TO: Honorable Mayor & Members of the North Port Commission
FROM: Peter D. Lear, CPA, CGMA, City Manager
TITLE: Technology Services Agreement renewal with Sarasota County for a recurring annual fee of $18,651.24.
Recommended Action
Approve the Technology Services Agreement renewal with Sarasota County to allow North Port servers and related disaster recovery infrastructure to continue to be hosted at the Sarasota County datacenter for a term of one (1) year at an annual cost of $18,651.24.
Background Information
Sarasota County’s Information Technology Department provides datacenter hosting services to regional partners. These hosting services are non-profit based, and the tenant costs are much less than can be found with commercial vendors. There is an existing fiber network connecting North Port City Hall to the Sarasota County datacenter network.
Planning for disaster recovery is very important to ensure continuity of operations for City services. With the approval of the Technology Service Agreement, North Port will place additional servers, data storage array and network switches at the Sarasota County datacenter in support of a plan to recover from a disaster with the City’s datacenter.
The following are some examples of organizations which are using Sarasota’s datacenter hosting services:
• Sarasota County School Board
• Sarasota Memorial Hospital
• Sarasota County Supervisor of Elections
• Tax Collector
• Sarasota County Sheriff
• Property Appraiser
• Town of Longboat Key
This proposed renewal reflects a modification of an existing agreement with Sarasota County. The additional servers, networking and file storage equipment that is being placed at the Sarasota datacenter is in support of disaster recovery efforts. This renewal addresses additional North Port equipment in the Sarasota County datacenter, resulting in an additional annual cost of $7,123.56. The original agreement submitted via agenda item No. 14-1010. was approved by Commission on June 22, 2015. Subsequent renewals have occurred annually.
This agreement has been reviewed and approved for form and correctness by the City Attorney. Please see the attached notes from City Attorney for additional notes relevant to this contract renewal.
Strategic Plan
Maintained/Upgraded/Expanded City Infrastructure
Financial Impact
If approved, Sarasota County would host additional servers, networking and data storage equipment. The current annual cost to host ten devices is $11,527.68, and the new equipment will increase the annual cost to $18,651.24 or $1,554.27 per month per Section 6 of the agreement (attachment #1). The cost for these hosting services is budgeted in Information Technology Division budget, account number 001-0710-516-54-00.
Procurement
This purchase is exempt from competition per Sec. 2-403 (a) (2) of the procurement code as it is a procurement contract between the city and another government. The appropriate form has been included via attachment.
Attachments:
1. Sarasota County Technology Services Agreement_Final-2018
2. Sarasota County Technology Services Agreement-2015
3. Sarasota County Amendment #1-2016
4. Sarasota County Amendment #2-2017
5. City Attorney Office Response to Request
6. Sarasota County DR Exemption Form
7. Suncoast Regional Datacenter Statistics
8. Suncoast Regional Datacenter Background
Prepared by: Jeff Kasson
Department Director: Sandy Pfundheller