CITY OF KINGSTON REPORT TO COUNCIL. Report No.:

Transcription

1 CITY OF KINGSTON REPORT TO COUNCIL Report No.: TO: FROM: RESOURCE STAFF: Mayor and Members of Council Lanie Hurdle, Commissioner of Community Services Adèle Lafrance, Director, Community and Family Services DATE OF MEETING: SUBJECT: Award of RFP No. F31-CS-CFS Appointment Scheduling and Resource Management Solution System EXECUTIVE SUMMARY: The purpose of this report is to seek Council approval to award the contract to implement and support the appointment scheduling and resource management solution at Community and Family Services and Housing Departments (CFS/HD). Council approval is required as staff only received two bid submissions. An evaluation committee was struck to review and determine the best overall submission based on the criteria included in the Request for Proposal (RFP). The evaluation team consisted of two staff members from the IS&T Department and one from CFS/HD. Demonstrations were given by each proponent to allow users to experience how each potential product could meet their requirements and to provide survey feedback based on their personal sense of fit for use and ease of use. The RFP scoring was based on five critical components that were evaluated and scored. Q-nomy, the lowest bidder, received the highest ranking and was favored by end users based on survey submissions. According to the Purchasing By-Law No , City Council approval is required to award a contract for which there were only two (2) bids received. RECOMMENDATION: THAT RFP No. F31-CS-CFS Appointment Scheduling and Resource Management Solution System be awarded to Q-Nomy for a total of $116,460, excluding HST, to implement and support an appointment scheduling and resource management solution system; and Council Meeting 13 57

2 - Page 2 - THAT the Mayor and City Clerk to authorized to enter into an agreement with Q-Nomy in a form that is satisfactory to the Director of Legal Services; and THAT up to $79,060 plus HST be funded from the Community and Family Services capital budget for the one-time capital purchase of Q-Nomy, including installation, training and integration with corporate solution; and THAT up to $37,400 for 110 operating licenses including year one maintenance be funded from Community and Family Services and Housing Department s 2013 operating budgets based on the number of users per department; and THAT annual maintenance expenses for year two and onwards estimated at $11,394 be included in future Community and Family Services and Housing Department operating budgets. Council Meeting 13 58

3 - Page 3 - AUTHORIZING SIGNATURES: Lanie Hurdle, Commissioner, Community Services Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Denis Leger, Transportation, Properties & Emergency Services Jim Keech, President and CEO, Utilities Kingston ( indicates consultation not required) Council Meeting 13 59

4 - Page 4 - OPTIONS/DISCUSSION: With over 18,000 scheduled client visits per year at Community and Family Services and Housing Departments (CFS/HD), effective and efficient appointment scheduling is essential to the successful delivery of social services. Current scheduling capabilities consist of a patchwork of methods and tools which cannot sustain current demands, introduce service delivery risks and result in operational inefficiencies. The introduction of this new system will not only address these issues, but will enable future additional customer service improvements, such as automated appointment reminders to clients and reducing no shows. Staff researched a variety of appointment scheduling and resource management solutions to understand what would best suit the needs of CFS/HD. It was determined that a specific Request for Proposal (RFP) for this work was the most comprehensive process for selection. An RFP to implement and support an appointment scheduling and resource management solution at the CFS/HD closed on March 6, Two proposals were received and evaluated. The following table provides a breakdown of the criteria and weight applied in the evaluation of proposals. Company and Key Personnel Experience & Client References 25% Solution, Product Offering & Fit 30% Pricing (Detailed Costs and Related Fees) 30% Technical & Architecture 10% Ontarians with Disabilities Act, % TOTAL 100% The submissions were reviewed and the overall scoring is noted in the table below: Ranking Proponent Evaluation Score (out of 100) Cost including 1 st Year Licenses & Maintenance Year 2 and Ongoing Annual Costs 1 Q-nomy 97.3 $116,460 $11,394 per year 2 Athena Software 77.6 $146,050 $25,300 per year The overall proposal submitted by Q-nomy, the lowest bidder, met or exceeded the requirements listed in the RFP with optional components that could be used to provide more efficient and effective customer service. Council Meeting 13 60

5 - Page 5 - Staff is therefore recommending that Q-nomy be awarded the contract to implement and support an appointment scheduling and resource management solution according to the specifications contained within the RFP and which has been budgeted for in the Community and Family Services Department capital budget. EXISTING POLICY/BY LAW: By-Law A By-Law to Establish Purchasing Policies and Procedures NOTICE PROVISIONS: N/A ACCESSIBILITY CONSIDERATIONS: This report is available in an alternative format upon request. FINANCIAL CONSIDERATIONS: Community and Family Services Department has $80,000 available in the approved capital budget for the purchase of an electronic scheduler. The capital cost for all components of Q- Nomy, excluding user licenses and first year maintenance, is $79,060 plus HST. The net capital cost after municipal HST rebates is $80,451. User licenses and first year maintenance of up to $37,400 will be allocated to Community and Family Services, and Housing Department s operating budget based on the number of users per Department. Provincial cost share will be available at 50% for both Ontario Works and Childcare s proportion of the licenses. Provincial cost share revenue is estimated at $17,000 for approximately 100 of the 110 user licenses. Annual maintenance costs after year one are estimated at $11,394 and will be allocated to CFS/HD s operating budgets. Community and Family Services Department is eligible to cost share their portion of annual maintenance costs with the Province, currently at 50% of the cost. CONTACTS: Lanie Hurdle, Commissioner, Community Services Ext Adèle Lafrance, Director, Community and Family Services Dept Ext OTHER CITY OF KINGSTON STAFF CONSULTED: Michael Lanigan, Supervisor, Ontario Works, Community and Family Services Department Katie Clarke, Manager, Community and Family Services Department Stephen Skinner, Manager, Corporate, Integration, Information Systems Stewart Waldron, Systems Analyst, IS&T Kathryn O Keefe, Systems Analyst, IS&T Hal Linscott, Director, Legal Services & City Solicitor Steve Dickey, Deputy Treasurer, Financial Services EXHIBITS ATTACHED: N/A Council Meeting 13 61