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Home My WebLink About1996-197ORDINANCE NO % A % AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR PURCHASES OF MATERIALS OR EQUIPMENT WHICH ARE AVAILABLE FROM ONLY ONE SOURCE IN ACCORDANCE WITH THE PROVISIONS OF STATE LAW EXEMPTING SUCH PURCHASES FROM REQUIREMENTS OF COMPETITIVE BIDS, AND PROVIDING AN EFFECTIVE DATE WHEREAS, Section 252 022 of the Local Government Code provides that procurement of items that are only available from one source, including items that are only available from one source because of patents, copyrights, secret processes or natural monopolies, films, manuscripts or books, electricity, gas, water and other utility purchases, captive replacement parts or components for equipment, and library materials for a public library that are available only from the persons holding exclusive distribution rights to the materials, need not be submitted to competitive bids, and WHEREAS, the City Council wishes to procure one or more of the items mentioned in the above paragraph, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SECTION-1 That the following purchases of materials, equipment or supplies, as described in the "Purchase Orders" attached hereto, are hereby approved PURCHASE ORDER NUMBER VENDOR AMOUNT 67657 INTEGRATED COMPUTER SYSTEM $16,940 00 67658 AMERICAN MANAGEMENT SYSTEM $83,925 00 SECTION II That the acceptance and approval of the above items shall not constitute a contract between the City and the person submitting the quotation for such items until such person shall comply with all requirements specified by the Purchasing Department SECTION III That the City Manager is hereby authorized to execute any contracts relating to the items specified in Section I and the expenditure of funds pursuant to said contracts is hereby authorized SECTION TV That this ordinance shall become effective immediately upon its passage and approval PASSED AND APPROVED this the L—Pday of. , 1996 J K MI�MWR ATTEST JENNIFER WALTERS, CITY SECRETARY Bi"`�� APPROVED AS TO LEGAL FORM HERBERT L PROUTY, CITY ATTORNEY BYI& 2 `e SOLESOURCE DATE SEPTEMBER 17,1996 TO Mayor and Members of the City Council FROM Ted Benavides, City Manager SUBJECT PURCHASE ORDER # 67657 - INTEGRATED COMPUTER SYSTEMS RRCOMMENDATION: We recommend this purchase order to Integrated Computer Systems be approved in the amount of $16,940 00 SUMMARY. This purchase order is for the acquisition of a thud mobile data computer (MDC) to be installed in a new MICU ambulance unit This MDC is part of the first installation associated with implementation of the Management Information System (MIS) purchased for Police and Fire, RFP# 1738 Two other MDC are to be installed in two additional ambulances currently on order, which were previously approved by Council on May 21, 1996 The prices were included in the original request for proposal awarded to IBM with Integrated Computer Systems as the supplier The quoted price is $17,261 00 and is for the purchase of up to 100 units and is firm through June 1, 1997 This MDC is $321 00 below the quoted price since some equipment has already been purchased This is sole source purchase of an item protected by copyrights and patents It is the only unit available that is guaranteed 100% compatible with the MIS software currently being developed for the City of Denton Texas Local Government Code, chapter 252 022 exempts single source purchases from the bid process BACKGROUND, Purchase Order #67657 and price sheet from RFP #1738 PROGRAMS, DEPARTMENTS OR GROUPS. AFFECTED. Information Services Division, Fire Department EMS Division, and Motor Pool Operations FISCAL IMPACT: This MDC will be funded from 1995/96 Capital Acquisition funds account number 100-070-0040-9107 miscellaneous equipment Respectfully submitted 'fed Benavides City Manager Approved Name Tom D Shaw, C P M Title Purchasing Agent 771 AGENDA § � E q «§§� \CM B�� } k®) \ u R \ ) § § 2§§; § § E\� o 2E 3 |;_ §I§2 � w 5; £ Cc ; j on ! /rl § \/ §§ /(§§�K �}§ m,c \ \ ) 2 �@ $ A§� m LU/\ @ 0 �2\ 7/ ( 000 c /co ) § A § § p §g = k�a§ . m \ r-I § CD W CD § � ! §§ \ \\ ) § 7 / kk !