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HomeMy WebLinkAboutRFP - 7493 RISK MANAGEMENT SOFTWARE (2)Addendum 1 – 7493 Risk Management Software Page 1 of 6 ADDENDUM No. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7493: Risk Management Software OPENING DATE: 3:00 PM (Our Clock) April 3, 2013 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact James B. O'Neill, FNIGP, CPPO at (970) 221-6779 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 7493 Risk Management Software Page 2 of 6 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Do you require vendors to be SAS70 Type 2 or SSAE16 Type 2 compliant in order to partner with them? The City of Fort Collins does not at this time require software or hosted vendors to be audited according to the referenced standards. 2. Will a Microsoft Word version of the RFP be made available to assist with our response? RFP #7493 is now posted in word. 3. In the General Section- can we create Outlook appointments and load them to an Outlook calendar To be determined 4. In the Fleet/Driver Module- What is the data source who will maintain the module information and how often? Current driver files are recorded in a MS Excel spreadsheet and maintained by the DOT coordinator (1 person) on a daily basis. 5. In the Vehicle Operator Data Section- What is the Data Source who will maintain the module information and how often? Specifically the MVR and CDL Drug Testing. Will we have historical files to maintain? MVR’s and Drug & Alcohol testing documentation is currently maintained in MS Excel spreadsheet format and maintained by the DOT coordinator (1 person) on a daily basis. City records retention policy applies to these records. 6. Occupational Medical Surveillance Section- Who is the Data Source who will maintain the module information and how often? This data must be maintained and or archived for the lifetime of the employee in some cases. will we have historical files to maintain? What is a JDE. We currently have no data source for this information and will be utilizing this product to create the record. However there may be hard copy data pulled from various sources we will want to place into the product in creating the database. This portion of the product will be utilized by Risk Management staff only and totals 5 employees on a daily basis. Yes, we do understand the longevity of the records retention requirements. JDE is an acronym for JD Edwards, an Oracle Corporation product. 7. Does City of Fort Collins currently have any customized reports from their OHM windows system? If so can you list them? We are particularly interested in reports surrounding the following requirements. Addendum 1 – 7493 Risk Management Software Page 3 of 6 The above is applicable system wide but particularly with regard to the following requirements:  System provides a Financial Summary Report which provides claim financial summary information, as selected and grouped by user  Customized Financial Pay Type Summary Report that gives a financial summary, showing claim count, Medical/BI, Indemnity/PD and Expense Payments as filtered and sorted by the user  Three Line Claim Detail Report that provides a detailed listing of claims and claim financials  Transaction Detail Reporting provides claim transaction detail information, as selected and grouped by user  Point in Time Detail Reporting provides detailed claim financial data at two points in time, as defined by the user  Loss Stratification Reporting will summarize claim counts, percentages and financials within predefined ranges of incurred claim costs.  Loss Limitation Reporting allows the user to enter loss limits for up to five date ranges, and then compares those limits to selected claims  Receive summary of claims by the lag period between specified dates using a Lag Summary Report  Provides Frequency Analysis Reporting which gives a view of the claim frequency and severity by Location. The City of Fort Collins does not currently use an in-house OHM or RMIS system. The City utilizes the services of a Third Party Administrator (TPA) where all our claims data is input and stored. 8. Can you please describe the 'Risk Management Worksheet' in detail? Please ignore the reference to “Risk Management Worksheet” 9. Will your users rely on the system for industrial hygiene? Yes 10. Will your users rely on the system for safety management? Yes 11. Estimated number of users of the proposed system by role if possible  Administrators (this system) 5  Schedulers 5  Clinicians 0  Work Comp Administrators 2  Safety Administrators 10  Supervisors (for completion of incident reports) Addendum 1 – 7493 Risk Management Software Page 4 of 6 None required at this time. The City intends to maintain current reporting procedures as described above. 12. Estimated number of employees to be serviced # 10 on various aspects and modules of the system 13. Does City of Fort Collins prefer a SaaS system or does City of Fort Collins plan to host their own environment? The City is open to both internal hosting and web or cloud based services. 