Agenda Item No: N.9
AGENDA REPORT
DATE: October 21, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-203 IT CDW Government Purchase for Virtual Servers
Authorizing the Purchase of Virtual Servers from CDW Government
Funding Source: $997,072; Computer Fund
Contact: Naveed Ashraf, (707) 428-7582
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The City seeks authorization to purchase renewal of virtual servers from authorized reseller CDW Government (CDW-G).
DISCUSSION
The City of Fairfield relies on virtualization software as the foundation of its City -wide server environment, which supports all core service delivery systems. The City has utilized this platform for over 16 years and is heavily invested in its infrastructure and operations.
The City’s current licenses expired on August 22, 2025. To ensure continuity of operations, staff recommend a five -year renewal of the virtualization software licensing and support through August 22, 2030. The City plans to “piggyback” on a cooperative contract (OMNIA Mesa 2024056- 01 – GOV), thereby relying on the competitive solicitation, to procure technology goods and services without issuing a separate Request for Proposal.
CDW-G is a nationally recognized technology solutions provider specializing in state and local government and serves as an authorized reseller for this software.
FINANCIAL IMPACT
The 5-year renewal cost is $997,072. This expense has been budgeted in the Computer fund, Enterprise Licensing (Project ITENLICOP). Fiscal year (FY) costs are outlined below:
FY26: $148,672
FY27: $170,488
FY28: $195,536
FY29: $224,624
FY30: $257,752
Following the acquisition of the current vendor, the renewal proposal was initially presented with a 130% cost increase, due to a global pricing realignment. Recognizing the significant budgetary impact, Information Technology (IT) staff collaborated closely with our p urchasing partners to negotiate more favorable terms. As a result, we secured a five-year term that reduces the initial increase to 75%, with a controlled annual increase of 15% over the five -year term. This longer term provides cost predictability and ens ures continued access to critical virtualization infrastructure.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The City Council may choose not to approve the purchase request for the renewal of enterprise virtualization support. There is no acceptable alternative, as the City’s virtual infrastructure requires these licenses and support for functionality of the City’s virtual environments. If not approved, the City would be unable to support critical virtual infrastructure and would incur additional late fees from the vendor.
COORDINATED WITH
N/A
STAFF CONTACT
Nicholas Giaccio, IT Manager (Interim)
(707) 428-7760
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Quote
Attachment 4: Cooperative Contract: OMNIA Mesa 2024056-01-GOV