STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 28, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Risk Management
EXECUTIVE: Jack Ireland
______________________________________________________________________
SUBJECT
Title
Authorize a three-year subscription contract, with two one-year renewal options, for a web-based hosted risk management information system, including software, maintenance, and support for the Office of Risk Management - Origami Risk, LLC, sole source - Estimated amount of $1,956,861- Financing: Risk Management Fund
Body
BACKGROUND
The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This subscription contract will provide five years of continued access to a centralized risk management information system (RMIS). The City manages its return to work program, workers’ compensation, liability and claims, safety observations audits, workplace exposure assessments, safety facility reviews, city equipment incidents, incident review committee findings, and incident appraisals.
The system currently integrates all Office of Risk Management functions and provides:
• Central location to capture, store, manage, analyze, and retrieve the City’s safety, property and casualty insurance, and claim related data
• Incident trends and patterns
• Customized reports
• Return-to-Work diary system (paperless)
• Citywide staff web-based incident reporting
The RMIS has recently been customized to include certificate of insurance and bond compliance tracking. Approximately 9,500 certificates of insurance, policies, endorsements, and bonds are monitored and tracked annually.
City staff will ensure vendor compliance with the City’s insurance requirements related to contracts, ordinances, lease agreement and permits including access to the compliance information utilizing Origami Risk, LLC. The reviews of the various insurance documents will be available in which vendor compliance can be verified and documented.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The current calculated living wage during the solicitation process of this contract is $11.15; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On September 22, 2015, City Council authorized a three-year subscription agreement, with two one-year renewal options, for a centralized risk claims management system with Origami Risk, LLC by Resolution No. 15-1739.
On June 27, 2018, City Council authorized Supplemental Agreement No. 3 to exercise the first of two, one-year renewal options to the subscription agreement with Origami Risk, LLC, for a centralized risk management information system and add additional user licenses for the Department of Risk Management by Resolution No. 18-0935.
On August 28, 2019, City Council authorized a three-year subscription agreement, with two one-year renewal options, for a centralized risk claims management system with Origami Risk, LLC by Resolution No. 19-1270.
FISCAL INFORMATION
|
Fund |
FY 2024-25 |
FY 2025-26 |
Future Years |
|
Risk Management Fund |
$405,000.00 |
$387,965.25 |
$1,163,895.75 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$1,956,861 $236,809.00 |
Sole Source Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Program Policy does not apply to Sole Source Agreements Proprietary Software. |
|
• Origami Risk, LLC - Non-local; Workforce - 0.00% Local is providing a five-year service contract for the maintenance and support of a centralized risk management information system (RMIS) for the Department of Risk Management and is the sole source provider. No sub-contracting opportunities are available. |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Sole Source |
• Utilized for procurements where functional requirements can only be satisfied by one vendor, such as those where patents, copyrights or monopolies exists |
|
|
• Exempted from competitive bidding process |
|
|
• Reviewed by Procurement Services to ensure the procurement meets at least one general exception as stated in the Texas Local Government Code |
Bidder Address Amount
Origami Risk, LLC 222 North LaSalle St. $1,956,861
Suite 2125
Chicago, IL 60601
Note: The Office of Procurement Services conducted a sole source review and found no exceptions.
OWNER
Origami Risk, LLC
Robert G. Petrie, President