DATE: December 2, 2024
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Diane Pitman, Administrative Services Director
Rob Lasky, IT Manager
DEPARTMENT: Administrative Services
SUBJECT: REPLACEMENT OF DATA BACKUP SYSTEM
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution authorizing the Mayor to execute a five-year agreement with Roundstone Solutions, Inc. in an amount not to exceed $104,752 to purchase Cohesity Backup Servers and services.
EXECUTIVE SUMMARY
Data backup is a critical component of Information Technology. The Cohesity Enterprise Backup System (“Cohesity”) will provide features that will help protect the City from ransomware. Funds for this project were budgeted within the Information Technology (IT) Internal Services Fund budget for Fiscal Year 2023-2024 and were carried over to Fiscal Year 2024-2025.
BACKGROUND/ANALYSIS
On April 15, 2024, the City Council authorized the issuance of an RFP for an Enterprise Backup System. An RFP for an Enterprise Backup System was released on April 16, 2024. Nine proposals were received, and the lowest cost proposal was for Cohesity Backup from Roundstone Solutions.
The City currently uses Barracuda Backup as our Enterprise Backup System. The system was originally purchased in 2013 and the hardware has been refreshed 3 times.
While Barracuda Backup has been a reliable system for the City, in recent years there have not been any enhancements to the software. Newer ransomware has been increasingly targeting backup systems, and Cohesity will help recognize and mitigate ransomware incursions.
Cohesity integrates well with VMware and Nutanix, which are the two server virtualization solutions in use at Foster City. Backups are saved to the on-premise Cohesity server and then those backups are replicated to the cloud. Backups of critical systems can be made immutable so that malicious actors cannot delete them.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
Upfront Cost of Hardware and 3 years of support and maintenance $72,152 4th year fixed renewal (due at beginning of year 4) $16,300 5th year fixed renewal (due at beginning of year 5) $16,300 TOTAL $104,752
This project was budgeted in FY 2023-2024 for $60,000 in the IT Internal Services Fund (#504-0160-419-4388) and funds were carried over to FY 2024-2025. Unspent funds from the Police Department Scheduling Software project can be used to close the funding gap for the upfront pricing of $72,152, which includes 3 years of licensing and support.
Fixed cost renewals for years 4 and 5 are included in the total cost of the agreement, but payment is not due until the beginning of years 4 and 5. Funds will be budgeted in the appropriate fiscal years for those renewals as part of the annual budget process.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Innovation and Sustainability
ATTACHMENTS:
Attachment 1 – Resolution
Attachment 2 – Agreement
Attachment 3 – Roundstone Proposal