Agenda Item #12.8
For Council Meeting of: September 12, 2023
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRIAN TICKNER, CHIEF INFORMATION OFFICER
SUBJECT: PROFESSIONAL SERVICE AGREEMENT NUMBER F002624 WITH ODP BUSINESS SOLUTIONS FOR A STORAGE AREA NETWORK (SAN) UPDATE AND ONGOING MAINTENANCE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Information Technology Department that the Council, by resolution, approve and delegate authority to the City Manager to negotiate and execute a 5-year Professional Services Agreement Number F002624 with one three-year renewal option, with ODP Business Solutions, LLC, Boca Raton, Florida, for the replacement of the City’s Storage Area Network (SAN), and associated ongoing maintenance, in the total amount not to exceed $160,500.33.
EXECUTIVE SUMMARY
The City’s Storage Area Network (SAN) is over 5 years old and is need of an update before it reaches end of support life in December 2023. The City’s SAN is the primary device that stores all the City’s servers and data associated with each application. A SAN system update will ensure a supported system for at least the next eight years, lower the annual cost of maintenance, increase the speeds of file and data application access, and allow ease of scalability to increase the growing storage needs of the City’s data.
BACKGROUND
The City’s current infrastructure consists of one Tegile SAN HD2080 at our primary data center in Santa Rosa. The Tegile SAN will reach its end of life and technology support in December 2023. Due to its end of life cycle, the City needs to purchase a replacement SAN in order to maintain and support the City’s servers and data infrastructure.
The Lenovo SAN selected in the RFP process will provide high availability, redundancy and fault tolerance. This solution will also give the City the ability to maintain and grow the system for at least the next 8 years.
PRIOR CITY COUNCIL REVIEW
Not Applicable
ANALYSIS
The City issued RFP 23-07 for Storage Area Network (SAN) Infrastructure Update on February 8, 2023 and received 5 proposals.
An evaluation panel consisting of three City staff members from IT considered and ranked all of the proposals received.
Two top rated proposers were invited for interviews for clarifications on their proposal. Based on the responses to the interviews, ODP Business Solutions, LLC was identified as the top candidate for award recommendation based on these reasons:
Snapshot technology
High availability and failover resiliency
Backup and restore capabilities with the City’s backup solution System Center Operations Manager management pack used to monitor various other systems.
Better cost associated to the system.
Ease of scaling the system up for future data storage needs The evaluation panel recommends ODP Business Solutions, LLC to provide the SAN infrastructure update/replacement, and associated ongoing maintenance, as described in the RFP, for a period of five (5) years.
ODP has requested changes to the City’s standard Professional Services Agreement terms which may offer the City less protection against risk as compared with the City’s standard terms, including in the area of insurance and standards of performance. This is not unusual for technology agreements. Negotiations are ongoing, but any deviation from the City’s standard agreement will be reviewed and approved by the City Attorney’s Office.
FISCAL IMPACT
Approval of this action does not have any additional fiscal impact on the General Fund or any Enterprise Funds. Funding for the 5-year agreement in the amount of $160,500.33 has been approved in the current budget for the IT Department under JL Project Account 02010 (Technology Upgrade), and as a regular operating expenditure will be included in future fiscal year budgets when approved by Council.
ENVIRONMENTAL IMPACT
This action is exempt from the provisions of the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15061(b)(3) and 15378 in that there is no possibility that the implementation of this action may have significant effects on the environment, and no further environmental review is required.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not Applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Resolution/Exhibit A (Professional Service Agreement Number F002624)
PRESENTER
Kristie Bartlett, Deputy Director Information Technology
STORAGE AREA NETWORK (SAN) UPDATE AND ANNUAL MAINTENANCE WITH ODP BUSINESS SOLUTIONS PAGE 3 OF 3