In March 2021, City Council considered a staff report, DM30.1 – Swiss Challenge Negotiated Request for Proposals for a Digital Government Platform , that detailed the Swiss Challenge Negotiated Request for Proposals process and outlined next steps for negotiation with the successful supplier, PayIt. At that time, City Council adopted a motion requesting the Auditor General to consider a review of the Strategic Partnerships Office (also known as the Toronto Office of Partnerships) as part of the next Auditor General’s Annual Work Plan, with a focus on its relationship to public procurement[1]. An audit was subsequently added to the Auditor General’s Office Work Plan[2]. The objective of this audit was to review the procurement of the PayIt Platform and outcomes achieved to date, to identify lessons learned and opportunities to clarify and / or improve the City’s Unsolicited Quotations for Proposals Policy and Process for Receiving and Reviewing Unsolicited Quotations and Proposals . The audit aimed to answer the following questions: - Did the procurement with PayIt properly follow the City’s policy and process for unsolicited proposals? - Did the implementation of the PayIt Platform achieve the intended financial and non-financial outcomes and benefits (as reported to City Council)? Our audit report does not comment on the quality and advantages of the PayIt platform, as the audit solely focused on whether the City followed its unsolicited proposals policy and process and whether the City’s reported intended outcomes were achieved. In general, we found that PayIt followed the lead of City project staff. This report presents the result of the audit. The report highlights that: a. The policy and process for unsolicited proposals were not followed, even after concerns were raised internally amongst City management. b. Expected benefits and outcomes of the PayIt implementation were not fully realized within the original timeframes indicated in the business case included in staff reports to City Council. c. Records supporting key decisions were not properly retained. The nine recommendations in this report are aimed at strengthening the oversight, and policy and process for receiving, reviewing, and responding to unsolicited proposals. This audit report also reinforces the importance of management’s leadership and commitment to ensuring openness, fairness, and transparency in City procurement. [1] Agenda Item History - 2021.DM30.1 (toronto.ca) [2] Refer to the Project Horizon for 2022-2023 included in Auditor General's Office 2022 Work Plan (toronto.ca) and the Project Horizon for 2024 included in Auditor General's Office 2023 Work Plan (toronto.ca)
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