Agenda 10/22/2024 Item #16E 2 (Approve expenditures through a single-source waiver for 5 years for the purchase of Risk Management Information System software)10/22/2024
Item # 16.E.2
ID# 2024-1216
Executive Summary
*** This item continued from the October 8, 2024, BCC Meeting. *** Recommendation to recognize the approval of the
renewal term of Contract #18-7341-WV and approve the expenditure through a single-source waiver for a period of five
(5) years for the purchase of Risk Management Information System software from Riskonnect Clearsight, LLC, for an
amount not to exceed $176,127 per fiscal year, and approve any outstanding invoices.
OBJECTIVE: To manage damage claims presented against the County in an efficient, effective manner, and to assure
the standardization and continuity of risk management processes through a common Risk Management Information
System (“RMIS”).
CONSIDERATIONS: On October 9, 2018 (Agenda Item 16.E.2), the Board approved Contract #18-7341-WV with
Marsh ClearSight, LLC, now known as Riskonnect Clearsight, LLC (“Riskonnect”). The contract provided for an
approved annual expenditure of $138,000 and included a 5-year term as stated in the executive summary. The contract
also contained a clause providing for two additional five-year renewal terms, but the renewal terms were inadvertently
omitted from the recommendation section of the executive summary. On November 24, 2023, both parties exercised the
first of two renewal clauses in the contract, thereby extending the contract through November 23, 2028.
Riskonnect is the foundational RMIS platform used by the County to manage claims, including workers’ compensation,
property, general liability, automobile, airport, aircraft, public officials’ errors and omissions, and inland marine, among
others. It is a modular system that can manage claims administration, cost allocation, exposure management, incident
management, reports and analytics, insurance policy management, and certificates of insurance compliance. Since its
implementation, the Risk Management Division has transitioned to a paperless environment and receives incidents,
claims and documents via an interview entry methodology to assure simple, timely reporting of incidents and claims.
Further, the system can produce standardized and ad-hoc reports that can provide valuable information regarding
exposures, costs, and causation to improve and benchmark operations. It is also the day-to-day work environment
utilized by staff to plan and execute the work to be accomplished.
Staff is requesting the Board’s acknowledgment of the renewal term(s) under the contract, and the approval of a single-
source waiver pursuant to Section 11, sub-paragraph 10 of Collier County Procurement Ordinance No. 2017-08, as
amended. The requested waiver will align with the renewal term of the contract with Riskonnect and allow for the
processing of any outstanding invoices.
The current agreement with Riskonnect is valid through November 23, 2028, with an option to renew for an additional
five-year period. Staff intends to conduct market research in the Spring of 2026 to assess whether new systems have
been developed that offer enhanced processing capabilities and substantial cost savings. These savings would need to
justify the expenses associated with implementing a new system, migrating historical data, and training all end users.
Following this evaluation, staff will return to the Board to either request approval for the final renewal option or present
a proposal for an alternative software solution that better aligns with the County’s operational goals and cost-efficiency
requirements.
FISCAL IMPACT: The anticipated per fiscal year expenditure for the services and products provided under Contract
#18-7341-WV will not exceed $176,127. Funds are budgeted in Fund 5016 (Property and Casualty Insurance) and Fund
5018 (Workers’ Compensation Insurance) for this purchase.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this action.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. —SRT
RECOMMENDATIONS: To recognize the Board’s approval of the renewal term(s) of Contract #18-7341-WV and
approve the expenditure through a single-source waiver for a period of five (5) years for the purchase of Riskonnect, for
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10/22/2024
Item # 16.E.2
ID# 2024-1216
an amount not to exceed $176,127 per fiscal year, and approve any outstanding invoices.
