1995-151AN 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,
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
materials; 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,
equipment or supplies, as described in the .'Purchase Orders"
attached hereto, are hereby approved:
PURCHASE AMOUNT
ORDER NUMBER VENDOR
56685 AMERICAN MANAGEMENT SYSTEMS, INC. $89,875.00
56686 IBM CORPORATION $60,840.00
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
immediately upon its passage and approval.
/~day
PASSED AND APPROVED this the of L~~_,
1995.
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPR V~ 'kS~O LEGAL FO~:
HERBERT L. PROUTY, CITY ATTORNEY
DATE: AUGUST 15, 1995
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER NUMBER 56685 TO AMERICAN MANAGEMENT
SYSTEMS INC. IN THE AMOUNT OF $89,875.00.
SUMMARY: This purchase order to American Management Systems Inc. is for the
~nnual maintenance and periodic upgrades for the Local Government Financial
Software or LGFS. This software package is the operating software for the financial
activities of the City of Denton including budgeting, accounts payable, accounts
receivable, purchasing, inventory, fixed assets, general ledger, report writing and
PCI (reporting network). Included in this annual cost are new releases, upgrades
to the system and direct "hotline" trouble shooting and assistance. Data Processing
Advisory Board recommends approval.
BACKGROUND: Purchase Order Number 56685 to American Management Systems
Inc., Invoice from AMS dated July 13, 1995, Minutes from Data Processing Advisory
Board Meeting August 8, 1995.
PROGRAMS ~ DEPARTMENTS OR GROUPS AFFECTED: Information Services, Finance
Administration, Accounts Payable, Accounts Receivable, Purchasing, Inventory,
Budgeting, Fixed Assets, and all users of the LGFS software.
FISCAL IMPACT: Funds for this annual maintenance agreement are available in the
Information Services 1994/95 Budget; Account Number 100-044-0080-8521. The cost
of $89,875.00 reflects an approximate 4.8% increase ($4,375.00) over similar services· _.
last year.
~/~pectfully ~uJ0mitted: j
~ Lloyd V. Harrell ~t
City Manager
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
622 .AGENDA
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July 13, 1995
Project No: P2649
Invoice No: 009P1516
Mr. ~ Ordesh
city of Denton
601 E. Hickory, Suite A
Denton, TX 76205
ADVANTAGE/ES and GUI Maintenance Fees for July 1, 1995
through July 31, 1995.
ADVANTAGE/ES (incl. PCI & RP) $ 80,000.00 * 15% = 12,000.00/12
· For a 1 month period $ 1,000.00
Less Maint paid for PCI & RP (312.50)
Subtotal: $ 687.50
LGFS GUI $ 25,000.00 * 15% = 3,750.00/12
· For a 1 month period 312.50
Subtotal: 312.50
LGFS Maintenance Fees for August 1, 1995
through July 31, 1996.
$ 227 5oo.oo
Fixed Assets 40 000.00
Performance Measurement 15 000.00
Job Cost Accounting 40 000.00
Cost Allocation 30. 000.00
~=~x?~ended Purchas~ng~ 75 000.00
Inventory Control 60 000.00
ADVANTAGE/ES 80 . 000.00
LGFS GUI 25,000.00
Subtotal: 592,500.00 * 15% = 88,875.00
TOTAL INVOICE: $ 89,875.00
M~rk Summers
Financial Administrator
Please make remittance payable to: American Management Systems, Inc.
P.O. Box 101043
Atlanta, GA 30392
Ref. Inv. # 009P1516
08/09/95 11:59 '~'817 566 8533 CItY of Denton ~001/001
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF AUGUST 8, 1995
MEMBERS PR~SRNT: Don Edwards, Rosa Lawton and Renae Seely, and
Bruce Mitchell
MEMBERS ABSENT: Anthony Hudspeth
OTHERS PRESENT: Gary Collins and Dave Dickey
Discussions were held in regard to the maintenance agreement with
IBM for mainframe software. Bruce Mitchell expresses he felt that
the amount required was high and that the city should continue to
look for alternatives. There being no real alternatives at this
time, as this is proprietary software. The motion was made by
Bruce Mitchell and second by Rosa Lawton to recommend the City
Council approve the agreement with IBM. Motion passed unanimously.
Discussions were held in regard to the GTE maintenance agreement.
