HomeMy WebLinkAboutTR-83-97 THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE File# R
MONDAY, SEPTEMBER 22 , 1997 Res. #Cg&-5, 6,
)
Date: n 0 7
Report TR-83-97 File#: By-l-aw# �
Subject: REQUEST FOR PROPOSALS
GEOGRAPHIC INFORMATION SYSTEM SOFTWARE AND APPLICATIONS
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . THAT Report TR-83-97 be received;
2 . THAT the proposal software by SHL Systemhouse Inc . be accepted
for the Municipality' s Geographic Information System on the
basis of a site licence for a total contract value of $169, 200
over three years;
3 . THAT the funds for the first year of $57, 000 be drawn from the
Geographic Information System Reserve Account 2900-7-X and the
funds for the following two years be addressed through the
capital budget process, or the working funds reserve as
appropriate;
4 . THAT the Municipality of Clarington accept the offer in
principle to join the Municipal Applications Partnership
subject to the general terms identified in Report TR-83-97;
and
S . THAT the attached by-laws authorizing the Mayor and Clerk to
execute agreements with SHL Systemhouse Inc . and the members
of the Ottawa-Carleton Municipal Applications Partnership be
approved.
1 . BACKGROUND
During the budget deliberations, Council approved the
implementation strategy for a geographic information
system (GIS) for the Municipality of Clarington. Council
authorized staff to engage Malone Given Parsons to assist
in the selection of GIS software and to purchase hardware
from 3C Complete Computer Consultants Inc .
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REPORT NO. TR-83-97 PAGE 2
1 . 2 Staff provided a status report at the July 7, 1997
meeting of the General Purpose and Administration
Committee with respect to various matters concerning the
implementation of an enterprise-wide GIS for the
Municipality. This report included:
• a recommendation that the Municipality enter into a
licence agreement with Teranet Land Information
Services Inc . for the production and maintenance of
parcel mapping subject to a cost-sharing
arrangement with the Regional Municipality of
Durham;
• a review of various software options under
consideration.
1 . 3 Subsequently staff, with the assistance of Malone Given
Parsons, prepared and issued a Request for Proposals to
Environmental Systems Research Inc. (ESRI) Canada and SHL
Systemhouse Inc. (SHL) . Written proposals were submitted
on August 29, 1997 and subsequently interviews were
conducted with both firms . The RFP included requests for
both firms to submit bids not only for the core software
but also for the business applications which were
identified in the Municipality GIS Implementation
Strategy. The business applications included:
• Property Information System
• Development Tracking System
• Analysis of Administrative, Zoning and Official
Plan Data
• Facilities Management System
• Routing and Service Allocation System
The proposal also indicated the Municipality' s preference to
work in partnership with other municipalities in order to
avoid the high costs and long development cycle . The intent
is to leverage the knowledge and experience of other
municipalities and share development costs rather than
"reinventing the wheel" for a Clarington-only solution.
REPORT NO. TR-83-97 PAGE 3
2 . REVIEW AND ANALYSIS OF PROPOSALS
2 . 1 The Companies
2 . 1 . 1 ESRI Canada Limited is affiliated with ESRI Inc . , one of
the largest GIS vendors worldwide . ESRI Canada has a
large client-base with offices across the country. Its
clients include approximately 35 municipalities in
Ontario, including Oshawa within the Region of Durham.
ESRI Canada has a wide range of products reflecting its
experience and the need to continuously adapt to new
technology while supporting existing clients . In
addition, ESRI Canada provides consulting services to
clients utilizing their products .
2 . 1 . 2 SHL is one of the leading system integration providers
and is Canada' s largest information technology company.
It has successfully invested in the GIS software called
VISION* with an emphasis on providing enterprise-wide
solutions . Its existing client base includes major
utility companies in Canada, USA and Britain. It does
not have a large existing client base in the municipal
sector but its product development over the last three
years has included a new focus on municipalities .
Existing municipal installations in Canada include
Vancouver, Calgary, Ottawa-Carleton and all of the
constituent municipalities within Ottawa-Carleton. In
July of 1997, it officially launched the Municipal
Applications Partnership (described below) with an
emphasis of directly-targeting municipal business
requirements .
2 . 2 Core Software
2 . 2 . 1 Both of the software vendors met the established
technical requirements for the core software technology.
