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HomeMy WebLinkAbout1992-028ALLOOO1F ORDINANCE NO AN ORDINANCE ACCEPTING A COMPETITIVE SEALED PROPOSAL AND AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES, PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE WHEREAS, the City has solicited, received and tabulated com- petitive sealed proposals for the purchase of necessary materials, equipment, supplies or services in accordance with the procedures of state law and City ordinances, and WHEREAS, the City Manager or a designated employee has reviewed and recommended that the herein described proposals are the best responsible proposals for the materials, equipment, supplies or services as shown in the "Proposals" submitted therefor, and WHEREAS, the City Council has provided in the City Budget for the appropriation of funds to be used for the purchase of the ma- terials, equipment, supplies or services approved and accepted herein, NOW, THEREFORE, THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS SSECTION I That the numbered items in the following numbered bids for materials, equipment, supplies, or services, shown in the "Proposals" on file in the Office of the City's Purchasing Agent filed according to the number assigned thereto, are hereby accepted and approved as being the lowest responsible bids for such items BID ITEM NCR NO VENDOR AMOUNT 1317 All Xerox Corp $104,990 00 SECTION II That by the acceptance and approval of the above numbered items of the submitted proposals, the City accepts the offer of the persons submitting the proposals for such items and agrees to purchase the materials, equipment, supplies or services in accordance with the terms, specifications, standards, quantities and for the specified sums contained in the Invitations, Proposals, and related documents SECTION III That should the City and persons submitting ap- proved and accepted items and of the submitted proposals wish to enter into a formal written agreement as a result of the accep- tance, approval, and awarding of the proposal, 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, spec- ifications, standards, quantities and specified sums contained in the Proposal and related documents herein approved and accepted SECTION IV That by the acceptance and approval of the above numbered items of the submitted proposals, the City Council hereby authorizes the expenditure of funds therefor in the amount and in accordance with the approved proposal or pursuant to a written con- tract made pursuant thereto as authorized herein SECTION V That this ordinance shall become effective imme- diately upon its passage and approval PASSED AND APPROVED this day of _ t , 1992 BOB CASTLEBERRY, MA ATTEST JENNIFER WALTERS, CITY SECRETARY BY APPIR A TO LEGAL FORM DEBRA A DRAYOVITCH, CITY ATTORNEY BY I&Ad) DATE February 18, 1992 CITY COUNCIL REPORT TO Mayor and Members of the City Council FROM Lloyd V Harrell, City Manager SUBJECT RFSP #1317 - LASER PRINTER RECOMMENDATION We recommend the proposal from Xerox Corp in the amount of $1749 85 per month for 60 months be approved SU MARY This Request for Sealed Proposal (RFSP) is for the 60 month lease/purchase of a highspeed, mainframe driven laser printer, Xerox Model 4050 The monthly payments will be $1749 85 per month for 60 months Total purchase price would be $104,990 00 plus maintenance, supplies and meter charges paid on an as needed basis The funds necessary for payments this fiscal year (1991-1992) were approved as a supplemental package during the budget process Forms currently being purchased from out sources such as checks, purchase orders, computer forms, municipal court forms and etc could be printed on this unit therefore shifting some of the budget dollars from outside expenditures to inside savings High technology acquisitions are exempt from the bid process as per State Law however, they must as in this case follow provisions established in section 252 042 Request for Proposals for High Technology Procurements in the Texas Local Government Code This acquisition was presented to the Data Processing Advisory Board and they recommend unanimous approval BACKGROUND Memorandum from Gary Collins, Director of Information Services, Data Processing Advisory Board Minute of February 4, 1992 PRQGRAM31 DEPARTMENT OR GROUPS AFFECTED Information Services Division CITY COUNCIL REPORT FEBRUARY 18, 1992 PAGE 2 OF 2 FISCAL IMPACT Funds for the 1991-92 portion of this acquisition will be taken from current Information Services budget account #100-044-0080-8509 1991-92 payments are estimated to be $12,248 95 Respect llyy/submitted v W, w4all Lloydo Harrell City Manager Approved Name Tom D Shaw, C P M Title Purchasing Agent 235 DOC CITY of DENTON, TEXAS CI1'r PU' 097 FEB I I PH 11 31 215 E McKINNEY / DENTON TEXAS 76201 / TELEPHONE (817) 566 8200 M E M O R AN D U M DATE February 11, 1992 TO Lloyd Harrell, City Manager FROM Gary A Collins, Director of Information Services SUBJECT Acquisition of a laser printer During the budget process last year a supplemental package of a laser printer for the IBM mainframe was approved We have received the final quotations to our high tech RFP for the laser printer and the Data Processing Advisory Board has recommended that the City Council enter into a 60 month lease purchase agreement with Xerox for a new Xerox 4050 laser printer The only other vendor to submit a proposal was Global Computer Corp for a used Xerox 4050 laser printer The proposal submitted from Global Computer Corp had some serious flaws in it and did not meet all the requirements we had specified in the RFP The funds for the first year's cost associated with this laser printer are in the current year budget While there is a minimal impact on the General Fund for the first five years we will own the printer after five years and start realizing an approximate $15,000 per year reduction in operating costs associated with our current use of computer forms If you have any questions or I can be of any further service please feel free to call on me Gary Collins Director of Information Services CC Tom Shaw, Purchasing Agent 1W rr3 -7 "Pf ' 147 MINUTES OF DATA PROCESSING ADVISORY BOARD MEETING OF FEBRUARY 04, 1992 MEMBERS PRESENT MEMBERS ABSENT OTHERS PRESENT Don Edwards made a meeting be approved unanimously Jim Kuykendall, Bob Minnis, Don Edwards and Brian s<< Cengis Capan Gary Collins and Dave Dickey motion the minutes from the December 9, 1991 Bob Minnis seconded the motion and it passed Gary Collins explained that during the past budget process a supplemental package had been submitted requesting a Laser Printer for the mainframe and that the package was approved Gary Collins stated that four vendors had either been sent or picked up the request for proposal for the Laser Printer Of the four vendors two vendors, IBM and Tech Sys Capital, no BID the request for proposal The two remaining vendors, Xerox and Global Computer Corp , proposed the same piece of equipment a Xerox 4050 Laser Printer The difference between the two proposals is that Xerox proposed a new machine and Global Computer Corp proposed a refurbished machine Gary Collins indicated that the cost difference between the two proposals was approximately $13,500 Gary Collins supplied the board with cost break down of the proposals (see attached) Gary Collins indicated that he had some problems with the proposal from Global Computer in that the quoted prase was only valid until February 14, 1992 and they did not supply the serial number and manufacture date of the equipment proposed as the request for proposal required Jim Kuykendall stated that the board needed to decide whether to recommend the new printer or the refurbished printer or no printer Gary Collins indicated that the Global Computer costs would be approximately $15,000 more the first year than the Xerox proposal Bob Minnis asked if Gary Collins had determined what interest the city could earn on the $15,000 for five years Gary Collins indicated he had not calculated that amount and it would be dependent on the interest rate used which currently is fairly low Jim Kuykendall asked if we knew the age of the refurbished printer Gary Collins indicated he did not even though the information was requested in the request for proposal Gary Collins stated that under the Xerox proposal the maintenance costs were locked in for 5 years that could not be guaranteed under the Global Computer proposal Don Edwards indicated that he felt the difference was too small between the two proposals to warrant purchasing the refurbished printer Bob Minnis made the motion the Board recommend the City Council enter into a 5 year lease purchase agreement with Xerox on a new Xerox 4050 Laser Printer Brian Scott seconded the motion and it was approved unanimously Under new Business Gary Collins told the Board that the City of Denton was the host city for the Texas Special Olympics and he was chairing the computer sub committee Don Edwards asked how he could volunteer Gary Collins told Don he would see that his name was turned into the chairman of the volunteer committee There being no further business the meeting was adjourned