All agr=ed that using GTE made sense. The comment was made that
the amount being asked by GTE was less than what would be needed to
fund a repair person and a backup and that would not include any
testing and repair equipment at that. The motion was then made by
Bruce Mitchell and second by Don Edwards to recommend the City
Council approved the five year agreement with GTE. The motion
passed unanimously.
Discussions were held in regard to the financial system with AMS on
the LGFS software, Bruce Mitchell expresses he felt that the
amount required was high and that the city should continue to look
for alternatives. There being no real alternatives at this time,
as this is proprietary software the motion was made by Bruce
Mitchell and second by Rosa Lawton to recommend the City Council
approve the agreement with AMS. Motion passed unanimously.
Some time was spent discussing the Information Services Proposed
1995-96 Budget.
There being no further businezs the meeting was adjourned.
DATE: AUGUST 15, 1995
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASF. ORDER NUMBF. R 56686 TO IBM
RECOMMENDATION: We recommend this Purchase Order Number 56686 to IBM be
approved in the amount of $60,840.00.
SUMM_&RY: Purchase Order Number 56686 to IBM is for the annual maintenance and
periodic upgrades of the operating software for the City of Denton Mainframe
Computer. This is an annual agreement covering the time period from June 1, 1995
through May 31, 1996 at $5,070.00 per month.
Data Processing Advisory Board recommends approval.
This is a sole source acquisition and exempt from the bid process as per Chapter 252
of the Texas Local Government Code.
BACKGROUND: Purchase Order Number 56686 to IBM, Copy of Remittance Invoice
for the month of July, 1995, Minutes of Data Processing Advisory Board Meeting of
August 8, 1995.
PROGRAMS~ DEPARTMENTS OR GROUPS AFFECTED: Information Services
Division.
FISCAL IMPACT: Funds for this annual agreement are available in the 1994/95
Budget; Account Number 100-044-0080-8521.
Similar services from IBM last year were $73,444.08; indicating a reduction in cost
of $12,604.08.
/~sp~ctfully.~y/~submitted.;
~~loyd V. H~
City Manager
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
623 .AGENDA
International Business Machines Corporation
CITY OF DENTON C)]Y CF~':~',~
DENTON TX 76Z01-4229 INFO,,. . :~,~_~
Account Number Branch Off Amouni
~i~O~6~O~OD CD~ 5,070: OD
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IBH CORPORATION -.CD4
DEPT CDq PO BOX 84159~
DALLAS TX 75284-189~ Remi~anceCopy
(800) 967-7882
12 131404 1802610 070195 070501010606020 000507000
To assure proper credit please detach this portion and retu~
TypE/DESCRIPTiON LSE ~ROM ~HRU APPLICABLE APP.. TAX NET AHOUNT
HOO/SERIAU OPT DAT~ DATE CHARGE DISC./% AHOUNT EXCLUOING TAXES
' FEAT~/OESCRIPTION
~888 ACF/VTAN V~ FOR VSE
5686 CICS/VSE V2
026 0087009 07/01/98 07/51/95 1,104.00 1,104.00
1201 GRAD GRP 28 BASIC HLC
1227 GRAD GRP 28 BASIC HI-C RCF
5686 VSE/SP UNIQ. CODE V6
028 0087010 07/01/95 07/31/96 663.00 663.00
0991 GRAD GRP 28 BASIC HLC
5585 VSE/AF VERSION 5
032 0087011 07/01/95 07/31/95 520.00 520.00
1097 GRAD GRP 28 BASIC HLC
5866 ¥SE/POWER VERSION 6
055 0087012 07/01/96 07/31/95 162.00 162.00
1333 GRAD GRP 28 BASIC HLC
5686 VSE/FAST VERSION 2
054 0087013 07/01/96 07/31/96 31.00 31.00 :
1~25 GRAD GRP 28 BASIC HLC
6686 VSE/ICCF VERSION 3
036 00B7014 07/01/95 07/31/95 122.00 122.00
1171 GRAD GRP 28 BASIC HLC
PO# fiS135R
C.s~ome,,.tere~e IHFORMATION SERVICES Page 1
7511662 JULY 1~, 1995 J 1802610-00
~achines Corporation j CONTINUED
International
Business
L
International Business Machines Corporation
. mvo,ce~o 7511662 JULY 1, 1995 2
,CITY OF DENTON
215 E HcKINNEY Accouo~snec
DENTON TX 76201-q229 AccountNumbe, BranchOf! Amount
1802610-00 CD4 5,070- O0
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IBM CORPORATION - CDq
DEPT CD(+ PO BOX 8q1593
DALLAS TX 7528q-159-~ Remittance CoPy
(800) 967-7882
12 131404 1802610 '070195 070501010606020 000507000
To assure proper credit please detach this portion and return with remittance.
