General Government Committee
The full agenda, as filed
All 30 items in the clerk’s order. Each carries the city’s own words: the staff recommendation, what the body decided, and its status. Nothing below is written by us.
Items 1 to 25 of 30Show 2550100all
GG8.1adopted
Apportionment of Property Taxes - December 6, 2023 Hearing
This report deals with 8 apportionment applications made by or to the Treasurer pursuant to Section 322 of the City of Toronto Act. Under this section, Council is authorized to recover unpaid property taxes on land that has been severed and therefore no longer exists by apportioning those outstanding taxes onto the newly- created parcels that arise from the severance. The legislation requires that Council make its decision after holding a public meeting, at which applicants and / or property owners may appear or make representations regarding the apportionment application. Council has delegated authority to hear and make final decisions in respect of these matters to the General Government Committee. Staff have mailed Notices of Hearing to affected taxpayers advising of the upcoming December 6, 2023, General Government Committee Hearing.
The General Government Committee: 1. Approved the apportionment of property taxes in the amounts identified in Appendix A to the report (November 20, 2023) from the Controller, under the columns titled "Apportioned Tax" and "Apportioned Phase-in / Capping."
Staff recommendation as filed
The Controller recommends that: 1. The General Government Committee approve the apportionment of property taxes in the amounts identified in Appendix A, under the columns titled "Apportioned Tax" and "Apportioned Phase-in / Capping."
GG8.2amended
Cancellation, Reduction or Refund of Property Taxes - December 6th, 2023 Hearing
This report deals with tax appeal applications made to the Treasurer pursuant to Sections 323 and 325 of the City of Toronto Act, 2006 (COTA). Section 323 permits Council to cancel, reduce or refund taxes in cases when, during the year, a property undergoes changes such as when it is destroyed by fire or demolished, becomes exempt from taxation, or is reclassified due to a change in use. Under Section 325 of the City of Toronto Act, taxpayers can request a cancellation, reduction or refund of taxes when an error in the assessment roll is identified which results in an overcharge. The legislation requires Council to make its decision after holding a public meeting at which the applicants and / or property owners may express any concerns. Council has delegated authority to hear and make final decisions in respect of these matters to the General Government Committee. Staff have mailed Notices of Hearing to affected taxpayers advising of the General Government Committee's upcoming meeting and consideration of this staff report.
The General Government Committee: 1. Approved the individual tax appeal applications made pursuant to Section 323 of the City of Toronto Act, 2006 resulting in tax reductions (excluding phase-in / capping amounts) identified in the Detailed Hearing Repo rt ma rked as Appendix A to the report (November 20, 2023) from the Controller, excluding the following applications: Ward Number Appeal Number Property Address Roll Number W19 20230902 6 DAWES RD 1904-09-6-320-01901 2. Approved the individual tax appeal applications made pursuant to Section 325 of the City of Toronto Act, 2006 resulting in tax reductions (excluding phase-in / capping amounts) in the amounts identified in Appendix B to the report (November 20, 2023) from the Controller.
Staff recommendation as filed
The Controller recommends that: 1. The General Government Committee approve the individual tax appeal applications made pursuant to Section 323 of the City of Toronto Act, 2006, resulting in tax reductions (excluding phase-in / capping amounts) in the amounts identified in Appendix A. 2. The General Government Committee approve the individual tax appeal applications made pursuant to Section 325 of the City of Toronto Act, 2006 resulting in tax reductions (excluding phase-in / capping amounts) in the amounts identified in Appendix B.
GG8.3adopted
Largest Property Tax Debtors with Tax Arrears Greater than $500,000 as at June 30, 2023
This report provides information on property tax accounts with outstanding receivables of $500,000 or more as of June 30, 2023. The total number of properties with outstanding receivable balances of $500,000 or more is 24, including 20 owned by corporations and four owned by individuals as mentioned above.
The General Government Committee recommends that: 1. City Council direct that the confidential information contained in Confidential Attachment 3 to the report (November 14, 2023) from the Controller remain confidential in its entirety.
Staff recommendation as filed
The Chief Financial Officer and Treasurer recommends that: 1. City Council direct that the confidential information contained in Confidential Attachment 3 remain confidential in its entirety.
GG8.4adopted
The purpose of this report is to request authority from the General Government Committee to amend purchase orders related to the HVAC rehabilitation and upgrades being carried out at the R.C. Harris and Island Water Treatment Plants (WTP). These amendments are required for additional construction administration services to accommodate the revised construction schedules submitted by the general contractor. Since the start of construction, the schedule was extended several times due to change orders issued to address added scope related to unforeseen site conditions and associated design changes. The schedule was further impacted by constraints caused by COVID-19 and longer equipment delivery timelines due to the global supply chain disruption. Additional scope was required to address unforeseen site conditions (e.g., structural modifications to site facilities, natural gas piping, and asbestos testing and abatement) and additional efforts to solve issues related to heritage site requirements at the R.C. Harris. The amendments requested total $1,642,990 (net of Harmonized Sales Tax recoveries) and would increase the current value of two (2) purchase orders.
The General Government Committee: 1. In accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), authorized the General Manager, Toronto Water to amend Purchase Order Number 6041895 with CH2M Hill Canada Limited, for construction administration services for the rehabilitation and upgrades of HVAC at R.C. Harris and Island water treatment plants, to increase the overall value by $314,573 net of all applicable taxes and charges ($320,110 net of Harmonized Sales Tax recoveries). 2. In accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), authorized the General Manager, Toronto Water to amend Purchase Order Number 6050318 with Alberici Constructors Ltd. for construction services for the rehabilitation and upgrade of HVAC at R.C. Harris and Island water treatment plants, to increase the overall value by $1,300,000 net of all applicable taxes and charges ($1,322,880 net of Harmonized Sales Tax recoveries).
Staff recommendation as filed
The General Manager, Toronto Water and the Chief Procurement Officer, recommend that: 1. General Government Committee in accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), grant authority to the General Manager, Toronto Water to amend Purchase Order Number 6041895 with CH2M Hill Canada Limited, for construction administration services for the rehabilitation and upgrades of HVAC at R.C. Harris and Island water treatment plants, to increase the overall value by $314,573 net of all applicable taxes and charges ($320,110 net of Harmonized Sales Tax recoveries). 2. General Government Committee in accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), grant authority to the General Manager, Toronto Water to amend Purchase Order Number 6050318 with Alberici Constructors Ltd. for construction services for the rehabilitation and upgrade of HVAC at R.C. Harris and Island water treatment plants, to increase the overall value by $1,300,000 net of all applicable taxes and charges ($1,322,880 net of Harmonized Sales Tax recoveries).
