Res No 136-17-14937RESOLUTION NO: 136-17-14937
A Resolution authorizing the City Manager to expend $23,555 with Miami-Dade
County to provide data backup services, including multiple site hosting.
WHEREAS, regulatory requirements, increased awareness about the value of off-site
data backup, and this century's man-made and natural disasters have highlighted the need for
Cities to store copies of their data off-site; and
WHEREAS, cities have embraced cloud backup technology because it solves the
numerous challenges presented by traditional backup media -tapes; and
WHEREAS, protecting the City's most critical asset-its data-can be a painstaking
process. The backup process is currently cumbersome and highly dependent on manual
intervention. Backup tapes need to be replaced, manually transported, and stored off-site.
Unfortunately, the directives for off-site storage at-times are not followed, and the tapes are
left on-site, which eliminates any possibility of their recovery from local disasters; and
WHEREAS, the City performs the backup processes periodically, leaving at times large
amounts of data at risk for loss and damage. The data backup responsibility to take the tapes
off-site is left to a non-IT professionals whose priorities are not the integrity and security of the
City's data but, rather, keeping up with their own job responsibilities; and
WHEREAS, the City of South Miami currently backs up all of the City's data to tapes.
Tape backups have played an important role in data storage since the 1970s, but modern cloud
storage technology offers a viable alternative to tapes for long-term backup storage; and
WHEREAS, the City of South Miami is requesting to contract with Miami-Dade County to
provide data backup services which will allow for the City to save its critical data the Miami-
Dade County CatS facility which will be replicated to a secondary Miami-Dade County Doral
Data Center site ever evening with no interruption or disruption to the City's internet circuits;
and
WHEREAS, Miami-Dade County's Information Technology Department is the City'S
Information Technology provider for all services since 2014. As per the Interlocal Service and
Maintenance Agreement executed via Resolution 140-15-14479; and
WHEREAS, The City believes that in the name of security and in an effort to avoid any
potential conflicts related to the City's Information Technology Infrastructure, that Miami-Dade
County provide the services that are required to the state of the art infrastructure Miami-Dade
County has helped build for the City; and
WHEREAS, Miami-Dade County, is the sole agent responsible for maintaining the City of
South Miami and Police VMware virtual server and storage environment. The granting of
system administrative access to the City of South Miami and Police VMware virtual server and
storage environment to an external agency would violate the Interlocal Service and
Pg. 2 of Res. No. 136-17-14937
Maintenance Agreement and place a risk the City and Police IT systems covered by the
agreement. Therefore, Miami-Dade County is a sole source of supply for this purchase,
installation and service; and
WHEREAS, Miami-Dade County will be utilizing the "IT Services and Rates/' provided
within the executed Interlocal Agreement to for the strategic IT Design, Planning, Deployment,
and Implementation, of the IT business network and application solution; and
WHEREAS, this recommended change will eliminate many of the disadvantages related
to the City's current backup methods and help address any issues related to the City's
Continuity of Operation Plan (COOP) in case of an emergency; and
WHEREAS, these funds are allocated in account number 001-1340-513-3450,
Information Technology Division (lTD) Contractual Services within 2016/2017 fiscal year budget
with a current balance of $42,535.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is authorized to expend $23,555 with Miami-Dade County
to provide data backup services, including multiple site hosting.
Section 2. Severability. If any section, clause, sentence, or phrase of this resolution is
for any reason held invalid or unconstitutional by a court of competent jurisdiction, this holding
shall not affect the validity of the remaining portions of this resolution.
Section 3. This resolution shall become effective immediately upon adoption by vote of
the City Commission.
PASSED AND ADOPTED this 12t~ay of July, 2017
APPROVED: g'{fl:f4J4eq
COMMISSION VOTE: 5-0
Mayor Stoddard: Yea
Vice Mayor Welsh: Yea
Commissioner Harris: Yea
Commissioner Liebman: Yea
Commissioner Edmond: Yea
ri'1 South~iami
THE CITY OF PLEASANT LIVING
To:
From:
Date:
Subject:
Background:
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Agenda Item No.: 4 ' July 12, 2017
A Resolution authorizing the City Manager to expend $23,555
with Miami-Dade County to provide data backup services,
including multiple site hosting.
Regulatory requirements, increased awareness about the value of
off-site data backup, and this century's man-made and natural
disasters have highlighted the need for Cities to store copies of
their data off-site. Cities have embraced cloud backup technology
because it solves the numerous challenges presented by
traditional backup media -tapes.
