HomeMy WebLinkAboutPD 02-05REPORT TO
COUNCIL
Report Number: PD 02-05
Date: January 11,2005
From:
Neil Carroll
Director, Planning & Development
Subject:
Participation in Provincial GeoSmart Funding Program
Consultant Selection - Enterprise Geographic Information Project
Recommendation:
28.
2b.
38.
3b.
That Report PD 02-05 concerning the City's participation in the Provincial
GeoSmart Funding Program and Consultant Selection for Pickering's Enterprise
Geographic Information Project be REOEIVED;
That staff be AUTHORIZED to enter into a legal agreement with the Ministry of
Natural Resources under the GeoSmart Funding Program to develop and
implement an Enterprise Geographic Information Project at a total project value
not exceeding $750,000, including a GeoSmart grant of up to $375,000, City
funding up to $245,650, and 'in-kind' contributions up to $129,350;
That the City's total financial obligation to the Project (exclusive of 'in-kind'
contributions) not exceed $245,650 including 2004 budget approvals of $161,500
and a pre-budget approval for 2005 of $84,150;
That iPLANcorp be RETAINED to implement Pickering's Enterprise Geographic
Information Project;
That, in response to the City's RFP-04-2004, the proposal by iPLANcorp, dated
December 20, 2004, be APPROVED, with net costs of $9,931.20 for Phase One of
the Project and per diem rates for Phase Two of the Project as outlined in the
proposal;
That the appropriate officials of the City of Pickering be authorized to give effect
thereto.
Executive Summary: On August 4, 2003, the City submitted an application to the
Ministry of Natural Resources (MNR) for provincial funding under the GeoSmart
program. GeoSmart is an initiative led by the MNR and is intended to facilitate and
enhance Geographic Information Systems in Ontario communities. The goal of the
program is to stimulate economic growth through the efficient delivery of geographic
information using Internet-based technologies. GeoSmart provides funding up to
50 percent of a project's total eligible costs.
Report PD 02-05
Subject: Consultant Selection
Enterprise Geographic Information System
Date: January 11,2005
Page 2
On September 29, 2004, the Ministry of Natural Resources announced that Pickering had
been successful in securing funding of up to $375,000 through GeoSmart. Approval of the
funding is conditional upon certain conditions and legal requirements. In anticipation of
GeoSmart approval the City, in its approved 2004 budget, identified projects that were
expected to qualify under the funding program, totalling $161,500. These funds have been
carried over to 2005 and qualify for this project. Considering the City's success in securing
GeoSmart funding, it is now appropriate to seek Council's approval for the expenditure of
funds in addition to those approved in the 2004 budget. 'In-kind' contributions by the City
and private sector of up to $129,350, together with $84,150 from the City's 2005 budget will
provide the total funding. It is still Council's prerogative to proceed or not proceed with this
project.
In order to undertake a project under this program, the assistance of a consultant with
expertise in Geographic Information Systems (GIS) is necessary. A Request for
Proposal (RFP) was made available on December 3, 2004, to select a consultant to
assist the City with the implementation of an Enterprise GIS Project. It will be the
consultant's task to work with the City to develop a project scope document, finalize the
funding agreement with GeoSmart, and to implement the Corporate GIS project. A total
of five proposals were received by the closing date of December 20, 2004. Four
proposals were deemed complete (see Attachment #1).
A selection Committee comprised of City staff reviewed the proposals and scored them
using pre-established criteria outlined in the RFP. The Committee interviewed the top
two firms and evaluated their performance.
Based on a combined evaluation exercise, the Committee recommends that iPLANcorp
be retained to undertake the Pickering Enterprise Geographic Information Project.
Financial Implications:
Phase One
RFP-4-2004
Disbursements
Contingency
G.S.T.
Total Purchase Cost
G.S.T. Rebate
Net Purchase Cost
$ 8,276.00
827.6O (10%)
827.6O (10%)
695.18
10,626.38
(695.18)
$ 9,931.20
Phase Two
RFP-4-2004
Specific deliverables and costs to be determined through Project Scope Document
developed in Phase One, but will not exceed the amount stated in this report.
