CITY OF GLENDALE, CALIFORNIA REPORT TO THE: Housing Authority D Successor Agency D Oversight Board D

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1 Joint D City Council 1ZJ CITY OF GLENDALE, CALIFORNIA REPORT TO THE: Housing Authority D Successor Agency D Oversight Board D August 19, 2014 AGENDA ITEM Report: Competitively bid services with CDW-G to provide integration services for its backup recovery systems. 1) Motion to authorize the Purchasing Manager to issue a purchase order or service authorization to CDWG for the purchase of competitively bid integration services for its backup recovery systems. COUNCIL ACTION Public Hearing D Ordinance D Consent Calendar 1ZJ Action Item D Report Only D Approved for August 19, 2014 calendar ADMINISTRATIVE ACTION Submitted by: Brian Ganley, Chief Information Officer Prepared by: Dennis Joe, Technical Staff Associate Eric Brumm, ISO Infrastructure Administrator ' - Approved by: Scott Ochoa, City Manager Reviewed by: Yasmin K. Beers, Assistant City Manager Michael J. Garcia, City Attorney ~obert P. Elliot, Director of Finance 4 D I

2 RECOMMENDATION lt is recommended the City Council authorize the Purchasing Manager to issue a purchase order or service authorization to CDWG for the purchase of competitively bid integration services for its backup recovery systems. BACKGROUND In 2011, the City implemented an Avamar backup and recovery system as part of Information Services Department (ISO) and Glendale Water and Power (GWP) IT modernization efforts. The backup systems provides a primary "snap shot" each day of the data and software of the system ensuring that at worst case, the system can be restored to its state the day before. This solution has been expanded and enhanced to provide backups for enterprise systems, such as, the Exchange server, PeopleSofl Financial and Human Resource applications, and FileNet content management. The backup and recovery system automatically replicates an additional copy of each backup at the remote disaster recovery site at the GWP Utility Operations Center Data Center. The remote backed up content can be used to restore systems and data in the event of a failure at the primary site. In 2013, the City implemented a Data Domain de-duplication storage system expanding the capacity of the backup and recovery system to accommodate the immediate and future storage demands of daily operations. The expanded capacity has accommodated incorporation of backups for additional systems, such as the Tiburon Computer Aided Dispatch and Records Management applications, and various Traffic and Transportation applications and data, as well as accommodate growth of data in systems previously implemented. ANALYSIS Currently, the City is in the process of undertaking a Data Center Modernization project, which will implement a VMWare virtualized server solution to host a significant quantity of the remaining applications throughout the City. As an important component of this effort, the Data Domain storage system provides a high performance and cost-effective backup solution for virtualized operating systems. In order to fully integrate these VMWare virtualized server solutions with the Data Domain de-duplication storage system, an additional module must be implemented. Staff believes that the best method for ensuring that this module is implemented properly and in a timely manner is to utilize integration services which possess the specific expertise necessary to perform the work. Furthermore, as the Avamar and Data Domain backup and restore system has been in place for a significant period of time, staff believes that a review of the system, as currently implemented, should be performed by a vendor which possess specific expertise in these platforms. This review will benefit the City by ensuring that the system is configured properly and is being operated effectively and efficiently. The Information Services Department (ISO) requested quotes under the National IPA (Intergovernmental Purchasing Alliance) agreement. The National IPA agreement is a cooperative contract for Information Technology solutions competitively bid by a Principal Procurement Agency and made available to participating to government agencies on a national 2

3 basis. This agreement was ultimately by awarded to COW-G. ISO staff selected COW-G to capitalize on an intergovernmental discount pricing, which was quoted at a cost of $91, 103. As a result, staff respectfully requests the City Council to authorize the Purchasing Manager to issue a purchase order or service authorization to COWG for the purchase of competitively bid integration services for its backup recovery systems. The requested services will provide additional integration of the backup and recovery solution with City systems and ensure it continues to be a reliable, efficient and cost efficient solution to recover data in an event of a disaster. If ISO staff requires additional support in terms for the subject backup solution beyond thls request, and additional agenda report will be presented before City Council for re-authorization. FISCAL IMPACT The total cost for the integration services for its backup recovery systems is $91, 103. This request is fully funded in FY 14-15, and is in the ISO lnfrastrure Support, Capital Other Improvements - Data Center Upgrade Project ( ). ALTERNATIVES Alternative 1: Authorize the Purchasing Manager to issue a purchase order or service authorization to CDWG for the purchase competitively bid integration services for its backup recovery systems - The requested integration services ensure implementation of an additional module will be executed properly and in a timely manner. The selected vendor has the expertise to ensure the systems are configured properly and operating effectively and efficiently. Alternative 2: City Council may consider any other alternative not proposed by staff. 3

4 CAMPAIGN DISCLOSURE In accordance with the City Campaign Finance Ordinance No , the followlng are the names and business addresses of the members of the board of directors, the chairperson, CEO, COO, CFO, Subcontractors and any person or entity with more than 10% interest in the company proposed for contract in this Agenda Item Report ~', i Thomas E. Richards Chief Executive Officer 200 N. Milwaukee Ave. Vernon Hills Ann E. Zie ler Chief Financial Officer 200 N. Milwaukee Ave. Vernon Hills IL Jonathan J. Stevens Chief Information Officer 200 N. Milwaukee Ave. Vernon Hills IL Chief Coworker Services 200 N. Milwaukee Ave. Vernon Hills IL Chief Marketing Officer 200 N. Milwaukee Ave. Vernon Hills IL Subcontractors of CDW Car oration: Full Name Title Business Address c; State Zi None EXHIBITS Exhibit 1: None 4

5 MOTION Moved by Council Member ' seconded by Council Member that the City Council authorizes the Purchasing Manager to issue a purchase order or service authorization to CDWG for the purchase of competitively bid integration services for its backup recovery systems at a cost not to exceed $91,103. Vote as follows: Ayes: Noes: Absent: Abstain: AfflD'illD AS TO FOILM ~= 5