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CC - CONSENT ITEM: Approval of Additional Purchase Orders with SHI in an Aggregate Amount-Not-to-Exceed $185,000 for Prior Services Rendered and Purchase of Rubrik Cloud Backup Storage and Related Technology Services.
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Meeting Date: August 11, 2025
Contact Person/Dept.: J.R. Wright / Information Technology Department
Phone Number: (310) 253-5950
Fiscal Impact: Yes [] No [X] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (08/07/2025)
Department Approval: J.R. Wright, Chief Information Officer (07/08/2025) _____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council approve additional purchase orders with SHI in an aggregate amount-not-to-exceed $185,000 for prior services rendered and purchase of Rubrik cloud backup storage and related technology services.
BACKGROUND
System and data backups are essential to ensure business continuity, protect against data loss, and safeguard against cyber threats such as ransomware attacks. They provide a reliable way to recover critical information in the event of hardware failures, human error, natural disasters, or malicious activity. Regular backups support compliance with legal and regulatory requirements by preserving data integrity and availability. Without a robust backup strategy, the City risks significant operational disruption and financial impact.
To improve the City’s backup framework, in August 2022 the City partnered with third-party reseller SHI to migrate from legacy on premises tape storage to Rubrik’s cloud backup solution, using Amazon Web Services (AWS) S3 for storage. S3 is AWS’s highest-tier storage option, offering the fastest data retrieval speeds, which was determined to be essential for quick restoration. Since 2023, the City has needed to restore data only once. AWS cloud storage is billed based on usage. In 2023, the City’s estimated annual storage cost for AWS storage was approximately $10,000.
SHI pays AWS directly and invoices the City for reimbursement. Since February 2023, only 7 of the 29 invoices have been paid. The City is responsible for paying for these services and must address the outstanding invoices. Monthly storage costs have steadily increased starting at $385 in February 2023 to the most recent invoice in June 2025 for $9,278. This increase is a result of AWS price increases and the City’s increased usage of storage to support City operations. At the current AWS S3 tier pricing, the projected annual cost would be $108,000. This cost is not sustainable long-term. To reduce storage costs the City worked with SHI starting in March 2025 to develop a long term, sustainable, and cost-effective backup solution. The City began migrating all current backup data from AWS S3 to the lower-cost AWS Glacier tier, with an estimated annual cost of $50,000. The transition to AWS Glacier storage was completed in June 2025.
This purchase is exempt from the City’s purchasing requirements per Culver City Municipal Code Section 3.07.055.E. which excepts the purchase of computer software and software maintenance from City bidding requirements. Staff has reviewed the City’s options for storage software services and believes AWS Glacier will provide reliable service at a reasonable price going forward.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding that can be carried over to pay the City’s outstanding invoices and the Adopted Budget for Fiscal Year 2025-2026 includes sufficient funding for invoices in the current fiscal year in Account No. 10124100.600200 (Information Technology - R&M Equipment) in an aggregate amount not to exceed $185,000.
ATTACHMENTS
None.
MOTION(S)
That the City Council:
1. Approve additional purchase orders with SHI for Fiscal Year 2025-2026 in an aggregate amount not to exceed $185,000 for prior services rendered and purchase of Rubrik cloud backup with Amazon Web Services (AWS) Glacier cloud storage and related technology services; and
2. Authorize the Purchasing Officer to execute such purchase orders on behalf of the City.