1991-081ORDINANCE NO '7 1 -DPI
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
ITEM
NUMBER NO VENDOR AMOUNT
1202 All Wang Laboratories, Inc $238,858 00
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 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 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 City Council hereby
authorizes the expenditure of funds therefor in the amount and in
accordance with the approved proposal or pursuant to a written
contract 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 CA ~ L day of , 1991
ATTEST
JENNIFER WALTERS, CITY SECRETARY
BY W
APPRO ED AS TO LEGAL FORM
DEBRA A DRAYOVITCH, CITY ATTORNEY
BY L- ~
DATE 05/21/91
CITY COUNCIL REPORT FORMAT
TO Mayor and Members of the City Council
FROM Lloyd V Harrell, City Manager
SUBJECT RFP #1202 WORD PROCESSING SYSTEM REPLACEMENT
RECOMMENDATION
We recommend this RFP #1202 be awarded to Wang Laboratories Inc in
the amount of $238,858 00
SUMMARY
This request for proposal is for the lease purchase of Word
Processing equipment including hardware, software, maintenance,
lease costs, microfiche capabilities and training The equipment
will replace existing equipment that has been in use for over 10
years and has become obsolete due to technology improvements and
heavy use
For additional information please reference the Word Processing
System Replacement Report submitted at the work session of May 21,
1991
BACKGROUND
Memorandum to Lloyd Harrell, City Manager from Gary Collins,
Director of Information Services dated May 14, 1991 and the Word
Processing System Replacement Report
PROGRAMS, DEPARTMENTS OR GROUPS AFFECTED
Information Services, Word Processing Center and the other
departments and divisions that utilize their services as well as the
Customer Service Division of the Finance Department
FISCAL IMPACT
Funds for the acquisition of this equipment will come from current
budget funds for maintenance of existing equipment in the amount of
$23,494 00 and an additional $24,000 00 from Customer Service
Special Services (microfiche) budget funds Funds over the five
year period for these services would be $263,436 00
These accounts total sufficient dollars to make monthly payments
without increases to baseline budgets
This is a five year lease purchase acquisition Monthly payments
will remain unchanged and proper funding out or non-appropriation
clauses are written into the contract should funds become no longer
available
3369s
CITY COUNCIL REPORT
MAY 21, 1991
PAGE 2 OF 2
Respec lly submitted
Lloyd V Harrell
City Manager
Approved
Name Tom D Shaw, C P M
Title Purchasing Agent
TS/jh
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