1994-125ORDINANCE NO. -12-6-
AN 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:
RFSP ITEM
NUMBER NO. VENDOR AMOUNT
1644 ALL AUTO-GRAPHICS INC. $55,250.00
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.
ATTE
JEND
BY:
APPROVED AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY ATTORNEY
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BY: ~~1, ~G/T~OU
PASSED AND APPROVED this -1"6 day of , 1994.
6/ 0
DATE: JULY 19, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: RFSP # 1644 - RETROSPECTIVE CONVERSION SERVICES
RECOMMENDATION: We recommend this request for sealed proposal be awarded to
the lowest evaluated vendor, Auto-Graphics Inc., with a total cost of $55,250.00.
SUMMARY: This proposal is for all expenses involved with the conversion of data
from card based records of the Denton Public Library to computer equipment and
software. This project is to be completed by December 19, 1994.
Ten proposals were mailed to prospective vendors, seven responses were received.
BACKGROUND: Memorandum/ Evaluation from Eva Poole dated 7-6-94.
OR GROUPS AFFECTED: Denton Public Library,
FISCAL IMPACT: Bond funds for Library Automation Account #451-033-LIBR-9403-
9107 with a balance of $436,016.76.
Respectfully submitted:
Lloyd V. Harrell
City Manager
Approved:
Name: Denise Harpool
Title: Senior Buyer
506.A0EMA
M E M O R A N D U M
DATE: JULY 6, 1994
TO: BETTY McKEAN, EXECUTIVE DIRECTOR
MUNICIPAL SERVICES & ECONOMIC DEVELOPMENT
FROM: EVA POOLE, LIBRARY DIRECTOR
SUBJECT: CONTRACT FOR RETROSPECTIVE CONVERSION VENDOR
The Denton Public Library's automation project will involve a data
conversion process which converts the existing data of 113,000
card-based records to a machine readable format for manipulation by
an automated system.
As with the evaluation process required to select the optimal
computer equipment and software for the library, we also explored
various approaches and related costs to prepare and convert data.
Our library has three primary types of data which must be
converted. These are:
1. Bibliographic data (one record per library material titles);
2. Patron data (one record per registered patron and/or staff);
and
3. Item data (one record per physical library material piece).
Approximately ten (10) retrospective conversion vendors were mailed
our Request for Proposal (RFP) for services to complete our
conversion project. Please see the attached list for the seven (7)
vendors who chose to respond.
In evaluating these various data conversion vendors, we culled
their proposals and talked to librarians from other libraries to
discover the following factors:
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1. Costs to the library:
r Setup fees and processing charges;
a Costs for vendor labor;
r Supplies and shipping/handling;
r Database royalties;
r special services (authority control, duplicate record
elimination, eta.)
2. Timetable necessary to convert the data to machine readable
form.
3. Quality of the records resulting from the conversion:
r Accuracy of information;
r completeness;
r Commonality - adherence to prescribed standards.
4. Database maintenance (during the building of the databases and
once the system is in full operation).
With these factors in mind, Auto-Graphics, Inc. became our
recommended data conversion vendor who offers a final cost of
$55,250.00 with a project completion date of December 19, 1994.
On June 30, 1994, the Denton Library Board was presented with our
findings and concurred with our choice with a unanimous vote of the
six members in attendance. I therefore recommend that the Auto-
Graphics, Inc. contract be presented to Council for review and
approval.
I would be happy to answer any additional questions.
EVA POOLE
EP: Js
AHHO057C
Attachment
cc: Tom Shaw - Purchasing
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