The purpose of this report is to request authority from the General Government Committee to amend Blanket Contract number 47023934 issued to Standard Mechanical Systems Limited, for Heating, Ventilation, and Air Conditioning preventative maintenance services, increasing the contract value by $200,000 net of all taxes and charges ($203,520 net of Harmonized Sales Tax recoveries), revising the current contract value from $533,696 net of all taxes and charges ($543,089 net of Harmonized Sales Tax recoveries) to $733,696 net of all taxes and charges ($746,609 net of Harmonized Sales Tax recoveries). This amendment is required to ensure the continuation of critical Heating, Ventilation, and Air Conditioning maintenance services at City of Toronto Children’s Services locations for the remainder of the current contract and remaining option year, if exercised.
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Blanket Contract number 47023934 was awarded as part of Negotiated Request for Proposal Doc2738470765, which led to the creation of three separate vendor contracts, including one with Standard Mechanical Systems Limited. Since the initial award of this contract, Children’s Services has experienced a significant increase in unplanned repairs and additional services, requiring changes to the existing contract. This resulted in the need to amend contract number 47023934 with Standard Mechanical Systems Limited in April 2024 to ensure sufficient value was available for the base term of the contract. Since this amendment, one option term (contract year 4) has been exercised to extend the current contract to September 2025, with one remaining option year left. At the conclusion of this contract, staff will issue a competitive solicitation in advance of the current contracts’ expiration to ensure a seamless transition to new agreements. The latest requested amendment is required to ensure there is sufficient value on the contract during the option terms to ensure service continuity for the duration of year 4 (to September 30, 2025), and the one remaining option year, if exercised.
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General Government Committee approval is required by Municipal Code Chapter 195, Purchasing, where the current request exceeds the Chief Purchasing Officer's authority of the cumulative five-year commitment limit 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 71-11.1.
","aiMeetingNumber":20,"aiOrderNumber":1,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","staffReport":{"staffReportId":100444,"staffReportDate":1742788800000,"srOrigin":"the General Manager, Children’s Services, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253993,"mimeTypeId":106,"fileTitle":"Report from the General Manager, Children’s Services, and the Chief Procurement Officer on Amendment to Blanket Contract Number 47023934 with Standard Mechanical Systems Limited, for Heating, Ventilation, and Air Conditioning Preventive Maintenance Services at Various City of Toronto Children’s Services Locations","braPublicCd":"Y","fileName":"GG20.Xx - AmdmntBC47023934_rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253993.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121992,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee:
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1. By Section 71- 11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control By-law), authorized the amendment of contract number 47023934 with Standard Mechanical Systems Limited, for Heating, Ventilation, and Air Conditioning preventative maintenance services, increasing the contract value by $200,000 net of all taxes and charges ($203,520 net of Harmonized Sales Tax recoveries), thereby revising the current contract value from $533,696 net of all taxes and charges ($543,089 net of Harmonized Sales Tax recoveries) to $733,696 net of all taxes and charges ($746,609 net of Harmonized Sales Tax recoveries).
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139422,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Amendment to Purchase Order Number 6047783 with Hatch Corporation and Purchase Order Number 6053327 with W.S. Nicholls Construction Inc., for the Rehabilitation and Upgrades at Four Water Pumping Stations","referenceNumber":"2025.GG20.2","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"This report is seeking authority to amend Purchase Order Number 6047783 issued to Hatch Corporation (Hatch), and Purchase Order Number 6053327 issued to W.S. Nicholls Construction Inc. (WSN) for work awarded through Request for Tender Doc 3134470485 for the Rehabilitation and Upgrades at Four (4) Water Pumping Stations for Toronto Water.
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The amendment for Hatch is required to provide additional engineering services related to construction administration of two separate construction contracts over a longer period of time compared with the original scope. The total value of the requested amendment for Purchase Order Number 6047783 is $1,458,000 net of all applicable taxes and charges ($1,483,661 net of Harmonized Sales Tax recoveries). The amendment will revise the current Purchase Order value from $2,622,539 net of all applicable taxes and charges ($2,668,695 net of Harmonized Sales Tax recoveries) to $4,080,539 net of all taxes and charges ($4,152,356 net of Harmonized Sales Tax recoveries).
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The amendment for WSN is required to accommodate additional costs for construction services related to the price escalation of materials, equipment, and labour. The total value of the requested amendment for Purchase Order Number 6053327 is $5,300,000 net of all applicable taxes and charges ($5,393,280 net of Harmonized Sales Tax recoveries). The amendment will revise the current Purchase Order value from $16,080,829 net of all applicable taxes and charges ($16,363,852 net of Harmonized Sales Tax recoveries) to $21,380,829 net of all taxes and charges ($21,757,132 net of Harmonized Sales Tax recoveries).
","aiMeetingNumber":20,"aiOrderNumber":2,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"2 - Etobicoke Centre, 8 - Eglinton - Lawrence, 20 - Scarborough Southwest, 21 - Scarborough Centre","preMeetingEventInd":"N","staffReport":{"staffReportId":100180,"staffReportDate":1741752000000,"srOrigin":"the General Manager, Toronto Water, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253545,"mimeTypeId":106,"fileTitle":"Report from the General Manager, Toronto Water, and the Chief Procurement Officer on Amendment to Purchase Order Number 6047783 with Hatch Corporation and Purchase Order Number 6053327 with W.S. Nicholls Construction Inc., for the Rehabilitation and Upgrades at Four Water Pumping Stations","braPublicCd":"Y","fileName":"GG20.Xx - POA6047783 Hatch POA6053327 WSN_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1741752000000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253545.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121678,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee:
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1. In accordance with section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control Bylaw), authorized the amendment of Purchase Order Number 6047783 issued to Hatch Corporation for additional engineering services by increasing the overall value by $1,458,000 net of all applicable taxes and charges ($1,483,661 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $2,622,539 net of all applicable taxes and charges ($2,668,695 net of Harmonized Sales Tax recoveries) to $4,080,539 net of all taxes and charges ($4,152,356 net of Harmonized Sales Tax recoveries).
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2. In accordance with section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control Bylaw), authorized the amendment of Purchase Order Number 6053327 issued to W.S. Nicholls Construction Inc., for additional construction services by increasing the overall value by $5,300,000 net of all applicable taxes and charges ($5,393,280 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $16,080,829 net of all applicable taxes and charges ($16,363,852 net of Harmonized Sales Tax recoveries) to $21,380,829 net of all taxes and charges ($21,757,132 net of Harmonized Sales Tax recoveries).
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139648,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Amendment to Purchase Order Number 6052017 with WSP Canada Inc., for Replacement of Sanitary Forcemains in Various Toronto Locations Group 2","referenceNumber":"2025.GG20.3","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this report is to request authority to amend Purchase Order Number 6052017 issued to WSP Canada Inc. (WSP) for work awarded through Request for Proposal Doc2706059734 for Professional Engineering services for the Design and Construction of Replacement of Sanitary Forcemains in Various Toronto Locations Group 2. This amendment is being requested for additional engineering services.
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The total value of the requested amendment for Purchase Order Number 6052017 is $2,000,000 net of all applicable taxes and charges ($2,035,200 net of Harmonized Sales Tax recoveries). The amendment will revise the current Purchase Order value from $5,531,015 net of all applicable taxes and charges ($5,628,361 net of Harmonized Sales Tax recoveries) to $7,531,015 net of all taxes and charges ($7,663,561 net of Harmonized Sales Tax recoveries).
