General Government and Licensing Committee
The full agenda, as filed
All 10 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.
GL3.1amended
Divisional Overview - Municipal Licensing and Standards
Elizabeth Glibbery, Interim Executive Director, Municipal Licensing and Standards, and Carleton Grant, Director, Policy and Strategic Support, Municipal Licensing and Standards, will give a presentation on Divisional Overview - Municipal Licensing and Standards.
The General Government and Licensing Committee: 1. Requested the Executive Director, Municipal and Licensing Standards, to report to the General Government and Licensing Committee in the second quarter of 2019 on timelines, proposed strategies, and service standards for enforcement and proactive enforcement in areas where a significant number of complaints are received.
GL3.2adopted
Largest Property Tax Debtors with Tax Arrears Greater Than $500,000 as at December 31, 2018
This report provides information on property tax accounts with outstanding receivables of $500,000 or more as at December 31, 2018, and reports on the total outstanding tax receivables as at December 31, 2018. The number of properties with outstanding receivable balances of $500,000 or more is 21, as compared to 27 reported as at December 31, 2017.
The General Government and Licensing Committee received the report (March 15, 2019) from the Controller for information.
Staff recommendation as filed
The Controller recommends that: 1. The General Government and Licensing Committee receive this report for information.
GL3.3deferred
Amendment to Purchase Order Number 6044338 for Toronto City Hall Building Envelope Improvements
The purpose of this report is to request authority to amend Purchase Order Number 6044338 issued following award of Tender Number 300-2016 to Phoenix Restoration for building envelope improvements on the first, second, and third floors of City Hall, including the Council Chamber. The total Purchase Order Amendment being requested is for an additional amount of $2,020,993, net of all applicable taxes and charges ($2,056,562 net of HST recoveries). The original project scope of work incorporated stakeholder requirements and site conditions identified through consultation and due diligence conducted prior to contract award, including a review of building drawings and investigative openings to confirm construction details and ascertain site conditions. The requested amendment addresses work that was added to the current project to realize efficiencies and avoid costs or disruptions associated with re-tendering and remobilizing construction in the future, as well as changes to the original scope of work necessary to meet heritage or code requirements that were identified as the heritage review process progressed. These added items and project modifications provide important benefits to the City, including enhanced security for City Hall occupants and preservation of the heritage nature of the building. The requested amendment is also required to address costs to remediate concealed site conditions attributable to the age of the building and the original construction methods and materials, including additional asbestos, salt corrosion, and curtain wall characteristics not identified during the due diligence process. If not completed as part of the current project, this remedial work would have been required prior to completing curtain wall improvements at a later date. This work also supports ongoing efforts to manage asbestos and other designated substances to ensure the safety of building occupants. To address scope changes and the remediation of concealed site conditions, the project has been extended to October 2019. Therefore, the contract value must be increased to accommodate increases in the cost of labour, materials, and project administration. Once completed, this project is expected to reduce maintenance requirements in the future, improve the air sealing of the building and increase its energy efficiency, and more effectively dampen noise from Nathan Phillips Square and adjacent areas.
The General Government and Licensing Committee: 1. Deferred consideration of the item to the General Government and Licensing Committee meeting on April 23, 2019, with a request that the Interim General Manager, Facilities Management, and the Chief Purchasing Officer provide the following information: a. The process used to determine project costs and the scope of work for heritage buildings, such as Toronto City Hall, including the involvement of Heritage Preservation Services, Corporate Security, and other relevant staff; and b. How project costs are accrued and accounted for and why project costs are unanticipated.
Staff recommendation as filed
The Interim General Manager, Facilities Management, and the Chief Purchasing Officer recommend that: 1. The General Government and Licensing Committee, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), grant authority to amend Purchase Order Number 6044338 issued to Phoenix Restoration for the scope changes requested by Heritage Preservation Services and Corporate Security, additional work related to the unforeseen conditions, and cost increases associated with project delays by an additional amount of $2,020,993 net of all applicable taxes and charges ($2,056,562 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $5,753,700 to $7,774,693 net of all applicable taxes and charges ($7,911,528 net of Harmonized Sales Tax recoveries).
