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HomeMy WebLinkAbout1995-151ORDINANCE NO. 95- /57 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 I. That the following purchases of materials, equipment or supplies, as described in the "Purchase Orders" attached hereto, are hereby approved: PURCHASE AMOUNT ORDER NUMBER VENDOR 56685 AMERICAN MANAGEMENT SYSTEMS, INC. $89,875.00 56686 IBM CORPORATION $60,840.00 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 IV. That this ordinance shall become effective immediately upon its passage and approval. PASSED AND APPROVED this the J��t day of 1995. ATTEST: JENNIFER WALTERS, CITY SECRETARY APPROVED AS�O LEGAL FORM: HERBERT L. PROUTY, CITY ATTORNEY BY: e V i` �c%� �c DATE: AUGUST 15, 1995 CITY COUNCIL REPORT TO: Mayor and Members of the City Council FROM: Lloyd V . Harrell, City Manager SUBJECT: PURCHASE ORDER NUMBER 56685 TO AMERICAN MANAGEMENT SYSTEMS INC. IN THE AMOUNT OF $892875.00. SUMMARY: This purchase order to American Management Systems Inc. is for the annual maintenance and periodic upgrades for the Local Government Financial Software or LGFS . This software package is the operating software for the financial activities of the City of Denton including budgeting, accounts payable, accounts receivable, purchasing, inventory, fixed assets, general ledger, report writing and PCI (reporting network) . Included in this annual cost are new releases, upgrades to the system and direct "hotline" trouble shooting and assistance. Data Processing Advisory Board recommends approval. BACKGROUND: Purchase Order Number 56685 to American Management Systems Inc. , Invoice from AMS dated July 13, 1995, Minutes from Data Processing Advisory Board Meeting August 8, 1995. PROGRAMS 2 DEPARTMENTS OR GROUPS AFFECTED: Information Services, Finance Administration, Accounts Payable, Accounts Receivable, Purchasing, Inventory, Budgeting, Fixed Assets, and all users of the LGFS software. FISCAL IMPACT: Funds for this annual maintenance agreement are available in the Information Services 1994/95 Budget; Account Number 100-044-0080-8521. The cost of $89, 875.00 reflects an approximate 4.8%increase ($4, 375.00) over similar services last year. pectfully u mitted: �� Lloyd V . Harrell City Manager Approved: Cyr --- Name: Tom D. Shaw, C.P.M. Title: Purchasing Agent 622.AGENDA � � � ± § % «C:) �zk� / 0 0 �z \ \ 0 c § a ) 7 © ) \ _ \ \�j / 2*§� 2 3 ao&x 0 }® a\G. `) \\m§ \\ (Ea( m*om \\ uw== �/{ « % § m\� § 0§ a { k jZ&§ \ OFF m / Z2m 7 C k 0 /- U.1 O%* « > \ \ / _\ \ > ^ / \ $ \ :-: \ § \( ) j CD 0 % cf) \ « \ > :< m § \0 / -/ 0 2\ {3 x \ \ q\ z0 « e$ «- z! §2§ k cccr z M >$2 0 % 2 0 0 / / \ m \ \ \ j 0 0 § « 04 x 0 * § <w */§% .0Z El N o*=n «>«>4 oo4u owc= zU�l \ / \ 0 0 \0 CO CD ?2 OD co jj q2 �§ 0 Ln % / 0 $ 0 0 a 0 July 13, 1995 Project No: P2649 Invoice No: 009P1516 Mr. Edward Ordesh City of Denton 601 E. Hickory, Suite A Denton, TX 76205 ADVANTAGE/DS and GUI Maintenance Fees for July 1, 1995 through July 31, 1995. ADVANTAGE/AS (incl. PCI & RP) *For a 1 month period Less Maint paid for PCI & RP Subtotal: LGFS GUI *For a 1 month period Subtotal: LGFS Maintenance Fees for August 1, 1995 through July 31, 1996. LGFS Fixed Assets Performance Measurement Job Cost Accounting Cost Allocation v t-nded Purchasing Inventory Control ADVANTAGE/DS LGFS GUI Subtotal: $ 80,000.00 * 15% = 12,000.00/12 $ 1,000.00 (312.50) $ 687.50 $ 25,000.00 * 15% = 3,750.00/12 312.50 312.50 $ 227,500.00 40,000.00 15,000.00 40,000.00 30,000.00 75,O00.00 60,000.00 80,000.00 25,000.00 592,500.00 * 15% = 88,875.00 $ 89,875.00 .e..