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RFP-2020-056-WG Risk Management & Claims Software System
CITY CLERK OFFICE: RAFAEL GRANADO or LILIA CARDILLO DATE: 8/19/2020 FROM : Valerie Velez/Jorge Gueimunde DEPARTMENT: PROCUREMENT EXTENSION : 7490 CONTRACT: RFP-2020-056-WG Risk Management & Claims Software System CONTRACTOR: Origami Risk, LLC. COMMISSION DATE: 6-24-2020 ITEM NUMBER: C7 H RESOLUTION : 2020-31294 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC CITY OF MIAMI BEACH ADDENDUM.'GENERAL 1,Incorporation by:Refetence.The City of Miami beach, Florida("CITY"or Vendor's refusal to allow public access to public records related to the "Client") and Origami Risk LLC; a Delaware :limited liability company Agreement.Additionally,Vendor shall comply with all applicable requirements ("Vendor" or "Origami")) hereby incorporate this Addendum - General of the Public Records Laws,particularly-if Vendor is,a"Contractor"as defined (''Addendum") into the Software Subscription Agreement.between CITY under § 119.0701, F.S. This provision shall survive the; expiration or and Venddr(the",Agreement"•). The Proposal Documents-shall mean City termination of the • Agreement. -IF VENDOR HAS QUESTIONS of MiamI Beach Request for Proposals No.2020 056-W,G,together with;all REGARDING THE APPLICABILITY OF CHAPTER 119 TO VENDOR'S amendments thereto,issued by the Cityin contemplation:of this Agreement DUTY TO PROVIDE PUBLIC RECORDS,VEN- DOR MAY CONTACT (the"RFP),and Origarrii'sProposal in-response thereto'("Proposal"),all of THE CUSTODIAN OF PUBLIC RECORDS AT (305) <673.7411,, whichare hereby attached for reference purpose?only and not.to'increase RAFAELGRANADOtEtMIAMIBEACHFL.GOV, OR 'BY MAIL AT 1700 the scope of.the.work provided by Vendor, which.are set forth in their CONVENTION CENTER DR,MIAMI BEACH,FL.33.139. entirety in the Statement of Work,attached to the Agreement as Exhibit A. -5.Indemnity. Nothing in the-Agreement.shall be construed as a waiver In•the event of;an express conflict between.the Agreement and the of sovereign immunity nor as an indemnification of Vendor by CITY, Addendum, the.following order of precedent Shall,prevail;this Addendum and any clause in the Agreement providing for CITY.to indemnify and the Agreement. Vendor-is hereby deleted in its entirety and/or null and-void. 2.Payment.Vendor shall submit bills for compensation for goods,services 6:;Compliance.In its performance, Vendor shall, at its own'expense, at all and/or expenses'iin detail sufficient for a ,pre-and post-audit; invoice times in the term; requirements will be specified by the-CITY department utilizing Vendor's a. Permits; have all applicable permits, licenses,.consents, and approvals services. If CITY does not issue payment within forty-five.(45):days-of necessary; receipt ofa proper invoice, CITY may pay Vendor an interest penalty at b. General: comply with all applicable federal, state, local laws-and other the rate established pursuant to §55.03(1), F S,, if;the interest exceeds governmental requirements,including"thoseof the CITY. one dollar.CITY'S performance and obligation to pay is contingent upon an 7.General Provisions. appropriation Of funds;_CITY will give notice to Vendor of the non-availability a:.`f Reservedl of funds•whenCITY has knowledge thereof,CITYis-a.tax immune sovereign b. Publicity. Vendor shall not make any announcements relating'to the •and exempt-from the payment of sales; use or excise taxes. Vendor is Agreement, nor shall Vendor use CiTY's name, trademarks, logos or responsible for and shall pay any taxes'due underthe Agreement. If Vendor marks, without the prior written approval from 'CITY's Communications is making any paymentto CITY,Vendor shall pay timely-and not-Offset any Department in each instance. amounts.CITY shall not make any deposits or prepay any amounts;any c. 'Insurance.-CITY,-as-a public body corporate entity,warrants and represents deposits:are refundable., that itis,self-funded-for liability insurance, with said protection being 3.Relationship of the Parties. Each of the,parties-.is an independent applicable to officers,employees,servants,and agents-while acting within contractor and nothing in the Agreement shall designate any of the the scope.of their employment by CiTY: Any provision requiring-CITY to employees or.agents of-one party as.employees or agents of the other. provide or acquire insurance.coverage other than such self-insurance shall Vendor represents and warrants-that it is noton the Convicted-Vendor List not be effective. Vendor shall have and maintain.the following types and (see-§'287,133, F.S.). Each party herebyassumes all risks attributable to amounts of insurance: the willful or negligent acts or 'omissions of that-party and_its:officers, employees, and agents thereof. Vendor also assumes,.such risk with Coverage Type Coverage Amount respect to the Willful or negligent :acts or omissions of. Vendors Workers>Compensation $1,006,000 oresrequired by-law subcontractors or.persons otherwise acting or engaged to act at the Commercial General Liability(CGL)ST,000,000 per occurrence instance of Vendor in furtherance of fulfilling•Vendor's obligations under the $2,000,000 aggregate Agreement, Auto Liability(hired and non-owned) 51,000,000:per occurrence 4.Information.Vendor acknowledges that,,notwithstanding any reference Professional IiabilitylTechnology E&O $10,000,000.per claim in the Agreement to the contrary, all Client: Data (as defined in the $10,000,000 aggregate Agreement) shall remain:at all times proprietary and the sole property of -the CITY; CITY-is subJect to Chapter 119 of Florida Statutes,the Florida Vendor shall name CITY as additional insured and be primary and-non-- Public Records Law.The Agreement,including all Statements of Work contributory on Vendor's CGL policy. All policies shall be with insurance and all information contained therein, this Addendum andlor companies authorized to do business,in the State.of Florida,.Certificates of correspondence`shall not be considered Confidential .Information. and all insurance shall be deposited with CITY, prior to the date of the shall become a public record; regardless of any confidentiality provision "Agreement. Vendor shall provide written notice:to CITY in-the event that it outlined in the Agreement. CITY may respond to-public records requests fails to meet the insurance requirements-set forth in this Section. j withoutproviding Vendor any notice;-provided, however,that in the event - CITY receives a request for Vendor's information, which is-exempU-from disclosure pursuant to the Public Records Laws AND isclearly marked as confidential, 'CITY will redact such information from release,. unless otherwise authorized in writing by Vendor Furthermore;in the event.that CiTY receives a Public Records Request("PRR:')fora-docunlent that has been-conspicuously marked"Confidential,",the CITY will notify Vendor so that Vendor may-proceed to secure a protective order within thirty(30)days from receipt of notice of the PRR. If Vendor fails to secure-a protective order,CITY may release Vendor's information in accordance with Florida's Public Records Law,and Vendor hereby releases-CITY from any liability in connection therewith.CITY may unilaterally cancel the Agreement for ii aF ; DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Timely renewal certificates-will be,provided to CITY upon CITY's request. The Office of the Inspector General.is authorized ta:investigate City affairs Vendor,for and on behalf-Of itself and.each of its insurers,hereby waives and empowered to review past, present-and proposed,City programs, any and all:rights•of subrogation•against CITY for any.lossor damage accounts,records,.contracts'and transactions. In addition,the Inspector arising from any cause covered by Vendor's-commerdal general liability General has the power tb subpoena witnesses,administer oaths,require. insurance:Vendor shall provideredacted copies of Vendor's commercial the production of witnesses and monitor City projects end programs. general liability insurance.policy,providing coverage to the CITY under Monitoring of an existing:City project or program may include a report the Agreement,.upon ,request by CiTY. If the professional liability concerning whether the project is on time, within budget and in coverage is provided on a claims-made basis,.thensuch insurance conformance with the contract•documents and applicable. law. The. shall continue forthree(3)years following the expiration or termination of Inspector General shall have the power to audit, investigate, monitor, the Agreement:The insurance shall have aretroactive date of placement oversee, inspect and review operations, activities, performance and by the effective date of the Agreement. procurement process including but not.limited to project.design, bid d. Third Parties.There shalt be no third-party beneficiaryto the Agreement. specifications, (bid/proposal).submittals, activities of the Vendor,. its e.Governing Law.The Agreement is governed by the laws of the State of •officers,agents and employees,lobbyists,City staff and elected officials Florida.,without regards to its conflicts of law principles.Exclusive venue to ensure compliance with the contract documents and to detect.fraud of any actions shall be'in Miami-Dade:County,Florida.CiTY is-entitled and corruption. Pursuant to Section 2-378 Of the City Code, the City•is to the benefits of"sovereign immunity. allocating a percentage of its overall annual contract expenditures to fund f Travel Expenses. If CITY is responsible for reimbursing Vendor for the activities and operations of the Office of Inspector General. travel expenses pursuant to the.Agreement;'bills shall,besubject to, and shall be submitted by Vendor in accordance With,.§112.061,F.S. Upon ten (10),days written notice to.the.Vendor,the Vendor shall make and CITY's Travel Policy,attached to this Addendum-as Attachment 1. all requested records'and documents available to the'Inspector General CITY reserves the right riot to pay travel expenses unless CITY for inspection and copying.The Inspector General is empowered to retain approves such expenses in advance,,in writing, the services of independent private sector auditors-to audit, investigate, g. Lobbying, Vendor shall be solely responsible for'its cornpliance,with. monitor,,oversee, inspect and.review operations activities,performance ' the lobbying prohibitions set forth.in Sections 2-487 and/or 2-488 of the and procurement process including but not limited to:project design, bid City Code. specifications, (bid/proposal) submittals, activities of the Vendor its n. Conflicts.Vendor represents that itisfamiliar with,and shall beresponsible officers,.agents:and employees,lobbyists,City:staff and elected officials; for,compliance with'the requirements of.Chapter 112,Florida Statutes, to ensure compliance with the contract documents and to detect fraud and other laws and regulations concerning conflicts of interests in and corruption. dealing,with public entities.of the State of Florida. Violation Of this section shall be grounds'for ter'niination for cause of the Agreement. The Inspector General shall have the: right to inspect and copy all I. JIntentionally omitted' documents'and records in the Vendor's possession;custody Or control ,i. Termination.With respect to years 1.and 2 of•the Agreement,the CITY which in the:Inspector General's sole,judgment,pertain to performance of wilt be required'to pay a cencellation'fee if. the'CITY terminates the the contract, including, but.not limited to original estimate files, change Agreement for convenience-and without cause,as more particularly set order estimate files, worksheets, proposals and agreements from and forth in the SOW attached to tte'Agreement. With respect to years 3 with successful subcontractors and .suppliers, all project-related through'5,the CITY may terminate the Agreement,for convenience and correspondence, memoranda, instructions, 'financial documents, without cause, upon giving at least thirty-(30) days''written notice to construction documents, (bid/proposal) and contract documents, back- Vendor prior to each anniversary dateof the Agreement,with no further change documents,all documents.and;'records which involve cash,trade obligation to Vendor;effective upon the.annuai anniversary date of the or volume discounts,insurance proceeds,rebates,or dividends received, Agreement. In,the event of termination for cause,'CITY:reserves all payroll' and personnel records and.supporting documentation for the rights available to it at law and in equity. aforesaid'documents and records. For theavoidance Of doubt,any audit k. Records. Vendor agrees to Keep. and maintain, separate and or inspection rightshall notinclude a right tophysical y inspect Vendor's independent records,in accordance with-generally accepted accounting facilities. Furthermore, any inspection by City or the Inspector general • principles;.devoted exclusively to its obligationsand activities under the shall be subject to Vendor's privacy and security policies, subject to the Agreement.. Such records (including books; ledgers, journals, and Confidentiality provisions and 'Public, Records provisions of the .accounts) shall contain all entries reflecting the business operations Agreement and this Addendum. In the event of aconflict,the following , under the Agreement.CITY or itsauthorized agent shall have the right order or priority shall apply: First, this .Addendum; Second the i to audit and inspect such records from time to time during the term of Agreement;-and third,the Vendor's privacy and security policies. the Agreement,upon reasonable notice to Vendor(no more frequently than once in a:twelve month period). € I. Office of Inspector General,Audit Rights. The Vendor shall make available at office at all reasonable times the l Pursuant to Section 2 256.of the Code of the City,of Miami'Beach, the preparation) materials, and other evidence regarding the acquisition (bid Preparation)and perf City has established'the Office of the Inspector General which may,,on ormance of this Agreement,for examination, audit, l or reproduction, until three (3) years after final payment under this a random basis,perform reviews,audits,inspections and investigations � l on all City contracts,throughout the duration of said contracts. This Agreement or for any longer period required by statute or by other clauses f random audit is separate and distinct from anyother audit performed by of this Agreement. In addition: or on behalf of the City. i. if this Agreement is completely or partially terminated, the Vendor s ` ,, shall make available records relating to the work terminated until three(3) • `—.._ years after any resulting final termination settlement;and F{ ii. The Vendor shall make available records relating to appeals or to `? ,,, litigation or the settlement of claims arising under or relating to this 1-' �`.„. Agreement until.such appeals,litigation,or claims are finally resolved. l'. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC The provisions in*this section shallapply to the Vendor, its officers, in counterparts. It maybe signed electronically, andsuch electronic agents, employees, subcontractors and suppliers, The Vendor shall signatures shall constitute an original for all purposes. The parties incorporate the provisions in this section In:all subcontracts and all other represent and warrant that any person signing the Agreement has the agreements executed by the Vendor specifically in connection with the authority to do so and that such signature shall be sufficient to bind performance of this Agreement. Vendor. This Agreement shall be considered signed if/when a party's signature is delivered by facsimile or e-mail transmission of a".pdf format Nothing in this section shall impair any independent right to the City to date file, including via DocuSign. Such signature via DocuSign shall be conduct audits or investigative activities.The provisions of this section treated in all respects as having the same force and effect as an original are neither intended nor shall they be construed to impose any liability signature. on the City by the Vendor or third parties. m.Deletion.Any term and/or condition in.the Agreement on the.following By signing below, Vendor's authorized representative agrees to subject matters are hereby deleted in their entirety and declarednull ' incorporate thisAddendum into the Agreement,and hereby executes and void:(a)Grants of exclusivity by CITY to.Vendor;(b)Restrictions this Addendum as of the date set forth below. on the hiring of Vendor's employees;(c),CITY's responsibility to pay ,-DocuSigned by: intangible taxes,property taxes,or sales taxes;(d)CITY's tort liability; CITY: ttMtM lel bVA(t,S (e)Automatic renewals of the term of`the Agreement; (f) Limitation of By: time to airing suit; (g) that CITY performs reporting functonsand/or �2020. Ll070496... Clerk oS ��► 2vzo maintains certain types of operations(except asset forth in Section 2 Date: 8/19/2020 2:01 E�T of the g ) OGranting pg VendOr' y rigi Attorneys'ror collection fees U provisions;ons; a Arbitration and audit mediation Approved as to Form and Legal Sufficiency 4 In-1-- clauses; ' -- clauses;and(k)Indemnification of Vendor by CITY.. ity . Corney (SI nu n.Assignment Vendor shall not assign,transfer,delegate,subcontract,or VENDOR/ORIGAMI; otherwise dispose of,whether voluntarily,involuntarily,or by operation of law, any right or obligation hereunder: without the prior written By: consent of CITY,not to beunreasonably withheld.Any such unapproved Name: Earnest Bentley assignment, subcontracting or transfer is void. No subcontracting or Title: President,Risk Solutions delegation shall relieve Vendor of any obligation or liability under the Agreement, Date: August 19,2020 8.No counterparts; Signatures.The Agreement maynot be:executed Revised September 2019 Page 1 of 1 ATTEST: By: Print Name and Title Date: DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC The provisions in this sectionshall apply to the Vendor, its officers, In counterparts. It may be signed electronically, and such electronic agents, employees, subcontractors and suppliers. The Vendor shall signatures shall constitute an original for all purposes. The parties incorporate the provisions in this section in:all subcontracts and all other represent and warrant that any person signing the Agreement has the agreements executed by-the Vendor specifically in connection with the authority to do so and that such-signatureshall be sufficient to bind performance of this:Agreement. Vendor. This Agreement shall be considered signed if/when a,party's signature is delivered by facsimile or e-mail transmission of a".pdf format Nothing in this section shall impair any independent right to the City to date file, including via DocuSign. Such signature via DocuSign shall be conduct audits or investigative activities. The provisions of'this section treated in all respects as having the same force and effect as an original are neither intended nor shall they.be construed to impose any liability signature. on the City by the Vendor or third parties. m.Deletion.Any term and/or condition in the Agreement on the,.following By signing below, Vendor's authorized representative agrees to subject matters are hereby deleted in their entirety and declared null incorporate this Addendum into the Agreement,and hereby executes and void:(a)Grants of exclusivity by CITY to.Vendor;(b)Restrictions this Addendum as of the date set forth below. on the hiring of Vendor's employees;.(c)CITY's responsibility to pay —DocuSigned by: intangible taxes,propertytaxes,or sales taxes;(d)CITY'S tort liability; CITY: �� Ilk/watts B (e)Automatic renewals of the term of the Agreement; (f) Limitation of By: y: f- �po�oass... time to bring.suit; (g) :that CITY performs reporting functions and/or C. Clerk ©S " 69/2-gp-2a maintains certain types of operations.(except as set forth in Section 2 Date: 8y19J�2020 I 2:01 ED " of the Agreement); (h) Granting,Vendor any right to audit CITY; (I) Attorneys' or collection fees provisions; (j)Arbitration and mediation !, "- Approved as to Form and Legal Sufficiency. ``E'' clauses;and(k)Indemnification of Vendor by CITY. irNcity Corney „"k'rtit- iga n,Assionment.Vendor shall not assign,transfer,delegate,•subcontract,or VENDOR/OR1GAMI: otherwise dispose of;whether voluntarily,involuntarily,or by operation By: of law, any right or obligation hereunder without the prior written consent of CITY,not to beunreasonably withheld.Any such unapproved Name: Earnest Bentley assignment, subcontracting or transfer is void. No subcontracting or Title: President,Risk Solutions delegation shall relieve Vendor of any obligation or liability under the Agreement. Date: August 19,2020 8.No counterparts; Signatures. The Agreement may not be.executed Revised September 2019 Page 1 of 1 ATTEST: By: Print Name and Title Date: DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC The provisionsin this section shall apply to the Vendor, its officers, incounterparts. It may. be •signed electronically, and such electronic agents, employees, subcontractors and suppliers. The Vendor shall signatures shall constitute an original' for all purposes. The parties incorporate the provisions in this section in all subcontracts and all other represent and warrant that any person signing the Agreement has the agreements executed by;the Vendor specifically in connection with the authority to do.•so and that,such signatureshall be sufficient to bind performance of this Agreement. Vendor. This Agreement shall be considered signedif/when a party's signature is delivered by facsimile or e-mail transmission of a".pdf format. Nothing in this section shall,impair anyindependent right to the City to date file, including via DocuSign. Such signature via DocuSign shall be conduct audits or investigative activities.The provisions of this section treated in all respects as having the same force and effect as an original are neither intended nor shallthey be construed to impose any liability signature. on the City by the Vendor or third parties. m::Deletion.Any term and/or condition in the Agreement on the following By signing below, Vendor's authorized representative agrees to subject matters arehereby deleted in their entirety and declared null incorporate this Addendum into the Agreement,and hereby executes and void:(a)Grants of exclusivity by CiTY to.Vendor;(b)Restrictions this Addendum as of the date-set forth below. on the hiring of Vendor's employees;(c)CITY'S responsibility to. pay 1—Docus,gnedby: intangible'taxes,property.taxes,or sales taxes;(d)CITY's tort liability; CITY: �i tb� S (e)Automatic renewals of the term of the Agreement; (f) Limitation of By: y BY time to bring suit; (g) that CITY performs reporting functions and/or , ityr RA'fiVf°7049s... Ci Clerk 06l1411102.c' maintains certain types of operations(except as set forth in Section 2 Date: 8/19[202 0 I 2:01 EDT of the Agreement): (h) Granting Vendor any right to audit CITY; (i) Arbitration and mediation A roved as to Form and Le al Sufficienc �fll �' � Attorneys' or collection fees provisions; (j) pp g y' clauses;and(k)Indemnification of Vendor by CITY. City Corney .,/ TT ((t 1ac-a n. Assignment.Vendor shall not assign,transfer,delegate,subcontract,or VENDOR/ORIGAMI: f otherwise dispose of,whether voluntarily,involuntarily;or by operation ~";v By: ;- of law, any right or obligation hereunder without the prior written consent of CITY,not to be unreasonably withheld.Any such unapproved Name: Earnest Bentley assignment', subcontracting or transfer is void. No subcontracting or Title: President,Risk Solutions .delegation shall relieve Vendor of any obligation or liability under the Agreement. Date: August 19,2020 8.No,counterparts; Signatures. The Agreement may not be executed ,Revised September 2019 Page 1 of 1 ATTEST: „ By: \„‘„, `e Print Name and Title Date: DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK SOFTWARE SUBSCRIPTION AGREEMENT: This SOFTWARE SUBSCRIPTIONAGREEMENT(this"Agreement")is entered into as of August 13,2020(the "Effective Date")by and between ORIGA.M RISK LLC,a,Delaware limited liability Company(-Origami"),,and:the City of Miami Beach,a Florida municipality("Client").Origami and Client hereby agree`as follows: 1. 'DEFINITIONS; parties:pursuant to this Av.-feet-tient from time to time. The Affiliate"means,with respect to party,its parent initial Statement of Work is attached hereto.as Exhibit A. company and subsidiaries and/or controlled corporations or and the pricing detail With respect to such Statement of entities, which are directly-or indirectly controlled by, or Work is attached hereto as Exhibit B. o under common control with,such'party. "User" means.:any employee, contractor, agent, Client Data"means the data provided or'inputted customer, investor,,consultant or service provider of Client by or on behalf of Client or airy.User or Affiliate of Client or any of Client's Affiliates who uses or accesses the for use with t1re:Service Service-or, any other person or entity that is.provided user credentials to the Service by Or on behalf of Client or any of "Client Party" means client and each of its Client:'sAffiliates: Affiliates and Users. "Work Product" means.Customizations and any "Confidential ltiforination" means all software, programming, fools, documentation, and confidential and proprietary information of a party, materials that are used,created, developed, or delivered by including, without limitation, business plans, strategies, Origami to Client in connection i%ith Customizations, and products, software, source code, object code, 'clients, data all Intellectual Property Rights subsumed therein. models, discoveries, inventions, developments, know-how, SERVICE. improvements, works of authorship, concepts. or • expressions .thereof, whether or not subjectto patents, (a) Service Subject to the termsand copyright, trademark, trade secret protection or other conditions of this Agreement, during- the term of this intellectual property right protectiOn. Agreement, Origaini hereby grants Client a non-exclusive Customizations" means specifically modified. right to permit its Users to access the Service via the reports, dashboard panels, Or other configurations, features Internet.Client.its•Affiliates and Users may use the Service or modules of the Service cu"stamized'for Client. solely for internal. business of Client, its Affiliates and Users. Users shall Use the Service in accordance With this "Documentation" Means.all user guides, videos, Agreement and the applicable Statement of Work and embedded help text,and other-reference generally Documentation. furnished with respect to the,Service, whether in printed or electronic format. (b) Storage. Client may store Client Data through the Service up to the amount .set forth in the "Fees" means the feespayable- pursuant to this applicable Statement of Work.If the amount of storage used. Agreement as set forth in any Statement of Work. exceeds this limit, Client will be charged, on a monthly Intellectual Property Rights" means worldwide basis, the excess:storage fees pursuant to the Statement of intellectual and proprietary property owned or properly Work' licensed by a party and, all intellectual or proprietary (c) Service' Level Agreement. Origami's property rights subsumed 'therein, including copyright, Service Level Agreement with respect to the Service is set. patent, trademark (including goodwill), trade dress, trade forth as Exhibit C(the"Service Level Agreement"). Any secret and know-how-rit.hts. Excluded Event (as defined in such Service Level "Profess%onal Services" means professionalAgreement) and any unavailability of the Service that does services provided"by Origami to Client as set forth in any not constitute a failure of the Availability Requirement set • Statement of Work, forth in such Service-Level Agreement shall not constitute a breach of this-Agreement. "Service"means Origami's software-as-a-service identified in the Statement ot'Work,and accessible by Client (d) Restrictions. Nothing in this Agreement via https:%llive.OrigamiRisk.com or another designated web shall be construed as a grant to Client of any right to, and Site or IP"address or mobile application, rendered to Client Client shall not,and shall not permit any User or any other by Origami: third party to: (i) reproduce, license, sublicense, sell, resell, "Statement of Work" means any statement of transfer, assign, distribute or otherwise commercially ex loit or make available to anythird. art y the Service or work entered into arid Mutually approved in writing by the P p } DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK any-portion thereof; (ii) distribute, disclose or allow use of with the terns of this Agreement or any uncured User any of the Service; or arty portion thereof; in any format,. noncompliance shall constitute a material 'breach of this through any-timesharing service,service bureau,network or Agreement Client. by any other means,to or by any thirdparty,(iii)deconipile,. disassemble, or. otherwise reverse engineer or attempt to (f.) Third Party Access.Client shall also have the righ reconstruct or discovei.anysource code or underlying ideas t:for Client and its Affiliates to permit third party or algorithms of the Service in any. manner; (iv) create Users to access or use the Service in accordance with the derivative n�orks from;-modify or alter anyof the Service in terms and conditions of this Agreement and the applicable Statement of Work;provided that each such third party User • any manner whatsoever (v)use or access the.Service in a has a.-ieed in writina to 'Origami's Third Party User manner that would reasonably be expected to damage, Aieeinetit ("'Third Party Terms'') prior to or upon such disable; overburden, or impair any Origami.servers or the , net«orks connected to any Ori�Tanli server (and if any are available Users initial login to the Service. Such Third Party Terms access or use of the .Servicey does damage, disable, froth Origami upon:request. Client may meet overburden,:61'inipa`r any Origami servers or the networks this requirement with respect,to any third party User by y connected to-any Origami server,then Client shall promptly Teringnas+part of thirdsuch click-through that canpt lbe ee ltiablerlird rto discontinue such access or use upon written notice of such appear upon such third party User's initial login to the by Origami); (Vi)take any action that would reasonably be Service.Any-rights granted hereunder or under the Third expected. to interfere with any third party's use and Party Terris with respect to the Service to third party-Users enjoyment of the Service (and if any Chem action does interfere wrth any third party's use and enjoyment of theshall expire or terminate-immediately upon.the termination Service,then Client shall promptly discontinue suchactiori o• f this Agreement in accordance with its terms. Client shall upon written notice of such by .Origami); (vii) attempt to be fully responsible for-(i)ensuring.the compliance,of each •gain unauthorized access to the Service,.accounts,computer Client Party with the fermis and conditions of this systems, Or.networks connected to any Origami server; Agreement; the applicable Statement of Work and (viii) use any Athol:, spider or other automatic device or Documentation, and the applicable Third Party User A manual.processto monitor or copy portions of the'Service; ;neetiient;and(ii)all violations ofthefeirns or conditions (ix)use the Service.in a manner intended to abuse-orviolate of this Agreement, the applicable Statement of Work and Documentation, and the:aptlicable Third Party Terms by the privacy or property rights of others; (x) .perform any each Client Party. vulnerability''scanning or penetration testing on the Service or Origaiiu',s systems or networks without. Origami's (g) Professional Services.During the term of explicit•prior written consent-for each such scan or test;:or this Agreement, Origami will make available to Client (xi) access the_Service in order to (A) build a competitive. certain Professional'Services to the extent set forth in the product 'or service, or (B) build a product using similar Statement-of Work. Client May also contract for expanded uniqueand, confidential ideas; features, functions or services for.additional,days;and hours in accordance with graphics of.the Service. .the rates set..forth in the Statement of Work, or if no such rates are specified, `Origami's then-current policies and (e)' Users, Client may permit the number of prices. Notwithstandingthe foregoing, Origami will not be authorized Users as get forth in the Statement of Work to obligated to provide any support required as a result of, or use the Service. Each authorized User shall access and use i�itli respect to, (i) Client's operating systems, networks; the. Service (i) in accordance with the terms of this hardware or other related equipment of Client, or rt Agreement and the applicable Statement of Work and ( ) Documentation,and,.(ii)when applicable,through a unique Client's or any ol'its Users' use of the Service other than in and reasonably secure username and password as further accordance with the applicable Statement of Work and described in the applicable Statement of Work or Documentation and as permitted under this Agreement. Documentation.the Service allows Client.to grant different (h) Client Obligations. Client shall: (1) levels of access to Client Data, to different Users, as provide Origami with reasonable access to Client's described in more detail in the Statement of Work. It is premises to the extent necessary to enable Origami to Client's responsibility to designate the applicable access to perform its obligations hereunder, (ii) provide adequate be granted to each User. Client shall cause all .Users to resources to participate in or facilitate the perfonnance of' comply -with all obligations of Client hereunder, to the the Service; (iii) timely participate in Meetings relating to extent applicable to Users. Except for Client's and its the Service; (iv)assign personnel with relevant training and Affiliates' system administrators where reasonably experience to work in consultation with Origami; (v) inieet necessary for administrative or security pumposes, rid User the requirethents to use. the Service as set forth at may use the username/user identification or password of http://www.origamirisk.com/product-requirements; (vi)' any other User. Client's failure to cause a User to comply safeguard the usernames,passwords and other security data, { DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK methods and devices furnished to Client in connection with Client chooses to use such application,Client acknowledges the Service:and prevent unauthorized access to or use of the and agrees.that Client Data May be stored locally on a -Service-and promptly.notify Origami if it becomes aware of mobile device as part of suchservice and'that the physical any such unauthorized access or that the security of its security of any mobile device--used to access such services usenanies or passwords has-been compromised; (vii) be is Client's.responsibility.If Client or any User elects to store responsible for Client networks, .equipment and system data on a mobile device, Origami shall not be responsible security required or appropriate .in connection With the for any loss of Client Data or any other,data on such device. Service; (viii) have sole responsibility for the accuracy, quality,legality,reliability and appropriateness of all Client (1) Source Code Escrow. Client may elect to Data; (ix)..transniit Client Data only in an encrypted format enroll as a beneficiary to Origami's.source code escrow as set forth in the Service Level Agreement or as otherwise deposit account(currently maintained by Iron Mountain).In mutually agreed.'bythe parties; (x) obtainall consents.and order to enroll, 'Client must. coniplete the Beneficiary authorizations from.any third.parties that Client requires in Enrollment Form attached as Exhibit D' and return the order for Origami to provide the Service and perforni the completed'form to Origami. Professional Services,and('xi)take such other actions as are required of Client pursuant to this Agreement,including any '3. INTELLECTUAL PROPERTY Statement of.Work, RIGIII'S. (i) Client Warranty. The parties (a) Origami Intellectual Property Rights.As acknowledge :and agree that during the term of this between Origami and Client, Origami owns all right, title Agreement a Client-PartyOrother third parties may disclose. and interest, including all related Intellectual Property certain Client Data, including personally identifiable.data Rights in and to,or related to the Service and Work Product, regarding ehipl'oyees or other individuals,to Origami for the including all software programs contained therein. To the benefit of a ClientParty.With respect to any Client Data so extent that .any such Intellectual Property Rights do not disclosed by, or on behalf of, a Client Party ,to Origami, Otherwise vest in Origami or its licensors;..Client hereby Client i-eprese,its and warrants to Origami that:(i)each such agrees te,promptly assign such Intellectual Property Rights Client Party, and such other third parties Operating on to' Origami or its licensors, and to do all other acts Client's behalf are authorized to collect, use and disclose reasonably necessary to perfect Origami's or its licensors' the Client Data to-Origami for use and.storage pursuant to ownership thereof'without additional consideration of any this Agreement;(ii)-such disclosure,use or storage does not kind:The Origami name,the Origami logos,and the product- and roductand shall not'Violate applicable law or, if applicable, such 'names. associated with the Service are trademarks of Client Party's agreements with. or privacy notices to Origami or third parties, and no right or license is granted individuals with respect to whom the Client Data relates; with respect. to their use. The Service may contain and (iii) Client shall not request Origami to use, store; intellectual property belonging to third parties, All such disclose or otherwise process Client Data in any manner that intellectual property is and shall remain the property of its would not lie permissible under applicable law or, _if respective owners. Except for the limited rights expressly applicable, such Client Party's agreements'with or privacy granted herein, all right, title and interest in and to the notices'to individuals with respect to whorri theClient"Data Service and Work Product are reserved by-Origami, and, relates,-if done by Client. except as expressly granted herein,nothingcontained in this Agreement.shall be construed as conferring any right, title, (j) Nan-Origami Events.. Client. interest or license with respect to the Service or Work acknowledges and agrees that Origami shall not be Product upon Client,by implication, estoppel or otherwise. responsible or liable for any delay or failure in its addition, Client agrees and acknowledges that Origami performance'of any duties or obligations pursuant to this shall have an •unlimited right to incorporate into any Agreement, including any Statement of Work,'to the extent updateS, upgrades, or modifications to the Service all such delays or failures result or arise from any (I) act.or suggestions, ideas, enhancement requests, feedback, omission,Of any Client-Party, including any delays in their recommendations or other information provided by Client performance or cooperation with respect to the obligations or any User relating to the Service. Such Service, as or warranties set forth in this Agreement or any Statethent of Work; (2) failure of any Client Parry's equipment Cr updated,upgraded,or modified,shall be owned by Origami as provided in-this Section. Client expressly acknowledges software (other than the Service);. or (3) Force Majeure and agrees that the Work Product shall not constitute work Event. made-for-hire under the United States Copyright Act, and (k) Mobile.Service. The Service may include that Origami shall have the exclusive right to protect the certain services that are available via an application Work Product by patent, copyright, or any other means. downloaded and installed on a mobile device. To the extent Work Product shall be made available to Client as part of 3 it DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK the Service to the extent.set.forth iri the Statement of Work, reasonably incurred by'Origami in the course-of performing and Client shall have rio other right to use any Work the Service. - P:roduct._Nothing in this-Section shall affect the ownership by Client of all Client Data ,as- provided below or other (c) Tares. Client shall be liable for any taxes (including without limitation sales, use, excise and gross Client proprietary information. receipts taxes), charges, tariffs; and duties and any interest (b) Client Data. Client Data shall be and penalties arising under this Agreement,.excluding taxes Confidential Inforinaden of Client under this Agreement. based upon Ori<garni's income. All such taxes may be As between Origami and CIient, Client shall own all ri.gbt, included in amounts invoiced by Origami to Client. title and interest in:and to the Client Data,which shall never be deemed to he the Service or Work Product, even if (d) Payments.-All Fees under this Agreement delivered or inco►porated.,therewith.Origami shall have no shall be payable by Client in accordance with the applicable responsibility, whatsoever,., for the accuracy, quality, Statement of Work or as otherwise agreed by the-parties. legality, reliability; appropriateness., and intellectual Fees shall;be due within 30 days of invoice'date.Payments property ownership Of Client Data; and-Origami shall"not remitted-after 30 days shall.bear interest at 1.5 percent per -review, monitor or .check the Client Data except as month. Except as provided in Sections 7(b) and .9.(a), all necessary to:provide the Service to Client.Uriganii shall:not Fees paid hereunder are non-refundable. beresponsible or liable forthe deletion,.destruction,damage 5. CONFIDENTIALITY. or loss ofany Client Data through-no fault of Origami or its- providers without limiting Origami's liability to maintain (a) Confidential Information. Each party backup data as set forth in the Service Level Aggreenient. acknowledges and agrees that during the term of this Upon Client's written request within 30 days following.the Agreement it may be furnished with or otherwise have termination Of this Agreement,,Origami will,at its expense ..access to Confidential Information of the other party. The provide electronic tiles-to Client in delimited text format party that has received Confidential Information (the containing Client's Client Data and further, upon Client''s "Receiving Party"), in fulfilling its obligations:under this request,.-Origami shall securely destroy any Client Data in Section, shall exercise .the same degree of care and Origami's possession. .Subject to Origami's confidentiality protection with respect.to the Confidential Information of obligations set forth in this Agreement, Client agrees Mat the party that has disclosed Confidential Information to the Origami shrill have the right to collect and :use data or Receiving Party (the "Disclosing Party") that it exercises information resulting from a Client Party's use of the with respect to its owti Confidential Information, but in•no Service so long as such data and information is de-identified event- shall the Receiving Party exercise less than .a and-aggregated so.that it cannot-identify, be traced back to reasonable standard of care.The Receiving Party-shall only or otherwise be associated in any maturer with CIientor-any use, access and disclose Confidential. Information as ,particular individual: necessary to fulfill its .obligations under this Agreement, -including-any Statement of Work,or-in exercise,of its rights (c) Notices of Infringement. In the event :expressly .granted hereunder. Receiving Party shall not Client discovers or is notified of an actual or suspected directly or indirectly disclose, sell, copy, distribute, infringement of the rights of Origaini or its licensors in or republish, create derivative works from, demonstrate or to the Service or any unauthorized access to-or use of the allow any third party to have access to any of Disclosing Service,(each, an "Infringement"), Client shall promptly Party's Confidential Information; provided that -the notify Origami of such known or suspected.Infringement Receiving Party may disclose the Disclosing, Party's and ternunate such Infringement to the extent within Confidential Information to its. directors, officers, .Client's control. Client agrees to.reasonably cooperate with employees, subcontractors, agents, Affiliates or other and assist Origami (at. Origami's sole expense) in _ representatives (collectively, the "Representatives") who protecting,enforcing and defending Origan.ii's rights in and have a need.to knoW.andwho are bound by confidentiality to the Service. obligations.with respect to such Confidential Information that _are substantially similar to those set forth in this 4. FINANCIAL TERMS; Section. The Receiving Party shall be responsible and liable (a) Fees. Client shall pay to Origami the Fees for any breach of this Section by any of its Representatives. set forth in any Statement of Work or as otherwise agreed (b) Exclusions. The foIlowmg information in writing by the parties. shall not be considered Confidential Information subject to (b) Expenses. Client shall reimburse this Section: P Origami (i) information that is publicly available or for all pre-authorized in writing, reasonable, documented later becomes available other than through a breach of this out of pocket travel, lodging, meal and other expenses Agreement; (ii) information that is known to the Receiving 4 ri DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC -ORIGAMI RISK Party or its Representatives prior to such disclosure or is (c) Notification, -Origami shall inform Client independently developed by the Receiving Party or its promptly and without undue delay in the event that it learns Representatives_ subsequent to such -disclosure; or (iii) of any breach of Origami's systems resulting in information that is sulisequently lawfully obtained by the unauthorized disclosure-of, or access to, any-Client.Data. Receiving Party or its Representatives from a third party Any such notice will provide-a description about the Client without obligations of confidentiality. if the Receiving Data that was accessed to the extent available ht-the time of Party is required `by law to disclose any portion of the the notice.O.i-igaini will provide regular updates to Client as. Disclosing Party's Confidential Information,_ :Receiving additional details 'about the nature of the affected Client Tarty shall give prior timely notice-of suds: disclosure to Data become:available. Origami agrees to mitigate, to the Disclosing:Party to permit Disclosing Party to seek a extent practicable, any harmful effects .frons such breach protective or similar order,and,absent the entry of such an that are or become known to Origami. Order,Receiving Party shall disclose,only such Confidential Information as is necessary be disclosed iii response to such 7. TERM AND TERMINATION. subpoena,court order or other similar document. (a) Term.This Agreement shallcommence on (c) Return of Confidential •Information. the Effective Date and remain in effect_for five years,unless Upon 'termination or expiration -of this Agreement, the terminated sodner in accordance with this Section. Client Receiving. Party will promptly return :or .destroy any shall have the option to extend this Agreement for five= Confidential Informat ion,in the'possession orrControl.of the additional one-year renewals.This option to extend may be Receiving Patty. Origami's obligation-to return and destroy exercised by providing written notice to Origami at least 30 Client Data is set forth in Section 3(b). days prior to the expiration of this Agreement. 6. DATA SECLTI2IT1' (b) Termination. This Agreement :may• be -terminated by either party upon written notice to the other (a) Audit Report. Upon Client's written- party if the other patty breaches any'materialterm and fails- request to Origami during the term of this Agreement (no• to.cure such breach within 30 days;after receipt of written more. than once in any 12-month period), Origami shall notice of such breach. If Client terminates the Agreement provide a copy of its Service Organization Control(SOC)'2 :for Origami's breach in accordance with this Section, audit report (or ah equivalent audit report,or pursuant to a Origami shall refund to. Client, within 45 days of the successor standard) ("SOC 2 Report")to Client, and such effective date of such termination,any prepaid but unearned report shall.contain an unqualified opinion. Such audit Fees paid to Origami in advance by Client. report shall be deemed Confidential-lnformation-uiider the terms of this Agreement. (c) Events Upon Termination. Upon the termination of this Agreement: (i) Origami shall' cease (b) Safeguards. Origatii shall maintain providing the Service to Client, and Client arid its Users commercially reasonable adtiiinisttative, technical and shall cease use of the Service;and(ii)Origami shall invoice physical safeguards designed to protect .the security and Client for all accrued Fees and all reitiibursable expenses. privacy of Client Data. Such safeguards ate described in Client shall pay the invoiced amounts, including :from Origami's most recently completed SOC 2 Report. in rio previously issued invoices, within 30 days of the date of event during the term of this Agreement will Origami such invoice. materially-diminish the protections provided by the controls set forth in such:SOC 2 Report. Such safeguards shall (d) Survival. Except as otherwise set forth comply with data privacy laws that are appIicable to herein,in the event of termination Of this Agreement for-any Origami in its;performance of this Agreement, including, reason, the provisions of Sections 2(i),2(j), 3,5, 7(c), 7(d), Without limitation, any :applicable data privacy laws •8(e), and 9 through 13, as well as,all payment obligations, addressing'per§onally identifiable information that may lie shall survive. contained in the Client Data.Origami shall also maintain an 8. LIMITED WARRANTY. internal information security management program that addresses data security-and the security controls employed (a) Service Warranty. Origami warrants that by Origami in compliance with this Agreement. Origami the Service will perform in all material respects in shall encrypt Client Data as set forth in the Service Level accordance with the Documentation when used in Agreement, which shall include encryption at rest and in accordance with the terns of this Agreement on the transit. hardware and with the third-party .software specified by Origami .from tithe to time. Client's sole remedy for any breach by Origami of the warranty provided-in this Section 5 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK. shall be,.replacer ent. of the nonconforming Service, at ORIGAMI IS NOT RESPONSIBLE FOR ANY DELAYS, Origami's.sole expense,as described berein..Origami shall DELIVERY FAILURES, OR OTHER DAMAGE deliver to Clientreplacement Service,a work-around and/or RESULTING FROM SUCH PROBLEMS OUTSIDE OF an ,error/bug fix as may be necessary to correct the ITS REASONABLE CONTROL.NO ORIGAMI AGENT nonconformity. In the event that Client gives .Origami OR EMPLOYEE IS AUTHORIZED TO MAKE ANY notice of .an apparent nonconformity that OrigaMi EXPANSION, MODIFICATION OR ADDITION TO reasonably deterinines is not due to any fault or failure of TI-IIS LIMITATION AND EXCLUSION OF the Service to conform to the warranty provided herein,all WARRANTIES IN THIS AGREEMENT. time spent by Origami resulting in such determination, (iii) Origami shall not be responsible including time spentattempting to con-ect the problem,shall for: (A) anynon-conformities of the Service with be charged against.Client's client service hours.or, if client Documentation, omissions, delays, inaccuracies or any service hours have been exhausted, charged to Client .at other failure caused by a:Client Party's computer systems, Origami's then current hourly rate for such,services. hardware or software(other than the.Service);including by (b) Professional Services Warranty.Origami interfaces with such third party software, or any represents and warrants that the Professional Services shall inaccuracies that such ,systems may cause within the be performed' in a professional and commercially Service;or(B)any data that Origami receives from a Client reasonable manner consistent with the standard of care Party or third party sources and including the data's exercised by Origami in performing similar services for accuracy-or completeness, or Client's Claim handling or other clients. Client's sole remedy for 'breach of this other decisions. Origami disclaims any liability for warranty shall be re-performance of the nonconforming interception of any such data or cominunicatibtis,including Professional Services, provided, that Origami Must have' of encrypted data. Client agrees that Origami shall have no received written notice of the nonconformity front Client no responsibility or liability for anydamages arising in later than 30 days after the original performance of the connection with access to or use of theService by any Client applicable Professional Services by'Origanii. Party to the extent such access or use is not.atithorized by (c) Disclaimers. this Agreement. (i) EXCEPT AS OTHERWISE 9. INDDEMN1FICATION BY ORIGAMI. EXPRESSLY STATED IN THIS AGREEMENT; a Indemnification. Origami aarecs to ORIGAMI t MAKES NO WARRANTY OR indemnify, defend, settle, or pay any third party claim or REPRESENTATION WHATSOEVER, EITHER action against a Client Party for infringement of any U.S. EXPRESS, IMPLIED OR STATUTORY, WITH i patent or copyright arising from Client's use of the Service RESPECT TO THE SERVICE; WORK PRODUCT, in accordance with this Agreement. If the Service,or any PROFESSIONAL SERVICES, OR ANY OTHER SERVICES PROVIDED HEREUNDER. OR 1`I iE USE part of the Service is held to infringe and the use thereof is THEREOF BY CLIENT AND ITS USERS, INCLUDING enjoined or restrained or, if as a result of a settlement or compromise; such use is materially adversely restricted, QUALITY, PERFORMANCE, MERCHANTABILITY, Origami shall, at its Own expense and as Client's sole FITNESS FOR A PARTICULAR PURPOSE OR NON- remedy therefor(other than the indemnification obligation INFRINGEMENT, AND ORIGAMI HEREBY set Toth above); either: (i) procure for Client the right to DISCLAIMS THE SAME. EXCEPT AS OTHERWISE continue to use the Service; or (ii) modify,the Service to SET FORTH IN THIS AGREEMENT, ORIGAMI AND make it non-infringing, provided that such modification • ITS LICENSORS_DQ NOT REPRESENT OR WARRANT does not Materially adversely aff'eet Client's authorized use THAT: (a) THE USE OF THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE;. OR (b) THE afthe Service;or(iii)replace the Service with a functionally SERVICE WILL MEET CLIENT'S REQUIREMENTSequivalent non-infringing program at no additional charge OR EXPECTATIONS; OR' (c) ALL ERRORS OR to Client; or (iy) if none of the foregoing alternatives,is DEFECTS.IN THE SERVICE WILL BE CORRECTED, reasonably available to Origami, terminate this Agreement and refund to Client any prepaid but unearned Fees paid to (ii) CLIENT ACKNOWLEDGES Origami in advance by Client prior to the effective date of AM)AGREES THAT THE SERVICE IS A TOOL TO BE the termination. USED BY CLIENT IN THE COURSE OF EXERCISING ITS PROFESSIONAL JUDGMENT. THE SERVICE (b) Exclusions. Origami's indemnification MAY BE SUBJECT TO LIMITATIONS,DELAYS, AND obligations under Section 9(a) shall not apply to the extent OTHER PROBLEMS INHERENT IN THE USE OF THE the claim is.based on: (i)modifications to the Service or any component thereof made by anyone other than Origami or INTERNET AND ELECTRONIC COMMUNICATIONS. 