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HomeMy WebLinkAboutCHANGE ORDER - RFP - 7454 INFORMATION TECHNOLOGY INFRASTRUCTURE ASSESSMENTCHANGE ORDER NO. 1 PROJECT TITLE: 7454 Information Technology Infrastructure Assessment CONTRACTOR: Elert & Associates PROJECT NUMBER: PURCHASE ORDER NO.: 9131229 DESCRIPTION: Addition of Data Center Relocation Assessment 1. Reason for Change: Additional request by the City of Fort Collins for the Contractor to conduct an assessment not within the original scope of work. 2. Description of Change: An assessment titled "Programmatic Design for Data Center Relocation", which will provide the City with information related to the possible need to relocate the data center at City Hall West describes the additional scope of work. 3. Change in Contract Cost: $20,400 4. Change in Contract Time: TBD ORIGINAL CONTRACT COST $79,695.00 TOTAL APPROVED CHANGE ORDERS 0 TOTAL PENDING CHANGE ORDERS 0 TOTAL THIS CHANGE ORDER $20,400.00 TOTAL % OF ORIGINAL CONTRACT, THIS C.O.: 25.6% TOTAL % OF ORIGINAL CONTRACT, ALL C.O.'S: 25.6% ADJUSTED CONTRACT COST $100,095.00 r%aaun w i an ui iai i c vi uci a % i vvcu I Z ACCEPTED BY: � DATE: /J 5 Con ctor's Representative 'Z �ZCil3 ACCEPTED BY: DATEC� Project Mana er REVIEWED BY: DATE: Title: APPROVED BY: DATE: Title: APPROVED BY: DATE: Purchasing Agent over $60,000 cc: Purchasing City of Fort Collins Proposal for Data Center Relocation Study 5 Qualifications Elert & Associates would take advantage of our employees' expertise and accumulated experience. E&A has evaluated and made recommendations for data center designs for a number of our clients. Please see the references later in this section 5.1 Elert & Associates' Certifications & Professional Affiliations ♦ AIA American Institute of Architects ♦ AICP American Institute of Certified Planners ♦ APCO Association of Public -Safety Communications Officials ♦ AWWA American Water Works Association Member & Sandia Lab Methodology Training ♦ BICSI Building Industry Construction Services International ♦ CDT Construction Documents Technologist ♦ CEFPI Council of Educational Facility Planners International Membership ♦ CHS-III Certified Homeland Security Professional ♦ CPTED Crime Prevention Through Environmental Design Certification ♦ CTS Certified Technology Specialist ♦ CTS-D Certified Technology Specialist— Design ♦ CWNA Certified Wireless Network Administrator ♦ EE Electrical Engineer ♦ FCC General Class Radiotelephone License ♦ ICIA International Communications Industries Association, Inc. ♦ IEEE Institute of Electrical & Electronic Engineers ♦ LEED AP Leadership in Energy and Environmental Design, Building Construction Design (BCD) ♦ NITA Minnesota Telecommunications Associates ♦ NCARB National Council of Architectural Registration Boards ♦ 911 ENP Emergency Number Professional ♦ PE Professional Engineer (selected states) ♦ PMP Project Management Professional ♦ RCDD Registered Communications Distribution Designer (BICSI) (Certified in all major structured cabling systems) Elert & Associates Page 8 City of Fort Collins Proposal for Data Center Relocation Study ♦ RCDD OSP Outside Plant Specialist ♦ SCTE Society of Cable Telecommunications Engineers Membership ♦ STC Society of Telecommunications Consultants Membership ♦ USGBC U.S. Green Building Council Membership 5.2 Assigned Personnel and Roles Ricki Fisher, AIA, NCARB, LEED AP (BCD), would play a key role in this project. His work would include determining requirements and developing recommendations about the physical topology of the new site. Ricki has worked on data center design projects for Garland ISD, a university, and an energy utility company, (please see references). Felix Fayngersh or Brandon Frasier would review applicable standards and provide recommendations regarding applying those to best meet the City's needs. Wendy Chretien would be the Project Manager, and would evaluate network factors such as telecom connectivity, disaster recovery/uptime, and Tier level. Wendy worked on a university project and the City of Casper data center assessment project. Wendy would be responsible for development and delivery of the report document. Resumes for these team members may be found in the Appendix. 