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HomeMy WebLinkAboutFIN-20-048 - FPO20-119 Geographical Information Systems SoftwareREPORT TO:Committee of the Whole DATE OF MEETING:2020-06-22 SUBMITTED BY:Ryan Scott,Manager, Procurement, 519-741-2200 ext. 7214 PREPARED BY:Brad Kowaleski,Procurement Specialist519-741-2600 ext. 7063 WARD (S) INVOLVED:N/A DATE OF REPORT: 2020-06-01 REPORT NO.:FIN-20-048 SUBJECT:Sole Source FPO20-119 Geographical Information Systems (GIS) Software __________________________________________________________________________________________ RECOMMENDATION: ThatEsriCanada Limited,Toronto,Ontario, be the sole source provider for Geographical Information Systems (GIS) softwarelicencing at a cost of $540,000, plus H.S.T of $70,200, for a total of $610,200, for a three (3) year term. BACKGROUND: The City uses the Esrisoftware platform for all GIS related work. The software platform consists of GIS desktop software,GIS mobile applications used in the field, and GIS server software which providesunderlying GIS capability to systems such as OnPoint and Cityworks. The software platform offers a number of cloud-based Open Data catalogue, Story Maps, Dashboards and ArcGIS Online that can generate real-time web maps. The Enterprise License Agreement (ELA) is a software licensing model that Esrihas been moving clients to over the past ten years. TheELAmodel simplifies licensing processes and offers full access to all GIS software that Esriprovides. The local municipalities and the Region of Waterloouse Esrisoftware productswhich enables the high level of collaboration that exists between the municipal GISteams.The Region of Waterloo,the City of Cambridgeand the City of Waterloo currently license Esrisoftware through an ELA. REPORT: As per clause 170.8.2 of the Purchasing By-law 2017--Standard Procurement process is only permitted under the following circumstances: c.where there is an absence of competition for technical reasons and the Goods, Services, Construction, or Consulting Services can only be supplied by one particular ***This information is available in accessible formats upon request. *** Please call 519-741-2345 or TTY 1-866-969-9994for assistance. 12 - 1 As per clause 170.8.3 of the Purchasing By-law 2017-106, it states, All non-standard Procurementprocesses mustbe approved and conducted in accordance with this By-law including the table set out in this section and all applicable procedures. RequirementProcurementProcurementApproval Authority ValueProcess Excluding Taxes Goods, Up to $99,999Non-Competitive or Director of Supply Services, Construction, Limited CompetitionServices Consulting Services Goods, Greater than Non-Competitive or Council Services, Construction,$100,000Limited Competition Consulting Services The recommendation was reviewed by D.Murray, Director Technology Innovation&Services andB.Kowaleski,Procurement Specialist, who concur with the above recommendation. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The the delivery of core service. 12 - 2 FINANCIAL IMPLICATIONS: The net cost for this purchase (A), is fair and reasonable for a purchase of this scope, although the upset limit exceeds the budget allowance (B) provided within the budget. Funding for this purchase is included within the approved capital budget. The estimated deficit (D) will be funded from the GIS General capital account. There are sufficient funds in the account to fund the deficit. FPO20-119 Geographical Information Systems (GIS) Software Estimated Cost for this Proposal FPO20-119 costs, including HST610,200.00 $ Less: HST rebate(60,695.97) Net Cost Being Awarded549,504.03 A Add: Projected Costs- Total Estimated Cost $549,504.03 C Budget for this Proposal 513,229.00 ESRI Agreement Capital Account (2020-2022) Total Budget$513,229.00 B Estimated Surplus/(Deficit) (B -C)(36,275.03)D COMMUNITY ENGAGEMENT: INFORM council / committee meeting. ACKNOWLEDGED BY: Jonathan Lautenbach, Chief Financial Officer, Financial Services Department 12 - 3