1990-1162651L-1/3689
ORDINANCE NO. ?V116
AN ORDINANCE ACCEPTING COMPETITIVE BIDS 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
competitive bids for the purchase of necessary materials, equip-
ment, 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 bids are the
lowest responsible bids for the materials, equipment, supplies or
services as shown in the "Bid 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
materials, 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
"Bid Proposals" on file in the office of the City's Purchasing
Agent filed according to the bid number assigned thereto, are
hereby accepted and approved as being the lowest responsible bids
for such items:
BID
ITEM
NUMBER
NO.
VE14DOR
AMOUNT
1116
All
Eagle Specialty Brush
$92,586.00
1130
All
Idea Courier
$88,200.00
1131
All
IBM
$21,200.00
1133
All
Priester Supply
$26,054.00
SECTION II. That by the acceptance and approval of the above
numbered items of the submitted bids, the City accepts the offer
of the persons submitting the bids for such items and agrees to
purchase the materials, equipment, supplies or services in accor-
dance with the terms, specifications, standards, quantities and
for the specified sums contained in the Bid Invitations, Bid
Proposals, and related documents.
SECTION III. That should the City and persons submitting
approved and accepted items and of the submitted bids wish to
enter into a formal written agreement as a result of the accep-
tance, approval, and awarding of the bids, 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 Bid Proposal and related bid documents herein approved and
accepted.
SECTION IV. That by the acceptance and approval of the above
numbered items of the submitted bids the City Council hereby
authorizes the expenditure of funds therefor in the amount and in
accordance with the approved bids or pursuant to a written
contract made pursuant thereto as authorized herein.
SECTION V. That this ordinance shall become effective
immediately upon its passage and approval.
PASSED AND APPROVED this 01 day of , 1990.
Al BOB CASTLEBERRY, MA R
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY:
APPROVED AS TO LEGAL FORM:
DEBRA A. DRAYOVITCH, CITY ATTORNEY
BY: '
PAGE TWO
DATE: August 21,1990
CITY COUNCIL REPORT
TO:
FROM:
SUBJECT:
Mayor and Members of the City Council
Lloyd V. Harrell, City Manager
RFP #1130 - CRT'S, CONTROLLER, PRINTER SYSTEM
RECOMMENDATION: We recommend this RFP be awarded to the lowest
and most responsible bidder IDEA COURIER for the CRT'S and
Controllers in the amount of $61,575.00 purchase price funded
over a 60 month payout period for total cost of $88,200.00.
We are also recommending the outright purchase of:
(3) Slave printers at: $385.50
(1) 18 part remote controller at: $6,030.75
(1) 9345 400 LPM Printer at: $7,020.00
TOTAL $14,207.25
The Data Processing Advisory Board recommends approval.
SUMMARY: This request was for proposals to replace the obsolete
CRT'S, controllers and printers connected to the IBM 4381
mainframe. Tile proposal consisted of prices and suggested
replacements for 56 terminals 4 controllers, 7 printers, and
conversion of 2 other controllers.
BACKGROUND: Comparison of the two responses IDEA Courier and IBM
Exert from Data Processing Advisory Board Agenda Packet (Item
#6).
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: Information Services,
all other departments of the City of Denton.
FISCAL IMPACT: Funds for this purchase will come from budget
funds for purchase of Data Processing Equipment:
1. (3) Slave printers 100-040-0022-9103 $1,156.50
2. 18 part remote controller 100-036-0017-9103 $6,030.75
3. 9345 400 LPM Printer 710-043-0582-9103 $7,020.00
4. CRT's, controller and printer system
Lease/Purchase Account 100-036-0017-8509 $88,200.00
