Title
MOTION TO APPROVE THE PURCHASE OF CISCO DUO MULTI-FACTOR AUTHENTICATION LICENSES AND TECHNICAL SUPPORT REWEWAL FROM SENTINEL TECHNOLOGIES, INC., UTILIZING THE STATE OF FLORIDA ALTERNATE CONTRACT SOURCE # 43220000-NASPO-19-ACS, IN AN AMOUNT NOT TO EXCEED $65,022.93, PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(5) states that, "Utilization of other governmental agencies' contracts. Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from this section, provided, however, that this division shall apply only if the contract expressly permits or if the awarding jurisdiction and/or the vendor agree to allow the city to purchase therefrom and if either: (i) the commodities or services are the subject of a price schedule negotiated by the state or federal government or by competitive bid by another governmental agency and not on any preference; (ii) or the price offered for the commodity or service exactly equals or is lower than the governmental contract from vendors awarded the governmental contract. Where an award is made pursuant to this paragraph, the terms and conditions agreeable to the City may be used in lieu of those terms and conditions of the contract with the other governmental agency."
- Section 35.21 of the City's Code of Ordinances is regarding "AWARD OF CONTRACT."
- Section 35.21(A) is regarding "CITY COMMISSION APPROVAL."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City utilizes multi-factor authentication (MFA) from Cisco Duo to protect City applications (ex. Citrix VDI, Office 365, Tyler ERP) by using a second source of validation, like a phone or token, to verify user identity before granting access. Duo is engineered to provide a simple, streamlined login experience for every user and application, and as a cloud-based solution, would integrate easily with the City's existing technology and infrastructure.
2. By adding a second factor to the authentication mechanism employed by an enterprise network, a stolen or cracked user credential pair is no longer enough to gain access to a network. The addition of MFA will decrease the likelihood of susceptibility to a network attack and the spread of malicious self-encrypting software. By requiring a second factor, the malicious software will not be able to provide enough validation in order to have the permissions to propagate.
3. The Cisco Duo platform also provides a centralized platform to unify identity access and management as cloud-hosted software platforms continue to replace on-premises application servers.
4. The State of Utah, Division of Purchasing, in conjunction with National Association of State Procurement Officials Cooperative Purchasing Program (NASPO ValuePoint), awarded Contract # AR3227 for "Data Communications Products and Services" on October 31, 2019, to Cisco Systems, Inc., and the contract has been renewed and has an expiration date of September 30, 2026.
5. The State of Florida entered into a Participating Addendum to the NASPO ValuePoint Cooperative Procurement Program Master Agreement # AR3227, Administered by the State of Utah. As a result, the State of Florida utilizes Alternate Contract Source (ACS) # 43220000-NASPO-19-ACS for the purchase of data communication products and services for State of Florida Agencies and other eligible users utilizing the pricing and options via NASPO ValuePoint Master Agreement # AR3227.
6. The City of Pembroke Pines is an eligible user of the State of Florida Alternate Contract Source (ACS) # 43220000-NASPO-19-ACS. As defined by Florida Administrative Code Rule 60A-1.001, eligible user means "Political subdivisions, including counties, cities, towns, villages and districts, as described by Section 1.01(8), F.S., and instrumentalities thereof."
7. On February 16, 2022, the City Commission approved the initial purchase of Cisco Duo Multi-factor authentication (MFA) licenses and technical support for 1,500 users from Presidio Networked Solutions, Inc., utilizing the State of Florida Alternate Contract Source # 43220000-NASPO-19-ACS in the amount not to exceed $56,700.00 for a one-year period.
8. On March 1, 2023, the City Commission approved the purchase of Cisco Duo Multi-factor authentication (MFA) licenses and technical support renewal for 1,800 users from Insight Public Sector, utilizing the State of Florida Alternate Contract Source # 43220000-NASPO-19-ACS in the amount not to exceed $64,274.40 for a one-year period.
9. On March 6, 2024, the City Commission approved purchase of Cisco Duo Multi-factor authentication (MFA) licenses and technical support renewal for 1,800 users from Sentinel Technologies, Inc., utilizing the State of Florida Alternate Contract Source # 43220000-NASPO-19-ACS in an amount not to exceed $64,775.60 for a one-year period.
10. Similar to previous years, the Technology Services Department requested quotes from the (28) authorized resellers listed on the State of Florida Alternate Source Contract # 43220000-NASPO-19-ACS for the following:
|
Item |
Description |
Subscription |
Qty |
|
DUO- ESSENTIALS |
Standard Cisco Duo MFA Edition |
12 Months |
2000 |
|
SVS-DUO-SUP-P |
Cisco Duo Premium Support |
12 Months |
1 |
11. The following (6) vendors responded with quotes:
|
|
|
Premium |
|
|
|
DUO |
Support |
Total |
|
Sentinel Technologies, Inc |
$49,420.00 |
$15,602.93 |
$65,022.93 |
|
Presidio Networked Solutions Group |
$52,480.00 |
$14,852.04 |
$67,332.04 |
|
AIP US, LLC |
$54,800.00 |
$14,340.84 |
$69,140.84 |
|
NWN Corporation |
$56,240.00 |
$14,437.71 |
$70,677.71 |
|
Insight Public Sector, Inc |
$56,780.00 |
$14,583.37 |
$71,363.37 |
|
Flagler Technologies |
$58,820.00 |
$15,095.62 |
$73,915.62 |
12. The vendor that provided the best quote for the requested Cisco Duo Multi-factor authentication licenses and technical support is Sentinel Technologies, Inc.
Per the contract, the MSRP list price for DUO- ESSENTIALS Standard Cisco Duo MFA Edition (Formerly MFA) is $36 per license, and the contract provides for a 10% discount off of the list price, which would equate to a contract price of $32.40 per license. Sentinel Technologies, Inc. quoted DUO- ESSENTIALS with a greater discount at $24.71 per user per year, exceeding the contract terms.
SVS-DUO-SUP-P Cisco Duo Premium Support is also on contract; however, the contract states that the actual MSRP would be “calculated per the specific customer quoted configuration (# of users, term, quantity, prepaid term, etc.”
Based on the seven competitive quotes that were received, Sentinel Technologies, Inc., has the most competitive price. Moreover, the total quote of $65,022.93 is only $247.33 higher than last year’s cost of $64,775.60. despite an increase of 200 licenses.
13. Request Commission to approve the purchase of Cisco Duo Multi-Factor Authentication Licenses and technical support from Sentinel Technologies, Inc., utilizing the State of Florida Alternate Source Contract # 43220000-NASPO-19-ACS, in an amount not to exceed $65,022.93, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Amount not to exceed $65,022.93 for an initial one (1) year period.
b) Amount budgeted for this item in Account No: Funds are available in the following accounts:
$49,420.00, 001-513-2002-552652-0000-000-0000 (Non-capital Software & License)
$15,602.93, 001-513-2002-546801-0000-000-0000 (IT Maintenance Contract)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.