GG8.5amended
The purpose of the report is to seek authority from the General Government Committee to negotiate and amend Purchase Order number 6052202 with Deloitte Incorporated for the provision of System Integrator Services for the Financial System Transformation Program. The Financial System Transformation Program (the Program) is required as the current version of the City's core financial software is approaching end of life in 2027. In the current state, there are numerous systems with financial information that exist outside of the core financial platform. Extensive manual interventions and workarounds are required in most aspects of financial processes and reporting. The result has been a network of over 70 plus systems that do not meet the City's current needs. The new version of the core financial platform provides the City with the opportunity to review and build more efficient and effective business processes and consolidate a number of systems, and financial information, which will support an integrated and seamless delivery environment that will be critical for all City financial operations. So far, the Program has completed the redesigned finance business processes, defined the solution design to enable these business processes and is currently progressing through the implementation of the platform. The negotiations and the impending Purchase Order Amendment are intended to support the continued implementation of the Financial System Transformation Program throughout 2024, and are expected to follow two key drivers, as outlined below: 1- The delivery of critical and complex business processes and integrated testing for successful deployment; and, 2- The alignment of the initial SAP Ariba solution implementation with the leading best practices. This additional scope will better position the City for the Procure to Pay process transformation and the SAP Ariba - S / 4HANA integrated rollout. The total value of the Purchase Order Amendment being requested is up to $8,000,000 net of all taxes and charges ($8,140,800 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $43,645,200 net of all taxes and charges ($44,413,356 net of Harmonized Sales Tax recoveries) to up to $51,645,200 net of all taxes and charges ($52,554,156 net of Harmonized Sales Tax recoveries). Funding is available in the 2023-2032 Approved Capital Budget and Plan for the Office of the Controller under the Financial System Transformation Program. The General Government Committee 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 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 71-11.1.
The General Government Committee: 1. In accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), authorized the Controller to negotiate and amend Purchase Order 6052202 with Deloitte Incorporated for the provision of System Integrator Services for Financial System Transformation Program up to $8,000,000 net of all taxes and charges ($8,140,800 net of Harmonized Sales Tax recoveries), from $43,645,200 net of all applicable taxes and charges ($44,413,356 net of Harmonized Sales Tax recoveries) to a total amount of up to $51,645,200 net of all applicable taxes and charges ($52,554,156 net of Harmonizes Sales Tax recoveries).
Staff recommendation as filed
The Chief Financial Officer and Treasurer, the Deputy City Manager, Corporate Services, and the Chief Procurement Officer, recommend that: 1. The General Government Committee, in accordance with Section 71-11.1.C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-Law), grant authority to negotiate and amend Purchase Order 6052202 with Deloitte Incorporated for the provision of System Integrator Services for Financial System Transformation Program up to $8,000,000 net of all taxes and charges ($8,140,800 net of Harmonized Sales Tax recoveries), from $43,645,200 net of all applicable taxes and charges ($44,413,356 net of Harmonized Sales Tax recoveries) to a total amount of up to $51,645,200 net of all applicable taxes and charges ($52,554,156 net of Harmonizes Sales Tax recoveries).
GG8.6adopted
The purpose of this report is to advise Toronto City Council, pursuant to Chapter 195 of the Toronto Municipal Code, Purchasing By-Law, Section 195-7.4(B), of a non-competitive contract with 1623052 Ontario Ltd. operating as CB Sales Canada, exceeding $500,000. Purchase orders issued under Non-Competitive Number 9384 include Purchase Order 6047793 in the amount of $181,670 net of all taxes and charges ($184,867 net of Harmonized Sales Tax recoveries) awarded in 2018, and Divisional Purchase Order Number 3627960 for $50,000 net of all taxes and charges ($50,880 net of Harmonized Sales Tax recoveries) on July 31, 2023. The issuance of this emergency non-competitive purchase order (Purchase Order 6054521, issued May 16, 2023) for a total value of $325,000 net of applicable taxes and charges ($330,720 net of Harmonized Sales Tax recoveries) was required to replace the scrubber media at the Island Water Treatment Plant. The work was deemed an emergency by the General Manager, Toronto Water under Chapter 195-7.1(G) of the Municipal Code.
The General Government Committee recommend that: 1. City Council receive the report (November 21, 2023) from the General Manager, Toronto Water and the Chief Procurement Officer for information.
Staff recommendation as filed
The General Manager, Toronto Water and the Chief Procurement Officer recommend that: 1. City Council receive this report for information.
GG8.7adopted
Emergency Non-Competitive Contract with BDA Inc. for the Roof Replacement at 291 Sherbourne Street
The purpose of this report is to inform Toronto City Council, pursuant to Chapter 195 of the Toronto Municipal Code (Purchasing By-Law, Section 195-7.4) of a non-competitive purchase order with BDA Inc. for the replacement of the existing roof at 291 Sherbourne Street (the "Property") in the amount of $2,075,000 net of all taxes and charges ($2,111,520 net of Harmonized Sales Tax recoveries). The Property, which is known as Robertson House, is a shelter facility owned by the City of Toronto and operated by Shelter, Support and Housing Administration. The Property is a short-term emergency shelter with a capacity of 74 occupants. The Property is comprised of several buildings. The main building's roof requires immediate replacement due to an unforeseen site condition of water leaks that have caused damage to the ceilings, walls, and floors of the interior space. Although the City has an existing competitive purchase order for the replacement of rooftop air conditioning units with the vendor of record, BDA Inc., the scope does not include roof replacement. Engineering reviews were conducted following identification of the unforeseen site conditions and the engineering recommendations were to replace the roof prior to installing new rooftop air conditioning units. Purchasing and Materials Management Division advised on the appropriate procurement approach and Corporate Real Estate Management entered into an emergency non-competitive purchase order with BDA Inc. to complete the work. Reporting back to City Council is required in accordance with Municipal Code Chapter 195, Purchasing, Article 7, Section 195-7.4(B) where a non-competitive contract over $500,000 is entered into on an emergency basis.
The General Government Committee recommend that: 1. City Council receive the report (November 22, 2023) from the Acting Executive Director, Corporate Real Estate Management and the Chief Procurement Officer for information.
Staff recommendation as filed
The Acting Executive Director, Corporate Real Estate Management and the Chief Purchasing Officer recommend that: 1. City Council receive this report for information.
GG8.8adopted
The purpose of this report is to advise Toronto City Council, pursuant to Chapter 195 of the Toronto Municipal Code (Purchasing By-Law, Section 195-7.4), of a non-competitive contract with EllisDon Civil Limited, to procure construction services to repair damaged elements of the temporary Dufferin Street bridges over the Metrolinx rail corridor, south of Springhurst Avenue, for a total value of $1,320,000 excluding Harmonized Sales Tax ($1,343,232 net of Harmonized Sales Tax recoveries). The issuance of this non-competitive contract was a matter of urgency to accelerate the work required to re-open Dufferin Street following an emergency closure on July 13, 2023, due to damage to the bridge structures. This contract addresses the remediation of temporary bridges installed a decade ago. At that time, the existing permanent bridges needed replacement. These temporary bridges, designed to last only 10 years, were meant to give Metrolinx time to finalize plans for the rail corridor beneath them and to provide the City with the necessary specifications for the new permanent bridges. Despite considerable design efforts over the past ten years, Metrolinx has not yet finalized the required design specifications. Therefore, it is necessary to repair the temporary bridges, which remain in use as an interim measure until the design and construction of permanent bridge structures can proceed. The City will seek to recoup two-thirds of the repair costs from Metrolinx for their share of the emergency repair work. This repair was deemed an emergency by the former Interim Chief Engineer and Executive Director, Engineering and Construction Services, under Chapter 195-7.1 (G) of the Municipal Code. Reporting back to City Council is required in accordance with Municipal Code Chapter 195, Purchasing Article 7, Section 195-7.4 (B) when a non-competitive contract exceeds $500,000.
