Summary#
Montréal city council unanimously adopted its position on a 36-month contract for audiovisual equipment for meeting rooms across city services and boroughs. The agglomeration council makes the final decision at a later meeting. City staff say the goal is to standardize equipment and support hybrid work.
- The proposed contract would be with AVI-SPL Canada ltée (first-ranked supplier) and Solution-d Canada inc. (second-ranked), for on-demand equipment, without installation services.
- AVI-SPL must first confirm it can supply each order and meet delivery terms. If it cannot, the city may turn to Solution-d.
- The contract has a maximum amount of $3,039,171.52, taxes included. A further $455,875.73, taxes included, is authorized for contingencies.
- City council also directed that both suppliers’ performance be evaluated.
What it means for you#
- City services and boroughs: They could order equipment under the contract as needs arise. The estimated quantities do not commit the city to a minimum purchase.
- Municipal staff and meeting participants: City staff expect the equipment to support standardized videoconferencing in more than 300 meeting rooms. That is an expected benefit, not a requirement or guaranteed result.
- Residents and taxpayers: The decision does not directly change a tax, fee, or resident service. Spending on orders would come from budgets already assigned to city projects or services.
Money#
The maximum contract amount and contingency total $3,495,047.25, taxes included; actual spending depends on orders.
- The city received four bids out of 10 firms that obtained the tender documents. Two bids were technically non-compliant. AVI-SPL was the lowest compliant bidder.
- City staff estimate AVI-SPL’s bid is 23.77% below their estimate. The second-ranked compliant bid was 99.81% higher.
- The resolution says spending will be charged to corporate-service budgets as needs arise. The decision summary says each order requires spending approval under the city’s delegation rules.
What is unclear#
- The decision does not set minimum purchase amounts or say exactly how many rooms will receive equipment.
- It does not state when the 36-month period starts.
- AVI-SPL’s earlier contract for this equipment was unilaterally terminated in February 2026. Why it was terminated, and how that relates to this contract, is not explained. No publicly available information.
- The resolution authorizes contingency spending, but the materials do not set out the detailed conditions for using it.
Case for#
- A single on-demand contract could make it easier to buy replacement equipment across city services and boroughs as needs arise.
- AVI-SPL’s compliant bid was below the city staff estimate, and staff say the estimate relied partly on manufacturers’ suggested retail prices.
- City staff say standardized equipment could simplify technical support and help secure videoconferencing systems.
Case against#
- The contract can spend up to $3.5 million including contingencies, but the city is not committed to a minimum purchase; actual orders and total spending are uncertain.
- The second-ranked compliant bid was nearly twice the first-ranked bid. If the first supplier cannot fill an order and the city uses the second, costs could be higher.
- The reason the city previously terminated an AVI-SPL contract is not given, leaving a relevant question about the first-ranked supplier’s past performance.