Title
Resolution to Approve a Three-Year Software Subscription Agreement with SolarWinds via CDW Government, LLC for Network Monitoring and Security Auditing and to Appropriate Funding from the Information Technology Services Fund Balance ($174,607.59) (8 Votes Required)
Memorandum
Attached for your review and approval is a resolution authorizing payment to SolarWinds via CDW Government, LLC in a total amount not to exceed $174,607.59 over three fiscal years (FY2026-FY2028).
Information Technology Services uses several SolarWinds software products to manage the City’s computing network and to provide monitoring and security auditing of the environment.
Budget/Fiscal Impact: The cost of the software subscriptions totals $52,927.46 in FY2026, $58,031.32 in FY2027, and $63,648.81 in FY2028.
While the expenditure was anticipated during FY2026 Information Technology Services budget development, the actual subscription cost reflects vendor licensing increases that exceeded initial estimates. Information Technology Services reviewed alternative products and licensing options and determined that continuing with SolarWinds represents the most cost-effective and operationally sound approach for the City when considering total cost of ownership, operational impact, and security requirements.
For FY2026, $20,000.00 was budgeted in the Information Technology Services Fund, and an additional $32,927.46 is requested to be appropriated from the Information Technology Services Fund balance to fully fund the FY2026 subscription costs.
The amount of $58,031.32 has been budgeted in the FY2027 Information Technology Services Fund budget. Expenditures for FY2028 will be planned for and budgeted in the FY2028 Information Technology Services Fund budget.
Staff
Prepared by: Jennifer Grimes, Infrastructure and Cybersecurity Manager
Reviewed by: David Harris, Network Manager
Joshua Baron, Director, Information Technology Services Unit
Approved by: Milton Dohoney, Jr., City Administrator
Body
Whereas, Information Technology Services uses several SolarWinds software products to manage the City’s computing network and to provide monitoring and security auditing of the environment;
Whereas, The renewal of these software subscriptions was anticipated during the FY2026 Information Technology Services budget development process;
Whereas, subsequent vendor licensing changes resulted in subscription costs that exceeded initial budget estimates;
Whereas, Information Technology Services staff evaluated alternative products and licensing options and determined that continuing with SolarWinds represents the most cost-effective and operationally sound solution for the City;
Whereas, CDW Government, LLC was selected through Sourcewell cooperative purchasing in accordance with City Code section 1:316;
Whereas, The total cost of this agreement is not to exceed $174,607.59 over fiscal years FY2026, FY2027, and FY2028; and
Whereas, Funding for FY2026 and FY2027 is available in the Information Technology Services Fund, with a portion of the FY2026 amount to be appropriated from the Information Technology Services Fund balance, and funding for FY2028 will be planned for and budgeted in the FY2028 Information Technology Services budget;
RESOLVED, That City Council approve a three-year agreement with CDW Government, LLC for SolarWinds software subscriptions in an amount not to exceed $174,607.59 over fiscal years FY2026-FY2028;
RESOLVED, That City Council appropriate $32,927.46 from the Information Technology Services fund balance to the FY2026 Information Technology Services expenditure budget for this purpose;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all appropriate actions to implement this resolution and the agreement.