ESRI' s products are well-known in the GIS industry and
have been used by Malone Given Parsons in other
REPORT NO. TR-83-97 PAGE 4
installations . Because the VISION* software has
benefitted from recent upgrades, the Municipality' s GIS
consultant was asked to undertake a review of the core
software and the municipal applications currently under
development . They concluded that the VISION* software
employs state-of-the-art GIS and IT system and data
structure concepts . The basic structure is very sound
and the company is investing heavily in continued
development .
2 . 3 Application Software
2 . 3 . 1 While marginal benefits can be realized soon from any
GIS, the real benefits are derived from "applications"
which customize the generic GIS software provided by
vendors to automate specific tasks and functions
performed by staff . Unfortunately, GIS applications are
dependent on budget allocations and the availability of
digital data. Consequently, the RFP provided not only
for the acquisition of the core GIS software but also for
the "application" products .
2 . 3 . 2 The proposal submitted by ESRI Canada offered consulting
services to assist the Municipality in working in
partnership with their other municipalities or arranging
for the acquisition of third party software solutions
from other vendors . Their proposal did not identify an
integrated package of business solutions . The GIS
Committee was concerned that this approach would be
expensive, time-consuming and contain difficulties
inherent in a patchwork approach.
2 . 3 . 3 SHL has taken a very different approach to developing and
marketing GIS software . With a focus on creating
enterprise-wide systems, SHL Systemhouse has partnered
with public agencies to create an integrated suite of
REPORT NO. TR-83-97 PAGE 5
municipal applications . While none of the applications
have been deployed, they are completing the first four
applications and committed to developing a total of 19
applications by 1999 . The GIS Implementation Committee
was very impressed with the range of applications and the
production schedule . Malone Given Parsons found that the
municipal applications being developed through the
partnership would meet Clarington' s GIS requirements and
priorities . Considerable time and cost savings would be
realized with this approach. The details of the
partnership approach is explained further in Section 3 of
this report .
2 .4 Cost comparisons
It was difficult to compare the bids from the two
companies because they take a very different approach to
marketing and selling their products . SHL provides a
site licence whereas ESRI requires a licence for each
type of software and for every user. In addition, the
SHL approach includes assistance with installation, help
with developing implementation plans, support and
maintenance of the applications and staff training. All
of these are additional costs which were not quantified
in the ESRI proposal, save and except for the per diem
consulting rates .
The SHL site licence is based on an assumption of 84
users . The ESRI licences have been calculated by Malone
Given Parsons on the basis of 33 users .
REPORT NO. TR-83-97 PAGE 6
COMPARISON OF RFP PRICING
Components ESRI SHL Systemhouse
Installation 3200' Included
GIS Software Year 1 34,725 57,000
(UNIX) Year 2/3 116,325 112,200
Subtotal 151, 050 169,2 006
Oracle Software 20,0002 Included
Maintenance Year 1 885
Year 2 20,000
Year 3 27,040
Subtotal 47,925 Included
Applications 120,0003 Included'
GIS Training 14,800' Included
Application Training Not Included' Included
Total without applications 236,975 169,200
Total with applications 356,975 169,200
1. Estimate based on 3 day consulting rate.
2. Estimate provided by Malone Given Parsons; no quote provided by vendor.
3. Estimate provided by Malone Given Parsons; no quote provided by vendor.
4. Estimate provided by Malone Given Parsons; no quote provided by vendor.
5. Not possible to estimate without selection of specific applications.
6. Price includes 3 person years to contribute to the development of
applications in the Municipal Applications Partnership.
7. Membership in the Municipal Applications Partnership allows for use of all
applications developed.
3 . MUNICIPAL APPLICATIONS PARTNERSHIP
3 . 1 The proposal from SHL includes an invitation to become a
member of the Municipal Applications Partnership with the
seed node partnership based in Ottawa-Carleton (See
Attachment #1) . The Municipal Applications Partnership
is a public-private partnership where each participant
brings its strengths to the table . The SHL proposal
notes :
User-friendly applications are required to
make. . . [investments] in GIS accessible to the majority of
local government employees. Most local governments
however, alone do not have the financial resources and
the critical mass or technical expertise to build
comprehensive solutions. A practical way of overcoming
these obstacles is by collaborating and partnering with
other governments and the private sector.
