The URL can be used to link to this page

Home My WebLink About092121-05.8 5.8 ADMINISTRATIVE STAFF REPORT TO:Mayor and Town CouncilSeptember 21, 2021 SUBJECT:Resolution No. 58-2021, appropriating funds and authorizing the Town Manager to execute contracts for technology improvements associated with CIP Project B-626 - Town Office Relocation BACKGROUND The Danville Town Council adopted an Information Technology Master Plan (ITMP)in 2010 focused on implementing "Government 2.0" principles, aimed at increasing transparency and enhanced use of technology to bring government information and services to Danville residents around the clock. One of the major ITMP initiatives is the replacement and upgrade of several of the Town's older technological systems. These upgrades are necessary to modernize and stay current with technology trends which help create economies and efficiencies for the Town and its staff. The Town is currently in the process of moving forward with CIP Project B-626, which will involve relocating the Town Offices and Police Departmentto a new location at 500 La Gonda Way. The relocation will include the installation of the “next generation” of technologieswhich will meetthe Town’s needs for the foreseeable future. DISCUSSION The Town has occupied the current Town Offices since 1985. The technological infrastructure that serves the Town has been developed and added incrementally over the intervening years. Servers and software are more than ten years old, and the telephone system is approximately 25 years old. In addition, there is a need to upgrade network security to protect the Town from cyber-attacks. Plans are currently underway to relocate the Town Offices and Police Department to the new facilities at 500 La Gonda Way in early 2022. This move will include a series of Town network and systems upgrades needed to serve these new facilities. The following upgrades are included in the work scope and will enhance security and broadband throughout the entire enterprise: Task #1 – Install a new state-of-the-art telephony system to enhance the Town’s staff communications abilities. Our current system has been in place for over 15 years and is considered first generation Voice-over-Internet-Protocol (VoIP). This initiative will allow for the replacement of the outdated and outmoded telephone system with the most current generation of VoIP technologies. Total cost - $269,475 Task #2 - Install a new on-premises file server farm (servers and software) to replace the existing Town servers and software which are approximately ten years old and in need of replacement. This new system will allow the Town the ability to enhance computing power and improve network stability. Total cost - $83,429 Task #3 – Installing new internal and external switches, routers, etc., to completely upgrade (commonly referred to as a “forklift” upgrade) the network infrastructure, connectivity, and broadband access throughout the enterprise. This task will enhance our network security and is considered a cybersecurity upgrade that will assist IT with the prevention of future cyber-attacks. Total cost - $324,543 Task #4 - Replace the current Backup, Restore, Disaster Recovery/Business Continuity (BRDR/BC) system. The proposed new configuration will be a more industry standard method of BRDR/BC, which will enable the Town to not only guard against a cyber-attack but will ensure that IT staff can mitigate and recover from such an attack in a timely manner. This will allow IT staff to update and upgrade systems and perform systems maintenance more efficiently with less “down time.” This task will enhance our network securityand is considered acybersecurity upgrade that will assist IT with the prevention of future cyber-attacks. Total cost - $159,600 Task #5 - Replace the existing endpoint security system which does not meet industry standards. An updated system will ensure data security to the desktop level. This will protect various end-user units from outside cyber-attacks. This task will enhance our network security and is considered a cybersecurity upgrade that will assist IT with the prevention of future cyber-attacks. Total cost - $115,583 An additional $45,000 in contingency funds is included for a total expenditure of $997,630. Technology Upgrades- 500 La Gonda Way2 September 21, 2021 Equipment and services associated with these improvements will be provided and performed by the Town’s existing technology suppliers and vendors, through one or more contractsto be executed by the Town Manager, and will include five years of licensing, support and maintenance. Of the five tasks identified, Tasks 3, 4 and 5 are necessary cybersecurity upgrades to support the Town’s critical infrastructure and operations, at a