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Home My WebLink AboutIT 03-25Report to Council Report Number: IT 03-25 Date: November 24, 2025 From: Paul Bigioni Director, Corporate Services & City Solicitor Subject: Consulting Services for the Comprehensive Assessment of Software Platforms AMANDA and PRISM RFP2025-15 File: A-3700 Recommendation: 1.That the proposal submitted by Perry Group Consulting Ltd. in response to RFP2025-15 for consulting services to conduct a comprehensive assessment of the current functionality of the City’s AMANDA and PRISM software platforms, in the amount of $71,843.00 (net HST) or $79,778.00 (HST included) be accepted; 2.That the total gross project cost of $79,778.00 (HST included) and the total net project cost of $71,843.00 (net HST) be approved; 3.That the Director, Finance & Treasurer be authorized to finance the total net project cost of $71,843.00 from the previously approved 2025 Current Budget 10110.502230 (Cost Centre); 4.That the Director, Corporate Services & City Solicitor be authorized to execute the Form of Agreement with the above mentioned consultant pursuant to Request for Proposal No. RFP2025-15; and, 5.That the appropriate officials of City of Pickering officials be authorized to take the actions necessary to implement the recommendations in this report. Executive Summary: The purpose of this report is to obtain approval to award Request for Proposal RFP2025-15 to Perry Group Consulting Ltd. for consulting services for a comprehensive assessment of the City’s AMANDA and PRISM software systems Request for Proposal No. RFP2025-15 was advertised on the City’s bids&tenders portal on August 11, 2025, and closed on September 3, 2025. The Evaluation Committee, consisting of staff from the Corporate Services Department, IT Division, and City Development Department reviewed and evaluated the proposals based on criteria outlined in the RFP document, including each proponent’s experience and qualifications, similar or related projects, understanding of the project and cost. The selected vendor will bring proven expertise in evaluating municipal software platforms and customer portals. Their scope will include a thorough review of AMANDA and PRISM’s current functionality, alignment with corporate priorities, and readiness to meet future workflow and IT 03-25 November 24, 2025 Page 2 technology needs. The assessment will address scalability, integration capabilities, and the potential for replacing these platforms with modern solutions successfully utilized by other Canadian municipalities. Key components of the assessment include: •Best Practices Review: Benchmarking against other municipalities and industry standards to inform future growth and modernization. •Gap Analysis: Identifying unmet corporate needs, technical gaps, feature utilization, and integration issues with other City systems. •User Experience & Adoption: Evaluating training, support, ease of use, and collecting feedback from end-users. •Governance & Compliance: Ensuring clear ownership, regulatory compliance, and alignment with the Municipal Freedom of Information and Protection of Privacy Act. •Change Management & Future Needs: Assessing scalability, roadmap alignment, and cost-benefit analysis for long-term sustainability. •Marketing & Competitive Assessment: Analyzing the competitive landscape, conducting a SWOT analysis, and providing strategic recommendations for market positioning. •Functional & Technical Assessment: Reviewing core features, customization, integration, reporting, performance, architecture, and disaster recovery capabilities. •Security & Compliance Assessment: Evaluating information security, access controls, audit trails, vulnerability management, and regulatory certifications. •Cost Benefit & Vendor Assessment: Assessing total cost of ownership, ROI, scalability costs, vendor expertise, and credibility. •User Feedback & Corporate Priority Alignment: Measuring user satisfaction, adoption rates, training needs, and strategic fit with the City’s digital transformation goals. •Risk Assessment & Benchmarking: Identifying operational risks, vendor dependency, resource support, and comparing AMANDA against industry benchmarks. •Support Options & Automation: Exploring managed services, consulting partners, automation opportunities, and self-service tools for end-users. •Long-Term Strategy: Evaluating platform modernization, support for digital transformation, growth, and integration with other corporate systems such as GIS and Dynamics 365. This assessment is essential to ensure the City’s technology platforms remain secure, efficient, and aligned with long-term strategic priorities, enhancing municipal service delivery and resident experience. Relationship to the Pickering Strategic Plan: The recommendations in this report respond to the Pickering Strategic Plan Priorities of Champion Economic Leadership & Innovation; and Advance Innovation & Responsible Planning to Support a Connected, Well-Serviced Community. IT 03-25 November 24, 2025 Page 3 Financial Implications: The recommended proposal from Perry Group Consulting Ltd. was within the approved $98,000.00 (10110. 