PREPARED BY: Michael K. Quigley, RMPE, Director, Risk Management Division
ATTACHMENTS:
1. 18-7341-WV Marsh Clearsight_Contract
2. 23-088-WV Riskonnect Clearsight
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WAIVER REQUEST FORM
/ŶƐƚƌƵĐƟŽŶƐ: The Procurement Ordinance, 17-Ϭϴ͕ ĂƐ ĂŵĞŶĚĞĚ͕ ^ĞĐƟŽŶ ůĞǀĞŶ͕ WƌŽĐƵƌĞŵĞŶƚ DĞƚŚŽĚƐ,ĚĞĮŶĞƐ ƐŝŶŐůĞ
ĂŶĚƐŽůĞƐŽƵƌĐĞ͘CŽŵƉůĞƚĞƚŚŝƐĨŽƌŵĨŽƌƉƵƌĐŚĂƐĞƐŐƌĞĂƚĞƌƚŚĂŶΨϯ͕ϬϬϬĂŶĚƉƌŽǀŝĚĞƚŚĞƐƵƉƉŽƌƟŶŐĚŽĐƵŵĞŶƚĂƟŽŶƚŽ
ƚŚĞ WƌŽĐƵƌĞŵĞŶƚ ^ĞƌǀŝĐĞƐ ŝǀŝƐŝŽŶ͘ tĂŝǀĞƌ ƌĞƋƵĞƐƚƐ ŐƌĞĂƚĞƌ ƚŚĂŶ ΨϱϬ͕ϬϬϬ ǁŝůů ƌĞƋƵŝƌĞ ĂƉƉƌŽǀĂů ďLJ ƚŚĞ ŽĂƌĚ ŽĨ
ŽƵŶƚLJŽŵŵŝƐƐŝŽŶĞƌƐ͘CŽŵƉůĞƚĞĂůůƐĞĐƟŽŶƐŽĨƚŚŝƐĨŽƌŵprior ƚŽƐƵďŵŝƫŶŐŝƚƚŽWƌŽĐƵƌĞŵĞŶƚ͘
ĞĮŶŝƟŽŶƐ͗
x ^ŝŶŐůĞƐŽƵƌĐĞ ƌĞĨĞƌƐƚŽĂƉƌŽĐƵƌĞŵĞŶƚĚŝƌĞĐƚĞĚƚŽŽŶĞƐŽƵƌĐĞďĞĐĂƵƐĞŽĨ ƐƚĂŶĚĂƌĚŝnjĂƟŽŶ͕ǁĂƌƌĂŶƚLJ͕ŽƌŽƚŚĞƌ
ĨĂĐƚŽƌƐ͕ĞǀĞŶƚŚŽƵŐŚŽƚŚĞƌĐŽŵƉĞƟƟǀĞƐŽƵƌĐĞƐŵĂLJďĞĂǀĂŝůĂďůĞ͘
x ^ŽůĞƐŽƵƌĐĞ ƌĞĨĞƌƐƚŽĂƉƌŽĐƵƌĞŵĞŶƚǁŚĞƌĞƚŚĞƐĞůĞĐƟŽŶŽĨŽŶĞƉĂƌƟĐƵůĂƌƐƵƉƉůŝĞƌƚŽƚŚĞĞdžĐůƵƐŝŽŶŽĨĂůůŽƚŚĞƌƐ
ŵĂLJďĞďĂƐĞĚŽŶĂůĂĐŬŽĨĐŽŵƉĞƟƟŽŶ͕ƉƌŽƉƌŝĞƚĂƌLJƚĞĐŚŶŽůŽŐLJ͕ĐŽƉLJƌŝŐŚƚ͕ǁĂƌƌĂŶƚLJ͕ŽƌĂƐƵƉƉůŝĞƌ͛ƐƵŶŝƋƵĞ
capaďŝůŝƚLJ͘
SECTION ONE
ZĞƋƵĞƐƚĞƌEĂŵĞ͗ŝǀŝƐŝŽŶ͗
/ƚĞŵͬ^ĞƌǀŝĐĞ͗sĞŶĚŽƌEĂŵĞ͗
SECTION TWO
,ŝƐƚŽƌŝĐĂůŽƵŶƚLJǁŝĚĞ
Spend:
ZĞƋƵĞƐƚĞĚĂƚĞZĂŶŐĞ͗ EŽƚƚŽ džĐĞĞĚŵŽƵŶƚ
WĞƌ&ŝƐĐĂůzĞĂƌ͗
Is ƚŚĞƌĞĂŶĂŐƌĞĞŵĞŶƚ
ĂƐƐŽĐŝĂƚĞĚǁŝƚŚƚŚŝƐǁĂŝǀĞƌƚŽ
ďĞƌĞǀŝĞǁĞĚďLJŽŶƚƌĂĐƚƐ͍
zĞƐEŽ
SECTION THREE
YƵŽƚĞͬWƌŽƉŽƐĂů͗ zĞƐ EŽ
/ĨLJĞƐ͕ĂƩĂĐŚ͘
ŐƌĞĞŵĞŶƚͬdĞƌŵƐΘŽŶĚŝƟŽŶƐ͗ zĞƐ EŽ
/ĨLJĞƐ͕ĂƩĂĐŚ͘
SECTION FOUR
