HomeMy WebLinkAboutFCS-11-016 - P10-069 - Electronic Key Mgmt SystemStaff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent
www.kitchenerca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2011-01-24
SUBMITTED BY: Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Michelle Palmer, Buyer, 2216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2011-01-14
REPORT NO.: FCS-11-016
SUBJECT: P10-069 -Electronic Key Management System
RECOMMENDATION:
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.
BACKGROUND:
This proposal is to address the key management system for the fleet equipment. The current
key management system is completely manual and consists of two large boards holding four
hundred and fifty (450) plus keys and numerous small cabinets. The key boards have to be out
in the open so staff can obtain their vehicle keys, which causes the problem of misplaced keys
and no way of tracking down who has the keys. Currently vehicle keys need to be cut on a
frequent basis and a large amount of staff time is wasted having keys cut or searching for keys
for vehicles.
The goal of the Consolidated Maintenance Facility Key Management Process was to ensure
that City staff have controlled access to vehicles with effective unlocking devices on a timely
basis and are held accountable for possession of the unlocking devices.
Flexibility and accountability with respect to our key management program will be achieved by
implementing a 3-key system using three (3) electronic key accesses which would provide the
following benefits: ensures accountability (tracks who has keys); ensures that a process is
followed; eliminates the need for Facilities Management to have a master for each vehicle key
(newer vehicles have keys that cannot be cut from a master, but must be ordered from the
vehicle manufacturer based on a key code that Fleet will retain); all electronic key access
boxes will contain full sets of keys (three boxes) as this facilitates vehicle and equipment
sharing; it will allow for quick locating of a key out of four hundred and fifty (450) keys, and will
reduce time spent by the Fleet Division searching for its' keys borrowed by other departments.
Staff Re~p~r~
I~~rc~~nT~~ Finance and Corporate Services 1~eparfinent w~+w.kitthenerca
REPORT:
Proposals were requested from one (1) known bidder, as well as advertised publicly on the City
of Kitchener website and the Internet through the Ontario Public Buyers Electronic Tendering
Information System. Five (5) potential bidders downloaded proposal documents, and by the
closing date of Thursday December 2nd, 2010, two (2) proposals had been received.
The following proposals were received:
Canadian Time Systems Inc.
Time Access Systems Inc.
Port Coquitlam, BC
Maple Ridge, BC
The proposals were reviewed by M. Born, Manager of Fleet, M. Lahn, Business System Analyst,
and M. Palmer, Buyer, who concur with the above recommendation.
ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN:
Theme: Financial Management
Strategic Direction: Ensure responsible use of public funds within a supportive policy
framework.
The City of Kitchener's purchasing policies and practices ensure openness, fairness and
transparency in the procurement of goods and services.
FINANCIAL IMPLICATIONS:
Funding will be provided from cost centre 5017002 -Fleet Reserve Fund
Financial report is attached.
Budget estimate is $40,000. (approved 2009) and $85,000 (part of the 2011 Capital Request)
Deficit to be funded from Equipment Reserve Balance.
COMMUNITY ENGAGEMENT:
Not applicable
Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
ACKNOWLEDGED BY: Services
Funded from Cost Centre 5017002 -Fleet Reserve Fund
Automated Key System (P10-069)
Funding Source:
Equipment reserve $40,000 Approved 2009
Equipment reserve $85,000 Part of 2011 Capital Request
$125,000
Expenditure:
Automated Key System 138,995 138,995
HST @ 13% 18,069
HST Rebate (15,623) 2,446
Total Cost 141,441
Deficit ($16,441)
Note: Deficit to be funded from Equipment Reserve Balance
