COUNTY OF LOS ANGELESInternal Services Department

1100 North Eastern AvenueLos Angeles, California 90063Dave Lambertson

Interim Director

TELEPHONE: (323) 267.2101FACSIMILE: (323) 264-7135 Enriching Lives

February 26, 2004

Agenda Date: March 9, 2004

The Honorable Board of SupervisorsCounty of Los Angeles383 Kenneth Hahn Hall of Administration500 West Temple StreetLos Angeles, CA 90012

Dear Supervisors:

REQUEST FOR APPROVAL AND AWARD OF DISASTER RECOVERY SERVICESCONTRACT TO SUNGARD RECOVERY SERVICES, LP

(ALL SUPERVISORIAL DISTRICTS -3 VOTES)

CIO RECOMMENDATION: APPROVE(X) APPROVE WITH MODIFICATION( DISAPPROVE( )

IT IS RECOMMENDED THAT YOUR BOARD:

1 Authorize the Interim Director to sign a contract substantially similar to theattached contract with Sungard Recovery Services, LP for disaster recoveryservices for a term of three (3) years with two (2) one-year renewal options, for anestimated first year cost of $180,000.

2. Authorize the Interim Director of the Internal Services Department (ISO) or hisdesignee to exercise each of the two one-year extension options at the end of thethree-year term and month-to-month extensions not to exceed, in aggregate, six(6) months.

PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION

The purpose of this action is to provide continuing access to Disaster Recovery Servicesfor ISO's IBM computer systems housed at the Downey Data Center in the event that theData Center is not accessible and/or the IBM computer system is inoperable due to adisaster. The IBM systems support mission is critical to applications for ISO, Sheriff,Courts, Assessor and others. The County would suffer irreparable harm if the IBM DataCenter was rendered inoperable due to a disaster. The proposed contract would allowISO to meet its obligation by providing alternate-site data processing facilities at SunGardlocations for IBM operations. SunGard will maintain the necessary hardware andsoftware configuration in a ready state to resume conduct of business within 24 hours ofthe County's declaration of a disaster. These services are currently provided under acontract that expires March 31, 2004.

The Honorable Board of SupervisorsFebruary 26, 2004Page 2 of 3

Implementation Of Strateaic Plan.§Q ~

This recommended action supports the County's Strategic Plan Goal No.3 ofOrganizational Effectiveness by providing the ability to restore computing services toCounty departments and clients if a loss of computing ability occurs.

FISCAL IMPACT/FINANCING

The recommended contract establishes a fixed annual subscription fee of $180,000 tomaintain a computer configuration that meets ISO's minimum requirements to run theIBM applications. In the event ISO must utilize the services, the County will be chargedfor a hot and local recovery site declaration fee as well as daily usage fees. Actual costsincurred will vary depending on the length of time recovery facilities are needed. Thereare sufficient funds appropriated within the ISO 2003/04 fiscal year budget for the annualsubscription fee. ISO costs for the annual subscription fee will be recovered throughbillings to each County department that utilizes the IBM Data Center. Departments areresponsible for ensuring they have adequate funding for their individual usage. Thecontract contains a Cost of Living Adjustment (COLA) provision consistent with theCounty's policy on COLAs, which will be invoked only if the County elects to exercise the

subsequent option years.

FACTS .AND PROVISIONS/LEGAL REQUIREMEr@

The terms and conditions of the contract have been approved as to form by CountyCounsel. The recommended contractor has agreed to consider qualified GAIN/GROWparticipants for employment openings and to comply with the County's Jury DutyOrdinance, the Safely Surrender Baby law and the County's Child Support ComplianceProgram. The Child Support Services Department has confirmed that the recommendedfirms have complied with the requirement to file a Principal Owner Information Form withits office. This is not a Proposition A Contract; therefore, theliving Wage Program (County Code Chapter 2.201) does not apply to the recommendedcontract. It has been determined that the services under this Agreement do not impactBoard Policy No. 5.030, "low Cost labor Resource Program", because of the specializedknowledge and training required to perform the work. The contractors will not be askedto perform services, which will exceed the scope of work and contract dates.

CONTRACTING PROCESS

A Request for Proposals (RFP) was released on January 8, 2004 and posted on the LosAngeles County website. A notice of availability was provided to the 42 vendors shownon Attachment 1. The RFP was posted on the County's website, (the printed noticeshown in Attachment 2). RFPs were also available at ISO's procurement office.

The Honorable Board of SupervisorsFebruary 26, 2004Page 3 of 3

One (1) proposal, from SunGard Recovery Services, LP, was received and reviewed forcompliance with the minimum requirement criteria stated in the RFP. An EvaluationCommittee comprised of staff from ISO and the Chief Information Office evaluated theresponse in accordance with criteria set forth in the RFP. The Evaluation Committee metand determined a score for the proposal. The Community Business Enterpriseparticipation information for the recommended contractor is shown in Attachment 3.However, the recommended contractor was selected without regard to gender, race,creed, color or national origin.

