To: Board of County Commissioners
Through: Philip Savino, Director, Department of Technology
Prepared By:
prepared
Philip Savino, Director, Department of Technology
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presenter
Presenter: Philip Savino, Director, Department of Technology
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Subject:
Title
State IGA with Arapahoe County Human Services for HP Computers
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Purpose and Request:
recommended action
The Arapahoe County Information Technology Department (IT) requests the Board of County Commissioners approve and authorize the Chair to sign the intergovernmental agreement with the State of Colorado to establish the terms of use and governance of computer purchases for Arapahoe County Human Services. The Board approved this item for consent on Nov 14, 2022.
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Background and Discussion: The State leases computers from HP on our behalf for Human Services to use for CYF and CBMS-designated employees. This agreement is to establish a consistent procedure to manage the services the State provides and establish an understanding of the processes involved in managing the leased equipment for both the County and the State. This IGA begins on November 1st, 2022, and applies to 142 CYF leased computers being replaced in 2023. The State has allocated $304,748 for the replacements due in 2023. An IGA will be issued for each State leased computer cycle as follows: 50 CBMS computers are due in 2024 and 92 CBMS computers are due in 2025. After signing the initial IGA for each cycle, the State anticipates they will issue an amendment to the IGA for each future refresh. The County has a total of 284 State leased computers in the above 3 cycles. Additionally, the County is an option 3 County, meaning our IT department manages these leased computers including imaging, software deployments, and security updates. IT works with the State and Human Services each year to confirm orders for the refresh cycle. The County has an option in the IGA to “buy out” leased equipment, for example, if we wanted to buy out the monitors. The leased computers come with a 3-year warranty but do not have accidental coverage (lost, stolen, damage such as water, dropping the laptop etc.) If a computer needs warranty repair, our IT department submits a ticket to the State, and they send a technician out to repair it. If the computer is damaged, lost, or stolen, the County will “buy out” the equipment. We can request a replacement be ordered or wait until the next cycle to be issued a replacement. IT coordinates the delivery of the equipment directly with HP. Once delivered, we have about 60 days to deploy the equipment unless otherwise communicated and arranged with the State and HP that this timeframe cannot be met. Absolute software is required to be installed on each of these computers to manage geo-location and login information. The State provides the license for this software. HP picks up the retired equipment and wipes the computers onsite before they leave our buildings.
Fiscal Impact: This agreement allows us to leverage $304,748 of state funding to supply ACHS computers reducing the need for the county to cover the cost.
Alternatives: Fund the cost of the computers for ACHS
Alignment with Strategic Plan:
☒Be fiscally sustainable
☒Provide essential and mandated service
☒Be community focused
Staff Recommendation: No Staff recommendation
Concurrence: No Staff recommendation