HomeMy WebLinkAboutStaff Report 2602-5970CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, March 23, 2026
Council Chambers & Hybrid
5:00 PM
Agenda Item
4.Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA
Cooperative Contract No. 23-6692-03 , to Procure Mimecast Subscription services,
including vendor maintenance, updates, and technical support services, for a 3-Year Term
with an Annual Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA
status - exempt under regulation 15601(b)(3).
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: March 23, 2026
Report #:2602-5970
TITLE
Approval of Purchase Order C26196995 with Insight Public Sector, Utilizing OMNIA Cooperative
Contract No. 23-6692-031, to Procure Mimecast Subscription services, including vendor
maintenance, updates, and technical support services, for a 3-Year Term with an Annual
Amount of $93,383 for a Total Not-To-Exceed Amount of $281,093; CEQA status - exempt
under regulation 15601(b)(3).
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or designee
execute Purchase Order C26196995 with Insight Public Sector, utilizing the above-noted OMNIA
Cooperative Contract No. 23-6692-03, to procure Mimecast Subscription Services for a 3-year
term (March 27, 2026 to March 26, 2029) with an annual amount of $93,383 and a total not-to-
exceed amount of $281,093 (Attachment A).
BACKGROUND
The City uses Mimecast services for all inbound and outbound email security, email archiving,
email Public Records Act (PRA) requests, and Secure email messaging as part of an integrated
hosted solution for securing the city’s email content. City started utilizing Mimecast
subscription services through Insight Public Sector using the OMNIA Partners cooperative
contract with the initial coverage period beginning January 4, 2024, and ending January 4, 2025.
During the initial term, the City expanded Mimecast services to include email archiving, large
file send, and related capabilities, with coverage from July 31, 2024, through March 26, 2025.
The City renewed Mimecast for the current coverage period of March 27, 2025, through March
26, 2026. Staff now recommend continuing Mimecast subscription and support under the same
OMNIA cooperative contract for a three-year term beginning March 27, 2026, and
1 Insight Public Sector Contract Documentation: https://www.omniapartners.com/suppliers/insight-public-
sector/public-sector/contract-documents#c7094
ending March 26, 2029; the current quote reflects this three-year commitment and the
corresponding annual coverage periods within that term.
ANALYSIS
Year 1: $94,327
Year 2: $93,383
Year 3: $93,383
FISCAL/RESOURCE IMPACT
The Information Technology Department (ITD) is supported through an internal service fund
model. Approximately 49% of ITD’s costs are funded by the General Fund, with the remaining
51% supported by enterprise and special revenue funds.
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
HTTP://WWW.INSIGHT.COM
Page 1 of 4INSIGHT PUBLIC SECTOR, INC.
2701 E INSIGHT WAY
CHANDLER AZ 85286-1930
Tel: 800-467-4448
Account name:10430297
CITY OF PALO ALTO
250 HAMILTON AVE
PALO ALTO CA 94301-2531
SHIP-TO
CITY OF PALO ALTO
PARAG KUMAR
250 HAMILTON AVE FL 2
PALO ALTO CA 94301-2531
We deliver according to the following terms:
Payment Terms :Net 45 days
Ship Via :Electronic Delivery
Terms of Delivery :FOB DESTINATION
Currency :USD
Quotation
Quotation Number :0229159183
Document Date :02-FEB-2026
PO Number :
PO Release :
Sales Rep :Chris Robertson
Email :CHRIS.ROBERTSON@INSIGHT.COM
Phone :+14803667170
Sales Rep 2 :Chrisjunlyn Derrada
Email :CHRISJUNLYN.DERRADA@INSIGHT.COM
Phone :
Material Material Description Quantity Unit Price Extended Price
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
This is an 3 Year commitment. Pricing reflects a commitment to
the full term and quantities listed. Orders for items in this quote
confirm acceptance of these terms and the payment schedule.
Purchase Orders are required to reference Insight Quote
# 229159183 for processing. If orders are placed annually, they
should be submitted at least 15 days before the renewal date.
