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1992-056ALL0001F O DINANCE NO AN ORDINANCE PROVIDING FOR THE EXPENDITURE OF FUNDS FOR PURCHASES OF MATERIALS OR EQUIPMENT WHICHARE 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 p~ocurement 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 · tems 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 23611 BUSINESS PHONE SYSTEM $29,991 00 ~ 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 ~ That this ordinance shall become effective immedi- ately upon its passage and approval PASSED AND APPROVED this the _~day of ~~--~, 1992 ~Os CASTLEB~RRY, MAY~ ~ ATTEST JENNIFER WALTERS, CITY SECRETARY APPROVED AS TO LEGAL FORM DEBRA A DRAYOVITCH, CITY ATTORNEY DATE April 7, 1992 CITY COUNCIL REI~ORT TO Mayor and Members of the City Council FROM Lloyd V Harrell, City Manager SUBJECT PURCHASE ORDER #2S611 - BUSINESS PHONE SYST]/~IS RECOMMENDATION We recommend this purchase order m the amount of $29,991 00 to Business System be approved SUMMARY This purchase order is a sole source acquisition for telephone system hardware and software upgrades Currently the phone system is at maximum capacity and before additional lines or services can be added these upgrades must be put m place As well as allowing for system expansion such services as voice mall will be extended to the Service Center Area and automated attendant would be lmpllmented system wide The orl~lonal proposal submitted by GTE Business Phone System included a price of "not to exceed $30,000 00" for this upgrade when available and desired The original purchase approved by Council did not include this expenditure Tins acquisition is exempt from the bid process by State Law due to patent and copy- rite regulations on the hardware and software The equipment can only be acquired from Business Phone Systems Data Processing Advisory Board recommends approval BACKGROUND Purchase Order 23611 to Business Phone System, Quote from GTE, minutes 'from Data Processing Advisory Board PROGRAMS' DEPARTMENTS OR GROUPS AFFECTED Information Services and all departments of the City of Denton as well as the Citizens of Denton FISCAL IMPACT Funds for this acquisition w-ill come from Certificate of Obligation funds sold for improvements to the Telephone Communication System Account # 437-036-017G-9103 /~pectfully submitted City Manager Ap roved Name TomD Shaw, C P M Title Purchasing Agent 252 DOC TS/jh CTTY OF DENTON Ctty Hall Switch Upgrade $ 4,587 34 Software Level Upgrade $ 8,019 O0 Power Plant Upgrade $ 2,101 33 Software Level Upgrade $ 6,020 O0 Service Center Upgrade $ 2,864 33 Software Level Upgrade $ 29,991 O0 Municipal Lease Agreement No advance payment required $1 O0 purchase option at the end of the term 24 Months $ 1,430 85 36 Months $ 1,011 18 48 Months $ 801 19 60 Months $ 680 13 MINUTES OF DATA PROCESSING ADVISORY BOARD MEETING OF MARCH 31, 1992 MEMBERS PRESENT Jim Kuykendall, Bob Minnls, Don Edwards MEMBERS ABSENT Cengls Capan and Brman Scott OTHERS PRESENT Gary Collins and Dave D~ckey Don Edwards made a motion the m~nutes from the February 4, 1992 meeting be approved Bob Mlnnls seconded the motion and ~t passed unanimously Gary Collins explained that the software maintenance agreement w~th ESRI was a renewal of our annual agreement and covered the GIS software on the IBM mainframe and the s~x RISC 6000 workstations Gary Collins explained that one half of the $23,800 would be covered by the General Fund and the other half would be covered by the Utility Fund Gary stated that th~s was proprietary software and therefore only one vendor was available to provide th~s service Bob M~nnls asked ~f the cost this year was close to last year's cost Gary Collins responded that the cost was the same as last year's Bob M~nnls asked where d~d we receive support for th~s product Gary Collins responded that the home office of ESRI was Redland, California but that there was a support off~ce ~n San Antonio, Texas and we have utilized both of those offices Gary Collins explained that s~nce there are more ESRI "ARC-INFO" llcenses in the state of Texas than any other state ~n the country that ~s the reason they have set up support and training center ~n Texas Don Edwards made a motion that the Board recommended that the C~ty Council renew the software maintenance agreement w~th ESRI Bob M~nnis seconded the motion and ~t passed unanimously Gary Collins explained that wh~le the D P Advisory Board has not normally been ~nvolved ~n the telephone system, he thought ~t was appropriate that they be informed ~ th~s upgrade Gary Collins explained that when we purchased our system ~n 1990 we installed Northern Telcom software and under their software l~cense the C~ty of Denton was entitled to a certain amount of numbers on each of the three switches The l~m~ts on the sw~tches are 500 numbers on the C~ty Hall sw~tch, 200 numbers on the Service Center sw~tch and 100 numbers on the Power Plant switch Currently we axe using 533 numbers on the City Hall switch, 183 numbers on the Service Center sw~tch and 104 numbers on the Power Plant sw~tch Gary Collins explained that while we call the sw~tch the City Hall sw~tch the sw~tch really services a number of locations such as the Police Department, F~re Department, Parks, Information Services, Personnel, L~brary, Sen~or Center etc , as do the other two sw~tches At th~s t~me GTE cannot legally add anything to these sw~tches until we upgrade the software l~censes to be ~n complaance Gary Collans explained that the software l~cense upgrade was a l~ttle over $20,000 of this $29,991 cost and agaln, we were dealing with proprietary software The remainder of th~s cost would be the hardware and software to network the Voace Ma~l capabality between the 3 swatches and activate the automated attendant feature of Voice Ma~l The capaballty to network Voace Ma~l between the three switches was not avaalable on the software release level we had to ~mplement when we ~nstalled the Telephone System an 1990 Gary Collins explaaned that Automated Attendant would allow the citizens 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 Recreation describang playing field condataons or number an Municipal Court explaanang options on tickets are lust a very few examples of the type of service Automated Attendant could handle Bob Minn~s ask how many numbers we would get w~th the software upgrade Gary Collans responded that th~s would allow us to add 100 numbers to each of the three switches and this was the manamum block of numbers we could get Gary Collins also indicated that we could not add another phone, modem, fax l~ne or anything to two of the three sw~tches regardless of the decision on networking Voice Ma~l and Automated Attendant Bob Minnas asked what the overall cost of the Telephone System was Gary Collins responded that at was approximately $600,000 includang all of equipment, software, cablang and fiber optic l~nes at the three locataons Bob Minn~s observe~ that thas cost was approxamately 5% of the total cost Bob Mannis asked how long the system had been ~nstalled? Gary Collans said at would be two years in June and an this tame we have added approximately 85 numbers to the system Bob Mannas made a motion that the Board recommend that the C~ty Council approve the purchase of th~s software upgrade and networking of Voice Maal wath Automated Attendant amplemented Don Edwards seconded the motaon and it passed unanimously There being no new business the meeting was adjourned