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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File #
Date:
MONDAY, NOVEMBER 16, 1998
File#:
COMMUNITY SERVICES RECREATION SOFTWARE
Res.#.GPH -' fLD;;r cj?'
By-Law # 9?- /7 fJ
Report #:
TR-84-98
Subject:
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT report TR-84-98 be received;
2. THAT Purchasing By-law #94-129, Section 5, Paragraph 5.06 be
waived for this transaction.
3. THAT staff be authorized to commence negotiations with Escom
Software Services Ltd., for the purchase of Recreation Software as
required by the Community Services Department.
4. THAT pending successful negotiations, staff be authorized to award
the contract for Recreation Software to Escom Software Services;
and
5. THAT the attached BY-LAW Marked Schedule "A" authorizing the Mayor
and Clerk to execute the necessary agreement be approved.
BACKGROUND AND COMMENT
Currently, the Municipality of Clarington, has several computer and
paper-based systems in place to handle the booking, registration and
membership management needs. These labour intensive systems no longer
meet the needs of the Municipality in order to efficiently manage the
volume of registrations, facility bookings, and inquiries received
through the Community Services Department.
Capabilities in a new Recreation Software program would include; program
registration, facility booking, touch-tone registration, information
management, financial management, membership services, point of sale,
and scheduling. It is intended that these modules would be purchased as
funds are made available though the annual budget process. There is
currently approximately $35,000.00 allocated for the purchase of
recreation software in the 1998 and previous Capital Budget.
813
REPORT NO.: TR-84-98
PAGE 2
Throughout the past few months, the Recreation Department, in
conjunction with the City of Oshawa, and the Town of Whitby, have been
investigating recreation software options available on the market place.
Since that time the Town of Whitby has entered into a contract with
Escon Software Services for the purchase of their software program. The
City of Oshawa is still reviewing their overall organization
requirements and will be issuing a formal Request for Proposal wi thin
the next few weeks.
It is uncertain at this point in time whether an alternative viable
solution exists on the market place. In 1997 the city of Mississauga,
issued a Request for Proposal with only two firms responding and Escon
Software Services being the successful bidder. Currently Escom Software
Services has approximately 45 Ontario Municipalities using their
Recreation Software program.
Based on the experience of the City of Mississauga, and the numerous
other Ontario Municipalities, it is recommended that the requirement for
tendering, Purchasing By-law #94-129, Section 5, Paragraph 5.06, be
waived for this transaction, and that staff be authorized to enter into
negotiations with Escom Software Services for the purchase of the
required recreation software. It is anticipated that the initial
implementation will cost approximately $30,000.00. If the final
negotiated cost exceeds this amount, a report and recommendations will
be presented to Council for approval. The Community Services Department
has spent considerable time investigating the product and in
consideration of the difficulty experienced with the current system for
registration, the new product must be ordered at this point in order to
be in place for early 1999 registrations.
Respectfully
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submitte;h
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Services
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Attach.
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SCHEDULE "A"
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW #98-
Being a By-law to authorize a contract between the
Corporation of the Municipality of Clarington and
Escom Software Services Ltd. for the Community
Services Recreation Software Program.
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 Escom Software Services
Ltd. and Said Corporation; and
2. THAT this agreement attached hereto as Schedule "B" form part of
this By-law.
By-law read a first and second time this
1998.
day of November,
By-law read a third time and finally passed this
1998.
day of November,
Mayor
Clerk
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