CC MEETING: September 23, 2025
DATE: September 8, 2025
TO: Erin Rinehart, City Manager
FROM: Samantha Dean, Workforce Services Director
Chrystal Davis, ACM - Culture, Leisure & Support Services
Title
Consider Authorizing The City Manager To Execute A Change Order To The Contract With Recordables Inc. For Risk Management Software Pursuant To BID #24-062, Increasing The Contract By $9,618.50 Annually, For A New Total Contract Amount Not To Exceed $149,237.00.
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BACKGROUND:
The City of Carrollton has an existing contract with Recordables Inc. to provide risk management software for claims management related to property and casualty and worker’s compensation claims.
The proposed change order will provide adequate licenses to allow department managers and directors to access their own departmental claims information, allow for system configuration for claims to be broken out by department and increase accessibility by allowing electronic signatures on state-required forms directly in the system which will increase efficiencies in the current process.
The proposed change order increases the contract by 15% and includes a contingency to ensure we maintain service continuity.
FINANCIAL IMPLICATIONS:
Funding is available in Cloud Software & Licenses account, account # 142001-61350, the Workforce Services account designated for risk management.
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 authorize the City Manager to execute a change order to the contract with Recordables Inc. for risk management software pursuant to BID #24-062, increasing the contract by $9,618.50 annually for a new total contract amount not to exceed $149,237.00.