Explanation
Background
This ordinance authorizes the Director of the Department of Technology (DoT) to renew a contract with CDW Government, LLC (CDW-G) for the continuance of the Proofpoint software maintenance and support.
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.
Ordinance 1986-2022 authorized the Director of the Department of Technology to enter into contract with CDW Government, LLC for the Proofpoint software and support. Through RFQ010244, DoT solicited quotations and awarded the contract to the lowest responsive bidder. The initial contract commenced on December 23, 2022 and ended on December 22, 2023. This contract allowed for two (2) additional one-year terms, subject to mutual agreement and the approval of proper City authorities.
Ordinance 2740-2023 authorized the first renewal of the subject contract. This ordinance is the second, and last, renewal of this contract. The term of this second renewal will be for one year, starting on December 23, 2024 and ending on December 22, 2025, at a cost of $458,645.86.
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 3/12/2026
Title
To authorize the Director of the Department of Technology to renew a contract with CDW Government, LLC for the purchase of the Proofpoint software maintenance and support; and to authorize the expenditure of $458,645.86 from the Department of Technology, Information Services Division, Information Services Operating Fund. ($458,645.86)
Body
WHEREAS, the Department of Technology is in need of Proofpoint software maintenance and support; and
WHEREAS, Ordinance 1986-2022 authorized the Director of the Department of Technology to enter into contract with CDW Government, LLC for the Proofpoint software and support from December 23, 2022 until December 22, 2023 with the option to renew the contract for two (2) additional one-year terms; and
WHEREAS, this ordinance authorizes the second, and last, renewal of the aforementioned contract; and
WHEREAS, it has become necessary to renew the contract in an amount up to $458,645.86 for the Proofpoint software maintenance and support for the final term of December 23, 2024 and ending on December 22, 2025; 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 renew a contract with CDW Government, LLC for Proofpoint software maintenance and support, at a cost of $458,645.86, 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 renew a contract with CDW Government, LLC for Proofpoint software maintenance and support, for a one-year term, commencing on December 23, 2024 and ending on December 22, 2025, at a cost of $458,645.86.
SECTION 2. That the expenditure of $458,645.86, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (see attachment 2443-2024EXP)
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.