To: Sonoma County Board of Supervisors
Department or Agency Name(s): Information Systems
Staff Name and Phone Number: Maryanne Morehead 565-1443
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Donation of Datrium Servers to Sonoma County Public Safety Consortium (SCPSC)
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Recommended Action:
Recommended action
A) Find and declare five (5) servers from the Information Systems Department inventory to be no longer needed and surplus.
B) Find and declare that the donation of the subject equipment to the Sonoma County Public Safety Consortium (SCPSC) for use in their data center is in the public interest and will provide security needs for the County, primarily for added storage capacity that would support the County’s resiliency goals by providing backup storage for Consortium operations.
C) Authorize the Information Systems Director to negotiate and effect the donation terms and administer necessary documentation for the donation of subject equipment to the Sonoma County Public Safety Consortium (SCPSC) for use in their data center to increase storage capacity.
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Executive Summary:
The Information Systems Department requests the Board to authorize the donation of five servers that are no longer in use. The Information Systems Department requested the County Purchasing agent to provide a formal statement of value in effort to adhere to municipal code section 2-59 - Surplus Property:
“Any item no longer required by any county department shall be declared surplus and transferred to the custody of the purchasing agent. If the purchasing agent funds that no other county department has need for such item it shall be declared surplus. Any such item or group of related items may then be advertised and sold or otherwise disposed of by the purchasing agent, by whatever method and procedure will return the greatest value to the county. Obsolete items of no value may be destroyed or discarded.”
The Purchasing Agent has given approval for the donation of subject equipment to the Sonoma County Public Safety Consortium (SCPSC) and has advised the Information Systems Department to solicit Board approval authorizing the donation. Supporting research on value of comparable servers is supplied by Purchasing and is attached this item. The Sonoma County Public Safety Consortium (SCPSC) is a JPA comprised of local law enforcement agencies that contract for all IT support with the County.
Discussion:
The Sonoma County Public Safety Consortium (SCPSC) has been working with the Information Systems Department to manage storage capacity. It has been determined that the situation is now at a critical stage and capacity will run out in a matter of months. Additionally, operations have been hampered in that the capacity to conduct regular backups of systems has been diminished, minimizing the amount of back up data the consortium has available.
By making this much needed contribution to a local partner and stakeholder, the County of Sonoma is helping to secure long term storage capacity at minimal cost to either party. There will be no operational impact to the Information Systems Department as a result of the donation. The subject equipment has been replaced and upgraded at the Central County Data Center. The normal replaced cycle for servers is routinely five years, however the replacement of these specific Datrium servers was accelerated as Datrium was bought out earlier this fiscal year.
The servers are planned to be donated as-is, with no warranty or other guarantee. The Information Systems Department will continue to provide IT support for the Sonoma County Public Safety Consortium (SCPSC) for the donated equipment per existing agreement. ’In sourcing’ included in the SLA Budget between ISD and the Consortium.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Organizational Excellence
Goal: Goal 1: Strengthen operational effectiveness, fiscal reliability, and accountability
Objective: Objective 1: Align the Board of Supervisor’s strategic priorities, policy, and operational goals with funding and resources.
Prior Board Actions:
None
Fiscal Summary
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Expenditures |
FY 22-23 Adopted |
FY 23-24 Projected |
FY 24-25 Projected |
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Additional Appropriation Requested |
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Total Expenditures |
$0 |
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State/Federal |
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Fees/Other |
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Contingencies |
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Total Sources |
$0 |
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Narrative Explanation of Fiscal Impacts:
This donation will not require an expenditure. The five servers have a combined minimal value at auction. The servers were originally purchased in fiscal year 19-20 and replaced in Q1 FY 21-22.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Purchasing - Research Surplus Servers sold previously DellR640.xlsx
Related Items “On File” with the Clerk of the Board:
None