HomeMy WebLinkAboutTR-14-99
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Meeting:
Date:
Report #:
Subject:
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File # fhi () \l
Res.# SQ 1'4. - {~~Cjf
By-Law# tJtf-~~
MONDAY, MARCH 29,1999
TR-14-99 File#:
FIRE DEPARTMENT - DISPATCH SOFTWARE
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report TR-14-99 be received;
2. THAT CriSys Limited, Markham, Ontario, be awarded the contract for the supply,
installation and implementation of fire dispatch software, in the amount of $161,992.65
($151,395.00 + G.S.T.), as required by the Fire Department;
3. THAT funding of $155,936.85 ($151,395.00 + net GST) be provided as identified in the
body of this report;
4. THAT the annual maintenance fee in the amount of $14,350.00 + G.S.T., for one year,
and $15,207.00 + G.S.T., for year two, be provided for in the appropriate annual
Computer Services budget; and
5. THAT the attached By-law marked Schedule "A", authorizing the Mayor and Clerk to
execute the agreement, be approved.
BACKGROUND AND COMMENT:
The current fire dispatch system utilized by the Fire Department is not Year 2000 compliant and
therefore must be replaced before the end of the year. Due to the time involved with the order
and Y2K demands or the supplier; ordering immediately will only guarantee delivery in October.
Since this is a very restrictive timeline for installation, and on the assumption that there may be
unanticipated delays, pre-budget approval is being requested for $45,000.00 of the total cost
(as detailed further in the report).
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REPORT TR-14-99
PAGE 2
Subsequently, a Request for Proposal was issued with bids being received as follows:
FD.M. Software Ltd.
North Vancouver, B.C.
CriSys Limited $151,395.00
Markham, Ontario
G.S.T. Extra
Note: CriS s bid indudes a rox. $21,000.00 of re uired hardware not induded in F.D.M. bid.
The above pricing includes Fire Dispatch, inspection, personnel, training, equipment and roster
modules. The pricing is such that to proceed with just the dispatch system and remove the
other modules would not be very cost effective as the proposal is priced as a package. In
addition, to add these items next year would increase the price substantially.
A committee which induded representatives from the Fire Department, Purchasing and
Systems reviewed both of the proposals as well as met with each of the companies to view the
actual software applications.
After review, it was mutually agreed that the proposal from CriSys would best meet the needs of
the Municipality for the following reasons:
. The level of involvement in implementation from the Municipal side is minimal
compared to the bid from F.D.M.;
. A choice of training methods is offered, i.e.: they will train on site or we can send out
staff to the Markham office - this provides us with an opportunity to reduce the
proposed cost of training by approximately $10,000.00; (intention is to pursue this
option)
. A complete package is proposed which indudes hardware, therefore full support is
provided -with the F.D.M. bid, hardware must be purchased separately;
. CriSys is already working with SHL, which is the Municipalities G.I.S. supplier,
therefore conversion of the data should be easier;
. Mapping system for CriSys is far superior to that offered by F.D.M.; and
. More local Municipal experience.
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REPORT TR-14-99
PAGE 3
The Fire Dispatch System is required immediately as a result of Y2K, and as a result, it is
recommended that the 1998 budgeted funds which are set aside for Financial System
conversion be redirected. As previously reported to Council in the Y2K update, the financial
system has been temporarily accommodated for Y2K capability with a transition program, but
will require replacement by 2001 at the latest. Due to the significant budgetary impact of this
system, Council committed in the 1998 to budget for approximately $800,000.00 cost over
three (3) years by adding at least $150,000.00 to the tax base in each of the years. The Fire
Dispatch System acquisition may delay the financial system update to the Year 2001.
It is recommended that funding of $155,936.85 ($151,395.00 + net G.S.T.) be provided as
follows:
. $30,000.00 from the 1998 Computer Services Capital Budget identified for Fire
Department Dispatch Software;
. $45,000.00 pre-budget approval from account #7009-00000-0502 as provided for
in the 1999 Computer Services Capital Budget;
. $80,936.85 reallocation of funds set aside in the 1998 Capital Budget for
replacement of the financial system which may result in a one (1) year delay in the
replacement of that software.
The Treasurer has reviewed the funding requirements and concurs with the recommendation.
submitted,
Reviewed by,
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Franklin Wu, M.C.I.P., RP.P.
Chief Administrative Officer
,
Michael G. Crei on, AMCT(A), CMMII
Fire Chief
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SCHEDULE "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW #99-43
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and
CriSys Limited, Markham, Ontario, for the supply,
installation and implementation of fire dispatch 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 with the Corporation Seal, a
contract between CriSys Limited., 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 1'2' day of April, 1999.
By-law read a third time and finally passed this 12' day of April, 1999.
Mayor
Clerk