Item - 2025.TTC6.15

The TTC Board:

1. Approved amending the TTC Authorization for Expenditures and Other Commitments policy, by delegating additional authority to the CEO (which authority may be further delegated by the CEO to their designates) as set out below provided that the standard procurements are within the TTC’s approved budget.

2. Directed staff to report semi-annually to the Board on procurements awarded through delegated authority.

The Authorization for Expenditures and Other Commitments policy defines the framework to make purchases and/or commitments on behalf of the TTC and covers the Board’s delegation of authority to the CEO to authorize expenditures including contract awards and amendments.

Currently, the CEO is authorized to approve:

• All contract awards up to $5 million and amendments up to $2.5 million with the exception of single source contracts; and
• Single source contracts including all amendments, up to a total of $500,000.

Contracts exceeding these thresholds require Board approval. These limits have not changed in over 16 years.

The proposed update maintains the $500K limit for single source contracts. For all other contracts, it expands the CEO’s authority to approve awards and amendments provided that they are within the TTC’s approved budget, subject to additional oversight and controls outlined within this report.

This change supports:

• TTC’s Corporate Plan, Action 5.1.1 Efficiencies in Business Processes: streamlining and optimizing existing business processes to enhance operational effectiveness.
• City of Toronto Council and TTC Board requests for increased efficiencies related to the contract award process.

Table 1:Summary of Contracting Approval Delegation Changes

Notes:

1. The CEO’s authority for single source awards and amendments (cumulative value) will remain at $500,000 (no change).
2. The CEO may delegate, up to their approval limit, contract approval authority to staff as the CEO deems appropriate.