The General Government Committee recommend that: 1. City Council receive the report (November 20, 2023) from the Chief Engineer and Executive Director, Engineering and Construction Services and the Chief Procurement Officer, Purchasing and Materials Management for information.
Staff recommendation as filed
The Chief Engineer and Executive Director, the Engineering and Construction Services and the Chief Procurement Officer, Purchasing and Materials Management recommend that: 1. City Council receive this report for information.
GG8.9adopted
The purpose of this report is to advise pursuant to Chapter 195 of the Toronto Municipal Code (Purchasing By-law, Section 195-7.4), of a non-competitive contract with Toronto Drydock Limited for the non-exclusive supply of all labour, equipment, materials, services, apparatus, transportation, lay days, permits and incidentals required for the dry docking shop repair services and / or onsite ship repair services which may include, any electrical, structural and mechanical repairs for the Ongiara vessel, for a total value of $5,350,656 net of all applicable taxes and charges ($5,444,828 net of Harmonized Sales Tax Recoveries). The City operates a fleet of five ferry vessels providing service to and from Toronto Island. In order to ensure service continuity and safety, the City must comply with Transport Canada Marine Safety requirements and maintenance and repair work must occur to satisfy these requirements. The Ongiara vessel is the only vessel in the fleet that can carry vehicles and operate in icy water conditions. While in dry dock, undergoing regularly scheduled maintenance and inspections, the initial inspection revealed that approximately 45 per cent of the vessel's hull does not meet the minimum safety standard for Transport Canada requirements. The substantial hull repair exceeds the volume of work and cost anticipated. The issuance of this non-competitive contract was considered urgent as the repairs to the vessel are required to ensure compliance with Transport Canada's safety requirements and within a suitable timeframe that allows for safe winter ferry service continuity. Work was authorized to proceed on an emergency basis by the Acting General Manager, Parks, Forestry and Recreation and Chief Procurement Officer under Chapter 195-7.1(G) of the Municipal Code. Reporting back to City Council is required in accordance with Municipal Code Chapter 195, Purchasing, Article 7, Section 195-7.4(B) where a non-competitive contract over $500,000 was entered into on the basis of emergency.
The General Government Committee recommend that: 1. City Council receive the report (November 22, 2023) from the Acting General Manager, Parks, Forestry and Recreation and the Chief Procurement Officer for information.
Staff recommendation as filed
The Acting General Manager, Parks, Forestry and Recreation and the Chief Procurement Officer, recommend that: 1. City Council receive this report for information.
GG8.10amended
The purpose of this report is to advise of the results of Request for Quotation Ariba Document Number 3763162663 for the non-exclusive supply and delivery of new ambulances for the Toronto Paramedic Services Division and seek authority to award a contract to the lowest bidder. The total potential contract value exceeds the $20 million limit of the Bid Award Panel to award. The Request for Quotation Ariba Document Number 3763162663 was posted for a competitive procurement for the non-exclusive supply and delivery of new ambulances for the Toronto Paramedic Services Division, for an initial one-year term, with the option to renew the Contract for four (4) additional separate optional years at the sole discretion of the City and subject to budget approval(s). Should the optional year(s) be exercised then the Chief of Toronto Paramedic Services will request the Chief Procurement Officer to process the renewals under the same terms and conditions. Toronto Paramedic Services' fleet experiences significant wear involving mechanical, electrical, and interior components as a result of the 24/7 nature of the division's operations. This wear has been amplified by the inability to regularly replace ambulances due to parts shortages and supply chain issues experienced during the COVID-19 pandemic. These parts shortages and supply chain issues have now been resolved to the point where orders for new ambulances can be fulfilled by manufacturers. Therefore, Toronto Paramedic Services is requesting authorization to enter into an agreement with Crestline Coach Ltd. for the non-exclusive supply and delivery of new ambulances to replace existing vehicles, and ensure the continued safety and reliability of Toronto Paramedic Services' fleet.
The General Government Committee: 1. In accordance with Section 195-8.5 of Toronto Municipal Code Chapter 195 (Purchasing By-Law) authorized the Chief, Toronto Paramedic Services to award and enter into an agreement with Crestline Coach Ltd., being the lowest bidder meeting the specifications of Request for Quotations Ariba Document Number 3763162663, for the non-exclusive supply and delivery of new ambulances, in the amount of $73,430,567 net of all applicable taxes and charges, ($74,722,945 net of Harmonized Sales Tax recoveries) and in accordance with the Request for Quotation requirements.
Staff recommendation as filed
The Chief of Toronto Paramedic Services and the Chief Procurement Officer recommend that: 1. The General Government Committee, in accordance with Section 195-8.5 of Toronto Municipal Code Chapter 195 (Purchasing By-Law) authorizes the Chief, Toronto Paramedic Services to award and enter into an agreement with Crestline Coach Ltd., being the lowest bidder meeting the specifications of Request for Quotations Ariba Document Number 3763162663, for the non-exclusive supply and delivery of new ambulances, in the amount of $73,430,567 net of all applicable taxes and charges, ($74,722,945 net of Harmonized Sales Tax recoveries) and in accordance with the Request for Quotation requirements.
GG8.11adopted
This report seeks to authorize the City to enter into sublease and sublicence agreements (collectively, the "Agreements") with Centennial Park Golf Centre Inc. (the "Tenant Operator") for Centennial Park Golf Course located at 550 Centennial Park Boulevard (the "Subleased and Sublicenced Areas"). The Agreements have an initial term of seven years, with an option, in favour of the City, to extend by four years, and a further option to extend for up to an additional six years, provided the Tenant Operator is not in default of the Agreements and the City extends the existing terms of the head lease and the head licence with the Province of Ontario (the "Province"). The Subleased and Sublicenced Areas are owned by the Province and licenced and leased by the City under two long-term agreements ending December 31, 2030 and December 31, 2034 respectively. The Tenant Operator was selected through a Request for Proposals (RFP) process conducted by Parks, Forestry, and Recreation in collaboration with Corporate Real Estate Management, as directed by Purchasing and Materials Management Division. The Request for Proposal was issued in summer 2023 to ensure an operator was in place ahead of the 2024 golf season. The City provides access to high-quality and affordable golf at seven golf courses, five of which are City-operated, and two of which are leased-out to private third-party operators. Centennial Park Golf Course is one of these two golf courses.
