1993-171ORDINANCE NO 93 /2/
AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR PURCHASES
OF MATERIALS OR EQUIPMENT WHICH ARE AVAILABLE FROM ONLY ONL SOURCE
IN ACCORDANCE WITH THE PROVISIONS OF STATE LAW EXEMPTING SUCH PUR-
CHASES FROM REQUIREMENTS OF COMPETITIVE BIDS, AND PROVIDING AN EF-
FECTIVE 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 ma-
terials, 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, equip-
ment or supplies, as described in the "Purchase orders" attached
hereto, are hereby approved
PURCHASE
ORDER NUMBER VENDOR AMOUNT
37071 AMERICAN MANAGEMENT SYSTEM $74,325 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 immedi-
ately upon its passage and approval
PASSED AND APPROVED this the coe day of 1993
BOB CASTLEBERRY, MA
ATTESTS
JENNIFER WALTERS, CITY SECRETARY
BY
APPR VED AS TO LEGAL FORM
DEBRA A DRAYOVITCH, CITY ATTORNEY
BY
DATE SEPTEMBER 21, 1993
CITY COUNCIL REPORT
TO Mayor and Members of the City Council
FROM Lloyd V Harrell, City Manager
SUBJECT PURCHASE ORDER #37071 TO AMERICAN MANAGEMENT SYSTEM
RECOMMENDATION We recommend Purchase Order #37071 to American Management
System be approved in the amount of $74,325 00
SUMMARY This Purchase Order is for the Annual Contract for maintenance of the
Local Governmental Financial Software (LGFS) utilized by the City of Denton This
software is the basis for all financial tracking and accountability as well as
purchasing and inventory The maintenance agreement includes "Hotline" assistance
in software application, updates in the form of New Releases and implementation of
new enhancement
The Data Processing Advisory Board recommended approval
This purchase is exempt from the bid process as a sole source acquisition Texas
Local Govt Code Chapter 252 022
BACKGROUND Purchase Order #37071 to American Management System, Minutes
from Data Processing Advisory Board meeting of August 30, 1993
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED Information Services
Department, Finance Department
FISCAL IMPACT 1992-93 Budget Funds for Special Services Account #100-044-0080-
8521 with a balance of 486,416 13
jespect'uly ubautte
1 d
City Manager
Approved
Name Tom Shaw, C P M
Title Purchasing Agent
agenda 418
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MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF AUGUST 30, 1993
MEMBERS PRESENT Don Edwards, Robert Minnis, Rosa Lawton and
Gene Luster
MEMBERS ABSENT Brian Scott
OTHERS PRESENT Dave Dickey
Dave Dickey indicated that the first order of business was to elect
a new chairman Bob Minnis nominated Don Edwards for chairman and
Gene Luster second the motion and it passed unanimously
Don Edwards made a motion the minutes from the May 24, 1993 meeting
be approved as written Bob Minnis seconded the motion and it
passed unanimously
Following some discussion regarding the amount and features of the
L G F S. maintenance agreement, Gene Luster made a motion that the
D P Advisory Board recommend that the City Council approve the
L G F S maintenance agreement with American Management Systems
Bob Minnis second the motion and it passed unanimously
As new business Gene Luster suggested that D P Advisory Board be
presented with the City's and Information Services Department
Budget Dave Dickey and other board members advised Gene Luster
that this was done at the May 24, 1993 meeting Gene Luster also
suggested that the D P Advisory Board investigate the possibility
of a different computer platform and other software options as a
less expensive alternative to the City's current environment Mr
Luster also suggested that the Advisory Board members be given some
kind of folder to keep board papers, meeting minutes, etc
There being no other business the meeting was adjourned