HomeMy WebLinkAboutPLN 37-21Report to Council
Report Number: PLN 37-21
Date: September 27, 2021
From: Kyle Bentley
Director, City Developments & CBO
Subject: Award of RFP2021-4 for the GIS Strategy
-File: D-9500
Recommendation:
1.That the proposal submitted by Geographic Technologies Group, dated August 3, 2021, to
prepare a GIS Strategy for the City of Pickering in the amount of $98,740.53 (including
HST) be accepted, utilizing the City funding identified for this project in the approved 2021
Current Budget for the City Development Department, Consulting & Professional, GIS
Corporate Strategic Plan – Phase 1 of 2, and Professional/Technical Assistance
(General/Urban Design/Heritage) (new account number 502230.10105);
2.That the total gross project cost of $98,740.53 (HST included), with a total net project cost
of $88,919.00 (inclusive of HST rebate) be approved;
3.That Council authorize the Director, Finance & Treasurer to finance the net project cost as
follows:
a.The sum of $45,750.00 as provided for in the 2021 Current Budget Planning & Design
to be funded from property taxes;
b.The sum of $29,250.00 as provided for in the 2021 Current Budget Planning & Design
to be funded by a transfer from the Development Charges Reserve Fund – Growth
Related Studies;
c.The additional sum of $8,491.00 to be funded from property taxes, from the unused
portion of the $50,000.00 identified in the 2021 Current Budget Planning & Design from
Professional/Technical Assistance (General/Urban Design/Heritage);
d.The additional sum of $5,428.00 to be funded by a transfer from the Development
Charge Reserve Fund – Growth Related Studies; and
4.That the appropriate City of Pickering staff be authorized to take the necessary actions as
indicated in this report.
Executive Summary: A Geographic Information System (GIS) is a computer system for
capturing, storing, checking, and displaying data related to positions on the Earth’s surface.
GIS connects data to a map, integrating locational data (where things are) with all types of
descriptive data (what things are there). This provides a foundation for mapping and analysis
that is used in science and many businesses. GIS helps users understand patterns,
relationships, and geographic context. The benefits include improved communication and
efficiency, as well as better management and decision making.
Report PLN 37-21 September 27, 2021
Subject: Award of RFP2021-4 – GIS Strategy Page 2
Pickering has a GIS, which has seen continued progress since its inception. With limited
resources, the GIS has advanced with varied results. The City recognizes the need for
information sharing and collaboration, both internally, and with external partners. This has
been accomplished, to some degree, by utilizing simple web based mapping technologies in
combination with a centralized GIS data environment. Using this approach, Pickering has
created a GIS environment which has been able to deliver productive yet limited services
across the corporation.
The City of Pickering is seeking a strategic roadmap which will guide the organization through
the next five years to deliver an effective and efficient GIS with high quality results. This
Roadmap should also align with the current plans, initiatives, and values of the corporation.
The objectives of the Consultant are to engage the City’s GIS stakeholders, identify the City’s
GIS needs, identify existing successes and weaknesses, understand the City’s challenges,
establish a unified GIS vision, and develop a five year GIS Implementation and Business
Roadmap for the City.
An RFP process was initiated and posted on the City’s website on July 13, 2021. Four
proposals were received. The proposals were evaluated based on: the company’s experience
and qualifications; understanding of the project; work plan and deliverables; project manager,
team and resources; and the quality of the references.
Geographic Technologies Group was the highest ranked Proponent.
The 2021 Current Budget contemplated the GIS Corporate Strategic Plan to be completed in
two phases, with an additional budget allocation contemplated for 2022. Staff recommends
that Geographic Technologies Group be awarded RFP2021-4 to complete the GIS Strategy in
a single phase, subject to Council authorizing the additional funding.
Financial Implications:
1.Proposal Amount
Proposal No. RFP2021-4 $87,381.00
HST (13%) 11,359.53
Total Gross Project Amount $98,740.53
Report PLN 37-21 September 27, 2021
Subject: Award of RFP2021-4 – GIS Strategy Page 3
2.Estimated Project Costing Summary
Proposal No. RFP2021-4 $87,381.00
HST (13%) 11,360.00
Total Gross Project Costs $98,741.00
HST Rebate (11.24%) (9,822.00)
Total Net Project Costs $88,919.00
3.Approved Source of Funds
Source of Funds
Development Charges Reserve
Fund (39%)
Property Taxes (61%)
Budget
$29,250.00
45,750.00
Required
$34,678.00
54,241.00
Expense Code
502230.10105
(new account number)
Total Funds $75,000.00 $88,919.00
Project Cost under (over) approved funds by ($13,919.00)
Discussion:
1.Geographic Information Systems in the City
A Geographic Information System (GIS) is a powerful tool, which enables spatial
information and data base information to “talk” to each other and assist in analysis,
visual display of information, tracking and monitoring of data.
