CC MEETING: September 10, 2024
DATE: September 2, 2024
TO: Erin Rinehart, City Manager
FROM: Samantha Dean, Workforce Services Director
Chrystal Davis, ACM - Culture, Leisure & Support Services
Title
Consider Approval Of RFP #24-062 For Risk Management Software From Recordables Inc. In An Amount Not To Exceed $59,500.00 For Year One and $35,250.00 Per Renewal Term, For A Total Three Year Contract Amount Not To Exceed $130,000.00.
Body
BACKGROUND:
The Workforce Services Department is responsible for claims management related to property and casualty and worker’s compensation claims. A risk management software system is needed that allows for the entry, tracking, and reporting of claims, as well as other features such as financial management of claims, claims data analysis, claims reporting functionalities by multiple users, claims document management, and role-based security features. These features will help with clear and consistent processing of claims, allowing for flexible, easy and greater claims reporting capabilities from departments, providing a clear understanding of claims costs, and identifying areas of opportunity for safety improvements.
Bid notifications were posted online, previous and interested vendors were contacted, and advertisements were placed in the Dallas Morning News, to which two vendors responded. Recordables Inc. was selected based on an evaluation of each vendor’s submissions against criteria related to service requirements, price, project plan and reference/experience. Recordables, Inc. was more competitive on price, their project planning and has relevant municipal experience, including previously providing similar software services to the City of Carrollton.
The award will be for a one-year initial term. The award also includes two additional, one-year renewal options, if mutually agreed upon by the City and the vendors, for a potential three-year total contract.
FINANCIAL IMPLICATIONS:
The services described in RFP #24-062 will be purchased from budgeted funds as listed below. Year one will include implementation costs in an amount not to exceed $59,500.00, while years two and three will be a not to exceed amount of $35,250.00 each year. The three-year contract, including implementation costs, will be for a total contract amount not to exceed $130,000.00.
ACCTNG UNIT ACCOUNT BUDGET AMOUNT
142002 61345 $59,500.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with the City Council’s goal to leverage technology to improve our effectiveness and efficiency.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council approve RFP #24-062 for risk management software from Recordables, in an amount not to exceed $59,500.00 for year one and $35,250.00 per renewal term, for a total three-year contract amount not to exceed $130,000.00.