6 Selected References We have selected a few particularly relevant references for your review, including a brief description of each of the projects referenced and contact information. If you would like additional references or details, please just ask. City of Casper, WY Data Center In 2008, the City of Casper retained Elert & Associates to assess two existing data centers and provide recommendations for improvements. E&A partnered with LKPB for the work related to electrical, UPS, generator, cooling/HVAC, and fire protection systems. Our team evaluated space, layout, cooling, power, and connectivity for both facilities and developed a set of recommendations including potential new layouts utilizing adjacent spaces. Client Contact Person Phone # City of Casper Mr. Michael Szewczyk (307) 235-8455 200 North David Street Casper, WY 82601 Elert & Associates Page 9 City of Fort Collins Proposal for Data Center Relocation Study Garland Independent School District Data Center Elert & Associates was retained by GISD to develop an architectural program for a new data center and network operation center (NOC), along with a detailed design of technology systems. E&A's work was coordinated with the architect of record and included requirements for power, HVAC, premise cabling, Metropolitan Area Network (MAN) connectivity, rack layouts, and cut -over. The data center and NOC occupy approximately 5,000 square feet and include redundant power distribution, centralized UPSs, and emergency generator backup supporting all systems. The data center is designed to consolidate the district's file servers, telephony, and data network serving over 90 facilities in the cities of Garland, Sachse, and Rowlett in the Dallas Texas Metroplex. E&A's responsibilities included architectural programming, planning, and detailed design of data center layout and structured cabling systems. E&A also worked closely with the Owner in establishing phased cut -over and activation of the facility. E&A provided the Owner representation in Schematic Design and Design Development meetings with the Architect and MEP to establish facility tiering levels per the TIA 942 Telecommunication Standards for Data Centers. GISD's Data Center/Network Operation Center became fully operational in 2007 and supports in excess of 90 facilities and over 50,000 students. Client Contact Person Phone # Garland ISD Mr. Jim Hysaw (214) 837-4416 410 Stadium Drive Exec. Administrator of Technology Garland, TX 75040 Large Energy Utility Corporate Headquarters Data Center Elert & Associates was retained to provide an assessment and to develop a remedial master plan for an existing 6,500 square foot data center and network operations center at a large energy utility's corporate headquarters. The detailed assessment included departmental requirements for space, systems, and projected growth. Also included in the assessment were HVAC and mechanical systems, cooling demand, air distribution, fire protection, electrical systems, electrical service reliability, power distribution, UPS systems, emergency power generation, structured cabling, physical security, access control, circulation and data center real estate. E&A partnered with LKPB for the work related to electrical, UPS, generator, cooling/HVAC, and fire protection systems. Following the assessment, we developed the master plan, which included recommendations and architectural program modifications based upon best practices and the data gathered in the assessment phase. The master plan was divided into five distinct phases in response to the owner's immediate needs. Each phase could be implemented concurrently or sequentially to address current issues Elert & Associates Page 10 City of Fort Collins Proposal for Data Center Relocation Study as well as position the infrastructure for anticipated growth and departmental expansion. The client followed the phased master plan sequence and proceeded to successfully complete the required upgrades and expansions to the facility. * Due to strict security policies, this client prohibits named references and communication relating to this project. 7 Fee Proposal Elert & Associates estimates work effort of 136 hours for the proposed scope: We would provide these services at a blended rate of $150 per hour, for a total professional services fee of $20,400, plus reimbursable expenses. Reimbursable expenses would be billed at cost (no markup) and may include, but are not limited to airfare, mileage, lodging, meals, rental vehicles, tolls, and parking. Elert & Associates would invoice professional fees and expenses monthly. 7.1 Optional Services Following the City's acceptance of the report, Elert & Associates could further assist the City of Fort Collins during its planning and implementation phases. When the City is ready to take the next steps in the Data Center re -location process we could provide proposals for appropriate professional services. 