Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to renew a contract with CDW Government, LLC (CDW-G) to continue Proofpoint software maintenance and support. This renewal will provide Proofpoint software maintenance and support for a term of one year, commencing on December 23, 2023 and ending on December 22, 2024, at a cost of $368,037.00.
Email is the most common vector threat actors use to attack City employees and computer systems while attempting to steal passwords and sensitive information, commit fraud, destroy city data or encrypt city files to hold as ransom. Proofpoint is used as the primary protection against email attacks.
Last year, DoT solicited bids via RFQ010244 for the purchase of Proofpoint software maintenance and support. The contract was awarded to CDW-G, the lowest responsive bidder. The initial contract was approved on September 19, 2022 with passage of Ordinance 1986-2022. This contract allowed for two (2) additional one-year terms, subject to mutual agreement and the approval of proper City authorities. This ordinance authorizes the first available, optional renewal.
This ordinance also authorizes the expenditure of $368,037.00 for the above-described purpose.
FISCAL IMPACT
Funds for this contract are budgeted and available in the Information Services operating fund.
CONTRACT COMPLIANCE
Vendor- CDW Government, LLC, Vendor #007352, expires 3/10/2024
Title
To authorize the Director of the Department of Technology to enter into contract renewal with CDW Government, LLC for the purchase of the Proofpoint software maintenance and support; and to authorize the expenditure of $368,037.00 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($368,037.00)
Body
WHEREAS, the Department of Technology is in need of Proofpoint software maintenance and support; and
WHEREAS, the Department of Technology, through utilization of an invitation for bids opened RFQ022295 for the purchase of Proofpoint software maintenance and support, to which there were two respondents; and
WHEREAS, CDW Government, LLC was the lowest respondent to the above-mentioned RFQ; and as such, DoT recommended that the contract be awarded to CDW-G; and
WHEREAS, the term period for the aforementioned agreement is for one year, beginning on December 23, 2023 through December 22, 2024; and
WHEREAS, this agreement will not automatically renew but, subject to mutual agreement and approval of proper City authorities, can be renewed for two optional one-year agreements; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director of the Department of Technology to enter into a contract renewal with CDW Government, LLC for Proofpoint software maintenance and support, at a cost of $368,037.00, for the preservation of the public health, peace, property, safety and welfare; now therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Technology is hereby authorized to enter into a contract with CDW Government, LLC for Proofpoint software maintenance and support, for a one-year term, commencing on December 23, 2023 and ending on December 22, 2024, at a cost of $368,037.00; and that the contract is not subject to automatic renewal but, subject to mutual agreement and approval of proper City authorities, can be renewed for two optional one-year agreements.
SECTION 2. That the expenditure of $368,037.00 or so much thereof as may be necessary is hereby authorized to be expended as follows in the attachment to this ordinance. (Please see attachment: 2740-2023EXP)
SECTION 3. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.