City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: September 8, 2025
Report #:2508-5073
TITLE
Approve Purchase Order S26195255 with Dasher Technologies, Utilizing a State of California Blanket Purchase Agreement, to Procure Rubrik Data Backup and Security Solution for a 3-Year Term for a Not-To-Exceed Amount of $106,933; CEQA Status - Not a Project.
RECOMMENDATION
Staff recommends that the City Council approve and authorize the City Manager or their designee to execute Purchase Order (PO) S26195255 with Dasher Technologies, under California DGS Participating Addendum 7-17-70-40-05 to Utah NASPO ValuePoint Master Agreement Number AR2472, to Procure a Rubrik data backup and security solution for a 3-Year Term, with a total not-to-exceed amount of $106,933 (Attachment A).
BACKGROUND
In 2008, the City Managers of Los Altos, Mountain View, and Palo Alto agreed to a broad initiative of sharing public safety technology to conserve resources, improve response times, increase resiliency and redundancy of critical systems, and enhance interoperable communications among first responders. This initiative introduced the “virtual consolidation” concept, creating a framework to share public safety technology and communication systems.
In 2012, the Tri-Cities Consortium was formally established1, and the cities collaborated to cost- share communications systems, jointly procuring a Computer Aided Dispatch (CAD) and Records Management System (RMS) through Intergraph Corporation, implemented in 2013. In 2020, the Consortium purchased Sun Ridge’s Police Records Management System (RMS)2, 1 City Council, February 21, 2012; Agenda Item #6, SR#1829 https://www.paloalto.gov/files/assets/public/v/1/from-archive/agendas-minutes-reports/reports/city-manager- reports-cmrs/2012/id-1829.pdf
2 City Council, November 30, 2020; Agenda Item #9, SR#11763 https://www.paloalto.gov/files/assets/public/v/1/agendas-minutes-reports/reports/city-manager-reports- cmrs/year-archive/2020-2/id-11763.pdf?t=62330.29
which included a CAD license to enable collection of state-mandated Racial and Identity Profiling Act (RIPA) data under AB 953, using Sun Ridge’s call-for-service module.
In July 2023, the City of Los Altos, acting as the Contractual Agent for the Tri-Cities Consortium, issued a Request for Proposal (RFP) for a new CAD system. Sun Ridge Systems, Inc. was recommended as the preferred vendor based on service quality, staff expertise, and ability to provide future services.
ANALYSIS
On November 12, 2024, the City Council approved a new five-year CAD system contract with Sun Ridge Systems, Inc. as part of the Tri-Cities Consortium project3. The CAD system is a mission-critical platform for 9-1-1 call-taking, emergency response coordination, and daily public safety operations. To protect this critical system, the City is expanding its existing enterprise data protection standard, Rubrik, to the Police Department. Rubrik technology is already deployed at City Hall to safeguard servers and Microsoft 365 data; extending it to the CAD environment will enable seamless integration with the City’s disaster recovery infrastructure, allowing mutual replication and rapid restoration of CAD data between the two sites.
Staff recommends the City purchase a Rubrik r6404s appliance, a three-year subscription to Rubrik Security Cloud, professional installation, and premium support through Dasher Technologies under the State of California’s Addendum of the NASPO cooperative purchasing contract4. Palo Alto Municipal Code allows an exemption from competitive solicitation when purchasing cooperatively with other public agencies using substantially similar procurement methods. This configuration provides hybrid on-site and cloud-based backup capabilities, enabling the Police Department to recover CAD and other mission-critical data quickly and securely in the event of hardware failure, natural disaster, or cybersecurity incidents such as ransomware.
FISCAL/RESOURCE IMPACT
The FY 2026 Adopted Capital Budget included the full funding necessary for the implementation of this project under project TE-23000, Computer Aided Dispatch (CAD) Upgrade. No further funding is being requested.
As part of the Tri-Cities Consortium agreement (Memorandum of Understanding), the Rubrik hardware and software purchase supports the full CAD system shared by Palo Alto, Los Altos, and Mountain View. Hardware costs are evenly split among the three cities, consistent with the 3 City Council, November 12, 2024; Agenda Item #6, SR#2409-3524 https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=15608 4 NASPO ValuePoint California Participating Addendum:
https:/static.carahsoft.com/concrete/files/5015/6173/2070/California.pdf terms of the MOU. The total cost for Rubrik is $105,112, with each city responsible for $35,038.
Reimbursements will be processed per agency and are fully covered by the existing appropriations already included in the adopted Capital Budget.
STAKEHOLDER ENGAGEMENT
The Purchase Order was reviewed and coordinated with internal departments including legal, procurement, and financial functions to ensure alignment with City policies and procedures.
ENVIRONMENTAL REVIEW
The approval of this PO is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(c)(3).
ATTACHMENTS
Attachment A: Rubrik, PO # S26195255
APPROVED BY:
Darren Numoto, Chief Information Officer; Lisa Bolger, Assistant Director Information Technology/CTO