Item - 2019.GL1.2

The General Government and Licensing Committee recommends that:

1.  City Council authorize the Chief Information Officer to negotiate and execute an amending agreement with Xerox Canada Limited for a period of six months from January 1, 2019 to June 30, 2019, and increase the value of the contract by $980,000, net of all taxes and applicable charges, under the same pricing, terms, and conditions of the existing agreement and in a form satisfactory to the City Solicitor.

The purpose of this report is to seek authority to extend the term of existing Blanket Contract Number 47017237 with Xerox Canada Limited for the supply of multi-function devices and printers and related maintenance and support services from January 1, 2019, for a period of six months ending June 30, 2019. Additional funds are required in the amount of $980,000 net of all taxes, as a result of this extension to the contract.

The Shared Services Executive Steering Committee mandated a joint procurement between the City of Toronto and all Agencies and Corporations for a new workgroup print services contract in order to leverage economies of scale and secure best pricing on supplies and services on December 15, 2017. A project team consisting of representatives from eight Agencies have worked together to ensure that the Request for Proposal (RFP) captured all of the participants requirements and published the RFP on November 16th, 2018. The RFP was seeking a vendor who would supply new multi-function devices and printers, as well as provide support for any legacy multi-function devices and printers.

During the RFP question period, concerns were brought forward by some proponents in regards to the support of the legacy equipment. The City, in consultation with the participating Agencies, has since decided to cancel the RFP and separate the procurement of new Equipment and Managed Print Services and for the support of Legacy Equipment. This approach was discussed with the Fairness Monitor and they are in agreement. The new procurements will be issued in early January 2019. 

The term extension is required to ensure all City Divisions will continue to receive consumables supplies for existing multi-function devices and printers, maintenance, and related support services with no service interruption, while the joint procurement process is being undertaken.