MUNICIPALITY OF CHATHAM-KENT CORPORATE SERVICES INFORMATION TECHNOLOGY SERVICES. Project Manager, Information Technology Services

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1 MUNICIPALITY OF CHATHAM-KENT CORPORATE SERVICES INFORMATION TECHNOLOGY SERVICES TO: FROM: Mayor and Members of Council Steve Wilson Project Manager, Information Technology Services DATE: December 10, 2013 SUBJECT: RTC 201c - RFP Award: R Integrated Enterprise Resource Planning (ERP) and egovernment - Phase Two: TAX Solution RECOMMENDATION It is recommended that: 1. DEVNET Incorporated be awarded the contract to provide the latest version of the Municipal Property Tax software and implementation services. Software features will include Property Tax Billing and Collection functionality and will be integrated with the JD Edwards EnterpriseOne ERP, CityView Suite, and the selected Point of Sales software. BACKGROUND On November 26, 2012, RTC 201 RFP Award: R Integrated Enterprise Resource Planning (ERP) and egovernment Solution project was approved by Council. The implementation project is referred to as Project Delta. The details of the Report to Council can be found at: COMMENTS Project Delta was separated into two phases: Phase One which includes the ERP and core egovernment modules is well underway with the first components of the ERP going live on January 6, This phase is expected to be complete by September of Phase One functionality includes: Enterprise Resource egovernment Planning Financial Management Building Parking Permits Human Capital Management Planning Licensing

2 and egovernment - Phase Two: TAX Solution 2 Enterprise Resource egovernment Planning Supply Chain Management Service Request Enforcement Capital Asset Management Cemetery Management Electronic Plans Review The ERP solution selected was Oracle s JD Edwards EnterpriseOne and RAC s FMW for reporting. CityView s CityView Suite was chosen to provide the egovernment functionality. Phase One is progressing according to the project plans. Activities are on schedule and the ERP portion of the project is on budget. A report will also be presented to Council requesting the approval of a Point-of- Sales solution (POS) that will fulfil the Municipal cashiering requirements that are not available in other software solutions being implemented. Funding for the POS is being requested from the project contingency. Phase Two encompasses the replacement of the legacy Property Tax system and the implementation of a document management application. The Property Tax system is the subject of this report. The need for replacement of the tax system was identified in RTC201. Implementation and development of the required integrations will take approximately nine to ten months and will go-live in the third quarter of 2014, in preparation for processing the interim tax billing in mid-january of A team of subject matter experts reviewed the current and future needs of the organization and produced an extensive list of software and process requirements. These requirements became the foundation of an RFP (Request for Proposal) that was made available to vendors on May 21, RFP process closed June 26, A total of seven submissions were received. The evaluation team reviewed the submissions against mandatory requirements. Submittals that did not meet the requirements were eliminated from the process while the remaining responses were scored for qualifications and performance based upon the following matrix: Qualifications and Performance Scoring % Score Specifications & Requirements 60 Vendor Capability 10 Cost 30 Total: 100 The team scored the four remaining submissions and gave a 0 through 15 rating on each item. Each ranking was then multiplied by a weight given to each of the requirements to reflect the criticality of that requirement in comparison to others. Upon

3 and egovernment - Phase Two: TAX Solution 3 completion of the scoring of each of the proposal submissions, an overall total score for each was arrived at. The remaining four vendors were invited to present their system to the team and other Municipal Subject Matter Experts (SMEs). The evaluation team, armed with information from these SMEs, re-evaluated the submissions a second time to ensure that the ranking more accurately reflected the submission and the demo that they experienced. The final review identified that a majority of the solutions offered did not provide any benefit or added functionality over the existing legacy system. The team felt that these solutions did not provide the Municipality with the ability to easily adapt to future business requirements and integrations to recently implemented Municipal systems. The ability to provide improved services to the constituents was not evident. The team eliminated three of the remaining four submissions. The cost envelope for the remaining submission was opened. The remaining submission will provide the ability to meet existing and future business requirements. To complete the due diligence process, reference checks were performed on the vendor and their solution. A site visit to a local government agency that is using this software solution was also completed. The vendors who submitted responses to the RFP were: Vendors Ranking DEVNET Inc. 1 Vailtech 2 City of Mississauga 3 MSGovern 4 Diamond Municipal Systems 5 Tempest Development Group 6 Vadium 7 The Property Tax solution that best meets the Municipality of Chatham-Kent s tax requirements and meets the criteria defined above is: Vendor DEVNET Inc. Solution Edge, Wedge (web portal) The cost of the proposed solution is within 1% of the amount estimated in RTC 201. This recommendation will provide the Municipality with the greatest amount of benefit in the form of process changes and standardization directly impacting the Municipality s ability to provide quality service to citizens and internal system users.

4 and egovernment - Phase Two: TAX Solution 4 The following are required for sustainability purposes: a) Additional base budget funding of $55,800 for software maintenance agreements. It is included in the estimated $246,000 in maintenance as identified in RTC201 and will be known for 2015 budget deliberations. b) Annual lifecycle funding will be managed as part of the overall infrastructure deficit phase-in. COUNCIL STRATEGIC DIRECTIONS The recommendations in this report support the following Council Directions: Healthy, Active Citizens Growth Through Variety of Post-Secondary Institutions High Quality Environment Through Innovation Destination Chatham-Kent! Magnet for Sustainable Growth Prosperous and Thriving Community Has the potential to support all Council Directions Neutral issues (does not support negatively or positively) CONSULTATION Throughout the RFP and evaluation process, consultation has taken place with: Purchasing, Legal Services, Corporate Services, and Information Technology Services. Members of the evaluation team contacted Kane County, IL regarding their use and satisfaction of DEVNET s Edge/Wedge software and experiences with the software implementers. Three members of the evaluation team visited Dauphin County of Harrisburg, PA to review its use of the Tax solution. Each of the municipalities validated the recommendations provided within this report. Although this would be the first installation of the software in Ontario, the reference checks and site visit have given us a high degree of confidence that DEVNET will be able to meet this challenge. DEVNET is in the process of establishing a Canadian subsidiary and expanding its presence into Ontario. Each of the municipalities visited advocated working in partnership to openly share system related processes and practices with the SMEs of the Municipality of Chatham- Kent.

5 and egovernment - Phase Two: TAX Solution 5 FINANCIAL IMPLICATIONS The financial implications of this project are: Budget Actual DEVNET Property Tax (Software & Services) $457,920 $460,650 Staff Backfill 134, ,954 Total $592,874 $595,604 Prepared by: Reviewed by: Steve Wilson Project Manager Helen McLaren, CMM III Director, Information Technology Services Reviewed by: Gerry Wolting, B. Math, CPA, CA General Manager Corporate Services C: Purchasing Officer Director, Legal Services General Manager, Corporate Services Director, Information Technology Services P:\RTC\ITS\2013\RTC 201c - ERP - egovern - Tax Implementation - with list ranking.docx