Item - 2022.GL32.4

The General Government and Licensing Committee authorized an amendment to Blanket Contract Number 47023290 issued to CBCI Telecom Canada Incorporated for the supply, delivery, installation, and warranty of audio-visual related products and services, increasing the value of the contract by $3,000,000 net all taxes and applicable charges ($3,052,800 net of Harmonized Sale Tax Recoveries) revising the current blanket contract value from $2,121,361.82 net of all applicable taxes and charges ($2,158,697.79 net of Harmonized Sale Tax Recoveries) to $5,121,361.82 net of all applicable taxes and charges ($5,211,497.79 net of Harmonized Sale Tax Recoveries).

The purpose of this report is to request authority to amend Blanket Contract Number 47023290 issued to CBCI Telecom Canada Incorporated (“CBCI”) for the supply, delivery, installation and warranty of audio-visual related products and services, increasing the contract value by $3,000,000 net of all taxes and charges ($3,052,800 net of Harmonized Sale Tax Recoveries) to a total contract value of $5,121,361.82 net of all taxes and charges ($5,211,497.79 net of Harmonized Sale Tax Recoveries).

The City’s audio-visual hardware such as Smart TVs, video conference equipment, digital signage, related accessories, cabling and related design and installation services are purchased through a centralized blanket contract managed by the Technology Services Division.

On November 3, 2020, the City issued a competitive Request for Quotation Ariba Document Number 2523954772 for the supply, delivery, installation and warranty of audio-visual hardware, accessories and professional services. Pursuant to the Request for Quotation, blanket contract 47023290 was awarded to CBCI Telecom Canada Incorporated on December 2, 2020 for a period of five (5) years from the date of award. The total value of the award was $1,621,361.82 net of all taxes and charges ($1,649,897.79 net of Harmonized Sales Tax recoveries).

On December 1, 2021, a Purchase Order Amendment increased the target value of the contract by $500,000.00 to $ 2,121,361.82 net of all taxes and charges to accommodate accelerated audio-visual device procurements, design and installation services due to COVID-19.  As of May 25, 2022, the contract is now 91.75 percent spent, with $177,075.23 value remaining.

A value increase is recommended as audio-visual hardware and services have become critical in supporting hybrid work and collaboration across all City divisions. Increasing the contract value will enable the City and Technology Services Division to support the immediate requirements of Return to Office, planned maintenance to Legislative meeting spaces, in-flight construction projects, ModernTO and the Workplace Modernization Program and to replace aging and failed audio-visual hardware.

Initially, the award was intended for the procurement of new and upgraded hardware and services for collaboration spaces developed under the ModernTO Workplace Modernization Program. However, with the continued global COVID-19 pandemic, the number of audio-visual devices and services procured was accelerated to enable remote/hybrid meetings such as legislative meetings, court proceedings and hybrid press conferences. Even with Return to Office, the demand continues for audio-visual equipment to support hybrid meeting initiatives and new collaboration spaces. The increased demand means the original contract value projections have been severely impacted. In addition, renovated work spaces now focus on a larger quantity of collaboration spaces in each area and AV purchases are being standardized onto this central blanket contract.

General Government and Licensing Committee approval is required in accordance with

Section 71-11.1C of the Toronto Municipal Code Chapter 71 (Financial Control By-law), where the current request exceeds the threshold of $500,000 net of all taxes and charges.