7.2 Services Outside the Scope of Work Other services not covered in this document could either be negotiated or be billed at our normal hourly rates: Telecommunications Attorney $200 Senior Consultant/Principal $175 Network/Multimedia Consultant/Engineer $150 Telecommunications Consultant $135 Consultant $125 Staff Consultant $ 95 CAD $ 65 Administrative Support $ 45 Vert & Associates Page 11 City of Fort Collins Proposal for Data Center Relocation Study 8 APPENDIX — Resumes (See following pages) Elert & Associates Page 12 elert & associates technology consultants 13284 pond springs rd ste. 304, austin, tx 78729 phone. 512.451.5445, fax. 512.451.8777 www.elert.com Resume: Ricki Fisher, AIA NCARB/LEED AP Vice President of Construction Services areas of expertise Planning, building design, construction administration, quality assurance, project management, and information technology systems in business and education. significant projects Round Rock Independent School District (Round Rock, TX) Description: New High School Completed: 2010 Round Rock Independent School District (Round Rock, TX) Description: New Data/Technology Center Completed: 2010 City of Bridgeport (Bridgeport, CT) Description: Combined EOC/Dispatch Completed: 2007 City of Torrington (Torrington, CT) Description: Feasibility study for new EOC/Dispatch Faciliity Area Completed: 2007 Franklin Independent School District (Franklin, TX) Description: New High School Completed: 2007 Garland Independent School District (Garland, TX) Description: Data Center/Network Operations Center Expansion Completed: 2006 Houston Independent School District (Houston, TX) Description: New Administration Building: AV/ Multimedia, Voice and Data, Security, TV Studios, and District Data Center Completed: 2004 Lake Travis Independent School District (Austin, TX) Description: Technology Planning Completed: 2004 Alliant Energy (Madison, WI) Description: Data Center/Network Operations Center Assessment and Master Plan Completed: 2003 experience 1999 — Present Elert & Associates • Vice President of Construction Services • Senior Project Director 1999 — 2000 Synectics, Inc (Austin, TX) • Founding Principal 1996 —1999 Meeks Technology Group (Austin, TX) • Regional Manager/Principal 1984 —1996 Concordia Architects (New Orleans, LA) • Vice President/Managing Partner/Project Director 1980 —1984 Jung/Brannen Associates, Inc. (Boston, MA) • Job Captain/Designer/Project Architect 1977 —1980 Fred L. Buzzell, Architect (Baton Rouge, LA) • Designer/Draftsman Education Louisiana State University (Baton Rouge, LA) • Bachelor of Architecture training and certifications • LEED Accredited Professional; US Green Building Council • National Council of Architectural Registration Boards (NCARB), Washington, DC; nationally board certified with active registration in Texas and inactive registrations in NY, MA, GA, AL, and FL • Crime Prevention Through Environmental Design (CPTED) Certification • LEED for New Construction - Technical Review Seminar (2007) • Accessibility Relative to Telecommunications (2002) • The Commissioning Process of Smart and High - Tech buildings; AIA National Convention • Integration of Smart Building Systems; AIA National Convention (2002) minneapolis / st. paul new haven austin chicago greenville dallas kansas city milwaukee elert & associates qq technology areas of expertise consultants 140 third street south, stillwater, mn 55082 phone. 651.430.2772, fax. 651.430.2661 www.elert.com Resume: Wendy Chretien, PMP Senior Network Systems Consultant Project management — certified Project Management Pro- fessional (PMP), Advanced LAN/MAN/WAN design, Wireless technologies design, Business continuity/disaster recovery planning, Data center design, IT staffing and or- ganizational structure significant projects City of Duluth, MN Description: Port Security CCTV Completed: 2011 Marathon County, WI Description: Broadband Study Completed: 2009 City of College Station, TX Description: 10 Gpbs MAN upgrade Completed: 2009 Community Unit School District #300 Description: Technology Design for New Buildings Completed: 2006-2008 City of Saint Paul Description: Broadband Planning and Wireless Video Surveillance Completed: 2007-2008 City of St. Cloud and St. Cloud Schools Description: MAN and LAN (multiple projects) Completed: 1998-2007 Minnesota Dept. of Human Services, Description: Data Center and New Building