","aiMeetingNumber":20,"aiOrderNumber":3,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"3 - Etobicoke - Lakeshore, 4 - Parkdale - High Park, 10 - Spadina - Fort York, 20 - Scarborough Southwest, 25 - Scarborough - Rouge Park","preMeetingEventInd":"N","staffReport":{"staffReportId":100368,"staffReportDate":1742443200000,"srOrigin":"the General Manager, Toronto Water, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253676,"mimeTypeId":106,"fileTitle":"Report from the General Manager, Toronto Water, and the Chief Procurement Officer on Amendment to Purchase Order Number 6052017 with WSP Canada Inc., for Replacement of Sanitary Forcemains in Various Toronto Locations Group 2","braPublicCd":"Y","fileName":"GG20.Xx - POA 6052017 WSP Forcmain Replacement_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742443200000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253676.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121737,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee:
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1. In accordance with section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control Bylaw), authorized the amendment to Purchase Order Number 6052017 issued to WSP Canada Inc., for additional engineering services by increasing the overall value by $2,000,000 net of all applicable taxes and charges ($2,035,200 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $5,531,015 net of all applicable taxes and charges ($5,628,361 net of Harmonized Sales Tax recoveries) to $7,531,015 net of all taxes and charges ($7,663,561 net of Harmonized Sales Tax recoveries).
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139674,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Amendment to Purchase Order Number 6052669 EBC Bessac Canada (FSPSTT) Joint Venture for the Construction of the Fairbank Silverthorn Storm Trunk Tunnel and Micro-Tunneled Storm Collectors for Basement Flooding Protection Program Study Area 3","referenceNumber":"2025.GG20.4","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"This report requests authority to amend Purchase Order Number 6052669, awarded under Doc2793902914, issued to EBC Bessac Canada (FSPSTT) Joint Venture, for construction of the Fairbank Silverthorn Storm Trunk Tunnel and Micro-Tunneled Storm Collectors in the Basement Flooding Protection Program Study Area 3, Assignment Number 3-03, which is bounded by Black Creek Drive, Vaughan Road, Rogers Road and Castlefield Avenue.
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The requested amendment is for settlement of claims related to additional construction services.
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The total value of the Purchase Order Amendment being requested is $6,000,000 net of all applicable taxes and charges ($6,105,600 net of Harmonized Sales Tax recoveries), revising the current Purchase Order value from $202,217,400 net of all applicable taxes and charges ($205,776,426 net of Harmonized Sales Tax recoveries) to $208,217,400 net of all applicable taxes and charges ($211,882,026 net of Harmonized Sales Tax recoveries).
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Approximately half of the requested amendment, $2,999,180.87 net of all applicable taxes and charges ($3,051,966.45) net of Harmonized Sales Tax recoveries), is allocated for the settlement of claims related to additional construction services. These costs arose from unforeseen challenges, including delayed utility relocations by Bell, Rogers, and Toronto Hydro, access constraints imposed by Metrolinx, and modifications to the adit method to accelerate work and minimize community disruption.
","aiMeetingNumber":20,"aiOrderNumber":4,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"5 - York South - Weston, 8 - Eglinton - Lawrence, 9 - Davenport, 12 - Toronto - St. Paul's","preMeetingEventInd":"N","staffReport":{"staffReportId":100427,"staffReportDate":1742788800000,"srOrigin":"the Chief Engineer and Executive Director, Engineering and Construction Services, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253984,"mimeTypeId":106,"fileTitle":"Report from the Chief Engineer and Executive Director, Engineering and Construction Services and the Chief Procurement Officer, on Amendment to Purchase Order Number 6052669 EBC Bessac Canada (FSPSTT) Joint Venture for the Construction of the Fairbank Silverthorn Storm Trunk Tunnel and Micro-Tunneled Storm Collectors for Basement Flooding Protection Program Study Area 3","braPublicCd":"Y","fileName":"GG20.Xx - !APO6052669EBCBessacJVFairbanks_Rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253984.pdf"},"2-READ":{"backgroundAttachmentId":253985,"mimeTypeId":106,"fileTitle":"Attachment 1 - Fairbank Silverthorn Project Map (Contracts in Progress)","braPublicCd":"Y","fileName":"GG20.Xx - APO6052669EBCBessacJVFairbanks_Attm1_AODA.pdf","bgrdAttachmentDisplayOrder":2,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253985.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121993,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee:
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1. In accordance with section 71-11.1C of the City of Toronto Municipal Code Chapter 71 (Financial Control Bylaw), authorized the amendment of Purchase Order 6052669 with EBC Bessac Canada (FSPSTT) Joint Venture, for the Construction of the Fairbank Silverthorn Storm Trunk Tunnel and Micro-Tunneled Storm Collectors for Basement Flooding Protection Program Study Area 3 by increasing the value by $6,000,000 net of all applicable taxes and charges ($6,105,600 net of Harmonized Sales Tax recoveries), from $202,217,400 net of all applicable taxes and charges ($205,776,426 net of Harmonized Sales Tax recoveries) to $208,217,400 net of all applicable taxes and charges ($211,882,026 net of Harmonized Sales Tax recoveries).
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139675,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Award of Doc4556210399 to Multiple Suppliers for Fire and Life Safety, Inspection, Test and Maintenance for Fire Alarm, Sprinkler, Standpipe, Special Suppression, Fire Extinguisher, and Fire Hydrants for Various City Divisions","referenceNumber":"2025.GG20.5","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"Corporate Real Estate Management and Purchasing and Materials, Management Division recently completed Request for Proposal Doc4556210399 for the provision of Fire and Life Safety, Inspection, Test and Maintenance for Fire Alarm, Sprinkler, Standpipe, Special Suppression, Fire Extinguisher, and Fire Hydrants for Various City of Toronto Divisions. The three recommended suppliers under this report, together with the three recently awarded suppliers by Bid Award Panel (BA112.3), will provide inspection, testing and maintenance services to all City Divisions through Corporate Real Estate Management’s centralized fire and life safety program. A total of six suppliers is required given the extensive portfolio of facilities Corporate Real Estate Management services, encompassing over 1,000 buildings and approximately 185,000 fire and life devices.
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This Request for Proposal expands existing services and provides a one stop solution for City-wide fire and life safety services through two streams of critical work to ensure issues and deficiencies can be addressed promptly:
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1. Operational services: annual and semi-annual fire life safety inspections, testing and maintenance; and
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2. As-required capital services: estimated upset limits in contract capacity to address any potential capital requirements identified during annual inspections and through the addition of new facilities.
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On an annual basis, Corporate Real Estate Management includes provisions in both its operating and capital budget to deliver its centralized fire and life safety program to all City Divisions to ensure that City facilities are in compliance with the Ontario Fire Code.
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The capital portion of the Request for Proposal is allocated to the City-wide State of Good Repair Program in the 2025-2034 Capital Budget and Plan for Corporate Real Estate Management and other City Divisions where needed. This amount strictly serves as an upset limit and will be utilized on an as-required basis, subject to funding availability. This approach of including as-required capital services contract capacity within the Request for Proposal minimizes the need for repeated procurement processes when major capital work is required and contributes to cost savings driven by economies of scale through one pooled procurement call. It also ensures one vendor has full oversight of all fire and life safety systems at a property, rather than dividing the responsibility between operational and capital work between two vendors. This will also assure only City of Toronto vetted and qualified vendors are conducting work on City fire and life safety systems.
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The agreements have an initial term of three years, from the date of award, until December 31, 2027. The City will have the option to extend the agreements for an additional two-year period under the same terms and conditions. If this option is exercised, the Executive Director of Corporate Real Estate Management will request the Chief Procurement Officer to process the renewals accordingly.
