CITY OF LAGUNA NIGUEL
CITY CouncIL AGenDA ITEM
To: Honorable Mayor and Council Members
FROM: Justin J. Martin, Deputy City Manager
DATE: March 21, 2023
SUBJECT: Authorize the Purchase Order with SHI International Corp. for the Procurement of Rubrik's Data Backup System
RECOMMENDATION
Staff recommends that the City Council authorize the Purchase Order with SHI International Corp. for the procurement of Rubrik's Data Backup System.
BACKGROUND
The City of Laguna Niguel is reliant on a functioning network of backup systems to prevent the loss of City data during disaster recovery. Backup systems are designed to recover data in the event of an application server or data storage device crashing due to a cyberattack or system failure. Backup systems also protect against loss of data due to hardware failures within the City's data center or due to user error.
Today, many agencies utilize cloud services for off-site backup storage and for some level of disaster recovery. Cloud based services can offer the advantage of more frequent data backups and the ability to recover server workloads if needed.
To effectively use cloud services for backup and recovery, agencies need modern and secure tools to manage backups on-site, replication of backups to the cloud, and the recovery of services.
The City's current data backup system is at its end of its useful life and is in need of replacement. Staff is unable to continue receiving technical support or updates for the software, and the system has limited functionality available for cloud backups for offsite storage. By engaging in the procurement of the Rubrik's Data Backup System from SHI International Corp. (SHI), the City will significantly enhance its current backup system and overall systems safety.
Purchasing Rubrik's Data Backup System supports Goal 4 (Infrastructure and Technology) of the Strategic Plan Implementation Action Plan.
ANALYSIS
The City's IT Services Division evaluated several alternatives and determined that the Rubrik's system best meets the City's need for a new backup solution that provides both data protection and recovery at a reasonable cost.
Without an appropriately operating backup system, the City would not be able to recover data from a cyberattack, hardware failure, human error or natural disaster. Rubrik's data backup system will accelerate the City's capability of ransomware recovery by only requiring minimal steps to restore to the most recent clean slate. In addition, Rubrik's file system was built to be immutable, meaning backups cannot be encrypted or deleted by ransomware. This is highly beneficial to the City because backups are commonly considered to be one of the most important defenses against ransomware. Rubrik's simplicity also permits any staff member to easily use the solution without significant training or the need to dedicate someone to managing backups, resulting in efficiency and a staff time savings.
By securing the Rubrik's Data Backup System from SHI, the City will attain a modern system that is both reliable and secure. The quote for Rubrik's Data Backup System covers the purchase of all hardware, software, and includes 3 years of technical support.
The quote is included as Attachment A.
The City's Purchasing Policy allows staff to issue purchase orders through the use of cooperative purchasing agreements pursuant to Laguna Niguel Municipal Code Section 3-6-6 (Use of vendors selected by another agency or through cooperative purchasing agreements).
In this case, OMNIA Partners has a current contract (Contract #2018011-02) with SHI for the procurement of information technology solutions and services at a discounted price.
All OMNIA Partners contracts have been competitively solicited by a lead public agency in accordance with their public purchasing rules and regulations. The City will save time and monetary resources by procuring a secure data backup system pursuant to the OMNIA Partners contract, while remaining in compliance with the City's purchasing policy requirements.
ALTERNATIVES CONSIDERED
The City Council may decide not to authorize the purchase of Rubrik's Data Backup System from SHI International Corp.; however, staff does not recommend this alternative given the City's need to replace its current non-supported backup system, with a modern, supported, and secured system.
FISCAL REVIEW
The City's annual expense for the current, outdated, un-supported backup system is $7,183.
The Purchase Order with SHI totals $74,761.71, which will be expensed over a span of three fiscal years, with an annual expense of $24,920.57.
There is sufficient funding in the adopted Fiscal Year 2022-23 Budget for the year-one payment of $24,920.57 Upon approval, adequate funds will continue to be allocated for the annual expenses in the subsequent two fiscal years since this purchase will replace the City's current backup system.
Below is an annual expense breakdown for the purchase:
Fiscal Year 2022-23 Year 1 Expense $24,920.57
Fiscal Year 2023-24 Year 2 Expense $24,920.57
Fiscal Year 2024-25 Year 3 Expense $24,920.57
Total Amount (Years 1-3) $74,761.71
LEGAL REVIEW
No legal review is required for this report.
CONCLUSION
Staff recommends that the City Council authorize the Purchase Order with SHI International Corp. for the procurement of Rubrik's Data Backup System.
