Fremont City Council Meeting: 01/10/23 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4761) DOC ID: 4761
Updated: 1/5/2023 4:49 PM by Alberto Quintanilla Page 1
CITY INFRASTRUCTURE UPGRADE AND BACKUP SOLUTION SUPPORT AGREEMENTS - Authorize the City Manager, or Designee, to issue a purchase order to Dell Technologies in the amount of $134,638.02 for the purchase of an additional server and storage system and execute a service agreement with Eplus Technology Inc for the Annual Hardware and Software Support and Maintenance of the Rubrik Enterprise Backup Solution in the amount of $401,242.40 Contact Persons:
Name: Jeremy Huynh Sanford Taylor
Title: Management Analyst II IT Director
Div/Dept: Information Technology Services Information Technology Services Phone: (510) 494-4847 510-494-4802
E-Mail: [email protected] [email protected]
Executive Summary: The Information Technology Services Department uses a server virtual environment to run the City’s mission critical business applications. The technology is based on Dell’s VxRAIL Hyperconverged Infrastructure and has been deployed since 2020.
Over the past few years, storage and compute demands have increased. Today, the City has a need to upgrade its virtual server infrastructure, which includes servers, storage and backup/recovery systems. Current systems capacity is nearly exhausted. The additional Dell Technologies VxRAIL Solution augmentation is available under the Minnesota NASPO ValuePoint Cooperative Purchasing Master Agreement contract, which the City participates in. The total amount of the VxRAIL Solution augmentation, which includes software, implementation services, and three years of support is $134,638.02, including applicable sales tax and shipping charges.
In 2020, the City implemented the Rubrik Enterprise Backup Solution to manage backups and recoveries of our VxRAIL storage to the cloud. The current Software and Maintenance Support Agreement will expire in January 2023. Renewing the Software and Maintenance Support Agreement will provide the City with services for assistance with technical problems and hardware/ software fixes and upgrades. The Rubrik Enterprise Backup Solution Annual Software Support and Maintenance is available under the NASPO ValuePoint AR2472 Cooperative Purchasing Master Agreement contract, which the City participates in. The total amount for three years of Hardware and Software Support and Maintenance is $401,242.40.
BACKGROUND: In FY 2019/20, Information Technology Services (ITS) replaced the City’s VMware server environment, storage, and backup systems to ensure business continuity and data recovery. It is vital to have our mission critical applications and data (email, Financials, Public Safety systems, Public Works systems, GIS, Permitting, etc.) available to support City operations. The City has used Dell’s EMC VxRAIL Hyperconverged Infrastructure since 2020. With growth in City operational needs over the years, an augmentation to the Dell EMC VxRAIL Hyperconverged Infrastructure is necessary. This augmentation will ensure that the City can ensure business continuity and provide services to its constituents.
Council Staff Report (ID # 4761) Meeting of January 10, 2023 Updated: 1/5/2023 4:49 PM by Alberto Quintanilla Page 2 Since 2020, the Rubrik Enterprise Backup Solution supports the City’s effort for disaster recovery, archive, protection, and cybersecurity. Renewing the Software and Maintenance Support Agreement will ensure that the City can continue to protect and recover critical data in the event of a catastrophe or cybersecurity breach.
DISCUSSION/ANALYSIS: The ITS Department is responsible for providing a server infrastructure that departments use to access software applications and systems to conduct City business and for communication purposes. The Dell EMC VxRail Hyperconve rged solution that the City currently uses is a turnkey infrastructure appliance with full VMware integration. As storage and compute demands have increased, the ITS Department recommends upgrading the Dell EMC VxRail Hyperconverged infrastructure, which i ncludes servers, storage, and backup/recovery systems.
The Rubrik Enterprise Backup and Recovery Solution that the City implemented provides backup and recovery capabilities that are aligned with ITS’ Cybersecurity Backup and Recovery Control requirements as defined by the National Institute of Standards and Technology (NIST). Rubrik’s enterprise backup solution addresses malware and ransomware by building capabilities into the platform for recovering from single files to entire servers. The Rubrik user-interface is easy to use and manage. The City leverages the solution’s Cloud Computing capabilities for disaster recovery, archive and protection. For example, Disaster Recovery features allow the Rubrik appliance to run a limited number of City applications on the appliance itself as well as exporting applications to the cloud to run applications off site. The ITS Department recommends renewing the Hardware and Software Support and Maintenance for Rubrik Enterprise Backup and Recovery Solution, allowing t he City to continue to protect and recover critical data in the event of a catastrophe or cybersecurity breach.
FISCAL IMPACT: The cost of the Rubrik Enterprise Backup and Recovery Solution Software Support and Maintenance agreement is $401,242.40 for a three year period. Funds for annual software support and maintenance were appropriated as part of the FY 2022/23 adopted operating budget in the Information Technology Services Operating Fund (Fund 620).
The one-time purchase of the Dell EMC VxRAIL Solution is $134,638.02, including applicable sales tax and shipping charges. There are sufficient funds appropriated for the hardware, software, implementation services, and three-year support costs in the Information Technology Services Capital Replacement Fund (Fund 625).
ENVIRONMENTAL REVIEW: The proposed action is not a project under the California Environmental Quality Act (CEQA) as defined in CEQA Guidelines Section 15378(b)(3 ) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that the there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. The purchase of computer hardware and software maintenance services will clearly not have a significant effect on the environment and is not a project under CEQA.
ATTACHMENTS: None.
Council Staff Report (ID # 4761) Meeting of January 10, 2023 Updated: 1/5/2023 4:49 PM by Alberto Quintanilla Page 3
RECOMMENDATIONS:
1. Find that the purchase of computer hardware and software maintenance is not a project under the California Environmental Quality Act (CEQA) Guidelines Section 15378(b)(3) as the proposed action will clearly not have a significant effect on the environment and, thus, CEQA does not apply.
2. Authorize the City Manager, or designee, to execute a service agreement with Eplus Technology, Inc. in the amount of $401,242.40 (including applicable sales tax and shipping charges) for three years of support for the Rubrik Enterprise Backup and Recovery Solution.
3. Authorize the City Manager, or designee, to issue a purchase order to Dell Technologies in the amount of $134,638.02 (including applicable sales tax and shipping charges) for the Dell Technologies VxRail Hyperconverged Infrastructure augmentation an d to execute any implementing documents and take any implementing actions as necessary.