Title
An Ordinance approving the Award of Bid No. 2019-031 for the acquisition of a Unitrends Data Back Up Solution from Alexander Open Systems, Inc. and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee's Summit, Missouri in the amount of $137,156.22. (F&BC 11/5/18)
Body
Key Issues:
• The existing backup solution is approaching its end of life.
• The existing backup solution is now undersized for the volume of data managed for our organization, and does not backup our virtual servers natively.
• Alexander Open Systems (AOS) was the low bidder.
• The Unitrends system was determined to be the best fit for the City’s needs, based on months of system reviews, demonstrations, and interviews with leaders in the backup industry.
• This hardware is included in the Managed Equipment Replacement Program ("MERP") and the funds for the replacement are in place through the annual payments into this program.
Proposed Council Motion:
FIRST MOTION: I move for second reading of An Ordinance approving the Award of Bid No. 2019-031 for the acquisition of a Unitrends Data Back Up Solution from Alexander Open Systems, Inc. and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee's Summit, Missouri in the amount of $137,156.22.
SECOND MOTION: I move for adoption of An Ordinance approving the Award of Bid No. 2019-031 for the acquisition of a Unitrends Data Back Up Solution from Alexander Open Systems, Inc. and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee's Summit, Missouri in the amount of $137,156.22.
Background:
A solid, reliable backup of the City’s files, databases, and servers is an important component of proper IT management. The needs range from the recovery of an accidentally deleted file, to the recovery of a crashed server, or the recovery of all servers in the case of a catastrophic event. Secure backups of the City’s files are also a key component in the City's cyber security framework. In the event of a ransomware or a locking virus attack, frequently the only reliable way to recover data is to rely on copies of files held in a backup and recovery solution.
The Unitrends system was selected by Information Technology Services after a month's long process to select the solution that was the best fit for the City. The process included the development of requirements for the new system, identification of leaders in the industry that could meet the City’s needs, interviews, and lengthy demonstrations of the intended tools. The Unitrends system was selected as the solution that met the most requirements laid out by the city.
The City will be acquiring two identical systems so that the City can replicate all backup sets at the City's two data centers.
To get the best pricing possible for the intended solution, procurement issued Bid No. 2019-031. Alexander Open Systems, Inc. ("AOS")was the lowest and most responsive bid, agreeing to provide the product for $137,156.22. AOS's bid is within the MERP budget to replace the City's existing backup solution, and includes five years of maintenance and support.
Timeline:
Start: December 2018
Finish: March 2018
Presenter
Stephen L. Marsh, Chief Technology Officer
Recommendation
Recommendation: Staff recommends approval of An Ordinance approving the Award of Bid No. 2019-031 for the acquisition of a Unitrends Data Back Up Solution from Alexander Open Systems, Inc. and authorizing the City Manager to enter into and execute an agreement for the same on behalf of the City of Lee's Summit, Missouri in the amount of $137,156.22.
Committee Recommendation
Committee Recommendation: Motion by Councilmember Edson, seconded by Mayor Pre Temp Lopez, this Ordinance was recommended for approval to the City Council - Regular Session due back on 11/13/2018. The vote was unanimous.