Award of Negotiated Request for Proposal Ariba Document Number 2604476104 to Election Systems and Software Canada ULC for the Provision of Vote Counting Equipment for the City Clerk's Office

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The decision

2021-11-09 · Toronto City Council · adopted

As filed

City Council on November 9, 10 and 12, 2021, adopted the following: 1. City Council, in accordance with Section 195-8.5B of Toronto Municipal Code Chapter 195 (Purchasing By-Law), authorize the City Clerk to enter into and execute an agreement, and any ancillary documents required to give effect to the agreement, with Election Systems and Software Canada ULC, being the top-ranked proponent meeting the requirements set

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out in the Negotiated Request for Proposals, for the purchase of vote counting equipment and related services, for a period of 10 years, with options in favour of the City to extend for up to five additional one year terms, in the amount of up to $14,714,569, net of all taxes and charges ($14,973,545 net of Harmonized Sales Tax recoveries); the agreement will be in accordance with the terms and conditions as set out in the Negotiated Request for Proposals and any other terms and conditions satisfactory to the City Clerk, and in a form satisfactory to the City Solicitor.

On the agenda

As the city filed it

The City of Toronto's current vote counting equipment has reached the end of its life, meaning that it cannot be adequately maintained and supported for further business functionality. A competitive procurement process was undertaken to acquire new equipment for use in the 2022 municipal general election and future years. The purpose of this report is to advise on the results of Negotiated Request for Proposals (nRFP) Document Number 2604476104 for the provision of vote counting equipment, including digital scan tabulators, ballot marking devices, central count technology for mail-in ballot services and the required software and services.

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Authority is requested for the City Clerk to enter into and execute an agreement with the recommended Supplier, Election Systems and Software Canada ULC ("ES&S"), to purchase the equipment and services for the amount of $14,714,569, net of all taxes and charges ($14,973,545 net of HST recoveries).

Staff recommended

The City Clerk and the Chief Procurement Officer recommend that: 1. City Council, in accordance with Section 195-8.5B of Toronto Municipal Code Chapter 195 (Purchasing By-Law), authorize the City Clerk to enter into and execute an agreement, and any ancillary documents required to give effect to the agreement, with Election Systems and Software Canada ULC, being the top-ranked proponent meeting the requirements set out in the nRFP, for the purchase of vote counting equipment and related services, for a period of 10 years, with options in favour of the City to extend for up to five additional one year terms, in the amount of up to $14,714,569, net of all taxes and charges ($14,973,545 net of HST recoveries).

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The agreement will be in accordance with the terms and conditions as set out in the nRFP and any other terms and conditions satisfactory to the City Clerk, and in a form satisfactory to the City Solicitor.

Considered

2021-10-27 · Executive Committee · adopted
Decision as filed
The Executive Committee recommends that: 1. City Council, in accordance with Section 195-8.5B of Toronto Municipal Code Chapter 195 (Purchasing By-Law), authorize the City Clerk to enter into and execute an agreement, and any ancillary documents required to give effect to the agreement, with Election Systems and Software Canada ULC, being the top-ranked proponent meeting the requirements set out in the Negotiated Request
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for Proposals, for the purchase of vote counting equipment and related services, for a period of 10 years, with options in favour of the City to extend for up to five additional one year terms, in the amount of up to $14,714,569, net of all taxes and charges ($14,973,545 net of Harmonized Sales Tax recoveries); the agreement will be in accordance with the terms and conditions as set out in the Negotiated Request for Proposals and any other terms and conditions satisfactory to the City Clerk, and in a form satisfactory to the City Solicitor.
2021-11-09 · Toronto City Council · adopted

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