City Council Meeting - FINAL

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Meeting Date: 09/06/2022  
Co-Submitter: Paul Santana From: Matt Kakert, IT Operations Manager

Consideration and Approval of Cooperative Purchase Contract: vCORE Technology Partners, LLC in the amount of $72,284.44, plus applicable taxes, for Dell EMC Data Domain hardware (DD6400), licensing, and support/maintenance.
  1. Approve the Cooperative Purchase Contract with vCORE Technology Partners, LLC (vCORE), in the amount of $72,284.44, plus applicable taxes, for the purchase of Dell EMC Data Domain hardware (DD6400), licensing, and support/maintenance; and
  2. Authorize the City Manager to execute the necessary documents.
Executive Summary:
As the City continues to migrate IT support for Flagstaff Police Department (FPD) to City of Flagstaff IT department, we are now working on the CAD/evidence/RMS environment. These systems provide the backbone for emergency responders to serve the community, thus it is paramount there is a backup system in place to allow for recovery of data. This purchase will replace an aging backup solution that is currently operated by Coconino County Sheriff's Office (CCSO) IT staff, of which is in need of replacement due to its age, as well as capacity. This new infrastructure will allow us to maintain compliance with CJIS regulations of data retention, as well as enable recovery scenarios for their production environment.

The Cooperative Purchase will be through a State of Arizona cooperative agreement #ADSPO16-098163 with an extension valid through February 28, 2023.
Financial Impact:
There is a one-time cost of $72,284.44, plus applicable taxes. This cost has been budgeted in Information Technology Section 001-01-014-0042-1-4301 for FY 2023. 
Policy Impact:
Connection to PBB Key Community Priorities/Objectives & Regional Plan:
Provide Exceptional Service: Provide employees tools, training and support.

Safe & Healthy Community: Provide public safety with the resources, staff, and training to respond to community needs.
Previous Council Decision on This:
Options and Alternatives:
Approve the Cooperative Purchase Contract with vCORE for hardware, associated licensing, and setup support; or Do not approve this purchase and direct staff how to proceed. Due to moving FPD IT services over to COF IT support, staff needs a backup solution for the infrastructure we are now fully supporting, without this purchase we will be forced to continue using aging and inadequate backup solution existing within CCSO.
FPD IT services were moved from CCSO IT to COF IT end of FY22.  During this process, CCSO IT informed staff that their current backup solution is near the end of its life span, slated for replacement, and running dangerously low on capacity. This purchase will provide new backup storage for the 911 Dispatch systems, as well as the records management system, critical for public safety and our community.
Key Considerations:
The Cooperative Contract Purchase of this hardware, licensing, and support is necessary to continue to provide an infrastructure backup solution for our 911 Dispatch and records management system. This will allow for faster, easier, and more reliable recoveries from any system or application failures. The existing backup storage system is end of life and dangerously low on capacity. The Cooperative Purchase Contract with vCORE includes a requirement that the vendor assist device setup and configuration.
Expanded Financial Considerations:
Ongoing software maintenance and support has been planned and budgeted from according Information Technology budgets, after the included five (5) years.
Community Benefits and Considerations:
Community Involvement:
Expanded Options and Alternatives:
Cooperative Purchase Contract
Exhibit A - Quote
Exhibit B - Agency Contract
Exhibit B - Amendment 4
Exhibit B - Amendment 12


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