^ŽůĞ^ŽƵƌĐĞ ^ŝŶŐůĞ^ŽƵƌĐĞ One Time Purchase DƵůƟƉůĞWƵƌĐŚĂƐĞƐ
SECTION FIVE
ĞƐĐƌŝƉƟŽŶŽĨWƵƌĐŚĂƐĞ͘ ŶƚĞƌĂĚĞƐĐƌŝƉƟŽŶŽĨƚŚĞŝƚĞŵ;ƐͿƚŚĂƚǁŝůůďĞƉƵƌĐŚĂƐĞĚƵŶĚĞƌƚŚŝƐǁĂŝǀĞƌ͘
WƵƌƉŽƐĞ͘ĞƐĐƌŝďĞŝŶĚĞƚĂŝůƚŚĞƉƵďůŝĐƉƵƌƉŽƐĞŽĨƚŚĞƌĞƋƵĞƐƚĞĚŝƚĞŵ;ƐͿĂŶĚǁŚLJŝƚŝƐĞƐƐĞŶƟĂůƚŽŽƵŶƚLJŽƉĞƌĂƟŽŶƐ͘
WĂŐĞ ϭ ŽĨ4
ZĞǀŝƐĞĚϵͬϮϬϮϯ
Michael Quigley Risk Management
Risk Management Information Sustem Riskonnect Clearsight LLC
$ 1,822,405 11/24/2023 - 11/23/2028 $ 176,127
Annual fee for the County's Risk Management System in accordance with contract 18-7341-WV. This system is the
information platform for all claims, accident investigation, financial, and information management activities related to
the Property, Casualty, and Workers' Compensation programs. It is used for public records requests where applicable,
incident reporting, and standard and ad-hoc reporting of claims information to departments and divisions. It is the day
to day system for all claims management including adjuster notes, files, pictures and video evidence.
Municipal governments in Florida are subject to the provisions of Florida Statutes Chapters 440 and 768.28
as well as various state and federal mandates. The system provides the information management
infrastructure to assure that risk finance programs are managed efficiently and effectively. This system
supports Fund 5016 (Property and Casualty Fund) and Fund 5018 (Workers' Compensation Fund).
