HomeMy WebLinkAboutFIN-08-084 - E08-055 - Consultant Services - Organization Review - Financial Services
Report To:
Mayor Carl Zehr and Members of Council
Date of Meeting:
2008-06-09
Prepared By:
Larry Gordon
Date of Report
2008-06-03
Report No:
FIN 08-084
Subject:
E08-055 Consultant Services - Organization Review -Financial
Services
RECOMMENDA TION
That Expression of Interest E08-055, Consultant Services - Organization Review - Financial
Services, be awarded to Gazda, Houlne & Associates Inc., Oakville, Ontario at their estimated
fee of $52,342.50, including allowances of $6,500. and G.S.T., based on a satisfactory agreement
being negotiated and an upset fee being established.
BACKGROUND
The City of Kitchener has recently commenced the realization phase of the implementation of a
state-of-the-art enterprise resource planning system (the "Delta Project"), which includes SAP
for financial management, Cityworks for infrastructure/work management and RIV A for capital
asset reporting and planning. This fully integrated system, combined with major changes to asset
accounting standards, will result in changes to business processes that will most likely
necessitate the restructuring of roles within the Financial Services Department. In addition,
divisional staff has identified a number of other issues that should be addressed through an
organization review.
The City of Kitchener is proposing to retain a firm to undertake an organization review of the
Financial Services Department, focusing on the Accounting, Financial Planning & Reporting,
Purchasing and Revenue Divisions. While the focus will be on these four Divisions, the
organization structure proposed for these divisions will fit within the context of the overall
structure of the Department.
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, General Manager of Financial Services, M. Mehdi, Project Manager, The Delta
Project, K. Dever, Organizational Development Facilitator, and L. Gordon, Director of
Purchasing.
Expressions of interest were requested from five known Consultants, advertised on the City of
Kitchener Home Page and the internet through the Ontario Public Buyers Electronic Tendering
Information System relative to this project. Documents were downloaded by eleven (11)
interested parties. By the closing date of Friday May 23rd, 2008, three (3) responses had been
received. The Review Committee elected to interview two consultants.
The Review Committee met on Thursday May 29th and Tuesday June 3rd, 2008 to interview the
candidates. The Committee elected to award the project to Gazda, Houlne & Associates Inc.,
Oakville, Ontario.
A listing of the responding parties follows for your reference.
Gazda, Houlne & Associates Inc., Oakville
BMA Management Consulting Inc., Hamilton
The Osborne Group, Toronto
FINANCIAL IMPLICATIONS
Funding will be provided from index 335000 - Financial Accounting Systems
REVENUES
Balance forward from 2007
Contribution from Capital
TOTAL
$37,057.
$22~800.
$59,857.
EXPENSES
Consulting Fees YTD
E08-055
Less G.S.T. Rebate
$ 6,178.
$52,342.50
($ 2~492.50)
$49,850.00
$49~850.
$56,028.
TOTAL
SURPLUS
$ 3,830.
* Balance will be used for current system consulting fees.
Larry Gordon
Director of Purchasing
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