Technology Project Completed: 2003-2005 Bryan ISD Description: Metropolitan Area Network and Technology Center Completed: 2001-2003 experience 1993 - Present Elert & Associates • Senior Network Systems Consultant (1997- Present) • Network Systems Consultant (1993-1997) 1990 -1993 Hagen MicroAge, Inc. (Richfield, MN) • Consultant 1988 -1990 Zim Computers, Inc. (Brooklyn Park, MN) • Educational Sales Representative education Michigan State University (East Lansing, MI) • Bachelor of Arts with high honors • Phi Beta Kappa training and certifications • Certified Project Management Professional, Proj- ect Management Institute • Project management Seminar "Client Relation- ship Management' (2008) Project Management Seminar, "No Nonsense Advice for Successful Projects" (2007) • Project Management Seminar, 'Become a People -Savvy Project Leader" (2006) • Project Management Certification course — PMTI (2006) • Fundamentals of Wireless Data Communications; University of Wisconsin — Madison (2002) • Audio -Video Technologies over the Internet; NetWorld+lnterOp Workshop (2001) • Implementing a Network and Systems Management Center, and IS Organization for the Twenty -First Century; NetWorld+lnterOp Tutorial (1999) Professional Publications & Presentations 19 articles published in Campus Technology and THE Journal magazines through 2010 TIES Technology Conference 2002 and 2005 AIA Convention 2004 minneapolis I st. paul austin Chicago greenville dallas orlando milwaukee new haven elert & associates Av F technology consultants experience KJWW Engineering, Rock Island, IL, September 2006 — 2011 (Technology Designer) • Provide proposals and design fees to architects and clients • Perform detailed field take off • Perform project programming with architects and clients • Take design from schematic design phase through construction document phase • Extensive specification and narrative writing • Review bids, approve shop drawings, review RFI's and approve change orders • Perform job site observations and final sign off • Disseminate design work to the US and international design and cad technicians • Perform quality control and design review checks of projects from the various offices • Provide 2 year mentorship to new staff members and continuing mentorship to less experienced staff • Manage and update assigned company master specifications Uponor Wirsbo, Apple Valley, MN, July 2005 — July 2006 (Residential Fire Protection Designer) • Design and calculate Fire Sprinkler Systems for Residential Housing throughout the US in accordance with NFPA 13D and local codes using HydraCAD design and calculation software • Provided technical support for ongoing projects via telephone and e-mail • Prepared submittals for city review and inspections • Reproduced hand drawn buildings into AutoCAD for design • Managed and produced AquaSafe© AutoCAD blocks and inserts • Prepare monthly billing Master Technology Group, Savage, MN, June 2004 — May 2005 (Project Manager) • Design and Estimating using Auto CAD • Responsible for taking a project from bid to design to build • Meeting with customers and builders • Monthly billing of currentjobs • Handling and scheduling service calls • MNSCU 140 third street south, stillwater, mn SS082 phone. 651.430.2772, fax. 651.430.2661 www.elert.com Resume: Brandon Frazier CTS Technology Systems Designer training and certifications • Digital Signage Experts Group DSCE Certified, February 2012 • Crestron DMC-D, 2011 • QSC Q-Sys Level 1, 2010 • Biamp Vocia, 2010 • Extron EAVA, 2009 AMX ACE, 2008 • InfoComm CTS Certified, April 2007 • Extensive knowledge of Autodesk AutoCAD MEP • Experienced in Autodesk Revit MEP • Experienced in AFMG EASE 4 modeling and design education Dunwoody College of Technology, Minneapolis, Minnesota AAS - Sound, Data and Alarm System Design, June 2004 minneapolis / st. paul austin chicago greenville dallas orlando milwaukee new haven elert & associates Etechnology areas of expertise consultants Structured Cabling Systems, Fiber Optic Metropolitan Area Networks, Video Surveillance, Access & Intrusion Control Systems significant projects Norwalk Community College - Norwalk, CT Description: Structured Cabling, Video Surveillance, Access Control design & oversight for new Health & Science Building Completed: 2009-present Connecticut Community Colleges - various'sites . Description: Design for grounding and bonding system and implementation oversight at Tunxis, Getaway, & Middlesex Norwalk Community Colleges Completed: 2 009 - p res e n t