' '' iN~OI~ FOI~ ~_EA~E/RENfAL M~kCH]:NES AND /01~ LICENSED ~ROGRAH t~ARGEs
: TYPE/DESCRIPTION LSE FROM THRU APPLICABLE APPL. TAX NET AHOUNT
HOD/SERIAL OPT DATE DATE CHARGE DISC./X AHOUHT EXCLUDING TAXES
FEAT~/DESCRIPTION
$686 VSE/VSAM VERSION 2 1~9.00
057 00B7015 07/01/96 07/31/95 149.00
1386 GRAD GRP 28 BASIC HLC
1~77 BASIC HLC GRP 28 S/H FT
1559 BASIC HLC GRP 26 B/R FT
6688 OITTO VSE/VN V3 IqS,00
052 0028565 07/01/96 07/31/96 lqS,00
060q GRAD GRP 30 BASIC HLC
5755 ACF/SSP VERSION 2 185.00
XXA 0098~79 07/01/95 07/51/95 186.00
0101 GRAD GRP 30 BASIC HLC
5755 ACF/NCP VERSION 2 414.00
XX9 0098q80 07/01/96 07/31/95 ~14,00
q525 BASIC HLC LICENSE
6736 DOS PL/I TRANSIENT LIB V1 59.00
LH5 0027086 07/01/95 07/~1/95 59.00
qSO5 BASIC LICENSE
BTq6 DOS/VS COBOL COHPLR & LIB V1 251.00
CBi OODLB16 07/01/95 07/31/95 2~1,00
~6lI BASIC LICENSE
B746 OEV MGHT SYS/CICS/VS-QOS 760.00
POB ~5I~5R 2
Cuslo~,rele,ence INFORMATION SERVICES Page
JULY I, ig95 J ACCOUnt Number i802610-00
75II662 ~,~o,ce da*e
~ ............~"' ~ CONTINUED
International Business Machines Corporation
CITY OF DENTON 7511662 JULY 1, 1995 5
215 E MCKIN~EY
DENTON TX 76201-~229 AccountNumbe, BranchOH, Amouni
1802610-00 CDq 5,070.00
Address Collecllon
,.,o,~o,oO ,-~,."*~ ~, 0 Ih,,hhh,,hlh,h,h,h,,Ihhhhh,,,Ihlh,,,l,,h,hll ....
IBM CORPORATION - CDq
DEPT CD4 PO BOX 841593
DALLAS TX 75284-159.$ Remittance Copy
(800) 967-7882' ,-
12 131404 1802610 070195 ·070501010606020 000507000
To assure proper credit please_d_ .e!ac_h- !bi~ _p_o_ rti.o_n_ an _d_r.e.t ur.n_ _w. it.h..r.em. ]t_t.an .c_e: ................
........ i~/Oi(~--~=OI~-~_'EA~_~RENTAL MACHINES AND /OR LICENSED PROGRAM CHARGES
TYPE/DESCRIPTION LSE FROM THRU APPLICABLE APPL. TAX NET AMOUNT
HOD/SERIAL OPT CATE DATE CHARGE DISC./Z AMOUNT EXCLUDING TAXES
FEAT#/DESCRIPTION
q526 BASIC LICENSE
4572 BASIC LICENSE (IAG)
TOTALS 5,070.00
RESPECT TO THIS INVOICE HAY HAVE BEEN ASSIGNED TO IBM RECEIVABLES
RIGHTS
TO
PAYHENT
HITH
HASTER TRUST I.
THIS INVOICE SERVES AS THE SUPPLEHENT TO THE IBH CUSTOMER AGREEHENT FOR LICENSED PROGRAMS,
THE DESIGNATEO HACHINE FOR A LISTED PROGRAM IS CONTAINED ON A SUPPLEHENT AVAILABLE ON REQUEST.
POff ~5I$5R
cus~o,.e,,.~e,e.ce INFORMATION SERVICES Page 3
7511662 JULY 1. 1995 J 1802610-00
5,070.00
International Business Machines Corporation