1990-1202651L-5/3689
ORDINANCE NO. 910- /010
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
PURCHASES FROM REQUIREMENTS OF COMPETITIVE BIDS; AND PROVIDING AN
EFFECTIVE 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 materials; 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
ORDER NUMBER VENDOR AMOUNT
98817 American Management Systems $70,987.50
98818 IBM $32,330.00
SECTION 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.
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.
SECTION IV. That this ordinance shall become effective
immediately upon its passage and approval.
PASSED AND APPROVED this the 4pVf-;f day of , 1990.
BOB CASTLEBERRY, MAYO
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
~n tin-
TO LEGAL FORM:
APPROVED AS
DEBRA A. DRAYOVITCH, CITY ATTORNEY
BY:
PAGE TWO
DATE: August 21,1990
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: PURCHASE ORDER #98817 - AMERICAN MANAGEMENT SYSTEMS,
INC.
RECOMMENDATION: We recommend this purchase order in the amount
of $70,987.50 to A.M.S. be approved and processed for payment.
The Data Processing Advisory Board recommends approval.
SUMMARY: This purchase order is for the renewal of software
license maintenance agreement to A.M.S. for the local
governmental financial software (LGFS). This is a single source
purchase for proprietary software maintenance and is exempt from
bidding requirements. Included in this software program are the
following subsystems, LGFS, Fixed Assets, Performance
Measurement, Job Cost Accounting, Cost Allocation, Extended
Purchasing, Inventory Control, PC Interface, and Report Painter.
This purchase order covers the time period from May 1, 1990
through July 31, 1991.
BACKGROUND: Purchase order #98817, exert from Data Processing
Advisory Board Agenda Packet (Item 3) letter, invoice, price
sheet from A.M.S., and Data Processing Advisory minutes.
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: Information Services,
Purchasing, Warehousing, Accounting, Finance and Utility
Departments.
FISCAL IMPACT: Funds for this purchase will come from budget
funds account number #437-036-017G-9103.
Respec ullly submitted:
ly
t -.'44W Lloyd V. Harrel
City Manager
Pr pared by:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing
TS/jh
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BACKGROUND INFORMATION
for Item 3
During the past ten years the philosophy of the City of Denton has
been to purchase software systems versus developing them in house.
The LGFS system from American Management Systems is an integrated
financial system that was first installed in October of 1982 with
the base system. In January of 1987 a number of subsystems were
purchased and at that time the maintenance for the next 3 years was
negotiated in the purchased price. The software maintenance
agreement ensures that the City of Denton will be provided with
ongoing technical support, new releases of the software, fixes to
known problems and the hotline support. This cost is quite a bit
higher than last year, the increase is due to the subsystems coming
under maintenance this year for the first time. It should be noted
that while this cost is significantly more than we pay our
programmers, this agreement ensures that our software keeps abreast
of changes in the financial area of local government both from a
legal and procedural stand point.
l
American Management Systems, Inc.
i i
May 11, 1990
Mr. Gary Collins Project No: P2649
Data Processing
City of Denton
324-B East McKinney Street
Denton, TX 76201
Dear Mr. Collins:
Effective August 1, 1990 the LGFS maintenance support for the City of
Denton expires. Under the License Agreement, the City of Denton is entitled to
purchase maintenance support from AMS for additional periods. Some of the
benefits LGFS clients derive from purchasing on-going support from AMS are:
Delivery of annual enhancements to LGFS along with complete
installation instructions.
Updates to LGFS documentation.
Continued active involvement in the Users Group (one of the main
sources for developing enhancements lists).
Support with the development of new report requests using AMS
provided report writers.
Hotline support of LGFS processing questions.
We would like to continue to provide the City of Denton with enhanced
versions of LGFS as they are released. Per your contract the maintenance fee
for LGFS is 159 of the prevailing price list (attached).
Remittance of the attached invoice will provide the City of Denton with
LGFS maintenance support for the 12-month period of August 1, 1990 through July
31, 1991.
If you have any questions, please call me at (703) 841-6731.
Sin ly,
Lee Ross
Manager, Product Support
1777 North Kent Street • Arlington, Virginia 22209 • (703) 841-6000 -Telex 64638 •Answerback AMSINC
Regional Offires In: Chicago • Denver • Houston • New York • San Francisco
American Management Systems, Inc.
