HomeMy WebLinkAboutContract 47894-A5 AMENDMENT NO.FIVE TO C7"'7,RE ARY' f n�
CITY SECRETARY CONTRACT NO.47894 GONTRAC f NO.
STATEMENT OF WORK#20190115
Origami Risk LLC ("Origami")and the City of Fort Worth("Client")previously entered into City Secretary
Contract No. 47894, entitled"Master Services Agreement—Software Licenses and Services Agreement," dated June 20,
2016, as amended (the"Agreement"). This Amendment No. Five to the Agreement("Amendment")adds an additional
Statement of Work("SOW"), attached as Exhibit A,which describes supplemental services to be performed and licenses
to be provided by Origami for Client under the Agreement. Both the Amendment and SOW are subject to all the terms
and conditions of the Agreement.
TERM
The term of this SOW shall begin on 1/15/2019 and shall be coterminous with the term of the Agreement.
PROJECT SCOPE
Client agrees to purchase the following additional licenses:
Enterprise Portal Data Entry License:
Up to(2,500) records per year. These licenses are not named licenses and have access only to enter records into an
Anonymous Collection Portal, by clicking an Anonymous Collection Link generated via Origami's Administration
features.
Client agrees to purchase the following additional storage:
Up to 25,000 Claims and Incidents
Up to 150 GB file attachment storage
PRICING AND INVOICE SCHEDULE
The price for the items listed above in this SOW is$16,500.00 for the current contract year. Such payments will be due as
follows:
Year 3 (upon execution of this SOW):
Enterprise Portal Data Entry License- $5,000 (annual fee)
Up to 25,000 Claims and Incidents- $7,500(annual fee)
Up to 150 GB file attachment storage- $4,000 (annual fee)
All fees are subject to state sales tax where applicable.
FFICiAL RECORD
X01 CITY SECRETARY
FT. WORTH,TX
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STATEMENT OF WORK APPROVAL c ` C �'g
The undersigned agree to this Statement of Work. J
ORIGAMI RISK LLC City of Forth Worth
1By. / ' '�S By:
Name: 1�obM 6• PvVie ff Name:U `J
-�4 u A4 u,
(Print Name) (Print Name)Title: piedl�P�'fi & Title: s . 6 �y L'1/
Date: 1�16�1 / Date: ` (�
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Attested by: •.�z
c�: ;•o
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M,ary J Secretary :.•�
5.�.........
Jo B. Strong,
As2tent City AttomcY
F''�U`AL RECORD
C�,IV SECRETARY
R FT. WORTH,TX
z___, Page ii
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible
for the monitoring and administration of this contract, including
ensuring all performance and reporting requirements.
So hia Gatewood
Name of Employee/Signature
Property&Casually Manager
Title
Mark Barta
Asst. Director—Human Resources
Risk Management
❑ This form is N/A as No City Funds are associated with this Contract
1
Printed Name Signature
i
,
EXHIBIT A
STATEMENT OF WORK
This Statement of,Work,("SOW")describes services to be performed by Origami Risk LLC("Origami")for City of Fort
Worth,Texas("Client").'This SOW is subject to all the terms and conditions of the MASTER SERVICES
AGREEMENT—Sottware License and Services Agreement dated as of the date hereof(the"Agreement"),Into which It
will now be Integrated as Exhibit A.
PROJECT SCOPE f
Provide and implement Origami's Risk Management Information System(RMIS)to Client's Risk Management team to
ensure accurate and consistent tracking and reporting of Client's claims,policies,locations and exposures.
Project Priorities;The immediate priorities focus on 5 areas:(i)Convert and load data from previous RMIS in order to
turn off previous RMI§and provide advanced reports and analytics.(ii)Implement incident collection from the field,and l
Implement an automated process to notify Client's current TPA of new incidents automatically. (Iii)Configure claims }
management functionality to streamline adjuster workflow.(iv)Implement safety Inspections and associated loss control
recommendations to provide a single repository for all risk data.(v)Deploy Origami's standard dashboards and reports to
provide robust data analytic capabilities.
,(i)Convert and load data from previous RMIS
Origami Risk will convert the Client's previous RMIS data and Import Into Origami risk. This process requires
the receipt of timely and accurate data from the previous RMIS vendor,and requires collaboration between
Origaml and Client to evaluate and resolve data anomalies uncovered throughout the conversion process.
fi Incident Co1T tion
Origami will work with Client to configure and deploy the standard Incident collection features of Origami Risk
to empower Clieat's.professionals at locations throughout the hierarchy to report Incidents directly. Origami and
Client will collaborate on the layout of the question sets for each type of incident along with any workflows which
may be triggered by the creation or edit of such Incident records.
