SR 12-12-2023 5J
City Council
Report
City Council Meeting: December 12, 2023
Agenda Item: 5.J
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To: Mayor and City Council
From: Christopher Smith, Acting Chief Information Officer, Information Services
Department
Subject: Accept Bid with vCloud Tech for Proofpoint Cybersecurity Software Licenses
Recommended Action
Staff Recommends that the City Council
1. Award Bid #4471 to vCloud Tech to provide Proofpoint's Intelligent Classification
and Protection, Enterprise Data Loss Prevention, and Web Security solutions,
associated licensing, and services as required by the Information Services
Department;
2. Authorize the Procurement Manager to issue a purchase order with vCloud Tech
for Proofpoint's Intelligent Classification and Protection, Enterprise Data Loss
Prevention, and Web Security solutions, associated licensing, and services in the
amount not to exceed $506,826 for an initial two-year term, with one additional
one-year renewal option to extend on the same terms and conditions for a total
amount not to exceed $799,918, with future year funding contingent on Council
budget approval; and
3. Adopt a finding of Categorical Exemption pursuant to Section 15061(d)(3)
(Common Sense Exemption) of the California Environmental Quality Act (CEQA)
Guidelines.
Summary
Ensuring the security and integrity of data and technology systems is critical to the
delivery of City services and operations. Every function of City business relies on
technology in some way. In 2021, the Information Services Department (ISD) was
awarded funding totaling $692,153 as a part of the annual U.S. Department of
Homeland Security (DHS), Federal Emergency Management Agency's Urban Area
Security Initiative (UASI) grant to be used on cybersecurity program enhancements.
The City again received UASI grant funding in the amount of $370,000 in the 2022 grant
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cycle to support the City’s information security efforts. ISD will utilize the grant funding
to issue a purchase order with vCloud Tech to implement solutions from Proofpoint to
monitor and safeguard the City’s data stored with cloud-based providers, strengthen
identity management, and provide greater cybersecurity risk prioritization to aid in
cyberattack prevention.
Discussion
The City of Santa Monica’s Information Services Department manages a technology
environment that includes over 300 software systems, 2,000 computers, a data center,
several cloud-hosted solutions, a disaster recovery environment, fiber networks
connecting City facilities and assets, and public-facing webpages and portals used by
City customers. It is vital this technology and the data stored in them is maintained in
such a way to provide resilience and to protect the confidentiality, integrity, and
availability of the City’s operations.
Selecting Proofpoint’s intelligent classification and protection, data loss prevention, and
web security solution is part of ISD’s strategic plan aimed at fortifying the City’s
cybersecurity posture. The comprehensive capabilities of Proofpoint’s solution provide
robust protection against data breaches and cyber threats. Intelligent Classification and
Protection ensure sensitive information is appropriately handled, reducing the risk of
data leaks. The data loss prevention features offer an additional layer of defense,
preventing unauthorized access and safeguarding critical business data. Coupled with
advanced web security measures, Proofpoint’s solution not only mitigates cybersecurity
risks but also promotes a secure online environment for City staff and the public.
Ultimately, choosing Proofpoint aligns with City’s commitment to maintaining the highest
standards of data security and safeguarding the integrity of City operations.
The City has used Proofpoint information security tools since 2019. The addition of
Proofpoint's Intelligent Classification and Protection, Enterprise Data Loss Prevention,
and Web Security solutions will integrate with the City's existing information security
tools to ensure more secure monitoring and protection of the City's technology and
allows ISD staff to address the full spectrum of people-centric data-loss scenarios.
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These tools also ensure more secure computing by staff, whether in the office or
working remotely and adds additional security to protect sensitive data stored in City
systems.
Vendor Selection
Bidder Recommendation
Best Bidder vCloud Tech, Inc.
Evaluation Criteria Price; the ability, capacity and skill of the bidder to perform or provide the
materials or services. The City shall have absolute discretion in determining
the applicability and weight of the criteria listed above. The City is not
required to select the bid with the lowest price.
