HomeMy WebLinkAboutContract 53262-A3CSC No. 53262-A3
AMENDMENT NO. 03
TO
CITY OF FORT WORTH CONTRACT 53262
This Third Amendment is entered into by and between the City of Fort Worth
(hereafter 'Buyer"), a home rule municipality, with its principal place of business at 200 Texas
Street, Fort Worth, Texas, and Origami Risk LLC ("Vendor"), Buyer and Vendor may be
referred to individually as a Party and collectively as the Parties.
WHEREAS, on December 20, 2019 the Parties entered into City Secretary Contract
53262 to provide Origami Risk Management Information System services
("Agreement/Contract");
WHEREAS, the Parties wish to amend the Agreement to add Exhibit D for Professional
Services to conduct the implementation of Origami safety module detailed in attached statement
of work and order form in the amount of $216,677.00
NOW, THEREFORE, the Parties, acting herein by and through their duly authorized
representatives, enter into the following agreement:
1.
AMENDMENTS
The Agreement is hereby amended to add Exhibit D Professional Services to conduct the
implementation of Origami safety module detailed in attached statement of work and order
form. The cost will be $216,677.00 for a total contract amount of $882,179.00
2.
ALL OTHER TERMS SHALL REMAIN THE SAME
All other provisions of the Agreement which are not expressly amended herein shall
remain in full force and effect.
3.
ELECTRONIC SIGNATURE
This Amendment may be executed in multiple counterparts, each of which shall be
an original and all of which shall constitute one and the same instrument. A facsimile copy
or computer image, such as a PDF or tiff image, or a signature, shall be treated as and shall
have the same effect as anoriginal.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 53262 Page 1 of 4
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
vi
By: Valerie Wash
ington ngton (Jun 29, 202312:22 CDT)
Name: Valerie Washington
Title: Assistant City Manager
Date: J U n 29, 2023
APPROVAL RECOMMENDED:
By:
Name: Kevin Gunn
Title: Director, IT Solutions Department
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.
By: Steven Vandever (Jun 27, 2023 14:57 CDT)
Name: Steven Vandever
Title: Sr. IT Solutions Manager
APPROVED AS TO FORM AND LEGALITY:
ATTEST: nnn By:
oo� Fonrk°°a
6 Woo Name: Taylor Paris
Pa ao* a Title: Assistant City Attorney
By:
A pan oEoes44
Name: Jannette Goodall
Title: City Secretary
VENDOR:
Origami Risk LLC
Cy "
By: :.#
Name: Earnest Bentley
Title: President, Risk Solutions
Date: 6/26/2023
CONTRACT AUTHORIZATION:
M&C: 23-0530
Approved: 6/27/23
1295:2023-1027540
ATTEST:
By: 5
Name: Sravani Nalla
Title: Corporate Counsel
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Third Amendment to Fort Worth City Secretary Contract No. 53262 Page 2 of 4
Exhibit D
STATEMENT OF WORK #20230501
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 underlying agreement between
Origami and Client (the "Agreement"). Capitalized terms used herein shall have the meanings set forth in the Agreement.
OVERVIEW
This SOW sets forth the Professional Services to conduct the implementation of the Service. The term of this SOW shall
begin on the Effective Date as set forth on the Order Form #20230501 and continue until Go -Live of the Service.
This SOW does not include subscriptions to the Service. All subscriptions and associated fees are set forth in a separate
Order Form between the parties.
IMPLEMENTATION
Imnlementation Process
Implementation is the process of configuring the Service for use by Client including system settings, supporting Client in
loading data, training users, and other work identified in this section of the SOW. The implementation phase is completed
when Client is able to utilize the Service platform for the purposes contemplated by the implementation tasks set forth
below in this SOW, referred to by Origami as being Live in the system. Origami will manage the overall implementation
process, including scheduling and leading meetings, communicating with the team, follow up documentation, and
maintaining the project schedule through the Go -Live date. Upon Go -Live, Origami will move Client from its staging
environment to its live production environment, and continued use of Origami's staging environment after Go -Live will
incur additional hosting fees.
Client's provision of timely and accurate specifications, direction and feedback is essential to the implementation. Both
parties understand that time is of the essence with regard to the implementation and agree to use reasonable and good faith
efforts to promptly complete the implementation.