(iii)Configure Origami Claims Serpens and Functionality
Origami will work with Client to configure and deploy claim screens and functionality for the following
coverages:WC,AL,GL,and Property,
(iv)Configure Safety Features
Origami will work with Client to configure and deploy safety inspections and loss control recommendations.
(v)ReporiingQ
Throughout the Implementation,there will be various reports required by Client that will need to be delivered.
Orlgami will assist the Client in setting up reports using standard and custom template designer.Specific details
on reports are outlined below,
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CLIENT ROLES
Client will identify a System Administrator("Client SA")who will be responsible for working with Origami to implement
Origami and to provide ongoing production support to Client's Users. The Client SA and,from time to time,other Client
employees will be available to provide timely direction and feedback as needed by Origami to complete the Origarnl tasks
in this SOW. The Client SA will also be responsible for setting up,assigning security rights,and maintaining user ids for
all Users. i
LICENSES
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User-Licenses
Light User: 5 Five.
These licenses have access to the dashboard,reports pre-configured for them,and read-only access to other areas of the i
system. Lite Users do not have access to the Administration features,and do not have access to those features listed
within the Extended functionality Licenses section below.
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Full User- Zero
These licenses hale access to all the capabilities and features of Origami Risk,except those features utilized for adjusting
claims such as clieck writing,setting reserves and calculating indemnity benefits,and except for those features listed
within the Extended Functionality Licenses section below.
Claims Adjusting User: (6?Six.
These licenses have access to all the features and capabilities of Origami Risk,except those features listed within the
Extended Functionality Licenses section below.
Extended Functionality Licenses
Enterprise Portal Data$ntry License:
Up to(1.000)records added per year. These licenses are not named licenses and have access only to enter records Into an
Anonymous Collection Portal,by clicking an Anonymous Collection Link generated via Origami's Administration
features.
Enterprise Grant Access License:
Up to 0 rants sent from Origami per year. These licenses are not named licenses and the URL is sent from Origami
Risk as a Data Entry Event email notification,giving time limited access to a single record.
Secure Email License:
Up to(0)Secure Emalls sent per month. This license enables Origami Risk's secure email functionality,which provides
password protected hosting for email communications from and to.Origami Risk.
Automated EDT FROIISROI State Reporting via ISO:
Up to(0}Open Claims annually. This license gives access to Origami Risk's interface with ISO for the purpose of EDI
State WC reporting. Origami will export a nightly flie to ISO of all new and changed WC Claims to be processed by ISO
and FROI/SROPs transmitted by ISO to individual states. ISO then delivers a file back to Origami with any exceptions,
driving adjuster notifications and workflow,
NOTE:Exhibit D"Subcontractors"roust be executed by Client.
Enterprise Values Collection:
(<25 Users)or(Enterprise wide)These licenses allow Client's representatives in the field to enter data through
Origami's online platform pertaining to information necessary for renewal submissions,such as TIV,Square Footage,
COPE information,or other such asset and exposure data as required by Client,
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ODG Integration User:
0 Zero. This license enables Origami Risk's integration with ODG's Return to Work guidelines. This feature may only
be utilized by those named users in the Claims Adjuster User or Full User License categories above. This feature queries
ODG's RTW and treatment guidelines based on WC claim diagnosis codes, r
NOTE:Exhibit D"Subcontractors"must be executed by Client,
OCR Scanning License:
0)Zero Pages Per Year, This license provides access to Origami Risk's Optical Character Recognition(OCR) E
functionality for the purpose of mapping specified data from scanned documents to data fields within Origami Risk.
Certificates License:
(5001 Five hundred Insureds over initial 100. This license allows Client to utilize Origami Risk's Certificate of
Insurance tracking for third party Insureds,such as tenants,contractors or customers. The first 100 Insureds are provided
at no additional cost,and this license provides the ability to track certificates for more than 100 Insureds.
*Features that require a third party agreement,usually for an additional fee,to be enabled in Origami include:
• CMS I 1 I when using a third party provider.
• Advisen policy benchmarking.
