Title
Information Systems Disaster Recovery Services (Ordinance S-45016)
Description
Request to authorize the City Manager, or his designee, to enter into a month-to-month agreement with Sungard Availability Services for continued Citywide information systems disaster recovery services in an amount not to exceed $140,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City utilizes disaster recovery services to ensure that information technology systems supporting critical City processes and services can be recovered within a short period of time in the event of a disaster. Services include alternate locations, reserved computer systems, planning, and communication tools in North America from which to recover critical City business systems in the event that a disaster makes City-owned technology infrastructure inoperable. Examples of critical business systems include SAP, eCHRIS, and the Court Management System.
Procurement Information
A Request for Proposals (RFP) for Disaster Recovery Services was issued on Jan. 5, 2018, resulting in two responses. One of the responses offered a cloud-only solution that the City can not use at this time, as the City still relies on tape backup for some systems. The award was made to the other respondent, and current service provider, Sungard Availability Services. This was approved by City Council on April 18, 2018. Upon negotiations it became apparent that Sungard was taking exception to the terms and conditions of the RFP. Accepting changes to the terms and conditions would violate the RFP process, as other vendors may not have responded because of the required acceptance of the terms and conditions. Information Technology Services consulted with the Law Department to determine a solution to continue critical disaster recovery services. The determination was that since Sungard Availability Services was taking exception to the terms and conditions, and the second responder's solution was not feasible for the City, the RFP should be cancelled and reissued. The vendor, Sungard Availability Services, accepts that the City cannot change the RFP terms and conditions, and has agreed to continue the terms of the old contract while a new solicitation is conducted.
This request is to contract with Sungard Availability Services on a month-to-month basis, per the terms of their prior contract, while a new solicitation is conducted. An analysis of the prior RFP will be done to determine changes that will allow for greater competition in the already restricted market of disaster recovery service providers for legacy systems. A special circumstances Determination Memo has been approved for this month-to-month extension request.
Contract Term
This request is for a month-to-month contract to extend no later than Feb. 28, 2019.
Financial Impact
This request is for an amount not to exceed $140,000. Funds are available in the Information Technology Services Department budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the Information Technology Services Department.