1996-248 ORDINANCE NO
AN ORDINANCE AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS,
EQUIPMENT, SUPPLIES OR SERVICES BY THE STATE, PROVIDING FOR THE
EXPENDITURE OF FUNDS THEREFORE, AND PROVIDING FOR AN EFFECTIVE DATE
WHEREAS, pursuant to Resolnt~on 92-019, the State Purchasing General Services
Commission has sohcaed, received and tabulated competitive bids for the purchase of necessary
materials, eqmpment, supphes or services in accordance with the procedures of state law on behalf
of the City of Denton, and
WHEREAS, the City Manager or a designated employee has reviewed and recommended
that the herein described matermls, eqmpment, supplies or services can be purchased by the City
through the General Services Commission programs at less cost than the City would expend if
bidding these ~tems indlwdually, and
WHEREAS, the City Council has provided an the City Budget for the appropriation of funds
to be used for the purchase of the materials, equipment, supplies or services approved and accepted
herein, NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS
SECTION I That the numbered items in the following numbered purchase order for
materials, eqmpment, supphes, or services, shown in the "Purchase Orders" attached hereto, are
hereby accepted and approved as being the lowest responsible bids for such ~tems
PURCHASE
ORDER 3LF_.MDDR AMOUNT
70307 IBM $ 19,622 40
70826 IBM $103,105 00
SECTION II That by the acceptance and approval of the above numbered items set forth
in the attached purchase orders, the C~ty accepts the offer of the persons submitting the bids to the
General Services Commission for such items and agrees to purchase the materials, equipment,
supplies or services m accordance with the terms, conditions, specfficat~ons, standards, quantities
and for the specified sums contmned in the bid documents and related documents filed with the
General Services Commission, and the purchase orders issued by the City
SECTION III That should the C~ty and persons submitting approved and accepted ~tems set
forth in the attached purchase orders w~sh to enter mto a formal written agreement as a result of the
City's ratfficat~on of b~ds awarded by the General Servmes Comm,sslon, the C~ty Manager or h~s
designated representative ~s hereby authorized to execute the written contract which shall be attached
hereto, provided that the written contract is m accordance w~th the terms, condmons, speclficatmns
and standards eontmned m the Proposal submttted to the General Services Commission, quant,t~es
and specified sums eontmned m the C~ty's purchase orders, and related documents here~n approved
and accepted
SECIiON IV That by the acceptance and approval of the above numbered items set forth
~n the attached purchase orders, the C~ty Councd hereby authorizes the expenditure of funds therefor
~n the mount and m accordance w~th the approved purchase orders or pursuant to a written contract
made pursuant thereto as authorized here~n
SECTION V That th~s ordxnance shall become effective xmmedxately upon ~ts passage and
approval
PASSED AND APPROVED thxs ~ day of[~l,~X 1996
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM
HERBERT L PROUTY, CITY ATTORNEY
2
DATE NOVEMBER 5, 1996
CIT.]LCOU3~._~L RgPORT
TO Mayor and Members of the City Council
FROM Ted Benavldes, City Manager
SUBJECT PURCHASE ORDER # 70307 TO IBM
RECOMMgNDATION. We recommend Purchase Order #70307 to IBM be approved m the
amount of $19,622 40
SUMMARY. Th~s purchase order ~s for the acqu~sit~on of two IBM RISC 6000 computer
workstations for Utility Engineering mcluflmg 12 months onslte maintenance These units will
enhance the current GIS hardware and software
The pricing for the two umts is from the State of Texas Purchasing General Services Commission and
therefore eomphes w~th all b~ddmg requirements