Municipal Code SMMC 2.24.180
Submittals Received
Vendor Total 3 Year Pricing Vendor Total 3 Year Pricing
vCloud Tech $799,918 Wave Strong $821,934
Axelliant LLC $803,150 Smart IT Pros Inc $837,944
Phaeton Solutions LLC $811,475
Bid Data
Date Posted Posted On
Advertise In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
10/18/2023 City's Online
Bidding Site
Santa Monica Daily Press 22 11/17/2023
Best Bidder Justification
Staff recommends vCloud Tech, Inc. as the best bidder to provide Proofpoint's
Intelligent Classification and Protection, Enterprise Data Loss Prevention, and Web
Security solutions, associated licensing, and services. vCloud Tech offered the best
overall pricing for licensing and has successfully provided Proofpoint licensing for the
City as well as being a trusted vendor.
Past Council Actions
Meeting Date Description
5/10/2022
(attachment A)
Authorization to accept the 2021 Urban Area Security Initiative
(UASI) Grant Funds for Homeland Security Projects and enter into a
Subrecipient agreement with the City of Los Angeles
Environmental Review
The bid award to provide Proofpoint's Intelligent Classification and Protection,
Enterprise Data Loss Prevention, and Web Security solutions, associated licensing, and
services is exempt from the California Environmental Quality Act (CEQA) pursuant to
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Section 15061(b)(3) of the CEQA Guidelines. The award agreement is covered by the
common sense exemption which states that CEQA does not apply, where it can be
seen with certainty that there is no possibility that the activity in question may have a
significant effect on the environment.
Financial Impacts
Staff seeks authority to approve available funding from the Miscellaneous Grants Fund
to award a purchase order to vCloud Tech to provide Proofpoint's Intelligent
Classification and Protection, Enterprise Data Loss Prevention, and Web Security
solutions, associated licensing, and services. Future year funding is contingent on
Council budget approval.
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If future grant funds are not awarded to the City to cover the costs of continuing the
subscription beyond this three-year period, staff will seek alternative funding
opportunities or discontinue its use of these tools.
Purchase Order Request
FY 2023-24
Request Amount Future Years Amount Account # Total Contract
Amount
$477,692 $0 20140001.55518F $477,692
$29,134 $293,092 20140001.55518G $322,226
$506,826 $293,092 TOTAL $799,918
Prepared By: Christopher Smith, Acting Chief Information Officer
Approved
Forwarded to Council
Attachments:
A. 2021 Urban Area Security Initiative (UASI) Grant Funds for Homeland Security
Projects (Web Link)
B. vCloud - FY23-24_Oaks_Initiative_Disclosure_Form
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CITY OF SANTA MONICA OAKS INITIATIVE DISCLOSURE FORM
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains
certain information. That information includes the name of any person or persons who is seeking a “public
benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes
the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten
percent interest in the entity.
Public benefits include:
1. Personal services contracts in excess of $25,000 over any 12-month period;
2. Sale of material, equipment or supplies to the City in excess of $25,000 over a 12- month period;
3. Purchase, sale or lease of real property to or from the City in excess of $25,000 over a 12- month
period;
4. Non-competitive franchise awards with gross revenue of $50,000 or more in any 12-month period;
5. Land use variance, special use permit, or other exception to an established land use plan, where the
decision has a value in excess of $25,000;
6. Tax “abatement, exception, or benefit” of a value in excess of $5,000 in any 12- month period; or
7. Payment of “cash or specie” of a net value to the recipient of $10,000 in any 12- month period.
Name(s) of persons or entities receiving public benefit:
vCloud Tech Inc.
Name(s) of trustees, directors, partners, and officers:
Muhammad Khan (CEO) 49% Nadia Khan (President) 51%
Name(s) of persons with more than a 10% equity, participation, or revenue interest:
Prepared by: Muhammad Khan Title: CEO
Signature: Date: 11/07/2023
Email: vcloud@vcloudtech.com Phone: (310) 870-1235
FOR CITY USE ONLY:
Bid/PO/Contract # Permit #
Muhammad Khan (CEO) 49%Nadia Khan (President) 51%
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Packet Pg. 368 Attachment: vCloud - FY23-24_Oaks_Initiative_Disclosure_Form (6067 : Award Bid with vCloud Tech - Proofpoint Cybersecurity Software)