1993-064ORDINANCE NO. 06
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 com-
petitive 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 ma-
terials, 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
1489 ALL IBM $ 36,689.00
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 ap-
proved and accepted items and of the submitted proposals wish to
enter into a formal written agreement as a result of the accep-
tance, 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, spec-
ifications, 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 con-
tract made pursuant thereto as authorized herein.
APPROVED AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY ATTORNEY
CASTLEBERRY,
BY: SECTION V. That this ordinance shall become effective imme-
diately upon its passage and approval.
PASSED AND APPROVED thisz!t day of 1993.
DATE: APRIL 27, 1993
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID # 1489 - IBM FILE SERVER
RECOMMENDATION: We recommend this bid be awarded to the lowest evaluated
bidder, IBM in the amount of $36,689.00.
SUMMARY: This bid is for the purchase of a File Server and display for GIs. Bids
for both new and used equipment were solicited from eight qualified sources. IBM
maintenance cost for the first year was listed as a portion of the bid award criteria.
This annual cost from IBM is $5,088.00 for the CPU and $288.00 for the display.
When this maintenance cost is applied to all used equipment bids the new unit from
IBM with $0.00 maintenance for the first year becomes the lowest bidder.
We therefore recommend the new RISC/6000 model 570 from IBM as the file server for
GIs.
Data Processing Advisor Board has reviewed this proposal and recommend approval.
BACKGROUND: Tabulation Sheet, Minutes from Data Processing Advisory Board.
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED: Information Services Division
and the GIs program.
FISCAL IMPACT: This equipment will be funded from General Obligation Bonds
account #437-036-0176-9103.
Res ctfullysu tted:
L yd V . Harrell
City Manager,
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
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MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETTNG.OF APRIL 3.9, 1992
MEMBERS PRESENT: Don Edwards, Rosa Lawton, Brian Scott,
Robert Minnis and Jim Kuykendall
OTHERS PRESENT: Gary Collins and Dave Dickey
Don Edwards made a motion that the minutes of the November 11, 1992
meeting be approved, Brian Scott seconded the motion and it passed
unanimously.
Gary Collins explained that due to ESRI's decision to not to
continue developing new releases of the ARC INFO software for,the
IBM mainframe and to concentrate their efforts on the workstation
platforms such as the Rise 6000s that' a disparity has arisen
between the software we use on the RISC 6000s and the software we
use on the IBM mainframe. Because of this disparity_we had gone
out to bid for a 'RISC 6000 file server .to take- the role we
originally intended the IBM mainframe to play. The responses to
our bids included both new and used equipment and varied in cost
from a low of.$31,842 to a high of $54,698. Gary Collins explained
that the best buy appeared to be the new RISC 6000 model 570 from
IBM since the City would receive 12 month warranty on the new
equipment and would have to pay a maintenance cost $5,376 on all of
'the other bids. Dave Dickey indicated that all of the benchmark
tests that he could find rated the model. 570 higher than either the
model 560 or model 560 that were bid by the other vendors. Don
Edwards made a motion that the Data Processing Advisory Board
recommend to the City Council that the City purchase a RISC 6000
.model 570 from IBM. Rosa Lawton seconded the motion and it passed
unanimously,
Gary Collins explained that the F.SRI had agreed to trade us a
client server type of license for ARC INFO in exchange for the
mainframe license for ARC INFO, This client server type of license
will provide the City with 15 users licenses in addition to the
current 6 licenses already in existence. This arrangement with
ESRI will reduce our license maintenance fee by $5,000 this year
bringing the annual license cost for ARC INFO to $7,400. ( Brian
Scott made a motion that the Data Processing Advisory board
recommend that the City renew its. annual software maintenance
agreement with ESRI. Bob Minnis seconded the motion and it passed
unanimously.
Gary Collins reviewed the proposed Information Services Department
for fiscal year 1993/91 with the board. Gary Collins explained
this was just the proposed budget and that was subject: to City
Council approval. and that not &II packages requested would be
approved. No action needed for this item none was taken.
Tbere being no new business the meeting; was adjourned.