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TO: Mayor Richard C. Irvin
FROM: Michael R Pegues, Chief Information Officer
Jeff Anderson, Deputy Chief Information Officer
Erick Davis, IT Service Desk Coordinator
DATE: April 10, 2024
SUBJECT:
A Resolution authorizing the Director of Purchasing to purchase a 3-year subscription for remote desktop connectivity software to Optiv Security, Inc., of Denver, CO, for $134,109.12.
PURPOSE:
The City IT Department wishes to extend usage of the BeyondTrust Remote Desktop connection software as it has proven to be a highly effective remote support tool.
BACKGROUND:
Prior to the installation of BeyondTrust, when corrective action was needed on city staff computing devices, either IT staff traveled to employee locations or city staff brought the device to City Hall.
This lead to unnecessary downtime for staff members and increased employee travel time between City Hall and employee location.
DISCUSSION:
After a competitive bidding process using MarketPlace.city, City IT staff selected the BeyondTrust solution provided by Optiv Security (Optiv) as the best solution. A one-year trial contract was awarded to Optiv via Council resolution R23-110.
After a successful year of use, the IT Department desires to continue to utilize the secure method provided by BeyondTrust to connect remotely to computing devices and perform the corrections necessary. This has shown significantly decrease downtime, increase efficiency and reduce travel to and from City Hall.
An agreement was reached with Optiv to provide BeyondTrust for 3 years at a fixed rate of $44,703.04 annually. The total three-year cost for this solution is $134,109.12.
Funds are available in 101-1280-419.38-11 - Computer Software - for this purchase.
IMPACT STATEMENT:
The City IT Department manages over 1,200 computing devices, most of which is done manually. A lack of remote connectivity software will lead to increased downtime for City staff and increased support time for IT staff as service of these devices would need to be perrformed in person.
RECOMMENDATIONS:
Request the proposed resolution be adopted.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to purchase a 3-year subscription for remote desktop connectivity software to Optiv Security, Inc., of Denver, CO, for $134,109.12.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the City's IT staff currently manages over 1,200 computing devices.; and
WHEREAS, Resolution R23-110 awarded a one-year contract to Optiv Security for the BeyondTrust solution, and;
WHEREAS, City's IT staff desires to extend the usage of this remote desktop connectivity solution; and
WHEREAS, a remote desktop connectivity solution has allowed IT staff to take corrective action without travel; and
WHEREAS funding for this purchase is available in 101-1280-419.38-11.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to purchase a 3-year subscription for remote desktop connectivity software to Optiv Security, Inc., of Denver, CO, for $134,109.12.