City of Reno

Staff Report

Staff Report (For Possible Action): Approval of Contract with Sada Systems for continued maintenance of Google Apps for Government in an amount not to exceed $155,890. (General Fund)


Department:Communication and TechnologySponsors:
Category:License Agreement

Recommendation and Proposed Motion

Recommendation:  Staff recommends approving the funding for the Google Apps for Government software package (Sada Systems, Inc.) with continued maintenance through December 3, 2018, in an amount not to exceed $155,890.


Proposed Motion:  I move to approve the staff recommendation.

Staff Report Formal Body

Summary: The City of Reno switched from an aged email system to Google Apps for Government in 2012, with Council approval.  The Google Apps for Government software product has since met the needs of the City and provided for better collaboration and email functionality.  Staff recommends that City Council approve the contract with Sada Systems for the Google Apps for Government software package continuing maintenance through December 3, 2018 in an amount not to exceed $155,890.


Discussion: The Google Apps for Government software product provides the City a solution that includes email, archiving, calendaring, chat, document creation, and collaboration tools.  The Google Apps for Government product is a cloud-based software solution that allows for better collaboration and email functionality for the City.  It frees up staff time from having to maintain hardware in addition to the software and the administrative tasks of creating and maintaining email user accounts. It provides the necessary tools to complete public requests, promote cybersecurity and document audits. Features of the Google Apps product include:


·              30GB storage for each user

·              Google Vault for archive and e-discovery

·              Access to email from anywhere using any browser

·              Email accessibility from any mobile device

·              Encrypted data housed in US data centers

·              Ability to share documents internally and externally

·              Ability to grant special permissions to co-workers as well as users outside the City

·              Visibility for all users accessing shared documents

·              Voice, video and chat while working on the same document

·              Ability to share calendars, contacts and tasks

·              Instant Messaging

·              Virus and spam filters for all email, with custom filters available

·              Many Government agencies currently use the Google Apps solution

·              Google Apps has an uptime guarantee of 99.9 percent Service Level Agreement (SLA)

·              City IT administrators have control of creating new accounts as well as disabling accounts

·              All data is owned by the City and can be exported using several methods


Financial Implications: The amount not to exceed $155,890 is included in the Fiscal Year (FY) 17/18 budget and no additional appropriations are needed.


Legal Implications: Legal review completed for compliance with City procedures and Nevada law.


Meeting History

Dec 6, 2017 12:00 PM Video Reno City Council Regular
MOVER:Paul McKenzie, Councilmember
SECONDER:David Bobzien, Councilmember
AYES:Hillary Schieve, Jenny Brekhus, Naomi Duerr, Oscar Delgado, Paul McKenzie, Neoma Jardon, David Bobzien