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HomeMy WebLinkAbout1997-112NOTE Change Order #1 - Ordinance No 98-090 attached NOTE Change Order #2 - Ordinance No 98-273 attached. ORDINANCE NO 044_ -11a AN ORDINANCE AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES BY THE STATE, PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, pursuant to Resolution 92-019, the State Purchasing General Services Commission has solicited, received and tabulated competitive bids for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of state law on behalf of the City of Denton, and WHEREAS, the City Manager or a designated employee has reviewed and recommended that the herein described materials, equipment, supplies or services can be purchased by the City through the General Services Commission programs at less cost than the City would expend if bidding these items individually, and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the materials, equipment, supplies or services approved and accepted herein, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION-1 That the items in the following numbered lease agreement for materials, equipment, supplies, or services, shown on "Purchase Order #73832" attached hereto, are hereby accepted and approved as being the lowest responsible bids for such items LEASE. AGRF,EMENT VENDOR AMOUNT 2045 IBM CORPORATION $897,268 00 SECTION H That by the acceptance and approval of the above numbered items set forth in the attached purchase order, the City accepts the offer of the persons submitting the bids to the General Services Commission for such items and agrees to acquire the materials, equipment, supplies or services in accordance with the terms, conditions, specifications, standards, quantities and for the specified sums contained in the bid documents and related documents filed with the General Services Commission, and purchase orders issued by the City SECTION III That should the City and persons submitting approved and accepted items set forth in the attached purchase order wish to enter into a formal written agreement as a result of the City's ratification of bids awarded by the General Services Commission, the City Manager or his designated representative is hereby authorized to execute the written contract which shall be attached hereto, provided that the written contract is in accordance with the terms, conditions, specifications and standards contained in the Proposal submitted to the General Services Commission, quantities and specified sums contained in the City's purchase orders, and related documents herein approved and accepted SECTION T_FC ION IV That by the acceptance and approval of the above numbered items set forth in the attached purchase order, the City Council hereby authorizes the expenditure of funds therefor in the amount and in accordance with the approved purchase orders or pursuant to a written contract made pursuant thereto as authorized herein SECTION V That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this/5—"--day of _Q# 1996 JA MILLER, MAYOR ATTEST JENNIFER WALTERS, CITY SECRETARY B APPROVED AS TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY � 7 BYG/� e? STATE ORDINANCE DATE APRIL 15, 1997 TO Mayor and Members of the City Council FROM Kathy DuBose, Executive Director of Finance SUBJECT LEASE PURCHASE AGREEMENT 42045 - IBM CORPORATION RECOMMENDATION: We recommend this Lease Agreement with IBM Corporation be approved in the amount of $174,334 00 for the first seven months, $299,186 00 per year for 1998 and 1999, and $124,562 00 for the year 2000 for a total of $897,268 00 over a 36 month period SUMMARY. Purchase Order #73832 is for the first seven months of the acquisition of 296 Pentium 166 pc workstations, 32 Pentium 200 pc power workstations and 30 Pentium 150 laptop computers These units will be distributed throughout the City of Denton to upgrade the city's computer capability as approved in the Information Services Long Range Plan The above referenced purchase order is written in the amount of the first seven (7) months payment of a total 36 month