Title
Approve and authorize the Contracts Purchasing Officer, or Contracts Purchasing Supervisor, to execute a standard County agreement with Dhaani Systems for the license, support and maintenance of DhaaniStar, a software solution to reduce power consumption by County computers.
Body
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
Approve and authorize the Contracts Purchasing Officer, or Contracts Purchasing Supervisor, to execute a standard County agreement with Dhaani Systems for the license, support and maintenance of DhaaniStar, a software solution to reduce power consumption by County computers.
SUMMARY/DISCUSSION:
Currently, the County does not manage computer workstation power consumption across County Departments. The Dhaani Systems DhaaniStar software solution will provide the County a tool for power consumption management by recognizing individual patterns of computer use for each employee using a workstation, and placing the computer in low power mode based upon the individual’s work habits. In addition, it will return the system to full power mode based upon the normal times the employee begins his or her workday. The DhaaniStar software solution will not track computer usage other than on and off times; it will be based at the County’s Data Center, operated by the Information Technology Department (ITD), and does not require software installation on individual computers.
Use of this software on approximately 4000 County computers will reduce the energy consumption of those computers by approximately 67%. It is expected to result in estimated annual savings to the County in reduced utility expenses of over $281,000. It is expected to reduce County greenhouse gas emissions and the County’s carbon footprint through reduced energy consumption.
Funding for this project will be spread among County Departments, based upon the number of personal computers on which the software is installed in each Department. ITD, the Resource Management Agency, and Dhaani Systems will monitor the County’s energy usage on a recurring basis to ensure reductions in energy use and monetary savings are being realized. If the County does not achieve savings equal to or greater than $131,200.00 (the cost of the perpetual licensing for the software and the first year’s maintenance and support) by June 30, 2016, the Contractor agrees to refund all monies paid by the County and to release the County from any further fiscal commitments.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the proposed agreement with Dhaani Systems as to form. The Contracts/Purchasing Department has approved the selection of Dhaani Systems as a sole source vendor. Each County Department that has a separate PG&E account/site meter was consulted by ITD and agreed to having the DhaaniStar software application monitor either all or some of the personal computers it uses.
FINANCING:
Compensation due to Dhaani Systems pursuant to the agreement will be paid proportionally by each of the County Departments. Costs for Departments in multi-use facilities will be billed to RMA as they pay the utility bill for multi-use buildings.
The impact to the general fund in FY 15-16 is $131,200; however the costs will be recovered either by the anticipated energy cost savings, or in the case that the County does not get the savings in utility cost as projected, Dhaani Systems will reimburse the County’s, for a net zero cost to the County.
The future annual maintenance costs for FY 16-17 and FY 17-18 will be included in the appropriate Department’s budget. The County anticipates a $281,000 savings in the cost of utilities after the first year to off-set the maintenance costs.
Prepared by: Elizabeth Crooke, Management Analyst, 755-5108
Approved by:
Dianah Neff, Director of Information Technology, 759-6923
Attachments:
1. Agreement
2. Exhibit A Scope of Work