Award of Request for Proposal 3405-18-0353 to Intrahealth Canada Limited for Electronic Medical Records Solution

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The decision

2019-04-10 · Bid Award Panel · adopted

As filed

The Bid Award Panel adopted the following: 1. Bid Award Panel grant authority to award the contract in accordance with the Contract Details set out in the report (March 19, 2019) from the Chief Purchasing Officer: Call Number: Request for Proposal 3405-18-0353 Description: The purpose of this report is to advise on the results of the Request for Proposal 3405-18-0353 for the provision of Electronic Medical Records Solution and to seek authority to negotiate and to enter into an Agreement with the recommended proponent Intrahealth Canada Limited for a period of two (2) years, with the option to renew for an additional three (3) separate one (1) year periods.

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Recommended Proponent: Intrahealth Canada Limited Contract Award Value: $524,228 net of all applicable taxes and charges $592,378 including HST $533,454 net of HST recoveries Contract is expected to start on April 29, 2019 and end on April 28, 2021. Option Year 1 (April 29, 2021 to April 28, 2022) $ 130,673 net of all applicable taxes and charges $ 147,660 including all applicable taxes and charges $ 132,973 net of HST recoveries Option Year 2 (April 29, 2022 to April 28, 2023) $ 133,114 net of all applicable taxes and charges $ 150,419 including all applicable taxes and charges $ 135,457 net of HST recoveries Option Year 3 (April 29, 2023 to April 28, 2024) $ 135,617 net of all applicable taxes and charges $ 153,247 including all applicable taxes and charges $ 138,004 net of HST recoveries The total potential contract award including all option years is $939,888 net of HST recoveries, $1,043,704 including all applicable taxes and charges and $923,632 net of all applicable taxes and charges. The above Contract Award value includes: 1) Optional License and Module Fees - Environment and Hosting Fees - Development, testing and Training environment cost is $30,000 per year plus an 2,500 one time setup cost. 2) To cover changes to Project requirements and/or scope, contingency fee of $83,967 is added by the City to the proposed cost. All Change Requests will need pre-approval and are at the sole discretion of the City, and must be approved by the proper City authority. The Contract Award Value is subject to negotiation.

On the agenda

As the city filed it

Call Issued: October 15, 2018 Call Closed: November 29, 2018 Number of Addenda Issued: (3) Three Number of Bids: (3) Three Table 2: Summary of Proposals Received Proponent Name Intrahealth Canada Limited Vitalhub Not Compliant Medfar Minimum threshold not met

Staff recommended

The Chief Purchasing Officer recommends that the Bid Award Panel grant authority to award the following contract: Call Number: Request for Proposal No. 3405-18-0353 Description: The purpose of this report is to advise on the results of the Request for Proposal (RFP) 3405-18-0353 for the provision of Electronic Medical Records Solution and to seek authority to negotiate and to enter into an Agreement with the recommended proponent Intrahealth Canada Limited for a period of two (2) years, with the option to renew for an additional three (3) separate one (1) year periods.

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Recommended Proponent: Intrahealth Canada Limited Contract Award Value: $524,228 net of all applicable taxes and charges $592,378 including HST $533,454 net of HST recoveries Contract is expected to start on April 29th, 2019 and end on April 28th, 2021. Option Year 1 (Apr, 29, 2021 to Apr, 28, 2022) $ 130,673 net of all applicable taxes and charges $ 147,660 including all applicable taxes and charges $ 132,973 net of HST recoveries Option Year 2 (Apr, 29, 2022 to Apr, 28, 2023) $ 133,114 net of all applicable taxes and charges $ 150,419 including all applicable taxes and charges $ 135,457 net of HST recoveries Option Year 3 (Apr, 29, 2023 to Apr, 28, 2024) $ 135,617 net of all applicable taxes and charges $ 153,247 including all applicable taxes and charges $ 138,004 net of HST recoveries The total potential contract award including all option years is $939,888 net of HST recoveries, $1,043,704 including all applicable taxes and charges and $923,632 net of all applicable taxes and charges. The above Contract Award value includes: 1) Optional License and Module Fees - Environment and Hosting Fees - Development, testing and Training environment cost is $30,000 per year plus an 2,500 one time setup cost. 2) To cover changes to Project requirements and/or scope, contingency fee of $83,967 is added by the City to the proposed cost. All Change Requests will need pre-approval and are at the sole discretion of the City, and must be approved by the proper City authority. The Contract Award Value is subject to negotiation.

On the record

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