HomeMy WebLinkAbout25K - ELECTRONIC MEDIA STORAGE
CITY COUNCIL MEETING DATE:
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REQUEST FOR
COUNCIL ACTION
CLERK OF COUNCIL USE ONLY:
MAY 2, 2005
TITLE:
APPROVED
o As Recommended
o As Amended
o Ordinance on 1 sl Reading
o Ordinance on 2M Reading
o Implementing Resolution
o Set Public Hearing For
AGREEMENT FOR OFF-SITE
ELECTRONIC MEDIA STORAGE
Q-i?l4ER
CONTINUED TO
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FILE NUMBER
RECOMMENDED ACTION
1. Direct the City Attorney to prepare and authorize the City Manager and
the Clerk of the Council to execute an agreement with Data Products &
Solutions, Inc. for off-site electronic media storage services and
products for a two-year term in a total aggregate amount not to exceed
$40,000,
2, Authorize the Executive Director of Finance and Management Services
Agency to execute up to three, one-year renewals pursuant to the terms
of the agreement,
DISCUSSION
Critical data is generated by the City's computer systems and secure back-
up for this data is necessary. Copies of the most critical data are
physically transferred and stored at a secure off-site location, Off-site
data security protects against loss of computer generated data from
physical, accidental, or hostile causes. This service helps to ensure that
the integrity and availability of City computerized business systems is
maintained, Both the Police Department and the Finance and Management
Services Agency utilize the same vendor for data storage services.
Staff surveyed industry sources to identify providers who service the area
and provide the range of service sought by the city. American Vault-Data
Vault, Inc, and DPSI met the initial criteria and were contacted. A team
representing the Police Department and the Finance & Management Services
Agency was formed. The team collected requirements and developed a vendor
evaluation criteria and an assessment scoring tool. The evaluation team
conducted interviews, visited facilities, gathered reference input, and
reviewed submissions from the candidate vendors.
25K-1
Off-Site Electronic Media Storage
May 2, 2005
Page 2
The evaluation rating for the two firms is as follows:
Firm
Score
DPSI
American Data Vault
89
30
Staff recommends the selection of DPSI to provide off-site storage
services for the Police Department and the Finance & Management Services
Agency. A two-year term agreement with three, one-year renewal options is
recommended due to the risk in moving the stored media and the additional
costs involved in withdrawing stored holdings. In addition, lower pricing
is gained by an initial two-year term. If the City elects to renew the
agreement, prices may be adjusted by DPSI by a maximum of three and a half
percent per year.
FISCAL IMPACT
Funds are available in the Other Contractual Services accounts from the
Finance and Management Services' Information Services account (account
no. 11-179-6291), and the Police Department's Computer Services and
Records Services accounts (account nos, 11-338-6291 and 11-345-6291
respectfully) .
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~;I'.?~~UI M, Wal ters
t'~ Chief of Police
Police Department
APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez
Executive Director
Finance & Management Services Agency}",
25K-2