HomeMy WebLinkAboutItem 08 - Managed Data Storage ServicesMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: BRUNO RUMBELOW, CITY MANAGER `�
MEETING DATE: JANUARY 18, 2011
SUBJECT: RESOLUTION FOR THE APPROVAL TO AWARD AN ANNUAL
CONTRACT FOR MANAGED DATA STORAGE SERVICES AS
A SOLE SOURCE
RECOMMENDATION:
City Council to consider an annual contract with four optional one -year renewals for
Managed Data Storage Services to One Safe Place Media Corporation considered as a
sole source at this time in the total annual amount of $48,600.00.
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 Media Corporation 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. 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 contracted for this service for a number of years. Staff
consulted with the City Attorney to determine if this service could be considered as a
sole source. It was the Attorney's opinion that due to the fact that there would be a loss
January 13, 2011 (9:03AM)
of necessary data history, the service would be considered a sole source and therefore
should be excluded from the bid process.
Staff recommends approval of the resolution to establish an annual contract with One
Safe Place Media Corporation for Managed Data Storage Services for $48,600.00.
January 13, 2011 (9:03AM)
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AUTHORIZING THE CITY MANAGER
OR THE CITY MANAGER'S DESIGNATE TO DECLARE ONE
SAFE PLACE MEDIA CORPORATION A SOLE SOURCE
PROVIDER FOR DATA BACKUP SERVICES AND
ESTABLISH AN ANNUAL CONTRACT WITH FOUR
OPTIONAL ONE YEAR RENEWALS FOR THE SERVICES
AND PROVIDE 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 Media Corporation 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 be cost prohibitive and exclude all other bidders, that One Safe Place Media
Corporation is considered the only source with the ability to maintain the historical data
and provide the data backup services.
NOW, THEREFORE, BE IT RESOLVED BY THE 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 Media Corporation in the
total annual amount of $48,600.00.
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 18th day of January, 2011.
APPROVED:
ATTEST:
APPROVED AS TO FORM-
RES. NO.