Memorandum
Date: December 16, 2022
To: The Honorable Lake County Board of Supervisors
From: Rob Howe, Sheriff/Coroner
Subject: (a) Approve the bid award to Dell Technologies for the purchase of 2 servers and (b) award bid to Motorola for migration services not to exceed a total of $55,000 and (c) authorize the Sheriff or his designee to sign the purchase orders.
Executive Summary: The Lake County Sheriff’s Office Body Worn Camera (BWC) and in car camera (4RE) WatchGuard video storage server is nearing end of life, requiring replacement. The system does not have a back-up server and the data storage needs to be increased based upon the anticipation of additional camera systems in the future. All video taken by the Lake County Sheriff’s Office during the performance of official duties is considered public information and is releasable, in certain circumstance under California Public Records laws (6250 et al). Additionally the majority of the stored video is evidentiary and required to be stored and retained per evidence laws, made available to the Lake County District Attorney’s Office for prosecution purposes and provided to defense counsel per discovery rules. If the stored video is lost due to server failure and lack of a proper back-up, the Lake County Sheriff’s Office will be unable to release the lost video(s), jeopardizing the transparency of the Sheriff’s Office and rights of Lake County citizens under PRA law. It would also hinder the prosecution of criminal acts and prevent a defendant from receiving a fair and effective defense.
The Department discussed two possible solutions to the WatchGuard video storage system. The current end of life server can be replaced with increased storage capacity and a back-up server can be purchased and installed or we could migrate to a cloud based server operated by WatchGuard. The migration to the cloud based WatchGuard system would alleviate the need for a back-up server. Due to the cost of migrating to a cloud based server, it was determined that replacing the server and adding a backup would be the most cost effective method of securing this data.
This is the recommended server and vendor for this purchase. The quote is made on the
NASPO competitively bid contract and is being purchased directly from Dell. Dell has applied a
75% discount from list price on these servers. This request has been reviewed and approved
by our Information Technology Director Shane French. The Motorola migration costs are a sole
source. Motorola purchased Watchguard and they are the only vendor able to access our data.
If not budgeted, fill in the blanks below only:
Estimated Cost: 52,000__ Amount Budgeted: _58,000__ 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 the bid award to Dell Technologies for the purchase of 2 servers and (b) award bid to Motorola for migration services not to exceed a total of $55,000 and (c) authorize the Sheriff or his designee to sign the purchase orders.