1992-028ALLOOO1F
ORDINANCE NO ~
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
"Proposals" on file in the office of the City's Purchasing Agent
filed according to the number assigned thereto, are hereby accepted
and approved as being the lowest responsible bids for such items
BID ITEM
NUMBER NO VENDOR AMOUNT
1317 All Xerox Corp $104,990 O0
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 authorlzed to execute the
written contract which shall be attached hereto, provided that the
written contract is in accordance with the terms, conditions, spec-
iflcatlons, 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 C~ty 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
SECTION V That this ordinance shall become effective imme-
diately upon its passage and approval
PASSED AND APPROVED this ~day of ~, 1992
BOB CASTLEBERRY, MAY
ATTEST
JENNIFER WALTERS, CITY SECRETARY
DEBRA A DRAYOVITCE, CITY ATTORNEY
DATE February 18, 1992
CITY COUNCIL REPORT
TO Mayor and Members of the City Council
FROM Lloyd V Harrell, City Manager
SUBJECT RFSP #1317 - LASER PRINTER
RECOMMENDATION We recommend the proposal from Xerox Corp
in the amount of $1749 85 per month for 60 months be
approved
SUMMARY This Request for Sealed Proposal (RFSP) is for the
60 month lease/purchase of a h~ghspeed, mainframe driven
laser printer, Xerox Model 4050 The monthly payments will
be $1749 85 per month for 60 months Total purchase price
would be $104,990 00 plus maintenance, supplies and meter
charges paid on an as needed basis The funds necessary for
payments this fiscal year (1991-1992) were approved as a
supplemental package during the budget process
Forms currently being purchased from out sources such as
checks, purchase orders, computer forms, municipal court
forms and etc could be printed on this unit therefore
shifting some of the budget dollars from outside
expenditures to inside savings
High technology acquisitions are exempt from the bid process
as per State Law however, they must as in this case follow
provisions established in section 252 042 Request for
Proposals for High Technology Procurements in the Texas
LoCal Government Code
This acquisition was presented to the Data Processing
Advisory Board and they recommend unanimous approval
BACKGROUND Memorandum from Gary Collins, Director of
Information Services, Data Processing Advisory Board Minute
of February 4, 1992
PRQGRAMSI DEPARTMENT OR GROUPS AFFECTED Information
Services Division
CITY COUNCIL REPORT
FEBRUARY 18, 1992
PAGE 2 OF 2
FISCAL IMPACT Funds for the 1991-92 portion of this
acquisition will be taken from current Information Services
budget account #100-044-0080-8509 1991-92 payments are
estimated to be $12,248 95
City Manager
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
235 DOC
CITY of DENTON, e Mo J eY / OeNTON
MEMORANDUM
DATE February 11, 1992
TO Lloyd Harrell, Czty Manager
FROM Gary A Collzns, Dzrector of Informatzon Servzces
SUBJECT Acqu~sztzon of a laser printer
Durzng the budget process last year a supplemental package of a
laser prznter for the IBM maznframe was approved We have recezved
the fznal quotations to our hzgh tech RFP for the laser prznter and
the Data Processing Advzsory Board has recommended that the Czty
Counczl enter into a 60 month lease purchase agreement w~th Xerox
for a new Xerox 4050 laser printer The only other vendor to
submit a proposal was Global Computer Corp for a used Xerox 4050
laser printer The proposal submitted from Global Computer Corp
had some serious flaws ~n zt and dzd not meet all the requirements
we had speczfled zn the RFP The funds for the fzrst year s cost
assoczated with thzs laser prznter are ~n the current year budget
Whzle there ~s a mzn~mal zmpact on the General Fund for the fzrst
fzve years we will own the prznter after fzve years and start
realzzzng an approxzmate $15,000 per year reductzon zn operatzng
costs associated wzth our current use of computer forms
If you have any questzons or I can be of any further service please
feel free to call on me
Gary {~ Collzns
Dzrector of Informatzon Servzces I
CC Tom Shaw, Purchaszng Agent
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF FEBRUARY 04, 1992
MEMBERS PRESENT Jim Kuykendall, Bob Mannas,
Don Edwards and Brian %~.~7
MEMBERS ABSENT Cengis Capan
OTHERS PRESENT Gary Collins and Dave Dackey
Don Edwards made a motion the minutes from the December 9, 1991
meeting be approved Bob Minnls seconded the motion and it passed
unanimously
Gary Collins explained that during the past budget process a
supplemental package had been submitted requesting a Laser Printer
for the mainframe and that the package was approved Gary Collins
stated that four vendors had either been sent or packed up the
request for proposal for the Laser Pranter Of the four vendors
two vendors, IBM and Tech Sys Capital, no BID the request for
proposal The two remaining vendors, Xerox and Global Computer
Corp , proposed the same piece of equipment a Xerox 4050 Laser
Pranter The difference between the two proposals as that Xerox
proposed a new machine and Global Computer Corp proposed a
refurbished machine Gary Collans andacated that the cost
difference between the two proposals was approximately $13,500
Gary Collins supplied the board with cost break down of the
proposals (see attached) Gary Collins lndacated that he had some
problems with the proposal from Global Computer an that the quoted
price was only valid until February 14, 1992 and they dad not
supply the serial number and manufacture date of the equapment
proposed as the request for proposal required Jim Kuykendall
stated that the board needed to decade whether to recommend the new
printer or the refurbished printer or no printer Gary Collins
andlcated that the Global Computer costs would be approximately
$15,000 more the farst year than the Xerox proposal Bob Mannas
asked if Gary Collins had determined what interest the city could
earn on the $15,000 for five years Gary Collins indicated he had
not calculated that amount and at would be dependent on the
interest rate used which currently as fairly iow Jam Kuykendall
asked if we knew the age of the refurbished pranter Gary Collins
indicated he did not even though the information was requested an
the request for proposal Gary Collans stated that under the Xerox
proposal the maintenance costs were locked an for 5 years that
could not be guaranteed under the Global Computer proposal Don
Edwards indicated that he felt the d~fference was too small between
the two proposals to warrant purchasang the refurbished printer
Bob Mlnnis made the motion the Board recommend the City Councal
enter into a 5 year lease purchase agreement with Xerox on a new
Xerox 4050 Laser Pranter Brian Scott seconded the motion and at
was approved unanimously
Under new Business Gary Collins told the Board that the City of
Denton was the host c~ty for the Texas Special Olympics and he was
chalring the computer sub committee Don Edwards asked how he
could volunteer Gary Collins told Don he would see that his name
was turned into the chairman of the volunteer committee
There being no further business the meeting was adjourned