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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
Alisha Garrett, Chief Enterprise Strategy Officer |
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PRESENTER(S): |
Kyle Brimley, IT Director |
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TITLE:
title
Contract: Claims Management Software (Origami Risk, LLC)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute the contract and associated disbursements with Origami Risk, LLC in the amount of $745,725 for claims management software and professional services.
BACKGROUND:
UTA has a contract with and has been using a software program to process claims called ClaimZone for several years. UTA was aware that support for this software would be discontinued in 2024-2025, and planned to conduct a procurement in 2024. UTA was advised earlier this year that the ClaimZone has moved up their schedule for going end of life to December 31, 2023 (this end-of-life date was recently extended to March 31, 2024). This change has forced UTA to conduct a procurement a year sooner than originally planned. A sole source procurement was approved by the UTA Sole Source Review Board based on “unacceptable delay”. The substantial procurement and implementation lead times make a sole source procurement the only viable avenue for this procurement.
DISCUSSION:
UTA performed an extensive search and evaluated several solutions finding that Origami met all the necessary requirements for claims as well as providing potential future solutions for Risk, Safety and Policy.
UTA determined the best value was to procure direct from Origami, resulting in a 15% or $130,000 contract savings.
CONTRACT SUMMARY:
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Contractor Name: |
Origami Risk, LLC |
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Contract Number: |
23-03768 |
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Base Contract Effective Dates: |
November 9, 2023 thru November 15, 2026 plus two one-year options |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
N/A |
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Amendment Amount: |
N/A |
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New/Total Contract Value: |
$745,725.00 for 3 base years plus two option years |
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Procurement Method: |
RFP |
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Budget Authority: |
2023 Capital Budget and Operating Budget for ongoing costs |
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ALTERNATIVES:
Not moving forward with this solution will require the Claims department to fall back to a paper solution until a digital solution could be implemented.
FISCAL IMPACT:
Initial purchase of software licenses, maintenance and implementation will be accounted for on the 2023 Capital Budget (40-2223.68912 and ICI223). Budget for annual support of this contract will be accounted for 2024 thru 2027 in the Operating Budget (5200.50353.92) .
ATTACHMENTS:
Contract