ISO and Sungard have been in extensive contract negotiations and Sungard hasleveraged their status as the sole respondent to the RFP. As a result, there areprovisions in the contract that put a cap on direct damages and eliminate Sungard'sliability for consequential damages. The Chief Administrative Office Risk ManagementOffice has approved the proposed contract language.

IMPACT ON CURRENT SERVICES (OR PROJECTS)

The recommended contract will provide the availability of Disaster Recovery Services forISO's IBM systems in the event of a disaster. Some of the applications being supportedby the IBM systems are the Sheriffs countywide warrant system, the Courts expandedtraffic records system, Assessor's property database, the Treasurer and Tax Collector(TTC) secured tax roll system (STR) and DHS's hospital material management system.

CONCLIJSION

The Executive Office, Board of Supervisors, is requested to return one stamped copy ofthe approved Board letter to the Interim Director, ISO.

Reviewed by:

r--,ReSpeCtfUlly,:?mitted,r-2:~~~/~~/~1r> bvr~~ Da~e Lam~rtson

Interim DirectorJf::JN FULLINWIDER/ I

;"Chief Information Officer( )See Attached Analysis)

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DL:KH:khAttachments (3)c: Chief Administrative Officer

Executive Officer, Board of SupervisorsCounty Counsel

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ATTACHMENT 2PAGE 1 OF 1

Bid Information

Bid Number:Bid Title:Bid Type:

Department:Commodity:

Open Date:IClosing Date:Bid Amount:

Bid Download:Bidl Description:

103440RFLIBM Data Center Disaster Recovery ServicesServiceInternal Services DepartmentEMERGENCY BACK-UP SERVICES AND FACILITIES FOR DATA PROCESSING1/8/20041/29/2004 12:00 PM$200,000AvailableBrief Description: THIS IS A REVISED SOLICITATION THAT REPLACES THEINVITATION FOR BIDS NUMBER 103371RFL RELEASED November 30,2003UNDER THE SAME TITLE AND CANCELLED January 5, 2004.

The County of Los Angeles Internal Services Department is issuing thisRequest for Proposals to solicit proposals for a contract with anorganization that can provide alternate site disaster recovery servicesfor the Internal Service Department's IBM Data Center.

Disaster recovery services required by the County include thefollowing, however interested Proposers should obtain and readthoroughly the RFP for a complete description of the County's

requirements.-A Hot Site fully equipped to load and operate the County's operating

systems and data files within 24 hours of a disaster declaration and fora period up to 6 weeks;

-A Cold Site ready for installation and operation of County ownedcomputer equipment within 15 days of request to the Contractor and for aperiod up to one year;

-A Local Recovery Site to house County programming and operationsstaff available within 24 hours of a disaster declaration and for aperiod up to one year and six weeks:

-Recovery test time consisting of one 96 contiguous hour test periodannually each contract year.

Contact Name:CCtntact Phone:Contact Email:

Last Changed On:

Roger Long(323) 267-2563rtonq@isd.co.la.ca.us1/8/20044:56:16 PM

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ATTACHMENT 3PAGE 1 OF 1

COUNTY OF LOS ANGELESCOMMUNITY BUSINESS ENTERPRISE PROGRAM (CBE)

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I Cultural/Ethnic Composition

, I All others..g I Women (included above)

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Publicly Traded0%

Number0

Number

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Corporation

"*0 1- Number of owners/partners

I Black/African AmericanIrw(9~z~'"!;

Hispanic/Latin AmericanAsian AmericanAmerican Indian/AlaskanAll othersWomen (included above)

I Black/African American~ I HisD~!1ic/Latin American.< I Asian American~ I Am~Jl~n Indian/Alaskan(/) I All others

I Women (included above)I TOTAL # OF EMPLOYEES

I BUSINESS STRUCTURE

County CertificationCBELSBE

N/AN/AN/AI OTHER CERTIFYING AGENCY

cia RECOM~'ENDATION:

D DContract Amendment Contract ExtensionContract Type:~ New C:ontractD Sole Source Contract

New/RevisE~d Contract Term: Base Term: 3 Yrs # of Option Yrs 2

~ HardwareContract Components:D Software~ Professional Services

Project Executive Sponsor: Dave Lambertson. Interim Director. Internal ServicesDepartment

CIO AnalysisPaq8 2 of 4

Project/Contract Description:

The purpose of this Agreement is to provide continuing access to Disaster Recovery Services for theInternal Services Department's (ISO) IBM computer systems housed at the Downey Data Center. Inthe event that the Data Center is not accessible and/or the IBM computer systems are inoperable dueto a disaster. The IBM systems support mission critical applications for ISO, Sheriff, Courts, Assessorand others. The County would suffer irreparable harm if the IBM Data Center is rendered inoperabledue to a disaster and services are not restored. The proposed contract would allow ISO to meet itsobligations for disaster recovery preparedness for the IBM portion of Data Center by providingalternate-site data processing facilities at Sungard Recovery Services, LP (Sungard) locations to allowISO to recover its IBM operations.

Backgrouncj:

The Current Disaster Recovery Agreement with Comdisco commenced on February 1, 1999, with a 3-year term and two optional one-year extensions and month-to-month extensions for two months. Thecontract expires March 31, 2004. No extensions of time remain. Comdisco, Inc was acquired bySungardon November 15, 2001.