CITY COUNCIL REPORT
AUGUST 21, 1990
PAGE 2 of 2
Prepared by:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
Respectfully submitted:
" Z' zz
LLloy4f V, ar e
City Manager
TS/jh
048.DOC
REPLACEMENT EQUIPMENT
UNIT
TOTAL
CURR EQUIP
CURR EQUIP
IDEA COURIER BID
UNIT
TOTAL
MONTHLY
MONTHLY
1ST YR
1ST YR
5 YR
5 YR
ITEM
QTY PRICE
PURCHASE
HAINT
LEASE
TOT COST
HAINT
TOT COST
NAIHT CST
HONOCHROME TERMINALS t
50 696.50
34,825.00
7.00
705.00
8,460.00
8,365.20
50,700.00
51,070.38
It PORT REMOTE CONTROLLER tt
1 3,332.00
3,332.00
15.50
68.97
827.64
940.80
4,882.20
5,743.68
36 PORT REMOTE CONTROLLER tt
1 10,110.75
10,110.75
27.10
209.29
2,511.48
1,502.40
13,858.20
91172.30
36 PORT LOCAL CONTROLLER tt
1 12,150.75
12,150.75
29.20
247.36
21968.32
2,539.20
16,243.20
15,502.07
13001-P SLAVE PRINTER tt
3 385.50
1,156.50
7.50
-
-
23.94
287.28
918.12
2,516.40
51605.21
TOTALS
56 26,675.50
61,575.00
-
86.30
11254.56
15,054.72
14,265.72
881200.00
87,093.65
MONTHLY
DIFFERENCE
65.75
18.44
t 3 YEAR WARRANTY
t4 1 YEAR WARRANTY
ADDITIONAL EQUIPMENT OUT RIGHT PURCHASE
IDEA COURIER BID
UNIT
TOTAL
ITEM
QTY PRICE
PURCHASE
13001-P SLAVE PRINTER tt
3 385.50
1,156.50
18 PORT REMOTE CONTROLLER tt
1 60030.75
6,030.75
9345 400 LPN PRINTER ttt
1 7,020.00
7,020.00
5 13,436.25
14,207.25
tt I YEAR WARRANTY
ttt 4 MONTH WARRANTY
REPLACEMENT EQUIPMENT
-
UNIT
TOTAL
CURE, EQUIP
CURR EQUIP
IBM BID
UNIT
TOTAL
MONTHLY
MONTHLY
1ST YR
1ST YR
5 YR
5 YR
ITEM QTY
PRICE
PURCHASE
HAINT
-
LEASE
-
TOT COST
NAINT
TOT COST
HAINT CST
MONOCHROME TERMINALS 3472 56
904.00
50,624.00
5.40
-
-
1,081.85
12,982.18
8,365.20
79,426.09
51,070.38
8 PORT REMOTE CONTROLLER 91R 1
3,219.00
3,219.00
11.25
68.79
825.49
940.80
4,667.45
5,743.68
32 PORT REMOTE CONTROLLER IIR 1
10,274.00
10,274.00
16.06
219.56
21634.70
1,502.40
13,944.37
9,172.30
32 PORT LOCAL CONTROLLER 111, 1
13,503.00
13,503.00
17.64
288.56
31462.75
21539.20
18,160.48
15,502.07
4224 TERMINAL PRINTER 5
3,395.00
16,975.00
30.00
362.76
41353.12
918.12
28,965.61
5,605.21
64
31,295.00
94,595.00
80.35
21021.52
24,258.24
14,265.72
145,164.01
87,093.65
ALL ITEMS HAVE A 1 YEAR WARRANTY
MONTHLY
DIFFERENCE
832.71
967.84
ADDITIONAL EQUIPMENT OUT RIGHT PURCHASE
IBM BID UNIT
ITEM QTY PRICE
DISPLAY ATTACHED PRINTER 3 462.00
4234 410 LPN PRINTER 1 7,112.00
16 PORT REMOTE CONTROLLER 1 6,879.00
5 14,453.00
TOTAL
PURCHASE
1,386.00 +
7,112.00
6,879.00
15,377.00
BACKGROUND INFORMATION
for Item 6
Most of the CRTs, Printers and Controllers are from 5 to 9 years
old. Especially in the case of the printers the failure rate is
becoming more frequent and our maintenance costs have been
escalating at approximately 10 percent per year. Due to new
technology and reliability some of the manufactures are now
offering 3 year warranties on the CRTs. With these factors in mind
we sent out an RFP to the vendors for new CRTs, Printers and
Controllers. The attached analysis shows the cost breakdown
between the two vendors that responded and the overall cost
allocation over a 5 year period with the assumption that the
replacement equipment would be placed on a 5 year lease purchase
agreement.
The lowest bid on this equipment was from Idea Courier. With their
proposal we could replace all of the listed equipment for increased
cost of $18.44 per month over what we would pay for maintenance on
the current equipment over the next 5 years. This additional
monthly cost of $18.44 seems to be a very small price to pay when
we can replace old equipment with new equipment with better
technology.
Additionally there exists a need for additional equipment that has
been budgeted in various departments budgets. Again the low bidder
on the new equipment was Idea Courier. The attached cost analysis
shows the difference between the two vendors responding to the RFP.