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This report seeks authority to award the contracts to EPI Fire Protection Inc., Tyco Integrated Fire & Security (operating as Johnson Controls) and Control Fire Systems Ltd being among the Highest Scoring Suppliers based on the evaluation criteria included in the solicitation and meeting the requirements of the solicitation. The combined total potential contract awards for all three suppliers, including option period, is up to $110,558,332 net of all applicable taxes and charges ($112,504,159 net of Harmonized Sales Tax recoveries).
","aiMeetingNumber":20,"aiOrderNumber":5,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100428,"srOrigin":"the Executive Director, Corporate Real Estate Management, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253986,"mimeTypeId":106,"fileTitle":"Report from the Executive Director, Corporate Real Estate Management, and the Chief Procurement Officer on Award of Doc4556210399 to Multiple Suppliers for Fire and Life Safety, Inspection, Test and Maintenance for Fire Alarm, Sprinkler, Standpipe, Special Suppression, Fire Extinguisher, and Fire Hydrants for Various City Divisions ","braPublicCd":"Y","fileName":"GG20.Xx - AwdDoc4556210399_rpt_v2_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253986.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121994,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council, in accordance with Section 195-8.4 of Toronto Municipal Code Chapter 195 (Purchasing By-law), authorize the Executive Director, Corporate Real Estate Management to award and enter into agreements for the provision of Fire and Life Safety, Inspection, Test and Maintenance for Fire Alarm, Sprinkler, Standpipe, Special Suppression, Fire Extinguisher, and Fire Hydrants, for an initial contract term of three years from date of award until December 31, 2027 with a two-year option period, with the following suppliers:
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a. EPI Fire Protection Inc., for an initial contract value of up to $24,511,922 net of all applicable taxes and charges ($24,943,331 net of Harmonized Sales Tax recoveries), of which $2,228,357 is for operational services, and $22,283,565 is for as-required capital services, and option renewal contract value of up to $16,831,520 net of all applicable taxes and charges ($17,127,754 net of Harmonized Sales Tax recoveries), for a total potential contract value of up to $41,343,441 net of all applicable taxes and charges ($42,071,086 net of Harmonized Sales Tax recoveries).
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b. Tyco Integrated Fire & Security, for an initial contract value of up to $15,426,352 net of all applicable taxes and charges ($15,697,855 net of Harmonized Sales Tax recoveries), of which $1,402,396 is for operational services, and $14,023,956 is for as-required capital services, and option renewal contract value of up to $10,592,761 net of all applicable taxes and charges ($10,779,194 net of Harmonized Sales Tax recoveries), for a total potential contract value of up to $26,019,113 net of all applicable taxes and charges ($26,477,049 net of Harmonized Sales Tax recoveries).
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c. Control Fire Systems Ltd, for an initial contract value of up to $25,610,145 net of all applicable taxes and charges ($26,060,884 net of Harmonized Sales Tax recoveries), of which $2,328,195 is for operational services, and $23,281,950 is for as-required capital services, and option renewal contract value of up to $17,585,633 net of all applicable taxes and charges ($17,895,140 net of Harmonized Sales Tax recoveries), for a total potential contract value of up to $43,195,778 net of all applicable taxes and charges ($43,956,024 net of Harmonized Sales Tax recoveries).
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139676,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"AMENDED","statutory":"N","agendaItemTitle":"Non-Competitive Procurement Contracts with Mister Safety Shoes Inc operating as Mister Safety Shoes and Kodiak Group Holdings operating as Work Authority for the Non-Exclusive Supply and Fitting of Various New Safety Footwear and Related Items for Various City of Toronto Divisions","referenceNumber":"2025.GG20.6","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this report is to request City Council authority to enter into non-competitive contracts with Mister Safety Shoes Inc operating as Mister Safety Shoes and Kodiak Group Holdings operating as Work Authority for the non-exclusive supply and fitting of Various New Safety Footwear and Related Items for various City of Toronto Divisions. The total amount requested for both contracts is $12,505,494 net of all taxes and charges ($12,725,591 net of Harmonized Sales Tax recoveries) and will commence on July 1, 2025, with an option to renew the contract for four (4) additional one (1) year periods.
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This non-competitive procurement is required as the recent competitive procurement for safety footwear was unsuccessful, with no compliant or viable bids received. To ensure continuity of service and meet the City's obligations, particularly those tied to collective agreements, this Non-Competitive Procurement will allow us to maintain access to essential safety footwear in the interim. The current bridge contract, which was put in place to support operation continuity during the evaluation period of the competitive procurement, is set to expire on June 30, 2025. This Non-Competitive Procurement will provide the necessary time to investigate the challenges encountered in the previous solicitation, engage stakeholders, develop a more effective and sustainable procurement strategy for future safety footwear requirements.
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Pursuant to City of Toronto Municipal Code Chapter 195, Procurement, Section 195-7.3 (D), Standing Committee and Council approval is required for all procurement valued up to or over $500,000, or where the term of the contract exceeds five (5) years or exceeds the projected capital funding for the project as approved by Council. Approval is also required under City of Toronto Municipal Code Chapter 71, Financial Control, Section 71-11A., as the procurement value exceeds the threshold of $500,000 net of Harmonized Sales Tax allowed under staff authority.
","aiMeetingNumber":20,"aiOrderNumber":6,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100429,"staffReportDate":1742788800000,"srOrigin":"the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Amended","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":254323,"mimeTypeId":106,"fileTitle":"Revised Report from the Chief Procurement Officer on Non-competitive Procurement Contracts with Mister Safety Shoes Inc operating as Mister Safety Shoes and Kodiak Group Holdings operating as Work Authority for the Non-Exclusive Supply and Fitting of Various New Safety Footwear and Related Items for Various City of Toronto Divisions","braPublicCd":"Y","fileName":"GG20.6 - Mr Safety Shoes... for Safety Footwear - !Rpt_v3_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1743652800000,"publishTypeCd":"SUPPL","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254323.pdf"},"2-READ":{"backgroundAttachmentId":254324,"mimeTypeId":106,"fileTitle":"Revised Appendix 1 - Detailed Funding Requirements","braPublicCd":"Y","fileName":"GG20.6 - Mr Safety Shoes... for Safety Footwear - Att1_v2_AODA.pdf","bgrdAttachmentDisplayOrder":2,"backgroundAttachmentDate":1743652800000,"publishTypeCd":"SUPPL","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254324.pdf"},"3-READ":{"backgroundAttachmentId":253987,"mimeTypeId":106,"fileTitle":"Report from the Chief Procurement Officer on Non-competitive Procurement Contracts with Mister Safety Shoes Inc operating as Mister Safety Shoes and Kodiak Group Holdings operating as Work Authority for the Non-exclusive Supply and Fitting of Various New Safety Footwear and Related Items for Various City of Toronto Divisions","braPublicCd":"Y","fileName":"GG20.xx - Mr Safety Shoes... for Safety Footwear - !Rpt_v2_AODA.pdf","bgrdAttachmentDisplayOrder":3,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253987.pdf"},"4-READ":{"backgroundAttachmentId":253988,"mimeTypeId":106,"fileTitle":"Appendix 1 - Detailed Funding Requirements","braPublicCd":"Y","fileName":"GG20.xx - Mr Safety Shoes... for Safety Footwear - Att1 AODA.pdf","bgrdAttachmentDisplayOrder":4,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253988.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121995,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council authorize the Chief Procurement Officer to negotiate and execute non-competitive procurement contracts with Mister Safety Shoes Inc operating as Mister Safety Shoes in the amount of $8,182,012 net of all taxes and charges ($8,326,016 net of Harmonized Sales Tax recoveries) to provide for the non-exclusive supply and fitting of Various New Safety Footwear and Related Items for various City of Toronto Divisions, for a one (1) year period and will commence on July 1, 2025, with an option to renew the contract for four (4) additional one (1) year periods at the discretion of the City on terms and conditions satisfactory to the Chief Procurement Officer and in a form satisfactory to the City Solicitor.
