Title
Information Technologies (IT) Department recommending the Board:
1) Authorize the Purchasing Agent to process a Change Order to Purchase Contract 8388 with Evergreen Services Topco, LLC (doing business as Executech Utah, LLC) to increase the total compensation amount of the purchase contract by $124,898.73, for a new total compensation amount not to exceed $510,440.07 for the purchase of a Rubrik r6410s Appliance and associated software licensing and support;
2) Authorize the Purchasing Agent to sign Executech Quote SACDM001434;
3) Approve the addition of a Rubrik r6410s Appliance to IT's Fiscal Year 2024-25 Fixed Asset List; and
4) Authorize the Purchasing Agent to approve future amendments to Purchase Contract 8388 that do not increase the amount or extend the term of the agreement, contingent upon County Counsel and Risk Management approvals.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Information Technologies (IT) Department has been using Rubrik Cloud Data Management and Enterprise Backup solutions to provide protection of County data since November 2019. Rubrik provides data recovery services for mission critical services and functions in the event of natural disasters, equipment failure, corruption of data, and the ability to recover in the event of a cyber-attack. This solution improves the security of County systems and data and provides back-up and recovery capabilities that are in line with IT Cyber-security Backup and Recovery Control requirements as defined by National Institute of Standards and Technology (NIST). Rubrik allows for automated backups, synchronized backups stored off-premises in physical and digitally secured cloud formats for recovery resilience, and timely recovery in the event of a major disaster. Rubrik also offers data archival and compliance, policy-based automation, and cloud mobility and encryption solutions.
On January 23, 2024, the Board approved Purchase Contract 8388, referencing Executech Quote 006393, renewing the County's Rubrik Enterprise Edition Software Licenses, providing continuation of Rubrik Cloud Data Management, Polaris Global Protection Services, CloudOut, and Rubrik Edge hardware and software support and cloud services for a three-year period from January 31, 2024, through January 30, 2027. On August 27, 2024, the Board approved a zero-cost upgrade offered by Rubrik and Executech to the Rubrik Government Security Cloud Interface. Moving to the Government Security Cloud Interface supports the County's security initiatives and reduces inherent risks in continuing to use the current platform, which was at end-of-life.
IT is requesting to add a Rubrik r6410s appliance to increase the storage capacity of our current data management and enterprise backup solution. The Rubrik r6410s is designed to provide robust performance and efficient storage solutions with ample storage space and fast data retrieval capabilities. Current solutions have reached capacity, and the addition of this appliance will allow for the growth and expansion of proper data management services Countywide. This new fixed asset carries an initial cost of $29,151.73. The Rubrik Foundation License and software and hardware support is $95,747 for a 19-month period to co-term with our existing Rubrik solution. The additional license and support period is July 1, 2025, to January 30, 2027. Any necessary reviews and approvals will be completed through FENIX workflow.
ALTERNATIVES
The Board could decline and provide alternate direction for the County's data management and enterprise backup needs.
PRIOR BOARD ACTION
Legistar file 20-0092 - January 28, 2020 - The Board approved the Rubrik Cloud Data Management solution and two Rubrik Back-up Appliances.
Legistar file 22-1055 - July 19, 2022 - The Board approved Agreement 6729 with Evergreen Services Topco LLC, dba Executech Utah LLC in the not-to-exceed amount of $150,763.54 for the renewal of Rubrik Services from July 29, 2022 through January 30, 2024.
Legistar file 24-0062 - January 23, 2024 - The Board approved Agreement 8388 with Evergreen Services Topco LLC, dba Executech Utah LLC in the not-to-exceed amount of $385,541.34 for the renewal of Rubrik Services from January 31, 2024 through January 30, 2027.
Legistar file 24-1411 - August 27, 2024 - The Board approved a Change Order to Purchase Contract 8388 to recognize the platform change to the Rubrik Government Security Cloud interface, a zero-cost upgrade.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is a one-time hardware cost of $29,151.73. The IT Department has appropriations available in the FY 2024-25 budget for this fixed asset purchase. For the annual licensing and support costs of $60,475 for FY 2025-26. The IT Department has appropriations available in the FY 2025-26 budget for these costs. Future years will be budgeted accordingly.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies