Item - 2009.GM24.15
Tracking Status
- City Council adopted this item on September 30, 2009 without amendments and without debate.
- This item was considered by the Government Management Committee on September 17, 2009 and adopted without amendment. It will be considered by City Council on September 30, 2009.
GM24.15 - Sole Source Contract for the Supply and Installation of Election Results Transmission Equipment Replacement
- Decision Type:
- ACTION
- Status:
- Adopted on Consent
- Wards:
- All
City Council Decision
City Council on September 30 and October 1, 2009, adopted the following:
1. Council authorize the City Clerk to enter into a Sole Source agreement, in a form satisfactory to the City Solicitor, with Election Systems and Software (ES&S) for the supply and installation of Election Results Transmission Equipment from the date of award to December 31, 2009 in the amount of $814,915.09 ($687,460.00 US) net of GST.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2009/gm/bgrd/backgroundfile-23304.pdf
GM24.15 - Sole Source Contract for the Supply and Installation of Election Results Transmission Equipment Replacement
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
Committee Recommendations
The Government Management Committee recommends that:
1. Council authorize the City Clerk to enter into a Sole Source agreement, in a form satisfactory to the City Solicitor, with Election Systems and Software (ES&S) for the supply and installation of Election Results Transmission Equipment from the date of award to December 31, 2009 in the amount of $814,915.09 ($687,460.00 US) net of GST.
Origin
Summary
This report requests authority to enter into a sole source agreement with Election Systems & Software (ES&S) for the replacement of the wireless transmission equipment in the City’s 1,850 optical scan vote counting equipment.
Given the specialized nature and proprietary rights of the vote counting equipment, it is necessary for ES&S, the developer and manufacturer of the vote counting equipment, to install the new transmission equipment. The wireless technology used over the last three general municipal elections (2000, 2003, and 2006) is no longer supported by any wireless provider, and replacement technology must be purchased in order to maintain the current level of service.
The City Clerk will take advantage of a $413,68.94 net of GST ($375,000.00 U.S.) credit with ES&S, reducing the cash outlay for the purchase of the wireless transmission equipment to $344,688.36 ($312,460.00 U.S.) net of GST.
Financial Impact
The total potential contract value is $793,476.94 ($719,286.85 U.S.) including all applicable taxes and charges. The total potential contract value is $758,367.35 net of GST ($687,460.00 U.S.).
In addition, the City Clerk took advantage of a $413,678.99 net of GST ($US375,000.00) credit with ES&S negotiated as partial payment in the rental of 1,500 of the City's optical scan vote counting equipment back to ES&S for its use in the November, 2008 US election. By taking advantage of the credit, the cash outlay related to the purchase of the wireless transmission equipment is reduced to $344,688.36 ($312,460.00 U.S.) net of GST.
(Note - 1 CAD = 0.9065 USD – Bank of Canada –September 1st, 2009)
Funding is available in the 2009 City Clerk’s Office Capital Budget in account CGV038 (Election Results Transmission Equipment).
The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.
Background Information
https://www.toronto.ca/legdocs/mmis/2009/gm/bgrd/backgroundfile-23304.pdf