TAMRMS#: B06
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Infor Public Sector Software Support for 2020
Presented by: Gordon Coulman, Senior Manager of Information Technology, Strategic Services & Information Technology Department
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RECOMMENDATION(S)
recommendation
That the annual licensing, support, and maintenance for the City’s work order and asset management software contract be awarded to Infor Canada, Ltd. in the amount of $106,995.22 plus GST.
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PURPOSE OF REPORT
This contract will provide annual software support services for the Infor Public Sector (IPS) software suite. The IPS software is used for tracking assets including facilities, plant, parks, sewer, storm, water, and for managing Public Works inquiries and work orders.
This purchase requires Council approval because it is a sole-source purchase above the Chief Administrative Officer’s $100,000 approval limit.
The funds for this software support are included within the 2020 operating budget.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
N/A
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
City Assets Management (maintenance of assets)
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
City Council Policy C-CAO-01 Chief Administrative Officer Delegations, Section 5, Financial Conditions and Activities ($100,000 sole-source limit).
Council Policy C-CAO-01 Chief Administrative Officer Delegations
Section 5: Financial Conditions and Activities:
The Chief Administrative Officer may:
c.iv Approve and execute sole-source contracts, not related to the acquisition or disposition of land or an estate or interest in land, provided that the expenditure or fixed revenue of each sole source contract does not exceed $100,000.
BACKGROUND AND DISCUSSION
This contract will provide annual software support services for the Infor Public Sector (IPS) software suite. The IPS software is used for tracking assets including facilities, plant, parks, sewer, storm, water, and for managing Public Works inquiries and work orders.
This procurement has proceeded in accordance with the City’s Purchasing Policy for sole source purchases. The City’s Purchasing Directive A-PUR-01 (section 3, para c.) permits the City to sole source goods and services without employing an internal competitive bid process to be used where an “proprietary compatibility with existing equipment, systems, or services” is a requirement. In this instance, support and the right to use the latest version of this software is only available from the Original Equipment Manufacturer (OEM).
A quote was provided from Infor Public Sector (attached). It is recommended that the contract for the provision of the annual support and maintenance of the City’s work order and asset management software be awarded to Infor Canada LTD. in the amount of $106,995.22 plus GST.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
N/A.
IMPLICATIONS OF RECOMMENDATION(S)
Approved capital project 419506 will enable the City to transition away from Infor Public Sector to a software system will lower support costs and improved capability. During 2019 research and invitation to tender documents were created and the project will be tendered and implemented during 2020.
Financial:
The funds for this project are provided within the 2020 notional budget.
Legal / Risk:
This procurement has proceeded in accordance with the City’s Purchasing Policy for sole source purchases.
Program or Service:
The IPS software has a direct effect upon the delivery of asset management and maintenance services to many asset classes.
Organizational:
None at this time.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
If Council does not wish to support the recommendation, the following alternatives could be considered:
Alternative 1. Do nothing. Administration would not have support services and ongoing software licensing for the IPS software until the new system was selected and implemented. The maintenance of City assets and direct services to residents would be affected.
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Report Date: December 16, 2019
Author: Gordon Coulman
Department: Strategic Services & Information Technology Department
Deputy Chief Administrative Officer: Kerry Hilts
Chief Administrative Officer: Kevin Scoble