1994-174AN 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
ORDER NUMBER VENDOR AMOUNT
47800 AMERICAN MANAGEMENT SYSTEMS $75,375.00
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.
PASSED AND APPROVED this the~day of~ 1994.
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPJED A~TO LEGAL FORM.
DEBRA A. DRAYOVITCH, CITY ATTORNEY
DATE: SEPTEMBER 20, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER # 47800 TO AMERICAN MANAGEMENT SYSTEMS IN
THE AMOUNT OF $75,375.00
RECOMMENDATION: We recommend Purchase Order #47800 be approved in the
amount of $75,375.00 to American Management Systems.
SLrli~V~ARY: This purchase order is a sole source purchase for the annual software
maintenance for the Financial Package used by the City of Denton. This is a
proprietary service and only available from American Management Systems. As a
proprietary service it is exempt from the bid process as outlined in Texas Local
Government Code Chapter 252.
This software maintenance contract includes "trouble shooting" assistance, hotline
question/answer service and any upgrades or new releases. The price is up 3% over
last years cost. This increase is tied to a formula utilizing the Consumer Price Index
(CPI) as its basis as outlined in the service agreement.
Data Processing Advisory Board recommends approval.
BACKGROUND: Purchase Order #47800; Data Processing Advisory Board Minutes,
Invoice from, American Management Systems.
PROGRAMS ~ DEPARTMENTS OR GROUPS AFFECTED: Information Services Division
and Finance Department.
FISCAL IMPACT: Funds for this maintenance agreements are available in the 1993-
94 budget for software licenses account #100-044-0080-8521 with a balance of
$91,887.00.
_16 ~ypeCt fully ,su/bmitted
d V. Hfir~ell
"City Manager
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
EXTRA PAGE. 001
MEMBERS A~SENT: Rosa Lawton
OT~{ER8 PRESENT: Gary Collins, Dave Dickey and Eva Poole of the
city staff.
Bruce Mitchell made a motion that the minutes of the May 23, 1994
meeting be approved. Gene Luster seconded the motion and it was
passed unanimously.
Gary Collins explained that the agreement with AMS for software
maintenance on the Financial Package known as LGFS was a sole
source due to the proprietarynature of the software, Gary Collins
also indicated that this agreement entitled the City of Denton to
software fixes and new releases of the software system, Gary
Collins stated that generally we receive one major release per year
of this package. Gene Luster made a motion that the Board
recommend to the City Council that the city renew its agreement
with AMS for software maintenance support. Bruce Mitchell seconded
the motion and it passed unanimously.
Gary Collins discussed with the board that we had sent a request
for Proposal on a new Library System and that 3 vendors had
responded. The vendors were Dynlx, GEAC and Gaylord. Gary Collins
told the board after examining the Vendors responses, it was
decided that we should go out to bid on the computer hardware for
the file server and the workstations. This separate bid allowed
the City to reduce the Dynix bid by more than $40,000. Gene Luster
ask that the spreadsheet showing the bids be redone, so that
council could see the original Dynix bid as well as the combined
bid from a separate vendor and Dynix. Gary Collins agreed to do
this (see attached). There was much discussion about compatibility
issues regardin9 Dy~ix supplied equipment and the file server and
workstations and Gary Collins assured the Board these issues had
been discussed thoroughly with the Dynix staff. Eva Poole
presented to the board the advantages the Dynix System had over the
other two vendors (see attached). Renae Seely made a motion that
the Data Processing Advisory Board recommend to the City council
that the City acquire the Dynix System with the workstations, file
server and associated operating sys%sm software being provided by
the low bidder on the separate bid.
'There being no further business the meeting was adjourned.
SEP 12 '94 15:54 981756685~J PAGE.001