Agenda · General Government Committee — 2025-07-14

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General Government Committee · 2025-07-14

27 structured lines in this file · ward references on 11 lines.

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Scheduled disposition tags on file: Approved: 25 · Amended: 1 · Other: 1
11 distinct ward reference values on scheduled lines.

Items needing attention

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Non-Competitive Contract with Nederman Canada Limited for Manufac… — amended
Amended
Award of Doc5029771372 to Bennett Mechanical Installations (2001)… — approved
High impact
Request to Review Supplier Suspensions and Reinstate IPAC Paving… — updated
Ensuring Continued Transparency in the Procurement Process in the… — approved
Amendment to Blanket Contract 47024440 with Lock-Up Services Inc.… — approved
Amendment to Blanket Contract 47024975 with Trade-Mark Industrial… — approved
Amendment to Blanket Contract Number 47024380 to Logixx Security… — approved

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27 lines in this record.

#	Item	Type	Wards
2025.GG23.1	Ensuring Continued Transparency in the Procurement Process in the Absence of the Bid Award Panel	ACTION	All
2025.GG23.2	Request to Review Supplier Suspensions and Reinstate IPAC Paving Limited and Pave-1 Construction Limited	ACTION	All
2025.GG23.3	Amendment to Blanket Contract 47024440 with Lock-Up Services Inc., for the Supply of Locksmith Services at Various City of Toronto Children’s Services Locations	ACTION	All
2025.GG23.4	Amendment to Blanket Contract 47024975 with Trade-Mark Industrial Inc. and Blanket Contract 47024976 with Ainsworth Inc., for Electrical, Mechanical and Instrumentational Services	ACTION	All
2025.GG23.5	Amendment to Blanket Contract Number 47024380 to Logixx Security Incorporated for City-Wide Security Services	ACTION	All
2025.GG23.6	Amendment to Blanket Contract Number 47025730 with Schindler Elevator Corporation for the Supply of Elevating Devices Maintenance and Repairs Services	ACTION	All
2025.GG23.7	Amendment to Purchase Order Number 6046514 issued to Aecom Canada Ltd for Consulting Services for the New Fleet Services Maintenance Garage, Salt Barn and Brine Facility Located at 1050 Ellesmere Road	ACTION	21 - Scarborough Centre
2025.GG23.8	Award of Doc5029771372 to Bennett Mechanical Installations (2001) Ltd., for Ashbridges Bay Treatment Plant Digester Cleaning and Rehabilitation	ACTION	14 - Toronto - Danforth
2025.GG23.9	Award of Doc5060162215 to GHD Limited and R.V. Anderson Associates Limited for Coordinated Toronto Water and Transportation Services Program Assignments	ACTION	All
2025.GG23.10	Award of Doc5074487243 to 614128 Ontario Ltd., for the Basement Flooding Protection Program Phase 4	ACTION	2 - Etobicoke Centre
2025.GG23.11	Non-Competitive Contract with Nederman Canada Limited for Manufactured Parts and Services for Corporate Real Estate Management	ACTION	All
2025.GG23.12	Amendment to Blanket Contract 47024775 with DragonAgile Consulting Inc., for Atlassian Software Licences and Cloud Subscriptions	ACTION	All
2025.GG23.13	Amendment to Blanket Contract 47024834 with Graham Alarm Monitoring Ltd., and Non-Competitive Contract with Fire Monitoring of Canada Inc., for the Non-exclusive Supply of All Labour, Equipment, Material, and Supervision Required by CAN/ULC-S561 to Monitor Fire Alarm Systems	ACTION	All
2025.GG23.14	Amendment to Non-Competitive Purchase Order 6055315 with Osler, Hoskin and Harcourt LLP for Legal Services for Union Station	ACTION	10 - Spadina - Fort York
2025.GG23.15	Award of Negotiated Request for Proposal Doc4833008494 to UAP Inc. (Operating as NAPA Auto Parts) for the Supply of Automotive Equipment Parts and Inventory Management Solution	ACTION	All
2025.GG23.16	Non-Competitive Contract with Fortran Traffic Systems Ltd., for the City's Transportation Services Vision Zero Project	ACTION	All
2025.GG23.17	Non-Competitive Contract with Kronos Canadian Systems Inc., for Proprietary Workforce Management Software Licenses, Cloud Subscriptions and Related Services	ACTION	All
2025.GG23.18	Non-competitive Procurement with Fer-Pal Construction Ltd., for Urgent Watermain Cured-in-Place Pipe Lining at Various Locations in Ward 6	ACTION	6 - York Centre
2025.GG23.19	Non-Competitive Contract with Fluree Europe Middle East and Asia for Proprietary Software Licences, Professional Services and Related Maintenance	ACTION	All
2025.GG23.20	Advancing Truth, Reconciliation and Justice: Nominal License Agreement with Aboriginal Legal Services Inc., for the Giiwedin Anang Council at 1125 Danforth Avenue	ACTION	14 - Toronto - Danforth
2025.GG23.21	Below Market Lease Agreement with Network Child Care Services for Child Care Services - 292 Dundas Street West	ACTION	11 - University - Rosedale
2025.GG23.22	Community Space Tenancy Lease Agreement with The Neighbourhood Group Community Services and Municipal Capital Facility Designation - 5220 Yonge Street	ACTION	18 - Willowdale
2025.GG23.23	Lease Extension and Amending Agreement for Toronto Employment and Social Services - 700 Lawrence Avenue West	ACTION	8 - Eglinton - Lawrence
2025.GG23.24	Feasibility of Entering into a Long-term Nominal Lease Agreement with Toronto Fire Fighters Charities Inc., - 641 Eglinton Avenue West	ACTION	12 - Toronto - St. Paul's
2025.GG23.25	Acquisition of Future Toronto Public Library Site - St. Lawrence Branch	ACTION	13 - Toronto Centre
2025.GG23.26	Application for Approval to Expropriate Laneway East of 129 Peter Street - Stage 1	ACTION	10 - Spadina - Fort York
2025.GG23.27	Application for Approval to Expropriate Property Interests near Summerhill Station for the Second Exit Project - Stage 1	ACTION	11 - University - Rosedale

