Item - 2021.GL22.15

The General Government and Licensing Committee recommends that:

1. City Council authorize the Executive Director, Corporate Real Estate Management to amend Blanket Contract Number 47019692, issued to EnergyCAP Canada Incorporated for the provision of EnergyCAP Web Hosting and Bill CAPture Services for an additional five (5) year period from January 1, 2021 to December 31, 2025, and to increase the contract value by $646,167, net of Harmonized Sales Tax, increasing the current value from $411,130 net of Harmonized Sales Tax to $1,057,297, net of Harmonized Sales Tax.

The purpose of this report is to request Council authority for the Executive Director, Corporate Real Estate Management, to amend Blanket Contract number 47019692 issued to EnergyCAP Canada Inc. as a result of Non-Competitive Procurement Request Number 8685 for the provision of EnergyCAP Web Hosting and Bill CAPture Services from December 17, 2015 to December 16, 2020. The total amendment being requested will increase the Blanket Contract value by $646,167 net of Harmonized Sales Tax and extend the validity date for an additional five (5) year period from January 1, 2021 to December 31, 2025.

This renewal is required in order to maintain the Bill CAPture service, which is a vital tool to support the City's utility bill payment process. This service provides optimal efficiency for bill payments and minimizes manual processing by staff to ensure the City's 3,300 monthly invoices are paid within the fifteen (15) day requirement established by utility providers. The integration of the system with S.A.P. minimizes late payment fees and audits all utility expenditures for accuracy. The EnergyCAP software, currently used by the City, relies on the compatibility of the Bill CAPture service to improve energy and cost data quality, which is used for regulatory reporting. EnergyCAP is used for the tracking and approval of utility bills.

City Council approval is required in accordance with Municipal Code Chapter 195- Purchasing, where the current request exceeds the Chief Purchasing Official's authority of the cumulative five year commitment 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.