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Agenda Item
ASR
Control 20-000690 |
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MEETING DATE: |
11/03/20 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
County Executive Office (Approved) |
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Department contact
person(s): |
Joel Golub - 714-834-6827 |
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KC Roestenberg - 714-567-5075 |
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Subject: Renew Contract for Off Site
Data Storage and Retrieval Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$37,500 |
Annual Cost:
FY 2021-22 $75,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/19/2019
#11, 11/20/2018 #40, 12/05/2017 #50, 11/17/2015 #6 |
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RECOMMENDED ACTION(S):
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1. Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Five to renew Regional Cooperative Agreement with Iron Mountain Inc.; DBA Iron Mountain Information Management, LLC. for Off-Site Data Storage and Retrieval Services, effective January 1, 2021, through and including December 31, 2023. There is no monetary value at the Regional Cooperative Agreement level.
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2. Authorize the County Procurement Officer or authorized Deputy to execute Amendment No. Six to renew the Orange County Information Technology subordinate contract against Regional Cooperative Agreement with Iron Mountain Information Management, LLC. for Off-Site Data Storage and Retrieval Services, effective January 1, 2021, through and including December 31, 2023, in an amount not to exceed $75,000 per year for a revised cumulative contract total not to exceed $555,970. |
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3. Authorize County departments with subordinate contracts to execute amendments to renew (unless renewal without Board of Supervisors' review will exceed Board of Supervisors approval threshold requirements) their subordinate contracts against the Regional Cooperative Agreement with Iron Mountain Information Management, LLC. for Off-Site Data Storage and Retrieval Services effective January 1, 2021, through December 31, 2023, in an amount not to exceed the average annual value of prior years. |
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SUMMARY:
Renewing the Regional Cooperative Agreement sole source contract with Iron Mountain Information Management, LLC. will allow the County to continue utilizing off-site data storage services that are critical for the County's Disaster Recovery and Continuity Plan.
BACKGROUND INFORMATION:
The County has a continuing need to store a variety of electronic data on various forms of media. As a part of the County’s Disaster Recovery and Business Continuity Plan, the County requires off-site data and media storage and retrieval services.
On June 23, 2015, the County Procurement Office released an Invitation for Bid for Off-Site Data Storage and Retrieval Services and only one bid was received. It was determined that it was in the County’s best interest to establish a sole source contract with the current contractor, Iron Mountain Information Management, LLC. (Iron Mountain), while continuing to work on a long-term solution. On November 17, 2015, the Board of Supervisors (Board) approved sole source Regional Cooperative Agreement (RCA) MA-017-16010594 with Iron Mountain, effective from January 1, 2016, through December 31, 2016, and approved the option for two one-year renewal terms. On December 5, 2017, the Board approved the renewal of the RCA, effective from January 1, 2018, through December 31, 2018, with the option to renew for two consecutive one-year terms.
On November 20, 2018, the Board approved the renewal of the RCA and Orange County Information Technology’s (OCIT) subordinate contract, effective from January 1, 2019, through December 31, 2019. On November 19, 2019, the Board approved the renewal of the RCA and OCIT’s subordinate contract, effective from January 1, 2020, through December 31, 2020.
On July 14, 2020, the Board approved Contract MA-017-20011958 with ePlus Technology, Inc. for a new Storage Area Network (SAN) solution. The County-owned SAN solution will support, amongst other things, the requirements of various departments to manage, store, protect and retrieve data securely while reducing the need for vendor provided off-site data storage and retrieval services.
While the SAN solution is being implemented, it is inadvisable to move and migrate all records and tape tracking systems from Iron Mountain to a new vendor, as the cost would be significant and the effort time consuming. Additionally, the possible loss of data, tapes and records while migrating to a new vendor would add a risk to the County that, at this time, would be financially and practically unmanageable; the potential savings of going with another provider could easily vanish.
OCIT’s recent investment in Cloud-based backup and long-term storage technology puts OCIT on the road to eliminate reliance on brick and mortar long-term storage facilities. As a result, reliance upon tape media storage and tracking will decrease, allowing the County to realize a month over month cost savings while the new SAN solution is implemented. Due to an increase in operating expenses, services provided by Iron Mountain will increase 3 percent each year starting in 2021 through and including 2023. OCIT will work with County departments to make the Cloud-based backup solution available to all departments over the next year, thus reducing reliance upon Iron Mountain services. This extension is needed to allow for all data that has been copied to tape media to age out from their current retention methods and to allow time for the SAN solution to be implemented.
As a result, OCIT is requesting Board approval to renew the sole source RCA, OCIT’s subordinate contract and allow County departments with subordinate contracts to execute amendments to renew their subordinate contracts against the RCA with Iron Mountain for Off-Site Data Storage and Retrieval Services effective January 1, 2021, through December 31, 2023, in the amount not to exceed the average annual value of prior years. Per Contract Policy Manual Section 3.3-105(3), OCIT is also requesting the Board to allow the renewals of this Contract to go beyond five years.
The RCA is a sole source contract and a completed Sole Source Request Form is attached to this Agenda Staff Report. See Attachment C.
The Contractor’s performance has been confirmed as at least satisfactory. OCIT conducted a review of contractor’s ownership/name, litigation status or conflicts with County interests and the contractor is not party to existing litigation that is reasonably likely to impede contractor’s performance of the contract’s scope of work and/or to adversely impact the County. This RCA does not currently include subcontractors or pass through to other providers. See Attachment E for the Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for this contract are included in the FY 2020-21 Budget for Fund 289, OCIT Countywide Services, and will be included in the budgeting process for future years. The following annual costs reflects OCIT's subordinate contract:
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Contract Year |
Annual Cost |
Board Approval |
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Year 1: January 1, 2016 – December 31, 2016 |
$48,967 |
11/17/15 |
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Year 2: January 1, 2017 – December 31, 2017 |
$57,000 |
N/A |
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Year 3: January 1, 2018 – December 31, 2018 |
$75,000 |
12/5/17 |
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Year 4: January 1, 2019 – December 31, 2019 |
$75,000 |
11/20/18 |
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Year 5: January 1, 2020 - December 31, 2020 |
$75,000 |
11/19/19 |
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Year 6: January 1, 2021 - December 31, 2021 |
$75,000 |
Pending |
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Year 7: January 1, 2022 - December 31, 2022 |
$75,000 |
Pending |
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Year 8: January 1, 2023 - December 31, 2023 |
$75,000 |
Pending |
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TOTAL YEAR 1-8 |
$555,970 |
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STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Amendment Number Five to RCA
MA-017-16010594
Attachment B – Amendment No. Six to Subordinate Contract Agreement
MA-017-16011151
Attachment C – Sole Source Request Form
Attachment D – Risk Assessment Form and Approval
Attachment E – Contract Summary Form
Attachment F – RCA MA-017-16010594 Redline
Attachment G – Subordinate Agreement MA-017-16011151 Redline