Mr. Gary Collins May 111 1990
Data Processing
City of Denton Project No: P2649
324-B East McKinney Street
Denton, TX 76201
INVOICE
LGFS Maintenance Fees for August 1, 1990
through July 31, 1991.
LGFS
$ 29,925.00
Fixed Assets
4,500.00
Performance Measurement
2,250.00
Job Cost Accounting
4,500.00
Cost Allocation
4,500.00
Extended Purchasing
91000.00
Inventory Control
8,250.00
Personal Computer Interface
750.00
Report Painter
750.00
SUBTOTAL: $ 64,425.00
LGFS Maintenance Fees for May 1, 1990
through July 31, 1990.
Job Cost Accounting $ 1,125.00
Cost Allocation 1,125.00
Extended Purchasing 2,250.00
Inventory Control 2.062.50
SUBTOTAL: $ 6,562.50
TOTAL INVOICE: S 70,987.50
4
Lee Ross
Manager, Product Support
PLEASE NOTE: PAYMENT MUST BE RECEIVED BY JULY 31 1990, OR BY JUNE 25, 1990
TO RECEIVE SPECIAL TRAINING OFFER.
Please make remittance payable to: American Management Systems, Inc.
c/o Le*e Ross, 10th Floor
1777 North Kent Street
1777 North Kent Street - Arlington, Virginia 22209 - (703) 841-6000 -Telex 64638 -Answerback AMSINC
Regional Offices In: Chicago - Denver - Houston - New York - San Francisco
p !i American managemewiiii~tems, ill u
Local Government Financial System (LGFS)
LGFS - IBM/GROUP 30
PRICE SCHEDULE
MONSOON!
1. SOFTWARE UCENSE FEES PRICE
LGFS (Basic
System)
CICS/VSAM ...................................................................................$199,500
Includes:
• Budgeting
• Planning
• General Ledger
• Revenue Accounting
• Accounts Receivable
• External Financial Reporting
• Responsibility Reporting
• Encumbrance Control
• Expenditure Accounting for Purchases
• Accounts Payable
• Cash Disbursements
• Expenditure Accounting for Payroll
• Cost Accounting
• Grants Management and Reporting
• Project Reporting
• Cash Management
Optional Fixed Assets
30,000
Subsystems Job Cost Accounting
30,000
Cost Allocation
30,000
Extended Purchasing
60,000
Inventory Control (must have Extended Purchasing)
56,000
Performance Measurement
15,000
Investment Inventory
20,000
Advanced Budget Preparation
30,000
Work Order (must have Job Cost Accounting)
20,000
Fleet Management (must have Work Order)
50,000
Debt Management
25,000
Documentation: Two copies of all user and technical documentation are included. Additional copies of any
manuals are available at standard list prices.
2. TERM OF LICENSE AND RENEWAL
The initial term of the License is thirty (30) years. At the end of this initial term, Licensee may renew the License
annually for a fee equal to two (2) percent of the initial license fee.
3. MAINTENANCE AND WARRANTY
The system is warranted for one (1) year from the date of delivery of the software. An options] annual maintenance
service provides continued warranty, telephone consultation, and annual enhancement releases. The current annual
maintenance fees are fifteen (15) percent of prevailing license fee for LGFS.
4. INSTALLATION
As part of the license fee AMS will install LGFS and the licensed options on your computer and complete the standard
installation test.
5. IMPLEMENTATION SUPPORT
AMS professional staff will provide support for training, product consulting, conversion, and other tasks necessary to
implement the system. These tasks will be conducted primarily at the client's site. Support will be provided at standard
AMS rates for professional services, as attached. Travel time to and from the client's site will be charged at 50% of the
standard rate. Reasonable travel, living, and other out-of-pocket expenses to provide the support will be billed to clients
at AMS mats, including a ten (10) percent fee for associated administrative costs. To provide for initial implementation
assistance, a client may elect to purchase $50,000 of professional services at a 10% discount ($45,000).
6. TERMS OF PAYMENT OF SOFTWARE LICENSE FEE
A. 85% of license fee upon execution of License Agreement and delivery of documentation.
B. 16% of license fee upon delivery of the software.
C. Contractual fees, expense reimbursement, and charges for additional support due upon receipt of monthly bill.
D. A finance fee of two (2) percent per month will be due for any amount not paid within thirty (30) days of due date.
EFFECTIVE JULY 1, 1999
PRICES SUBJECT TO CHANGE WITHOUT NOTICE
Corporate Headquarters 1777 North Kent Street Arlington, Virginia (703) 841-6000
Decision Support Tools and Data Base Options
IBM Versions - All Processor Groups
PRICE SCHEDULE
1. SOFTWARE LICENSE FEES Price
Decision
Personal Computer Interface (PCO, including PC Report Painter
$10,000
Support
Report Distribution
15,000
Tools:
IMAGINE (Restricted Version)
25,000
IMAGINE (Unrestricted Version)
50,000
REPORTER
Included
Altemate
DB2/CICS
$50,000
Technical
ADABAS/CICS
50,000
Versions:
DATACOM/CICS
50,000
IMS/DBDC
75,000
The surcharge for alternate technical versions applies to the base product (CUFS, SIS, IiRS), not to the optional
subsystems.
Discounts on The license fee listed above provides ten (10) copies; additional copies are available at the following license
PC-Based fees:
Tools:
Second ten copies
Third ten copies
Additional sets of ten copies
$5,000
2,500
1,250
Documentation: Two copies of all user and technical documentation for mainframe software are included. Additional copies of any
manuals are available at standard list prices.
2. TERM OF LICENSE
AMS provides a license to use the software at a single computer facility for a term of thirty (30) years. For personal
computer products, each copy permits use of the software on a single machine.
3. MAINTENANCE, ENHANCEMENT, AND WARRANTY
The system is warranted for one (1) year from the date of delivery of the software. An optional annual maintenance
service provides continued warranty, telephone consultation, and enhancement releases. The current annual mainte-
nance fees are fifteen (15) percent of prevailing license fees.
4. TERMS OF PAYMENT
A. 70% of license fee upon execution of License Agreement.
B. 30% of license fee upon delivery of the software and documentation.
C. Expense reimbursements and fees for support provided on a time and materials basis are due upon receipt of
monthly bill.
D. A finance fee of two (2) percent per month will be due for any amount not paid within thirty (30) days of due date.
EFFECTIVE SEPTEMBER 1, 1969
PRICES SUBJECT TO CHANGE INITHOUT NOTICE
I
Corporate Headquarters 1777 North Kent Street Arlington, Virginia (703) 841-6000
MINUTES OF
DATA PROCESSING ADVISORY BOARD
MEETING OF AUGUST 9, 1990
MEMBERS PRESENT: Jim Kuykendall, Bob Minnis, Brian Scott,
Charles Ridens
MEMBERS ABSENT: Cengis Capan
OTHERS PRESENT: Gary Collins and Dave Dickey
Jim Kuykendall made the motion and Charles Ridens seconded the
motion that the minutes of the January 9. 1990 meeting be accepted
as presented. The motion was passed unanimously.
Charles Ridens nominated Jim Kuykendall for Chairman of the Data
Processing Advisory Board Brian Scott seconded the motion, it
passed unanimously and Gary Collins turned the meeting over to Jim
Kuykendall.
Gary Collins briefly described the department's background and
operational philosophy. Under this philosophy the City of Denton
has maintained a very minimum staff. Gary Collins explained that
the 'LGFS' system is a totally integrated Financial System and the
increase in the annual fee was due to the number of subsystems
coming under maintenance for the first time. In negotiating for
the subsystems in 1987 we negotiated that purchase price would
include 3 years of maintenance rather than the traditional 1 year
of maintenance. Gary Collins explained that while $70,000 was more
than we would pay for a Programmer that we receive more than just
Programming services from this agreement. He explained that in
addition to the annual release of the system, with this agreement
we also receive technical assistance via phone "hot line" for not
only Data Processing staff but Accounting staff. The AMS staff
stays up-to-date with changes in the Financial Industry, Government
regulations, and auditing procedures and incorporates these changes
into their system. Gary Collins explained that in order to have
in house staff perform all of these activities it would require
more than the cost of this agreement. Jim Kuykendall explained the
reason that the D.P. Advisory Board looks at items like this
maintenance agreement. Gary Collins explained that $6,562.50 of
this cost was for the 3 months of maintenance on the subsystems
that were purchased in 1987 in an off cycle time frame and the
$64,425 was for the 12 months of maintenance on the entire system.
Charles Ridens made a motion that the Board recommend the City
Continue this maintenance agreement and Jim Kuykendall seconded the
motion. The motion was passed unanimously.
