HomeMy WebLinkAboutFCS-15-128 - Min of Govt & Consumer Services - Desktop Management Services and ProductsStaff Report
rTC.�r R finance and Corporate Services Department www.kitchener.ca
REPORT TO: Committee of the Whole
DATE OF MEETING: 2015 -09 -14
SUBMITTED BY: Michelle Palmer - Novakovic, Director of Supply Services
519- 741 -2200 ext. 7214
PREPARED BY: Ryan Scott, Buyer, 519 - 741 -2200 ext. 7216
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2015 -09 -01
REPORT NO.: FCS -15 -128
SUBJECT: Ontario Ministry of Government and Consumer Services, Vendor
of Record (VOR) Number OSS_00466131 for Desktop
Management Services and Products (DMSP -03)
RECOMMENDATION:
That the City of Kitchener piggyback on the Ontario Ministry of Government and
Consumer Services, Vendor of Record (VOR) Number OSS_00466131 for Desktop
Management Services and Products (DMSP -03), with CompuCom Canada Co.,
Mississauga, Ontario, at their proposed unit prices for a thirty -one (31) month period,
with an option to renew for two (2) additional twelve (12) month periods.
BACKGROUND:
The City's Information Technology division conducted a review of current, standardized
computer hardware devices (e.g. desktop, laptops, and tablets) which are being provided to
internal business partners. In this review, it was determined that the standardization of devices,
while enabling lower costs due to increased volume, was not effectively meeting the business
needs of the internal business partners. Piggybacking on this provincial agreement allows the
City to receive volume price discounts while purchasing various hardware devices (rugged
tablets, rugged laptops, lightweight laptops, standard laptops, power user laptops, and mini all in
one desktops) in order to best fit each business application. These devices will improve
efficiency, productivity and will further assist in the implementation of the City's mobility strategy
in a cost effective manner.
The City's estimated average annual spend against this is $182,261.36. The actual spend will
depend on the level of activity throughout the term of the contract.
REPORT:
In the fall of 2014, the Ontario Ministry of Government and Consumer Services issued a
Request for Proposal (RFP) for a Vendor of Record (VOR) for Desktop Management Services
* ** This information is available in accessible formats upon request. * **
Please call 519- 741 -2345 or TTY 1- 866 - 969 -9994 for assistance.
and Products. The RFP was awarded to CompuCom Canada Co. with an effective date of May
8, 2015.
Provincially funded organizations can take advantage of the terms and pricing offered within this
agreement. As a result, the City engaged in dialogue with CompuCom Canada Co. who
provided the City with the hardware list and the terms and pricing offered within the agreement.
Through a review of the VOR as well as current costs gathered through historical competitive
processes facilitated by the City, staff have assessed that the provincial VOR contract offers the
best value for the City.
The agreement was reviewed by C. Hassarajani, Manager of Client Services, S. Asmundson,
Supervisor of Network Systems, M. Ruehlicke, Supervisor of Information Technology Service
Desk, and R. Scott, 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 for purchases will be provided from the computer reserve fund.
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
I.M. - 2