Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR
To: City Council
Subject: Data Watch Service Agreement with KLH Consulting, Inc Date: August 09, 2022
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council adopt a motion authorizing the City Manager to execute an amendment to the agreement with KLH Consulting, Inc, to maintain, monitor and secure the City's network infrastructure from August 1, 2022 to June 30, 2026.
Background
KLH Consulting, Inc. is an Information Technology consulting company based in Santa Rosa, CA with over 40 years of experience providing professional IT services. The City initially contracted with KLH for Datawatch services in 2015 and has continued leveraging their capacity as our independent third-party IT consultants.
Analysis/Discussion
The attached scope of work includes all the elements necessary to manage the City’s current fixed and mobile IT infrastructure. KLH will continue to function as a “virtual” IT department for the City. The proposed scope of work includes “Help Desk” support, as well as rolling on-site support time at a reduced cost. These should meet the needs of the City and control costs, which will be reevaluated at the end of the contract term.
Monitoring
Data Watch actively monitors critical devices and services and will generate notifications when network events occur outside normal parameters. Active monitoring of critical network components can dramatically reduce or eliminate computing problems while maximizing the speed, performance, and stability of your network.
Network monitoring will be performed 24x7 via an installed device software agent and/or a KLHprovided Windows network monitor (called a “probe”). The agents/probes are configured to monitor specific network parameters to detect and report problems before they escalate to system downtime, data loss or expensive repair issues. Items that will be monitored include:
• Server and Workstation operation and performance
• Hardware integrity
• Storage space
• Data backup job success
• Firewall status and security (for available technologies) • VPN tunnels (for available technologies)
• Anti-virus protection (for available technologies)
• Uninterruptible Power Supply (UPS) monitoring
The quantity and type of devices proposed to be monitored on Customer’s network are identified in the Cost Proposal section. Any changes to network devices to be monitored will be reviewed and approved by Customer’s management prior to implementation of service and will be subject to any manufacturer-imposed limitations.
Maintenance and System Administration
The Data Watch team maintains specified network devices and applies software patches and security updates, clears temp files, defragments disks, tests backup operation, and optimizes hardware configurations.
System maintenance includes both hardware and software components and will be performed remotely, monthly, unless otherwise stated in the Cost Proposal section.
KLH will perform monthly Remote Server/Infrastructure Maintenance including:
• Install approved Microsoft Critical Updates and Patches • Scan and detect Malware (as required)
• Review automated virus definition update process
• Remove temp files on servers
• Defragment servers
• Review and update firewall access policies
• Apply proper firmware updates and patches to firewalls, routers, and switches • Check the health of peripherals, such as UPS(s)
• Review hard drive space, memory, and CPU utilization for failure or problems and optimize configuration
• Ensure backups are running properly without errors and perform a test file restore • Update third-party plug-ins and utilities (such as Adobe Reader, Java, Shockwave, etc.) • Apply proactive scripts to auto heal known issues and to address pre-failure trends • Apply policy scripts to assure KLH best practice standards (when reviewed and approved by Customer)
KLH will perform monthly Remote Workstation Maintenance including:
• Install approved Microsoft Critical Updates and Patches • Check for Virus definitions, history, and quarantine (1-3 times per week) • Defragment hard drives on Windows Operating Systems
KLH will perform ongoing system administration & tuning as required throughout the month to maintain performance levels consistent with current operations.
KLH further provides physical system updates and infrastructure upgrades based on best practices.
An inventory of hardware systems is managed and scheduled for timely replacement prior to obsolescence. The proposed replacements for Fiscal Year 2022/23 are estimated at an amount not to exceed one hundred and five thousand ($105,000). This increase in replacement cost is primarily due to over eighty thousand ($80,000) in server and switch replacements due to the age and discontinuance of support for equipment. After fiscal year 2022/23 the project and subscription services are expected to reduce to an amount not to exceed $40,000 based on replacement of existing computers, maintenance of hardware service warranties, and as needed special projects.
Financial Considerations
For fiscal year 2022/23 the not to exceed total for this agreement is $83,000 for DataWatch Services and $105,000 for Procurement and Subscription Services. These balances are currently included within the proposed budget and as such no budget amendment is deemed required.
Subsequent years will be budgeted at $83,000+CPI for DataWatch Services and $40,000+CPI for Procurement and Subscription Services. These efforts are managed with an allocated contract and applied across the General Fund and Enterprise Funds based on the budgeted full time equivalent (FTE) allocation for the budget year.
Environmental Issues
Not applicable.
Attachments:
Proposed KLH Revised Scope of Work August 2022 (PDF) PSA AMENDMENT - KLH 2022 (PDF)