1 y on behalf of Origami;(ii)use of any Service in combination 6 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK with a.product not stipplied by Origaizti; or(iii) use of any any Work Product(i)that it knows will directly assist in the Service other than in accordance with this Agreement and design, development, production, .stockpiling. or use of the Documentation. missiles; nuclear weapons or.chemical/biological weapons; (c) Conduct •Origami shall have the sole right (ii) to any entity on the.Department of Commerce Entity to conduct the defense Of any such infringement claim or List or any person or entity On the Department of Commerce action and all negotiations for its:settleilient.or.eornpromise Denied Persons List, each currently .available at littp://wtvw'.bis.doc.gov; or (iii) to. any country subject to and to settle or compromise any such claim. Client agrees to cooperate and ensure that each Client Party cooperates sanctions ad nihistered by the Department of the Treasurys O with Origami in doing so. Client agrees to give Origami Office,of Foreign Assets Control or to any person or entity prompt written notice, in no..case longer-than within seven on the lists of prohibited entities and persons maintained by days of receipt t or discover of any threat, warning, 'or, such office, currently available at Y ' bap./7 at1 './tw.ww.UStleas.goviofac. notice of-any such claim or action, with-copies of any and all documents each Client Party may receive relating (b.) Disclaimer. Origami makes no. thereto.. representation that the Service is appropriate Or available for • 10. [INTENTIONALLY OMITTED] use in other locations. If Client uses the Service from outside the"United States of America; Canada and/or the 11. LIMITATION OF LIABILITY, European Union,Client is solely responsible for compliance (a) Disclaimer of Damages. IN NO EVENT with. all applicable laws, including export and import WILL EITHER PARTY BE LIABLE FOR ANY regulations oft other countries. Arty diversion of the Service INDIRECT; SPECIAL,. PUNITIVE, INCIDENTAL OR •contrary to applicable law is.prohibited. CONSEQUENTIAL .DAMAGES ARISING UNDER OR 13. GENERAL. IN CONNECTION WITH THIS ,AGREEMENT, THE (a) Notices. Any notice, request, demand or SERVICE OR THE PROFESSIONAL SERVICES WHETHER BASED.IN CONTRACT,TORT,INTENDED other communication (each, a "Notice") given pursuant to. CONDUCT OR OTHERWISE, INCLUDING WITHOUT this Agreement must be in writing.and delivered to the other LIMITATION, DAMAGES RELATING TO THE LOSS party by either personal delivery, Certified Mail (return OF PROFITS, INCOME, GOODWILL OR REVENUE, receipt requested and postage prepaid),. nationally COSTS INCU RED AS A RESULT OF DECISIONS recognized overnight courier (with all fees prepaid) or e- IYADE IN RELIANCE ON. THE' SERVICE, LOSS OF mail at the address of such party listed ori the signature page USE OF THE SERVICE OR ANY OTHER SOFTWARE to this Agreement.,Notices sent via e-mail will be deemed OR OTHER PROPERTY,LOSS,OF DATA,THE COSTS delivered upon the recipient's confirmation of receipt. A OF RECOVERING OR RECONSTRUCTING SUCH patty May change its address by giving Notice pursuant to DATA OR THE COST"OF.SUBSTITUTE SOFTWARE, this Section. SERVICES OR DATA, OR-FOR CLAIMS BY THIRD (b) Assignment, Neither party shall have the PARTIES, EVEN IF ADVISED OF'THE POSSIBILITY right to assign, transfer, or sublicense any obligations or OF SUCH DAMAGES. benefit under this. Agreement without the prior written (b)" Limitation of 'Liability. EXCEPT FOR consent of the other party; provided, however, that no CLIENT'S PAYMENT OBLIGATIONS, UNDER NO written consent shall be required to assign or transfer this CIRCUMSTANCES SHALL EITHER PARTY'S Agreement to any parent or wholly owned subsidiary of a AGGREGATE MAXIMUM LIABILITY ARISING party, and 'further provided that Origami may assign or UNDER OR IN CONNECTION WITH THIS transfer this Agreement without Client's prior written AGREEMENT, THE SERVICE OR THE to a successor by way of a merger,,acquisition,sale; PROFESSIONAL SERVICES EXCEED THEtransfer or other disposition of all or substantially all of its PAYMENTS ACTUALLY' MADE TO ORIGAMI assets.Except as otherwise provided herein,this Agreement HEREUNDER DURING THE.12-MONTHS PRECEDING shall be binding on andinure to the benefit of the respective THE DATE ON WHICH ANY CLAIM' IS MADE successors and permitted assigns of the parties. AGAINST ORIGAMI. (c) Third Party Beneficiaries. This 12. EXPORT CONTROL, Agreement does not and is not intended to confer any rights or remedies upon any party other than the parties to this (a) Export. Client shall not export the Service Agreement. or any Work Product in violation of applicable United (d) Publicity. Without prior written approval States laws and regulations. Client"also a^rees that it will not knowingly export, directly or indirectly,the Service or signed by an authorized representative of the other party, 7 • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK neither party shall;.directly or indirectly, make any.public (k) Force Majeure. Neither party shall have announcement related .to this Agreement or the Service. any liability for any failure,or delay in performance of its Notwithstanding the foregoing, Origami may disclose the obligations under this Agreement (except for payment) fact that .Client has procured a license for the Service;: because of circumstances beyond its.reasonable control, provided.that Origami will not state or imply that Client including without limitation, acts of God, fires, floods, endorses or recommends the Service without the written earthquakes, wars, civil disturbances, terrorism, sabotage, permission Of-Client. accidents, unusually` severe •weather, labor disputes, governmental actions, power failures, viruses that are not (e) Entire A reentent; Amendments. This preventable through generally available retail products, Agreement (including all exhibits, appendices,.schedules inability to obtain labor,:material•or•equipment,.catastrophic and .attachments hereto) constitutes the final agreement hardware failures, usage spikes;-attacks on servers, or any between the parties.All prior and conternporaneous oral and inability to transmit or receive infonnation over the Internet written communications, negotiations and- 'agreements (each, .a "VOrce Majeure :Event"), .nor shall any such - between the parties on the matters contained in this failure or delay give any-party the right to terminate''this • Agreement, including, •without. limitation, any Agreement. nondisclosure. or confidentiality agreements entered: into • between.the parties prior to the date of'this.Agreement,are (I) C•ertain Remedies. Each party expressly mergedintb andsttperseded by this Agreement. acknowledges and ;agrees that (i) it 'would be extremely No -any purchase order difficult; if not impossible;• .to-calculate the actual damages tern§ or conditions cotitajned in in the event ofOrigathi's breach; Of Section 3(b)or 5 of:this shall amend this Agreement or shall,otherwise constitute an Agreement or Glietit'.s breach of`Section"2, 3 or i of thisi agreement between the,parttes.The parties may amend this Aareentent; and (ii). breach Of.any such :provision of this Agreement only by a ins=ritten agreement of the:parties that Agree• ment would result in ongoing damages to the non- identifies itself as:an amendment to this Agreement. breaching party that•could.not be adequately compensated (f) Waivers. Tile- parties may Waive any by monetary dainages -Accordingly,each party agrees that provision in this Agreement Only by a writing executed by in rite event of any actual or threatened breach of any such the party against whom the waiveris.sought to be enforced. provision of this-Agreement, the non-breaching -shall No• failure or;delay in exercising any right qr remedy,.or be entitled, in addition to:all=other rights and remedies requiring, the Satisfaction of any condition, under this existing in its favor at'law, in equity or otherwise, to seek Agreeitierit, and...no act, •on issiori or course of dealing injunctive or other equitable relief (including without • between rite parties,operates as;a waiver or estoppel of any limitation a temporary restraining .order, a preliminary right,mile ,y or.eondit oh.A waiver once given is not to be •injunction arida final injunction) against the other party to construed as a waiveron any future-occasion or against any prevent any actual or threatened breach of any such other person. provision and to :enforce this Agreement specifically, without the necessity of pOstinga bond or other security or (g) Severability. In the event that any of proving actual damages. • provision of this Agreement shall be determined to be (m) Counterparts: This Agreetnerit and each illegal or dnenforceable; such provision shall be,limited or Statement of A4tork.may be executed in counterparts,each eliminated to:the minimum extent ,necessary so that this Agreement shall otherwise remain in hill force and-effect of«'hieh Will be deemed an original but all of Which and enforceable. together shall constitute one and the same Agreement. • Delivery.of an•executed:counterpart of a signature page:to (h) Governing.Law. The laws of the State of this.Agreement or any Statement of Work by PDF-or other Florida (without giving effect to its conflicts of law electronic means shall be as- effective as delivery of a principles) govern all matters arising out of or relating to manually executed.-counterpart,of this Agreement or such this Agreement -and the transactions it contemplates, Statement of Work. including, without limitation, its interpretation, construction..performance andenforcement. • (i) Dispute Resolution. If a dispute arises out of or relates to this Agreement or a breach thereof, the parties shall first try to resolve their dispute through informal and good faith negotiation. (i) [Intentionally omittcdj S. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK • - ,CONFIDENTIAL IN WITNESS WHEREOF,the parties have.execuied this Agreement as of the,Effectiye Date. ORIGAMI RISKILLC CITY OF MIAMI BEACH, FLORIDA ...---,,7 „,„.. :_,_ C ,, t..p.4,, / - --- Oic..algi k jr. •itt& ,--DocuSigned by: By: Jimmy Auratt,s -----dtyt‘4VaNge6f. Name: Earnest Bentley Name: (Print Name) (Print Name) Title: . President, Risk Solutions Title: AddreSs: 222 N. LaSalle St. Address. Suite 2125 Chicago, IL 60601 Email., legalt2i)origarnirisk.com Email: ATTEST: /7 By:4I.,, By: --/--- By: --- —0'y er ' , Michael Minea,Corporate Counsel Date: 08rt c172-C1..„Q Print Name and Title Date: August 19,2020 • . APPROVED AS TO • FORM&LANGUAG E Ex FOR EXECUTION /9° tli R—qiitt"-. ici)ci -2,0R) ---- . ..„ Ciizr 114 City Att.ot nt., ...., Da-le 1 - . ... DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • ORIGAMI RISK' CONFIDENTIAL IN WITNESS WHEREOF,the parties have executed this Agreement as of the Effective Date. ORIGAMI LLC CITY.OF MIAMI BEACH, FLORIDA tfit V )'L. ' "*.. Ce — /--DocuSigned by: Siovi Ilterato -\-----dMIffire- Name: Earnest Bentley Name: .. (Print Name) (Print Name) Tide: President, Risk Solutions Title: Addres-s: 222 N. LaSalle St. Address, Suite 2125 Chicago, IL 60601 ErniI: leg,alkkrigamirisk.com Email: ATTEST: By: . . A•MLI.,.. ,'"--37 er Michael Minea,Corporate Counsel Date: 78 Ac-Vz-e>7--- Print Name and Title • Date: August 19,2020 APPROVED AS TO FOR.i'vl a LA N GUAG E Er FOR EXECUTION 91(1,1V(------ "k/r— IL, City Attorney Daze Daze / . - • . . . , . DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK ',CONFIDENTIAL IN WITNESS \\TIER RV,the parties have executed this Agreement as of the Effective Date, ORIGAMI RISK LLC CITY.OF MIAMI BEACH, FLORIDA 5f---DocuSigned by: 17 '77 o;vii0o, ilittratt-S By: 13y: City ivianager Name: Earnest Bentley Name: (Print Name). (Print Name) Title: President, Risk Solutions Tide: Address: 222 N. LaSalle St. Address, Suite 2125 Chicago, IL 60601 legal(ci)origamirisk.com Email: ATTEST: By: Michael Minea,Corporate Counsel Date: 60/16111. Print Name and Title Date: August 19,2020 APPROVED AS TO FORM LANCUAC,E FOR EXECUTION ttfttOkYr- C41C1Z02-J) City Atrorne,P Da tc• DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORiGAM!MSK EXHIBIT A STATEMENT O`F WORK This Statement of Work("SOW")describes services to be performed by:Origanmi.Risk LLC("Origami'')'for City of Miami Beach, Florida ("Client"). This SOW is subject to all.the terms and conditions of the SoftwareSubscription Agreement between Client_and-Origami, intowhich-it now be integrated as Exhibit A. PROJECT SCOPE Provide and implement Origami's Risk Management Information System(RiM1S)(the'`Service")to help ensure accurate acid consistent tracking and reporting of claims;incidents,policies,locations and exposures. Projcet'Priorities:The immediate priorities focus on the following areas: (i)Convert and load'data from previous RMIS RiskMaster Origami will convert the Client's previous RMIS data from DXC RiskiVlaster and import into the Service This ,process requires the receipt of timely and=accuratc data from the previous RMIS vendor,and requires collaboration between Origami and Client to evaluate and resolve data anomalies rncovered throughout the conversion process. (ii)Incident Collection -Origami will work with Client to configure and deploy the standard incident collection.features of the Service to empower Client°'s professionals at locations throughout the hierarchy to report incidents directly. Origami and Client will collaborate onthe 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)Claims Administration Origami will'work with Client to configure and deploy the standard claims administration features of the Sergi<iee, Origami and Client will collaborate on the layout of.the fields for each type of claim along with any workflows which may be triggered by the creation or edit of sueh claim records. Client will be administering Liability claims in the system,but no Workers' Compensation CIaims Administration tools/features will be setup as Client utilizes a Third Party Administrator-(TPA) for WC TPA services. Clientwill be receiving a feed from.Corvel as outlined hi'.this SOW to support WC claims oversight. (iv).Policv Management Origami will work-with client to configure.and deploy the standard policy/program-managementfeatures of the Service to:allow for the.storing and management of client's policy data. (v)Asset Management Origami will work-with client to conf gore and deploy the standard asset management features of the Seib=ice to ,allow for the tracking and management of Client's assets including vehicles and fine arts. '(vi)"V'ehicle Management Origami will work with.the client to configure and deploy the standard vehicle management features of the Service to allow for a vehicle register including the make,model, owner, leasedrused. On this record the Service will also hold driver data such-as expirations of certifications as well as any trainings thatneed to be completed. CLIENT ROLES AND RESPONSIBILITIES Client will;identify a System Administrator("Client:SA")who will be responsible for working with Origatii to implement the Service 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 Origami tasks in this SOW. The Client SA will also be responsible for setting-up,assigning security rights,and maintaining user IDs for all Users. Page i DocuSign Envelope ID: 12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK Client will have final.responsibilityfor decisions.regarding the con!igurations or customizations(such as forms,dashboards; interfaces, reports, workflows and data flows) cireated byor for Client or Client's users in the Service. For all such configurations and customizations, Client shall be responsible for quality assurance to ensure that such 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. LICENSES Base:Functionality .Functionality Selected . Description RMIS Yes ' Includes functionality relatedrto risk management,.including incidents,claims,.insurance policy tnanaaeriient,locations.certificates of insurance,safety,andrisk management portal. Claims Adjudication Yes Includes additional functionality related to claims,adjudication. Policy Underwriting No 'Includes.addition lfbnctionalityrelatedtopolicyunderwritingandissuance. - and'Issuance Enterprise Risk No Includes ERM functionality. Management(ERM) *'Origami ihay also offer other base functionality not included under this SOW. • User Licenses -, : . .License Quantity 1 Description Full'User 2 1 These licenses have access-to all the:capabilities and features of the Service under the base functionality j selected above,except those features-utilized-foradjusting claims such as check writing,setting reserves and calculating indemnity benefits. These licenses have access to Extended Functionality features to the extent selectedbelow. Light,User 2 These licenses have access to thedashboard,reports pre-configured for them,and read-only access to other areas of the Service underthe selected base functionality. Light Users do not have access 10 Adniiinistration- features or Extended Functionality features: Claims Adjusting 3 ,.'1 hese licenses have access to all the features and capabilities of the Service under the base functionality User E selected above,including those features utilized for adjusting claints.such as check writing,setting-reserves and calculating indemnitybenefts. These licenses have access to Extended Functionality features to the I extent selected below, 'Noir=Nanle4-User-AccessLicenses " " . License Selected Quantity Description .Enterprise Wide YeS Up-tri 1,000 records These licenses arenot,tiamed licenses-and have access onlyto enter records either by Record Entry added per year (i)an anonymous collection portal,by clicking-an anonymous collection link generated via Origami's administration features("Portal Data Envy')or(2)granting access to a URL sent froth Origami Riskas a Data Entry Event email notification, i giving time limited access to a single record("Grant Access"). Enterprise Values No j 0 Users 1 These licenses allow representatives in the field to enter data through the Service's Collection, online platform pertaining to information necessary for renewal submissions,such as TIV,Square Footage,.COPE information,or other-such asset and exposure data. I Extended.Functionality-Licenses- _ -''. ' - i License I Selected 1 Quantity Description i API Access I No { N/A This license provides access to Origami's web service.REST APIs using calls. API I calls may be made concurrently,subject to reasonable limitation when needed to preserve system-performance. Requires a minimum of live(5)Full Users and/or I Claiins Adjusting Users. Secure Email No Up toll Secure This license provides secure email functionality,which provides password protected Entails sent per hosting fir email:communications from and to the Service. 0 month OCR Scanning • No Not included This license provides optical character recognition(OCR)functionality for mapping i specified data from scanned documents to data fields within the Service. Certificate of No 10.Insureds over ! This license provides.certificate ofinsurancc tracking for third party insureds,such as Il Insurance Tracking initial 100 j tenants,vendors,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 N 1.00 insureds. li `s Page ii17 o DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGA,MI.RISK • SMS Messaging No 0 SMS Messages. This license provide the abiliiy to-send SMS.messages as:workflow actions Within- (over initial 500) the Service's administration features, The first 500.messages,per year arc:provided at no additional cost,and this license provides the ability to-send more than 500 Messages per year. Two Factor No 0 2FA',Messages, Thislicense provides the ability to send'SMS-and/or entail'messages to users to Authentication (over initial500) validate their identity before logging,in from a new device and/or once every 30 days from the same device. The first 500 messages per year-are provided at no additional cost..and this license provides theability to send More than.500 messages per year. Mobile Forms App NO Not-Included Origami's Mobile Forms App may be used-by any named user for no additional license fee,but service hours are required for configuration. Mobile Claimant No Not.Included Origami's•Mobile Claimant App,maybe used.by.any-named userfor no additional App license fee,but service'hours are required for configuration: Requires a minimum of three 0)Claims:Adjusting Users: Workers' No Jurisdictions:.hi/A This::license include the following Origami Compliance solutions(this functionality Compensation is only.available to Claims Adjusting Users):. Solutions • Automated EDI FROI%SROI'State Reporting via Mitchell • ,Indeninity.Benefits Rates • Workers'Compensation State Forms ODG Integration No 0_Users This license provides integration wifih ODG's Return to Work guidelines.Only User -Claims Adjusting Users and Full Users.may utilize this feature.This feature queries ODG's RTW'arad'treettnent guidelines based an-WC claim diagnosis codes. Tableau No 0 Users This license allows Origami useers.to.aceess Tableau within the Origami environment, providing enhanced data visualization.. eSignature No 0 Envelopes This license pro vides the ability-to tag mail merge documents.with electronic Integration signature.fields,authenticating through a third-party eSignature tool. License Notes: I. Origami adds generally available-features from time to time-that may require configuration prior to use. If Client requests-Origami's assistance.in this configuration,Professional Services hours-may be-appl.iedfor any,such configuration. 2, In addition-to the generally available features,Origami 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 tray require'-additional fees based onrecord volume,number of additional users accessing:the.new features; or some Other-incremental cost driver. Client may agree to add such an.Extended Functionality License in a separate Statement of Work. 3. A year,as referred to`herein shall refer to the time period:comtr ening onthe Effective Date and ending on:the 365th day(year 1),and thereafter continuing for:successive one-year periods.(years 2 through 5),with each successive year-commencing on the anniversary of the Agreement. HOSTING Ur Banti will provide.data hostingfdr up to.10,000-claims and incidents. In addition,Origami will:provide 50GB of searchable file attachment.hosting.Additional hosting is available at any.tviie''during the term of this SOW as set forth in the Pricing'section below. Origami will host the application and data-in a secure:internet accessible environment. -Origami will backup Client data at periodic intervals each day. Page iii DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK IMPLEMENTATION 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 describedin the-Project Scope above,referred to by Origami us 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,aria continued use of Origarni's.staging environment after Go-Live will incur additional.hosting fees. Origami's-,Staging Client's provision oftimely and accurate specifications,-direction and feedback is essential to the implementation. -Origami provides implementation for a fixed price based on reasonableestimates from Client and Client's continued.and uninterrupted effort toward Go-Live. Both parties understandthat time is of the essence with regard to the implementation and•agree to use•reasonable acid-goodfaith efforts to promptly complete the implementation:. If necessary, Client-will be allowed up to one implementation"pause"not to.exceed 30 days.. Additionally,any meeting That that is rescheduled for a time period that is within ten;(10).days from the originally scheduled date/tune,shall not be considered a pause. Any additional pauses in implementation or failures tomeet the olligationsabove 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 fixedprice. Origami may pause and reallocate its resources as reasonable in the event of significant delays, SysteM Configuration Origami will: - Develop the incident forms for Auto•Liability,General Liability, Employment:Liability,Police Liability and Public Official Liability. - Configuare claim form layouts for Auto`Liability,General Liability,Employment Liability,:Police Liability and Public Official-Liability - Up to 10 hours;of dashboards:configuration using standard Origamidashboard widgets. - Provide Origami's standard reporting and-dashboardcapabilities which includes.report templates and ad-hoc report writer for Client's;usage,'Origami to build up to-15 reports on behalf of Client using.Origami's standard RMIS templates and/or the custom template design tool. - Configure up to 2 report distribution lists. - Configure 1 Location form layout. - Produce up to 5 mail-merge letters or acknowledgement letters Configure up to 4 Contact form layouts. - Configure l Policy form layout - Configure up to 10 data entry events with corresponding system actions Provide up to-4 hours.of configuration:to track values; (Note:Named users of the system elected iii the License section above will be entering/managing those-values) - Configure up to 3 User Security Profiles - Configuration of Active.Directory to support Single Sign-On(SSO) asing'.SAML 2.0 - Configuration of Payment Processing/Workflow to print physical checks to check-stock Within-the Origami System.(Note: There will be one bank account setup`within the Origainisystem and ne interfaces needed to support the payinent•process) - Configure CMS-111 Interface for 2 Responsible Reporting Entities(RRE's) Client,will: - Provide specifications,direction.,and feedbaek,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 iv l DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK Convert'Legacy System-RiskMMtaster and.(1)one-iMicrosaftExcel spreadsheet:containing subrogation claim details Riskll'Iaster: Origami will: - Provide Client with tett fer,data request letter suitable forrequesting-necessary data from Client's legacy provider. Convert'the legacy datafrom RiskMaster and import into the Service. Legacy data will include: .Claims Incidents -Transactions Notes Tasks -Contacts -Values Locations. -File attachments -CMS.- III Medicare Queries and°historical.Reporting -ISO Claim Search/Fraud Indexing Excel.Spreadsheet—:Subrogation Claim details: Origami will: • Convert the legacy stibrogatiori claim details from I excel spreadsheet and import into the Service.Legacy data will -Subrogation:Claims including:date of incident,police case number,unit number,adverse party name,and description. Client will: Arrange'for an extract ofdata from the RiskiMaster system and provision of the I excel spreadsheet. - Provide any'guidance and feedback with:respect to Origami's interpretation.of the data. Leading'Other Supported Risk Data via Data Import Center Origaini.will: - Provide training and support to Client as needed for following import activities. - Provide Client with the Origami standard Policy Import spreadsheet supported by'Origatni's Data Import. functionality: - Provide Client with the Origami standard Asset Import spreadsheet:supported by Origami's Data Import functionality. Client will: - Provide,or arrange to provide,spreadsheet's containing Client's risk data in the formatsupported by the Service's Data Import Center.Currently,Client plans to load assets and current policy details via data import center and dragand drop attachinents to the appropriate system record.(such as a policy document to the policy record) - Utilize the Services=standard"Data Import Center tools to import the above risk data. Loading Carrier I TPA:Claims Data for Data Processing Origami will: - Provide Client with text for data request letters suitable for requesting necessary data from CorVel.Data will consist of clainis and transactions data(no adjuster notes)from CorVel. - Convert and load the initial system data from CorVel. Client will: - Arrange for claims&transactions data(no adjuster notes)to be sent to Origami from CorVel. Page v DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC OFtUGAMI RISK Configuring Automated Interfaces,Imports&Extracts To I From 3rd Party Systems Origami will: - Implement,import routines and:sehedules required to:accommodate imports listed lielo%tr'. o ,Ivtunis—Employee data:name,date of birth,employee ID#;_department,division. o" :Faster Fleet—Vehicle Data;,vehicle information.vehicle.type(year;make,model, color,weight,"special egitipnient,unit#,department,.assigned driver) e. ARC GIS=Property/Asses•Data(description,address,,location,asset"ntimber,unit number) o ISO Claim Search bi-dire'cti'onal feed-(Client will maintain their own"contract with ISO._ and wilipay for ISO transmission fees for.eaclrindex separately) o. "CMS 11 I for 2,RRE • Client.will: - Arrange for data to be delivered in the agreed,upon format,on the'agreed upon schedule from Mums(bi-weekly), Faster Fleet(bi-weekly)and ARC GIS(bi-weekly). Configuration of Incident Intake Process OriQarni Will: - Configure the Enterprise Portal Data,Entry Screens to accurately mirrorClient's existing process(with'below i nprovernents) - Build the workflow in the,Service.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 identity opportunitiesto improve on current intake-fornis.and process.. - Specify the workflows and individuals required for event triggeredernails,tasks and mailmerge Configuration of Allocations Origanu tilt:: • Configure the,list of cost cleriients.(total cost of insurance pretniunas cost of losses,and internal/external risk. control costs)within the;system utilizing standard tools and the informatlen Provided.by Client below. • Build one(I Yallocation.fonuula.within.the standard.Allocation tools utilizing the information provided by Client. below.Currently,Client uses property insurance preniiunis,%"of property values,..workers',compensation ctaints, liability and employment claims as basis to support the allocation calculation. Client will: • .Provide/confirii a list of cost elements to be allocated: • For each.cost elernent above;,provide documented explanation of the formula for allocation Training Ori ami Will: - Provide 24 hours of training to Client in year Il of this.SOW. Additional training can be.added as needed for an • additional cost. 'In the alternative,at Client's-option,available Professional Servicehours'.triay be applied toward additional training hours utilized in a given year. 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 withany on-site training will be pre-approved by Client and billed as incurred. • Page vi 6 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC :ORIGAMI RISK 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 perfonn'the training and also provide for transportation and other expenses for Client enipl:oyees who attend the. training; PROJECT MANAGEMENT OPTION SELECTED: 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 aid faster and more accurate implementations. Origami also maintains a set of best practices,:tools•and experts for our clients who requirea more TRADITIONAL approach to managing their implemeptationproject. Theselection below indicates the project management model includedwithin this SOW: This SOW includes:. Included'Iterative Project Management Not Included Traditional Project Management Iterative Project Management.-Included Origami 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 completcOrigatni's tasks on the project:schedule and assign project 1uanagement,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 c Coordinate all activity within Client's organization to complete Client's tasks on the project schedule, a Coordinate all activity Of Client's 3"d party,providers required'to complete tasks on.theproject schedule Traditional:ProjectManagement—Nett 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 doeumentation including: c Formal project kickoff agenda o .On site agendas. rs Communication plan.. o Change control management o Formal stakeholder analysis o Executive steering committee status call agenda(as o Project-charter needed), c Collaboration website o Origami;governance decision management document • Detailed work breakdown structure o LAT test plan for critical items(dependent on Client t> Weekly project status,calls,agenda.,Meeting notes input and test cases provided) o Detailed issues and risks,log a Executive project dashboard a Action item"s-list o Lessons learned analysis o Detailed project plan Page vii DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK ONGOING SUPPORT After the Implementation is completed or Client is using the Service in production for greater than.30 days, thissection of the SOW describes Origami services throughthe remainder of the term of this SOW. If the.parties agree that certain parts of the Service,will.go Live before others;this section will applytoeach part,uptm going Live. Carrier./TPA Claims Data;Ongoilig.P'rocessiiig Origami:will; Process the claim data updates received from-Client data providers.a.5'follows: - CorVel Claims;Financial Transactions(no adjuster notes):processed Bi-Weekly Client will: - Use tools in the Service to resolve exceptions,ifany,:such as missing locations incomplete code Maps,and other exceptions,which may occur inthe update as a:result of data.errors or missing data from data providers: - Notify CorVel of data exceptions when appropriate to have data corrected at source: Maintenance;of.Automated Interfaces,Imports-45's Extracts To/From Y4 Party Systems Ori ani%:.will • Maintain import routines and schedules required,to'accommodate'imports from third Party systems listed below:. ■ CNIS—11 I through System for 2 RREs • Faster Fleet Schedule Feed—Vehicle data(vehicletype-year,make,model,color,wight,special equipment, unit#,department,.assigned driver)i iipoit-;biweekly • ARC GIS Import biweekly • ISO Claim Search/Fraud Indexing(Client will maintain their own contract with ISO and will pay for ISO transmission fees for each index separetly) • Mullis—HR Employee Data(name,date.ofbirth;employee ID#,department&division);Import-biweekly Client will: • Ensure the ongoing performance of import and'export responsibilities of.each 3rd party system. Professional Services This SOW includes up to 40,hours of Professional.Se"rvices in the first year,up to 64hours"in.the second year,up to 64 hours in the third year,up to 64 hours in the fourth year and up to 64,hours in the fifth year. Professional Services include any work'performed by Origami professionals on behalf of Client. Examples include: • Helpdesk support for users •. Additional riser training • General assistance utilizing the Service • Configuration of features for client's use. • Maintenance of screens and'system.configurations asworkflows evolve • Configuration of customized reports • Maintenance or modification of any import or export scripts • Attendance in meetings • Project management tasks and,administration Professional Services excludes assistance in connection with;the unavailability of the Service,which assistance will he provided to Client at no additional cost. Additional Professional Service hours can be added as needed,based Uponthe rates established in this SOW. In the alternative,at Client's option,available traininghourrs may be applied toward additional Professional.Services hours utilized in a given year. Page viii DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 'ORIGA'N i RISK PRICING AND INVOICE SCHEDULE The price-for the licenses and services listed above in this-SOW'is 5197,810 for the first year,$64,940 for year two, $64,940 foryear.three,$64,940 for year four and$64;940for year five of this SOW. Exhibit B providesa detailed breakdown of the components of the pride. Special Discount The price listed above will have a•special discount of38,300-applied.to Year l and$1,200 applied to Years This,discount:only applies to the Clientdaeto-extenuating circumstances.The special discountbe applied. to the Year 1`fees,resulting in a price of$159;510 for Year 1 and$:63,740 for Years 2-5. Term Origami Rates Special Discount Applied Client's fees Year 1 $197,810 $38,300 SI$9,51.0 Year 2;. $64,.940 $1,200 563,740 Year-3 $6040 $1,200` $63,740 Year 4 564,940 $1;200 $63,740 Year 5 $64,940 $1,200 $63,740 NOTE:The parties agree that any discounts to the.priee for the licenses and set-Vides shall first apply to professional. services.and if any discounts should remain after applying,them against-the professional:serivices.,then they shall be applied'to any remaining licenses-andservices on a proportional basis. Origami Fees for Year I will be deemed fully earned upon the effective date of the,SOW.However,as an accoinrnodation to the client, the payment for Year I wilt be due upon execution Of the SOW and invoiced as follows: 50%of Year 1 fees will be invoiced and due upon commericetnent of this SOW.(100%of Licenses,Data Hosting,Feeds,Interfaces and Imports and 20%of ImplementationCosts) • 50%of Year 1 fees will be invoiced and due upon the earlier to occur of(i)completion of GoLive or(ii) December 1st,2020. Payments for Year 2,3,4,and 5 are due annually upfront on:the anniversary date of this:SOW.Pricing for the licenses and services in any option.years shall;be agreed upon by the parties at the time of the exercise of any such..option(s). .If.Client terminates the Agreement for convenience during the first or.second years.ofthe:term.of this SOW,Client shall pay to Origami,as.a cancellation fee and not as a penalty,an amount equal to(1) 100%of all unpaid fees that have already been invoiced in accordance with this Agreement or which have beep deemed fully earned plus(2)$38;300,the. airtotmt of the_special discount provided to Client. If needed;additional services can be purchased.through an addendum to this SOW. All fees are subject tostatesales tax, where applicable. All travel costs and expenses will be pre-approved by Client in writing.and billed to Client as incurred. ADDITIONAL PRICING:. 1.If Client requires additional hosting during the term of this SOWadditional hosting fees will apply as follows: -Currentannual fee for hosting of Unto 10.000 Claims./Incidents $10,000 -Annual fee for hosting of 10,001 --25,000 Claims/Incidents=$15,000 -Current annual hosting:fee.includes 50GB of;searchable File Attachment hosting -Additional searchable.File-Attachment hosting is$2;500.per 50GB per year 2. Additional Professional Service hours will be invoiced as incurred at Origami's unbundled rate listed within Exhibit B. Bundled hours(minimum of 10)may be added prior to.the,start of each contract year at Origami's bundled rate listed within Exhibit B. Page ix DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK 3„Additional users;additional licenses or additional use beyond that which is listed above in the Licenses section of this SOW shall require additional.fees.Origami shall.invoice Client,and.Client shall pay for any additional licenses,hosting, Service hours or other usagein excess of what is specified in this SOW. I pyt g3g35 ( Qa Page x i DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK STATEMENT OF WORK APPROVAL The undersigned agree to this.Statement of-Work. ORIGAMI RISK LLC CITY OF'MIAMI BEACH,FLORIDA DocuSigned by: (2114''- jivotti Ilteratt-s By: 9407.04qR Name: Earnest Bentley Name: Jimmy Morales (Print Name) (Print Name) Title: President,Risk Solutions Title: Date: August 19,2020 Date: 8/19/2020 I 2:01 EDT ATTEST: By: ity Clerk By: Date: 3 A cii,-607-,D Michael Minea,Corporate Counsel Print Name and Title Date: August 19,2020 1 APPROVLD AS TO FORM 8 LANGJAGE & FOPFXECUTION /9107 1$111 ctill2pLO Date Page xi DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI Risk STATEMENT OF WORK;APPROVAL The undersigned agree to this'Statement of Work.. ORIGAMI RISK LLC CITY OF MIAMI BEACH;FLORIDA <7 ....-:,.. ......._ V:-,,. r--DocuSigned by: i tikbratt,s By:L -, L, --7,,,,, BY: \---.28=249407.04q6 Name: Earnest Bentley Name: Jimmy Morales (Print Name) (Print Name) Title: President,Risk Solutions Title: Date;. August 19,2020 Date: 8/19/2020 1 2:01 EDT ATTEST: By: ...,010..._/ — lerk By: Date: c)8"19...4-4: ,-e-,D Michael Minea,Corporate Counsel Print Name and Title Date: August 19,2020 1 i i i 1 i i I i i APPROVED AS TO , ) FOR!'v1,S, A NO(AGE ” & 140f- '':ECUTIONI - ?Oa 44 . kr-iiy t\tomiey 1, r 00te a ,1 Page xi 11, = 14 /1 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK STATEMENT OF WORK APPROVAL, The undersigned agree to this Statement of Work. ORIGAMI RISK LLC CITY OF MIAMI BEACH,FLORIDA tr°4 DocuSigned by: .(.1„4--- • x to) By: A.044 Ilithratt.S By: 9407.4149B Name: Earnest Bentley Name: Jimmy Morales (Print Name)' (Print Name) Title: President,Risk Solutions Title: Date: August 19,2020 Date: 8/19/2020 I 2:01 EDT ATTEST: By: • Clerk By: Date: (7)3 / Michael Minea,Corporate Counsel Print Name and Title Date: August 19,2020 APPROVE D AS TO FORM AlL \10 tiA(2,`E & For I 2L,L0 , CitrAllorney 1 Date Page xi DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC ORIGAMI Risk EXHIBIT B PRICING,DETAIL Year Year 2 Year 3 1}ear 4 Year.5 .-Comments • Origanti'RIVIIS Annual Software License • 2 Full Users • 2Light Users • 3 Claims Admin users i Licenses& • Enterprise Wide Record Entry—Up to Iigsting $35,000 $35,000 $35,000 $ $35,000 $35,000 1,000 records per year of Anonymous Entry for Incident,and Claims. • Hosting/Data Storage Fees for up to 10.000 Claim,incident"&Policy records, Includes.50GB of file storage • Source Code Escrow. Data j . A claim and transaction import from I {Processing $6,000 $6,0,00 $6,000 $6,000 86.000 CorVel hi-weekly • CMS l 1 I.through Origami Risk for RREs • Faster Fleet Schedule Feed—biweekly import into Origami Interfaces, • Import from ARC GIS:Biweekly Imports& $14,850 ` S10,500 $10,500 S 10,500 $10,500 • ISO Claim Search/Fraud Indexing(Client. Extracts will maintain their own contract with ISO and will pay for ISO transmission fees for each index separately) • Munis—HR Employee Data Import- •• E biweekly Impletr etitationS 128,5 o i • Implementation deliverables as set forth Fee in this SOW ;•' Year l:40 Ongoing Support Hours and Ongoing 513.440 ! $13,440 $13:440 513,440 $13,440 '4 liours•of Training Support • Years 2-5:64 O igoing:Support Hours per Year Discount ($38,300) ($1,200) (51,200) ($1,200) (51.200) • Special Discount to City of { Miami Beach Total USD $159,510 , $63140" $63,740 $63,740; $63,740 NOTE: Additional Professional'S.erviees Rate for the.5=year term of this SCOW; (5260/hour unbundled)or(5210/hour bundled). Minimurn of 1.0 pre-purchased hours required for bundled rate. Pane xii DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIQAMI R[S[ EXHIBIT C SERVICE LEVEL AGREEMENT(SLA) SYSTEM AVAILABILITY Origami Risk will be,available 99;5%of the time,:excluding unavailability as a result of'any Excluded Event(the "Availability Requirement"), This,includes holidays,weekends and non-lbusiness hours, It does not include planned downtime In hernial circumstances,Origami Risk Will:schedule downtime between S:00 PM CT and 7:00 AM CT. Origami.Risk will.post system availability statistics quarterly. "Excluded Event"means(i)scheduler'maintenancewrndows of which Client is notified at least 24 hours in advance and Which occur outside of normal busiriess hours;.(ii)scheduled repairs of not more than two•-hours duration in any one week period of which"Client is notified at least four Hours in advance and which occur outside of"normal business hours; (iii) critical repairs including.security updates Where advance notice cannot be reasonably provided;(iv)interruptions caused by transmission errors,Internet service providers,vandalism,user-error or other factors beyond Origami's or its direct service providers' reasonable control:.er:(v)interruptions caused by any act or omission of Client(including any employee,contractor,agent.customer,investor,consultant or third-party;user of Client orany of Client's affiliates who uses or accesses.the service),including any failure or delay in the performance of its obligations or failure of Client's equipment,ot non-Origami software. The Availability Requirement applies only to-Origami's production environment • and not to Origami's;staging cnvironnte lt. Service Credits: In the event there is a fnaterial failure of Origami's service to meet the AVailabilityRequiret fent(a"Service Level Failure'')in any calendar month,then Client shall have the following sole and exclusive reinedyt Origami will provide Client with a service,credit on the next annual invoice equal to.the pro=rated charges for-o1e(1)full,day of the affected services(i.e., 1/30 of the monthly fee,assuming a thirty(30) day month)for each day during which there was a Service Level Failure:in such calendar month(a“Service Credit"). For clarity, such Service Credit shall not include creditfor hosting fees,data processing fees,professional,servieesfees or any other prepaid bundled fees.other than licensing fees. If Client believes that-it is entitled to receive Service Credits,Client Shall notify Origami in writing within seven- business days after the.applicable calendar month Witha description of the Service Level Failure and the date and time ofisuch Service.Level Failure. if Client does not notify Origami Within such,timefranie,then Client shall be deemed to have waived all claims with respect,to such.Service Level Failure(bur not to any future Service Level Failure). Origami Will' iake;all determinations regarding Service Credits in its:reasotiable discretion; For any given month, Client shall in no event be entitled to receive a Service credit that exceeds 100%of its monthly license fees for'suelt month. Client agrees that Service,Credits are the sole and exclusive remedy for any Service Level Failure, BACKUP AND RECOVERY Origami.currently.•backs„up-transactions every 1$ minutes via incremental backups.A differential database backup is performed-nightly and a full backup is performed weekly,Backups are stored offsite via Amazon S3, which has multiple redundancy and 99.999999999%durability and 99.99%availability di objects over a given year. Periodic database restore tests are performed to validate that backups are valid. Origami retains weekly backups for a minimum of six months, NOTICES Two email subscription options are available to each Origami Risk user. These determine the type Of communication that they Will receive froth.Origami Risk. Page xi ii Fi DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC •ORIG MI RisK • Emergency:Receive emails concerning,outages and'other system problems • Maintenance:Receive'mails concerning scheduled maintetance on the system. `In addition,any Origami Risk.user can visit http://status.origarnirisk coml to view the current system status. SERVIC.L REQUESTS Origami Risk-Will respond to service related incidents or issues"within the following time frames: Ur<tiem Requests An urgent request for service:concents a new developrient that significantly affects'a"major business task with no workaround. Client will.request.urgent support by sending:an email to supportIr oriaalnirisk.corn with the word"Urgent" in the subject line. An urgent request Made between 7:00'AM CT and 8:00 PM CT will typically°be responded.to imvnediately,"and.Client may also call-any member of the Origami Risk support team directly. If Client.does not receive a prompt.response;Client may escalate by contacting any Origami Risk service or support employee or mana€;er via contact information provided te`Client. The target resolution time-for an urgent issue is as soon as possible. Normal.Requests A normal request for service is any servile request that is not urgent. A nail al serif ice request will typically be responded to within business day. Client will request support by sending an email to suppornii2origamirisk.com. Client may also call",or email any member of the Origgamil isk support-team directly. SECURITY ' Any access to Origami Risk requires a unique user id and password. PassWordsmust.:adhere to,standard password security rules including minimum lengthand complexity. Origami Risk uses a role-based security Model. Client is responsible for assigning'and Maintaining location,and coverage security°for Users. client's system administrators .can use the tools in"Origami-Risk to review.and change security rights, edit the"userprofile,and reset the password. User passwords are encrypted in the-Origami database using a SHA-256 hash algorithm-. System locks out user after five login attempts with.an incorrect password, An administrative:user must then reset the .users password and unlock the user account. Origami"Risk uses"TLS v1.2 or higher for all communications overlaps. Origatn.i databases are fully encrypted using 256-bit AES encryption. Claim,Transaction,arid.Notes-data sent to the Origami Risk SFTP site must be encrypted using at least 1.2.8 bits.Origami uses Open•PGP far file encryptionatd can provide an encryption key to be used by the client. "Origami Risk will keep the files.on a secured files system in encrypted format except,during the import process. When the Import process is completed',unencrypted filesare removed from the system. } t ti Page xiv DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK EXHIBIT 0 BENEFICIARY ENROLLMENT FORM Depositor and Iron Mountain Intellectual Property Management,Inc.("Iron Mountain"),hereby acknowledge that Beneficiary Company Name::City.of Miami Beachis the Beneficiary referred to in the Escrow Agreement that supports Deposit Account Number:38829-44484 with,Iron Mountain as the escrow agent. Beneficiary hereby.agrees to be bound by all provisions of such Agreement. The last date•noted on`the signature blocks of this enrollment shall be the Effective Date. Authorized Person(s)Notices Table Please provide the.name(s)and contact information of the Authorized Person(s)under,this Agreement: Please complete all information-asapplicable. Incomplete information may result in a delay of processing. DEPOSITOR•(Required information) BENEFICIARY(Required information) • Print Name Tim Cope: Print Name Title Executive Director, IT Operations Title Email Address tcope@origamirisk.corp Email Address Street Address 222 N. LaSalle St.,Suite 2125 Street Address City Chicago City State/Province Illinois I State/Province Postal/Zip Code 60601 Postal/Zip Code Country United States Country Phone Number 847-786-2063 Phone•Number Fax Number NA N Fax Number Billing Contact Information Table Please provide the name and contact informationof the Billing;Contact under this Agreement. All Invoiceswill be sent to this individual at the address set forth.belo'w: DEPOSITOR BENEFICIARY ❑ Check•if same as Authorized Person ®Check if same-as Authorized Person Company Name Origami Risk,LLC Company Name City of Miami Beach Print Name. Daniel Silverthorn Print,Name Title General Counsel Title Email Address dsilverthorn@origamirisk.corn Email:Address . Street Address 222 N. LaSalleSt.,Suite 2125 Street Address Province/City/State = Chicago,IL Province/City/State �. Postal Zi Code 60601 Postal/Zip-Code • Phone.Number j 312-235-6633 Phone Number Fax Number I.NA Fax Purchase Order# I NA Purchase Order:# BALANCE OF THIS PAGE LEFT INTENTIONALLY BLANK—SERVICE DESCRIPTION PAGE FOLLOWS If Page xv DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC F ORIGAMI.RISK: Beneficiary Enrollment Form Work Request. •Please check boxes to order services and to identify the Paying Party Service 'Service Description ( .One=Time Annual I Paying Party I Fees 'Fees . Add-Additional Iron Mountain will fulfill a Work Request to add a new Beneficiaryto an ` $900 ©. 4 ®Depo"sitor 'Beneficiary 'escrow deposit account in accordance with the Agreement. 0 Beneficiary Q Add`Additional Deposit Iron Mountain Syill set up one additional depositaccount to manage and l $1,200 Q Depositor Account administrate access to,new Deposit Material that Will be securely Stored i 0 Beneficiary in controlled media vaults:in accordance with the Agreement that } governs the Initial Deposit Account. 0 Add File List Test l Iron Mountain-will perform oriel')File List Test,which includes a $3,000 N/A ❑Depositor Deposit Materialmedia readability analysts,a;file-listing,a file 0 Beneficiary classification table,virus scan outputs,and confirmation of the presence or,abs'ence of a completed escrowdeposit-questionnaire.A final report will be sent-tothe requesting Party regarding.the Deposit Material.. _ Deposit must beprovided on CD,DVD-R,or deposited electronically. QAddLevel l-Inventory Iron.Mountain will perforni an Inventory Test on the initial:deposit; $6,000 or N/A ❑Depositor and Analysis Test whiich'includes Analyzing deposit media readability,virus-scanning, f based-on SOW i .Q Beneficiary developing file"Classification tables,identifying the"presence/absence of if custom-work build instructions,and-identifying materials required to recreate the required _ i Depositor's sditwa€e development environment.Output`includes a report which will include build instructions,file classification tables and listings.In addition,the report will list required software development materials,including,without liMitation,required source code languages and compilers,third-party software,libraries,operating systems,and hardware,as well as Iron Mountain'sanalysis of the deposit. _ QAdd'Level 2—Deposit Iron Mountain will fulfill a Work Request telpeiform a Deposit, Compile Based on SOW i N/A_ 0 Depositor ` Compile Test Test,which includes the outputs of theFile Listing'Report and they Level 0 Beneficiary 1"-Inventory Test as described above plus recreating the Depositor's software develobrnent environment,compiling source files and modules,linking-libraries and recreating executable-code,pass/fail determination,creation-of comprehensive build anstructionswith a final report-sent to the.Paying,Party regarding the Deposit.Material, The . Paying Party andiron Mountain-will agree on a eustom:Statement of Work("SOW")prier to-the'start of fulfillment. ( 0Add Level 3-Binary Iron Mountain will fulfill a Work Request to perform ane.Deposit Based on SOW 1 N/A l 0 Depositor Comparison Test Usability Test-Binary Comparison which includes a comparison of the 0 Beneficiary files built from the Deposit Compile Test to the actual licensed technology on'the Beneficiary's site to-ensure-a-full match in file size, j I } with a final report sent to the Requesting Party regarding the-Deposit Material.The Paying Party and Iron Mountain will agree on e custom Statement of Work("SOW")priorte the start of fulfillment. QAdd.Leyel 4-Full Iron Mountain will Fulfilia Work Request to perform one.Deposit Based on SOW N/A 0 Depositor tUsabilityTest UsabilityTest-Full Usability which includes a confirmation:thatthe.buwlt 0 Beneficiary applications work properly when installed,based on pre-determined' , test scripts provided by the Parties:A final report will be'sent to the Paying Party regarding the Deposit Material. The Paying-Party and Iron } -Mountain will-agree on a-custom Statement of-Work("SOW")prior to the start of fulfillment. - Q:Dual=Vaulting I Iron Mountain will fulfill a Work Request to store and manage"a N/A. $750 ❑,Depositor redundant copy of the Deposit Material in one(1)additional location.. 0 Beneficiary 1 I All Deposit Material(original and copy)must be provided by the 1 Depositor. .Q Remote Vaulting Iron Mountain will fulfill a Work Request to store and manage the " N/A $750 Q Depositor Deposit Material in a remote location,designated by the client,outside j 0 Beneficiary } of Iron Mountain's sprimary�sc wvaultinglocation All"Deposit l I l . . Material(original and copybrovided by the Depositor. } ` I i Q Custom Contract Fee Custom contracts are subject to the Custom contract fee,which covers $900 N/A D Depositor 1 1 the reviewand processing of custom or modified Contracts. 0 Beneficiary 1 A I f BALANCE-OF THIS PAGE LEFT INTENTIONALLY BLANK—SIGNATURE PAGE FOLLOWS i$ IN'WITNESS WHEREOF,the Parties have duly executed this Enrollment as of the Effective Date by their authorized representatives: Page xvi „a DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ORIGAMI RISK DEPOSITOR BENEFICIARY Signature Signature Print Name Robert G.Petrie III Print Name Title President and CEO Title Date Date IRON MOUNTAIN INTELLECTUALPROPERTY MANAGEMENT,INC Signature Print Name Title Date All notices to Iron Mountain intellectual property Management,Inc.should be-sent to ipmclientservicestitironmountain.com OR Iron Mountain Intellectual Property ManageMent,Inc,Attn:Client Services,12100 Norcross Parkway,Suite 150,Norcross,Georgia, 30071, USA.Telephone:800-875-5669. Faciimile:770-239-9201 1 • NNN • Page xvii DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC EXHIBIT E RESOLUTION,ADDENDA AND RFP SOLICITATION DocuSign Envelope ID: 12DB5412-0C11-4E48-AC27-2DEA0C2C24FC RESOLUTION NO. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION 'OF THE CITY MANAGER; PURSUANT TO REQUEST FOR PROPOSALS ("RFP") 2020-056-WG, RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM; AUTHORIZING NEGOTIATIONS WITH ORIGAMI RISKLLC, AS THE TOP-RANKED PROPOSER; FURTHER,. IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN' AGREEMENT WITH ORIGAMI RISK LLC, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH VENTIV TECHNOLOGY INC., AS THE SECOND RANKED .PROPOSER; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF .SUCCESSFUL NEGOTIATIONS `BY THE. ADMINISTRATION. WHEREAS, on February. 