Exhibit A -1 to RFP-SG-103954

STATEMENT OF WORK (SOW)

DATA TAPES STORAGE AND MANAGEMENT SERVICES

1.0 INTRODUCTION
Colorado Springs Utilities (UTILITIES) is soliciting proposals from SUPPLIERS for providing
Data Tapes Storage and Management Services for Colorado Springs Utilities.

2.0 BACKGROUND
UTILITIES currently has approximately 4000 tapes stored in off-site facilities. There are
currently 10 employees that are registered users in the current SUPPLIERS on-line system.
UTILITIES has two pick up/drop off locations in Colorado Springs. Tapes are destroyed or
reused by UTILITIES at the end of their retention period. SUPPLIER tracks tape expiration dates
and provides expired tapes to UTILITIES for destruction or reuse. UTILITIES follows a secure
method to destroy the tapes in such a way as to retain confidentiality.

3.0 SCOPE
The scope of work is to provide data tape storage in a safe, secure, and environmentally
controlled location. The scope also includes secured tape library management and on demand
media handling and transportation. The preferred method tape library management and media
handling is vaulting. SUPPLIER will enable UTILITIES to access the secured tape library
management system as needed. UTILITIES has different departments with their own tapes
requiring separate storage, which includes separate containers, vaulting, authorization and access
to the tape library management system.

4.0 Tasks, Deliverables & Schedule

Prospective SUPPLIERS shall certify that they meet the following minimum qualifications:
a. STORAGE OF TAPES. Present quantity is approximately 4,000 tapes, with approximately
300 of those being active. Annual growth is anticipated to be approximately 300-500 tapes.
UTILITIES data storage tapes contain systems data in electronic form. Tapes shall be
transferred between SUPPLIER site and UTILITIES site in secure and safe containers.

b. FACILITY. SUPPLIER shall be capable of storing all UTILITIES tapes in a single facility.
SUPPLIERS tape storage facility shall be at least 51 miles from downtown Colorado Springs,
Colorado. All tapes shall be stored in a facility with an automatic fire suppression system
(fire detection only is not acceptable). Data storage tapes shall be stored in a temperature-
controlled environment with an automatic fire suppression system other than liquid.
SUPPLIER shall be able to provide adequate protection of Utilities storage items in the event
of flooding, water damage, and any other natural disasters like earthquake, tornados.

c. STORAGE MANAGEMENT, RETRIEVAL AND DELIVERY OF TAPES. SUPPLIER

shall be able to provide the following services:

i. Tape pull, re-filing of boxes with requested tapes, tape searches in SUPPLIERs tape
library management system.
ii. Once- daily scheduled delivery of tapes to UTILITIES address specified. SUPPLIER
shall be able to transport to multiple addresses or groups within one building.
iii. All confirmation of deliveries and pick-ups shall be provided in a hard copy or
electronic format.
iv. SUPPLIER shall track tape expiration dates and provide expired tapes to UTILITIES
for destruction or reuse.
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 Exhibit A -1 to RFP-SG-103954

STATEMENT OF WORK (SOW)

DATA TAPES STORAGE AND MANAGEMENT SERVICES

v. Tape pull, tape searches, and transport services shall be available 24 hours and 7 days
week and completed within 3 hours from the time of UTILITES request for
emergency delivery (Critical Special Transport) and 24 hours for standard delivery
(Standard Transport). Standard transport shall be completed the next business
working for holidays and weekends.
vi. Tape containers shall be secured throughout the entire retrieval and transportation
and opened only by authorized UTILITIES or SUPPLIER personnel.

d. DESTRUCTION OF TAPES. SUPPLIER shall not destroy any UTILITIES tapes.

e. ON-LINE (WEBSITE) SERVICE REQUEST CAPABILITY. SUPPLIER shall provide

an online tape storage management system with capabilities for UTILITIES to request service
and search inventory, service orders, supplies, and invoices. SUPPLIERS online tape storage
management system shall be available 24/7 for multiple UTILITIES users with individual
login credentials.

f. LOCAL SERVICE REQUEST CAPABILITY. The SUPPLIER shall be able to receive

and process service requests by means of a local or toll-free phone call, email or fax for such
services as ordering services/supplies, inventory research, and invoice inquiries.

g. TAPE TRANSACTION CONFIRMATION. Paper/electronic confirmations shall be

provided for all tape transactions. Confirmations shall include date/time stamp of tape
transportation, tape identification number, two party digital signatures of authorized
personnel, and reconciliation and verification of tapes within tape library management
system.

h. MONTHLY ACTIVITY REPORT. SUPPLIER shall provide monthly transaction reports

showing tapes accepted, inventory updates, references, refiles and interfiles, and destructions.

i. TAPE MANAGEMENT SYSTEM MAINTENANCE. SUPPLIER shall maintain up to

date records in tape library management system. Maintenance includes contacts, authorized
personnel profiles and access controls, tape transaction confirmations, and tape expiration
dates.

j. TAPE STORAGE FACITLITIES CHANGES. All tape storage facilities changes shall
receive prior authorization from UTILITIES.

k. RECEIVING OF TAPES BY NEW SUPPLIER. If the contract is awarded to a SUPPLIER

other than the current SUPPLIER, transportation of the tapes from the current SUPPLIERS
facility to the new SUPPLIER's facility shall be the responsibility of the new SUPPLIER.
The current SUPPLIER shall prepare the tapes for pick-up, however, the new SUPPLIER
shall provide the containers for the incumbent to load tapes onto. The awarded SUPPLIER
shall be able to use existing tape identification numbers, and have the ability to integrate
customer or competitor bar codes into their tape library management system.

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 Exhibit A -1 to RFP-SG-103954

STATEMENT OF WORK (SOW)

DATA TAPES STORAGE AND MANAGEMENT SERVICES

l. CONTRACT TRANSITION AT EXPIRATION. Should the awarded SUPPLIER be

different than the current SUPPLIER:

i. Costs: All costs associated with permanently withdrawing UTILITIES tapes from the
current SUPPLIER's storage facility at the expiration of the existing contract,
including tape pull, data entry, tape preparation, and loading of pallets for pick-up by
the awarded SUPPLIER shall be included in SUPPLIERS Exhibit-C1.
ii. Rate of Return: Awarded SUPPLIER shall complete the transfer of all UTILITIES
tapes by the conclusion of the existing contract.

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