Capital Community College'- Connecticut Description: Structured Cabling, Video Surveillance, Access Control systems design Completed: 2008-2009 City of Burnsville, Minnesota Description: Fiber Optic MAN project connecting the City buildings and SCADA sites Completed: 2008 Edina School District - Edina, Minnesota Description: Structured Cabling, Video Surveillance, Access Control Systems design & implementation oversight in 32 buildings Completed: 2006-2007 ISD # 196 - Apple Valley, Rosemount, Eagan MN Description: Structured Cabling System design & im plementation in 32 buildings Completed: 2005-2010 Connecticut Community Colleges Description: Evaluation of the existing cabling system in 12 colleges. Report & recommenda tions for improvements, Completed: 2005-2006 140 third street south, Stillwater, mn 55082 phone. 651.430.2772, fax. 651.430.2661 www.elert.com Resume: Felix Fayngersh, EE Senior Engineer experience 1994 — Present flert & Associates Senior Engineer (Present) Engineering Consultant (Since 1994) 1992 —1994 All Brands Communications, Inc. Systems Engineer 1990 —1992 Vicom, Inc. Telecommunications Technical Specialist 1975-1989 Leningrad City Telephone Company Telecommunications and Outside Plant design for Central Office & outlying provinces in USSR education University of Leningrad (USSR) (1975) Bachelor of Science, Electrical Engineering and Telecommunication Technology training and certifications GE Infrastructure Security — CCTV Design (2005) Extron Corporation — Audio Visual Technologies (2003) • Corning Cable Systems — Fiber -Optic Cable Design (2001) • Siemon-Certified in Design and Engineering (2000) • Global Knowledge Network — Telecommunications Design (1999) SYSTIMAX PDS, Design/Engineering (1997) Philips Broadband Networks — CCTV Design (1995) Krone Product Installation (1994) Communication Wiring Standards and High Speed Data Installation Practices - Comm Tran Consulting (1993) Ortronics- Certified in Design and Engineering Panduit-Certified in Design and Engineering BICSI, Telecommunication Distribution Methods minneapolis / st. paul austin chicago greenville dallas orlando milwaukee new haven Ed Bonnette From: Michelle Carr Sent: Thursday, May 02, 2013 10:56 AM To: Ed Bonnette Cc: Chris Banister; Dan Coldiron; Michelle Carr Subject: RE: Revised Elert proposal for Data Center Relocation Study Importance: High Hi Ed, 4Please add the following addendum to Elert & Assoc PO#9131229: Line 2 - Data Center Study — 603.508300.521210 - $20,400.00 Thank you, Michelle Carr Cltyof' Fort Collins Technology Michelle Carr Administrative Assistant mcarr(Wfcgov.com 970.221.6523 Work 970.221.6329 Fax Tell us about our service, we want to know. From: Ed Bonnette Sent: Thursday, May 02, 2013 10:44 AM To: Michelle Carr Cc: Chris Banister; Dan Coldiron; Ed Bonnette Subject: RE: Revised Elert proposal for Data Center Relocation Study Michelle, Dan has given me the signed Change Order and a copy of Elert's proposal for the additional work, so we are good to go on that. Now I need you to put in a req for an addendum to PO 9131229 for the $20,400 for the additional work, put my buyer #5 on it, and get it approved. That will encumber the money needed to pay for the work. I will attach the paperwork Dan provided as backup to the req and add it to the PO once it is approved. Thanks, Ed Ed Bonnette, C.P.M., CPPB Senior Buyer City of Fort Collins Purchasing PO Box 580 Fort Collins, CO 80522 (970)221-6775 Fort Collins Proposal for Technology Consulting Services -- Programmatic Design for Data Center Relocation Rev. May 1, 2013 Prepared by: Wendy Chretien, PMP Ricki Fisher, AIA Elert & Associates 651-430-2772 www.elert.com From: Dan Coldiron Sent: Thursday, May 02, 2013 9:08 AM To: Ed Bonnette Cc: Chris Banister Subject: FW: Revised Elert proposal for Data Center Relocation Study Ed, After a review, we asked for a couple of adjustments to the proposal that increased the cost slightly to a total of $20,400. 1 will be processing the addendum with the adjusted proposal. Thanks, Dan! From: Wendy Chretienfmailto:Wendv.ChretienCalelert.com] Sent: Wednesday, May 01, 2013 8:12 PM To: Dan Coldiron Cc: Ricki Fisher Subject: Revised Elert proposal for Data Center Relocation Study Greetings, Dan, Attached please find the revised proposal including the City's requested scope additions. Please let me know if you would like any further information or clarifications regarding this. Thank you for considering Elert & Associates for this additional work. Regards, --Wendy Wendy Chretien, PMP Elert & Associates 1 140 Third Street South I Stillwater, MN 55082 Direct: (651) 705-1227 Recept. (651) 430-2772 Weiidy.Chretien@elert.com City of Fort Collins Proposal for Data Center Relocation Study Table of Contents 1 CONTACT INFORMATION.............................................................................................................. 