BACKGROI.~ Purchase Order #70307, Quote from IBM
PROGRAMS.. BEPARTME~LTg OR GROUP~ Utility Engineering, GIS Program
EISC~ Funds for these computer systems were approved in the 1996/97 budget
process, account #437-036-0176-9103
Respectfully submitted
Ted Benavldes
C~ty Manager
Approved
Name Tom D Shaw, C P M
T~tle Purchasing Agent
783 AGENDA
To Dave DlokeW From Lloyd Rew~on lO 1D BD 7 92 am Page B oF B
{LAST RESTORED FILE = tS797EA) [UBERIO · LNENTONll
OCT 16, 1SS6 1H 35
Proposal Ugaye
ION programs olaeslPled For Proposal UsoQo may be used by
ISM persoflneI ~o suppor~ marketing reoommefldebions
resul~ in proposals Par IBM equipment, progeams, and lease
or purohage plan oPFertngs, or ~o revaltda~e euoh proposals
Reports generated by ~heae program~ mag bm lnoluded dmreo~[U
In proposalJ or peeaen~a~ionm
lOOT ~0, IOBD tH 35 CITY DENTON ?SqD 13B, IBSMB, 1 BGB PAGE g
GNTBSBP, P2BO,
THE FOLLONINGNODITIONRL FERTUR£S
BASE BYSTE, THERE RRB NO FENTURE CODES PON THESE
PERJURES, BO TNEY 00,0T HPPE,,
REPORT
INTEGRATED SCS~ E CONTROLLER~
L~
INTEGRATED E25 GRAPHICS RDRPTER~
[NTEGRRTED ETHERNET RDRPTER~
[NTEGRRTED RUD[O~
QUAD SPEED CD ROM DR[UE~
~ qqHB 3 5 INCH DISKETTE OR[UE~
3 BUTTON
1OCT 18, t596 ~q 35 CITY DENTON 7gq8
GgT~SBP, P~B8,
UNIT ~DL/FC DESCRIPTION QTY PURChaSE
HO~THLY
7~H8 ~3~ RISC SYSTEH/BBBB HOP SERIES
-361H IBH P~B8 COLOR MOHITOR~
Ha83 3~HB MEMORY SIHM~ ~ 2568 BBP H/O
HB85 69MB HEMORY 5EL FROM 16MB~ I I~B BBP H/O
9238 DOC 15-PIN TO 13W3 DISPLAY CBL 1 lBS BBP N/O
5BBS PREINSTaLL
~BB~ L~NGU~GE GROUP SPECIFY U5 ~ NC NC
~3~8 ~8~/%Bg KEY ENHKEYBORRO U5 ~ NC NC
~3~6 I ~GB B H OIS~ OR~ t NC NC
9886 LIHE CORD SPECIFY U5 1 HC HC
1399B BO~ 88 00"
UP~ DISCOUNT ' ~7 ~T )~B BB
HRRD~RRE TOTRL8
TOTALS
HNRD,RRE PURCHASE TOTAL ~/~_ ~8;~-[;:~
MONTHLY NNINTEHNNGE CHARGE TOTAL BB 00.
1DOT 10, 1SD6 lq B5 CITY OENTOH 7BNB 13Z, ~BSNB, I BGB PHGE B
GNTBBBP, PBBB,
CUSTOMER FINANCING RLTERNRTIVEB
In add{tlon ~o the prides J~aked above, IBN Credi~ Corporation
Pznanoing progeams are oFFered ?or mol~ IBM miohinee Rela~ed
Financing euoh as LPM, [MO, o~her IBM one ~lme oharges maw also
be inoIuded under Term Lease or Ineballmen~ Pegmen~ Mae~er
agreements
TERN LERBES
Fixed mon~hlB pa~m~nEa F
DATE NOVEMBER 5, 1996
CITY COUNCIL REPORT
TO Mayor and Members of the C~ty Council
FROM Ted Benavides, City Manager
SUBJECT PURCHASE ORDER # 70826 TO IBM
RECOMMENDATION: We recommend Purchase Order #70826 to IBM be approved ~n the
amount of $103,105 00
SUMMARY: Ttus purchase order is for the annual lease payment on an IBM 9221-191 Mmnframe
Computer/Processor with disc drives, Integrated communications adapter and three (3) 19 2
communication lines Tbas unit v~ll replace our older model 4381 mmnframe for a three year interim
time period wtule the new computer systems are ~mplemented The new unit will be 2-3 t~mes faster
than the existing system and can be acquired for no addmonal cost over the old umt IBM ~s currently
bundling software and hardware maintenance cost w~th hardware purchase pricing allowing them to
quote lesser prices on the new State General Services Commission Contract
The pricing for this lease ~s from the State General Services Commissions Catalogue pricing
Information Serwees Advisory Board recommends approval
BA~Y~C, tRDI/~L~ Purchase Order #70826 to IBM, Minutes from Information Services Adwsory
Board of June 12, 1996, quotations form IBM
pROGRAMS.. DEPARTMENTS OR GROUPS AFFF_~CTEDA Information Services Division,
all users supported by mmnframe processor
FISCAL IMPACT: Funds to enter mto th~s lease and make the first year's payment are available
m the 1996/97 budget, account #100-044-0080-8509
Respectfully submitted
Ted Benavides
C~ty Manager
Approved
Name Tom D Shaw, C P M
%tle Purchasing Agent
782 A~ENDA
MINUTES OF
DATA PROCF.,SSING ADVISORY BOARD
b,~ETING OF JUNE 12, 1996