Date: January 11 2005
,
Report PD 02-05
Subject: Consultant Selection
Enterprise Geographic Information System
Page 3
Total Project
Total City financial obligation not to exceed
Total Project Value not to exceed
$245,650.00
$75O,OOO.OO
Source of Funds (see Attachment #2)
City 2004 - Approved - carried forward to 2005
City 2005 - Proposed
Ministry of Natural Resources - GeoSmart
Sub Total Cash Expenditures
up to
$161,500.00
84,150.00
375,000.00
$620,650.00
'In-Kind' contribution by City and private sector (minimum 20%) up to $129,350.00
Total Project Value
upto $750,000.00
Background: On August 4, 2003, the City submitted an application for provincial
funding under the GeoSmart program. GeoSmart is a $32 million SuperBuild initiative
led by the Ministry of Natural Resources (MNR) and is intended to facilitate and
enhance Geographic Information Systems in Ontario communities. GeoSmart provides
funding up to 50 percent of a project's total eligible costs, generally not exceeding
$500,000 per project. Projects will focus on accessing information and implementing
technologies to address a variety of business needs including economic development,
land use planning, and asset management and emergency services.
The City's initial project submission required total funding of $1,075,000 including
$499,000 from the Province (GeoSmart), $300,000 from the City, and the remainder in
the form of vendor discounts and 'in-kind' contributions including staff time. The key
project deliverables as identified in the Application for Funding submission included
developing a GIS strategic plan, installing hardware and software, creating and enhancing
data and databases, and implementing various mapping and data applications. A
majority of the work involves the use of consultants, as required by GeoSmart.
The majority of the City's financial contribution to the project was approved in the 2004
capital and current budgets, while awaiting approvals from the MNR. Council approved
funds totalling $161,500 from accounts in the Information Technology Section and
Planning & Development Department budgets. These funds have been carried over to
2005 to allow implementation of the project in 2005 and 2006.
On September 29, 2004, the City received confirmation of funding approval from
MNR to a maximum of $375,000, subject to a series of conditions as identified by the
GeoSmart Advisory Panel. The reduction in approved funds from GeoSmart requires
the City to reassess the key deliverables of the project. Although we still expect to
accomplish the majority of deliverables outlined in the initial funding submission, the
final Project Scope remains to be determined through further review by the City and its
consultant over the next two months. To qualify for GeoSmart funding, a final legal
agreement must be secured with MNR by March 31,2005.
Report PD 02-05
Subject: Consultant Selection
Enterprise Geographic Information System
Date:
January 11,2005
Page 4
The Enterprise GIS project involves two phases, the first being the development of a
Project Scope, and the second being project implementation. Retention of a consultant
specializing in GIS is necessary to assist City staff in the development of the Project
Scope, finalize the funding agreement with GeoSmart, and to implement the Corporate
GIS project. The Project Scope document will outline project deliverables, timelines,
milestones and costs. Anticipated deliverables to be identified in the Phase One
Project Scope include:
· the creation and enhancement of databases for survey documents, storm
sewers, street lighting, fire hydrants, sidewalks and corporate addresses;
· using orthophotography, creation and enhancement of databases for building
roof prints, drainage and bodies of water, trails, parks, and parking lots;
· software applications, including ArclMS (web based mapping tool), letter of credit
control module, letter of compliance module;
· staff training on the methodologies used in data creation and maintenance; and,
· Phase Two implementation costs.
Phase Two involves implementation of the deliverables identified in the Project Scope
document. The extent of consultant involvement in Phase Two will be determined
through the Phase One Project Scope exercise.
RFP for Consulting Assistance
A staff Committee was formed to create an RFP for consulting assistance and
undertake consultant selection, consisting of:
G.A. Paterson - Director, Corporate Services & Treasurer
Nell Carroll- Director, Planning & Development
Jon Storms - Manager, Information Technology
lan Bishop - Supervisor, Information & Support Services
Bob Kuzma - Purchasing Analyst
A Request for Proposal was made available on December 3, 2004, to select a consultant
to assist the City of Pickering with the implementation of an Enterprise GIS Project. The
City distributed 16 requests for proposals to geomatics consultants with five returned by
the closing date of December 20, 2004. Four proposals were deemed complete. To
ensure a fair review, proposals were evaluated according to pre-determined criteria.
