Item 341/2025
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Anand Rao
Dept:
City Manager Dept: Information Technology
Date: 12/9/2025
Subject: Award a contract to Portola Systems, Inc. to provide a virtualization solution. (Cost: $248,266.79)(Action Item)
OBJECTIVE
For the City Council to award a contract to Portola Systems, Inc. in the amount of $248,226.79 to provide a virtualization solution.
BACKGROUND
Most of the City's existing server infrastructure is hosted in a VMWare virtualized environment that is six years old. The equipment is outdated and the cost of extending the software licenses has increased significantly. The City seeks to find a replaceme nt for our existing platform that will meet our needs and reduce cost of ownership.
DISCUSSION
A Request for Proposal “RFP S-1378” was advertised on August 4, 2025 for a comprehensive virtualization solution. The requirements for this RFP are to include hardware, software and supporting services. On September 16, 2025, six proposals were received that met the RFP requirements.
A panel of three staff members evaluated the RFP proposals based on criteria of: Quality and Completeness of Proposed Solution (40 points), Proposer Qualifications and Experience (20), Project Cost (30), and Completeness of Response (10). Portola systems, Inc. provided a solution that best met all the City’s requirements.
Item 341/2025
The final proposal scores are as follows:
1.1. RFP S-1378 Virtualization Solution
Vendor Score
Portola Systems, Inc 287
Netsync Network Solutions 231
CPACinc.com 221
Formula Consultants Incorporated - Lenovo Option 180
Formula Consultants Incorporated - HPE Option 162
VSI Technologies 125
FINANCIAL IMPACT
The cost of the contract with Portola Systems, Inc. to provide a virtualization solution is $248,226. Funding is available in the Information Technology Department’s adopted Fiscal Year 2025-26 operating budget, and no additional appropriation is required to award the contract.
RECOMMENDATION
It is recommended that the City Council:
● Award a three (3) year contract to Portola Systems, Inc. in the amount of $248,226.79;
● Authorize the City Manager , or designee(s), to execute the agreement and make minor amendments or modifications as necessary on behalf of the City; and
● Authorize the City Manager, or designee(s) to execute future amendments to the contract, including the authorization to enter into option years, provided sufficient funds are available.
ATTACHMENT(S)
1. Portola Systems, Inc. Proposal Pricing Form
2. Bid Tabulation
3. Agreement