total cost of $599, 726. The Town has been awarded economic recovery funds through the American Rescue Plan Act (ARPA) of 2027 (HR 1319). Section 603 (c) (1) c) of the ARPA provides that Coronavirus Local Fiscal Recovery Funds may be used, “For the provision of government services to the extent of the reduction in revenue due to the COVID-19 public health emergency….” Government services can include, but are not limited to… modernization of cybersecurity, including hardware, software, and protection of critical infrastructure….Therefore, the necessary cybersecurity upgrades to be performed through Tasks 3, 4 and5 would constitute a necessary and appropriate use of ARPA funds. Tasks 1-5, associated with the necessary technology improvements, will be funded through the following combination of currently available and appropriated sources including: $599,726 from American Rescue Plan Act of 2021 funds awarded to the Town; $385,540 from previously appropriated and available ITMP funds; and $12,364 from currently reserved and available ITMP funds Adoption of this resolution will authorize the Town Manager to execute contracts required to coincide with the increased maximum appropriation amounts. PUBLIC CONTACT Posting of the meeting agenda serves as notice to the general public. FISCAL IMPACT The project is recommended to be funded through a combination of new and existing sources. New funding appropriations include: $599,726 from the American Rescue Plan Act of 2021; and $12,364 from currently reserved and available ITMP funds; The balance of $385,540 will come from previously appropriated and available ITMP funds, which will be re-allocated to this project. Technology Upgrades- 500 La Gonda Way3 September 21, 2021 RECOMMENDATION Adopt Resolution No. 58-2021, appropriating funds and authorizing the Town Manager to execute contracts for technology improvements associated with CIP Project B-626 - Town Office Relocation. Prepared by: Clancy Priest Chief Technology Officer Reviewed by: Jill Bergman Economic DevelopmentDirector Attachment: Resolution No. 58-2021 Technology Upgrades- 500 La Gonda Way4 September 21, 2021 RESOLUTION NO. 58-2021 APPROPRIATING FUNDS AND AUTHORIZING THE TOWN MANAGER TO EXECUTE CONTRACTS FOR TECHNOLOGY UPGRADES ASSOCIATED WITH CIP PROJECT B-626 - TOWN OFFICES RELOCATION , in July 2010 the Danville Town Council adopted an Information Technology WHEREAS Master Plan ITMP focused on implementing Government 2.0 principles aimed at increasing transparency and enhanced use of technology to deliver government information and services around the clock; and , the Town is currently moving forward with CIP Project B-626 – Town Office WHEREAS Relocation, and plans are currently underway to relocate the Town Offices and Police Department to the new facilities at 500 La Gonda Way in early 2022; and CIP Project B-626 includes implementing next generation technologies to WHEREAS, facilitate superior delivery of municipal services to the community; and , additional hardware, software, licensing, maintenance, and configuration WHEREAS services are necessary to complete the technology upgrades; implementing such technologies is necessary to undertake cybersecurity WHEREAS, upgrades needed to support the Town's critical infrastructure and operations; and , pursuant to the American Rescue Plan Act of 2021, (HR 1319), Section 603 WHEREAS (c) (1) c), Coronavirus Local Fiscal Recovery Funds may be used "For the provision of government services to the extent of the reduction in revenue due to the COVID-19 public health emergency relative to revenues collected in the most recent full fiscal year prior to the emergency;” and the American Rescue Plan Act gives recipients broad latitude to use recovery WHEREAS, funds for the provision of government services to the extent of reduction in revenue; and government services can include, but are not limited to…modernization of WHEREAS, cybersecurity, including hardware, software, and protection of critical infrastructure; now, therefore, be it that the Danville Town Council hereby: RESOLVED, appropriates $599,726 from the American Rescue Plan Act of 2021; and $12,364 from currently reserved and available ITMP funds for the upgrade of the Town's technology systems, including cybersecurity upgrades needed to support the Town's critical infrastructure and operations; and authorizes the Town Manager to execute one or more contract(s) with the Town’s network vendor for $997,630 to upgrade the Town’s technology across the entire enterprise. by the Danville Town Council at a regular meeting held on September 21, APPROVED 2021, by the following vote: AYES: NOES: ABSTAINED: ABSENT: MAYOR APPROVED AS TO FORM:ATTEST: CITY ATTORNEY CITY CLERK PAGE 2 OF RESOLUTION NO. 58-2021