Information Technology Department
www.santa-ana.org/IT
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 1, 2025
TOPIC: Email Security and Cybersecurity Awareness Training
AGENDA TITLE
Agreement with CDW-G for Email Security and Cybersecurity Awareness Training Software Subscription Services (Specification No. 25-090) (Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with CDW-G for cloud-based email security and cybersecurity awareness training services for a 39-month term. The agreement will commence on or after July 1, 2025, with the exact start date to be adjusted based on the actual implementation and purchase order issuance. The agreement end date will be extended accordingly to maintain the full 39-month term, in an annual amount not to exceed $75,306 to accommodate potential growth in user licenses, for a total not- to-exceed amount of $225,918 over the 39-month term (Agreement No. A-2025-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City of Santa Ana currently relies on two separate platforms to support its cybersecurity framework: one for on-premise email security and another for employee cybersecurity awareness training. However, the current email security solution is based on legacy technology that will no longer be supported after March 2026. Without security updates or patches, the continued use of this system poses significant operational and security risks. Furthermore, the existing platforms lack the advanced capabilities and flexibility of modern cloud-based solutions, limiting the City’s ability to effectively detect and respond to today’s rapidly evolving cyber threats.
In response, staff recommends transitioning to a consolidated, cloud-based cybersecurity solution that integrates advanced email threat protection with user training tools. The proposed solution would replace the City’s current platforms, streamline system administration, and improve threat visibility. It would also enhance employee awareness through interactive cybersecurity training, including simulated phishing campaigns and behavior-based learning modules.
Email Security and Cybersecurity Awareness Training
July 1, 2025
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The recommended platform offers features such as real-time scanning of links and attachments to detect harmful content, protection against impersonation and spoofing attempts, advanced threat filtering, and centralized reporting. These capabilities are essential in helping prevent data breaches and reducing cybersecurity risks. The system is scalable to accommodate future growth and provides automated insights that support both technical defenses and end-user education.
Santa Ana City Ordinance No. NS-3041 authorizes the City to purchase from contracts established by any public agency that utilized a competitive bidding process. Sourcewell, a cooperative purchasing organization, awarded Contract No. 121923-CDW to CDW-G for the provision of cybersecurity solutions through a competitive solicitation process on behalf of its member agencies.
City staff reviewed available procurement options and determined that utilizing the Sourcewell cooperative contract is the most efficient and cost-effective method for acquiring email security services. Leveraging this cooperative agreement allows the City of Santa Ana to obtain a vetted, high-quality solution at competitive pricing, in accordance with the City’s Purchasing Guidelines.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with the action.
FISCAL IMPACT
Funding is available in the Information Technology Department under the Network & Telecommunications accounting unit (10920140) for FY 2025–26. Funding for subsequent fiscal years will be included in proposed budgets for City Council consideration.
Fiscal Year Accounting Unit -
Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
2025-26 10920140-66511 Information
Technology
Network &
Telecommunications –
Computer Software
Subscriptions
$75,306
2026-27 10920140-66511 Information
Technology
Network &
Telecommunications –
Computer Software
Subscriptions
$75,306
2027-28 10920140-66511 Information
Technology
Network &
Telecommunications –
Computer Software
Subscriptions
$75,306
Total = $225,918
Email Security and Cybersecurity Awareness Training
July 1, 2025
5 1
6 1
EXHIBIT(S)
1. Sourcewell Cooperative Contract No. 121923-CDW
Submitted By: Jack Ciulla, Chief Technology Innovations Officer, Information Technology Department
Approved By: Alvaro Nuñez, City Manager