1994-170AN ORDINANCE ACCEPTING COMPETITIVE BIDS 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 bids 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 bids are the
lowest responsible bids for the materials, equipment, supplies or
services as shown in the "Bid Proposals" submitted therefore; 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
"Bid Proposals" attached hereto, are hereby accepted and approved
as being the lowest responsible bids for such items:
BID ITEM
NUMBER NO VENDOR AMOUNT
1665 ALL FIBERLINK SYSTEMS $ 19,349.00
1667 2,6 REGIONAL UNIFORM see e×hlbit^
1671 1 ENCORE TECHNOLOGY $ 29,058.00
1671 2 UNIVERSITY COMPUTER $ 40,764.00
SECTION II. That by the acceptance and approval of the above
numbered items of the submitted bids, the City accepts the offer of
the persons submitting the bids 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 Bid Invitations, Bid
Proposals, and related documents.
SECTION III. That should the City and persons submitting
approved and accepted items and of the submitted bids wish to enter
into a formal written agreement as a result of the acceptance,
approval, and awarding of the bids, 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 ~erms, conditions,
specifications, standards, quan'tities and specified sums contained
in the Bid Proposal and related documents herein approved and
accepted.
SECTION IV. That by the acceptance and approval of the above
numbered items of the submitted bids, the City Council hereby
authorizes the expenditure of funds therefor in the amount and in
accordance with the approved bids 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 app~oval.,
PASSED AND APPROVED this~.~r~-day~-/~o~d~_~, 1994.
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
DEBRA A. DRAYOVITCH, CITY ATTORNEY
EXHIBIT A
CONCEAl_ABLE SOFT BODY ARMOR
BID #1667 :
VENDOR: REGIONAL UNIFORM AND SUPPLY
ITEM DESCRIPTION UNIT COST
2 Male Mini-Rap Vest $280,00
6 Female Vest $325.00
DATE: SEPTEMBER 20, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1665 - FIBER OPTIC COMPONENTS
RECOMMENDATION: We recommend this bid be awarded to the low bidder Fiberlink
Systems,' in the total amount of $19,349.00.
SUMMARY: This bid is for materials to connect the new Branch Library with
existing E.D.I. and communications systems of the City organization. These
electronics will be installed by the Electric Communications Department.
Two bid proposals were received in response to eleven bid packages mailed to
vendors.
BACKGROUND: Tabulation Sheet, Memorandum from Don Byrd dated September 13,
1994.
PROGRAMS~ DEPARTMENTS OR GROUPS AFFECTED: Branch Library, Electric
Communication Department, Citizens of Denton.
FISCAL IMPACT: Budgeted Funds for Branch Library Account #451-033-LIBR-
9403-9107 with a balance of $380,062.76. ~
~~__ pec.~~.,ll2f/Llo~:if, l~rre mi~ted:
City Manager
Prepared By:
N.ame:
Approved:
Name: Tom D. Shaw,C.P.M.
Title: Purchasing Agent
530 .A(~ENDA
f DENTON MUNICIPAL UTILITIES ~ ·
CITYo / 901-A Texas Street / Denton, TX76201
MEMORANDUM
TO: Denise Harpool, Senior Buyer
FROM= Don Byrd, Communications Manager
DATE: September 13, 1994
SUBJ= LILLIAN MILLER LIBRAR¥/FIBERLINK SUPPLY, 14330 MIDWAY
#117, DALLAS, TX 75224
We have selected Fiberlink SupDly as the vendor to furnish the
supplies requested for the new branch Library on Lillian Miller.
This vendor meets the criteria for availability, specifications
and delivery dates. '
If you have any questions, please call me at ext. 7172.
DB:th
09134021
cc: Ray D. Wells, Superintendent of Electric Metering/
Substations/Communications
DATE: SEPTEMBER 20, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1667 - CONCEALABLE SOFT BODY ARMOR
RECOMMENDATION: We recommend this bid be awarded to Regional U~iform and
Supply for approximately 87 of Bid Item 2 at $280.00 each and 3 of Bid Item 6 at
$325.00 each. Total expenditure approximate $25,335.00.
SUMMARY: This bid is for the purchase of concealable soft body armor for the
Police Department. Each officer requesting a vest chose either item 2 manufactured
by Second Chance or Item 6 manufactured by Second Chance. At this time ninety
officers have requested vests.
Officers ,were extended the option to choose from those bidders responding;
however, as indicated, Second Chance appears to be the vest of choice and is also
the low bid for each item. Some cost may vary as the individual officers are
measured for proper fit.