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ADOPTED

Ensuring Continued Transparency in the Procurement Process in the Absence of the Bid Award Panel

2025.GG23.1

The Chief Procurement Officer, and the Controller and Chief Accountant recommends that:   1. City Council amend the Procurement Policy, as set out in Attachment 1, effective October 1, 2025.   2. City Council authorize amendments to Chapter 71, Financial Control By-law in accordance with Attachment 2, effective October 1, 2025, to support sub-delegation of commitment authority by the City Manager.

There are no financial implications arising from this report.   The enhancements in the Toronto Bids Portal presented in this report will be completed within Purchasing and Materials Management Division's approved 2025 Operating and Capital Budgets. Limited aspects of the reporting will require manual work, which will also be accommodated within Purchasing and Materials Management Division's approved 2025 Operating and Capital Budgets. Purchasing and Materials Management Division and Technology Services Division continue to assess the financial impacts associated with a fully automated solution. Any financial implications of additional system enhancements would be incorporated into future budget processes for approval by City Council.   The Chief Financial Officer and Treasurer has reviewed this report and agrees with the information presented in the Financial Impact Section.

On April 23 and 24, 2025, City Council adopted the report, Review of Bid Award Panel (Item 2025.GG20.10), which amended Toronto Municipal Code Chapter 195, Procurement (the Procurement By-law), effective October 1, 2025, to eliminate the Bid Award Panel and delegate award authority to the Chief Procurement Officer to award open competitive solicitations up to $30 million. Item 2025.GG20.10 also amended Toronto Municipal Code Chapter 71, Financial Control to delegate commitment authority to the City Manager to approve commitments of funding for open competitive solicitations up to $30 million and authorized the City Manager to sub-delegate commitment authority to City officials or staff.   This report responds to City Council’s direction through Item 2025.GG20.10 to ensure continued transparency in the procurement process in the absence of the Bid Award Panel. It also seeks approval to make administrative amendments to the Financial Control By-law to support this transition and support the City Manager's sub-delegation of commitment authority.   Purchasing and Materials Management Division, in collaboration with the Technology Services Division and Strategic Public and Employee Communications, will be introducing enhancements to the City’s Toronto Bids Portal, which is a public database of open competitive solicitations and awarded open competitive and non-competitive contracts valued over $133,800. This threshold aligns with the Canadian Free Trade Agreement requirement for public sector entities  such as the City of Toronto to publicly post all covered procurements and their resulting awards.   New system enhancements will allow Purchasing and Materials Management Division to share procurement award data with Members of Council, suppliers and the public in a way that is comparable to how that information is currently available through the Toronto Meeting Management Information System. the public.   A new subscription-based notification feature will allow Council Members, suppliers and to sign up for email updates on newly posted procurement awards on the Toronto Bids Portal. Award information for open competitive procurements will be searchable using the following fields:   - Ward: (New field) Indicates the City of Toronto ward(s) where the project will be primarily located or where services will be delivered. - Posting Title: Title of the solicitation. - Document Number: Unique SAP Ariba identifier assigned to the solicitation document for tracking and reference. - Solicitation Type: Indicates the procurement method for the solicitation, such as Request for Proposals, Request for Quotations and Request for Tenders. - High Level Category: Groups the goods or services being procured into the following categories: Goods and Services, Professional Services, and Construction Services. - Awarded Supplier: Name(s) of the supplier(s) that were awarded the contract. - Awarded Amount: Total contract amount for each Awarded Supplier, excluding option years. - Division: Name of the City Division requesting the solicitation. The contract will be between the Awarded Supplier(s) and this Division. - Award Date: The date that the solicitation was approved by the Chief Procurement Officer, Standing Committee or Council, subject to execution of the contract.   Selecting an individual record will display the above-noted information, along with access to an Award Summary Form. This Award Summary Form will list all bidders and, where applicable, their bid prices, as well as provide a breakdown of the total award  value by initial contract value and option years, when an award includes option years.   For suppliers and individuals who are not subscribed for notifications, the Toronto Bids Portal is available on the City's "Doing Business with the City" webpage. In addition to the Toronto Bids Portal system enhancements, the link to the portal will be moved to a more prominent location on the "Doing Business with the City" landing page.   The Records Retention Schedule of Municipal Code Chapter 217, Records, Corporate (City), sets out the requirement for records relating to the procurement and acquisition of goods and services to be retained until the termination or expiry of the contract, plus seven years. Records are maintained internally for this duration and are accessible on request to Members of Council and through Freedom of Information Requests to suppliers and the public. Contract award information is currently retained publicly in the Toronto Bids Portal for 18 months. The Open Data Portal also contains a record of contract awards posted in the Toronto Bids Portal, including those older than 18 months, starting from February 2024, when the Toronto Bids Portal launched. Older award data will be made available in separate datasets in the Open Data Portal.   Downloadable datasets will be available in the Open Data Portal. A link to the Open Data Portal will be added to the Toronto Bids Portal to direct users to this alternate format.   The enhancements in the Toronto Bids Portal described above align with broader modernization objectives, including reducing administrative burden and improving access to procurement information for Members of Council, suppliers, and the public.

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