U «
REPORT NO. TR-83-97 PAGE 7
3 . 2 The Municipal Applications Partnership has 3 main
objectives :
1) Develop a suite of municipal GIS applications
required by Ottawa-Carleton and Ontario
municipalities that can be marketed and "exported"
to municipalities across Canada and around the
world.
2) Reduce the cost of these applications to each
partner and provide a "critical mass" necessary to
realize the benefits from GIS over a shorter
timeframe.
3) Strengthen SHL Systemhouse' s Municipal GIS products
thereby stimulating economic activity and the
development of Ottawa as a technology centre .
3 . 3 The Joint Development Agreement between SHL and the
Ottawa-Carleton has a total value of $15 . 3 million with
the following contributions of cash or in-kind staff
resources :
Ottawa-Carleton Local Governments $ 4 . 7 Million
SHL Systemhouse $10 . 6 Million
The program has the following components :
Municipal Data Model $ 0 . 5 Million
Municipal Applications $ 4 . 5 Million
Regional Client-Server Network $ 2 . 5 Million
Marketing Program $ 0 . 8 Million
Education and Training $ 1 . 3 Million
GIS Software Installation $ 5 . 6 Million
The contribution by SHL includes a technology grant from
the Ontario government . As a result of this grant, the
applications developed through the partnership are
available at no cost to Ontario municipalities
3 . 4 The Municipal Applications Partnership is working on 19
applications . A general description of the applications
and their development status is contained in Attachment
#2 . While some of the applications are relevant for
Regional roles (ie . water and sewer) , most applications
are very beneficial to Clarington.
REPORT NO. TR-83-97 PAGE 8
3 . 5 The terms of joining the partnership are as follows :
• the benefits of the partnership are open to VISION*
clients worldwide on a reciprocal basis . All
partners agree to freely share applications with
other partners;
• each partner contributes resources for joint
application development ($ and in-kind resources
such as people and applications) ;
• partners will move to use a common data model ;
• each partnership provides the options to designing
own applications;
• partners get resulting application licences to use
at no cost when completed;
• partners get free access to application education
and training materials; and
partners participate in annual Partnership workshop
in Canada.
3 . 6 It is proposed that Clarington' s contribution to the
Ottawa-Carleton partnership would be one person year for
each of the three years . This person year would include
participation in some of the Partnership Management
Committee meetings, application development workshops,
review and comment on the functional design
specifications for applications, and the testing of the
applications .
It should be noted that this time commitment is spread
across all departments for the development of
applications which enhance their business function. The
total commitment of staff resources would be much less
than required if similar applications were to be
developed in-house .
REPORT NO. TR-83-97 PAGE 9
3 . 7 The Municipal Applications Partnership is a tremendous
opportunity for Clarington. It is the only comprehensive
program of municipal applications tools available . The
benefits to the Municipality are :
• the scope and quality of the applications will be
significantly higher than could be achieved on our
own;
• the risk of developing applications is reduced
through the partnership and the support provided by
SHL Systemhouse;
• the elapsed time to develop GIS applications and
achieve return on investment will be significantly
reduced;
• an opportunity to learn from the experience of
technologically-advanced partners;
• the cost of developing applications is limited to
in-kind staff resources; and
• as a partner, Clarington has the opportunity to
influence the design of the applications to meet
our specific requirements .
4 . FINANCING
4 . 1 There is currently a balance of approximately $180, 000 in
the GIS Reserve Account . Consulting costs of
approximately $20, 000 and Teranet licence fees of $13 , 480
were previously approved by Council and unexpended to
date. In addition, there are costs for hardware approved
for purchase from 3C Complete Computer Consulting and
costs for conversion of existing digital data. It is
proposed that funds for the first year for the VISION*
software be drawn from the GIS Reserve Account and that
the commitment for the subsequent two years be addressed
through the 1998 and 1999 Capital Budget process, or
through working funds reserve as appropriate . There are
sufficient funds in the working funds reserve to
accommodate this .
U9
REPORT NO. TR-83-97 PAGE 10
5 . CONCLUSIONS
5 . 1 The selection of the VISION* GIS software is endorsed by
all members of the GIS Implementation Committee and the
Municipality' s consultant' s Malone Given Parsons . It is
recommended that the Municipality enter into a licence
and maintenance agreement with SHL and join the Municipal
Application Partnership in the context of the terms
identified in this Report . With Council' s endorsement,
staff will commence discussion on the partnership
arrangement and proceed to preparing an implementation
program for the installation. The Phase I program will
be an installation within the Planning Department, the
loading of parcel mapping from Teranet and the conversion
of existing data.
