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File Number: 19-609 <br />Staff evaluated replacement backup technology vendors and was impressed with Rubrik. The <br />Rubrik appliance can backup data locally, including both file and system data, archive to the cloud <br />for long-term storage, and can function as a secondary storage device in an emergency. Staff <br />intends to use the Rubrik appliance to replace its current backup systems and procedures. This <br />design enables on-site data to be stored up to 30 days locally, and up to one year in the Cloud, to <br />remove the requirement for an on-site tape library and off-site services. In addition, by utilizing the <br />City’s dark fiber, a 10 gigabit connection from City Hall/Police Department to the Senior <br />Community Center will enable real-time activation of the EOC, in a disaster or cyber incident. <br />The agreement also includes an additional module that will help IT Staff identify and rapidly <br />recover from cyber breaches. <br />Staff received bids from three qualified Rubrik resellers and recommends awarding the contract <br />to Integrated Archive Systems (IAS) given its bid was the lowest, they have a solid reputation, and <br />have worked with other local government agencies in the Bay Area. <br />Previous City Council Actions <br />·On October 7, 2019, the City Council heard a Presentation on Cyber Security discussing <br />the need for updated backup systems. <br />Legal Analysis <br />The City Attorney’s office reviewed and approved the purchase agreements. <br />Fiscal Impacts <br />The total one-time cost of the Rubrik system and services is $107,045.76. This includes a <br />combination of hardware costs and software configuration. The agreement also includes 3 years <br />of support, paid up-front. <br />Beginning in Year 4, software support will need to be renewed at the expected annual rate of <br />$24,900. The contract has a provision that if the City renews at Year 4, Rubrik will provide a full <br />hardware replacement of the 6404s Appliance, valued at $17,400, for no additional cost. <br />Rubrik will include its Radar module, which detects data anomalies using machine learning, and <br />can help rapidly recover from cyber incidents such as ransomware, at no cost for the first three <br />years. The City has the option to renew this service in Year 4 at the expected annual rate of <br />$6,048. <br />These costs will be partially offset by the replacement of existing backup software, hardware, and <br />off-site services. <br />Budget Authority <br />The Finance Director has determined there are sufficient funds in the 688 Fund Balance. Future <br />maintenance will be paid from Account 688-13-001-5310. <br />Page 2 City of San Leandro Printed on 11/27/2019 <br />136