502230) in the 2025 Building Services, City Development Current Budget. 1. RFP Amount RFP 2025-15 HST (13%) $70,600.00 9,178.00 Total Gross Project Amount $79,778.00 2. Estimated Project Costing Summary RFP 2025-15 HST (13%) $70,600.00 9,178.00 Total Gross Project Amount HST Rebate (11.24%) $79,778.00 (7,935.00) Total Net Project Costs $71,843.00 3. Approved Source of Funds – City Development Approved Code Source of Funds Approved Budget Funds Required 10110.502230 Building Service, City Development Operational Budget $98,000.00 $71,843.00 Project Cost under (over) approved funds by $26,157.00 IT 03-25 November 24, 2025 Page 4 Discussion: The purpose of this report is to obtain approval to award Request for Proposal RFP2025-15 to Perry Group Consulting Ltd. for consulting services for a comprehensive assessment of the City’s platforms, AMANDA and PRISM. The City of Pickering requires a comprehensive assessment to determine how effectively these platforms support corporate priorities, innovation and responsible planning to support a connected, well-serviced community, championing economic leadership and innovation, and fostering an engaged and informed community. The City currently utilizes the AMANDA and PRISM platforms to manage core municipal functions, including planning, permitting, licensing, property management, and customer service delivery. As the City’s operational and digital needs evolve, it is essential to ensure these systems continue to meet current and future requirements. The selected vendor will assess the performance, scalability, integration capability, and overall suitability of these platforms, as well as explore potential replacement options that align with modern technology standards and the City’s long-term digital transformation goals. This assessment will evaluate how well AMANDA and PRISM meet operational needs, identify gaps in functionality, and assess opportunities to enhance efficiency, service delivery, and accessibility for both staff and residents. The results of this assessment will be: •Background Review Report — A comprehensive report summarizing the current state of AMANDA and PRISM, including findings from stakeholder engagement and a review of best practices from other municipalities. •Key Findings and Recommendation Report — A detailed report outlining system strengths, weaknesses, and actionable recommendations, including financial implications and modernization options. •Marketing and Competitive Assessment — An analysis of competing ERP and portal solutions, including a SWOT assessment, to inform the City’s strategic direction. •Long-Term Strategy and Future Alignment — Recommendations regarding modernization, automation, and integration with other City platforms and systems such as GSI, CORE, SAP and Microsoft Dynamics 365 to ensure continued scalability and support for digital transformation. By undertaking this assessment, the City will be positioned to make informed decisions regarding the future of its AMANDA and PRISM systems. The findings will guide investments in digital infrastructure, ensuring technology platforms are secure, efficient, and aligned with the City’s strategic vision and commitment to service excellence. Request for Proposal No. RFP2025-15 was advertised on the City’s bids&tenders portal on August 11, 2025, and closed on September 3, 2025. The Evaluation Committee, consisting of staff from IT and City Development reviewed and evaluated the proposals based on criteria outlined in the RFP document, including each proponent’s experience and qualifications, similar or related projects, understanding of the project and cost. IT 03-25 November 24, 2025 Page 5 All required pre-conditions of award have been received, reviewed and approved. Top ranked proposal submitted by Perry Group Consulting Ltd., in the amount of $71,843.00 (net HST) or $79,778.00 (HST included), is recommended for approval. The total gross project cost is estimated to be $79,778.00, and the total net project cost is estimated at $71,843.00 (net HST). Attachment: 1.None Prepared By: Approved/Endorsed By: Anthony Jagdeo Paul Bigioni Senior Project Manager, Digital Services Director, Corporate Services & City Solicitor Kyle Bentley Director, City Development & CBO Cathy Bazinet, CPPB, INGP-CPP Manager, Procurement Stan Karwowski, MBA, CPA, CMA Director, Finance & Treasurer AJ:ks Recommended for the consideration of Pickering City Council Marisa Carpino, M.A. Chief Administrative Officer Original Signed By:Original Signed By: Original Signed By: Original Signed By: Original Signed By: Original Signed By: