Urban Planning and Development Services

Integrated Business Management System (IBMS)

Request for Proposals P-09-98.RFP

The Corporate Services Committee submits the following joint report (December 1, 1998) from the Commissioner of Urban Planning and Development Services, and the Chief Financial Officer and Treasurer, without recommendation; and reports having requested the Commissioner of Urban Planning and Development Services, and the Chief Financial Officer and Treasurer, to submit a report directly to Council for its meeting scheduled to be held on December 16, 1998, on:

(1)the innovative solution that they have taken with respect to the course upon which they have embarked, such report to include a comparison of the selection process involving FIS (Financial Information Systems) and HRIS (Human Resource Information Systems); and

(2)the reasons why Tri-Net Solutions Canada Ltd., was rejected:

Purpose:

The purpose of this report is to advise the results of the Request for Proposals P-09-98.RFP for an Integrated Business Management System capable of processing, tracking and managing all major land, building, municipal standards and licensing related activities administered by the Urban Planning and Development Services Department (UPDS), and to request authority to negotiate a contract with the recommended proponent, CSDC Systems Inc.

Source of Funds:

At its meeting held on July 8, 9, and 10, 1998, Council adopted Clause No.1 contained in Report No.11 of The Strategic Policies and Priorities Committee, headed Transition Projects. Council approved the allocation of funding in the amount of $3,000,000.00 for the creation of an Integrated Business Management System (IBMS) for the Urban Planning and Development Services Department. This $3,000,000.00 to be phased over three years; $500,000.00 allocated from the 1998 Transition Reserve Fund and separate funding allocations of $2,000,000.00 and $500,000.00 were committed for 1999 and 2000 respectively.

In addition to these costs, the Year 2000 Project Office has provided funding in the amount of $1,610,000.00 to accelerate the implementation process and contribute to the data conversion component. These funds were previously approved by Council at its meeting held on November25, 1998 when it adopted Clause No. 2 of Report No. 24 of The Strategic Policy and Priorities Committee.

A further $236,000.00 of capital funding was previously approved for a development tracking system by the Council of the former City of Etobicoke in January 1997. These funds have also been applied to the IBMS initiative.

Recommendation:

It is recommended that the Commissioner of Urban Planning and Development Services and appropriate City staff be granted the authority to negotiate a contract with CSDC Systems Inc., being the proponent submitting the proposal with the highest evaluated score, for the supply, installation, maintenance and support of an Integrated Business Management System. The cost of the negotiated contract is not to exceed the total budget allocation of $4,846,000.00.

Council Reference/Background History:

At its meeting held on July 8, 9, and 10, 1998, City Council adopted Clause No. 1 contained in Report No. 11 of The Strategic Policy and Priorities Committee approving the allocation of funds for certain transition projects, including the creation of an Integrated Business Management System for the Urban Planning and Development Services Department (UPDS). UPDS and Corporate staff have undertaken an in-depth review of business requirements and carried out a thorough Request for Proposal selection process for potential vendors of such a system. This report seeks Council's approval to enter into negotiations with the recommended vendor, CSDC Systems Inc.

A Request for Information (RFI) was issued by the Finance Department, Purchasing and Materials Management Division, to eighty four (84) vendors, eighteen (18) vendors responded, and five (5) proponents were pre-qualified for the Request for Proposal (RFP) process. The RFP was issued by the Purchasing and Materials Management Division and closed on November9, 1998 with the following four (4) proponents responding:

(1)CSDC Systems Inc.;

(2)Hansen Information Technologies;

(3)Municipal Software Corporation; and

(4)Tidemark Computer Systems Inc.

Comments and/or Discussion and/or Justification:

The RFP evaluation process included a detailed review of the submissions, visits to sites where the products had been installed and in-depth vendor demonstrations. UPDS business and technology staff from each District worked with Corporate Information and Technology and Purchasing and Materials Management staff to evaluate the proposals.

Evaluation criteria included the following:

(a)Price;

(b)Specific Features and Requirements (IBMS objectives, "year 2000" / implementation deadline issues, functional requirements, match to technical standards, growth and expansion capability and technical risks);

(c)Qualification of Proponents (reference checks, site visits, vendor stability and depth, maintenance, training and support); and

(d)Product Demonstrations (to a specified script and questions).

Based on these criteria, CSDC Systems Inc. received the overall highest evaluation score and was selected as the vendor of preference.

As part of the process, Ernst & Young was engaged to perform a review of the IBMS project selection process. We will provide you with a letter from Ernst & Young by December 4, 1998, outlining the procedures they performed and their comments on their review of the selection process.

Conclusion:

Having undertaken a comprehensive evaluation, this report requests authority for the Commissioner of Urban Planning and Development Services to negotiate a contract with CSDC Systems Inc., being the proponent with the highest evaluated score, for an Integrated Business Management System (IBMS) for the Urban Planning and Development Services Department, at a cost not to exceed the total budget allocation of $4,846,000.00.

Contact Name:

Glenn KippenL. A. Pagano

DirectorDirector

Service Integration & SupportPurchasing and Materials Management

(416) 397-4617(416) 392-7312

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The Corporate Services Committee reports, for the information of Council, also having had before it the following communications:

(i)(November 18, 1998) from Mr. David L. Dueck, President, Tri-net Solutions Canada Ltd., requesting an opportunity to appear before the Corporate Services Committee respecting Tri-net's response to the City's Urban Planning and Development RFI; and submitting comments in regard thereto; and

(ii)(December 4, 1998) from Ms. Sheryl Teed, Ernst & Young, respecting the review of the IBMSSystem Selection Process.

Mr. Peter Hebb and Mr. Don Hamilton, Representatives of Tri-Net Solutions Canada Ltd., appeared before the Corporate Services Committee in connection with the foregoing matter and filed a written submission and a CD Disc, entitled "The Tri-Net Solution - Financially Friendly Document Management - Tri-Net Solutions introduces the computer-based digital data management system for the next millennium."