SUN FINANCIAL Group, INC_
EXHIBIT E to
STATE AND MQNICIPAL LEASE/PURCHASE AGREEKKRT
CERTIFICATE OF RESOLUTIONS
I, Jennifer Walters , do hereby certify that I am the
duly elected, or appointed and acting Secretary Clerk of the City of Denton,
. 'texas , an agency duly organized and existing under the laws
of the State of Texas ^ (the "Lessee"), and that the following
resolutions have been presented to and duly adopted by the Denton City Council
at a meeting duly and regularly held and convened in accordance with
applicable law on the 21st day of August 19 90
WHEREAS, the Lessee is entering a State and Municipal Lease/Purchase Agreement
("Lease") dated August 21 , 19 90 , with Sun Financial Group, Inc'.
WHEREAS, Lessee has carefully reviewed its financing requirements for the current
calendar year and reasonably expects that it will not issue more than ten million
dollars ($10,000,000) of tax-exempt obligations during the calendar year;
NOW, THEREFORE, be it RESOLVED, that the Lessee be, and hereby is, authorized to
enter into the Lease with Sun Financial Group, Inc. for a period of 60
months, and be it further
RESOLVED that Gary A. Collins, Dir. of Info. Serv.
Name Title Specimen Signature
an official of the Lessee be, and hereby is, authorized, empowered, and
directed to sign on its behalf the Lease and any addenda, schedules, notes,
UCC financing statements or other instruments issued under the provision of
the Lease and any other instrument or document which may be necessary or
expedient in connection with agreement upon or fulfillment of the provisions
of the Lease.
RESOLVED, that pursuant to Section 265(b) (3) of the Internal Revenue Code
of 1986, as amended, this Lease be and hereby is designated a "qualified
tax-exempt obligation" includable within the ten million dollars
($10,000,000) of the aggregate issues designated as "qualified tax-exempt
obligation" for the calendar year within which this Lease is entered into.
RESOLVED, that Lessee shall not designate more than ten million dollars
($10,000,000) of tax-exempt obligations during thd• current calendar year as
qualified tax-exempt obligations and Lessee, together with all its
subordinate entities, does not reasonably expect to issue more than ten
million dollars ($10,000,000) of tax-exempt obligations during the calendar
year.
IN WITNESS WHEREOF, I have duly executed this certificate and affixed the seal
hereto this 31st day of August 19 90 .
Lessee: City of Denton
-(Municipal Entity
By:
S'g atur of Secretary/clerk)
Jennifer Walters
rinte ame
1o-11('e
FEB 1 81991
CITY of DENTON, TEXAS MUNICIPAL BUILDING / 215 E. McKINNEY / DENTON, TEXAS 76201
MEMORANDUM
DATE: February 14, 1991
TO: WHOM IT MAY CONCERN:
FROM: Lloyd V. Harrell, City Manager
SUBJECT: SUN FINANCIAL LEASE AGREEMENT
Gary Collins is duly authorzied to sign the lease agreement.
v.
l yd V. Harrell
City Manager
JFMcG:af
5645F
8171566.8200 D/FW METRO 434-2529
DATE: August 21,1990
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID #1116 - STREET SWEEPER
RECOMMENDATION: We recommend this bid be awarded to the lowest
bidder meeting specification, Eagle Specialty Brush, in the
amount of $92,586.00.
SUMMARY: This bid is for the purchase of a vacuum type street
sweeper. The unit recommended is a Johnson Sweeper mounted on a
Ford Chassis. It will replace a Ravo Sweeper that is no longer
economical to repair. The old unit has major mechanical problems
and is badly worn. As of today $75,034.00, has been spent on
maintenance for the 1986 Model Ravo Sweeper. It is currently out
of service and will require an estimated $12,000.00 in engine and
transmission work to become operable. It is our intent to list
it for sale at the next Surplus Auction schedule for September
18, 1990.
The bid offered by STM Equipment is for an Elgin Whirlwind
Sweeper. It fails to meet the requirement of an in-dash factory
installed air conditioner. The unit they offered is a roof
mounted unit making the entire sweeper too tall and exposing the
air conditioner to tree limbs and other obstacles. By design and
intent, a sweeper operates along curbside. Denton has many
attractive treelined streets that would not be accessible with
the roof mounted air conditioner. Due to heat, noise, and dusty
conditions, an air conditioner cab is essential to the efficient
operation of any street sweeper and greatly contributes to the
health and safety of the operator.
Due to the few dollars difference in the two units meeting
specification a very complete evaluation was preformed. The
Johnson Sweeper offers a superior warranty, increase fuel
efficiency, on site repairs, engine compartment sealed from
sweeping area, stainless steel water systems and several other
items listed as options on other machines are standard equipment
on the Johnson Sweepter.
BACKGROUND:Tabulation Sheet (See tab sheet for list of adders and
deducts listed on bids to make machines basically equal for
evaluation process).
