Item - 2024.GG10.12

The General Government Committee recommend that:  

1. City Council authorize the City Clerk to enter into a non-competitive agreement with Granicus Canada Holdings ULC for maintenance and support services for the City Clerk's Office AccessPro Case Management System, for a period of two (2) years commencing from January 4, 2024,  in the total potential amount of $49,626.67 net of all applicable taxes and charges ($50,500.10 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 Granicus Canada Holdings ULC (Granicus) for maintenance and support of the City Clerk's Office Case Management System to process Freedom of Information requests. The contract will be for a period of two (2) years commencing January 4, 2024 in the total amount of $ 49,626.67 net of all applicable taxes and charges ($ 50,500.10 net of Harmonized Sales Tax recoveries). In 2020 The City Clerk’s Office engaged in a capital project to replace the AccessPro Case Management System with a cloud-based solution. The cloud-based solution did not meet the needs of the City Clerk’s Office. We are seeking approval for this procurement to support and maintain Freedom of Information processes.

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.