2.Preparing a Strategic Plan
2.1 Need for a Plan
Staff have identified the need for the City to create a roadmap to optimize existing
resources and enhance the City’s capabilities in the coming years with regards to our
GIS. Accordingly, a budget allocation for a GIS Corporate Strategic Plan was included
in the City Development approved Current Operating Budget for 2021.
2.2 Study Purpose and Scope of Work
The purpose of this study is to develop a strategic roadmap, by:
a)conducting a review of the City’s current GIS use;
b)developing a list of what the needs are, and will be, for City of Pickering staff and
outside stakeholders;
Report PLN 37-21 September 27, 2021
Subject: Award of RFP2021-4 – GIS Strategy Page 4
c)evaluating the City of Pickering’s current GIS environment against public sector
best practices;
d)establishing a unified GIS vision beneficial for all City departments; and
e)delivering a five year implementation and business plan.
2.3 Request for Proposal RFP2021-4 for a GIS Strategy was issued
On July 13, 2021, a notice of the RFP was placed on the City’s website. The RFP
closed on August 3, 2021, with 4 proposals being received.
2.4 Geographic Technologies Group is recommended for selection
The Evaluation Committee, consisting of staff from City Development and Information
Technology, reviewed the proposals against the criteria, as outlined in the RFP.
The Proponent that received the highest score was Geographic Technologies Group
(see Supply & Services Memorandum dated September 2, 2021, Attachment #1).
Geographic Technologies Group passed its reference review with outstanding
testimonials relating to the development of GIS Strategic Plans, listing multiple local
municipalities as clients. Geographic Technologies Group proposed a well-balanced
and experienced team with an appropriate mix of strategic and technical skills.
Geographic Technologies Group has submitted a signed copy of the City’s Health &
Safety Regulation form. The Certificate of Insurance is deemed acceptable to the
Division Head, Finance.
3.Recommendations
It is recommended that Geographic Technologies Group be awarded RFP2021-4 to
undertake the preparation of a GIS Strategy for the City of Pickering. It is further
recommended that the additional funds be approved to enable the consulting
assignment to be completed in one phase.
Attachment:
1.Supply & Services Memorandum dated September 2, 2021
Report PLN 37-21 September 27, 2021
Subject: Award of RFP2021-4 – GIS Strategy Page 5
Prepared By:
Original Signed By
Jill McMullen Supervisor, Geomatics
Original Signed By
Déan Jacobs, MCIP, RPP Manager, Policy & Geomatics
Approved/Endorsed By:
Original Signed By
Catherine Rose, MCIP, RPP Chief Planner
Original Signed By
Kyle Bentley, P. Eng. Director, City Development & CBO
Original Signed By
Dale Quaife Division Head, Information Technology
Original Signed By
Ray Rodrigues, CPPB
Manager, Supply & Services
Original Signed By
Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer
JM:CR:ld
Recommended for the consideration of Pickering City Council
Original Signed By
Marisa Carpino, M.A. Chief Administrative Officer
Attachment #1 to Report #PLN 37-21
Memo
September 2, 2021 To: Kyle Bentley
Director, City Development
From: Lisa Chang
Buyer, Supply & Services
Copy: Administrative Assistant, City Development
Manager, Supply & Services
Subject: Proposal No. RFP2021-4
GIS Strategy
Closing Date: August 3, 2021 at 12:00 noon
- File: F-5300-001
Further to memo dated August 5, 2021. Four proposals proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff from City Development, conducted
independent evaluations of the proposals. A summary of average scores is completed and a copy
is attached.
In accordance with Item 2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage
II and Stage III have been added together, the proponents have been ranked based on their total
scores, and may be selected to attend an interview in Stage IV. The Evaluation Committee has
confirmed that an Interview will not be required.
Geographic Technologies Group is the highest ranking proponent in the amount of $87,381
plus HST.
A budget of $75,000 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item
11 for additional instructions.
In accordance with Part B. Material Disclosures, Item 1, as a pre-condition of award, the
selected proponent, Geographic Technologies Group will be required to provide the
following documents for review:
(a)A copy of the City’s Health and Safety Policy form currently dated and signed;
(b)The City’s certificate of insurance or approved alternative form shall be completed by
the Proponent’s agent, broker or insurer.
Please advise if we are to proceed with this task.
In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the
Manager in accordance with procedures set out in Section 06 and funds are available in the
approved budget:
RFP2021-4
Page 2 of 2
(c) An award over $50,000 is subject to the additional approval of Council.
Please include the following items in your Report to Council:
1. if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if
required;
2. if Item (b) is acceptable to the Manager, Budgets & Internal Audit;
3. any past work experience with the highest ranking proponent Geographic Technologies
Group including work location;
4. the appropriate account number(s) to which this work is to be charged;
5. the budget amount(s) assigned thereto;
6. Treasurer’s confirmation of funding;
7. related departmental approvals; and
8. related comments specific to the project.
Upon receiving Council’s approval, an approved requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponents will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
LC