HomeMy WebLinkAboutCLK 04-17 C4 O Report to
PiCKERiNG Council
Report Number: CLK 04-17
Date: June 12, 2017
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Request for Proposal - Internet/Telephone Voting for the 2018 Municipal Election
- No. RFP-5-2017
- File: A-2000
Recommendation:
1. That Report CLK 04-17 regarding Internet/Telephone Voting Vendor selection for the 2018
Municipal Election, be received;
2. That Proposal RFP-5-2017 submitted by Dominion Voting Systems in the amount of
$175,704.42 (HST included) to provide Internet/Telephone Voting for the 2018 Municipal
Election be accepted; and
3. That the appropriate City of Pickering officials be authorized to take the necessary actions as
indicated in this report.
Executive Summary: On May 4, 2017, the City of Pickering issued an RFP for
Internet/Telephone Voting for the 2018 Municipal Election. Request for Proposal No. RFP-5-2017
was posted on the City's website and four proposals were received by the closing date and time.
Dominion Voting Systems is the top ranked proponent.
Financial Implications: The financial payment for this cost is due in 2018. The 2018 budget for
the elections cost centre will include this expenditure item. Election costs are financed by a
transfer from the Election Reserve.
Discussion: On March 13th, Council approved Report CLK 03-17, which directed the City Clerk to
implement an Internet/Telephone Voting System for the 2018 Municipal Election. On May 4, 2017,
RFP-5-2017 was issued, and four proposals were received. An Evaluation Committee consisting
of Clerks staff met on May 24, 2017 and each Committee member evaluated the proposals based
on the rated criteria. A combined average score for each proposal was determined of the
evaluation process and the top ranked proponent is Dominion Voting Systems. References
provided by Dominion Voting Systems have been checked and are deemed acceptable. The
signed Health & Safety Regulation Form and a current WSIB Clearance Certificate issued by
Workplace Safety and Insurance Board is submitted by Dominion Voting Systems. The Certificate
of Insurance has been reviewed by the Manager, Budgets & Internal Audit and is deemed
acceptable.
Report CLK 04-17 June 12, 2017
Subject: 2018 Municipal Election Page 2
Upon careful examination of all proposals and relevant documents received, the Legislative
Services Division recommends the acceptance of Proposal RFP-5-2017 submitted by Dominion
Voting Systems in the amount of$175,704.42.
Attachments:
1. Supply & Services Memorandum dated May 23, 2017.
2. Supply & Services Memorandum dated May 31, 2017.
Prepared By: Approved/Endorsed By:
aV
,0w (
Lisa Harker, MPA Debbie Shields
Deputy Clerk City Clerk
Approved/Endorsed By:
era A. elgemacher
CSCMP, CPPO, CPPB, CPM, CMM III
Manager, Supply & Services
Approved/Endorsed By:
Stan Karwowski, MBA, CPA, CMA - -
Director, Finance & Treasurer
Ap• • ed/Endorsed By:
Paul igi i
Dire itor, Corporate Services & City Solicitor
LH
CORP0227-07/01 revised
Report CLK 04-17 June 12, 2017
Subject: 2018 Municipal Election Page 3
Recommended for the consideration
of Pickering City Council
oyeed,
de,„te 2, 20/7
Tony Prevedel, P.Eng.
Chief Administrative Officer
•
CORP0227-07/01 revised
PICKERING
Memo
To: Paul Bigioni May 23, 2017
Director, Corporate Services & City Solicitor
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Legal & Legislative Services Assistant
Supervisor, Supply & Services
Subject: Proposal No. RFP-5-2017
Internet &Telephone Voting for the 2018 Municipal Election
Closing Date: May 18, 2017
- File: F-5300-001
Terms of Reference for Internet & Telephone Voting for the 2018 Municipal Election was
advertised on the City's website on May 4, 2017. Four companies have submitted a proposal.
Stage I — Mandatory Submission Requirements — determines which submissions satisfy all the
mandatory submission requirements and provides Respondents the opportunity to rectify
deficiencies. One Respondent rectified deficiencies in their submission within the rectification
period. Four proposals proceed to Stage II — Evaluation. Each member of the evaluation
committee shall independently review and score the submissions on the basis of the rated criteria
outlined in Terms of Reference, Part 2, Item D — Rated Criteria - and sign the evaluation form.
Proposals are attached for evaluation along with the evaluation criteria included in the RFP
document. Each member of the evaluation committee shall independently review and score the
submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D —
Rated Criteria and sign the evaluation form.
Attachments:
1. Stage I —Evaluation of Submission Requirements
2. Evaluation Form
3. Copy of the Terms of Reference
4. Pricing Evaluation
5. Copy of the proposals received
Evaluation committee members shall forward the completed evaluation forms to Ray Rodrigues. In
accordance with Purchasing Procedures 14.02 Item 17, committee members' scores for each
Respondent will be totaled to establish an average score. A summary of average scores will be
prepared by Supply & Services for review and discussion at a meeting set up for the evaluation
committee, if required.
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the
co tract has been awarded.
If y require further information, please contact me, or a member of Supply&Services.
C-4
VAF
Attachments (5)
PICKERIN Memo
To: Paul Bigioni May 31, 2017
Director, Corporate Services & City Solicitor
From: Vera A. Felgemacher
Manager, Supply & Services
Copy: Legal & Legislative.Services Assistant
Supervisor, Supply &Services
Subject: Proposal No. RFP-5-2017
Request for Proposal for Internet &Telephone Voting for 2018 Municipal Election
Closing Date: May 18, 2017
File: F-5300-001
Further to the memo dated May 23, 2017.
Four(4) proposals contained the mandatory requirements for Stage 1 Evaluation, and proceeded
to Stage II. The Evaluation Committee consisting of City Staff from Corporate Services conducted
independent evaluations of the proposals. A combined average score for the proposal was
completed and a copy of the approved final consensus spreadsheet is attached.
A summary of the submitted pricing (excluding HST) and points awarded for the proposal is
attached.
Dominion Voting Systems is the top ranked proponent. The total estimated cost to provide this
service is $155,490.64 plus HST:
A budget of$150,000 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.
Pursuant to Information to Appendix D, Item B, the following documentation will be requested of
Dominion Voting Systems for your review during the evaluation stage of this proposal call.
Please advise if Supply & Services is to proceed with collecting the following documentation:
(a) The City's Health & Safety Policy Acknowledgement form currently dated and signed;
(b) A copy of the current Certificate of Clearance issued by Workplace Safety& Insurance •
Board; and
(c) A certificate of insurance completed by the Proponent's agent, broker or insurer.
.. j
In accordance with Purchas1.., Policy Item 06.04, the authority for Li le dollar limit as set out
below excludes HST.
As such, 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;
(c) An award over$50,000 is subject to the additional approval of Council.
Please include the following items in your report:
1. if Items (a) through (b) noted above are acceptable to the Co-ordinator, Health &Safety or
designate;
2. if Item (c) is acceptable to the Manager, Budgets & Internal Audit;
3. the appropriate account number(s) to which this work is to be charged;
4. the budget amount(s) assigned thereto;
5. Treasurer's confirmation of funding;
6. related departmental approvals; and
7. related comments specific to the project. •
After receiving Council's approval, an approved "on-line" requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponent will be advised
of the outcome in due course. An award notice will be placed on the City's website upon
receipt of all required approvals.
If yo I require further information, please feel free to contact me or a member of Supply &
Sery es.
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VAF/rr •
attachments (2)
•
Request for Proposal No. RFP-5-2017
Internet &Telephone Voting for Page 2 of 2
2018 Municipal Election