1996-197 ORDINANCE NO q(.0 "~ '7
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, tncludmg ~tems 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 ntfltty purchases, captive replacement parts or components for
equipment, and hbrary materials for a pubhe hbrary that are available only from the persons holding
exclusive thstnbntlon rights to the matertals, need not be submnted to competlttve bids, and
WHEREAS, the Ctty Council w~shes to procure one or more of the items menttoned 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 ~n
the "Purchase Orders" attached hereto, are hereby approved
PURCHASE
ORDER NUMBER 5/F__2~DOR 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 constlntte a contract
between the Ctty and the person submtttmg the quotation for such items until such person shall
comply with all requirements specified by the Purchasing Department
SECTION III That the Ctty Manager ts hereby authorized to execute any contracts relating to
the items specified tn Section I and the expenditure of funds pursuant to said contracts is hereby
authorized
SECTION IV That tlus ordinance shall become effective ~mmedaately upon ~ts passage and
approval
PASSED AND APPROVED thxs the ~day of~., 1996
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
SOLE SOURCE
2
DATE SEPTEMBER 17,1996
~OUNCIL REPORT
TO Mayor and Members of the City Council
FROM Ted Benavides, City Manager
SUBJECT PURCHASE ORDER # 67657 - INTEGRATED COMPUTER SYSTEMS
I~ECOMMENDATION: 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 third 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 ~s the only unit
avmlable 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 s~ngle source purchases from the bid
process
BACKGROUB~ 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
FISC2AL IMPACT: This MDC will be funded from 1995/96 Capital Acquisition funds account
number 100-070-0040-9107 miscellaneous eqmpment
Respectfully submitted
~ed Benavldes
City Manager
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
771 AGENDA
3
DATE SEPTEMBER 17,1996
CITY COUNCIL REPORT
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 m the amount of $ 83,925 00
SUMMARY: Thxs purchase order ~s for the renewal of the annual mmntenance agreement with
American Management Systems for the City's financial software system known as LGFS The
agreement ~neludes routine maintenance, new releases, hothne trouble shooting, and technical and
apphcat~on assmtanee 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
$5,945 00, savings The Data Processing Adwsory Board recommends approval
This maintenance agreement is a sole source acqmsmon and exempt from the bid process as per
Chapter 252 Texas Local Government Code
BACKGROIYND.. Invoice #009P2026 from American Management Systems, Minutes from Data
Processing Advisory Board dated September 4, 1996
pROGRAMS: I~EPARTMENTS OR GROUPS AF!q'ECTED.. Finance Department and Divisions
as well as,the Information Services D~vlsion and all users of the LGFS software
[J[S~ZALJ~ Funds for the mmntenance agreement renewal are available in the 1995/96
budget, account number #100-044-0080-8521 Information Services Software License
Respectfully submitted
Ted Benawdes
C~ty Manager
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
772 AGENDA
6
July 22. 1996
Project No P2649
Invol ce No 009P2026
Mr Edward Orde$ch
cAiP~licatlons Systems Manager
Ci y of Denton. Texas
215 E McKlnney
Denton. TX 76201
INVOIC£ ,
LGFS Maintenance Fees for August 1, 1996
through July 31. 1997.
LGFS S 249.500 O0
Extended Purchasing 85,000.00
Inventory Control 65.000 O0
Job Cost Accounting . 45 O00.go
ADVANTAGE/DS (s~te llcense~ 80 000 O0
LGFS-GUI 5~
Subtotal, * 15~ = 83.925 O0
TOT/i[ INVOICE: $ 8~.9~5o0
Mark Sumers
Financial Admimstrator
PLEASE NOTE: PAYMENT DUE UPON RECEIPT.
Please make remittance payable to' American Management Systems, Inc
P O. Box 101043
Atlanta. GA 30392
Ref Inv # 009P2026
7
DRAF I
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF SEPTEMBER 4, 1996
MEMBERS PRESENT: Don Edwards, Lisa Green, Vicla McCombs,
Maureen Sannger, Warren Searls, Renae Seely,
and Lupe Tovar
MEMBERS ABSENT: None
OTHERS PRESENT: Gary Colhns from the C~ty staff
Lupe Tovar made a moron that the manutes of the June 12, 1996 Data Processing Adwsory
Board meeting be approved as written Renae Seely seconded the motion, and ~t passed
unanimously
Gary Colhns d~scussed the h~story of the Data Processing Admsory Board and the name
change of the Data Processing Department to the Informatton Services Department
Gary Collins explmned that a least one member of the C~ty Council would lflce the name of
the Data Processing Adwsory Board changed to a more approprmte name Renae Seely
made a motion to recommend the C~ty Council change the name of the Data Processing
Advisory Board to the Information Serwces Adwsory Board V~ckt McCombs seconded the
motmn, and ~t passed unammously
Gary Colhns prowded all the members of the Board w~th a copy of the Information Servmes
Long-Range Strategm Plan Gary Colhns presented an overwew of the Long-Range Strategtc
Plan and stated h~s purpose tomght was to promde all the members w~th cop~es of the plan
for their rewew and to set up a meeting later for an ~n-depth d~scuss~on of the plan No
action needed to be taken on th~s ~tem
Gary Colhns md~cate, d that the annual maintenance agreement w~th American Managemen~
/Systems for the C~ty s financml system known as LGFS ~s due for renewal Gary Colhns
/told the Board that the software was proprietary software and was a s~ngle source vendor
/There was an extensive dascuss~on about the need for keeping the system on maantenance
/Warren Searls stated he felt th~s maintenance agreement was comparable to an ~nsuran.,ce
[ pohcy and that ~f American Management Systems needed to be called ~n the cost of the
[ mmntenance agreement would be qmckly used up in consulung fees Gary Colhns told the
\ Board that th~s system ~s used by many local governments m the Dallas/Fort Worth
~ metroplex as well as the rest of the state Warren Searls made a motion to recommend the
~ C~ty Council approve the maintenance agreement w~th Amerman Management Systems
X~c~ McCombs seconded the motion, and ~t passed unammously
Data Processing Advisory Board Minutes
Septemb6r 4, 1996
Page 2
Vicla McCombs had submitted a hst of questions and requests for ~nformataon prior to the
meeting Gary Collins d~strlbuted the hst of questions and the requested information
Gary Colhns 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 bus~ness, the meeting was adjourned for a tour of the computer room
for the new Board members
AAA047E9
CITY OF DENTONj
LEGAL D g PT~.