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2. City Council authorize the Chief Procurement Officer to negotiate and execute a non-competitive contract with Kodiak Group Holdings operating as Work Authority in the amount of $4,843,684 net of all applicable taxes and charges ($4,928,933 net of Harmonized Sales Tax recoveries) to provide for the non-exclusive supply and fitting of Various New Safety Footwear and Related Items for various City of Toronto Divisions, for a one (1) year period beginning and will commence on July 1, 2025, with an option to renew the contract for four (4) additional one (1) year periods at the discretion of the City on terms and conditions satisfactory to the Chief Procurement Officer and in a form satisfactory to the City Solicitor.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Amended","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139825,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"SUPPL","considerTypeCd":"ACTION","itemStatusCd":"NO_ACTN","statutory":"N","agendaItemTitle":"Supplementary Report - Amending the value of GG20.6 Non-Competitive Contract Award to Kodiak Group Holdings operating as Work Authority","referenceNumber":"2025.GG20.6a","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this supplementary report is to replace Recommendation 2 from GG20.6 requesting City Council authority to amend the recommended value of the non-competitive procurement for Kodiak Group Holdings operating as Work Authority for the non-exclusive supply and fitting of Various New Safety Footwear and Related Items for various City of Toronto Divisions. The updated total amount requested for Toronto Fire is $4,843,684 net of all applicable taxes and charges ($4,928,933 net of Harmonized Sales Tax recoveries) which is an increase of $520,202 net of all applicable taxes and charges ($529,358 net of Harmonized Sales Tax recoveries) from the original report.
","aiMeetingNumber":20,"aiOrderNumber":6,"dbPublishLabelCd":"CMMTTEE","aiSubOrderLetter":"a","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100572,"staffReportDate":1743739200000,"srOrigin":"the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"No Action","publishTypeDesc":"Supplementary ","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":254340,"mimeTypeId":106,"fileTitle":"Supplementary Report from the Chief Procurement Officer on Amending the value of GG20.6 Non-Competitive Contract Award to Kodiak Group Holdings operating as Work Authority","braPublicCd":"Y","fileName":"GG20.6a - Supplementary Report for GG20.6 AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1743739200000,"publishTypeCd":"SUPPL","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254340.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"decisionTypeDesc":"Decision information not found","hasDecisonInformation":false,"consentItemStatusDesc":"No Action","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139687,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Non-Competitive Contract with Rowland Emergency Vehicle Products Inc for the provision of Stryker Powered Stretchers with all Components, Accessories, and Repairs","referenceNumber":"2025.GG20.7","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this report is to request authority to enter into a non-competitive contract with Rowland Emergency Vehicle Products Inc, the current supplier providing Toronto Paramedic Services with Stryker powered stretchers. This contract is inclusive of all components, accessories, and repairs, to support Toronto Paramedic Services' ongoing operation, in the amount of $27,195,964 net of Harmonized Sales Tax ($27,674,613 net of Harmonized Sales Tax recoveries), for a period of three (3) years from July 1, 2025 with no optional terms.
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The current contract number 47020183 with Rowland from Request for Proposal Number 0505-15-0125 is due to expire on June 30, 2025. Rowland provides custom engineered products and solutions that have critical impacts on prehospital delivery of patient care that does not exist elsewhere in the industry. This contract falls under Non-Competitive Procurement exception code 4 \"compatibility\".
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Pursuant to City of Toronto Municipal Code Chapter 195, Procurement, Section 195-7.3 (D), Standing Committee and Council approval is required for all procurement valued up to or over $500,000, or where the term of the contract exceeds five (5) years or exceeds the projected capital funding for the project as approved by Council. Approval is also required under City of Toronto Municipal Code Chapter 71, Financial Control, Section 71-11A., as the procurement value exceeds the threshold of $500,000 net of Harmonized Sales Tax allowed under staff authority.
","aiMeetingNumber":20,"aiOrderNumber":7,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100441,"staffReportDate":1742961600000,"srOrigin":"the Chief, Toronto Paramedic Services, and the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":254082,"mimeTypeId":106,"fileTitle":"Report from the Chief, Toronto Paramedic Services, and the Chief Procurement Officer on Non-Competitive Contract with Rowland Emergency Vehicle Products Inc for the provision of Stryker Powered Stretchers with all Components, Accessories, and Repairs","braPublicCd":"Y","fileName":"GG20.Xx - NCC_Stryker Powered Stretcher_rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742961600000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254082.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121996,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council authorize the Chief of Toronto Paramedic Services to negotiate and enter into a Non-Competitive Procurement contract with Rowland Emergency Vehicle Products Inc (Rowland) for the supply of Stryker powered stretchers, including all components, accessories, and repair services, in the amount of $27,195,964.37 net of Harmonized Sales Tax ($27,674,613.34, net of Harmonized Sales Tax recoveries). The contract will be for a term of three (3) years from July 1, 2025, subject to terms and conditions satisfactory to the Chief of Toronto Paramedic Services and in a form acceptable to the City Solicitor.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139685,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"Y","inCameraCategoryCd":"NEGOT","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Non-competitive Contracts with SAP Canada Incorporated for Proprietary System Software Licenses, Cloud Subscriptions, and Related Services","referenceNumber":"2025.GG20.8","confidentialReason":"The attachments to this report are about criteria to be applied to negotiations carried on or to be carried on by or on behalf of the City of Toronto and contain technical and commercial information supplied in confidence to the City of Toronto, which, if disclosed, could reasonably be expected to prejudice the competitive position significantly or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization.","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this report is to request City Council authority to enter into non-competitive contracts with SAP Canada Incorporated, a Canadian Business Subsidiary of SAP SE (Non-American Supplier), for proprietary software licenses, cloud subscriptions, and related system services and support.
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SAP is a software system developed by SAP SE, which is based in Germany, and is used to create a centralized system that allows City Divisions to share data and manage business processes. SAP solutions form the backbone of the City’s critical systems, supporting accounting, budgeting, payroll, human resources, work order management, purchasing and inventory management.
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By 2027, SAP will discontinue support for several legacy systems and replace them with next-generation cloud-based solutions. In 2022, City Council adopted GL32.12 and granted authority for the City to procure next generation SAP solutions and licences and laid the groundwork to standardize and keep the City's systems up to date.
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This report continues to address business continuity and state of good repair, as well as enhancements, for six City systems affected by these changes, ensuring they remain functional, secure, and supported. The programs outlined in this report support both the migration efforts to new systems and lays the foundation for core solutions that offer better integration and improved standardization. In two instances, migration is complete, but the programs focus on implementing new and enhanced capabilities to improve service delivery and ensure compliance with Toronto Auditor General recommendations and included in Attachment 2 - Decision History). New and enhanced capabilities are also subject to business case approvals future budget year submissions.
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The existing contracts and spend authority for these systems are set to expire within the next year. This report consolidates subscriptions, licences, professional services, and support packages from SAP under a new 5-year term to unify timelines, terms and pricing and strengthen overall contract management. The City also plans to include these contracts under a new Master Services Cloud Agreement, that it is in the process of negotiating, with the intent to enhance pricing and terms standardization.
