- That the report entitled “Award of Proposal 054-R-20, Implementation and Support of Lucity Enterprise Asset Management (EAM) Solution and the Lucity EAM Software” be received; and,
- That the contract 054-R-20 be awarded to the highest ranked/lowest priced bidder, CentralSquare Canada Software for $992,083.68 ($827,232.48 + $164,851.20) inclusive of HST for the implementation and training, $827,232.48 and software license, $164,851.20; and,
- That a contingency in the amount of $24,707.52 inclusive of HST be established to cover any additional project costs be approved, and that authorization be granted to approve expenditures of this contingency amount up to the specified limit in accordance with the Expenditure Control Policy; and,
- That the capital costs of implementation, training, software licenses and contingency be funded from capital project account 400-101-5399-18077, with an available budget of $1,016,791.20; and,
- That the contract for ongoing support and software maintenance for 10 years be awarded to CentralSquare Canada Software in the amount of $922,574.85 ($406,622.80 + $515,952.05) inclusive of HST, to be funded from 400-400-5361 with a current annual budget of $57,760.00, and subject to Council approval of the 2023-2032 operating budgets in the amounts of:
Year 1 (2023) - $ 38,261.76
Year 2 (2024) - $ 89,141.76
Year 3 (2025) - $ 90,668.16
Year 4 (2026) - $ 92,194.56
Year 5 (2027) - $ 93,720.96
Year 6 (2028) - $ 100,185.78*
Year 7 (2029) - $ 101,899.47*
Year 8 (2030) - $ 103,664.57*
Year 9 (2031) - $ 105,482.62*
Year 10 (2032) - $ 107,355.21*
Total - $ 922,574.85
* Optional Year Renewal
6. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve the additional renewal years (Years 6 to 10) on behalf of the City (in its sole discretion), and execute any required documentation in a form satisfactory to the City Solicitor; and,
7. That CentralSquare Canada Software Inc. be designated as the preferred vendor for the City’s Enterprise Asset Management (EAM) service needs at the sole discretion of the City and for CentralSquare Canada Software Inc. software products for the term of this contract; and,
8. That the Chief Administrative Officer and Commissioner, Corporate Services be authorized to approve any new purchases related to this contract needed due to growth and/or future EAM upgrades due to change in technology or system integration with other applications related to the project during the term of this contract, subject to the Expenditure Control Policy and budget approval, in a form satisfactory to the City Solicitor and at the sole discretion of the City; and further,
9. That Staff be authorized and directed to do all things necessary to give effect to this resolution.