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t/s ZZ Yh ^d&KZD WĂŐĞ2 ŽĨ4
ZĞǀŝƐĞĚϵͬϮϬϮϯ
SECTION SIX
/ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐLJ͘^ĞůĞĐƚzĞƐŝĨƚŚĞƉƌŽĚƵĐƚƐͬƐĞƌǀŝĐĞƐĂƌĞƌĞůĂƚĞĚƚŽ/ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐLJ͘/ĨLJĞƐ͕ƉƌŽǀŝĚĞƚŚĞ
WƵƌĐŚĂƐŝŶŐŽŵƉůŝĂŶĐĞŽĚĞ;WͿŶƵŵďĞƌŽƌĞŵĂŝůĂƉƉƌŽǀĂůĚŽĐƵŵĞŶƚĂƟŽŶ͘
zĞƐEŽ/ĨLJĞƐ͕ƉƌŽǀŝĚĞƚŚĞWŶƵŵďĞƌ͗
SECTION SEVEN
:ƵƐƟĮĐĂƟŽŶ͘/ĚĞŶƟĨLJƚŚĞĐƌŝƚĞƌŝĂƚŚĂƚƋƵĂůŝĮĞƐƚŚŝƐƉƵƌĐŚĂƐĞĂƐĂƐŽůĞŽƌƐŝŶŐůĞƐŽƵƌĐĞ͘ŚĞĐŬĂůůƚŚĂƚĂƉƉůLJ;ŝĨa ďŽdžŝƐ
ĐŚĞĐŬĞĚ͕ŵĂŬĞƐƵƌĞƚŽƉƌŽǀŝĚĞĂŶĞdžƉůĂŶĂƟŽŶďĞůŽǁͿ͗
^ŽůĞ^ŽƵƌĐĞ
KŶůLJƵƚŚŽƌŝnjĞĚsĞŶĚŽƌŽƌŝƐƚƌŝďƵƚŽƌ͘/ƐƚŚŝƐǀĞŶĚŽƌƚŚĞŽŶůLJ ǀĞŶĚŽƌĂƵƚŚŽƌŝnjĞĚƚŽƐĞůůƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞ͍
/ĨLJĞƐ͕ĞdžƉůĂŝŶďĞůŽǁĂŶĚƉƌŽǀŝĚĞĚŽĐƵŵĞŶƚĂƟŽŶĨƌŽŵƚŚĞŵĂŶƵĨĂĐƚƵƌĞƌĐŽŶĮƌŵŝŶŐĐůĂŝŵƐŵĂĚĞďLJƚŚĞ
ĚŝƐƚƌŝďƵƚŽƌƐ͘
EŽŽŵƉĂƌĂďůĞWƌŽĚƵĐƚŽƌ^ĞƌǀŝĐĞ͘/ƐƚŚĞƌĞĂŶŽƚŚĞƌǀĞŶĚŽƌǁŚŽĐĂŶƉƌŽǀŝĚĞĂƐŝŵŝůĂƌƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞ͕
ƌĞŐĂƌĚůĞƐƐŽĨĐŽƐƚ͕ĐŽŶǀĞŶŝĞŶĐĞ͕ƟŵĞůŝŶĞƐƐ͕ĞƚĐ͍͘
WƌŽĚƵĐƚŽŵƉĂƟďŝůŝƚLJ͘ŽĞƐƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞƉƌŽǀŝĚĞĐŽŵƉĂƟďŝůŝƚLJǁŝƚŚĞdžŝƐƟŶŐĞƋƵŝƉŵĞŶƚƚŚĂƚƉƌŽŚŝďŝƚƐ
ƐǁŝƚĐŚŝŶŐƚŽĂŶŽƚŚĞƌĐŽŵƉĂƌĂďůĞďƌĂŶĚͬǀĞŶĚŽƌ͍/ĨLJĞƐ͕ƉƌŽǀŝĚĞƚŚĞĚĞƚĂŝůĞĚĞdžƉůĂŶĂƟŽŶďĞůŽǁ͕ŝŶĐůƵĚŝŶŐǁŚĂƚ
ǁŽƵůĚŽĐĐƵƌŝĨƚŚĞŽƚŚĞƌďƌĂŶĚͬǀĞŶĚŽƌǁĞƌĞƵƐĞĚ͘