Date: January 11,2005
Report PD 02-05
Subject: Consultant Selection
Enterprise Geographic Information System
Page 5
The selection Committee met on December 22, 2004, to evaluate the proposals and to
select firms for interview. A point formula approach was used to score the proposals on
an evaluation criteria matrix. Each member of the selection Committee scored each
proposal according to the criteria headings described below:
· overall quality of the Proposal;
· bidder's qualifications and expertise;
· clear demonstration of GIS experience working with a multi-disciplined team;
· bidder's past record (based on similar projects);
· identification of key issues and understanding of the project;
· approaches and methods for completing project scope document;
· consulting fees for Phase One, and per diem rates for Phase Two;
· work program and timetable;
· general knowledge of the City of Pickering (past, present and future); and,
· value-added services offered.
The Committee interviewed the top two firms and evaluated their performance. Based
on a combined evaluation exercise, the Committee recommends that iPLANcorp be
retained to undertake the Pickering Enterprise Geographic Information Project.
The RFP submission and presentation by iPLANcorp reflected a strong understanding
of the City's project and the GeoSmart program, iPLANcorp has successfully
implemented projects of similar scope for the Municipality of Clarington and the City of
Greater Sudbury. iPLANcorp was ranked highest by the Committee in both elements of
the evaluation, was the lowest bidder for Phase One, and had competitive per diem
rates for Phase Two.
Funding
The total upset limit of the City's cash financial commitment to Phase One and
Phase Two is $245,650. This will include $161,500 already approved in previous City
budgets, and $84,150 additional funds as a pre-budget approval for 2005. The maximum
GeoSmart funding commitment is $375,000. In order to maximize the benefits of the
GeoSmart grant there may be need for flexibility in how specific City approved and
proposed funds are allocated within the project. The total project value will not exceed
$750,000 and will be a combination of City cash funds, GeoSmart cash funds, vendor
discounts, and 'in-kind' contributions including consultant and City staff time.
Report PD 02-05
Subject: Consultant Selection
Enterprise Geographic Information System
Date:
January 11,2005
Page 6
°9
Attachments:
1. Supply & Services Memo (dated December 22, 2004)
2. Source of Funds
Prepared By:
lan~
Supervisor, In'formation & Support Services
Endorsed By:
Neil Carro~/
Director, Pla-'tTh-'Tng & Development
Gillis Paterson
Director, Corporate Services & Treasurer
~¢~MMan Storms
nager, Information Technology
asing Ar~lyst
lB:Id
Attachments
Copy: Chief Administrative Officer
(Acting) Chief Administrative Officer
Recommended for the consideration of
Pickering City C~ 'OU~r '~~ "
/
--~ / ' ".../,, ~ II
-ThE'r~"~ ~~ef Admi~
ATTACHMENTt / TO
REPORT f PI) 02~05
CORPORATE SERVICES DEPARTMENT
MEMORANDUM
Date:
To:
December 22, 2004
Neil Carroll
Director, Planning & Development
G.A. Paterson
Director, Corporate Services & Treasurer
Jon Storms
Manager, Information Technology
lan Bishop
Supervisor, Information & Support Services
From: Bob Kuzma
Purchasing Analyst
Subject:
Request for Proposal - Pickering Enterprise GIS Implementation Project
No. RFP-4-2004
Terms of reference for the above request for proposals were provided to six (6)
consulting firms. An advertisement was placed on the City's website on December 6,
2004 and the Community Page on December 15, 2004, which resulted in the request
for a copy of the Terms of Reference from an additional nine (9) firms, for a total of
fifteen (15).