• Predictive analyties via Yd Parties
• EDI FROI/SROI via Yd Parties
License Notes:
L Origami Risk adds generally available features fi-om time to time that may require configuration prior to use. If
Client requests Origami's assistance in this configuration,Professional Services hours may be applied for any such
configuration.
2.In addition to the generally available features,Origami Risk may occasionally deploy new functionality that will
require an Extended Functionality License similar to those listed in the Extended Functionality License section above,
These features may require additional fees based on record volume,number of additional users accessing the new
features, or some other incremental cost driver. In such cases,additional fees will apply,
HOSTING
Origami will host the application and data in a secure internet accessible environment, Origami will backup Client data at
periodic intervals each day,
Hosting fees are based on:
Record count estimates provided by Client as follows:
1. 10,000 claims
2, 50 GB for File Attachment storage
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IMPLEMENTATION PROCESS
Implementation is the process of configuring Origami for use by Client including system settings,supporting the Client hl
loading data,training users',and other work identified in this section of the SOW. The implementation phase is completed
when the client is able to utilize the Origaml platform for the above defined business purposes,referred to by Origami as
being Live in the system.Orlgami will manage the overall implementation process,including scheduling and leading j
meetings,communicating with the team, follow up documentation,and maintaining the project schedule through the Go- {
Live date, Client's provision of timely and accurate specifications,direction and feedback is essential.to the
implementation.
System Conffauration
Origami will.;
• General Configuration
o "Configfii' 1 Location form layout
o Configure up to 2 Contact form layouts
o Configure I Policy form layout
o Configure I Insureds form layout(Incoming Certificates of Insurance)
o Configure up to 2 User Security Profiles
a Claims and Incidents
o Configure incident forms for up to 5 incident types
a Configure 2 Incident Collection Portals—Employee and Citizen
o Configure claim form layouts for up to five lines of coverage
o Configure up to 5 data entry events with corresponding system actions
o Reserve&Payment Processing;including approval process
• Reports aid Dashboards
o Configure up to 2 default dashboards using standard Origaml dashboard widgets.
o Provide up to 20 hours of assistance to configure standard Origami RMIS report templates and/or custom
template design tool.Hours will be eroded during implementation and additional hours will be billed as
Incurred.
o Configure up to 2 report distribution lists.
Client will:
• Provide specifications,direction, and feedback as needed by Origami in a timely manner.
• Configure additional default dashboards,fields,forms,user roles,distribution lists,reports and other features as
needed by Cliept.
Convert Legacy.System Marsh ClearSight:
Origami Risk will:
-Provide Client with text for data request letter suitable for requesting necessary data from Legacy Provider
-Convert the Legacy data and import into Origami risk, Legacy data will include:
Claims
-Incidents
-Transactions
Notes
-Tasks
-Contacts
Locations
-File attachments
Client will:
Arrange for an extract of data from Legacy Provider.
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Loading Other Suunorted Risk Data via Data Lnnort Center
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Origami will: i
• Provide training and support to Client as needed for following import activities,1 .
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Client will;
• Provide,or arrange to provide,spreadsheets containing Client's risk data in the format supported by Origami's
Data Import Center.Currently,Client plans to load Location Information,
• Utilize Origami's standard Data I►nport Center tools to import the above risk data. I
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Loading Carrier/TPA Claims Data for Data Processing—Not Annlicabie
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Configuring Automated Interfaces,Imports&Extracts To/From 3rd party systems
Origami wily
• Implement import routines and schedules required to accommodate imports listed below, i
• Implement export routines and schedules required to accommodate exports listed below.
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Client.will:
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• Arrange for data to be delivered in the agreed upon format,on the agreed upon schedule from the below listed Yd
party vendor(s).
o Accounts Payable Interface--PeopleSoft
o Employee/IRR Interface—PeopleSoft
• Coordinate any action required by the below listed Td party vendor(s)to receive and utilize data feeds coming
from Origami in the agreed upon format,on the agreed upon schedule,
o Accounts Payable Interface—PeopleSoft
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Configuration of Incident Intalce Process
Origami will:
• Configure the Bnterprise Portal Data Entry Screens to accurately mirror Client's existing process(with below
improvements)
• Build the workflow in Origami for proper email notification,mail merge document distribution and task creation
according to Client's business rules.
Client will:
• Provide screen shots of existing intake forms currently in use.
• Work with Origami to identify opportunities to improve on current intake forms and process.
