HomeMy WebLinkAboutIR 8089 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 8089
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To the Mayor and Members of the City Council September 9, 1997
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rIxp8 Subject: General Service Commission Catalog Contract Purchases
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Introduction
The City Council authorized the Information Systems Fund to procure
equipment, software and services from the State of Texas General Services
Commission Catalog Contract Purchasing Process. The original approval
was granted on December 19, 1995 with M&C P-7698.
Back r� ound
M&C P-7698 was developed by the Purchasing Administrator with the
concurrence of ISS to provide three improvements to the technology
procurement process:
1. Speed the process, which was laborious and time consuming at the time.
2. Minimize paperwork surrounding technology procurements.
3. Take advantage of current market prices compared to fixed term contract
prices (which were almost always higher than market prices).
M&C P-7698 authorized the Information Systems Fund to procure technology
items through the General Services Commission (GSC) Purchasing Process
using Qualified Information Systems Vendors. Information Systems and
Services (ISS) has been following that procurement process for much of the
technology that has been implemented in the last twenty months. ISS has
procured most of the technology and services required for the Network
Implementation Plan, the Geographic Information Systems Plan, and the
Year 2000 Plan using the GSC purchasing process. Attached to this report is
a summary of vendors, expenditures, and the category of those expenditures
since the inception of this purchasing process.
The original M&C, P-7698, authorized the Purchasing Division to issue
purchase orders through the GSC purchasing process in amounts exceeding
$15,000 with additional M&C approvals. The technology and services being
procured through this process are being used almost exclusively for the
implementation of the three major projects listed above. These plans are in
place and have been discussed with the City Council on multiple occasio
and included in the City's operating budget.
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ISSUED BY THE CITY MANAGER FORT WORTH,TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 802A
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To the Mayor and Members of the City Council September 9, 1997
ZXA Subject: General Service Commission Catalog Contract Purchases
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This procurement process has rigorous safeguards provided by the
Purchasing and Accounting divisions of Fiscal Services. Purchasing does not
issue any purchase orders to vendors without them meeting stringent
contract pricing documentation. This process, however, has the advantage of
allowing vendors to change prices, especially for equipment, that is dropping
in price on an almost monthly basis. The City benefits by obtaining
equipment at the most current price point, instead of a past price point,
which are invariably higher.
Issues
While the Information Systems Fund is authorized to procure using purchase
orders, it cannot enter into agreements without City Council approval if the
agreement exceeds $15,000. ISS has requested, in M&C P-8394; that this
limitation also be removed for technology procurements previously
authorized in the City's Operating Budget. This request is simply a
mechanism to further streamline the procurement process so that purchases,
even if they require agreements, can proceed expeditiously.
For procurements, such as major software application systems; or even
complex technology systems, ISS continues to use the RFP and Bid processes
to ensure that the City is getting the systems that best meet its needs.
Bob Terrell
City Manager
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