Five (5) proposals have been received by the deadline of 12:00 noon Monday,
December 20, 2004. A preliminary compliance checklist and pricing summary is as
follows:
Item 6.1
Item 6.2
Item 6.3
Item 6.4
Item 6.5
Item 6.6
Item 6.7
Item 6.8
Item
Item
- Executive Summary of the Proposal
- Introduction
- General knowledge of the City of Pickering (past, present and future)
- Understanding of the Project
- Approach to the Project
- Company Qualifications
- Company Credentials
- Work Program
6.9 - Project Team
6.10 - Pricing
RFP - 4 - 2004
RF. PO~ e PO ~2
December 22, 2004
Page 2
L;om 3uance L;necKIIS[
Consulting Firm 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 6.9 6.10
MTi
ESRI
eSOLUTIONS
Sierra · · · · ·
IPLAN
Pricing Summary
Consulting Firm Phase t Staff Per Diem Rates - Phase 2
MTi $69,550.00 $1,000 $800 $640
eSOLUTIONS $30,338.78 $880 $824 $608 $512
Sierra Solutions $14,000 $1,400 $990 $950 $930
IPLAN $8,276 $1,050 $768 $704 $320
ESRI Canada* Not considered
*The proposal submitted by ESRI Canada, contravenes Terms of Reference,
Information to Bidders Item 2.11, as their total document was marked
confidential. In accordance with Terms of Reference, Section 8, Item 8.4 states:
Submissions are to conform to the Terms of Reference set out herein.
Submissions failing to do so will not be considered.
To have submittals available as soon as possible to provide the Selection
Committee an optimum amount of time for evaluation, the summary is brief to
introduce proposals into the evaluation phase. A more subjective review is
envisioned when the Selection Committee becomes involved. Should any
information appear missing during the evaluation phase, please contact me as soon
as possible.
A Selection Committee meeting has been arranged for Wednesday, December 22,
2004 at 2:15 PM to review the submissions and evaluation criteria. One copy of
each proposal is being provided directly to each member of the Selection
Committee with a copy of this memorandum. The evaluation form will be reviewed
and committee member will be requested to review the submissions and complete
the evaluation forms.
A second meeting has been scheduled for Tuesday, January 4, 2005 at 2:00 PM to
review the evaluation forms and schedule vendor interviews during the week of
January 4 to 7, 2005, if necessary.
If you requ. i.r.e further information or assistance, please feel free to contact me.
Bf Kuz~a '- )//y
Purchasing Analyst
3£
REPORT i~ PO
Source of Funds:
2004 - Approved - Carried forward to 2005
Capital/
Project Code Description Amount Current
I.T. 04-2196-001-01 AutoCAD Software Upgrades $7,000 Capital
I.T. 04-2196-002-05 AutoCAD Workstations $16,500 Capital
I.T. 04-2196-00207 MP&E- Plotter $19,000 Capital
I.T. 04-2196-004-06 P&D - Phase 1 - ArclMS $55,000 Capital
I.T. 04-2196-004-12 MP&E - Forest Management Sys. $6,000 Capital
I.T. 04-2196-004-13 MP&E - Traffic Analysis $9,000 Capital
I.T. 04-2196-004-22 MP&E- ESRI ArcVIEW Licences $12,000 Capital
I.T. 04-2196-2396 AMANDA Version Upgrade $12,000 Current
P&D 2611-2392 GeoSmart - Technical Assistance $15,000 Current
P&D 2126-2392 AMANDA System Consulting $10,000 Current
Total $161,500
2005 - Proposed
Capital/
Project Code Description Amount Current
I.T. 05-2196-001-04 AutoCAD Software Upgrades $10,500 Capital
I.T. 05-2196-004-06 MP&E- AutoCAD Licence $5,000 Capital
I.T. 05-2196-004-15 P&D - Phase 2 - ArclMS $26,000 Capital
I.T. 05-2196-004-17 MP&E - ESRI ArcVIEW Licences $8,900 Capital
I.T. 05-2196-004-23 Large Bed Scanner $23,750 Capital
2126-2392 AMANDA System Consulting $10,000 Current
Total $84,150
*All items are paid for from current funds
Ministry of Natural Resources - GeoSmart
Descri pti on Amount Sou rce
Financial assistance Up to $375,000