CITY COUNCIL _REPORT
August 21, 1990
Page 2 of 2
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: Fleet Operation
Department, Drainage Section of Community Service Department of
Utility Division.
FISCAL IMPACT: Funds for the purchase of this unit will come
from. Certificates of obligation previously approved by Council
for the purpose of purchasing Motorpool Equipment.
Respectfully submitted:
U
L1066 V. Harrell
City Manager
Prepared by:
~
i
'1
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
TS1j Yi
032.DOC
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DATE: August 21,1990
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM Lloyd V. Harrell, City Manager
SUBJECT: RFP #1131 - MAINTENANCE OF PC'S AND RELATED EQUIPMENT
RECOMMENDATION: We recommend this proposal be awarded to IBM in
the amount of $21,200.00 The Data Processing Advisory Board
recommends approval.
SUMMARY: This proposals for the annual contract for the on site
maintenance of all PC's, monitors, and related equipment in the
City of Denton. Currently 62 personal computers with monitors
will be covered under this contract. The price offered by IBM is
based on their MRSA Maintenance Pricing. This gives us a 5 year
maintenance and is only available for PC's to those customers
with a mainframe MRSA agreement in place. This agreement extends
discounts of 20 to 30% off of the normal maintenance cost quoted
by I.B.M.
BACKGROUND: Exert from Data Processing Advisory Board Agenda
Packet (Item #4), Proposal Cover Letter, Equipment List, MRSA
Maintenance Pricing.
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: All departments in the
City of Denton.
FISCAL IMPACT: Funds for this service will come from budget funds
set aside by the various departments for maintenance of office
equipment. Each department paying for the machines assigned to
that department.
IT.L Prepared by:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
TS/jh
049.DOC
Resp ctfully submitted:
oyd V. Harrel
City Manager
BACKGROUND INFORMATION
for Item 4
Over the past 6 years the City of Denton has acquired approximately
62 personal computers of various models. At the last DP Advisory
Board meeting the motion to recommend a maintenance contract for
these PCs died due to a lack of a second. At the time the board
discuss the possibility of having the Information Services
Department assumed the responsibility for maintaining and repairing
these PCs or going on a time and material basis for repair. At
that time I explained to the board that I had requested a 'PC
Analyst position in the current year budget and that position was
denied. Therefore I did not have the staff, expertise, or parts
inventory to adequately provide this service to the other
departments. Again this year I requested a PC Analyst position and
again this year it has been denied. Since the last board meeting
the City has placed 4 PCs on maintenance contract due to the
critical nature of the work performed on these machines or due to
the PC becoming in operable and the time and material basis was
much more expensive than the maintenance contract. In analyzing
our situation, I feel that the maintenance contract has the least
impact on the various departments' budgets since it is a fixed cost
once a year and the departments can plan for this expense. Due to
the tight budget conditions that the City has been experiencing in
the last few years it has become very difficult for managers to
find funds for unexpected expenses. I feel that maintenance
contracts on this equipment are very similar to insurance policies
and give the City a protection from unexpected costs and/or the
nonuse of piece of equipment that has become an essential part of
our operations.
PROPOSAL COVER LETTER
The offerer proposes to provide on-site maintenance for the PCs identified in
Attachment A belonging to the City of Denton. Equipment will be covered between the
hours of 8:00 a.m. to 5:00 p.m. five days per week Monday through Friday in accordance
with the specifications provided in the REQUEST FOR PROPOSAL date 7/~ 24/90 and
further agrees to bind himself/herself on acceptance of his/her proposal by the City to
execute a contract for service specified therein.
Total lump sum price for this Contract (as shown on the Proposal Price Summary) shall be
written in words and numbers in the place provided below:
TOTAL LUMP SUM CONTRACT PRICE:
Twenty-one thousand one hundred and twenty DOLLARS
AND NO CENTS 21,120.00* )
COMPANY NAME OF OFFERER: IBM Corporation ~i
SIGNED BY: Linda M. Sanders
TITLE: VVV///
ADDRESS:
CITY, STATE, ZIP:
TELEPHONE NUMBER:
DATE:
Marketing Manager
1605 LBJ Freeway
Dallas, TX 75234
214-888-4000
7/24/90
* Price is stated including warranted items. Price without warranted items
would be $16,599.00
2129k
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CITY
OF DENTON
MRSA MAINTENANCE
PRICING
Annual
Maintenance Prices
(5-Year MRSA)
IBM ONLY OFFERS 24 HOUR 365
DAY/YEAR MAINTENANCE
Dept/or
Machine
Display
Item #
Maint
Di
.
scount
Price
5150
1
168.00
30%
117.60
5151
1
50.00
22%
39
00,
Item #2
same as Item #1.