• Specify the workflows and individuals required for event triggered emails,tasks and mail merge
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Training
Origami will:
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+ Provide 16 hours of training to Client in year I and provide additional training each subsequent year as needed.
Professional Service hours will be eroded for training in Years 2 and 3.Training will be provided at Client offices
or online at the client's request. Training can be provided in one session or several on mutual agreement between
Client and Origami. Travel&Expenses associated with any onsite training will be pre-approved by Client and
billed as incurred.
Client will:
• Provide Origami with guidance about the employees to be trained and any training requirements or a preferred
approach,
+ If training is to be provided in Client office,provide appropriate meeting space and internet access so Origami can
perform the training and also provide for transportation and other expenses for Client employees who attend the
training.
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PROJECT MANAGEMENT OPTION SELECTED: 1
Origami,Risk Is founded on a set of AGILE and iterative processes from top to bottom, These contemporary tenants are
the foundation of our ability to deliver better products and more accurate implementations in a fraction the time of our j
competitors. Origami also maintains a set of best practices, tools and experts for our clients who require a more
'TRADITIONAL approach to managing their implementation project. The selection below indicates the project
management model included within this Statement of work:
This Statement of Work includes:
[Included] Agile Project Management
[Not Included]Traditional Project Management e
r
Agile Proieet Management
Origami will:
a Maintain schedule with key deliverables and expected dates** i
o Lead status calls twice per month
o Maintain project status document containing priority list,open items and changes which may impact timeline
o Coordinate all activity within Origaml to complete Origami's tasks on the project schedule
A Origami's administrative tools and screens are by their nature self documenting and serve as documentation
of the implementation for Client's System Administrator to reference.
Client will
o Participate hi status tails and working meetings
o Coordi late all activity within Client's organization to complete Client's tasks on the.project schedule
o Coordinate all activity of.Client's 3`d patty providers required to complete tasks on the project schedule
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Traditional Prefect Management i
In addition to Agile Project.Management described above,Origami shall designate a Project Manager to provide
[N/A]LSours ofr�dect management during the Implementation(on average[81(tours per week). This Project
Manager shall maintain a library of written atlifacts and conduct activities including: j
ACTIVITIES:
o Formal project kickoff*
o Designated Project Manager role i
o Maintain schedule with.key deliverables and expected dates/milestones
o Coordhiate all activity within Origami to complete Origaini's tasks on the project schedule
o Coordinate meetings and discussions with stakeholders as needed to maintain project progress*
o Maintain project status document containing priority list,open items and changes which may impact timeline
ARTIFACTS:
o Formal project kickoff agenda*
o Communication plan
o Formal stakeholder analysis
o Project Charter
o Collaboration website
o Detailed work breakdown structure
o Weekly project status calls,agenda,meeting notes
o Detailed issues and risks log
o Action items list
o Detailed project plan
o On site agendas*
o Change control management
o Executive steering committee status call agenda(as needed)
o Origaml risk governance decision management document
o UAT test plan for critical items***
o Executive Project Dashboard
o Lessons learned analysis
*May include on site attendance.
**Project Management assigned as shared role of team members
***Dependent on client input and test cases provided
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ONGOING "PORT �
After the Implementation is completed or Client is using the System In production for greater than 30 days,this section of
the SOW describes Origami services through the remainder of the term of this SOW.
Carrier/TPA Claims Data on,•goiutT.Proc0911119—Not Applicable
Maintenance of automated Interfaces.Luinorts&Extracts TO/From 3rd nam systems
Origami X111:
• Maintain import routines and schedules required to accommodate imports fl•om third party systems listed below:
■ Accounts Payable Import from PeopleSoft
Employes/HR Import from PeopleSoft
• Maintain export routines and schedules requited to accommodate exports to third party systems listed below:
■ Accounts Payable Export to PeopleSoft—including ACH
■ Claims Export to Yorlc TPA
Client will:
• Ensure the ongoing performance of import and export responsibilities of each 3'party system,
Professional Services
This Statement of Work(SOW)includes up to 25 hours of Professional Services in the first year,up to 50 hours in the
second year,and up to 50 hours in the third year. Professional Services include any work performed by Origami
professionals on behalf of Client. Examples include:
• Helpdesk support for users
• User Training
• General assistance utilizing The System
• Configuration of features for Client's use
• Maintenance of screens and system configurations as workflows evolve
• Configuration of customized reports
• Maintenance or modification of any import or export scripts
• Attendance in meetings
• Project management tasks and administration
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