Fremont City Council Meeting: 12/02/25 07:00 PM
3300 Capitol Avenue Div/Dept: Information Technology Services Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 5574) DOC ID: 5574
Updated: 11/21/2025 4:33 PM by Dina Lewis Page 1
CITY INFRASTRUCTURE BACKUP SOLUTION SUPPORT RENEWAL - Authorize the City Manager, or her Designee, to execute agreements with Eplus Technology, Inc., PEAC US Capital, Inc., and Rubrik, Inc., for Hardware and Software Support and Maintenance of the Rubrik Enterprise Backup Solution in the amount of $371,535.30, for a 3-year term.
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: In 2020, the City implemented the Rubrik Enterprise Backup Solution to manage backups and recoveries of our VxRAIL storage to the cloud. The current Hardware and Software Support and Maintenance Agreement with Rubrik, Inc. is set to expire on January 9, 2026. Renewing the Hardware and Software Support and Maintenance Agreement will provide the City with continued services for assistance with technical problems, hardware/ software fixes, and upgrades. The Rubrik Enterprise Backup Solution renewal is available through Eplus Technology Inc., a reseller, under the NASPO ValuePoint AR2472 Cooperative Purchasing Master Agreement contract, which the City participates in.
The total amount for the Rubrik Enterprise Backup Solution renewal is $371,535.30, payable annually in the amount of $123,845.10 over a three-year term via an Installment Payment Agreement with PEAC US Capital, inc.
BACKGROUND: Since 2020, the Rubrik Enterprise Backup Solution has supported the City’s efforts for disaster recovery, archive, protection, and cybersecurity. Renewing the Hardware and Software support 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 current implementation of Rubrik Enterprise Backup and Recovery Solution 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 incorporating capabilities into the platform that enable recovery 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, archiving, and protection. For example, Disaster Recovery features enable the Rubrik appliance to restore and run a limited number of City applications on the appliance itself, as well as export backup files to the cloud and run them off-site.
The Rubrik Enterprise Backup Solution renewal is available through Eplus Technology Inc., a reseller, under the NASPO ValuePoint AR2472 Cooperative Purchasing Master Agreement contract, which the City participates in. To facilitate annual payments for the Rubrik Enterprise Backup Solution renewal, Eplus Technology Inc. requires the City to enter into an Council Staff Report (ID # 5574) Meeting of December 2, 2025 Updated: 11/21/2025 4:33 PM by Dina Lewis Page 2
Installment Payment Agreement with PEAC US Capital, inc. This agreement will enable the City to manage the renewal costs more effectively, ensuring that funds are available each year for crucial data protection, infrastructure support, and maintenance.
Therefore, Staff recommends that the Council approve the renewal of Hardware and Software Support and Maintenance Agreement with Rubrik, Inc., the issuance of purchase orders with Eplus Technology Inc., and entering into an Installment Payment Agreement with PEAC US Capital, inc. to facilitate annual payments for the Rubrik Enterprise Backup and Recovery Solution. This renewal will enable the City to continue its protection and recovery of critical data in the event of a catastrophe or cybersecurity breach.
Software license renewal is exempt from competitive purchasing requirements pursuant to Fremont Municipal Code Section 3.20.280(c).
FISCAL IMPACT: The cost of the Rubrik Enterprise Backup and Recovery Solution Software Support and Maintenance agreement is $371,535.30 for a three-year period ($123,845.10 annually). Funding for the Rubrik Enterprise Backup Solution is appropriated in the Information Technology Services Department Operating Fund (Fund 620) in the FY 2025/26 adopted operating budget. Funding for subsequent years will be requested as part of the City’s annual budget process.
ENVIRONMENTAL REVIEW: The renewal of computer software licenses is exempt from and not subject to review under the California Environmental Quality Act (CEQA) because, without limitation, it is not a “project” as defined in CEQA Guidelines Section 15378(b)(2) and/or 15378(b)(5) and as it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment per CEQA Guidelines Section 15061(b)(3), each as a separate and independent basis for CEQA compliance.
ATTACHMENTS: None.
RECOMMENDATIONS:
1. Authorize the City Manager, or designee, to issue purchase orders with Eplus Technology Inc. in the amount of $371,535.30 for three years of support ($123,845.10 annually) for the Rubrik Enterprise Backup and Recovery Solution renewal.
2. Authorize the City Manager, or designee, to execute a Hardware and Software Support and Maintenance agreement with Rubrik, Inc. for the Rubrik Enterprise Backup and Recovery Solution renewal.
3. Authorize the City Manager, or designee, to execute an Installment Payment Agreement with PEAC US Capital, inc., for Rubrik Enterprise Backup and Recovery Solution renewal.
4. Authorize the City Manager, or designee, to execute any implementing documents and take any implementing actions as necessary.