Jim Kuykendall explained that back in January when this issue was
first brought to the board he had put a motion on the floor and it
died for a lack of a second and how critical he felt this issue
was to properly serve the various departments throughout the city.
Gary Collins discussed the criticality of some of the PCs and the
age of the PCs and how some PCs have experienced failure. Jim
Kuykendall stated that in most cases these PCs are not only PCs but
also double as terminals for Departments to access the mainframe.
Charles Ridens asked if IBM could not refuse to service the PCs
that are broken and then placed under maintenance. Gary Collins
explained that IBM could ask to inspect the PCs before accepting
them for maintenance and require us to have them operational before
acceptance on a maintenance contract. Bob Minnis asked if the
staff could not maintain these PCs. Gary Collins explained that
currently we do not have the staff to support this function for all
the various departments' PCs. Gary Collins also stated that he
would consider supplying this support if the Personal Computer
Analyst's position that has been requested in the last 2 Budget
Processes had been approved but cautioned that we would also have
to have a parts inventory, training for staff, and diagnostic
equipment. Charles Ridens ask if we could not piecemeal these
maintenance contracts since they were for various departments.
Gary Collins explained that under the new state law similar
contracts needed to be grouped and sent out for bid and that the
Purchasing agent was emphatic that we follow this process. Charles
Ridens stated that the cost of having someone perform this service
on a time and material basis is prohibitive due to the per hour
cost of service people. Jim Kuykendall made a motion the board
recommend that the city enter into a maintenance agreement with IBM
for all of the IBM PCs in various departments and Charles Ridens
seconded the motion. The motion passed unanimously.
Gary Collins stated that when the City of Denton first looked at
the GIS system we were going to need 5 workstations. We initially
acquired 4 IBM RT model 125 workstations with the intent of
acquiring the 5th workstation at a later date. Gary Collins
explained how the D.P. staff could use the 5th workstation during
the implementation of the GIS software and database. Gary Collins
also explained that shortly after acquiring the GIS system IBM
announced a replacement machine for the RTs which was the RISC/6000
and it was 4 to 5 times as powerful as the RT. For a limited time
IBM is offering a 80% rebate of the RT purchase price if a customer
purchases a RISC/6000. Gary Collins explained that we had budgeted
$33,681 for the acquisition of the 5th GIS workstation and with the
80% rebate and the lower costs of the RISC/6000 we can upgrade the
4 existing workstations and acquire the 5th workstation for $1,351
less than originally budgeted for the 5th RT. Charles Ridens asked
why IBM sold us the RTs if they knew the RISC/6000 were coming out.
Gary Collins responded that IBM had not announced the RISC/6000 at
the time we got GIS and therefore could not bid them. Bob Minnis
asked why they would offer this rebate and how we could get them
so cheap. Gary Collins responded that IBM was aggressively going
after the workstation market and the RISC/6000 was a new generation
of technology that made the cost less than the RTs. Brian Scott
made a motion that the board recommend the City acquire the 5th GIS
workstation and upgrade the existing 4 workstations to IBM
RISC/6000 and Charles Ridens seconded the motion.
Gary Collins explained we have had Courier equipment for quite a
while and our problem in the past has been that not all of our
equipment could be attached to the Courier controllers. Gary
Collins further stated that with the new Courier equipment being
bid at this time that problem no longer exists. Gary Collins
explained that most of the equipment being replaced was form 6 to
9 years old and some of the equipment was failing on a weekly if
not more frequent basis. Gary Collins went on to state that some
of the new equipment has a 3 year warranty and due to the age of
our current equipment the maintenance costs keep escalating. Gary
Collins explained that the city could replace this equipment and
place the new equipment on a 5 year lease/purchase agreement and
the additional costs would be $18.44 per month greater than the
maintenance costs on the current equipment. Gary Collins indicated
that maintenance costs used in his analysis had a 10% per year
inflation factor and this was probably conservative since some of
the older equipment was experiencing a 15% per year increase.
