.. ~.~ BRAMPTON Q S"-/

Transcription

1 .. ~.~ BRAMPTON Q S"-/.-~~~. brompton.co Flower (Ity Report City Council The Corporation of the City of Brampton Date: File: Subject: Contact: September 8, 2010 Request for Proposal No. RFP BRAMPTON CITY COUNCIL DATE: SEP FOR THE SUPPLY & IMPLEMENTATION OF A MASTER DATA MANAGEMENT & DATA QUALITY SOFTWARE TOOL FOR THE CITY OF BRAMPTON Rob Meikle Chief Information Officer Information Technology Phone: Jane Fera, CPPO Manager of Purchasing / Purchasing Agent Purchasing, Treasury Services Division Phone: Overview: Data and information are essential elements in delivering service excellence and are vital strategic assets in decision-making. The City requires an enterprise-wide "single reference data source" to enable quick access to data and information stored across multiple business systems. Establishing a master single reference data source delivers efficiencies, reduces data duplication, and establishes data consistency required for the single-view of enterprise data used in reporting, analytics and decision-making. A master data management and data quality tool is required to be used to create a master reference data source. The City issued a Request for Proposal for the supply & implementation of a Master Data Management & Data Quality Software Tool for the City of Brampton. The tool would enable the City to create a single standardized view of data that is used, owned and shared by multiple systems. This RFP is recommended for award to Information Builders (Canada) Inc. in the total amount of $345, (including applicable taxes), being the best value Proposal received.

2 Recommendations: Based on the following report, it is recommended; 1. THAT the report from Rob Meikle, Chief Information Officer, Information Technology and Jane Fera, Manager of Purchasing/Purchasing Agent, Purchasing, Treasury Services Division, dated September 8, 2010, to the Council Meeting of September 15, 2010, re: Request for Proposal No. RFP For Supply & Implementation of Master Data Management & Data Quality Software Tool for the City of Brampton be received; and 2. THAT Request for Proposal No. RFP be awarded to Information Builders (Canada) Inc. in the total amount of $345, (including applicable taxes) being the best value proposal received; and 3. THAT the Chief Information Officer, Commissioner of Finance and Purchasing Agent be authorized to execute a new, or update the existing Agreement(s) with Information Builders (Canada) Inc., including modifying the term of the agreement to coincide with the five (5) year term of this award; and 4. THAT the Chief Information Officer, Commissioner of Finance and Purchasing Agent be authorized to execute Statements of Work for the duration of the contract, subject to available budget, to meet additional growth and additional business requirements. Background: In accordance with the Purchasing By-Law, Proposals were issued on Wednesday, March 10, 2010, with Proposals being received at 2:00:00 o'clock Local Time on Thursday, April 29, Proposals were subsequently opened by the Tender Opening Committee at 2:30 p.m. Local Time. Current Situation: RFP Analysis: Th e f 0 II owing.. IS a summary 0 f t h e compames w h0 receive. d t h e proposa I a nd responded: Number of Fax Notifications to vendors 10 Number of Vendors that picked up documents 31 Number of Vendors that submitted a bid 11 Number of No Responses 20 The RFP stated that Vendors shall provide all rates on the Proposal Pricing Sheet. The proposals received from Stibo Systems, Inc. and Informatica were disqualified as they failed to submit pricing on our form. The proposal received from Oracle Canada ULC was disqualified as they qualified their bid. All Proposals were checked and all other bids are found to be contractually in order. All Proposals were evaluated by a Proposal Analysis Group consisting of staff members from Information Technology, Planning Design & Development and Purchasing. Each Proposal was evaluated upon criteria and weighting as follows:

3 Criteria Weight Factor Vendor Profile 5 Vendor Staff Qualifications 5 Implementation, Resources Plan, Schedule 5 Software Specifications 42 Software Licensing, Maintenance & Support 5 Training/Knowledge Transfer 3 Quality Assurance 2 Optional - Value Added 3 Cost 30 Step one of the evaluation required each member of the Proposal Analysis Group to review and evaluate each proposal independently based on the technical evaluation criteria stated in the RFP. After completing their individual evaluation scores of each Vendor the Group came together to form a final consensus evaluation score for each Vendor in order to arrive at the Proposal Analysis Group's ranking as follows: VENDOR TOTAL SCORE RANK Information Builders (Canada) Inc Stream Integration, a Division of Xteoma Inc Sita Corp Angus GeoSolutions Inc. (AGSI) Makeplain Corporation Tango Management Consulting DMTI Spatial Inc Info Trellis Inc The Proposal Analysis Group invited the three top vendors to make a presentation to the Proposal Analysis Group. The vendors were evaluated using the same evaluation criteria and corresponding weighting scale used in Step One of the evaluation to determine a recommendation for award. After completing the Step Two evaluation, following the vendor presentations, the group came together to form a consensus score, which indicated the Proposal Analysis Group's final Step Two ranking as follows: VENDOR Total Score Information Builders (Canada) Inc. 892 Stream Integration, a Division of Xteoma Inc. 670 Sita Corp 618

4 Corporate Implications: Departmental Comments: Through the evaluation process, the evaluation team determined that the proposal from Information Builders (Canada) Inc. offered the best valued technology solution that integrated within our existing environment and offered the functionality required by the City to meet its existing master data management requirements. Information Builders (Canada) Inc. provides many years of experience in the MDM industry and has demonstrated experience in implementing MDM solutions of similar size and scope. Information Builders (Canada) Inc. is also an existing vendor to the City of Brampton since The City has licensed their software tool that enables the City to transport data between business systems. The proposed solution is modular and best integrates with the existing software solution licensed by the City. The first project to utilize this new technology solution will be the centralization of the City's addresses, streets and property related information. Establishing a master database and managing property data once will deliver efficiencies, reduce data duplication and give the City the ability to establish data consistency. Most importantly it allows data from many source databases to be integrated, giving the City a 'single view' of all City activities occurring at a property. There are many city processes that relate to property and/or streets. Ultimately this data architecture will support more effective customer service and begin to break down business system specific data silos. The City also plans to use the proposed tool for other City data sources/types (such as people, assets or service requests) in the future. Funding Comments: Funding for RFP Supply and Implementation of a Master Data Management and Data Quality Software Tool is available in Capital Project # IT AC-Development Tracking. There is sufficient funding to award RFP The table below indicates the original budget, expenditures and/or commitments to date, balance available and balance remaining. Expenditures and/or Commitments to Date Commitment for RFP * Budget Balance Remaining Project # Prog # Original Budget Balance Available $755,000 $287,737 $466,901 $311,154 $155,747 * Includes 1.76% of applicable HST The variance of 3.70/0 between the total award of $311,154 ($345,522 net of HST) and the departmental estimate of $300, is considered reasonable. Conclusion: Information Builders (Canada) Inc. is recommended for the award of this Proposal, being the best value Proposal received to meet the Corporation's requirements.

5 , Respectfully submitted, I attest that the procedures pursuant to the City's Purchasing By-Law have been complied with in respect of the above noted RFP, ~ ne Fera, CPPO Rob Meikle '- Manager of Purchasing/Purchasing Agent Chief Information Officer Purchasing, Treasury Services Division Information Technology Mo Le 's Com Issioner Com issioner of Finance Report authored by: Nicole Spicer Purchasing, Treasury Services Division Tel: