Item - 2025.GG23.19

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 Fluree Europe Middle East and Asia commencing from the date of award 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 (June 30, 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 direct that Confidential Attachment 1 to the report (June 30, 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 negotiate and enter a non-competitive contract with Fluree Europe Middle East and Asia, a non-US based supplier for proprietary information management software licences, professional services and related maintenance. The City's current contract with Fluree expires July 31, 2025. This report requests authorization to secure a new contract with the vendor as the sole supplier of the software to allow the City to maintain its licensing and business continuity.

Non-competitive procurements may be undertaken where both the proposed procurement and supplier can be justified in good faith based on an exception set out in Toronto Municipal Code Chapter 195, Procurement. These procurements will be proceeding under the exception related to compatibility, where Fluree Europe Middle East and Asia and the City has determined in good faith that both the proposed procurement and the selected supplier, along with the terms and conditions of the contract are beneficial to the City (Toronto Municipal Code, Chapter 195, Procurement, Section 7.1K.).

The City procured Fluree's (then Mondeca) information products competitively for a seven (7) year term in 2018. The City uses three of Fluree's tools as its enterprise vocabulary management platform for developing and maintaining standardized vocabularies that are then used by staff to describe and organize data and information across City systems. This report requests authorization to secure a new contract for an initial three (3) year term, with options to extend by up to two (2) additional one (1) year periods with the supplier as the sole supplier of the software to allow the City to maintain its licensing and business continuity.

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.