Origami provides fixed price implementations based on (i) reasonable estimates from Client to complete the deliverables
as scoped in this SOW and (ii) Client's continued and uninterrupted effort toward Go -Live. Any voluntary project
interruptions or stoppages ordered by Client outside of the project plan or any failures by Client to meet the obligations
above will result in the conversion of the implementation to a time and expense engagement, effective upon email notice
from Origami to Client and billed monthly as incurred at Origami's bundled hourly rate set forth below after crediting
Client for any remaining unused portion of the fixed price.
The priorities focus on the following areas:
(i) Import and load historical SDS chemical records from spreadsheets
Origami will convert Client's historical SDS data and import into the Service as per details listed below. This
process requires the receipt of timely and accurate data sub -set from Client, and requires collaboration between
Origami and Client to evaluate and resolve data anomalies uncovered throughout the conversion process. This
import is for the record only data related to SDS chemicals. This does not include the downloading, uploading,
attachment of individual SDS file attachments in this statement of work. Bulk SDS processing is provided as long
as the files and accompanying meta data are provided in a suitable format as prescribed by the implementation
team.
(ii) Custom Forms
Origami will work with Client to configure specific Forms to include standard and custom data fields to meet
Client business needs.
(iii) Workflows
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Origami will work with Client to setup and deploy the standard workflows to empower Client's professionals at
locations and/or business units to contribute in order to improve the efficiency and quality of Client's process.
This standard functionality within the system includes the ability to assign responsible parties and distribute
emails with links instructing users in the field to fill in appropriate information.
(iv) Configure dashboards and analvtics needed
Origami's standard dashboard widgets and report templates will be configured to reflect the appropriate queries
for the initial planned use. Client's users will subsequently add and modify analytics using the Service's on-
screen analytics tools
Service Implementation
Based on conversations with the Client, Origami estimates that it will need to provide 510 hours of professional services
for the implementation deliverables set forth in this SOW. If there are any changes to the scope of such deliverables, the
parties will agree to meet and negotiate in good faith an amendment to this SOW to resolve any issues and to address any
additional requirements. The implementation services will include the following:
Svstem Configuration
Origami will provide professional services for configuration as follows:
EHS:
o User Security configuration
o Configure 2 new Incident forms
■ Environmental Spills
■ Near Misses
o Deploy standard Root Cause Analysis configuration
■ RCA Investigations with embedded 5 Why functionality
o Configure standard CAPA/Task Management
o Deploy standard Audit/Inspection/Observations for Safety Management and Chemical Management
Segments
o Configure custom Audits/Inspections/Observations (up to 50 hours)*
o Deploy standard SDS Chemical Configruation
o Configure 3 Portals
■ EHS Incident Management
■ Audits and Inspections
■ SDS Access
o Configure Workflows (up to 28 hours)*
o Configure Reports using Origami standard reports / custom templates (up to 30 hours)*
o Configure Dashboards (up to 34 hours)*
*In the event that additional hours in excess of the hours allocated herein are needed to complete the
implementation deliverable, the parties may enter into a separate amendment or statement of work to purchase
such additional hours.
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 Client.
Page 1t
Training
Oricami will:
• Provide up to 20 hours of training to Client during the implementation period set forth in this SOW. Client
Support hours will be eroded for training following this implementation period. Training will be provided at
Client offices or online at Client's request. Training can be provided in one session or several on mutual
agreement between Client and Origami. Travel & Expenses associated with any on -site 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. Based on Client's direction, training hours can be train the trainer (SA) and/or train the end users.
• 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.
Proiect Management
Origami is founded on a set of ITERATIVE processes from top to bottom. These contemporary tenets are the foundation
of Origami's ability to deliver better service and faster and more accurate implementations. 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 SOW:
This SOW includes:
JIncludedl Iterative Project Management
JNot Included], Traditional Project Management
Iterative Project Management - Included
Oric_ ami will:
o Schedule and lead initial kickoff call or meeting
o Maintain schedule with key deliverables and expected dates
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 Origami to complete Origami's tasks on the project schedule and assign project
management as shared role of team members
o The Service's administrative tools and screens serve as documentation of the implementation for Client's System
Administrator to reference.