.
5150
3
168.00
30%
117
60
5153
3
62.00
22%
.
48.36
5271-002
12
430.00
27%
315.90
5272
12
94.00
22%
73
32
Items 18
-19 same as
Item #12.
.
5271-006
4
629.00
27%
459.14
5272
4
94.00
22%
73
32
Items 5-
11, 13-17, & 20 same a
s Item #4.
.
5273-061
23
546.00
22%
425.88
5151
23
50.00
22%
39.00
5273-062
21
546.00
22%
425.88
5272
21
94.00
22%
73
32
Item 22 same as Item #21.
.
5160-086
25
475.00
27%
346.75
5151
25
50.00
22%
39
00
Item #26
same as Item #25.
.
5160-086
24
475.00
27%
346.75
5153
24
62.00
22%
48.36
8525-004
-
27
110.00
22%
85.80
8530-021
28
190.00
22%
148.20
8512
28
25.00
20%
20.00
Items 29-
30 same as
Item #28.
8530-E21
32
190.00
22%
148.20
8413
32
25.00
20%
20.00
Items 33-
38, & 42-43
same as Item #32.
Dept/or
Machine
Display
Item
Maint.
Discount
Price
8530-E21
31
190.00
22%
148.20
8512
31
25.00
20%
20.00
Item #41
same as Item
#31.
8530-E31
39
190.00
22%
148.20
8513
39
25.00
20%
20.00
Item #40
same as Item
#39.
8550-061
44
220.00
22%
171.20
8512
44
25.00
20%
20.00
8550-61
45
220.00
22%
171.60
8513
45
25.00
20%
20.00
Items 46-47 same as It
em #45.
8555-061
48
260.00
22%
202.80
8513
48
25.00
20%
20.00
8560-071
49
345.00
22%
269.00
8513
50
25.00
20%
20.00
8580-111
50
500.00
22%
390.00
8513
50
25.00
20%
20.00
Items 52-
53, & 56-62 s
ame as Item #50.
8580-111
51
500.00
22%
390.00
8514
51
48.00
20%
38.40
Items 54-55, are priced same as item #51.
l '
DATE: August 21, 1990
CITY COUNCIL REPORT
TO: Mayor and Members of the City Council
FROM: Lloyd V. Harrell, City Manager
SUBJECT: BID #1133 - PADMOUNTED CAPACITOR BANKS
P.ECOMMENDATION: We recommend this bid be awarded to the low
bidder, Priester Supply, in the total amount of $26,054,00.
SUMMARY: This bid is for padmounted capacitor banks to be used
in three locations in the Electrical Distribution Systems, Oak
Street, San Jacinto Blvd., and in Southridge. Once installed
these capacitor banks will improve the power factor of those
circuits.
BACKGROUND: Tabulation Sheet, Memorandum from Don McLaughlin.
PROGRAMS, DEPARTMENT OR GROUPS AFFECTED: Electric Distribution
Division.
FISCAL IMPACT: Budgeted Funds Account #612-008-0252-9217.
Respec ulllly submitted:
U
Llo V. Harrell
City Manager
Prepared by:
Name: Denise Mannin
Title: Senior Buyer
Approved
Name: Tom D. Shaw
Title: Purchasing Agent
DM/jh
039.DOC +
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CITYofDENTONMUNICIPAL UTILITIES/ 901-A Texas Street/ Denton,TX76201
M E M O R A N D U M
TO: Denise Manning, Senior Buyer, Purchasing
FROM: Donald L. McLaughlin, Electric Engineer Administrator
DATE: August 3, 1990
SUBJECT: BID #1133
Award bid for the padmounted capacitor to the low bidder,
Priester Supply. The prices were $8,053/ea for two 500 KVAR
padmounted capacitor banks capable of being expanded to 1200
KVAR. and $9,948 for a 1200 KVAR padmounted capacitor bank for a
total of $26,054.
One 600 KVAR capacitor bank is to be part of the Oak Street
overhead-to-underground conversion to replace existing overhead
capacitor bank. The other 600 KVAR capacitor bank will be
located next to the Trammell Crow building on San Jacinto
Boulevard to improve power factor on S-215. The 1200 KVAR
capacitor bank will be centrally located in Southridge to improve
power factor of the circuit serving Southridge.
DLM:gb
08030083
CC: R. E. Nelson, Executive Director of Utilities
E. B. Tullos, Director of Electric Utilities