The General Government Committee recommends that: 1. City Council authorize the City to enter into a sublease agreement and a sublicence agreement (collectively, the "Agreements") with Centennial Park Golf Centre Inc. for the operation of the Centennial Park Golf Course (the "Tenant Operator") located at the property municipally known as 550 Centennial Park Boulevard, substantially on the terms and conditions set out in Revised Attachment 1 to the revised report (December 5, 2023) from the Acting Executive Director, Corporate Real Estate Management, and the Acting General Manager, Parks, Forestry and Recreation, with such other terms and conditions as may be acceptable to the Acting Executive Director, Corporate Real Estate Management in consultation with the Acting General Manager, Parks, Forestry and Recreation and in a form acceptable to the City Solicitor. 2. City Council authorize the Acting Executive Director, Corporate Real Estate Management and the Director, Transaction Services severally to execute and deliver the Agreements and any related documents contemplated thereunder on behalf of the City of Toronto. 3. City Council authorize the Acting Executive Director, Corporate Real Estate Management, in consultation with the Acting General Manager, Parks, Forestry and Recreation, to administer and manage the Agreements including the provision of any amendments, consents, approvals, waivers, notices, and notices of termination, provided that the Acting Executive Director, Corporate Real Estate Management may, at any time, refer consideration of such matters (including their content) to City Council for its determination and direction.
Staff recommendation as filed
The Acting Executive Director, Corporate Real Estate Management, and the Acting General Manager, Parks, Forestry and Recreation, recommend that: 1. City Council authorize the City to enter into a sublease agreement and a sublicence agreement (collectively, the "Agreements") with Centennial Park Golf Centre Inc. for the operation of the Centennial Park Golf Course (the "Tenant Operator") located at the property municipally known as 550 Centennial Park Boulevard, substantially on the terms and conditions set out in Attachment 1, with such other terms and conditions as may be acceptable to the Acting Executive Director, Corporate Real Estate Management in consultation with the Acting General Manager, Parks, Forestry and Recreation and in a form acceptable to the City Solicitor. 2. City Council authorize the Acting Executive Director, Corporate Real Estate Management and the Director, Transaction Services severally to execute and deliver the Agreements and any related documents contemplated thereunder on behalf of the City of Toronto. 3. City Council authorize the Acting Executive Director, Corporate Real Estate Management, in consultation with the Acting General Manager, Parks, Forestry and Recreation, to administer and manage the Agreements including the provision of any amendments, consents, approvals, waivers, notices, and notices of termination, provided that the Acting Executive Director, Corporate Real Estate Management may, at any time, refer consideration of such matters (including their content) to City Council for its determination and direction.
GG8.12adopted
The purpose of this report is to seek City Council authority to enter into a new Non -Competitive contract with Imtech Corporation doing business as Activu Corporation for the continuation of the maintenance and support of the City's Traffic Operations Centre Activu Video Wall Systems at 703 Don Mills Road. The term of the contract is expected to be for a period of three (3) years commencing April 1, 2024 to March 31, 2027, with two (2) additional separate one (1) year option terms for a total cumulative term of five (5) years that would end on March 31, 2029, with a value of $362,273 United States Dollar (USD) net of all applicable taxes and charges ($368,649 net of Harmonized Sales Tax recoveries). The Activu software that is installed and currently running at the City of Toronto's Traffic Operations Centre at 703 Don Mills Road is designed and developed by Imtech Corporation doing business as Activu Corporation. Based on the exclusive rights letter provided by Activu, it states that Activu does not resell the software through any distribution channels, and there are no trained or licensed resellers or organizations that are capable of integrating, supporting, troubleshooting, and repairing the Activu software. City Council approval is required in accordance with Municipal Code Chapter 195- Purchasing, where the current request exceeds the Chief Purchasing Officer's authority of the cumulative five-year commitment for each supplier, under Article 7, Section 195- Non-Competitive Contract Imtech Corporation doing business as Activu Corporation 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.
The General Government Committee recommend that: 1. City Council authorize the General Manager, Transportation Services to negotiate and execute a non-competitive agreement with Imtech Corporation doing business as Activu Corporation from April 1, 2024 to March 31, 2029 with two (2) additional separate one (1) year option periods in the amount of $362,273 USD net of all applicable taxes and charges ($368,649 net of Harmonized Sales Tax recoveries), on terms and conditions satisfactory to the General Manager, Transportation Services, in a form satisfactory to the City Solicitor.
Staff recommendation as filed
The General Manager, Transportation Services, and the Chief Procurement Officer recommend that: 1. City Council authorize the General Manager, Transportation Services to negotiate and execute a non-competitive agreement with Imtech Corporation doing business as Activu Corporation from April 1, 2024 to March 31, 2029 with two (2) additional separate one (1) year option periods in the amount of $362,273 USD net of all applicable taxes and charges ($368,649 net of Harmonized Sales Tax recoveries), on terms and conditions satisfactory to the General Manager, Transportation Services, in a form satisfactory to the City Solicitor.
GG8.13adopted
The purpose of this report is to request City Council authority to enter into a non-competitive contract with WorkDynamics Technologies Inc., to provide maintenance and support for the City Clerk's Office Correspondence Management System. The contract will be for an initial period of two (2) years commencing from December 15, 2023, with three (3) additional one (1)-year optional renewals, in the total amount of $37,913 net of Harmonized Sales Tax ($38,580 net of Harmonized Sales Tax recoveries). The City Clerk's Office Correspondence Management system enables City Clerk's staff to log, distribute and track official correspondence received by the City Clerk on behalf of the City of Toronto. The City Clerk's Office utilizes a system called ccmEnterprise, a proprietary product from WorkDynamics Technologies Inc. This solution is supported and maintained by City Clerk's IT, independently of Technology Services Division. The current maintenance and support Purchase Order Number 6053501 with WorkDynamics Technologies Inc., expires on December 14, 2023. To ensure support of the system, a new non-competitive contract with WorkDynamics Technologies Inc. is required. 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 for each supplier, 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.
The General Government Committee recommend that: 1. City Council authorize the City Clerk to enter into a non-competitive agreement with WorkDynamics Technologies Inc. for maintenance and support services for the City Clerk's Office Correspondence Management System, for an initial period of two (2) years commencing from December 15, 2023, with the option to renew for three (3) additional one (1)-year periods, at the sole discretion of the City Clerk and subject to budget approval, in the total potential amount of $37,913 net of Harmonized Sales Tax ($38,580 net of Harmonized Sales Tax recoveries), on terms and conditions satisfactory to the City Clerk and in a form satisfactory to the City Solicitor.
Staff recommendation as filed
The City Clerk and the Chief Procurement Officer recommend that: 1. City Council grant authority to the City Clerk to enter into a non-competitive agreement with WorkDynamics Technologies Inc. for maintenance and support services for the City Clerk's Office Correspondence Management System, for an initial period of two (2) years commencing from December 15, 2023, with the option to renew for three (3) additional one (1)-year periods, at the sole discretion of the City Clerk and subject to budget approval, in the total potential amount of $37,913 net of Harmonized Sales Tax ($38,580 net of Harmonized Sales Tax recoveries), on terms and conditions satisfactory to the City Clerk and in a form satisfactory to the City Solicitor.
