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Item No. 23 Memorandum TO: Mayor, Mayor Pro Tem & City Council FROM: Rose Beverly, City Manager Celso Arrieta, IT Manager SUBJECT: Award a Contract for Professional Services with Sterling for the Renewal of the City's Server Infrastructure and the Implementation of the Police Department Disaster Recovery Plan DATE: October 27, 2025 BACKGROUND: The City currently operates on a Dell based server environment that supports several critical municipal applications. This infrastructure will reach the end of its manufacturer warranty in October 2026. In addition to the renewal of this environment, it is also necessary to implement a comprehensive Disaster Recovery Plan (DRP) for the Police Department to ensure data resiliency and operational continuity in the event of system failures or emergencies. STATUS OF ISSUE: The existing Dell server infrastructure will be out of support as of October 2026, and the Police Department currently lacks a proper backup and disaster recovery environment. This situation presents a significant operational and security risk that must be addressed through the renewal of server equipment and the deployment of a dedicated DRP solution. After evaluation, staff recommend moving forward with Sterling, a certified Dell partner, to provide the required equipment and professional services for implementation. BUDGET: Funds in the amount of 5150,000.00 have been allocated in the City's technology improvement plan for this project. The budget covers hardware replacement, configuration, and implementation services to establish redundancy and recovery capabilities. RECOMMENDATION: Approve a contract in the amount of $154,084,73 with Sterling for professional services and equipment related to the renewal of the City's Dell infrastructure and the implementation of the Police Department's Disaster Recovery Plan.