Brain Scott asked if all the equipment was IBM compatible and Gary
Collins responded it was totally compatible. Bob Minnis asked if
we currently leased this equipment and Gary Collins replied that
we currently own all of this equipment and just pay maintenance on
it. Gary Collins indicated that the cost of the lease purchase
reflected the trade-in allowance be applied to reduce the amount
being financed. Brian Scott asked why there was a difference
between the number of units of Courier and IBM. Gary Collins
responded that if we went with Courier we could use some of the
newer Courier equipment and would not have to replace them but if
we went with IBM we would have to replace 6 more terminals and 2
more printers. Brian Scott made a motion that the city replace the
current terminals, controllers and printers with new terminals,
controllers and printers from Idea Courier and Bob Minnis Seconded
the motion. The motion passed unanimously.
There being no other business the meeting was adjourned.
DATE: August 21,1990
CITY COUNCIL REPORT
TO:
Mayor
and Members
of the City Council
FROM:
Lloyd
V. Harrell,
City Manager
SUBJECT: PURCHASE ORDER #98818 - IBM
RECOMMENDATION: We recommend this purchase order #98818 to IBM be
approved in the amount of $33,330.00. The Data Processing
Advisory Board recommends approval.
SUMMARY: This Purchase Order is for the purchase of one IBM,
RT workstation model RISC/6000 and for the upgrade of 4 IBM RT
workstations to the RISC 6000 models. These work stations are
part of the G.I.S. System and will complete the requirements for
five workstations.
These RT workstations are proprietary items and exempted from the
bid process as a high tech acquisition in compliance with state
law.
BACKGROUND: Purchase Order #98818 to IBM, exert from Data
Processing Advisory Board Agenda Packet (Item 5), Price Quotation
from IBM.
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: Information Services
Department and G.I.S. implementation.
FISCAL IMPACT: Funds for this purchase will come from G.I.S.
Certificate of Obligation. Fund Account #437-036-0176-9103.
Respectfully submitted:
v
Ll Yyd V. Harre
City Manager
Prepared by:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
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BACKGROUND INFORMATION
for Item 5
When the City of Denton decided to implement a GIS system with
council approval, we determined the need for 5 workstations. At
the start of the project only 4 workstations were acquired with the
intention of acquiring the 5th workstation at a later date once the
GIS Data Base was built. At that time $33,681 was budgeted for the
fifth workstation. Since that time a number of circumstances have
occurred that would make it advisable to acquire the fifth
workstation. The original workstation selected were IBM RTs and
since that time IBM has introduced the RISC/6000. For a limited
time IBM is offering a 80% rebate of the cost of the RTs if a
customer purchases a RISC/6000. The RISC/6000 is approximately 5
times more powerful than the RTs. Additionally it has become
apparent that the Information Services Department could utilize the
fifth workstation in the implementation of the GIS system and the
creation of the GIS Data Base. The attached cost analysis shows
that the City of Denton can upgrade the existing 4 RTs to RISC/6000
and acquire a 5th RISC/6000 for $1,351 less than originally
budgeted for the 5th RT.
GIS WORKSTATION COST COMPARISON
UNIT TOTAL
ITEM QTY COST COST
WORKSTATION COSTS
5TH IBM RT 1 339681 33,681
TOTAL BUDGETED 1 33,681 339681
IBM RISC/6000
NEW WORKSTATION 1 25,490 25,490
UPGRADE EXISTING RTS 4 11710 69840
TOTAL UPGRADE COST 5 27,200 32,330
SAVINGS 11351
1
1 0
PRGE.002
International Business Machines Corporation
Date: 8/7/90
Memo to:
Subject:
Dear Gary,
Gary Collins
Director of I/S
City of Denton
RISC replacement
1605 LBJ Freeway
Dallas. Texas 75234
21418884000
I have reviewed the pricing for the RT Migration Assistance
Program and compiled the following information.
RT invoice amount 27,072.00
6157 tape invoice amount 1,403.00
28,475.00
X.80
Total to apply to RISC/600 229780.00
Hardware for RISC/6000
system
tape
CD ROM 21,910.00
The entire cost of the RISC/6000
will be absorbed by the RT credit.
Software for each replacement
RISC/6000 11,710.00
.Dave's RISC/6000, no CD ROM 239510.00
software 14980.00
Total for Dave's RISC16000 259490.00
Total cost of replacing 4 RT's with 4 RISC/6000s and ordering and
additional RSIC/6000 is: 32,330.00
Note that the RISC/6000 configured has only 2 serial ports and 1
parallel port for device attachment. No other slots are available.
Please give me a ring if there are any other questions.` J
Sincerely, ,
Dean A. Belvis '
Marketing Representative
t l..