1992-063ALL0001F
ORDINANCE NO q~-O&~
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
OR~ VENDOR AMOUNT
23610 ESRI $23,800 O0
~CTION 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
S_~ 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
~ That this ordinance shall become effective immedi-
ately upon its passage and approval
PASSED AND APPROVED this the~/~day of ~~__, 1992
BOB' CASTLEBERRY, MAY
ATTEST
JENNIFER WALTERS, CITY SECRETARY
APPRO AS TO LEGAL FORM
DEBRA A DRAYOVITCH, CITY ATTORNEY
DATE April 21, 1992
CITY COUNCIL REPORT
TO Mayor and Members of the City Council
FROM Lloyd V Harrell, City Manager
SUBJECT PURCHASE ORDER #23610 - ESRI
RECOMMENDATION Council approve PC #23610 to ESRI in the amount of
$23,800 00
SUMMARY This purchase order m for annual maintenance fees (2-7-92 through 2-6'
93) for software installed on our multi-user IBM VM and five single-user IBM RS6000
workstations These work stations and the ESRI software are the major components
of the GIS system This is a sole-source purchase due to the proprietary software
BACKGROUND Purchase Order #23610 - ESRI, Data Processing Advisory Board
Minutes
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED Information Services
FISCAL IMPACT Funds are available in the following accounts
100-044-0080-8521 $11,900
610-080-0256-8341 $ 5,950
620-081-0463-8341 $ 5,950
~. ~ pectfully submitted
~/Lloyd V H rrell/ City Manager
Prepared by
~~n
Title Buyer
Approved
Title Purchasing Agent
253 DOC
MH/jh
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF MA/~CH 31, 1992
MEMBERS PRESENT Jam Kuykendallf Bob Mmnnms,
Don Edwards
MEMBERS ABSENT Cengas Capan and Braan Scott
OTHERS PRESENT Gary Collans and Dave Dackey
Don Edwards made a motaon the manutes from the February 4, 1992
meetang be approved Bob Mannas seconded the motaon and at passed
unanamously
Gary Collans explazned that the software maintenance agreement wath
ESRI was a renewal of our annual agreement and covered the GIS
software on the IBM maanframe and the sax RISC 6000 workstations
Gary Collzns explained that one half of the $23,800 would be
covered by the General Fund and the other half would be covered by
the Utalaty Fund Gary stated that this was proprietary software
and therefore only one vendor was available to provade thas
servace Bob Mannas asked af the cost this year was close to last
year's cost Gary Collans responded that the cost was the same as
last year's Bob Mlnnas asked where did we recelve support for
thas product Gary Collins responded that the home offlce of ESRI
was Redland, Callfornia but that there was a support offace an San
Antonlo, Texas and we have utllazed both of those offices Gary
Collans explaaned that since there are more ESRI "ARC-INFO"
lacenses in the state of Texas than any other state an the country
that is the reason they have set up support and traznlng center in
Texas Don Edwards made a motaon that the Board recommended that
the City Council renew the software maintenance agreement wath
ESRI Bob Minnis seconded the motion and it passed unanimously
Gary Collins explazned that whale the D P Advasory Board has not
normally been involved an the telephone system, he thought it was
appropriate that they be informed of thzs upgrade Gary Collzns
explazned that when we purchased our system in 1990 we anstalled
Northern Telcom software and under their software license the Caty
of Denton was entatled to a certazn amount of numbers on each of
the three switches The limats on the swatches are 500 numbers on
the Caty Hall swatch, 200 numbers on the Servace Center swatch and
100 numbers on the Power Plant swatch Currently we ~re usang 533
numbers on the City Hall swatch, 183 numbers on the Service Center
swatch and 104 numbers on the Power Plant swatch Gary Collans
explalned that whale we call the swatch the City Hall swatch the
swatch really servaces a number of locataons such as the Polace
Department, Fare Department, Parks, Information Servaces,
Personnel, Library, Senaor Center etc , as do the other two
swatches At thas tzme GTE cannot legally add anythang to these
swatches until we upgrade the software lacenses to be an
complaance Gary Collans explaaned that the software lacense
upgrade was a lattle over $20,000 of this $29,991 cost and agaan,
we were dealang with proprietary software The remainder of this
cost would be the hardware and software to network the Voace Mail
capabalaty between the 3 switches and actavate the automated
attendant feature of Voace Maal The capabalaty to network Voace
Maal between the three swatches was not avaalable on the software
release level we had to implement when we anstalled the Telephone
System in 1990 Gary Collans explained that Automated Attendant
would allow the catazens to call desagnated numbers 24 hours a day
7 days a week and get answers to commonly asked questaons
Personnel's Job line or a number an Parks and Recreataon descrabang
playang faeld conditaons or number an Munacapal Court explaanang
optaons on tackets are lust a very few examples of the type of
servace Automated Attendant could handle Bob Minnas ask how many
numbers we would get wath the software upgrade Gary Collans
responded that thas would allow us to add 100 numbers to each of
the three swatches and this was the minimum block of numbers we
could get Gary Collans also indicated that we could not add
another phone, modem, fax lane or anythang to two of the three
swatches regardless of the decasaon on networkang Voace Maal and
Automated Attendant Bob Mannas asked what the overall cost of the
Telephone System was Gary Collans responded that at was
approximately $600,000 ancludang all of equapment, software,
cablang and fiber optac lanes at the three locataons Bob Minnas
observed that thas cost was approxamately 5% of the total cost
Bob Mannis asked how long the system had been installed? Gary
Collans said it would be two years an June and an thas tame we have
added approxamately 85 numbers to the system Bob Mannis made a
motion that the Board recommend that the C~ty Council approve the
purchase of thas software upgrade and networkang of Voace Maal wath
Automated Attendant amplemented Don Edwards seconded the motaon
and it passed unanamously
There being no new busaness the meetang was ad3ourned