HomeMy WebLinkAboutFCS-14-173 - E14-085 Consultant Services - Project Management Services Amended
REPORT TO: Jeff Willmer, Chief Administrative Officer
DATE OF MEETING: October 1, 2014
SUBMITTED BY: Larry Gordon, Director of Supply Services, 519-741-2200 ext.
7214
PREPARED BY: Steve Rudak, Buyer, 519-741-2200 ext. 7213
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2014-09-18
REPORT NO.: FCS-14-173
SUBJECT: E14-085 - Consultant Services – Project Management Services
(Amended)
___________________________________________________________________________
RECOMMENDATION:
That award of Expression of Interest E14-085 – Consultant Services – Project
Management Services be amended to award to Prior & Prior Associates Ltd., Markham,
Ontario, at their estimated fee of $515,260., plus H.S.T. of $66,983.80, for a total of
$582,243.80, based on a satisfactory contract being negotiated and an upset fee being
established.
BACKGROUND:
Council approved SAP Customer Relationship & Billing (SAP) as the replacement for the
existing Customer Information System (CIS) as part of the 2014 budget process. CIS is a critical
application used at the City of Kitchener to manage and bill over a half billion dollars of revenue
in property tax and utilities annually. An external assessment of CIS concluded that the existing
application is approaching the end of its lifecycle and cannot be sustained. Council's final
decision to replace the aging CIS system with SAP resulted from four years of detailed analysis
and extensive discussions with Council, which included:
• An external assessment of CIS leading to Council direction to pursue due diligence on
the acquisition of SAP tax and utility solutions to replace CIS in 2010
• Further detailed research into SAP solutions and other alternatives from 2011 to 2013
• Definition of business requirements and the fit with SAP through a “mini-blueprinting”
process in 2012, based on an Expression of Interest process awarded by Council
• Findings and recommendations presented through three staff reports and a budget issue
paper in 2012 and 2013
City staff issued an Expression of Interest on August 1, 2014 for Consultant Services - SAP
Project Management. The project management function reports to the City Project Sponsor and
has overall responsibility for project execution, quality, schedule and deliverables. Additional key
responsibilities include providing leadership to City staff assigned to the project, building strong
relationships and maintaining constant communication with key project stakeholders across the
organization, and managing the Systems Integrator. It is necessary to retain an external project
manager due to the lack of in-house experience in project managing the end-to-end
implementation of Enterprise-grade applications on this scale, and SAP Customer Relationship
and Billing in particular. Having a project manager acting for the City with in-depth experience
and knowledge is a core risk management strategy for the project, to ensure that the City’s time,
cost and quality goals will be achieved.
The project budget represents the total estimated cost for the implementation project, including
systems integration fees, project management and change management fees, software and
hardware costs, staff secondments to the project team, contingency, HST, and other charges.
The purchase price for the SAP software was approved by Council on June 16, 2014 and the
systems integration services was awarded, subject to a satisfactory contract being negotiated,
to Capgemini by Council on August 25, 2014. Tenders/proposals for hardware and other project
components will be brought to the Committee of the Whole for Council's approval in the future.
REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional Services/Consultants, a Consultant’s Review Committee was established
consisting of D. Chapman, Deputy CAO & City Treasurer (Finance and Corporate Services), J.
Evans, Director of Revenue & Deputy City Treasurer, A. Ahkoon, Manager, Enterprise
Resource Planning, S. Rudak, Buyer and L. Gordon, Director of Supply Services.
Expressions of interest were advertised publicly on the City of Kitchener website and on the
internet through the Ontario Public Buyers Association Electronic Tendering Information System
relative to this project. Documents were downloaded by thirty (30) interested parties, and by the
closing date of Friday August 15, 2014, eight (8) responses had been received.
The review committee met on Thursday August 21, 2014, to review the submissions and a
shortlist of three (3) candidates was selected for further interviews. The Committee met on
Tuesday September 2, 2014 to interview the shortlisted candidates. The Committee originally
elected to award the project to SJH Consulting Inc., Oshawa, Ontario but, subsequent to
Council approval on September 16,the consultant declined the award. As a result, the
Committee has elected to award the engagement to the next firm ranked most favourably by the
Selection Committee.
The Committee rated consultants on the following criteria:
• 8-10 year’s experience managing large system implementation projects
• SAP Implementation experience
• Experience building stakeholder relationships across all levels of the organization
• Experience managing vendor relationships and working collaboratively with vendor
Project Manager
• Experience presenting to senior executive-level management
• Municipal/Public Sector experience
• Understanding of task to be completed
• Recent public sector experience
• Proposed project team
• Cost of Consultant’s fees
• Effectiveness of presentation/interview
A listing of the responding parties follows for your reference:
Modis Toronto ON
Ouest Business Solution Inc. Toronto ON
Prior & Prior Associates Ltd. Markham ON*
PROEX Inc. Toronto ON
Raysa Enterprises Inc. Richmond BC
Group Sapergy Consulting Inc. Montréal QC
SJH Consulting Inc. Oshawa ON
The Createch Group Mississauga ON
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:
The net cost for this expression of interest (A), is fair and reasonable for a purchase of this scope and
the upset limit is within the budget allowance (B) provided within the budget. Funding for this purchase
is included within the approved capital budgets. The estimated surplus (D) will remain within the SAP
Implementation Project budget, and will be used to fund future phases of this project including potential
external quality assurance services.
Expression of Interest E14-085
Project Management Services for SAP Implementation Project
The total budget for all phases of this project is $ 19,912,661.00
Estimated Cost for this Phase of Work
Expression of Interest E14-085 costs including HST 582,243.80
less: HST rebate on tender (57,915.20)
Net Cost Being Awarded 524,328.60 A
Costs Incurred to Date -
Total Estimated Cost for this Phase of Work 524,328.60 C
Budget for this Phase of Work
Contribution from Revenue 83,646.08
Gas Utility 316,660.16
Sanitary Utility 65,721.92
Stormwater Utility 65,721.92
Water Utility 65,721.92
Total Budget for this Phase of Work 597,472.00 B
Estimated Surplus/(Deficit) for this Phase of Work (B - C) 73,143.40 D
COMMUNITY ENGAGEMENT:
INFORM - Potential vendors are informed of bid opportunities through the public posting of bid
documents as outlined in the City’s Purchasing By-Law. Vendors, local media and the general
public are informed of purchasing recommendations to Council through the public reports which
are included with the Council agenda the week prior to the Council meeting.
ACKNOWLEDGED BY:
Dan Chapman, Deputy CAO & City Treasurer, Finance and
Corporate Services