ADMINISTRATIVE REPORT
MEETING DATE: December 17, 2025 AGENDA CATEGORY: Consent - Bids TO: Honorable Mayor and City Council
FROM: Randy McKeegan, Finance Director
DATE: December 5, 2025
SUBJECT: Accept bid and approve agreement to BorderLAN, Inc. ($382,500) for Barracuda Email Protection Subscription Licenses.
RECOMMENDATION:
Staff recommend acceptance of bid and approval of the agreement.
BACKGROUND:
Bids were solicited for Barracuda email protection subscription licenses. Three bids were received in response to the solicitation.
The three bids are listed below:
BIDDER AMOUNT
BorderLan, Inc.
San Marcos, CA $382,500
IT Devices Online, Inc.
Dublin, CA $1,151,818
Ibilola Ogun dba ICT Resources
Roseland, NJ $1,169,685
Technology Services utilizes Barracuda security and backup products to secure City email, file system backup, and internet (web) access. This purchase implements another layer in the overall security posture protecting City systems, data, and business cont inuity. Additionally, the purchase of these services facilitates the secure migration of data and services from on premise City systems to a cloud (internet) based architecture for the Microsoft Office365 suite of business applications (Word, Excel, PowerP oint, Publisher, OneNote, Exchange/Outlook email, and other online services/applications)that are used for document creation and information sharing throughout the City.
This bid secures subscription licenses to Barracuda for providing cloud -based email s ecurity, cloud file system backup, and email retention for City users (1,700 user licenses). Bids were solicited to secure pricing for a 60-month period; payments to be made annually to the successful bidder in alignment with the City budget. Prices above reflect the annual cost and the total cost for a 60-month period.
Staff finds the low bid submitted by BorderLAN, Inc. from San Marcos, California for $382,500 to be acceptable.
FISCAL IMPACT:
Funds are budgeted by the Department in the Equipment Management Fund for this purchase.
COUNCIL GOAL:
Reliable Infrastructure
ATTACHMENTS:
1. Partially signed License/Subscription Agreement
2. Exhibit A – BorderLan’s Bid Response Documents
3. Exhibit B – Barracuda’s Legal Terms and Conditions