SUBJECT
title
Consideration to approve a lease of the Cohesity backup solution, which includes hardware and software through Leaf/VAR Technology Finance. This is a three-year agreement with a one-dollar buyout at the end of the lease. The Cohesity software will replace the City’s legacy backup system with a solution that uses current best-practices for backup technologies. Backups are an essential part of any IT disaster recovery plan, helping to improve IT’s ability to restore software systems and servers in the event of catastrophic system failure, virus attacks, or even inadvertent file deletions. The total three-year cost is $437,996.98 with yearly payments of $145,998.99. Funding is available in the IST, Public Health, Waterworks, and Bridge FY 25-26 operating budgets.
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PREVIOUS COUNCIL ACTION
None
BACKGROUND
Consideration to approve a lease of the Cohesity backup solution, which includes hardware and software through Leaf/VAR Technology Finance. This is a three-year agreement with a one-dollar buyout at the end of the lease. The Cohesity software will replace the City’s legacy backup system with a solution that uses current best-practices for backup technologies. Backups are an essential part of any IT disaster recovery plan, helping to improve IT’s ability to restore software systems and servers in the event of catastrophic system failure, virus attacks, or even inadvertent file deletions. The total three-year cost is $437,996.98 with yearly payments of $145,998.99. Funding is available in the IST, Public Health, Utilities, and Bridge FY 25-26 operating budgets.
Due to the current solution’s contract expiring in October 2025, the beginning of the fiscal year, IST is requesting that the Cohesity lease be reviewed and approved during the current fiscal year to allow IST to be ready and staged to implement on day one of the new year. Otherwise, there will be a gap in backup coverage for the City’s systems, which is undesirable due to the significant security risk that this would pose. The attached lease agreement documents are currently in Legal review. Per their recommendation they have been stamped as “Draft” pending their final approval.
COMMITTEE RECOMMENDATION
N/A
STAFF RECOMMENDATION
recommendation
Staff recommends approval.
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Fiscal Impact
Fiscal Year: 2026
Budgeted Y/N?: Y
Source of Funds: N/A
Account #:
Change Order: Exceeds 25% Y/N: N/A
FINANCIAL IMPACT: Three-year cost is $437,996.98 with yearly payments of $145,998.99. Funding is available in the IST, Public Health, Waterworks, and Bridge FY 25-26 operating budgets.
IT $42,649.70
Waterworks $ 30,503.00
Public Health $ 12,846.29
Bridge $ 60,000.00