CITY COUNCIL AGENDA REPORT
MEETING DATE: 6/18/2024
DEPARTMENT: Information Technology
SUBJECT:
FIFTH AMENDMENT TO THE AGREEMENT WITH ABTECH TECHNOLOGIES
FOR CLOUD HOSTED DISASTER RECOVERY SERVICES
RECOMMENDED ACTION(S):
1. Approve the Fifth Amendment to the Agreement for Cloud Hosted Disaster Recovery Services with Abtech Technologies, Inc.
2. Authorize the Mayor to Sign and the City Clerk to attest the Fifth Amendment to the Agreement with Abtech Technologies, Inc., substantially in the form attached.
EXECUTIVE SUMMARY:
The City Council awarded Abtech Technologies an Agreement to provide online data backup and disaster recovery services on August 22, 2018 (“Agreement”).
The Agreement has been amended four times to expand the scope or to extend the term, which currently ends on July 31, 2024 (Attachments 2-4). Staff seeks to extend the term of the Agreement again, in order to remain co-termed with the Information Technology Support Services contract, also with Abtech Technologies, and retain current operational efficiencies. Proposed costs for monthly services are being reduced 3.6% from the previous term. Staff recommends the City Council approve the proposed Fifth Amendment to the Agreement with Abtech Technologies, Inc. (“Fifth Amendment”) which would extend the term of the Agreement to July 31, 2025, and increase total compensation under the Agreement by $37,680 for a new total of $279,210 (Attachment 6). The City Attorney has reviewed and approved the Fifth Amendment as to form.
BACKGROUND:
The City issued a competitive Request for Proposals (RFP) on April 5, 2018, to replace the City’s information data backup system, migrating from a tape backup system to a hybrid approach with both an on-site storage appliance and remote hosted backup service. On September 4, 2018, the City Council awarded a contract to Abtech Technologies (“Abtech”) in the amount of $92,837 for a term
3 0
7 7
of three years, ending September 30, 2021 (Attachment 1). The Agreement used the provider’s template, and therefore did not incorporate any optional term extensions. Table 1 includes a breakdown of compensation for previous amendments (Attachments 2-5).
Table 1: Compensation Amount for Previous Amendments
Purpose Additional
Compensation
Total
Compensation
Original
Agreement
9/4/2018
$92,837
First Amendment
6/16/2020
Added additional hosted
data storage $47,760 $140,594
Second
Amendment
5/10/2021
Updated the covered
equipment list to reflect
removals and additions
to the City’s server
inventory
- $140,594
Third
Amendment
9/30/21
Term extension only
- $140,594
Fourth
Amendment
11/2/21
Term extension and
added compensation $100,936 $241,530
DISCUSSION:
The replacement backup system implemented by Abtech in 2018 has been functioning efficiently to provide both an on-site immediate recovery capability from a storage appliance, and an off-site disaster recovery potential using its “StorTrust” private cloud internet storage. This system meets best practices recommended by government and industry organizations such as NIST (National Institute of Standards and Technology). The IT Support services provided by Abtech through a different contract are not materially tied to the backup and recovery services. However, the City does gain efficiency by utilizing the same vendor for both services, such as faster response times and use of a single ticketing system, which is why staff has requested Council to extend the Agreement for an unusual seventh year.
Staff evaluated Abtech’s contract performance using the City’s standard vendor assessment form (Table 1). Staff are very satisfied with Abtech’s performance on all measures. The backup system has functioned reliably, and annual tests are 3 0
7 7
successful in replicating the City’s server environment for emergency remote access.
Table 1: Vendor Assessment
Category Rating
Performance of Scope of
Services □ Unsatisfied □ Satisfied Very Satisfied □ N/A Timeliness □ Unsatisfied □ Satisfied Very Satisfied □ N/A Budget Performance □ Unsatisfied □ Satisfied Very Satisfied □ N/A Customer Service □ Unsatisfied □ Satisfied Very Satisfied □ N/A Overall Rating □ Unsatisfied □ Satisfied Very Satisfied □ N/A The Fifth Amendment extends the term to July 31, 2025, and provides a 3.6% reduction in monthly cost, adding $37,680 for a new contract amount of $279,210 (Attachment 6). Similar to the initial agreement and subsequent amendments, the Fifth Amendment utilizes the Consultant’s amendment template. The City Attorney has reviewed and approved the Fifth Amendment as to form.
FISCAL IMPACT:
The 2023-2025 Operating Budget includes sufficient funds for the recommended actions.
ATTACHMENTS:
1. Agreement with Abtech Technologies, Inc. for Cloud Hosted Disaster Recovery Services
2. First Amendment to Agreement with Abtech
3. Second Amendment to Agreement with Abtech
4. Third Amendment to Agreement with Abtech
5. Fourth Amendment to Agreement with Abtech
6. Fifth Amendment to Agreement with Abtech
Initiated By: Douglas McBratney, Information Technology Manager Submitted By: Keith Neves, Assistant City Manager
Approved By: Debra Rose, City Manager