Title
Off-Site Records Management Services - Maricopa County - C10097 (Ordinance S-44615)
Description
Request to authorize the City Manager, or his designee, to add additional expenditures for Maricopa County off-site records management services contract with Iron Mountain Information Management, Inc. for citywide departments in the amount of $100,000. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The off-site records management services contract provides all materials, equipment, facilities, labor and transportation needed by citywide departments to store backup records and backup data, including but not limited to, SAP and critical backup recovery data in the event of a disaster. In order to implement the recommendations by the City Auditor for controls of critical systems, city departments are increasingly storing recovery data off-site. Prior to audit recommendations, departments would backup data but not backup to a tape or store data off-site for safe keeping. Additionally, many aging systems are being replaced and destruction services are required. The aging systems' hard drives are catalogued, weighed and picked up for destruction and the city is provided a certificate of destruction.
The additional funds are needed to add new services for the Police Department and the alternate Data Center at I/O and to continue services for City departments such as Library, Municipal Court, Information Technology Services and Police.
Financial Impact
With the $100,000 in additional funds, the contract's revised aggregate value is now $150,000 (including applicable taxes), with the new estimated annual expenditures of $50,000. Funds are available in City departments' budgets.
Concurrence/Previous Council Action
This contract was approved by Formal Council action on March 20, 2013, with an original aggregate value of $50,000 approved through Dec. 31, 2020.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.