HomeMy WebLinkAboutAgenda - 04-01-2008-4hORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 1, 2008
Action Agenda
Item No. ~- - ~
SUBJECT: Bid Award: Tape Backup System Replacement
DEPARTMENT: Information Technologies,
Purchasing
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Tabulation
INFORMATION CONTACT:
Todd Jones, 245-2285
Pam Jones, 245-2652
PURPOSE: To purchase a new tape backup system to replace the County's aging tape backup
system.
BACKGROUND: Since the adoption of computer systems in the 1970s, Orange County has
increasingly relied on digital storage of critical County assets to more effectively manage
information. This increased reliance on digital storage compels the Information Technologies
department to provide offsite archival storage of the County's digital information. By storing
archives of County data offsite, Information Technologies can recover data to address a wide
range of circumstances, from disaster recovery to the timely restoration of data from an
inadvertent file deletion. Nightly copies of server data are stored in a different building from the
County server facility and weekly copies are stored outside Orange County using a secure data
storage service.
In 2002, the County purchased a data backup system that stores nightly copies of all server
data to reusable magnetic tape. This system has served the County well and has been the
centerpiece of the data retention and recovery strategy, providing a reliable mechanism for
storing and retrieving archival data to ensure continuous and persistent availability of all critical
digital information.
The current backup system needs to be replaced to address two important issues. As is typical
of this type of technology, the vendor has declared the aging unit to be beyond its service life.
As a result, there is no guarantee of the availability of repair parts and annual service costs are
increased to address the increased likelihood of repair. Secondly, the growth of County data
has averaged an increase of approximately 30% each year. The amount of data has grown to
the point of capacity for this backup system. The County needs a backup system which can be
expanded to accommodate data growth through the next five to ten years.
2
Orange County Information Technologies included sufficient funding in the approved 2007/2008
CIP to replace the tape backup system.
Orange County solicited informal bids on bid number 1534. Three companies responded to the
bid call. CDWG of Shelton, Connecticut submitted the lowest responsible bid that was
responsive at a total cost of $33,263.60 delivered for a Quantum Scalar 1500 system. A
tabulation of the bid is attached. This includes atrade-in allowance of $3,000 for the obsolete
unit to be replaced.
The proposed backup system has been reviewed and endorsed by the Information
Technologies Advisory Committee.
FINANCIAL IMPACT: Quantum, the selected vendor for the system, has quoted a turnkey
price of $33,263.60 (including trade-in credit for the old system) for the new system.
RECOMMENDATION(S): The Manager recommends that the Board award a bid for a
Quantum Tape Backup System at a total cost of $33,263.60 to CDWG of Shelton, Connecticut
and authorize the Purchasing Director to execute the necessary paperwork.
BID TABULATION
BID FOR QUANTUM BACKUP
CLOSING DATE: 3-14-2008
CLOSING TIME 10:00 AM
CDW-G, SHELTON CT
GRAYBAR, MARYLAND HEIGHTS,
MO
NWN, MORRISVILLE, NC
BID # 1534
QUANTUM
SCALAR 1500
SYSTEM
$36,263.60
$49,975.06
$51,710.00
BID AWARDED TO:
BID PRICE:
BUDGETED AMOUNT:
TRADE IN OF
SCALAR 100
$3,000.00
NA
NA
TOTAL BID
INCLUDING
SHIPPING &
TRADE IN
$33,263.60