Item Coversheet
MEETING DATE: 1/11/2021
DEPARTMENT:Technology Services
DIRECTOR:Roger Wright, Chief Information Officer

Purchasing Okta Software Subscriptions and Support through DIR-TSO-4288

RECOMMENDED ACTION:Purchase from Existing Contract


To approve the purchase of Okta Software Subscriptions and Support for one (1) year with three (3) automatic one-year renewals for Technology Services in the amount of $132,476 from Critical Start, Inc. through an existing contract; and authorizing the City Manager to execute all necessary documents. (DIR Contract No. DIR-TSO-4288) Approved


On October 14, 2019, City Council approved the purchase of Okta Single Sign-On and Multi-Factor Authentication Software via Critical Start, Inc. DIR-TSO-3248.


Technology Services proposes purchasing the annual renewal of Okta software subscriptions and support for the City of Plano’s Single Sign-On (SSO) and Multi-Factor Authentication (MFA) from Critical Start, Inc. This purchase provides licensing for 3,000 users and Premier Success Technical Support 24/7/365 with a 1 hour response. This renewal is essential for continued streamlining of authentication processes, reducing user account compromises, and allows for a single account management point for granting and revoking network access to enterprise and Public Safety Systems for City products and services.


Okta was purchased in 2019 to modernize Identity Access Management by implementing SSO City wide and provide advanced authentication (MFA) for 550 Plano Police Department (PPD) accounts to satisfy security policy requirements set forth by the U.S. Department of Justice, Federal Bureau of Investigation, and Criminal Justice Information Services Division in accordance with CJISD-ITS-DOC-08140-5.6.  The requirement for advanced authentication is necessary when data is accessed from outside a physically secured location.  This purchase was approved by City Council on October 14, 2019.


In March of 2020, the City purchased an additional 2,500 MFA licenses to reduce user account compromises across the City.  This purchase became increasingly necessary to secure our user accounts due to City staff needing to work remotely as a result of the COVID-19 pandemic.


Four (4) vendors were contacted for competitive quotes and Critical Start, Inc. provided the lowest price. Technology Services recommends the renewal purchase of Okta SSO and Adaptive MFA via Critical Start, Inc. under DIR-TSO-4288 contract in the amount of $132,476 for the 2021 year coverage term followed by three (3) automatic one-year renewals at an estimated $136,451 for year two, $140,544 for year three and $144,760 for year four.


If the City of Plano does not award this renewal, PPD will be unable to meet the CJISD requirement for advanced authentication and the City could have increased security risks from compromised account credentials.


The City is authorized to purchase from the State Contract list pursuant to Chapter 271 Subchapter D of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (DIR Contract No. DIR-TSO-4288 / City of Plano Internal Contract No. 2021-0146-OR)


This item approves price quotes.  Funding for this item is available in the 2020-21 Infrastructure Budget.  This request is to approve the purchase of Okta Software Subscriptions and Support for one (1) year with three (3) automatic one-year renewals from Critical Start, Inc., in the amount of $132,476, which will leave a remaining balance of $2,808,520 in the 2020-21 Infrastructure Budget for other maintenance expenditures.  Future year expenditures are dependent on contract renewals in the annual estimated amount of $136,451 for 2021-22; $140,544 for 2022-23; and $144,760 for 2023-24.  All future year expenditures will occur within council approved appropriations.


Approval of this item relates to the City of Plano’s Strategic Plan Critical Success Factors of an Excellent, Innovative, and Accountable City Government.

DescriptionUpload DateType
Cooperative Quote Recap12/8/2020Cooperative Quote Recap