CC SR 20180306 D - ECS Imaging Trusted System Backup MirrorRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 03/06/2018
AGENDA HEADING: Consent Calendar
Consideration and possible action to approve an agreement for $34,989.25 with ECS
Imaging, Inc. to implement a mirror appliance for the City's existing California "Trusted
Systems" document backup system.
RECOMMENDED COUNCIL ACTION:
(1) Approve entering into an agreement with ECS Imaging, Inc.
FISCAL IMPACT: $34,989.25 for hardware.
Amount Budgeted: $34,989,25 for hardware
Additional Appropriation: N/A
Account Number(s): 101-400-1470-4310 `,'
ORIGINATED BY: Dan Landon, IT Manager ,
REVIEWED BY: Gabriella Yap, Deputy City Manager '
APPROVED BY: Doug Willmore, City Manager,,.,"/ "_'
ATTACHED SUPPORTING DOCUMENTS:
A. Assureon Replicated System Price Quote (page A-1)
BACKGROUND AND DISCUSSION:
In 2015, the City implemented a Nexsan "Assureon" Write Once Read Many (WORM)
document storage system to comply with the California "Trusted Systems"
requirements, pursuant to California Government Code 12168.7, which allows for the
storage of permanent records electronically rather than on paper. The system currently
stores all permanent records that the City Clerk's Office maintains, such as contracts,
ordinances and other records, and will also store other permanent records from the
Community Development and Public Works departments as scanning projects are
completed.
The Assureon system has been operating properly since its implementation, but a
disaster recovery scenario analysis identified the need for a secondary backup device in
a separate location. While the Assureon appliance is backed up by the City's backup
infrastructure, that backup system is designed for system and document restoration in a
disaster recovery scenario; it is not a WORM system in compliance with California
"Trusted System" requirements. It is important that the Assureon system have a backup
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device configured to "Trusted System" specifications in the case of a disaster scenario
at City Hall that would render the primary system inoperable.
Implementing a mirrored system requires the acquisition of hardware that is identical to
the primary appliance. Because the original device implemented in 2015 is no longer
available, the City is required to purchase both primary and secondary appliances. ECS
Imaging, has negotiated a credit of $18,295 for the return of the original appliance,
which is approximately 75% of the cost of a new appliance. The initial configurations
can be migrated to the new server at no additional cost, but in addition to the hardware,
new configurations are required to implement the replication component, making the
total system implementation cost $34,989.25, including the first year of support
(Attachment A).
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available
for the City Council's consideration:
1. Direct the City to explore other California "Trusted System" options.
2. Direct the City not to implement a mirrored California "Trusted System"
solution.
3. Direct Staff to take other actions.
2
Q4 2017 V4
Quotation For
Name: Dan Landon
Title: IT Manager
Company: City of Rancho Palos Verdes
Address:
Phone:
E-mail:
Quote Type Hardware
Quote Info
Hardware Subtotal
Date: 1/9/2018
Quote Number:
1
Valid Through
3/30/2018
Terms:
net 20
Account Manager:
Debbi Bodewin
Phone:
x109
E-mail:
debbi@ecsimaging.com
Description of Product and Services
Quote includes migration of up to 10GB of data to the new replicated device. This quote trades -in the original device. Annual Maintenance Discount is a first year discount.
Hardware
AS-AXR2-16 Assureon 32TB (16TB Useable Replicated) AX Appliance 2x - Replicated $ 49,266.00 1 $ 49,266.00
Trade-in Credit $ (18,295.00)
Hardware Subtotal
$ 30,971.00
Annual Maintenance
SKU Description
Unit Price
Line Total
OSE-AS-ANXR Assureon 32TB AX Appliance 2x - Replicated On Site Support NBD
Quantity
$ 8,226.00 1
$ 8,226.00
AS-EKEL-56 Assureon Encryption Key Annual Fee
$ 2,538.00 0
$ -
Trade-in Credit $ (1,500.00)
Annual Maintenance Subtotal
$ 6,726.00
Professional Services
SKU Description
Rate Quantity
Line Total
AS-ONSITE-INSTL Assureon 1 -Day On -Site Pro Services
$ 3,000.00 1.00
$ 3,000.00
Professional Services Subtotal
$ 3,000.00
Special Terms
Subtotal $ 40,697.00
Tax Rate Rancho Palos Verdes* 9.500% Tax $ 2,942.25
Warranty is a Service and is not subject to CA sales tax Shipping $ 100.00
Discount $ (8,750.00)
Total $ 34,989.25
Hardware Return Policy:
Unopened boxed hardware may be exchanged for a full cash or credit refund within 7 days - a 15% restocking fee may apply. Defective hardware will be exchanged for a replacement per
the terms and conditions specified on the product warranty card.
A-1