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:

 

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_________