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02-09-2016 CC Rpt A08 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY Meeting Date: February 9, 2016 Item No. A08 Public Hearing: ❑ Discussion Iter: ❑ ino -iiI! Consent Item: 1 February 2, 2016 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: DESKTOP COMPUTER UPGRADE RECOMMENDATIONS: 1. Authorize staff to "piggy-back" on the National Intergovernmental Purchasing Alliance (National IPA) cooperative purchase agreement. 2. Authorize the issuance of a purchase order to CDW G, Inc. in the amount of $126,100 to purchase desktop computer replacements for City Hall, City Yard, Community Center, Community Park, McCoy Equestrian Center and Grand Avenue Park. BACKGROUND/ANALYSIS: In FY 2011-12, an Information Technology (IT) Capital Project was approved to replace the City's desktop computers with a Virtual Desktop Infrastructure D1 . Virtual Desktop Infrastructure refers to the process of hosting all desktop computers on a server. The VDI solution was aimed at providing greater redundancy, simplifying systems administration and minimizing hardware failures. The total projected costs for the VDI project was $202,728. The proposal was constructed in three phases. Phase one was approved by the City Council at the January 24, 2012 meeting in the amount of $62,728 to cover the primary server infrastructure and 40 virtual client licenses. Phase two was approved by the City Council at the May 24, 2013 meeting in the amount of$52,000 to purchase a secondary server and 128 virtual client licenses. Phase three is budgeted for FY 2015-16 in the amount of $87,000 for the replacement of all desktop computers with thin clients (lightweight computers that are designed for VD). Additionally, there is $13,000 budgeted in FYI -'16 to cover the annual licensing cost for the VDI software, which over a seven year projection amounts to $91,000. 102/470 AGENDA DATE: FE RUAr 0, 2010 PAGE 2 I SUBJECT: DESKTOP COMPUTER TE PG AC E The VDI project has faced many challenges: • Performance Issues — The VD! infrastructure requirements were developed by DELL to support the full deployment of 180 desktop computers. Staff experienced substandard performance after deploying 17 thin clients in a test environment. Staff expects that performance issues would be magnified with a full deployment and additional costs would be necessary to guarantee acceptable performance. • Higher than Anticipated Cost — At a total price of $292,728, the l solution costs approximately 121% more than a desktop computer replacement strategy. • System Administration — Administering VDI has created an additional layer of complexity that would require more IT staff time to manage. • Redundancy — While there are redundant servers built into this project as a failsafe, it comes with a downside because problems experienced in a VD environment affect multiple users instead of a single user. Due to the challenges of the project, staff recommends that the City abandon the VDI project and purchase desktop computer replacements. The current desktop computers have been in place for over seven years. This strategy will be more cost effective, provide higher performance, and ensure a lifespan that is comparable to the VDI strategy. Where possible, hardware from the old system and the abandoned VDI infrastructure will be repurposed or recycled. The total cost of the desktop computer replacements is $126,100. CDW-G submitted pricing using the National IPA cooperative purchasing agreement. National IPA is a cooperative purchasing organization that serves city/local, county and state government entities. The contract was competitively bid and awarded on August 18, 2013 and expires on August 17, 2018. FISCAL IMPACT: No additional appropriations will be necessary as this project will be funded by funds appropriated for the 1 project and infrastructure upgrades in the FY 2015-16 IT budget. CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA) REVIEW: IEW This proposed action is exempt from review under the California Environmental Quality Act (California Public Resources Code §§ 21000, et seq.; "CEQA") and CEQA regulations (14 California Code Regulations § 15000, et. seq.) because it does not involve any commitment to a specific project which could result in a potentially significant physical impact on the environment; and constitutes an organizational or administrative activity that will not result in direct or indirect physical changes in the environment. Accordingly, this action does not constitute a "project" that requires environmental review (see specifically 14 CCR § 15378(b)(4-5)). 103/470 AGENDA DATE: FEBRUARY 9, 2016 PAGE 3 SUBJECT: DESKTOP COMPUTER UPGRADE Respectfully submitted: Recommended y: , . .... Vin.: . Konr-adt-Bartlam, City Manager Vincvaster, Finance Director 104/470