Protecting the City's most critical asset-its data-can be a
painstaking process. The backup process is currently cumbersome
and highly dependent on manual intervention. Backup tapes need
to be replaced, manually transported, a,nd stored off-site.
Unfortunately, the directives for off-site storage at-times are not
followed, and the tapes are left on-site, which eliminates any
possibility of their recovery from local disasters. Furthermore, the
City performs the backup processes periodically, leaving at times
large amounts of data at risk for loss and damage. The data
backup responsibility to take the tapes off-site is left to a non-IT
professionals whose priorities are not the integrity and security of
the City's data but, rather, keeping up with their own job
responsibilities.
The City of South Miami currently backs up all of the City'S data to
tapes. Tape backups have played an important role in data
storage since the 1970s, but modern cloud storage technology
offers a viable alternative to tapes for long-term backup storage.
The City of South Miami is requesting to contract with Miami-
Dade County to provide data backup services which will allow for
the City to save its critical data the Miami-Dade County CatS
facility which will be replicated to a secondary Miami-Dade
County Doral Data Center site every evening with no interruption
or disruption of City's internet circuits.
Miami-Dade County's Information Technology Department is the
City's Information Technology provider for all services since 2014.
As per the Interlocal Service and Maintenance Agreement
executed via Resolution 140-15-14479, which "requires for
County to have "Master System Administrator" access for County
personnel designated with the top permission level over all for
system management and administration for City IT systems
covered by this agreement." Due to the complexity of the City's
Information Technology Infrastructure, sensitive security
information and overall security concerns; Miami-Dade County is
the only Master System Administrator of the City's entire
Infrastructure and granting any other entity with System
Administrator rights, which would be required to complete this
task, would jeopardize security and could risk stability of the
entire Information Technology system. Hence, Miami-Dade.
County, is the sole agent responsible for maintaining the City of
South Miami and Police VMware virtual server and storage
environment. The granting of system administrative access to the
City of South Miami and Police VMware virtual server and storage
environment to an external agency would violate the Interlocal
Service and Maintenance Agreement and place a risk the City and
Police IT systems covered by the agreement.
Furthermore, Miami-Dade County will be utilizing the "IT Services
and Rates," provided within the executed Interlocal Agreement to
for the strategic IT Design, Planning, Deployment, and
Implementation, of the IT business network and application
solution.
This recommended change will eliminate many of the
disadvantages related to the City's current backup methods and
help address any issues related to the City's Continuity of
Operation Plan (COOP) in case of an emergency.
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Below is a breakdown of the expenditures:
.
Description of Operating Cost I
t FY 16-17 Notes I t
I
City of South Miami standalone file server is out of
warranty; Microsoft Operating system no longer
supported, and requires immediate replacement.
Miami-Dade County provisioned new leased
City of South Miami -On site Standalone File server $1,500 physical server running on the latest version of
Lease and License Microsoft Server Operating System instead of
requiring City to purchase new server. Miami-Dade
County successfully migrated all data off the City
file server in FY 16-17. CoSM cost avoidance from
1 having to purchase new server and maintenance.
City of South Miami domain server is out of
warranty; Microsoft Operating system no longer
supported, and required replacement. Miami-Dade
City of South Miami -Onsite Standalone City $1,000 County provisioned new leased physical server
Network Domain Server Lease and License running on the latest version of Microsoft Server
Operating System, includes maintenance. CoSM
cost avoidance from having to purchase new server
and maintenance.
City of South Miami Police domain server is out of
warranty; Microsoft Operating system no longer
I supported, and required replacement. Miami-Dade !
City of South Miami -Onsite Standalone Police $1,000 County provisioned leased physical server running
Network Domain Server and License on the latest version of Microsoft Server Operating
System includes mainten·ance. CoSM cost
avoidance from having to purchase new server and
maintenance.
City of South Miami VMware Host and Storage $10,000 Miami-Dade Data Center annual charge for VMware
infrastructure support host and storage infrastructure support.
I
City of South Miami Veeam backup licenses for $6,144 One-time licenses purchase cost Virtual Machine (VM) environment
City of South Miami VMware infrastructure backup $3,911 Miami-Dade Data Center annual charge for
and replication replication to secondary Doral Data Center site.
Total $23,555
Amount: An amount not to exceed $23,555.
Account:
Attachments:
001.1340.513.3450, Information Technology Division (ITO)
Contractual Services, with a current balance of $42,5~5.
Resolution for approval.
Resolution 140-15-14479
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