WƌŽƉƌŝĞƚĂƌLJ͘/ƐƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞƉƌŽƉƌŝĞƚĂƌLJ͍/ĨLJĞƐ͕ƉƌŽǀŝĚĞĂĚĞƚĂŝůĞĚĞdžƉůĂŶĂƟŽŶďĞůŽǁŽŶŚŽǁŝƚƐƵƐĞŝƐ
ƌĞƐƚƌŝĐƚĞĚďLJƉĂƚĞŶƚ͕ĐŽƉLJƌŝŐŚƚ͕ŽƌŽƚŚĞƌĂƉƉůŝĐĂďůĞůĂǁƐĂŶĚ ƉƌŽǀŝĚĞĚŽĐƵŵĞŶƚĂƟŽŶǀĂůŝĚĂƟŶŐƚŚĂƚĐůĂŝŵ͘
^ŝŶŐůĞ^ŽƵƌĐĞ
^ƚĂŶĚĂƌĚŝnjĂƟŽŶ͘/ƐƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞƉĂƌƚŽĨĂƉƵƌĐŚĂƐĞƚŚĂƚƚŚĞŽƵŶƚLJŚĂƐĂůƌĞĂĚLJƐƚĂŶĚĂƌĚŝnjĞĚŽŶ͍/ĨLJĞƐ͕
ƉůĞĂƐĞƉƌŽǀŝĚĞĚĞƚĂŝůĞĚŝŶĨŽƌŵĂƟŽŶďĞůŽǁ͘
ĂƚĞŽĨ^ƚĂŶĚĂƌĚŝnjĂƟŽŶ͗ ŐĞŶĚĂ/ƚĞŵEƵŵďĞƌ͗
tĂƌƌĂŶƚLJ ͘/ƐƚŚŝƐƚŚĞŽŶůLJǀĞŶĚŽƌĂďůĞƚŽĐŽŵƉůĞƚĞĨĂĐƚŽƌLJ-ĂƵƚŚŽƌŝnjĞĚǁĂƌƌĂŶƚLJƐĞƌǀŝĐĞƐŽŶŽƵŶƚLJŽǁŶĞĚ
ĞƋƵŝƉŵĞŶƚ͍/ĨLJĞƐ͕ƉƌŽǀŝĚĞƚŚĞĚŽĐƵŵĞŶƚĂƟŽŶǀĞƌŝĨLJŝŶŐƚŚĞǁĂƌƌĂŶƚLJ͘
'ĞŽŐƌĂƉŚŝĐdĞƌƌŝƚŽƌLJ͘/ƐƚŚŝƐǀĞŶĚŽƌƚŚĞŽŶůLJǀĞŶĚŽƌĂƵƚŚŽƌŝnjĞĚƚŽƐĞůůƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞŝŶŽƵƌƌĞŐŝŽŶ͍/Ĩ
LJĞƐ͕ƉƌŽǀŝĚĞĚŽĐƵŵĞŶƚĂƟŽŶĨƌŽŵƚŚĞŵĂŶƵĨĂĐƚƵƌĞƌĐŽŶĮƌŵŝŶŐƚŚŽƐĞĐůĂŝŵƐ͘
KƚŚĞƌ&ĂĐƚŽƌƐ͘ŶLJŽƚŚĞƌƌĞĂƐŽŶŶŽƚůŝƐƚĞĚĂďŽǀĞ͘ džƉůĂŝŶďĞůŽǁ͘
džƉůĂŝŶ͘,ŽǁĚŽĞƐƚŚŝƐƉƵƌĐŚĂƐĞŵĞĞƚƚŚĞŝĚĞŶƟĮĞĚƐŽůĞŽƌƐŝŶŐůĞƐŽƵƌĐĞĐƌŝƚĞƌŝĂĐŚĞĐŬĞĚĂďŽǀĞ͍
LM01
✔
10/9/18 16.E.2
✔
Risk Management has been utilizing Riskonnect Clearsight, LLC since 2005 and standardized on October 9,
2018 agenda item number 16.E.2. The Board approved contract 18-7341-WV in October 2018 and the
contract is currently renewed through November 2028.
