Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: AUTHORIZATION TO PURCHASE REPLACEMENT
INFORMATION TECHNOLOGY INFRASTRUCTURE
SYSTEMS
Date: June 23, 2026
Written by: Angela Courter, Director of Administrative Services Recommendation
It is recommended that the City Council adopt the attached resolution authorizing the City Manager to purchase replacement Information Technology (IT) infrastructure systems and related services in an amount not to exceed $180,000.
Background
The City's current IT infrastructure includes critical server and data storage systems that support essential municipal operations, including financial systems, utility billing, document management, network services, and other business-critical applications.
The existing infrastructure has exceeded its recommended useful life by more than four years. As technology systems age, manufacturers discontinue hardware support, software compatibility becomes limited, and the ability to implement current cybersecurity protections is reduced.
Continued reliance on aging infrastructure increases the risk of system failures, service interruptions, data loss, and cybersecurity vulnerabilities.
In consultation with the City's IT service provider, staff evaluated the condition of the existing systems and identified the need to replace the current infrastructure to maintain operational reliability and support modern security requirements.
Analysis/Discussion
The proposed project includes the purchase and implementation of replacement server and storage infrastructure designed to improve reliability, security, and business continuity.
In addition to replacing obsolete equipment, the proposed solution introduces a redundant architecture that separates data across two independent systems. Each system will maintain synchronized backups of the other, providing enhanced resiliency in the event of hardware failure, cyber incidents, or other disruptions.
Key benefits of the proposed replacement include:
• Replacement of critical infrastructure that has exceeded its useful life. • Improved cybersecurity capabilities to support current security standards and best practices.
• Reduced risk of system outages and hardware failures. • Enhanced data protection through redundant storage and backup systems. • Improved disaster recovery and business continuity capabilities. • Continued supportability through manufacturer warranties and vendor support agreements.
The total project cost, including equipment, software, installation, configuration, and related implementation services, is estimated at an amount not to exceed $180,000.
Financial Considerations
The total cost of the replacement IT infrastructure project is estimated at an amount not to exceed $180,000. Sufficient funding is available within the adopted budget and/or Information Technology capital replacement funding sources. No additional appropriation is required.
Environmental Issues
The proposed replacement of technology systems for the City, where it can be determined with certainty, has no possibility that the activity may have a significant effect on the environment, and the activity is not subject to CEQA review. This general rule can be applied to activities which could be subject to the CEQA process, but which logic dictates should not be subject to CEQA review. Therefore, based on the information provided above, the proposed resolution is exempt from CEQA pursuant to Section 14.03.021 of the CEQA Guidelines in that there is no possibility that the activity may have a significant impact on the environment.