REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
March 14, 2023
FROM
JAKE CORDOVA, Interim Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Purchase Orders to Consiliant Technologies, LLC, for Maintenance and Support Services with Hitachi Vantara Corporation for Storage Platforms
End
RECOMMENDATION(S)
Recommendation
Authorize the Purchasing Agent to issue Purchase Orders to Consiliant Technologies, LLC, subject to the Warranty and Maintenance and Support Terms (County Contract No. 22-245), for Hitachi Vantara Corporation Storage Platforms maintenance and support services in an aggregate amount not-to-exceed $800,000 for the period of April 1, 2023, through March 31, 2025.
(Presenter: Jake Cordova, Interim Chief Information Officer 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Innovation and Technology Department (ITD) operating costs are recovered via service rates approved annually by the Board of Supervisors (Board). The aggregate not-to-exceed amount of $800,000 is for annual purchases of Hitachi Vantara Corporation (Hitachi) Storage Platforms maintenance and support services estimated at $195,654 annually, and for anticipated cost increases for new or upgraded Hitachi storage equipment estimated to be approximately $400,000. Sufficient appropriation is included in the ITD Computer Operations 2022-23 budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
The ITD Computer Operations Division manages and maintains the Hitachi Storage Platforms, which provides data storage for critical County applications, such as FileNet, Sheriff’s Jail Management Information System, and other various database systems on the enterprise server. Support and maintenance for this infrastructure is critical to the continuous operations of these County systems, as well as the County’s disaster recovery and business continuity efforts.
On March 24, 2020 (Item No. 29), the Board approved the Warranty and Maintenance and Support Terms (County Contract No. 20-146) with Hitachi for the period of April 1, 2020, through March 31, 2021, for Hitachi Storage Platforms maintenance and support services. The item also authorized the Purchasing Agent to issue a Purchase Order to Consiliant Technologies, LLC (Consiliant), an authorized reseller of Hitachi equipment and services, in the amount of $251,332, for the same period.
On March 9, 2021 (Item No. 22), the Board approved the Warranty and Maintenance and Support Terms (County Contract No. 21-174) with Hitachi for the period of April 1, 2021 through March 31, 2022, for Hitachi Storage Platforms Maintenance and Support Services and authorized the Purchasing Agent to issue a Purchase Order to Consiliant in the amount of $281,620, for the same period.
On March 29, 2022 (Item No. 31), the Board approved the Warranty and Maintenance and Support Terms (County Contract No. 22-245), including non-standard terms, with Hitachi, for Hitachi Storage Platforms maintenance and support services, effective April 1, 2022, and continuing until terminated by Hitachi or when the County does not renew services. The item also authorized the Purchasing Agent to issue a Purchase Order to Consiliant in the amount of $304,190, for the period of April 1, 2022, through March 31, 2023.
The Hitachi Warranty and Maintenance and Support Terms remain valid until replaced by a newer version, terminated by Hitachi, or the County decides to not renew a service period. Subject to the County’s acceptance of a quote, and payment in full of the applicable fees by no later than the end of the prior service period, the maintenance and support services will be renewed for the applicable period and fees stated in the quote. Hitachi has not revised the Warranty and Maintenance and Support Terms approved by the Board on March 29, 2022.
ITD recommends authorizing the Purchasing Agent to issue Purchase Orders to Consiliant Technologies in an aggregate amount not-to-exceed $800,000, for Hitachi Storage Platforms maintenance and support services, for the period of April 1, 2023, through March 31, 2025, to maintain Hitachi’s 100% no-data loss guarantee, which requires Storage Platforms maintenance and support services to be purchased through authorized resellers.
PROCUREMENT
On January 21, 2020, ITD released Request for Proposals (RFP) No. ISD120-ADM-3666 via the County’s Electronic Procurement Network (ePro) for Hitachi Storage Platforms maintenance and support services from authorized resellers. Consiliant, an authorized reseller, was selected solely based on the lowest cost proposal. The RFP included a one-year term and an option to renew for four additional one-year terms. Approval of this item will allow ITD to exercise renewal options through March 31, 2025.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on February 16, 2023; Purchasing (Tevan Stremel, Buyer III, 387-2098) on February 15, 2023; Risk Management (Victor Tordesillas, Director, 386-8623) on February 17, 2023; Finance (Ivan Ramirez, Administrative Analyst, 387-4020) February 22, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on February 27, 2023.