HomeMy WebLinkAboutIT 01-18--Ciigo/--p](KERJNG From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Telecommunications Upgrade Project Recommendation: Report to Council Report Number: IT 01-18 Date: October 1, 20·18 1. That Council approve the hiring of Wipro Solutions Canada Limited as Project Manager for Phases 1 and 2 of the City's Telecommunication Replacement Project in accordance with Purchasing Policy 10.03(c) as the assignment has a value above $50,000.00 and a competitive process is not being followed, and therefore is subject to additional Council approvals; 2. That the fee submitted by Wipro Solutions Canada Limited in the amount of $20,792.00 (HST included) for Phase 1 and $49,833.00 (HST included) for Phase 2 be accepted; 3. That the total gross project cost of $70,625.00 (HST included) and the total net project cost of $63,600.00 (net of HST rebate) be accepted; 4. That Council authorize the Director, Finance & Treasurer to finance the total net project cost of $63,600.00 as follows: (a) . The sum of $63,600.00 as approved in the 2018 Capital Budget-Information Technology to be funded by a transfer from the Capital Equipment Replacement Reserve; 5. That the appropriate City of Pickering officials be authorized to take the necessary actions as indicated in this Report. Executive Summary: The City's current telecommunications system has been in use at the City for the last 16 years and will no longer be supported as of January, 2019. The system must be replaced. Phase 1 of the replacement project was the formation of a steering committee comprising staff from various departments including Community Services, Office of the CAO, Fire Services, Library, Finance and Corporate Services to evaluate the City's future state telecommunications needs. Phase 2 of the project will consist of the purchase and implementation of the new telecommunications system. The City engaged with three Telecommunications service providers (Bell, Rogers and Mitel) to evaluate functionality, services and pricing with the project management assistance of Wipro Solutions Canada. Staff recommend that the contract with Wipro Solutions Canada be extended in order to provide
IT01-18 Subject: Telecommunications Project Upgrade October 1, 2018 Page 2 ongoing project management support to assure the successful installation and implementation of the new telecommunications system. Financial Implications: The cost of retaining Wipro Solutions Canada is set out below: Financial Implications: 1. Pro osal Amount Fee Proposal Phase 1 (Vendor Selection) Phase 2 (Project Implementation) HST (13%) Total Proposal Amount 2. Estimated Pro·ect Costin Proposal Phase 1 Proposal Phase 2 Subtotal HST (13%) Total Gross Project Cost HST Rebate (11.24%) Total Net Project Cost 3. Approved Source of Funds 2018 Capital Bud et -Information Technolo Account Code Source of Funds 5206.1808.6175 Capital Equipment Replacement Reserve Total Funds I Project Cost under ( over) approved funds by Budget $295,000.00 $295,000.00 $18,400.00 44,100.00 $8,125.00 $70,625.00 $18,400.00 44,100.00 $62,500.00 $8,125.00 $70,625.00 ($7;025.00) $63,600.00 Required $63,600.00 $63,600.00 $231,400.001 The remaining funds will be applied toward the purchase of the new telecommunications system, with a "go-live" date of January 1, 2019. The funds to retain Wipro Solutions Canada are approved in account 5206.1808 -Telecom PBX Upgrade/Replacement, in the City's 2018 Capital Budget.
IT 01-18 Subject: Telecommunications Project Upgrade October 1, 2018 Page 3 Discussion: The City's current telecommunications system is near the end of its life. By that time, it will no longer be supported by the vendor. Replacement of the existing system is the only viable option. All City facilities will benefit from the new telecommunications system, and new . features and functionality it delivers will increase resident satisfaction when dealing with the City. Phase 1 of the replacement project began in early April, 2018 when Information Technology staff assembled a steering committee comprising staff from various departments including Community Services, Office of the CAO, Fire Services, Library, Finance and Corporate Services. Demonstrations of Mitel, Rogers and Bell systems were conducted for the steering committee, outlining each of their respective capabilities. It became evident that a project manager was needed to keep the project on track while IT staff continue work on existing City systems and projects. Retaining Wipro Solutions Canada as a project manager supports the planning, business case and selection of vendors for the telecommunications replacement project. The primary focus of the project manager is to support IT staff with the planning, initiation, execution, monitoring and analysis of the project, including implementation. The hiring of,Wipro Solutions Canada Limited as the project manager is within the approved 2018 Capital Budget for the project. Although the retainer is within budget, Council approval is required pursuant to City Purchasing Policy section 10.03(c). Attachments: None en e rsen Supervisor, Network Support, Information Technology Recommended for the consideration of Pickering City Council ----~-----:2-· -Stan Karwowski Director, Finance & Treasurer