Agenda Report
Fullerton City Council
MEETING DATE: FEBRUARY 18, 2025
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: ERIC LEVITT, CITY MANAGER
PREPARED BY: AARON FRY, CHIEF TECHNOLOGY OFFICER
KIM CHAUDHRY, SENIOR ADMINISTRATIVE ANALYST
SUBJECT: CHANGE ORDER WITH GLASS BOX TECHNOLOGY FOR SERVER MIGRATION PROJECT IMPLEMENTATION SERVICES
SUMMARY
The City initiated a Server Migration Project in 2023 to replace outdated and unsupported hardware in the City Hall data center. Staff installed new equipment and made substantial progress migrating virtual servers from old hardware to the new infrastructure, migrating all Police Department servers and approximately 60% of other servers.
PROPOSED MOTION
Approve $41,515 change order with Glass Box Technology, Inc. for continued IT Server Migration Project implementation services, including a $5,415 contingency accessed upon City Manager approval.
ALTERNATIVE OPTIONS
Approve the Proposed Motion
Delay migrating non-essential servers which would reduce immediate financial impact Other options brought by City Council.
STAFF RECOMMENDATION
Staff recommends the Proposed Motion.
CITY MANAGER REMARKS
The City Manager recommends approval.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
The requested $41,515 change order with Glass Box, including contingency, would provide continued Server Migration Project migration and implementation services. Staff would fund the change order from IT budget allocations in the IT Fund (Fund 68) with no additional appropriation required.
BACKGROUND AND DISCUSSION
City Council approved the IT Server Replacement Project in September 2023, contracting with Glass Box to procure hardware and equipment and provide project implementation services.
The project has additional needs requiring an adjustment to the project scope and funding. The following factors necessitates the $41,515 change order request:
Extended Timeline Due to Complexity – The project requires additional time and resources to ensure smooth transition of critical Police Department and City Hall applications. Migrating these essential applications necessitated a more meticulous approach to avoid service disruptions.
Increased Scope of Active Services – The City has identified approximately 15% more active services since the 2023 approval, requiring additional coordination and effort to migrate effectively.
The additional funding would cover extended labor costs, increased scope of work and unforeseen challenges to ensure a successful server migration. The proposed $5,415 contingency would provide flexibility for minor adjustments, accessible upon City Manager approval, in line with recent scope of work authorizations.
The City selected Glass Box Technology, Inc. this project due to extensive experience with the City IT infrastructure and role overseeing the project from inception.
Attachments:
Attachment 1 – Server Replacement Project Scope of Work Server Migration Project Change Order Request
February 18, 2025 - Page 2