Item - 2023.GG8.13

The General Government Committee recommend that:  

1. City Council authorize the City Clerk to enter into a non-competitive agreement with WorkDynamics Technologies Inc. for maintenance and support services for the City Clerk's Office Correspondence Management System, for an initial period of two (2) years commencing from December 15, 2023, with the option to renew for three (3) additional one (1)-year periods, at the sole discretion of the City Clerk and subject to budget approval, in the total potential amount of $37,913 net of Harmonized Sales Tax ($38,580 net of Harmonized Sales Tax recoveries), on terms and conditions satisfactory to the City Clerk and in a form satisfactory to the City Solicitor.

The purpose of this report is to request City Council authority to enter into a non-competitive contract with WorkDynamics Technologies Inc., to provide maintenance and support for the City Clerk's Office Correspondence Management System. The contract will be for an initial period of two (2) years commencing from December 15, 2023, with three (3) additional one (1)-year optional renewals, in the total amount of $37,913 net of Harmonized Sales Tax ($38,580 net of Harmonized Sales Tax recoveries).

The City Clerk's Office Correspondence Management system enables City Clerk's staff to log, distribute and track official correspondence received by the City Clerk on behalf of the City of Toronto. The City Clerk's Office utilizes a system called ccmEnterprise, a proprietary product from WorkDynamics Technologies Inc. This solution is supported and maintained by City Clerk's IT, independently of Technology Services Division.

The current maintenance and support Purchase Order Number 6053501 with WorkDynamics Technologies Inc., expires on December 14, 2023. To ensure support of the system, a new non-competitive contract with WorkDynamics Technologies Inc. is required.

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