Item - 2020.GL11.12

The General Government and Licensing Committee recommends that:

1.  City Council authorize the Chief Technology Officer to leverage the Provincial Master Services Agreement with OpenText Corporation and to negotiate and enter into a Subordinate Agreement for the purchase of Enterprise Information Management products and services for a two-year term at a total contract value of up to $5,114,340, excluding all taxes and charges, on terms and conditions satisfactory to the Chief Technology Officer and in a form satisfactory to the City Solicitor.

The purpose of this report is to seek authority to negotiate a new Subordinate Agreement to a Provincial Master Services Agreement. This Agreement is with OpenText Corporation ("OpenText") for the purchase of Enterprise Information Management ("EIM") products and services. The cost is in the amount of $5,204,352 net of all taxes, applicable charges, and net of Harmonized Sales Tax recoveries.

In 2009, the Province of Ontario competitively procured OpenText as its Enterprise Information Management Vendor of Record (VOR Number 1020). This Vendor of Record was for Enterprise Document and Records Management Products and Professional Services ("EDRMS"). In 2018, the City leveraged the Vendor of Record due to proper fit and favourable pricing the Province of Ontario obtained.  

OpenText EDRMS allows the City to centralize the storage and management of records, thereby reducing information silos and improving information management within business processes. Capabilities include version control, duplicate content reduction, and access control through appropriate user profiles. As the City's digital content grows, some key benefits are the ability to manage information storage costs, reduce cybersecurity risks, and privacy compliance requirements set out in the City of Toronto Act. This platform will be leveraged by multiple divisions with a targeted four-year comprehensive return on investment of approximately $10 million achieved through cost savings and avoidance.

The Provincial Vendor of Record Number 1020 for OpenText products and services expired on May 19, 2019. Subsequently, the Province negotiated a new Vendor of Record Master Agreement with OpenText. By leveraging and entering into a Subordinate Agreement, the City expects to comparably save the time and effort expended by the Provision in this regard.

Given this is part of the Enterprise Information Management Partnership Program, the Deputy City Clerk for Corporate Information Management Services in the City Clerk's Office has reviewed this report and supports its recommendations.