To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
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APPROVE THE PURCHASE OF RUBRIK DATA BACKUP AND RECOVERY APPLIANCES, CLOUD SERVICES, AND IMPLEMENTATION SERVICES FROM SABLE COMPUTER INC., DBA KEEP IT SIMPLE, FOR AN AMOUNT NOT TO EXCEED $191,796
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EXECUTIVE SUMMARY
The City currently relies on nearly 80 physical & virtual servers, over 25 on-premise databases, and a number of network, cybersecurity, and other appliances to provide the technology infrastructure to support the City’s complex information technology (IT) needs across all Departments. Despite having modern hardware and software components, the City’s infrastructure which provides data backup and recovery services is beyond end of life, leverages out of date and out of support software versions, lacks capacity to back up all critical information systems, and does not possess several key features common in modern backup and recovery solutions. With data recovery a vital part of maintaining IT operations, and over 20% of all cyberattacks now being classified as ransomware, the need for modern, reliable, immutable, onsite and offsite backups is greater than ever. The purchase and implementation of Rubrik’s cloud data backup and recovery solution is recommended to provide sufficient capacity to back up all City information systems with multiple, immutable copies of data both on-site and in the cloud.
BACKGROUND
Upgrading the City’s backup and recovery technology is part of the IT Department’s scheduled work plan for FY 2024-25, is funded from the IT operational budget, and satisfies the fundamental need to safeguard the confidentiality, integrity, and availability of the City’s information assets. As part of the equipment replacement program, backup technology is typically replaced every 6 to 8 years. The City’s last major upgrade to backup technology occurred 8 years ago, in 2016.
Rubrik’s technology will provide state of the art hardware, with sufficient capacity to maintain backups of all critical infrastructure systems, located in the City’s data center. In the event of a cyber-attack, these backups cannot be destroyed. A second immutable copy will also be stored in Rubrik’s cloud at a secure, off-site location.
Sable Computer, Inc. (dba Keep IT Simple) is an IT solutions organization which already provides server, application, and cloud system support to the City’s IT Department. With extensive knowledge of the City’s current backup environment, and a decade-long partnership with Rubrik, they are a natural choice as a partner.
Rubrik provides discounts to government agencies through a multi-state National Association State Purchasing Officers (NASPO) cooperative. The primary purpose of NASPO is to establish the means by which participating agencies can join together in cooperative, multi-state procurement contracts in order to achieve cost-effective and efficient acquisition of quality products and services. In order to obtain the lowest cost for the Rubrik equipment and services, the City will leverage the Carahsoft Master Price Agreement NASPO ValuePoint Contract AR2472, in which Keep IT Simple is a participant. This will allow the City to access competitive pricing without expending its own resources in conducting an independent procurement process.
Staff recommends approval of the Agreement to purchase Rubrik data backup and recovery appliances, cloud services, and implementation services from Keep It Simple, for an amount not to exceed $191,795.93 in order to modernize the City’s backup and recovery systems in order to ensure security and continuity of the City’s critical data assets in the event of a cyberattack.
COORDINATION
The purchase was coordinated by the IT Department. The Agreement has been approved to form by the City Attorney’s Office.
FISCAL IMPACT
The FY 2024-25 cost of $191,795.93 for the Rubrik equipment and professional services will be paid from the FY 2024-25 IT Departmental Internal Service Fund and is included in the IT Department’s adopted FY 2024-25 annual operating budget. The purchase reflects a 44% discount on the providers list price.
|
Funding |
Expenditures |
|
Info Technology Internal Service Fund $191,795.93 |
Backup Appliance $ 26,830.00 |
|
|
Hardware Support $ 11,724.50 |
|
|
Cables $ 134.60 |
|
|
Transceivers $ 843.10 |
|
|
Cloud Storage Subscription $144,787.50 (36mo) |
|
|
Labor / Professional Services $ 2,641.73 |
|
|
Installation |
|
|
Tax $ 2,641.73 |
|
|
Total Quoted Equipment Cost $ 197,795.93 |
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
• Agmt - Carahsoft Master Price Agreement NASPO ValuePoint Contract AR2472
• Agmt - NASPO Participating Addendum #7-17-70-40-05, Carahsoft Technology Corporation
• Agmt - Keep IT Simple Quote and Agreement
• Keep IT Simple/Sable Computer Fictitious Business Name Statement
• Insurance - Certificate of Insurance