2 2 COMPANY PROFILE.........................................................................................................................2 2.1 PROFESSIONAL INSURANCE........................................................................................................... 3 2.2 AFFIDAVIT OF NON -ALLIANCE AND INDEPENDENCE..................................................................... 4 3 PROJECT UNDERSTANDING AND SCOPE OVERVIEW........................................................... 5 4 PROJECT APPROACH....................................................................................................................... 5 4.1 WORK APPROACH.........................................................................................................................5 5 QUALIFICATIONS..............................................................................................................................8 5.1 ELERT & ASSOCIATES' CERTIFICATIONS & PROFESSIONAL AFFILIATIONS ................................... 8 5.2 ASSIGNED PERSONNEL AND ROLES............................................................................................... 9 6 SELECTED REFERENCES................................................................................................................ 9 7 FEE PROPOSAL.................................................................................................................................11 7.1 OPTIONAL SERVICES....................................................................................................................11 7.2 SERVICES OUTSIDE THE SCOPE OF WORK....................................................................................11 8 APPENDIX—RESUMES....................................................................................................................12 Elert & Associates Page City of Fort Collins Proposal for Data Center Relocation Study 1 Contact Information Primary Contact Secondary Contact Wendy Chretien Gary Elert Elert & Associates Elert & Associates 140 3rd Street South 140 3`d Street South Stillwater, MN 55082 Stillwater, MN 55082 651-705-1227 651-705-1222 wendy.chretienQelert.com gary.elert(a)elert.com 2 Company Profile Elert & Associates was established as a privately owned Minnesota corporation in March of 1984. In the past 26 years, we have served hundreds of government clients throughout the United States. Our 40+ consultants and staff work out of our headquarters office in Stillwater, Minnesota and several branch offices, including Dallas, Austin (TX), Milwaukee and Chicago. E&A is an independent technology consulting firm. We provide expertise and support to clients in the areas of assessments, technology planning, and feasibility studies. Our professional design services also encompass building/construction design requirements, equipment & services procurement specifications, system implementation, and acceptance testing. Our firm offers expertise in the areas of data centers, voice systems, public safety communications, data cabling, outdoor/wide area fiber cabling, multimedia systems, network infrastructure, in -building wireless, exterior wireless systems, video surveillance, access control, and video/teleconferencing. Our principal consultants include technology experts with certifications and experience in a multitude of areas, as well as an AIA registered architect. E&A does not sell or represent any products of any type, nor are we affiliated with any vendor. This allows our firm to provide an objective, unbiased assessment of our clients' needs and to recommend the best products and services currently on the market. The purpose of the firm is to provide the benefits of experienced, unbiased technology consulting as a supplement to our clients' in-house resources at whatever level is needed. Think of us as a very well trained temporary staff that fills the gaps on an as -needed basis. We share with you our knowledge and expertise through the following services: Elert & Associates Page 2 City of Fort Collins Proposal for Data Center Relocation Study ➢ Strategic and tactical technology planning E&A consultants examine and