lease/purchase agreement Assuming Council approval, a new purchase order will be written for the 12 months of 1997-98 physical year and for subsequent months through May, 2000 The prices for the acquisition of this equipment are taken from the State of Texas General Services Commission Contract for purchases or leases from Qualified Information Services Vendors The General Services Commission contract listings satisfy all competitive bidding requirements (Texas Local Government Code Section 271082, 271083, 601b, Section 3 081 VTCS, and Attorney General ruling number DM-350) Presentations were made to the Information Services Advisory Board and Public Utility Board by Gary Collins, Director of Information Services Both advisory boards approved the recommendation to lease the equipment over a 36 month period and to utilize the General Services Commission Cooperative Purchasing Program PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED. Information Services Division, City of Denton Staff and Citizens of Denton FISCAL. IMPACT, Funds for this lease/purchase acquisition are available from 1996-97 budget funds for the first seven months Subsequent payments will come from appropriate budget funding Attachments Memorandum from Kathy DuBose, Executive Director of Finance Minutes from Information Services Advisory Board Purchase Order #73832 to IBM Corporation Respectfully submitted Kath B e Executive 1rector of Finance Approved by 1 Name Tom D Shaw, C P M Title Purchasing Agent 861 AGENDA CITY of DENTON, TEXAS MUNICIPAL BUILDING • 215 E McKINNEY • DENTON, TEXAS 76201 (817) 566-8200 • DFW METRO 434 2529 MEMORANDUM TO Mayor and Members of City Council FROM Kathy DuBose, Executive Director of FinanceV DATE April 9, 1997 SUBJECT Personal Computer Acquisition The Long Range Technology Plan was developed to address serious technology issues facing the City, including the replacement of old and obsolete equipment, replacement of functionally obsolete software, connectivity and standardization of various networks and equipment, and ensuring that we can deal with problems associated with the year 2000 As we move forward with this plan, we will bring to you for approval different elements during the next three years of implementation The issue of personal computer acquisition presented here allows us to equip many employees with long needed access to information and to upgrade obsolete equipment We have worked extensively with North Texas Computer Services (NTCS) and Utilities staff to develop a recommendation consisting of personal computers for three different levels of users (i a workgroup user, power user, and mobile user) All current personal computers that meet the minimum specifications or can be easily upgraded will be retained We will take sealed bids for disposition of the discontinued machines as a group, as there are maintenance service companies that buy used equipment for parts In leasing this equipment, we will be able to analyze our needs at the end of the three year lease term as to whether we should purchase at that time or "roll over" the lease in part or in whole to upgraded equipment The first year lease fee is in the current year's budget and future payments will be budgeted in subsequent years Both the Information Services Advisory Board and the Public Utility Board recommend approval If you have any questions, please let me know AFF01417 4 "Dedicated to Quality Service MINUTES OF INFORMATION SERVICES ADVISORY BOARD MEETING OF MARCH 069 1997 The Information Services Advisory Board meeting was held on Monday, March 06, 1997, at 6 00 p in , in the Information Services conference room MEMBERS PRESENT: Don Edwards, Lisa Green, Vicki McCombs, and Maureen Sarmger MEMBERS ABSENT: Warren Searls, Renae Seely, and Lupe Tovar OTHERS PRESENT: Gary Collins, and Kathy DuBose from the City staff Vicki McCombs made the motion to approve the minutes from the February 17, 1997, Information Services Advisory Board meeting Maureen Saringer seconded the motion, and it passed unammously A discussion was held regarding the recommendation of the leasing of computers