Exhibit 1 - Agenda Information Sheet - Amendment 4City of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: December 7, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the approval of a fourth amendment to a contract between the City of Denton and ClearRisk,
Inc., amending the contract approved by Purchasing on January 9, 2014, in the not-to-exceed amount of
$49,500.00; amended by Amendments 1-3 approved by the Council and Purchasing; said fourth amendment
to continue to provide risk management information system (RMIS) software for the Risk Management and
Safety divisions; providing for the expenditure of funds therefor; and providing an effective date (File 7261
– providing for an additional fourth amendment expenditure amount not-to-exceed $24,500.00, with the
total contract amount not-to-exceed $172,500.00 and extending the contract with ClearRisk, Inc. to January
8, 2023).
INFORMATION/BACKGROUND
The proposed contract amendment includes additional time and expenditure authority during the solicitation
and implementation period for a new risk management and safety information system (RMIS). An RMIS
software application is designed to manage commercial risk (e.g., safety incidents, claims, insurance
policies) and provide the ability to efficiently track, report, manage, and mitigate safety incidents, claims,
and insurance policies, forecast losses, and identify trends. Because the risk management and safety
functions are intertwined and share much of the same data, all of these components, together, allow the City
to identify patterns in risks and respond faster to keep our employees safe and protect assets.
During the existing contract period, Amendment 1 was prepared, but never executed by either party.
Amendments 2 and 3 added funds to the existing contract in the total of $73,500 for additional services.
The incumbent software application, ClearRisk, has been in place since 2014; the current contract expires
on January 8, 2022. With the impending expiration of the current contract, a formal request for Proposal
(RFP) process was initiated in May 2021. The evaluation team reviewed six (6) proposals, and stakeholders
in police, water/wastewater, safety, and risk management participated in demonstrations of four (4) RMIS
systems. Based upon this evaluation, the evaluation team selected a vendor that best fits the City's current
and long-term needs. Contract negotiations with the prospective vendor began in August 2021; the project
will be started upon approval. The implementation of the new RMIS will be accomplished through a phased
approach; full implementation is estimated to take eight (8) to twelve (12) months.
Due to the extended amount of time that will be required for the complex implementation of the new RMIS,
Risk Management staff is seeking a one (1) year extension to the current ClearRisk to prevent a lapse in
software accessibility during the implementation of a new RMIS.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 13, 2016, City Council approved Amendment No. 2 with ClearRisk, Inc. in the not-to-
exceed amount of $49,500, for a total not-to-exceed amount of $99,000. (Ordinance 2016-412).
RECOMMENDATION
Award Amendment No. 4 with ClearRisk, Inc., to continue to provide risk management information system
(RMIS) software for the Risk Management and Safety divisions, $24,500.00, with the total contract amount
not-to-exceed $172,500.00 and extending the contract to January 8, 2023.
PRINCIPAL PLACE OF BUSINESS
ClearRisk, Inc.
St. John’s, Province of Newfoundland & Labrador
ESTIMATED SCHEDULE OF PROJECT
This contract will expire on January 8, 2023.
FISCAL INFORMATION
This software application will be funded by the Risk Retention Fund.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Contract
Exhibit 3: Amendment 1 (Never Executed)
Exhibit 4: Ordinance and Amendment 2
Exhibit 5: Amendment 3
Exhibit 6: Ordinance and Amendment 4
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Deby Skawinski, 940-349-7810.
Legal point of contact: Marcella Lunn at 940-349-8333.