HomeMy WebLinkAbout1992-056ALL0001F
ORDINANCE NO -0540
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 PUR-
CHASES FROM REQUIREMENTS OF COMPETITIVE BIDS, AND PROVIDING AN EF-
FECTIVE 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 ma-
terials, 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, equip-
ment or supplies, as described in the "Purchase Orders" attached
hereto, are hereby approved
PURCHASE
ORDER NUMBER VENDOR AMOUNT
23611 BUSINESS PHONE SYSTEM $29,991 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 immedi-
ately upon its passage and approval
PASSED AND APPROVED this the
/ day of —� 1992
ATTEST
JENNIFER WALTERS, CITY SECRETARY
BY �
APPROVED AS TO LEGAL FORM
DEBRA A DRAYOVITCH, CITY ATTORNEY
BY L&-a
z
DATE April 7, 1992
CITY COUNCIL REPORT
TO Mayor and Members of the City Council
FROM Lloyd V Harrell, City Manager
SUBJECT PURCHASE ORDER #23611 - BUSINESS PHONE SYSTEMS
RECOMIV�ENDATION We recommend this purchase order in the amount of $29,991 00
to Business System be approved
SUMMAl{Y This purchase order is a sole source acquisition for telephone system
hardware and software upgrades Currently the phone system is at maximum
capacity and before additional lines or services can be added these upgrades must
be put in place As well as allowing for system expansion such services as voice mail
will be extended to the Service Center Area and automated attendant would be
implemented system wide
The original proposal submitted by GTE Business Phone System included a price of
"not to exceed $30,000 00" for this upgrade when available and desired The
original purchase approved by Council did not include this expenditure
This acquisition is exempt from the bid process by State Law due to patent and copy -
rite regulations on the hardware and software The equipment can only be acquired
from Business Phone Systems
Data Processing Advisory Board recommends approval
BACKGROUND Purchase Order 23611 to Business Phone System, Quote from GTE,
minute— s from Data Processing Advisory Board
&OUPS AFFECTED Information Services and all
as well as the Citizens of Denton
FISCAL IMPACT Funds for this acquisition will come from Certificate of Obligation
funds sold for improvements to the Telephone Communication System
Account # 437-036-017G-9103
peccttffully submitted
t--.4Z
v
Lloyd V Harrell
City Manager
Ap roved
Name Tom D Shaw, C P M
Title Purchasing Agent
252 DOC
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03/20/92 10 08 GTE NO 307 P002/002
1 1' '
CITY OF DENTON
City Hall Switch Upgrade
Software Level Upgrade
Power Plant Upgrade
Software Level Upgrade
Service Center Upgrade
Software Level Upgrade
S 4,587 34
$ 8,019 00
$ 2,101 33
6,020 00
$ 2,864 33
$ _61-399 00
$ 29,991 0000
Municipal Lease Agreement
No advance payment required
$1 00 purchase
option at
the and of the term
24 Months
$
1,430
85
36 Months
$
1,011
18
48 Months
$
801
19
60 Months
$
680
13
GTE
3
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF MARCH 31, 1992
MEMBERS PRESENT
MEMBERS ABSENT
OTHERS PRESENT
Don Edwards made a
meeting be approved
unanimously
Jim Kuykendall, Bob Minnis,
Don Edwards
Cengis Capan and Brian Scott
Gary Collins and Dave Dickey
motion the minutes from the February 4, 1992
Bob Minnis seconded the motion and it passed
Gary Collins explained that the software maintenance agreement with
ESRI was a renewal of our annual agreement and covered the GIS
software on the IBM mainframe and the six RISC 6000 workstations
Gary Collins explained that one half of the $23,800 would be
covered by the General Fund and the other half would be covered by
the Utility Fund Gary stated that this was proprietary software
and therefore only one vendor was available to provide this
service Bob Minnis asked if the cost this year was close to last
year's cost Gary Collins responded that the cost was the same as
last year's Bob Minnis asked where did we receive support for
this product Gary Collins responded that the home office of ESRI
was Redland, California but that there was a support office in San
Antonio, Texas and we have utilized both of those offices Gary
Collins explained that since there are more ESRI "ARC -INFO"
licenses in the state of Texas than any other state in the country
that is the reason they have set up support and training center in
Texas Don Edwards made a motion that the Board recommended that
the City Council renew the software maintenance agreement with
ESRI Bob Minnis seconded the motion and it passed unanimously
Gary Collins explained that while the D P Advisory Board has not
normally been involved in the telephone system, he thought it was
appropriate that they be in£ormAd of this upgrade Gary Collins
explained that when we purchased our system in 1990 we installed
Northern Telcom software and under their software license the City
of Denton was entitled to a certain amount of numbers on each of
the three switches The limits on the switches are 500 numbers on
the City Hall switch, 200 numbers on the Service Center switch and
100 numbers on the Power Plant switch Currently we are using 533
numbers on the City Hall switch, 183 numbers on the Service Center
switch and 104 numbers on the Power Plant switch Gary Collins
explained that while we call the switch the City Hall switch the
switch really services a number of locations such as the Police
Department, Fire Department, Parks, Information Services,
Personnel, Library, Senior Center etc as do the other two
switches At this time GTE cannot legally add anything to these
switches until we upgrade the software licenses to be in
compliance Gary Collins explained that the software license
upgrade was a little over $20,000 of this $29,991 cost and again,
we were dealing with proprietary software The remainder of this
cost would be the hardware and software to network the Voice Mail
capability between the 3 switches and activate the automated
attendant feature of Voice Mail The capability to network Voice
Mail between the three switches was not available on the software
release level we had to implement when we installed the Telephone
System In 1990 Gary Collins explained that Automated Attendant
would allow the citizens to call designated numbers 29 hours a day
7 days a week and get answers to commonly asked questions
Personnel's Job line or a number 3.n Parks and Recreation describing
playing field conditions or number in Municipal Court explaining
options on tickets are just a very few examples of the type of
service Automated Attendant could handle Bob Minnis ask how many
numbers we would get with the software upgrade Gary Collins
responded that this would allow us to add 100 numbers to each of
the three switches and this was the minimum block of numbers we
could get Gary Collins also indicated that we could not add
another phone, modem, fax line or anything to two of the three
switches regardless of the decision on networking Voice Mail and
Automated Attendant Bob Minnis asked what the overall cost of the
Telephone System was Gary Collins responded that it was
approximately $600,000 including all of equipment, software,
cabling and fiber optic lines at the three locations Bob Minnxs
observed that this cost was approximately 5% of the total cost
Bob Minnis asked how long the system had been installed? Gary
Collins said it would be two years in June and in this time we have
added approximately 85 numbers to the system Bob Minnis made a
motion that the Board recommend that the City Council approve the
purchase of this software upgrade and networking of Voice Mail with
Automated Attendant implemented Don Edwards seconded the motion
and it passed unanimously
There being no new business the meeting was adjourned