Client will:
o Participate in status calls and working meetings
o Coordinate all activity within Client's organization to complete Client's tasks on the project schedule
o Coordinate all activity of Client's 3' party providers required to complete tasks on the project schedule
Traditional Project Management — Not Included
If included, in addition to the responsibilities listed in Iterative Project Management above, Origami will designate a
Project Manager to provide a specified number of hours of project management during the Implementation. This Project
Manager will (1) manage the Origami tasks listed in Iterative Project Management above, (2) coordinate meetings and
discussions with stakeholders as needed to maintain project progress, and (3) maintain a library of written artifacts and
documentation including:
o Formal project kickoff agenda
o Communication plan
o Formal stakeholder analysis
o Project charter
o Collaboration website
o On site agendas
o Change control management
o Executive steering committee status call agenda (as
needed)
o Origami governance decision management document
Page iii
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
Client Roles and Responsibilities
o UAT test plan for critical items (dependent on Client
input and test cases provided)
o Executive project dashboard
o Lessons learned analysis
• Client will designate, prior to the start of the implementation, a single point of contact who shall be responsible to
coordinate and manage all activities required within Client's organization and make decisions on behalf of Client.
This single point of contact may be changed at any time upon Client's notice to Origami.
• Client will designate, prior to the start of this engagement, at least one System Administrator ("Client SA") who
will be responsible for working with Origami to implement the Service and maintain the Service thereafter, and
who will provide ongoing production support to Client's users, both internal and external. Client SAs will be
responsible for setting up and assigning security rights and maintaining user IDs for all users. Client SAs will
have sufficient knowledge, skills and abilities to perform their identified project roles.
• Client will provide requested information within a reasonable timeframe as agreed upon by Client and Origami; if
providing the requested information is not achievable or will take longer than preferred, Client will promptly
inform Origami of the situation and alternative solutions will be determined.
• Client will help resolve project issues and assist with bringing issues to the attention of the appropriate persons
within the organization, as required.
• Client will be primarily responsible for obtaining information and resolving any issues pertaining to third party
products or services used by Client, if necessary.
• Client agrees generally to provide other reasonable assistance and cooperation to see that services are successfully
completed.
• For any deliverables that Origami provides to Client for approval, Client will confirm approval or provide
necessary details on any requested remediation promptly unless otherwise agreed between the parties.
• Client will be responsible for testing and quality assurance related to the implementation to ensure that all
configurations and customizations operate as intended (including functionality, usability and data access rights),
and Origami shall not be responsible for any damages caused by any such configurations or customizations.
• Client will have final responsibility for decisions regarding all configurations and customizations (such as forms,
dashboards, interfaces, reports, workflows and data flows) created by or for Client or Client's users in the Service.
Marketin,a Terms
A. Unless expressly prohibited in writing by Client, Origami may use Client's name, logo, and any
testimonials/quotes in Marketing and Sales materials (including the Origami website).
B. Upon Origami's request, Client will cooperate in good faith with Origami in conducting case studies or in drafting
a press release.
Page 1v
PRICING AND INVOICE SCHEDULE
The fees owed in connection with the professional services detailed in this SOW is $87,508.33, which shall be deemed
fully earned upon execution of this SOW. However, as an accommodation to the Client, this amount shall be split into
two equal payments.
The first payment of $43,754.17 shall be invoiced by Origami and due by Client immediately upon signature of this SOW
by both parties.
The final installment of $43,754.16 shall be invoiced by Origami and due by Client on 10/1/2023
If needed, additional professional services can be purchased through a separate statement of work. All fees are subject to
state sales tax, where applicable. All travel costs and expenses will be pre -approved by Client in writing and billed to
Client as incurred.
Page v
STATEMENT OF WORK APPROVAL
The undersigned agree to this Statement of Work.
