HomeMy WebLinkAbout22C - SPEC - SOFTWARE SYSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 2, 2016
TITLE:
CONTRACT AWARD TO
2FA INC. FOR AUTHENTICATION
SOFTWARE SYSTEM AND
SUPPORT CONTRACT
(SPEC. NO.16 -083)
(STRATEGIC PLAN NO. 1, 2B)
1
CITY MANAG R
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
:--t• r,
❑ As Recommended
❑ As Amended
❑ Ordinance on 1"Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize a one -time purchase and payment of purchase order to 2FA, Inc. for the purchase of
advanced authentication software system in the amount of $55,324; and for a 3 -year
maintenance and support contract in the amount of $23,884, for a total amount not to exceed
$79,208, with provision for two, one -year renewals exercisable by the City Manager, subject to
non - substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Criminal Justice Information System (CJIS) is managed at the national level by the Federal
Bureau of Investigation (FBI) and at the state level by the California Department of Justice (DOJ).
In response to increasing data security risks as well as a commitment to protect private
information used by law enforcement, the FBI enhanced the CJIS security policy to require
agencies that access criminal justice information in a mobile environment use advanced
authentication. An advanced authentication system takes security beyond a user name and
password by requiring users to provide a second factor of authentication (the password being the
first). 2FA Inc. provides a flexible advanced authentication solution that has already been certified
by the DOJ as meeting this requirement.
The procurement of this system will further protect the City of Santa Ana Police Department's
confidential information used to carry out its law enforcement duties. It will also ensure the
Department's compliance with state and federal security requirements as it moves forward with
updating the mobile computers used by field personnel. Staff compared numerous advanced
authentication systems and 2FA's solution was clearly the most flexible and geared specifically
for a law enforcement organization.
22C -1
Contract Award for Authentication Software
System and Support Contract
August 2, 2016
Page 2
2FA Inc. recently changed its pricing model for new clients. Under their old pricing, agencies
would pay initially for perpetual licenses and then pay for support and maintenance on those
license for subsequent years. Under their new pricing, agencies contract with 2FA Inc. on a
subscription basis, effectively having to repurchase their individual licenses each year. 2FA Inc.
has made their old pricing structure available to the City on the condition that a purchase is made
at the beginning of August. Additionally, the vendor has extended a 10% discount for the
purchase of a multi -year maintenance and support contract upfront. The discount will carry over
to the renewal periods, should the City decide to exercise them. The City's Police Department
has decided to take advantage of the expiring pricing model as well as pay for the maintenance
fee upfront in order to receive the 10% discount, which has resulted in savings totaling $137,153
($221,200 new pricing — $88,480 extended old pricing plus $4,433 multi -year discount).
The notice inviting bids was advertised on June 21, 2016 and offers were solicited. A summary of
the bids and offers received is as follows:
89 Vendors were notified
3 Vendors downloaded the bid
0 Bids received from a Santa Ana vendor
1 Bids received
Bids were opened on July 5, 2016, and evaluated. The bid received from 2FA, Inc. is responsive
to the specifications and meets the City's requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item allows the City to meet Goal #1 Community Safety, Objective #2, (broaden
communications, information sharing and community awareness of public safety activities),
Strategy B (purchase and install new in -car computers in patrol vehicles to facilitate enhanced
information sharing and timely police response).
FISCAL IMPACT
Funds in the amount of $55,324 for the software system and $23,884 for the three -year
maintenance and support contract are available in the FY 2016 -17 US Dept. of Justice AFF
account (no. 16614450 62300).
Upon exercise of the renewal periods, funds in the amount of $7,959 will be budgeted and made
available in each FY 2019/20 and 2020/21 in the US Dept. of Justice AFF account (no. 16614450
62300).
22Ci-2
Contract Award for Authentication Software
System and Support Contract
August 2, 2016
Page 3
Carlos Rojas
Chief of Police
Police Department
r
Jack Ila
Chie echnology Innovations Officer
Infor ation Technology Department
EG /BD
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez ujt-
Executive Director
Finance and Management Services Agency
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