HomeMy WebLinkAboutProposal - P05-030 - Election Systems- 7
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Date: November 3~ , 2005
To: Mayor Carl Zehr & Members of Council
Subject: POS-030 -Election Systems
RECOMMENDATION
That Proposal POS-030, Election Systems, be awarded to Dominion Voting Systems, Toronto,
Ontario, on Rental Agreement for the provision of a centralized voting solution for the 2006
general election, at an estimated price of $78,921., including G.S.T. & P.S.T.; and further,
That authorization also be given for the rental of equipment for the 2009 general election, with
an option to extend to the 2012 general election, based on the above Proposal.
REPORT
On behalf of the Cities of Kitchener, Cambridge and Waterloo, a joint Request for Proposal
(RFP) for the Supply, Delivery, Installation, Warranty, Training, Implementation and Support of
astate-of--the-art Digital Election System was issued by the City of Kitchener.
Proposals were requested from nine (9) potential respondents, advertised publicly in The Record,
and also on the City of Kitchener web site and the Ontario Public Buyers Electronic Tendering
Information System. By the closing date of Friday August 19~', 2005, two (2) proposal
submissions had been received.
Submissions received from Dominion Voting Systems (DVS), Toronto, and Election Systems &
Software Inc., (ES&S), Pickering, were evaluated utilizing a Best Value Analysis (BVA) model
for scoring RFP's with categories, weightings, and criteria incorporated as follows:
Evaluation: Categories, Weightings and Criteria
Category Weight
Allocation Criteria
The analysis judged the technical design taking into
account compliances with RFP requirements,
Technical Capability: 30% specifications, technology, ease of integration and ease
of upgradeability, the use of open protocols, and the
general design and logic of the proposed system.
The assessment judged the implementation plan, and
the bidders and its staff's demonstrated capability to
Management Capability: 20% perform throughout the election terms and beyond,
including references and company capacities. In
addition, thoroughness, organization, and accuracy
were also reviewed.
The assessment judged the solutions operating
capability, software, hardware and the system's ability
25% to meet all essential requirements, including overall
Operational Capability: performance, level of integration with other systems,
flexibility to expand and adapt new technologies,
flexibility in reporting and simplicities of operation.
The prices were compared utilizing a best value
Financial Merit: 25% approach of all relevant cost components, including the
total cost over time, `measured' and compared to the
competitors price proposal.
A detailed analysis determined Dominion Voting Systems, Toronto had scored consistently higher
than Election Systems & Software, Pickering in each category, representing the most favourable
overall value to the participating municipalities.
Evaluation: Consolidated Score Results
Dominion Voting Systems (DVS) Technical 91%
Management
Operational
Election Systems & Software (ES&S) Financial 83%
Proposals were evaluated by G. Sosnoski, General Manager of Corporate Services and City
Clerk, D. Calder, City of Cambridge, Commissioner of Public Access and Council Services/City
Clerk, S. Greatrix, City of Waterloo, Interim City Clerk, M. Lahn, Business Systems Analyst, K.
Thyer, Business Systems Analyst, and S. Rudak, Buyer, who concur with the above
recommendation.
FINANCIAL IMPLICATIONS
Funding will be provided from Index 510107-1364, Election Reserve Fund.
Index 510107 $251,332.
POS-030 (including PST & GST) $78,921.
Less: G.S.T. Rebate 7% $ 5,163.
$73,758. $ 73,758. 2006 General Election
BALANCE 177 574.
Larry Gordon
Director of Purchasing