HomeMy WebLinkAboutItem 03 - Managed Data Storage Services ITEM # -
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGE46V-`-
MEETING DATE: JANUARY 5, 2010
SUBJECT: CONSIDER APPROVAL OF A RESOLUTION TO ESTABLISH A
CONTRACT FOR DATA BACKUP SERVICES
RECOMMENDATION:
City Council to consider approval of a resolution to establish an annual contract for data
backup services to One Safe Place as an only source in the total annual amount of
$54,000..
FUNDING SOURCE:
Funds are budgeted in account 100-44540-101-2 General Fund/Professional
Services/Technology.
BACKGROUND:
This procurement will be made as a sole source in accordance with Local Government
Code Chapter 252, Subchapter B, Section 252.022 (a) (7) (A).
This request is to approve a resolution to declare One Safe Place as an only source for
data backup services and to establish an annual contract for data backup services.
This service is for disaster recovery of all City data stored in an electronic form. The data
is located and stored in fully encrypted form in a secure data center off site from the City
and the daily transfer of new and changed data occurs nightly over the Internet with full
data encryption. The service keeps the City in compliance with numerous Federal, State
and industry compliance standards and laws, and guarantees that we will not lose any
data due. to a disaster or equipment failure. This service also includes a "warm site"
where the City can set up network equipment used to provide computer services in the
event of a major disaster that damages City data and renders our ability to provide
computer services inoperable.
One Safe Place has been used for this service for a number of years. Staff consulted
with the City Attorney to determine if this service should be bid or be considered as an
only source. It was the Attorney's opinion that due to the fact that there would be a loss
of necessary data history and that creating new bid specifications that included
maintaining all data history would exclude all other bidders, that the service would be an
only source and therefore should excluded from the bid process.
December 29,2009(3:53PM)
Staff recommends approval of the resolution to establish an annual contract with One
Safe Place for data storage services in the amount of $54,000.
CD
Deoember 29,2009(3:53PM)
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE,TEXAS,AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNEE TO DECLARE ONE
SAFE PLACE A SOLE SOURCE PROVIDER FOR DATA
BACKUP SERVICES AND ESTABLISH AN ANNUAL
CONTRACT FOR THE SERVICES AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine, Texas, is a local government in the State of
Texas and as such is empowered by the Texas Local Government Code Chapter 252,
Subchapter B, Section 252.022 (a) (7) (A) to consider items available from only one
source as an exception to the bidding requirements of the State of Texas; and
WHEREAS, One Safe Place currently has historical data stored for the City; and
WHEREAS, switching to a new vendor for this service would necessitate the loss of
historical data and that creating new specifications that included maintaining all data
history would exclude all other bidders,that One Safe Place is considered the only source
with the ability to maintain the historical data and provide the data backup services.
NOW,THEREFORE, BE IT RESOLVED BYTHE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Manager, or his designee, is authorized to take all steps
necessary to establish an annual contact with One Safe Place in the total annual amount
of$54,000.00.
Section 3. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 5th day of January, 2010.
APPROVED:
ATTEST:
APPROVED AS TO FORM:
RES. NO. 2