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t/s ZZ Yh ^d&KZD WĂŐĞϯ ŽĨ4
ZĞǀŝƐĞĚϵͬϮϬϮϯ
,ŽǁǁĂƐƚŚĞĚĞĐŝƐŝŽŶŵĂĚĞƚŽƵƐĞƚŚŝƐǀĞŶĚŽƌ͍ ĞƐĐƌŝďĞŝŶĚĞƚĂŝůŝĨĂĨŽƌŵĂůƐƚĂŶĚĂƌĚŝnjĂƟŽŶƉƌŽĐĞƐƐǁĂƐƉĞƌĨŽƌŵĞĚ
ǀŝĂWƌŽĐƵƌĞŵĞŶƚŽƌŝĨƚŚĞƌĞŝƐĂŚŝƐƚŽƌŝĐĂůƉƌĞĐĞĚĞŶĐĞĞƐƚĂďůŝƐŚĞĚĨŽƌƚŚĞƵƐĞŽĨƚŚĞƉƌŽĚƵĐƚ͕ƉůĞĂƐĞĞdžƉůĂŝŶƉƵƌĐŚĂƐĞ͕
ĂŶĚƵƐĞŚŝƐƚŽƌLJĂŶĚƚŚĞĐƵƌƌĞŶƚůĞǀĞůŽĨŽƵŶƚLJŝŶǀĞƐƚŵĞŶƚŝŶƚŚĞƉƌŽĚƵĐƚ͘
džƉůĂŝŶǁŚLJŝƚŝƐŝŶƚŚĞŽƵŶƚLJ͛ƐďĞƐƚŝŶƚĞƌĞƐƚƚŽƵƐĞƚŚŝƐƉƌŽĚƵĐƚͬƐĞƌǀŝĐĞƌĂƚŚĞƌƚŚĂŶŝƐƐƵŝŶŐĂĐŽŵƉĞƟƟǀĞƐŽůŝĐŝƚĂƟŽŶ͘
tŚĂƚĂƌĞƚŚĞďĞŶĞĮƚƐĨƌŽŵƚŚĞĐŽŶƟŶƵĞĚƵƐĞ͍ƌĞƚŚĞƌĞĐŽƐƚƐƚŚĂƚǁŽƵůĚďĞŝŶĐƵƌƌĞĚŝĨĂĚŝīĞƌĞŶƚǀĞŶĚŽƌͬƉƌŽĚƵĐƚ
ǁĂƐƵƐĞĚ͍tŚĂƚǁŽƵůĚŽĐĐƵƌŝĨĂŶŽƚŚĞƌďƌĂŶĚͬǀĞŶĚŽƌǁĂƐƵƐĞĚ͍
džƉůĂŝŶŚŽǁƚŚĞƉƌŝĐŝŶŐĐŽŵƉĂƌĞƐƚŽŽƚŚĞƌǀĞŶĚŽƌƐͬƉƌŽĚƵĐƚƐĂŶĚŝƐŝƚĐŽŶƐŝĚĞƌĞĚƚŽďĞĨĂŝƌĂŶĚƌĞĂƐŽŶĂďůĞ͘ WƌŽǀŝĚĞ
ŝŶĨŽƌŵĂƟŽŶŽĨŚŝƐƚŽƌŝĐĂůƵƐĞĂŶĚǁŚĞƚŚĞƌƉƌŝĐŝŶŐŚĂƐŝŶĐƌĞĂƐĞĚͬĚĞĐƌĞĂƐĞĚ͘/ĨƐŽůĞƐŽƵƌĐĞĂŶĚŶŽŽƚŚĞƌƉƌŽĚƵĐƚŝƐ
ĂǀĂŝůĂďůĞ͕ƉƌŽǀŝĚĞƚŚĞĐŽƐƚĨŽƌĂĚĚƌĞƐƐŝŶŐƚŚĞŶĞĞĚƐǀŝĂĂŶĂůƚĞƌŶĂƚĞĂƉƉƌŽĂĐŚ͘
tŝůůƚŚŝƐƉƵƌĐŚĂƐĞŽďůŝŐĂƚĞƚŚĞŽƵŶƚLJƚŽĨƵƚƵƌĞĂŶĐŝůůĂƌLJƉƌŽĚƵĐƚƐŽƌƐĞƌǀŝĐĞƐ, eŝƚŚĞƌŝŶƚĞƌŵƐŽĨŵĂŝŶƚĞŶĂŶĐĞŽƌ
ƐƚĂŶĚĂƌĚŝnjĂƟŽŶ͍ /ĨLJĞƐ͕ĞdžƉůĂŝŶǁŚĂƚƚLJƉĞƐ͘
zĞƐEŽ
This system was chosen originally because it was the primary system utilized by the State of Florida as well as many
Cities and Counties in Florida. The original purchase occurred in 2005 and has been updated over
time. There was no standardized process in place at that time. The system contains claims information dating back to
1981, including over 22,500 legacy files. At that time, Risk Management eliminated 18 file cabinets of material, saving
significant files storage costs. Since that time, other RMIS systems have been developed; however, the transfer from
one system to another is both time consuming and costly in terms of staff time with little guarantee of system
improvements or significant cost savings. Finally, with the onset of Hurricane Ian, there will be a five year period of
time needed to manage the legacy activities of the storm in the form of 126 claims files as well as the need to assure
compliance with FEMA. The transition to a new system presents significant risks to that process and will delay the
ability to process the current claims in a timely manner.
