Title
Information Technologies (IT) Department recommending the Board:
1) Add two Dell PowerEdge R550 Domain Controllers to the Fiscal Year (FY) 2025-26 Fixed Asset list that were included on the FY 2024-25 Fixed Asset list but were not received within the fiscal year, with an estimated cost of $16,600;
2) Add one Rubrik r6410s Appliance to the FY 2025-26 Fixed Asset list that was included on the FY 2024-25 Fixed Asset list but was not received within the fiscal year, with an estimated cost of $29,400;
3) Add two Creston Flex Advanced Video Conference Systems with associated network and audio/visual system components and labor to the 2025-26 Fixed Asset list for the Board of Supervisors Chambers and the Planning Commission Chambers with the estimated project cost of $50,000; and
4) Approve and authorize the Board Chair to sign a Fiscal Year 2025-26 budget transfer to increase Fixed Asset appropriations in the IT budget, using general fund balance for the carry-forward Fixed Assets and the IT Infrastructure Designation for the Chambers audio/visual system upgrade projects. (4/5 vote required)
FUNDING: General Fund $46,000 and IT Infrastructure Designation $50,000.
Body
DISCUSSION / BACKGROUND
The Information Technologies (IT) Department requests authorization to carry-forward fixed assets that were included on the Fiscal Year 2024-25 Fixed Asset listing but were not received by June 30, 2025. This includes $16,600 for two Dell PowerEdge R550 Domain Controllers and $29,400 for one Rubrik r6410 Appliance, all received in early July.
The IT Department is also requesting to add two Creston Flex Advanced Video Conference Systems with associated network and audio/visual (A/V) system components and associated labor for installation, configuration, integration, and testing of new A/V infrastructure for the Board of Supervisors Chambers and the Planning Commission Chambers per the Capital Equipment policy. The total estimated project cost is $50,000. This project will allow for the Windows 11 upgrade to occur to continue supporting the Zoom Room engine that is used for public meetings. This also provides updated equipment to mitigate sound issues that have been occurring with public meetings and upgrades to the user experience.
The budget transfer needed to cover the cost of these items uses general fund balance for the carry-forward items and the IT Infrastructure Designation for the Chambers audio/visual system upgrade project.
ALTERNATIVES
The Board could decline to approve this item and provide alternate direction, delaying payment to vendors for the Domain Controllers and Rubrik Appliance and delaying the Chambers audio/visual system upgrade project.
PRIOR BOARD ACTION
Legistar file 25-0937 - June 10, 2025 - Board Approval of the Dell PowerEdge R550 Domain Controllers.
Legistar file 25-0965 - June 10, 2025 - Board Approval of the Rubrik r6410s Appliance.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Clerk of the Board of Supervisors
Planning and Building
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The Dell PowerEdge R550 Domain Controllers and the Rubrik r6410s Storage Appliance were approved and budgeted for FY 2024-25. Because payment needs to be made prior to the Adopted Budget being approved, it is necessary to increase the FY 2025-26 budget to cover the cost of these items. The savings from FY 2024-25 offsets this transaction.
The Board and Planning Commission Chambers audio/visual system upgrade projects are being funded from the IT Infrastructure Designation, which currently is funded at $1.5 million.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Obtain the Chair's signature on the budget transfer form and forward it to the Chief Administrative Office for processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Amanda Earnshaw, Interim Director of Information Technologies