Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Rocio Kiryczun, Human Resources Director
Zhanna Abuel, Deputy Director, Human Resources
Subject: Renewal Agreement with Origami Risk LLC for a Risk Management Information System
RECOMMENDATION:
title
Adopt a resolution authorizing an agreement with Origami Risk LLC to provide a Risk Management Information System for the County for the term of February 01, 2025 through January 31, 2030 in an amount not to exceed $923,863.
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BACKGROUND:
The Risk Management Division has identified the Origami Risk RMIS (Risk Management Information System) as the best option to assist in the management of our Workers' Compensation, Auto, General Liability, Property, Medical Malpractice, ADA, Intermittent Leave, Occupational Health, and other lines.
The Risk Management Division has been using the Origami Risk RMIS since 2016. The system enables the Division to import data and information from our third-party administrators and combine all losses in a comprehensive platform where we can track and monitor our losses from a high-level financial perspective using built-in claims analysis and reporting tools. The RMIS allows us to continue to document activity, set alerts and triggers on priority claims, record payments, set diaries, run reports, track safety initiatives, and monitor overall risk management program performance in real-time. The continued use of a RMIS is much-needed technology that enables the Risk Management program to run effectively and efficiently.
DISCUSSION:
On September 23, 2024, Risk Management issued a Request for Proposals (RFP) to ensure it continues to receive best value from its RMIS. Five proposals were received and evaluated by a selection committee made of up of County Risk Management employees. Respondents were further evaluated, and two vendors were selected to provide the County with an online demo. The committee recommended that the County select Origami Risk LLC as the vendor of choice for the RMIS.
Origami Risk is a privately held company led by, and wholly owned by, the most experienced management team in the RMIS industry. Origami Risk was founded in 2008 as an alternative to the older legacy technology used by other RMIS suppliers. Origami provides a full-featured RMIS platform for most major coverages, including but not limited to Workers’ Compensation, General Liability, Property, Auto, Auto Physical Damage, etc., providing comprehensive functionality including check writing, claims management including incident intake, letter merge, OSHA forms, reporting and more.
Origami Risk was selected over the other vendors because their software continues to be the best match for our needs and would require no learning curve or implementation time; it is also priced lower than the other top contender. In addition, their new proposal offered more hours of technical support per year (5 hours per month instead of 32 hours per year), and an increase in storage hosting (100GB of attachments instead of 50GB).
Therefore, Risk Management believes that it is in the best interest of the County to enter into a contract with Origami Risk LLC. The Information Services Department has reviewed and approved the IT component of this agreement.
The resolution contains the County’s standard provisions allowing amendments of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
The resolution and agreement have been reviewed and approved by County Counsel as to form.
Approval for this agreement contributes to the 2025-2029 Strategic Plan to leverage technology to mitigate and analyze risk, as well as to maintain and further improve operational efficiencies.
PERFORMANCE MEASURE(S):
|
Measure |
FY 2024-25 Projected |
FY 2025-26 Projected |
FY 2026-27 Projected |
|
Total number of expected Workers’ Compensation Claims |
650 |
650 |
650 |
|
Total number of expected American Disabilities Act Claims |
140 |
140 |
140 |
|
Total number of expected Auto Claims |
120 |
120 |
120 |
|
Total number of expected Employee & Labor Relations Claims |
450 |
450 |
450 |
|
Total number of expected Equal Employment Opportunity Claims |
70 |
70 |
70 |
|
Total number of expected General Liability Claims |
130 |
130 |
130 |
|
Total number of expected Intermittent Leave of Absence Claims |
190 |
190 |
190 |
EQUITY IMPACT:
Origami is an ADA-compliant case management system that is predominantly for internal use within the Human Resources Department. Origami would allow the HR Department to streamline critical documents related to claims in one location and allow the team to collaborate and operate with transparency, ultimately providing a space for equitable participation in case management and provision of efficient services.
FISCAL IMPACT:
There is no impact to Net County Cost. All costs associated with this contract are offset by the Risk Management Workers’ Compensation Trust Funds.