Item - 2025.GG19.16

The General Government Committee recommends that:

1. City Council authorize the City Clerk to negotiate and execute a non-competitive contract with Comprint Systems Incorporated in the amount of $9,485,507 net of all taxes and charges ($9,652,452 net of Harmonized Sales Tax recoveries) to provide election services technology, and related application maintenance, for a six (6) year period beginning no earlier than May 1, 2025, with an option to renew the contract for four (4) additional one (1) year periods at the discretion of the City 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 Comprint Systems Incorporated for the provision of technology applications used by the City Clerk to:

a. update and view the voters' list;

b. manage contracts for 1000+ voting place locations;

c. maintain the "My Vote" information portal for electors;

d. administer mail-in voting; and

e. track and resolve operational issues during advance vote and on election day, among other key functions.

The contract will be for a six (6) year period commencing no earlier than May 1, 2025, with options for it to be renewed for four (4) additional one (1) year periods, at the discretion of the City.

Access to these applications will support the City Clerk's administration of fair, open, secure and accessible general municipal and school board elections in 2026 and 2030, and any other potential by-election events during this period.

Pursuant to City of Toronto Municipal Code Chapter 195, Procurement, Section 195-7.3 (D), Standing Committee and Council approval is required for all procurement valued up to or over $500,000, or where the term of the contract exceeds five (5) years or exceeds the projected capital funding for the project as approved by Council. Approval is also required under City of Toronto Municipal Code Chapter 71, Financial Control, Section 71-11A., as the procurement value exceeds the threshold of $500,000 net of Harmonized Sales Tax allowed under staff authority.