HomeMy WebLinkAboutFCS-12-095 - P10-070 Automated Vehicle Location Salt ManagemenREPORT TO:
Committee of the Whole
DATE OF MEETING:
2012-06-25
SUBMITTED BY:
Larry Gordon, Director of Supply Services, 2214
PREPARED BY: Steve Rudak, Buyer, 2213
WARD(S) INVOLVED:
N/A
DATE OF REPORT:
2012-05-31
REPORT NO.: FCS-12-095
SUBJECT: P10-070 Automated Vehicle Location & Salt Management
System (Co-operative)
RECOMMENDATION:
That Proposal P10-070 Automated Vehicle Location & Salt Management System (Co-
ESRI Canada Limited, Toronto, Ontario,
operative), be awarded to at their proposed price of
$134,917., for initial equipment installation, and $380,960.44, for a ten (10) year maintenance
program, plus H.S.T. of $67,064.07, for a total of $582,941.50, for a ten (10) year period, with
an option to renew for one (1) additional five (5) year term.
BACKGROUND:
This is a co-operative proposal issued by the City of Kitchener on behalf of the Cooperative
Purchasing Group of Waterloo Region (CPGWR). The participating agencies are: City of
Brantford, City of Waterloo, County of Brant and Region of Waterloo.
Having an automated vehicle location and salt management system will provide consistent,
accurate “regional” data to confidently report vehicle location and the volume of salt dispensed
to a specific area, street, catchment and/or other defined area. The salt management
component also provides accurate reporting to facilitate the mitigation of insurance claims and
to verify that provincial minimum maintenance standards and operational policies have been
adhered to, by reporting accurate salt usages to the Ministry of Transportation.
The City’s cost over the period of (10) years includes all hardware, software, training,
professional services, and a comprehensive maintenance program for the City of Kitchener’s
sixty eight (68) service vehicles.
New vehicles will be outfitted with the appropriate hardware and brought into the maintenance
program based on a fixed fee formula for the term of agreement.
This project was approved as part of the 2010 – 2012 Capital Budgets.
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REPORT:
The Proposal was advertised publicly in The Record, on the City of Kitchener website and the
Internet through the Ontario Public Buyers Electronic Tendering Information System. Proposal
documents were downloaded by thirty six (36) interested parties, and by the closing date of
Monday February 14, 2011, four (4) proposals had been received.
Proposals were reviewed by D. Locke, Manager, Operational Support & Analysis, G. Kay,
Business Systems Analyst, and representatives from the City of Brantford, City of Waterloo,
County of Brant, and Region of Waterloo, who concur with the above recommendation.
The following proposals were received:
ESRI Canada Limited Toronto ON *
DM&T Services Limited Richmond Hill ON
Delcan Corporation Kitchener ON
Interfleet Incorporated Toronto ON
Proposals were rated on the following criteria:
1. Management Capability
2. Technical / Functional Capability
3. Financial Merit
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.
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FINANCIAL IMPLICATIONS:
Financial Summary for Proposal P10-070
Automated Vehicle Location & Salt Management System
Internal Order #59500697
As at May 23, 2012
Estimated Cost for Capital Phase of Work
Proposal P10-070 costs, including HST 150,891.70
less: HST rebate on tender (15,009.05)
Net Cost Being Awarded 135,882.65 A
Costs Incurred to Date -
Projected Costs to complete this Phase -
Total Estimated Cost for this Phase of Work 135,882.65 C
Budget for this Phase of Work
City of Kitchener 216,488.39
Total Budget for this Phase of Work 216,488.39 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 80,605.74 D
The surplus amount (D) will remain in the account for additional GPS units.
The net amount for the 10 year maintenance agreement of $389,074.23 ($38,907.42 annually) will be
paid from Operations operating accounts. The maintenance agreement includes items such as
technical support assistance, and software updates.
COMMUNITY ENGAGEMENT:
Not applicable
ACKNOWLEDGED BY: Dan Chapman, Deputy CAO & City Treasurer, Finance and Corporate
Services
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