HomeMy WebLinkAbout22C - SPEC - EMAIL ARCHIVING SYS•
CITY COUNCIL MEETING DATE:
AUGUST 5, 2014
TITLE:
CONTRACT AWARD TO
CPAC INC. FOR BARRACUDA
EMAIL ARCHIVING SYSTEM
(SPEC. NO. 14 -041)
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CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
UT55047iVel
❑ As Recommended
❑ As Amended
❑ Ordinance on 1"Reading
❑ Ordinance on 2ntlReading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to CPAC Inc. for the purchase of a Barracuda email archiving system in an
amount not to exceed $26,800, subject to non - substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
As part of the City's Record Retention Schedule, Resolution No. 2013 -014, the City Council
approved the change of the retention for City electronic mail from a period of 30 days to a period
of two years. This has significantly increased the volume of email to be stored and the complexity
of recovering selected email based on various criteria. After extensive testing and research, the
Information Services Operations team found the Barracuda email archiving system to be the
most effective device for this purpose.
The email archiving system is purpose -built to support compliance laws and regulations that
require message archiving and retrieval, such as SEC 17a -3/ -4, PCI DSS, FINRA, FOIA, HIPAA,
and California Public Record Act. It has high capacity storage using state -of- the -art compression,
comprehensive indexing, permissioning, search, legal hold, audit, and export capabilities that
help accelerate and simplify responding to Public Record Requests related to electronic mail. It
will also reduce the amount of storage on the primary electronic mail computer servers allowing
for overall better email performance at lower costs. Currently, the manual retrieval process takes
an average of four hours to restore, search and recover selected email for a single past calendar
day. With the Barracuda email archiving system, the process is reduced to minutes. It also meets
evidentiary standards. Approved City staff will be provided self- service access to their archived
emails in several convenient ways including Outlook, Mobile Devices, and a Web interface.
22C -1
Contract Award to CPAC Inc. for
Email Archiving System
August 5, 2014
Page 2
This email archiving system is projected to meet the City's email archiving needs for the next
three years based on current email storage rates.
The notice inviting bids was advertised on June 10, 2014 on the City's online bid management
and publication system. A summary of the bid invitations and bids received is as follows:
60 Vendors were notified
3 Vendors downloaded the bid packet
0 Received from Santa Ana vendors
2 Bids received
The bids were received and opened on June 23, 2014 and evaluated (Exhibit 1). The bid
received from CPAC Inc. is responsive to the specifications and meets the City's requirements
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #7 Team Santa Ana, Objective #5
(create a culture of innovation and efficiency within the organization.), Strategy A (promote the
use of new technology to improve the delivery of services and information to staff and the
community).
FISCAL IMPACT
Funds are available in the Finance Information Systems Strategic Plan Maintenance and Support
account (no. 10910147-62300).
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez
Executive Director
Finance and Management Services Agency
TG
Attachment Exhibit 1 -Bid Abstract
220-2
Contract Award to CPAC Inc. for
Email Archiving System
August 5, 2014
Page 3
ABSTRACT OF BIDS
CONTRACT AWARD FOR BARRACUDA EMAIL ARCHIVING SYSTEM (14 -041
VENDOR
CPAC Inc.
ESecurityToGo
LOCATION
Anaheim, CA
Newport Beach, CA
TERM
NET 30 DAYS
NET 30 DAYS
OFFER $26,750. $31,338.
Exhibit 1
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