Amendment to Blanket Contract Number 47022430 with CompuCom Canada Co. for the Supply, Delivery, Installation and Warranty of Desktops, Notebooks, Tablets and Other Related Products and Services

The recent pandemic has accelerated the need for remote work in anticipation of the Workplace Modernization Program (ModernTO). Therefore, there was an increased City demand to transition from desktops to laptops and tablets. Technology Services Division is responsible for providing all City staff with technology devices such as desktops, laptops, tablets and related hardware and accessories. These items are procured through the City's centralized blanket contract managed by Technology Services Division. On August 1, 2019 the City issued competitive Request for Quotation number 3412-19-0233 for the supply, delivery, installation and warranty of desktops, laptops, tablets and other related products and services. Pursuant to the Request for Quotation, blanket contract 47022430 was awarded to CompuCom on October 8, 2019 for a term beginning on the date of award and ending on September 19, 2022, with an option to renew the term for an additional one (1) year period ending September 19, 2023, at the City's discretion. The total value of the award, inclusive of the optional additional one (1) year period, was $18,543,916.81 net of all taxes and charges. Initially, the award was intended to provide for the procurement of hardware for the Capital Desktop Sustainment program, under which City assets are maintained in a state of good repair so they can operate at a full level of performance, emergency replacements, and for net new divisional requests, as required. However, with the onset of the pandemic the number of mobile devices procured, primarily laptops and tablet PCs, was accelerated to enable City staff's ability to work remotely. As a result, in 2020-2021, instead of the original Request for Quotation estimate of 1,320 mobile devices, a total of 5,000 mobile devices were purchased. Laptops cost approximately 71 percent more than desktops ($1,100.30 versus $641.85). The combination of the increased total quantities and cost difference severely impacted the original contract value projections. On August 17, 2021, a Purchase Order Amendment increased the target value of the contract by $500,000.00 to $19,043,917 net of all taxes and charges to accommodate accelerated mobile device procurements due to COVID-19. At December 10, 2021, the contract is now 99 person spent, with $277,881.49 estimated value remaining including current pending orders. There is a high demand in the City for technology devices. Approximately 3,600 laptops are eligible for replacement based on the five (5)-year life cycle plan. Older equipment is inoperable as devices have reached the end of their lifecycle. People and Equity has provided forecasts for new hires, many of whom will require a technology device. In addition, there is demand for additional technology devices to support Return to Office in the shorter term and the Workplace Modernization Program (ModernTO) plan in the mid to longer term. The combination of replacement technology devices and net new technology requirements through to September 2023 will exceed the existing value of the contract. Increasing the contract value will allow us the opportunity to plan the technology devices required for anticipated new hires, return to office initiatives and continue to replace aging and failed devices through lifecycle activities. General Government and Licensing Committee approval is required in accordance with Section 71-11.1C of the Toronto Municipal Code Chapter 71 (Financial Control By-law), where the current request exceeds the threshold of $500,000 net of all taxes and charges.

charges ($18,825,600 net of Harmonized Sales Tax Recoveries), revising the current blanket contract value from $19,043,917 net of all applicable taxes and chares ($19,379,090 net of Harmonized Sales Tax Recoveries) to $37,543,917 net of all applicable taxes and charges ($38,204,690 net of Harmonized Sales Tax Recoveries) and to amend the price increase provisions of the existing agreement, on terms and conditions satisfactory to the Chief Technology Officer and in a form satisfactory to the City Solicitor.