AGENDA MEMORANDUM

Meeting Date:           September 27, 2010

From:                          Mike Thornton, Purchasing Manager

Subject:                      Purchase request 42758 to Hewlett Packard Company for an Integrated Archival Platform backup system

Staff Recommendation:

Staff recommends approval of purchase request 42758 to Hewlett Packard for a total amount of $37,038.76.

Analysis:

The purpose of this purchase is to implement a Hewlett Packard Integrated Archival Platform.  The vendor’s literature states the following:

“The HP Integrated Archive Platform (HP IAP) provides a solution for the long-term archival and disposition of information. This integrated software and hardware solution lowers costs and mitigates the risks associated with the e-discovery process. It is one of the most scalable grid-based enterprise platforms designed for large-scale data ingestion and high-speed search and retrieval.”

The HP IAP system will provide the City’s Information Technology Department an efficient method to back-up stored electronic information.  The system will also provide more robust capabilities for retrieving the archived information and documents in response to public information requests and responses to legal discovery.  Currently the method of retrieving information from back-up tapes is very time consuming and inefficient.

Some of the key features of this system are:

• Consolidate long-term retention of emails and files into a single, scalable integrated content archive,
• Respond to multiple, simultaneous legal discovery requests by searching billions of objects in seconds,
• Automate processes, like legal hold of digital evidence, to meet governance and e-discovery requirements,
• Improve compliance with regulations such as Safe Harbor, Sarbanes-Oxley and SEC 17a4,
• Reduce cost and complexity by integrating HP application connectors for Exchange, Domino and Windows-based file, web, and application data.

The total cost consists of $28,158.76 for computer hardware and $8,880.00 for technician services.  The technician services are required to install the hardware, software and configure the system.  This system will supplement and complete the e-mail archive system that has been installed.  Commission approved the purchase of the e-mail archive system on March 22, 2010.  At that time staff stated an additional module or system costing approximately $30,000.00 would be needed.  This is that additional system.

This is the final significant step in the City establishing a robust and efficient electronic archival and retrieval system.  To date all information has been retained through back-ups, but the ability to quickly and efficiently retrieve the information has not existed.

This equipment was quoted by the vendor from the State of Florida Purchase Agreement 250-000-09-1 for computer hardware.  The services are quoted under State of Florida Purchase Agreement 973-561-010-1 for computer consulting services.  The State of Florida Department of Management Services as well as Florida Statute allows local municipalities to use awarded purchase agreements.

Options:

1.  Approve the purchase to Hewlett Packard Company; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Funds for the purchase cost of $37,038.76 are available in the 2010 fiscal year in the account listed.

Submission Date and Time:    9/22/2010 5:06 PM____

Department: _Information Technology___ Prepared by:  _Mike Thornton________ Attachments:         Yes____   No __X___ Advertised:   ____Not Required __X___ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ____JB____________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _001-1633-513.64-10__ Project No. ___________________ WF No. ______________________ Budget  _____$89,287.00_________ Available ____$89,287.00_________