Agenda Report
Fullerton City Council
MEETING DATE: SEPTEMBER 19, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: ROBERT DUNN, CHIEF OF POLICE
PREPARED BY: LAUREN PARKHOUSE, SENIOR ADMINISTRATIVE ANALYST SUBJECT: INFORMATION TECHNOLOGY SERVER REPLACEMENT PROJECT
SUMMARY
Staff requests City Council approve an interfund loan from General Fund (Fund 10) to Information Technology Fund (Fund 68), a corresponding interfund loan transfer and appropriation to the Information Technology Fund, purchase orders for hardware, software and licensing and Professional Services Agreement (PSA) Amendment No. 8 with Glass Box Technology, Inc. (Glass Box) for project services.
RECOMMENDATION
Approve $1,890,433 interfund loan from the General Fund (Fund 10) to Information Technology Fund (Fund 68) and authorize City Manager to determine repayment terms.
Approve $1,890,433 interfund loan transfer and budget appropriation from the General Fund (Fund 10) to Information Technology Fund (Fund 68).
Approve Amendment No. 8 to Professional Services Agreement with Glass Box Technology, Inc. dated July 1, 2022 for services to deploy the replacement servers.
Authorize Administrative Services Director, or designee, to issue $117,618 and $838,193 purchase orders with Glass Box Technology, Inc. for server replacement hardware and related software and licenses.
Authorize Administrative Services Director, or designee, to issue $741,022 purchase order with Dell, Inc. for Microsoft software licenses.
CITY MANAGER REMARKS
The City Manager recommends approval.
BUDGET POLICY PRIORITY STATEMENT
This item matches the following Budget Policy Priority Statements:
Fiscal and Organizational Stability
Infrastructure and City Assets.
FISCAL IMPACT
Staff estimates the Server Replacement Project would cost $1,890,433. The Information Technology Fund (Fund 68) does not have available fund balance to cover the cost of this project. The proposed interfund loan would enable the City to purchase hardware, software and licenses and engage Glass Box Technology, Inc. to manage and perform project services. Staff would transfer the interfund loan amount from the General Fund (Fund 10) to the Information Technology Fund (Fund 68) and appropriate in the Information Technology Fund.
The City Manager would evaluate the interfund loan repayment terms through the FY 2024-25 budget development process.
DISCUSSION
The City engaged Glass Box to present a set of strategic initiatives to remediate Information Technology issues that the City faced in 2020. The presentation identified $9.9M in technology improvements in the following five areas:
Security and Compliance
Data Center
Servers
Networks
End User Computing.
City Council approved $2.25M in 2020 for cyber security projects to benefit the entire city, remediation efforts for CLETS compliance, rectify licensing issues with Microsoft and to implement cloud technologies for email (Outlook online) and collaboration (Teams). The City has also secured funding in the last three years to address all identified needs, with the exception of three:
Phone VOIP system replacement
Fire department network and infrastructure replacement
Server and storage equipment replacement.
The industry standard for server replacement is five years. The City’s network servers are over nine years old and out of support so they no longer receive updates, causing stability and performance issues. Additionally, the City does not have readily available backup hardware. City departments would not have access to their software and applications housed on the servers if they fail for weeks or even months. Replacing the City network servers ensures all systems remain operational and secure.
The City has procured software and equipment for the server replacement project provided by Glass Box through GSA national cooperative agreements in accordance with the City’s Purchasing Policy, Administrative Policy No. 4.1.2, Section IV.D. The current City agreement with Dell for Microsoft licenses “piggy-backed” on an existing County of Riverside (Contract #8084445) awarded after a formal competitive bid process. Purchasing Policy 4.1.2, Section IV.F allows exceptions to the Open Market Process when “a vendor who has been awarded specific items or services in a contract, within the previous 365 days, resulting from a formal competitive bid by another governmental agency or by the federal government, or at any time during the term of an existing contract. This includes, but is not limited to, General Service Agreements (GSA), California Multiple Award Schedule agreements, or “piggyback” contractual agreements of other governmental agencies.” Attachment 4 lists cooperative and GSA agreements.
City Council approved a PSA with Glass Box for Information Technology Management Services on July 1, 2022. Glass Box provides general IT management services with projects requiring separate scopes of work outside of the underlying contract. Staff requests City Council approve Amendment No. 8 to the 2022 PSA with Glass Box to accommodate the extensive deployment of the new servers and expanded scope of services of the PSA.
Attachments:
Attachment 1 – Amendment No. 8 to 2022 PSA with Glass Box Attachment 2 – Glass Box Quotes
Attachment 3 – Dell Quote
Attachment 4 – Cooperative Agreement Pricing Contract
Attachment 5 – County of Riverside Dell Contract
cc: City Manager Eric J. Levitt
Server Replacement Project
September 19, 2023- Page 2