Consideration and Approval of Cooperative Contract:  Purchase of one Dell SC5020 Storage Device in the amount of $79,333.89 from Dell Marketing LP through State of Arizona Cooperative Contract No. ADSPO15-09839 and Amendment No. ADSPO16-098163.

City Council's approval of the contract will allow the City's Information Technology Services ("IT") to replace a failed disaster recovery storage device. IT utilizes two disaster recovery storage devices. The primary device is housed in City hall. After a period of four to five years, the primary device becomes a secondary disaster recovery storage device and moved to the Police Department Evidence Warehouse. IT was scheduled to replace the primary device next year, but the secondary disaster recovery storage device recently failed. The secondary device is well past the warranty period and life expectancy.  IT seeks to move the primary disaster storage device to the Police Department Evidence Warehouse and purchase a New Storage Device to stand in as the primary device. Because of the risks associated with disaster recovery, Staff is seeking this purchase sooner than expected.

The FY18 Budget includes account number 001-01-014-0040-1-4301 which has been identified as Catastrophic Funds to be used in case of major system failures. The City has over $100,000.00 in available funds under this account. This Catastrophic Funds account will be used to purchase the New Storage Device for $79,333.89. Use of the Catastrophic Funds for the purchase of IT devices, such as this New Storage Device, has been approved by the Budget Team.

There is no known or projected impact to policy regarding this matter.

Strategic Plan- Provide Exceptional Service: Provide employees with tools, training, and support. Invest In Our People: Ensure effective resources for employees.

This is the first time the request to purchase the New Storage Device has come before Council.

1) Approve the purchase of the New Storage Device from Dell in the amount of $79,333.89; or
2) Do not approve the purchase of the New Storage Device and accept the risk of limited disaster recovery options.

Approval of the contract will allow IT to replace a failed disaster recovery storage device. IT utilizes two disaster recovery storage devices. The primary device is housed in City hall. After a period of four to five years, the primary device becomes a secondary disaster recovery storage device and moved to the Police Department Evidence Warehouse. IT was scheduled to replace the primary device next year, but the secondary disaster recovery storage device recently failed. The secondary device is well past the warranty period and life expectancy.  IT seeks to move the primary disaster storage device to the Police Department Warehouse and purchase a New Storage Device to stand in as the primary device. By utilizing a primary and secondary disaster recovery storage device, the life of each device is maximized and the City saves money with minimal risk. The aging device is used as a backup only. Because of the risks associated, Staff is seeking this purchase sooner than expected.

The City received a quote from Dell which is on Arizona State Cooperative Purchase Contract for a primary disaster recovery storage device in the amount of $79,333.89. There is a Catastrophic Fund in place to utilize in the case of major system failures and IT would be utilizing that fund to pay for the New Storage Device.

 

A decision not to purchase the New Storage Device would mean the City accepts the risk that the disaster recovery procedures would be severely limited. The City would continue to have backups, however, recovery time in the case of an IT catastrophe would likely be measured in weeks rather than hours or days.

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Provide Disaster Recovery to reduce risk to community services in the case of a catastrophic IT failure.

Inform