Item No. 7.
TO:HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM:OFFICE OF THE CITY MANAGER
BY:VANIAH DE ROJAS, ASSISTANT CITY MANAGER
DATE:MAY 26, 2026
SUBJECT:APPROVAL TO PURCHASE ADDITIONAL 700TB OF DATA STORAGE FOR CITYWIDE
OPERATIONS
EXECUTIVE SUMMARY
The City Council will consider approving the purchase of 700 terabytes of additional data storage to support Citywide operational needs. The added capacity will accommodate long-term retention of camera footage, enhance backup capabilities, and expand storage for various departmental data needs. The total cost for this purchase is $48,509, with no recurring annual maintenance costs until April 2027, after which the storage system will require annual support services estimated at $14,000 to $16,000 per year.
RECOMMENDATION
That the City Council:
1. Approve the purchase of 700TB of storage from Stonefly for a total cost of $48,509, and annual maintenance costs after April 2027 estimated at $14,000 to $16,000 per year; and,
2. Authorize the City Manager to execute all necessary purchase documents, including any non-substantive amendments.
BACKGROUND
The Information Technology Division (I.T.) has identified the need to expand the City’s storage capacity to support increasing operational demands. Growing volumes of long‑term camera footage, departmental backups, and large geospatial datasets have exceeded the limits of the current environment.
Following evaluation of available options, staff determined that the most effective and cost‑efficient approach is to expand the City’s existing StoneFly storage system. This upgrade is performed by installing new high‑capacity hard drives into the current storage chassis, allowing the City to significantly increase available storage without purchasing an entirely new appliance.
ANALYSIS
The proposed storage expansion is a turnkey solution that includes full vendor support through April 2027. During this period, the system will receive firmware updates, hardware diagnostics, and technical support at no additional cost.
Beginning after April 2027, the system will require an annual support and maintenance agreement estimated between $14,000 and $16,000 per year, consistent with preliminary cost information received from StoneFly.
This support ensures continued access to technical assistance, hardware coverage, and system updates for the life-cycle of the appliance.
Stonefly was selected as a sole source because it is the storage platform already deployed within the City's environment and current storage vendor. The City maintains several Stonefly appliances under active support and warranty agreements. This expansion builds directly on the existing architecture, ensuring seamless integration, full compatibility, and continuity with established channels.
Leveraging the City’s current StoneFly infrastructure maximizes prior investments, avoids the need for additional vendor evaluations or migration work, and maintains a consistent storage ecosystem for operational, security, and archival needs
CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency & Adaptability
Quality of Life, Safety & Infrastructure
FISCAL IMPACT
Approval of the recommended action will result in an appropriation of $48,509 from General Fund balance to account no.10-4-1380-0144. There are no recurring annual costs until after April 2027, at which point the City should anticipate annual maintenance and support costs of approximately $14,000 to $16,000 per year.
Attachments
Attachment A: StoneFly Quotation - AAAQ12146-01.pdf
Attachment B: Re Purchasing additional 700TB of storage.htm.pdf
StoneFly Quotation # AAAQ12146-01
Prepared For:
City of Downey, CA
P.O. Box 7016
Downey, CA 90241
Contact: Michael Albelo
Phone: (562) 904-7266
Email: [email protected]
Prepared By:
StoneFly, Inc.
Sales Rep: Chris Jones
Phone: 510.962.5012
Email: [email protected]
Quotation valid through May 13, 2026 @ 11:59pm
Below is a short synopsis of the solution quoted.
To view or download the full quotation in PDF format which includes the details andspecifications of the solution, please click here or on the PDF image to the left.
