STATEMENT OF ISSUE
In 2006, Information Systems Services (ISS) negotiated a contract with Secure Records Solutions of Thomasville, Georgia to provide daily courier service and vault off-site remote storage for magnetic media (computer tapes and CD’s) of critical ISS data. In 2007, Optical Disks from the City’s Electronic Document Management System (EDMS) were added to the storage and rotation schedule. With the coming year, the cumulative dollar value of the contract since 2006 will exceed $50,000 and in accordance with the City’s procurement policies ISS is requesting the City Commission’s approval to extend the contract in one-year increments for the next three years. The anticipated charges for 2009 will be $17,550.

RECOMMENDED ACTION
Option 1 – Authorize ISS to extend its contract with Secure Records Solutions in one-year increments for the next three years.

FISCAL IMPACT
No new funding is required. Funds to pay for this service are already present in the ISS Operating Budget. The anticipated charges for 2009 will be approximately $17,550.

Don DeLoach, Chief Information Systems Officer

Anita Favors Thompson, City Manager

For information, please contact: Don DeLoach 8104

SUPPLEMENTAL MATERIAL/ISSUE ANALYSIS

HISTORY/FACTS & ISSUES
Prior to 2006, ISS utilized our ISS Training Center located at 2631 Municipal Way for our off-site storage needs for magnetic media (computer tapes and CD’s). Being prudent in our approach to disaster preparedness, it was determined that the Training Center was inadequate for a number of reasons. These reasons were as follows; the building itself does not have a sufficient storm rating, the building is located to close (less than eight miles) to City Hall so a common calamity could jeopardize both locations, the infrastructure inside the building was not configured for use as a media storage facility and lastly the transporting of the media items themselves required daily trips by ISS personnel from City Hall to the Training Center.

To resolve these issues, a Request for Bids was issued by the City’s Procurement office. Secure Records Solutions located in Thomasville, Georgia was the low bidder that met each requirement. City Contract number 1206 was negotiated. This coming year will raise the accumulated total amount of the contract to over the $50,000 threshold and therefore requires City Commission approval.

For these last three years, the services provided by Secure Records Solutions have been most satisfactory. ISS is requesting the approval of the City Commission to extend this existing contract in one-year increments for the next three years.

CHARITABLE CONTRIBUTIONS
N/A

OPTIONS
1. Authorize ISS to extend its contract with Secure Records Solutions in one-year increments for the next three years.

Pros:
• Service will continue without interruption.
• Vital computer records will be safe and available if needed for recovery if required for any reason.
• Costs are contained at the current rate with any increases not to exceed the increase in the Consumer Price Index.

Cons:
• Costs– while the price is reasonable not keeping vital records off-site cost nothing.

2. Have Procurement go back out for new bids.

Pros:
• There might be a vendor that meets the requirements and could offer a lower price.
• Other unknown services might be available.
Cons:
• There is a good chance that all new bids received would exceed our current costs.
• Any new vendor would not have the positive track records that we have already mutually established with our current vendor.

ATTACHMENTS/REFERENCES
N/A