TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Susan Galvan, Assistant City Manager
1. Subject
title
Authorize purchase of computer monitors from CPAC, Inc.
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2. Summary
This procurement of computer monitors will enable facial recognition as another credential security factor and provide citywide staff capability for web meetings.
3. Recommended Action
recommendation
1. Approve the purchase of computer monitors from CPAC, Inc. for $209,943.43.
2. Authorize the appropriation of $210,000 from the City Infrastructure Bond (553) unreserved fund balance to:
553.1601.56033.20455 CIP Comp Equip-Multi-Factor Authenticate
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4. Fiscal Impact
The expense for this purchase is $209,943.43 and will be funded through City Infrastructure Bond (553):
553.1601.56033.20455 CIP Comp Equip-Multi-Factor Authenticate
Upon approval of this appropriation, the estimated City Infrastructure Bond fund balance on June 30, 2024 will be $61,150.
5. Strategic Plan Goals
Goal 4: Provide outstanding public service
c: Enhance technology to improve public accessibility to information and services.
6. Discussion and Background
Cyberattacks have evolved from simple viruses and basic malware to highly sophisticated methods in recent years. Windows Hello is a biometric authentication technology developed by Microsoft that enhances security by allowing users to authenticate using facial recognition eliminating the need for traditional passwords. Several hundred city employees are already using this technology and the purchase of these monitors will enable this technology citywide. This is a counter measure to increase the City’s cyber security posture. This purchase also provides citywide ability for staff to use web meeting tools (e.g. Teams, Zoom, etc.) with benefits of improved communication, cost savings (travel avoidance), enhanced collaboration, and productivity.
Orange Municipal Code Sections 3.08.290.A provides for procurements through cooperative purchasing provisions. CPAC, Inc. provided pricing through cooperative agreement OMNIA Contract R200803.
At the May 28, 2024, City Council meeting, the City Council asked if the monitors could be procured from a vendor within the City of Orange (Best Buy was specifically mentioned). Best Buy cannot fulfill a large quantity order from their local stores but did provide a quote from their business division based in Minnesota for $230,701.76. As an additional attempt to procure in Orange, on June 5, 2024, staff inquired of HP if they could provide a vendor within the City of Orange and on June 6, 2024, HP responded that there are no authorized HP vendors in the City of Orange and they provided a few of the nearest local vendors.
As an alternative to purchasing the proposed 859, staff inquired if the cost would change should the purchase be reduced to 430. CPAC committed to honoring the cost of the monitors at the reduced quantity for a total cost of $102,922.80. Unless otherwise directed by the City Council, staff is proposing to purchase the original amount of 859, utilizing funds from the City Infrastructure Bond (553) as this is an eligible expense. Furthermore, per City Council direction, as a means to preserve the General Fund, staff verified that there are no other pending purchases or capital projects that meet the eligibility requirements for use of the bond funds. Those that are eligible have already identified the bond fund as a funding source.
7. ATTACHMENTS
• CPAC, Inc. quote
• Best Buy quote
• HP Request