1995-020AN 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
competitive 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
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
bids for materials, equipment, supplies, or services, shown in the
"Proposals" attached hereto, are hereby accepted and approved as
being the best responsible proposal for such items:
RFP ITEM
NUMBER NO. VENDOR AMOUNT
1721 1,3 SPI SYSTEMS $26,000.00
1721 2 COMPUTER CITY $ 8,000.00
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
approved and accepted items and of the submitted proposals wish to
enter into a formal written agreement as a result of the
acceptance, 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, specifications, 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
contract made pursuant thereto as authorized herein.
SECTION V. That this ordinance shall become effective
immediately upon its passage and approval.
PASSED AND APPROVED this _ ~ay of ~, 1995.
BOB CASTLEBERRY, MAY~ ~
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPROVED AS TO LEGAL FORM:
MICHAEL A. BUCEK, ACTING CITYhTTORNEY
DATE: FEBRUARY 7, 1995
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: RFSP #1721 - MICROCOMPUTERS (PC'S) AND PERIPHERALS
RECOMMENDATION: We recommend this request for sealed proposais be awarded
as follows:
Group I Desktop computer to SPI Systems
Group 2 Laptop computers to Computer City
Group 3 Printers to SPI Systems
Estimated 1994-95 budget expenditures is $15,500.00. Estimated 1995-96 budget
expenditures is $18,500.00, if approved in budget process. Totai estimated
expenditures for this annual price agreement would be approximately $34,000.00.
SUMMARY: A request for sealed proposals for an annual price agreement for
computers and peripherals was submitted to approximately seventy five (75) listed
suppliers of computers, printers and peripherals. The RFSP asked for a computer
of minimum configuration (486), medium configuration (486+) and a maximum
configuration (pentium 90). The prices vary from a least expensive price of
approximate $1,600.00 to a maximum of approximately $2,500.00. The price is
dependant upon configuration and options such as CD ROM, memory, software etc.
The basic laptop price is approximately $1,400.00 actual price is again dependant
upon added features.
The same holds true for the printers with the base price starting at $249.00 and
ending at $1,549.00 depending upon the configuration.
This RFSP is for an annual price agreement with prices held firm for 12 months or
until cancelled by the City of Denton.
BACKGROUND: Memorandum from Gary Collins Director of Information Services
dated 1-31-95.
Request for sealed proposals for acquisition of high tech supplies do not lend
themselves to production of a tabulation sheet since the make up of each PC or
printer is different. No tabulation sheet was prepared, however, SPI and Computer
City in addition to the most acceptable proposals also offered the lowest prices.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Information Services
Division, other departments or divisions utilizing the annual price agreement.
CITY COUNCIL REPORT
FEBRUARY 7, 1995
PAGE 2 OF 9,
FISCAL IMPACT: Each acquisition will be funded from 1994-95 budget funds.
~spe.~fu~bmit ted:
~Lloyd ~V. H~
City Manager
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
568 .A~ENDA
01/31/95 16:36 '~95175568533 ~ 001/001
CITY of DENTON, TEXAS 21~ F' MoKINNEY / DENTON, TEXAS 76201 / TELEPHONE (817) $66-8200
MEMORANDUM
DATE: January 31, 1995
TO: Lloyd Harrell, city Manager
From: Gary A. Collins, Director Of Information Services
SUbJECt: Data Processing Advlso~y Board Meeting
On Monday January 31, 1995, a Data Processing Advisory meeting was
scheduled to consider a recommendation on the acquisition of
personal computers. Unfortunately, we did not have a quorum of
members as only two members were in attendance. I discussed with
the members present, the responses to the RFP for personal
computers. Both members agree that our best choice was to purchase
the desktop computers and printers from SPI Systems and the
notebook/laptop from computer City. In all cases these were the
lowest prices offered of all the vendors responding. Also, the
other board members we contacted by phone, agreed with this
recommendation. Since there was not a quorum, no official vote was
taken and no other business was conducted,
If you have any questions or I can be of further service, please
let me know.
Director of ~nformation Services
JAN J1 '95 16:JJ 981756685J3 PAGE.001