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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 15, 2016 TITLE: AGREEMENT AMENDMENT WITH RECALL TOTAL INFORMATION, INC. FOR OFF -SITE DATA STORAGE AND DESTRUCTION SERVICES {STRATEGI PLAN 0.6,1} CITY MANAGER I:i�k«T•7 61,r111k I'7 �LT31tl•71 CLERK OF COUNCIL USE ONLY: El As Recommended ❑ As Amended ❑ Ordinance on 1 "Reading El Ordinance on 2ndReading 71 Implementing Resolution 71 Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an amendment to the agreement with Recall Total Information, Inc., to adjust the scope, extend the term to 24 months provide compensation in the amount not to exceed $16,900 annually, for the term March 15, 2016 through March 14, 2018, with a provision for three, one -year extensions exercisable by the City Manager, subject to non- substantive changes approved by the City Manager and City Attorney. DISCUSSION The City Hall and Santa Ana Police Department Data Centers house the largest concentration of computer systems used to support City operations. Over 250 servers, class physical and virtual computers, operate in the data centers, which host computer systems for all City agencies and departments. As a result, a vast quantity of computerized data is generated. To ensure the integrity of computer data, a process of copying and storing the data, separate from its primary computer device, is utilized and is referred to as "backing up." Currently, some 19 terabytes of computer data are backed up for both City Hall and Police Department onto tape storage. The City currently manages 1200 data backup tapes. The backup tapes then must be moved to an offsite location to ensure protection from a natural or man -made disaster. The agreement with Recall Total Information, Inc. provides off -site data management services ensuring backup tapes are moved to a secure storage facility according to industry best practices. In addition to data storage services, the City requires project based secure off -site destruction services of backup tapes and other media according to the City's retention schedule. The agreement amendment expands the scope to include secure off -site destruction services. The agreement with Recall Total Information, Inc. began on February 9, 2010 for a two -year period to provide off -site data protection services. An extension to the agreement was issued for 24- months and services have been provided on a month -to -month basis thereafter. Recall Total Information, Inc. has consistently demonstrated the ability to provide a high level of secure 25C -1