REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 27, 2020
FROM
LARRY AINSWORTH, Chief Information Officer, Information Services Department
SUBJECT
Title
Amendment to Support Agreement with CommVault Systems, Inc.
End
RECOMMENDATION(S)
Recommendation
1. Approve Amendment No. 2 to Support Agreement No. 17-841 with CommVault Systems, Inc. for maintenance and support services associated with software licenses, purchased from CommVault Systems, Inc., exercising the option to extend the contract for an additional two years for a total contract period of November 14, 2017, through November 13, 2022.
2. Authorize the Purchasing Agent to issue a Purchase Order to Nth Generation Computing Inc. in the amount of $682,370, for the purchase of support and maintenance services from November 14, 2020 through November 13, 2022.
(Presenter: Jake Cordova, Assistant Chief Information Officer, 388-0503)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of Amendment No. 2 to Support Agreement No. 17-841 with CommVault Systems, Inc. (CommVault) provides the terms and conditions under which CommVault will provide maintenance and support services. These services will be purchased from Nth Generation Computing Inc. (Nth Generation), an authorized reseller.
On June 19, 2020, the Information Services Department (ISD) informed CommVault of its intent to renew maintenance and support services for two additional years, and requested a cost quote from Nth Generation. Nth Generation provided a quote of $682,370 for the two additional years, which reflects an increase in the number of licenses required to backup County data. The cost for maintenance and support services is included in ISD’s Computer Operations 2020-21 budget and will not result in the use of Discretionary General Funding (Net County Cost). Operating costs are recovered via service rates approved annually by the Board of Supervisors (Board).
BACKGROUND INFORMATION
ISD maintains a CommVault Enterprise Backup System used to provide enterprise backup solutions for two separate data centers used by County departments. This system provides data backup and archiving for files, applications, and databases that support County functions and is a critical component of ISD’s disaster recovery plan.
On November 14, 2017 (Item No. 19), the Board approved Support Agreement No. 17-841 with CommVault for maintenance and support services associated with CommVault software licenses for the three-year period of November 14, 2017, through November 13, 2020. These services were purchased from a reseller, Nth Generation. This approval also authorized the Purchasing Agent to issue purchase orders to Nth Generation in the amount of $523,200 for maintenance and support during the same term, with an option to renew for two additional years. On December 4, 2018 (Item No. 38), the Board approved Amendment No. 1, which modified Contract No. 17-841 and converted ISD’s existing product-based licenses to capacity licenses at no additional cost.
Approval of Amendment No. 2 will exercise the option to renew Agreement No. 17-841 for two years, which provides terms and conditions under which CommVault will provide maintenance and support services, to be purchased from Nth Generation, an authorized reseller.
PROCUREMENT
On September 25, 2017, ISD released a Request for Proposal (RFP) No. ISD118-ADM-2692 for CommVault Enterprise Backup Support Services from CommVault authorized resellers.
ISD staff evaluated the submissions based on competitive pricing and the ability to meet the legal requirements of the County. Nth Generation proposed the lowest cost and required no exceptions to the County’s legal requirements. The RFP included a three-year term and an option to renew for an additional two years. ISD is exercising the renewal option with this Amendment. The terms in Amendment No. 2 will be used to accompany purchase orders with Nth Generation, per County Policy 11-04 Procurement of Goods, Supplies, Equipment and Services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Deputy County Counsel, 387-5487) on September 16, 2020; Purchasing (Jessica Barajas, Lead Buyer, 388-5546) on September 17, 2020; Finance (Monique Amis, Administrative Analyst, 387-4883) on October 13, 2020; and County Finance and Administration (Kelly Welty, Deputy Executive Officer, 387-5423) on October 16, 2020.