Title
a. Support authorizing the Auditor-Controller to increase appropriations and revenues in the Sheriff’s FY2025-2026 Adopted Budget;
b. Support authorizing the Auditor-Controller to amend the Sheriff-Coroner’s FY2025-2026 Adopted Budget; and
c. Support the Monterey County Sheriff’s Office recommendation to the Board of Supervisors, to execute Amendment #5 to TracNet, Incorporated Agreement A-13561 for the replacement of the IBM Servers reaching end of service on 1/31/2026, in the amount of 313,597 for a new not to exceed total of not to exceed total of $2,684,436.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors Budget Committee:
a. Support authorizing the Auditor-Controller to increase appropriations and revenues in the Sheriff’s FY2025-2026 Adopted Budget;
b. Support authorizing the Auditor-Controller to amend the Sheriff-Coroner’s FY2025-2026 Adopted Budget; and
c. Support the Monterey County Sheriff’s Office recommendation to the Board of Supervisors, to execute Amendment #5 to TracNet, Incorporated Agreement A-13561 for the replacement of the IBM Servers reaching end of service on 1/31/2026, in the amount of 313,597 for a new not to exceed total of not to exceed total of $2,684,436.
SUMMARY/DISCUSSION:
Tracnet Corporation is proposing the following for replacement of the existing Monterey County Sheriff’s Office IBM servers reaching end of service from IBM Corporation on 1/31/2026. These servers host the Tracnet Records Management System, Jail Management System, Warrant Repository and CLETS.
FBI CJIS Security Policy, control 5.14 System Acquisition, requires the replacement of system components when support for the components is no longer available from the developer, vendor, or manufacturer.
The configuration supplied is based on maintaining the current High Availability Back-Up second server configuration required to support critical public safety services.
The proposed Total Cost of $ 313,597 includes the costs for the new primary server hardware, new backup server hardware, IBM OS Operating systems for both servers and 3 years IBM Hardware and Software Maintenance.
System #1 (Production)
Hardware Sub Total $ 71,923.72
Taxes at 9.25% $ 6,652.94
Software and Software/Hardware Support sub total $ 120,534.00
Estimated Shipping and Handling $ 482.00
Total Cost Production Server $ 199,592.66
System #2 (CBU)
Hardware Sub total $ 71,923.72
Taxes at 9.25% $ 6,652.94
Software and Software/Hardware Support sub total $ 34,945.00
Estimated Shipping and Handling $ 482.00
Total Cost CBU Server $ 114,003.66
System #1 Production + System #2 CBU $ 313,596.32
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
The Department of Public works, Facilities and Parks (PWFP) has reviewed the MCSO FY2025-2026 Capital Improvement Plan. The MCSO FY2025-2026 CIP was presented to the Board of Supervisors Capital Improvement Committee on September 8, 2025 and was supported by Committee. Information Technology Department (ITD) is aware of this planned hardware refresh and supports the recommended actions requested by the Sheriff’s Office. The servers will be hosted by ITD, and the Sheriff’s Office designee will be the application and proprietary hardware administrators.
FINANCING:
The Sheriff's Office will work with County Administrator's Office to identify discretionary funding sources.
Prepared by: Jennifer Claudel, Departmental Information Systems Manager II, ext#3710
Reviewed by: Timothy Lanquist, Chief Deputy, ext#3887
Reviewed by: Keith Boyd, Undersheriff, ext#3859
Approved by: Tina M. Nieto, Sheriff-Coroner, ext#3750
Attachments:
Budget Committee Report
Attachment A - Tracnet Proposal