13, 2020, the Administration issued Request for Proposals' ("RFP";)2020-056-WG for.Risk Management and Claims Software;and WHEREAS, RFP responses were dueand received on April 14,2020; and. WHEREAS; the City received proposals from the following five firms: American Technical Services; Inc., Computer Sciences Corp, DBA DXC Technology ;Co., JDI .Data. Corporation, Origami Risk LLC, and.Ventiv Technology Inc:; and. WHEREAS, all theproposals submitted were found to be responsive to the. requirements:of the"RFP and WHEREAS;.on May 13,.,2020, pursuant to LTC# 155-2020, the City Manager appointed an Evaluation Committee (the "Committee")comprised of Sonia Bridges, Division Director, Risk Management` & Benefits, Ralph Lavaud, Senior" .Systems Analyst, Information Technology Department, Fernando Pestana, Budget Analyst, Budget Department, Ashraf Soh.ab, Chief Information.Security Officer.; Information Technology Department, and Ed Beecher, Human Resources Director of the City of Pompano,;to consider proposals received; and WHEREAS, the Committee was provided an overview of the project, information relative to the'City's Cone of Silence Ordinance, and the Government Sunshine Law; and WHEREAS, the Committee was also provided with general information:on the scope of services, a copy of each proposal; and was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP; and WHEREAS, the evaluation processresulted in the proposers being ranked by the Evaluation Committee in the following: 1st—Origami Risk.LLC 2nd—Ventiv Technology Inc: 3rd_Computer Sciences'Corp., DXC Technology Co., 4th-JDI Data.Corporation 5th —American Technical Services, Inc.; and DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC WHEREAS after reviewing I the results of.the 'Committee's process, arid the proposals received, the City...Manager exercised his clue diligence-and recommended that the Mayor and City Commission to take the following actions: (1) authorize the Administration to enter into negotiations with Origami Risk u_g, as the top-ranked proposer; (2) if the Administration is not successful in negotiating an agreement with Origami Risk LLC, authorize the Administration to enter into negotiations with. Ventiv Technology Inc, the second-ranked .proposer; and (3) authorize. the City Manager and City Clerk to execute an agreement upon conclusion of successful negetiations-in the Administration. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY 'OF MIAMI BEACH, FLORIDA that the' Mayor and City Commission hereby accept the recommendation of the City Manager, pursuant to Request for Proposals ("RFP") 2020-056-WG Risk :Management and Claims Software System; .authorize negotiations with Origami Risk LLC, as the top-ranked proposer further, if the Administration is not successful.in negotiating an agreement with Origami Risk LLC, authorize the Administration to enter into negotiations with Ventiv Technology Inc., as the second-ranked pmpo8er; and further authorize the City-Manager and City Clerk to execute an agreement upon conclusion of successful negotiations by the,Atimini'Stration. PASSED and.ADOPTED this day of , 2020. Dan Gelber, Mayor ATTEST: Rafael-E. Granada, city Clerk APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION ji() ( 6 — City Attorney Date DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC AC( PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO.5 REQUEST FOR PROPOSALS (RFP) No. 2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM April 7, 2020 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers,or other clarifications and revisions issued by the City.The RFP is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. REMINDER: RFP DUE DATE AND TIME. The deadline for the receipt of bids is on Tuesday,April 14,2020,at 3:00 PM. In order to comply with the Center for Disease Control(CDC)requirements, pursuant to COVID 19, all bids submitted for RFP 2020-056-WG shall only be delivered by a courier delivery service(e.g. FedEx,UPS, USPS, etc.)to the address below, effective immediately. Bids will no longer be accepted at the Procurement Department for this RFP. Bid Submittal Location: City of Miami Beach c/o Procurement Department Central Services, 1st Floor 1700 Convention Center Drive Miami Beach, FL 33139 Late bids will not be accepted, bidders are cautioned to plan sufficiently. Bidders are solely responsible for any delays. PUBLIC BID OPENING WILL BE VIA CONFERENCE ONLY Dial-in Instructions: •Dial the Telephone Number: 1-877-873-8018 •Enter the Meeting Number: 6312925 and then press the pound (#) key THE DEADLINE FOR QUESTIONS HAS PASSED AND NO FURTHER QUESTIONS WILL BE CONSIDERED. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below,with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7490 ext.26650 WilliamGarviso@miamibeachfl.gov Bidders are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential bidders that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders" questionnaire with the reason(s)for not submitting a bid. er ly, Alex Denis Procurement Director DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC MIAAA1BE cFi PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO.4 REQUEST FOR PROPOSALS NO. 2020-056-WG RISK MANGEMENT AND CLAIMS SOFTWARE SYSTEM April 1,2020 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. CLARIFICATIONS:The names of the proposing firms will be shared as follows: CONFERENCE CALL FOR BID OPENING: Dial-in Instructions: , •Dial the Telephone Number: 1-877-873-8018 •Enter the Meeting Number:6312925 and then press the pound(#)key Proposal due date, time, and location remains unchanged. Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below,with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7490 ext.26650 WilliamGarviso(a�miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and retum the "Notice to Prospective Bidders" questionnaire with the reason(s)for not submitting a proposal. Sincerely, /.� Alex De= Procur: --nt Director 1 ADDENDUM N0.4 REQUEST FOR PROPOSAL NO.2020-056-WG DocuSign Envelope ID: 12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I AMI ;$ EACH PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 3 REQUEST FOR PROPOSALS NO. 2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE March 24,2020 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers,or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only. I. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on Tuesday, April 14, 2020. City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7000 ext. 7490 WilliamGarvso@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the"Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal. ely, Alex Denis Procurement D ctor 1 ADDENDUM NO.3 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC A AIAtv\ I PROCUREMENT DEPARTMENT Viµ` 1755 Meridian Avenue,Id Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 2 REQUEST FOR PROPOSALS NO. 2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE March 19,2020 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. RESPONSES TO QUESTIONS RECEIVED: Q1: It is the City's plan to convert historical data from RiskMaster. Can the City provide additional information? a. Types of files &attachments? b. Data in RiskMaster that will be converted? (i.e. claims, financials, notes, locations, assets, policies, etc.) Al: Responses to questions above: a. The files that will be migrated are the files in the current RMIS system (Risk Master). These files include documents (PDF, word), images, etc. The Risk Department is not interested in migrated files contained in emails. As a result, it would only be a migration from the current system with the ability to upload new documents and images day forward. b. All data'from current RiskMaster system needs to be converted. The City does not anticipate additional attachments to be converted. Q2: For claims that are self-adjudicated and paid by the City: a.. What is the payment process? b. Will we need to set up a feed with any AP system or otherwise? c. At what frequency will we need to set up that feed with the AP system? d. Is the feed a two-way feed with the AP system? e. Is there an approval process for payments? f. Is there an approval process for reserves? g. Does the City create reserve worksheets? h. Does the City need an interface with CMS-111 reporting? How many Responsible Reporting Entities are there? (RRE) j. Can the city provide any custom form letters they are sending to claimants? k. Is the City looking to print checks out of there chosen system? If the City is printing checks, are they using one bank or multiple? m. Does the City do any direct deposit payments? A2: Responses to the questions above: a, b. Claims are paid through the claim file and not connected with any AP system, except for Positive Pay reporting. REQUEST FOR PROPOSALS NO.2020-056-WO w RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC• - RNReEr d iEa E AC H Floor Miami Beach,Florida 33139 www.miamibeachfl.gov c. We do not use the City's AP system, risk management checks are currently created through our current Risk Management system. d. There is NO two-way feed for the AP system. (Please refer see Q5/Q6 for further elaboration),this is done via bank reconciliation. e. The approval process is manual once checks are printed through the Legal Department and Finance Department. f. The reserves are set by Claims Coordinator and approval is made by Risk Manager. g. No reserve worksheets are currently used. h. The City will consider an interface with CMS-11 reporting. i. There are two RRE's(one of workers'compensation and one for Liability). j. Sample letters were provided as part of Addendum No.1, but the samples were not all inclusive. k. Checks will be printed from RMIS. I. Only one bank is used. m. No direct deposit payments are made on claims. Q3: CMB is looking for Active Directory integration, single sign-on, OAUTH,OpenID Direct, SAML,Azure AD integration, etc. Do you currently have single sign-on, if so, how do you currently? A3: We don't currently have a single sign-on solution with our current Risk Master software. We have Azure AD. If the,application supports Active Directory, OpeniD Connect, SAML,etc. we would leverage this and can support it. Q4: System Functionalities&Requirements Checklist-System Requirements:Ability to give outside adjuster (i.e. third-party Administrator)access to a specific claim only. Are they a concurrent user or does the CMB want to give them a report? A4: No access to the City RMIS system will be provided to outside adjusters. The City may access the outside adjuster's system if necessary. Q5: Can CMB provide information regarding any additional modules or Data Sources that they want to interface with the RMIS Software: a. FHE Accounts Payable Interface b. FHE ACH Module c. FHE Positive Pay Interface d. FHE Payment Combination Module e. FHE Property Inventory Module f. FHE Medical Bill Review Interface—Import/Export g. FHE Pharmacy Bill Review Interface h. FHE Workerscompensation.com Integration FHE ISO ClaimSearch Interface j. FHE OFAC Interface k. FHE Custom Check Stock Module (MICR) FHE Document Imaging m. Third Party Administrator-Corvel and what line(s)of coverage? n. ODG Interface Module -, 2 ADDENDUM N0.2 REQUEST FOR PROPOSALS NO.2020-056-WG g RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M � �� � PROCUREMENT DEPARTMENT ' 1755 Meridian Avenue,3' Floor Miami Beach,Florida 33139 www.miamibeachfl.gov o. other A5: Please refer to Response to Question 6 below. Q6: Can CMB confirm the following 1-way interfaces: Third party administration interface with Corvel, FASTER Fleet, Munis, ISO ClaimSearch, ARC GIS data? A6: The City confirms one-way interface with Corvel, Faster Fleet, ARC GIS and ISO Claim. A one-way feed is needed from Munis to the new risk system. Q7:Does CMB require"wee'signatures on the original documents? A7: Not all documents will require "wet" signatures (with the assumption that"wet" indicates a physical ink signature). Digital signatures are acceptable,except for releases,those require a physical ink signature. Q8: Can you please provide the size of the RiskMaster database, including attachments? Gigabytes A8: The size of the RiskMaster database, including attachments totals 1.5 Gigabytes. Q9: Can you please clarify they type of data and frequency for the Munis (11.e—page 34)We noted that an • interface to an accounting system is not in scope(C1 9—page23). Can you please clarify? A9: A one-way feed is needed from Munis to the new risk system. The type of data needed from Munis is employee's information such as Employee's name, ID number, address, driver's license number,department they work in,etc. and the feed frequency is Bi-weekly. Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7000 ext.7490 WilliamGarvso©miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the "Notice to Prospective Bidders"questionnaire with the reason(s) for not submitting a proposal. Ale`.0- is o urement Director �, . 3 ADDENDUhRN0.2„�..,. s, REQUEST FOR PROPOSALS NO.2020-056-WG I RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M 1 A J l/� ' I BE AC H PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov ADDENDUM NO. 1 REQUEST FOR PROPOSALS NO. 2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE March 17, 2020 This Addendum to the above-referenced RFP is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The RFP is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. RFP DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on Tuesday, March 31, 2020. City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. II. ATTACHMENTS: Please see Exhibit"A", Sample Claimant Letters (attached). Please See Exhibit"B" Properties Managed by RM(attached Excel spreadsheet) III. RESPONSES TO QUESTIONS RECEIVED: Q1: Who is your TPA? Al: The City's present third-party administrator (TPA) is CorVel Corporation (Workers' Compensation). Q2: What version of RiskMaster is the City on currently? A2:The City is presently on the "rmA"—"14.1 CHP6" Build322 version. Q3: Does the City host the RiskMaster system or does the vendor? A3:The City hosts the RiskMaster system. Q4: Section 6 - Financial Capacity states within 3 days of request a D&B SQR report should be provided. Can you please clarify our understanding that each vendor need not provide with the proposal response an SQR report and rather will receive a request later for provision of such? A4: Dunn and Bradstreet, Supplier Qualification Reports should only be submitted upon request by the City. 1 ADDENDUM NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC dA A IA 1 A A I BE Ask C PROCUREMENT DEPARTMENT \Y/l 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov Q5: On page 23 under #3 you mention insurance certificates but don't mention anything further with requirements. • Do you plan on using the system for insurance certificate management today? • If yes, how many vendors do you work with? • If yes, how many different types of vendors? • If yes, do the vendors need access to the system? • If yes,where or in what system are these certificates today? • If yes, do the certificates need to be converted into the chosen system? A5: No. The City has a vendor that provides certificate of insurance tracking. There are 3 years left on the contract. Q6: Can you list all lines of business you plan to manage in the system? (i.e. You had mentioned 20 lines of property and casualty insurance, please specify.) A6: The following lines of business are anticipated to be managed by the system; Automobile Liability, 3rd Party Liability (bodily injury and property damage), Employment Liability, Police Liability, Public (D&O)Officials Liability,Subrogation Q7: Policy management— • Are you planning on loading historical policies into the chosen system? • Where do these policies reside today? RiskMaster? A7: No, only current policies will be loaded into the selected system. The City has electronic and hard copies of the policies that are not stored in RiskMaster. Q8: Asset Tracking— • Where do these assets reside today? • What assets are you tracking? A8: Asset tracking presently reside in MS Excel Spreadsheet. The City is presently tracking buildings and contents. Q9: On page 23 under#3 you mentioned cost of risk exposure analysis: a. What cost factors go into the TCOR analysis?(by headcount, payroll, revenue, etc.) b. Is it the City's plan to allocate insurance costs based on certain exposures? C. Can you please provide high level overview how the City calculates this? d. Does the City allocate costs out to the divisions or otherwise? A9: Responses to the questions above: a. The City identifies the TCoR by looking at the total cost of insurance premiums, cost of losses,and internal/external risk control costs. b. We allocate cost to departments annually based on property insurance premiums, % of property values,workers' compensation claims, liability and employment claims. c. The City has a vendor that assists with the cost allocation calculations each year. d. No, only to departments. 2 ' ADDENDUM NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I A M Ct PROCUREMENT DEPARTMENT • 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov Q10: In the RFP the city identified that claims data resides in spreadsheets. a. How many spreadsheets? b. What data are in these spreadsheets? c. Do the spreadsheets have a consistent format over the years? A10: Responses to the questions above: a. All claims data is contained in the RiskMaster system. The City has paper files and wants to move to digital recordkeeping moving forward, however the City does have a few subrogation claims stored in 1 spreadsheet they want to move over to the RM System. b. The data contained on the spreadsheets include: Date of incident, police case number, unit number, adverse party name,description. c. The spreadsheets have had a consistent format. Q11: The City mentioned 3 users need full access to the system, of these users are any of them also adjudicating claims? ® If useful, please list all users and their desired functionality or what they need to do in the chosen system. All: Two of the three users will adjudicate claims. One of three users will generate reports, queries and check writing. Q12: For the two users needing access to the system; are they making edits to data or simply view only? Al2: One user will be creating new claims in the system. One user is from IT Department and will need full administrative functionality. Q13: How many users in the City Attorney's office will need to view claims? A13: Two City Attorney's Office users will need to view claims. Q14: For the claim data being migrated into the chosen system from the City's TPA is the City planning on wanting claim &transaction data or claim, transaction, and notes? A14: The City requires aggregate claim data for reporting purposes only. Transaction data would include claim type, body part, injury, etc. Q15: We see the bi-weekly feed from the TPA, as well as Munis, and the Faster Fleet software integration. Are there any other data sources to be contemplated in this project? A15: No other software is anticipated for this project. Q16: How frequently does the City need Faster fleet data pulled in (weekly)? A16: Faster Fleet data pull frequency is every other week(Biweekly). 3 ADDENDUM NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I Atv'\ PROCUREMENT DEPARTMENT I 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov Q17: What data will the City need to pull into the system from Faster Fleet? Be as specific as possible, please. A17: Faster Fleet pull information shall include vehicle information: vehicle type (year, make, model, color,weight, special equipment, unit#, department, assigned driver) Q18: How frequently does the City need Munis data pulled into the system? A18: Munis data pull frequency is every other week(Biweekly). Q19: What ata will the City need to pull into the system from Munis? Be as specific as possible, please. A19: Munis pull information shall include employee data: name, date of birth, employee ID#, department, division. Q20: Project Plan - Is an agile project management approach acceptable? A20: Yes,an agile method is acceptable. Q21: 120 hours of in-person training: Can the City provide some reasoning behind the large number of in- person training hours?This isn't typical and we want to understand further this requirement. A21: At a minimum the City requires 120 hours of training hours. Q22: For the import with ARC GIS for asset management: a. Will this be an ongoing feed? b. Will it be a data upload through excel or CSV? c. How often does the system need to pull this data? d. Outside of bringing over the listed data elements in the RFP, does the City need access to GIS mapping functionality? e. If so, can the City please provide examples of the GIS maps you would like to create? f. Is the City looking to replace ARC? A22: Responses to above questions: a. Yes,this will be an ongoing feed, as needed. b. To import into the solution, the City will have an initial dataset of properties/assets in an Excel spreadsheet. c. On an ongoing basis,as needed. d. If the functionality exists then yes, the City will need to access the GIS mapping functionality. e. An example of a map would be Incident Types within geographical areas (cross streets). f. No,the City is not looking to replace ARC. ADDENDUM NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Alf\ I A f tEAC PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov Q23: Is the City planning on sending an incident batch from the system to your TPA for WC? Or will this be a one-way feed? A23: The City anticipates a one-way feed. Q24: Storage:what is the total volume of data to be hosted in the chosen system? A24: The total volume of data is not presently available however all claims data, past and present,are expected to be hosted by the selected system. Q25: Is the City looking for an anonymous portal to capture incident information? If not, how does the City plan on having new incidents reported? A25: Yes. Portal is needed for reporting of new claims by employees, first parties and third parties. Q26:What volume of new incidents are there? A26: In 2019 the volume of incidents were as follows: Employment 8, Police Liability 10, General Liability 82,Automobile Liability 74. Q27: Does the City have a contract with ISO today? A27: Yes. Q28: In the past how many claims has the City reported through ISO? A28:30 claims have been reported by the City through ISO. Q29: Term of contract: Is the City requesting 5 years of pricing? A29: Please refer to Appendix D, Special Conditions and Appendix C, Specifications, Paragraph 7,entitled Pricing Information. Q30: Does the City need any Mail Merge form letters/documents? A30: Yes. Q31: Does the City have key reports they need replicated? If so, can the City elaborate on those reports or how many? A31: Yes. At a minimum, the City anticipates standard claims reporting that is needed for actuarial work and risk analysis. Q32: The RFP references "(years 2-5, post-warranty)." Does this "post-warranty" period apply to SaaS solutions,where the warranty will run for the term of the contract? ADDENDUNO,� 1,�..,„.. M REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I AAv 1 J{l 1 ;# E 4- C H PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov A32: In the SaaS environment the vendor will provide the warranty for as long as the City is using their system. Q33: On the pre-call, it was mentioned that the City had a desire to see tiered pricing if users increase; can the City provide insight into how many users they plan to add? A33: The City anticipates 3 users be added. Q34: For communicating on GL claims would the City need to send encrypted emails? A34:Yes,the City will need to send encrypted emails. Q35: Does the City consider local preference in evaluations? A35:There are no local preferences as part of this project. Q36: An example Property Damage claim form was provided and we understand the City would like to have this as a fillable form and accessible online for 1st and 3rd party claims. How many other forms does RM want to have available online? Could we see examples of other forms? A36:The City is presently drafting 6 fillable forms, however they are not ready to be shared. Q37: Under Scope of Work(C1),#5: what systems are in place today at CMB that automate a part of the RM process that will be replaced with the new system? A37:There are presently no systems in place today that automate the RM process. Q38: Appendix E, #10: Ability to interface and import CMB ARC GIS data. Please elaborate on whether this is a one-way or bi-directional interface with an existing 3rd party system that tracks'and manages properties and assets? a. Please provide the type and number of properties RM manages and tracks? i. BuildingslStructures ii. Property in the Open iii. Licensed Vehicles iv. Movable Equipment b. Could CMB provide sample or listing of fields that is required to share with the new system? c. Is this system being used for insurance, accounting, or both? A38: Responses to above questions: a, b) Response to A and B. Buildings (See Exhibit "B" Properties Managed by RM (attached Excel spreadsheet) c)Response to C,this system is being used for Insurance. ciADDENDUM NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC /p � I /\tv\ PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachf.gov Q39: Which tab(s)do Appendix D Special Conditions &Appendix F Insurance Requirements go under? A39: Proof of insurability is required but not does not have to be included under any tab listed in Section 0300, Proposal Submittal Instructions and Format. Q40: Given coronavirus landscape, office closures and work from home rules in place with many organizations, has CMB reconsidered electronic delivery of the RFP documents? A40: No. Please refer to Section 0300,Submittal Instructions and Format Any questions regarding this Addendum should be submitted in writing to the Procurement Management Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranado@miamibeachfl.gov Contact: Telephone: Email: William Garviso, CPPB 305-673-7000 ext.7490 WilliamGarvso@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your RFP submission. Potential proposers that have elected not to submit a response to the RFP are requested to complete and return the"Notice to Prospective Bidders"questionnaire with the reason(s)for not submitting a proposal. Sin .• Ale Denis Pro ent Director - �....._n., 7 � ADDENDUM NO NO.1 REQUEST FOR PROPOSALS NO.2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I isAc H PROCUREMENT DEPARTMENT 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov EXHIBIT"A" SAMPLE CLAIMANT LETTERS • 8 ; ADDENDUM NO 1 -- ..__ . ..,._... REQUEST FOR PROPOSALS NO.2020-056-WG I RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC City of Miami Reach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miarnibeochll.g`ov RISK MANAGEMENT DIVlSION'Tel:(305)_673-7524,Fax:(305)673-7023 March 12, 2020 Attn: John Doe 2XX East Broward Boulevard Fort Lauderdale, FL 333XX RE: Claimant: Example Date of Accident: 10/07/20XX Location: 100 NW 100th Ave Claim Number: VA-BI20190091XX To whom it may concern: This letter will acknowledge receipt of your notice letter dated of January 01, 20XX, regarding your client. The City of Miami Beach is self-insured and does not purchase excess or umbrella coverage. However, in compliance with and subject to limitations of Florida Statutes, §768.28, provisions have been made in the City to process claims that may arise. We request that you forward the following information when available so that we may investigate this matter: 1. Exact location of alleged incident 2. Witness statements (if applicable) 3. Copy of Fire Rescue Report/Police Report (if applicable) 4. All medical reports, records, and billings regarding your client's injuries 5. Photographs of the alleged hazard and damages (if applicable) 6. Any other information/evidence that you have which supports your client's claim Thank you for your attention to this matter. You may contact me at (305) 673-7000 extension 26552, with any questions. Sincerely, Robert Aragon, Claims Coordinator Risk Management Tel (305) 673-7000 ext. 26552 robertaragon{c�miamibeachfl.gov DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC IV\ 1 V AJV\i `� City of Miami Beach,1700 Convention Center Olive,Miami Beach,Florida 33.134,www.rniomibeachfLgov RISK MANAGEMENT DIVISION Tel:(305)673-7524,Fox:,(305)673-7529 March 12, 2020 Construction Company XX Stainless Plaza XXX S.E. 5th Court Miami, FL 331XX Re: Claimant: John Doe D/A: 10/26/20XX Location: XXX Palm Ave To whom it may concern: After investigating the circumstances of the above referenced claim, it has been determined that you were contracted with the City of Miami Beach for the Neighborhood No.13XX: XXX & Hibiscus Islands Right-of-Way Infrastructure Improvement Project. Under the contract terms, you were required to indemnify and hold the City harmless from liability claims. Additionally, you were required to provide General Liability insurance limits of$1,000,000 for bodily injury and property damage. The City has denied the claim and referred the claimant to you directly. I am providing you with the claim package that was presented to the City. Please accept this letter as formal demand that the appropriate insurance assume the handling of the above captioned claim on behalf of the City of Miami Beach. Please provide us with written acknowledgement and acceptance of this claim. You may contact me at(305) 673-7000, extension 26552 with any questions. Sincerely, Robert Aragon Human Resources Department Enc. Claim Package DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC i\VA 1 A TV\ City of Miami Beach,1700 Convention Center Drive,=Miami Beoch,Florida 33139,www.iniam beachfi.gav RISK MANAGEMENT DIVISION Tel:(305)-573-752d,Fax;(305)673-7529 March 12, 2020 Jane Doe XXX Pennsylvania Ave Miami Beach, FL 331XX Re: Your Claim: GL-PD20180088XX D/A: 03/23/20XX Location: -XXX Pennsylvania Ave Dear Mrs. Doe, This letter will acknowledge receipt of your claim letter dated 04/27/20XX. We have reviewed the information provided by you in your claim letter regarding your 20XX Ford. Please be advised that Florida law requires that the claimant provide evidence of negligence and damages (the City must have acted negligently and the damages claimed must result from the negligence) in order for legal liability to exist. Our investigation reveals that you were involved in a single vehicle crash where you hit a stationary object (a tree stump). The tree stump you crashed against was located on the swale area, the area between the property line and the back of the street curb or the edge of the paved road. Please note, according to the City of Miami Beach's Code of Ordinances, Sec. 126.-16 "All street trees as well as any other landscape material in the right-of-way are the responsibility of the adjacent property owner to maintain up to the edge of the pavement for the travel lanes or the centerline of the right-of-way'. It is our position that the City of Miami Beach is not legally liable for the damages that occurred to your vehicle. While we sincerely regret that you have sustained damages to your vehicle, we must respectfully deny your claim. Respectfully, Robert Aragon—Claims Coordinator Human Resources Department DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M I A q t I Eik\ PROCUREMENT DEPARTMENT '. . 1755 Meridian Avenue,3rd Floor Miami Beach,Florida 33139 www.miamibeachfl.gov EXHIBIT"B" PROPERTIES MANAGED BY RM • .+01.0t,9 AENDUMN0.1 DD REQUEST FOR PROPOSALS NO 2020-056-WG RISK MANAGEMENT AND CLAIMS SOFTWARE SYSTEM CITY OF MIAMI BEACH • 0 SCHEDULE OF LOCATIONSNALUES CO JUNE 01,2017-JUNE 01,2018 (n = 7 m Year Roof Tito/Loc Bldg# Building Location Building Value Contents Value BI/Rents Total Values Latitude Longitude Sq Ft #Buildings #Floors Construction Updated O Administrative 100 -p (o 101 City Hall 1700 Convention Center Dr $ 25,039,000.00 $ 2,946,000.00 $ 27,985,000.00 N 25-07-35.1 W 080-08-O6.6 91,509 1 4 1975 2005 102 1 Old City Hall 1130 Washington Av $ 6,332,000.00 $ 800,000.00 $ 162,301.00 $ 9,294,301.00 N 25-46-56.6 W 080-07-57.6 31,965 1 8 1927 2008 09 104 VCA Building 505-555 17th Sl $ 2,749,000.00 $ 220,000.00 $ 2,377,000.00 N 25-47-33.8 W 080-08-01.5 10,994 1 1 1955 _ 2004 W 105 Office Building 1701 Meridian Av $ 8,947,000.00 $ 951,000.00 $ 54,121.00 $ 9,952,721.00 N 25-47-37.9 W 080-00-11.9 36,762 1 5 1959 2005 x'106'-° �:;'i•"v;P,roperty,Menagemept Facildy,�L.,+r,^+=x,�� ;, <„1833Bay Road.�?;r 'a`:.�r$m`SOOX,tl00.D0, S�C�`d84,000.00 -r,� n++, _�`, $,,�, $;091,000.00;-:.N 25.47-392",tW,080.06.38.7„x+„ .23;383 ".`,1„y. � 2 „�„�ja�,,2015,5.x, ,.. p 107 Storage Building 30011 NW 125th Street $ 500,000.00 $ 500,000.00 1 2 1990 0 Arts 200 201 Byron Caryle Theater 500 71 st Street $ 5,217,000.00 $ 206,000.00 $ 5.423,000.00 N 25-51-21.3 W 080-07-24.5 27,700 1 7 1968 2004 4 m 202 1 Jackie Gleason Theater 1700 Washington Av $71,566,000.00 $ 4,894,000.00 $ 76,460,000.00 N 25-47-32.5 W 080-07-58.1 163,149 1 3 1988 2002 CO 203 Colony Theater 1040-1050 Lincoln Road $ 4,863,000.00 $ 368,000.00 $ 216,340.00 $ 5.449,340.00 N 25-47-24.9 W 080-08-24.0 74.216 1 4 1934 2006 204 1 Bass Museum 2101 Park Av $14,630,000.00 $ 428,000.00 $ 15,058,000.00 N 25-47-50.4 W 080-07-08.3 34,681 1 2 1964 2500 2 N V 205 1 Miami City Ballet 2200 Liberty Ave $15,152,000.00 $ 964,000.00 $ 16,136,000.00 N 25-47-53.1 W 080-07-47.5 65,583 1 3 1996 2000 N Police 300 - o 301 Sailport/Police S.Station 6860Indian Creek Dr $ 434,000.00 $ 102,000.00 $ 536,000.00 N 25-51-12.9 _W 080-07-25.2 2,503 i i 1985 Ill 302A Police Office Station 1700 Washington Av $ 27,441,000.00 $ 13,692,000.00 $ 41,133,000.00 N 25-46-56.1 W 080-06-00.6 76,420 7 5 7967 2005 302B Police Station Garage 1100 Washington Ave $ 20,761,000.00 $ 6,216,000.00 $ 594,000.00 $ 27,571,000.00 248,632 5 1994 (') N 303 ECOM(leased to ECOM) 210 2 Street $ 169,000.00 $ - $ 769,000.00 N 25-46-16.0 W 080-08-04.1 1,382 1 1 7994 2010 N 304 Beach Patrol Building 1001 Ocean Dr $ 832,000.00 $ 105,000.00 $ 937,000.00 N 25-46-46.4 W 060-07-48.8 2,200 1 2 1995 2010 305 Police Station 225 Washington Av $ 424,000.00 $ 91,000.00 $ 515,000.00 N 25-0fi-16.3 W O80-08-04.4 2,218 1 1 1987 • Fire 400 401 Fire Station#1 1051 Jefferson Av $ 2,746,000.00 $ 357,000.00 $ 3,105,000.00 N 25-46-53.6 W 060-08-14.0 11,821 1 2 1968 2003 402 Fire Station#2 2300 Pinetree Dr $ 5,624,000.00 $ 785,000.00 $ 6,409,000.00 N 25-47-59.8 W 080-07-50.5 20,800 1 3 2008 2010 403 Fire Station#2(Admin building) 2300 Pinetree Dr $ 3,432,000.00 $ 266,000.00 $ 3,698,000.00 N 25-47-58.5 W 080-07-49.4 12,863 1 2 1936 2011 404 Fire Station Maintenance Fac, 2300 Pinetree Dr $ 1,515,000.00 $ 209,000.00 $ 1,724,000.00 N 25-07-59.0 W 080-07-51.0 8,811 1 2 1965 2002 405 Fire Station#3 5305 Collins Av $ 2,474,000.00 $ 290,000.00 $ 2,764,000.00 N 25-49-51.6 W 080-07-19.1 9,601 1 2 1977 408 Fire Station#4 0860Indian Creek Dr $ 2,213,000.00 $ 273,000.00 $ 2,486.000.00 N 25-51.15.2 W 080-07-26.6 9,037 1 1 2007 2007 Public Works 600 501 Service Office Building 140 MacArthur Causeway $ 4,278,000.00 $ 357,000.00 $ 4,635,000.00 20,000 1 2 1982 2012 502 Car Service/Office/Warehouse 140 MacArthur Causeway $ 2,011,000.00 $ 220,000.00 $ 2,231,000.00 N 25-46-14.4 W 080-08-53.6 13,840 1 1 1924 2012 503 Electric Wave Garage 140 MacArthur Causeway $ 294,000.00 $ 79,000.00 $ 373,000.00 N 25-46.16.6 W 080-08-53.3 3,315 7 1 7998 2012 504 Public Works Facility 457 Dade Boulevard $ 2,949,000.00 $ 606,000.00 $ 3,555,000.00 N 25-4(1-04.0 W 080-07-54.0 20,327 1 2 1980 1995 506 Bayshore Maintenance Bldg. 2800 Meridian Way $ 984,000.00 $ 79,000.00 $ 1,063,000.00 N 25-46.17.0 W 080-08-05.5 6,533 1 1 1956 507 Pump Stations-Var Loos Various Locations $ 75,000,000.00 $ 15,000,000.00 $ 30,000,000.00 N/A NIA N/A N/A 508 Parks Division,Nursery 2100 Meridian Av $ 906,000.00 $ 147,000.00 $ 1,053,000.00 N 25A7-53.5 W 080-08.12.2 12080 1 1 1963 Public Restrooms 600 601 Public Restrooms 4621 Collins Av $ 116,000.00 $ 1,000.00 $ 117,000.00 N 25-49-14.1 W 060-07-17.2 450 1 1 1963 602 Public Restrooms 6475 Collins Ave $ 67,000.00 $ 1,000.00 $ 88,000.00 N 25-50-57.7 W 080-07-12.1 269 1 1 2007 603 Public Restrooms 2777 Miami Beach Dr. $ 221,000.00 $ 2,000.00 $ 223,000.00 N 25-47-46.6 W 080-07-38.6 950 1 1 2007 604 Public Restrooms 599 Ocean Dr $ 642,940.00 $ 642,940.00 1,730 1 1 2013 605 Public Restrooms 5301 Collins Ave $ 643,516.00 $ 643,576.00 684 1 1 2013 606 Public Restrooms 1200 Meridian Ave $ 739,361.00 $ 54,639.00 $ 794,000.00 City of Miami Beach 2019 SOV Finales of 7.23.2019 Page 1 CITY OF MIAMI BEACH C3 SCHEDULE OF LOCATIONSNALUES CO JUNE 01,2017-JUNE 01,2018 c (O 7 m 7 Year Roof N iite/Loc Bldg B Building Location Building Value Contents Value BI/Rents Total Values Latitude Longitude Sq Ft B Buildings it Floors Construction Updated 0 Parks&Recreation 700 CD 701 Beach View Park Public Restrooms 5301 Collins Ay $ 221,000.00 $ 1,000.00 $ 222,000.00 N 25-49-52.4 W 080-07-13.8 851 1 1 1967 p N 702 Crespi Recreation Center 7800 Crespi Rd • $ 131,000.00 $ 2,000.00 $ 133,000.0D N 25-51-49.4 W 080-07-01.9 1,406 1 1 1954 CO 703 Fairway Park-Pavillion 200 Fairway Drive $• 32,000.00 $ 18,000.00 $ 50,000.00 N 25-51-21.3 W 080-08-43.8 1,600 1 1 2007 A Flamingo Park $ - N 704 Police Athletic League Building-PAID -Recreation Center 999 11th St $ 2,108,000.00 $ - $ 2,108,000.00 N 25-46-54.8 W 080-08-17.7 12,140 1 2 2014 2006 n 705 Baseball Stadium-Michigan Ay 999 11th SI $ 739,000.00 $ , 18,000.00 $ 757,000.00 N 25-47-10.2 W 080-08-16.4 9,330 1 2 1956 M 706 Memorial Football Stadium 999 11th St $ 434,000.00 $ 14,000.00 $ 448,000.00 N 25-46-55.3 W 080-08-21.9 3,403 1 2 1956 W 707 Aquatic Center/Bathhouse/Indoor Pool 999 11th St $ 340,000.00 $ 3,000.00 $ 343,000.00 N 25-46-57.6 W 080-08-15.7 1,380 1 1 2002 n 708 Michnoff Fieldhouse 999 11th St $ 299,000.00 $ 5,000.00 $ 304,000.00 N 25-46-56.8 W 080-08-26.0 1,408 1 1 1981 v N 710 1 Tennis Center-Office Building - 1200 Meridian Ave $ 889,000.00 $ 118,000.00 $ 1,007,000.00 N 25-46-57.5 W 080-08-15.2 4,726 1 1 2013 0 m 712 . Neham Memorial Field House 999 11th St $ 93,000.00 $ 6,000.00 $ 99,000.00 N 25-46-55.8 W 080-08-19.0 682 1 1 1950 OD 713 Lummus Park-Stage 9th Street&Ocean Drive $ 53,000.00 $ - $ 412,500.00 $ 465,500.00 N 25-46-44.9 W 080-07-50.1 1,500 1 1 1992 C) N n 714 Maurice Gibb Park-Marine Patrol Building 18th Street and Purdy Av $ 457,000.00 $ 51,000.00 $ 508,000.00 N 25-47-39.7 W 080-08-40.2 2,473 1 2 1992 A 715 Muss Park Recreation Cb 4400 Chase Ay $ 2,482,863.00 $ 25,500.00 $ 2,508,363.00 3,400 1 1 1975 n 716 Normandy Isle Park Activity Center/Pool(Clubhouse) 7030 Trouville Esplanade $ 325,000.00 $ 22,000.00 $. 347,000.00 N 25-51-06.9 W 080-08-16.1 1,445 1 1 2007 2007 717 Normandy Shores Park-Cart Barn 2401 Biarritz Drive $ '616,000.00 $ - $ 616,000.00 N 25-51-16.5 W 080-08-41.6 6,048 1 1 2008 2008 718 Normandy Shores Park-Maintance Building 2401 Biarritz Drive $ 397,000.00 5 - $ 397,000.00 N 25-51-25.3 W 080-08-13.6 3,941 1 1 2008 2008 719 Normandy Shores Club House 2401 Biarritz Drive $ 1,502,000.00 $ - $ 1,502,000.00 N 25-51-23.8 W 080-08-41.3 8,000 1 1 2010 2010 720 Normandy Shores Park-Restroom 2401 Biarritz Drive $ 53,000.00 $ - $ 53,000.00 N 25-51-32.6 W 080-08-00.8 190 1 1 2008 2008 725 North Shore Park Headquarters 501 72nd Street $ 6,088,000.05 $ 286.000.00 $ 6,374,000.00 N 25-51-18.2 W 080-07-06.7 289611 2 1973 728 1 North Shore Community Ctr(Unidad Senior Ctr) 7251 Collins Ave $ 1,890,000.00 $ 137,000.00 $ 2.027,000.00 N 33-23-17.3 W 079-16-55.0 8,035 1 2 2013 729 1 North Shore Community Ctr(Stage Building) 7275 Collins An $ 468,000.00 $ 17,000.00 $ 485,000.00 N 25-51-29.3 W 080-07-13.0 2,349 1 1 1961 730 North Shore Youth Center 501 72nd Street $ 3,463,353.00 $ 692,670.60 $ 4.156,023.60 18,975 1 2 2003 2003 731 1 North Shore Youth Center(Tennis Center) 501 72nd Street $ 313,000.00 $ 12,000.00 $ 325,000.00 N 25-51-27.7 W 080-07-25.D 1,218 1 1 2005 2003 732 1 North Shore Youth Center(Maintenance Building) 501 72nd Street $ 82,000.00 $ 14,000.00 $ 96,000.00 N 25-51-25.8 W 080-07-27.0 760 1 1 2005 2003 733 Polo Park-Nautilus Rec.Ctr 805 42nd St $ 155,000.00 $ - $ 155,000.00 N 25-48-56.4 W 080-08-05.5 3,360 1 1 1949 734 South Pointe Park Pavillion 1 S.Washington Ay $ 1,105,000.00 $ 40,000.00 $ 269,600.00 $ 1,414,600.00 N 25-45-56.6 W 080-07-57.5 4,454 1 1 2008 2008 735 South Pointe Park Maintenance Building 1 S.Washington An $ 485,000.00 $ 30,000.00 $ 515,000.00 N 25-45-56.8 W 080-07-55.2 3,135 1 1 2008 2008 South Pointe Park Water Feature 1 S.Washington Ay $ 2,137,750.00 $ 2,137.750.00 736 Stillwater Park Recreation Ctr 8440 Hawthorne Ay $ 204,000.00 $ 18,000.00 $ 222,000.00 N 25-52-08.9 W 080-07-43.2 2,925 • 1 1 1951 737 Tatum Park Recreation Ctr 8050 Byron Ay $ 301,000.00 $ 20,000.00 $ 321,000.00 N 25-51-56.4 W 080-07-27.0 3.015 1 1 1954 738 1 South Shore Community Ctr 833 6th St $ 3,542,000.00 $ 249,000.00 $ 3,791,000.00 N 25-46-34.6 W 080-08-12.8 15,533 1 2 1972 2006 739 Garden Center,P8-62 2000 Convention Center Dr. $ 501,000.00 $ 34,000.00 $ 140,000.00 $ 675,000.00 N 25-47-44.7 W 080-08-08.1 2,746• 1 1 1961 2011 744 Bayshore Club House 2301 Alton Road $ 2,959,000.00 $ 123,000.00 $ 3,082.000.00 N 25-48-05.7 W 080-08-16.1 9,971 1 1 2005 745 Bayshore Club House Cart Barn 2301 Alton Road $ 964,000.00 $ 750,000.00 $ 1,714,000.00 N 25-48-07.0 W 080-08-15.3 8,834 1 1 2010 City of Miami Beach 2019 SOV Final as of 7.23.2019 Page 2 CITY OF MIAMI BEACH 0 SCHEDULE OF LOCATIONSNALUES n JUNE 01,2017-JUNE 01,2018 c fn (CI m Year Roof N iite/Loc Bldg 9 Building Location Building Value Contents Value BI/Rents Total Values Latitude Longitude Sq Ft it Buildings #Floors Construction Updated 747 Carl Fisher Clubhouse-Building B 2100 Washington An $ 669,000.00 $ - $ 669,000.00 N 25-47-50.6 W 080-07-58.2 3,745 1 1 1985 -p 748 Acorn Theatre-Building A 2100 Washington Ay $ 260,000.00 $ - $ 260,000.00 N 25-47-51.1 W 080-07-58.0 2,295 1 1 1985 (D 749 Scott Rakow Youth Center 2700 Sheridan Dr $ 13,527,000.00 $ 585,000.00 '$ 14,112.000.00 • O 751 Employee Lounge 8125 Collins Av $ 65,000.00 $ 14,000.00 $ 7,200.00 $ 86,200.00 N 25-52-00.2 W 080-07-18.3 981 1 1 1994 N 753 Shade House 8125 Collins Av $ 11,000.00 $ 1,000.50 $ 12,000.00 N 25-51-58.6 W 080-07-18.2 3,000 1 1 1994 0 U7 A _754 Log Cabin 8128 Collins Av $ 139,000,00 $ 17,000.00 $ 156,000.00 N 25-51-59.8 W 080-07-18.1 1,116 1 1 1934 N 755 Ocean Front Auditorium Building-Welcome Center 1001 Ocean Dr $ 4,052,000.00 $ 288,000.00 $ 23,904.00 $ 4,363,904.00 N 25-46-48.7 W 080-07-49.9 13,916 1 2 2009 0 n 746 1 North Beach Domino Park 7251 Collins Ave $ 56,000.00 $ - $ 56,000.00 N 25-51-27.5 W 080-07-12.8 324 1 1 2015 756 1 Boys&Girls Club 1200 Michigan Ave $ 2,091,000.00 $ 182,000.00 $ 2,273,000.00 N 25-46-54.8 W 080-08-17.7 12,140 1 2 2014 ? Miscellaneous 800 CO 801 EDP Equipment 4100 Pinetree Dr N/A $ 1,483,897.00 $ 1,483,897,00 N/A N/A N/A N/A n 802 EDP Equipment 140 Alton Dr/Rd N/A $ 246,858.00 $ 246.858,00 N/A N/A N/A N/A N v 803 EDP Equipment 7300 Wayne As N/A $ 247,378.00 $ 247,378.00 N/A N/A N/A N/A N 0 805 Outdoor Equipment Various Locations N/A $ 800,000,00 $ 800,000.00 N/A N/A N/A N/A T Parking Garages 900 7th Street n N 901 Ballet Valet Garage 210 7th Street $ 16,791,000.00 $ 780,000.00 $ 2,319,000,00 $ .19,890,000.00 N 25-46-38.3 W 080-07-58.0 22,385 6 2001 C) 903 Pelican Garage 1301 Collins Ave. $ 6,379,000.00 $ 352,000.00 $ 1,407,000.00 $ 8,138,000,00 N 25-47-02.3 W 080-07-49.5 100,957 5 1994 A -n 904 Anchor Garage&Shops(16th Street Parking Garage) 1550 Collins Ave $22,213,000.00 $ 982,000.00 $ 3,696,000.00 $ 26,891,000.00 N 25-47-20.0 W 080-07-49.8 281,475_ 6 1994 0 905 17th Street Garage(Across from City Hall) 640 17th Street $40,051,000.00 $ 2,272,000,00 $ 4,710,000.00 $ 47,033,000.00 N 25-47-32.5 W 080-08-05.8 651,178 5 1994 906 Middle Beach Garage 400 W 42nd Street $ 18,614,000.00 $ 1,063,000.00 $ 917,000.00 $ 20,594,000.00 N 25-48-52.4 W 080-07-41.3 304,628 5 1994 907 City Hall Annex(1755 Garage)/MMPF 1755 Meridian Ave. $31,051,000.00 $ 3,333,000.00 $ 500,000.00 $ 34,884,000.00 N 25-47-35.0 W 080-08-09.5 318,359 7 1994 909 Pennsylvania Garage 1661 Pennsylvania Ave. $ 17,436,000.00 $ 784,000.00 $ 860,000.00 $ 19,080,000.00 N 25-47-32.3 W 080-08-03.4 224,532 6 1994 910 Sunset Harbor Parking Garage 1900 Bay Rd. $ 15,489,000.00 $ 651,000.00 $ 664,000.00 $ 16,804,000.00 N 25-47-39.5 W 080-08-38.1 186,653 5 2001 Residential 1000 1001 1 Lottie Apartments 501 72N Sleet $ 1,510,000.00 $ - $ 79,704.00 $ 1,589,704.00 N 25-51-37.9 W 080-07-27.7 9,990 1 2 1947 1002 1 Madeleine Village Apartments 7861 Crespi Boulevard-Fron $ 364,000.00 $ - $ 28,140.00-$ 392,140.00 N 25-51-51.5 W 080-07-38.5 1,763 1 1 1952 1002 2 Madeleine Village Apartments 7861 Crespi Boulevard-Bac) $ 364.000,00 $ - $ 28,140.00 $ 392,140.00 N 25-51-47.1 W 080-07-34.8 1,763 1 1 1952 1002 3 Madeleine Village Apartments 7871 Crespi Boulevard-Fron $ 364,000.00 $ - Sr- 28,140.00 $ 392,140.00 N 25-51-50.8 W 080-07-38.0 1,763 1 1 1952 1002 4 Madeleine Village Apartments 7871 Crespl Boulevard-Bac! $ 364,000.00 $ - - $ 28,140.00 $ 392,140,00 N 25-51-51.5 W 080-07-38.4 1,763 1 1 1952 1003 1 Barclay Plaza Apartments 1940 Park Avenue $ 5,897,000.00 $ - $ 100,000.00 $ 5,997,000.00 N 25-47-45.4 W 080-07-53.4 33,096 1 3 1935 1004 1 Neptune Apartments 1632 Meridian Avenue $ 2,618,000.00 $ - 5 205,000.00 $ 2,823,000.00 N 25-47-22.7 W 080-08-11.3 16,676 1 3 1925 1005 1 The London(1965) 1965 Washington Ave $ 998,000.00 5 - 0 998,000.00 N 25-47-46.7 W 080-07-55.2 5,066 1 2 1965 2016 1006 1 The London(1975) 1975 Washington Ave $ 2,851,000.00 $ - $ 2,851,000.00 N 25-47-47.0 W 080-07-55.8 17,102 1 3 1965 2016 Miscellaneous Property at City Parks - $ 11,000,000,00 2 1007= The Coral Conde;,. _ z 795 91st8Veet ,a = IN 25-52-00-85 W 80-07-37 68 ,. _ TOTALS $498,394,783.00 $68,009,942.60 $17,462,230.00 $ 594,856,955.60 $ 594,808,843.00 $ 48,112.60 Notes: $ 0.00 Signature: Signature - Location#202-Theater am 40%Class 11-steel deck Date: Print Name Location#103-Convention 100%Non Conbustible, Center steel deck over steel frame Date nth concrete block and steel columns Roof Construction is steel deck with!lgth concrete,roof load is 30 psf Foundation and slab are poured concrete Years of construction in red reflect pre-1995 construction for RMS modeling purposes.Otherwise,unknown. City of Miami Beach 2019 SOV Final as of 7.23.2019 Page 3 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC M AM BEACH REQUEST FOR PROPOSALS ( RP) Risk Management and Claims Software System 2020-056-WG RFP ISSUANCE DATE: FEBRUARY 13, 2020 PROPOSALS DUE: MARCH 24, 2020 @ 3:00 PM EST ISSUED BY: A William Garviso, Procurement Contracting Officer 11 PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor, Miami Beach, FL 33139 305.673.7000 x 26650 I WilliamGarviso@miamibeachn.gov I www.miarnibeachfl.gov DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC if\A! IBEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 INSTRUCTIONS TO PROPOSERS 3 0200 GENERAL CONDITIONS 6 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 7 0400 PROPOSAL EVALUATION 10 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 12 APPENDIX B "NO PROPOSAL" FORM 18 APPENDIX C SCOPE OF WORK&SPECIFICATIONS 20 APPENDIX D SPECIAL CONDITIONS 24 APPENDIX E SYSTEM FUNCTIONALITY AND REQUIREMENTS CHECKLIST 27 APPENDIX F INSURANCE REQUIREMENTS 34 ATTACHMENT A RISK MANAGEMENT PROPERTY CLAIM FORM RFP 202G056WG 2 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC iv\IAAA BEACH SECTION 0100 INSTRUCTIONS TO PROPOSERS 1. GENERAL. This Request for Proposals (RFP) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently,the successful Proposer(s) (the"contractor[s]") if this RFP results in an award. Prospective Proposers that have obtained this solicitation in any manner other than via Bidsync(www.Bidsync.com) are advised that the City utilizes Bidsync (www.Bidsync,com) for automatic notification of competitive solicitation opportunities and document fulfillment,' including the issuance of any addendum to this RFP. Any Prospective Proposer who has received this RFP by any means other than through Bidsync must register immediately with Bidsync to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The Human Resources/Risk Management Division ("RMD") isresponsible for directing and coordinating the Risk Management Program for the City of Miami Beach (CMB) which consists of various components, including the following: a.management of the CMB's insurance program; b. management of third-party claims made against the CMB; and c.identifying and assisting in the implementation of policies and procedures designed to reduce the exposure of the CMB operations to risk The Risk Management Division has identified the need to procure and implement a professional, commercially available Risk Management and Information System (RMIS). The RMIS platform should provide an overall solution for managing incidents, property and casualty insurance claims, insurance certificates, policy management, asset tracking, and cost of risk exposure analysis. This system will be used to replace the existing RiskMaster Insurance Risk Management and Claims Software. It is expected that the successful vendor will migrate the current information in the RMIS platform. 3.ANTICIPATED RFP TIMETABLE.The tentative schedule for this solicitation is as follows: RFP Issued February 13, 2020 Pre-Proposal Meeting February 27,2020 @ 10:00AM EST Deadline for Receipt of Questions March 16, 2020 @5:00PM EST Responses Due March 24, 2020 @ 3:00PM EST Evaluation Committee Review TBD Proposer Presentations TBD (If Applicable) Tentative Commission Approval Authorizing TBD Negotiations Contract Negotiations Following Commission Approval 3 RFP 2020056-\NG DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC A/\A I BE AC Li 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: William Garviso,CPPB 305 673-7000#26650 WilliamGarviso• miamibeachfl..ov Additionally, the City Clerk is to be coiled on all communications via e-mail at: RafaelGranado• miamibeachfl.iov; or via facsimile: 786-394-4188. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s)may be scheduled. A Pre-PROPOSAL conference will be held as scheduled in Anticipated RFP Timetable section above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps:- (1) Dial the TELEPHONE NUMBER: 1-888-557-8511 (Toll-free North America) (2) Enter the MEETING NUMBER: 6916771 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this RFP expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written , addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Bidsync. Any prospective proposer who has received this RFP by any means other than through Bidsync must register immediately with Bidsync to assure it receives any addendum issued to this RFP. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated RFP Timetable section. 7. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1)The ability, capacity and skill of the Proposer to perform the contract. RFP 2020-056WG 4 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 1 A 1 BEACH (2)Whether the Proposer can perform the contract within the time specified,without delay or interference. (3)The character, integrity, reputation,judgment,experience and efficiency of the Proposer. (4)The quality of performance of previous contracts. (5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 8. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. Balance of Page Intentionally Left Blank RFP 2020-056-1NG 5 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC E RAMI EAC H SECTION 0200 GENERAL CONDITIONS 1.TERMS &CONDITIONS—GENERAL SERVICES—TYPE 1. By virtue of submitting a bid or proposal in response to this solicitation, bidder agrees to be bound by and in compliance with the Terms and Conditions for General Services—Type 1 (dated March 15, 2019), incorporated herein, which may be found at the following link: https://www.miamibeachfl.clov/wp-content/uploads/201 9/03/Terms-Conditions-Services-General.pdf Balance of Page Intentionally Left Blank tea- RFP 2020-056`,NG 6 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC WV AM BE-Ac ,SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED PROPOSALS. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Phase I Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. NON-RESPONSIVENESS. Failure to comply with the following requirements shall result in a determination of non-responsiveness. Non-responsive proposals will not be considered. 1. Failure to submit a signed copy of Appendix Al. 4. OMITTED OR ADDITIONAL INFORMATION. With exception of the Proposal Certification Form (Appendix A-1) and the Cost/Revenue Proposal,. if applicable, the City reserves the right to seek any omitted information/documentation or any additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. Failure to submit any omitted or additional information in accordance with the City's request shall result in proposal being deemed non-responsive. 5. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs, and sections as specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. 6. FINANCIAL CAPACITY. Within three (3) business days of request by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report(SQR)directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request the SQR report from D&B at: https:llsupplierportal.dnb.comlwebapp/wcs/stores!servlet/SupplierPortal?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,contact Dun & Bradstreet at 800-424-2495. 7 RFP 2020-O56-WG DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC TAB 1 Cover Letter 1.1 Cover Letter and Table of Contents. The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification Form (Appendix A-1). Failure to submit the Proposal Certification Form with the Proposal shall result in Proposal being deemed non-responsive. 1.3 Questionnaire& Requirements Affidavit(Appendix A-2). TAB 2 Experience&Qualifications 2.1 Qualifications of Proposing Firm.Provide evidence that the proposed solution is an established, proven system that is designed specifically to meet the needs defined herein and has been used successfully by public sector agencies in the USA, with an emphasis on municipalities. For each system that the Proposer submits as evidence of experience for the firm and/or any principal, the following is required: project description, system furnished & implemented, agency name, agency contact, contact telephone & email. For each project, identify whether the experience is for the firm or for a principal (include name of principal). 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used for this project if awarded, the role that each team member will play in providing the services detailed herein, including but not limited to system development,installation,'implementation, and support of the RMIS product and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each team member to be assigned to this contract. TAB 3 System Capabilities Submit detailed information addressing how proposed solution will achieve each portion of the scope of services and technical requirements outlined in Appendix C, Scope of Work and Specifications including but not limited to its proposed RMIS platform application; technical information, project planning and implementation, training and maintenance/support information and training. Complete and return the System Functionality and Requirements Checklist Form (Appendix E) Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a fully review and score the proposed product. RFP 2020-056ANG 8 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 101 AMBEACH TAB 4 Cost Proposal (SUBMIT IN A SEPARATE ENVELOPE) a. Pricing:. Provide complete,detailed pricing on all aspects of the project. Prices should be provided on the following, at a minimum: • License(s)—Indicate whether licensing is based on site licenses, concurrent users, or named users or combinations thereof. Provide relevant firm pricing. If applicable, indicate the next level of pricing if the number of users is increased. • Support/Maintenance— Indicate first year and ongoing(years 2-5, post warranty) support/maintenance costs. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which services are included and which are optional. Indicate when support/maintenance costs are due in relation to"go-live"and when they become effective. • Costs per Project Phases — Provide a lump sum price for integration, data conversion, and implementation. Provide details of anticipated effort and time required. • Other Optional Services — Provide an hourly/daily rate as well as an estimate of the amount of time required to provide each of the following services: C Customization of system fl Additional training sessions, if required 1.1 Any other potential costs not included in the above Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub- section 4 below. RFP 2020056-WG 9 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC SECTION 0400 PROPOSAL EVALUATION 1. EVALUATION OF PROPOSALS. All responsive proposals will be evaluated in accordance with this section. If more than one proposal is received,the City Manager may appoint an Evaluation Committee to consider and provide feedback on the qualitative factors of each proposal. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the RFP, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. In the evaluation of proposals, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. Failure to provide the requested information within the time prescribed may result in the disqualification of proposal. 