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Pine County approves $172,284 purchase of secure servers for recorder’s office
Summary
The board approved a $172,284 purchase from the recorder’s technology fund to replace end-of-life servers used to store public records after staff reported quotes ranged from roughly $170,000 to $270,000 and that offsite/cloud options are costly.
The Pine County Board approved the purchase of a secure server package for the recorder’s office at the firm price listed on the meeting agenda: $172,284, with the purchase to be paid from the county’s technology fund.
Commissioners and staff explained the need to replace aging equipment that stores permanent public records such as deeds and other documents. Staff said the last comparable purchase was made in 2019 and that initial quotes for new servers approached $240,000; after soliciting six quotes the lowest bidder (an existing county vendor) offered the package now approved.
"It's something we absolutely need," said a member of the technology committee during the presentation, summarizing the committee's position that a replacement cannot be patched together. Commissioner Holland moved to approve the purchase and Commissioner Nelson seconded; the motion passed by voice vote. The agenda cited a firm price of $172,284 and noted the funding source as the technology fund.
County staff said multiple layers of backup exist across county facilities, including offsite storage in Sandstone, and that while cloud solutions can be used for common files, public records require secure long-term archival approaches. The board did not provide a roll-call vote tally in the meeting transcript; approval was recorded by voice vote.
What happens next: Staff will finalize the vendor purchase and schedule replacement work; no additional appropriation was recorded in the minutes because the purchase will be funded from the existing technology fund.
