Memorandum
Date: May 30, 2025
To: The Honorable Lake County Board of Supervisors
From: Luke Bingham, Sheriff/Coroner
Subject: (a) Approve purchases of replacement computer equipment from MGT Impact Solutions, Dell and Berkeley Communications and (b) Approve budget transfer from the Sheriff/Jail budget 2301 to the Sheriff/Central Dispatch budget 2202.
Executive Summary:
The Lake County Sheriff’s Office relies on a system of servers to conduct business operations on a daily basis which are now past their service life.
Our existing RIMS server is operating on Windows Server 2012, which has reached its end of life and is no longer receiving critical security updates from Microsoft. As a result, the system is increasingly vulnerable to security risks and operational failures. This is one of two remaining Windows Server 2012 systems in our environment, and we are beginning to experience compatibility issues due to recent updates released for supported systems. These updates are starting to break functionality on our legacy servers, making it clear that continued operation on these platforms is unsustainable.
Additionally, our Sheriff's Office relies heavily on two HyperFlex servers that currently host our virtualized environment for all Sheriff-related virtual machines. These servers must also be replaced to maintain system reliability, performance, and compatibility with modern software requirements.
As part of this infrastructure upgrade, we will also update the RIMS server's operating system and migrate to a supported version of Microsoft Structured Query Language (SQL) to ensure the integrity, performance, and supportability of our data systems.
These upgrades are essential to maintain uninterrupted operations, secure communication, data storage, and user access across all Sheriff's Office functions.
This project includes exemptions from the completive bidding process per Lake County Code of Ordinances Article X sections 2-38.4 and 2-38.5. The quote for the recommended Dell servers is based on the NASPO Computer Equipment PA - California competitively bid contract. Microsoft licensing will be procured through the Riverside County Microsoft competitively bid contract. The Cisco switches will be acquired under the FOCUS #2021092 competitively bid contract. The NetApp all-flash filer is manufactured by NetApp, which is the sole source provider of this product.
This request has been reviewed and approved by our Information Technology Director Shane French.
The solution will be implemented by a one-time purchase of hardware and software not to exceed $150,000.00 with a subsequent annual license fee of approximately $2,650.00 per year. Funding is being allocated in the Sheriff/Central Dispatch budget unit 2202, object code 62.74. Total funds in the amount of $200,000, from the security project are being transferred at this time.
Proposed IT summary:
Project 1: Replace Hypervisor (virtual server) hardware:
• This will replace your existing 2 Cisco Hyperflex servers
• These servers run vmware hypervisor which, in turn, runs all of your Sheriff VMs (sheriff servers)
• This is a hardware-only replacement of storage and computers
Project 2: Update RIMS server OS and SQL
• We will set up a new VM for RIMS
• We will install Windows server 2022 and SQL 2022/2025
• We will migrate your existing RIMS install to this new server
• You already have the licensing for Server 2022, just need to purchase the SQL licenses.
• $29,994.07 for (2) servers-this quote includes tax and shipping. This item is being purchased on a piggyback contract.
• $54,919.64 for storage appliance includes tax and shipping. This item can be justified as sole source. Only available from this company.
• $39,629.16 for 2 new 25/100Gb switches (optional, and could be added later. Allows you to connect storage at 25Gb instead of 10Gb). Includes tax and shipping. This item is being purchased on a piggyback contract.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: (a) Approve purchases of replacement computer equipment from MGT Impact Solutions, Dell and Berkeley Communications and (b) Approve budget transfer from the Sheriff/Jail budget 2301 to the Sheriff/Central Dispatch budget 2202.