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File #: 14-0746    Version: 1
Type: Agenda Item Status: Approved
File created: 5/20/2014 In control: Board of Supervisors
On agenda: 6/10/2014 Final action: 6/10/2014
Title: Information Technologies recommending the Board approve and authorize the Chair to sign Agreement No. 622-S1411 with GlassHouse Systems, Inc., in an amount not to exceed $64,555 for a five (5) year term, to provide IBM hardware maintenance on the County's new zBC12 mainframe and DS8870 storage device.
Attachments: 1. A - Approved Blue Route - Agm No. 622-S1411 6-10-14, 2. B - Agm No. 622-S1411 6-10-14, 3. Executed Agreement 622-S1411 (BOS 6-10-14)
Title
Information Technologies recommending the Board approve and authorize the Chair to sign Agreement No. 622-S1411 with GlassHouse Systems, Inc., in an amount not to exceed $64,555 for a five (5) year term, to provide IBM hardware maintenance on the County's new zBC12 mainframe and DS8870 storage device.
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
$64,555.00
 
 
Budget - Current FY……………
$64,555.00
Budget - Future FY………………
 
 
 
New Funding…………………….
 
Savings…………………………
 
Other……………………………
 
Total Funding Available…………
$64,555.00
 
 
Change To Net County Cost……
-0-
Fiscal Impact/Change to Net County Cost
Funding for this transaction is included in the Information Technology FY2013-14 budget.  Funding of $55,455.00 was transferred from contingency as part of the budget transfer approved by the Board on February 11, 2014, agenda item 14-0258 for the purchase of the new Mainframe.  The remaining $9,100.00 will come from within the Information Technology budget.
 
Background
On February 11, 2014 the Board approved the purchase of a new Mainframe and Data Storage unit for the County Data Center.  The proposal from Glass House Systems included 5 years of pre-paid maintenance at a substantial cost reduction over paying for maintenance on a year for year basis.  This recommendation was included in agenda item 14-0258 which the Board approved.
 
Reason for Recommendation
This agenda item formalizes the purchase of the 5 years of maintenance for the County Mainframe.  In addition, it includes a feature called Hard Drive Retention (HDR) which allows the IT Department to retain any hard drive in the Data Storage Unit in the event of a hard drive failure.  In the event a hard drive replacement becomes necessary, our warranty covers the drive replacement; however without HDR, the vendor would keep the defective hard drive.  IT recommends the County elect to pay for hard drive retention in order to secure any data that might be accessible and properly ensure the drive is destroyed under our supervision rather than leaving that function to unknown sources.  The cost of $9,100.00 is a minimal amount to pay to secure our data.  We included this feature on the old equipment and feel it is a best practice to continue it on the new equipment.
 
Clerk of the Board Follow Up Actions
Following Board approval, the Board Clerk will forward one fully executed original of the Agreement to Procurement and Contracts for distribution and administration.
 
Contact
Kelly Webb, Interim Director of Information Technologies
 
Concurrences
County Counsel and Risk Management