DATE: June 12, 2018
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Master Agreement with CommVault Systems Inc.
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process under Administrative Policy No. 34 under the "unusual or extraordinary circumstances" exception in order to maintain the software and support necessary to backup data and files currently used throughout the County.
1. Approve and authorize the Chairman to execute a Master Agreement with Commvault Systems, Inc., for software products used with the County's enterprise backup and recovery solution for critical applications, effective upon signing, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $1,200,000.
2. Authorize the Chief Information Officer to make amendments to Exhibit A, for the purchase of additional hardware components and/or associated data support services, not to exceed the maximum contract limit.
REPORT
Commvault Systems, Inc. (Commvault) software was initially purchased from a reseller in 2001; an agreement was not required for the software's initial purchase and 1st year of maintenance. Following 2001, Commvault maintenance was managed outside of a maintenance agreement on a case-per-case basis, through trained County personnel. Due to new Commvault management, an Agreement was executed between the County and Commvault in 2008 to establish a formal relationship; Agreement (08-604) expired on October 31, 2012. A new Agreement with Commvault, including new equipment pricing, maintenance costs, and existing maintenance costs, was approved on July 9, 2013, and subsequent one-year extensions were authorized on July 9, 2016, and July 9, 2017. The 2013 Agreement is now exhausted, and a new Master Agreement is required to continue data backup pro...
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