Item - 2024.GG14.13

The General Government Committee recommend that:  

1. City Council, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), grant authority to amend Purchase Order Number 6050005 with Yardi Canada Ltd., to integrate a Centralized Affordable Rental Housing Access System into the existing web-based system acquired from the Vendor of Record by increasing the value of the Purchase Order by $1,166,254 net of all applicable taxes and charges ($1,186,780 net of Harmonized Sales Tax recoveries).

2. City Council, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), grant authority to the Executive Director, Housing Secretariat, to negotiate a further contract to extend the Purchase Order validity date for an additional five (5) years from December 31, 2024 to December 31, 2029. This further five (5) year term will increase the value of the Purchase Order by $5,960,150 net of all applicable taxes and charges ($6,065,049 net of Harmonized sales Tax recoveries), subject to further negotiation with Yardi Canada Ltd. The combined value of recommendation one (1) and two (2) revises the overall Purchase Order value from $6,065,796 net of all applicable taxes and charges ($6,172,554 net of Harmonized Sales Tax recoveries) to $13,192,200 net of all applicable taxes and charges ($13,424,383 net of Harmonized Sales Tax recoveries).

The purpose of this report is to request authority to amend Purchase Order Number 6050005 with Yardi Canada Ltd., for the provision of an Integrated Housing Management System and Acquisition system. In 2019, Toronto Community Housing entered into a five (5)-year agreement for a Software as a Service solution with Yardi Canada Ltd., that included language allowing the City of Toronto to piggyback on that procurement. The City exercised the piggyback option, which resulted in Purchase Order 6050005. The Purchase Order amendment sought in this report is requested to include units associated with the Affordable Rental Housing Program into the existing Integrated Housing Management System (MyAccesstoHousingTO). The City's Digital Infrastructure Framework principles will continue to guide the next phase implementation with the inclusion of Affordable rental units in MyAccesstoHousingTO.

Toronto City Council, at the July 19, 2022 meeting of the Planning and Housing Committee, directed the General Manager, Shelter, Support and Housing Administration, the Chief Planner and Executive Director, City Planning, and the Executive Director, Housing Secretariat to:

Engage stakeholders (including the public, private and not profit housing providers, community organizations and the development industry) in designing a model for a new affordable housing centralized access system which would leverage the City's current choice-based system for subsidized housing to allow applicants to search and apply for available affordable housing and allow housing providers to advertise and fill affordable units with eligible applicants through a randomized draw process. Leveraging the City's existing technology to integrate the Affordable Rental Housing Program ensures service continuity, optimizes efficiencies, and allows for system integration across multiple City-run housing programs to deliver a streamlined and coordinated service to Toronto residents.

While the initiative has been led by the Housing Secretariat, it has been in collaboration with Technology Services Division on the initial implementation of MyAccesstoHousingTO. There is an ongoing commitment to align this initiative to the principles outlined in the Digital Infrastructure Strategy and, in partnership with Technology Services, maintain a focus on continuous improvement for the benefit of applicants.

The requested amendment increases the Purchase Order value by $1,166,254 net of all applicable taxes and charges ($1,186,780 net of Harmonized Sales Tax recoveries).

In addition, this report requests approval to re-negotiate and enter into a further five (5) year license agreement with Yardi Canada Ltd., commencing January 1, 2025 and ending on December 31, 2029. The current agreement is set to expire on December 31, 2024. As we are extending the term of contract beyond that set out in the original solicitation, a renewal shall be considered non-competitive agreement (in accordance with Section 195.7.1.E of the City of Toronto Municipal Code Chapter 195 (Purchasing)) and will allow for the City of Toronto's to align with Toronto Community Housing's amended agreement.  This further agreement will be inclusive of the existing Choice-Based System and the Housing Provider Web-Based Portal project, previously included in Purchase Order 6050005. The further five (5) year licence agreement is expected to be valued at $5,960,150 net of all applicable taxes and charges ($6,065,049 net of Harmonized sales Tax recoveries), subject to further negotiation with Yardi Canada Ltd.

The total value of the two requests is $7,126,404 net of all applicable taxes and charges ($7,251,829 net of Harmonized Sales Tax recoveries), revising the overall Purchase Order value from $6,065,796 net of all applicable taxes and charges ($6,172,554 net of Harmonized Sales Tax recoveries) to $13,192,200 net of all applicable taxes and charges ($13,424,383 net of Harmonized Sales Tax recoveries).