SR 09-27-2022 5G
City Council
Report
City Council Meeting: September 27, 2022
Agenda Item: 5.G
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To: Mayor and City Council
From: Joseph Cevetello, Chief Information Officer, Information Services
Department, Infrastructure and Cloud Services
Subject: Approval of a Purchase Order for the use Amazon Web Services (AWS)
Recommended Action
Staff recommends that the City Council authorize the City to issue a purchase order
with DLT Solutions, a Tech Data Company, for Amazon Web Services (AWS) for the
Information Services Department. This recommended award is made as an exception to
the competitive bidding process pursuant to Section 2.24.250(c) and is for a total
amount not to exceed $1,237,500 (including a 10% contingency of $112,500), over a
five-year period, with future year funding contingent on Council budget approval.
Summary
The Information Services Department (ISD) uses Amazon Web Services (AWS) cloud
services for hosting the City’s business systems in the cloud. As part of its “Cloud First
Strategy,” ISD has transitioned a portion of the City’s servers from an on-premises
datacenter to AWS. Over the past two years, as the transition has progressed, the use
of cloud-hosted servers and services has increased. ISD anticipates this growth to
continue over the next five years. Staff seeks approval to enter into a new multi-year
purchase agreement with authorized reseller of AWS cloud services, DLT Solutions
(DLT).
Discussion
ISD has initiated a “Cloud First Strategy” for its Information Technology infrastructure to
achieve greater agility, lower cost, and increased resiliency. As part of this initiative, the
City selected AWS as its cloud service provider. AWS offers a tremendous flexibility
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and potential cost savings for hosting data center applications and infrastructure on-
demand. In a traditional on-premises data center environment, the City invests in data
center equipment, software licensing, facility power & cooling, annual
hardware/software maintenance, and staff costs. There are also fixed capital
expenditures that the City must pay upfront.
In the AWS cloud environment, the City pays monthly for only the computing resources
that it consumes and reduces the City’s expenditures on information technology
infrastructure. The AWS cloud environment allows for quick and simple expansion or
reduction of computing services and includes integrated disaster recovery. Additionally,
cloud-based computing allows the City to modernize business applications and
infrastructure, enabling the adoption of newer, more modern technologies that in turn
support an improved customer experience to the community through improvements to
the website, 311 system and other citizen facing applications.
At this time, only 10% the City’s servers are hosted in AWS. This number is expected to
grow as departments modernize their business systems and formulate plans to replace
legacy applications. AWS is the largest, most reliable cloud service provider in the
industry. To fully implement and establish the City’s AWS environment and to leverage
economies of scale pricing for AWS cloud services, ISD must procure services through
an AWS government reseller, such as DLT Solutions.
Vendor Selection
Exception to Competitive Bidding
Staff recommends DLT Solutions to furnish and deliver/provide AWS cloud services as an exception to
competitive bidding per Muni Code 2.24.250 (c): competitive procedures were followed by a
governmental agency, federal, state, county, city, joint powers agency, special district, or cooperative
purchasing agency and the goods or services are supplied to the City at the same or better price.
In 2019, Region 4 Education Service Center (a conglomerate of 47 public and 40 charter schools
covering seven-county areas in Texas) conducted a competitive process through the Omnia Partners,
Public Sector Purchasing Alliance, for technology products, services, solutions, and related products.
Contract # R190902 was awarded to DLT Solutions to provide AWS cloud services, including, training,
archiving, data processing, warehousing, storage, infrastructure services, and support services. Region 4
Education Service Center has partnered with OMNIA partners make this solicitation available to other
public agencies nationally, including state and local governmental entities, public and private primary,
secondary and higher education entities, non-profit entities, and agencies for the public benefit. The City
of Santa Monica will piggyback on this contract which offers the most competitive pricing for AWS
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services.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Information Technology Replacement
and Services Fund to award a purchase order with DLT for AWS cloud services. The
current proposal from DLT Solutions is for a total amount not to exceed $1,237,500 for 5
years. Future year funding will be contingent on Council budget approval. Funds for this
purchase are available in the FY 2022-23 Capital Budget. Enterprise funds will
reimburse the General Fund to pay for their portion of AWS hosting.
Purchase Order Request
FY 2022-23 Budget
Request Amount Future Years CIP Account # Total Contract Amount
$222,500 $1,015,000 C7100030.689000 $1,237,500
Prepared By: Sarkis Metspakyan, Systems & Network Manager
Approved
Forwarded to Council
Attachments:
A. OAKS INITIATIVE FORM_FE_v1
B. OAKS INITIATIVE FORM_FE_v2
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CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known
as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the
Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection.
It prohibits a public official from receiving, and a person or entity from conferring,
specified personal benefits or campaign advantages from a person or entity after
the official votes, or otherwise takes official action, to award a “public benefit” to that
person or entity. The prohibition applies within and outside of the geographical
boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of
Santa Monica shall provide the names of trustees, directors, partners, and officers,
and names of persons with more than a 10% equity, participation or revenue
interest. An exception exists for persons serving in those capacities as volunteers,
without compensation, for organizations exempt from income taxes under Section
501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not
apply if the organization is a political committee or controls political committees.