2. QUALITATIVE FACTORS (QUALIFICATIONS, SCOPE AND SYSTEM CAPABILITIES) & VETERAN'S PREFERENCE. The Evaluation Committee shall only consider qualitative factors. The Evaluation Committee shall not consider quantitative factors (e.g., cost) in its review of proposals. The Evaluation Committee shall act solely in an advisory capacity to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub-section 3 below. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the following criteria. The Procurement Department will assign points for Veteran's Preference, pursuant to Ordinance No. 2011-3748, as applicable. Qualitative Criteria Maximum Points Experience and Qualifications 50 System Capabilities ' 50 TOTAL AVAILABLE POINTS for Qualitative Criteria 100 Veteran's Preference Points 5 TOTAL AVAILABLE POINTS for Qualitative 105 and Veteran's Preference Criteria 3. QUANTITATIVE FACTORS. Quantitative factors shall not be considered by the Evaluation Committee. Quantitative factors will be considered by the City Manager in preparing his recommendation to the City Commission. In considering quantitative factors, the City Manager may also consider any feedback or information provided by staff, consultants or any other third-party in developing an award recommendation in accordance with Sub-section 4 below. 4. DETERMINATION OF AWARD. The City Manager shall consider qualitative and quantitative factors, in accordance with Sub-section 2 and 3 above, to recommend the proposer(s) he deems to be in the best interest of the City, or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results of the Evaluation Committee process, if applicable, and shall take into consideration Miami Beach City Code Section 2-369, including the following considerations: (1)The ability, capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified, without delay or interference. (3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4)The quality of performance of previous contracts. (5)The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. RFP 2020-056-WG 10 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC I 1bCALH The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposer(s)which it deems to be in the best interest of the City, or it may also reject all Proposals. 5. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer(s). Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to;approved by the City; and executed by the parties. b RFP 2020-056-`NG 11 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX A APPENDIX Al - PROPOSAL CERTIFICATION FORM APPENDIX A2-QUESTIONNAIRE AND REQUIREMENTS AFFIDAVIT FORM rn F C ktz, . # ?V ; Proposal Certification , Questionnaire & Requirements Affidavit 2020-056-WG Risk Management and Claims Software System PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2020-056-VVG 12 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX Al -PROPOSAL CERTIFICATION FORM This document is a REQUIRED FORM that must be submitted fully completed and executed. FAILURE TO SUBMIT THE PROPOSAL CERTIFICATION FORM WITH ITS PROPOSAL SHALL RESULT IN THE PROPOSAL BEING DEEMED NON-RESPONSIVE. Solicitation No: Solicitation Title: 2020-056-WG Risk Management and Claims Software S stem Procurement Contact: Tel: Procurement Contact: William Garviso, CPPB 305-673-7490 WilliamGarviso@miamibeachfl.gov PROPOSER'S NAME: NO.OF YEARS IN BUSINESS: NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE: • ZIP CODE: • TELEPHONE NO.: TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: Except as stipulated in General Condition 36, Proposer agrees: to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all specifications, attachments, exhibits and appendices and the contents of any Addenda released hereto; to be bound, at a minimum, to any and all specifications, terms and conditions contained herein or Addenda; that the Proposer has not divulged, discussed, or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal; that proposer acknowledges that all information - contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; that all responses,data and information contained in the proposal are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: RFP 2020.056-WG 13 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX A2-QUESTIONNAIRE AND REQUIREMENTS AFFIDAVIT FORM The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. Attach any requested information. Name of Proposer's Authorized.Representative: Title of Proposer's Authorized Representative: Signature of Proposer's Authorized Representative: Date: 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse,parent,sibling, and child)who is also an employee of the City of Miami Beach. Further,all Proposers must disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References & Past Performance. Proposer shall attach at least three (3) references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension, Debarment or Contract Cancellation. Has Proposer ever been'debarred, suspended or other legal violation, or had a contract cancelled due to non-performance by any public sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT:Submit the names of all individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others,the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall attach its Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics, available at http://www.miamibeachfl.ciov/city-hall/procurement'procurement-related-ordinance-and-procedures/ RFP 2020.056-WG 14 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 7. Living Wage. Pursuant to Section 2-408 of the City of Miami Beach Code, as same may be amended from time to time, covered employees shall be paid the required living wage rates listed below: 1. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least$3.22 per hour,or a living wage rate of no less than$15.00 per hour without health care benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft. Lauderdale,issued by the U.S. Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal, under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/ Any payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal,LCP Tracker(LCPTracker.net). SUBMITTAL REQUIREMENT: Indicate below that Proposer agrees to the living wage requirement.Failure to agree shall result in proposal dis uglification. YES II NO 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the "other' section any additional benefits not already specified. Note:some benefits are provided to employees because they have a spouse or domestic partner,such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health • Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager,or his designee.Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at http://www.miamibeachfi.govicity-hall/procurement/procurement-related-ordinance-and- procedures/ 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit RFP 2020-056-WG 15 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC proposals,proposals,or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor,or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: Proposer agrees to the requirements of Section 287.133, Florida Statutes, and certifies it has not been placed on convicted vendor list.Failure to agree shall result in proposal disqualification. YES NO • 10. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting, divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color, national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code.Failure to agree shall result in proposal disualification. YES I NO 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. Failure to agree shall result in proposal disqualification. YES NO 12. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: Proposer certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity.Failure to a ree shall result inro osal disqualification. YES NO RFP 2020-056-WG16 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 1 13. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, Bidsync.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to.Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 U • RFP 2020-056-\NG 17 12DB54120C11-4E48-AC2 DocuSign Envelope ID: 7-4E48 APPENDIX B r FF.::7 ,::..,,,.., M-2N5333 1,:"7"•••• IC.•''''ISTZ'''''''' 11,7'':, ,..„-PA A t trtto iti PIN k i"1"t717:14":"4-1I • 4, i',,, 14 P N At •'6%.„— it' 'it. :•;.:1 k p /AA A iti„, ,t, b••!. ..,,,,,,P: ..;•i,',,-,4,".-'' k.,.,`..„.„31,, 'm g•!:i t...,N. it.. tt k I 1-,. N vo. g t i ,.:.,,,:Z:a•,,Qt,' i:',. -.,71INeA -v,k,„. , !li vi kd,,. t 2: ,y ; g 'tk i S •--t 0 '0 d /.'' ‘5,. '''''- -t'',. .-,0 M i..:11 '1,..ir i N 1 '' • " No Bid " Form 2020-056-WG t and Claims n Risk Manageme • Software System NT PROCUREMEDEPARTMENT1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ;14,• .................. t ,.;;*::,‘;lett;txt.ra .. v.0,0745,i--, ogttoi,,:4',••!t4t,t),•44:t.. ,.:*-ittiol, 467,•.:0',AK,,t4t-ccok,.°t7,.....,,...N,k,,:,:::::,,,,,,,p,::,,,,,,,,,,e,.,.,.,,-,.,:...,.......,. . 63,2.,.. 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'-REP 9020-056-WG DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive Unable to meet specifications Unable to meet service requirements Unable to meet insurance requirements Do not offer this product/service _OTHER. (Please specify) We do_do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH DEPT. OF PROCUREMENT MANAGEMENT ATTN: William Garviso, CPPB PROPOSAL#2020-056-WG 1755 Meridian Avenue MIAMI BEACH, FL 33139 RFP 2020O56-WG 19 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX C N k:!,‘ p �` F '4,442-,4r4,4\t t, 1. Scope of Work & Specifications 2020-056-WG Risk Management and Claims Software System • PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2020.056-WG 20 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Cl. Scope of Work. Provide services deigned to support the Human Resources/Risk Management Division ("RMD") responsible for directing and coordinating the Risk Management Program for the City of Miami Beach (CMB,) which consists of various components, including the following: 1. Risk Management Division Responsibility Components. a. Management of the CMB's insurance program b. Management of third-party claims made against the CMB c. Identifying and assisting in the implementation of policies and procedures designed to reduce the exposure of the CMB operations to risk 2. RMD has identified the need to procure and implement a professional, commercially available Risk Management and Information System(RMIS). 3. The RMIS platform should provide an overall solution for managing incidents, property and casualty insurance claims, insurance certificates, policy management, asset tracking, and cost of risk exposure analysis. The RMIS platform should also include bi-weekly migration of data from a third-party Administrator for Workers' Compensation as well as vehicle data from Faster Fleet Software. 4. The system needs to be intuitive and efficient, simplifying daily tasks, with the ability to meet the growing needs of the CMB. 5. The RMIS will be designed to reduce the CMB's cost of risk by: a. Providing ways to document, store, retrieve, and quickly manipulate claims data, track incident reports, analyze risks and exposures, and other insurance and risk management related information b. Minimizing the number of automated and manual systems currently in place in order to streamline processing, reduce redundant data entry, and maintain data integrity 6. It is expected there will be three Administrative Users of the RMIS platform, as indicated below, and it is possible all users will require access to the system at the same time: a. Claims Coordinator b. HR/Risk Specialist c. Risk Management Analyst 7. This system will be used to replace the existing Risk Master product. It is expected that the successful vendor will migrate the current information in the RMIS platform. The CMB intends to capture claims detail going back approximately 20 years. 8. The system will not, at this time, be integrated with the City Accounting System. RMIS will cut checks. 9. Current Transaction Volumes (approximate): a. 20 property/casualty insurance policy lines b. 500 property/casualty incidents reported per year from various individuals in various departments c. 450-500 new property/casualty claim files are opened per year arising from the incidents d. 4000 active property/casualty claims files to be migrated consisting of both, open and closed claims (spreadsheets and supporting hardcopy documents) e. 4000 of closed claim files to be migrated (spreadsheets only) f. 750 files for subrogation to be migrated via spreadsheet 10. The lines of business (LOB) to be adjudicated are listed below. The approximate number of claims per each LOB are indicated below as well (data from 9/30/2019). There are two RFP 2020-056-WG 21 DocuSign Envelope ID:12D65412-0C11-4E48-AC27-2DEA0C2C24FC individuals who are responsible for making the payments and adjudicating the claims. a. Auto Liability—42 Claims b. Employment Liability— 16 Claims c. General Liability-197 Claims d. Police Liability- 10 Claims e. Public Official Liability—10 Claims C2.Specifications 1. RMIS Platform Application Information: a. Overview: Provide a detailed description of the system being proposed and its functionality. Include information regarding enhancements or additional modules expected to be available within the next year. What is your level of commitment to continuous system improvements (upgrades), expansion of system capabilities and providing client support? b. History: Provide a history of the development of the system application(s) you are - proposing,the current version, and number of major upgrades. c. Functional Requirements: For each of the system functionalities and requirements indicated in Section IV— System Functionalities and Requirements, indicate whether your system is compliant. • If you have indicated "No"to any requirement, provide a brief description as to why and how your solution deviates from the requirements. 2. Technical Information: a. Technical Specifications: Provide a complete description of any client-side technical specifications and/or hosting requirements for the RMIS platform proposed. • If a non-hosted solution, provide detailed infrastructure requirements and architectural design. b. Integrations: Indicate, in detail, the level of integration of your product with existing systems and applications. c. Third Party Software: Identify any third-party software required to provide the functionality required by the CMB. d. Authentication Integration: CMB is looking for Active Directory integration, single sign-on, OAUTH, Open ID Direct, SAML, Azure AD integration, etc. 3. Project Planning and Implementation Information: a. Project Plan: Provide a complete sample plan for this project. Include your firm's approach to project management, implementation, migration, and training issues. Describe the implementation strategy that would be employed to successfully complete the project as well as meet the requirements of the CMB within the required timeline. b. Project Schedule: Include a sample project schedule based on the above project plan. Indicate the significant"milestones"in a project of this nature and magnitude. 4. Training Information: a. Training: Describe the training program approach for the CMB. Include Administrator, Power User, and Full User roles. b. Training Tools: Describe all training manuals and formats available. Describe other methods or training available to CMB users. RFP 2020-056-WG 22 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 5. Maintenance/Support Information: a. Upgrades: Describe the levels and types of ongoing system support and maintenance provided by your firm. Specify the current version of your system, next major upgrade, how often the system is upgraded, and how the upgrades are accomplished. b. Support: Indicate how support would be provided to our location (hotline telephone support, email, on-site, helpdesk, etc.). Describe the support escalation process should initial methods of support not adequately address the issue(s). 6. System Acceptance and Payments a. The vendor shall perform testing to fulfill the CMB functional requirements and make the necessary adjustments, as required, until the system is fully functional to the satisfaction of the City of Miami Beach. b. Payments shall be made in accordance to completed project milestones as mutually agreed upon. 7. Pricing Information: a. Pricing: Provide complete, detailed pricing on all aspects of the project. Prices should be provided on the following, at a minimum: • License(s) — Indicate whether licensing is based on site licenses, concurrent users, or named users or combinations thereof. Provide relevant firm pricing. If applicable, indicate the next level of pricing if the number of users is increased. • Support/Maintenance — Indicate first year and ongoing (years 2-5, post warranty) support/maintenance costs. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which services are included and which are optional. Indicate when support/maintenance costs are due in relation to "go-live" and when they become effective. • Costs per Project Phases — Provide a lump sum price for integration, data conversion, and implementation. Provide details of anticipated effort and time required. • Other Optional Services — Provide an hourly/daily rate as well as an estimate of the amount of time required to provide each of the following services: Customization of system [1 Additional training sessions, if required Any other potential costs not included in the above RFP 2020.056-'1VG 23 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX D Pik a s �`, A z g� 'i i� :',.\}A P. 3 V rS 1t XI 'F i G. a+v� i...._,..a ‘V, 'Y.::v...,.. Li Special Conditions 2020-056-WG Risk Management and Claims Software System PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2020.056-WG 24 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • 1. TERM OF CONTRACT. The original term of the contract shall be five (5) years from the acceptance of the product install. 2. OPTIONS TO RENEW. The City Manager may approve (5) additional one-year renewal periods, on a year to year basis. 3. PRICES. Not Applicable. 4. EXAMINATION OF FACILITIES. Not Applicable. 5. INDEMNIFICATION. Provider shall indemnify and hold harmless the City and its officers,employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Provider or its employees, agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. 6. PERFORMANCE BOND. Not Applicable. 7. REQUIRED CERTIFICATIONS. Not Applicable. 8. SHIPPING TERMS. Not Applicable. 9. DELIVERY REQUIREMENTS. Not Applicable. 10.WARRANTY REQUIREMENTS. Not Applicable. 11. BACKGROUND CHECKS. Not Applicable. 12. COMPETITIVE SPECIFICATIONS. It is the goal of the City to maximize competition for the project among suppliers & contractors. Consultant shall endeavor to prepare all documents, plans & specifications that are in accordance with this goal.Under no condition shall Consultant include means &methods or product specifications that are considered "sole source" or restricted without prior written approval of the City. 13. CHANGE OF PROJECT MANAGER.A change in the Consultant's project manager(as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager). RFP 2020-056-WG ' 25 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 14. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of Consultant. 15. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Proposer (s) will take place to arrive at a mutually acceptable Agreement, including final scope of services, deliverables and cost of services. • REP 2020-056-WG 26 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX E ,.,,,4,\ A r, A. 4 r, FL--2,z,,, F7:171 A tl ,P'',.' ,A;t 1 it *II i ,- , 1 pt, hl ri F-L,/,,i , II 41 % k, t. if 0 0 1—--,,t0,.. r•----- pi_.,,,,,,„, ,,, , §,,,,,,,,v,z..,„ t! ,,, .47 1 :a ,:i il ,,.4 4 il 14. 1,4 11 - g A z:1 .0, v, ,,,,,-....„,..) H I \,, V LI v u c ' f.:7:7,ii i::-' Li System Functionality and 1. Requirements Checklist Form 2020-056-WG • Risk Management and Claims Software System PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 REP 2020-056-WG 27 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Section IV — System Functionality and Requirements The successful proponent, if any, is to meet or exceed the following requirements: REQUIREMENT INDICATE SUPPORTING DOCUMENTS OR COMPLIANCE DETAILS (as applicable) Yes/ No 1. Established Proven System a. Provide evidence that the proposed solution is an established proven system that is designed specifically for the Claims and Risk Management application and used successfully in the USA (municipalities preferred) of same/similar application as the City of Miami Beach. 2. System Requirements a. Secure, intuitive, flexible, stable, and reliable ability to add multiple users for full operational and/or administrative access. b. Ability to set various levels of internal security rules. c. Ability to give outside adjuster (i.e. third- party Administrator) access to a specific claim only. d. Ability to send e-mails within the proposed system. e. Ability to have multiple claims arising from and connected to one incident. RFP 2020-056-A/G 28 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 3. Reporting a. Provisions for a range of pre-set dashboard reports on claims, premiums, and loss ratios. b. Flexibility to create ad hoc reports including built in report writing tools, i.e. Crystal Reports, SQL Service Reporting Services (SSRS) or similar. c. Schedule and automatically send internal reports. d. Reports containing Historical Data with any specified "as of date". e. Automatically generate pre-populated letters to claimants (i.e. acknowledgement letters). f. Reports are to be available in a variety of chart and graph forms. g. Reports should be in real-time. 4. Users and Licensing a. CMB needs the following: • Three users to have full access to all modules and capabilities • Two users to simply have access to the system b. The City Attorney's Office will need the ability to only view claims. RFP 2020-056-WG 29 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 5. Storage Capacity a. Perpetual storage of all documentation and uploads (i.e. scanned documents, pictures/videos, e-mails within corresponding claim files) until purged or archived. 6. Advanced Search Capabilities a. Ability to search and find by calling on any populated field. b. Canned queries. c. User.interface for constructing queries. 7. Data Entry a. Claims data entry populates all required fields simultaneously to reduce data entry errors (i.e. street addresses, dates, etc.). - OR - Drop- down menu with pre-populated data sets (i.e. street addresses, locations, etc.) b. Data import by Excel or CSV. c. Ability to add user defined fields. 8. Reserve and Payment Management a. Breakdown into loss types of expense payments. b. Automatically produces reserves when claim is opened. c. Ability to adjust reserves as needed. RFP 2020.056-WG 30 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 9. Incident Reporting Component a. Ability for an individual assigned a login (login is to protect the system from spamming at the very least, i.e. "I am not a robot")to enter an incident report both internally and externally via the web; see example of current manual form attached as ATTACHMENT A. b. Incident tracking by multiple factors including: • Address • Location • Property/asset • Department or resource • Date of incident • Date of claim 10. Property/Assets Manager Component a. Ability to interface and import the CMB ARC GIS data in order to manage schedules of all property/assets by: • Description • Address • Location • Asset Number • Unit number Abilityto connectproperty/assets to b. claims and policy files on the system. RFP-2020-056-WG 31 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 11. Browser Requirements a. Compatible with these five Internet browsers: • Microsoft Edge • Firefox • Google Chrome • Safari • Internet Explorer b. Ability to be accessible by mobile device with reduced screen display. c. Must interface with third-party Administrator for Workers' Compensation (data/file migration on a bi-weekly basis with claims data only). d. Must interface with vehicle software (i.e. Faster Fleet) on a bi-weekly basis. e. Must interface with Munis. 12. File Migration and Implementation a. Migration of all historical claims data from Risk Master. b. CMS-111 Medicare Queries and Reporting. c. ISO Claim Search /Fraud Indexing RFP 2020-056-WC 32 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 13. Service and Management a. Includes system training of a minimum of 120 in person hours (not including phone and/or online support). b. Training to ensure the assigned CMB staff is proficient in the following: • Administer user roles & privileges • Create forms & modules and how they relate to each other and interface with other systems • Workflow c. Phone and/or online support 24/7 for duration of contract. d. Includes all system patches and/or upgrades during the term of the license agreement. RFP 2020-056-WG � � 33 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC APPENDIX F a`; °t i , f i S3 }, -'.,.�..n Vii_ 1 h ,,..�. �.�et 1 t-•__... .7 ,.IF \. 4 ,^,,,.-,"r? i S 11 Insurance Requirements 2020-056-WG Risk Management and Claims Software System PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 RFP 2020-056-WG 34 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC I\ ' 6, it ti‘ Li, L. A e ' 11 / l 1--‘,--, ...411 INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability$ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _Builders Risk completed value $ .00 _Liquor Liability $ .00 Fire Legal Liability $ .00 _Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. RFP 2020-056-WG 35 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ATTACHMENT A I' the _ r ¢ 1 '� 1 `� „.. i £ \ ���� 1� X13 € :a �s �`{� t. ; �.r. �w > .. _,�,_t "..�L °4a a,.. 1r u ...a SAMPLE Risk Management Property Damcige Claim Form 2020-056-WG Risk Management and Claims Software System PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 REP 2020-O56-WG �.36.�,. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC *ittkOhitiet4 411:0•-Mina091iidilt.Prbli-e OaPPP40!:q611,0-41`,rP.rtil' •411.04A14 RISK MANAGEMENT PROPERTY flAMAGE C1+:131.611'Fbi* 7Tod4Y. ba{L=E- ci Ls ".1?-eg&fitint: .• . . . Pergon IR ponTb icr Ffprz. , LOtaii-Or'4 ot Lost - . Zs Lite'oito-sst, 'olfT1t1r'.,74101-,*,`,.0j440tift „ - . _ . 0-atj 4 ei4-4-ARiti!larri.q Ile CS.,t6 F.Scson'Appldriii7g',CFoca.- . . . . CPRIPLETEarBr'RI G EtylE NT, ‘,0Den d. E,;<cplapktion; FmntAUtharized 4:gtipt-.n.s the. ristuie F.140s_e:;stfebl-J-Sn&Seri d,purchasa'Fe guiSitiatrfrrriovith,:budigetto.d:d blank RFP 2020-056ANG 37 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC } \, A 4-4 - RFP 2020-056-WG 38 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC EXHIBIT F SUNBIZ, PROPOSER RESPONSE TO RFP DocuSlgn Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC DIVISION OF CORPORATIONS 444c DIVISION of ftinbfiairoz.forto CORIPORATIONS rin official State of Florida website Department of State / Division of Corporations / Search Records / Search by FEI/EIN Number / Previous On List Next On List Return to List No Events No Name History Detail by FEUEIN Number Foreign Limited Liability Company ORIGAMI RISK LLC Filing Information Document Number M14000003910 FEI/EIN Number 26-4060548 Date Filed 06/05/2014 State IL Status ACTIVE Principal Address ' 222 N LaSalle St. Suite 2125 CHICAGO, IL 60601 Changed: 02/11/2019 Mailing Address 222 N LaSalle St. Suite 2125 CHICAGO, IL 60601 Changed: 02/11/2019 Registered Agent Name & Address INCORP SERVICES, INC. 17888 67TH COURT NORTH LOXAHATCHEE, FL 33470 Authorized Person(s) Detail n-:-..—:n:.a.1.....iron-ri-)mn A.17-11 DhAl , iir TAT Ai..�t DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Name&Address Title General Counsel Silverthorn, Daniel • 222 W. Merchandise Mart Plaza, Suite 2300 CHICAGO, IL 60654 Annual Reports Report Year Filed Date 2018 01/16/2018 2019 02/11/2019 2020 04/27/2020 Document Images 04/27/2020--ANNUAL REPORT View image in PDF format 02/11/2019--ANNUAL REPORT View image in PDF format 01/16/2018--ANNUAL REPORT View image in PDF format 01/12/2017--ANNUAL REPORT View image in PDF format 03/03/2016--ANNUAL REPORT. . View image in PDF format 01/15/2015--ANNUAL REPORT View image in PDF format 06/05/2014--Foreign Limited View image in PDF format Previous On List Next On List Return to List No Events. No Name History Florida Department of State,Division of Corporations L..__lro/17/1/ifl/1 Al. 7.1 1 1ll,Al . r' /,'::i..-':',,',.,-'-';';'r S Tx DocuSign Envelope ID:12DB5412-OC11-4E48 AC27-2DEAOC2C24FC r:77:777,777:777`7: 117?-\, ''qt,,,,„-7,• ,::".ze't,:.:7'7, -'.;2',.,-',.,"-.-7;17.-'''-77:, ,-;,,',',','"'-':7„, ,.'J-:."7,.,,,,',-,-,„, ,, ',,,.-,:f7,7,"- ' ',-•''''.-----:::::::-;":;.'1'. .::''':' ;'---- 7 1� S tea"^, • d f A a ; ';MIW K4.r e, i a .` a as / ,,,c,,-;71„:47,....::::2:4,,,,,-,yx • ([ .... v 'a r'' f.4 ,,.-.,N C3A fi M' r Yy ,er '>€I Q,r��d .x +� -:- x "S$40)'''-'4* �W •fib . RISK MANAGEMENT AND . GLA9MS SOFTWARE SYSTEM Solicitation No. 2020-056-WG ter . ,F" Prepared For: The City of Miami Beach 5` Prepared By: Origami Risk LLC tq April 14, 2020 a DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC "` ' ° 4 '' ORIGAMaI¢ RISK . ti Cover Letter April 14, 2020 • Mr.William Garviso, CPPB . City of Miami Beach Procurement Department 1755 Meridian Avenue Miami beach, FL 33139 Subject: Origami Risk's Response to the City of Miami Beach's Request for Proposal for Risk Management and Claims Software dated February 13, 2020 Dear William: In response to the subject referenced solicitation, Origami Risk(Origami) is enclosing our proposal for a Risk Management Information System (RMIS)for the City of Miami Beach's(the City)consideration. With a selection of Origami as your RMIS provider, the City will have access to the functionality requested in your solicitation backed by a service team who has the expertise required to support your business objectives. In particular, Origami will allow the City to effortlessly integrate workflows, aggregate data across disciplines, easily analyze it, and automatically act on insights within one system—generating tremendous efficiencies. Should the City require additional information or clarification of any element of our proposal, please contact me at (815) 519-6922 or by email at mreiliyQorig.amirisk..com. I look forward to working with you during the next steps of your selection process, and ultimately, I am confident you will ensure project success with a selection of Origami as your RMIS vendor. Sincerely, Marissa Reilly • , Sales Associate _ www.origamirisk.com 222 N.LaSalle St.,Ste. 2125 info@origamirisk.com Chicago, IL 60601 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC Risk Management and,Claims.Software'System ORIGAMI RISK The City of MiamiBeach 1.1 Table of Contents 1.1 Cover Letter 2 1.1 Table of Contents 3 1.2 Proposal Certification Form (Appendix A-1) 4 1.3 Questionnaire & Requirements Affidavit(Appendix A-2) 5 Exceptions to RFP 11 2.1 Qualification of Proposing Firm 12 References 17 2.2 Qualifications of Proposer Team 18 3.0 System Capabilities 21 Appendix C 21 Appendix E 56 • O RFP No.2020-056-WG The City of Miami Beach 1.1 Table of Contents Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24F.C., " °°"I.> A M D c i,( ` [Risk Management and Claims Software•Sys'tem`' 0[l '' f'1;1 1 (1�+.7:(\ - . The City of Miami Beach. tiE . t2 Proposal Certification Form (Appendix A-1) APPENDIX Al -PROPOSAL CERTIFICATION FORM This document is a REQUIRED FORM that must be submitted fully completed and executed. FAILURE TO SUBMIT THE PROPOSAL CERTIFICATION FORM WITH ITS PROPOSAL SHALL RESULT IN THE PROPOSAL BEING DEEMED NON-RESPONSIVE. Solicitation No: Solicitation Title: • 2020-056-WG Risk Management and Claims Software S_stem Procurement Contact: Tel: Procurement Contact: William Garviso,CPPB 305-673-7490 WilliamGarviso@miamibeachfl.gov PROPOSER'S NAME: Origami Risk LLC NO.OF YEARS IN BUSINESS: 11 years NO.OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: 6 years 305 OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS: Not applicable FIRM PRIMARY ADDRESS(HEADQUARTERS): P22 N.Lasalle St,Suite 2125 CITY:Chicago STATE: IL ZIP CODE:60601 TELEPHONE NO.: (312)546-6515 TOLL FREE NO.: "" FAX NO.: (312)546-6515 FIRM LOCAL ADDRESS: None-Origami Risk does not operate an office in Florida. • CITY: None STATE: None ZIP CODE: None PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT: Marissa Reilly ACCOUNT REP TELEPHONE NO.: (312)546-6515 x2297 ACCOUNT REP TOLL FREE NO.: "' ACCOUNT REP EMAIL: mreilly@origamirisk.com FEDERAL TAX IDENTIFICATION NO.: 26-4060548 Except as stipulated in General Condition 36, Proposer agrees: to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all specifications, attachments, exhibits and appendices and the contents of any Addenda released hereto; to be bound, at a minimum, to any and all specifications, terms and conditions contained herein or Addenda;that the Proposer has not divulged, discussed,or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal;that proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws;that all responses,data and information contained in the proposal are true and accurate. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Robert G.Petrie,Ill President&CEO Signature of Proposer's Authorized Representative: • Date: ` % April8,2020 RFP 2020-05&WG 13 RFP No. 2020-056-WG -4- The City of Miami Beach 1.2 Proposal Certification Form(Appendix Al) Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ' ° ' :a�° y°, •" . , (�� "° a'-t;;- .' °. .. 'Risk Management and Claims Software System '�I1 I,��:mi 4(1 S'Ix\ The City of Miarni.Beach ' m et t3 Questionnaire & Requirements Affidavit (Appendix A-2) APPENDIX A2-QUESTIONNAIRE AND REQUIREMENTS AFFIDAVIT FORM The purpose of this Proposal Certification,Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness,responsibility and other determining factors and compliance with requirements may be evaluated.Attach any requested information. Name of Proposer's Authorized Representative: Title of Proposer's Authorized Representative: Robert G.Petrie,III President&CEO Signature of Proposer's Authorized Representative: Date: i -I' 1-1, „ April 8,2020 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES x NO SUBMITTAL REQUIREMENT:Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Further,all Proposers must disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT:Proposers must disclose the name(s)of any officer,director,agent,or immediate family member(spouse, parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance.Proposer shall attach at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted,the following information is required: 1) Firm Name,2)Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non-performance by any public sector agency? YES X J NO SUBMITTAL REQUIREMENT:If answer to above is"YES,"Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions.Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code.Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions,as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT:Submit the names of all individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation.For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics.Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics("Code")and submit that Code to the Procurement Department with its proposal/response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable , governmental rules and regulations including,among others,the conflict of interest,lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT:Proposer shall attach its Code of Business Ethics.In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at http://www.miamibeachfl.gov/city-hall/procuremenflprocurement-related-ordinance-and-procedures/ Origami acknowledges that it will comply with the City of Miami Beach Code of Ethics in its provision of services resulting from this RFP. RFP 2020-056-ANG 14 RFP No.2020-056-WG -5- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC • �T, - ORIGAMI RISK. Risk'Management and Claims Software*System The City of Miami Beach • 7. Living Wage. Pursuant to Section 2-408 of the City of Miami Beach Code, as same may be amended from time to time, covered employees shall be paid the required living wage rates listed below: 1. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least$3.22 per hour,or a living wage rate of no less than$15.00 per hour without health care benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft.Lauderdale„issued by the U.S.Department of Labor's Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the I lying wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may, at its sole option, immediately deem said Proposer as non-responsive,and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance,as amended. Further information on the Living Wage requirement is available at http:l/www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and-procedures/ Any payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal,LCP Tracker(LCPTracker.net). SUBMITTAL REQUIREMENT:Indicate below that Proposer agrees to the living wage requirement.Failure to agree shall result in proposal dis ualification. , X YES NO 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States,but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? X YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? X YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not alma! specified.Note:some benefits are provided to employees because they have a spouse or domestic partner,such as bereaveme leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health X X Sick Leave X X Family Medical Leave X X Bereavement Leave X X If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager,or his designee.Approval is not guaranteed and the City Manager's decision is final.Further information on the Equal Benefits requirement is available at http://www.miamibeachfl.gov/city-hall/procurement/procurement-related-ordinance-and- procedures/ 9. Public Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit RFP 2020-O56-WG 15 RFP No.2020-056-WG -6- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) - Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC.. • Risk Management and Claims Software System ORIAML ° RIS.K The City of Miami'Beach„ •{ • proposals,proposals,or replies on leases of real property to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT:Proposer agrees to the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list Failure to agree shall result in proposal disqualification. X YES NO 10. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code.Failure to agree shall result in proposal dis uglification. X YES NO 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. Failure to agree shall result in proposal disqualification. X YES NO 12. Fair Chance Requirement Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer,from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and(iii)prohibits placing a statement on an employ ment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: Proposer certifies that it has adopted policies, practices and standards consistent with the Citys Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity.Failure to a ree shall result in ro osal disqualification. YES NO RFP 2020-056-WG _.� ...M .�.. _m-...-... ..�...16 • RFP No. 2020-056-WG -7- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48 AC27-2DEA0C2C24FC ;. • ` m Risk Management and`Claims Software•Syste ;° .u. D a 11.[ ; '1A f1 w.I 3 The City of Miami Beach;' ° 13. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, Bidsync.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of Addendum section certifies that the Proposer has received all ad deridum released by the City pursuant to this solicitation.Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt 72S*• Addendum 1 _ Addendum 6 Addendum 11 `J?r1vS i- Addendum 2 _ Addendum 7 Addendum 12 • Addendum 3 Addendum 8 Addendum 13 TZ-11S r- Addendum 4 Addendum 9 Addendum 14 'TZ!k r, Addendum 5 Addendum 10 Addendum 15 2020-056-WG 17 • RFP No.2020-056-WG -8- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC. '°` a FRisk' anagement and Claims Software System,. RIAMIRIS rn. City,of Miam ;Beach • 1. Veteran Owned Business Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. Not applicable. Origami Risk does not claim veteran owned business status. 2. Conflict of interest Proposers must disclose the name(s) of any officer,director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates Origami Risk does not have any conflict of interest with the City of Miami Beach to disclose. 3. References & Past Performance For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title, 3)Address, 4)Telephone, 5)Contact's Email and 6) Narrative on Scope of Services Provided. We have provided the required references as part of our response. Please reference pages 12-17 of our response for detailed reference contact information along with case studies documenting the success achieved by other clients through their use of Origami Risk. 4. Suspension, Debarment or Contract Cancellation If answer to above is "YES," Proposer shall submit a statement detailing the reasons that led to action(s). Not applicable. 5. Vendor Campaign Contributions Submit the names of all individuals or entities (including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. The parties with a controlling financial interest in Origami Risk include: Robert G. Petrie, III Stephen Fischer Spectrum Equity Timothy Cope Linus Concepcion None of these parties have contributed to the campaign directly or indirectly of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. RFP No.2020-056-WG • -9- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential •DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC '.' „ '" •:,,°' ' .°- '',• ... „ : m'1,' °'• '',,%::,,. I-,-.:,:;':.*„.' ` ;. Risk Management and Claims Software-S$ystern,° . ORIGAMI IsK �` The City of Miami Beach x U 6. Code of Business Ethics Proposer shall attach its Code of Business Ethics. In lieu of submitting Code of Business Ethics, Proposer may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics, available at littp://winmunicmiheachft.govicity- ttalliproc_urem..entiprocurernent-ffe—,taterlAviiitiancenct-pEoceduresi Origami Risk has developed and implemented a Code of Business Ethics, delivered to employees within the employee handbook. However, this document is proprietary and confidential.As such, it is not published to clients or prospects in RFPs. 7. Living Vvage Indicate below that Proposer agrees to the living wage requirement. Failure to agree shall result in proposal disqualification. Agreed. 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners Origami Risk provides equal benefits for employees with spouses and employees with domestic partners. Refer to Appendix A2. 9. Public Entity Crimes Proposer agrees to the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list. Failure to agree shall result in proposal disqualification. . Agreed. 10. Non-Discrimination Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. Failure to agree shall result in proposal disqualification. Agreed. 11 . Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. Failure to agree shall result in proposal disqualification. Agreed. 12. Fair Chance Requirement Proposer certifies that it has adopted policies, practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement, in addition to any damages that may be available at law and in equity. Failure to agree shall result in proposal disqualification. Agreed. RFP No. 2020-056-WG -10- The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC_ •. Fp ° , -7 RiskMaagerrntnd laim§Software"System 0 GAM ms ,. The City of Miami,Beach 4 � •'` '�' ani �^ • �`� � �.� �, . • .. ,+ :,; • a;tit:.P.*o �,z^.9, � .� °4 . . • Exceptions to RFP 36: EXCEPTIONS TO RFP. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this RFP, and'outline what, if any,alternative is being offered.All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal.The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected,the City shall require the Proposer to comply with the particular term and/or condition of the RFP to which Proposer took exception to(as said term and/or condition was originally set forth in the RFP and any exhibits or Addenda thereto). In accordance with the Terms and Conditions for General Services and as a general response to the terms and conditions noted in Request for Proposals(RFP)for Risk Management and Claims Software System (including the terms and conditions referenced therein) (collectively, the"RFP"),there are a number of items for which Origami Risk may require changes. Origami Risk has executed legal agreements with many governmental agencies, public entities, nonprofit public benefit corporations, and institutions of higher learning. Our team will work with your legal and purchasing departments in good faith to reach resolution swiftly. Upon your request,we can provide a copy of our standard Software Subscription Agreement("SSA")to this proposal,which outlines the common terms and conditions we have in place with other clients similar in nature to you. Our SSA is designed to provide each party with the rights, obligations and protections appropriate to the services provided by Origami Risk. Origami Risk's legal representatives will negotiate a final contract with you that combines the terms set forth in the RFP (including the standard contract provisions)and the terms set forth in our SSA, all as negotiated in good faith between the parties. Origami may have other proposed changes not set forth below, but specific items from the RFP that Origami Risk would wish to negotiate before execution of a legal agreement include the following items: RFP • Section 0200—General Conditions—Origami only agrees to the terms and conditions contained in the Terms and Conditions for General Services to the extent applicable to this proposal. If selected, Origami will require negotiation of the terms in a final contract. Apffendix D • 5—Indemnification—Any contractual indemnification obligations will need to be negotiated as part of a final contract. ® 12—Competitive Specifications—Please note that Origami is the only party that is authorized to provide the Origami software. • 13—Change of Project Manager—The final details for any staffing requirements will be negotiated as part of a final contact. RFP No.2020-056-WG -11 - The City of Miami Beach 1.3 Questionnaire&Requirements Affidavit(Appendix A-2) Proprietary and Confidential DocuSign Envelope ID: 12DB5412-0C11-4E48-AC27-2DEAOC2C24FC °°{ °: fi ' a '' '4 '`, °'e; ° a '." ®°fl D [ : ° RisknManagernent and Claims Software System ' 0 R I GASH I ,-PIS S 1� ' ° . The City of Miami Beach , ,' sz:° �} � S . f t' .. ,°.° a,$ .. S a q .'� ,^ !}'°°ga ,��^ d d .} 4^3 Ca a.z 5"a.°. .,d.4.. 2.1 Qualification of Proposing Firm Provide evidence that the proposed solution is an established, proven system that is designed specifically to meet the needs defined herein and has been used successfully by public sector agencies in the USA,with an emphasis on municipalities. For each system that the Proposer submits as evidence of experience for the firm and/or any principal, the following is required: project description,system ' furnished & implemented, agency name, agency contact, contact telephone& email. For each project, identify whether the experience is for the firm or for a principal (include name of principal). Origami is led by a team of industry leaders with deep expertise in the risk management technology needs of government and public entities. With nearly 100 government and public entity clients, including 32 counties, 37 cities,20 states, a federal agency, and more,we have become firmly established as the leading and most popular risk management provider in this arena. These public sector clients range from small municipalities to cities, states, and the federal government, and make up nearly 20 percent of our client base. Testimonials and case studies from many of these clients highlighting the successes they have achieved since partnering with Origami, can be accessed from the following link: haps://www.<arigamii:isk..cot`r.lyes. urceslcase-.stutclies-tes_titnania4s1.. For convenience,,we have depicted some of the public entity clients that have agreed to make public they are Origami Risk clients in the following figure. rr ..€,,t t. ‘;(.110; StiOhOMiSh PP CIFIC 'Qunly 24.......s.5._94515- NEvlrMexlco Qf Sea�tt(e` ;t COUNTIES New NRkueo Co.tntiess. °'.l -Unktsts`st'y of ilea Peel is Rost ctf Seattle .eot.srrost CotFnty Public Pin¢$Favt;n„.re e Grcup Utility Gloms: {#mss ' to '*°'P' �""r" �.= 'W.. u` A4x oosCosstyTN txynnairg5z ww;wof t4�tnienn>r-hanz.xrs,on waslaingtcnnSchxctsRisk llenrhanks;tc„ta3#;=a; Crit r::se-me t, tnsusst:•kt nt;`nests tt4attln`snskitPeru 13,siont,,th / Nt i) t9 d'� �� of fi IAARFCOPA, ; . HOC11S1I1Q COl46C.KS' F .0CC0aro4a14. 4-4 r',. Utio• Mats ext tte;f..wstn .,,tial..i f t,td„ncg Finesse ?wean llneny,&Z 4 ac sena t 'trcrn'ery ° City of i.e rrrresit.Oolott a ..'MMse#=KKro+H;.4 Figure 1.Case Studies. The grid depicts public entity and educational clients who have agreed to make public they are Origami Risk clients with a case study or testimonial on our website. In addition, we have provided excerpts of key case studies on the following pages for your review and as an illustration of our strong experience in delivering and supporting our RMIS for government entity clients. Each of the case studies provided is specifically for services delivered exclusively by Origami Risk LLC. J RFP No. 2020-056-WG . -12- The City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC. Risk Management and Claims Software System PRIGAMI .° RISK The City ofMiami.Beach w uLq: two PIMA COUNTY, ARIZONA Pima County, the second most populous county in sunny Arizona, was struggling to track the many variables that come with employing nearly 7,000 individuals with diverse job functions—ranging from "cowboy," sheriff and public health nurse to attorney, civil engineer and property appraiser. "it's challenging to manage such a diverse workforce, especially when it comes to training,"said Nicole Schneider, senior program manager for risk management for the Pima County government. "We needed a reliable way to track data associated with our employees for a multitude of reasons including public health and safety, compliance and of course, training." Origami aimed to simplify how the county and its 43 different departments tracked employee data.We integrated information from the 12 or so spreadsheets the risk management department had been using into Origami— giving the group one central repository for data upkeep. Because so much of the same information is shared and reviewed among the different departments, we made sure the multiple forms and records that are tied to single individuals or events could be pre-populated with existing data from the system. For instance, Pima County is using the platform to capture data related to incidents and should it become a claim,the claim record is automatically populated with information entered into the system at the time of the incident—creating major efficiencies and improving the accuracy of claim records. We also ensured such documents could be updated in real-time, cutting down on the creation of multiple versions that quickly can become out of date because of address changes or any other factors that might be moving targets. Schneider said having real-time data in one place has been especially helpful when it comes to employees' motor vehicle records. She said the risk management department maintains employees' driving records and can now not only report current violations to supervisors, but can also report a driver's history. Formerly, different employees in the risk management department would have to go through the process of pulling a motor vehicle record from the motor vehicle division—even if a record had just been pulled. "Now, employees can look at the most recent record within the system, and if it was pulled within a certain time frame, they can rely on the record that already exists,which saves time... because we spend less time on data entry while actually improving our reporting quality,we are way more efficient," Schneider said. Beyond efficiencies, the quality of Pima County's employee data has also improved with system implementation, especially data regarding employee training, medical screenings and vaccinations, and equipment—all important areas to track because of the nature of so many government employees'jobs, their level of interaction with the public and related regulations. We configured the system so that Pima County can track trainings, screenings,vaccinations and equipment that employees need to do their jobs. Because Origami's platform is tied into Pima County's payroll system,the team receives reports when people change jobs and therefore must meet new medical screening, equipment or training requirements. The team is able to use the reports to notify supervisors within the system regarding which employees need to fulfill training or occupational medical requirements, and which employees are due to receive updated equipment. The entire Pima Country,Arizona case study can be accessed at the following link: http_1.wvvw_origamirisk.corn/w.or_dpressicase,siudieslPirna_Court,-_case _study.pdf RFP No.2020-056-WG -13- The City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC `" ,.:° :, : R ;o° Ye e A Risk Management and Claims Software System ORIGA3II eR1S{K .. o •The City of Miami:Beach of 1-- sr1„ t.1 acf 1770161. STATE OF DELAWARE "Origami Risk handles our standard claims 85-90% more efficiently than our old system," -Marcia Lundy, State of Delaware Insurance Coverage Supervisor In 2014, the risk management team at the State of Delaware decided the time had finally come to move on from their legacy RMIS platform. Overly complex and inflexible, the platform required numerous repetitive steps to enter incidents, claims,and other data and had become an impediment to effectively performing their jobs. After conducting a competitive RFP, Delaware selected Origami. While they identified Origami's intuitive interface and workflow flexibility of the system as genuine differentiators, the real surprise came during implementation when they realized how much more efficiently Origami would allow them to conduct their daily activities. Specifically: • Streamlining data entry. When capturing a complex event, such as an accident where multiple people and multiple vehicles are involved, the State Insurance Coverage Office needs to record an individual incident for each person or vehicle involved. Despite the fact there was common information between the incidents(date, time, event description), the legacy platform required the team to key in the same information for each incident. With Origami, they are able to enter accident information once, and carry that information over, eliminating redundant date entry. • Platform Integration. When making a payment in the old platform, the Insurance Coverage Office accountant had to enter the same payment information twice: once into the state accounting system and the claims system. Origami created a process where the claims adjuster would enter the payment into the system without the payment posting against the Reserves. The adjuster then prints out the transaction screen and gives it to the accountant with the medical bill or invoice. The accountant then verifies the information entered and approves the transaction. This eliminates the double entry process. • Communication. Sending information to third parties such vehicle appraisers was extremely cumbersome with the old system. The claims adjusters had to print out documents and either fax them or scan them into an email and send them. Origami's service team was able to set up workflows to automatically trigger workflows (emails or letters) based on the type of claim and the information entered into the system. The claims team was "amazed" by how flexible the system was and how they were able to customize the platform to meet their specific claims management workflows, improving data quality and reducing the time necessary to effectively manage claims. The entire State of Delaware case study can be accessed at the following link: httpIIww origar ir_isLconil ordpresslcose-studiesL tate_o_.Delavy re__ ase_Study__pdt RFP No.2020-05641/G -14- The City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC' yq `' .