GG8.14forwarded without recommendation
The purpose of this report is to seek City Council authority to enter into a non- competitive contract with N. Barry Lyons Consultants for professional services to conduct a land economics study of the economic viability and impacts on residential property values of multi-tenant houses. The study also seeks to assess the economic viability of other residential units and housing types in comparison to multi-tenant houses under the new multi-tenant houses policy and regulatory framework. The expected term of the contract is anticipated to be for a period of 16 weeks commencing from the date of award and would end on March 31, 2024, with a value $48,500 net of all taxes and charges ($49,354 net of Harmonized Sales Tax recoveries). In October 2021 and December 2022, through items 2021.PH25.10 and 2023.CC2.1, City Council directed the Chief Planner and Executive Director, City Planning, the Executive Director, Municipal Licensing and Standards, the Executive Director, Housing Secretariat, the Chief Communications Officer, the Executive Director, Toronto Building, and the Fire Chief and General Manager, Toronto Fire Services to report to Planning and Housing Committee on various matters throughout the implementation period for the new multi-tenant houses Regulatory Framework. This direction includes reporting to Council on the results of a land economics study related to multi-tenant housing permissions as introduced, including their economic viability and impacts on residential property values, and the economic viability of other residential units and housing types in comparison to multi-tenant houses. As part of the overall implementation reporting work, City Planning proposes to retain N. Barry Lyon Consulting to complete the Land Economics Study through a non-competitive fixed price contract with a value of $48,500 ($49,354 net of harmonized sales taxes). The proposed non-competitive procurement will cause the cumulative value of contracts between City Planning and N. Barry Lyon Consulting to exceed the staff authority threshold, as discussed below. The Chief Planner and Executive Director, City Planning, entered into a contract with N. Barry Lyon Consulting in 2018 to provide professional services in land economics research and analysis to evaluate the financial impacts of a range of inclusionary zoning requirements on the housing market in support of the City's Inclusionary Zoning framework. The final value of this contract was $491,307 ($499,954, net of Harmonized Sales Tax recoveries) and it was awarded through Purchase Order 6048042 resulting from non-competitive procurement number 9327, with subsequent amendments to address changing provincial legislative requirements and additional Council direction. That contract remains open with an unspent value of $95,214 relating to work that is currently on hold pending announced provincial regulatory changes. Procurement for the multi-tenant houses Land Economics Study with a value of $48,500 ($49,354 net of harmonized sales taxes) will therefore bringing the cumulative value of non-competitive contracts between City Planning and N. Barry Lyon Consulting to $539,807 exclusive of all taxes and charges. 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 for each supplier, 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.
The General Government Committee submits item GG8.14 to City Council without recommendations, as no motions carried.
Staff recommendation as filed
The Chief Planner and Executive Director, City Planning and the Chief Procurement Officer recommend that: 1. City Council grant authority to the Chief Planner and Executive Director, City Planning to negotiate and enter into a non-competitive agreement with N. Barry Lyon Consultants in the amount of $48,500 net of all taxes and charges ($49,354 net of Harmonized Sales Tax) to complete a land economics study of the effects of multi-tenant housing permissions, on terms and conditions satisfactory to the Chief Planner and Executive Director, City Planning and in a form satisfactory to the City Solicitor.
GG8.15adopted
This report seeks City Council's authority for the adoption of the necessary by-law to designate a portion of the property owned by 2366829 Ontario Limited leased to the City of Toronto on behalf of Toronto Public Library, Bridlewood Branch as a Municipal Capital Facility, and to provide an exemption for municipal taxes and education taxes. The Municipal Capital Facility agreement authorized by the by-law will provide an exemption for Unit 230 which is approximately 19,425 square feet at 2900 Warden Avenue. A new Municipal Capital Facility agreement is required as the Bridlewood Branch Library will be relocating from their existing space of approximately 8,000 square feet at Bridlewood Mall into a new expanded space within the mall at 2900 Warden Avenue. The current Municipal Capital Facility agreement will expire with the existing lease on August 31, 2024.
The General Government Committee recommends that: 1. City Council pass a by-law pursuant to Section 252 of the City of Toronto Act, 2006, providing authority to: a. enter into a Municipal Capital Facility Agreement with Bridlewood Mall Management Inc., the landlord, which will lease approximately 19,425 square feet at 2900 Warden Avenue (the "Leased Premises") to the City of Toronto, used for public libraries; and b. exempt the Leased Premises from taxation for municipal and school purposes, with the tax exemption being effective from the latest of: - the commencement date of the lease; - the date the Municipal Capital Facility Agreement is entered into; and - the date the Tax Exemption By-law is enacted. 2. City Council direct the City Clerk to give written notice of the By-law to the Minister of Finance, the Municipal Property Assessment Corporation, the Toronto District School Board, the Toronto Catholic District School Board, le Conseil scolaire Viamonde and le Conseil scolaire catholique MonAvenir.
Staff recommendation as filed
The Controller recommends that: 1. City Council pass a by-law pursuant to Section 252 of the City of Toronto Act, 2006, providing authority to: a. enter into a Municipal Capital Facility Agreement with Bridlewood Mall Management Incorporated., the landlord, which will lease approximately 19,425 square feet at 2900 Warden Avenue (the "Leased Premises") to the City of Toronto, used for public libraries; and b. exempt the Leased Premises from taxation for municipal and school purposes, with the tax exemption being effective from the latest of: - the commencement date of the lease; - the date the Municipal Capital Facility Agreement is entered into; and - the date the Tax Exemption By-law is enacted. 2. City Council direct the City Clerk to give written notice of the By-law to the Minister of Finance, the Municipal Property Assessment Corporation, the Toronto District School Board, the Toronto Catholic District School Board, le Conseil scolaire Viamonde and le Conseil scolaire catholique MonAvenir.
GG8.16adopted
This report seeks Council's authority for the adoption of the necessary by-laws to designate portions of three properties leased by the City of Toronto for use as City Councillor's constituency offices as Municipal Capital Facilities and to provide exemptions for municipal taxes and education taxes. The municipal capital facility agreements authorized by the by-laws will provide tax exemptions for approximately 3,163 square feet in total of combined space. The three properties and their respective square footage are provided below. 641B The Queensway, Ward 3: 1,592 square feet 329 Parliament Street / 0 Regent Street, Ward 13: 919 square feet 895 Lawrence Avenue East, Ward 16: 652 square
The General Government Committee recommends that: 1. City Council pass by-laws pursuant to Section 252 of the City of Toronto Act, 2006, providing authority to: a. enter into Municipal Capital Facility Agreements with the landlords of each of the three properties with whom Corporate Real Estate Management has a lease on behalf of the City Councillors (the "Leased Premises"), with respect to approximately 3,163 square feet of combined space, for the purposes of providing municipal capital facilities related to the provision of facilities used by City Councillors located at: - 641B The Queensway (Ward 3) - 329 Parliament Street / 0 Regent Street (Ward 13) - 895 Lawrence Avenue East (Ward 16); and b. exempt the Leased Premises from taxation for municipal and school purposes, with the tax exemption being effective from the latest of: 1. the commencement date of the Lease, 2. the date the Municipal Capital Facility Agreement is entered into, and 3. the date the Tax Exemption By-law is enacted. 2. City Council direct the City Clerk to give written notice of the By-law to the Minister of Finance, the Municipal Property Assessment Corporation, the Toronto District School Board, the Toronto Catholic District School Board, le Conseil scolaire Viamonde, and le Conseil scolaire catholique MonAvenir.