GL3.4deferred
The purpose of this report is to seek authority to amend Blanket Contract Number 47020781 issued to Cossette Communication Inc. (Cossette), as a result of Request for Proposal (RFP) 9101-17-7025, for a three-year period beginning in July 2017 and ending in June 2020 by the amount of $562,955 net of all taxes ($572,862 net of HST recoveries), increasing the total contract amount from $447,500 ($455,376 net of HST recoveries) to $1,040,455 excluding all taxes ($1,029,238 net of HST recoveries) for additional marketing and design agency services. The RFP issued in 2017 was the first time Economic Development and Culture (EDC) has worked with a creative marketing agency. As a result, the hours outlined in the original RFP were estimated based on EDC's past engagement with freelance designers and project-based agency work. No other benchmarks were available to identify the hours of work required to support EDC's needs for a three-year term, particularly in the area of strategic planning. EDC has utilized 2,021 hours of the total 2,500 hours identified in the RFP, resulting in the need to add additional hours to the contract to allow EDC to continue to work with Cossette for the remainder of the three-year term.
The General Government and Licensing Committee: 1. Deferred consideration of the item to the General Government and Licensing Committee meeting on April 23, 2019, with a request that the General Manager, Economic Development and Culture, and the Chief Purchasing Officer provide further details on the projects and costs for work completed and work associated with the additional funding being requested.
Staff recommendation as filed
The General Manager, Economic Development and Culture, and the Chief Purchasing Officer recommend that: 1. The General Government and Licensing Committee, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), grant authority to amend Contract Number 47020781 issued to Cossette Communication Inc. for marketing and design agency services by an additional amount of $562,955 net of all applicable taxes and charges ($572,862 net of Harmonized Sales Tax recoveries), revising the current contract value from $477,500 excluding all taxes ($455,376 net of Harmonized Sales Tax recoveries) to $1,040,455 net of all applicable taxes and charges ($1,058,767 net of Harmonized Sales Tax recoveries), as per the original terms and conditions set out in the Request for Proposal.
GL3.5adopted
The purpose of this report is to request authority to amend Purchase Order Number 6043129 issued following award of Tender Number 338-2015 to Integrated Building and Design Corporation to carry out the construction associated with the McCowan District Park Phase 2 Development (Part 2 - Artificial Ice Rink and Skating Path Construction). The total Purchase Order Amendment being requested is for an additional amount of $74,043 net of all applicable taxes and charges ($75,346 net of HST recoveries). The requested amount is required to pay for work associated with construction of the artificial ice rink (AIR) and skating path, design changes due to site conditions, and extra costs incurred during reconstruction of the AIR after its failure during initial construction.
The General Government and Licensing Committee: 1. In accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), granted authority to amend Purchase Order Number 6043219 issued to Integrated Building and Design Corporation to carry out the necessary construction work at the McCowan District Park's artificial ice rink facilities and skating path, in accordance with the requirements of Tender Number 338-2015, by an additional amount of $74,043 net of all applicable taxes and charges ($75,346 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $3,011,270 net of all applicable taxes and charges ($3,064,269 net of Harmonized Sales Tax recoveries) to $3,085,313 net of all applicable taxes and charges ($3,139,614 net of Harmonized Sales Tax recoveries).
Staff recommendation as filed
The General Manager, Parks, Forestry and Recreation, and the Chief Purchasing Officer recommend that: 1. The General Government and Licensing Committee, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), grant authority to amend Purchase Order Number 6043219 issued to Integrated Building and Design Corporation to carry out the necessary construction work at the McCowan District Park, artificial ice rink facilities and skating path, in accordance with the requirements of Tender Number 338-2015, by an additional amount of $74,043 net of all applicable taxes and charges ($75,346 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $3,011,270 net of all applicable taxes and charges ($3,064,269 net of Harmonized Sales Tax recoveries) to $3,085,313 net of all applicable taxes and charges ($3,139,614 net of Harmonized Sales Tax recoveries).