BACKGROUND: Tabulation Sheet
PROGRAMS~ DEPARTMENTS OR GROUPS AFFECTED: Police Department and Police
Officers
FISCAL IMPACT: Funds for this purchase will come from 1993-94 budget funds.
City Manager
Approved:
Name: Tom--D. Shaw, C.P.M.
Title: Purchasing Agent
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DATE: SEPTEMBER 20, 1994
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1671 - LIBRARY FILE SERVER AND WORK STATIONS
RECOMMENDATION: We recommend this bid be awarded to the lowest bidder .
meeting specification a listed below:
Item 1 1 File Server to Encore Technology at $29,058
Item 2 43 PC Workstations to University Computer at $40~764
Total Award $69,822
SUMMARY: This bid is for the purchase of the File Server and 43 PC Workstations
to be utilized in conjunction with the new integrated Library System (RFSP #1657).
This hardware was initially a option of the integrated system RFP. Staff felt the
prices quoted in the RFP were to high. The hardware was removed from
consideration in the RFP and bid as a separate package. These recommended prices
indicate a savings of approximately $43,000.00.
Data Processing Advisory Board recommends approval.
BACKGROUND: Tabulation Sheet, Minutes of Data Processing Advisory Meeting.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Library and Information
Services
FISCAL IMPACT: Fund for this purchase are included in the Library Bond Funds
the Account #451-033-LIBR-9403-9107 with a balance of $380,062.76.
sp et. ly mitte :
City Manager
Name: Tom D. Shaw,C.P.M.
Title: Purchasing Agent
528.AGENDA
Z
Z
09/14/94 08:29 *g298175668533 ~002/003
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF SEPTEMBER 8, 1994
MEMBERS PRESENT: Don Edwards, Gene Luster, Bruce Mitchell and
Renae sealy
MEMBERS ABSP/~T: Rosa Lawton
OTHERS PRESENT: Gary Collins, Dave Dickey and Eva Pools of the
city staff.
BruceMitchell 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 proprietary nature 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 Dynix, GEAC and Gaylord. Gary Collins
told ithe 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 Dy~ix bid as well as the combined
bid from a separate vendor and Dy~ix. Gary Collins agreed to do
this (see attached). There was much discussion about compatibility
issues regarding Dynix 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 Pools
presented to the board the advantages the Dynix System had over the
otheri 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 system software being provided by
the low bidder on the separate bid. Gene Luster seconded the
motion and it was passed unanimously.
There being no further business the meeting was adjourned.
SEP 14 '94 88:26 981756685J3 PAGE.002
UNOFFICIAL
MINUTES
REGULAR MEETING
DENTON LIBRARY BOARD
SEPTEMBER 8, 1994
7:30 P. M.
Present: Kjell Johansen, Kathy Pole, Jean Greenlaw, Linnie
~ McAdams, Dorothy Minter, Ema Ruth Russell, and Eva Poole
Guests: Gary Collins, Jerry Drake, Data Processing Advisory Board
Absent: Alex'Finlay
The meeting was called to order at 7:25 P. M. Approval of the
minutes of the previous meeting was deferred until later in the
meeting.I
The Director of Information Services, Gary collins, presented the
rationale for choosing the DYNIX system as the on-line integrated
computer system for the Public Libraries in the city of Denton.
After responding to questions from the members of the Data
Processing Advisory Board (DPAB) and the Library Board, DPAB voted
to accept the DYNIX bid. DPAB requested from Mr. Collins that the
DYNIX bid be presented in a clearer and more detailed form.
The DPAB members left, and the Library Board listened to Mr. Jerry
Drake from the city Attorney's office explain "Legal Issues for
Board Members and Affirmation of Qualifications." After answering
some brief questions, Mr. Drake left, and The Library Board
conducted the following business:
1. Minutes of the meeting of August 5, 1994 were approved as
printed.
2. Passed a motion to accept the bid from DYNIX as a provider of
the software and some of the hardware for the library's
automated computer system.
3. Passed a motion to accept University Computer Stores, Denton
asa provider ~f the remaining hardware not provided by DYNIX.
4. Eva Poole reported that the city of Denton has approved an
amount of $147,492 for purchase of furniture, books, and
materials for the new branch library.
5. Regular meeting time for the Board was set for 6 P. M. of the
second Thursday of the month.
There was no further business, and the meeting was adjourned at
8:40 P.M.
Respectfully submi~ted,~
Secretary, Denton'Library Board