4THE 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.: ~ 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.
Below is a breakdown of the expenditures:
Description of Operating Cost FY 16-17 Notes
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 -Onsite 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
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
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 maintenance. 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.
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 $42,535.
Resolution for approval,
Resolution 140-15-14479
1 RESOLUTION NO: _____ _
2 A Resolution authorizing the City Manager to expend $23,555 with Miami-
3 Dade County to provide data backup services, including multiple site hosting.
4 WHEREAS, regulatory requirements, increased awareness about the value of off-
5 site data backup, and this century's man-made and natural disasters have highlighted
6 the need for Cities to store copies of their data off-site; and
7 WHEREAS, cities have embraced cloud backup technology because it solves the
,8 numerous challenges presented by traditional backup media -tapes; and
9 WHEREAS, protecting the City's most critical asset-its data-can be a
10 painstaking process. The backup process is currently cumbersome and highly dependent
11 on manual intervention. Backup tapes need to be replaced, manually transported, and
12 stored off-site. Unfortunately, the directives for off-site storage at-times are not
13 followed, and the tapes are left on-site, which eliminates any possibility of their
14 recovery from local disasters; and
15 WHEREAS, the City performs the backup processes periodically, leaving at times
16 large amounts of data at risk for loss and damage. The data backup responsibility to
17 take the tapes off-site is left to a non-IT professionals whose priorities are not the
18 integrity and security of the City's data but, rather, keeping up with their own job
19 responsibilities; and
20 WHEREAS, the City of South Miami currently backs up all of the City's data to
21 tapes. Tape backups have played an important role in data storage since the 1970s, but
22 modern cloud storage technology offers a viable alternative to tapes for long-term
23 backup storage; and
24 WHEREAS, the City of South Miami is requesting to contract with Miami-Dade
25 County to provide data backup services which will allow for the City to save its critical
26 data the Miami-Dade County CatS facility which will be replicated to a secondary Miami-
27 Dade County Doral Data Center site ever evening with no interruption or disruption to
28 the City's internet circuits; and
29 WHEREAS, Miami-Dade County's Information Technology Department is the
30 City's Information Technology provider for all services since 2014. As per the Interlocal
31 Service and Maintenance Agreement executed via Resolution 140-15-14479; and
32 WHEREAS, The City believes that in the name of security and in an effort to avoid
33 any potential conflicts related to the City's Information Technology Infrastructure, that
34 Miami-Dade County provide the services that are required to the state of the art
35 infrastructure Miami-Dade County has helped build for the City; and
36 WHEREAS, Miami-Dade County, is the sole agent responsible for maintaining the
37 City of South Miami and Police VMware virtual server and storage environment. The
38 granting of system administrative access to the City of South Miami and Police VMware
39 virtual server and storage environment to an external agency would violate the
40 Interlocal Service and Maintenance Agreement and place a risk the City and Police IT
41 systems covered by the agreement. Therefore, Miami-Dade County is a sole source of
42 supply for this purchase, installation and service; and
43 WHEREAS, Miami-Dade County will be utilizing the "IT Services and Rates,"
44 provided within the executed Interlocal Agreement to for the strategic IT Design,
45 Planning, Deployment, and Implementation, of the IT business network and application
46 solution; and
47 WHEREAS, this recommended change will eliminate many of the disadvantages
48 related to the City's current backup methods and help address any issues related to the
49 City's Continuity of Operation Plan (COOP) ,in case of an emergency; and
50 WHEREAS, these funds are allocated in account number 001-1340-513-3450,
51 Information Technology Division (lTD) Contractual Services within 2016/2017 fiscal year
52 budget with a current balance of $42,535.
53 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
54 THE. CITY OF SOUTH MIAMI, FLORIDA;
55 Section 1. The City Manager is authorized to expend $23,555 with Miami-Dade
56 County to provide data backup services, including multiple site hosting.
57 Section 2. Severability. If any section, clause, sentence, or phrase of this
58 resolution is for any reason held invalid or unconstitutional by a court of competent
59 jurisdiction, this holding shall not affect the validity of the remaining portions of this
60 resolution.
61 . Section 3. This resolution shall become effective immediately upon adoption by
62 vote of the City Commission.
63
64 PASSED AND ADOPTED this __ day of ____ , 2017
65 ATTEST: APPROVED:
66
67
68 CITY CLERK MAYOR
69
70 COMMISSION VOTE:
71 Mayor Stoddard:
72 READ AND APPROVED AS TO FORM, Vice Mayor Welsh:
73 LANGUAGE, LEGALITY AND Commissioner Harris:
74 EXECUTION THEREOF Commissioner Liebman:
75 Commissioner Edmond:
76
77 CITY ATTORNEY