HomeMy WebLinkAboutFIN-09-118 - E09-075 - Consultant Services - Corporate Technology Strategic PlanF~ari~a~dl,5~ers+k~s:
REPORT ,
REPORT T0: Mayor Carl Zehr & Members of Council
DATE OF MEETING: 2009-09-21
SUBMITTED BY: Larry Gordon, Chief Purchasing Officer
PREPARED BY: Larry Gordon, Chief Purchasing Officer (2214)
WARD(S) INVOLVED: N/A
DATE OF REPORT: 2009-09-09
REPORT N0: FIN 09-118
SUBJECT: E09-075 -Consultant Services -Corporate Technology Strategic Plan
RECOMMENDATION:
That Expression of Interest E09-075, Consultant Services -Phase 1 -Corporate Technology
Strategic Plan, be awarded to Prior & Prior Associates Ltd., Markham, Ontario at their estimated
fee of $119,721., including disbursements of $3,000. and G.S.T., and Phase 2 -CIS Business
Application Assessment at their estimated fee of $59,504., including disbursements of $1,650.
and G.S.T., based on a satisfactory contract being negotiated and an upset fee being
established, and further that the Mayor and City Clerk be authorized to execute an agreement
satisfactory to the City Solicitor.
BACKGROUND:
Study 1: The development of a detailed Corporate Technology Strategic Plan
The key goal of this assignment is to provide a business centric corporate technology strategic
plan that the organization as a whole will embrace to succeed in meeting our collective
technological objectives. The plan will also be in support of efficient and effective government
as outlined in the foundations of the "City of Kitchener Strategic Plan". The study will
specifically look at technology planning strategies for the next three to five years and keep an
eye towards the future and how refinements to our corporate technology landscape should
occur.
The Municipality is targeting the final Corporate Technology Strategic Plan to be completed,
including final presentations and approvals, by no later than January 31, 2010 and to have
recommendations in place to support the 2011 budget process. The extent of work carried out
under this project will be sponsored by the Corporate Services Department and championed by
the City of Kitchener's Information Technology Division.
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Study 2: A detailed business application assessment of Kitchener's Customer
Information System
Under a separate report, the consultant will conduct a detailed business application assessment
of Kitchener's Customer Information System (CIS). The CIS is Kitchener's tax and utility billing
system.
The Consultant will conduct a detailed assessment of Kitchener's CIS and provide strategic
direction and detailed recommendations for the next three to five years. The report shall include
a review of the current governance, support structure and costs. This analysis shall be used
internally by City of Kitchener Staff as a template to conduct reviews of other key business
systems in the future.
Both studies are being carried out as planned for by Corporate Services and the Customer
Information Systems Steering Committee and are fully funded in the current budget.
REPORT:
In accordance with Chapter 170 of the Municipal Code pertaining to the Selection of
Professional ServiceslConsultants, a Consultant's Review Committee was established
consisting of T. Speck, General Manager Corporate Services, D. Chapman, General Manager
of Financial Services and City Treasurer, P. Houston, General Manager Community Services, J.
Willmer, General Manager of Development and Technical Services, M. Grummett, Director of
Information Technology, C. Fletcher, Director of Facilities Management, W. Malcolm, Director of
Utilities, J. Ham, Manager, Database Administration and GIS, D. Murray, Manager, Client
Services, M. Bolger, Manager Business Systems and Services, and L. Gordon, Chief
Purchasing Officer.
Expressions of interest were requested from nine Consultants, as well as 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 twenty-
four (24) interested parties. By the closing date of Friday August 7t", 2009, seven (7) responses
had been received. A shortlist of four Consultants was selected for further interviews.
The Review Committee met on Monday August 31St, 2009 to interview the shortlisted
candidates. The Committee elected to award the project to Prior & Prior Associates Ltd.,
Markham.
A listing of the responding parties follows foryour reference.
Negen IT Corporation
nD Insight Corporation
Prior & Prior Associates Ltd.
Info-Tech Research Group
eSolutions Group
KPMG LLP
Infomatix Consulting Group
Toronto ON
Toronto ON
Markham ON
Toronto ON
Waterloo ON
Waterloo ON
St. Philip's NL
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FINANCIAL IMPLICATIONS:
Funding will be provided from Cost Centre 6022006 -Computer Reserve Fund
Financial Report is attached.
* Any surplus in the account will be used to fund future expenses related to computers.
ACKNOWLEDGED BY: Dan Chapman, General Manager of Financial Services and City
Treasurer
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Expression of Interest- Consulting Services
Funded from Cost Centre 6022006 -Computer Reserve Fund
Funding Sources
Current Balance 6022006, as at Sept 8, 2009 731,185.00
Additional Revenue Projected 287,890.00
Transfer from CIS Capital 56,670.48
Total Revenue Projected 1,075,745.48
Projected Expenditures
Tender Request (E09-075) 170,693.33
Existing Encumbrances 169,630.73
Projected Expenses (Unencumbered) 309,894.42
Total Expenditures Projected 650,218.48
Projected Surplus 425,527.00
(Note: All amounts above are net of GST rebates.
*Any surplus in this account will be used to fund future expenses related to computers.
9/17/2009 Q:Wgendas\Committee of the Whole~2009\Sept 21\FIN 09-118.x1s
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