Agenda Item #13.3
For Council Meeting of: April 16, 2024
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: JOHN CREGAN, CHIEF OF POLICE
SUBJECT: FIRST AMENDMENT TO PROFESSIONAL SERVICE AGREEMENT NUMBER F002624 WITH ODP BUSINESS SOLUTIONS FOR A STORAGE AREA NETWORK (SAN) UPDATE AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Information Technology Department and the Police Department that the Council, by resolution, approve and authorize the City Manager to execute the First Amendment to Professional Services Agreement Number F002624 with ODP Business Solutions, LLC, Boca Raton, Florida, for the replacement of the Police Department’s Storage Area Network (SAN) in an amount of $197,524.00 for a total contract amount not to exceed $358,024.33.
EXECUTIVE SUMMARY
The Police Department’s Storage Area Network (SAN) is over 5 years old and is need of an update. The Police Department’s SAN is the primary device that stores all the Department’s servers and data associated with each application. A SAN system update will provide a more secure back-up system for the critical data, including case data and video surveillance, increase the speeds of file and data application access, allow the ease of scalability to provide capacity for upcoming technology needs, including the Real Time Crime Center.
BACKGROUND
The Department needs to purchase a replacement SAN to maintain and support the department’s critical servers and data infrastructure. The Lenovo SAN selected in the RFP process by the Information Technology Department will provide high availability, redundancy and fault tolerance and consistency for the Police department with City infrastructure. This solution will also give the Police Department the ability to maintain and grow the system for at least the next 8 years.
PRIOR CITY COUNCIL REVIEW
On September 12, 2023, by Resolution RES-2023-158, Council approved a Professional Services Agreement with ODP Business Solutions, LLC in the amount of $160,500.33 for a SAN update and ongoing maintenance.
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 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 recommended 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.
The purchase of this SAN from ODP Business Solutions provides consistency for the Police Department with the rest of the city. This consistency allows the Information Technology Department to provide assistance and support to the Police Department.
FISCAL IMPACT
The funding for this purchase is from One-Time funding approved by City Council on April 9, 2024 in the amount of $165,000.00 and $32,524 from the Police Department Supplemental Law Enforcement Funding.
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 (First Amendment Professional Service Agreement Number F002624)
PRESENTER
John Cregan, Chief of Police
STORAGE AREA NETWORK (SAN) UPDATE AND ANNUAL MAINTENANCE WITH ODP BUSINESS SOLUTIONS PAGE 3 OF 3