At the time of your Board's approval of the Comdisco Agreement on January 19, 1999, the InterimDirector of Internal Services (ISO), Chief Administrative Officer (CAO), and the Chief Information Officer(CIO) were directed to take several actions to strengthen the County's disaster recovery capability. Inresponse to the Board's direction, the State of California was approached to investigate their interest indeveloping a shared capability that might reduce our respective costs. The State felt they were notpositioned to purse a joint disaster recovery capability at the time. ISO has tested and updated itsDisaster Recovery Plans for its IBM and UNISYS Systems based on findings in the tests. The CAO,ISO and CIO are actively addressing countywide business continuity planning and countywide disasterrecovery as a component of that planning.

Project J ustification/Benefits:

The benefits of having available Disaster Recovery Services will enable critical applications that areprocessed on the IBM computer system to be recovered, and allow continued operations within 24hours of the County's declaration of a disaster. The vendor will maintain the necessary hardware andsoftware configuration in a ready state to resume operations. These services are provided under thecurrent contract. The- delivery of County services is heavily dependent on the availability of computer -based applications that manage the vast amount of data and information required by the public.Without a disaster recovery services agreement, the systems could not be recovered and servicesrestored in the timeframes established by the Department.

Project Metrics

The contract requires the vendor to participate in annual recovery testing at the County's request usingtheir Disaster Recovery Services. Testing Services provides up to 96 contiguous hours per annual test.The annual testing provided the metrics required to evaluate the benefits of the proposed agreement.

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Impact If Proposal Is Not Approved

If the proposal is not approved, the County's business operations that operate on the IBM computersystem housed at the Downey Data Center would not be able to have an environment to recover itsoperations. This includes critical applications that would impact the business operations for Sheriff,Assessor, Auditor-Controller, Treasurer-Tax Collector, ISO and other County departments.

Alternatives Considered:

There have been other alternatives considered that may be a viable solution in the event of a significantdisaster. These alternative solutions are being addressed and planned as part of the CountywideBusiness Continuity Planning (BCP) efforts that is being lead by this office.

Project Risks:

A notable project risk is not having a guarantee that when we declare a disaster, the vendor may not beable to provide our hardware requirements at that time. This will significantly reduce our ability inperforming a recovery of our computer systems to continue their operations, even though we have paidmonies to provide a facility to recover our computer systems.

Risk Mitigation Measures:

To mitigate the risk described in Project Risks is a real challenge. Events are unpredictable, and theselected vendor has customers that are geographically widespread over the United States. The riskexists, however. Schedule A indicates that when this vendor learns of an approaching storm or othersituation that might cause a Multiple Disaster, they shall monitor the situation and use commerciallyreasonable efforts to coordinate contingency plans with all potentially affected subscribers. Noted areother terms that provide protection for multiple disasters, for example, no other customer of this vendorshall be granted any greater rights of access to or use recovery resources than are granted to theCounty in this agreement.

Financial Analysis:

In reviewing the financials, the current contract is due to expire March 31, 2004 and along with theproposed costs for the new agreement, the cost increased in many areas. The cost increase rangedfrom 1.5 to 2.5 times for the following areas: Monthly Subscription and Network Fee, Hot Site DisasterDeclaration Fee (per occurrence), and Hot Site Daily Usage Fee (per day).

The variance between the current contract and the proposal, for Monthly Subscription Fees only, hasincreased by ninety-two percent. This includes annual Hot Site configuration based on the providedCounty's specifications that includes ninety-six hours of test time and labor cost for support of the

County's testing.

Additional proposed costs specified, but not priced in the current contract are: Additional Test TimeHourly Fee, Local Recovery Site Disaster Declaration Fee (per occurrence) and Daily Usage Fees.

The current contract has pricing for Cold Site Disaster Declaration Fee (per occurrence), but is includedin the proposal contract as part of the Hot site cost. The Cold Site Daily Usage Fee (per day) wasreduced by twenty-five percent in the proposed contract.

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Overall, the cost increase incurred is due to expanding the hardware capacity. Capacities for theprocessor were doubled, and the DASD was tripled, as well as increased network capacity and theprovision of Internet connectively.

cia Concerns:

This agreement is specific to the IBM computer system for their Disaster Recovery Services. Thisvendor has a similar agreement for recovery capabilities for the Unisys computer system. Our office isconcerned with the lack of recovery capabilities for the Midrange Computing environment; it is alsohoused at the Downey Data Center. As part of Business Continuity Planning, we would like to addresspotential solutions that would allow this environment to be irlcluded in a similar agreement.

cia Recommendations:

Our recommendation is to approve this contract to maintain our ability to recover critical applications, aswell as other applications being processed on the IBM computer system at the Downey Data Center.Based on current technology being deployed, 24 hours to recover critical applications can be improvedas we move forward in enhancing our recovery capabilities.

cia APPROVAL

Date Received: February 23, 2004

Prepared by: Robert Pittman

Date:

Appro'l/ed:

Date:

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P:\Drafts\Sungard cia Board Analysis -022604.doc