Item - 2025.GG20.9

The General Government Committee recommends that:  

1. City Council grant the authority to the Chief Technology Officer, in accordance with Sections 195-6.6 and 195-8.5 of the Toronto Municipal Code Chapter 195 (Procurement), to enter into, and execute a non-competitive contract with Salesforce.com Canada Corporation commencing from April 1, 2025 for an initial term of three (3) years with options to extend the Contract by up to two (2) additional one (1) year periods for up to the total amount set out in Confidential Attachment 1 to the report (March 24 2025) from the Chief Technology Officer, and the Chief Procurement Officer, subject to terms and conditions acceptable to the Chief Technology Officer.

2. City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (March 24, 2025) from the Chief Technology Officer, and the Chief Procurement Officer.

3. City Council direct that Confidential Attachment 1 to the report (March 24, 2025) from the Chief Technology Officer, and the Chief Procurement Officer remain confidential at this time as it pertains to criteria to be applied to negotiations carried on or to be carried on by or on behalf of the City of Toronto and be made public at the discretion of the Chief Procurement Officer following the execution of the contract authorized by recommendation 1.

The purpose of this report is to request City Council authority to enter into a non-competitive contract with Salesforce.com Canada Corporation, a Canadian Business Subsidiary of Salesforce Inc. (USA Based Supplier) for proprietary Tableau software licences, training, and maintenance and support services.

Tableau is the City of Toronto's primary enterprise-level data visualization tools. It enables City staff to integrate data from multiple systems to create internal dashboards and support decision-making processes. Since originally procuring Tableau from an authorized third-party supplier in 2022, use of product across the City has grown. With this stabilization, recent market research indicates that the City can benefit from purchasing directly from the supplier to avoid reseller markup.

The City plans to enter a direct agreement with the supplier Salesforce and amend its pre-existing Master Services Cloud Agreement with Salesforce to incorporate Tableau with the aim of accessing improved volume pricing and secure annual price protection and expanding to include on-premise software. 

City Council approval is required in accordance with Municipal Code Chapter 195 - Procurement, where the current request exceeds the Chief Procurement Officer's authority of the cumulative five-year commitment limit for each supplier under Article 7, Section 195-7.3D 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.