Line Item Detail
Qty Description Picture UnitPrice Ext Price
1 System Upgrades for StoneFly XD-Series USO 60-Bay Appliance [S/N D5007340],Includes:$37,790.00 $37,790.00 (Qty 30) - 24TB Enterprise 12Gb SAS 3.5" Drive Pack
(Qty 242) - Upgrade StoneFly Appliance License to Support 1TB Additional Storage (Qty 1) - Special Discount on Upgraded Max Capacity License with Purchase of StoneFlyDrive Packs 1 Service Upgrade, Silver Support Service, Co-Termed with Appliance through 04/29/2027 $0.00 $0.00 1 System Upgrades for StoneFly XD-Series USS 60-Bay Appliance [S/N D5007339],Includes:$4,060.00 $4,060.00 (Qty 406) - Upgrade StoneFly Appliance License to Support 1TB Additional Storage (Qty 1) - Special Discount on Upgraded Max Capacity License with Purchase of StoneFlyDrive Packs 1 Service Upgrade, Silver Support Service, Co-Termed with Appliance through 04/29/2027 $0.00 $0.00 1 Professional Services: Remote Installation, Configuration, Testing, Training (Up to 10-Hours)$1,500.00 $1,500.00 1 California Sales Tax $4,394.26 $4,394.26
Payment Options
SubTotal:$47,744.26
Shipping:$765.00
Total:$48,509.26
Amount Due Today: $48,509.26
Prepay - Company Check Purchase (purchase amount $48,509.26)$48,509.26
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(Note, you will receive a copy of your message by email.) Michael Albelo said April 29, 2026 @ 7:24 am
Can we please get an updated qwuote? Thank you.
Time expressed in Pacific Daylight Time UTC-07:00
StoneFly, Inc. ~ 2865 Grove Way ~ Castro Valley, CA 94546 ~ (510) 265-1616 ~ www.StoneFly.com Prepay - ACH Purchase (purchase amount $48,509.26)$48,509.26 Net 30 Purchase (purchase amount $48,509.26)$48,509.26
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(Note: After accepting you will have the opportunity to provide payment.) Order Confirmation
All prices are in U.S. Dollars (USD). This quotation is valid through the expiration date listed above. 1TB = 1 trillion bytes; actualformatted capacity is less. Price includes 1 Year Parts & Labor Warranty unless otherwise stated above. All StoneFly products arecustom-built to the customer's requirements; orders cannot be canceled or withdrawn by the customer after StoneFly begins orderprocessing. Neither StoneFly nor its affiliates are responsible for any misprints. All prices are subject to change. We reserve the rightto cancel orders arising from errors, inaccuracies, or omissions. For more information, contact your StoneFly Representative.
I agree to the terms and conditions of the above document and PDF attachment with an electronic signature below and certifiy that I am authorized to do so on behalf of City of Downey, CA.
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From: Vaniah De Rojas Sent: Monday, May 4, 2026 9:36 AM To: Dominic Vu Cc: Mohammad Ahmed Subject: Re: Purchasing additional 700TB of storage
Yes move forward, but let's talk more at our next meeting.
Vaniah De Rojas
Assistant City Manager
City Manager’s Office
11111 Brookshire Avenue | Downey, CA 90241
(562) 904-7284
[email protected]
www.downeyca.org
From: Dominic Vu
Sent: Friday, May 1, 2026 10:25 AM
To: Vaniah De Rojas
Cc: Mohammad Ahmed
Subject: Purchasing additional 700TB of storage
Hi Vaniah,
Happy Friday! Are you OK if we move forward with purchasing the storage that we had mentioned in our last biweekly meeting? The cost would be about 45K. We had talked to some of the department heads chipping in roughly 8K to 10K, and the ones that we have talked to were onboard. With the rising costs of hard drives and everything, I am advising we make the purchase now. If we wait longer, we may not get as much storage as we would now.
We would use this 700TB of storage mostly for storing camera footage. We can also use this for City Clerk’s backups as well as to store GIS and Parks/Rec data. If approved, how do you suggest we move forward with billing codes?
Sincerely,
Dominic Vu
Information Technology Division Manager
11111 Brookshire Avenue
Downey, CA 90241
Phone: (562) 299-6639
Email: [email protected]