ORIGAMI RISK LLC
By: '+
Name: Earnest Bentley
(Print Name)
Title: President, Risk Solutions
Date: 4/5/2023
CITY OF FORT WORTH, TEXAS
By:
Valerie Wasrhington (Jun 29, 202312:22 CDT)
Name: Valerie Washington
(Print Name)
Title: Assistant City Manager
Date: Jun 29, 2023
Page v1
ORIGAMI RISK
CONFIDENTIAL
ORDER FORM #20230501
CONTACT INFORMATION
Client: City of Fort Worth, Texas Bill To Contact: Mark Barta
Address: 200 Texas Street Bill To Email: mark.barta@fortworthtexas.gov
Fort Worth, TX 76102
Primary Contact: Margo Emma Wood Is purchase order (PO) required? ❑
Primary Contact Email: Upon entering into this Order Form, please send any Pos,
margo.wood@fortworthtexas.gov vendor registration links or tax exemption certificates to
finance @origamirisk. com
SUBSCRIPTION DETAILS
Effective Date: 2023-05-01
End Date: 2024-12-19
EHS Admin License(s)
Adding 1 Admin User(s)
EHS - Safety Management
Adding Functionality *
EHS Portal User(s)
Adding up to 5000 User(s)
EHS — Chemicals & Materials Management
Adding Functionality *
Current Period Total: $41,666.66
Annual Total: $62,500.00
7 7 lefi .lu &XeJ 71911117ek""M 0 [11111 lele
Hosting, Network & Storage
Hosting, Network & Storage
Additional Non -Searchable File Attachment Storage
/ Function
Removing 25000 Claim(s), Incident(s), Policie(s), and Other
Record(s)
Adding up to 15 GBs of Database Size
Adding 500 Additional GBs of Non -Searchable File Attachment
Storage
Current Period Total: $10,000.02
Annual Total: $15,000.00
Total Current Period Fees: $51,666.68
Total Annual Fees: $77,500.00
CONFIDENTIAL
ORIGAMI RISK
BILLING DETAILS AND ADDITIONAL TERMS
This Order Form is effective as the Effective Date (as identified above) for the purchase of the subscription services
listed above from Origami Risk LLC ("Origami"). This Order Form is subject to all the terms and conditions of the
underlying agreement between Client and Origami (the "Agreement"). To the extent the Agreement does not
contemplate order forms, this Order Form will be deemed a Statement of Work for purposes of the Agreement. This
Order Form will be deemed a part of the Agreement. Origami and Client agree that the term of the Agreement shall be
extended through the duration of the term of this Order Form.
Fees for the current year of recurring subscription fees and all one-time fees under this Order Form will be invoiced and
due upon execution of this Order Form. Fees for ongoing contract years are due annually upfront on each anniversary
date thereafter. All fees are subject to applicable sales tax, which will appear separately on each invoice. All travel costs
and expenses will be pre -approved by Client in writing and billed to Client as incurred.
Service descriptions and service -specific terms and conditions are set forth at ori2amirisk.com/servicedescrintions.
which are hereby incorporated by reference in the form available at such link as of the Effective Date. Additional
professional services may be set forth in other Statements of Work as agreed between the parties.
** EHS Safety Management and Chemical & Materials Management pricing is based on the number of Personnel
Client has. At the execution of this Order Form, Client certifies to Origami that it has up to 2,999 Personnel for usage in
connection with the EHS Safety Management and Chemical & Materials Management. "Personnel" is defined herein
as full-time employees, contractors, part-time employees, temps, or any other Client personnel that Client will be
providing license rights to for purposes of the EHS Safety Management and Chemical & Materials Management.
ORIGAMI RISK
CONFIDENTIAL
ORDER FORM APPROVAL
The undersigned agree to this Order Form.
ORIGAMI RISK LLC
By:
Name: Earnest Bentley
(Print Name)
Title: President, Risk Solutions
Date: 4/5/2023
CITY OF FORT WORTH, TEXAS
By: Valerie Washinpton (Jun 29, 202312:22 CDT)
Name: Valerie Washington
(Print Name)
Title: Assistant City Manager
Date: Jun 29, 2023
M&C Review Page 1 of 2
Official site of the City of Fort Worth, Texas
ACITY COUNCIL AGEND F°RT`�ORT11
Create New From This M&C
DATE: 6/27/2023 REFERENCE *'M&C 23- LOG NAME: 040RIGAMI RISK SAFETY
NO.: 0530 MODULE FOR RMIS
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize an Amendment to City Secretary Contract No. 53262 with Origami Risk
LLC in the Amount of $216,677.00 for Implementation of Safety Reporting Module for
Fiscal Year 2023 for the Human Resources Department through the Information
Technology Solutions Department
RECOMMENDATION:
It is recommended that City Council authorize an amendment to City Secretary Contract 53262 with Origami Risk LLC in
the amount of $216,677.00 for the implementation of a safety reporting module for Fiscal Year 2023 for the Human
Resources Department through the Information Technology Solutions Department.
DISCUSSION:
City Council approved Mayor and Council Communication (M&C) 19-0367 on December 10, 2019 authorizing a service
agreement with Origami Risk, LLC for a Risk Management Information System (RMIS) cloud -based software. The City
executed City Secretary Contract (CSC) 53262 on December 17, 2019 for a five-year agreement in the amount of
$511,925.00.
