Item 8A - Co-location Site SelectionAGENDA ITEM:
DATE:
SURMTTTED BY:
BACKGROUND:
STAFF REPORT
City of" Atlantic Beach
Commission Meeting
Disas ter Planning: Co-loca tion Site Selection
April 30, 20 L 5
Keith Randicb , IT Direct or (Cf2_
AGENDA ITEM 118A
MAY 26,20 15
City Staff has plan s for operat ing th e City's com put er faci liti es in the event of an impending storm . Pl a ns for
making the IT functions availab le in c lu de removing the computer servers from the C ity Hall computer room
before the arriva l of th e s torm. After the storm has passed, the IT Department wo uld in stal l th e servers ba ck in
City Hall if power an d air co nditionin g was in service, or at an offs it e location if it was not. The time required to
bring back certain applica ti o ns could be measured in days.
In the past few years, the IT Departme nt has begu n to impl emt:nt a n alte rn ate plan to pla ce high priority computer
applications in remote locations that would not be affected by a lo cal emergency. The City's web s ite mn s on a
computer in Lawrence, KS. The Enterpri se ap pli ca ti o n (Finance, Utility Billing, Payro ll , Building Permits, etc .)
res ide s in a data center in At lan ta. Th is project enta il s the placement of the City 's new phone system and email
servers in a co -loca tion data center purpo sely built to with stand the effects of a serious sto rm.
Phon e calls and email would be able to be received even if the C it y it self is without power. Phon e ca ll s co uld be
transferred to cell phones or rolled over to voice mail fo r process ing afier the storm . Access to emails (as well as
the Enterprise application and website) would be made from compu ter tablet and laptop devices wherever l.ntcrn et
access and office space wore available. When power and air cond it ioning is restored to City Hall, staff would
return and resume operations as normal.
BUDGET: $10 ,000 is in the 20 14-2015 City Manager Budget for the Co-loc at io n s ite contracl.
RECOMM I~NDATION: Staff reco mmend s authori za tion for the City Manager to sig n the service agreement
between the City and Co logix for $1221 per month.
ATTACHMENTS: City Co-Loca ti on Proj ect Powe rp oinl
REVIEWED BY CITY MANAGEU: "-£/f. (/4&1 ~iA..t
AGEN DA ITEM #8A
MAY26,2015
City Co -Location Project
MAY /0 1 5
KEI T H RA N DI CH, 11 DI RI-CTO R
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Co -Locat ion Concept
House t he City's hi ghest priority computer appl ications in an environment that wou l d not be
affected by an eme rgency event i n the City (storm, fire).
Hig h es t Priority applicati ons
Enterprise Applicat ion (Fina nce, Billing, Permitting, Payroll)
Pollee Dispatch and Record Management
Ema il
Phone System
Website
During an emergency, the applications above could be accessed from remotely until the City
facilities ar e o perational.
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Co-Locat ion Plan
Plan is to house Ci ty co mputers that run th e email applica ti o n and th e new phon e sys t e m at a
co -loca tion site.
Th e phone syst em will be abl e to t ake and route cal ls if e ither the City computer r oom o r the
co lo site i s out of service.
Th e e mail a pplica t ion will co ntinue to operate if t he City computer room i s out o f se rvice.
Ot her City computers (Document Management, Fi le Servers, et c.) would b e physica lly moved to
the co l o site until the Ci ty computer faci li ty was operational.
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New Cit y Phone System
Rep l ace 75 Phon es in Ci ty Hall , PD, Pub lic Works, Wat er Treat men t Plant, Water Pl ants 1 & 2
Remote ly M o nito red 24 I 7
Integ rated with th e Ci ty's DR Pl an
Auto Attendant Answer
Main City Line, Police Dispatch, Utility Billing
Ca l l Recording
Call Accounting and Reporting
Phon e Usage
Ca l l Tracking
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AGENDA J'I'EM fi8A
MAY26,2015
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Costs
Budget -$102,500
$10,000
Phon e System
Co-location Si t e
AC ENOA JTEM #SA
MAY26,2015
Ph one system, phones, so ftware licen ses, training, Installatio n, 7 x 24 monitoring, call r eco rding,
a nd su pport -$64,000
Servers for Voice mall and Phone network management -$8000
Colo space -$500 se tup + $15,000 I year
Firewa ll and r outer at DR Si te -$6000
Data and Phone lines -$13,200 I year
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$18,000 I year -turn off existing ana log phones
$4800 savings on phone lines annually
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Costs
Budget $112,500
Fi xed $78,500
Recurring
$2350 I mo * 5 months $11,750
Under Budget $22,250
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