AGENDA CAPTION:
Title
Consider approval of Resolution 2026-205R, approving a contract with CDW-G LLC, through the Omnia Partners Cooperative Purchasing contract, for services from Park Place Technologies to provide maintenance and support for enterprise network and server hardware, for a one-year term in the amount of $22,633.25, with up to four one-year renewals for a cumulative amount not to exceed $130,000.00; authorizing the City Manager, or her designee, to execute the contract and any renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: November 17, 2026
Department: Information Technology Department - Mike Sturm, Director
Amount & Source of Funding
Funds Required: $22,633.25 for FY27, $130,000 for a 5-year contract total
Account Number: 30131280-52397
Funds Available: Yes
Account Name: IT-ISF - Software As A Service (SAAS)
Fiscal Note:
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Background Information:
Purpose
The City of San Marcos Information Technology Department is requesting approval to proceed with ParkPlace Technologies for extended maintenance and support of enterprise network equipment and server hardware. This agreement includes replacement equipment for failed components, enabling the city to extend the operational lifespan of critical technology beyond the manufacturer's original warranty. The proposed agreement term is one year, with the option to renew for up to four additional years with projected annual increases based on current hardware and potential economic factors.
Background
ParkPlace Technologies provides extended maintenance and support for enterprise network equipment and server hardware that the City uses every day. The service is purchased through a vendor called CDW-G LLC. The current contract costs $22,633.25 for one year. If the City renews the contract each year, the agreement could last up to five years and cost not to exceed $130,000 in total.
The City requests this renewal because the equipment is still in use and still important for daily work. ParkPlace Technologies helps keep older equipment running even after the original warranty ends. Without this service, the City could experience more equipment failures, longer system downtime, and higher costs for emergency repairs.
Benefits
Renewing this contract allows the City to achieve cost savings by avoiding the replacement of fully functional existing equipment. Additionally, it supports City departments in maintaining seamless computer system operations and minimizes the risk of service disruptions.
History
Over the past several years, the City has expanded the ParkPlace Technologies service by adding additional network equipment and server hardware to maximize the useful life of these assets through extended maintenance and support.
Procurement Compliance
Texas Local Government Code, Chapter 271, authorizes the City to participate in cooperative purchasing programs, which includes Omnia Partners. Omnia Partners has competitively solicited and awarded contract #R250601 to CDW Government, LLC, for Technology Solutions, Products, and Services. This includes Park Place Technologies, which is available to the City through this cooperative contract.
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Recommendation:
Staff recommend approval of the ParkPlace Technologies contract renewal to ensure ongoing maintenance and support thereby extending the useful life of enterprise network equipment and server hardware to maintaining stable and reliable operations across departments.