M&C Review


COUNCIL ACTION:  Approved on 8/14/2018 

DATE: 8/14/2018 REFERENCE NO.: **P-12234 LOG NAME: 13P18-00433857 SECURITY PLATFORM SOFTWARE SB ITS
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:  

Authorize Purchase Agreement with SHI/Government Solutions, Inc. for Application Security Platform Software, License Fees, Training, Professional Services and Maintenance Support Services for the Information Technology Solutions Department Using Cooperative Contracts in an Annual Amount Up to $277,850.00 (ALL COUNCIL DISTRICTS)


RECOMMENDATION:

It is recommended that the City Council authorize a Purchase Agreement with SHI/Government Solutions, Inc. for Application Security Platform software, license fees, training, professional services and maintenance support services for the Information Technology Solutions Department using National Intergovernmental Purchasing Alliance Contract No. 2018011-02 in an Annual Amount up to $277,850.00, with renewal options for annual maintenance in the amount of $34,000.00.

 
DISCUSSION:

The Information Technology Solutions (ITS) Department will use this Purchase Agreement to purchase, implement and install software to improve the City's Enterprise Resource Program platform cyber security posture against newer tools, techniques and procedures that adversaries are using. The annual renewals will be included in the IT Solutions annual operating budget.

The Information Technology Department originally sought guidance from the Purchasing Division to assist with the procurement of Security Platform Software. Two cooperative quotes and one non-cooperative quote were obtained for cost comparison between vendors. Below is a summary of the quotes received for the Security Software:

Vendor

Co-op Contract

One-Time License Fee

Annual Support

Implementation Cost

Total Cost

SHI Government Solutions

NIPA-2018011-02

Included in Total Price

Included in Total Price

Included in Total Price

$277,850.00

CDW-G

NJPA 100614

$215,000.00

$39,000.00

$42,500.00

$296,500.00

Grey Heller

NON-COOP

$371,600.00

$68,072.00

$47,600.00

$487.272.00

PRICE ANALYSIS - The National Intergovernmental Purchasing Alliance (NIPA) contract offers fixed discounts. Staff reviewed the pricing and determined it to be fair and reasonable.

COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a cooperative purchasing Agreement satisfies any state law requiring that the local government seek competitive bids for purchase of the item. NIPA Contracts are competitively bid to increase and simplify the purchasing power of government entities across the State of Texas.

M/WBE OFFICE -  A MBE/SBE goal is not assigned when purchasing from an approved purchasing cooperative or public entity.

SUCCESSOR CONTRACTS - To facilitate planning and budgeting Staff would prefer to have annual Agreements that align with the Fiscal Year. However, the NIPA Agreement is out of alignment with the City's Fiscal Year and its current term will expire February 28, 2023. In order for this purchase to align with the City's Fiscal Year, adoption of this Mayor and Council Communication (M&C) technically authorizes (i) a series of purchase Agreements, each of which will align to a term of the NIPA Agreement to ensure legal authority exists for the contract, and (ii) an annual spend amount, future years of which would be subject to City Council appropriation. In the event the NIPA Agreement is not renewed, Staff would cease purchasing at the end of the last purchase Agreement coinciding with a valid NIPA Agreement. If the City Council were to not appropriate funds for a future year, Staff would stop making purchases when the last appropriation expires, regardless of whether the then-current purchase Agreement has expired. The City will initially use NIPA Contract 2015011-02 to make purchases authorized by this M&C. As noted, that Agreement NIPA 2018011-02 is set to expire on February 28, 2023. If NIPA 2018011-02 is extended, this M&C authorizes the City to purchase similar equipment and supplies under the extended contracts. If NIPA Contract 2018011-02 is not extended but NIPA executes a new cooperative contract with SHI/Government Solutions, Inc. and with substantially similar terms as NIPA Contract 2018011-02, this M&C authorizes the City to purchase the equipment and supplies under the new NIPA contracts.

AGREEMENT TERM - Upon City Council's approval, this Agreement will commence upon execution by both parties and continue in accordance with the terms and conditions of NIPA Contract No. 2018011-02 or applicable successive NIPA contracts for the same services.

RENEWAL OPTIONS - This Agreement may be renewed for up to four additional one-year terms at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. Staff anticipates the cost for renewal years will be the same as for the first year.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budget and capital budget, as appropriated, and that prior to an expenditure being made, the Information Technology  Solutions Department has the responsibility to validate the availability of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Cynthia Garcia (8525)
Additional Information Contact:
Cythnia Garcia (8525)
Sheila Baker (8356)

 
 
ATTACHMENTS
  SHI Form 1295 Certificate.pdf