1992-205ALLOOO£~
ORDINANCE NO. '~__~__~"'
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES; PROVID-
ING FOR THE EXPENDITURE OF FUNDS THEREFORE; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, pursuant to Resolution 92-019, the General Service
Commission 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 in behalf
of the city of Denton, and
WHEREAS, the City Manager or a designated employee has
reviewed and recommended that the herein described materials,
equipment, supplies or services can be purchased by the City
through the General Services Commission purchasing programs at less
cost than the City would expend if bidding these items individual-
ly, 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 herto, are hereby accepted and approved as
being the lowest responsible bids for such items:
BID ITEM
NUMBER N0 VENDOR AMOUNT
31359 Ail Xerox $13,800.00
31360 All Xerox $ 1,536.00
31361 Ail Xerox $ 6,712.00
31395 All Xerox $ 3,816.00
SCT_~. 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 pur-
chase 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 terms, conditions,
specifications, standards, quantities and specified sums contained
in the Bid Proposal and related documents herein approved and
accepted.
~. 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
2made pursuant thereto as authorized herein.
SECTION V. That this ordinance shall become effective imme-
diately upon its passage and approval.
BOB CASTLEBERRY, MAYOy
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
APPRDVED AS TO LEGAL FORM.
DEBRA A. DRAYOVITCH, CITY ATTORNEY
Page 2
DATE DECEMBER 8, 1992
CITY COUNCIL REPORT
TO Mayor and Members of the City Counml
FROM Lloyd V. Harrell, City Manager
SUBJECT XEROX PURCHASE ORDERS #31359, 31360, 31361 AND 31395
RECOMMENDATION: Council approve purchase orders for rental of copiers to replace
existing lease machines located in various city offices See Exhibit "A"
for details regarding monthly pricing, models, locations, etc
SUMMARY: The rental agreements on the existing machines are due to expire December 31, 1992
The State of Texas rental program pricing includes the costs of all supphes
excluding paper and staples (If applicable) The new rentals w~ll be processed
through the Cooperative Purchasing Program of the State of Texas and w~ll have
effective dates of January 1, 1993 through August 31, 1993 The City of Denton
Council passed Resolution No R92-019 on April 7th, 1992 authorizing participation
m purchasing programs of the State Purchasing and General Services Commission
The Local Government Code states that a local government satisfies the state law
requiring competitive bids for the item through the use of a state contract
BACKGROUND: Purchase Orders #31359, 31360, 31361, and 31395, Exhibit "A"
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED Purchasing (Central Stores Division) and
Pohce Department
FISCAL IMPACT: The monthly payments will be made from "Hire of Equipment" Account #710-
043-0582-8509 and "Lease Copiers" Account #100-070-0040-P002-9141 as
approved in the '93 FY budget
By converting from the Lease Agreements to the State of Texas rental program
our annual payments are decreased by $6216 00 plus the cost of supplies (~ e
~' Harr~I1
Lloyd V
City Manager
Prepared by.
Name M ma~~A ~arden
T~tle Buyer
Name Tom D. Shaw
Title Purchasing Agent
Council Agenda 12/8/92
copier Rentals
P O # Model# New Rent Locale Replaces AyK Cost
(Xerox) (Xerox) (Current)
31359 1090 $1725/mo City Hall 1090 $2024/mo
Basement
31360 5034 $192/mo City Hall 1038' $176/mo
Accounting
31361 5065 $ 839/mo Svc. Ctr 1065'* $ 971/mo
Ut]htles
31395 5052 $ 477/mo Pohce 1050'** $ 580/mo
*The 1038 model is no longer in production The 5034 would be the replacement
model suitable for this location.
**The 5065 copier has replaced the 1065 model
***The 5052 copier has replaced the 1050 model
SUPPLY COSTS ON THE RENTED COPIERS ARE NOT FIGURED INTO THE CURRENT MONTHLY
AVERAGE COSTS, HOWEVER, THEY ARE INCLUDED ON THE STATE OF TEXAS CONTRACT
PRICING.
AGENDA 311