Item - 2019.GL3.6

The General Government and Licensing Committee:

1.  In accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), granted authority to amend the existing agreement to increase the contract with OpenText Corporation for the additional purchase of Enterprise Information Management products and services by an estimated amount of $2,300,000 net of Harmonized Sales Tax ($2,340,480 net of Harmonized Sales Tax recoveries), increasing the total authorization amount from $5,438,085 to $7,778,565 net of Harmonized Sales Tax recoveries, under the same 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 amend and increase the existing agreement with OpenText Corporation (VOR Number 1020) for the purchase of Enterprise Information Management (EIM) products and services by an estimated amount of $2,300,000 net of HST ($2,340,480 net of HST recoveries), increasing the total contract amount from $5,438,085 to $7,778,565 net of HST recoveries. 

In 2009, the Province of Ontario named OpenText its EIM Vendor of Record (VOR Number 1020) for Enterprise Document and Records Management Products and Professional Services (EDRMS), after an extensive competitive procurement process. The City Clerk's Office has determined that the Province's solution meets the City's business requirements, being able to manage the City's records regardless of format, while fitting into the City's overall technology roadmap. In 2018, the Toronto Records Steering Committee confirmed that the OpenText Solution would be the City's Enterprise Records Management System.

The increased spend will account for the addition of Municipal Licensing and Standards (MLS) ($1,526,400 net of HST), Employment and Social Services ($101,760 net of HST), and Solid Waste Management Services (SWMS) ($508,800 net of HST) upcoming projects and the amendment of Purchase Order 6043499 for Information and Technology ($203,520 net of HST). In accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), Committee authority is required.

The OpenText Corporation is providing goods and services to the City that manage electronic and physical City records. Currently, the Toronto Records Project (T-Recs) is being piloted by the City Clerk's Office to manage electronic records. This will be expanded to also manage physical records in the second quarter of 2019. It is conservatively estimated that the benefit realizations of the T-Recs Project will avoid future costs to the City of $1.750 million when fully implemented for the MLS and SWMS Divisions. The transformation of divisional business processes to use digital documents and records instead of their physical counterparts, the reduction in volume and storage needs for physical records, as well as addressing the unmanaged growth of digital documents on the City's infrastructure are examples of cost avoidance objectives for the City of Toronto.