Staff recommendation as filed
The Controller recommends that: 1. City Council pass by-laws pursuant to Section 252 of the City of Toronto Act, 2006, providing authority to: a. enter into Municipal Capital Facility Agreements with the landlords of each of the three properties with whom Corporate Real Estate Management has a lease on behalf of the City Councillors (the "Leased Premises"), with respect to approximately 3,163 square feet of combined space, for the purposes of providing municipal capital facilities related to the provision of facilities used by City Councillors located at: - 641B The Queensway (Ward 3) - 329 Parliament Street / 0 Regent Street (Ward 13) - 895 Lawrence Avenue East (Ward 16); and b. exempt the Leased Premises from taxation for municipal and school purposes, with the tax exemption being effective from the latest of: 1. the commencement date of the Lease, 2. the date the Municipal Capital Facility Agreement is entered into, and 3. the date the Tax Exemption By-law is enacted. 2. City Council direct the City Clerk to give written notice of the By-law to the Minister of Finance, the Municipal Property Assessment Corporation, the Toronto District School Board, the Toronto Catholic District School Board, le Conseil scolaire Viamonde, and le Conseil scolaire catholique MonAvenir.
GG8.17adopted
This report seeks authority to extend an existing agreement with the University of Toronto (the "University") regarding voluntary payments to be made by the University on its revenue-producing properties, substantially on the same terms as the previous agreement approved by Council in 2013.
The General Government Committee recommends that: 1. City Council authorize the Controller to enter into an agreement with the University of Toronto to extend the existing agreement pursuant to which the University makes voluntary payments to the City on its revenue-producing properties, on substantially the same terms as the existing agreement, including the following: a. that the University agree to continue to make voluntary payments to the City on all revenue producing properties for which it collects payments on account of taxes; b. that the term of the agreement be for 10 years, covering the taxation years 2024 to 2033, inclusive; and c. such other terms and conditions satisfactory to the City Solicitor and the Controller, and in a form satisfactory to the City Solicitor. 2. City Council request that the Minister of Finance and the Minister of Colleges and Universities review the legislation governing exemptions from taxation and the treatment of tenants occupying university lands that would otherwise be taxable to ensure that the assessment and taxation provisions are consistent, both within Toronto and across Ontario
Staff recommendation as filed
The Controller recommends that: 1. City Council authorize the Controller to enter into an agreement with the University of Toronto to extend the existing agreement pursuant to which the University makes voluntary payments to the City on its revenue-producing properties, on substantially the same terms as the existing agreement, including the following: a. that the University agree to continue to make voluntary payments to the City on all revenue producing properties for which it collects payments on account of taxes; b. that the term of the agreement be for 10 years, covering the taxation years 2024 to 2033, inclusive; and c. such other terms and conditions satisfactory to the City Solicitor and the Controller, and in a form satisfactory to the City Solicitor. 2. City Council request that the Minister of Finance and the Minister of Colleges and Universities review the legislation governing exemptions from taxation and the treatment of tenants occupying university lands that would otherwise be taxable to ensure that the assessment and taxation provisions are consistent, both within Toronto and across Ontario
GG8.18adopted
This report seeks authority to initiate expropriation proceedings for fee simple interests in portions of the properties municipally known as 32, 34, 36, 38, 40, 44, 46, 48, and 50 Larwood Boulevard, for the purpose of the installation of a multi-use trail to improve pedestrian and cyclist safety on the east side of Brimley Road South, from Barkdene Hills to Bluffers Park Road. This is Stage 1 of the expropriation process. Should City Council adopt the recommendations in this report, staff will serve and publish the Notices of Application for Approval to Expropriate in accordance with the Expropriations Act (the "Act"). Owners will have 30 days to request a hearing into whether the City's proposed taking is fair, sound and reasonably necessary. Staff will report back to City Council with a Stage 2 report, providing details on property values and other costs, and if a hearing is requested, the report of the Ontario Land Tribunal. The proposed expropriation would only be affected after adoption by City Council (as approving authority) of the Stage 2 report, and by registration of an expropriation plan, which would then be followed by the service of further notices as required by the Act. Before the City could take possession of the expropriated property, offers of compensation based on appraisal reports must be served on each Registered Owner as defined in the Act.
The General Government Committee recommends that: 1. City Council authorize the initiation of expropriation proceedings for fee simple interests in the lands illustrated as Part 1 to 9 on the draft reference plan attached as Attachment A (the "Properties") to the report (November 22, 2023) from the Interim Executive Director, Corporate Real Estate Management, for the purposes of constructing a multi-use trail along the east side of Brimley Road, from Barkdene Hills south to Bluffers Park Road. 2. City Council grant authority to serve and publish the Notices of Application for Approval to Expropriate Land for the Property, to forward to the Ontario Land Tribunal any requests for hearings received, to attend the hearing(s) to present the City's position, and to report the Ontario Land Tribunal's recommendations to City Council for its consideration.
Staff recommendation as filed
The Interim Executive Director, Corporate Real Estate Management recommends that: 1. City Council authorize the initiation of expropriation proceedings for fee simple interests in the lands illustrated as Part 1 to 9 on the draft reference plan attached as Attachment A (the "Properties"), for the purposes of constructing a multi-use trail along the east side of Brimley Road, from Barkdene Hills south to Bluffers Park Road. 2. City Council grant authority to serve and publish the Notices of Application for Approval to Expropriate Land for the Property, to forward to the Ontario Land Tribunal any requests for hearings received, to attend the hearing(s) to present the City's position, and to report the Ontario Land Tribunal's recommendations to City Council for its consideration.
GG8.19adopted
311 Toronto Service Insight Surveys
City Council, the Customer Experience Division (CXD), and 311 Toronto's (311) integrated service divisions (ISDs) have expressed an interest in better understanding satisfaction levels for 311 service users and improving how the City closes the service loop with customers. In response to these interests, Customer Experience Division is in the process of establishing a survey capability proof of concept (POC) that will enable the collection, analysis, and utilization of customer insights from key moments within the customer journey to enhance the customer experience. The purpose of this report is to provide background information and progress on the development of the proof of concept.
The General Government Committee: 1. Receive the report (November 22, 2023) from the Executive Director, Customer Experience Division 311 Toronto for information.
Staff recommendation as filed
The Executive Director, Customer Experience Division, recommends that: 1. The General Government Committee receive this report for information.
GG8.20referred
The purpose of this report is to recommend revisions to Toronto Municipal Code Chapter 67, Fair Wage (the "By-Law") and all three of the By-Law's schedules: The By-Law and Schedule A, Fair Wage Policy (the "Policy"), changing purpose and intent, application, responsibilities, administration, and enforcement; Schedule B, Labour Trades Contractual Obligations in the Construction Industry (the "Labour Trades"), changing the name to the "Labour Trades Contractual Obligations in the Construction Industry Policy"; Schedule C, Fair Wage Schedule, 2016-2019 ("Schedule C"), updating Schedule C, such that it reflects the most current prevailing wages for the industries in which the City procures services. The details are outlined in greater detail below: The By-Law and Schedule A - Adding definitions; - Delegating explicit authority to the Manger, Fair Wage Office to order work to be stopped that is suspected of exposing the City to liability, and; - Refining Policy application provisions regarding "owner operators" and grant agreements, - Contractor and sub-contractor responsibilities regarding Fair Wage compliance declarations on accounts rendered for payment, displaying copies of the Policy, and permitting workers to work overtime hours have been modernized or removed to reflect current operational and business practices. - Attachment "1" is a red-line document showing recommended changes to the current By-Law and the Policy. Schedule B - The only revision proposed for the Labour Trades is to change the name to the "Labour Trades Contractual Obligations in the Construction Industry Policy", for clarity. Schedule C - Comprised of six classifications of work: General Classifications, Heavy Construction work; Industrial, Commercial, Institutional (I.C.I.) work; Road Building work; Sewer and Watermain Construction work; and Utility work. - An updated Schedule C is recommended to Council for approval every three years. The current Schedule covers 2019 to 2022 and must be updated to reflect 2022 to 2024 rates. The updated Schedule C set out in Attachment "2" reflects wage increases recognized by the construction labour markets. This report recommends that the updated Schedule C takes effect for all new City procurements issued on or after January 1, 2024. All City contracts or procurement documents issued before January 1, 2024 will use the Fair Wage rates set out in the current Schedule C (2019 to 2022). In order to maintain a record of historic wages, The Fair Wage Office will maintain copies of the former Fair Wage Schedules at the Fair Wage Office and on the Fair Wage Office website.
The General Government Committee: 1. Referred item GG8.20 back to the Manager, Fair Wage Office, Purchasing and Materials Management Division for further review and inclusion of: a. More detailed financial analysis and estimated budget dollar impact; and b. Options to continue to include exemptions for small businesses designed to ensure competitiveness and participation in procurement opportunities.
Staff recommendation as filed
The Manager, Fair Wage Office, recommends that: 1. City Council amend Municipal Code Chapter 67 - Fair Wage, including Schedule A, as set out in Attachment "1" to this report, effective January 1, 2024 (the "Effective Date"); 2. City Council amend Schedule C to Municipal Code, Chapter 67, by replacing the current Schedule C with the Schedule contained in Attachment "2" to this report, as the new Schedule C to Chapter 67, effective as of the Effective Date.
GG8.21amended
The purpose of this report is to recommend amendments to Toronto Municipal Code Chapter 195, Purchasing (the Purchasing Bylaw). This report also responds to a request from City Council to report on the possibility of adopting the Open Contracting Global Principles and the role of an Inspector General. The Purchasing Bylaw was last reviewed in 2016, and the current Purchasing Bylaw was enacted on January 1, 2017. In accordance with Chapter 195, Section 3.1(R), the Bylaw is required to be reviewed every five years. The review, which had been scheduled for 2020 and 2021, was delayed due to the COVID-19 pandemic. Purchasing and Materials Management Division (PMMD) initiated a review in 2022 and this report recommends a number of changes resulting from that review: - Renaming the Toronto Municipal Code Chapter 195 to Procurement - Increasing Chief Procurement Officer and division head authority to process limited solicitations - Clarifying the beginning of the Blackout Period during the procurement process - Extending the Chief Procurement Officer's authority to cancel a procurement - Clarifying the need for appropriate consultation, authority and responsibility to negotiate certain provisions in contracts; - Administrative or 'housekeeping' amendments for a more concise and easier to interpret bylaw
The General Government Committee recommends that: 1. City Council amend Municipal Code Chapter 195, Purchasing, as set out in Attachment 1 to the report (November 22, 2023) from the Chief Procurement Officer, effective July 1, 2024 (the "Effective Date"). 2. City Council direct the Chief Procurement Officer to report back to City Council prior to the Effective Date on updates to Council-approved policies that are required to implement the recommended changes. 3. City Council direct the Chief Procurement Officer to review the role of the Bid Award Panel and report on recommendations for improving its function and oversight in the procurement process. 4. City Council repeal the Procurement Activities of the Printing and Distribution Unit into Technical Compliance with Chapter 195 policy, which will become redundant as a result of the adoption of the other recommendations in this report. 5. City Council request the Chief Procurement Officer to include the following information on all reports to Standing Committee and City Council on non-competitive procurements: a. The non-competitive exception code name and definition, in line with Municipal Code Chapter 195, Section 7.1; b. The reason that a competitive procurement was not undertaken; and c. In cases where the exception code "time constraints" is used, a clear explanation of why the procurement was not started earlier.
Staff recommendation as filed
The Chief Procurement Officer recommends that: 1. City Council amend Municipal Code Chapter 195, Purchasing, as set out in Attachment 1 to this report, effective July 1, 2024 (the "Effective Date"). 2. City Council direct the Chief Procurement Officer to report back to City Council prior to the Effective Date on updates to Council-approved policies that are required to implement the recommended changes. 3. City Council direct the Chief Procurement Officer to review the role of the Bid Award Panel and report on recommendations for improving its function and oversight in the procurement process. 4. City Council repeal the Procurement Activities of the Printing and Distribution Unit into Technical Compliance with Chapter 195 policy, which will become redundant as a result of the adoption of the other recommendations in this report.
GG8.22adopted
This report provides an update to members of the General Government Committee on their request for the City Solicitor, in consultation with the Chief Engineer and Executive Director, Engineering and Construction Services, to report back on options to recover costs related to the emergency non-competitive contract associated with the rescue of the micro-tunneling boring machine used on Contract 20ECS-LU-01FP in the vicinity of Old Mill Drive.
The General Government Committee recommends that: 1. City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (November 20, 2023) from the City Solicitor. 2. City Council authorize the public release of the confidential recommendations contained in Confidential Attachment 1 to the report (November 20, 2023) from the City Solicitor, at the discretion of the City Solicitor, but that the remainder of Confidential Attachment 1 to the report (November 20, 2023) from the City Solicitor remain confidential as it contains advice which is subject to solicitor-client privilege and relates to litigation or potential litigation by the City.
Staff recommendation as filed
The City Solicitor recommends that: 1. City Council adopt the confidential instructions to staff in Confidential Attachment 1. 2. City Council authorize the public release of the confidential recommendations contained in Confidential Attachment 1, at the discretion of the City Solicitor, but that the remainder of Confidential Attachment 1 remain confidential as it contains advice which is subject to solicitor-client privilege and relates to litigation or potential litigation by the City.