�- Mark Summers Financial Administrator PLEASE NOTE: PAYM Nr DUE UPON RECEIPT. Please make remittance payable to: American Management Systems, Inc. P.O. Box 101043 Atlanta, GA 30392 Ref. Inv. n 009P1516 08/09/95 11:59 0817 566 8533 city of Denton 0 001/001 NMUTES OF DATA PROCESSING ADVISORY BOARD MEETING OF AUGUST 8, 1995 MEMBERS PRESRNT: Don. Edwards, Rosa Lawton and Renae Seely, and Bruce Mitchell MEMBERS ABSENT: Anthony Hudspeth OTHERS PRESENT: Gary Collins and Dave Dickey Discussions were held in regard to the maintenance agreement with IBM for mainframe software. Bruce Mitchell expresses he felt that the amount required was high and that the city should continue to look for alternatives. There being no real alternatives at this time, as this is proprietary software. The motion was made by Bruce Mitchell and second by Rosa Lawton to recommend the City Council approve the agreement with IBM. Motion passed unanimously. Discussions were held in regard to the GTE maintenance agreement. All agreed that using GTE made sense. The comment was made that the amount being asked by GTE was less than what would be needed to fund a repair person and a backup and that would not include any testing and repair equipment at that. The motion was then made by Bruce Mitchell and second by Don Edwards to recommend the City Council approved the five year agreement with GTE. The motion passed unanimously. Discussions were held in regard to the financial system with AMS on the LGFS software, Bruce Mitchell expresses he felt that the amount required was high and that the city should continue to look for alternatives. There being no real alternatives at this time, as this is proprietary software the motion was made by Bruce Mitchell and second by Rosa Lawton to recommend the City Council approve the agreement with AMS. Motion passed unanimously. Some time was spent discussing the Information services Proposed 1995-96 Budget. There being no further business the meeting was adjourned. AUG 9 195 12:00 817 566 8533 PAGE.001 DATE: AUGUST 15, 1995 CITY COUNCIL REPORT TO: Mayor and Members of the City Council FROM: Lloyd V. Harrell, City Manager SUBJECT: PURCHASE ORDER NUMBER 56686 TO IBM RECOMMENDATION: We recommend this Purchase Order Number 56686 to IBM be approved in the amount of $60, 840.00. SUMMARY: Purchase Order Number 56686 to IBM is for the annual maintenance and periodic upgrades of the operating software for the City of Denton Mainframe Computer. This is an annual agreement covering the time period from June 1, 1995 through May 31, 1996 at $5,070.00 per month. Data Processing Advisory Board recommends approval. This is a sole source acquisition and exempt from the bid process