Gary stated that North Texas Computer Services had helped in determining configurations, kinds of machines to consider, and lease rates based on type of equipment as well as availability of equipment Kathy DuBose added that Utilities has worked on this with us Gary said our work group will be a Pentium 166, 32MB, with a 15" monitor The umt cost for the IBM is $2,096 75, Compaq is $2,119, and HP is $2,327 78 Don Edwards asked who else submitted pricing Gary responded that these three had submitted pricing North Texas Computer Services made a recommendation, and Glen Fisher from Utilities concurred Gary said that there would be no CD-ROMs in the work groups but that the power users would have CD-ROMs There will be 15" monitor, 10/100MB ethernet card in all of them, and Windows '95, which constitutes the price Maureen asked what constitutes power users Gary mentioned electrical engineering, civil engineering (for example in Jerry Clark's area), and work requiring a lot of graphics as examples of users who would have a need for more powerful PCs When the initial survey was done, Greg Galluzzi identified which people were power users or work group users Currently, the list is being re-examined Some positions will be reclassified from work group to power user or vice versa, as appropriate Moreover, there are some new positions that did not exist when the survey was originally done Although these are pretty close estimates at this time, 5 Information Services Advisory Board Minutes March 06, 1997 Page 2 there will be a recounting of the inventory so that the numbers can be finalized Kathy DuBose stated that we have also had some systems die Gary continued to describe the proposal All 8086s, 286s, 386s, and (hopefully) 486s will be replaced with Pentiums Some of the unused 486s may be useful in 'control areas" where there are no people behind them, e g , traffic signals or heating and air conditioning systems Vicki wanted to know what would happen to the discontinued 286s, 386s and 486s Gary responded that we would take sealed bids for disposition of the entire group of unused PCs Maureen inquired about locating sources to bid on the discarded equipment Gary answered that there is a marketplace for used PCs, or there are maintenance services that buy used equipment for parts Kathy said that we have people that do auctions a few times a year Gary summarized the proposals regarding the lease rates Leasing the IBM equipment on the work group side comes in lower For the power user (Pentium 200, 64MB, CD-ROM, ethernet card, 17" monitors), the Compaq is the least expensive cost overall On the laptops, consideration was given to Olivetti, NEC, and Toshiba because the pricing was much higher on the IBMs, Compaqs, and HPs Vicki asked the purpose of the laptops Gary stated that those were for directors or executive directors to take home, for travel, etc That would be in the lieu of a desktop computer Vicki expressed some concern She had done some calculating herself and thought that financially it would be less expensive to purchase the equipment —ownership vs leasing Gary explained to the group the purpose of leasing instead of purchasing This lease would have a three-year fair market value, at the end of the three years, we can either pay the market value or renew the lease on new equipment After continuing to discuss these concerns, Don recommended that the group make a motion to go forward with what was being presented before the Board Maureen made the motion to recommend that the City Council approve the leasing of IBM PCs for the work group machines, Compaq PCs for the power user machines, and NEC for the laptop machines from IBM Lisa seconded the motion, and it passed with a 3-1 vote There being no further business, the meeting was adjourned at 7 45 p in ANN002E1 6 H O Z x x 0 E1 x a LLI Q o Q O w J 01 Y d w5m Q O O � O O � Y 0 a x M Q N -o om 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� H r E+ &zv w ;< z p� O E �r gyp z E 0 z z z m 0 w r z 0 kp � # A 01 d µ O a LO 4 O O s a z z0 L eW i (n N ik N w �a O m a w E 0) UI 4 O U 40H W d z a a § P w 0 0 O H w C. q " O zw U r 6. 