Item - 2020.GL19.19

The General Government and Licensing Committee recommends that:

1. City Council authorize the Interim City Clerk to negotiate and enter into an amending agreement with Kodak Canada ULC for the provision of proprietary service, support and parts for the Kodak Digital NexPress Printer, for an additional five (5) year period, beginning January 1, 2021, at an estimated cost of $202,353 net of Harmonized Sales Tax, and $205,917, net of Harmonized Sales Tax recoveries, on the terms and conditions satisfactory to the Interim City Clerk, and in a form satisfactory to the City Solicitor.

2. City Council authorize the Interim City Clerk to negotiate and enter into a non-competitive contract for the purchase of Operator Replaceable Consumables for the Kodak Digital NexPress Printer with Spicers Canada ULC, the exclusive Canadian distributor or subsequent distributor should it change during the contract term, for a period of five (5) years, beginning January 1, 2021, at an estimated cost of $477,900, net of Harmonized Sales Tax, and $486,312, net of Harmonized Sales Tax recoveries, on the terms and conditions satisfactory to the Interim City Clerk, and in a form satisfactory to the City Solicitor.

The purpose of this report is to request authority for the City Clerk to negotiate and enter into a non-competitive contract with Kodak Canada ULC and Spicers Canada ULC for the continued supply of proprietary service, support, parts and operator replaceable component  consumables for the Kodak Digital NexPress Printer for a five-year period effective January 1, 2021 to December 31, 2025. The total estimated cost for non-competitive contracts with both Kodak Canada ULC and Spicers Canada ULC is $680,253, net of Harmonized Sales Tax and $692,229, net of Harmonized Sales Tax recoveries.

City Council approval is required in accordance with Municipal Code Chapter 195, Purchasing, where the current request exceeds the Chief Purchasing Officer'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 exceeds the threshold of $500,000 net of Harmonized Sales Tax allowed under staff authority as per the Toronto Municipal Code, Chapter 71, Financial Control, Section 71-11a.