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.
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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 desc...
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