Agenda Report
October 2, 2023
TO: Honorable Mayor and City Council
FROM: Water and Power Department
SUBJECT: AUTHORIZATION TO ENTER INTO A PURCHASE ORDER
CONTRACT WITH ALPHA DATA TECHNOLOGIES TO FURNISH AND
DELIVER COHESITY C2500 BACKUP APPLIANCE HARDWARE END
OF LIFE ("EOL") REFRESH AND C6045 RENEWAL FOR THE WATER
AND POWER DEPARTMENT
RECOMMENDATION:
tt is recommended that the City Council:
1. Find that the proposed action is not a project subject to the California Environmental Quality Act (CEQA) pursuant to Section 21065 of CEQA and Sections 15060(c)(2), 15060(c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required; and
2. Accept the bid dated August 21, 2023 submitted by Alpha Data Technologies in response to specifications for Cohesity C2500 Backup Appliance Hardware EOL Refresh and C6045 Renewal; ii) reject all other bids received; and, iii) authorize the City Manager to enter into a Purchase Order Contract not-to-exceed $320,630, which includes the base contract amount of $305,361 and a 5% contingency of $15,269 to provide for any necessary change orders.
BACKGROUND:
Pasadena Water and Power ("PWP") operates and maintains two Data Centers supporting over 250 virtual and physical servers that sustain mission-critical files, printers, and key applications such as the Outage Management System, Geographic Information System, Energy Trading and Risk Management System, and building surveillance and access control. The Cohesity C2500 backup system that is used to backup and protect over 250 servers has reached the hardwareC&End of Life" ("EOL"). To ensure continuity in operating functionality and data security and to. avoid downtime-related application failure, it is necessary to complete·a hardware lifecycle refresh, which includes onsite removal, installation, and testing of the equipment and software. The bi.dwas for a product and service bundle that includes a productwarranty and 36 months of Cohesity premium support and ma·intenance ·service._.
MEETINGOF 10/02/23 AGENDA ITEM NO. _ _ 4 _ _ _
PO Contract with Alpha Data Technologies for Cohesity C2500 Backup Appliance Refresh and C6045 Renewal
October 2, 2023
PWP's security system has over 300 department-wide security cameras installed at critical infrastructure facilities, including water reservoirs, water treatment plants, power plant, power substations, and offices. New installations and modernization of existing security equipment are currently in progress or planned at over 20 locations in the next three years. These installations will eventually double the number of security cameras on the system to over 600. The current Cohesity C6045 servers that store camera surveillance recordings need hardware and maintenance renewal to support current and future needs. This renewal will ensure data is collected and stored following various retention policies and will provide the service's resiliency and redundancy. The renewal includes 40 months of Cohesity premium support and maintenance service.
This solution aligns with the Department of Information Technology's ("DolT") Enterprise Building Security Management Capital Improvement Program ("CIP") and citywide enterprise standard for facilities access control and video surveillance. The demand for IT backups and security cameras at PWP facilities continues to grow. The C2500 backup appliance must be replaced and the C6045 camera storage appliance must be renewed to keep the system operational and allow for expansion of future PWP and citywide video surveillance capabilities.
On August 10, 2023, a Notice Inviting Bids for the purchase of Cohesity C2500 Backup Appliance Hardware EOL Refresh and C6045 Renewal was published in the Pasadena Press and Pasadena Journal. The invitation was also published on OpenGov, which generated notices to all vendors previously registered with the City for this type of product category. A total of 11 vendors downloaded the bid specification, two of which were local.
The following three bids were received by the submission deadline of August 21, 2023, as follows in Table 1:
Table 1: Bids Received
Bidder Amount
Alpha Data Technologies, Pasadena, CA $305,360.85
vPrime Tech Inc, Houston, TX $312,608.59
Tricade Technoloav Solutions LLC, Pasadena, CA $333,368.38 Alpha Data Technologies was the lowest responsible and responsive bidder that met all requirements of the specification. Staff recommends that the City Council authorize a contract in the amount of $320,630 which includes the bid amount plus a 5% contingency for any unanticipated expenses. The proposed contract fully complies with the Competitive Bidding and Purchasing Ordinance, PMC Chapter 4.08 and the rules and regulations promulgated thereunder. The equipment proposed in the bid carries a warranty of three years from the commissioning date, and no maintenance expenses are expected during that time. The contract is fora one-time purchase of equipment and maintenance bundle~, and will contain no options for extension or renewal.
PO Contract with Alpha Data Technologies for Cohesity C2500 Backup Appliance Refresh and C6045 Renewal
October 2, 2023
A breakdown of the contract is as follows in Table 2:
Table 2: Contract Breakdown
Descri tion Amount
$161,239
$144,122
$15,269
Total Contract Not-to-Exceed Amount $320 630
Since FY2016, the City has contracted with Alpha Data Technologies through various formal and informal competitive bid and selection opportunities and has expended approximately $52,849 with them over that time. There are currently no open purchase orders or contracts.
COUNCIL POLICY CONSIDERATION:
The proposed action supports the City Council Strategic Planning Goals to maintain fiscal responsibility and stability, and aligns with PWP's Strategic Initiatives to enhance customer satisfaction and confidence, improve efficiency and business continuity and maintain PWP's fiscal health and stability. The contract also supports the City Council goal to maintain and enhance public facilities infrastructure, and promote the quality of life in the City and increase its attractiveness through more efficient management of resources.
ENVIRONMENTAL ANALYSIS:
The action proposed herein is not subject to the California Environmental Quality Act (CEQA) in accordance with Section 21065 of CEQA and State CEQA Guidelines Sections 15060 (c)(2), 15060 (c)(3), and 15378. The authorization to enter into a contract for computer hardware related replacement, maintenance, and support is a continuing administrative and maintenance activity (e.g., purchasing of supplies). This action would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Therefore, the proposed action is not a "project" subject to CEQA, as defined in Section 21065 of CEQA and Section 15378 of the State CEQA Guidelines. Since the action is not a project subject to CEQA, no environmental document is required.
PO Contract with Alpha Data Technologies for Cohesity C2500 Backup Appliance Refresh and C6045 Renewal
October 2, 2023
FISCAL IMPACT:
The total cost of this action will be $320,630, which includes the base contract amount of $305,361 and a 5% contingency of $15,269. Funding for this action will be addressed by the utilization of existing appropriations in the Power and Water Capital Funds 411 and 412, Management Information Systems CIP 03239 and 01083, and current and future appropriations in the Power and Water Operating Funds 401 (42209210-811600) and 402 (42207920-811600). See Table 3 below for breakdown:
Table 3: Fiscal Impact by Fund
FY 2024 $114,730 $61,778 $30,446
FY 2025 $28,104 $15,133 $43,237
FY 2026 $28,104 $15,133 $43,237
FY2027 $3,783 $10,808
Fund Total $114,730 $61,778 $93,679 $50,443 $320,630
It is anticipated that $223,348 will be spent in FY 2024. There are no indirect or support costs anticipated as a result of this contract award.
Prepared by:
~:;-
IT Security Officer
Approved by:
~~~ MIG~KciUEZ
City Manager
Respectfully submitted,
~~ SIDNE~ON
General Manager
Water and Power Department
Concurred by:
~~ PH~LAIR
Chief Information Officer
Department of Information Technology