To approve the purchase of OKTA licensing and support for the City of Plano’s Single Sign-On (SSO) and Multi-Factor Authentication (MFA) solution for City user and Customer accounts in the estimated amount of $423,710 from CyberOne through an existing contract; and authorizing the City Manager to execute all necessary documents. (Texas DIR Contract No. TX DIR-TSO-4288) Approved

October 14, 2019, City Council approve the purchase of OKTA 550 Multi-factor (MFA) and 3,000 Single Sign-On (SSO) licensing, and support for a one-year contract in the amount of $142,434, and up to four mutually agreed upon one-year renewals with an estimated annual support cost of $65,697 from Critical Start, Inc. through an existing contract DIR-TSO-4288.

March of 2020, the City purchased an additional 2,500 MFA licenses in the amount of $49,106 from Critical Start, Inc. through an existing contract DIR-TSO-4288, to reduce the risk of City staff needing to work remotely in response to the COVID-19 pandemic.

January 11, 2021, the City Council approved the purchase of OKTA Licensing and Support for one year with three automatic one-year renewals in the annual amount of $132,476 from Critical Start, Inc. through an existing contract DIR-TSO-4288. This purchase was to coterm the OKTA 2,500 MFA licenses with the initial purchase of 550 MFA and 3,000 SSO licenses in 2019.

October 9, 2023, City Council approved the renewal and expansion its existing OKTA services to enhance authentication and user access security by $272,139, for a total contract amount of $416,899, solution from Critical Start, Inc. through an existing contract DIR-TSO-4288. This purchase included increasing the number of user account licenses for Single Sign-On (SSO) and Multi-Factor Authentication (MFA) from 3,000 to 4,600 and adding new features like OKTA Access Gateway and OKTA Customer Identity Access Management (CIAM).

This renewal maintains our existing OKTA Identity Access Management (IAM) and Access Gateway licenses. Additionally, we'll continue using OKTA Customer Identity Access Management (CIAM) for 100,000 customer accounts. With Premier Success Technical Support, we'll have 24/7/365 assistance to ensure optimal support.

OKTA's solutions have been crucial in modernizing our identity and access management. In 2019, we implemented Citywide Single Sign-On (SSO) and advanced authentication, including Multi-Factor Authentication (MFA) for 550 Plano Police Department (PPD) accounts. This was essential to meet strict security requirements from federal agencies including Criminal Justice Information Systems (CJIS).

Renewing these licenses is vital to maintaining our strong security posture. Without them, PPD would struggle to comply with federal regulations, and the entire City could face increased security risks from compromised accounts.

This request is to approve the purchase of Okta Licensing and Support for one (1) year.  Funding for this item is available in the 2024-25 Technology Solutions Infrastructure Budget, in the estimated annual amount of $423,710, which will leave a remaining balance of $3,418,164 for additional maintenance and support expenditures.

Approval of this item supports the City's Strategic Plan Critical Success Factor of Excellent, Innovative, and Accountable City Government.