Item - 2018.GM25.3

Tracking Status

  • City Council adopted this item on March 26, 2018 without amendments and without debate.
  • This item was considered by Government Management Committee on February 20, 2018 and was adopted with amendments. It will be considered by City Council on March 26, 2018.

GM25.3 - Provision of Proprietary Software, Support, and Professional Services from CSDC Systems Inc.

Decision Type:
ACTION
Status:
Adopted
Wards:
All

City Council Decision

City Council on March 26 and 27, 2018, adopted the following:

 

1.  City Council authorize the City Clerk to enter into a non-competitive agreement with CSDC Systems Inc. for the purchase of AMANDA 7 for the amount of $251,100.00, net of HST ($255,417.60 net of HST recoveries), under terms and conditions satisfactory to the Chief Information Officer and the City Clerk, and in a form satisfactory to the City Solicitor.

 

2.  City Council direct that, upon approval of the contract, the Chief Information Officer, in consultation with other relevant staff, ensure there are provisions for the relevant Open Data requirements, within the negotiated contract, including very specific business requirements for Open Data such as the ability:

 

a.  for the solution to adhere to Open Data Policy and Information Management Guidelines;

 

b. to extract complete raw data, which reflects the entirety of what is recorded about a particular subject, including Metadata that defines and explains the raw data;

 

c. to extract raw data in machine readable format from the solution; the extract should use file formats that easily lend themselves to machine processing (e.g. CSV, XML); and

 

d. to flag and highlight data to be exempt from the Open Data extract due to the confidentiality of the information.

Background Information (Committee)

(January 18, 2018) Report from the City Clerk, the Chief Information Officer and the Chief Purchasing Officer on Provision of Proprietary Software, Support, and Professional Services from CSDC Systems Inc.
https://www.toronto.ca/legdocs/mmis/2018/gm/bgrd/backgroundfile-112519.pdf

GM25.3 - Provision of Proprietary Software, Support, and Professional Services from CSDC Systems Inc.

Decision Type:
ACTION
Status:
Amended
Wards:
All

Committee Recommendations

The Government Management Committee recommends that:

 

1.  City Council grant authority to the City Clerk to enter into a non-competitive agreement with CSDC Systems Inc. for the purchase of AMANDA 7 for the amount of $251,100.00, net of HST ($255,417.60 net of HST recoveries), under terms and conditions satisfactory to the Chief Information Officer and the City Clerk, and in a form satisfactory to the City Solicitor.

 

2.  City Council direct that, upon approval of the contract, the Chief Information Officer, in consultation with other relevant staff, ensure there are provisions for the relevant Open Data requirements, within the negotiated contract, including very specific business requirements for Open Data such as the ability:

 

a.  for the solution to adhere to Open Data Policy and Information Management Guidelines.

 

b. to extract complete raw data, which reflects the entirety of what is recorded about a particular subject, including Metadata that defines and explains the raw data.

 

c. to extract raw data in machine readable format from the solution; the extract should use file formats that easily lend themselves to machine processing (e.g. CSV, XML).

 

d. to flag and highlight data to be exempt from the Open Data extract due to the confidentiality of the information.

Origin

(January 18, 2018) Report from the City Clerk, the Chief Information Officer and the Chief Purchasing Officer

Summary

The purpose of this report is to seek City Council authority to enter into a non-competitive contract with CSDC Systems Inc. for the purchase and implementation of the AMANDA 7 solution. AMANDA 7 will allow the City Clerk to retire four (4) applications within the City Clerk's Office that are near end-of-life: AccessPro Case Management System, Online FOI Request processing, Registry Services Tracking System (RSTS), and Online Marriage License Application and replace them with a single combined solution. This will allow the City Clerk's Office to modernize business processes, improve overall integration and reduce operating cost by consolidating and simplifying technical support.

 

CSDC Systems Inc. is the proprietary provider of both the AccessPro Case Management System and AMANDA software for the City of Toronto. The estimated value of the non-competitive procurement is $251,000, net of HST ($255,417.60 net of HST recoveries).

 

City Council approval is required to enter into this non-competitive procurement, in accordance with Municipal Code Chapter 195, Purchasing, where the current contracts with CSDC Systems Inc. exceed the Chief Purchasing Officer's authority of the cumulative value threshold of $500,000 as per the Toronto Municipal Code, Chapter 71-Financial Control, Section 71-11A and the five (5) year commitment limit under the Municipal Code, Chapter 195-7.3 (D).

Background Information

(January 18, 2018) Report from the City Clerk, the Chief Information Officer and the Chief Purchasing Officer on Provision of Proprietary Software, Support, and Professional Services from CSDC Systems Inc.
https://www.toronto.ca/legdocs/mmis/2018/gm/bgrd/backgroundfile-112519.pdf

Motions

1 - Motion to Amend Item (Additional) moved by Councillor Paul Ainslie (Carried)

That:

 

1.  City Council direct that, upon approval of the contract, the Chief Information Officer, in consultation with other relevant staff, ensure there are provisions for the relevant Open Data requirements, within the negotiated contract, including very specific business requirements for Open Data such as the ability:

 

a.  for the solution to adhere to Open Data Policy and Information Management Guidelines.

 

b. to extract complete raw data, which reflects the entirety of what is recorded about a particular subject, including Metadata that defines and explains the raw data.

 

c. to extract raw data in machine readable format from the solution; the extract should use file formats that easily lend themselves to machine processing (e.g. CSV, XML).

 

d. to flag and highlight data to be exempt from the Open Data extract due to the confidentiality of the information.


2 - Motion to Adopt Item as Amended moved by Councillor Paul Ainslie (Carried)
Source: Toronto City Clerk at www.toronto.ca/council