Item - 2025.GG26.29

The General Government Committee recommend that:  

1. City Council authorize the Chief Technology Officer in accordance with Section 195-8.5 of the Toronto Municipal Code Chapter 195, Procurement, to execute a revised and restated Master Services Agreement with SmartSimple Software Inc., a Canadian supplier, commencing from January 1, 2026 for a term of three (3) years with options to extend the contract by up to two (2) additional one (1) year periods in the value of $1,173,706 net of taxes and applicable charges ($1,194,363 net of Harmonized Sales Tax recoveries), subject to terms and conditions acceptable to the Chief Technology Officer.

The purpose of this report is to request authority to execute a Revised and Restated  Master Services Agreement ("Agreement") with SmartSimple Software Inc., a Canadian supplier, for a three (3) year term with the option to renew for plus two (2) separate optional one (1) year periods for the value of $1,173,706 net of taxes and applicable charges ($1,194,363 net of Harmonized Sales Tax recoveries).

Revising and restating the Agreement ensures uninterrupted and efficient service delivery of the Toronto Grants, Rebates, and Incentives Portal, a centralized online hub used by non-profit and resident-led organizations to apply for various City grants administered by City of Toronto Divisions including Economic Development and Culture, Housing Secretariat, Environment, Climate and Forestry, Toronto Shelter and Support Services, Social Development, and Toronto Public Health.

City Council approval is required in accordance with Municipal Code Chapter 195, Purchasing, where the current request exceeds the Chief Procurement Officer’s authority of the cumulative five-year commitment limit for each vendor under Article 7, Section 195-7.3(D) 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 71-11(A).