00 > L,IE[ I " O 0 Tmin C Ln O O O APR 10 1997 CITY OF DENTON LEGAL DEPT ORDINANCE NO AN ORDINANCE AUTHORIZING THE EXECUTION OF A CHANGE ORDER TO A LEASE AGREEMENT FOR PC'S, MONITORS AND PERIPHERAL EQUIPMENT BETWEEN THE CITY OF DENTON AND IBM CORPORATION, PROVIDING FOR AN INCREASE IN THE QUANTITY OF ITEMS AND AN INCREASE IN THE ANNUAL LEASE PAYMENT AMOUNT, AND PROVIDING AN EFFECTIVE DATE (BID # 2045 TO IBM CORPORATION FOR $367,354 42) WHEREAS, on 04-15-97, the City awarded a 36 Month Master Lease Agreement for PC'S, MONITORS, LAPTOP, DOCKING STATIONS AND PERIPHERAL EQUIPMENT TO IBM CORPORATION in the annual amount of $298,932 00, and WHEREAS, the City Manager having recommended to the Council that a change order be authorized to amend such lease agreement with respect to the scope and price and said change order being in compliance with the requirements of Chapter 252 of the Local Government Code, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION 1. That the change order increasing the amount of the lease agreement between the City and IBM Corporation copy of which is attached hereto, in the amount of SIXTY EIGHT THOUSAND FOUR HUNDRED TWENTY TWO and 42/100 Dollars ($68,422 42) plus one payment of $7,250 00, is hereby approved and the expenditure of funds therefor is hereby authorized The master lease annual amount is amended to read $367,354 42 plus one payment of $7,250 00 SECTION II. That this ordinance shall become effective immediately upon its passage and approval / PASSED AND APPROVED this the 17— day of 0 / 1998 of K MILLER, MAYOR ATTEST WALTERS, CITY SECRETARY m APPR19'VED AS TO LEGAL FORM HEBERT L PROUTY, CITY AYTORNEY BY A� e&4 Y` \ § § 8 8 8 g 2 k _ _ _ - - § _ / CM 2 9 � _ _ GO ui � A �§ z 9 © § 0 d K A O § E 2 § §� $LU m ° S©� k ��- *%2� } to ƒ«/ �i / § $B� j kBB3LL \ k § ■ °I § § �52§ BSI v ' § ■@�w ■$ ■§ «Z04 z�= �$■I� « 0 (D n m N W Q W .j § 8 2 $ - - - ® 8 @ § § # � a 40 k 2 a Cl) (a �co §§ LL q &$Mfg S �ƒm■ / of ® o n7t j j � � § 2ƒ= f2377� §z�_ a § w m CV) w 2 w � 8 8 8 8 8 cli § CM 8 8 8 § § § $§ 03 U� 04 �f �IL CM�� � \!$ 8 ■ x �f � @ 2 � « �e s § - m- 7 §$4 � 4� / co ® / ® @ K §§%c i( co 22§§�a 02 22 t§ §Gx �oR77 §( § \�§ R3 §&k/$ RM CXD - R§@ §@§ c e 8 $S 0 0 Z N N w ui w w 9< V w 2 w .j 8 8 ■ 1 co q N _ VIP_ W 8 8 § § § k 3c & O o o Q IT O ODD N pMp O^ N U) N CMfr) CO v N n N N 00 CD t� 69 69). 691 GOD. r. O 40W fA fH ORDINANCE NO — 2— / _' AN ORDINANCE AUTHORIZING THE EXECUTION OF A CHANGE ORDER TO A LEASE AGREEMENT FOR PC'S, MONITORS, AND PERIPHERAL EQUIPMENT BETWEEN THE CITY OF DENTON AND IBM CORPORATION BY IBM SUBCONTRACT WITH NTCS, INC THE LOW BIDDER FOR SUCH EQUIPMENT UNDER THE BIDDING PROCESS ADMINISTERED BY THE TEXAS GENERAL SERVICES COMMISSION, PROVIDING FOR AN INCREASE IN THE ANNUAL LEASE PAYMENT AMOUNT, AND PROVIDING AN EFFECTIVE DATE (LEASE # 2045 TO IBM CORPORATION CHANGE ORDER # 2 IN THE AMOUNT OF $20,469 00 OR $6,823 00 ANNUALLY) WHEREAS, on 4-15-97, the City awarded a contract for LEASE # 2045 — LONG RANGE TECHNOLOGY PLAN in the amount of $896,796 00, and Change Order # 1 on April 7, 1998 in the amount of $205,267 26, and WHEREAS, the City Manager having recommended to the Council that Change Order # 2 be authorized to amend such lease agreement with respect to the scope and price and said change order being in compliance with the requirements of Chapter 252 of the Local Government Code by reason of the equipment being leased having been bid by the Texas General Services Commission, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION I. That the change order increasing the amount of the lease agreement between the City and IBM Corporation copy of which is attached hereto, in the amount of TWENTY THOUSAND FOUR HUNDRED SIXTY NINE and no/100 Dollars ($20,469 00), is hereby approved and the expenditure of funds therefor is hereby authorized per a subcontract between NTCS, Inc and IBM SECTION II. That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the 1J day of�, 1998 ATTEST JENNIFER WALTERS CITY SECRETARY BY Dpa. 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