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City Council approval is required in accordance with Municipal Code Chapter 195 - Purchasing, where the current request exceeds the Chief Procurement Officer's authority of the cumulative five-year commitment limit for each supplier under Article 7, Section 195-7.3D 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 recommends that:
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1. City Council grant authority to the Chief Technology Officer, in accordance with Sections 195-6.6 and 195-8.5 of the Toronto Municipal Chapter 195 (Procurement), to enter into, and execute non-competitive contracts with SAP Canada Inc. commencing from the date of award for a five (5) year period, for up to the total amounts set out in Confidential Attachment 1 to the report (March 25, 2025) from the Chief Technology Officer, and the Chief Procurement Officer, subject to terms and conditions acceptable to the Chief Technology Officer and generally in accordance with the terms of the existing agreement.
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2. City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (March 25, 2025) from the Chief Technology Officer, and the Chief Procurement Officer.
3. City Council direct that Confidential Attachment 1 to the report (March 25, 2025) from the Chief Technology Officer, and the Chief Procurement Officer remain confidential at this time as it pertains to criteria to be applied to negotiations carried on or to be carried on by or on behalf of the City of Toronto and be made public at the discretion of the Chief Procurement Officer following the execution of the contract authorized by Recommendation 1.
The purpose of this report is to request City Council authority to enter into a non-competitive contract with Salesforce.com Canada Corporation, a Canadian Business Subsidiary of Salesforce Inc. (USA Based Supplier) for proprietary Tableau software licences, training, and maintenance and support services.
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Tableau is the City of Toronto's primary enterprise-level data visualization tools. It enables City staff to integrate data from multiple systems to create internal dashboards and support decision-making processes. Since originally procuring Tableau from an authorized third-party supplier in 2022, use of product across the City has grown. With this stabilization, recent market research indicates that the City can benefit from purchasing directly from the supplier to avoid reseller markup.
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The City plans to enter a direct agreement with the supplier Salesforce and amend its pre-existing Master Services Cloud Agreement with Salesforce to incorporate Tableau with the aim of accessing improved volume pricing and secure annual price protection and expanding to include on-premise software.
City Council approval is required in accordance with Municipal Code Chapter 195 - Procurement, where the current request exceeds the Chief Procurement Officer's authority of the cumulative five-year commitment limit for each supplier under Article 7, Section 195-7.3D 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 recommends that:
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1. City Council grant the authority to the Chief Technology Officer, in accordance with Sections 195-6.6 and 195-8.5 of the Toronto Municipal Code Chapter 195 (Procurement), to enter into, and execute a non-competitive contract with Salesforce.com Canada Corporation commencing from April 1, 2025 for an initial term of three (3) years with options to extend the Contract by up to two (2) additional one (1) year periods for up to the total amount set out in Confidential Attachment 1 to the report (March 24 2025) from the Chief Technology Officer, and the Chief Procurement Officer, subject to terms and conditions acceptable to the Chief Technology Officer.
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2. City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (March 24, 2025) from the Chief Technology Officer, and the Chief Procurement Officer.
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3. City Council direct that Confidential Attachment 1 to the report (March 24, 2025) from the Chief Technology Officer, and the Chief Procurement Officer remain confidential at this time as it pertains to criteria to be applied to negotiations carried on or to be carried on by or on behalf of the City of Toronto and be made public at the discretion of the Chief Procurement Officer following the execution of the contract authorized by recommendation 1.
This report outlines the findings and recommendations from a review of the Bid Award Panel and its role in the City's procurement process. In 2023, Purchasing and Materials Management Division completed a review of Toronto Municipal Code Chapter 195 (Procurement By-law), per the review requirements set out in the Procurement By-law. The review was scoped into two phases. City Council adopted Phase 1 recommendations in December 2023, which took effect on July 1, 2024. The report to Council identified key phase 2 review items, one of which was a review of the role of the Bid Award Panel to determine if it effectively serves its intended purpose, which is to enhance oversight of the procurement process. This review aligns with Council direction to consider the role of Bid Award Panel relative to capital program delivery, in particular regarding the feasibility of streamlining the bid award process to under 30 days.
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The City’s procurement activities are governed by three key By-laws that set out the authorities required for procurement to proceed: commitment authority, award authority, and signing authority.
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- Toronto Municipal Code, Chapter 71 (the Financial Control By-law) outlines commitment authority, which is the authority to make a contractual obligation for the purchase of goods, services or construction, including the execution of any agreement or contract, which commits City funds.
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- Toronto Municipal Code, Chapter 195 (the Procurement By-law) establishes award authority, which is the formal authorization to proceed with the purchase of goods or services or both from a supplier who has been selected through a procurement process.
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- Toronto Municipal Code, Chapter 257 (the Signing Authority By-law) sets out who may sign agreements for the purchase of goods and services, where a commitment and an award have been made. The same authority is also in Section 11.1 of the Procurement By-law.
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The Bid Award Panel is an administrative committee that authorizes both the commitment of funds, and the award of open competitive solicitations valued between $500,000 and $20 million. Purchasing and Materials Management Division completed a review of the Bid Award Panel to determine if it enhances oversight of the procurement process. The review was conducted using the guiding principles of: openness, fairness, and transparency; efficiency and effectiveness; accountability; and adaptiveness.
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The review determined Bid Award Panel does not provide additional oversight in the procurement process to justify the delays and additional workload that it creates, while noting:
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- Review of procedural compliance does not occur at Bid Award Panel.
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- The Bid Award Panel process adds approximately 10 - 20 days to the award timeline.
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- By recommending an award and approving the recommendation to proceed to Bid Award Panel, Division Heads and the Chief Procurement Officer, respectively, are accountable for award decisions.
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- The $20 million award threshold, set in 2007, is not reflective of current economic realities.
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The review of Bid Award Panel identified benefits of the committee structure related to transparency, a key principle of the City's procurement process. All awards over $133,800, including those resulting from non-competitive and limited solicitations, are posted on the Toronto Bids Portal and the Open Data Portal and will continue to be reported in these places. However, some of the features of Bid Award Panel reports are not available through these portals, including: a summary of bids received and bid price, and the ability to subscribe to receive notifications when new awards are posted.
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Given these findings, this report recommends the following:
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- Eliminate Bid Award Panel.
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- Delegate award authority to the Chief Procurement Officer to approve open competitive solicitations up to $30 million, subject to conditions set out in the Procurement By-law.
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- Replace Bid Award Panel's current extended authority to exercise the power of a Standing Committee with extended authority to the Chief Procurement Officer but remove extended authority during summer recess and election recess.
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- Delegate commitment authority to the City Manager to approve the commitment of funding for open competitive procurements up to $30 million, subject to conditions set out in Toronto Municipal Code, Chapter 71 (Financial Control By-Law), and authorize the City Manager to sub-delegate their commitment authority.
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To ensure transparency remains central to the procurement process, the following measures will be implemented:
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- Review existing datasets to ensure the types of information available through Bid Award Panel remain available to the public and that the datasets are simple to use.
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- Add clear instructions on how to find these datasets to the 'Doing Business with the City' webpage.
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Purchasing and Materials Management Division will work to identify additional options for award information to be shared with Councillors and the public.
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The changes recommended in this report aim to improve efficiency and oversight while upholding the principles of open, fair, and transparent procurement. Additionally, they align with the City's evolving governance structure and the need to adapt to current economic conditions.
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To put these recommendations into effect, amendments will be required in:
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- The Procurement By-Law.
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- The Procurement Policy, to align with the updated authority to award open competitive solicitations.
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- The Financial Control By-law, to align the updated award authority with the authority to commit funding resulting from these awards.
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Administrative processes and procedures will also be updated by the Chief Procurement Officer, in line with the Procurement By-law, Section 3.1.A, as well as by the City Manager, in line with the Financial Control By-law.