<. e ( s \ � k z / \ § � § g $\ ± � \ ® e � \ z § o§ o \ -/n , { §_� '�q \ §uk § \ m / � + E�@I�■I��I'�p 1@�, II IIIi11i�11Rlll�l e� I I��9 . meeaom�l�li �� IAm7 N 9�9��BB �� g � �' �� y Y b � ,� 9 3' 19 �r `� E g � n ,� m �� DATE SEPTEMBER 17,1996 TO Mayor and Members of the City Council FROM Ted Benavides, City Manager SUBJECT PURCHASE ORDER #67658 - AMERICAN MANAGEMENT SYSTEMS RECOMMENDATION: We recommend purchase order #67658 to American Management Systems be approved in the amount of $ 83,925 00 SUMMARY: This purchase order is for the renewal of the annual maintenance agreement with American Management Systems for the City's financial software system known as LGFS The agreement includes routine maintenance, new releases, hotline trouble shooting, and technical and application assistance Effective dates are August 1, 1996 thru July 31, 1997 The LGFS software includes financial activities, accounts payable, purchasing, inventory, and budget preparation The cost of the 1995-96 agreement was $89,870 00 The 1996-97 agreement reflects a $5,945 0& savings The Data Processing Advisory Board recommends approval This maintenance agreement is a sole source acquisition and exempt from the bid process as per Chapter 252 Texas Local Government Code BACKGROUND@ Invoice 4009P2026 from American Management Systems, Minutes from Data Processing Advisory Board dated September 4, 1996 PROGR Mc, DF,PARTMFNTS OR GROITPS AFFECTED: Finance Department and Divisions as well as�the Information Services Division and all users of the LGFS software FISCAL IMPACT. Funds for the maintenance agreement renewal are available in the 1995/96 budget, account number #100-044-0080-8521 Information Services Software License Respectfully submitted Ted Benavides City Manager Approved Name Tom D Shaw, C P M Title Purchasing Agent 772 AGENDA Mr Edward Ordesch Applications Systems Manager City of Denton. Texas 215 E McKinney Denton. TX 76201 July 22. 1996 Project No P2649 Invoice No 009P2026 INVOICE , LGFS Maintenance Fees for August 1, 1996 through July 31, 1997, LGFS $ 249,500 00 Extended Purchasing 85,000.00 Inventory Control 65.000 00 Job Cost Accounting 45 000.00 ADVANTAGE/DS (site license) 80 000 00 LGFS-GUI Qgg00 Subtotal. 599.-500—W * 15% — 83.925 00 TOTAL INVOICE: $ as" 00 Mark Summers Financial Administrator PLEASE NOTE: PAYMENT ME UPON RECEIPT Please make remittance payable to- American Management Systems, Inc P 0. Box 101043 Atlanta, GA 30392 Ref Inv # 009P2026 MINUTES OF DATA PROCESSING ADVISORY BOARD MEETING OF SEPTEMBER 4, 1996 MEMBERS PRESENT: Don Edwards, Lisa Green, Vicki McCombs, Maureen Sarmger, Warren Searls, Renae Seely, and Lupe Tovar ABSENT: None OTHERS PRESENT: Gary Collins from the City staff Lupe Tovar made a motion that the minutes of the June 12, 1996 Data Processing Advisory Board meeting be approved as written Renae Seely seconded the motion, and it passed unanimously Gary Collins discussed the history of the Data Processing Advisory Board and the name change of the Data Processing Department to the Information Services Department Gary Collins explained that a least one member of the City Council would like the name of the Data Processing Advisory Board changed to a more appropriate name Renae Seely made a motion to recommend the City Council change the name of the Data Processing Advisory Board to the Information Services Advisory Board Vicki McCombs seconded the motion, and it passed unanimously Gary Collins provided all the members of the Board with a copy of the Information Services Long -Range Strategic Plan Gary Collins presented an overview of the Long -Range Strategic Plan and stated his purpose tonight was to provide all the members with copies of the plan for their review and to set up a meeting later for an in-depth discussion of the plan No action needed to be taken on this item Gary Collins indicated that the annual maintenance agreement with American Management Systems for the City's financial system known as LGFS is due for renewal Gary Collins told the Board that the software was proprietary software and was a single source vendor There was an extensive discussion about the need for keeping the system on maintenance Warren Searls stated he felt this maintenance agreement was comparable to an insurance policy and that if American Management Systems needed to be called in the cost of the maintenance agreement would be quickly used up in consulting fees Gary Collins told the Board that this system is used by many local governments in the Dallas/Fort Worth metroplex as well as the rest of the state Warren Searls made a motion to recommend the City Council approve the maintenance agreement with American Management Systems Vicki McCombs seconded the motion, and it passed unanimously Lj Data Processing Advisory Board Minutes September 4, 1996 Page 2 Vicki McCombs had submitted a list of questions and requests for information prior to the meeting Gary Collins distributed the list of questions and the requested information Gary Collins answered a few of the questions It was determined that there should be another meeting in October to fully explore these questions, the Long -Range Plan, and the approved Budget There being no further business, the meeting was adjourned for a tour of the computer room for the new Board members AAA047E9 9 a .,rFtt193h CITY OF DENTON, LEGAL DEPT.