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