CITY MANAGER' S REPORT ITEM 4. G
MARCH 13, 2023 REGULAR CITY COUNCIL MEETING
ITEM: APPROVE THE PURCHASE OF HARDWARE AND
SOFTWARE LICENSES WITH SOLID NETWORKS, INC.
TO EXPAND THE CITY' S INFORMATION SYSTEMS
INFRASTRUCTURE
RECOMMENDATION: Adopt a Resolution Approving the Purchase of Hardware and Software Licenses with Solid
Networks, Inc. to Expand the City' s Information
Systems Infrastructure and Related Budget
Amendment
SUMMARY:
The City' s current equipment for its information systems infrastructure and port environment has been experiencing high latency. These systems provide services that are critical for technology integration, data transmission, communication with shared data access network, and for day- to- day City operations. The growth of staffing and increased applications has caused data communication delays due to slow server response. For this reason, the network runs the risk of failure and is in immediate need of an infrastructure expansion.
Due to global supply chain issues, Staff are expecting considerable delays for this equipment to be delivered and installed. The current estimate is a minimum of three months for shipping and delivery.
Staff requested quotes from ten ( 10) authorized vendors for the equipment to expand the City' s infrastructure to improve latency for staff and residents. Of the ten ( 10) vendors, only six ( 6) responded with bids. The City received the following quotes:
a , ri: ..,. ,,,.
Vendor
ee,. ..._
uote
a. .... a
1 Solid Networks, Inc. 410, 241
2 GHA Technologies, Inc. 413, 451
3 Southern Computer Warehouse $ 418 751
4 SHIInternational 422, 402
5 Staples 432, 490
6 GovConnections 436, 490
Solid Networks, Inc. presented the lowest cost proposal for $ 410, 241 with sales tax included. The proposed purchase provides the necessary hardware and software licenses to expand the City' s infrastructure. The details of the hardware are not included to protect the City' s information systems from cybercriminals and malicious activities.
Tonight, Staff is requesting Council adopt a resolution approving the purchase of hardware and software licenses with Solid Networks, Inc.
CITY MANAGER' S REPORT PAGE 2
MARCH 13, 2023 REGULAR CITY COUNCIL MEETING
EXPANSION OF CITY INFORMATION SYSTEMS INFRASTRUCTURE
BACKGROUND:
The City of Lathrop' s current infrastructure provides services that are critical for its technology systems and for City operations. The City' s infrastructure has increased in the number of users and applications in the last twelve months. If the City' s infrastructure remains the same, there will continue to be issues with transmission lag ( due to the equipment) and the delays will become even more significant over time. The infrastructure is causing high latency and runs the risk of failure. The proposed solution will lower latency, improve uptime, provide better reliability through a redundant network, and increase productivity.
Therefore, staff requested quotes from ten ( 10) authorized vendors and received six 6) quotes. Solid Networks, Inc. provided the lowest cost proposal for $ 410, 241 including sales tax.
The details of the hardware are not included to protect the City' s information systems from cybercriminals and malicious activities. The Information Systems Director advises that the disclosure of specific information of the equipment would greatly increase the risk of security breach of the equipment. However, the equipment specifications required for this expansion were confidentially shared with authorized vendors to provide competitive bidding.
Considering the extensive shipping delays for the equipment, Staff is requesting Council approve the proposed purchase so that Staff can begin the procurement process with Solid Networks.
REASON FOR RECOMMENDATION:
The City' s infrastructure has increased in the number of users and applications in the last twelve months. The proposed solution will lower latency, improve uptime, provide better reliability through a redundant network, and increase productivity.
FISCAL IMPACT:
The cost of the hardware and software licenses were not included in the FY 2022- 2023 budget. Staff recommends a budget amendment of $410, 241 to transfer from the Equipment Replacement Reserve Fund to cover the cost to expand the City' s infrastructure. Staff is requesting Council approve the following budget amendment:
Decrease Equipment Replacement
1010- 243- 00- 00 410, 241
Increase Appropriations
1010- 17- 20- 450- 12- 00 410, 241
ATTACH M ENTS:
A. Resolution Approving the Purchase of Hardware and Software Licenses with Solid Networks, Inc. to Expand the City' s Information Systems Infrastructure and Related Budget Amendment
CITY MANAGER' S REPORT PAGE 3
MARCH 13, 2023 REGULAR CITY COUNCIL MEETING
EXPANSION OF CITY SERVER INFRASTRUCTURE
APPROVALS:
3 - 7 - - d a —
nandes Date
Information Systems Director
Cari ) ame Date
Finance Di ctor
j - "Z_. v
Salvador Navarrete Date
City Attorney
r
3•g•23
Stephen J. Salvatore Date
City Manager
RESOLUTION NO. 23 -
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING THE PURCHASE OF HARDWARE AND SOFTWARE LICENSES WITH SOLID NETWORKS, INC. TO EXPAND THE CITY' S INFORMATION
SYSTEMS INFRASTRUCTURE
WHEREAS, the City' s current equipment for its information systems infrastructure and port environment has been experiencing high latency. These systems provide services that are critical for technology integration, data transmission, communication with shared data access network, and for day- to- day City operations; and
WHEREAS, the growth of staffing and increased applications in the last twelve months has caused data communication delays due to slow server response; and WHEREAS, the proposed solution to expand the current infrastructure with additional hardware will reduce latency for staff and residents; and WHEREAS, Staff requested quotes from ten ( 10) authorized vendors and received six ( 6) responses; and
WHEREAS, Solid Networks, Inc. provided the lowest cost proposal for 410, 241 including sales tax; and
WHEREAS, the details of the hardware are not included to protect the City' s information systems from cybercriminals and malicious activities; and WHEREAS, Staff requests the following budget amendment from General Fund Equipment Replacement Reserve;
Decrease Equipment Replacement
1010- 243- 00- 00 410, 241
Increase Appropriations
1010- 17- 20- 450- 12- 00 410, 241
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Lathrop does hereby approve the purchase of hardware and software licenses with Solid Networks, Inc. to expand the City' s information systems infrastructure; and NOW, THEREFORE, BE IT FURTHER RESOLVED, the City Council of the City of Lathrop does hereby approve a budget amendment transferring $ 410, 241 from General Fund Equipment Replacement Reserve Fund 1010- 243- 00- 00 to Information Systems Computer and Equipment Fund 1010- 17- 20- 450- 12- 00.
The foregoing resolution was passed and adopted this 13t'' day of March 2023, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS TO FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney