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Home My WebLink AboutCOD-032-03 Cl€1l-!l]glon REPORT # 6 REPORT CORPORATE SERVICES DEPARTMENT Meeting: COUNCIL Date: June 23, 2003 Report #: COD-032-03 File#_ By-law # Subject: Financial Software Recommendations: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-032-03 be received; 2. That CompuPower Systems Ltd., Paris, Ontario with a total bid amount of $233,951.00, being the lowest most responsible bidder meeting all terms, conditions, and specifications of RFP2003-11 be awarded the contract to supply and install financial software as per the requirements of the Finance and Corporate Services Departments; 3. THAT the attached by-law marked Schedule "A" authorizing the mayor and Clerk to enter into the necessary agreement with Diamond Software Inc., Red Deer, Alberta for the license agreement for the municipal application be approved; 4. THAT the attached by-law marked Schedule "B": authorizing the mayor and Clerk to enter into the necessary agreement with CompuPower Systems Ltd., Paris, Ontario for implementation of the system be approved; 5. THAT the attached by-law marked Schedule "C" authorizing the mayor and clerk to enter into the necessary agreement with Microsoft Business Solutions Corporation for the license agreement for the Great Plains financial software be approved; 6. THAT prior to execution of the agreements they be reviewed and approved by the solicitor for the Municipality of Clarington; REPORT NO.: COD-032-03 PAGE 2 7. THAT the required funds for the CompuPower Systems Ltd. revised bid in a total amount of $ 264,414.00 be drawn from account # 7009-X-502 provided for in prior years Capital Budgets; 8. THAT the funds required for hardware and any other software upgrades be drawn from account # 7009-X-502 as provided in prior years capital budgets; and 9. THAT staff be authorized to pursue investigation of the Worktech software and award the contract over Council Recess and report back in September 2003, to be financed from account # 7009-X-502. SUbmitte~b () ~-~ Marie Marano, H,B.Sc" C.M.a. Director of Corporate Services Reviewed bY;<=) ~~~. Franklin Wu, Chief Administrative Officer MM\NT\LAB\km REPORT NO.: COD-032.Q3 PAGE 3 BACKGROUND AND COMMENT A request for proposal was issued late in 2002 with bids being submitted in January 2003, Subsequently bids were received as follows: BIDDER ..' T'OTAL:BIDAMOUNT CompuPower Systems Ltd. Systems $233,951.00 Ltd. Paris, ON Vadim Software $249,600.00 Kelowna, BC J.D. Edwards World Solutions $649,000.00 Toronto, ON Ceecom Inc, $820,000.00 Markham, ON After a thorough review of each of the submissions, the selection committee chose two firms to proceed to the interview stage that were felt to best meet the requirements of the Municipality. The two firms selected were CompuPower Systems Ltd., Paris, Ontario, and Vadim Software, Kelowna, B.C.. The bids were evaluated on: Service Compliance with specifications Pricing References Delivery Quality Previous contracts of similar size and nature Financial stability Upon completion of the interviews it was the opinion of the committee that Vadim software did not currently have many of the applications that were required by the Municipality. Although they indicated they were willing to develop the required applications, this would add considerable cost, staff time, and delay to the project. REPORT NO.: COD-032..Q3 PAGE 4 Further negotiations and meetings were then held with CompuPower Systems Ltd. to go over each application in detail to ensure that they could adequately meet our needs. In addition, a two day information session was held here in Clarington on June 10 and 12 to allow other Municipal staff the opportunity to review the software and provide input. Throughout this process CompuPower Systems Ltd. have been extremely co-operative in allowing us the time to go over each application in detail. Through the discussions with CompuPower Systems Ltd. it was decided there were some applications that had been included in their original proposal that were in fact not required and some that had not been included that would enhance the software application. Therefore negotiations took place and the software portion of the bid has been reduced by $4,207.00. During the two day session referred to above, significant discussion took place regarding integration issues. It was determined that, to maximize the effectiveness of the software as well as assist users, additional integration to other systems operated by other municipal departments would be very beneficial. The systems integration component was therefore enhanced to include links between Vailtech (tax), Class (primarily Community Services) and parking applications. A component for tender analysis and tracking has also been included to enhance the tender process. All of the above components resulted in an overall increase of $34,670.00 in the implementation portion of the bid. With the additional items included, the overall revised bid price is $264,414.00. This includes all aspects of implementation including training, data conversion, customization and integrations. In addition funds over and above the initial cost of the financial software will be required for the follows items: 1) Hardware - servers, printers, etc., as identified through the installation process. 2) Other Software upgrades - such as class point of sale software, in order to streamline the cash payment process. REPORT NO.: COD-032-03 PAGE 5 BACKGROUND AND COMMENT 3) Worktech - An additional software component was identified as part of a joint submission with CompuPower Systems Ltd. Worktech Inc. provides an activity based costing and job costing suite of applications that can also include fleet management software. This software can integrate with the CompuPower Systems Ltd. software to provide a platform for more extensive performance measurement capabilities. Staff would like to investigate this option further. Depending upon the options selected, the price ranges from $33.000.00 to $45,000.00. CONCLUSIONS It is recommended that CompuPower Systems Ltd., Paris, Ontario with a total bid amount of $233,951.00, being the lowest most responsible bidder meeting all terms, conditions, and specifications of RFP2003-11 be awarded the contract to supply and install financial software as per the requirements of the Finance and Corporate Services Departments. The Director of Finance has reviewed the funding requirements and concurs with the report. Any queries with respect to departmental requirements should be referred to the Director of Finance or the Director of Corporate Services for the purchasing component. CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T(905)623-3379 F (905)623-4169 Schedule "A" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Diamond Software Inc, Red Deer, Alberta, to enter into a license agreement for the municipal application. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between Diamond Software Inc, Red Deer, Alberta, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law. By-law read a first and second time this day of ,2003, By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L. Barrie, Municipal Clerk Schedule "B" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and CompuPower Systems Ltd. Inc., Paris, Ontario, to enter into agreement for the implementation of the system, THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1, THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, CompuPower Systems Ltd, Inc., Paris, Ontario, and said Corporation; and 2. THAT the contract attached hereto as Schedule "A" form part of this By-law, By-law read a first and second time this day of ,2003. By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L. Barrie, Municipal Clerk Schedule "C" THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON BY-LAW 2003- Being a By-law to authorize a contract between the Corporation of the Municipality of Clarington and Microsoft Business Solutions Corporation, Ontario, to enter into license agreement for the Great Plains Financial Software. THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON HEREBY ENACTS AS FOLLOWS: 1. THAT the Mayor and Clerk are hereby authorized to execute, on behalf of the Corporation of the Municipality of Clarington and seal with the Corporation Seal, a contract between, Microsoft Business Solutions Corporation, Ontario, and said Corporation; and 2, THAT the contract attached hereto as Schedule "A" form part of this By-law, By-law read a first and second time this day of ,2003. By-law read a third time and finally passed this day of ,2003. John Mutton, Mayor Patti L. Barrie, Municipal Clerk