analyze current technology systems/services, uncover needs and requirements, and develop sound technology programming and plans based on current requirements and future/emerging trends. ➢ Schematic design and cost estimation E&A consultants investigate feasible options to meet the identified needs, explain the advantages and disadvantages of these options, and develop one-time and recurring cost estimates for the selected options, allowing our clients to make informed decisions. ➢ Detailed design services and construction documents preparation Based on the client's plan and choice of schematic design options, we create detailed design parameters, and from those develop Request for Proposal (RFP) or bidding documents using industry -standard processes. If desired, E&A can also assist clients through the process of publishing those documents to qualified vendors and selecting the response that best meets your needs. ➢ Contract administration E&A project managers can see the project through to completion from the origination of a contract to final acceptance. We organize and facilitate contractor meetings, observe work in progress, conduct final inspections, and review as -built documentation and test results. In summary, our goal is to share our technology expertise with you and provide quality services in a timely and professional manner. 2.1 Professional Insurance E&A carries $2 million in professional liability insurance in addition to all standard insurances. Elert & Associates Page 3 City of Fort Collins Proposal for Data Center Relocation Study Elert & Associates is vendor and manufacturer -neutral. We do not provide any equipment, represent any manufacturers or vendors, or install systems. As our client, your best interest is our first priority. 2.2 Affidavit of Non -Alliance and Independence Elert & Associates hereby declares the following: 1. That we are an independent technology -consulting group. 2. That we sell no hardware or software or any tangible products, including but not limited to personal computers, mainframe computers, computer software, PBX, key systems, telephones of any kind, cable, or software packages. 3. That we are not aligned with any manufacturers of the above -listed products or any products. 4. That we are not aligned with any vendors, or distributors, or representative firms who sell, market, install, program or subcontract work for the above - listed products, or any products or services. 5. That we are paid only on a fee (hourly) basis by our clients for which we are contractually committed to providing independent consulting and design engineering services. 6. That we receive no commissions, salaries, or payoffs of any kind from any business entity for services we perform on behalf of our clients, or for products that we may from time to time recommend to our clients on their behalf. , 0_ Signed Gary Elert, President Elert & Associates Page 4 City of Fort Collins Proposal for Data Center Relocation Study 3 Project Understanding and Scope Overview Based on discussions with Dan Coldiron, Elert & Associates understands the City's current primary data center is located in City Hall, and that this is also the central location of the City's fiber network. We also understand the City plans to make significant changes to its facilities west of the 215 North Mason Street building, including eventual razing of the current City Hall. For these reasons Fort Collins will need to relocate its main data center, and wishes to understand the implications including facility needs, schedule & phasing, and estimated costs. To provide this information, Elert & Associates will conduct a programmatic design process. The completed program document will assess and estimate options for a Data Center re -location and provide preliminary magnitude cost estimates for comparisons of potential sites. E&A understands the resulting Data Center Program is for a facility intended to replace the current data center located in the City Hall building, and that options for the new location may include both existing and new building construction. After completing the programming phase, Elert & Associates would be happy to assist the City with further work including schematic and detailed design, in collaboration with the City's selected architectural and mechanical and electrical planner (MEP) firms. 