Title
Information Technologies Department recommending the Board:
1) Waive formal bid requirements in accordance with Purchasing Ordinance 3.12.160, Exemptions from Competitive Process, Section C;
2) Authorize the Purchasing Agent to execute purchase contract 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 Disaster Recovery Services from July 29, 2022 through January 30, 2024; and,
3) Authorize the Contract Administrator to execute Executech quotes 005140 and 005145 for Rubrik software licenses and support.
FUNDING: General Fund with partial cost recovery in future years through the County's Cost Allocation Plan (A-87).
Body
DISCUSSION / BACKGROUND
The Information Technologies (IT) Department has been using Rubrik Cloud Data Management and Disaster Recovery solutions to provide protection of County data since November 2019. Rubrik provides 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-premise in physical and digitally secured cloud formats for recovery resilience, and timely recovery in the event of a major disaster.
The Rubrik solution was originally purchased through DSA Technologies, Inc. using California Multiple Award Schedules (CMAS) contract #3-18-70-3164H in January 2020, after successful completion of a three-month no-cost proof-of-concept trial period. DSA Technologies has been acquired by Evergreen Services Topco LLC, dba Executech Utah LLC. CMAS contract #3-18-70-3164H expired in May 2021. However, Executech is continuing to offer El Dorado County IT pricing discounts as provided under the original CMAS agreement with DSA. IT is requesting the Board waive formal bid requirements in accordance with Purchase Ordinance 3.12.160, Section C: competitive bidding would produce no economic benefit to the County. Two current California Department of General Services (DGS) competitively bid agreements have been reviewed for Rubrik services as options for renewal. Executech pricing is $89,550 and $215,041 less than the current alternate competitively bid options, respectively.
Purchase Contract 6729, referencing quotes #005140 and #005145 renews the County's Rubrik Foundation to Enterprise Edition Software Licenses from July 29, 2022 through January 28, 2024, and provides continuation of Rubrik Cloud Data Management (RCDM), Polaris Global Protection Services, CloudOut, and Rubrik Edge hardware and software support and cloud services from January 31, 2023 through January 30, 2024.
ALTERNATIVES
The Board could redirect Information Technologies to look into alternative solutions, which in the past did not offer comprehensive disaster recovery services. Not renewing the current solution could leave the County vulnerable to major disasters until alternative solutions could be identified and implemented, at potential greater cost to the County.
PRIOR BOARD ACTION
20-0092 - Board Approved Rubrik Disaster Recovery solution (01/28/20)
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement & Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost. Funding is available in the Information Technologies Department Budget for Fiscal Year 2022-23.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure & Good Governance
CONTACT
Tonya Digiorno, Director of Information Technologies