MOVER: Bill Boyce, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Thomas, Boyce, Higgins 6. Backup and Recovery System Contract for Technical System Upgrade IT Director, Mike Carrington, and IT and Enterprise Project Manager Business Analyst, Brian Rambonga, presented a contract with SHI International Corp. to replace the backup and recovery system. Brian explained the existing system needs replacing because it has reached its end of life and is quickly approaching maximum storage capacity, so a new solution is imperative. IT has done extensive research on a solution and recommends an upgraded Operations Committee CC Ops Regular Meeting Minutes June 19, 2018 Kent, Washington Page 2 of 3 Commvault Systems. The procurement will include a fully configured hardware appliance with proprietary and dedicated software. Boyce asked if this was a band-aid to the current system or a replacement. Rambonga explained it is replacing the old system and includes hardware and software combined. Higgins asked if this was already in the budget completely and totally? Carrington confirmed yes. Higgins asked if there would be any return on the surplus equipment. Technical Services Manager, James Endicott, explained that the current hardware is at the end of life and has no value. The other component is virtual and that has no value either. Higgins wanted to know if they had looked at the cloud as a solution. Endicott said they had looked into the cloud, but keeping the hardware on the premises offers for faster recovery in the event of a natural disaster. Commvault does offer a certain amount of cloud storage the city could utilize and is covered in the cost. Boyce asked what we were backing up Endicott said all data here at the city. MOTION: Recommend Council authorize the Mayor to sign a participating addendum that allows the City to purchase technology software and equipment through a cooperative purchasing agreement the City of Mesa, Arizona entered into with SHI International Corp., if those purchases are within the City’s established budgets and made during the term of the master agreement, which is current through February 28, 2023. RESULT: APPROVED [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Bill Boyce, Councilmember AYES: Thomas, Boyce, Higgins 7. Rimini Street Professional Services Information Technical (IT) Director, Mike Carrington, and Systems Integration and Development Manager, Somen Palit, presented an agreement with Rimini Street Professional Services to replace the existing agreements with DLT Solutions. Rimini Street will provide JD Edwards technical support, maintenance and related professional services for our ERP/Enterprise Resource Planning system, as well as Oracle Database support for KIVA, the City's Permit Management system. They are recommending this change in service providers to support a substantial overall cost savings while at the same time increase the level of support. IT Operations Committee CC Ops Regular Meeting Minutes June 19, 2018 Kent, Washington Page 3 of 3 is hoping to leverage the savings with additional support with Rimini for targeted JDE Development work and return the remaining to the city. Boyce wanted to know when the contract with DLT expires. Carrington said the contract would renew at the end of July and is required to give them a 30 day notice to cancel. Boyce asked if DLT would still provide support. Carrington explained Rimini street would provide both licensing support and technical support. Boyce asked why the switch to Rimini. Carrington said they have been looking for a value added partner for a while. Traditionally they have relied on staff who provided support but those folks tend to leave for a higher paying jobs, it's a cycle and why the department is looking to partner with Rimini. After working with HR and Finance they have decided to replace the JDE system. This will take place over the next 2 years and IT will pivot our support platforms to companies like Rimini. Boyce wanted to know if KIVA has been replaced yet? Palit explained KIVA is the only system left on an Oracle database. There is a lot of integration with other systems to consider when replacing KIVA, but he has been looking into it. Palit has been working with Kurt and ECD on the technical issues involved and currently they are trying mybuildingpermit.com as a future potential replacement. Other municipalities are using it we can learn from their integration. MOTION: Recommend Council to authorize the Mayor to sign all necessary documents to enter into an agreement with Rimini Street, Incorporated to replace the existing agreements with oracle and DLT solutions, subject to final terms and condition acceptable to the Information Technology Director and City Attorney, for a total amount not to exceed $517,655 RESULT: APPROVED [UNANIMOUS] MOVER: Bill Boyce, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Thomas, Boyce, Higgins 8. 1278 : Finance Director's Report for April 2018 Finance Director, Aaron BeMiller, gave his report on April 2018 report. 9. Adjournment 4:35 PM Committee Secretary