On July 30, 2021, the City executed CSC 53262 Amendment No. 1 adding a one-time fee of $24,975.00 and three (3)
claims adjusting user licenses and recurring fees of $6,750.00 each.
City Council approved M&C 22-0602 on August 23, 2022 authorizing an amendment to CSC 53262 to add a staging
environment, ongoing support hours, and implement two new data feeds, dashboards and reporting configuration for the
RMIS.
September 22, 2022, the City executed CSC 53262 Amendment No. 2 to add a staging environment for a onetime cost of
$40,141.66 and recurring costs of $34,100.00 for years 2022 and 2023. The annual maintenance amount for support for
Year 4 and Year 5 of the contract is $142,550.00, which is the recurring amounts in the original contract for each year and
the total five-year cost for the contract is $665,492.00.
Risk Management is seeking to enhance the safety culture in the City of Fort Worth by introducing a platform to report
injuries, identify root cause analysis and contributing factors, track corrective and preventive actions, and ultimately reduce
the likelihood of future incidents. The proposed new Origami safety module will allow for employees to report injuries and
illnesses from anywhere in the field via mobile device and streamline the investigation process. It also provides data
analysis insights with dashboards for each department for trending purposes and regulatory statistics reporting. This will
drive the safety division to make training recommendations and focused decisions regarding programs and policies.
This M&C is to request authorization to execute CSC 53262 Amendment No. 3 to add the Origami safety module to the
existing RMIS. Costs for the proposed amendment include $51,667.00 for subscription licenses and hosting fees and
implementation cost of $43,755.00 for Fiscal Year 2023. The amendment will also allow for Fiscal Year 2024 expenses in
the amount of $43,755.00 for the second half of implementation and subscription licenses and hosting fees in the amount
of $77,500.00. The new total amount of the contract will be $882,179.00.
Year M&C 19- CSC 53262- CSC
CSC 53262- CSC 53262-
Proposed
Proposed
Total by
0367 Al 53262-Al
A2 A2
Amendment
Amendment
Year
One-time
Maintenance
Maintenance One-time
Subscription
One-time
Costs
Costs
Costs
2019 $109,625.00
$109,625.001
2020 $99,450.00
2021 $99,450.00 $6,750.00 $24,975.00
2022 $101,700.00 $6,750.00
2023 $101,700.00 $6,750.00
2024
$34,100.00 $40,142.00
$34,100.00 $51,677.00 $43,755.00
$77,500.00 $43,755.00
$99,450.00
$131,175.00
$182,692.00
$237,982.00
$121,255.001
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31157&councildate=6/27/2023 6/27/2023
M&C Review
Page 2 of 2
Total 1 $511,925.001 1 1 1 $665,492.001 1 1 $882,179.00
*All numbers in the table are rounded for reporting purposes
DVIN: A waiver of the goal for Business Equity subcontracting requirements was requested, and approved by the DVIN,
in accordance with the applicable Ordinance, because the waiver request is based on the sole source information
provided.
Funding is budgeted in the Human Resources Department's rollup within the Risk Financing Fund.
ADMINISTRATIVE CHANGE ORDER: An administrative change order or increase may be made by the City Manager up
to the amount allowed by relevant law and the Fort Worth City Code and does not require specific City Council approval as
long as sufficient funds have been appropriated.
AGREEMENT TERMS: Upon City Council approval, this agreement shall begin upon execution of the amendment and
expire December 20, 2024.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendation funds are available in the current
operating budget, as previously appropriated, and upon adoption of the Fiscal Year 2024 Budget by the City Council,
funds will be available in the Fiscal Year 2024 Operating Budget, as appropriated, in the Risk Financing Fund. Prior to an
expenditure being incurred, the Information Technology Solutions Department has the responsibility to validate the
availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID I ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID I ID I I Year I (Chartfield 2)
Submitted for Citv Manager's Office bv: Valerie Washington (6192)
Oriqinatinq Department Head: Kevin Gunn (2015)
Additional Information Contact: Mark Deboer (8598)
ATTACHMENTS
04Authorize Amend to Citv Sec Contract 53262.docx (Public)
Executed Request for Waiver Origami.Ddf (CFW Internal)
FID Table Origami Safetv Module.XLSX (CFW Internal)
Form 1295 Certificate 101055729.Ddf (CFW Internal)
http://apps.cfwnet.org/council_packet/mc review.asp?ID=31157&councildate=6/27/2023 6/27/2023