4 Project Approach Elert & Associates will learn about the current conditions and opportunities, analyze feasible options, and develop a programmatic (high-level) document to answer these questions: ➢ What is the best location for a new City data center? ➢ How much space and what supporting facilities will be needed? ➢ When should the relocation take place, and how should the move be phased? ➢ How much should the City budget for this? 4.1 Work Approach ' To answer these questions, Elert & Associates would undertake the following tasks: 1. Obtain inventory of current data center equipment from the City. 2. Examine current data center and discuss with staff its current strengths and weaknesses. Elert & Associates Page 5 City of Fort Collins Proposal for Data Center Relocation Study 3. Discuss future anticipated changes from the current situation with City representatives, including: a. Server consolidation and virtualization b. Storage area networks c. Backup and archival systems d. Outsourced/cloud-based server and/or application hosting 4. Gather requirements for new data center, including: a. Space and layout b. PBX room/space c. Lab for Systems and NetComm R&D and pre -production setup d. Office space for Systems and NetComm engineers e. Proximity to City's cable television studio f. Adjacency requirements g. Freight elevator h. Floor to ceiling height i. Floor load bearing (structural) considerations j. Cooling systems k. Electrical systems, including UPS and generator I. Requirements for redundancy and/or resiliency in electrical and cooling systems (continuity of operations) in. Train, floodplain, geographic risk considerations n. Floor level considerations o. Network switches/routers p. Server and storage equipment q. Cable entry facility r. Fiber connectivity and redundancy s. Telecom cabinets t. Cable management 5. Calculate a range of expected future power draw and heat dissipation based on gathered information. 6. Calculate cooling requirements based on above. 7. Visit potential site options (up to 8 locations) including City buildings, other public entities' sites (if applicable) and commercial co -location sites, and evaluate each with regard to: a. Space topology, e.g., useable floor space, modularity/re- configurability, floor to ceiling height, etc. b. Power grid (single or multiple sources) c. Telecommunications connectivity d. Physical security Vert & Associates Page 6 City of Fort Collins Proposal for Data Center Relocation Study e. Environmental control/type of cooling f. Fire protection g. Distance from DR site 8. Obtain cost information for commercial site options. 9. Examine options that could enhance sustainability efforts. The following areas would be addressed, as applicable: a. Equipment reuse/re-purposing (e.g., servers become workstations; sell older equipment to others) b. Equipment recycling c. Energy monitoring for effective management d. Heat recovery and reuse; free space cooling e. Illumination sources and controls (e.g., automatically turn off lights in data center when no one is present) f. Potential use of renewable energy sources (solar, wind, etc.) 10. Create a Programmatic Design report with information and recommendation regarding the relocation of the City's primary Data Center, including: a. Description of requirements including floor space and loading, electrical & cooling needs, availability, disaster recovery criteria, sustainability, and others as applicable b. Discussion of relevant standards, e.g., ANSI/TIA-942, ANSI/TIA- 569-C, ASHRAE Thermal Guidelines, etc. c. Estimated Tier level (1-4), based on requirements d. Description and analysis of potential sites e. Recommendation for site selection f. Recommendation for move implementation schedule/phasing g. Magnitude cost (f 20%) for the initial implementation, and if using a commercial space, ongoing costs. This project would be structured to minimize the number of trips to contain the project costs and minimize carbon footprint. We propose two (2) trips to Fort Collins for two consultants. The first visit would be to gather requirements through meetings with IT staff, the City Planner/Engineer, and others as necessary, and the second trip would be to evaluate potential sites. Follow up and questions would be handled by telephone and email. A draft report of findings would then be produced for review and comment by the City. The comments received would be incorporated into a final report, which we would email to the City. As options, the City of Fort Collins may wish to consider either a presentation via WebEx by our consultants, or an on -site presentation, which would require a third trip. Elert & Associates Page 7