° °'a' • , °°: • • A f = ; u RiskMan'agemenf and.Claims'Software`System* .y a ,o>,, o Rt1 A�=1�!I I `RISK The City of Miarni,Beach . A a t , a O Nv CITY OF LONGMONT "As a self-administered municipality, when it became apparent that we needed to upgrade to a state-df-the-ait system and move into the cloud environment. we were slightly panicked about having to do a complete conversion in record time. Origami rose to the occasion implementing our entire claims administration work flow along with a full RMIS system conversion from our old system in under eight weeks. The best part is Origami's experts did it without mistakes and without cutting comers!" -Debra©arnofall. Risk Manager The City of Longmont,a self-administered municipality with more than 850 employees, sought a new, state-of- the-art RMIS to help its small but knowledgeable staff continue to achieve more with less. In selecting a risk management system, the team looked for a system that offered a variety of features, would allow for fast and accurate entry of financial transactions, and would accurately comply and integrate with various third-party vendors. Most importantly,the team looked for a partner to support its critical goals, like maximizing efficiency in all tasks and interactions. Its RMIS of choice?Origami Risk. Longmont had a small window to make the move, and partnering with Origami meant implementing a full RMIS conversion and new claims administration workflow in less than eight weeks. Origami accomplished this and more in record time. Since partnering with Origami,the City of Longmont has achieved new workflow efficiencies by automating a variety of repetitive processes. Previously, when a workers' compensation loss notification was received by Risk Management, its claims team required the involved employee's supervisor to fill out and send in a first report of injury or accident form with loss information and employee demographics. With Origami, the process is automated so that the moment the adjuster takes the phone call, the loss information is entered into the claim system and the employee demographic information is imported from the City's payroll system. The form is also generated with the automated loss and employee information, emailed to the supervisor for review and attached to the claim file. Signatures can be fixed electronically and no paper is required throughout the entire process. In fact,the entire claim file is completely electronic. • Longmont also uses Origami's form letters and mail merge functionalities to populate information taken directly from the database, and has used Origami's easy configurability to manage all contracts in a single-system environment. Origami also integrates seamlessly with Longmont's third-party vendors, enabling total workflow automation for things like medical bill re-pricing and check printing. Today, the City of Longmont enjoys greater efficiency in claims handling, more time to achieve better claims outcomes, and a sophisticated way of mitigating exposure that simultaneously drives down costs. RFP No.2020-056-WG -15- The.City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Risk!Management and Claims SoftwareiSystem' ORIGAMI RISK The City of Miami.Beach' The Port of Seattle is a public enterprise in Washington State that runs Seattle's seaport and airport. It employs approximately 1,750 people with varied jobs, including skilled trade workers, police, fire and • Pori airport personnel. In addition,the Port of Seattle experiences a high volume of visitors each year— , t 1 with tens of millions of visitors flying in and out of the Seattle-Tacoma International Airport and of Seatt1E hundreds of thousands people taking advantage of its multitude of cruise lines and cruise ships 11 traveling to Alaska and other parts of the world. Despite seemingly having all the elements in place to create a first-class culture of safety—such as a collaborative risk and safety department, and an engaged workforce—the Port of Seattle,a public enterprise in Washington State, couldn't seem to overcome the procedural barriers inhibiting front-line supervisors and employees from proactively partnering with safety to analyze risk and prevent injuries.This kept the two groups from being completely transparent, and as a result, they struggled to meaningfully reduce worker injuries and contain associated costs. 1. They determined the claim and incident information they needed to gather independent of one another, as well as the types of data they would benefit from sharing. Origami Risk tailored the port's system to capture the relevant and unique information each party or both parties needed in formats that served the purposes of everyone—without requiring duplicative data entry. 2. They worked alongside Origami Risk to develop a logical cadence of automated communication between internal groups and among stakeholders needing immediate knowledge of incidents or events in real time.They created an easy and efficient way for field workers to report incidents and near misses and then automatically alert any stakeholders who might need to intervene. • 3. With help and guidance from Origami Risk,they determined how the captured data could be conveyed in graphical and easy-to-digest formats that would highlight any safety problem areas; prove out the effectiveness of any safety initiatives; and earn support from leadership around those initiatives. RESULTS • Fewer injuries and reduced costs.The Port of Seattle experienced measurable results within a nine-month period of formalizing safety processes and getting access to more robust safety analytics from Origami Risk. Improvements to how they captured and shared data—such as near • miss and incident information—helped them to intervene with safety hazards sooner."Analytics give us pertinent information we need to intervene before a hazard causes an injury,"said Britney 's .a u. Gallagher,workers'compensation manager for the port. "We're able to focus our efforts on preventing incidents, instead of reacting to them. Being proactive and collaborating with our front „; line supervisors, tenants and employees has'created a new culture committed to having our 37% ,:""r �, a, $4 employee's go home safely within a nine-month period of formalizing safety processes and getting access to more robust safety analytics from Origami Risk,The Port of Seattle experienced the improvements outlined in the table, right. • Improved morale.Interestingly, the open communication fostered by Origami Risk's automated near miss reporting, incident collection,alerts and task assignment features has encouraged employees to be more engaged with safety. They understand the impact their engagement has on workplace safety and injury prevention,said Gallagher. "Our employees feel like we value their contributions,”she said. "With Origami Risk,they know when a near miss or hazard is reported, it won't fall through the cracks because of communication breakdowns or procedural barriers.As a result,they report more, and we can prevent injuries.This engagement has had a positive impact on employees'morale,which can often influence their commitment to workplace safety." • Further collaboration.Gallagher and her colleague Sara Kern,the Port of Seattle's risk claims manager, said she is amazed at how Origami Risk can be tailored to accommodate each department's separate objectives while still facilitating collaboration between the two groups and with field users for their common goal of workplace safety, They said the system has really allowed them to look at safety holistically. "There was never a question of whether we would use the same(risk and claims management)system," Kern said."We had to find one that worked for both sides of the house in order to further collaboration efforts. Origami Risk's ability to tailor the system to fit both group's needs,but still increase transparency among departments, has been critical to us working together to improve safety." The entire case study is available at the following link: haps,[/info.orifiamiris.k.carofrs18.5?-KWB.-3.5..4.Iim.ages_"P.ort_of-Sea.ttte- G.S.pd.f RFP No. 2020-056-WG -16- The City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C114E48 AC27-2DEAOC2C24FC p •. .. o`" xs 3 ',': s t a 4 •�`, .Risk Management and,It. •Software'System ° • Y �° 3Ri3A�:Mi �I'SK .- . a g ,*A " f . , , . a ti. Me Cit o Miami Beach A N y,. References In addition to the case studies provided, we have additionally selected three projects of similar scope and complexity to that of the City's performed for other public entities. These projects are described in greater detail as well as include contact information for the City's evaluation of our qualifications. ' Agency Name: City of Jacksonville, Florida ; Agency Contact: Desiree,Weston, Systems Administrator ,- ' C• ontact Telephone: (904) 255-5331 C• ontact Email: dweston@coj.net Project Description:Origami provides the Risk Management Information System to the City of Jacksonville. A• t a high-level, functionality utilized includes claims administration and management; incident intake; policy ' management; Certificate of Insurance(001) management, and reporting.,Origami_also interfaces with a : number of external systems such as with an HR managenientsystem, CMS 111, 1099 reporting, and more. System Furnished& Implemented: Origami Risk (same software as is proposed to CMB in this proposal) E• xperienceof the firm or.principal?: Firm" Agency Name City of St Paul, Minnesota; Agency Contact: Sandra.Bodensteiner, Risk Manager Contact Telephone (651) 266 8500 •Contact Email:sandra:bodenstelner@ci:stpaul mn us Project Description Origami provides the Risk Management Information°System'to the City of St Paul The- i i City is using Origami to administer claims and"incidents of two coverages (Workers Compensation and'Tort).'' =fil „:.1,,,_,,,, 7. 4,-.!,,-': ,..:.,:.,.,;--,,-,:,,,is7,..1:.4,,,7, ..:..;, `:.Origami also;built a number ofinterfaces"forthe client including:to,provide;single-sign on (SSO)capabilities, i t~•1099.reporting, CMS:111 reporting,,ISO,CIaimSearch indexing,,and a.two-way feed with CorVel_ System Furnished &Implemented; Origami Risk{same software as_Is proposed°to CMB in flus proposal) ,? Experiencerof the firm or principal? Firm ' T-' ..72-TM,^:. t °."haw"-,,', . 7,7711.7 fi ,.--., �. ',*^ewr am- y r+^ ^*x.,„. Agency Name Santa Clara County,-California Agency Contact Rinky Bhattaeharyya, Sensor lT Business Relationship Manager Contact Telephone (4018)9'1'8-4731;, ;l` f ; Contact E mlail rinky bhattacharyya©isd sccgov org [..''''::'''',:'','','':.:"'.''':'''„ Project Descriptio Origaiami'providePs4,the,.Risk Management informationPS,ystem5to Santa Clara Couniy The i County is using`Origami to administer claims and incidents of eight coverages (including Workers Corrie) The County also uses OrigaCni to r anage policies, employeetiinformation,,and fleet details Origami..converted the County's historical data from RiskMaster Origami also built a number of interfaces for the..client including withF .a;; an 1 9°9LTY' legal system,several bill review providers;, an AI.,P system, a;bank and more System Furnished & Ernple onted Ongami Risk(sarrie software as is proposed to CMB in this proposal) { o t Experience f the futon or,ptiracipal Firm ' r'. h e < 7 RFP No. 2020-056-WG 17- The City of Miami Beach 2.1 Qualification of Proposing Firm Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • �.. tusk Management and Claims Software System dit. ORIGAMI RISK 4` The City of MiamiBeach 202 Qualifications of Proposer Team Provide an organizational chart of all personnel and consultants to be used for this project if awarded,the role that each team member will play in providing the services detailed herein, including but not limited to system development, installation, implementation, and support of the RMIS product and each team members'qualifications.A resume of each individual, including education, experience, and any other pertinent information, shall be included for each team member to be assigned to this contract. First and foremost, it is important to note that as a true Software as a Service(SaaS) solution, development and installation of the solution is not applicable nor in scope for the project. Origami is accessed by its users from a web browser with internet connection on mobile and desktop devices without the installation of any third-party components.As such, installation of the software is not applicable. Furthermore, Origami is proposing a high configurable solution that is tailored to the City's requirements using front-end tools rather than through any custom development. This means clients can configure screens, add/modify fields and coded lists, create entirely new record types and workflows, manage batch extracts and data imports, and more using these tools.As such, we do not anticipate any custom development to deliver the City's requirements. All implementation and support services delivered to the City under this contract will be provided directly by Origami Risk employees without the use of consultants or subcontractors. As depicted in the following organizational chart,the professional services group is broken into smaller teams complete with a Service Team Lead, Senior Client Executives, Client Executives, and Risk Analysts.The team works as a cohesive unit allowing for knowledge sharing among the team as well as a more focused approach to providing attention to our clients. The City's account is outlined in green and the red lines depict the lines of communication as well as the project's escalation team members. The dotted line represents the line of communication between the City and Origami Risk. Robert Petrie• Olaf ExewUve;Ottlec, . Jon Mehots Chief Operating Officer sz. ChrfstlanSehlavone OIit7L(or,,. ;<Proles5iohat 5enice s SerAlaToamLend Serena Tenn Led Service Team Lead .w Team Lead '.717:1"=" s Cee11lE morn .%.£. Lf M V xaxis Senru fSsrJE NCB's E Thw ler.` ,d n,E a&moves,t Jr tta-A f C ar Eli B i GheMFiafuf ea R Mwa !n A PEt ) y _ igk •.gisk Aeatytc ft5k Fn.ysts, MCB's hdtmsl prefect. Stakeholders Integrated Cloud-Hosted Software Solution for Comprehensive Policies-18- The Mutual Municipalities of Quebec 2.2 Qualifications of Proposer Team Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2024FC � � Risk Management and Claims Software System ORIGAMI ' RISK The City of Miami=Beach a ga. . . e� s ., "*,° We approach each project as a partnership between Origami and our client. We allocate resources to a project based on client needs and contract terms. In order to ensure we have the best project team to address the unique requirements of each client, Origami cannot commit specific individuals to the project team until the official acceptance and signature'of a contract. Each project operates differently with a defined project schedule created after the contract is executed. Based on the project schedule, we are able to assign resources who can dedicate the time required to meet the project milestones and deliverables. Success of the project is Origami's number one priority;therefore, our team will collaborate with you at every stage of the project to ensure your complete satisfaction. Should we have the opportunity to serve the City, Christian Schiavone, Executive Director of Professional Services,will assign a highly experienced Senior Client Executive responsible for all aspects of supporting your account, from implementation kick-off through the duration of the business contract. This individual will become well versed with your account and business providing excellent service, as well as will engage other members of the Origami team as the support effort dictates. During implementation,two or three additional client executives, including specialists in project management, data conversion and integration, system configuration, and user training are assigned to the project team to assist with individual tasks. Continuity is a critical element of the ongoing satisfaction of clients, and we are committed to ensuring client satisfaction. To this end, the team that supports a client's implementation is the same team that provides ongoing support. Origami does not use separate teams to perform different functions, so we are able to avoid the added complexities of managing internal communications and responsibilities. While the project team will have the support of our entire organization, each individual assigned to the project will be capable of executing every portion of your project without the need to rely on the skills of others. This means you will not hear your account manager say, "Let me call the right person and get back to you on that."Your team will have the answers, skills, and tools to deliver solutions at every step of the process.The average Origami service team member has more than 12 years of industry-specific experience and has successfully led at least 5 implementations. Members of Origami's professional services group are located across the country. We have primary offices in Chicago (HQ),Atlanta, Denver, Philadelphia, Salt Lake City, and London along with colleagues in 26 states supporting our regional clients. We recognize quality service comes from the correct blend of expertise and availability of resources, while taking into account the benefits of geographic proximity when possible. The timing of the contract and matching the right experts to your project impacts our choice of client executive/project team. We will formulate your service team with the best possible resources who are equipped with the skill-set necessary to deliver quality service to you. We encourage the City to visit our website(https.:Llwww..origami.risk_.com/air.tau.t-.orig.amiLour.-peo.pteL)to read about our more than 200 deeply experienced experts, each of whom has many years of experience in the risk and safety software industry—from underwriters to adjusters, risk managers, and loss control experts. Although the City's project team will not be finalized until the official acceptance and execution of the contract,we have included background information for potential team members on the next page to support the City's implementation and ongoing use of Origami. These individuals represent an excellent fit for the City based on their prior experience with public entities, wealth of industry knowledge, and location, as well as represent the caliber of those who make up Origami's professional services group. Integrated Cloud-Hosted Software Solution for Comprehensive Policies-19- The Mutual Municipalities of Quebec 2.2 Qualifications of Proposer Team Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC. 3 • ° : .,. :,ate y ° °° Risk Management°and Claims Software°Systeme ` 4 0RI°GAMI TRISK �, _ P.P ,� S'' ° The City of Miami',Beaeh° r • s w Elizabeth"Dykas: Service Tearn LeadPRRjOJECT GOVERNANCE ° g: , ° • a. , V Elizabeth Dykas is a skilled senior leader in Risk Management technology with over 15 years of experience in software support,system consultations, RMIS, and Claims Administration • implementations and client service.As a Service Team Lead, she is responsible for leading ���j; large RMIS implementations and managing ongoing client service, as well as supporting a „ > ! a ; team of client executives. xi u --,4k'''', Elizabeth began her career as a Software Engineer with Motorola. She also previously `�t worked with CS STARS in a variety of roles including Director of Client Service and Principle i41 Systems Consultant. Elizabeth is a graduate of Northern Illinois University. " .•# , Elizabeth is an example of a Service Team Lead who would provide oversight for the project and ongoing support team assigned to the City's account. RobSklar:Senior Client Executive PROJECT LEAD r ''-t' am '' ' Robert Sklar is a highly-skilled senior-level risk management professional with 25 years of $ i Wit&a experience in the RMIS industry. As a Senior Client Executive, Rob is responsible for all ` " . .'. aspects of client implementation and service includingdata management, system tailoring, ��.. � � � r`' p p g y g, b { y '? training, and providing ongoing support. ..,, „ Rob began his career at Risk Sciences Group and held positions of increasing responsibility, ' 1 including Director of Client Services.At RSG, he managed the implementations and ongoing °' : '. support of complex clients. Rob collaborated with clients on a wide variety of reporting and 4, ` -`'' interfaces, as well as with the client's external vendors. He also helped his client consolidate s data within their RMiS to make their lives easier for renewal data gathering and loss ' t forecasting. Rob has also served as a presenter at RIMS and RSG user conferences. Rob earned a bachelor's degree from Temple University's Fox School of Business and holds the ARM designation. Rob is an example of the Senior Client Executive who may be assigned to the City's account and who would oversee all aspects of implementation and ongoing support serving as the City's single point of contact. ° 'Jeff Boyle, Senior Client Executive.- PRO�JECT'SUPPORTi ':,.!1V°°, 1 8 7,6.R°, ° pi,l'W v °° S v' Jeff Boyle is an accomplished risk management technology professional with 16 years of a.,,•;r-.3,-., `f-1 �., ° technology experience including 12 years in the insurance industry.Jeff's expertise is in x °a systems integration, data consolidation, and data analysis.At Origami Risk, Jeff provides a °r� q- , ie focus on data conversion and design solutions as well as supports client implementations. : , . _ Prior to joining Origami, Jeff worked at Ventiv(formerly AON eSolutions)in a variety of roles 4° 4 fr _ ,. 14): including Senior Data Migration Analyst, Data Services Team Lead, and Data Services r. Manager. Jeff also worked at Weyerhaeuser as an IT Senior Analyst. Jeff received his bachelor's in Business Administration from the University of Georgia with a ' major in Management Information Systems(MIS). He is also working toward his ARM - designation. Jeff is an example of the additional personnel that may be assigned to the account to provide support during implementation. Integrated Cloud-Hosted Software Solution for Comprehensive Policies-20- The Mutual Municipalities of Quebec 2.2 Qualifications of Proposer Team Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 'Risk Management.and Claims Software Systemk. 4.. ;� O; lGi>•AI The City of Miami Beach 3.0 System Capabilities Submit detailed information addressing how proposed solution will achieve each portion of the scope of services and technical requirements outlined in Appendix C, Scope of Work and Specifications including but not limited to its proposed RMIS platform application; technical information, project planning and implementation, training and maintenance/support information and training. Complete and return the System Functionality and Requirements Checklist Form(Appendix E) Responses shall be in sufficient detail and include supporting documentation, as applicable,which will allow the Evaluation Committee to complete a fully review and score the proposed product. Appendix C Provide services deigned to support the Human Resources/Risk Management Division ("RMD") responsible for directing and coordinating the Risk Management Program for the City of Miami Beach (CMB)which consists of various components, including the following: 1. Risk Management Division Responsibility Components. a. Management of the CMB's insurance program b. Management of third-party claims made against the CMB c. Identifying and assisting in the implementation of policies and procedures designed to reduce the exposure of the CMB operations to risk We understand that the City's Human Resources and Risk Management Division (RMD) is seeking to procure and implement a professional, commercially available Risk Management Information System (RMIS). The RMIS will provide an overall solution for managing incidents, property and casualty insurance claims, insurance certificates, policies, assets, and cost of risk exposure analysis. Furthermore, the system will provide key support to RMD in the management of the City's insurance program, administration of third-party claims made against the City, and in the identification and implementation of policies and procedures designed to reduce the City's exposure to risk. In response, Origami Risk(Origami)welcomes the opportunity to implement and support our award- winning RMIS configured to the City's needs. Origami is a leading provider of integrated software-as-a- service (SaaS) solutions for the risk and insurance industry—from insured corporate and public entities to brokers and risk consultants, insurers,third-party administrators (TPAs), and risk pools. Highly configurable and completely scalable, Origami delivers a full suite of risk management and insurance core system solutions from a single, secure, cloud-based platform. We offer an integrated platform of products including RMIS; claims administration; safety and loss prevention; policy administration; governance, risk and compliance; healthcare risk management; environmental health and safety; workers' compensation compliance; data tools; and analytics. Our platform allows clients to effortlessly integrate workflows, aggregate their data across disciplines, easily analyze it, and automatically act on insights within one system—generating tremendous efficiencies. We understand the City hopes to achieve the following goals in the move to a new RMIS and Origami is well-positioned to support these goals: RFP No. 2020-056-WG • -21 - The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24F.G r Management and Claims SoftwareSy`stem ORIGAMI RISK The City of Miami'Beach • • • • Management of the CMB's insurance program. Origami offers an integrated platform that centralizes the City's exposures, policies, properties, assets, claims, incidents, and more. Data once separated by specific systems is fully integrated in Origami for real-time analysis, a single source of truth, and streamlined workflows. We are not proposing separate solutions, but a web-based platform that will allow the City to manage its insurance program within a single application. With data maintained centrally, the City will not only have access to data in real-time, but be able to provide the appropriate level of access to any designees requiring it to support its operations. • Management of third-party claims made against the CMB.With Origami, the City can take advantage of award-winning solutions and platform flexibility to streamline its claim handling processes across all coverages, drive productivity, and inform decisions that contribute to swift, cost- effective claim closure.As a comprehensive platform, Origami includes all functionality needed for end-to-end claims adjusting along with all of the tools claims supervisors require for managing claim teams. Features include everything needed from flexible methods of intake so non-named third- parties can report claims to the City;,management of claim financials including reserves and checks; all the way through advanced predictive tools. • Identifying and assisting in the implementation of policies and procedures design to reduce the exposure of the CMB operations to risk. With Origami, the City will be able to take advantage of powerful reporting functionality to analyze data and losses, identify trends, and take informed, strategic action to demonstrably improve safety and reduce risk. Furthermore, our platform is backed by the most experienced professional services group in the industry.,Our team of carefully selected industry experts possess the ideal blend of business knowledge and technical acumen required to truly understand our clients' business objectives and deliver the best technical solution. They are not merely software mechanics simply responding to change requests from our clients. They are consultants, offering best practices to our clients,and forward-thinkers, always considering how our tools can be enhanced or new functionality can be added in order to better serve our clients and elevate their risk management practices. The average Origami client executive has more than 12 years of experience in the risk management industry. Our industry experience makes our clients' service experience better. 2. RMD has identified the need to procure and implement a professional, commercially available Risk Management and Information System (RMIS). Origami provides a professional, commercially available Risk Management Information System (RMIS)that can be configured to the City's needs and implemented for ongoing use. Among RMIS providers, Origami is consistently rated highly by both users and independent third parties. Most recently, in the 2018 RMIS Report, Origami scored highest of the top four RMIS providers in customer experience, implementation experience, system-wide functionality, and system attributes. In terms of system capabilities and solutions offered, Origami was rated as the most comprehensive system and was the only provider to offer all 17 of the solutions indicated, including captive/pool management; underwriting; enterprise risk management; governance, risk management, and compliance; and healthcare RMIS. Origami was also noted by the User Survey as the provider with the strongest ability to deliver. RFP No.2020-056-WG -22- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC.. , 'c "4•° °, ° 1 . . .°°a Risk Management and Claims Software:System . ° 0 R 1 GAaM 1 °i RISK The City of Miami Beach °, ),,,,, _ .S �. ...L. Ate° .} •i .`� 94 a ,� a4 e o�` .x� 2018 RMIS REPORT ®Origami Risk r9 Marsh ClearS;ght rY Riskonnect Ventiv I J r , �, ° E. - v, A yy� S" t f� tA -4 , R 1. ''.1: r, wt 4' t - 1 CUSTOMER EXPERIENCE 4MPICMEM'ATION EXPERIENCE SYSTEM-WIDE FUNCTIONALITY SYSTEM ATTRIBUTES Figure 2. 2018 RMIS Report. Origami was rated as the most comprehensive system in the 2018 RMIS Report. In addition, Origami received a Net Promoter Score(NPS)far outranking the competition.The NPS is a prominent customer satisfaction metric that indicates whether users would recommend Origami to colleagues in the industry. Our high NPS illustrates our singular focus on our clients' business objectives and outcomes. NET PROMOTER SCORE • u ORIGAMI RISK MARSH CLEAR^IC 1ET R15 Y CT VENTIV a Figure 3.Net Promoter Score. Origami's NPS of 48 far exceeds those of our competitors. The Report, published by two industry veterans, is based upon responses from over 1,100 RMIS users and 22 RMIS vendors, as well as draws upon the authors' over 60 years of combined RMIS experience. The RMIS Report is the successor of the Advisen RMIS Review, which ranked Origami as the number one stand- alone RMIS from 2013 to 2016,the last year Advisen provided scoring in their report. RFP No. 2020-056-WG -23- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC' RiskClaims , . Management and Software SystemORIGAMI RISK • � The City of Miami Beach , g;w 3. The RMIS platform should provide an overall solution for managing incidents, property and casualty insurance,claims, insurance certificates, policy management, asset tracking, and cost of risk exposure analysis. The RMIS platform should also include bi-weekly migration of data from a third- party Administrator for Workers'Compensation as well as vehicle data from Faster Fleet Software. Origami offers all of the functionality requested by the City in this RFP, backed by the most experienced professional services group in the industry. The following tables provide an overview of some of the key features of our proposed solution for the City. Incident& Claim Intake Origami provides a number of configurable methods to allow any individuals in your organization to report incidents or claims accurately and quickly, summarized in the following table. Intake - , °Method' Audience Description „ei . , . Incidents and claims can be entered into the system by third parties 24/7 through Origami's Risk Management Portal. Origami's custom portals make incident and claim collection simple and efficient allowing non-users to enter data into the Risk system. Origami's portal feature offers the ability to build an external webpage Management Anyone tailored specifically for the client and audience, with the ability for administrative Portal users to edit the content, layout, logo of the screen as well as specify which types of information can be captured, including file attachments. The portal is accessed through a link that can be embedded behind a button on the client's website or intranet. No user credentials are required. When setting up claim or incident intake forms, Origami also allows organizations to take advantage of our mobile application. For on-site intake, mobile forms can be downloaded to a standalone app available for iOS,Android, and Microsoft devices. Mobile Named Users can capture data using mobile forms even when an internet connection is not Application users available.All data entered into the app is encrypted in a user's phone or tablet, where it is securely stored until an internet connection is available and the data can be submitted. The mobile application also supports attachments, including photos or images. Integration Origami can import incident/claim data from any third-party source, such as a with TPA/Carrier carrier, broker, or TPA. TPA/Carrier Direct Named System users with the appropriate system access can enter incidents and claims System users directly into the system through the incidents or claims modules. Entry Claim Management Origami manages the full claim lifecycle from incident report through claim settlement and offers a solution for the integrated management of reserves and expenses, recoveries, and claim file documentation, alongside robust interfacing capabilities enabling the free-exchange of data with external systems. Features of our incident and claims solution are outlined in the following table. RFP No.2020-056-WG -24- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC.. ' • . . F 0R3IGAM1 RISK w.e , Risk.Management and Claims Software Systeri a e. The City of Miami Beach 'Feature DesCripti0n' - a 7 ' °: ' ° '„°,° . a . , ° Automated From first notice of loss to final payment, configure powerful workflow tools to automate Claim Workflow processes, standardize procedures, and increase efficiency. Data entry, relative dates, changes made to claim details, or payments and reserves that exceed defined thresholds can trigger the creation of alerts, diaries,tasks, claimant communications,or the routing of financial approvals. For more information on Origami's workflow tools, please view the videos at the following links: Datafi3try_Events and Notifi.c tion._Triggers Document Make it easier to find critical files and move toward a paperless environment by centralizing Management storage of claims-related documentation in Origami. Attach scanned versions of paper documents to any record in the system. Email file attachments directly to claim records.View documents by selecting from a list of recently opened files, or search across all files in the system by specific words or phrases. Download claim attachments singularly or in bulk with a single click. For more information on Origami's document management capabilities, please view the video at the following link:Document..M.anageme.nt Centralized Origami centralizes claim communication through the use of notes, tasks, outbound email, file Communication attachments, and more all accessible from the claim record. Origami also includes mail merge templates to automate the generation and distribution of standard claim correspondence throughout the life of each claim. For more information on Origami's communication tools, please view the videos at the following links: Notes, Tasks., Email, Fil.eAttac.hments., and M.ail_terge.functionality. Financial Origami includes a complete financial suite that allows clients to set reserves, make Management payments, and track claim recovery activities with functionality for both accounts payable and receivable. Origami also includes seamless escalation workflows for transactional approvals based on financial authority limits that can be defined on a per user or per line of coverage basis. For more information on Origami's financial management capabilities, please view the videos at the following links:reservesand payments. Litigation Origami tracks all of the key data elements, notes, emails, and attachments related to Management litigation on the corresponding claim record. If a claim is marked as in litigation, a section with litigation details will appear on the claims page. Litigation management is part of the overall management of the claim, but access to the legal information can be restricted to specified users. The addition or update of litigation information can automate a variety of system actions via workflow, such as the production and distribution of litigation hold letters. Regulatory Origami streamlines the reporting of claim data to regulatory agencies—pre-fill FROI/SROI Reporting forms with the relevant information required by state jurisdictions; interface with the Section 111 COBSW to automate the reporting process to ensure CMS 111 compliance; and schedule OSHA log distribution and fulfill annual OSHA reporting requirements by generating files for upload to the agency's Injury Tracking Application. Third-Party Break down silos of data, reduce the strain on resources, and eliminate the error-prone System process of rekeying data from disparate systems. Origami seamlessly integrates with third- party software, allowing for the secure exchange of data between HR, accounting, fleet Integrations management, and payroll applications, and more. RFP No. 2020-056-WG • -25- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC.'., Risk Management and Claims Software System ORIGAMI RISK 'The City of Miami Beach, • Data Tools and Origami's update services simplify the collection of claims,transactions, and supplemental Services claims-related information. Import data from carriers and TPAs according to schedule, as well as from internal systems that store HR and payroll details,with feeds scheduled as needed-- daily, bi-weekly, quarterly, or monthly. Analytics and Analytics and benchmarking in Origami make data analysis straightforward and fast. Easily Reporting compare claims to others in the system. Use dashboards, reports, and graphs to gain actionable insight and assess performance.Automate report distribution to reduce administrative costs. Mobile Provide claimants with access to their claims without over-burdening your staff. Claimants can Claimant App use the Origami Mobile Claimant app to review loss runs or the status of their claims from any iOS or Android mobile device. Policy Management Origami's policy/program management tools truly differentiate our system from other platforms. Origami allows organizations to organize their insurance policy data in a single system for more efficient policy management, to leverage powerful analytics tools to gain insight into their true policy portfolio status, and to make informed policy decisions. Features of Origami's policies module are outlined in the below table. Feature Description ;. • mks , . Consolidated. Import and store policy information, including insured names, perils and exclusions, descriptions, Policy and limits in one place. Scanned policy documents and endorsements can also be attached, Information making it easy to access policy details at any time. Find policies by policy number, description, coverage, or carrier. Custom views display the policies and data used most often. Policy audit records and change histories ensure proper documentation of the entire policy lifecycle. With comprehensive policy data easily accessible within the same system, important information is always at your fingertips. Policy Analyze policy erosion, coverage levels, model policies, calculate retention scenarios, and Analytics review counterparty exposure. Origami's intuitive policy analytics and modeling tools can help to ensure that policy programs are adequate,while also providing the critical analysis needed to make informed decisions during renewal periods. Policy Automatically calculate.and view policy erosion over time as claims are filed and processed. Erosion Easily generate erosion graphs on policy records, dashboards, and reports. Gaps and Visually map policy coverage making it easy to highlight gaps and overlapping coverage across Overlaps policies. Project report dates forward to identify any future coverage issues. -� For more information, please view the video demonstration at the following link: httias:/Lliv.e_ty.crictami.ris.k,co..m/.O.riqamiTV(.Vide..LGapsA.nd.O.veriaps. Policy Add existing,policies to build comprehensive policy programs, or easily model policies to see Modeling what policy programs might look like. Quickly compare, side-by-side, the effects of varying deductible amounts on premiums during renewals. =� For more information, please view the videos at the following links: http.s:!Ltive.: tv_orig.amiri.s.k..comLO.rigarniT..VJLideo/RetentionC..ai.cul.atar.and https:[liive- tv_oriQamiri.sk.csamtQrigamiTV,Mdao/Rolic.v. rograms_ Counterparty Analyze risk transfer diversification within a program, or across an entire portfolio. Exposure For more information, please view the video demonstration at the following link: httpsJI1iva-tv_.origamiri.sh_ca.miDrigamiTV/Video!C.ounterp.ariy.Expos.ur..e • RFP No.2020-056-WG • • -26- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • 0.. Risk Management and Claims Software System OR '1GAM# RISK ° The City of Miami Beach Certificate of Origami offers a certificate tracking system for managing inbound certificates. Origami's Insurance certificate tracking functionality helps manage the time-consuming process of tracking insurance (Cpl) certificates across every location, vendor, and contractor associated with an organization.With Tracking the ability to create risk profiles,for any vendor, define standard or custom requirements, and create and send emails directly'from the system, Origami transforms a once tedious process into one that is fast, accurate, and efficient. Key features of the certificate tracking functionality include: • Compliance o Easily identify and attend to vendor deficiencies with quick-reference reports, automated email notifications, and dashboards. o Waive coverage requirements or provide exceptions as needed. • o Store scanned copies of certificates, including historical certificates, on vendor or location record. o Create automated reports to track upcoming expirations, key requirements, and data deficiencies. Communication o Easily send custom emails and group emails, using email templates,to vendors about deficiencies, expirations, or other issues. o Track outreach by vendor or by location. o Use dashboards to track upcoming certificate expiration. For more information on Origami's Certificate of Insurance functionality, please view the following short video: httpsfilivertu.origam€irisk..c.oml.O.rig.amiTVNideoiCe.nTrackin.g. • Property & Asset Management Origami includes comprehensive property management functionality including COPE data, values collection, exposures, inspection recommendations, asset and fleet management, property details, and integration with claims, policies, Total Cost of Risk (TCOR)calculations, and allocation models. This means that from a particular location, users can identify the allocated cost of risk, view claims for the particular location, identify policies covering the location, and more. Property risk features are outlined in the following table. Feature Description Location Origami's locations module houses all of the location and hierarchy details across the City Management including all property details—COPE data, values and exposures, audit/inspection recommendations, assets/vehicles, and true integration with claims and policies—necessary to track comprehensive property risk. Videos related to location management in Origami are available: 1145J/five: tvoriiamini.sk-c.omlQ.ri.ga.mi-Nt.?topic=Locations Hierarchy Origami provides standard functionality to manage an unlimited number of different hierarchical models. Within each hierarchy, there is no limit to the number of levels of child records or the number of locations. Clients take advantage of the multiple hierarchy capability to track separate financial vs. physical organizational structures, or to reconcile point-in-time, as-of reporting to display the way locations are organized at that particular point in time.Automated workflows can be configured to mirror standard business processes and be dependent on or specific to the relationship within the hierarchy. For more information about hierarchies in Origami, please visit the following link: https.:/iIi.ve-.tv,origamiri.sk.c.m/._Qrii.amiT.VNid.eo/Location.Hie.rarch.y. RFP No. 2020-056-WG • -27- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC" K Risk Management and Claims Software System ORIGAMURIS The City of Miami,Beach Fleet Origami has a fleet management tool used to capture and track vehicle details such as make, Management model,year, VIN, and any other fleet information desired to be stored and managed on the vehicle record and associated with a location. The vehicle record is configurable and can include any desired client-specific fields as well as can capture the related coverage information and/or loss history. A video demonstration of this tool is available: https,LLlive_ tv..origamirisk_corn/ariparniTVIVid.eo/EleetIVianacement Asset Origami has an asset management tool used to capture equipment(i.e. computer, trailer, vessel, Management etc.) details,which are stored on the asset record and associated with a location.Assets are associated with locations in Origami. The asset record is configurable and can include any • desired client-specific fields. Total Cost of Origami allows organizations to track and allocate any costs related to their risk and insurance Risk program in a way that best meets their risk management goals. Origami combines all data elements required to provide an accurate picture of their risk management program including loss-related costs, risk transfer costs, fees, costs of internal efforts (i.e. loss prevention and claims management), along with any other type of cost they consider to be part of their total cost of risk calculation. A video demonstration of TCOR analysis in Origami is available: httpsititive,. tv_ori.qa.miri.sk..comiOrigamiTVJ\/k eo/CostAll.ocation GIS Origami provides a native integration with GIS maps, allowing clients to combine maps with Integration layers of Origami data and publicly available information in a variety of configurations. In addition, Origami includes functionality to allow clients to track real-time weather alerts that may impact their properties and send email alerts based on client-defined filters (i.e. severity, urgency, certainty, etc.). A video demonstration of GIS mapping integration in Origami is available: http.sJLliv.e. tv_prig.a.mirisk..comLOrigamiIVLVideoLG.I_SiVlaps. 4. The system needs to be intuitive and efficient,simplifying daily tasks,with the ability to meet the growing needs of the CMB. Origami is a highly scalable solution with the goal of streamlining and simplifying the collection, analysis, and reporting of claims and insurance information. Developed by industry experts, our system offers the benefits outlined in the following table to meet the City's needs. .'Benefit Description Speed Origami is built to be fast.Very fast. Many clients spend the majority of their workday in the platform, and the speed of their risk management system is critical to their performance and efficiency. It does not matter if the task at hand is to generate a complex loss triangle,or to simply view Construction, Occupancy, Protection, Exposure (COPE) data on a property—Origami is built to respond. Simplicity Complexity made simple is the philosophy guiding our product design. Origami delivers powerful configuration and security options in easy-to-use tools allowing organizations to set up the system in ways that meets their business needs. Intuitive Origami is incredibly easy and intuitive to use. We focus specifically on a simplified, consistent user-interface when building each module and enhancement. Most of our clients are able to pick it up and start running with minimal or even no introduction at all. We also offer multiple levels of support and training resources to ensure their effectiveness using the software. Security Security at Origami is paramount. Data is encrypted in transit and at rest. Origami is SSAE 18, NIST, and Privacy Shield (Safe Harbor) certified. Real-time intrusion detection and prevention tools, along with third-party penetration tests protect client data at all times. RFP No. 2020-056-WG -28- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Risk ManagementE,and Claims Software System ORIGAMI 'R`I SK The City of Miami Beach • Benefit' Description Scalability Origami can support small clients ranging from a single user up to a TPA with thousands of adjusters. Built using Amazon's cloud, Origami can add processing power and storage on demand to easily handle peak performance times and scale back down when no longer needed. Reliability Origami maintains industry leading availability and reliability. Data is mirrored in real-time to a duplicate environment for complete fail-over capability. Data is backed up every 15 minutes and in multiple locations for complete data reliability. Automation Origami's automation and workflow tools increase data quality, improve efficiency, standardize rules-driven processes, and allow for integration across organizations—simplifying the day-to-day tasks of system users. Flexibility Origami's goal is for our clients to take as much control over their system as they wish. As such, we offer a highly configurable system, using on-screen tools available through the administration module of the system. Clients can configure screens, add/modify fields and coded lists, create entirely new record types and workflows, manage batch extracts and data imports, and more using these tools. The tools are designed to be easy to use and include focused online help and demonstration videos. No custom code or technical experience is required. 5. The RMIS will be designed to reduce the CMB's cost of risk by: a. Providing ways to document, store, retrieve, and quickly manipulate claims data,track incident reports, analyze risks and exposures, and other insurance and risk management related information As described above, there are a number of ways that claims and incidents can be entered into the system, including: • Entry by anyone through the portal. • Entry by named users through the mobile application. • Direct system entry within the claims and/or incidents module. • Import to the system from a Carrier or TPA. All reported claims and incidents are stored in the system and can be accessed from the claim and/or incidents module in a searchable, filterable format. • e'§n �`�: Y ��"-9 �k�•+%*,`.' -R ..A:u ._ ".a tta�ia- ,• a.w�s.u�n ts.olxeu 1 '�, +ar r •r"' `sem" M _ ` row:b rcraews K:'a<a° �i x. ;^ .. - ° �'' •.a a- b6r,,: «. n"r..a'..__'�_._... - - a c tm vw,.,:ts-."•nis.o-z� _,o•..-,t.* 0,2;44 ren- r•.m-ums.wroN� cal;vtms. .•- wm�.a�o•--s.><.x -: wv«nwx» bre eaDex.enw a..,s•.ra:: as.cr s unosw!e t aatS;ats a>; ... •;r..,,,.-. +ar �e,t:::u ywea un tsr.rmzmt tiazr.�: cnJw:� i •vva �`° " -. — Wan+ Rte' ASS 1G'h Ne insved i Z1-4..3 OA!2W,9 193 srs+m G:.m rxnwp f63.^.a:§1 !t> Y.wt Dae : mrt i6.:.39v`•i V.-a,2021 r :s+. . .w. ,..nc.•,.. 211 Mem, oanrn01e s+:clitwo 1'. lHsretry Ywrn+I- o-,:-wt ...MI}...AM ::x.�..s _ Figure 4.Claims and Incidents Management.Reported claims or incidents can he viewed and managed within their respective modules. Origami provides a searchable. filterable listing of all claims and incidents in the system for easy retrieval. RFP No. 2020-056-WG -29- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC age yst , ern ,Risk Man merit and Claims•SoftwareS : The City of Miami Beach - . z .; a va Claims Management Origami's claims module houses all of the claim details captured in the database, including any claims entered via portal or mobile application. It is highly configurable to allow clients to define the look and feel of a claim record by line of coverage,what data is collected, and all associated tasks and workflows for a claim file.All of the relevant data is displayed on the claim screen when users open the claim, allowing them to easily manipulate and update the information. ea #= a n opanrasta 4tru. laulo " -x „- ..°.7ate... ' .a.. ..v.0 wm„.. -a. ,. .u..,..? alk. .-r s <a:, 1.4 , nn ax n Womutton. 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The claim screen in Origami is configurable and displays all key claim file components. Claims in Origami also include notes, tasks, email, attachments, and provide the ability to manage all claim financials and receivables directly on each claim record. Some additional claim management features include: • Data entry for the claim record is intuitive and can be dynamically driven. For example, if a claim is marked as "Litigation,"the litigation information section of the page will display. • Tasks (diaries)for the claim can be manually entered by the user or automatically created via workflow. • Notes can be added free form or using definable note templates(i.e. Plan of Action)that guide the user through entering the critical information. • User alerts can be set either via rules or manually by the adjuster and are always displayed as a banner when the claim is open (e.g. Claim is in litigation,do not discuss payment disposition with claimant.). • Key contacts and their roles on the claim are defined and accessible from the claim. • Emails to key contacts, such as Outside Counsel, can be generated directly from the system and can include file attachments from the claim. All relevant documents can be attached to the claim. • Forms and letters can be generated directly from the claim and will pre-populate with information from the claim. • Origami displays all related information in lists viewable on the main claim screen, including financials, reserve worksheets, indemnity benefits, and even other claims from the claimant. RFP No. 2020-056-WG -30- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC .- _, , • ` ' ,;,'.17 .. _ r k Management,and Claims Software System-y,- , ,, , :� . Irl .ORIGAMI 'RISK The City of Miami:Beach t ., e . :; t 4 r ham;:.. •; `: . a ".o ., -. incident Management Alongside the claims module, Origami provides a similar interface within the incident module, used to track any loss event regardless of whether there is claim activity to report. If and when desired, Origami can easily create a claim from an incident using the'create claim' button directly on each incident record. Alternately, users can use workflow tools to automatically create a claim from an incident record when specified criteria has been met (i.e. when medical treatment has been received). Similar to claims, incidents also support use of tasks, notes, attachments, contacts, and email. From the incident record, information can be tracked and managed. - gn a t, ,,f deg 4"+�a "� d i r 4 C 1 adnn Cn.O C a..m }oro -Open Tasks - N N A..,1't,,, ymx5 r e.. - -r ',t,12,4,,,41,,,,c %,,,, :3 "" "'`43,:eM1�tolfnsao.„t oikt12Ci3, --- Alt Notes Damsged non•ctmpattyveldclo Address of Accident re, x>.CPA tera:o tart o,e, *"S o .o a•::feel 4111 A¢rsvr,'Vroat i ma No,n Druid t Ws Road ino;,4e,1,11110 O32823t3 Nonheas1 Recent Emetic- PSran nit4 O31202O59 ACte}6d t11ti AJania No t.^+'+tx,C.n,v l,,o Ls'11d.1 cm, t.,:on.,n ,a-te., to Az�;d;^t 3.xre Gectoo Contacts ' A..n'* ot:. intry klocod Status at America l.o cc. a.CW.,,t -1 aid a:L:. 1.-7,..0;Lrn7,0C.• 33.e2E06935-63.324/7358 .-fllLs ?An, P-ZFR:3' 4 C1. .1e1.,-n Pr4,1 >!t' .}r_,1,;;et? Drop'tab to eiUch ' Acctdant tnfatmotkn Retated Incidents • t'p:0s1,r,roo D>0:C'uiw)e., 'PetteIn;arch employed, n`£yrt,1»nt v;.11GS(i gal ' Lamag€Dte9,ms 3 wi,da;n.nwon,p4,1t13r Damn-0d non-company vehicle nano Damage Maoram<i,• rr,_ r, ` Girt 641 V:420-•3}3 or 3 7 Ctalmznt tntonnatton - C;atnaii° Adams,UM W - :,,Ci V 1,':4:!plmnnt.5'.t^,03Vga.0:1111 Vol • Company Driver and 4010 Catena ' td1;,00 t10 o Adams,.MIW D:ivt Lo'.000.0 4110123 GTMloR Ur Ow.c:4.1:0 Geon7>a - ^; m'm. -- ,:z,r--tea ..,- -'m*,;,e ., Figure 6. Incident Record.Similar to the claim recora each incident displays all pertinent details. Incidents can he easily converted to a claim using the 'create claim'button outlined in red, Analysis of Risks, Exposures, and Other information Origami makes data analysis straightforward and fast with tools to standardize data from disparate sources for like-comparisons; simplify data in a visual format so it is easy to understand; and automatically generate and distribute recurring or ad-hoc reports for varying stakeholders' unique preferences. Origami's analytics tools are self-contained meaning no third-party integrations or complicated design and query tools are required. Reports The real power of Origami lies in the ability to easily analyze any of the data captured in the system. Origami delivers reporting and analysis within users'workflow as well as through the traditional reporting module. Innovations in real-time analysis, formatting options, and distribution rules make it easier than ever to glean insight necessary to drive business decisions and share with internal users and external partners. The system offers a comprehensive library of more than 100 standard report templates, an ad-hoc report designer, and a truly unique option to use all reportable fields as modifiers turning even template-style reports into on-the-fly custom reports. Users can manipulate and copy reports and even switch between templates without having to save changes until they have exactly the report they are looking for. RFP No.2020-056-WG • -31 - The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC art, f :^! • , 'Risk Management and Claims Software System A� . as 8. ORIGMI Risk The City of Miami Beach • • a When the Reports link in the main navigation bar is clicked, a list of all saved reports is displayed. Reports can be executed, edited, or exported directly from this list by clicking the appropriate Actions icon; a quick preview image of the report is displayed by clicking on the magnifying glass icon following the report type; and more details and options related to any saved report are displayed by clicking on the name of the report itself. ••, V ', -,1.y,,t Y .