GL3.6adopted
The purpose of this report is to seek authority to amend and increase the existing agreement with OpenText Corporation (VOR Number 1020) for the purchase of Enterprise Information Management (EIM) products and services by an estimated amount of $2,300,000 net of HST ($2,340,480 net of HST recoveries), increasing the total contract amount from $5,438,085 to $7,778,565 net of HST recoveries. In 2009, the Province of Ontario named OpenText its EIM Vendor of Record (VOR Number 1020) for Enterprise Document and Records Management Products and Professional Services (EDRMS), after an extensive competitive procurement process. The City Clerk's Office has determined that the Province's solution meets the City's business requirements, being able to manage the City's records regardless of format, while fitting into the City's overall technology roadmap. In 2018, the Toronto Records Steering Committee confirmed that the OpenText Solution would be the City's Enterprise Records Management System. The increased spend will account for the addition of Municipal Licensing and Standards (MLS) ($1,526,400 net of HST), Employment and Social Services ($101,760 net of HST), and Solid Waste Management Services (SWMS) ($508,800 net of HST) upcoming projects and the amendment of Purchase Order 6043499 for Information and Technology ($203,520 net of HST). In accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), Committee authority is required. The OpenText Corporation is providing goods and services to the City that manage electronic and physical City records. Currently, the Toronto Records Project (T-Recs) is being piloted by the City Clerk's Office to manage electronic records. This will be expanded to also manage physical records in the second quarter of 2019. It is conservatively estimated that the benefit realizations of the T-Recs Project will avoid future costs to the City of $1.750 million when fully implemented for the MLS and SWMS Divisions. The transformation of divisional business processes to use digital documents and records instead of their physical counterparts, the reduction in volume and storage needs for physical records, as well as addressing the unmanaged growth of digital documents on the City's infrastructure are examples of cost avoidance objectives for the City of Toronto.
The General Government and Licensing Committee: 1. In accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), granted authority to amend the existing agreement to increase the contract with OpenText Corporation for the additional purchase of Enterprise Information Management products and services by an estimated amount of $2,300,000 net of Harmonized Sales Tax ($2,340,480 net of Harmonized Sales Tax recoveries), increasing the total authorization amount from $5,438,085 to $7,778,565 net of Harmonized Sales Tax recoveries, under the same terms and conditions of the existing agreement and in a form satisfactory to the City Solicitor.
Staff recommendation as filed
The Chief Information Officer and the Chief Purchasing Officer recommend that: 1. The General Government and Licensing Committee, in accordance with Section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), grant authority to amend the existing agreement to increase the contract with OpenText Corporation for the additional purchase of Enterprise Information Management products and services by an estimated amount of $2,300,000 net of Harmonized Sales Tax ($2,340,480 net of Harmonized Sales Tax recoveries), increasing the total authorization amount from $5,438,085 to $7,778,565 net of Harmonized Sales Tax recoveries, under the same terms and conditions of the existing agreement and in a form satisfactory to the City Solicitor.
GL3.7adopted
Non-Competitive Contract for Essential Medical Services - Toronto Fire Services
This report requests the authorization to enter into a new non-competitive contract to allow for the continued supply of essential medical services to Toronto Fire Services (TFS). The proposed supplier of essential medical services has specific expertise in emergency medicine and specialized knowledge of the needs of TFS and the physical demands related to firefighting and other functions at TFS. The specific expertise and specialized knowledge is of paramount importance to TFS, as it plays a key role in the operation of numerous TFS programs. Provision of these services permits TFS to both continue with, and expand, the operation of various health and safety, attendance management, and return-to-work programs. This is being executed as a non-competitive contract due to the highly specialized nature of the Chief Medical Officer role within TFS. This includes expertise in firefighting operations, technical operations, incident command support, and supporting both Heavy Urban Search and Rescue and Chemical, Biological, Radiological, Nuclear, and Explosives operations. City Council approval is required in accordance with the City of Toronto Municipal Code Chapter 195 (Purchasing By-law) where the current request exceeds the Chief Purchasing 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 HST allowed under staff authority, as per the City of Toronto Municipal Code Chapter 71's (Financial Control By-law) Section 71-11A.
