CITY OF KINGSTON REPORT TO COUNCIL. Report No.:

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1 CITY OF KINGSTON REPORT TO COUNCIL Report No.: TO: FROM: RESOURCE STAFF: Mayor and Members of Council Desiree Kennedy, City Treasurer Patricia Burns, Director, Human Resources and Organization Development David Johnston, CIO, Information Systems and Technology DATE OF MEETING: SUBJECT: RFP for Recruitment and Selection Management System - F31- CAT-IS&T Award of Contract CGI Payroll Services (Njoyn Recruitment System) EXECUTIVE SUMMARY: As part of the Corporate Administrative Efficiencies initiative as outlined in the Corporate IT Strategic Plan, Human Resources & Organization Development is undertaking a project jointly with Information Systems & Technology to improve, streamline and automate the recruitment, selection, and hiring process. Recruiting the right talent in the right role at the right time is vital to the success of any organization. Each year, the City of Kingston fills approximately 300 positions selected from external and internal applicants. In addition, approximately 200 summer student positions are hired annually. Given the volume of recruitment activity and anticipated retirements, an automated recruitment and selection management system will enable us to streamline our processes to recruit, select, and hire employees. The recommended product will use a best practice Software-as-a-Service (SaaS) business model to provide fast, efficient and effective tools for all parties (applicants, recruiters, and business managers). Key advantages to a modern on-line recruitment management system include staying competitive, increased customer service and responsiveness to the needs of our customers while reducing administrative time and resources, including time to hire, cost to hire and quality of hire, all metrics which are measurable and can be benchmarked for continuous improvement. A request for Proposal (RFP) F31-CAT-IS&T for a recruitment and selection management system, was issued in May The Njoyn Recruitment System proposed by Council Meeting 01 December 6,

2 - Page 2 - CGI Payroll Services, was selected by the evaluation committee on the basis of company experience with system implementation and customer support, quality of product, proven implementation methodology, and competitive pricing. Total cost for implementation and annual maintenance for a five year period will be $146,000 (taxes excluded). This report seeks Council s approval to award the contract to CGI Payroll Services (Njoyn Recruitment System). Staff is required to present a recommendation to City Council to award a contract as this was not the lowest cost proposal received and hence it does not meet the conditions for delegated authority under the City s Purchasing Bylaw. RECOMMENDATION: THAT Council authorizes the Mayor and Clerk to enter into a contract with CGI Payroll Services (Njoyn Recruitment System), in a form satisfactory to the Director of Legal Services, in reference to RFP No. F31-CAT-IS&T Council Meeting 01 December 6,

3 - Page 3 - AUTHORIZING SIGNATURES: Desiree Kennedy, City Treasurer Gerard Hunt, Chief Administrative Officer CONSULTATION WITH THE FOLLOWING COMMISSIONERS: Cynthia Beach, Sustainability & Growth Lanie Hurdle, Community Services Denis Leger, Transportation, Properties & Emergency Services Jim Keech, President and CEO, Utilities Kingston ( indicates consultation not required) Council Meeting 01 December 6,

4 - Page 4 - OPTIONS/DISCUSSION: The IT Strategic Technology Plan endorsed in 2010 includes an ERP (PeopleSoft) analysis and Finance / HR process review initiative that will identify and implement corporate administrative efficiencies. The sourcing and implementation of a recruitment and selection management system was identified as a key component of this initiative. A request for Proposal (RFP) F31-CAT-IS&T for a recruitment and selection management system was issued in May 2011 and four eligible submissions were received. It should be noted that our current ERP vendor, Oracle/PeopleSoft declined to bid notwithstanding a number of discussions to encourage them to participate. Preliminary evaluations were reviewed and scoring was applied using the following categories: No. Scoring Categories Weight 1. Company, Key Personnel Experience & Client References 25% 2. Solution, Product Offering & Fit 30% 3. Detailed Cost Breakdown 30% 4. Technical & Architecture 12% 5. Ontarians with Disabilities Act 3% Vendor Rank * Estimated Total 5 Year Cost (Taxes excluded) CGI Payroll Services 1 $146,000 Zylog Systems Canada Ltd. 2 $164,548 PeopleAdmin Inc. 3 $ 43,743 HRWare 4 $218,725 * Includes implementation costs and annual maintenance fees for a period of five years. Preliminary evaluations resulted in the short-listing of the following vendors/products: CGI Payroll Services (Njoyn Recruitment System) PeopleAdmin Inc. Zylog Systems Canada Ltd. (Talent Flow) Further evaluations of the top three vendors included product demonstrations (functional, technical) and product references. All three vendors demonstrated strong capabilities; however the evaluation team concluded that the CGI/Njoyn solution was the best overall fit for the City s requirements. The preferred vendor s product is state of the art, flexible and easy to use and included substantially more customer support than either of the other two, thus limiting potential impact on internal support resources. The preferred vendor meets compliance with the Ontarians with Disabilities Act. Council Meeting 01 December 6,

5 - Page 5 - PeopleAdmin submitted the lowest bid, however this vendor was rejected by the evaluation team because their proposal did not include the required vendor customer service and support. Next Steps The overall project value exceeds $50,000 and the selected vendor did not submit the lowest bid, therefore staff require the approval of City Council before awarding the contract. EXISTING POLICY/BY LAW: City s Purchasing Bylaw - By-Law NOTICE PROVISIONS: ACCESSIBILITY CONSIDERATIONS: FINANCIAL CONSIDERATIONS: There are sufficient funds allocated in the 2011 capital budget for the implementation and first year costs of this project. On-going annual maintenance and licensing costs will be included in future operating budgets. CONTACTS: Patricia Burns, Director, Human Resources and Organization Development David Johnston, CIO, Information Systems and Technology Ext.1280 Ext.1333 OTHER CITY OF KINGSTON STAFF CONSULTED: Sherry Cruise, Senior HR Advisor Steven Skinner, Manager, Corporate Integration Cindy Tindal, Manager, Rewards and HRMS Charmaine MacDonald, Analyst Developer Sue Garswood, HRMS Analyst EXHIBITS ATTACHED: Council Meeting 01 December 6,