Agenda Item #13.1
For Council Meeting of: November 4, 2025
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: BRIAN TICKNER, CHIEF INFORMATION OFFICER INFORMATION TECHNOLOGY DEPARTMENT SUBJECT: APPROVAL – ISSUANCE OF A PURCHASE ORDER FOR THE PURCHASE OF NETWORK HARDWARE AGENDA ACTION: MOTION
RECOMMENDATION
The Information Technology and Finance Departments recommend that the Council, by motion, approve the issuance of a Purchase Order for the purchase of replacement network hardware that has reached end-of-support, from Eyep Solutions, Inc., Cameron Park, California, utilizing cooperative purchasing through the NASPO Cooperative Contract AR3230, for a total not to exceed amount of $170,704.42 and authorizes the Purchasing Agent to execute the Purchase Order. This item has no impact on current fiscal year budget.
EXECUTIVE SUMMARY
The IT Department requires new network hardware to replace aging equipment that has reached its end-of-support life. The Purchasing Division of the Finance Department (Purchasing) confirmed that the purchase of this equipment can be done through the NASPO Cooperative Contract AR3230.
GOAL
This item relates to Council Goal #2 - Invest in the Development and Maintenance of the City's Infrastructure. Network switches are fundamental components of a secure, efficient, and reliable data network. They facilitate the seamless transfer of data between devices, ensuring that information flows smoothly and securely across the network.
BACKGROUND/PRIOR COUNCIL REVIEW
The City’s data network contains nearly 200 network switches across 25 physical locations, providing network access for thousands of devices used by both City staff as well as the general public. These switches form the backbone of the infrastructure that enables access to online services and facilitates the transfer and sharing of information. The IT Department routinely replaces network hardware as it reaches its end-of-support life, and this ongoing maintenance work aligns with several areas of the IT Department’s strategic plan goal areas, including security, support and maintenance. This particular upgrade is more extensive than usual, encompassing 26 individual switches and incorporates advanced, more secure equipment which is made possible by a recent award of grant funding. On April 1, 2025, the City Council adopted RES-2025-043, authorizing receipt of $250,000 in grant funding from the California Governor’s Office of Emergency Services under the State and Local Cybersecurity Grant Program. A portion of this funding is being allocated for the replacement of these 26 switches which reside at critical sites and are instrumental in improving the overall security of the City’s data network – a key area within our application for this grant.
ANALYSIS
Purchasing received purchasing request R170005 for the purchase of network hardware to be used by the IT Department for network switch replacements.
Informal RFQ #25-73 was issued to the three participating vendors listed under the NASPO Cooperative Contract AR3230.
The NASPO Cooperative Contract AR3230 provides a 38% discount off list price.
Of the three (3) participating vendors, only one response was received from Eyep Solutions, Inc. Staff contacted the other two vendors and they elected not to respond.
FISCAL IMPACT
Awarded State and Local Cybersecurity Grant Program funds in the amount of $111,671 will be allocated to this purchase. Purchasing confirmed use of the co-op under the grant funding terms for procurement process. The remaining $58,733.42 has already been included in the approved Fiscal Year 2025-26 Information Technology budget. Approval of this action does not have a fiscal impact on the General Fund.
ENVIRONMENTAL IMPACT
Pursuant to CEQA Guidelines Section 15378, the recommended action is not a “project” subject to the California Environmental Quality Act (CEQA) because it does not have a potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. In the alternative, the recommended action is exempt from CEQA pursuant to CEQA Guidelines section 15061(b)(3) because it can be seen with certainty that there is no possibility that the recommended action may have a significant effect on the environment.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable.
NOTIFICATION
Not applicable.
ATTACHMENTS
Not applicable.
PRESENTER(S)
Ari Piotrkowski, Deputy Director Information Technology Jennifer Myles, Purchasing Agent
APPROVAL – ISSUANCE OF PURCHASE ORDER FOR THE PURCHASE OF NETWORK HARDWARE PAGE 3 OF 3