•. _,-.�,. - u • • .xq o o .y .; L -v�� s 16.1*—••x,..s••••••-.••-•4 as ,as" w n,S t6pOk-, .n. ry k. Lrx a:,.TSak:VA..l..fs`.3y Fast' 4xo!.s SAS/MdJ Fagiyn Jxroafieriu U7:05.0193;,.g:.�;.,J GCaYE P911,m V .. [• e i.n.naai,'cislF r: r .. P:umsfY rodub rhrJn••n�.as Cw.i:¢ hctomi C Jv+_Ss`r 4!Mu llmae Hsr.±t !:f52tt19 'u")rvDQ „c M .- �:- r`E-L«T Smrch Cor r t y SWc,:a —: 200 iYC `s�+' Cul::S.^+K 7u, 5aaA 7t:.leht Jif+5:J18 x;.1- $Q. '-� -Repan Groups 2,317 b)Oraamrn, st t4srarcny mxTwcc_m����."Rro,..� _.�,�y.wex awvnJ.�;as�,� s;ar,n.-.M.6 Ur'gmiT CYA:-gout " f7 4 G.A Ca.si Hc�tS'at.-•R.711C.lzm!a ty 0:3�,'++S aNcrmrhY �1 -nd -.3 035vlvswy 1:lorrs C4mJ .ley Mtsar:Rr:+fi:,F A o+a^-Smo "''rC.a19 sr •-'v$ G. C` SrN.n,.:m 08 tlt, -✓rsio.ps(M,,<, k'.tcsn 2s::a to 4hF-Dr,.Go.'.0 Lost Baan ij A.errs iv *mom �, ^.e j. Q Fd ..n'tinun; t- #»:am kt3,^.Onven FirRJ Gza;l A. tMra 0.f162016 - ArCt d y Er 7/jjt Rid P M rsIIy:.ac'run a.. AarA Fh Qx Mh9 4,1P`- 3t3"iRm.T45i Aida Lornen ago',/Md 1. 4'7, i t/,V,> 0113201@ 1- 'sl:C9, M,d Scra 'k!. .. laca+vn M.1t R..!orvAaw TE,s"T - SZ,,,t.oMea 8:11G^718 aWM1_ .4 JC�1 /�Ltienn:a.�mcsue.i'asr..ha Sc:vr,tLssea?:r,6as:s 6 a.q%' ;. C.,.MX, C.., Ca bOr, styr-..a 01.19.23186 6ROr c ks F 1. rtm,m• Cm•:aw h+5 Ma f YNita 4 rif1517L18 1 y ki' ♦t.• Figure 7. Report Templates. Users can select from a list of saved report templates or easily create a new template from the main report screen in Origami. Our reporting tools allow users to: • Schedule individual reports or report packages' o Distribute reports to specified groups • Apply coverage-and location security • Review summary level reports as well as drill-down to the precise details • Conduct point-in-time analysis (available throughout the reporting module) • Export to Excel, Word, or PDF • Create reports based on a triggering event • Respond to interactive questions to filter the report data General Claims Analysis Claims analysis is a crucial component to any effective claims management program. Origami gives users access to real-time data, allows them to easily compare claims and assess severity, and gives them the ability to make cause and effect correlations to spur actions. Users can quickly analyze and report on claim outcomes and financials in unique ways or tailor to the constituencies who need the information to make business decisions. Our solution offers: • Claims comparisons • Claims watchlist • The ability to track historical reserve and payment changes • The ability to manage claims by occurrence • The ability to graph financial development of claims o Dashboards and reports specific to claims analysis • RFP No. 2020-056-WG -32- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0011-4E48-AC27-2DEA0C2C24FC 5• °N' • ° a • an System Risk M agement and Claims Software'Sy m Fr ORIGAMI •RISS 3 ,A . The City of Miami Reach Trend Notifications • Origami offers trend notification functionality which can be configured to provide user-defined alerts. For example, an alert can be created to alert management of any location with more than 75 incidents reported in the last week. 3 `ms's _ 4, Eat F 1M t wart tAXO 9 0+IIEj •�Y�_a i , +"^..;a „ t .r ,.,'..i 4.d-. .e „ f. 3.C' °znP._ +4.#. n.,*, ;4ti•,y.s+ • .: • Dur,3,5 1524.5 0n51=02,25 Mate R•an15R+24205'1tepaef¢C;n 27222403 nreY. Val 7(#' Pt. 4.4(kart.n.t'OraftarT nap¢asya- € Ciay 5eY L0d51#41 TR*o 0g, Co•o 15 g-502.52 102y5 r ogo`J 075 }Y} fieceni Evc.ntLogsneL',Y11.2;K v 3=,tt=rq,7 Ak40 can 750 ,45ln•555/104 0,5/0 lna wzr`i RGn ONS G* ,. Figure 8.Trend Notification. Client-defined criteria can he set to alert management of emerging trends. Loss Triangle Origami provides the ability to run detailed loss triangle reports with full forecasting capabilities. The standard loss triangle report template creates a separate triangle for each grouping option selected from the report options screen. For example, choosing to group the loss triangle by major coverage will result in a separate triangle for each major coverage. Once the loss triangle report is generated, users have a number of on-screen options to choose the averaging method and which totals to display to apply projections. To enable speedy analysis, the projections are applied against a copy of the initial report data stored in the database, which can be refreshed upon demand. r y 577 1 r ltakeu th'0 BMWSs Triangles Loss Triangle for All Claims arcac:nu• 1, 761.1....._.,...,_.._._..__._.....,,...__`___..,.._,.t._.... y�r:.x22 5 1 lncuyrdsl 11 t s sEn2 1n>:g • .! a.0122.5'uTth.sr7 Arg_ P4tioda 1 Martha 197Annths 2544101 37 a•,ontha 49 Mantn8 61 Month, 71 Months 'tzthwtuntg f7O 0•21111Qa A'n 1(100072-1111,2012 0 0 0 0 0 (, 1//.2013,1:10122012 0,532 00:,02 %.103 :20 10 133'O* 120,003 togo0o if• (11261(4.12/22!2014 7455,07141M 1519923700 1 532.261049 103215. 59 R 233 1h 7,011:,730,102 1,032.1321433 41740.8 M • 03100019.1703100019 64,923,107 1,293490735 1,(21(.039078 161952%530 4.041.432 4i 3.112,225,3 25 2+ 0Y,005 L610,921 Y„..09 R 713 • intskl18.1123u010"21,157,511a 203393•0,3,1 ',10-08;112(09 I,020,1..1,4'9 1.1029:.4 241 1, 0,091511 VS(401971 1.129,112109 '340,290,4 Yrrol ta4`Ou aOU o.,t+ 1712:}77.123271011 41117913 1404472.319 0,0 2122 819 1,932,44•.3.) 111,22/7962 0271,121,20 2.0,1 43,30 1.154,932.379 095:9533 • "`a0 -652(250:5*_ €€ 11,00870-22/393218 47,599714 11,03/ 9,.1 1 fv„;1S; 31 10.4.,0,22`0 l2,2215,3Z 2;100.522.202 2, 4017( 91,553514 2,110.0638 i 5942911609 .94.2037 /.02644 040311 1.0.0009 1,10%8 1.00620 Apply Options M• • Wn.bind Avg' '3342170 0.00.46 1310130 1.00026 131191 I.858T0 Oty20904 Avg, 75 571000 1.02045.- 103143 1.24020 1,15595 1 00000 .a,e1�-4•.000, ..w,.r�M'^.'.•.°. .<.•+�-Y^.+•'T^ ^.^.w?ra+. ..•.ernr:s __amv............ ....:�...,...-r., 4,00+1re..-w�.. ...,.r•.».....�. ..<..m....:ate+” .,. 2221.222,2 1r Figure 9. Loss Triangle Report. These powerful actuarial reports that give insight into ultimate costs. Total Cost of Risk Origami breaks down traditional silos of information by allowing clients to easily collect and track exposures, calculate their organization's total cost of risk, and automate the allocation process across the enterprise. Origami allows organizations to track and allocate any costs related to their risk and insurance program in a way that best meets their risk management goals. Origami combines all data elements required to provide an accurate picture of their risk management program including loss-related costs, risk transfer costs„fees, costs of internal efforts (i.e. loss prevention and claims management), along with any other type of cost they consider to be part of their total cost of risk calculation. RFP No. 2020-056-WG • -33- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC °.; DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC' =.r • DD "",[ :'"4“." ' ' �.,. Risk Management and Claims Software System `.' ti 0 R I GAM •I1 I .(1 The City of.Miam`Beach Graphs Origami allows uses to create a wide variety of custom graphs using various data sets and grouping options. In defining a graph, users can select the graph type(bar, pie, line, etc.), data point(s) (all fields available from the selected data set), and grouping options. This allows users to use exposures, hierarchy, claims, policy data, etc.to produce meaningful graphics.The graphs created are optimized for visually clear representations of the data being reported. For more information on producing custom graphs in Origami, please view the video at the following link: https://iv-e-.tvj origamiris.k..co:rm1.Qri.gamiTViVideoLC.ustom.Oraphing. Dashboards Origami also has the flexibility to create customized dashboards, which display key information users elect to see when they first log into the system. Our dashboard layouts include a variety of panel and column views—dashboards are broken into panels; each panel can have one or more columns and each column can have one or more widgets. Changes to the layout can be made using drag-and-drop functionality. Origami includes roughly 100 standard dashboard widgets.Alternatively, users can create their own widgets to meet their organization's unique needs. Widgets generally comprise graphs or reports and offer a simple visual representation of the data displayed with ease of point-and-click configurability. Dashboards can be unique to one individual or shared across a team or organization. When shared across a team or organization, user access rights are invoked to display only that data to which they have access to view. Dashboards can also be easily downloaded, emailed, or printed through simple point-and-click options within the dashboard view. x I. nt Oc f.na pp FM' K3 1 arw d . . e .. z r ti tS itif, "121WO a,===giatiactilMINSIRESOI r: G,Ccp,..ICrtN WurC xrrSy .. t12 .- x" '' 15� a gi :.461.011--j -----0 iN - iii d rri „ '-::: LI.,, ,,,,c .-----) ,, ‘,,,, a n ,, , n i:, , ., , , , £ ? f ii, ,! i v w s t ke .,.. . ., ar. . .h�.. . Figure 11.Dashboards. Origami's highly configurable dashboards allows users to view the data most important to them. RFP No. 2020-056-WG -35- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Risk Management.and Claims Software System The City of Miami`Beach b. Minimizing the number of automated and manual systems currently in place in order to streamline processing, reduce redundant data entry, and maintain data integrity Origami offers an integrated platform that combines all of the City's key risk management functions as well as provides a single infrastructure for claims and incident administration, policy management, and tracking of properties, assets, fleet, exposures, and more. Data once separated by specific systems is fully integrated in Origami for real-time analysis, a single source of truth, and streamlined workflows. We are not proposing separate solutions, but a web-based platform that will allow the City to accomplish all of its goals within a single application. Origami maximizes operational effectiveness through the use of automations, interfaces, and workflows. Data can be entered once and then transferred to other areas of the system and workflows can be configured to mirror your standard practices—thereby increasing the efficiency and productivity across your organization and minimizing the need for redundant data entry and processing. Specifically, some of features and tools available in Origami to streamline the City's data processes are outlined in the following table. Feature Description Data Tools and Origami's update services simplify the collection of claims, transactions, and supplemental Services claims-related information. Import data from carriers and TPAs according to schedule, as well as from internal systems that store HR and payroll details, with feeds scheduled as needed—daily, bi-weekly, quarterly,or monthly. Using Origami's tools, all of the City's claim information can be easily imported to and stored in a single system. Third-Party Break down silos of data, reduce the strain on resources, and eliminate the error-prone System process of rekeying data from disparate systems. Origami seamlessly integrates with third- Integrations party software, allowing for the secure exchange of data between HR, accounting, and payroll applications, fleet management systems, and more.Origami offers automated import/export tools alongside a robust web service API that can be used to push or call a variety of information from any external source. Data Entry For data manually entered in the system,forms and fields in Origami are entirely Integrity configurable and provide the ability to enforce data entry requirements to ensure complete and accurate information. Some features include: • Fields can be tagged as required. • Fields can be configured with specific instruction(tooltips, watermarks, etc.)to guide users on entering the requested information in the desired format. • Fields are assigned a type (e.g. date, number,text, narrative, etc.)that determines the permitted users'entry. o Custom fields can be configured to include precise data entry (e.g. decimal number, characters). • Individual questions or whole section can be made dependent. o Fields can be configured to include data validations along with exception handling for anomalies. • Fields can be pre-filled with a default value, formula, lookup to another system record, or using demographic information from the user's profile. • When data entry does not conform to configured validations, clients can determine whether Origami will accept the data, return an on-screen warning and prevent save, delete the information, or correct the information to a defined format or default value. RFP No. 2020-056-WG -36- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC'' .. ;,4:444b,Y> . r Risk Management and Claims Software Systeiii 4. ORIGAMI RISK The City of Miami Beach„ a Workflow Origami's data entry events functionality allows client-defined events (e.g. new claim added, policy approaching expiration, COI deficiency identified, etc.)to drive one or more automated actions—from sending email/text notifications to creating/assigning takes to generating complex reports to the routing of financial approvals. Data entry events can be created on any data type in the system. When configuring a data entry event, users first define the event and then add one or more actions to be triggered by the event. There is no limit to the number of actions one event can trigger. i Origami also features notification triggers,which are events that fire nightly based on any criteria, including lack of activity. Similar to data entry events, criteria are set using the query tool, but instead of firing upon a system action such as a new claim saved, Origami runs the query nightly against the database to determine which records match, and then sends the corresponding notification. 6. It is expected there will be three Administrative Users of the RMIS platform, as indicated below,and it is possible all users will require access to the system at the same time: a. Claims Coordinator b. HR/Risk Specialist c. Risk Management Analyst Origami's software has roughly 400,000 users globally. Based on the overall user counts and claims volume provided by the City,we fully expect that our existing infrastructure is more than adequate to handle the concurrent user requirements without impact to overall system performance. The City's users will have access to the system concurrently. 7. This system will be used to replace the existing Risk Master product. It is expected that the' successful vendor will migrate the current information in the RMIS platform.The CMB intends to capture claims detail going back approximately 20 years. Confirmed. Origami's data migration plan and approach to loading historical data from RiskMaster is detailed on page 47. 8. The system will not, at this time, be integrated with the City Accounting System. RMIS will cut checks. Origami provides tools to enter and cut checks and payments related to claims. Users are prompted to select a payee and enter the details of the payment or check from the claim-level. Once a pending check is created, it is evaluated against any authority limits of the user who created the check and escalated as necessary for approval. Once approved, the check is available to print directly from Origami or to transmit to the client's AP system. RFP No. 2020-056-WG -37- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC •. Risk Management and Claims Software System ORxGApMI RISK The City of Miami Beach ° 9. Current Transaction Volumes(approximate): a. 20 property/casualty insurance policy lines b. 500 property/casualty incidents reported per year from various individuals in various departments c. 450-500 new property/casualty claim files are opened per year arising from the incidents d. 4000 active property/casualty claims files to be migrated consisting of both, open and closed claims (spreadsheets and supporting hardcopy documents) e. 4000 of closed claim files to be migrated (spreadsheets only) f. 750 files for subrogation to be migrated via spreadsheet During implementation, Origami will work with the City to convert and load its historical data, including the sources listed, to the new platform to provide a single source of information for the City's insurance program. 10. The lines of business (LOB)tobe adjudicated are listed below.The approximate number of claims per each LOB are indicated below as well(data from 9/30/2019). There are two individuals who are responsible for making the payments and adjudicating the claims. a. Auto Liability–42 Claims b. Employment Liability–16 Claims c. General Liability–197 Claims d. Police Liability–10 Claims e. Public Official Liability–10 Claims Origami is easily configured to manage and adjudicate claims of any coverages, including those lines listed by the City. C2. Specifications 1. RMIS Platform Application Information: a. Overview: Provide a detailed description of the system being proposed and its functionality. Include information regarding enhancements or additional modules expected to be available within the next year.What is your level of commitment to continuous system improvements (upgrades),expansion of system capabilities and providing client support? Proposed Software Overview Origami offers an integrated platform of products including RMIS; claims administration; safety management; policy administration; governance, risk,and compliance; compliance; healthcare risk management; data tools; and analytics. Our application allows organizations to effortlessly integrate workflows, aggregate data across disciplines, easily analyze it, and automatically act on insights within one system—generating tremendous efficiencies. RFP No. 2020-056-WG -38- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential , • DocuSign Envelope ID:12DB5412-0C11-4E48=AC27-2DEA0C2C24FC- D c Risk Management and Claims Software System V fl �'�/1'1"'� ° I1 IJa is Th City of Miami Beach Whether a client uses our single system for managing risk, insurance, or safety programs; administering claims; or underwriting policies, they all benefit from a seamless user experience, driven by simplified data aggregation and reporting, intuitive data analytics tools, and rules-based decision support technology that can automate a wide variety of processes. Further, if a client's needs change,the solution can also change—essentially with the flip of a switch. That is the power of web-based technology. The following table outlines the major modules of our software. • Module Description' Administration The administration module is used to update/configure Origami's account settings; fields, labels, Module and forms;code lists; users and user security; locations, etc. Users can create complex workflows and notifications using the tools available in the administration module.Origami's users have access to many tools and configuration options not available in other RMIS solutions. Incidents Module The incidents module houses all of the incident details captured in the database. Users can report new incidents, review/edit incident details, set tasks, add notes/files,and convert incidents to claims in this module. For more information on incidents in Origami, please view the videos at the following link:Incidents Claims Module The claim module houses all of the claim details-captured in the database. Users can report new claims, review/edit claim details, set tasks,add notes/files, update financials, reserve worksheets, view litigation notes,and track lost time details from the claims module. • Origami Compliance: Origami provides clients with access to a fully up-to-date and compliant library of fillable, mandated workers'compensation forms for each jurisdiction through our .partnership with Origami Compliance(wholly owned by Origami Risk).All fields in the forms are mapped to available fields from the Origami database for dynamic population. For additional information on state forms in Origami, please view the video at the following link:Origarni._Compliance. • I itigatinn•Origami can track all of the key data elements, notes, emails,and attachments related to litigation on a claim record.The system can track billings per firm as well as plaintiff and defense costs per file,and many other items. If a claim is marked as being in litigation, a section with litigation details will appear on the claims page. Litigation management is part of the overall management of the claim,but access to the legal information can be restricted to specified users. Risk Management Origami has taken the concept of incident/claim intake and opened it up to all entities within the Portal application. Origami's poctai..teatur..e offers the ability to build an external webpage tailored specifically for the client. The portal is accessed through an anonymous collection link embedded behind a button on the client's website or intranet. No user credentials are required. By allowing both named and non-named users alike to streamline their workflow for guided data entry, clients have the ability to build one or many portals and determine the audience for each. Examples of use cases of the Risk Management Portal include processes around certificate of insurance requests and contract reviews. Locations Module The locations module houses all of the location and hierarchy details.This includes COPE data and exposure values, as well as findings/recommendations for a given property or location. Users can create multiple hierarchies to address different reporting needs(financial hierarchy vs. geographic hierarchy vs.pre-acquisition hierarchy)and queue OSHA reporting from various levels of their location structure. • FleetNehicles:Origami has a fleet management tool used to capture vehicle details such as make,model, year, and VIN,which are stored on the vehicle record and associated with a location.The vehicle record is configurable and can include any desired client-specific fields. • Assets.Origami has an asset management tool used to capture equipment(i.e. computer, trailer,vessel.etc.)details,which are stored on the asset record and associated with a location. Assets are associated with locations in Origami.The asset record is configurable and can include any desired client-specific fields. RFP No.2020-056-WG -39- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC '., • '" ° Risk Management and Claims Software'System, ORIGAMI RISK , • The City of Miami Beach • • n R - 'Modu'le • Description °° ty$ x • • Valiies Collection:.Users can configure workflows(email invitation, follow-up communications,etc.)to automate the collection of exposure values.This allows clients to streamline the collection process and provides better data quality than available in traditional spreadsheet processes. • IotaLC sto.LRisk:Users can create allocation models in the locations module that tie together claim/loss history,exposure information, and set costs to distribute risk management costs throughout the organization. Policies Module Clients track all of their insurance policy and program details in the policies module.This includes all lines of coverage. Users can create programs from their policies and use the retention calculator to review actual loss history and apply different retention limits when reviewing their annual insurance purchases. Users can also track third-party insureds in the policies module.Origami has complete workflow to capture insurance certificate details for all third parties doing business with their organization. • . .rtifi .at.Tra .kc ina Origami offers a certificate tracking system for managing inbound certifications. The certificate tracking functionality helps manage the time-consuming process of tracking certificates across vendors associated with an organization.With the ability to create risk profiles for any vendor,define standard or custom requirements,and create and send emails directly from the system,Origami has transformed the once tedious process into one that is fast,accurate, and efficient. Contacts/Employees The contacts module acts as a repository of all of the contacts related to claims, incidents, and • Module locations in the database. Clients can create as many contact types as needed in the database. Employees are a subset of contacts—many clients import their employee data from their HR systems and tie those employees to a given location in the database.This allows clients to map key employee demographic information to a claim without rekeying the information. Analytics The reports module allows clients to create, run,schedule, and distribute reports. Origami includes an extensive library of report templates, but also includes true ad-hoc reporting with drag-and-drop capabilities. Users can also create their own templates from scratch or update existing templates to meet their needs. Users can create distribution groups to segment and distribute data to their user groups based on location or coverage security settings.The reports can be queued to run on a schedule or on an as-needed basis. Origami presents dashboards on users'home pages. Dashboards can be distributed via email, and different users can access different dashboards. Users can edit dashboards with drag-and-drop functionality. Audits Origami supports configurable audits on claims, incidents,events, and locations.The audit questions and scoring can be defined to provide a dynamic entry system for the end user, including toggling ability based on question responses and the ability to create corrective actions, tasks and notes while completing the audit. The audit results are consolidated allowing users to monitor and measure results over time. Enterprise Risk Origami offers an adaptable Enterprise Risk Management(ERM)solution that allows Management(ERM) organizations to proactively address the unique risks their organization faces. Our solution includes industry accepted,configurable ERM workflows to align naturally with components of the COSO ERM Framework model or ISO31000 processes. Origami's workflows span objective, risk, and control identification;control testing;assessment scoring;action plans; risk object updates (ownership,category,opportunity/threat,etc.); and risk tolerance/appetite tracking. Client-Defined Origami's architecture allows clients to create their own module within the user interface to track Entities additional risk data not defined in the previous modules. For example, clients can define an Action Plan module and link it to a location or claim to track follow-up activity needed at a given location or claim. RFP No.2020-056-WG -40- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC Risk Management and Claims Software,System 'ORIGAMI I The City of Miarni'Beach-. ' Future Enhancements and Continuous Improvement Origami is firmly established as the industry's innovators. We deploy releases, on average, every 8 to 10 weeks providing upgraded capabilities to our software to meet the evolving needs of our clients. This iterative delivery model ensures greater stability by avoiding large complicated upgrades with interdependent code. It also allows us to quickly respond to the needs of our clients—ensuring our clients derive value from critical features as soon as possible rather than making them wait for a laundry list of features to be developed and deployed many months later. Because we are constantly upgrading our system to meet the evolving needs of our clients,the system is never"done,"and therefore maintains its value overtime. Although we do not disclose specific features from our upcoming release in requests for information, we are continually enhancing our product to ensure the ongoing success of our clients.We can state, that in 2020, Origami will continue to grow and expand our unique solutions for the Healthcare; Insurance Carriers; Governance, Risk and Compliance; and Environmental, Health and Safety markets. In addition, we will continue to provide enhancements that help our satisfied clients in all markets to streamline their workflows and harness the full power of their data. Our roadmap is set by our clients' needs. Enhancement requests from clients, prospects, and internal analysts are combined into a single queue that is prioritized by Origami management. We then create new features in a way that allows all of our clients to take advantage of any new enhancement. There are not any`one-off custom solutions' designed and built for only one client. We roll all functionality into our core product, available to all. We are continually enhancing our product to ensure efficient claims management processes, safety initiatives,and powerful reporting capabilities. • In the past 6 months, Origami has deployed nearly 100 new features and areas of functionality. Features needed in order for our existing clients to reach their business objectives take first priority,followed by features required to expand our lead as the industry's top innovator. Expansion of System Capabilities and Client Support Each client has a dedicated service team available to them to respond to any questions or issues they may have. We currently have more than 200 members in our professional services group dedicated solely to the implementation and service of our clients' systems. This represents roughly 70 percent of our organization. Our service professionals are industry experts with the average Origami senior client executive having more than 15 years of experience in the risk management industry. Our industry experience makes your service experience better. Our service professionals not only have the expertise and experience to handle the highly complex needs of their clients, but also have the autonomy and decision-making authority to always do what is best for their client. Origami does not have multiple layers of management or silos of departments that must be consulted in order to provide a response or solution to the client. Those answers and decisions lie at the point of contact—the client's dedicated service team member(s). We also pride ourselves on consistency. The service team who supports a client during their implementation is the same team who supports the post go-live. This ensures each client has a dedicated team that knows them, their business, how they use the system today, and their plans for tomorrow. Clients can expand their system usage at any time. Our contracts include a body of ongoing professional service hours per year that the client can use as they see fit.The number of hours is based on the anticipated complexity of the account. As described in our standard statement of work, professional services include any work performed by Origami professionals on behalf of the client. This may include consulting on new features or challenges, configuring new features for client use, providing training on new features,etc. Clients are in direct contact with their dedicated service personnel by phone and email. RFP No.2020-056-WG -41 - The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Risk Management and Claims Software,System „ ` • i O R'� A M I RISK i\ The City of Miami, each b. History: Provide a history of the development of the system application(s)you are proposing,the current version, and number of major upgrades. Origami has been available since 2009. On average,we deploy 5-6 new releases annually. In total, this represents roughly 55 software upgrades since our inception. Origami maintains a single version of the software in production at anytime across all clients. Presently,this is version 2020.2.3.30036 with the most recent release having been deployed in February 2020. The next upgrade is expected in April 2020. c. Functional Requirements: For each of the system functionalities and requirements indicated in Section IV—System Functionalities and Requirements, indicate whether your system is compliant. • If you have indicated "No"to any requirement, provide a brief description as to why and how your solution deviates from the requirements. Confirmed. Origami meets, if not, exceeds the City's functional requirements. Detailed responses for each requirement are provided subsequently in response to Appendix E, Tab 3—System Functionalities and Requirements. 2. Technical Information: a. Technical Specifications: Provide a complete description of any client-side technical specifications and/or hosting requirements for the RMIS platform proposed. Origami is deployed as a hosted, SaaS solution and as such is accessed using only a modern browser and Internet connection. Origami Risk is hosted entirely on the Amazon Elastic Compute Cloud (EC2). As such, all hardware involved in hosting Origami Risk is managed by Amazon Web Services (AWS) and is housed in secure data center facilities. There are no client-side hosting requirements. As a cloud-hosted software, the client-side technical requirements are extremely minimal. The application is accessible by licensed users from any current web browser(Internet Explorer, Edge, Safari, Chrome, Firefox, etc.)on either PC or Mac computers. Origami is written to the HTML 5 standard and other browsers that support this standard should also work, but have not been tested. There are no third-party plug-ins required to use the system. • If a non-hosted solution, provide detailed infrastructure requirements and architectural design. Not applicable. Origami Risk is a hosted solution. b. Integrations: Indicate, in detail,the level of integration of your product with existing systems and applications. TPA and Carrier Integrations Origami offers standard conversion templates for importing claims, transactions, and notes data from a number of TPA and carrier sources. Please note, each source may vary in terms of the elements they provide (i.e. some do not provide notes). In addition to the standard conversion templates, Origami can rapidly configure client/source-specific conversions. Origami can receive and automatically load data extracts from TPAs and carriers using the data update tool. Using this tool, the format of the data to be loaded is first determined. Once the format has been determined, each field is mapped within Origami. In most cases, Origami is able to fully automate routine data loads to be processed completely within minutes of receiving a data file. The data update tool can also check a secure FTP site for new data files on a defined schedule. RFP No.2020-056-WG -42- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC, •R Risk Management and Claims Software System- , The City of Miami.,Beach eye . Once an update has been completed, Origami displays the full statistics for the update including the number of records modified, added, deleted; if there were any exceptions or errors encountered during the process; and the length of time it took to import the file, convert the data, and update the production data. A video demonstration of this tool is available: .https iiive_tv_origami.risk_com OrsgamiTV_LVideoLUpdate. Third-Party System Interfaces • Origami was also built to integrate with third-party applications without the need for custom development. Origami offers an extensive web services API and also provides on-screen automated file import/export tools to facilitate system integrations of varied complexity and frequency desired by the client with a variety of external systems—the most common interfaces deployed are batch processes that pass files via secure FTP. API/Web Services Origami's REST API supports basic create, read, update, and delete actions as well as uploading files and requesting reports. The consumption of REST-based calls requires the sending system to comply with our REST API authentication methods. Often some setup/configuration is required to determine the REST actions and specific JSON content. Origami also offers webhooks which allow third parties, on the behalf of the client, to push data to Origami in a format outside of the existing actions that we have defined in our standard web services. These are account-specific configurations. The following sites offer documentation on Origami's REST API: https:/iliv.e-.api..orig.aminsk..c.ono.Ori.gan iAP.11he.lpiindex(live) => http.s:ilstaging:api arigarnir..isk.cor.LQ.ri.gamiApi/.help/index (staging) Batch Processing Tool Origami's batch processing tool is an on-screen administrative tool that allows Origami's service, professionals and clients the ability to perform custom scripting of the database, with full scheduling capabilities, manual process kick off and encryption. R�'.sir � � � " • ` ace-ice:,r ,�s� :., � �� � Fitt'sy , . A. S;v^..COP,,,, 3 :'N:i'Erc+.n h� L.xry 95 Ct D.119¢-`t'tP'M Lt4flA, Ai" ,.. tlntdG:s tbcS pi' 11/4a T0,7.CCL'-£ Lt,::DG:t"apn! C,, N:-1S+1,44.! 6'!0'rT`g: G4'H:D411C1WM1 1,01 Sta'ia _ r0",0.,a0Z:0!: 3¢tt Cc Ea¢ct Yra Nx Schni..Ma RTS•"'3 12,0019.r4T.W we sal IW.. .._ } ,$.Ca,. 4:0 G:n e. vw (5t0aatE9 Na.x•,w .. c...m.9, ea=9#7 .. N+Q a�E`:.1?r"-�_.^a� Ua'h a00 C7000 On lac,:$0,.l4401 �'_(Z_igal tit,".W. 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RFP No. 2020-056-WG -43- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ® ` oRn� Am ! }RISRisk Management•and Claims Software System K The City of.Miami:Eeach Data Import Center Origami's data import center comes with a number of pre-defined spreadsheets that can be used to import data such as incidents, patient demographics, claims, policies, HR information, vehicles, or any of the over 75 other standard data sources provided. The spreadsheets (or delisted files) are dynamic to allow for the import of custom fields and can be scheduled and pulled into Origami at any frequency needed by the client, with full encryption, exception handling, and notifications. For additional information on Origami's data import center, please view the video at the following link: Dataimport..Center. .• r P An na'utlt pam ,:sr"e cCN Sp dh {TO P1aW Craatiyt.e..:ra asptio4:E!tea,a+n»xl .Yo•,con<ttntxBJlM ten-.:ee to.tq,Ca,to Mt e.,.:1 GaJ.ba rat moa$y Ao ate actere.or Na s'a;eJs names of Ma UGsM tM aproadsRaetat oToort ptvea..oix.soes t1 Mievm. • ... 71,e:txess.11 nal hta:uane m4:,33a.'a tM-idy.L^a sya�az f , Ptd, b4,,,,51k111,o51a'OaAhent:.ypn Con tao sK•Ii !i.as belsa 10,00n fanaota nt.hr., ^.p1.�. S R,r+fAxla..-f.Tho': 1111pOtt zsi*e%Cw.(7,11P. -5 Pr.t.t Matto kav nt UN Aso FLy Utuiv'c:a'-.B Coh:•i ai YJowsg ;IT) t F...Cf.: G.',i1M23: 44,1 6Voraetp^.nodshm ro.1 tna t ?+Roel fmWrt.n 0r10.,ceu!„ ce.5x°•s„tcy.;,a v-p-.aw JeFrs R.. .ac:ua.. ...1.s of zs.....laa@.i......... ea;fi`r.•.0..:...f..,,v„m,. crenae Fta r+oew crosrn SaOm0. s3 4.30 Figure 13.Data Import Center. The import center comes with a number of pre-defined spreadsheets to bring data into the system at any frequency needed by the client. c. Third Party Software: Identify any third-party software required to provide the functionality required by the CMB. There is no third-party software or plug-ins required to use the system or to provide the functionality requested by the City. The following table outlines extended functionality solutions available optionally to clients. Costs are primarily usage-based and vary based on the client's specific configuration. While this functionality is not in scope for the City at this time, it is available should it become necessary. License/Integration r Description Secure Email License This license provides password protected hosting for email communication to and from Origami. ODG Integration Integration with ODG's evidence-based return-to-work guidelines and predictive modeling. Incorporating ODG data allows for claim severity scoring, discernment of which claims require early intervention, and comparison with like claims for validation. Tableau Integration Integration with Tableau that allows users to access Tableau within the Origami environment providing enhanced data visualization. Optical Character OCR scanning license for the purpose of mapping specific data from Recognition(OCR) scanned documents to data fields within Origami. License RFP No.2020-056-WG -44- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC.;' ., Risk Management and Claims Software3Sy'stem` ORIGAMI°° RISK The City of Miami°Beach': LLicensenlitegratith ;°Description ; SMS Messaging Provides the ability to send SMS messages as workflow actions within Origami's administration features. eSignature Integration Integration with DocuSign that allows electronic signature fields to be included in mail merge documents, with authentication through DocuSign. Partnership with Partnership with Mitchell International to provide a seamless process for Mitchell International transmitting First Report of Injury (FROI) and Subsequent Report of Injury (SROI) information to each state jurisdiction. d. Authentication Integration: CMB is looking for Active Directory integration, single sign-on, OAUTH, OpeniD Direct, SAML,Azure AD integration, etc. Origami supports the use of Single Sign-On (SSO) authentication for system access utilizing either the SAML 2.0 or Oauth standards. As such, Origami can integrate with the existing authentication provider of the City's choice (i.e. AD,Azure, etc.). The use of an external Identity provider ensures that only user accounts approved by the City will be allowed to access the Origami system. 3. Project Planning and Implementation Information: a. Project Plan: Provide a complete sample plan for this project. Include your firm's approach to project management, implementation, migration, and training issues. Describe the implementation strategy that would be employed to successfully complete the project as well as meet the requirements of the CMB within the required timeline. Origami's unique implementation methodology emphasizes speed and flexibility. It is founded on an Agile project management methodology and iterative processes to configure the system to the client's unique needs. With an agile approach, work items are prioritized based on client preference and delivered in iterations allowing for more rapid quality assurance and user acceptance testing by the clieint. These contemporary tenants are the foundation of our ability to deliver a better product and more accurate implementation in a fraction of the time as our competitors. During implementation, Origami configures the system for use by the client including system settings, loading data,training users, and other work specified in the contract. Origami manages the overall implementation process, including scheduling and leading meetings, communicating with the team, providing follow-up documentation, and maintaining the project schedule through go-live and the completion of the implementation. The client's provision of timely and accurate specifications, direction, and feedback is essential to the success of the implementation. Throughout the process we use proper change control documents to keep track of iterative decisions made by the team. For the purposes of this RFP, a sample project schedule is provided in the subsequent section and is inclusive of the major project plan milestones we would expect for a project of this scope and complexity. We recommend thorough consulting and scoping discussions prior to beginning a project to ensure appropriate expectations are agreed upon by all parties involved. If a change does arise after the project has started, Origami has a formal change control process to properly scope and incorporate any changes into the project schedule. Needs Analysis& Design Upon contract execution and kickoff, Origami will meet with the City's project stakeholders to begin the requirements gathering process and begin defining and validating the overall system design. Origami will review the overall system design with the City's project lead before beginning the first pass of system configuration. RFP No. 2020-056-WG -45- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC'.•. ' .. ''.''••:-,°:: ° " °._ ;, Risk Manag•ement and Claims Software'System' ap ORIGAMI .RIS° The City of M{ami',Beach. e Upon completion of the first working.meeting, where we have the opportunity to dive deeper into the deliverables and identify dependencies and key dates, Origami will also develop an accurate project plan based on prioritization of tasks. This includes a detailed breakdown of tasks required by both Origami and the client. 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Oyt5R3 OCTd3 NJ =. r} __ `8611460 3% s.re4#sw,r.c...s.1a0&; 0x13010 ,' x.¢hun Cz`.d i3 222.:3 'tY 3:612 s5d 240151818 0% 0841$$1,1;, 120.''13. .0)^7.19 ,101 Figure 14.Project Plan.A project plan will be maintained dynamically in SmartSheets: updated continuously, and accessible by the City via URL. Project Communication During implementation, Origami will have regular status calls with the City's project stakeholders. In our experience, status calls become more frequent as the project progresses and becomes more detailed. We generally recommend bi-weekly status calls with project stakeholders, though these may become more frequent depending on the City's capacity and the needs of the project. Status calls serve to monitor tasks, issues, and risks. Due to the frequency of status calls, they are often conducted via collaborative webinar. Status calls will be scheduled and facilitated by the Origami Senior Client Executive but other Origami team members may participate, as dictated by the project. The City will also be in direct contact by phone and email with the dedicated Origami service team outside of these meetings should issues of any type arise. RFP No. 2020-056-WG -46- The City of Miami Beach 3.0 System Capabilities • Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC . Risk Management and Claims Software'Syitem 'ORIGAMI RISK The City of Miami Beach :; System Configuration Origami provides clients access to a staging environment during implementation.The staging environment is used to configure each deliverable to the client's specifications, test interfaces, load historical data, etc. This also provides a tight feedback loop where new configurations are immediately available to clients throughout implementation. Client feedback can then be immediately aggregated and incorporated into the system configuration throughout the process. The staging environment is also key in the change management process as it allows our clients to take an active learning approach and begin using many aspects of the system prior to the completion of the implementation. Historical Data Conversion Origami has greatly simplified the traditional process of converting historical data to a new platform. We have designed a set of tools and automations that have eliminated the many challenges faced by other providers and are the key to our data conversion success—they allows us complete extremely accurate data conversions in significantly less time and for less cost than our competition while also offering greater transparency to our clients. The majority of our clients' projects have involved the conversion of data from historical sources and as such,we have tremendous experience in this area. In particular, we have successfully performed more than 30 historical data migrations from RiskMaster. We work with the client to define the requirements and request an initial full data extract from their existing risk management system or other sources. Once we have the initial cut of data, and in conjunction with the client,we develop and validate the conversion routine and run analysis of the data provided. When everyone is confident the conversion process is correct,we schedule the final data extraction and cutover to Origami in a live environment. During the conversion process we look to the client to provide critical input and feedback, including: • Field mapping: We look to the client's team for review and validation of our documented data mapping recommendations prior to execution. • Code mapping: We look to the client's team for review and validation of our documented code mapping recommendations prior to execution. • Data conversion:As we review and load data from the client's existing system and sources,we inevitably come across invalid records that require review by those familiar with the claims. Many exceptions can be handled via automated fixes, but some anomalies require historical context. When updating data from third-party sources, we perform a large number of data validations. Control totals are verified to make sure the data file was received intact. Each transaction must pass a list of standard data checks. Coded fields must have a valid code mapping in place or the claim is moved into the exception list. Origami also supports custom data validations in addition to the standard data checks. Data exceptions are resolved before the data is updated into the system. Testing As a byproduct of our iterative design approach, user acceptance testing is performed throughout the implementation process to ensure the system is appropriately configured to the client's specifications including all workflows, interfaces, import/export capabilities, security, etc.We work with the client to identify the areas of the system requiring the most testing as well as on the most effective way to test the system. Our iterative testing approach allows for more frequent feedback on the project,which is incorporated into the system design.As previously discussed, clients are given access to and trained on the system as items are completed.As such, we expect substantially fewer issues once the implementation has been completed.Any Origami-related issues found post-implementation and go-live are addressed without further incurred costs. • RFP No. 2020-056-WG -47- The City of Miami Beach 3.0 System Capabilities • Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC." • Risk Management and Claims Software System 411, ` .: ORIGAMIo RISK The City of"Miami=Beach Go-Live `When the City is satisfied with the staging environment and is confident the system is ready to be deployed, we schedule a final cutover of data from the current systems. We do a final data conversion and migrate all data and settings to the live environment. We typically coordinate user training during this downtime as well. The City will continue to have support from the same Origami implementation team throughout the duration of the contract.Any Origami-related issues found post-implementation and go-live are addressed without further incurred costs.The combination of iterative design and provision of a staging environment for our clients early in the process means we expect substantially fewer issues during go-live and when implementation is complete. b. Project Schedule: Include a sample project schedule based on the above project plan. Indicate the significant"milestones" in a project of this nature and magnitude. Based on our experience with projects of similar scope and complexity, we anticipate the implementation to be in the range of 4-8 months from the date of contract execution. We will work with the City to set project priorities and the critical path giving you the option to start using aspects of the system before the entire project has been completed. The following table provides a high-level breakdown from project inception to go-live. Please note this is only a sample. Upon contract execution, a detailed project plan and schedule is developed specific to each client. Milestone ,;, q g Typical Timing,and Duration' Kick-off meeting: Kick-off meeting conducted within 1-2 • Establish working roles and communication process weeks of contract commencement • Identify critical path items that require immediate action number of other preliminary tasks. • Designate follow-up tasks for first 2 weeks of project for all parties Working meetings: Expected within 2 weeks after kick- Meetings with key stakeholders from each user profile,to breakdown off meeting above. • data requirements for fields,codes,reports,etc. Analysis and design decisions reviewed and confirmed: Expected within 3-4 weeks after • Results of working meeting and subsequent discussions are reviewed Working Meeting above. and finalized by the client lead and Origami for system configuration and data mapping including users, locations,policies, codes, incident entry forms,and claim screens for each line of coverage. First pass of general configuration: Expected to be complete within 4-6 • Includes claim/incident screens, codes, locations,policies,etc.The weeks after analysis and design system configuration is an iterative process, so as the implementation decisions above. progresses,the client will be testing and providing feedback to ensure Ongoing testing and configuration will the system is configured to their specifications. continue over the next 4-8 weeks. • We use proper change control documents to keep track of iterative decisions made by the team throughout the implementation process. Origami receives the historical data for conversion Expected to be complete within 2-4 weeks of project commencement. Initial conversion of historical data to match up with analysis and , Expected to be complete within 6-8 design decisions above weeks of receipt of complete and accurate data. Origami receives the file layouts and transmission information for any i Expected to be complete within 10 data interfaces(e.g.vehicle/fleet data,employee/HR,etc.) weeks of project commencement. RFP No.2020-056-WG -48- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • Risk Management and Claims Software*System :QRIGAMI RISK } The City of Miarrir Beach • Milestone ° am e4" " Typical Timing"'and'Duration: • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC:. Risk Management and Claims Software'System 4 ORIGAMI BRISK The City of Miami Beach'.,. Our contracts include a body of hours to support formal training. Formal-training is tailored to the client's users and covers all applicable features. Our approach to training is to design and plan training for each group of similar users. This allows us to customize the training to meet the specific use cases and workflow by audience. We work with the client to identify users and group them by role and use of the system. We use this information to first design the security parameters for each group of users, and then to outline the training requirements by workflow and then by specific module or feature of Origami. Our draft plan is refined with your input and finalized. Please note the following training plan for full users, power users, and administrators is a sample and will be refined through more detailed discussions and the City's input. Draft Training Plan End user(i.e. full user) training takes 60 to 90 minutes depending on the content. Topics typically covered include accessing Origami, locating necessary information, getting help including tool tips, completing required fields and submitting information, attaching and locating documents, and running existing reports. Functional users (i.e. power users) require a more detailed overview of the critical features of the application. We recommend an initial 2-hour session, a follow-up session in 60 days, and a separate 2- hour session on reports for applicable users. These users are trained on the following functions of the systems: • System navigation • Claims management o Searching for claims o Custom views c Adding claims o Adding and managing notes, tasks, emails and files o Litigation management • Claims Administration o Setting and modifying reserves c Adding payments and check processing • Policy management o Searching for policies o Adding policies o Renewing/modifying policies • Location/department management o Tree view o Updating location information o Adding and moving locations • Reporting and Dashboards c Creating reports based on templates o Creating graphs o Adding filters and groupings RFP No.2020-056-WG -50- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC Risk Management and Claims SoftwareSystem ORIGAMI RISK 'The City of Miami Beach o Ad-hoc reporting o Dashboards o Modifying and running reports System administrators require the most extensive training. We recommend a full day of training; however,we recommend this training be broken up throughout the implementation process rather than all in one day. These users are trained on all administrative functions of the system. These users are trained on all of the administrative functions of the system including: • Field changes including additions, modifications and deletion • Code changes including additions, modifications and deletion • Form or Screen changes including adding and removing fields • Creation of workflows (data entry events and alerts) • Template creation for mail merges, emails and notes • Adding/removing users • Assign security roles and permissions to users • Overview of data update process • Exception handling for data updates • Creating custom templates • Creating distribution lists for reports • • Creating dashboards • Creating custom widgets b. ,Training Tools: Describe all training manuals and formats available. Describe other methods or training available to CMB users. • It is important to note first and foremost, Origami is incredibly easy and intuitive to use. We focus specifically on a simplified, consistent user-interface when building each module and enhancement. Most of our clients are able to pick it up and start running with a minimum or even no introduction at all.As such, Origami delivers technical resources and support documentation appropriate to the service and software we provide that empower users to resolve their inquiries without relying on professional services support, including: • Origami Risk TV. Our clients can access Origami Risk TV,which provides how-to video demonstrations for most key features of the system. Origami Risk TV is accessible by URL as well as from any screen within the application by selecting `help'from the top righthand corner. Origami Risk TV's URL is: https,//live-tv origamiris.k.oomlOrigamiDi RFP No. 2020-056-WG -51 - The City of Miami Beach , 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24F.C'• RM R Risk Management and Claims Software System ' ° The City of Miami Beech:• ,'..