Item - 2021.AU9.11

City Council on July 14, 15 and 16, 2021, adopted the following:

1.  City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General.

2.  City Council request the General Manager, Transportation Services to:

a.  identify and remediate data entry errors and omissions in the Toronto Maintenance Management System database for its winter maintenance program as part of an ongoing quality control process; and

b.  implement system-based controls such as data edit controls to validate data entry and protect key fields in the Toronto Maintenance Management System database.

3.  City Council request the General Manager, Transportation Services to use the data from its Toronto Maintenance Management System database to measure and monitor contractor performance, analyze operational trends and inform decision-making.

4.  City Council authorize the public release of Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Winter Road Maintenance Program - Phase 2 Analysis: Deploying Resources", following the Transportation Services Division's recommendation of the award for winter maintenance service contracts under its current Negotiated Request for Proposal, expected to be during October 2021.

5.  City Council authorize the public release of the confidential presentation (July 7, 2021) from the Auditor General following the Transportation Services Division's recommendation of the award for winter maintenance service contracts under its current Negotiated Request for Proposal, expected to be during October 2021.

6.  City Council direct that Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Auditor General's Comments - Division's Winter Road Maintenance Program Update", remain confidential in its entirety, as it pertains to litigation or potential litigation that affects the City of Toronto.

7.  City Council direct that Confidential Attachment 1 to the report (June 22, 2021) from the General Manager, Transportation Services and the City Solicitor remain confidential in its entirety, as it contains advice that is subject to solicitor-client privilege.

Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Winter Road Maintenance Program - Phase 2 Analysis: Deploying Resources", remains confidential at this time in accordance with the provisions of the City of Toronto Act, 2006, as it describes criteria that the City should consider applying during negotiations that will be carried on by or on behalf of the City of Toronto, including information regarding the criteria that should be applied when negotiating and preparing contracts. Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Winter Road Maintenance Program - Phase 2 Analysis: Deploying Resources", will be made public following the Transportation Services Division's recommendation of the award for winter maintenance service contracts under its current Negotiated Request for Proposal, expected to be during October 2021.

The confidential presentation (July 7, 2021) from the Auditor General remains confidential at this time in accordance with the provisions of the City of Toronto Act, 2006, as it describes criteria that the City should consider applying during negotiations that will be carried on by or on behalf of the City of Toronto, including information regarding the criteria that should be applied when negotiating and preparing contracts.The confidential presentation (July 7, 2021) from the Auditor General will be made public following the Transportation Services Division's recommendation of the award for winter maintenance service contracts under its current Negotiated Request for Proposal, expected to be during October 2021. 

Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Auditor General's Comments - Division's Winter Road Maintenance Program Update", remains confidential in its entirety in accordance with the provisions of the City of Toronto Act, 2006, as it pertains to litigation or potential litigation that affects the City of Toronto.

Confidential Attachment 1 to the report (June 22, 2021) from the General Manager, Transportation Services and the City Solicitor remains confidential in its entirety in accordance with the provisions of the City of Toronto Act, 2006, as it contains advice that is subject to solicitor-client privilege.

December 24, 2021:

Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Winter Road Maintenance Program - Phase 2 Analysis: Deploying Resources" is now public in its entirety, the City Solicitor having advised that it can be released, and can be accessed under Background Information (City Council).

The following confidential instructions to staff in Confidential Attachment 1 to the report (June 22, 2021) from the Auditor General, headed "Winter Road Maintenance Program - Phase 2 Analysis: Deploying Resources" were adopted by City Council and are now public:

1.  City Council request the General Manager, Transportation Services Division, to implement fleet reduction and deployment adjustments to achieve cost savings and make winter operations more cost-effective.

2.  City Council request the General Manager, Transportation Services Division, to include flexibility in the Negotiated Request for Proposal and contracts for the next contract cycle to be able to control the fleet size by type of vehicle and the deployment, particularly during the shoulder season (October/November, March/April).

The confidential presentation (July 7, 2021) from the Auditor General is now public, the City Solicitor having advised that it can be released, and can be accessed under Background Information (City Council).