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Regular Agenda Item 4. J.

Regular BOS Meeting

Meeting Date:	03/21/2023
Submitted For:	Michael Roybal	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2023	Budgeted?:	Yes
Contract Dates Begin & End:	06-30-23	Grant?:	Yes
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Approval to use S.A.V.E. Contract No. IT22-020-01 with IT Partners-to purchase a Digitization Server

Background Information

The County is modernizing document storage and retrieval, making it easier for employees and constituents to gather and disseminate information. It is the intent of this purchase to provide servers and storage for the next 5-6 years to accommodate the initiative to digitize all County documents.

On September 6, 2022, the Board of Supervisors approved funding for Information Technology digitization purchases. This purchase will provide assets needed for the Sheriff’s Office to begin digitizing all documents.

Evaluation

The Sheriff’s Office (SO) is requesting 55 new document scanners, using digitization funds, to begin digitizing their paper documents (separate agenda items). This new drive to digitize documents by the SO will require the replacement of an aging, and inadequate, server and storage system currently used by the SO.

The current server and storage system are beyond the suggested time for replacement of 5-6 years. It is a single server and storage system that does not support today’s level of virtualization requirements, and its storage will not support the number of documents that are projected to be digitized. Additionally, the new system will support server failures (redundancy), which the current system does not, allowing better IT management and no downtime to systems, such as Spillman, for Officers when conducting IT updates.

The new system will include three servers, to support current standards for virtualization, and a new storage array allowing faster request response time too SO Deputies in the field and employees in the office. This system will also support multiple external agencies with room for growth in the coming years.

There are no cons to the new system, other than cost. This system will support the SO’s digitization efforts for the next 5 to 6 years. It standardizes with other County IT server and storage systems making it easier for IT personnel to support and maintain.

The attached proposal was submitted by IT Partners in the amount of $167,487.95 for the Digitization Server.

Conclusion

The current server and storage system needs replacement to support the County’s digitization initiative. With the addition of scanners and the increase in digital documents, the new system will support digitization for the next 5-6 years.

Recommendation

The Sheriff's Office and Information Technology Department Director recommend that the Board of Supervisors approve the use of the Strategic Alliance Volume Expenditures (SAVE) contract for the purchase of a new server and storage system, the Digitization Server with IT Partners quote No. 320896 for $167,487.95, to provide support for digitization services for Officers, County employees, and constituents.

Suggested Motion

Information/Discussion/Action to approve the use of S.A.V.E. Contract No. IT22-020-01 with IT Partners in the amount of $167,487.95 for the purchase of the Digitization Server. (Carrie Bartling)

Attachments
Contract Agreement IT22-020-01
Proposal