- +•�' Waltome to Origami Risk TV L _ ! �nn'w.®KM ae+nf✓j1�r-�+S.A.-s..e:t•na Wstnuv°a+.r wn Y"n�..r.. c a t z `"*" r. w ataei19tlmn. 6 • Figure 15.Origami Risk TV.Origami Risk TV provides how-to video demonstrations for key features of the application. • Context-Sensitive Help. Throughout the system, Origami also provides contextual help for more complex system features including on-screen written instructional materials. Contextual help is available for advanced features such as developing ad-hoc or custom template reports,configuring/modifying fields and forms, configuring email templates, creating workflow rules, and more.An example of this is depicted within the context of modifying forms within the system. Clicking the orange help hyperlink on-screen launches an instructional menu. . 7, a J TIDY Rad F 4 *vs user Hs+.��AS tz=d nn(e ca VaridP.aSQs Usi J....•_....._.. X1:1 S T '!,r'l"=k i,42t4 Pa S cw" hLdb! 1t{ff+kiN Y'Ykat _ , < .y ' '/ts(t•tr'VA�Lxt Ern�t �. _ � iS t 4:9:14,, tirt7 E.Ge�'Y 4 4.»a ..t'7r }... !. 4p644,1, 4 J ie :... c t 4rrsr r 1' { M,. F gid. �. r. eareerss. Y,tira�rue scat:i,c,u,c,, mei nduvrts trui4efe.4,1 xsr r wflri h:+rxo•t§t s ¢-"+f unlpf trm ss'.,'¢ci 4nN1arJ2B'.sJuvq,ula9 PxcvnpY3'0.;:s+kxi'.hs ".#-bEGf.At^N'/[m6^J�a.-.1 ......�. sa45fI too.,ya's !my!4:rvM.vr'YrnuYHahrPe.¢*AMth]n VYd4,-4.!»1e2v5Q a V*•:o-Mu.cag qs mn%WJ nt i avt. ,. I (�ae?u.E . MzcO n.•1T. Jrtw u4s^�emda. x a r#utx'.t, +.a,44tete r ro 40,4.1u:.„.drv. -x nxax 1,4.44,4 nw `FJ'Jl'>.#ba4x„ans 4,4+4144144:,4,404 Otxs4w4+t:y .= -`Y m-xx B,.Oa�¢w�Ktaa.+<r.Mma9'aver.l svtmnJ.".v-4 J.I,seu.t..+ns.natty..�.. v. ,..r. . j :: Jia•xa«n<xe- J a tra <.n •. Figure 16.Context-sensitive help. Throughout the application, Origami includes in-line instructional guidance for the use and configuration of more complex system features. such as for configuring and modifying fields and forms within the administrative interface. RFP No. 2020-056-WG -52- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC _ ° ' Risk Management and Claims Software System ' ° ORIGAMI RISK ° � ° L• The City of Miami Beach.. a Release Notes.As new releases are deployed, Origami provides release notes to clients containing an overview of new features and demonstration videos, as needed. New Features in November 2019 Release Pq.x.e4•.t:•6.446i»II'n.,.•en3r ...+cnirmt^+^UV MO40m •••••,`+`- w-q•val Raenb[*iu+rtene.W b: ,mm+np.rb«ibWLiewaimmAw - _ ... .. 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During implementation, Origami will provide training to the City's users either remotely by live webinar or on-site. Formal training is tailored to the client's users and covers all applicable features. Our approach to training is to design and plan training for each group of similar users. This allows us to customize the training to meet the specific use cases and workflow by audience. We work with the client to identify users and group them by role and use of the system. We use this information to first design the security parameters for each group of users, and then to outline the training requirements by workflow and then by specific module or feature of Origami. 5. Maintenance/Support Information: a. Upgrades: Describe the levels and types of ongoing system support and maintenance provided by your firm. Specify the current version of your system, next major upgrade, how often the system is upgraded,and how the upgrades are accomplished. Origami manages all patching activities and system upgrades for the software. We deploy releases on average of every 8 to 10 weeks to provide new and upgraded capabilities to our software to meet the evolving needs of our clients. This iterative delivery model ensures greater stability by avoiding large complicated upgrades with interdependent code. We also ensure our clients derive value from critical features as soon as possible rather than making them wait for a laundry list of features to be developed and deployed many months later. As we release new features, we provide appropriate release notes, demonstration videos, and training as needed. As a SaaS solution, Origami maintains a single version of the application in production at any one point in time.All of our clients are on the same, latest version. Maintaining high quality standards for each release is important to Origami. The following provides an overview of our release management processes: • Prioritized feature queue: Enhancement requests from clients, prospects, and internal analysts are combined into a single queue that is prioritized by Origami management. RFP No.2020-056-WG -53- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC`.:, Risk Marra gement,and Claims Software System 01RISK The City of Miami Beach • Release process: Once the development of the release has been completed, the development team initiates quality assurance testing,which includes unit testing, integration testing, and feature testing. When the development team is satisfied the software release is ready, the build is deployed to the staging (test)environment. The staging deployment includes the release of the software as well as copies of select client data. When Origami's management is satisfied with the quality of the deployed release, we set a schedule for the release to be deployed to the production environment and notify our clients. Our clients are informed at least 1 week in advance of the release and are given an overview of the new and/or upgraded features being introduced. • Software patches: Software patches do not always follow the same release process described above. Some software patches are more urgent in nature and may undergo less rigorous testing prior to being deployed to the live environment. However, Origami generally deploys patches to the staging environment prior to the production environment. • Server upgrades: Origami plans operating system maintenance at least quarterly to ensure the latest patches have been applied to the production environment.All updates are tested in our staging environment prior to being run in production. Origami also upgrades the software of supporting applications such as SQL Server, LogiAnalytics, and third-party libraries. These are tested in our development and staging environments prior to being deployed into production. In the past 6 months, Origami has deployed nearly 100 new features and areas of functionality. Features needed in order for our existing clients to reach their business objectives take first priority,followed by features required to expand our lead as the industry's top innovator.At all times, bug fixes take top priority.As mentioned above, our product development model is iterative in nature giving us the opportunity to respond to client needs and feedback in very short windows of time. Itis also important to note that Origami maintains one version of a single application in production at any one point in time(currently version 2020.2.3.30036). One version means all of our clients are on the same, latest version—no client is left behind on the upgrade path and there is no sun-setting of support on version. Clients who joined Origami in 2010 are on the same version of the application as clients who joined in 2019—without having endured any additional costs. Further, one application allows us to concentrate our development efforts on a single system, rather than having to diffuse our resources across a number of solutions. b. Support: Indicate how support would be provided to our location (hotline telephone support, email, on-site, helpdesk, etc.). Describe the support escalation process should initial methods of support not adequately address the issue(s). Origami's normal hours of operation for support are Monday through Friday from 7 a.m. to 8 p.m. CT with occasional work outside of those hours when the need arises. Clients are in direct contact with their support team and can contact them by phone or email. Clients can request urgent support by sending an email to suppo ts©.origamiris.k.com.with the word "Urgent" in the subject line.An urgent request made between 7 a.m. and 8 p.m. CT is typically responded to immediately. The target resolution time for an urgent issue is as soon as possible. Clients can also call any member of the Origami support team directly. If the client does not receive a prompt response,they can escalate the issue by contacting any Origami service or support employee or manager via contact information provided to the client. • RFP No.2020-056-WG -54- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC . • - `` • ,. • Risk Management and Claims Software System .n { ORIGAMI .RISK .The City of Miami Beach 6. System Acceptance and Payments a. The vendor shall perform testing to fulfill the CMB functional requirements and make the necessary adjustments,as required, until the system is fully functional to the satisfaction of the City of Miami Beach. As a byproduct of our iterative design approach, user acceptance testing is performed throughout the implementation process to ensure the system is appropriately configured to the client's specifications including all workflows, interfaces, import/export capabilities, security, forms/fields, etc. We work with the client to identify the areas of the system requiring the most testing as well as on the most effective way to test the system. Our iterative testing approach allows for more frequent feedback on the project,which is incorporated into the system design. Origami provides a staging environment during implementation to facilitate the collaborative process of configuring each deliverable to the City's specifications as well as provide it to your users for acceptance testing. Furthermore, clients are given access to and trained on the system as items are completed. As such, we expect substantially fewer issues once the implementation has been completed.Any Origami-related issues found post-implementation and go-live are addressed without further incurred costs. b. Payments shall be made in accordance to completed project milestones as mutually agreed upon. The implementation process is highly collaborative and requires input from the client and third parties outside of our control.As such,we are generally not able to agree to such milestone payment structures. Clients are invoiced annually during each contract year in the amount agreed upon in the mutually executed client contract. 7. Pricing Information: a. Pricing: Provide complete, detailed pricing on all aspects of the project. Prices should be provided on the following, at a minimum: • License(s)—Indicate whether licensing is based on site licenses, concurrent users, or named users or combinations thereof. Provide relevant firm pricing. if applicable, indicate the next level of pricing if the number of users is increased. • Support/Maintenance—Indicate first year and ongoing (years 2-5, post warranty) support/maintenance costs. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which services are included and which are optional. Indicate when support/maintenance costs are due in relation to"go-live" and when they become effective. • Costs per Project Phases—Provide a lump sum price for integration, data conversion, and implementation. Provide details of anticipated effort and time required. • Other Optional Services—Provide an hourly/daily rate as well as an estimate of the amount of time required to provide each of the following services: Customization of system Additional training sessions, if required Any other potential costs not included in the above a Please find our cost proposal submitted in a separate envelope and file,as instructed on page 9 of RFP 2020-056-WG. RFP No.2020-056-WG -55- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC`'. ;Management Software Risk.M ent and'Claims m°°,. ORIGAMI RIS1K ° A. The City:of Miami Beach° Appendix E INDICATE REQUIREMENT • COMPLIANCE Yes / No 1. Established Proven System a. Provide evidence that the proposed solution is an established proven system that Yes. is designed specifically for the Claims and Risk Management application and_used successfully in the USA(municipalities preferred) of same/similar application as the City of Miami Beach. SUPPORTING DOCUMENTS OR DETAILS (as applicable): Origami is led by a team of industry leaders with deep expertise in the risk management technology needs of government and public entities. With nearly 100 government and public entity clients, including 32 counties, 37 cities, 20 states, a federal agency, and more,we have become firmly established as the leading and most popular risk management provider in this arena. These public sector clients range from small municipalities to cities, states, and the federal government, and make up nearly 20 percent of our client base. Testimonials and case studies from many of these clients highlighting the successes they have achieved since partnering with Origami, can be accessed from the following link: https:tlwww.origamirisk_comirespurcesL.ca.s-e.-stu.dies-testimonials/. As evidence of our established claims and risk management solution used successfully in the USA, including by nearly 100 public entity clients, we have provided 3 case studies for public entity clients describing their system use as well as successes achieved through use of Origami. Furthermore, we have provided 3 additional public entity references for your evaluation for opportunities similar in scope and complexity to the City's. Please refer to the evidence provided in 2.1 Qualifications of Proposing Firm of this response. 2. System Requirements , a. Secure, intuitive, flexible, stable, and reliable ability to add multiple users for full Yes. operational and/or administrative access. b. Ability to set various levels of internal security rules. c. Ability to give outside adjuster (i.e. third- party Administrator) access to a specific claim only. d. Ability to send e-mails within the proposed system. e. Ability to have multiple claims arising from and connected to one incident. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. All roles and data access groups are configured by Origami or by the City's administrators (including your users with administrative access) via an intuitive user interface within the application. Origami can work with the City to ensure the addition of new users will align with any unique requirements. A video demonstration of adding users in Origami is available at the following link: ttttps:l/Live-tv..prigam.itisk.-c.oml.Orig.amiTV/V.ideoiA.d.dingU.sers. b. Origami controls access to all areas and features of the system through the use of system roles and data access groups. Logins are associated with both roles and data access groups. Client administrative user(s) can assign any preferred roles and security-related permissions to their users through the administration module of the system. Roles are used to provide permissions to the various areas of Origami. Roles can have view, create, edit, and delete permissions specified by area.There is no limit to the number of roles that can be created. Examples of roles include Administrative User, Incident Only User, Check Approver, View Only User, etc. Data access groups prevent users from accessing data they do not have permission to access in Origami. This is typically setup on a line of business or location basis. Data access groups are assigned a set of records they have permission to access. Origami has implicit checks built in to ensure that no data can be returned to users who do not have permission to access it. RFP No.20204,56-WG -56- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC' , ,�• ' Risk Management and Claims Software'Sysieni ORIqA,MRI I X ,°` `The City.Of Miami Beach For more information on role-based security in Origami, please view the video at the following link: Role- B.asecSeurity c. Origami has a unique solution to provide a grant access link to a third party allowing them to view/update a single record in the system for a specified period of time (e.g. 24 hours).This will allow the TPA or other external user to electronically access and update any claim records specified by the City. d. Origami provides integrated email functionality to send emails out of/into the system. Emails to contacts (internal and external) can be generated directly from virtually any record in the system. Users are able to create emails free form or using definable email templates, and can include files and emails from within the system as well as I files from their local machines as attachments. Emails sent from Origami are categorized and stored on the originating record. If users elect to track responses in Origami, the responses are also stored on the originated record. f caw 41f ,0c.3r,.r. ._..m„ _ .v... c.ar. Figure 18.Email Functionality.Emails can he generated from virtually all record in the system as outlined in red. Origami can also accept emails via a provided email address. Emails sent into the system support subject-line intelligence. If a record number is referenced in the subject line, the email is automatically stored as a note on the record with any email attachments individually uploaded and attached to the record. For more information on how to forward an email to Origami, please view the video at the following link: https:Lllive-tv..origamiriskcornLO.rigarni.TVN.ideoiEmallAttachmants e. Origami's loss events easily associates multiple claims to the same event and gives clients flexibility to manage data at either the event-level or the individual claim-level. The use of loss events eliminates large amounts of rekeying or data entry. Events can be created within the events module of the system and be associated with existing or newly created claims and incidents. When creating new claims from the event, Origami can copy- down information from the event-level to the claim-level to minimize redundant data entry. The event record totals the financials across all associated claims as well as displays all notes, emails, attachments, tasks, etc. in aggregate. RFP No. 2020-056-WG -57- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48 AC27-2DEA0C2C24FC . ` ,,F �1 G Al',i Risk Management and Claims Software System° ° e,c l f1 I.V°,lir °`° The City of Miarni;Beach`r , r',g> 1,: i 7s"65.ttft a°tom g miff a t t F N' w gt.,,,y,,.K t< E t tl . Oct,, Taaes. te. ". d'9<" 7 s '' : .:2'5 �*A"z, ae r'x' <A>o: .., v� .. ` - lM,.rCt ,ce :, <, ..7 w..,. ava.,,J: «'� ,� , :. aR. s..« Evans Pelage Aft Motes E.,:a M.ne, Steel ate:at C:..'n.retve ..a. .,.. 0/ct.ya,A=c.aC.,W.di anmsitac+zcsr_m...t-Yawn,,a.,1.1 ....re E.,...,,ua tot.t amirene+6uassr @M4., Recent Emafc Ern t..a o'✓iL14}7 i-Y'.Lvi DIV, 02!}'eten7 •Conteett ..:au xfi xta key xc:.K:Gx,SMx E...is.:aS;0.'tt: Currant Finnnciaie f'=•-V.e ' ,tra..,,e Foy 'm$y... t.3,£'Q.t.,RD.+FR•�..G ..:... N''? 'Va1,,,IVRIMMIWPF+-u;v$ Y+� :. �s�t��. .uaaesCary 4,f03005.0 IMC/..51 00 3 MEM:1 a,t9A,waQ: ____—_—.--.--'-`----- +F.ptnu 115.003.00 net ,en,1000 oat=all 01 -insmnrl,n 550.0C+1 07 net catmw wa1;a.v •3.51 ILO V15.05 oce ucasm M. C .01;e, net nen Rns net .-RM.svtary CO ass CCC 11CC $W.rr.-C:k, 011 net um net Nat k.nared< £J40.oCa.co 2s3,01,000 4,111.050 CV 1,710 MAI ,Recent Claims to Event ,+a.eve user Iv,.•, wt...'.Cet 33.014.00 ,A,,,,,, 'tre,u9 C.n..nmt tt:+ave ve,reeec-nr entCC57 e1151:ant ZtanclC C ttnn-t 'ff.elaOiNWeet a:i•C' G,e Went.Cemnt. 111 buxta•• cor'..ey Itsitt 11 52417117 2.155 WOW a 1 I Recent Incidents In Event 1,3,1,-,,,,, E'ef.*."3 t5+.11./val 35 Ciw4-1t 02111,2a17 Wrod cern+}+. x SACC"*':i !.tette_ratve 35.Cte,e55 C/1510i7 ny:,+d+x+Le,re a 1 Affected location , '> is t.' - ce 1+l `,c.A.", °, "..51mwts,31^ '-«., ...W.xk tx.an.= ,.^....*.,,t;rk,-A,e.,e itareh+: .. 'v5 ;;t.,...11, 3014 Wire Otter Gene,, [rr64 Figure 19.Loss Events. Loss events allows multiple claims and/or incidents to be associated to a single occurrence, as outlined in red. 3. Reporting a. Provisions for a range of pre-set dashboard reports on claims, premiums, and loss Yes. ratios. b. Flexibility to create ad hoc reports including built in report writing tools, i.e. Crystal Reports, SQL Service Reporting Services (SSRS) or similar. c. Schedule and automatically send internal reports. d. Reports containing Historical Data with any specified "as of date". e. Automatically generate pre-populated letters to claimants (i.e. acknowledgement letters). f. Reports are to be available in a variety of chart and graph forms. g. Reports should be in real-time. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. The real power of Origami lies in the ability to easily analyze any of the data captured in the system. Origami's intuitive user-interface, more than 100 standard report templates, and powerful features for advanced users make it easy to create almost any report imaginable.All reporting tools and dashboards are part of our system. We offer a comprehensive library of templates, an ad-hoc report designer, and a truly unique option to use all reportable fields as modifiers turning even template-style reports into on-the-fly custom reports. Origami also has the flexibility to create customized dashboards, which display key information users elect to see when they first log into the system. Our dashboard layouts include a variety of panel and column views— dashboards are broken into panels; each panel can have one or more columns and each column can have one or more widgets. Changes to the layout can be made using drag-and-drop functionality. Origami includes roughly 100 standard dashboard widgets.Alternatively, users can create their own widgets to meet their organization's unique needs. Widgets are generally comprised of graphs or reports and offer a simple visual representation of the data displayed with ease of point-and-click configurability. In addition, any reports in the system can also be pinned to the dashboard as a widget(including the 100+standard report templates, inclusive of analysis on claims, premiums, and loss ratios). RFP No.2020-056-WG -58- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC 5' Y�DD��AM) l'c ( Risk°Management and Claims Software System yThe Citof Miami•BeachJ Dashboards can be unique to one individual or shared across a team or organization. When shared across a team or organization, user access rights are invoked to display only that data to which they have access. Dashboards can also be easily downloaded, emailed, or printed through simple point-and-click options within the dashboard view. f LYalman:...• .. , u Ra.e La Y2v.:tcpn Yt.-s4 owawstent C:/RS! F,a F"r"Z45:,,k4,-'",,446, .s-,,,,, ,,f,A ,.c,.3`•ww-v✓>....:,-11,3,,,•!.11 ..,,. wr.,.. 1a e4t,w19 w i.°.ypxs.P :,ae N'iw _ or:•ra1�e cav:.2uv. ...,_< .-:+'uxcJ. ...v: ,-ex s >at:E,......vs, 412 an y s,,z,, 4. ,,. ,,,, r4. cs:;s.N4 seirzta __ ,- ,,,,,,t44. �r...Jta ta4,2.11.0 ,..,,.,,.koL., =WOW G4it?2,114 ,.. x#in41`•es ,a„.1� +a .117.747.77”' a:..:�F ryT�K ....,,`LyYt 4 0, ,,y* N '`S 1.: i 7ut•":I . x 4 ' a , . y e yii.t - ffi;,. -r.. ,,..x. 3'M'.. -"..m. •-' .. .%-. .`.04.-4'.....il..�: z; m' ,-*4.. .a-r..., .,07 '0."',.r..40V,,.V .'.r•1, ..„ .+.:--.'_.Y it=s✓-vr Figure 20.Dashboards. Origami provides configurable dashboards tailored to each user. and can include widgets that provide analysis for claims and premiums as well as loss ratios. b. Ad-hoc Reports Origami includes an ad-hoc report feature that allows users to create reports from scratch without the use of any particular template or third-party reporting tools. Ad-hoc reports in Origami are most useful when users wish to design a report with a specific layout and/or specific data elements that would most likely not be used in other reports. Creating ad-hoc reports involves specifying the layout and fields to be be included. a �.. Y'e'' -'1V: . 'r':. Z Y'3�k `. <Pr trAFAIrlial4m» P:t' F9nC Fioias Report Mfcrmation _.-__.___ Hsacnuuxe• Valid Flolds List rae - - _ I..E.::m. II ...C., p,.ee::cu•r. mM, .+ ax roc.1,.?x � +.Rab l^_,..bl 1,-.0e.Vmg,' ' crsd'xay h:r:ay Ypw ;;burl 1,,,,i sacar.,I,V.,4. Ad Hoc Vatinitivn Imo"(Lax - A.epr.vtyas Ra)ecrA G+1 Ce:,,-, Re., Ih—�R.aRea V4"Ece.4 F_,,R..-L S L,:.4,e e5,55C i Ad tee.MYI4.tkt 44. '5H':4,to Jw4..,..t,e,aas ikwe:65kve,Wn Iu.paN 4a'ey I rpmi Res.7 xcui » Figure 21,Ad-hoc Report Designer. Creating a new ad-hoc report is as simple as specifying the layout and fields to be included. RFP No.2020-056-WG -59- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC . Risk Management and Claims SoftwarenSystem ORI AMI RISK The City of Miami.Beach ° • Many of the options available in standard reports are also available in custom ad-hoc reporting such as the following: • Use of new or saved filter criteria • Grouping and sorting of field data • Specifying valuation dates and incurred formulas • The ability to specify interactive options when running the report Custom Report Designer For any report formatting options not offered by the standard report templates or ad-hoc reports in Origami, the system allows you to build custom report templates.There is no need to learn a complex report design tool or programming language to create custom templates—Origami allows report designers to include any fields from the database in a variety of formatting, filtering, grouping, and sorting options, via the familiar and intuitive Origami user interface. :. + -.$ maw �R,.,. ��, kys Figure 22.Custom Report Designer. Users can easily create custom, on-the-fly reports without the need for custom coding or programming skills. Origami offers drag-and-drop functionality (as noted by the arrow in the screenshot above) for adding any field to a custom report by simply dragging fields from the'valid field list'to the appropriate column, row, or cell. Users can also use the field lookup option to add fields. This provides for quick and easy reporting options, even for the most complex report needs. Origami also provides detailed guides to assist users with creating more complex reports. z4 ..... sa,.x ,r m O,,( Konnu6c ttNc fxx;cr„wa CCS.hsn maryt!,;n dao1,,tc-c tawa.t we44.CeL,.RcC-x are tune.eaaCC,n L"sh?w_"'+i.'. ([ Calculattrty thediNorenrn 42gI Detnenwi tsn datnx --__.._... xc �a�- , ;,�•a onrt.oIre nle±aan,gata,mm.,.enadnvt ,enn be/nay.Mnnfy,New 9,10.C1.vE l.<6t Cl1 ceiuC,-i. r,,el.,cL....a,,.,Cort hg.' nATEUSC(exY.C.g..1.nsaData,CIe=:n:.Raryrtft.4at u7is1 er d rani.. fATCDtrf(Mn,th.C(eima.FtlraDsen,CIsrne.LacaDen$ Figure 23.Help on Formula Syntax.Help features in Origami can guide users through the creation of more complex reports. RFP No.2020-056-WG -60- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC . .. Risk Management and Claims Software System.,,,,, ORIGAMI RI K The City of Miami Beach . „• , � i c. Origami's dashboard and report scheduling capabilities are extremely flexible, allowing users to designate when, how often, and to whom a report or set of reports are generated and distributed. All report scheduling tools are provided within the Origami application. For more details on scheduling reports, please see the following video: http Jilive_.ongamirissk.tvLQrigami.TVLVi.de.o1.S-cherkulingReports. . s�da� e.wry rt.xt•'ecnnry.:rxm+A0,1 auxy :k.n '-a;ay-r.AO sSe;F.a.+u„ef ,mr,Amerce,<cecarsv,. a ,1•4 • 4 • 6,1,11,...:"d to h eeviS4 , avevzWo- -..ramlzmaa _.. .,...�tivrtamtiEsum 8erd 7n sarnf 2� ,Ap: arvs avrtroXl cel C.sle.•.M e_.k,.el Rn 414,0, Z^.r.y t.AdGei.' Y.nels'Yh'arSSWlilctan .,qotp.mM1SRNE.Rd[ct £at xct' tM•a.+k Hs%Stlmdubd ttryAt t.:ly• A1'rtt1i.‘iywYiteteddukC r�Y�.'Im RISkrtC4Yl Acni00N SWtNta1) Aapw:e Wave ,t.,lyr,y,.• Figure 24.Report Schedules.A schedule can be easily added to a report or group of reports for their automatic distribution to the City's designees. d. Origami's standard report templates can be run as-of a specified point in time. Origami prior values the fields essential to tracking the status of a claim over its life.A complete list of fields available for prior valuation can be provided upon request. Multiple valuation dates can be included in a single report template. In addition, Origami offers several report templates that include point-in-time comparisons, including the financial comparison and prior period comparison templates. The financial comparison over time report compares claims at two different points in time. The prior period comparison report allows users to compare a period in one year with an equivalent period in the prior year. Origami also has a prior period comparison (four periods)template that compares four periods. For an overview of these report templates, please view the videos at the following links: https.J/lives tv...ori-gam.irisk.comlOrigaminVivid.eol_Financiai-C.omppari.son_Template and https.Jiiive tY origamtrisic..comarigami_Ltivide LEinanciaLC. ariao iTernpl.ate. e. Origami provides the ability to easily create mail merge documents for automation of routine correspondence, forms, and more, using data already contained in the system (e.g. claims, policies, incidents, etc.). Users have the ability to create standard Word documents and/or PDFs with the desired formatting and letterhead.The document is then tagged with data elements contained in Origami (e.g. claimant, claim number, loss date, etc.) for dynamic population. The template is then uploaded to the system within the administration module where it is linked to a specific system domain from which it will be available for use(i.e. claims, policies, etc.). Mail merge letters can be generated and distributed manually by users or automatically via workflow rules when defined criteria occurs (i.e.when a new claim is submitted, requiring an acknowledgement). A simple claim example is depicted. RFP No. 2020-056-WG -61 - The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC Risk'Management and Claims Software System- ORIGAMI ,` The City of.Miami beach +fiat 4:444.e.:> 'Grkn IBCCY}� sf ;;A. Ah"a';I'7 17' Past., -0 I U ,we Xz x•, F..1. h.. vOnteP Sq,:es { mmea• �c-sraw, • 46044W14.1 548:4,4,4,4 T kuRSmrakR44tt+.44 tMA,40YpafN?:n sM W L410411.R Y fad r€.S S. t+tr.N;paz'nc»dgz 1ms.,..rmv+seL My.t%t n *,,rL'!*. mu,' knr 4,44 v,,a9t uM hc`4414,1 •444+.+':4.2 Olt x2.304 xn nV ra Klegbx z..�ne.be vw:ti^.,.�a .nr Wcral at at(atG4t ': ,txaMaorl.ra:nt Figure 25.Mail Merge Template.An example mail merge template in Word including a standard header/tooter;text, and data lags (noted by the brackets)that will dynamically merge with data contained in the system when a document is generated from the template. Documents can be generated manually,as needed,or automatically via workflow rules when defined system activity occurs. f. Many of Origami's standard report templates and dashboard widgets include graphical representations of data, and are available for download in Word, PDF,and Excel format. Origami also offers options for clients requiring more extensive data visualizations, including: Graphs Origami allows uses to create a wide variety of custom graphs using various data sets and grouping options. In defining a graph, users can select the graph type(bar, pie, line, etc.), data point(s) (all fields available from the selected data set), and grouping options. This allows users to use exposures, hierarchy, claims, policy data, etc. to produce meaningful graphics. The graphs created are optimized for visually clear representations of the data being reported. For more information on producing custom graphs in Origami, please view the video at the following link: https:lllive-tu.o.rigam.iri.sk.co.rnl.OrigamiTVNideoiC.u.sio.m.Gr..aphing Tableau All data stored within Origami can be easily exported for reporting, analysis, and presentation purposes. The vast majority of our clients find our reporting tools to be robust and flexible enough to handle all of their requirements without need of a third-party platform requiring additional fees and a unique interface. However, for clients with unique data visualization needs,we partner with Tableau, a business intelligence tool, and enable a direct data export feature. Please note,this requires a separate subscription to Tableau. For more information on how to publish data to Tableau, please view the video at the following link: https.:/11ive- tv.orias niri.s.k..co.mLO.rigamiIVLVid.eoLT.abl.e.au. g. Origami sits on top of relational databases running SQL Server.All reporting and analytics run against the same database in which claims and policies are stored and processed.As such, analytics produced in the system provide a real-time view of data. 4. Users and Licensing a. CMB needs the following: Yes. • Three users to have full access to all modules and capabilities • Two users to simply have access to the system b. The City Attorney's Office will need the ability to only view claims. RFP No. 2020-056-WG -62- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC '" ° Ri are4System •, ° Claims oftw sk Management acid S . ORIGAMI RISK ga °° �* The City of Miarm,Seact • • SUPPORTING DOCUMENTS OR DETAILS (as applicable): ' Origami is an extremely flexible and scalable solution that can easily accommodate the concurrent users identified by the City both internally and within the City attorney's office. Leveraging the role-based security model described in response to question 2(b)above,the City will have complete control over the level of functional and data access granted to each of its named users with the ability to update roles/users directly in the system for the duration of the contract. Named users are able to access the system in accordance with their assigned roles and data access permissions from a modern browser with active internet connection on either desktop or mobile devices. 5. Storage Capacity a. Perpetual storage of all documentation and uploads (i.e. scanned documents, Yes. pictures/videos, e-mails within corresponding claim files) until purged or archived. SUPPORTING DOCUMENTS OR DETAILS (as applicable): As an Origami client, all of your data is retained for the life of your contract. Archiving/purging is not necessary as significant data does not degrade performance. However, if required or desired by the City, Origami has experience working with clients to comply with their varied preferences and requirements related to retention and destruction of electronic records. Attachments Files of any type can be attached directly to and accessed from any record (at the claim level)within the system. Users are able to easily upload files directly from their computer or any shared drive using one of several methods: choose a file, drag-and-drop functionality, emailing file attachments directly to specific records, or via document management functionality. Origami accepts any file format and large file sizes. All files are indexed upon upload, and the contents are searchable using Origami's global search feature. Origami further allows each file attachment to be designated to specific folders or categories, for easy organization. Users can upload relevant files directly to the applicable record via drag-and-drop functionality or through `choose a file'. There is also an option to upload multiple files at once, as depicted in the second image subsequently. `z,imr,a -" JnA:di4' 41" . .4 ft°, O'r»v>ma t 77,7 _ vrcitc xuunc6n ssia.ioe van a � . 6- .owan .TVZu 'P:r2sse4•d..;r &.s:y rt 'Y.:•tA "F fw i`x," '�9 .a ''4 _ .y,;;..'i >N•' •%.':. aE..v� •., .. .W .,. ..410. .^?-�.,.,wa .fir ..a:,..,;<:: •., .—�.ti a:• wa Fta.a �aum<ssra'i tsiR9 6:u„ Frrmnl ]f3!}2t1R.t Y/RJ #• t 4t W1,9 s Fitlut s t•_v Ct-n.zte-a '-'"-vc 4U.>+c Rv-a�.1s. ti in,•2x22:i5v.t ++.1,3 ya nrfkas+' Figure 26.File Attachment. Users can attach files directly to a claim record using drag-and-drop functionality or via choose a file. S +gym�iv �x_Dlik i. ' A„ W. ' y '^'c.a... 4ls 5,4 ,,Fitut#'Irati.ui Nnwaa(WCF1M+t+w'Y61 • I{ -._ _ -"-.mss.m. +4'" ..-rrizr^ +r2n,a-e+ .u�'-...^tc.;«_-. ....r.- y.e...,,.^=^-ems' .-.•�" Figure 27.Multiple Files Attachment" Users can easily upload multiple files at once to any record in the system. RFP No.2020-056-WG -63- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12D135412-0C11-4E48-AC27-2DEA0C2C24FC, Risk.Management and Claims Software System QRIGAMhI. RIS�C • . The City of Miami.Beabli • Emails sent into the system have subject-line intelligence. If a record number is included in the subject line, any files attached to the email will then be attached to the subject-referenced record and the email text will be included as a note on the record. For more information on how to forward an email to Origami to be attached to a record, please view the video at the following link:https.:Iltive-tv_ori.gamirri.s.k_com1Ori.gami.IV!Vid.eotEm.ai.lAtfachm.ents. Document Management Origami's document management functionality allows for incredible efficiencies, enhanced workflow, and a truly paperless environment. Users simply scan their paper documents to a designated FTP site and Origami automatically connects to, retrieves, and uploads these documents into this system,The documents module then provides a global view of all attachments in the system in list format. Uploaded documents can be routed to user-defined queues (e.g. claims, incidents, contacts, medical bills, etc.) and from those queues, assigned to specific domains (e.g. claim file, employee record, incident report, etc.). Multiple document queues can be created with unique workflows enabled per queue based on the document type, document source, etc. The functionality is intuitive and user-friendly, and as with all components of the system, it is capable of being configured to meet clients' unique preferences and workflows. r .-, ,.. n ",1 Q.?,�a�!�8�,, °+', ,«:�`` a�s�-M �.,et*.,�:aS:.an...M � a � ===== ..� ..', F-�,� fir• ^40.4•.Vie, .- . _ r. rater Sy 1, • ,wa.ma. ,.. ..5 fur b.wu.aa ' u V' I' Jf 3.np 'r pn ;✓.?".3.43,'!5 ..a„. .xaz... R I.•,Cur C✓:✓ f.r=s tfio.Yacy Y7e�nY L na i AIA s ...,esi .u.,. n.,,,. MT'.,(fl?t rvLfl Afl ki-r:.IM.siL :..k.r•,._ , .. Figure 28.Documents Module. The documents module provides a global view of all attachments in the system. 6. Advanced Search Capabilities a. Ability to search and find by calling on any populated field. Yes. b. Canned queries. c. User interface for constructing queries. SUPPORTING DOCUMENTS OR DETAILS (as applicable): _ _ There are a number of ways to search for information within Origami including advanced search, saved views, specific field filtering, and global search. • Advanced search: The advanced search allows users to create ad-hoc queries or filters using any field or combination of fields within the system. RFP No.2020-056-WG -64- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEADC2C24FC. }.. s _ e ra y° a hand Claims Software System.'., . `° E�i.., .. . ..:.sk Managem a , �al-GA�1/r �� � The City of Miami Beac... ., h -: a , ° � t0,44 dm de. r'.' » a uv.S. _.,.,aa * n n x...c ``'`t.,..m rz: aF . -"„°'er , ° 't':! n ;° ;:' Status ,;.,:i 34 toOpen .. „ - K _. ._- gotitretled - - . • ::... ... ...0 . �a Lawsu4 tlkaly .'ts lnlz aCCOYerOpa la egos;t0' hvCC876 R .-. A6bSl�4ty Card PsflyY ;' - kilo pltyrz,Wftlamage(15tPndy) A Utand 'Sale n ta7 n¢ABa Ys'"''' (r,ar«-u a .;len ' i-Salsda fetd . t Fayorllefieldo , 4 A6ddem Stuto AdJ sirs Uwe 1 -Cittsa 1 clamAtom°,Nama C'alm NLabo, Gum Too • t,1 mint Ertei'tl ... - CL1imnY<l 5G11a • Copy to 3SC4,,:7 Figure 29.Advanced Search.In the example, a user is creating a search query for claims for all open auto liability claims in litigation. Detailed queries can be created to search records of any type in the system. Saved Views:Advanced Searches can then be saved. The saved views allows users to select from a list of any saved searches from within a list of like records (i.e. incidents, claims, locations, contacts, etc.). Users can also make any of these saved searches their default view when accessing that specific module (i.e. this view will be the first view they see each time they access the system). -1?".fir+ ... .. . s ° ..'... »° "i.r `_,a ° N •..'�, ua New Clam Moo;b! Cta4nlfxws .V1V..:a °L Status r4 egL.,t t4 Cpon o(Reapenea oni Lawsuit Likely rs MA ..a)C,1'A t.dn5..:.1..,.» *a,:sii.o A{,,w ' a e cn.L„$n..n li b- -. ° Y"Ut Yqs Gill ' '"f'-i"."'„ s.4,4 F' „f d,.1nY ,,,C.,,„,-.,,, e0..s i At1S- OC L'3P Zr�' At Akron Cpwt '(°;�u)” 68%25APAlk 1111714019 0.Cq Yes Filter 6y R;:an,-..'1esl C1alm AV 19iV,,,C0704�+�Cf 1,4 5 r4an 85'Akron Opo h:As,tun 10.'011019 99CL1Pdp19 0.00 Yes NMI-ma' Figure 30.Saved Views.Advanced search criteria can be saved as a view,simplifying access to the specified data in the future. ® Specific Field Filtering: The specific filtering or targeted search allows users to search a list of records by a single parameter(i.e. number, coverage, status, first name,location, etc.). The search field parameters can be configured to meet client specific needs. \, ,Eittor By Mr..,ed S.-. "A.,,", x C,..,.. cool-p 'u hAR.V. As __........_ fa»c: A: Mv=K $Tips. .y Q ..$earn'Gax .. .. -. Figure 3t Field Filtering. Records of many,types in the system can be easily searched and filtered using defined parameters. This example is for filtering on claims. • RFP No.2020-056-WG -65- The City of Miami Beach 3.0 System Capabilities ' . Proprietary and Confidential _._...55555555--............_._... - -- ......._..5555...._.._........__.-.......- _._...___.....555 5------5555.. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • 1, ° •" ry p ;R1sk;Managementaand'Claims Software System • GRIGAMI RAS �p . The City of Miami Beach e Global Search: The global search feature allows users to search across all areas of Origami including files, notes, emails, and file attachments, and return results immediately.All files that are uploaded into Origami can be indexed and searchable(with the exception of images). _�a*'a;, fl..a s.. ...,.-,.� _. .,�"-."� ...x°'>-4� ���k:�+ �.'a"�=���4N.:,._. ,�S,�m.s'� sa,.n. �-.•r_'3�_,�"m. —. '::cnHofd Seareh ' { 12 Cc,ne tS Gmads C7 UMW.. Fi Fid Os binC,n:s l7 LOLdons E3 Not. Results for Claims Search > .,>;: 1+5�>}ek; .d,q'::. ,a .."•. ,•. .„ .a. +a=�.,: :`.,` ,reglie mF "40.0.00101 ,Xr,.' '2...-T' >.. ' Sia e"it 1 SR5',1817;1571 102% N?oi.G2n+,:n 35-Coy1-1o1 Cpon Gontm41,1,.ady Cre'412019 .070,13/2210 2.920,35 Cly ofCma50 will:*i„70o0 / 1iu1CYraoh,:R"+0, 76 4+SClnrteli Ranl,.Erv:va CO,m! 00,cc Coopen401n 442/7!2014 04.0;3t201.1 49501.63 Cory of Ctlnh•a1G :? M1124,1 0402/10/ Fos.V..,9nnny 78-C.,sC1'1'L`040041;r:%nn /9 04 Wc4o Onnpnnsa:ton 0396152010 .03/192010 201.74 Cetyoremc:'nn// 95-C' Nay Cpxt Ckw:a!a/6 22 0!1144201? 08/13/2017 .47660.02 G:Sd..(:(+W"uf'3< 10ZP Ii�:Y,!4h40n +Y I ___ _ i ,f e-au is for E1mai15 Search�.. ._ : y m.. ... 55 1.140 ,534.00 / (n..14,rr39135-60/4 1 '01,04701571.29 AM t <:W 1,et.Qmi tr(515,4/0: Y,}t flaws ll., #,-a;v it,I,,1,40101/1/4.4424. 13u yt" p KW, 1.e.0.11/C4/11r-601-i 01/087016 1:17 M.1 Results for Files Search ...;� .�x.,.,.;��. 9.- s ' %"« .: ,a �..�”-'."�� '"..[ .v iwy ",:s"tea. 5.•4&=6',..1r4,.y;:sc LEGAL 14127120121001 N. V4 4 fCpy n!2972.;Pi.: „-.F.,2504 Frs' ..,2,n 07/4/1"01711.36 AA! Figure 32.Global Search. This example depicts a global search for keyword"scaffold"resulting in 4 related claims. 2 emails, and 2 files in the system. —� For more information on searching in Origami, please view the videos at the following link: bttps://live tv_Qrigamirisk com/OrigarniTlOtopicaSearch 7. Data Entry a. Claims data entry populates all required fields simultaneously to reduce data entry Yes. errors (i.e. street addresses, dates, etc.). -OR- Drop-down menu with pre- populated data sets (i.e. street addresses, locations, etc.) b. Data import by Excel or CSV. c. Ability to add user defined fields. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. Origami can provide either solution requested by the City to minimize address errors during claims intake. One option would be using a lookup field for the location/address information on a claim. For the location field on a claim, users would then be able to select the applicable and related location record from within the locations module. Upon selection, key address information can be mapped to the claim—eliminating the need for users to manually key addresses. Origami also optionally provides address validation features for specified fields, including city/state lookups from the entered zip code as well as auto-correction of addresses entered. • RFP No.2020-056-WG -66- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48 AC27-2DEA0C2C24FC " ° Managementa 'S and Claims Softw `re ,ystem 0 R I GAi I RISK The City of Miami Beach-: • Abilene 0021 .L nwp Axidnnf leratlmrt 5vus,1 Ovae:"< y - Cetmly sure ,.nilly<Ys: =Moat, • zetas uw Nejmx .. . Miro am a.xr•ti<n uwue nave+ snri .:fLcV. Zit!! 12130 to 0..+.9wa&1O G,:trni >X er .r+mV Batas sPr s7 Sr.. m. .a.y iSf!Ever bs: !vete +/1282 nt4fbl ... 4014 Farmer th+p Kz3t Cool y,x PASmx ra 54;1 Vats rkt Cent v Attert,tat Ns,Ott., Wx!za* +A!New,dh«s} n;merxa V ,tt ttset.Ja*4.e!-ve M'.'a+Ca 00» 1 -, 12,0 1.3 Avc o, 40.02 Mil 3.4-14 TO k-<- . 440048 .4.4404 44000 N.e 111+yuNo 1?.a3 a3 :iida+m,h,',4 w;.a 4981440040erni *rui 0,114 rt >.-....0 !i4 r*x05403 30041 0. 4 Figure 33. Location Lookup.During claim intake, Origami can include a location lookup field. This would allow entry users to select from a list of existing location records in the system, without manually keying address information. Upon location selection, address information can be mapped to and auto-populated on the claim. b. Origami's data import center comes with a number of pre-defined spreadsheets that can be used to import data to the system such as locations, vendors, HR information, assets, and many other data structures that exist in the system. Spreadsheets (or delisted files) are dynamic to allow for the import of custom fields. Spreadsheets can be loaded manually to Origami within the administrative interface or pulled into Origami automatically using a schedule and FTP site. The data import center provides full encryption, exception handling, and notifications. A video demonstration of this tool is available at the following link: https.:.//live.- tv.origami risk.coinLO rig-am iTVNideo/D.atairn.po.rt c. Origami's flexible architecture and design provide the ability to add custom fields, configure/modify existing fields, manage drop-down coded lists, code dependencies, etc. on forms and screens across the system. Fields are configured through the administration module of the system.They will be defined during implementation but can easily be reconfigured at any time by users with the appropriate security permission. For more information on configuring forms in Origami, please view the videos at the following links: • Field labels: https://live-tv.origamirisk.cam/OrigamiTVNideo/ManagingLabeis • Code dependencies: https://live-tv.origamirisk.com/OrigamiTVNideo/CodeDependencies • Managing codes: https://live-tv.origamirisk.com/OrigamiTVNideo/ManagingCodes Additional configurations and features available to clients for forms and fields across the system, include: • Fields can be tagged as required. • Fields can be configured with specific instruction (tool tips, watermarks, etc.)to guide users on entering the requested information in the desired format. • Fields are assigned a type(e.g. date, number, text, narrative, etc.)that determines the permitted users' entry. • Custom fields can be configured to include precise data entry (e.g. decimal number, characters). RFP No.2020-056-WG -67- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC. `'',-. `• r .4 . g .¢. Risk Managements andClm SoftwreSysm ¢�•� LR ;The City,of Miami BBeaeh°- ISK kli v r g e Individual questions or whole section can be made dependent. ▪ Fields can be configured to include data validations along with exception handling for anomalies. O Fields can be pre-filled with a default value,formula, lookup to another system record, or using demographic information from the user's profile. 8. Reserve and Payment Management a. Breakdown into loss types of expense payments. Yes. b. Automatically produces reserves when claim is opened. c. Ability to adjust reserves as needed. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. In Origami, transactions (including reserves)are coded by financial type,which identifies the type of payment or liability being recorded. Origami allows clients to track seven financial types. Different coverages can have different financial types,which can be modified by the clients' system administration users. Within each financial type, transactions can be further associated with payment categories. Origami allows clients to track an unlimited number of payment categories within each financial type. Origami does not have standard payment categories as clients typically track different levels of details. For example, a general liability claim typically has the following financial categories: bodily injury, expense, property damage, legal, other, recovery, and subrogation. Expense payments can then be separately coded and tracked for appraisal, assessment, fees, etc. related to the claim. Curr out r3n0nc1013 .— Currency To compare -"� :: Fro 4 - .. ,.an l re „:nr Gzp;+ .. , i +'ctrCtAnrsjury 0.00 0.00 0.00 000 Expense 140.01700. 10204.00 .. 129,733.00 140.017.00 Fl0004y 0a'0039 0,00 0.03 0_00 0.00 .Lt-at 0.00 (400 9,0a0 0.00 • *00x, 0.00 000 . 0.00 0.00 Rersrery a.00 .. _ . 0.00 -,.- .. 4,0o 0.00 : -S•,d+r0nte3 0.00 0.00 0:00 0.00 Nei loco roe: 140,017.47 10,204,00 (29333.00 140,017 00 3 Figure 34.Current Financials.Example of a financial screen outlining the current financials fora claim. Users can record payments on a claim by selecting either the new payment option or new check option from the claim record.The new payment option is used to record manually issued payments on a claim.The user is prompted to enter the details of the payment, including payee and check number. . a acs, , ..,�1* a 't °V2 r°" e, cu,.r,' ` � 4, �.t Feym»H O.`1Y.+a Yni+4{+aT•eLen ro>.,,, 01 ....��„.... 10 Figure 35.New Payment.Payment detail screen in Origami. The new check option is used to generate a check on a claim.The user is prompted to select a payee and enter the details of the payment. Once a pending check is created, it is evaluated against any authority limits of the user who created the check and escalated as necessary. Once approved, the check is available to print directly from Origami or to transmit to the client's AP system. RFP No. 2020-056-WG -68- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC, .Risk Management and Claims Software°System• ORIGAMI RASB • ; . 4 „.The City of Mlami�t each 00002bb12440200 wr:tih;lec Ytarkcrt Componwtion12:M417014 .deer. Chock Untatts` PUrel 1r0• 0 Cm+la 0 Eary'gl:e Y,.k n,:._u„rd• "GsmzrX as u,n Muamt(Cu W..) ps1 Can v{! CFt Crank.. .. .. -. . 1652 arran,dx,” M1:zctint uoaxP07O.. ,_ ,... .. avert 0.04 G$:anraei Pym' _r.w.xtl • Cate,rs, Nom! Fa,wn,4• CLOG rrrvw4 b-c;:ur^usa a<tcr ears *,.-;+.<:*,osm ....r.•.a Tei Figure 36,New Check.Example of a check detail screen in Origami. b. Origami provides simple tools for setting reserves and/or making updates as the claim progresses. Users can enter a single reserve in the system or use the reserve worksheet to update multiple financial types at once. Initial reserves can be set via workflow using default amounts (e.g. $500 initial expense reserve for any new general liability claim) or added by the adjuster using the system's configurable reserve worksheet tools. Reserve worksheets can incorporate data from the claim and include detailed calculation logic to determine appropriate reserves for each financial type. Reserve worksheets also allow for user-financial-authority limits and escalation workflows to supervisors for final review and approval. For additional information on reserve worksheets in Origami, please view the video at the following link: https:Lliive_ ty.origariri sk.corLOrigamiTVIVideolR.es.erveWorks.hetat c. From each claim record, adjusters can update reserves individually or submit an updated reserve worksheet. Reserve changes follow defined user financial authority limits and escalation workflows.Authority limits can be defined on a per user or per line of coverage basis, including escalations to approvers when financial authority is exceeded for any claim transaction. 9. Incident Reporting Component a. Ability for an individual assigned a login (login is to protect the system from Yes. spamming at the very least, i.e. "I am not a robot")to enter an incident report both internally and externally via the web; see example of current manual form attached as ATTACHMENT A. b. Incident tracking by multiple factors including: • ' Address • Location • Property/asset • Department or resource • Date of incident • Date of claim SUPPORTING DOCUMENTS OR DETAILS (as applicable): Origami's configurable intake system allows users to report incident/claim details quickly and accurately. The entered data can trigger automated notifications and tasks such as root-cause analyses and investigations, the results of which can be used to determine if corrective actions are needs. Origami offers a number of ways to enter incidents into the system: RFP No. 2020-056-WG -69- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential ' DocuSign Envelope ID:12DB5412 0C11-4E48 AC27-2DEA0C2C24FC' 7.e4;7. e $ a � t $ ; ° ne = ' R f � sk Management and Claims•tSoftwareiS y�stecm�` w 0R1 � he Cit oMiami Beah m ® System users with the appropriate system access can enter incidents/claims directly into the system through the incidents/claims module. ss.'sv'n ++ ,' Yv�ar3 „ 4t tG SdX}S_f%z:Y:Kiftt- Jl,fl1- •. _. sstrx Figure 37.Incidents Module. Users can easily enter new incidents from within the incidents module. ® Anyone can enter incidents/claims into the system through,an anonymous web-based data entry tool or portal. Origami's portal feature offers the ability to build an external webpage tailored specifically for the client.The portal is accessed through an anonymous collection link embedded behind a button on the client's website or intranet. No user credentials are required. For more information on Origami's portal feature, please view the videos at the following links: o Anonymous Incident Collection: https_lilive, iv.ori.gariairisk..com!.Q.rigan iIV/VideolAnony o..usin.ci.dentt ;.o11_ection o Risk Management Portal:http. :l_fii.ve-.tmi.ori ar Kiris.k_c.orat.OriganiTVlVideolEortal. Figure 38.Risk Management Portal. Origami's risk management portals are completely configurable to collect various risk management data from system users-and external parties. ® Users can enter incidents/claims into the system using Origami's Mobile Forms application (app). The Mobile Forms app allows designed individuals to enter claims into Origami remotely,with or without internet connection. If there is not internet connection at the time of entry, all data entered into the app is encrypted in the user's phone or tablet where it is securely stored until a connection is available and the data can be submitted. ti titTP tittii÷tittiii; ^' :. I.