as per Chapter 252 of the Texas Local Government Code. BACKGROUND: Purchase Order Number 56686 to IBM, Copy of Remittance Invoice for the month of July, 1995, Minutes of Data Processing Advisory Board Meeting of August 8, 1995. RAMS, DEPARTMENTS I GROUPS AFFECTED: Information Services FISCAL IMPACT: Funds for this annual agreement are available in the 1994/95 Budget; Account Number 100-044-0080-8521. Similar services from IBM last year were $73,444.08; indicating a reduction in cost of $12,604.08. spectfully submitted: Lloyd V . Harrel City Manager Approved: Name: Tom D. Shaw, C.P.M. Title: Purchasing Agent 623.AGENDA 0 0 z 1 1 I 1 a W 0c w Q 0 or g U QoY a U)z 0c O LO rn _Q N 2 OC 0 ~ C:� CD LL p Z 00 U O O 0 N O 10 00 0 v7 = a m N N C 0 N Z N U a N _ a1 v N a 0 dam O ZO, MO Edn a a Q x � x U c °) m U D a >j G H U p Z d 0 rn W H U O H N a � w P4 d �N O�w 0 H U E O I co z Cl) owo E- x � u1. z w00 zo W (n H o Ca X Q O L X~ } N zCC cn LWL > LLJ cc r�0 C3 J O oa zW(o cr N U) In ZV'co Q W O LU w LLm> O O L> C U90 V)O I\ ci I z� Q� UO IY IL q a M W N Q U) uo � d w w fx E-1 h O W O aacn wd In a O q a pxd HHM(� fn N o w w Z o > z a m 1. w 9. cc W } co m H C) C H H H, C O O Z w 0 0 1 M cn rn M r (Y. x M W z O w W U z z W z H W ¢ w O U) C-4 -- i as O O E-+ F-1 W G1 I N 00 s O O O ,_1 0 1 International Business Machines Corporation I Invoice to 1 I"VIIM71ff bur Invoice date Page CITY OF DENTON CHYCC7,51W6`6Z JULY 1, 1995 1 215 E MCKINNEY r,, . -, ,jl(, -S DENTON TX 76201-4229 IP+fit FJ Accounts Rec 1 Account Number Branch Off Amount I 1&O�Gr 0 00 CD4 5,070:00 1?45 JUIL 17 Please remit payments to Address Correchon Invoice to ❑ Installed atEl RAT��III�I�I�I11�I��1I�II�I1�111��1�1�1�1�1111��1��1111�11�11�1�� '�� IBMORPO DEPCCD4POIBOX 841593— DALLAS TX 75284-1593 Remittance Copy For inquires call IBM at (800) 967-7882 12 13140.4 1802610 070195 070501010606020 000507000 j To assure proper credit E/ dit please detach this portion and return with remittance. INVOICE FOR LEASRENTAL MACHINES AND /OR LICENSED PROGRAM CHARGES TYPE/DESCRIPTION LSE FROM THRU APPLICABLE APPL. TAX NET AMOUNT MOD/SERIAL OPT DATE DATE CHARGE DISC./% AMOUNT EXCLUDING TAXES FEATH/DESCRIPTION 5666 ACF/VTAM V3 FOR VSE 363 0049671 07/01/95 07/31/95 555.00 555.00 1293 GMLC PG 28 5686 CICS/VSE V2 026 0OB7009 07/01/95 07/31/95 1,104.00 1,104.00 1201 GRAD GRP 28 BASIC MLC 1227 GRAD GRP 28 BASIC MLC RCF 5686 VSE/SP UNIQ. CODE V5 028 0OB7010 07/01/95 07/31/95 653.00 653.00 0991 GRAD GRP 28 BASIC MLC 5686 VSE/AF VERSION 5 032 0OB7011 07/01/95 07/31/95 520.00 520.00 1097 GRAD GRP 28 BASIC MLC 5666 VSE/POWER VERSION 5 033 0OB7012 07/01/95 07/31/95 162.00 162.00 1333 GRAD GRP 28 BASIC MLC 5686 VSE/FAST VERSION 2 034 0OB7013 07/01/95 07/31/95 31.00 31.00 1425 GRAD GRP 28 BASIC MLC 5686 VSE/ICCF VERSION 3 036 0OB7014 07/01/95 07/31/95 122.00 122.00 1171 GRAD GRP 28 BASIC MLC PO# 45135R Customer reference INFORMATION SERVICES Page I Invo,(e^.m bP, 7511662 Invoice date JULY 1, 1995 1 Account Number 1802610-00 CONTINUED International Business Machines Corporation International Business Machines Corporation Invpl(:p number Invoice dale - Page _ Invoice 