Amendment to Purchase Order Number 6044628 with DataFix, Division of Comprint Systems Incorporated, for a Voters' List Management Solution for the 2022 Election

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The decision

2022-02-02 · Toronto City Council · adopted

As filed

City Council on February 2 and 3, 2022, adopted the following: 1. City Council authorize the City Clerk to amend Purchase Order Number 6044628 with DataFix, Division of Comprint Systems Incorporated, and increase the value of the contract by $563,035, net of all taxes and applicable charges ($572,944, net of Harmonized Sales Tax recoveries), increasing the total contract value from $2,036,200, net of all applicable taxes

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and charges ($2,072,037, net of Harmonized Sales Tax recoveries) to $2,599,235, net of all taxes and applicable charges ($2,644,981, net of Harmonized Sales Tax recoveries), and to extend the validity date until June 1, 2023, under the same pricing, terms and conditions of the existing agreement and in a form satisfactory to the City Solicitor.

On the agenda

As the city filed it

The City Clerk has continually worked to improve the municipal election experience by providing reliable digital services that assist City staff in effectively administering the election while also simplifying election participation for voters and candidates. To reach this objective, the City Clerk uses the DataFix platform, an externally hosted solution that provides both public facing web applications and internal back-end election administration components to conduct municipal elections in the City.

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The purpose of this report is to seek authority to amend Purchase Order Number 6044628 issued to DataFix, Division of Comprint Systems Incorporated by $563,035, net of all applicable taxes and charges ($572,944, net of Harmonized Sales Tax (HST) recoveries), revising the current purchase order value from $2,036,200, net of all applicable taxes and charges ($2,072,037, net of HST recoveries) to $2,599,235, net of all taxes and applicable charges ($2,644,981, net of HST recoveries), and to extend the purchase order validity date to June 1, 2023. 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 and 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 71-11.1(C).

Staff recommended

The City Clerk and the Chief Procurement Officer recommend that: 1. City Council authorize the City Clerk to amend Purchase Order Number 6044628 with DataFix, Division of Comprint Systems Incorporated, and increase the value of the contract by $563,035, net of all taxes and applicable charges ($572,944, net of HST recoveries), increasing the total contract value from $2,036,200, net of all applicable taxes and charges

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($2,072,037, net of HST recoveries) to $2,599,235, net of all taxes and applicable charges ($2,644,981, net of HST recoveries), and to extend the validity date until June 1, 2023, under the same pricing, terms and conditions of the existing agreement and in a form satisfactory to the City Solicitor.

Considered

2022-01-26 · Executive Committee · adopted
Decision as filed
The Executive Committee recommends that: 1. City Council authorize the City Clerk to amend Purchase Order Number 6044628 with DataFix, Division of Comprint Systems Incorporated, and increase the value of the contract by $563,035, net of all taxes and applicable charges ($572,944, net of HST recoveries), increasing the total contract value from $2,036,200, net of all applicable taxes and charges ($2,072,037, net of HST
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recoveries) to $2,599,235, net of all taxes and applicable charges ($2,644,981, net of HST recoveries), and to extend the validity date until June 1, 2023, under the same pricing, terms and conditions of the existing agreement and in a form satisfactory to the City Solicitor.
2022-02-02 · Toronto City Council · adopted

On the record

The item as the City filed it

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