Camarillo City Council
AGENDA REPORT
Date: May 6, 2024
To: Honorable Mayor and City Councilmembers
From: Greg Ramirez, City Manager
Submitted by: Mitchell Cameron, Director of Administrative Services/Chief Innovation Officer
Subject: Approve CC Agreement No. 2024-24, SPS VAR to Purchase LaserVault Virtual Tape Hardware Solution and Total Care Recovery Service for our IBM Power 10 Server
BACKGROUND
Information Systems currently performs nightly backups of the entire IBM Power 10 server to physical tape. The Power 10 Server hosts the City’s CentralSquare NaviLine ERP solution. Nightly backups are essential for preserving critical data and ensuring business continuity. However, relying solely on physical tapes has limitations in terms of efficiency, scalability, and disaster recovery speed. Without appropriate data backup and recovery, systems may be offline for hours, days, or weeks. By moving to a virtual tape backup, recovery times decrease to a few hours.
DISCUSSION
Information Systems staff received a proposal from SPS VAR for the purchase, remote installation, and three-years of software support, of a new LaserVault Virtual Tape Solution and Total Care Recovery support allowing the City to backup data more efficiently and utilize a cloud-based disaster recovery system. This new solution will virtualize tape backup to a hardware appliance with cloud replication, and in the event of a disaster the City would upload files, or the entire system to the cloud and be functioning in a matter of hours.
Total Care Recovery support is a disaster recovery solution offered exclusively by SPS VAR to CentralSquare’s NaviLine (NaviLine) customers across the United States. This support provides NaviLine agencies with a cost effective, ready, and tested solution that can be used to recover their NaviLine systems in the case of threatened or actual events that interrupts service, or damage equipment.
There are other disaster recovery solutions in the marketplace with different approaches to recovering customer’s environments. Total Care Recovery is the only one designed to support and recover NaviLine customers on dedicated equipment, either offsite or onsite.
SPS VAR’s unique position as CentralSquare’s IBM partner, with 25 years of experience,
Purchase of Virtual Tape backup Solution for NaviLine Server May 6, 2024
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customized services and infrastructure combined create a solution that would dramatically reduce recovery time for our NaviLine environment.
SPS VAR is also an authorized partner of LaserVault, and their hardware based virtual tape solution. With a LaserVault server, recovery time will be reduced to a few hours instead of the current solution that could take several days for a complete cloud accessible recovery of our NaviLine System. This puts SPS VAR in a unique position to be the only vendor to offer the Total Care Solution with virtual tape.
The table below outlines the cost of the purchase:
Description Costs
Hardware & Support $ 34,650
Estimated Shipping & Tax $ 4,700
Total Care Recovery Software $ 15,600
One Time 30 Day Event Disaster Recovery $ 5,000
3-Year Subtotal $59,950
15% Contingency $ 8,993
Total not to Exceed $ 68,943
FISCAL IMPACT
Funds for the purchase of a LaserVault Virtual Tape Solution server are included in the Information Systems, Capital Equipment, Account No. 530-5330-453.91-31, in the amount of $28,200. Funds for the purchase of the Total Recovery support software are included in the Information Systems, Administrative Account No. 530-5330-453.32-01 in the amount of $40,743.
RECOMMENDATION
1. Authorize City Manager to execute CC Agreement No. 2024-24 with SPS VAR in the amount of $59,950; and authorize a contingency up to $8,993 for a not to exceed total of $68,943; and
2. Authorize City Manager to execute future change orders or documents as necessary to the total not to exceed amount.
ATTACHMENTS
1. SPS VAR Proposal
2. SPS VAR Service Agreement
REFERENCE MATERIALS – AVAILABLE FOR REVIEW AT CITY HALL None