HomeMy WebLinkAboutDocumentation_Regular_Tab 15_12/8/2022Agenda Item #15.
Regular Council
STAFF MEMO -D
Meeting: Regular Council -Dec 08 2022
Staff Contact: Brad Gomberg, Director of IT Department: IT
Consider Approval of Disaster Recovery Proposal &Extension of Backup Services Agreement
The IT department requests approval of the proposed disaster recovery services as part of continued
IT and continuity improvements. The item is budgeted current fiscal year and the contract term is 5
years. This system will allow for continued business operations in the event of a disaster that renders
local technical systems inaccessible or inoperable (natural disaster, critical failure, cyberattack, etc.).
In addition, the proposal will extend and co -term our existing cloud backup services with the same
vendor.
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PROJECT NAME: Disaster
Recovery
Proposed:
$16,719-36
BUDGET: $21 1000
PROJECTED TOTAL: $16,719.36
ENCUMBERED: $0
Projected Remaining:
$4280.64
Please approve the proposed disaster recovery services and backup services contract extension.
Disaster Recovery Memo (2022)
Page 322 of 434
Agend #150
Fr`
Memo
To: Jeremy Allen —Village Manager
From: Brad Gomberg — IT Director
CC: Honorable Mayor and Village Council
Subject: Disaster Recovery
The proposed project falls under state statute 119.0725 which designates as confidential and exempt
critical infrastructure, cybersecurity incident information, network schematics/software, encryption
information, and IT resource information. A public meeting at which such information is discussed is
exempt from 286.011 and must be recorded and transcribed. Council members will be individually
advised of the details of proposed project.
As part of planned IT security and continuity improvements, I proposed and budgeted $21,000 for a
business continuity solution in the 2022-2023 fiscal year. This system will allow for continued business
operations in the event of a disaster that renders local technical systems inaccessible or inoperable
(natural disaster, critical failure, cyberattack, etc.).
I obtained three proposals from leaders in the industry in accordance with Village purchasing policy and
selected the most viable option. This proposal was to be placed on the January agenda; however, the
preferred vendor presented a compelling offer to save approximately $6,000 each year of a 5-year term
if we finalize the deal before the end of December. The final agreement also includes co -terming our
existing cloud backup services agreement with the same vendor which will provide additional storage
space and a reduced cost over existing pricing. Budget and vendor proposal details are below.
Existing Cloud Backup Service Changes
Extend the contract to co -term with disaster recovery services
Increase storage from 40TI3 to 50TI3
Reduce annual cost from $17,202 to $15,198
Page 323 of 434
Agenda Item #15.
New Disaster Recovery Services
Proposals
Vendor
Price per year
Term
Additional Info
Vendor 1 (Recommended)
$16,719.36
5 Year
Waived setup fee &
additional discount on
cloud backups.
Vendor 2
$23,200 in year 1
1 Year
then $15,700 in year
2and 3.
Vendor 3
$13,800
1 Year
Several technical
detractors. Not as
comprehensive as
vendor 1.
2022/23 Item Budget - $21,000
Actual Year 1 Cost - $16,719.36
Account Breakdown for preferred vendor in year 1
001-161-546.320
001-180-546.320
401-241-546.320
161 (IT)
180 (Building)
411 (Water)
81%
6%
13%
$13,542.68
$1,003.16
$2,173.52
Page 324 of 434