Respectfully submitted, Reviewed by,
rie Marano, H.BSc . ,AMCT. , W.H. Stockwell,
Treasurer Chief Administrative Officer
U,
Franklin Wu, M.C. I . P. , R. P. P.
Director of Planning and Development
DC*FW*MM*df*ld
17 September 1997
Attachment #1 - Invitation to join Municipal Applications Partnership
Attachment #2 - Description of Municipal Applications
Attachment #3 - By-law for purchase of GIS Software from SHL Systemhouse Inc.
Attachment #4 - By-law to enter into Municipal Applications Partnership
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97 15 : 52 FR SHL UISION SOLUTION 613 567 5433 IU 141b481b40J r . e�c�ec
GOB ATTACHMENT #1
a a
NS PIS
Mr. David Crome
Manager
Community Planning Branch
Municipality of G7arington
40 Temperance Street,
Bowmanville, Ontario
LIC 3A6
i
Dear Mr.Crome,
Following your recent discussions with Giulio Mafftni and David Johnston in reference to the
Partnership Offer extended to the Municipality of Clarington by this proposal which is submitted in
response to the Municipality's Request for Proposal RFP97-8, we the Executive Committee are pleased to
extend an invitation to the Municipality of Clarington to join our Municipal Government Partnership for
GIS applications.
If after examining the Partnership Offer included with this proposal, should you fund it of interest,
we would be pleased to receive you and your officials at Ottawa Carleton Regional Headquarters to hold
discussions on your participation in our initiative.
Yours Sincerely,
V�
ed Lathrop Ted Robinson
Chief Administrative Officer Commissioner of Engineering and Works.
Township of Cumberland Acting Commissioner of Planning,Economic
Development and Housing.
City of Ottaw
E ,
Nick Tunnacliffe Giulio
Commissioner of arming and Property (Vice Presi S Sys use,an MCI j
R.M.O.C.
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ATTACHMENT #2
MUNICIPAL APPLICATIONS UNDER DEVELOPMENT THROUGH THE PARTNERSHIP
Priority Application Year of Current Status
Development
1 Property Information System 1996/7 Complete/Testing
2 Development Tracking 1996/7 Complete/Testing
i
3 Infrastructure Inventory - Roads/Traffic 1996/7 Near Completion
4 Infrastructure Inventory- Water/Sewer 1996/7 Near Completion
5 Official Plan and Land Use Planning 1997/8 Not Commenced
6 Solid Waste Information and Planning 1997/8 Not Commenced
7 Maintenance Management System 1997/8 Not Commenced
8 Request for Service 1997/8 Not Commenced
9 Municipal-Owned Property 1997/8 Not Commenced
10 Operations Optimization 1997/8 Not Commenced
11 Drawing/Document Index 1997/8 Not Commenced
12 Capital Project 1997/8 Not Commenced
13 Infrastructure Planning 1997/8 Not Commenced
14 Emergency Response Support 1997/8 Not Commenced
15 Census Information System 1998/9 Not Commenced
16 Recreation Planning 1998/9 Not Commenced
17 Facilities Management 1998/9 Not Commenced
18 Infrastructure Permits 1998/9 Not Commenced
19 Common/Generic Applications & Tools ongoing Complete/Testing
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Attachment #3
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 97-
Being a By-law to authorize an agreement between the
Corporation of the Municipality of Clarington and SHL
Systemhouse Inc., Ottawa, Ontario for the purchase of
Geographic Information System Software and Applications.
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 SHL Systemhouse Inc. and said Corporation.
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this 22nd day of September, 1997.
By-law read a third time and finally passed this 22nd day of September, 1997.
Mayor
Clerk
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Attachment #4
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
BY-LAW 97-
Being a By-law to authorize an agreement to enter into a
partnership between the Corporation of the Municipality of
Clarington and the members of the Ottawa-Carleton Municipal
Applications Partnership, for the joint development of
Geographic Information System Applications.
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 the members of the Ottawa-Carleton Municipal Applications Partnership
and said Corporation.
2. THAT the contract attached hereto as Schedule "A" form part of this By-law.
By-law read a first and second time this 22nd day of September, 1997.
By-law read a third time and finally passed this 22nd day of September, 1997.
Mayor
Clerk
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