HomeMy WebLinkAboutItem 19 - Golf Software Systemi� I q
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER
MEETING DATE: JANUARY 20, 2004
SUBJECT: APPROVAL OF A RESOLUTION FOR THE PURCHASE OF AN
UPGRADE TO THE EXISTING MUNICIPAL GOLF SOFTWARE
SYSTEM
RECOMMENDATION:
City Council to consider approval of a resolution to declare The Golf System, Inc. a sole
source provider for the purchase of upgrade software to the existing municipal golf
software system in the amount of $17,739.00.
FUNDING SOURCE:
Funding for this purchase is currently available in accounts:
325-48860-340-9 Lease Fund/Mach. & Equipment/Golf Course ......... $14,350.00
325-42281-340-9 Lease Fund/Apparatus & Tools/Golf Course .......... $ 3,389.00
BACKGROUND:
This procurement will be made as a sole source in accordance with Local Government
Code Chapter 252, Subchapter B, Section 252.022 (A).
The Golf System, Inc., a Texas corporation, is the only manufacturer and sole source
provider to supply software upgrades to the existing municipal golf system.
The software and equipment included in this purchase will allow for an upgrade to our 10
year old system at the golf course pro shop. The current system runs on a DOS format
and frequently breaks down and is no longer supported by the vendor.
The upgrade will provide updated cash registers with inventory control, point of sale and
financial reporting systems. Tee times will be posted on an electronic tee sheet. The
system will also provide electronic tournament scheduling, printing of tournament score
cards, cart signs and handicap cards.
In addition to the software described in this agenda item, the City will need to purchase
the following hardware separately:
2 PC's built to projects specs $2,674
1 dedicated server 2,048
1 Tape backup device 345
Total $5,067
January 13. 2004 (8-16AM)
Total cost for both software and hardware is $22,806.
This amount was budgeted in FY 2004.
Staff recommends approval of a Resolution authorizing the purchase of a software
upgrade to the golf pro shop system from the Golf System, Inc. in the amount of
$17,739.
WAG/cjc
H:GoIfSoftware
January 13- 2004 (8:16AM)
Golf Course Requests
for Budget Year 2004
Total Amt for Dept Reguest $22,806.00
__
Golf Course Requests for Budget Year 2004 Cont.
QTY
ITEM
Description
Price
2
(2) P/C's
(2) P/C's built to Project specs
2,674.00
Attached documentation of project and hardware
specs
1
(1) Server
(1) Server built to Project specs
2,048.00
Attached documentation of project and hardware specs
1
Tape Backup Device
(1) Travan 20 SCSI Tape Backup Device
345.00
Attached documentation on Backup Device
*The Above Quote does not assume all existing computers, network, or
peripherals are compatible. Costs are subject to change for any new equipment
purchases and modifications to software.
Quote does not include costs for development of specialized reports.
I ne iunuwiny ne1115 were aisv nui incluaeQ In ine Quote:
Modules Not Included in Confiauration
IVR/Internet Tee Times
Guest Tracking
City/Accounting Interface
Tournament/Event Planner
Web Access Module
Event/Tournament Planner
Forms Not Included:
Laser Cart Signs
Laser Tournament Scorecards
Laser Handicap Cards
Laser Merchandise Price Labels
4103066
01/06/2004 10:43 4103066 CHARLES DENT
T0:81741033B1
Grapevine Golf Course Windovwa Upglmde
18-Nov43
The God Sye%rn Products OTV
Unit
92,
Extended Cat+rlgorY Total
$2,2610.00 $2,260.00 �
TGS Windows Upgrade
.00
$400,00
''Existing DQB; Membership System
1 12r%n
Handicap System
$4,900-00
$4.900.00 $4,900.00
TOUrnament Syztam
••
Credit Swk
Windows Products
l5,Z3�D.tlG
i6«350.00 $6,W.00 A,'
inventory
$1,750.00$1,750.00
ti I!3
Point of Sete _Golf
$2,000.00
$2,000,00
$i'5W'00
Deily SalesFie-porting$1.600.00
Annual Maintenance 4 Station Network
4 Station Network -Pro Shop
System installation & Training
I Hays installation 600 per day
DOS data conversion
'Training at $ o0o per day
Expense -Estimated
$1,9,50w
$1,950-00
a ••
$1,950.00 $1,950,00,4
$296,00
$50000
1 $40000
$400,00
$1,068.00
1 12r%n
-mein MA
$4,900-00
$4.900.00 $4,900.00
PAGE 01/01
PAGE: 02
I Training nays are an estimate only, could require additional days that are billed in addition to cost proposal.
Hardware IP'aripherals
Credit Card EDC Sonwars
Receipt Printers (Thermal)
Cash Drawers
Bar Code Scanners/ Cables
Credit Card Swipes
Case of Thermal Paper
Shippinglinsurance
QTY.
CAmWnit
•,
2
$296,00
$50000
!•
$1,068.00
$205-00
M I •
.!
$778,00
••
$358.00
$85.00
. ♦!
ti I!3
1 R! li
$3,369.00
Proms Totals
The Goff System SofYwars and Services
Peripherals
Estirnsted Project Total
Modules blot included in Ct
lVRfinternet TeeTimes
Guest Tracking
City t Accounting Interface
TcwrnamsntlEventPlariner
Web Access Module
$3,309-00 `
$14,360,00
$3,389.00
517,739.00
Laser Cart Signa
Laser Tournament Scorecards
Laser Hendicap Cards
Later Merchandise Price Labels
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, MAKING FINDINGS OF CERTAIN
FACTS RELATIVE TO THE PURCHASE OF UPGRADE
SOFTWARE; DETERMINING THAT THE SOFTWARE IS
AVAILABLE FROM ONLY ONE SOURCE AND
AUTHORIZING THE CITY MANAGER TO EXECUTE SAID
CONTRACTS AND DOCUMENTS AND PROVIDING AN
EFFECTIVE DATE
WHEREAS, the City of Grapevine desires to purchase upgrade software for the
existing municipal golf course software system; and
WHEREAS, The Golf System, Inc. is the sole provider of the upgrade software.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated in the above preamble are true and correct and
are incorporated herein as if copied in their entirety.
Section 2. That the City Council of the City of Grapevine authorizes the purchase
of upgrade software to the current municipal golf course system for a total not to exceed
$17,739.00.
Section 3. That the City Manger, or his designee, is authorized to take all steps
necessary to consummate the purchase of said maintenance agreement.
Section 4. That this resolution shall take effect from and after the date of its
passage.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 20th day of January, 2004.
ATTEST:
APPROVED AS TO FORM: