Item - 2026.GG31.29

The General Government Committee recommends that:

1. City Council authorize the Executive Director, Environment, Climate and Forestry in accordance with Section 195 7.1(E) of Toronto Municipal Code Chapter 195 (Procurement), to negotiate and enter into an agreement with Haywood Hunt and Associates Inc., commencing from October 6, 2026 for a term of three (3) years with options to extend the contract by two (2) additional one (1) year periods in the value of up to $500,000 net of all taxes and applicable charges ($508,800 net of Harmonized Sales Tax Recoveries), subject to terms and conditions in a form satisfactory to the Executive Director, Environment, Climate and Forestry and the City Solicitor.

The purpose of this report is to request City Council authority to enter into a non-competitive contract with Haywood Hunt and Associates Inc., a Canadian surveillance services business in the amount of $500,000 net of all applicable taxes and charges ($508,800 net of Harmonized Sales Tax recoveries Recoveries) commencing from October 6, 2026 for a term of three (3) years with an option to extend the contract by two (2) additional one (1) year periods. This report seeks to establish a total ceiling authority, with no commitment to spend the full amount. The supplier will be compensated based on the actual work performed.

A non-competitive procurement may be undertaken where both the proposed procurement and the supplier can be justified in good faith under an exception set out in Toronto Municipal Code Chapter 195, Procurement. This procurement will be proceeding under the exception related to Compatibility, where Haywood Hunt and Associates Inc., and the City have 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 7.1(E)).

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 (5) commitment for each supplier, under Article 7, Section 195-7.3 (D) of the Procurement 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.

The proposed contract's total amount is $500,000 net of all taxes and applicable charges ($508,800 net of Harmonized Sales Tax Recoveries).

Funding for 2026 in the amount of $24,256 is included in the 2026 Operating Budget for the Environment, Climate and Forestry Division, under cost centre FA3065 and GL Account 5050419. Additional funding for the remainder of the contract term will be included in future years' Operating Budget submissions for Environment, Climate and Forestry for Council consideration.

Should the City choose to exercise its option to renew for additional two (2) one (1)-year periods, then appropriate additional funding, if needed, will be included in the 2029-2031 annual Operating Budget Submissions for Environment, Climate and Forestry.

Funding details are summarized in Table 1 below as follows:

Table 1 - Financial Impact Summary of Recommended Contract by Calendar Year (net of Harmonized Sales Tax recoveries)

The Chief Financial Officer and Treasurer has reviewed this report and agrees with the financial impact information.