--; is u.m. i' Figure 39.Mobile Forms App.Users can remotely enter incidents using Origami's Mobile Forms app. ® Origami can import incident/claim data from a third-party source, such as a carrier and TPA. • RFP No. 2020-056-WG -70- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ° ' nR IGAME R I s _ ; Risk Management and Claims Software System The City of.Miami:Beach° . The intake forms are configurable to meet each client's needs and can mirror the City's current intake form provided as Attachment A. Origami's flexible architecture and design provide the ability to add custom fields, configure/modify existing fields, manage drop-down coded lists, create code dependencies, etc. As such, Origami can collect any number of data elements about incidents during intake and provide tracking based on multiple factors including by address, location, involved property/assets, departments and employees, and incident/claim date. 10. Property/Assets Manager Component a. Ability to interface and import the CMB ARC GIS data in order to manage Yes. schedules of all property/assets by: • Description • Address • Location • Asset Number • Unit number b. Ability to connect property/assets to claims and policy files on the system. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. First and foremast, please note that Origami supports the creation of GIS maps directly within the application, allowing clients to combine layered geographic maps with layers of Origami data in a variety of configurations (i.e. property layers, loss activity layers, etc.). For more information on how to integrate GIS maps with Origami data layers, please view the video at the following link:https:illi.ve-tv_.o.rigamiris-k.comlQsigamiD1f_Ni.deoLGlSMaps. Origami was also built to integrate with third-party applications without the need for custom development. Origami offers an extensive web services API and also provides on-screen automated file import/export tools to facilitate system integrations of varied complexity and frequency—from one-time imports to ongoing data feeds. Origami would work with the City to review the compatibilities of the CMB ARC GIS data to determine the best method of import or ongoing interface. Some of the tools available to import or routinely load this information include: API/Web Services % – Origami offers a REST API to support real-time data exchange with external systems. Origami's REST API supports basic create, read, update, and delete actions as well as uploading files and requesting reports. The consumption of REST-based calls requires the sending system to comply with our REST API authentication 'methods. Often some setup/configuration is required to determine the REST actions and specific JSON content. Data Import Center Origami's data import center comes with a number of pre-defined spreadsheets that can be used to import data such as HR information, events, number of beds or any of the over 75 other standard data sources provided. The spreadsheets (or delisted files)are dynamic to allow for the import of custom fields and can be scheduled and pulled into Origami at any frequency needed by the client,with full encryption, exception handling, and notifications. Batch Processing Tool Origami's batch processing tool is an on-screen administrative tool that allows Origami's service professionals and clients the ability to perform custom scripting of the database, with full scheduling capabilities, manual process kick off and encryption. b. Origami fully leverages the power of integrated data and provides lookup fields to connect records of each type to other related records in the system. For example,from the claim intake form, users can be prompted to select the specific policy, property/location, and/or asset involved from those records of each type that already exist in the system using a lookup field. Upon selection of record, key information can be mapped to and auto-populated on the claim. In addition,the system then links the claim to the selected policy, asset/employee, location, etc. Hyperlinks to related records are then displayed on the claim, location, policy, or other applicable record. RFP No.2020-056-WG -71 - The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • A. �4 , aor • , ',a .' ,Rink Management and Claims Software System° '' .. eiy„,>. ORIGAMI RISaK . The City of Miami;Beach , • , , •.. �� . azo .. ° ° A N t ;gay ) &.;,,t„,,,,,„ R ®b '�R , F OVe„,•.0, f T' ..* rfi ;.t.4,• .$.x>, a e i', rt ; °�'-',;,:.°J'—'' .. ,,I ,_,...'01,7" .t t< a � r +,,- "t.o, ..i y.,._ 7 e..•.'." ,, 1.- ..— --- —W___ ---- 0,091:,,'.':; n__ _•.. _ ..moa .,, . t wcara ' sr 1• .".,n:r ' c'„p 2 15.02 :� f w ...woos 021 ^Sat+^, •h:.y v:•rrti,.i- C..mtAl1e1{yc.+s:to 4�'...2,..`A•i a .,,rx.7,...., 141.*.x!k &,..+r,..cxs t,,.,_+�i t>....., 7010Ebur 04.3000 .'�*11 71,700221150103 ^k.l{Y.0,.:3-•- ry i,.....,V,,,, 1C! 1k DI, 02..4••+7 .Alt 4.11 '0 N +n 11771 017132 ._. ` . x✓T„yn 0,0-4,.....:-...,0 G°V.Y.'.+:.214020, ....,1, 027023Aro0011•nmK] '10"''t— _ .S 01-1 {414' .,:_e .e' ±1,7x,+`;;4.,,>t;,dr•at•,,,, e Hale 7,,,,-, ••LLAwa fr0412 1 a.t4C'.':11te' • 11evs„.713 :8.6AW dx+v•0,1 ,:',4 ..x 1-„ ,,,,,e11n _,._. ... _. __ __. .-.>_.-_ .. _ ,,,,,,,,,,I :Me w•n•ho ax rl0,b h'da. (*1317,,020 05012006 SVOW,httvO*.*,.0 G Pint A..4c en/1V1f0!9 _._ .< 07;3.2413 ta'^x,;.=n N.••.,,,,,zs 4J?.RJ .._.,.. s.,-,2011 1.COO.0710OC Retool t].6x Figure 40.Integrated Data. The example depicted is for a claim record. The orange hyperlinks allow users to easily access the associated policy record and/or location record from the claim. g e A3 A: '....,t�y'.> ,g� '!-A:A.,--':' ' '-5:7.1..”- 3".a ..i "' v .,,,,,,,T7:::1,, .oe®Tet t r , x.,� s x, ; ,� 4 ,Zr..r = >n.. �. .. aat r.n,. a::a, a.>... 1.:v0,.. F^Uk6 LeMre.]`cm Twee aZ-iV0e5.•,s,..,.v t<.,.3 f,gYN,,. ,.•e.x. FS'fv-w(n 0221itt 02,,0,y. 2!01,":0x1 ,_.„ 02/x2310*.Prins; 7*002,Ars: O.rewt0re • 44-a.n ie.,,,,•G.. VOL,Cmpor..ta'f fr.-4,C,, 1226*101d 04.0 f-,,,-.1,-4P..,....., '1223020.iA iz^•c .:-:SOtS{,\"iL. >'sc,.•+-.rx OMLunt] •. .c". +'s+vwz WO 1 went' 9-zx1 pre-.rm...a<u a,i 101!„<r.. 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'-s! .. .20'032',0^0 0,&4:''..' 81 1450.20041 002.0T3.5> _ 1/4001*MI.> n 74,1.1:312444.1 ¢Nx.Y'rxvx�..TH-ta'a1C.ti Ga zal tmaez Cts.0,>a;oer ]1,1102025 1e1Y1J00 1040,413 0,11,54:1503'1, 4,2.:x5.10 1 TO•A.1t*a C>.7.-:Ntae14010m2401 KsCn1.c7.001.n,o KL. 0l77.7115 1:104:020 192.11. . 52,,;.2017,,.111 RN:>.U^..J 11)-A,r4.4 27..3x:W1001nC0**01.a:M 200121 Gs+lm,1ri1Lr., I•n 00,0 ;17.410010 1.i"A.97 11 24f4.31.1'Cauug3m,.•. 402.01, 7,114 NC[0Mef,7-�s0S',t ACP M0(.snl/wmtxC0 11/232)18 to/5$010 2$4S*? ,.....,--.4,711.1:1'. 0,4.10.54, 01 n0, 91... w:rv74G-u,,,^YEP.5 C01Y1 ,rrir"2910*:,272310 4:'43 /3:?-",.'.7tarn•0,01,`2,.00,1, 10,Cr>17C1y Ca,Wc*a'>0arsw,>e:01 1141,2010 102.7201d 1,543301 .'.11.11:-01]., m,a.41W 47.A4on Lust Wan rel CF,r..e,q+,a' AC2 Anarc0]kaot*1a C, 0,1272018 149.2010 • 7.675 03 ?:1c110302-,N .0x.04'+-11 311.0'.,, -'. 4 Vthbr0e'es.,$1*,0 AC5 vafnntata 11111000 117.72610 4.040 30 016!,M1,1+3 tr..b;.krta,la. S2.Bxn0'.25 7,,e, h.roro1Cemte0.71* CAA. 151X12004',wave; 1.317 CO v,+10 2,Ptl'am1,4.10 18.Ame^.;> , M.A.,.Cnue40012*. 9.9:1110 0252010 3.011 03 - 07 111.1 072 4 h.,04., 54.00094 C...,,,1.000+>0m01,041M 5,101.50277110,0. 1.702012.7201516 .550 0*041'.�nii :4.1.10 Fa. 000, ',now.C,,,,,,;'v, C?...... 1746.2.11t)11710*2 00•`2161 4011200415,,et1.1 501:7.40/, 52,-050a1 0,7•2:,YAk+MCu170,4.»ACO=A-.,•:•7001.017;Gc 1124.:000 11![,.7210 2.022_. ,,,, K^ 44.04701*, 30.01.75;/0 f±.n *u,M.G 70,.. -471 Ch. +1C;Ro:o 04210014 11.:a1.A • Figure 41.Integrated Data.As an example, by selecting the policy hyperlink from the claim record, Origami then launches the related policy record which includes a listing of all insureds as well as of all claims filed against it. 11. Browser Requirements a. Compatible with these five Internet browsers: Yes. • Microsoft Edge • Firefox • Google Chrome • Safari • Internet Explorer b. Ability to be accessible by mobile device with reduced screen display. RFP No. 2020-056-WG -72- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC a, A Risk Management and Claims Software System.• ORIGAMI R ISK 3 The City of Miami Beach ; C. Must interface with third-party Administrator for Workers' Compensation (data/file migration on a bi-weekly basis with claims data only). d. Must interface with vehicle software (i.e. Faster Fleet) on a bi-weekly basis. e. Must interface with Munis. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. Origami is built on a modern web-based technology platform accessible by licensed users from any current web browser(Internet Explorer, Edge, Safari, Chrome, Firefox, etc.)on either PC or Mac computers.There are no third-party plug-ins required to use the system. b. Origami provides full-system functionality to named users via browser view on mobile devices and tablets with reduced screen display. c. Origami has the ability to interface with your preferred TPA or carrier and store corresponding claims data including coding, notes,tasks, payments, reserves, documents, and emails. Origami has built strong relationships with many TPA's and carriers as we regularly interface with them on behalf of our more than 500 clients. In addition, Origami can establish automated feeds to receive files from any TPA or carrier. Origami will work with the TPA or carrier on your behalf to setup a secure FTP process using PGP encryption to transfer files. This process can be setup to check for new files sent to Origami multiple times per day, if needed (please note that your TPA/carrier may have limitations on how frequently they can send files to Origami). Origami can receive and automatically load data extracts received from external systems using the Data Update tool. Data Update is most commonly used to receive claim and incident data extracts from TPAs and carriers via FTP site and schedule. Once the format of the data to be loaded is determined, each field is mapped within Origami. In most cases, Origami is able to fully automate routine data loads to be processed completely within minutes of receiving a data file. Origami has built strong relationships with most major Insurance carriers&TPAs, including standard file layouts for efficient and accurate implementations. As data update is contained within the core product, client users with the appropriate security permissions can monitor and manage the update process from start to finish. This includes(but is not limited to): resolving exceptions and viewing and modifying field/code mappings. .r µ 4 `a V' Y v,... fin. A1 ITO -$ttrygN ttni 2,Cony O'n Onto' . _ . 3,Uf,C,a x emduvikalf limit '+ rte:xRr.+a; r Aiµs M=+ae. f" it,e,3Sx3`x'#f"'.d: `. sews�GvteSmWe..rxrorwer 3ev4P .Tat" ac.:v s•. t.,zYr4 Figure 42.Data Update.Data update processes can he monitored by administrative users centrally. RFP No.2020-056-WG -73- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEAOC2C24FC na :•. Risk Management and Claims Software System ORIGAMI D�s• The City of Miami Beach Using Data Update, Origami allows forclient's to handle data exceptions without waiting on their professional services contact. Resolved exceptions can automatically be added to the conversion process and field mappings. This reduces the ongoing efforts each month and continually improves data quality. nitY a 1 r, .tea . • J 4x.4, L`r`=Ktrc+&aR C'ss4tcpt4a» • 4s4+a i'Poitxy IabmC#a �. +:dxMu ,wh*a4u5 re. ( Ht. Wt+e:�+ro aMs'^a.++and U+tn!}h.eN.ab.SaNh,rmW fl4$€ tapir waN cw 4k.1u u".**fl �aN.sfrl4-Nd tIIMrt fr*2MMfw s 24401".../koe ♦,ra`xY"w ..wry .s+, j HN swai,w,T.. I clr:¢r+N+^uruw M+e r:.>d .411.161t141 tl) w.c usswtxc Sla • 4../(44711:»7i; 4;7 tt SiBccxlid t+S Set 7sYd @z 3e rfs�s ( '47 [ ..rr:. r,C..a✓z«. srz+�u,.tmwnY£-.,...,,._ c.,xa.,SC ,':.it°zy.Y,J.M.trsli (4+StiP.tlrSn+s✓[+`=a.�i..'. f', 4 SS:.Yt D J 4":=t3 C.x+*tM.:'A Yrorvas 1%.`":<70;t,Cf.A:%Y6 Figure 43.Exception Handling.Origami allows users to monitor and resolve exceptions directly within the administrative interface. Within the Data Update utility, Origami also gives our clients the ability to view their conversion mappings and make field and code updates right within the system. This provides our customers with full authority over their data updates and helps ensure accurate and timely data. z+.�.. s;: <�. te: °�w tt w 4PA 4;14%tt4Y,Net.` r'r++•,%ic a % ei4 ttt.t, ... a.'fAytw. "' `o•..u�`.d',m a a''.b., :AeaY.•..,...-, at'+&+ E$• ,=;-=,t41. 2t as Ea;x.aQen � �4 t•.^• _.w4atsms-'d 1 Hse st�r eaw.bue � ,44.4444.c.,=4, j/m'ae@t?Sr..ta /.:tiGrCa.tt',tle a .. •.1.gnxaatx:q'wSw pnbm4sptsh *� 'krx+.t+:n .444=4.44,4. .. . Mx44vR3G{R A...Abas ;(" h'aaavx4 ksx/,czJ Saxes, x22 M1YI Tp. AWOnnrypbde ee, as,s;sza !,-cvY �•titid -:h2 . j eie'-Y • 444.4444.40=P. ssawa ltytu:n Smarr Figure 44.Field/Code Mappings.Data update also allows for field and code mappings to be updated directly within the administrative interface. Finally, Origami checks all incoming data against control totals to ensure we are loading accurate files. From there,we will run the data through a series of data validations, both standard and/or any client specific validations. Once these checks are passed, the data will be run through the conversion process. Origami also provides our customers with a number of trending reports and analytics to monitor their data and ensure its accuracy. RFP No. 2020-056-WG -74- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC .; . ' - ,,I° ' .,.°• . • "_, Risk ManageMe,n"t and Claims Software'SysteM . ` ` GRIGAM! Y IS K • a ; • s , ,, `° :g,: ,The'City of Miami Beach, • , `;'.,_.-. `.ate ' ,.I ., t`8X.A. -, Open Claims 55 0 57-t0 04 46 55 r 40 5a 64' ,.Racpmed Claims 12 0 15.40 •12 0 12 •11 11 9 i Closed C7alme 10 0 9._3 16 4 10 5 7 5, ,761310141ms 03 5 .000 0 0 63 08- 74 82.; __.._..__ ._. 3196/3515 5 551- 0239 _02704 _._44B "3.156031134114311-� 25.9tS,5`5k6 000 21.601,025 �25..5',34866 15 505,51327 23975,318.86 19.999758 F.9 1tA062LdJ 50 24.fifi.565.48:� ,Amnunlpaid '10,505.545.76 000 8,377220907 18,E 5269,70 0,402101140 10,88026476 4612,51141 1087y.3.80 -4053,750.84, A0;0501031.715439170 15455,01310 000- 12.251,015 68 13053.151 02 0,039,96+76 1544543330 14,596,43653 0,20.6156!76 18553,^.34.02• '-Rrr eaee 150,04455 1,5303 5, 0.00 0080 000 T 045 1435-11. 545:4631--11153,744.55 55.553.37 Resarve Devon. 041 0040 500 0.00 000 540 1751447 2.78392 7,615.12 Nut Gw 3110 Re44'150 4,5.3597' 0NI 000 3939_ 006 „3939_ 040 / 3.340 635131 15046547 4766425, C -036418 leimot ___....._ 0392__.._� _ .3939 .,....._......_.�.,._._._ 02 a Non p:'a 4 0 0.80 0 9. 4 0 0 0 (23151+0.3144 Autallrcd 0 0 000 0 0 a 0 0 5` :.:17790351o3 Fated M4840I9 5 0 0.40 2 6 0 0 9 0 Location Coca Ezeopiione 2 2 0:20 1 0 0 0. 0 0' 'OtherErcepllom 1 0 010 2 0 1 0 0 0 ... .,,,.•a.;€•.^.^';^^^,srs'-;,�-�...,+.�-�;'�^.,. s*^.. ,. .;�^+ee^re^`�;:r- _ ..,. .,-n,_-. . . 0000 _ __ Figure 45. Data Validation. Origami runs a number of data validations on third-party data to ensure accurate. intact files are being loaded. Once the appropriate interface has been configured with your TPA, carrier, or other system, Origami can automatically receive, store, and analyze all claims data including coding, notes, diaries, payments, reserves, documents, emails, and more. , d. Origami offers an extensive web services API and also provides on-screen automated file import/export tools to facilitate system integrations of varied complexity and frequency. Some systems we have frequently interfaced with include financial systems (outbound)for check printing, financial systems (inbound)for payroll information or for check reconciliation, HR data, legal systems, medical bill review,fleet tracking systems, and more. We would work with the City to review the compatibilities of Faster Fleet and make a recommendation for ideal interface design, allowing for the routine import of fleet information to the RMIS. Origami's integration methods are described in greater detail above (reference question 10 (a)). e. We would work with the City to review the compatibilities of Munis and make a recommendation for ideal interface design, allowing for the routine import of HR and employee information to the RMIS. Origami's integration methods are described in greater detail above (reference question 10 (a)). 12. File Migration and Implementation a. Migration of all historical claims data from Risk Master. Yes. b. CMS-111 Medicare Queries and Reporting. c. ISO Claim Search /Fraud Indexing SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. Origami has greatly simplified the traditional process of converting historical data to a new platform. We have designed a set of tools and automations that have eliminated the many challenges faced by other providers and are the key to our data conversion success—they allows us complete extremely accurate data conversions in significantly less time and for less cost than our competition while also offering greater transparency to our clients. The majority of our clients' projects have involved the conversion of data from historical sources including RiskMaster. As such,we have tremendous experience in this area. In particular, we have successfully converted more than 30 clients from RiskMaster. We work with the client to define the requirements and request an initial full data extract from their existing risk management system or other sources. Once we have the initial cut of data, and in conjunction with the client,we develop and validate the conversion routine and run analysis of the data provided. When everyone is confident the conversion process is correct,we schedule the final data extraction and cutover to Origami in a live environment. During the conversion process we look to the client to provide critical input and feedback, including: 0 Field.mapping: We look to the client's team for review and validation of our documented data mapping recommendations prior to execution. RFP No.2020-056-WG -75- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC. ' .. 0./ , ° . . .7.7;'.,•; "'.`°; ° t ims ftware,System . Risk Management and,Cla' So ORIGAMI RISK ?he City of Miami:Beach;°•, , $, ," ,' •,` ti's ° °° ,. ,.. ,1, .gym-"" • ® Code mapping: We look to the client's team for review and validation of our documented code mapping recommendations prior to execution. o Data conversion:As we review and load data from the client's existing system and sources,we inevitably come across invalid records that require review by those familiar with the claims. Many exceptions can be handled via automated fixes, but some anomalies require historical context. When updating data from third-party sources,we perform a large number of data validations. Control totals are verified to make sure the data file was received intact. Each claim or transaction must pass a list of standard data checks. Coded fields must have a valid code mapping in place or the claim is moved into the exception list. Origami also supports custom data validations in addition to the standard data checks. Data exceptions are resolved before the data is updated into the system. b. Origami includes all of the functionality and information necessary for query and submission to CMS. We can submit as well as accept responses directly to/from CMS as a designee of our clients using existing responsible reporting entity (RRE) IDs. The query and submission processes are configured and managed within the administration module of the system, including the ability to define the criteria for applicable claims and to set-up the desired reporting schedules. The transmission to and response from CMS can be monitored and recorded in Origami and for claims that are flagged by CMS, maintained as part of the claim file. For additional information on how to manage and automate CMS reporting with Origami, please view the video at the following link: htips.Iliiive.-tv.o.ri.gamirisk.comLQrigamiT.ViVideo/.CMS1i..1.. c. An integration with ISO ClaimSearch in Origami automatically searches a database of more than 925 million claims and returns information about other claims filed by the same individual or business (either as a claimant or insured).Adjusters can use this information to potentially reduce the cost of claims by identifying fraud, denying claims, or sharing costs with another responsible entity. When a match is found, users can easily obtain the related ISO reports and receive alerts of matches. 13. Service and Management a. Includes system training of a minimum of 120 in person hours (not including phone Yes. and/or online support). b. Training to ensure the assigned CMB staff is proficient in the following: • Administer user roles &privileges • Create forms & modules and how they relate to each other and interface with other systems • Workflow c. Phone and/or online support 24/7 for duration of contract. d. Includes all system patches and/or upgrades during the term of the license agreement. SUPPORTING DOCUMENTS OR DETAILS (as applicable): a. From a training perspective, it is important to note first and foremost, Origami is incredibly easy and intuitive to use. We focus specifically on a simplified, consistent user-interface when building each module and enhancement. Most of our clients are able to pick it up and start running with a minimum or even no introduction at all.We are confident that if you have this discussion with the references provided you will find this to be a shared experience across all of our clients. However, training is certainly critical to your success and Origami employs multiple levels of engagement in this area to ensure you are fully functional in our application. Origami employs a unique"active-learning" methodology throughout our implementation process to ensure our clients are informed and familiar with the application as key aspects and modules are discussed. We have learned the earlier we provide guidance (from day one)on how the system functions, better and more informed decisions can be made on design and solution delivery. We engage our clients with each working meeting and provide video and online training for each subject being discussed as we collaborate on the agenda topics. We have discovered this not only speeds up and improves the quality of implementations, it also provides a substantially more skilled client prior to go live in our application. RFP No.2020-056-WG -76- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC _ Risk Management and Claims Software System ORIGAMI '`ISK The City of Miami Beach • Clients can also access Origami..Risk.IV, which provides how-to video demonstrations for most key features of the system.As a recently designed, pure web application, Origami is much more intuitive than most risk management and claims administration systems.With the combination of active learning through the implementation process and online video help for most modules and functions, Origami has been able to consistently achieve a significant level of aptitude prior to go-live training with the majority of our clients. This allows us to cover more solution-specific topics during formal training. Instead of explaining how to do • something, we can explain how the system will work specifically for you. Our contracts include a body of hours to support formal training. Formal training is tailored to the client's users and covers all applicable features. Our approach to training is to design and plan training for each group of similar users.This allows us to customize the training to meet the specific use cases and workflow by audience. We work with the client to identify users and group them by role and use of the system. We use this information to.fiirst design the security parameters for each group of users, and then to outline the training requirements by workflow and then by specific module or feature of Origami. Our draft plan is refined with your input and finalized. Training can be provided to the City's users in person or via live webinar. Should in person training be preferred, we would look to the City to provide adequate training facilities (i.e. classroom space, internet, projector, etc.). We would also want to review the City's anticipated training requirements (120 hours) in greater detail as generally, we would expect fewer training hours for a project of this scope and complexity. Our cost proposal includes 24 training hours during implementation, which we expect to be appropriate based on the numbers and types of users provided by the City. We have also included 24 hours in training per year over five years, totaling 120 hours, as requested. We are happy to review and adjust this, according to the City's clarification. However, if more training is necessary, our proposal also include a body of ongoing professional service hours per year that the City can use at its discretion. The number of hours is based on the anticipated complexity of the account.As described in our standard statement of work, professional services include any work performed by Origami professionals on behalf of the client. Examples include: • User training • General assistance using the system • Helpdesk support for users • Configuration of new features for client's use • Maintenance of screens and system configurations as workflows evolve • Configuration of customized reports • Maintenance or modifications of any import or export scripts • Project management tasks and administration b. During implementation, Origami will provide CMB's designees with administrative training so they can effectively manage users and roles, modify forms/fields and other system settings, create and modify workflow rules, and more. System administrators generally require the most extensive training. We recommend a full day of training for these users; however, we recommend that this training occur throughout the implementation process rather than all in one day.These users are trained on all of the administrative functions of the system including: • Field changes including additions, modifications, and deletions • Code changes including additions, modifications, and deletions • Form or Screen changes including adding and removing fields • Creation of workflows (data entry events and alerts) • Template creation for mail merges, emails, and notes • Adding/removing users RFP No.2020-056-WG -77- The City of Miami Beach , 3.0 System Capabilities Proprietary and Confidential Docu ocuSign Envelope ID:12DB5412-OC11-4E48-AC27-2DEAOC2C24FC � - 00DDf1i'� • `� Risk Management and ClaisSoftware Sym GAM] RISK fMi iBe ch ° The`City o iarh peach • Assigning security roles and permissions to users • Overview of data update process • Exception handling for data updates • Creating custom templates • Creating distribution lists for reports • Creating dashboards and custom widgets c. Origami's primary focus is on the success of our clients. We are not able to succeed without clients who are highly satisfied and able to achieve their business objectives through the use of Origami. Therefore, we view the support we provide to our clients as a key factor of our success. Support is provided by members of our professional services group. As standard practice, Origami assigns a highly experienced Senior Client Executive to each client. This individual is responsible for all aspects of supporting the account,from implementation kick-off through the duration of the business contract. He/she becomes well versed in the client's business providing excellent service, as well as engages other members of the Origami team as the support effort dictates. Other members of the team assist with individual tasks and include specialists in data conversion and integration, system configuration, and user training. Origami's service professionals not only have the expertise and experience to handle the highly complex needs of their clients, but also have the autonomy and decision-making authority to always do what is best for their client. Origami does not have multiple layers of management or silos of departments that must be consulted in order to provide a response or solution to the client.Those answers and decisions lie at the point of contact— the client's dedicated service team members. Origami's normal hours of operation for support are Monday through Friday from 7 a.m. to 8 p.m. CT with occasional work outside of those hours when the need arises;Clients are in direct contact with their support team and can contact them by phone or email. Clients can request urgent support by sending an email to support@.oxigamirisk_r,_on1 with the word "Urgent"in the subject line. An urgent request made between 7 a.m. and 8 p.m. CT is typically responded to immediately. The target resolution time for an urgent issue is as soon as possible. Clients can also call any member of the Origami support team directly. If the client does not receive a prompt response,they can escalate the issue by contacting any Origami service or support employee or manager via contact information provided to the client. d. Origami manages all patching activities and system upgrades for the software. We deploy releases on average of every 8 to 10 weeks to provide new and upgraded capabilities to our software to meet the evolving needs of our clients. This iterative delivery model ensures greater stability by avoiding large complicated upgrades with interdependent code. We also ensure our clients derive value from critical features as soon as possible rather than making them wait for a laundry list of features to be developed and deployed many months later. As we release new features, we provide appropriate release notes, demonstration videos, and training as needed. As a SaaS solution, Origami maintains a single version of the application in production at any one point in time. All of our clients are on the same, latest version. Maintaining high quality standards for each release is important to Origami. The following provides an overview of our release management processes: • Prioritized feature queue: Enhancement requests from clients, prospects, and internal analysts are combined into a single queue that is prioritized by Origami management. • Release process: Once the development of the release has been completed, the development team initiates quality assurance testing, which includes unit testing, integration testing, and feature testing. When the development team is satisfied the software release is ready, the build is deployed to the staging (test) environment. The staging deployment includes the release of the software as well as copies of select client data.When Origami's management is satisfied with the quality of the deployed RFP No.2020-056-WG -78- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC.?.:: r Risk Management and Claims Software.System ORIGAMI 'RISK . .. The City of Miami Beach . . .a a , release, we set a schedule for the release to be deployed to the production environment and notify our clients. Our clients are informed at least 1 week in advance of the release and are given an overview of the new and/or upgraded features being introduced. O Software patches: Software patches do not always follow the same release process described above. Some software patches are more urgent in nature and may undergo less rigorous testing prior to being deployed to the live environment. However, Origami generally deploys patches to the staging environment prior to the production environment. O Server upgrades: Origami plans operating system maintenance at least quarterly to ensure the latest patches have been applied to the production environment. All updates are tested in our staging environment prior to being run in production. Origami also upgrades the software of supporting applications such as SQL Server, LogiAnalytics, and third-party libraries. These are tested in our development and staging environments prior to being deployed into production. • • RFP No.2020-056-WG -79- The City of Miami Beach 3.0 System Capabilities Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC . ,Risk Management and�Claims Software System. ORIGAMI RI S�K . . The City of Miami Beach t •. Cost Proposal Based on our current understanding of your business needs,we have drafted the below pricing proposal. Origami Risk is a highly configurable solution,which allows us to price based on your exact use of the system. Please review the deliverables for the scope of the project. Year 1 y Year 2 Year 3 Year 4 Year 5 "Comments Origami Risk Software $5,000 $5,000 $5,000 $5,000 $5,000 • Origami RMIS Annual Licenses Software License •, 2 Full Users (These are in reference to the user Licensing-Full creating new claims and Users $4,000 $4,000 $4,000 $4,000 $4,000 the IT Department individual to have full administrative functionality.) • 2 Light Users (These are in Licensing- reference to The City's Light Users $800 $800 $800 $800 $800 Attorney's Office, for those two users to view claims) • 3 Claims Admin Users Licensing- (These refer to the two Claims Admin $9,000 $9,000 $9,000 $9,000 $9,000 individuals adjudicating Users claims and the third individual writing checks.) Licensing- • Enterprise Wide Record Enterprise Wide $5,000 $5,000 $5,000 $5,000 $5,000 Entry-Anonymous Entry Record Entry for Incident, Claims, Etc. • Hosting/Data Storage Fees for up to 10,000 Hosting $10,000 $10,000 $10,000 $10,000 ,$10,000 Claim, Incident& Policy records. Includes 50GB of file storage • A claim and summary Data Processing $6,000 $6,000 $6,000 $6,000 $6,000 transaction import from CorVel weekly • CMS-111 through Origami Risk for 2 RREs • Faster Fleet Schedule Feed- Interfaces, biweekly import into Origami • Imports & $14,850 $10,500 $10,500 $10,500 $10,500 Import from ARC GIS • ISO Claim Search/Fraud Extracts Indexing(CMB has their own contract with ISO and will pay for ISO transmission fees for each index separately) RFP No.2020-056-WG -1 - The City of Miami Beach 4.0 Cost Proposal Proprietary and Confidential DocuSign Envelope ID: 12DB5412-0C11-4E48-AC27-2DEA0C2C24F,.C`', ;. z " ORIGAMI RISK Risk Management and Claims Software Systei"n : .. The"City of Miami Beach • Munis—HR Employee Data Import, biweekly • Includes 612 hours for implementation Implementation $128,520 • See deliverables below Fee • Further implementation approach detail provided in Tab 3. • 40 Ongoing Support Hours Ongoing $13,440 $13,440 $13,440 $13,440 $13,440 Per Year Support • 120 Hours of Training (24 hours per year for 5 years) Discount ($37,100) • Discount based on current requirements Total USD $159,510 $63,740 $63,740 $63,740 $63,740. Quote valid until 7/31/2020. Implementation Deliverables • Convert historical data from RiskMaster • Screen/Field/Code Configuration—Claims, Policies, Incidents,Assets, Locations and the setup for 2 RREs • Up to 1,000 records per year using the Anonymous Entry Portal (Incidents, Claims,etc) • Up to 20 hours of Workflow Configuration (Data Validations, Diaries, Email Notifications, etc) • Up to 60 hours of Payment Processing Workflow/Approvals • Up to 30 hours of Forms/Letters Configuration • Security Configuration for Active Directory • Up to 10 hours of Location Structure Design • Values Configuration • Provision of Origami's standard Dashboards and Analytics • Up to 100 hours of Initial Report Development/Configuration of Origami Standard and Custom Reports • Agile Project Management Activities • Up to 50 hours of Cost of Risk Allocation Configuration Assumptions 1. Historical Data—All historical data will be migrated over from RiskMaster. 2. CMS—111 —CMS—111 will be through Origami Risk for the City of Miami Beach. 3. Training—Origami will provide 120 total hours of training. (24 Hours a Year for 5 Years)Additional training can be added as needed for an additional cost. RFP No. 2020-056-WG -2- The City of Miami Beach 4.0 Cost Proposal Proprietary and Confidential • DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC; t Y Risk:Management and Claims Software System . `+ .. ORIGAMI ;R1Sf�. ��.. The City of Miami Beach x;i Additional Services and Considerations • Customization of system:All of the onscreen tools we use to implement The City will be accessible by The City's system administrator. Outside of the above-mentioned deliverables, additional configuration can be done by the City's administrator at no cost or by their Origami service executive for a sum of hours. • Additional training sessions, if required:Training hours or sessions are priced per hour. • Any other potential costs not included above: Origami provides a fixed price bid; all costs and fees are already in the price listed above.Additional configuration of the system, added licenses,training hours, etc. will be billed separately. For instance,The City mentioned adding 3 additional users, if they were full user licenses, they would be$2,000/user. If those 3 additional users were claims-admin licenses,2 of those users would be$3,000/user and the third would be at$2,250 (volume discounts apply). 11 RFP No.2020-056-WG -3- The City of Miami Beach 4.0 Cost Proposal Proprietary and Confidential DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC SAA rAAA1 B EAL H I DATE ISSUED: Page: 1 SEQUENCE . JULY 1990 Of: B NUMBER: CITYWIDE PROCEDURE DATEUPDATED: OD.20.01 FEBRUARY 2018 SUBJECT: TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES PURPOSE. Each City official. employee or contracted consultant authorized to travel to attend a convention, conference, or meeting to conduct bona fide City business, which serves a direct, official and lawful purposeshall be reimbursed for reasonable and necessary expenses while attending such meeting or conducting such business per Resolution No.2015-28902. Reasonable and necessary travel expensessuch.as flights, lodging, rental cars and conference registrations should be charged/paid for using City issued purchasing cards (P-cards) to minimize the need for employees to carry travel expenses. Miscellaneous expenses such as meals, tolls etc. should not be charged using a P-card but should be requested for reimbursement after travel is complete. Doing so should avoid a situation where an employee has to pay the City for all or a portion of non-eligible travel expenses. • PROCEDURES: 1. The conduct of City employees attending conventions, conferences, training programs, etc; while conducting official City business is a reflection of the quality of the City of Miami Beach, government. Therefore, all employees should conduct themselves in a professional manner. 2. if employees use a City vehicle to travel for City purposes, employees need to know that. driving a City issued vehicle to and from workand place of residence is more often than not considered driving outside the course and scope of employment pursuant to Florida Law. In the event a claim for damages is made against the City and/or employee due to a motor vehicle accident to and from work, the payment of damages, and even litigation expenses, is most likely the responsibility of the employee. 3. Employees will not be authorized to attend any convention, conference or training program, which requires being away overnight, or longer unless the trip has been previously authorized by the appropriate Assistant City Manager or the City Manager for those departments directly reporting to the City Manager and funds are available in the adopted budget 4. Employees wishing to combine a vacation with a business trip must have the prior approval of the Department Director and the appropriate Assistant City Manager, or the City Manager for those direct reporting departments. Employees traveling under such circumstances will be reimbursed at the common carrier fare to and from the destination city regardless of the mode of transportation. Per diem costswill be in effect only during the actual period spent on official City business as any other expenses incurred outside of this approved period will be borne by the employee. Furthermore, the employee will be charged leave time (vacation) for any work time missed that was not approved as part of the business trip. 5. No reimbursement will be authorized for the use of private vehicles on City business without the written approval of the City's Risk Manager and an approved Request for DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC DATE ISSUED: Page: 2 SEQUENCE l l I , %t l A. � JULY 1990 Of:'8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED: OD.20.01 FEBRUARY 2018 SUBJECT.:TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES Vehicle Insurance Approval Form, which requires proof of automobile insurance as required by State law. Use of a private vehicle will be denied if: a. The driver of the vehicle andthevehicle itself are not insured for bodily injury and property damage and Personal "Injury,Protection (PIP) coverage as required by State law. AND b. Adequate proof of such coverage is not submitted to and approved by the Risk Manager prior to departure. 6. Rental Vehicles. When a rental vehicle is required, employees are required to utilize the State.of Florida contract for rental vehicles.To make a reservation contact: Enterprise Holdings, Inc State of Florida Contract.#78111808-15-1 Reservation Desk: 877-690-0064 Discount Code: contract ID XZ55500 City of Miami Beach account/contract reference'FL41 043 A City issued.employee ID is required at pick-up. Luxury or premium vehicles are not allowed without prior approval of the City Manager. 7. Any person who willfully makes and subscribes any travel claim which he/she doesnot believe to be true and correct as to every material matter, or who willfully aids or assists in, or procures, counsels'or advises the preparation or presentation under the provisions of this policy of a claim which is fraudulent or is false as to any material matter, whether or not such falsity or fraud is with the knowledge or consent of the person authorized"or required to present such claim, is guilty of a misdemeanor of the second degree, punishable as provided in Florida Statute 775.082 or 775.0083. Whoever shall receive an allowance or reimbursement by means of a false claim shall be civilly liable for the overpaid amount and subject to disciplinary action up to and including termination. Transportation Expenses 1. Except under unusual circumstances, the most economical and efficient method of transportation will be used with consideration,of working time saved. Employees should attempt to secure the lowest possible fare for transportation cost. 2. All travelmust be by a usually traveled route, In case the employee travels by an indirect route for his or her own convenience, any extra costs shall be borne by the employee; and reimbursement for expenses shall be based only on such charges as would have been incurred by the usually traveled route. 3, Employees shall not be allowed mileage or transportation expense reimbursement when they are transported by another person or when another traveler who is entitled to mileage or transportation expense transports them. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ,t DATE ISSUED: Page: 3 SEQUENCE } ' ' BEACH JULY1990 Of: 8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED; OD.20.01 FEBRUARY 2018 j SUBJECT:TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES 4. When feasible and traveling within the State of.Florida, use of City vehicles 'for travel is authorized. City vehicles can be requested and utilized in accordance to the "City Vehicle Policy", Travel for such purposes should be from the employee's designated place of work or City facility to the travel destination andback as any deviation will be considered outside the course and scope of employment pursuant to Florida Law and may result in the employee being responsible for any claims resulting from a motor vehicle accident. Actual gasoline, tolls, etc. will be reimbursed by the City, provided original paid,receipts are submitted for approval. 5. The actual cost of traveling by public carrier (rail, bus, and airplane) will be paid to the employee, public carrier or travel agent. However, the transportation cost in excess of tourist or'coach airfare(round trip)or first class rail fare(round trip) is not authorized. 6. Should an employee wish to use his/her own private vehicle, advance approval must be received by the Department Director. Employees can apply for reimbursement based on the IRS index mileage rate approved by Resolution 2015-28902 between points of origin and authorized destination, but the total cost will not exceed the cost of the air tourist fare plus any normal shuttle fares from and to airports. No more than one reimbursement payment shall be made per private.vehicle.regardiess of the number of passengers. Actual miles traveled as taken from the vehicle odometer readings or mileage from MapQuest printouts, etc., must be recorded on the Travel Expense Report. The number of miles from. the employee's home to their work location (roundtrip) should be deducted from the total reimbursable amount driven as determined by actual mileage or MapQuest printouts. 7. When'employees use their private vehicles and receive a car allowance, reimbursement for expenditures related to the operation, maintenance and ownership of such private vehicles will not be allowed. 8. Employees who receive a car allowance will clot be paid mileage reimbursement for travel :expenses incurred while traveling on City business within Miami-Dade and Broward Counties. Parking and tolls.are reimbursable expenses for those employees with car allowances, regardless of destination. 9. If an employee elects to rent a vehicle for approved travel, they must contact the City's approved vendor and prepare a rental agreement for the approved travel request, which will include insurance protection. Employees are not allowed to negotiate any changes to the terms and conditions of the rental agreement. Lodging Expenses 1, Only hotel or motel expenses in or adjacent to the destination city will be allowed. 2. Pursuant to Florida Statutes Section 166.021(10)(b) and Resolution 2015-28902 of the City of Miami Beach, the maximum cost reimbursed for lodging will be the following: DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ,� DATE ISSUED: Page: 4 SEQUENCE MI 1 'l i BEACH. JULY 1990 Of: 8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED: OD.20..0.1 FEBRUARY 2018 SUBJECT: TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES a. City Officials and.Employees: Reasonable conference rate or government single occupancy rate (double occupancy if more than one authorized City employee occupies the same room)., Room tax applicable to this rate is permitted outside the State of Florida. Any exceptionswould require the City Manager's approval. b. Contracted Consultants: The City will reimburse the actual rate, not to exceed the ,U.S. General Service Administration (GSA) rates plus taxes for lodging, unless approved by the City Manager in writing. Rates are changed annually effective October 1s` and are located atthe following website: http;//www.gsa,gov/portal/category/100120 3. City employees traveling at theexpense of the City are requested, when making hotel, common carrier reservation or renting automobiles, to inquire if a "Government Rate" or any other discounts or special reduced rates are offered to City government employees. Employees should carry the type of employment proof required to take advantage of reduced rates. 4. Lodging will not be authorized for travel within Miami-Dade or Broward Counties unless authorized by the City Manager or his/her designee, If the employee lives in Broward County, lodging will not be allowed in the adjacent Palm Beach County unless authorized by the City Manager or his/her designee. 5. The employee will be responsible for advising common carriers; hotels and car rental agencies in the State of Florida that the City is exempt from paying state sales tax. Documentary proof (City Sales Tax Exemption Form) is available in the Finance Department. Employees must ensure that applicable receipts do not include state sales tax. In order to obtain this,exemption for state sales tax, payment must be made by either City P-card or City check. Meal Expenses 1: Pursuant to Florida Statutes Section 166.021(10) (b) and Resolution 2015-28902 of the City of Miami Beach reimbursement for meals will be on a per diem basis for full days of travel and on a meal by meal basis for partial days of travel and will be limited to the average meal cost as provided by the Runzheimer Meal — Lodging Cost Index for the destination city. This will be applicable for City officials, employees and contracted consultants. For cites not listed in the Index, the average meal cost of the nearest (same size) city which is listed in the Index will be the maximum amount reimbursed. 2. The City will authorize meals and lodging based on actual travel times/dates in relation to convening hours of a conference, meeting, etc. Normally, the following rules will apply: a, Traveling on the day prior to the beginning date of a conference, meeting, etc., is authorized if it is not practical to leave and arrive on the day of and prior to the conference start time. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC JULY1.990 Page; 5 "NAI 00BC1 LAri DATE ISSUED: SEQUENCE Of: 8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED: OD,20.01 FEBRUARY 2018 SUBJECT: TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES b. Return — if adjournment time or the availability of travel accommodations are such that it will not allow the employee to return until the next day, overnight lodging and breakfast will be allowed except during actual air travel time. c. While on a travel status, employees will receive reimbursement for meals based on the following schedule: DEPARTURE ARRIVAL Breakfast—'Prior to 8:00am Prior to 12:00 noon Lunch—8:01 am to 12:00 noon 12:01 pm to 6:00 pm Dinner— 12:01 pm to 6:00 pm 6:01 pm to Midnight 3. No reimbursement is authorized for meals consumed in the local area (Miami-Dade and Broward Counties) unless approved by the City Manager. 4. When registration fees include the cost of meals and or banquets, separately stated meal cost reimbursements will not be authorized. 5. Since meal expenses are to be reimbursed to the traveler on a per-them basis, City P- cards are not permitted to be used for meal purchases, unless approved by the City Manager: Miscellaneous Expenses 1. The following miscellaneous expenses are authorized and all but metered parking must be supported with original paid receipts in order to be reimbursed: a. Actual taxi, bus, or airport shuttle fares from and to the airport, bus, or train terminals are permitted at actual cost plus tip. b. Parking fees. c. Tolls. d. Rental car expenses will,be allowed when public transportation is not available in the destination city or it •is the best interest of the City. Rental cars should be appropriately sized for the number of travelers. e. Registration fees will be based on actual registration charges. When pre- registration is required, the fee may be charged to the City, provided that proper approval has been obtained for the trip. f. Baggage Charges. 2. Miscellaneous expenses such as tips (except for meals) may be claimed for reimbursement provided they are all reasonable and necessary for the employee. Valet service, laundry service,alcoholic beverages and side trips will not be reimbursed by the City and will be at the sole cost of the employee. TRAVEL REQUEST PROCEDURE 1. For each trip, the employee must enter and submit for workflow approval an electronic employee expense claim estimate prior to initiating all travel and attach applicable conference/convention registration or transportation supporting documentation. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC ' �s IMI a DATE ISSUED: Page: 6 SEQUENCE ' 1 ��`I Bt-�, JULY 1990 Of: 8 NUMBER CITYWIDE PROCEDURE DATE UPDATED: 00.20.01 FEBRUARY 2018 SUBJECT; TRAVEL ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES 2. If a private vehicle is being used, the employee must include a justification statement in the electronic employee expense claim and attach a copy of the Request for Vehicle Insurance Approval Form approved by the Risk Manager. 3. The amount of the hotel rate will be limited to the allowable rate under "Lodging Expenses" number 2. Room taxes for this rate for out of state travel may be added to the rate. 4. The amount of per diem Meal expenses will be limited to the average meal costs (including tip) as provided by the Runzheimer Meal — Lodging Cost Index for the destination city. 5. Requests for advance payments to be made directly to a hotel, airline, travel agent, registration for conferences, etc., should also be listed on the electronic employee expense claim estimate. These can be paid by a City p-card or City check after final approval is obtained. (see step 10 below) 6. No advances for per diem meals or other incidentals will be permitted unless approved by the City Manager. 7. The Department Director must approve the electronic ernployee expense claim estimate' prior to sending the workflow.approval and supporting documentation to the Office of Budget.and Performance Improvement. 8. The electronic employee expense claim estimate and supporting documentation must be submitted to Office of Budget and Performance Improvement for review and approval at least two weeks in advance of the scheduled departure date, if,possible, unless such advance notice cannot be given due to the nature of the trip. 9. After review and approval by the Office of Budget and Performance Improvement, the electronic employee expense claim estimate and documents are forwarded for approval to the applicable Assistant City Manager or the City Manager for those departments directly reporting to the City Manager. 10.After review and approval by the applicable,Assistant City Manager or City Manager, the electronic employee expense claim estimate and documents are forwarded back.to the originating department. 11.The originating department may pay any advance payments by a City P-card in accordance with the City's P-card guidelines. If an actual City check is required, then the originating department processes the direct payment electronically and scans the form and supporting documents into the City's accounts payable system. 12. The originating department will provide one copy of the approved Travel Request Form to the employee and file the remaining copy. 9 DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC • DATE ISSUED: Page: 7 SEQUENCE \I \I 1 1C1E e JULY 1990 Of: 8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED: OD,20.01 FEBRUARY 2018 SUBJECT: TRAVEL.ON CITY BUSINESS RESPONSIBLE DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES TRAVEL REIMBURSEMENT PROCEDURE 1. Within five (5) days after return, the employee shall complete the electronic expense claim and attach hotel, transportation, registration and all other paid receipts to the report. 2. Receipts are not necessary for metered parking, or tips. However, credit card statements should be provided to show amounts when possible. 3. Previously issued checks and City P-card charges shall be deducted from the electronic expense claim before submitting for final approval. A comment must be included with P- card transaction date or check number. 4. One copy of the originating department's previously approved Travel Request Form will be attached to the Travel Expense Report. 5, Any employee expense claim transactions paid with another form of payment (e.g. P- card, check) that are no longer due to the employee, shall be deleted from the employee expense claim before submitting for final approval. 6. The Department Director must review and sign (approve)the Travel Expenses Report. If the actual expenses exceeded the amount estimated on the Travel Request Form by 10%, then justification must be documented on the Travel Request Report and approved by the Department Director. 7. To request payment, the originating department professes a final release of the electronic employee expense claim and supporting documents. Any balance due to employees is processed by the City Finance Department Accounts Payable Division. 8. When received electronically, the Finance Department will ,review the documents for sufficiency, and if the documentation is, deficient, then the item will be returned to the originating department for resolution; otherwise a final check will be issued. 9. Any employee expense claims with zero balances due to employees must be deleted •from the system to release encumbrances. Before the claim is deleted, employees must save or print the claim approvals in order for it to be included with the actual expense payment made with a City P-card or City Check. DocuSign Envelope ID:12DB5412-0C11-4E48-AC27-2DEA0C2C24FC DATE ISSUED: Page:'8 SEQUENCE i '�1 / i s AC.� _ ` JULY 1990 Of: 8 NUMBER: CITYWIDE PROCEDURE DATE UPDATED: OD.20.01 FEBRUARY 2018 SUBJECT: TRAVEL ON CITY BUSINESS RESPONSIBLE.DEPARTMENT: ORGANIZATION DEVELOPMENT PERFORMANCE INITIATIVES Pceparelt by; .„.7„,,,,, ./ /72 , ie s ::;and li)( rnent 0 Icer Reviewed'by- j 414441L C), 4 4 / Internal Auditor` " ,, 7), Director, Bu ge Assant Cityil a ager Approvedby• rule '. 2-1e, 1Ig" City Manager] Date