...Title
MOTION TO APPROVE THE PURCHASE OF THE RENEWAL OF SOPHOS’ COMPREHENSIVE SECURITY SUITE FOR PEMBROKE PINES’ CHARTER SCHOOLS FROM ZONES LLC IN AN AMOUNT NOT TO EXCEED $54,000, PURSUANT TO SECTIONS 35.18(C)(7)(H) AND 35.18(C)(7)(I) OF THE CITY'S CODE OF ORDINANCES.
...Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "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)(7)(h) states, “Copyrighted materials, including computer software;”
- Section 35.18(C)(7)(i) states, “Software licensing and maintenance with the company from which the software was purchased, or its authorized representative;”
- 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. On December 18, 2013, the City Commission approved the initial purchase of Sophos’ Comprehensive Security Suite for the Pembroke Pines’ Charter Schools via IFB # IT-13-04.
2. Sophos’ Comprehensive Security Suite is an all-inclusive Anti-Spam/Malware/Anti-Virus Email Gateway filtering solution for Pembroke Pines’ Charter Schools. It offers protection to users and devices from malware, spam, and data loss.
a. Sophos’ Comprehensive security suite:
i. Combines endpoint, data, email, web, server and mobile protection-all in one license
ii. Has endpoint protection that blocks malware and controls devices, applications, data and network access
iii. Web protection at the gateway and endpoint to protect users everywhere
iv. Email protection to block spam, viruses and control sensitive data
3. Maintaining the renewal of this security suite ensures the protection of Pembroke Pines’ Charter School endpoints and email, to prevent file-based malware attacks, to detect malicious activity, and provide the investigation and remediation capabilities needed to respond to dynamic security incidents and alerts.
4. The initial purchase of Sophos’ Comprehensive Security Suite in 2013 was for a three (3) year period ending in 2016. Since the end of the initial three (3) year period in 2016, one year renewals have been procured.
5. The most recent renewal was a result of IFB # TS-18-01, which was advertised on November 27, 2018 and awarded to Zones at a cost of $54,300, as approved by the City Commission on January 16, 2019.
6. The Technology Services Department would like to renew Sophos’ Comprehensive Security Suite for the Charter School’s for twelve months covering service dates: January 24, 2020 to January 23, 2021.
7. The Technology Services Department has obtained quotes from the following vendors:
Vendor Name Amount
Zones LLC $54,000
SHI International Corp $59,800
Insight Public Sector $62,050
PCM-G $63,000
8. The Technology Services Department has determined the quote from Zones LLC to be the most cost effective.
9. Pursuant to Section 35.18(C)(7)(h) and (i) of the City's Code of Ordinances, "Copyrighted materials, including computer software" and "Software licensing and maintenance with the company from which the software was purchased, or its authorized representative are exempt from the competitive bid and competitive proposal requirements."
10. Request Commission to approve the purchase of the renewal of Sophos’ Comprehensive Security Suite for Pembroke Pines’ Charter Schools from Zones LLC in an amount not to exceed $54,000, pursuant to sections 35.18(C)(7)(h) and 35.18(C)(7)(i) of the City's Code of Ordinances.
...Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $54,000
b) Amount budgeted for this item in Account No: Funding to cover this expense is budgeted within the 46801 IT Maintenance Contracts accounts
|
East Elem. |
170-569-5051-550-46801-7300-359 |
$6,265 |
|
West Elem. |
170-569-5051-551-46801-7300-359 |
$5,370 |
|
Central Elem |
170-569-5051-552-46801-7300-359 |
$5,370 |
|
West Middle |
171-569-5052-553-46801-7300-359 |
$5,862 |
|
Central Middle |
171-569-5052-554-46801-7300-359 |
$6,086 |
|
Academic Village |
172-569-5053-46801-7300-359 |
$18,792 |
|
FSU Elementary |
173-569-5061-46801-7300-359 |
$6,255 |
c) Source of funding for difference, if not fully budgeted: Not applicable
d) 5 year projection of the operational cost of the project: This agreement is for one year and will be reevaluated on a yearly basis as users and/or products that are being purchased.
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
$0 |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$54,000 |
N/A |
N/A |
N/A |
N/A |
|
Net Cost |
$54,000 |
N/A |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.