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Consent-General Government # 18.
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| Board of Supervisors |
General Services |
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| Subject |
| Approve $420,570 for purchase and installation of data center recovery and data backup solution, authorize the use of IT Innovation funds in the amount of $270,570, approve amendment to the 2017-18 authorized equipment list and adopt a budget resolution adjusting the General Services Department Information Technology Division 2017-18 budget to reflect an increase of $270,570. (General fund impact $270,570) (4/5 vote required) (Yarris) |
| Recommended Action |
- Approve $420,570 for purchase and installation of data center recovery and data backup solution;
- Authorize the use of IT Innovation funds in the amount of $270,570;
- Approve amendment to the 2017-18 authorized equipment list; and
- Adopt a budget resolution adjusting the General Services Department Information Technology Division 2017-18 budget to reflect an increase of $270,570
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| Strategic Plan Goal(s) |
Operational Excellence
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| Reason for Recommended Action/Background |
In development of the Countywide Disaster Recovery Plan, the General Services Department: Information Technology Division identified the need for a redundant data center. Without a redundant data center during a disaster, systems utilized by departments and agencies throughout the County could potentially be inaccessible for extended periods of time. The division was also able to validate that the existing backup solution utilized by County is outdated and utilizes older technology, physical tapes, and requires approximately 480 hours of staff time annually to manage.
The proposed system, Rubrik, would replace our existing daily backup system and requires considerably less staff time to manage and maintain (initial estimates indicate a staff time reduction of approximately 50%) and addresses both data backups and disaster recovery. Backups are stored locally on an electronic appliance and then migrated to the Microsoft Azure cloud. Storage would be outside of California, but within the continental United States secure facilities that are certified for government data storage. In a disaster situation, virtual systems could be run on a short-term basis on the local appliance, or directly from the Microsoft Azure cloud.
Funding for a portion of this project has been secured through the General Services Department: Information Technology 2017-2018 fiscal year budget. IT Innovation Funds have been requested to provide for the balance of the proposed project.
| Project Expenditures |
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| Rubrik System and Installation |
$420,570.00 |
| Total Project Expenditures |
$420,570.00 |
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| Project Revenues |
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| GSD ITD Budget (Connectivity) |
$150,00.00 |
| IT Innovation Funds |
$270,570.00 |
| Total Project Revenues |
$420,570.00 |
Initial purchase of Rubrik includes annual support and maintenance for the first five years. Beginning in year six support, maintenance and Microsoft Azure cloud storage costs will be incurred at an amount of $53,000 annually. These costs will be covered in part, and could be covered in whole, by Information Technology Connectivity charges. |
| Collaborations (including Board advisory groups and external partner agencies) |
| General Services Department, Office of Emergency Services, County Administrator's Office, County Counsel, Department of Financial Services |
| Competitive Bid Process |
| Rubrik and CDW are National IPA contracted vendors and suppliers. Vendors and suppliers who are part of the National IPA list have completed the competitive bidding process through a Request for Proposal. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
Funding for a portion of this project has been secured through the General Services Department: Information Technology 2017-2018 fiscal year budget. IT Innovation Funds have been requested to provide for the balance of the proposed project.
| Project Expenditures |
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| Rubrik System and Installation |
$420,570.00 |
| Total Project Expenditures |
$420,570.00 |
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| Project Revenues |
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| GSD ITD Budget (Connectivity) |
$150,00.00 |
| IT Innovation Funds |
$270,570.00 |
| Total Project Revenues |
$420,570.00 |
Initial purchase of Rubrik includes annual support and maintenance for the first five years. Beginning in year six support, maintenance and Microsoft Azure cloud storage costs will be incurred at an amount of $53,000 annually. These costs will be covered in part, and could be covered in whole, by ITD Connectivity charges. |
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