MEMBERS PRESENT Don Edwards, Rosa Lawton and Renae Seely and Lupe Tavor
MEMBERS ABSENT Bruce M~tchell
OTHF_.~RS PRESENT Gary Collins
Renae Se. ely made a motion the minutes of the November 27, 1995 be approved Rosa
Lawton seconded the motion and ~t was passed unanimously
Gary Collins stated that the annual renewal of the IBM operating system software was
due. Gary Colhns explained that th~s software was necessary for the IBM 4381
mainframe to operate and no apphcatton software such as Payroll, UUhty Billing, etc
could functton without this software being operaUonal Gary Collins also explained that
this software is proprietary and a single source vendor Rosa Lawton made a moUon the
Board recommend the City Council approve the annual maintenance agreement with IBM
for maintenance of the operating system software Lupe Tavor seconded the motion and
it passed unanimously.
Gary Collins explained that there was a software package av~ulable from Decision
Technology, that would prowde the using departments to download data from any of the
mainframe files to spread sheets, databases and documents on their PC's Gary Collins
stated this software was unique in the way it took VSAM and tape files and made them
appear as relational databases. Gary Collins indicated during the trial period this software
was used to download Waste Water data from the mainframe for analysis xn determimng
the extent of the rebate for February Waste Water b~lhng. Renae Seely made a motton
that the Board recommend the City Councd approve the purchase of tins software
package from Dec~sion Technology known as Dec, sion Analyzer Rosa Lawton seconded
the motion and ~t passed unammously
Gary Collins explained that IBM had introduced a new program that bundled software
and hardware. Gary Colh~ stated under this new program the City could acquire a new
IBM 9221 mainframe and new diskz dnvas for the budgeted costs assocmted with
software and hardware m|untenance. Gary Collins explmned that this program was a 3
year lease purchase and was based upon annual up front payments. Gary Collins stated
that the new mainframe computer would be 2 3 umes faster than the current mainframe
Data Processing Advisory Board
June 12, 1996
Page 2
computer and the new disks would have an additional 5 gigabytes of &sk storage than the
current disk drives Gary Comns indicated that due to the annual up front nature of the
payment schedule that the city would have to wait until the beg~nmng of the new fiscal
year to enter into tlus agreement. Lupe Tavor made a moUon that the Board recommend
the City Council approve a 3 year lease purchase with IBM for a new IBM 9221
mainframe and new 45 gigabyte DASD drives and controllers when the funding became
avadable Rosa Lawton seconded the motion and it passed unanimously
Gary Collins explained that the City had installed a new release of the Geograpluc
Information System (GIS) software and that the RISC~6000 workstattons m the
Engineenng and Planmng Departments were exceptionally slow due to memory size and
speed. Addmonally, Gary Collins explained that when memory upgrades were priced the
costs to acquire faster, larger machines was not sxgmficantly more than the memory and
processor speed upgrade costs. Gary Colhns stated a side benefit of acqumng new
workstations for the Engineering and Planning Departments ~s the old workstations could
be used for General Pubhc access to the City's GIS System. It ~s planned to place one
of the old workstations in City Hail West, City Hall and the Service Center for use by
the General Public. Gary Collins stated that the funds for these replacements was coming
primarily from the 1990 GIS CO Funds Rosa Lawton made a motion that the Board
recommend the City Counol approve the purchase of these new workstations from IBM
Lupe Tavor seconded the motion and it passed unammously.
