CC SR 20180403 E - Assureon Backup Device
RANCHO PALOS VERDES CITY COUNCILMEETING DATE:
04/03/2018
AGENDA REPORTAGENDA HEADING:
Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to approve an agreement for $34,989.25 withECS
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 withECS Imaging, Inc.
FISCAL IMPACT:
$34,989.25for hardware.
Amount Budgeted:
$34,989,25for 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 aNexsan “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 electronicallyrather than on paper. The system currently
stores all permanent records that the City Clerk’s Office maintains, such as contracts,
ordinancesand other records, and will also store other permanent records from the
Community Development and Public Works departmentsas scanning projects are
completed.
The Assureon system has been operating properly since itsimplementation, but a
disaster recovery scenario analysis identified the need for a secondary backup devicein
a separate location. While the Assureon appliance is backed up by the City’s backup
infrastructure, that backup system is designed forsystem and document restoration in a
disasterrecovery scenario;itis nota WORM system in compliance with California
“Trusted System” requirements. It is important that the Assureon system have a backup
1
device configured to “Trusted System” specifications in the case of a disaster scenario
at CityHall that would render the primarysystem inoperable.
Based on a suggestion offered by the City Councilat its meeting on March 6, 2018,
Staff reviewed the possibility of using only Laserfiche for this implementation—without
the Assureonthird-party hardware—as there are other options available including both
cloud and physical storage. It was determined that, while Laserfiche has the capability
to fully support the software requirements of California “Trusted Systems”, there was
still theneed for a third-party system to support the WORM storage requirement, which
Laserfiche does not provide. Because the City has server rooms in multiple locations
capable of hosting the hardware appliances, it is Staff’s recommendation to add the
backup device to the existing system, rather than to source and implement a different
solution with a new third-party provider.
Implementinga mirrored system requires the acquisition of hardware that is identical to
the primary appliance. Because the originaldevice implemented in 2015 is no longer
available, the City is required to purchase both primary and secondary appliances. ECS
Imaging, has negotiated a creditof $18,295 for the return of the original appliance,
which is approximately 75%of the cost ofa 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$34,989.25, including the first year of support
(Attachment A).
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actionsare available
for the City Council’s consideration:
1. Direct the City to explore other California “Trusted System”options.
2.Direct the City not to implement a mirrored California “Trusted System”
solution.
3.Direct Staff to take other actions.
2
Quote
ECS Imaging, Inc.Phone: 951-787-8768
5905 Brockton Ave, Suite CFax: 951-787-0831
Riverside CA, 92506www.ecsimaging.com
Q4 2017 V4 Quote TypeHardware
Quotation ForQuote Info
Dan Landon
Name:Date:1/9/2018
IT Manager
Title:Quote Number:
1
City of Rancho Palos Verdes
Company:Valid Through
3/30/2018
Address:Terms:
net 20
Phone:Account Manager:
Debbi Bodewin
E-mail:Phone:
x109
E-mail:
debbi@ecsimaging.com
Description of Product and Services
Quote includes migration of up to 10GB of data to the new replicated device. This quote trades-in the original device. Annual Maintenance Discount is a first year discount.
Hardware
Description
SKUUnit PriceQuantityLine Total
Assureon 32TB (16TB Useable Replicated) AX Appliance 2x - Replicated
AS-AXR2-16$ 49,266.00 1$ 49,266.00
Hardware Subtotal$ 30,971.00
$ (18,295.00)
Trade-in Credit
Annual Maintenance
Description
SKUUnit PriceQuantityLine Total
Assureon 32TB AX Appliance 2x - Replicated On Site Support NBD
OSE-AS-ANXR$ 8,226.00 1$ 8,226.00
Assureon Encryption Key Annual Fee
AS-EKEL-56$ 2,538.00 0$ -
Annual Maintenance Subtotal$ 6,726.00
$ (1,500.00)
Trade-in Credit
Professional Services
Description
SKURateQuantityLine Total
Assureon 1-Day On-Site Pro Services
AS-ONSITE-INSTL$ 3,000.00 1.00$ 3,000.00
Professional Services Subtotal$ 3,000.00
Special Terms
Subtotal$ 40,697.00
Rancho Palos Verdes*
Tax Rate 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)
$ 34,989.25
Total
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