HomeMy WebLinkAboutCouncil - 2011-02-07 SSPECIAL COUNCIL MINUTES
FEBRUARY 7, 2011 CITY OF KITCHENER
A special meeting of City Council was held at 12:48 p.m. this date, chaired by Mayor C. Zehr with all
members present.
Notice of this meeting had been previously given to all members of Council by the City Clerk pursuant
to Chapter 25 (Council Procedure) of the Municipal Code.
Council considered Finance and Corporate Services Department report FCS-11-016 regarding
Proposal P10-069 -Electronic Key Management System, that was deferred at the January 24, 2011
Council meeting to the meeting this date. In addition, Council was in receipt of Infrastructure Services
Department report INS-11-020 being an addendum to report FCS-11-016.
Ms. P. Houston, Deputy CAO -Infrastructure Services Department, advised staff have provided
information on the estimated savings that would be realized should the proposed Key Management
System be implemented. Ms. Houston noted that in addition to savings, the system would provide a
more efficient means of allocating vehicles between divisions and improve security of assets as
recommended by the City's Internal Auditor and Quality Management Auditors.
Councillor S. Davey commented that the issue was cost and suggested an in-house solution could be
developed by the Information Technology Division that would accomplish the goal of managing keys
at a significantly lower cost. Mr. D. Miller, Director of Fleet, advised that this could be an option;
however, it would not address the security issue or provide data from a system that would assist in
making improvements and obtaining efficiencies. Mr. D. Chapman, Deputy CAO -Finance and
Corporate Services, pointed out that although projects can be shifted to accommodate a new project
such as this one, Information Technology is currently working on approximately 100 projects. He
added it was recommended by the consultant hired to undertake the Corporate Technology Strategic
Plan that the division should move away from developing programs and look for third-party software
to meet technology needs. In answer to a question regarding the two proposals, Mr. L. Gordon,
Director of Supply Services, advised the recommended proposal is $157,064. compared with the only
other proposal of $269,000.
It was moved by Councillor K. Galloway and seconded by Councillor J. Gazzola that the
recommendation to award proposal P10-069 (Electronic Key Management System) to Canadian Time
Systems Inc., be brought forward for consideration.
Several members of Council raised concerns that the cost for the system was too high and other
options should be investigated such as the suggestion of Councillor Davey to develop an in-house
system. Mayor C. Zehr pointed out that the proposal to build the Consolidated Maintenance Facility
was not only to realize financial savings but to also find efficiencies. He suggested that the proposed
system is an example of an efficiency that will save time and money.
A recorded vote was requested
Moved by Councillor K. Galloway
Seconded by Councillor J. Gazzola
"That Proposal P10-069, Electronic Key Management System, be awarded to Canadian Time
Systems Inc., Port Coquitlam, BC, at their proposed price of $138,995., plus H.S.T. of
$18,069.35, for a total of $157,064.35."
In Favour: Mayor C. Zehr and Councillors D. Glenn-
Graham, B. loannidis and K. Galloway.
Contra: Councillors S. Davey, B. Vrbanovic, J.
Gazzola, Y. Fernandes, P. Singh, Z. Janecki and F.
Etherington.
Motion Lost.
SPECIAL COUNCIL MINUTES
FEBRUARY 7, 2011 - 27- CITY OF KITCHENER
Moved by Councillor K. Galloway
Seconded by Councillor P. Singh
"That leave be given the Mover and Seconder to introduce a by-law to confirm all actions and
proceedings of the Council and that the same be taken as read a first, second and third times, be
finally passed and numbered 2011-016 by the Clerk."
Carried.
On motion the meeting adjourned at 1:08 p.m.
MAYOR CLERK