GG8.23adopted
Innovative Partnership to Accelerate Digital Services with Payments
In May 2021 Council approved a three-year contract with PayIt Inc. with options to extend up to two additional years, which was signed on June 3, 2021. The partnership with PayIt was meant to improve residents' payment experience and provide access to digital payment alternatives compared to traditional channels, while increasing efficiencies for the City. More specifically, the objectives of the partnership are: 1. Accelerate digital services leveraging a purpose built and cloud-based platform to scale faster and benefit from continuous improvements; 2. Offer integrated and modern payment features as well as more payment options for residents and businesses; 3. Drive internal efficiencies from reducing paper mail outs to financial processing, reporting and reconciliation supporting the goal of revenue process standardization and centralization; 4. Utilize a different business model whereby the City pays fees based on adoption instead of capital investment by shifting risk of implementation and ongoing product enhancements to vendor; 5. Revenue share from future growth and adoption by other public sector organizations. This report for information provide an update on Phase 1 (Revenue Services) of MyToronto Pay (MTP),a City-branded and customized version of PayIt, as the work with Revenue Services Division (RSD) nears completion which included the launch of Property Tax, Utilities, e-Billing, and Pre-Authorized Payments (phase 1) on the platform. Included are updates on the approach taken with PayIt, key performance metrics and evaluation of various aspects of the partnership against the contract. In summary, the approach implemented with PayIt was more measured and less ambitious than detailed in the approved report May 2021. There were four reasons for this; a) efforts required to integrate and customize the PayIt platform, b) City capacity and prioritization vis a vis other priority initiative, c) City's evolving strategy towards a 'One TO' experience and how PayIt fits in, d) responding to concerns from Council, specifically vendor-lock-in. A summary of analysis from five Strategic Value Drivers shows objectives outlined in the May 2021 Report against progress and experience to date. Table 1.1 Strategic Value Drivers and 2023 Status (See Table in the Report (November 22, 2023) from the Interim Deputy City Manager, Corporate Services and the Controller) Conclusions and Next Steps As the analysis of Key Performance Indicators demonstrates the results are a mix of positive achievements, underperforming on targets and more generally unrealized potential. While there is room for PayIt to improve aspects of its platform, ensuring vendor(s) are successful and City outcomes are achieved will require greater alignment on the City's digital payment approach and requirements. To support this, the Customer Experience Division (CXD) will lead analysis between now and Quarter 2 2024 to summarize lessons learned from the experience with PayIt and develop a City-wide understanding of digital payments requirements. This work will engage our Technology Services team and key divisions with payments and be augmented by resident engagement and hiring of a third party to help conduct a market analysis and scan to inform a renewed procurement approach. Staff will report back to council in Quarter 2 of 2024 to update on this work and recommend a go-forward plan with respect to an extension of the PayIt contract, permitted as part of the original contract terms, and a plan to go back to market through a competitive RFP following this period. During this period the PayIt platform will not be expanded to other divisions beyond Revenue Services Division. Once the pre-authorized pay feature for property tax is implemented early in 2024 there will be no further expansion of services on the PayIt platform until the City has completed the competitive procurement referenced above.
The General Government Committee: 1. Received the report (November 22, 2023) from the Interim Deputy City Manager, Corporate Services and the Controller for information.
Staff recommendation as filed
The Deputy City Manager, Corporate Services and the Controller recommend that: 1. The General Government Committee receives this report for information.
GG8.24adopted
Process for Responding to Unsolicited Quotations or Proposals
In March 2021, City Council directed the City Manager to report on how City staff respond to unsolicited proposals. This report outlines the City policy and processes that staff follow when responding to unsolicited quotations or proposals. The City's Unsolicited Quotations or Proposals Policy was adopted by Council in 2007 and provides Division Heads with a framework to respond to unsolicited quotations or proposals in a manner that ensures transparency, fairness, and best value for the City. The Policy provides guidance to vendors on the submission of unsolicited quotations or proposals to the City. The Policy is supported by a Process for Receiving and Reviewing Unsolicited Quotations and Proposals that sets out a framework through which unsolicited quotations and proposals are submitted and reviewed. Additionally, a Procedure for Conducting a Swiss Challenge Request for Proposal was established in 2008. The purpose of the Swiss Challenge Request for Proposal is to obtain counter proposals to an unsolicited proposal through a specialized procurement process that is distinct from the City's typical Request for Proposal procedure. The procedure provides guidance in preparing, issuing, receiving, evaluating, negotiating (if required) and awarding a counter proposal. In 2021, City staff updated this Procedure to provide further clarity. Overall, the policy and processes provide guidelines for staff in responding to unsolicited proposals including criteria for proposals to be considered, information to be included for assessment, roles and approach of the evaluation team, timelines, communications, and steps to confirm awards.
The General Government Committee: 1. Received the report (November 22, 2023) from the City Manager and the Chief Procurement Officer for information.
Staff recommendation as filed
The City Manager and the Chief Procurement Officer recommend that: 1. General Government Committee receive this report for information.
GG8.25amended
Review and Recommendations on Underground Locates
The purpose of the report is to respond to GG3.22 - Review and Recommendations on Underground Locates. The report summarizes the current processes and challenges related to underground locates and outlines a series of improvements to be implemented both immediately and over the long-term. What you find under the streets of Toronto is as complex and old as the city itself. Unknown underground infrastructure presents a significant challenge in construction, particularly in older cities like Toronto where some of the infrastructure dates back more than 150 years. While the current City and its pre-amalgamation entities installed a considerable amount of underground infrastructure, so did City agencies such as the Toronto Transit Commission, as well as private and third-party utility companies like Bell, Rogers, Enbridge and Toronto Hydro. This was all done over a long period of time, with different record-keeping systems and practices. When construction teams inadvertently encounter unknown underground infrastructure, it can lead to dangerous situations posing a threat to worker and public safety, impact the environment, disrupt essential services to the community and it almost always causes delays, leading to extended timelines, increased costs, prolonged traffic disruptions and public frustration. Significant resources and substantial efforts have been invested by the City of Toronto in identifying and mapping underground utilities. While progress has been made, the issue of unintentionally encountering underground infrastructure remains a problem for large, older municipalities across North America. However, new processes and technologies are continuing to emerge, which may provide a viable option for the City of Toronto to explore, learn from, and implement for a better outcome. This staff report outlines how underground locates and utility mapping are currently being undertaken, some of the most significant challenges, and proposes a plan to improve the process including: - Obtaining and mapping as-built information. (Second Quarter 2024) - A new risk evaluation matrix. (Second Quarter 2024) - Staff training and development. (Fourth Quarter 2024, on-going) - Implementing advanced Subsurface Utility Engineering processes. (Fourth Quarter 2025) - Develop a tieback-specific database and policy. (Third Quarter 2024) - Ongoing best practice research. - Monitoring and coordination. This report highlights specific measures to address the identification and management of underground infrastructure, however, neither the issue nor the solutions should be isolated from the broader project delivery process. For example, allocating sufficient time for planning and designing a project, aids in resolving this and other issues encountered during the capital delivery process.
The General Government Committee: 1. Requested the Chief Engineer and Executive Director, Engineering and Construction Services to report back in the first quarter of 2025 with update on the actions taken to address the identification and management of underground utilities.
Staff recommendation as filed
The Chief Engineer and Executive Director, Engineering and Construction Services recommends that: 1. The General Government Committee receive this report for information.