08-12-2019 Council Packet - Laserfiche WebLink

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AGENDA ITEM Apps I, and OR-Apps2. The City would maintain one physical server at City Hall which would host two virtual servers: OR-AD02 and OR -Utility. The City Hall servers will handle Active Directory, printing, and facilitate the transfer of data between City Hall and LOGIS. It will also offer a solution for future expansion like an IP based surveillance solution. Individual network users are unlikely to notice any difference in how the network operates. The data that they would be accessing would be on a server in Golden Valley, instead of the upstairs of City Hall. The city's IT Technician would still be their main contact for computer related issues. 3. Cost The total cost to design and implement the hosted servers solution is $42,250. If the project is not completed the City will need to replace the two oldest servers this year and our third server next year. A forth server (or other storage solution) will be needed to proceed with the Laserfiche records retention project. At an estimated cost of $15,000 per server this represents a $60,000 expenditure over the next one to two years. Future capital expenditures would be reduced to $12,000 (current cost) once every five years compared to an average of $9,600 per year. This represents an average saving on capital costs of $9,800 per year. There are annual costs associated with the hosted servers. Based on our current levels of data, the annual hosting charge would be $13,700. As the amount of data increases, our charge will also increase. The storage rates range from $1.00/GB to $4.66/GB. The determining factor is how often the data is accessed. Laserfiche records would be accessed and updated less often than the Accounting programs so that type of storage would be less expensive than Accounting data. The blended storage costs based on current levels is $2.10 per GB. Since we currently use LOGIS for hosted backups, the annual cost listed for backups would not be an increase to current costs. Based on the current network structure and data storage, the hosted servers would result in a net annual increase in costs of $3,900. For the additional cost the City gains improved data and network security, redundant processing sites, and fewer network failure points. 4. Funding Network Servers have been being purchased out of the Improvement & Equipment Outlay (IEO) Fund. The initial set up would be from the IEO Fund. The ongoing annual costs will be paid out of the newly created IT Services Fund. COUNCIL ACTION REQUESTED A motion to authorize staff to enter into an agreement with LOGIS to design and host our network. Exhibits A. Managed Services Executive Summary B. Pricing Details Prepared By: Jg1W Reviewed By: -TjZ Approved By: Ib)