Agenda Information Sheet
DEPARTMENT: Materials Management
CM/DCM/ACM: Bryan Langley
AGENDA DATE October 23, 2017
SUBJECT
Title
Consider recommending adoption of an ordinance of the City of Denton authorizing the City Manager, or designee, to approve a purchase of storage expansion for the City of Denton’s Data Domain (Backup) system, Contract Number DIR-TSO-2634; providing for the expenditure of funds therefor; and providing an effective date (Awarded to Presidio Networked Solutions Group, LLC. in the amount not to exceed $80,672.31).
Body
BACKGROUND
The City of Denton’s Data Domain (backup) system is the primary backup system for DME Technology Services. This backup system uses a process in which files and data are duplicated as a backup if the primary system data gets corrupted, deleted or lost. Backups have two distinct purposes. The primary purpose is to recover data after its loss, be it by data deletion, corruption or equipment failure. The secondary purpose of backups is to recover data from an earlier time. This backup system captures and synchronize a point-in-time snapshot that is then used to return data to its previous state. The goal is to ensure rapid and reliable data retrieval should the need arise. It is essential to always back up important information and have a plan for recovering from a system failure.
This backup system currently copies and archives data from various DME applications such as; Trillian automated metering system, ITRON meter data management system, communications radio applications, Energy Management settlements application, UPlan, Netmotion, ERCOT historical file data, dispatch work orders, safety files, compliance change management application and other files and folders. Additionally, we will be adding DME GIS systems to the backup system over the next several months, which will increase the server count from 100 to roughly 120 servers.
The system is expandable by design which allows the City to purchase additional storage as needed, without the need to replace the entire backup system. The current solution was installed approximately two years ago and is in the middle of its 6-year lifecycle. The most economical approach to increasing our backup capacity is to add capacity to the system that we already own.
If additional backup capacity is not purchased, a decision will need to be made regarding whether to discontinue backing up some services or shorten our backup retention period. Either option will only mitigate the problem for a short period of time; after which, this subject will need to be revisited.
Currently, we retain backups on production servers for 60 days, and non-production servers have a retention period of 14 days. The Data Domain (backup) system is at 85% capacity and the system projects that it will reach 100% capacity within 4 months. It is expected that this purchase will satisfy the retention needs of DME for the remainder of the system’s lifecycle.
Lifecycle management is vital for technology solutions to ensure that they continue to be supported by the solution provider and are able to maintain a sustainable service level to protect City services. It is essential for the City of Denton to regularly maintain backup storage devices. This allows us to retain backup data for an appropriate duration, support business continuity, maintain service levels, and keep up with anticipated data expansion.
RECOMMENDATION
The purchase of an additional storage unit will allow the backup devices to keep an appropriate pace with the continued growth and development of the City. A cost comparison shows Presidio provides the best value. Technology Services recommends awarding to Presidio in the amount $80,672.31.
BASIS FOR SELECTION
Three resellers of EMC Data Domains were contacted and provided the option to bid on pricing for the purchase of storage. The cost comparison below shows Presidio provides the best value of all three resellers and is combined with Texas DIR Contract Number DIR-TSO-2634, providing a pre-bid discounted price before additional discounts were applied due to the bid process.
|
Reseller |
DataDomain Cost |
Professional Services |
Grand Total |
|
Presidio |
$73,112.31 |
$7,560.00 |
$80,672.31 |
|
Unique Digital |
$76,783.00 |
Does Not Offer |
$76,783.00 |
|
Dell/EMC Direct |
$77,725.10 |
Does Not Offer |
$77,725.10 |
PRINCIPAL PLACE OF BUSINESS
Presidio
1955 Lakeway Drive, Suite 220
Lewisville, TX 75057
ESTIMATED SCHEDULE OF PROJECT
This project will be started upon approval with completion date of January 31, 2018.
FISCAL INFORMATION
Funding of this item is budgeted in the DME Technology Services Job Cost account number 840056744.1355.30100.
STRATEGIC PLAN RELATIONSHIP
The City of Denton’s Strategic Plan is an action-oriented road map that will help the City achieve its vision. The foundation for the plan is the five long-term Key Focus Areas (KFA): Organizational Excellence; Public Infrastructure; Economic Development; Safe, Livable, and Family-Friendly Community; and Sustainability and Environmental Stewardship. While individual items may support multiple KFAs, this specific City Council agenda item contributes most directly to the following KFA and goal:
Related Key Focus Area: Public Infrastructure
Related Goal: 1.5 Utilize technology to enhance efficiency and productivity
EXHIBITS
Exhibit 1: Quotes
Respectfully submitted:
Melissa Kraft, 349-7823
Chief Technology Officer
For information concerning this acquisition, contact:
Melissa Kraft, 349-7823
Chief Technology Officer