HomeMy WebLinkAboutCOD-013-05
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REPORT
CORPORATE SERVICES DEPARTMENT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date:
March 7, 2005
Report #:
COD-013-05
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By-law #
Subject:
Request for Proposal RFP2004-14 - Document Imaging
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the following:
1. THAT Report COD-013-05 be received;
2. THAT the proposal received from IKON Office Soiutions, Inc., Mississauga, Ontario being the
most responsive bidder meeting all terms, conditions and specifications of Request for Proposal
RFP2004.14 be awarded the contract for the provision of a Document Imaging Software for the
Clerks department at an estimated revised cost of $51,480.00 plus GST; and
3.
THAT the funds for the amount of $51 ,480,00 plus GST, be financed from the Records
Maintenance Reserve and be drawn from the Clerks Department Account # 110-19-130-81906-
7401, FORTHWITH.
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Sobm." by,a~
- Marie Mar H.B.Sc., C.M.O.
Directo of Cor ora Se 'ces
Reviewed be) ~~ ~
Franklin Wu,
Chief Administrative Officer
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Nancy Taylor, B.BA, CA,
Director of Finance
MMILABlsm
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COD-013-05
Page 2
BACKGROUND AND COMMENT
A request for proposal was publicly advertised and issued with bid documents being issued to
fifteen firms. Although there was significant interest in the RFP document, this interest was
related to a perception of what the Municipality was looking for. Once the specifications were
examined many companies were not able to meet all aspects of the specifications thus resulting
in only three companies responding. The following is a tabulation of bids submitted:
IKON Office Solutions
Mississauga, ON
Danka
Brampton, ON
CDIT
Mississauga, ON
$38,980.00
$50,379.00
$46,200.80
Representatives from the Clerks Department, Information Technology and Purchasing reviewed
and scored each proposal based on the following criteria:
,. Previous Experience
,. Functioning of Program
,. Compliance with Specifications
,. Training
,. Overall Performance of Proposed Software
,. Ease of Use of Program
,. Experience of Key Personnel
,. Price
,. Quality of Product
As per the request for proposal document, the vendor selection would be made on the basis of
the written proposal and a product demonstration.
Upon completion of the document review by the selection committee the three firms, IKON
Office Solutions, Danka and CD IT were requested to attend an interview and provided a product
demonstration.
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COD-013-05
Page 3
The scores were then compiled with the proposal from IKON Office Solutions, Inc. receiving the
highest score. IKON Office Solutions' proposal includes the following services:
~ Customer service technician assigned to the Municipality who is able to develop
an in-depth understanding of the Municipality's requirements.
~ Service and Support before and after installation
~ Training of Users
~ Experience with similar end-users
Staff was impressed with the product knowledge of the representatives, the software
demonstrations and its ability to handle the Municipality's requirements. IKON has completed
similar installations of the proposed software at the City of Pickering, City of Niagara Falls and
the County of Essex.
The original bid from IKON Office Solutions has been revised from $38,980.00 to $51,480.00.
This new revised amount includes the cost of the optional Weblink software and associated user
licenses for this component along with a MAP I component.
Funds for this project have been set aside over the past several years in the Records
Maintenance Reserve.
The Director of Finance has reviewed the funding requirements and concurs with the
recommendation. Queries with respect to the department needs, specifications, etc. can be
directed to the Municipal Clerk.
It is therefore recommended that the proposal received from IKON Office Solutions,
Incorporated to provide the Municipality with LaserFiche for our Document Imaging
requirements, be accepted.
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