CITY COUNCIL STAFF REPORT
Meeting: January 17, 2024
Subject
Approve a First Amendment with ReDesign Group, for additional funds for City server and storage infrastructure project, for a new total not‐to‐exceed amount of $447,867.70.
Recommended Action
Authorize the City Manager to execute a First Amendment with Redesign Group for additional server and storage infrastructure funds, increasing the contract amount by $58,175.10 for a new total not‐to‐exceed contract amount of $447,867.70.
Reasons for Recommendation
On September 19, 2023, the City Council approved a contract with ReDesign Group, signaling a significant step forward in modernizing the Cityʹs server and storage infrastructure. During the progression of this project, it became apparent that an upgrade of the existing six‐year‐old network switch infrastructure, in conjunction with the server storage infrastructure, is not only necessary but also required for improved operational efficiency. The replacement of this equipment will reap the long‐term benefits of this investment, as it promises to enhance the robustness and effectiveness of our city’s technological infrastructure.
The projected additional expenditure for these network switch infrastructure upgrades plus approved contingency is proposed to be $75,233.03, which will surpass the not‐to‐exceed previously authorized by the Council by $58,175.10.
The proposed cost for this equipment aligns with savings available through continued use of the National Association of State Procurement Officials (NASPO), a Cooperative Agreement, and includes professional installation and configuration services at no additional cost. To ensure the successful completion of the Data Center Tech refresh project, staff requests an increase in the not‐to‐ exceed contract amount of $58,175.10 for this equipment purchase.
It is important to note that timely technology refresh is critical to the performance of business applications. It is also vital to keep these essential components updated for business continuity and cybersecurity purposes.
Continuing to run on a 5‐year‐old server environment with server life being 5 to 7 years will make the system prone to hardware failures and extended outages.
Sustainability Impact
No Impact.
Fiscal Impact
The table below outlines the financials associated with this contract, detailing the costs incurred thus far, remaining approved contingency, and the proposed switch fabric expenses and associated peripheral equipment. Council approved funding as part of FY2022‐23 Proposed Budget.
Description Price (inc. taxes)
Original Agreement not‐to‐exceed $389,692.60
Server/Storage Solution Paid $372,634.67
Approved Contingency remaining $17,057.93
Proposed Network Switch Infrastructure $53,906.03
Proposed Switch Peripherals $21,327
Minus Approved Contingency remaining $17,057.93
Total First Amendment Proposed $58,175.10
New not‐to‐exceed Total $447,867.70
California Environmental Quality Act
Not Applicable.
_____________________________________
Prepared by: Tommy Yu, Infrastructure Manager
Reviewed by: Bill Mitchell, Chief Technology Officer
Michael Woo, Senior Assistant City Attorney
Matt Morley, Assistant City Manager
Approved by: Pamela Wu, City Manager
Chris Jensen, City Attorney
Attachments:
A – Signed Cooperative Agreement
B – Cooperative Agreement NASPO MNWNC‐109
C – Amendments No. 1 to 7 to NASPO MNWNC‐109
D – California Participating Addendum
E – Amendments No. 1 & 2 to CA Participating Addendum
F – Disaster Recovery Site (Phoenix) quote
G – Production Site quote
H – Insurance Requirements Exhibit
I – Proof of Insurance