1994-047AN ORDINANCE AWARDING A CONTRACT FOR THE PURCHASE OF MATERIALS,
EQUIPMENT, SUPPLIES OR SERVICES BID BY THE STATE PURCHASING GENERAL
SERVICE COMMISSION; PROVIDING FOR THE EXPENDITURE OF FUNDS
THEREFORE; AND PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, pursuant to Resolution 92-019, the State Purchasing
General Services Commission has solicited, received and tabulated
competitive bids for the purchase of necessary materials,
equipment, supplies 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 materials,
equipment, supplies or services can be purchased by the City
through the General Services Commission purchasing programs at less
cost than the City would expend if bidding these items
individually; 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
purchase order for materials, equipment, supplies, or services,
shown in the "Purchase Orders" attached hereto, are hereby accepted
and approved as being the lowest responsible bids for such items:
PURCHASE
ORDER ITEM
NUMBER NO. VENDOR AMOUNT
43439 ALL DICTAPHONE INC. $60,414.00
SECTION II. That by the acceptance and approval of the above
numbered items set forth in the attached purchase orders, the City
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 in accordance with the
terms, conditions, specifications, standards, quantities and for
the specified sums contained 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 City and persons submitting
approved and accepted items set forth in the attached purchase
orders wish to enter into a formal written agreement as a result of
the City's ratification of bids awarded by the General Services
Commission, 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 and standards
contained in the Proposal submitted to the General Services
Commission, quantities and specified sums contained in the City's
purchase orders, and related documents herein approved and
accepted.
SECTION IV. That by the acceptance and approval of the above
numbered items set forth in the attached purchase orders, the City
Council hereby authorizes the expenditure of funds therefor in the
amount and in accordance with the approved purchase orders 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 .~~ day of ~ , 1994.
BOB CAST Y R ~
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APP D AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY~TTORNEY
DATE: MARCH 22, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER # 43439 - DICTAPHONE CORP.
RECOMMENDATION: We recommend Purchase Order #43439 to Dictaphone Corp. be
approved in the amount of $60,414.00.
SUltRY: This purchase order is for the acquisition of a Dictaphone Prolog. 32
channel, dual drive recording module and associated DAT cartridges, play back
modules, digital call checks, installation and service contract. The price includes a
trade in of our old obsolete recorder currently used by the Police Department. The
new unit will record all calls coming into the Police Department and replace the older
unit. It is being installed as a portion of the relocation of the Police Department to
the new DMC facility.
The Dictaphone Prolog System and all accessories are listed in the State of Texas
General Services Commission Catalogue. By utilizing the State of Texas Contracts
we estimate a savings of near $25,000.00 over original estimates. Utilization of the
State Contract meets all requirements for competitive bidding laws.
BACKGROUND: Proposal from Dictaphone Inc.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Police Department.
FISCAL IMPACT: Funds for the acquisition are available from the Certificate of
Obligation previously approved by Council for upgrade of Law Enforcement
Communication facilities.
City Manager
Approved:
Name: Tom D. Shaw,C.P.M.
Title: Purchasing Agent
475, A(~ENDA
Dictaphone
A Pitney Bowes Company
March 4, 1994
Sergeant George
City of Denton Police Department
PROLOG 32 CHANNEL RECORDING SYSTEM
QUANTITY MODEL DESCRIPTION INVESTMENT
I 9902-032 32 Channel Dual Drive Recording
Module $40,940.00
I 9905-S Workstation 6,170.00
1 159415 Instant Playback Module
30 Hours 1,705.00
30 869942 90 Meter DAT Cartridge 960.00
10 869943 DAT Cleaning Cartridge 230.00
SUB-TOTAL $50,005.00
LESS: TRADE IN ALLOWANCE - 2,500.00
INSTALLATION TO PROVIDED
CONNECTION POINTS 699.00
FIRST YEAR ASSURED PERFORMANCE PLAN 2,307.50
TOTAL SYSTEM INVESTMENT $50,511.50
OPTIONS
I 7061-C 500 VA/350 W UPS 1,196.00
INSTALLATION 103.00
FIRST YEAR ASSURED PERFORMANCE PLAN 104.00
Dictaphone
A Pitney Bowes Company
March 4, 1994
Sergeant George
City of Denton Police Department
SERIES 5700 DIGITAL CALL CHECK
QUANTITY MODEL DESCRIPTION INVESTMENT
5 5712 Five Minute All-In-One
Digital Call Checks $8,745.00
INSTALLATION TO PROVIDED
CONNECTION POINTS 330.00
FIRST YEAR ASSURED PERFORMANCE PLAN 827.50
TOTAL SYSTEM INVESTMENT $9,902.50