Agenda Item Wording:
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Authorize the City Manager to enter into a three (3) year service and equipment contract with ePlus Technology, Inc., of Rocklin, to purchase Rubrik and Wasabi backup hardware equipment, and secure support, maintenance, and off-site backup storage piggybacking the National Association of State Procurement Officials (NASPO) Master Contract and National Cooperative Purchasing Alliance (NCPA) Contract, and authorize the prepayment of the entire three (3) years not to exceed $200,000.
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Deadline for Action: 4/4/2022
Submitting Department: Finance and Technology Services
Contact Name and Phone Number:
John Howison, Information Services Manager, 559-713-4122, john.howison@visalia.city <mailto:john.howison@visalia.city> Renee Nagel, Finance/Technology Director, 559-713-7375, renee.nagel@visalia.city <mailto:renee.nagel@visalia.city>
Department Recommendation:
It is recommended that the Visalia City Council authorize the City Manager to enter into a three (3) year service and equipment contract with ePlus Technology, Inc., of Rocklin to purchase Rubrik and Wasabi backup hardware equipment, and support, maintenance, and off-site backup storage piggybacking the National Association of State Procurement Officials (NASPO) Master Contract Number: AR2472, Contract Number: 7-17-70-40-05 and National Cooperative Purchasing Alliance (NCPA) Contract Number: 01-86 with a prepayment of the entire three (3) years not to exceed $200,000.
Background Discussion:
Information Services (IS) maintains a data storage and backup environment designed to minimize risk to the City in the event of data loss due to system corruption, user error and catastrophic system or data center failure. Current systems in place to provide backup services have been in operation for many years and have consistently provided a basic level of protection. With Cyber security risks increasing and becoming more of a threat to agencies the size of Visalia, the need to increase the City’s security systems has become a priority.
IS staff evaluated the gap in services provided by the current backup solution and methodology and developed a list of technical and operational requirements and goals. Primary goals defined include developing better ways to protect data, prevent ransomware infection, recover from ransomware, and prepare for catastrophic failure. Staff performed research across the industry seeking solutions to meet these goals. The team utilized analysis from other California cities, school districts, and special districts, along with reviewing technical documentation, participating in product demonstrations, and interviewing technical staff from other agencies to formulate a plan for meeting these goals.
After evaluating several alternatives and collaborating with staff from other agencies, a combined approach of data storage, protection and cloud storage was identified. By replacing the current backup platform, the City can meet the security goals of mitigating data corruption, data loss, and cyber security threats.
Adding a backup solution that will provide immutable system copies for a minimum of 30 days and monthly copies for one year onsite and that will also transport data offsite daily will serve to protect against ransomware threats and physical disasters affecting the City’s data centers. Rubrik hardware and services, along with Wasabi cloud storage was identified as the best fit and best value for the City. The Rubrik and Wasabi solutions are offered on existing competitively bid state and national contracts that allow local agencies to piggyback on these contracts.
Fiscal Impact:
Funds for this project were appropriated by Council on December 20, 2021 (6420-72000/EQ0185). The data backup projects have a current budget of $360,000 in the American Rescue Plan Act (ARPA) fund.
On December 20, 2021, staff presented to Council the proposed ARPA funded projects, this included the backup systems for the City's servers and data that are critical to ensuring the City is able to operate and run smoothly.
Prior Council Action: None
Other: N/A
Alternatives: Council can choose to deny the recommendation and reconsider the project as a general fund capital improvement project (CIP) or direct staff to evaluate options to continue to support the current backup environment.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into a three (3) year service and equipment contract with ePlus Technology, Inc., of Rocklin, to purchase Rubrik and Wasabi backup hardware equipment, support and maintenance, and off-site backup storage piggybacking the National Association of State Procurement Officials (NASPO) Master Contract Number: AR2472, Contract Number: 7-17-70-40-05 and National Cooperative Purchasing Alliance (NCPA) Contract Number: 01-86 with a prepayment of the entire three (3) years not to exceed $200,000.
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Attachments:
ePlus Rubrik and Wasabi Quote.pdf
NVP AR2472 - Carahsoft Authorized Resellers List_June 2021.xlsx
NVP AR2472 - Carahsoft CA-PA 7-17-70-40-05.pdf
ePlus NCPA Amnd 5 - Wasabi [FX 5-27-21].pdf