10 2 f CITY OF DENTON 7511662 JULY 1, 1995 215 E MCKINNEY Accountsaec DENTON TX 76201-4229 Account Number Branch Ott Amount 1802610-00 CD4 5,070.00 Please remit payments 10 �_ •� �' Address Correclwn I'II1�{�I�III�I��IIIII�II�III��I�I�I�I�IIII��I�IIIII�II�I1�1�� e _ — Invoice to ❑ Installed al IBM CORPORATION - CD4 DEPT CD4 PO BOX 841593 DALLAS TX 75284-1593 Remittance COPY For inquiries call IBM at: (800) 967-7882 ; 12 131404 1802610 070195 070501010606020 000507000 tach this portion and return with remittance. To assure proper credit please de INVOICE FOR LEASE/RENTAL MACHINES AND /OR LICENSED PROGRAM CHARGES TYPE/DESCRIPTION LSE FROM THRU APPLICABLE APPL. TAX NET AMOUNT MOD/SERIAL OPT DATE DATE CHARGE DISC./% AMOUNT EXCLUDING TAXES FEAT#/DESCRIPTION 5686 VSE/VSAM VERSION 2 149.00 037 0OB7015 07/01/95 07/31/95 149.00 1386 GRAD GRP 28 BASIC MLC 1477 BASIC MLC GRP 28 S/M FT 1539 BASIC MLC GRP 28 B/R FT 5688 DITTO VSE/VM V3 145.00 052 0028555 07/01/95 07/31/95 145.00 0604 GRAD GRP 30 BASIC MLC 5735 ACF/SSP VERSION 2 185.00 185.00 XXA 0098479 07/01/95 07/31/95 i 0101 GRAD GRP 30 BASIC MLC 5735 ACF/NCP VERSION 2 414.00 414.00 XX9 0098480 07/O1/95 07/31/95 i 4523 BASIC MLC LICENSE 5736 DOS PL/I TRANSIENT LIB V1 39.00 39.00 LMS 0027086 07/01/95 07/31/95 ! A503 BASIC LICENSE 5746 DOS/VS COBOL COMPLR 9 LIB V1 231.00 CB1 000L816 07/01/95 07/31/95 231.00 I 4511 BASIC LICENSE 5746 DEV MGMT SYS/CICS/VS-DOS 760.00 XC4 00DR919 07/01/95 07/31/95 760.00 PO# 45135R Page 2 Customer reference INFORMATION SERVICES JULY 1, 1995 J 1802610-00 7511662 Account Number I ,,•, .,,, „,,,,,, •�,,,, Invoice date i,u lv l tnu�a, International Business Machines Corporation Illtrl Ilauullal uU01IIC06 I111dL.l111ICb t, uI puldUUlI I Invoice to Invoke number Invoice date Page �1 1 CITY OF DENTON 7511662 JULY 1, 1995 3 215 E MCKINNEY DENTON TX 76201-4229 AccountsRec.i Account Number Branch Off. Amount 1802610-00 CD4 5,070.00 Please reoul Payments to !t Address Coneclion ` Invoice to ❑ Installed atEl ��Il lililllllil��l li llillllll�llilili lillltiiliilllllllillilil e IBM CORPORATION — CD4 r DEPT CD4 PO BOX 841593 DALLAS TX 75284-1593 Remittance Copy if i For inquiries call IBM at: i (800) 967-7882' i 12 131404 1802610 070195-070501010606020 000507000 To assure proper credit please detach this portion and return with remittance. - -- ---- --- ----- ---- -- - ---- --- --- INVOICE FOR LEASE/RENTAL MACHINES AND /OR LICENSED PROGRAM CHARGE TYPE/DESCRIPTION LSE FROM THRU APPLICABLE APPL. TAX NET AMOUNT MOD/SERIAL OPT DATE DATE CHARGE DISC./% AMOUNT EXCLUDING TAXES FEAT#/DESCRIPTION i 4526 BASIC LICENSE 4572 BASIC LICENSE (IAG) TOTALS 5,070.00 5,070.00 ' RIGHTS TO PAYMENT WITH RESPECT TO THIS INVOICE MAY HAVE BEEN ASSIGNED TO IBM RECEIVABLES MASTER TRUST I. THIS INVOICE SERVES AS THE SUPPLEMENT TO THE IBM CUSTOMER AGREEMENT FOR LICENSED PROGRAMS. THE DESIGNATED MACHINE FOR A LISTED PROGRAM IS CONTAINED ON A SUPPLEMENT AVAILABLE ON REQUEST. PO4 45135R Customer relefence INFORMATION SERVICES Page 3 7511662 JULY 1, 1995 J 1802610-00 } Invoice mr,br., Invoice date Account Number 1 5,070.00 l International Business Machines Corporation -- I