Title
Resolution to Approve an Interagency Agreement for Collaborative Technology and Services Schedule 29 with Washtenaw County and Appropriate $248,000.00 from the Information Technology Fund Balance ($538,633.05) (8 Votes Required)
Memorandum
Attached for your consideration is a resolution authorizing approval of Schedule 29 to the Interagency Agreement for Collaborative Technology and Services and related three-year payments for the purchase of a Dell/EMC Avamar Enterprise Backup and Recovery System. Services would be provided under the terms of the Interagency Agreement for Collaborative Technology and Services between the City and Washtenaw County and related Schedule 29. Schedule 29 is a replacement for Schedule 27 that was brought to council as a resolution in 2017 (File# 17-800) and was never fully executed by Washtenaw County. The resolution for Schedule 27 indicated Washtenaw County would receive $567,315.84 in funds from a settlement agreement and use these funds towards the purchase of the Dell/EMC Avamar Enterprise Backup and Recovery System on behalf of both the city and county. Instead, Washtenaw County transferred settlement agreement funds in the amount of $248,000.00 back to the city in FY2018. These funds were placed in the city’s IT Fund Balance to be used in the future for the same Dell/EMC Avamar Enterprise Backup and Recovery System purchase. Washtenaw County will now invoice the city for the 3 annual payments.
The new backup and recovery system is a replacement for a previous system that was purchased in 2014 under Interagency Agreement for Collaborative Technology and Services Schedule 20. The settlement agreement refund was evenly distributed between Washtenaw County and the City of Ann Arbor and will be utilized along with budgeted IT funds towards this purchase (3-year lease agreement). The new backup and recovery system replaced the original system and it will meet all the city’s requirements. The new solution is a far superior product to the previous and will have a useful life of 5-7 years.
Fiscal/Budget Impact:
Dell Payment Schedule (3-year lease agreement):
• 2017 - $359,088.70:
• Period covered: June 2017 - May 2018
• Washtenaw County payment share - $179,544.35
• City of Ann Arbor share - $179,544.35
• 2018 - $359,088.70:
• Period covered: June 2018 - May 2019
• Washtenaw County payment share - $179,544.35
• City of Ann Arbor share - $179,544.35
• 2019 - $359,088.70:
• Period covered: June 2019 - May 2020
• Washtenaw County payment share - $179,544.35
• City of Ann Arbor share - $179,544.35
• City of Ann Arbor Total Cost: $538,633.05
• Washtenaw County Total Cost: $538,633.05
• Total Cost: $1,077,266.10
The $248,000.00 refunded by Washtenaw County to the city will be appropriated from the Information Technology Fund Balance to cover the FY2018 and a portion of the FY2019 payment, $111,088.70 has been budgeted for the remainder of the FY2019 payment from the IT Services Budget, and IT plans to budget $179,544.35 for the FY2020 payment from the Information Technology Services Budget.
Staff
Prepared by: Tom Shewchuk, IT Director, IT Services Unit
Reviewed by: Tom Crawford, Financial Services Area Administrator and CFO
Approved by: Howard S. Lazarus, 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 backup and recovery system is a critical enterprise system for both the City of Ann Arbor and Washtenaw County to address business and data recovery needs;
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/EMC system to meet enterprise backup, and recovery needs of both organizations including providing backup staffing, coordinating system upgrades and jointly managing the performance of the system; and
Whereas, the City intends to appropriate $248,000.00 of the refund from Washtenaw County to the Information Technology Fund Balance to cover the FY2018 payment and a portion of the FY2019 payment, the City has already budgeted $111,088.70 for the remainder of the FY2019 payment from the IT Services Budget, and IT plans to budget $179,544.35 for the FY2020 payment from the Information Technology Services Budget;
RESOLVED, That City Council approve Schedule 29 to the Interagency Agreement for Collaborative Technology and Services between Washtenaw County, as provider and the City, as subscriber, for Enterprise Backup and Recovery Services and the related annual expenditure of $179,544.35 for subscriber fees in FY18, FY19, and FY20, subject to appropriation;
RESOLVED, That City Council appropriate $248,000.00 from the Information Technology Fund Balance to pay the City’s share under Schedule 29 for FY18 and FY19;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute Schedule 29 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.