Title
Consider recommendation from the Finance/Administrative Committee to approve the purchase of IT cloud server hosting services from Amazon Web Services, Inc., in an amount not to exceed $80,000, and the purchase of software and support services from SHI Government Solutions, Inc., in an amount not to exceed $156,989, for calendar year 2026.
Body
RECOMMENDED MOTION:
Move the board approve the purchase of IT cloud server hosting services from Amazon Web Services, Inc., in an amount not to exceed $80,000, and adopt Resolution and Order No. ___ of the Edwards Aquifer Authority Board of Directors approving the purchase of software and support services from SHI Government Solutions, Inc., in an amount not to exceed $156,989, for calendar year 2026.
SUMMARY:
The purpose of this agenda item is for the board to consider a Finance/Administrative Committee recommendation to approve the purchase of various IT related services from two vendors that would cumulatively exceed the General Manager's annual signature authority for each vendor.
EAA staff recommends purchases from the following vendors:
Amazon Web Services, Inc. (AWS) for the purchase of IT cloud server hosting services, in the amount of $80,000, for calendar year 2026. The current year-to-date amount of expenditures with AWS is approximately $14,814. Staff identified long-term cost savings and efficiencies by moving the EAA’s primary database, EAGIS, to an AWS cloud server in addition to facilitating the upgrade of some EAA mobile applications that service permit holders. These additional services, as well as other existing base services, are estimated to be $80,000 for calendar year 2026.
SHI Government Solutions, Inc. (SHI) for the purchase of software, hardware, support and hosting services, in the amount of $156,989, for calendar year 2026. The current year-to-date amount of expenditures with SHI is approximately $98,489. Staff has identified additional software and support services needed to support EAA organizational information technology needs, such as network monitoring software, security software, and support services for existing IT network equipment. These additional services are estimated to be $58,500, bringing the total estimated amount of expenditures with SHI to $156,989 for calendar year 2026.
Typically, the General Manager may approve purchases that are individually valued at $50,000 or less consistent with the EAA Bylaws. However, in this instance, multiple purchase orders will exceed this approval level and require board approval. Furthermore, Sections 5.01(b) and 11.02(b) of the EAA Bylaws require that multiple contracts or purchases with the same party whose total combined value exceeds $100,000 in a calendar year be approved by a written resolution of the Board. As such, a draft resolution and order for the SHI purchases, reviewed by general counsel, is attached.
AWS and SHI, the proposed vendors for these purchases, are vendors on the State of Texas Department of Information Resources (DIR) vendor list. The DIR negotiates agreements with vendors for technology services and equipment at preferred pricing. Government entities within Texas can purchase goods and services from these agreements and take advantage of these pre-negotiated prices and services, without conducting a formal procurement process.
M/WBE PARTICIPATION:
Amazon Web Services, Inc. is not an M/WBE vendor; SHI Government Solutions, Inc. is an M/WBE vendor.
STRATEGIC PLAN REFERENCE:
This agenda item does not relate to a specific goal within the Strategic Plan, but supports the general EAA mission.
FISCAL IMPACT:
Funding in the amount of $236,989 is available in the 2026 operating budget.