Tamara S. Letourneau
City Manager
Favian Bravo
Management Analyst
Attachments:
A. SHI International Corp. Quote
ATTACHMENT A
SHI International Corp. Quote
Pricing Proposal
Quotation #: 22744563
SHI Created On: 11/10/2022
Valid Until: 4/30/2023
CA-City of Laguna Niguel Inside Account
Executive
Dominic Vu Alex Coleman
30111 Crown Valley 290 Davidson Ave.
Laguna Niguel, CA 92677 Somerset, NJ 08873
Phone: 732-667-2788
United States
Phone: Email Alex [email protected]
Fax:
Email: [email protected]
All Prices are in US Dollar (USD)
Product Qty Your Price Total
1 COMPLETE PRO ED 30TB USABL E LICS /USABLE BETB BASIC SUP PREP 30 $1,197.92 $35,937.60 Product stocked by manufacturer. Delivery times vary.
Country of Origin: N/A
Weight:
Dim Weight: "
Rubrik - Part#: RS-BT-CEP30-BS-PP
Coverage Term: 4/28/2023 - 4/27/2026
Note: Software, ESD, Associated HW: RHA-6404S- 01; 36 month support term billed upfront
2 SUP FOR R6000S TIER 2 HW PR OOSSLIC TIER 2 HW PREPAY BASIC SUP 1 $6,605.22 $6,605.22 Rubrik - Part#: RS-HW-SVC-BS-S2
Coverage Term: 4/28/2023 - 4/27/2026
Note: Software, ESD, Associated HW: RHA-6404S- 01; 36 month support term 3 M365 ZERO TRUST DATA PROTECTIO LICS N MANAGED 5 FEGB/USER BASIC SUP 200 $35.22 $7,044.00 PP
Rubrik - Part#: RS-UR-MH5G-BS-PP
Coverage Term: 4/28/2023 - 4/27/2026
Note: Software, ESD, 36 month support term billed upfront 4 CVARCHIVE/BETB BASIC SUP LICS RCHIVE /BETB BASIC SUP PREPAY 30 $102.60 $3,078.00 Rubrik - Part#: RS-BT-CVA-BS-PP
Coverage Term: 4/28/2023 - 4/27/2026
Note: Software, ESD, 36 month support term billed upfront 5 PROFESSIONAL SERVICES REMOTE MLIC INSTALL & CONFIG FOR UP TO 8 BRIKS 1 $4,619.57 $4,619.57 Rubrik - Part#: RA-PS-INST-RMOT
Coverage Term: 4/28/2023 - 4/27/2026
Note: Software, ESD
6 R6404S APPLIANCE 48TB 64GB SFP+PERP SMC 1 $16,590.14 $16,590.14 Rubrik - Part#: RHA-6404S-01
Coverage Term: 4/28/2023 - 4/27/2026
Note: Hardware
7 FIBER OPTIC OM3 LC CALBE 3M 4PKCABL SMC 2 $61.07 $122.14 Rubrik - Part#: RCA-F3M-CBL-01
Coverage Term: 4/28/2023 - 4/27/2026
Note: Hardware
8 SM 10G/1G DUAL RATE CPNT SFP+ TRANSCEIVER 4 PACK 2 29 78E$ 60 99L$ Rubrik - Part#: RCA-SFP-TSR-01
Coverage Term: 4/28/2023 - 4/27/2026
Note: Hardware
Total 12192'72$
Additional Comments
Rubrik has a no returns policy.
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
SHI SPIN: #143012572
SHI-GS SPIN (For Texas customers ONLY): #143028315
For E-rate SPI orders, applicant shall be responsible for payment of any outstanding or ineligible costs if USAC rejects reimbursement claim in whole or in part.
Please note, if Emergency Connectivity Funds (ECF) will be used to pay for all or part of this quote, please let us know as we will need to ensure compliance with the funding program.
Thank you for choosing SH International Corp! The pricing offered on this quote proposal is valid through the expiration date listed above. To ensure the best level of service, please provide End User Name, Phone Number, Email Address and applicable Contract Number when submitting a Purchase Order. For any additional information including Hardware, Software and Services Contracts, please contact an SHI Inside Sales Representative at (888) 744-4084. SHI International Corp. is 100% Minority Owned, Woman Owned Business. TAX ID# 22-3009648; DUNS# 61-1429481; CCR# 61-243957G; CAGE 1HTFO The Products offered under this proposal are resold in accordance with the SHI Online Customer Resale Terms and Conditions, unless a separate resale agreement exists between SHI and the Customer.