Once accepted, orders are not cancellable, and the full multi-
year commitment will apply. These terms will govern the items
quoted, notwithstanding any conflicting terms in other
agreements between Customer and Insight.
Year 1 - $94,326.95 To be billed at time of purchase
Year 2 - $93,382.78 To be billed at anniversary
Year 3 - $93,382.78 To be billed at anniversary
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 2 of 4
Material Material Description Quantity Unit Price Extended Price
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_LCSCA_ABEC_-CTPAMIMECAST CONFIGURATION ASSISTANCE -
BEC
1 944.17 944.17
Coverage Dates:27-MAR-2026 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1086.99
Discount: 13.139%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 3 of 4
Material Material Description Quantity Unit Price Extended Price
SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2027 - 26-MAR-2028
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
M_ADVPRTCG_10-CTPAMIMECAST ADVANCED PROTECTION CLOUD 1,300 30.49 39,637.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 35.99
Discount: 15.282%
M_A1_1000_A-CTPA Mimecast A1 - Email Archiving - subscription
license (1 year) - 1 license
1,300 23.92 31,096.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 27.99
Discount: 14.541%
M_DMA-T2_1_A-CTPA MIMECAST DMARC ANALYZER - T2 - ANNUAL
SUBSCRIPTION [QTY 1 -5]
5 1,474.56 7,372.80
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1696.99
Discount: 13.107%
M_DMAMST2_1_A-CTPADMARC ANALYZER - MANAGED SERVICE - T2 -
ANNUAL SUBSCRIPTION [QTY 1-5]
5 884.03 4,420.15
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 1017.99
Discount: 13.159%
M_DMARC-SPF_A-CTPAMimecast DMARC Analyzer Sender Policy
Framework - subscription license (1 year) - 1
license
1 0.00 0.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 0.99
Discount: 100.000%
M_TURBO_1000_-CTPAMIMECAST EMAIL INCIDENT RESPONSE 1,300 5.58 7,254.00
Coverage Dates:27-MAR-2028 - 26-MAR-2029
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
HTTP://WWW.INSIGHT.COM Document Date 02-FEB-2026
Quotation Number 229159183
Page 4 of 4
Material Material Description Quantity Unit Price Extended Price
SERVICES(# 23-6692-03)
List Price: 6.99
Discount: 20.172%
M_ADV-SP_1_A-CTPA Mimecast Advanced Support - technical support
- 1 year
1 3,602.83 3,602.83
Coverage Dates:27-MAR-2028 - 26-MAR-2027
OMNIA PARTNERS (COBB COUNTY) IT PRODUCTS AND
SERVICES(# 23-6692-03)
List Price: 4145.99
Discount: 13.101%
Product Subtotal 281,092.51
TAX 0.00
Total 281,092.51
Thank you for choosing Insight. Please contact us with any questions or for additional information about Insight's complete IT
solution offering.
Sincerely,
Chris Robertson
+14803667170
CHRIS.ROBERTSON@INSIGHT.COM
Fax 4807608532
Chrisjunlyn Derrada
CHRISJUNLYN.DERRADA@INSIGHT.COM
To purchase under this contract, your agency must be registered with OMNIA Partners Public Sector.
Insight Global Finance has a wide variety of flexible financing options and technology refresh solutions. Contact your Insight
representative for an innovative approach to maximizing your technology and developing a strategy to manage your financial
options.
This purchase is subject to Insight’s online Terms of Sale unless you are purchasing under an Insight Public Sector, Inc. contract
vehicle, in which case, that agreement will govern.
SOFTWARE AND CLOUD SERVICES PURCHASES: If your purchase contains any software or cloud computing offerings
(“Software and Cloud Offerings”), each offering will be subject to the applicable supplier's end user license and use terms
("Supplier Terms") made available by the supplier or which can be found at the “terms-and-policies” link below. By ordering,
paying for, receiving or using Software and Cloud Offerings, you agree to be bound by and accept the Supplier Terms unless you
and the applicable supplier have a separate agreement which governs.
Insight’s online Terms of Sale can be found at the “terms-and-policies” link below.
https://www.insight.com/terms-and-policies