Administrative
Report
H.14., File # 24-0148 Meeting Date: 2/6/2024
To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
APPROVE A MULTI-YEAR AGREEMENT WITH TEC-REFRESH, INC FOR NETWORK FIREWALL
HARDWARE/SOFTWARE AND INFRASTRUCTURE MANAGED SERVICES FOR AN AMOUNT NOT TO EXCEED $857,470.89 AND THE TERM FEBRUARY 6, 2024 TO MARCH 5, 2027
EXECUTIVE SUMMARY
Tec-Refresh, Inc,. (Tec-Refresh) will furnish and install new Fortinet cybersecurity appliances, consolidating a number of existing technologies, modernizing all City network security devices, and bringing all devices under a single support agreement. Tec-Refresh will partner with the City to provide ongoing managed services for threat detection and response, vulnerability scanning, system updates, monitoring, logfile management, network management, firewall management, and ongoing architecture services. The Agreement includes incident response for both cybersecurity and network availability incidents, and will ensure continual improvement in the City’s cybersecurity posture and preparedness. Tec-Refresh also becomes the City’s single point of contact for the entire computer network, which simplifies and improves administrative best practices throughout the organization.
BACKGROUND
The City currently leverages a variety of network security devices from several manufacturers to provide basic network and internet cybersecurity services to the City’s managed wired and wireless computer networks. These devices have been primarily managed and configured in-house and supplemented by a variety of contracts, with some devices totally out of support, others with only basic support provided by their manufacturer, and some supported via 3rd party managed service agreements. Though device age varies between 3 and 8 years there are several potential failure points, and many devices no longer function as designed. The City’s data network prior to this agreement was managed completely in-house, which creates an environment where service interruptions are not tied to any enforceable guarantees of service and follow no cohesive support model.
The FY 2022-23 City Budget included funding to replace several cybersecurity appliances, however this work was delayed due to the retirement and replacement of the City’s IT Director.
The FY 2023-24 City Budget included funding for a cybersecurity assessment to evaluate the City’s networks. A preliminary assessment was completed in December of 2023 and aligned with the recommendations made by the City’s new IT Director, which specify a number of updated and new applications, programs, and services necessary to improve the City’s cybersecurity posture. These recommendations specify improvements to update management, logfile analysis, monitoring, vulnerability scanning, changes to network architecture, and more. Unifying these services under a single Agreement will lower costs and reduce the strain of procuring these products and services
H.14., File # 24-0148 Meeting Date: 2/6/2024
single Agreement will lower costs and reduce the strain of procuring these products and services individually.
With increased reliance upon technology by the City, limited full-time IT resources, 18 sites, over 1200 devices to support, and the ever-changing and sophisticated nature of cybersecurity threats, managed services are necessary to ensure the confidentiality, integrity, and availability of our information systems going forward.
COORDINATION
Information Technology staff coordinated directly with Fortinet and Tec-Refresh to structure and scope the Agreement, which was approved as to form by the City Attorney’s Office.
FISCAL IMPACT
The cost of hardware, implementation, and first year software/services fees were appropriated in the Information Technology Internal Service Fund FY 2023-24 adopted annual budget. Subsequent ongoing costs will be included in future annual budgets. The total not to exceed cost of the agreement over the three-year period is $857,470.89 and leverages NASPO Master Contract Number: AR2472 to achieve best pricing. The cost includes a 10% contingency to be reserved for emergency troubleshooting, repair, and design services not included in the annual service Agreement.
Funding Expenditures
$857,470.89 - IT Internal Service Fund $293,398.99 - Firewalls, 3-Years Licensing, On-Boarding, and Year-1 Managed
Services
$230,280.00 - Year-2 Managed Services
$255,840.00 - Year-3 Managed Services
__________ $ 77,951.90 - 10% Contingency
$857,470.89 $857,470.89 - Total Project Cost
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· Agmt - Tec-Refresh
· Insurance - Tec-Refresh