The General Government and Licensing Committee recommends that: 1. City Council authorize the Fire Chief and General Manager, Toronto Fire Services, to negotiate and execute a non-competitive contract with Dr. Noah Forman for the provision of the specified medical services indicated in the report (March 6, 2019) from the Fire Chief and General Manager, Toronto Fire Services, and the Chief Purchasing Officer for a one-year term commencing October 1, 2019 to September 30, 2020 in the amount of $136,820.43 plus Harmonized Sales Tax, with an option to renew for an additional four separate one-year terms, at the discretion of the Fire Chief and General Manager, Toronto Fire Services, in a total amount, including all option years, of $712,019.01 plus Harmonized Sales Tax, all on terms and conditions satisfactory to the Fire Chief and General Manager, Toronto Fire Services, and in a form satisfactory to the City Solicitor.
Staff recommendation as filed
The Fire Chief and General Manager, Toronto Fire Services, and the Chief Purchasing Officer recommend that: 1. City Council authorize the Fire Chief and General Manager, Toronto Fire Services, to negotiate and execute a non-competitive contract with Dr. Noah Forman for the provision of the specified medical services indicated in this report for a one-year term commencing October 1, 2019 to September 30, 2020 in the amount of $136,820.43 plus Harmonized Sales Tax, with an option to renew for an additional four separate one-year terms, at the discretion of the Fire Chief and General Manager, Toronto Fire Services, in a total amount including all option years of $712,019.01 plus Harmonized Sales Tax, all on terms and conditions satisfactory to the Fire Chief and General Manager, Toronto Fire Services, and in a form satisfactory to the City Solicitor.
GL3.8adopted
Startup in Residence Pilot Project for the City of Toronto
I am requesting the members of the General Government and Licensing Committee consider the following initiative to advance technological use in the City of Toronto municipal government by the creation of a Startup in Residence (STIR) pilot project dealing with procurement and e-procurement. The purpose of the STIR program is to act as a lead for procurement reform, to introduce City agencies, departments, commissions, and boards to new innovation and technologies, and to serve as an incubator to introduce the necessary procurement reforms needed to allow increased innovation to continue for the long term. These products will enhance government productivity, efficiencies, and help improve the resident experience with municipal government. Several U.S. and Canadian cities have achieved similar results with STIR programs since 2014 in cities large (San Francisco, Kansas City, and Pittsburgh) and small (Guelph), among others. The STIR program solicits proposals from startups for technology-based solutions to address procurement and e-procurement challenges facing City agencies, departments, commissions, and boards. "Technology-based solutions" means on-premise software, mobile apps, hosted software, information technology hardware, and/or any combination thereof. The STIR program includes an educational component during the residence period for the selected participants and corresponding City agencies consisting of in-person and web sessions with leaders in the business, legal, finance, investment, and consulting sectors, as well as government executives, innovators, academics, and researchers. The educational component aims to help STIR participants learn about navigating government partnerships, the government procurement process, open data and systems integration, and civic tech trends. City leaders will learn about the technology marketplace, developing modern technology solicitations, and how to approach building a technology product. Our municipal government needs to be looking to identify more fluid pathways to work with smaller technology companies. This has typically left government with two options: (1) use technology intended for Fortune 500 companies and large enterprises, or (2) develop a collection of customized solutions that require a significant investment of time and resources. The STIR program aims to bridge this gap by connecting public sector agencies directly with technology entrepreneurs to seed product development in the public sector. With thousands of policy challenges, government has the potential to support a large ecosystem of best-of-breed technology solutions helping to catalyze public sector innovation and productivity.
