REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of a Purchase Agreement with Escape Velocity Holdings DBA Trace3 for the Purchase and Installation of Storage Servers and Five Years of Maintenance and Support (F26-069)
Report
REPORT IN BRIEF
Approval is requested to authorize a purchase agreement with Escape Velocity Holdings DBA Trace3 of Irvine, CA, in the amount of $449,775.74. The agreement includes purchase of storage servers, installation support, and five years of maintenance and support services.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.
In accordance with Sunnyvale Municipal Code Section 2.08.220(b), the purchasing officer may authorize the procurement of goods and/or services through a contract initiated by another governmental, public or quasi-public agency, provided that the original parties to the contract agree, the contract was awarded within 36 months of the date of city authorization to utilize the contract, the contract is for identical or nearly identical goods and/or services, and the contract resulted from competitive bids methods similar to those set forth in Sunnyvale Municipal Code Section 2.08.060.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organization or administration activity that will not result in direct or indirect physical changes in the environment.
BACKGROUND AND DISCUSSION
The City’s storage servers are crucial to maintaining reliable operations, ensuring data integrity, and providing essential City services. The storage infrastructure at the Emergency Operations Center Disaster Recovery site is approaching the end of the manufacturer’s support period. When the support ends, the City will no longer receive software updates, security patches, or technical assistance, which increases the risks of security breaches and service disruptions.
The upgrade is also necessary to support the new Computer-Aided Dispatch system, ensuring sufficient capacity, performance, and resiliency at the Disaster Recovery site to maintain continuity of critical public safety operations.
Upgrading using the same manufacturer will simplify migration, minimize downtime, and support a smooth transition to currently supported hardware.
FISCAL IMPACT
The total cost is $449,775.74, which includes the storage servers, five years of maintenance and support, installation support, and training. Sufficient budget is available in Fund 7027 - Technology and Communication Services Fund under Project 837310 - Blade Server Replacement and Project 835610 - Computer-Aided Dispatch (CAD) System Replacement. The Technology and Communications Fund is funded through internal service charges to user departments.
PUBLIC CONTACT
Public contact was made by posting the Council meeting agenda on the City's official-notice bulletin board at City Hall, at the Sunnyvale Public Library and in the Department of Public Safety Lobby. In addition, the agenda and this report are available at the City Hall reception desk located on the first floor of City Hall at 456 W. Olive Avenue (during normal business hours), and on the City's website.
RECOMMENDATION
Recommendation
Take the following actions:
- Award a five-year purchase agreement to Escape Velocity Holdings, dba Trace3, in the amount of $449,775.74 for hardware, installation, configuration services, and five years of maintenance and support, effective from the date of contract execution through five years thereafter;
- Authorize the City Manager to execute the agreement when all necessary conditions have been met;
- Authorize the City Manager to renew the agreement for up to two additional one-year periods contingent on available funding, continued need, and acceptable pricing and service levels; and
- Authorize the City Manager to increase the contract amount, during the term of the agreement (including any authorized renewal periods), up to the limits of available budget appropriations.
..Levine Act
LEVINE ACT
The Levine Act (Gov. Code Section 84308) prohibits city officials from participating in certain decisions regarding licenses, permits, and other entitlements for use if the official has received a campaign contribution of more than $500 from a party, participant, or agent of a party or participant in the previous 12 months. The Levine Act is intended to prevent financial influence on decisions that affect specific, identifiable persons or participants. For more information see the Fair Political Practices Commission website: www.fppc.ca.gov/learn/pay-to-play-limits-and-prohibitions.html
An “X” in the checklist below indicates that the action being considered falls under a Levine Act category or exemption:
SUBJECT TO THE LEVINE ACT
___ Land development entitlements
___ Other permit, license, or entitlement for use
_X_ Contract or franchise
EXEMPT FROM THE LEVINE ACT
___ Competitively bid contract*
___ Labor or personal employment contract
___ Contract under $50,000 or non-fiscal
___ Contract between public agencies
___ General policy and legislative actions
* "Competitively bid" means a contract that must be awarded to the lowest responsive and responsible bidder.
Staff
Prepared by: David Battaglia, Purchasing Officer
Reviewed by: Matthew Paulin, Director of Finance
Reviewed by: Kathleen Boutté Foster-Gee, Director of Information Technology
Reviewed by: Sarah Johnson-Rios, Assistant City Manager
Approved by: Tim Kirby, City Manager
ATTACHMENTS
1. Project Budget Sheet 837310
2. Project Budget Sheet 835610