","aiMeetingNumber":20,"aiOrderNumber":10,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100445,"staffReportDate":1742788800000,"srOrigin":"the Chief Procurement Officer"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Amended","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{"1-READ":{"communicationId":188963,"mimeTypeId":106,"communicationDate":1743739200000,"communicationFrom":"Raly Chakarova, Toronto and Area Road Builders Association, Patrick McManus, Greater Toronto Sewer and Watermain Contractors Association, and Peter Smith, Heavy Construction Association of Toronto","communicationTypeCd":"LETTER","comPublicCd":"Y","communicationDisplayOrder":1,"publishTypeCd":"SUPPL","agendaCd":"GG","termYear":2025,"communicationTypeDesc":"Letter","publishTypeDesc":"Supplementary ","webpostFileName":"communicationfile-188963.pdf"}},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":254001,"mimeTypeId":106,"fileTitle":"Report from the Chief Procurement Officer on Review of Bid Award Panel","braPublicCd":"Y","fileName":"GG20.10 - BAP_rpt_v3_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254001.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121998,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council amend Municipal Code Chapter 195, Procurement, Municipal Code Chapter 71, Financial Control, and the Procurement Policy as set out in the report (March 24, 2025) from the Chief Procurement Officer, effective October 1, 2025, to:
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a. Eliminate the Bid Award Panel;
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b. Delegate award authority to the Chief Procurement Officer to award open competitive solicitations up to $30 million;
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c. Replace Bid Award Panel's current extended authority to exercise the power of a Standing Committee with extended authority to the Chief Procurement Officer, and remove extended authority during summer recess and election recess; and
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d. Delegate commitment authority to the City Manager to approve the commitment of funding for open competitive procurements up to $30 million and authorize the City Manager to sub-delegate commitment authority up to $30 million to City officials or staff.
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2. City Council request the Chief Procurement Officer, in consultation with the Chief Technology Officer and relevant City Divisions, to explore opportunities for the procurement process to support the procurement of Artificial Intelligence innovation.
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3. City Council:
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a. request the Chief Procurement Officer to develop measures that will ensure continued transparency in the procurement process, in the absence of the Bid Award Panel, and to report on such measures at the July 14, 2025 meeting of General Government Committee; and
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b. request the Chief Procurement Officer to submit a Report for Information to every regular General Government Committee meeting, following the elimination of the Bid Award Panel, on all open competitive awards made by the Chief Procurement Officer during the previous cycle valued between $500,000 and $30,000,000.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Amended","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139429,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Amendments to Toronto Municipal Code Chapter 217, Records, Corporate (City)","referenceNumber":"2025.GG20.11","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"Under Section 201 of the City of Toronto Act, 2006, a record of the City may be destroyed if a retention period has been established and the retention period has expired, or the record is a copy of the original record. Toronto Municipal Code Chapter 217, Records, Corporate (City) provides the legislative basis on which the retention periods for City records are authorized, and Schedule A of the by-law indicates the retention schedule for each records class.
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The purpose of this report is to amend the City's records retention by-law by establishing one new records retention schedule that pertains to:
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- Records relating to documenting the Mayor’s special powers and duties under Part VI.1 of the City of Toronto Act, 2006.
","aiMeetingNumber":20,"aiOrderNumber":11,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100247,"staffReportDate":1741665600000,"srOrigin":"the City Clerk"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253560,"mimeTypeId":106,"fileTitle":"Report from the City Clerk on Amendments to Toronto Municipal Code Chapter 217, Records, Corporate (City)","braPublicCd":"Y","fileName":"GG20.Xx - !Amendments to Municipal Code Chapter 217_Rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1741665600000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253560.pdf"},"2-READ":{"backgroundAttachmentId":253561,"mimeTypeId":106,"fileTitle":"Attachment 1 - Proposed Amendments to Municipal Code Chapter 217, Records, Corporate (City), Schedule A - Records Retention Schedule","braPublicCd":"Y","fileName":"GG20.Xx - Amendments to Municipal Code Chapter 217_Attm1_AODA.pdf","bgrdAttachmentDisplayOrder":2,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253561.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":121677,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council amend Schedule A, Records Retention Schedule, in the City of Toronto Municipal Code Chapter 217, Records, Corporate (City), as set out in Attachment 1 to the report (March 11, 2025) from the City Clerk.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139673,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"Y","inCameraCategoryCd":"LITIGAT","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"AMENDED","statutory":"N","agendaItemTitle":"Litigation Arising from the Rehabilitation of Section 1 of the F.G. Gardiner Expressway (Jarvis Street to Cherry Street)","referenceNumber":"2025.GG20.12","confidentialReason":"Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board, and the receiving of advice that is subject to solicitor-client privilege ","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The City hired WSP Canada Inc. (\"WSP\" which is inclusive of a predecessor company subsequently amalgamated with WSP) to provide professional consulting services, including preliminary design and detailed design services, for the Rehabilitation of Section 1 of the F.G. Gardiner Expressway (the \"Gardiner\") from Jarvis Street to Cherry Street (the \"Project\").
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The City alleges that WSP's design was erroneous, incomplete or insufficient in important respects that were discovered during construction (the \"Design Errors\"). Although these Design Errors were fully addressed during construction for purposes of completing the Project, the City incurred additional costs to rectify the errors and additional costs to accelerate the Project (to avoid, amongst other things, extended lane closures on the Gardiner) because the Design Errors contributed to delays.
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Therefore, the City commenced a legal action against WSP to recover the costs it alleges were incurred due to the Design Errors. The City claims that WSP was negligent or breached its contract with the City in its: (a) design of the Project; and / or (b) delivery of engineering services during the Project.
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Confidential Attachment 1 contains legal advice from the City Solicitor regarding the litigation.
","aiMeetingNumber":20,"aiOrderNumber":12,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100425,"staffReportDate":1742788800000,"srOrigin":"the City Solicitor, and the Chief Engineer and Executive Director, Engineering and Construction Services"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","inCameraCategoryDesc":"Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board","itemStatusDesc":"Amended","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253982,"mimeTypeId":106,"fileTitle":"Report from the City Solicitor, and the Chief Engineer and Executive Director, Engineering and Construction Services, on Litigation Arising from the Rehabilitation of Section 1 of the F.G. Gardiner Expressway (Jarvis Street to Cherry Street) ","braPublicCd":"Y","fileName":"GG20.Xx - !LitiGardinerRehabSec1_rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1742788800000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253982.pdf"},"2-READ":{"backgroundAttachmentId":253983,"fileTitle":"Confidential Attachment 1 - Confidential Instructions to Staff","braPublicCd":"N","bgrdAttachmentDisplayOrder":2,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecisionAdvice":{"decisionAdviceId":45820,"decisionAdvice":"The General Government Committee:
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1. Directed the Chief Procurement Officer, in consultation with the Chief Engineer and Executive Director, Engineering and Construction Services, to report directly to the April 23, 24 and 25, 2025 meeting of City Council with a recommendation as to whether WSP Canada Inc., should be suspended from being eligible to bid on or be awarded any City of Toronto contracts as a supplier of goods and / or services or as a subcontractor to such a supplier and, if so, for how long.
"},"committeeDecision":{"decisionId":121999,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council adopt the confidential instructions to staff in Confidential Attachment 1 to the report (March 24, 2025) from the City Solicitor, and the Chief Engineer and Executive Director, Engineering and Construction Services.