The General Government and Licensing Committee: 1. Requested the Deputy City Manager, Corporate Services, the Chief Information Officer, and the Chief Purchasing Officer, in consultation with the Chief Transformation Officer and the Director, Civic Innovation Office, to consider adopting a Startup in Residence program, similar to those implemented by the City of Guelph and the Municipal Innovation Exchange, and whether the City of Toronto should: a. Join an existing Startup in Residence network, such as the Municipal Innovation Exchange which was recently founded by the City of Guelph, the City of London, and the City of Barrie; b. Operate its own Startup in Residence program, as seen in some U.S. cities; or c. Operate its own Startup in Residence program, in alliance with other cities and/or government agencies in the Greater Toronto Area. and report to the General Government and Licensing Committee at its meeting on May 21, 2019.
Staff recommendation as filed
Councillor Paul Ainslie recommends that: 1. The General Government and Licensing Committee request the Deputy City Manager, Corporate Services, the Chief Information Officer, and the Chief Purchasing Officer, in consultation with the Chief Transformation Officer and the Director, Civic Innovation Office, to consider adopting a Startup in Residence program, similar to those implemented by the City of Guelph and the Municipal Innovation Exchange, and whether the City of Toronto should: a. Join an existing Startup in Residence network, such as the Municipal Innovation Exchange which was founded recently by the City of Guelph, the City of London, and the City of Barrie; b. Operate its own Startup in Residence program, as seen in some U.S. cities; or c. Operate its own Startup in Residence program, in alliance with other cities and/or government agencies in the Greater Toronto Area. and report to the General Government and Licensing Committee at its meeting on May 21, 2019.
GL3.9adopted
Civic Innovation Office - Update
The Civic Innovation Office was created through a three-year grant from Bloomberg Philanthropies' Innovation Team Program. The Program is designed to assist cities build capacity for innovation through data, design thinking, and technology with the objective to act as a liaison between the City of Toronto and the innovation and technology community. The Office is structured to collaborate, co-design, and co-create solutions for issues our municipal government faces by a team of City staff, residents, and local organizations for the purpose of improving the quality of life for Toronto residents. It would be beneficial to provide an annual update on the accomplishments and work in progress.
The General Government and Licensing Committee: 1. Requested the Director, Civic Innovation Office, to report to the General Government and Licensing Committee at its meeting on May 21, 2019 with the following information: a. An update on the Civic Innovation Office's three-year grant from Bloomberg Philanthropies' Innovation Team Program; and b. An overview of the "problems" brought forward to the Civic Innovation Office and the solutions developed to address them.
Staff recommendation as filed
Councillor Paul Ainslie recommends that: 1. The General Government and Licensing Committee request the Director, Civic Innovation Office, to report to the May 21, 2019 meeting of the General Government and Licensing Committee to: a. Provide an update on the Civic Innovation Office's three-year grant from Bloomberg Philanthropies' Innovation Team Program; and b. Report on the "problems" brought forward to the Civic Innovation Office and the solutions developed to address them.
GL3.10adopted
City of Toronto's Procurement Process
A request to the Chief Financial Officer and Treasurer and/or the Controller on the City of Toronto's procurement process from Councillor Stephen Holyday.
The General Government and Licensing Committee: 1. Requested the Chief Financial Officer and Treasurer and/or the Controller to examine the By-laws, policies, and internal practices regarding contract extensions and/or sole sourcing, including internal staff considerations, approvals, and reporting timeframes to City Council, and report any recommended changes to the General Government and Licensing Committee.
Staff recommendation as filed
Councillor Stephen Holyday recommends that: 1. The General Government and Licensing Committee request the Chief Financial Officer and Treasurer and/or the Controller to examine the By-laws, policies, and internal practices regarding contract extensions and/or sole sourcing, including staff internal considerations, approvals, and reporting timeframes to City Council, and report any recommended changes to the General Government and Licensing Committee.