(A) A replacement rate will be established for each piece of technology equipment in order to accrue monies for the timely replacement of the item. This replacement rate shall be established by the office of the county manager on the basis of the following formula: R = C/P
(1) "R" is the annual replacement rate;
(2) "P" is the estimated period of use in years; and
(3) "C" is the estimated cost of a like item at the time of replacement (including operating system and application software, if applicable).
(B) Rates shall be billed to each department on an annual basis as a charge to each department's operating and maintenance budget. Monies accrued from charges shall be credited to the fund.
(C) Replacement rates may also be adjusted independently of the above formula to allow for balancing the fund as necessary.
(D) Replacement rates for all inventory items shall be developed and updated annually by the office of the county manager.
(E) Estimated period of use.
(1) An estimated period of use shall be established for each inventory item at the time of acquisition. This period shall encompass that time frame from the date of acquisition to the estimated replacement date.
(2) The determination of this period of use shall be based upon an analysis of the anticipated rate of utilization of the item, combined with performance experience with similar items.
(3) Estimated periods of use shall generally be set for item category and classification, rather than on an individual item basis. Appendix A shall serve as a replacement-planning schedule. Appendix A shall be reviewed annually and adjusted accordingly by the county manager.
(4) Estimated periods of use for all inventory item classes shall be developed and updated annually by the office of the county manager and approved by the County Council.
(5) The estimated period of use is a replacement program-planning guide only. Individual items may be replaced on a shorter or longer time frame depending upon their status or upon the status of the Information Technology Replacement Fund. The county manager will review the status of the entire inventory of the Inventory Technology Replacement Fund on an annual basis in order to make the determinations.
(Ord. 2403, passed 9-2-03)