To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Deep Freeze and Spirion Maintenance Renewal with R-Computer
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Employment and Human Services Director a purchase order with R-Computer to purchase Deep Freeze Maintenance Renewal, a computer system restore and protection software, in an amount not to exceed $9,420 and to purchase Spirion Support and Maintenance Renewal, in an amount not to exceed $9,220, for the period July 1, 2026, through June 30, 2029.
FISCAL IMPACT:
54% Federal, 38% State, 8% County General Fund: 33.34% of which is budgeted in FY 26/27, 33.33% will be budgeted in FY 27/28, and 33.33% will be budgeted in FY 28/29.
BACKGROUND:
The Employment and Human Services Department (EHSD) needs to renew software and subscriptions to continue to protect the department and the County from risk of data breaches and to comply with state and federal privacy regulations. Deep Freeze Maintenance is a computer system restore and protection software that will enable EHSD to lock down public computer hard disk images and allow for restart and restore to a fresh image. The software will also reduce troubleshooting and repair time for computers that have errors or other performance failures. This enables EHSD to ensure privacy of client information entered while submitting job application.
Spirion Support and Maintenance Renewal, is a data security monitoring software, also known as arcTIS, that will enable the department to identify what is classically categorized as personally identifiable information such as credit card, date of birth, Social Security numbers, and other sensitive data embedded within documents and folder structures. This allows EHSD to identify sensitive data so that communications and coordination can be sent to staff to further secure, delete, or move to a more appropriate storage location.
This vendor was selected per procurement requirements outlined in Administrative Bulletin 600.3.
CHILDREN'S IMPACT STATEMENT:
This agreement/contract supports all five of the community outcomes established in the Children's Report Card: (1) "Children Ready for and Succeeding in School"; (2) "Children and Youth Healthy and Preparing for Productive Adulthood"; (3)"Families that are Economically Self-Sufficient"; (4) "Families that are Safe, Stable and Nurturing"; and (5) "Communities that are Safe and Provide a High Quality of Life for Children and Families,” by supporting staff working directly with families and children.
CONSEQUENCE OF NEGATIVE ACTION:
The County will be at risk for increased risk of data breaches and non-compliance and could have client-access computers face security risks, software issues, and increased downtime, reducing reliability for job searches and other services.