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2. City Council authorize the public release of the confidential recommendations contained in Confidential Attachment 1 to the report (March 24, 2025) from the City Solicitor, and the Chief Engineer and Executive Director, Engineering and Construction Services, at the discretion of the City Solicitor, but that the remainder of Confidential Attachment 1 to the report (March 24, 2025) from the City Solicitor, and the Chief Engineer and Executive Director, Engineering and Construction Services, remain confidential as it contains advice which is subject to solicitor-client and litigation privilege.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Amended","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139632,"communicationTypeCd":"REPORT","urgent":"N","inCamera":"N","publishTypeCd":"MAIN","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"City of Toronto's Fleet Availability and Utilization Rates","referenceNumber":"2025.GG20.13","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"The purpose of this report is to provide an update to the General Government Committee on Fleet Services' efforts to reduce vehicle and equipment downtime and minimize the number of underutilized vehicles, as requested by City Council on October 17, 2019 (Item - 2019.GL8.1). The most recent annual update was provided on March 26, 2024 (Item - 2024.GG11.14).
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The City of Toronto operates one of the largest municipal fleets in Canada and one of the most specialized and diverse fleets in North America, comprising of over 5,000 vehicles and equipment. The Fleet Services Division supports client divisions, agencies and corporations by providing fleet management and maintenance services and driver training to support the delivery of essential City services.
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Fleet availability and utilization are critical performance metrics that support effective fleet management. Fleet Services Division has made significant progress in increasing vehicle availability and right-sizing the City's fleet by monitoring and taking action on underutilization.
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Fleet availability measures the percentage of time fleet assets are available for use. From 2022 to 2024, availability has improved, reaching an availability rate of over 80 percent across all asset categories and notably resulting in a 91 percent availability rate for Off-Road category (e.g. loaders or, backhoes). Fleet availability is influenced by the following five factors, all of which have advanced over the last two years: workforce development, parts availability, operational performance management, promoting safe driving practices and vendor partners and centralized management.
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Fleet utilization measures how effectively vehicles are being used. Fleet Services Division is committed to working with client divisions, agencies and corporations to enhance the efficiency of their fleet and eliminate unnecessary assets. Key actions taken include divesting redundant vehicles, reallocating resources, and strengthening the management of rental vehicles.
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Across the city's light-duty vehicles (e.g. vans, pick-ups, minibus, city delivery trucks), underutilization has been steadily decreasing. In 2021, the underutilization rate was 20 percent, which is significantly higher than the City's current 2024 underutilization rate of 3 percent, an achievement that has resulted in significant savings. Between 2023 and 2024, $2.65 million in revenue was retrieved through 268 assets (169 assets in 2023 and 44 in 2024) being sold or in the process of being sold. Fleet Services Division has reinvested the savings to support asset replacement plans to reduce the State of Good Repair backlog, which has resulted in a maintenance cost savings of $487,733 in 2023, and $70,621 in 2024.
","aiMeetingNumber":20,"aiOrderNumber":13,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","staffReport":{"staffReportId":100443,"staffReportDate":1740459600000,"srOrigin":"the General Manager, Fleet Services Division"},"communicationTypeDesc":"Report","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"Main","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":253952,"mimeTypeId":106,"fileTitle":"Report from the General Manager, Fleet Services Division on City of Toronto's Fleet Availability and Utilization Rates","braPublicCd":"Y","fileName":"GG20.Xx - CoTFleetAvailabilityUtilization_rpt_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1740459600000,"publishTypeCd":"MAIN","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-253952.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":122000,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee:
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1. Received the report (February 25, 2025) from the General Manager, Fleet Services Division for information.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]},{"agendaItemId":139845,"communicationTypeCd":"LETTER","urgent":"N","inCamera":"N","publishTypeCd":"NEW","considerTypeCd":"ACTION","itemStatusCd":"ADOPTED","statutory":"N","agendaItemTitle":"Establishing The City of Toronto Mayor's Awards for Artificial Intelligence Innovation within City Divisions, Agencies, and Boards","referenceNumber":"2025.GG20.14","publishDecisionInd":"Y","publishMotionInd":"Y","publishVoteInd":"Y","publishRulingInd":"Y","agendaItemSummary":"This motion proposes the establishment of dedicated \"Mayor's Awards for Artificial Intelligence Innovation\" to recognize and celebrate the innovative work of internal city divisions, boards and agencies developing and implementing Artificial Intelligence (Artificial Intelligence) solutions. While external organizations and government bodies currently acknowledge the City's progress in Artificial Intelligence, internal innovations often lack recognition from elected officials, such as the Mayor. These awards will bridge this gap, enhance the visibility of employee efforts, broaden public awareness of the City's Artificial Intelligence initiatives, and foster a stronger culture of innovation aligned with the City's Digital Infrastructure Strategic Framework (DISF).
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Research findings indicate a growing trend of governments embracing Artificial Intelligence's transformative potential and actively integrating it into public services. This is often recognized by external organizations through prestigious awards, as demonstrated by the Intelligent Transportation Society of Canada (ITS) award to York Region and the MeriTalk Artificial Intelligence Honors Awards. Furthermore, government bodies like the City of Toronto and the City of San Antonio have established internal \"City Manager's Awards of Excellence\" to acknowledge innovative projects within their departments.
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However, a significant gap exists in the recognition of Artificial Intelligence innovations developed by our own city divisions and departments by elected officials, specifically the Mayor. While the Mayor's Office of Innovation in San Francisco provides an example of highlighting broader innovation efforts, dedicated recognition for Artificial Intelligence advancements originating within our internal teams is currently absent.
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This lack of direct acknowledgment from elected officials can limit the visibility of these crucial projects, potentially hindering employee morale and public awareness of the City's commitment to leveraging Artificial Intelligence for improved services and operations.
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Establishing \"Mayor's Awards for Artificial Intelligence Innovation\" will address this gap and offer several key benefits:
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- Enhanced Visibility: Mayor's Awards, due to their association with the highest elected office, will bring greater public attention to the innovative Artificial Intelligence initiatives being developed and implemented by city employees. This heightened visibility can foster pride within city departments and increase understanding among constituents.
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- Broadened Recognition: These awards will extend recognition beyond external organizations and City Manager-level acknowledgments, directly involving elected officials in celebrating the achievements of internal teams. This can significantly boost morale and encourage further innovation.
- Encouraging a Culture of Innovation: By implementing both City Manager's and Mayor's Awards, the City can cultivate a more comprehensive and robust culture of innovation. This dual recognition system will incentivize departments to continuously explore and implement Artificial Intelligence-driven solutions, knowing their efforts can be acknowledged at various levels.
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- Alignment with Existing Frameworks: The proposed awards directly align with the principles of the Digital Infrastructure Strategic Framework (DISF), particularly emphasizing innovation and public benefit. Recognizing Artificial Intelligence projects that adhere to these principles will reinforce the City's strategic direction in leveraging technology for the betterment of the community. The success of past Artificial Intelligence initiatives within the City, such as the COVID-19 Chatbot Pilot, further underscores the value and potential of internal Artificial Intelligence development.
Establishing \"Mayor's Awards for Artificial Intelligence Innovation\" represents a significant opportunity to formally recognize the valuable contributions of our city employees in leveraging Artificial Intelligence to improve public services and operations. By bridging the current recognition gap, these awards will foster a stronger culture of innovation, enhance public awareness of the City's Artificial Intelligence advancements, and align with our strategic goals for a technologically advanced and citizen-centric municipality. We urge the Committee to approve this motion and support the implementation of this important initiative.
