Item - 2025.GG25.8

The General Government Committee:

1. Authorized the Chief Technology Officer, in accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71, Financial Control, to amend Blanket Contract 47025543 with OpenText Corporation by increasing the contract value by $8,970,589 net of all applicable charges and taxes ($9,128,471.00 net of Harmonized Sales Tax Recoveries), revising the current Blanket Contract Value from $1,440,328 to $10,410,917 ($1,465,678 to $10,594,149 net of Harmonized Sales Tax Recoveries) and extending the term for three (3) additional one (1)-year periods from December 1, 2027 to November 30, 2030; extending the term of this contract will extend the contract beyond the allowable five year term.

The purpose of this report is to request City Council authority to amend Blanket Contract 47025543 with OpenText Corporation, a Canadian supplier, for the purchase of Enterprise Information Management products and services in the amount of $8,970,589 net of all applicable taxes and charges and to extend the contract by three years from 2028 - 2030.

Blanket Contract 47025543 is established according to the pricing, terms, and conditions outlined in the Ontario Public Service Vendor of Record for Enterprise Information Services. The current Vendor of Record is valid until 2027, and the City intends to continue utilizing the Vendor of Record as long as it remains available. By leveraging this Vendor of Record, the City benefits from the Province's competitive procurement process and purchasing power, providing the best value.

When the City initially set up the contract to utilize the Vendor of Record in 2023, it sought only two years of project funding due to limited activity during the pandemic. In 2024, the City resumed the program and updated its five-year roadmap, focusing on integrating key enterprise technologies.

City divisions, agencies, and corporations manage large volumes of digital records, from routine operational information to sensitive records. The OpenText Records Management Application centralizes and streamlines records lifecycle management, improving security, compliance, and reducing physical storage needs. Toronto Records, also known as T-Recs, is a records management solution built on OpenText, and has been in use since 2018 for multiple City divisions.

This report seeks approval for the originally planned spending authority, postponed due to the pandemic, for the period from 2026 to 2030. Additionally, it requests an extension of the contract by three years (2028 - 2030) to sustain ongoing projects and support new initiatives, including the Digital Employee File, rolling out in-house scanning to digitize appropriate physical records, and migrating T-Recs to the cloud.