Q4_2024_-_Business_Case_-_Main_Server_Room_Relocation_and_Server_Load_Stabilization.pdf

Main Server Room Relocation and

Load Stabilization Project

Current Situation/Background Information

Information Technology servers support both information and operational technology (IT and OT) software interfaces across campus enabling critical systems.

Current Server Infrastructure is housed in two active server rooms located in APD and Concourse A ramp level.

- The APD server room is not purpose-built to industry standards to include limited power and power redundancy. The estimated cost to add additional power service, backup power, additional cooling, and updated fire suppression systems to APD is via contracted assesment is $5m. Given the age of the building, condition, and retrofit requirements, this is not would not be of strategic value given alternative sites noted in the next two bullets.

- The room in Concourse A was built in 2012 to standard specifications at that time, including electrical, backup power, environmental, and fire suppression systems. The Concourse A room requires some improvements to meet current best practice standards. Additional considerations need to be given to the recent decision to locate the EOC in Concourse A. *APD acts as a fail-over backup for some critical systems to Concourse A and vice versa.

- An additional server room is at CVG Centre which was purpose designed in the early 2000's to a robust standard and already incorporates many of the redudant systems that are required, including electrical service. This server room has scalability for present and future needs. This site offers the more up-to-date viable option for a relocation of primary systems that can be removed from the APD site.

- Based on the initial assessment of the APD server room and associated estimated costs to bring APD to current-day standard, IT recommends to move critcal technology infrastructure from APD to the CVG Centre server room. Some systems - associated with PD functions - will need to remain in the APD server room at much smaller scale requiring smaller project funds than the assessment estimate. The final outcome is server load stabilization, electrical and environmental improvements to all APD (for systems remaining), Centre (relocation of systems and load balancing with A), and Concourse A (load balancing with Centre and

EOC considerations) in line with current IT industry infrastructure best practices.

Project Definition

Project Information: IT Server Room Updates are required to meet code and best practice standards for MEP elements

The business objectives: Move APD IT Critical Infrastructure to a purpose-built location at CVG Centre and update all IT Server Rooms in use to a modern standard

Project Justification: The current server room located in APD is inadequate and poses a risk to the operation of critical systems supporting mission goals. All existing server rooms require some updates in order to meet current MEP best practice standards for IT Infrastructure. Migration of Server elements to the CVG

Centre room and minor updates to these locations to support a more distributed load presents the most cost effective option and long-term stability.

Project Approach

Identify, design and procure individual elements required across CVG Centre, APD and Concourse A Server Rooms, including HVAC, Electrical, Backup Power

Supply and Fire Suppression system elements, and install these systems through a combination of internal labor and contractor implementations

Alternatives

1) Continue to host critical IT Infrastructure in the present locations at APD and Concourse A without improvements, with associated risk to critical operational systems.

2) Update all systems at APD and Concourse A Server Rooms to current best practice standard and continue to use both in the same capacity, at a significantly higher cost.

3) Migrate data systems from APD to CVG Centre and update all rooms to current standards according to remaining loads.

Recommendation

Migrate data systems from APD to CVG Centre and update all rooms to current standards according to remaining loads.

Cost

* The following costs are best estimates; appropriations submital is for timing purposes in support of procuring goods and services and seeking any required

Board-level approvals if this project is approved. Funding requirements will be updated through the Capital Planning process and future Appropriations meetings as additional estimates are secured and any solicitations for goods and services are made.

Design $125,000

Construction/Installation $1,750,000

Contingency (min 10%) $300,000

Force Labor $100,000

Miscellaneous $300,000

Total Estimated Cost $2,575,000

Strategic Plan Fit Sustainability FitMaster Plan Fit

Project Funding

CAPEX

Project Schedule

12/1/2024 Design

2/28/2025 Construction/Installation Start

11/30/2025 Construction/Installation Complete

Known Risks & Limitations

Prior intentions were to relocate to a standalone AOC/EOC site that would offer required protections. Given the delay of that project and identifiable risks as the

APD site continues to age and warrant improvements, we have the opportunity to leverage the CVG Centre as the best suited offtake site to offer current-day industry standard protections. If we keep our present server activity at APD, our critical systems remain in a vulnerable state and at known risk of experiencing negative operational impacts due to outages and unknown return-to-service times.

Approvals:

Candace McGraw

Dil Gruffydd

Concurrence Leader: Shannon Oldfield

Executive Sponsor: Brian Cobb

Business Unit Leader: Chris Mason

Sponsor/Originator: Matt Lee

Visuals

Chris Mason (Oct 10, 2024 17:47 EDT)

Brian Cobb (Oct 11, 2024 10:40 EDT)

Dilwyn Gruffydd (Oct 13, 2024 18:59 EDT)

Candace McGraw (Oct 14, 2024 07:38 GMT+1) Candace McGraw https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd https://cvgairport.na2.adobesign.com/verifier?tx=CBJCHBCAABAAuu8JDP8FXQRkD2hPKbO1KxxP0Pr7MLsd