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Agenda Information SheetCity of Denton _____________________________________________________________________________________ AGENDA INFORMATION SHEET DEPARTMENT: Procurement & Compliance DCM: David Gaines DATE: April 5, 2022 SUBJECT Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation, authorizing the City Manager to execute a contract with Origami Risk, LLC, for risk management and safety software (RMIS) for the Risk Management and Safety divisions; providing for the expenditure of funds therefor; and providing an effective date (RFP 7700 – awarded to Origami Risk, LLC, for three (3) years, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $460,650.00). INFORMATION/BACKGROUND A risk management and safety information system (RMIS) is a software application 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. The incumbent software application, Clear Risk, has been in place since 2014; the current contract expires on January 9, 2022. With the impending expiration of the current contract, the risk management and safety teams evaluated the current and future needs of the organization. The incumbent system does not provide, among other things, the functionality to support the safety program, user-friendly claims management, or the level of accurate reporting needed across the organization. In addition, if the department were to continue with the incumbent system, extensive customization would be required to meet the divisions’ demands that would be both time and cost-prohibitive, and would still not provide the level of functionality needed. Due to the growth of the City and organization and the development of a City-wide safety program, the decision was made to go to the market to identify and replace the current system with a full RMIS that will provide functionality for both risk management and the safety divisions. The evaluation team and stakeholders in police, water/wastewater, safety, and human resources participated in demonstrations of four (4) RMIS systems. Based upon this evaluation, Intelex Technologies, Inc was ranked highest. From August into early November of 2021, purchasing, the department, and legal staff worked with Intelex Technologies staff but could not come to contract terms that both parties would accept. The decision was then made to move forward with the second Vendor Origami Inc. City Hall 215 E. McKinney Street Denton, Texas www.cityofdenton.com Origami’s RMIS provides the needed functionality for risk management and safety, robust reporting capabilities, and includes a mobile application for the reporting of claims and safety incidents that is user- friendly to the City’s field teams. Project Description Year 1 Year 2 Year 3 Year 4 Year 5 Annual cost $147,850.00 $67,650.00 $67,650.00 $67,650.00 $67,650.00 Contingency for additional support or programming costs (approx. 10% of total) $15,000.00 $6,800.00 $6,800.00 $6,800.00 $6,800.00 Total $162,850 $74,450 $74,450 $74,450 $74,450 5-year total $460,650 Request for Proposals was sent to 633 prospective suppliers, including 17 Denton firms. In addition, specifications were placed on the Procurement and Compliance website for prospective suppliers to download and advertised in the local newspaper. Six (6) proposals were received, references were checked, and proposals were evaluated based upon published criteria including delivery and project schedule, compliance with specifications, probable performance, and price. Best and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Origami Risk, LLC was ranked the highest and determined to be the best value for the City. NIGP Code Used for Solicitation: 208, 920, and 958 Notifications sent for Solicitation sent in IonWave: 633 Number of Suppliers that viewed Solicitation in IonWave: 24 HUB-Historically Underutilized Business Invitations sent out: 60 SBE-Small Business Enterprise Invitations sent out: 295 Responses from Solicitation: 6 RECOMMENDATION Award a contract with Origami Risk, LLC, for risk management and safety software (RMIS) for the Risk Management and Safety divisions, in a three (3) year, with the option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of $460,650. PRINCIPAL PLACE OF BUSINESS Origami Risk, LLC Chicago, Il ESTIMATED SCHEDULE OF PROJECT This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1) year periods, with all terms and conditions remaining the same. FISCAL INFORMATION These services will be funded from Risk Management Operating Funds. EXHIBITS Exhibit 1: Agenda Information Sheet Exhibit 2: Pricing Evaluation Exhibit 3: LLC Members Exhibit 4: Ordinance and Contract 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.