Title
Resolution to Approve Interagency Agreement for Collaborative Technology and Services with Washtenaw County ($833,391.00)
Memorandum
Attached for your consideration is a resolution authorizing a four-year commitment to Washtenaw County for access to Washtenaw County's Dell Storage Area Network, Backup, Recovery and Archival Systems at an annual service cost of $208,348.00 for four years beginning in FY2015. Services would be provided under the terms of the Interagency Agreement for Collaborative Technology and Services between the City and Washtenaw County.
Fiscal/Budget Impact: This expenditure is planned for and budgeted in the FY2015 Information Technology Services Fund budget and planned for in FY2016 - FY2020 Information Technology Services Budgets.
After review of request for proposals (RFP) for Enterprise Storage Backup, Recovery and Archival Systems, Washtenaw County intends to enter into a four-year agreement with Dell Corporation for an enterprise storage, backup, recovery and archival solution with enough capacity to handle both organizations current and future needs.
The current systems in place are nearing end of life and Washtenaw County's lease with EMC Corporation, the current system provider, expires on June 30, 2015.
The City currently pays Washtenaw County $223,000 annually for these services. The installation of the new Dell Corporation systems results in an annualized cost savings of approximately $15,000.00 per year for a total cost savings of $60,000.00 over four (4) years.
The expected life cycle of Dell Corporation's systems is projected to be five (5) to seven (7) years. This will provide both Washtenaw County and the City of Ann Arbor the opportunity to run these enterprise systems for negligible costs during years five (5) through year seven (7). This will result in appreciable operational expenditure savings of $600,000.00 or more to the City of Ann Arbor and can be used for future investments in next generation technology without expenditure of additional capital.
There are many benefits to the City of Ann Arbor in continuing to subscribe to the Washtenaw County-provided services.
1. The City of Ann Arbor avoids having to expend its own capital for a similar investment and the Dell Corporation systems provide double the storage capacity, backup archival and disaster recovery capability of the current systems in place for less money.
2. The City and County have developed best practices for managing and configuring the current platform to meet the data backup needs of both organizations and will continue these practices for managing the Dell replacement systems. This includes providing backup staffing, coordinating system upgrades and jointly managing the performance of the system.
3. By choosing to collaborate on this service offering, the City of Ann Arbor and Washtenaw County will also be able to provide common storage, backup, recovery and archival services to both organizations.
Included in the Washtenaw County service offering are software updates, access to Dell Corporation technical support, and retention of the proper licenses for use of the software. The City of Ann Arbor and Washtenaw County also agree to the City having access to 50% of the capacity of the storage, backup, recovery and archival systems, to scheduling mutually agreeable maintenance windows and to establish standard response times for unplanned outages.
The accompanying resolution authorizes the creation of a purchase order to process four annual payments to Washtenaw County in the amount of $208,348.00 for the annual enterprise storage services as described above.
Staff
Prepared by: Russell Hanshue, Infrastructure Services Manager, IT Services Unit
Reviewed by: Tom Crawford, Finance and Administration Area Administrator
Approved by: Steven D. Powers, City Administrator
Body
Whereas, Washtenaw County and the City of Ann Arbor entered into an Interagency Agreement for Collaborative Technology and Services;
Whereas, An enterprise class storage, backup, recovery and archival solution is needed for both the City of Ann Arbor and Washtenaw County to address business and data recovery needs;
Whereas, As a subscriber to the Interagency Agreement, the City of Ann Arbor avoids having to expend its own capital on investments where Washtenaw County agrees to make the investment and provide services to the City;
Whereas; By entering into this agreement the City of Ann Arbor and Washtenaw County will continue to develop best practices for managing and configuring the Dell Corporation's systems to meet enterprise storage, backup, recovery and archival needs of both organizations including providing backup staffing, coordinating system upgrades and jointly managing the performance of the system;
Whereas; By choosing to collaborate on this service offering, the City of Ann Arbor and Washtenaw County will also be able to provide common storage, backup, recovery and archival services to both organizations and
Whereas, Funding for the subscription to enterprise storage, backup, recovery and archival services from Washtenaw County is planned for and budgeted for in the FY2015 Information Technology Budget and is planned for in the FY2016 - 2020 Information Technology Budgets;
RESOLVED, That City Council approve Schedule 20 to the Interagency Agreement for Collaborative Technology and Services between Washtenaw County, as provider and the City, as subscriber, for Enterprise Storage, Backup, Recovery and Archival Services;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Schedule 20 after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this Resolution, including the issuance of a purchase order for the FY 2015 annual service cost in the amount of $208,348.00 to be expended without regard to fiscal year.