There being no further bumness the meeting was adjourned
ANN00020
9
IBM MAINFRAME INTERIM REPLACEMENT
DESCRIPTION CURRENT PROPOSED
BUDGET ANNUAL COST
PER YEAR FOR 3 YRS
IBM Software costs 92,044 00 12,360 00
UHW Hardware Maintenance costs 37,704 00 10,104 00
ESO Option 191 64,085 00
- A 9221-191 processor w/64MB RAM
- 3 years IBM hardware maintenance
- 3 years IBM operating system software
- M~gration services to assist m~gratlon
- Transport and install new processor
RAMAC DASD, ESCON attached 35,057 00
- 45 Gig
- 3 years hardware warranty
- Migrabon services
INTEGRATED COMMUNICATIONS ADAPTER 3,963 00
- 3 19 2 Commumcations lines
Total Software and Hardware costs 129,748 00 125,569 00
3_0
OCT 16 '96 10'07 FR DEPT .THI 214 280 TO 91B175668533 P 01/02
In~ Balne~ M~h~ ~en 1806 ~lJ
June 6, 19~6
Ga~ Coihns
D~rector of Information Systems
C~y olD.ton
Muntc~pal Bld~
Denton, TX 7620!
Dear Gary
The followm§ tnformat~on briefly descnb~ the Entry Server Offenng (ESO) for the opttons we
have been discussm§
ESO Option 191 · A 9221-191 processor w~th 64MB of storage, 12 channels, I 1 MIPs, SW Ch' 30
· 3 years of IBM hardware maintenance £or the 9221-191
· 3 years ofoperaung system sol.are as noted in Option 150
· Migration semce~ to assist m migrating to new platform
· Transportattou and installation of new processor
llaMA, 3 annual payments $64,085.00
· 45GB RAMAC DASD. ESCON attached
· 3 yrs warrant~
· Mtgratlon scmces
IPMA, 3 annual payments $35,057 00
· ICA w~th 3, 19 2 Lmes
· Ethernet and Token Ring
IPblA, 3 annual payments $ 6,222.00 $3,963 0¢
In addmon to the payments as noted wnh each ESO option, the C~ty of' Denton will contmued to
be billed for soRware products which are not included in the ESO offenng Tlus charge will be
$1,629 00~ per month and provMes a licenses for the following products on etther the 150, 170 or
191 option
$735-XXA, SSP $735-XXB, NCP 5746-CB1
DOS/COBOL 5746-LM5 PL1 Tram
1 Thc ICA wlfllout the Token Pdng and Ethernet adapter would be $3 963 per year rather than ~per ~,ear
~ Thc current monthly software bill would bo reduced if the ICA option is chosen
11
OCT 16 '96 10 08 MR DEPT JHI 214 280 TO 91817S66@5E3 P 02x02
The IPMA ~s an Installment Payment Master Agreement This agreement passes title to the City
immecfiately and therefore is a full payout at the end of the term I have run prehmma, ty numbers
on a Fair Market Value Lease and a $1 buy out lease All payments are within $100 or $200
dollars regardless of financing method The IPMA may hold some tax advantages to the City
slnc~ ~M will not retain title and therefore not incur personal property tax
Please call l~¢k Schultz or myself w~th any questions about the offering or the technical aspects of
the 9221
Sincerely,
Dean A Belvls
Termory Manager
i2