","aiMeetingNumber":20,"aiOrderNumber":14,"dbPublishLabelCd":"CMMTTEE","agendaCd":"GG","wards":"All","preMeetingEventInd":"N","councilConsiderDate":1745380800000,"staffReport":{"staffReportId":100592,"staffReportDate":1743998400000,"srOrigin":"Councillor Paul Ainslie"},"communicationTypeDesc":"Letter","considerTypeDesc":"ACTION","itemStatusDesc":"Adopted","publishTypeDesc":"New","decisionBodyPublishLabel":"Committee","speakerInterestedPersons":[],"committeeCommunications":{},"councilCommunications":{},"committeeAttachments":{"1-READ":{"backgroundAttachmentId":254360,"mimeTypeId":106,"fileTitle":"Letter from Councillor Paul Ainslie on Establishing The City of Toronto Mayor's Awards for Artificial Intelligence Innovation within City Divisions, Agencies, and Boards.","braPublicCd":"Y","fileName":"GG20.14 - Cnclr Aisnlie Ltr - EstablisingMayorsAwardAIInno_AODA.pdf","bgrdAttachmentDisplayOrder":1,"backgroundAttachmentDate":1743998400000,"publishTypeCd":"NEW","agendaCd":"GG","termYear":2025,"webpostFileName":"backgroundfile-254360.pdf"}},"councilAttachments":{},"committeeMotions":[],"councilMotions":[],"committeeRulings":[],"councilRulings":[],"committeeDeclaredInterests":[],"councilDeclaredInterests":[],"committeeDecision":{"decisionId":122071,"decisionTypeCd":"ACTION","recommendations":"The General Government Committee recommends that:
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1. City Council direct the City Manager establish the City of Toronto “Mayor's Awards for Artificial Intelligence Innovation” within City Divisions, Agencies, and Boards, and direct the City Manager report to the Government Management Committee by July 14, 2025 on a implementation process targeting 2026 as the launch for the award program.
2. City Council request the City Manager to consider including the following when developing a terms of reference for the City of Toronto “Mayor’s Awards for Artificial Intelligence Innovation”:
a. Establish annual awards to recognize outstanding innovations in the use of Artificial Intelligence that are developed implemented by internal City Divisions, Agencies and Boards.
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b. Develop specific categories for the awards that recognize diverse types of Artificial Intelligence innovation, such as:
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1. Data Analytics and Insights;
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2. Natural Language Processing and Chatbots;
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3. Automation and Efficiency Improvements;
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4. Use of Artificial Intelligence for Public Safety and Security; and
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5. Use of Artificial Intelligence for Accessibility and Inclusion.
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c. Develop clear and transparent evaluation criteria to ensure fairness and consistency in the selection process, with criteria such as:
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1. Level of Innovation and Creativity;
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2. Demonstrable Impact on City Services and Operations;
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3. Scalability and Potential for Wider Application;
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4. Efficiency Improvements and Cost Savings; and
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5. Alignment with the City's Strategic Goals and Values, including Digital Infrastructure Strategic Framework (DISF) principles.
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d. Develop nomination criteria for an independent judging panel to be composed of individuals with expertise in Artificial Intelligence, public administration, and innovation, with consideration for panel members that include representatives from academia, industry, and relevant City departments (excluding those directly nominated).
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e. Outline the forms of recognition and potential rewards for award recipients, such as:
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1. Formal presentation of the award by the Mayor;
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2. Public announcement; and
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3. Opportunities to present their projects at internal or external events.
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f. Establish a clear and accessible process for City departments to nominate Artificial Intelligence innovation projects, which should include timelines, required documentation, and guidelines for submission.
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g. Develop a strategy to showcase the winning projects and share best practices across the City, which should involve internal presentations, workshops, online platforms, and inclusion in relevant City reports.
","councilNative":"N","decisionTypeDesc":"ACTION"},"decisionTypeDesc":"ACTION","hasDecisonInformation":true,"consentItemStatusDesc":"Adopted","preMeetingSpeakersList":[],"preMeetingInterestedPersons":[],"postMeetingSpeakersList":[],"postMeetingInterestedPersons":[]}],"meetingSessions":[{"meetingSessionId":45283,"meetingId":25817,"startDate":1744032960000,"startTime":1744032960000,"endDate":1744035600000,"endTime":1744035600000,"sessionTypeCd":"MORNING","inCamera":"N","sessionTypeDesc":"Morning"}],"meetingAttendance":[{"attendanceId":39136,"meetingSessionId":45283,"attendanceDisplayOrder":39136,"quorumTypeCd":"PRESENT","rollCallInd":"N","chairMemberId":2,"quorumTypeDesc":"Present","meetingSession":{"meetingSessionId":45283,"startDate":1744032960000,"startTime":1744032960000,"endTime":1744035600000,"inCamera":"N"},"attendees":[{"attendeeId":173077,"presentTypeCd":"Y","member":{"memberId":2,"firstName":"Paul","lastName":"Ainslie"}},{"attendeeId":173078,"presentTypeCd":"Y","member":{"memberId":1247,"firstName":"Jon","lastName":"Burnside"}},{"attendeeId":173079,"presentTypeCd":"Y","member":{"memberId":3823,"firstName":"Lily","lastName":"Cheng"}},{"attendeeId":173080,"presentTypeCd":"Y","member":{"memberId":1242,"firstName":"Stephen","lastName":"Holyday"}},{"attendeeId":173081,"presentTypeCd":"Y","member":{"memberId":43,"firstName":"Michael","lastName":"Thompson"}}],"presentString":"Paul Ainslie (Chair), Jon Burnside, Lily Cheng, Stephen Holyday, Michael Thompson","notPresentString":""}],"meeting":{"meetingId":25817,"decisionBodyId":2542,"email":"ggc@toronto.ca","specialMeetingCd":"N","meetingNumber":20,"mtgStatusCd":"COMPLETE","officialChairMemberId":2,"officialChairSalutationCd":"COUNCILR","currentProcessId":6,"minutesConfirmDate":1747022400000,"publishViceChairInd":"N","displayMinutesConfirmInd":"Y","mtgStatusDesc":"Complete","termYear":2025,"officialChairFirstName":"Paul","officialChairLastName":"Ainslie","officialChairSalutationDesc":"Councillor","tier":2,"agendaPublished":false,"decisionPublished":false,"minutesPublished":false,"showMap":false,"showBill":false,"agenda":{"agendaId":44246,"showStatusCd":"ON","decisionInstructionsWep":""},"phone":{"phoneId":24891,"areaCode":"416","phoneNumber":"392-4666"},"mmisUser":{"userListId":723,"userFirstName":"Matthew","userLastName":"Green","userEmail":"mgreen2@toronto.ca","userTitle":"Committee Administrator","enabled":false,"userFullName":"Matthew Green","accountNonExpired":false,"accountNonLocked":false,"credentialsNonExpired":false},"decisionBody":{"decisionBodyId":2542,"decisionBodyName":"General Government Committee","decisionBodyPublishLabelCd":"CMMTTEE","committeeCode":{"committeeCodeId":25,"committeeCode":"GG"},"decisionBodyType":{"tier":2},"term":{"termId":8,"termType":"2022-2026","trmStartDate":1668488400000,"trmEndDate":1794632400000},"meetings":[]},"locationDates":[{"meetingLocationDateId":27212,"meetingDate":1743998400000,"startTime":1744032600000,"monitorDisplayInd":"Y","location":{"locationId":601,"locationName":"Committee Room 1, City Hall/Video Conference"}}],"speakerListPublished":false,"meetingReference":"2025.GG20","groupedMeetingDates":"April 7, 2025","earliestMeetingLocationDate":{"meetingLocationDateId":27212,"meetingDate":1743998400000,"startTime":1744032600000,"monitorDisplayInd":"Y","location":{"locationId":601,"locationName":"Committee Room 1, City Hall/Video Conference"}},"latestMeetingLocationDate":{"meetingLocationDateId":27212,"meetingDate":1743998400000,"startTime":1744032600000,"monitorDisplayInd":"Y","location":{"locationId":601,"locationName":"Committee Room 1, City Hall/Video Conference"}},"groupedCouncilConsiderDates":""}}