Item - 2017.GM23.9
Tracking Status
- City Council adopted this item on December 5, 2017 without amendments and without debate.
- This item was considered by the Government Management Committee on November 13, 2017 and adopted without amendment. It will be considered by City Council on December 5, 2017.
GM23.9 - Proprietary Information Technology Maintenance and Support Contract Renewals and Amendments
- Decision Type:
- ACTION
- Status:
- Adopted on Consent
- Wards:
- All
City Council Decision
City Council on December 5, 6, 7 and 8, 2017, adopted the following:
1. City Council increase the value of the six existing IT system maintenance contracts listed in Attachment A to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management due to growth of maintenance and support requirements from evolving IT projects, for a total amount of $1,255,075, net of HST recoveries, for a period from January 1, 2018 to December 31, 2020, subject to Operating Budget approval in each year.
2. City Council authorize the renewal of nine previously unreported IT system maintenance contracts listed in Attachment B to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management due to upgraded software versions and required software module installations to accommodate the growing automated services that the City provides, or due to regular maintenance renewals to maintain the existing software and/or hardware, for a total amount of $129,598, net of HST recoveries, for a period from January 1, 2018 to December 31, 2020, subject to Operating Budget approval in each year.
3. City Council authorize City Divisions and Information and Technology to negotiate amendments or extensions to the contracts identified in Attachment A to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management, based on the increased contract amounts set out in Part 1 above, and to enter into agreements to renew or extend the contracts identified in Attachment B to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management for a period of up to three years from January 1, 2018 to December 31, 2020, all in accordance with the report (October 27, 2017) from the Cheif Information Officer and the Director, Purchasing and Materials Management, City Policies and Procedures and in a form satisfactory to the City Solicitor.
Background Information (Committee)
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108415.pdf
Attachment A - Previously Reported Contract Renewals with Increases Required
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108416.pdf
Attachment B - Previously Unreported Contract Renewals
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108417.pdf
GM23.9 - Proprietary Information Technology Maintenance and Support Contract Renewals and Amendments
- Decision Type:
- ACTION
- Status:
- Adopted
- Wards:
- All
Committee Recommendations
The Government Management Committee recommend that:
1. City Council approve an increase to the value of the six existing IT system maintenance contracts listed in Attachment A to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management due to growth of maintenance and support requirements from evolving IT projects, for a total amount of $1,255,075, net of HST recoveries, for a period from January 1, 2018 to December 31, 2020, subject to Operating Budget approval in each year.
2. City Council approve the renewal of nine previously unreported IT system maintenance contracts listed in Attachment B to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management due to upgraded software versions and required software module installations to accommodate the growing automated services that the City provides, or due to regular maintenance renewals to maintain the existing software and/or hardware, for a total amount of $129,598, net of HST recoveries, for a period from January 1, 2018 to December 31, 2020, subject to Operating Budget approval in each year.
3. City Council authorize City Divisions and Information and Technology to negotiate amendments or extensions to the contracts identified in Attachment A to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management, based on the increased contract amounts set out in recommendation 1 above, and to enter into agreements to renew or extend the contracts identified in Attachment B to the report (October 27, 2017) from the Chief Information Officer and the Director, Purchasing and Materials Management for a period of up to three years from January 1, 2018 to December 31, 2020, all in accordance with this staff report, City Policies and Procedures and in a form satisfactory to the City Solicitor.
Origin
Summary
The purpose of this report is to seek City Council authority to amend the dollar value of existing IT maintenance contracts listed in Attachment A that were reported under GM8.8 and GM16.7, and also previously unreported contracts as outlined in Attachment B, which will exceed the Chief Purchasing Official's authority of the cumulative five year commitment limit for each vendor under Article 7, Section 195-7.3 (D) of the Purchasing By-Law or exceed the threshold of $500,000 net of HST allowed under staff authority as per the Toronto Municipal Code, Chapter 71- Financial Control, Section 71-11A. The total amount identified in this report is $1,384,673 (net of HST recoveries).
In addition, this report clarifies that maintenance and support integrated into annual subscriptions of products and services are also covered by this report.
Furthermore, this report will align the commitment approval period with that of GM8.8, which is from January 1, 2016 to December 31, 2020, instead of seeking a different approval period. Proceeding with this approach will avoid overlapping of approval periods and will allow staff to consolidate any further renewal of all information technology systems proprietary contracts into one staff report before the current approval period ends on December 31, 2020.
Background Information
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108415.pdf
Attachment A - Previously Reported Contract Renewals with Increases Required
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108416.pdf
Attachment B - Previously Unreported Contract Renewals
https://www.toronto.ca/legdocs/mmis/2017/gm/bgrd/backgroundfile-108417.pdf