Stephen Skinner, Acting Chief Information Officer Wayne Rice, Supervisor, Distributed Computing, Information Systems and Technology

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1 CITY OF KINGSTON REPORT TO COUNCIL Report No.: TO: FROM: RESOURCE STAFF: Mayor and Council Stephen Skinner, Acting Chief Information Officer Wayne Rice, Supervisor, Distributed Computing, Information Systems and Technology DATE OF MEETING: SUBJECT: Contract Award Software Value Added Reseller Re. RFP F31-Software-VAR-IST EXECUTIVE SUMMARY: To ensure continued competitive pricing on software acquisitions for the City of Kingston, the Information Systems & Technology Department released an RFP on March 2, 2011 for the purchase of core office production software such as Microsoft Office Suite and Adobe products and to identify a vendor of record to partner with the city to develop strategies that will ensure cost effective software compliance. The number of corporate desktop systems has grown considerably since the 1998 municipal amalgamation. The software products reviewed in this RFP process are production tools that provide desktop office functions and are business critical to operations of city departments and other affiliate groups such as Utilities Kingston, Kingston Frontenac Housing Corporation and KEDCO. The purpose of this report is to seek Council approval to award the contract to Dell Canada Inc. The proposal from Dell Canada Inc. was not the lowest priced proposal submitted. Article 3.4 of the Purchasing By-Law requires that when the lowest bid or proposal is not accepted, the procurement must be approved by a separate report to Council. RECOMMENDATION: THAT Council authorize the Mayor and Clerk to enter into a 2 year contract (with the option of 2 subsequent 1 year renewals), with Dell Canada Inc., in a form satisfactory to the Director of Legal Services. Council Meeting 12 May 17,

2 AUTHORIZING SIGNATURES: Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Lanie Hurdle, Community Services Denis Leger, Transportation, Properties & Emergency Services Jim Keech, President, Utilities Kingston ( indicates consultation not required) Council Meeting 12 May 17,

3 OPTIONS/DISCUSSION: The Information Systems & Technology Department released an RFP on March 2, 2011 for the purchase of core office production software such as Microsoft Office Suite and Adobe products. Six (6) proposals were received and reviewed by an evaluation committee. Table A below lists the responding proponents. Table A: Responding proponents to RFP F31-Software-VAR-IST are as follows: Company Name shi Dell Canada Inc. Softchoice GENX COMPUGEN Zycom Technology Inc. A two-stage approach was taken to review vendor submissions. The weighted evaluation criteria against which the proposals were assessed were outlined within the RFP document and involved a costing matrix of 6 key software products currently in use across the city s technology network as well as strategic software to empower future functionality for city staff and continued support from third party providers. Stage 1 involved a review of all 6 vendor submissions based upon the RFP matrix criteria which included software costs as well as other vendor support criteria. Table B below outlines the Stage 1 software cost evaluation. GENX did not advance to Stage 2, as they did not provide the mandatory submission requirements necessary to evaluate their proposal. Table B: Software costs evaluated at Stage 1 Product shi Dell Canada Softchoice GENX Compugen Zycom Technology Microsoft Office Suite Standard 2007 (400) Datacenter Windows 2008 (10) 2, , , , , , Microsoft Exchange Server 2010 (1) 3, , , , , , Total Stage 1 - Total points Eliminate non compliance 87.0 Eliminate - price Note: costs shows single licence cost As a result of the Stage 1 review, the vendor list was shortlisted to 3 submissions which then progressed to Stage 2. The 3 shortlisted vendors were Dell, Softchoice and COMPUGEN. Stage 2 involved an analysis of a second set of base software costs, as outlined in Table C below. Council Meeting 12 May 17,

4 Table C: Software costs evaluated at Stage 2 Product Dell Canada Softchoice COMPUGEN Adobe Writer Pro Windows 7 Pro Windows 7 Pro Upgrade Total $ $ $ Stage 2 - Total points Note: cost shows single licence cost. The proposal submitted by Dell Canada Inc. was identified by the evaluation committee to represent the best overall solution to meet the city s requirements. EXISTING POLICY/BY-LAW: Purchasing By-Law , as amended, to regulate purchasing policies and procedures. NOTICE PROVISIONS: N/A ACCESSBILITY CONSIDERTIONS: N/A. FINANCIAL CONSIDERATIONS: The total cost of the required licence compliance and core software upgrades in 2011 is outlined in Table D below. Funds for this expenditure have been budgeted within the Information Systems and Technology Department. Table D: 2011 Planned Software Costs Product Number of Licences Cost per Licence Total Cost Microsoft Office Suite $ 80, Council Meeting 12 May 17,

5 Microsoft Office Suite Software Assurance $ 105, Microsoft Datacenter Windows , $ 20, MS Exchange Server , $ 3, CONTACTS: Stephen Skinner, Acting CIO , ext Wayne Rice, Supervisor Distributed Computing , ext OTHER CITY OF KINGSTON STAFF CONSULTED: Alan McLeod, Senior Legal Counsel Janis Morrison, Purchasing Coordinator, Financial Services EXHIBITS ATTACHED: N/A Council Meeting 12 May 17,