1993-096ORDINANCE NO. 3 L/ 6P
AN 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 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
34760
IBM
$ 90,460.78
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 /P1 day of , 1993.
APPROVED AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY ATTORNEY
CASTLEBERRY,
dJGi{l Q c c,~
BY:
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
DATE: June 1, 1993
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER #34760 - IBM
RECOMMENDATION: We recommend Purchase Order #34760 to IBM be approved in the
amount of $90,460.78.
SUMMARY: This purchase order is for the annual renewal of the Software License
Agreement with IBM for the operating system software for the IBM Mainframe. This
price includes all updates, new releases and trouble shooting for the software
systems. The price reflected is a 3% increase over last years service agreement cost.
Data Processing Advisory Board recommends approval. This agreeement is for the
maintenance of prioritary software and only available from IBM acquistions for
priopriatory services protected by copy write and or patents as exempt from the bid
process as per chapter 252 Texas Local Government Code.
BACKGROUND: Purchase Order #34760 IBM, Minutes from Data Processing Advisory
Board, May 24, 1993.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Information Services Division.
FISCAL IMPACT: 1992-93 funds for Special Services account number #100-044-0080-
8521.
specctfully submitted:
/
Lloyd V. Harrel/
City Manager
Approved:
Name: Tom D. Shaw, C. P.M.
Title: Purchasing Agent
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MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF MAY 24, 1993
MEMBERS PRESENT: Jim Kuykendall, Don Edwards and Robert Minnis
MEMBERS ABSENT: Brian Scott and Rosa Lawton
OTHERS PRESENT: Gary Collins and Glen Gary
Don Edwards made a motion the minutes from the April 19, 1993
meeting be approved as written. Bob Minnis seconded the motion and
it passed unanimously.
Gary Collins explained that the Water /Wastewater Department was
requesting a second RISC/6000, to supplement their conversion
efforts and to enable them to migrate their maintenance systems
from PC's to the GIS Network. Glenn Gary explained that currently
the Water /Wastewater Department has one RISC/6000 and that they
have almost completed the conversion of their sewer system to GIS,
but are now starting on the water system which is far more
extensive and complicated. Glenn Gary estimated it would take 2
1/2 to 3 years to convert the water system using the one RISC/6000.
Glenn Gary stated that by adding this additional RISC/6000, they
could speed up this conversion process and they had staff trained
and capable of using this equipment, to convert the water system in
a more timely fashion. Glenn Gary also stated that currently they
are in a state of flux between using paper maps and digitize maps.
Glenn Gary outlined that currently they have a maintenance
management and engineering analysis system that is PC based and is
not compatible with the GIS system, but uses a different Data Base
than the GIS system. Glenn Gary explained that the new RISC/6000
would allow them to convert the maintenance management and
engineering analysis system to GIS and a single common data base.
Gary Collins explained that the Water /Wastewater Department had
gone out to bid for a RISC/6000 and received responses from IBM and
World of Data. The bid from IBM of $29,584.12 was the low bid by
$288.88. Gary Collins explained that funding for this RISC/6000
was in the Water/Wastewater Department's operating budget and was
not part of the Capital budget approved for GIS. Don Edwards made
a motion that the Advisory Board recommended the city purchase a
RISC/6000 from IBM. Bob Minnis seconded the motion and it passed
unanimously.
r. -
Gary Collins explained that the next item was the annual renewal of
the Software License agreements with IBM for the operating system
software for the IBM mainframe. Gary Collins explained that this
was proprietary software and was available only from one source.
Bob Minnis asked if this was increase over last year and Gary
Collins explained that the $90,460.78 represented a 3% increase
over last year in software costs. Bob Minnis made a motion the
:w -
Board recommend the city renew its Software License agreement with
IBM. Don Edwards seconded the motion and it passed unanimously.
Gary Collins explained the next item was a continuation of our
Hardware maintenance agreement. 'The upcoming year is the last year
of a 5 year agreement which limited annual increases to 3%. Don
Edwards made a motion that the Board recommend the city renew this
agreement for another year. Bob Minnis seconded the motion and it
passed unanimously.
Under new business, Gary Collins explained the Board did not need
to take any action on this item, but the city was planning on
acquiring a HP Design Jet Color Plotter for $9,286.00. Gary
Collins explained that originally the city had budgeted $30,000 to
acquire an Electrostatic Monochrome Plotter for the GIS project.
By waiting for the technology advances, the city would now be able
to get a Jet Ink Plotter at approximately a third of the cost.
Gary collins stated that this plotter would print a standard E size
map in 15 minutes versus 3 hours on the Pen Plotters. Bob Minnis
asked how the supply and maintenance costs compared, and Gary
Collins responded it would be approximately 1/8 of the
Electrostatic.Plotter's cost. Since no action was needed on this
item none was taken.
Next Gary Collins presented Jim Kuykendall with a wall plaque,
thanking him for his dedicated service to the Data Processing
Advisory Board from 1986 to 1993.
There being no other business the meeting was adjourned.