The original purchase occurred in 2005. The system contains claims information dating back to 1981, including over
22,500 legacy files. The transfer from one system to another is both time consuming and costly; in terms of staff time,
with little guarantee of system improvements or significant cost savings. An implementation utilizing three current
staff members (requiring a minimum of 25% of their time), over an expected 12 month time frame will offset any
potential savings without guarantee of improved system capabilities. This presents significant risks to the day-to-day
operations and will certainly delay the ability to process claims in a timely manner. In addition to the implementation
of a new system, there will be significant coordination and programming efforts required to assure the compatibility of
a new system with the third party adjuster's system. Finally, with the onset of Hurricane Ian, there will be a five year
period of time needed to manage the legacy activities of the storm.
Risk Information Systems are largely similar in terms of their capabilities. Some have their own proprietary software
while others utilize a Microsoft platform as their basis. Almost all are cloud based or reside
on remote servers. The differentiating factors are ease of use, the ability to utilize data, and to a much smaller degree,
cost. Additionally, the Board approved contract 18-7341-WV on 10/9/2018, agenda item 16.E.2 for an initial term of 5
years, with 2 additional 5 year renewal options. The County exercised the first of two five-year renewals in 2023.
Page 5525 of 7162
t/s ZZ Yh ^d&KZD WĂŐĞ4 ŽĨ4
ZĞǀŝƐĞĚϭͬϮϬϮϰ
DĂƌŬĞƚƌĞƐĞĂƌĐŚĂŶĚŵĂƌŬĞƚĂůƚĞƌŶĂƟǀĞƐ͘ tŚĞŶǁĂƐƚŚĞůĂƐƚƟŵĞĂŵĂƌŬĞƚĞǀĂůƵĂƟŽŶǁĂƐƉĞƌĨŽƌŵĞĚƚŽĚĞƚĞƌŵŝŶĞŝĨ
ĞŝƚŚĞƌƚŚĞƚĞĐŚŶŽůŽŐLJŽƌǀĞŶĚŽƌŽīĞƌŝŶŐƐŚĂǀĞĐŚĂŶŐĞĚ͍ĂƐĞĚŽŶƚŚĞůŝĨĞĞdžƉĞĐƚĂŶĐLJŽĨƚŚĞƉƌŽĚƵĐƚ͕ǁŚĞŶĚŽLJŽƵ
ĂŶƟĐŝƉĂƚĞĞǀĂůƵĂƟŶŐƚŚĞŵĂƌŬĞƚĂŐĂŝŶ͍ƩĂĐŚĂĚĞƚĂŝůĞĚŵĂƌŬĞƚĞǀĂůƵĂƟŽŶƌĞƉŽƌƚ ŝĨthe cŽŵƉůĞdžŝƚLJ͕ĚƵƌĂƟŽŶ͕ĂŶĚĚŽůůĂƌ