Examples of a “public benefit” include public contracts to provide goods or services
worth more than $25,000 or a land use approval worth more than $25,000 over a 12-
month period.
In order to facilitate compliance with the requirements of the Oaks Initiative,
the City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public benefit”
is sought by an entity, rather than an individual person, the information includes the
name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has
(e) more than a ten percent interest in the entity. Therefore, if you are seeking a
“public benefit” covered by the Oaks Initiative, you must supply that information on
the Oaks Initiative Disclosure Form. This information must be updated and supplied
every 12 months.
DocuSign Envelope ID: A6795524-3CF7-409F-AB3A-E3E367097B99
5.G.a
Packet Pg. 153 Attachment: OAKS INITIATIVE FORM_FE_v1 (5335 : AWS Cloud Services)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the
City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public
benefit” is sought by an entity, rather than an individual person, the information
includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d)
officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a
12-month period;
3.Purchase, sale or lease of real property to or from the City in excess of
$25,000 over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more
in any 12-month period;
5.Land use variance, special use permit, or other exception to an established
land use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any
12-month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any
12-month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
Tech Data Corporation
Elizabeth White
sales@dlt.com 800-262-4358
8/29/22
Assistant Secretary
DocuSign Envelope ID: A6795524-3CF7-409F-AB3A-E3E367097B99
None.
Eddie Franklin – PresidentStaci Patel – Secretary
Elizabeth White – Assistant SecretaryReyna Thompson – Senior Vice President
Scott Walker – Corporate Vice President, Treasurer
5.G.a
Packet Pg. 154 Attachment: OAKS INITIATIVE FORM_FE_v1 (5335 : AWS Cloud Services)
CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS
AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS,
OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known
as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and
information about the Initiative’s requirements. You may obtain a full copy of the
Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection.
It prohibits a public official from receiving, and a person or entity from conferring,
specified personal benefits or campaign advantages from a person or entity after
the official votes, or otherwise takes official action, to award a “public benefit” to that
person or entity. The prohibition applies within and outside of the geographical
boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of
Santa Monica shall provide the names of trustees, directors, partners, and officers,
and names of persons with more than a 10% equity, participation or revenue
interest. An exception exists for persons serving in those capacities as volunteers,
without compensation, for organizations exempt from income taxes under Section
501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not
apply if the organization is a political committee or controls political committees.
Examples of a “public benefit” include public contracts to provide goods or services
worth more than $25,000 or a land use approval worth more than $25,000 over a 12-
month period.
In order to facilitate compliance with the requirements of the Oaks Initiative,
the City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public benefit”
is sought by an entity, rather than an individual person, the information includes the
name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has
(e) more than a ten percent interest in the entity. Therefore, if you are seeking a
“public benefit” covered by the Oaks Initiative, you must supply that information on
the Oaks Initiative Disclosure Form. This information must be updated and supplied
every 12 months.
DocuSign Envelope ID: A6795524-3CF7-409F-AB3A-E3E367097B99
5.G.b
Packet Pg. 155 Attachment: OAKS INITIATIVE FORM_FE_v2 (5335 : AWS Cloud Services)
CITY OF SANTA MONICA
OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the
City compiles and maintains certain information. That information includes the
name of any person or persons who is seeking a “public benefit.” If the “public
benefit” is sought by an entity, rather than an individual person, the information
includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d)
officer, or has (e) more than a ten percent interest in the entity.
Public benefits include:
1.Personal services contracts in excess of $25,000 over any 12-month period;
2.Sale of material, equipment or supplies to the City in excess of $25,000 over a
12-month period;
3.Purchase, sale or lease of real property to or from the City in excess of
$25,000 over a 12- month period;
4.Non-competitive franchise awards with gross revenue of $50,000 or more
in any 12-month period;
5.Land use variance, special use permit, or other exception to an established
land use plan, where the decision has a value in excess of $25,000;
6.Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any
12-month period; or
7.Payment of “cash or specie” of a net value to the recipient of $10,000 in any
12-month period.
Name(s) of persons or entities receiving public benefit:
Name(s) of trustees, directors, partners, and officers:
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Title:
Signature: Date:
Email: Phone:
Permit #
FOR CITY USE ONLY:
Bid/PO/Contract #
Tech Data Corporation
Elizabeth White
sales@dlt.com 800-262-4358
8/29/22
Assistant Secretary
DLT Solutions, LLC, a Company
DocuSign Envelope ID: A6795524-3CF7-409F-AB3A-E3E367097B99
None.
Eddie Franklin – PresidentStaci Patel – Secretary
Elizabeth White – Assistant SecretaryReyna Thompson – Senior Vice President
Scott Walker – Corporate Vice President, Treasurer
5.G.b
Packet Pg. 156 Attachment: OAKS INITIATIVE FORM_FE_v2 (5335 : AWS Cloud Services)