Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR
DATE: JULY 19, 2022
SUBJECT: PURCHASE OF REPLACEMENT SERVER AND NETWORKING
INFRASTRUCTURE FOR CITY HALL AND PUBLIC SAFETY
FISCAL
IMPACT: EXPENSE:
EQUIPMENT
AVAILABLE BUDGET:
SUMMARY:
$1,127,229.00 TOTAL PURCHASE PRICE OF
$695,975.00
$431,254.00
General Fund (106302-6364)
Measure U (796302-6364)
The City's inventory of network servers is obsolete and the City desires to replace them with new VMWare clusters, additional storage capacity, updated switching equipment, and deploy a true 3- 2-1 backup solution, including cloud storage, and a cyber -security vulnerability real-time monitoring service with end-user training management. The total cost of the purchase is $1,127,229.00, which includes $670,975.00 for equipment, $76,353.34 for configuration and installation services, $81,123.15 for software licensing, $226,266.20 for hardware licensing, $6,192.00 for cabling, and $66,319.39 in sales tax. The purchase and the configuration and installation of the equipment would be obtained from our current Managed Services provider Golden Star Technology (GST), Inc.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Authorize the City Administrator to approve a purchase order to GST for the purchase of computing equipment not -to -exceed the amount of $1,127,229.00; and
2. Authorize the City Administrator to execute all necessary documents, in a form approved by the City Attorney.
1.j.
July 19, 2022
City Council Agenda
July 19, 2022
DISCUSSION:
The City maintains its own Information Technology (IT) systems at City Hall and its Public Safety locations. This IT infrastructure is currently maintained and serviced by GST under contract. The current equipment is operating past the expected "end of life" and most are no longer covered under manufacturer's warranty, putting the City at risk to hardware failures. By replacing the equipment, the City will create a cost and energy efficient, scalable infrastructure in which to run critical City IT systems.
Additional computing is also needed to support our growing Public Safety demands with the addition of the Placentia Fire and Life Safety Department in 2020, as well as the continued expansion of the Placentia Public Safety Communications Center. Public Safety will be bifurcated and have its own VMware servers and storage solution to support the latest technologies currently utilized by each department, now and into the future. This will add increased security and stability to the City's most critical daily IT needs.
This solution will also address all computing needs of both City Hall and Public Safety in the areas of computing, storage, storage networking, software upgrades, on premise backup, and cloud - based backup. The goal of the project is to ensure the City's production environment is hosted on an agile, supported, performance driven, and resilient environment.
Cyberattacks on local governments are increasing at an alarming rate. The City has seen a rapid increase of these intrusions and email phishing attempts in the last 18 months. Our area partners have also seen this increase. The current state of local government information technology demands a proactive monitoring and employee education program to reduce risk of data and systems compromises by foreign criminal enterprises and State-sponsored attacks. As such, a dedicated security resource is needed to monitor and report suspicious network activity 24/7. Staff has chosen Arctic Wolf as a partner. Arctic Wolf is a fully certified Managed Detection and Response company specializing in small to midsized firms and local government agencies. Arctic Wolf will also provide a monthly education program to routinely train City employees to be more vigilant on the City's network infrastructure.
Summary of Project Scope:
Computer Refresh:
o New hosts/servers to support City Hall and Public Safety workloads and maintain redundancy in case of host/server failure.
Storage Refresh:
o Replace storage with a modern, scalable, and resilient Nimble SAN array to host production data. Current storage has reached its capacity and is also end -of -life.
Storage Networking Refresh:
o Deploy new 1/10/25GB switches to connect and share a fast and resilient network.
City Council Agenda
July 19, 2022
On Premise Backup:
o Purchase new onsite backup disk appliance providing a 2nd backup of the City's production data.
Cloud Backup:
o Establish a true 3-2-1 backup best practice where a 3rd backup of the City's production data will be stored offsite.
Veeam Software Upgrade:
o Bring end -of -life software to current version. Veeam is a CJIS (Criminal Justice Information Services) compliant platform that protects cloud, virtual, and physical workloads with backup, monitoring, and recovery solutions.
Arctic Wolf Deployment:
o Deploy Managed Detection and Response (MDR): Provide 24x7x365 monitoring across all Attack Surfaces at the City (users, endpoints, servers, cloud infrastructure, network storage, traffic, and Office 365 accounts). Assign two named and dedicated Security Resources for triage and to create a quick solution for remediation of the detected issue. o Deploy Managed Risk: Continuous scans to quantify risk, prioritize vulnerability, and harden the City's security posture.
o Deploy Managed Security Awareness: Continuous employee security training, fully managed by Arctic Wolf with bi-monthly micro training and monthly Phishing Simulations.
Staff has worked closely with our current Managed Services provider GST to create a plan for long term success of the City's IT Master Plan. They are in the best position to acquire and immediately deploy the requested equipment. This will save the City from having to outsource the project to another 3rd party or consultant. Doing so could cause supply chain delays, manufacturer mismatch discrepancies, and costly analysis and/or planning delays.
GST is providing NAPSO (National Association of State Procurement Officials), CMAS (California Multiple Award Schedules), and NCPA (National Cooperative Purchasing Alliance) contract pricing as allowed by sole -source City Policy 03.08.07(3). As such, Staff is asking Council to waive the bidding requirements in order to deliver a prompt deployment of this critical new IT infrastructure. The cost presented by GST was found to be favorable when compared to widely available published manufacturer pricing.
Arctic Wolf is also providing a 22% discount ($17,067.22 savings) and waiving their normal onboarding fee if their subscription services are purchased in the month of July 2022.
FISCAL IMPACT:
The not -to -exceed purchase order amount for the computing equipment is $1,127,229.00. This project was allocated as a Capital Improvement Project for Fiscal Year 2022-23 F and as such, sufficient funds exist for the recommended actions.
City Council Agenda
July 19, 2022
Prepared by:
David Rad. mski
Police Sergeant
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
11:1,114u A le/6CA-,
Rosnna Ramirez
Deputy City Administra5r
Revi- + - • and ..proved:
Damien R. Arrul
City Administrator
Attachments:
1. GST Quote No. 101400 (Public Safety)
2. GST Quote No. 101409 (City Hall)
3. GST Quote No. 100990 (Switch Upgrade)
4. GST Quote No. 115489 (Artic Wolf)
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