ĂŵŽƵŶƚŽĨƚŚĞƉƵƌĐŚĂƐĞǁŝůůďĞĂ ŚŝŐŚƌŝƐŬƚŽƚŚĞŽƵŶƚLJ͘
/ƚŝƐĂĨĞůŽŶLJƚŽŬŶŽǁŝŶŐůLJĐŝƌĐƵŵǀĞŶƚĂĐŽŵƉĞƟƟǀĞƉƌŽĐĞƐƐĨŽƌĐŽŵŵŽĚŝƟĞƐŽƌƐĞƌǀŝĐĞƐďLJĨƌĂƵĚƵůĞŶƚůLJƐƉĞĐŝĨLJŝŶŐ
ƐŽůĞƐŽƵƌĐĞ͘&ůŽƌŝĚĂ^ƚĂƚƵƚĞϴϯϴ͘ϮϮ;ϮͿ͘
SECTION EIGHT
ZĞƋƵĞƐƚĞĚďLJ͗ ^ŝŐŶĂƚƵƌĞ͗
ŝǀŝƐŝŽŶŝƌĞĐƚŽƌ͗ ^ŝŐŶĂƚƵƌĞ͗
ĞƉĂƌƚŵĞŶƚ,ĞĂĚ;ZĞƋƵŝƌĞĚŝĨŽǀĞƌΨϱϬ͕ϬϬϬͿ͗ ^ŝŐŶĂƚƵƌĞ͗
WƌŽĐƵƌĞŵĞŶƚ^ƚƌĂƚĞŐŝƐƚ͗ ^ŝŐŶĂƚƵƌĞ͗
WƌŽĐƵƌĞŵĞŶƚŝƌĞĐƚŽƌ;ŽƌĚĞƐŝŐŶĞĞͿ͗ ^ŝŐŶĂƚƵƌĞ͗
WƌŽĐƵƌĞŵĞŶƚhƐĞKŶůLJ
ĂƚĞĚǀĞƌƟƐĞĚ͗
ĂƚĞŽĨZĞĐŽŵŵĞŶĚŝŶŐ
ĞƐŝŐŶĂƟŽŶ:
ĂƚĞŽĨĞƐŝŐŶĂƟŽŶ
ĞŶŝĞĚ͗
ƉƉƌŽǀĞĚ&Žƌ͗
^ƚĂƌƚĂƚĞ͗
ŶĚĂƚĞ͗
ƉƉƌŽǀĞĚďLJŽĂƌĚ͗
ĂƚĞ͗
ŐĞŶĚĂη͗
ŽŶƚƌĂĐƚη͗
ŽŶƚƌĂĐƚEŽƚƉƉůŝĐĂďůĞ
tĂŝǀĞƌη͗
Staff reviewed vendor systems in preparation for a potential bidding in the Fall of 2016. We interviewed approximately
six firms informally to determine the types and quality of systems in place in the market. At that time, it remained
unclear to staff that any of the systems would provide significant system or processing capabilities that would justify a
change. The validity of the first renewal term of the agreement ends on 11/23/2028. Staff is planning to conduct a
market research in the Spring of 2026 to determine if new systems have been developed that will provide additional
processing capabilities and significant cost savings that will offset the cost to program the new system and train all end
users.
Greily Gonzalez
Michael Quigley
Ken Kovensky
GonzalezGreily Digitally signed by GonzalezGreily
Date: 2024.09.16 10:16:01 -04'00'
QuigleyMichael Digitally signed by QuigleyMichael
Date: 2024.09.16 10:24:54 -04'00'
KovenskyKenneth Digitally signed by
KovenskyKenneth
Date: 2024.09.19 12:20:42 -04'00'
Sandra Srnka Digitally signed by Sandra Srnka
Date: 2024.09.20 08:37:23 -04'00'
Risk Management
11/24/23
11/23/28
18-7341-WV
23-088-WV
No advertisement. Contract 18-7341-WV renewed through 11/23/2028.
N/A
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