AGENDA CAPTION:
Title
Consider approval of Resolution 2026-155R, approving a service agreement with Convergint Technologies LLC, through the Sourcewell Purchasing Cooperative, for facility security systems, equipment, and software with related services for a one-year term in the amount of $180,802.90, and up to four additional one-year renewals that include projected yearly increases, for a total contract amount of $983,421.26; authorizing the City Manager, or her designee, to execute the agreement and any renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: September 1, 2026
Department: Information Technology
Amount & Source of Funding
Funds Required: $180,802.90 for the 1st year, 5-year contract up to $983,421.26
Account or Project Number (C = CIP funds): 30131280-52395
Funds Available: $210,000.00 is in the FY2027 budget
Account Name: ISF On-Prem
Fiscal Note:
Prior Council Action: Click or tap here to enter text.
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Public Safety, Core Services & Fiscal Excellence
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Background Information:
Purpose
The purpose of this resolution is to approve a one-year contract with four optional one-year renewals, resulting in a total potential contract of five years with Convergint Technologies LLC in San Antonio, Texas for Facility Security Systems, Equipment, and Software with Related Services.
Background
The City of San Marcos manages more than 300 surveillance cameras and 300 access-controlled doors at city facilities to help ensure the safety and security of city employees and city assets. The city does not have physical security technicians on staff, so our support model is a vendor service and support agreement. This contract provides rapid response to failures by technicians trained on the manufacturer’s software and hardware. The manufacturer of the city’s door access control system limits equipment hardware sales to distributors only. Due to performance issues with the current vendor and budget constraints, the city recently explored the marketplace for local vendors on cooperative purchasing agreements.
Convergint Technologies LLC has Master Agreement #121024 with Sourcewell, a State of Minnesota local government unit and service cooperative, for Facility Security Systems, Equipment, and Software with Related Services. The city has used this Sourcewell contract for recent physical security installations to evaluate Convergint.
Benefits
The 5-year contract for $983,421.26 is an anticipated $237,598.74 savings to the city over the previous contract’s costs.
Five-year cost breakdown
Year 1 - $180,802.90 (Cost includes initial equipment assessment and onboarding.)
Year 2 - $172,940.82 (Includes a 10% service increase for new installations.)
Year 3 - $190,234.91 (Includes a 10% service increase for new installations.)
Year 4 - $209,258.40 (Includes a 10% service increase for new installations.)
Year 5 - $230,184.24 (Includes a 10% service increase for new installations.)
This annual service and support agreement provides the city with 4-hour on-site vendor technician support and options for emergency response. The agreement covers manufacturer software licensing and support, equipment warranty replacement, and upgrades to keep systems current. The city will receive annual inspections and preventive maintenance for the covered equipment. Convergint also has a robust internet work order entry and tracking system for all city physical security equipment, which the previous vendor contract did not include. The City’s assigned contract number is 2027-007 and is anticipated to begin October 1, 2026.
History
As the city continually expands its physical security system with new equipment installations during building construction and renovations, associated service and support costs also increase annually. Over the past four years, the average increase has been approximately 17%, making a planned 10% increase a conservative estimate. This projection considers a decline in new construction and renovation requests, as well as reduced maintenance and support costs with the new vendor.
Council Committee, Board/Commission Action:
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Alternatives:
Renew a more expensive contract with the current vendor or issue a Request for Proposal to search for a new provider.
Recommendation:
Staff recommends the approval of the contract with Convergint Technologies for security related services and support.