Review and Renewal of Technology Maintenance Contracts for Sustainment of City Services from 2026 - 2030

These maintenance contracts must be awarded to existing suppliers as they are required to maintain existing City technology infrastructure and application systems in a state of good repair, covering system updates, data backup and support, and ongoing compliance with cybersecurity and privacy regulations. Any new modernization initiatives requiring City Council approval are excluded from this process and will be reported separately. This report is the culmination of a year-long review the City undertakes every five (5) years to ensure effective cost management and governance for technology maintenance contract renewal requests from over thirty divisions and avoid fragmented sole-source requests to City Council. This is the fourth iteration of this process, which began in 2010. Through this latest review process, the City has reduced the total authority request of this report by $14.56 million. The authority value requested in this report is the total potential ceiling for all 219 contracts until 2030. Each contract will be reviewed, renegotiated and renewed separately as and when they become due and is subject to City Council approval through the annual City Operating Budget process over the next five years. The City retains the right to not proceed should it decide to discontinue any business solutions, hardware, or software. A divisional summary is available in Appendix A, while Appendices B and C provide an itemized contract view by division. City Council approval is required in accordance with Municipal Code Chapter 195- Purchasing, where the current request exceeds the Chief Purchasing Official'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 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.

2. City Council grant authority to the appropriate City Division Heads and the Chief Technology Officer to negotiate, enter into and execute new contracts or to renew and extend existing contracts, and any ancillary documents required to give effect thereto, identified in Confidential Attachment 1 and Confidential Attachment 2, for a period of up to five (5) years from January 1, 2026 to December 31, 2030, in accordance with City policies and procedures, and in a form satisfactory to the City Solicitor. 3. City Council direct that Confidential Attachment 1 and Confidential Attachment 2 to the report from the Chief Technology Officer and the Chief Procurement Officer, remain confidential at this time as they pertain to criteria to be applied to negotiations carried on or to be carried on by or on behalf of the City of Toronto, and be made public at the discretion of the Chief Procurement Officer following the execution of the contracts authorized by Recommendation 1 and Recommendation 2 above.