14. Does City of Fort Collins plan to converting historical data records from other systems into the new system? Yes 15. If yes, how many data sets exist to be converted? Please list number of data sets and system/format of each. The City utilizes JD Edwards as a City wide standard. We do not anticipate at this time utilizing anything other than employee name and identification numbers to be downloaded to the RMIS. Currently the City uses MS Excel spreadsheets for historical records of most safety programs. The City also utilizes an LMS for training records. We do not anticipate utilizing this system as part of the RMIS. 16. Does City of Fort Collins plan to converting historical data records from a previous version of OHM into the new system? If yes, how many data sets exist to be converted?  Does the data set include custom reports?  Does the data set include images/attachments? One of the keys features the City of Fort Collins is in need of, is to have the data placed into the TPA database and regularly converted/downloaded into the RMIS system to avoid duplicating work efforts by risk management staff. 17. In lieu of a contract provision permitting the City of Fort Collins to terminate without cause, is the City of Fort Collins agreeable to a service contract that does not contain such a provision; rather, a service contract which affords an initial guaranteed minimum commitment term of one (1) year with the option for the City of Fort Collins to renew annually for one (1) year terms until such time four (4) annual term options are fulfilled? The City would need to be able to terminate the agreement without cause but you may provide suggested language. Addendum 1 – 7493 Risk Management Software Page 5 of 6 18. Is the City currently on a RMIS platform that a conversion will be needed from? If so, can you please describe the specifics of that system? Vendor Name, System version, data base, DB size. The City is not currently utilizing an RMIS system 19. We assumes that all terms and conditions can / will be negotiated between the City and the “Vendor of Choice” at which time that vendor is identified. Please confirm that it is not necessary at this time to provide redlines to the provided “Sample Professional Services Agreement”. The vendor should review the agreement and provide any changes they would need with their proposal submittal. 20. Can you please provide more detail on what “Ability to tie into valuation system (such as RS Means) as part of standard module” means? This reference can be ignored 21. In regards to requirement: Module tracks employee – Respirator Use. Does the City require a many to one relationship for this? Assuming the term “many to one” refers to one employee with multiple entries of data over time, yes. 22. In regards to requirement: Module tracks employee – Hearing Protection. Does the City require a many to one relationship for this? Assuming the term “many to one” refers to one employee with multiple entries of data over time, yes. 23. In regards to requirement: Module tracks employee vaccinations. Does the City require a many to one relationship for this, i.e. shots in a series? Assuming the term “many to one” refers to one employee with multiple entries of data over time, yes. 24. Given that there are 1,800 -2,400 employees that work for the City at any point in time depending on the season, what percentage of these people would require a user account? 10 Total Count employees will require user accounts at this time 25. Is it expected that all system applications will be rolled out in a single phase, or is it the City’s intention to roll out the applications in sequence? If so what are the top priorities for the initial release? The intent is to purchase all applications described in Section 3 “Specifications. However, should the system chosen through the RFP process is cost prohibitive given current budget allocations, the City may Addendum 1 – 7493 Risk Management Software Page 6 of 6 decide to only utilize specific applications in order of business need: 1- Occupational Medical Surveillance Module, 2-Facility Audit Module, 3- Property Module, 4-Incident Claims Module, 5-Dashboard, Reports & Search Functions, 6-Fleet / Driver Module, 7-Vehicle Operators Data Module, 26. Can you identify which insures/TPAs we will need to convert data from and the frequency (daily, monthly, quarterly etc.)? CCMSI is currently the TPA for the City. This could change as providers change over contract period. Data exchanges are anticipated to occur weekly. 27. How are new claims/incidents reported today? Does the City want the new RMIS system for initial claim/incident intake? Reports of incident and injury are reported to Risk Management both electronically or hard copy. Data from these reports are then input into the TPA database. The intent is that the City of Fort Collins will continue with this procedure, but to eliminate duplication of work, data will regularly be downloaded from the TPA database to the RMIS system electronically. 28. Do you have any more information on the City’s Audit needs? For example, what type of Audits will need to be created, do you have existing audit forms you would like to use? We have our own audit form that is unique to our environment and we would like that to be incorporated into the RMIS. Current audits include hazard identification as well as administrative P&P audits and how they are incorporated into work practices. Any additional audit forms created, ie. Driver audits will be created in-house specific to the unique work environment. Audit results reporting, reports delivery in PDF format, photo downloads, follow-up / records of completion, e-mail notifications / reminders, etc. Our current in-house auditing system scores individual audited items based on a scale of 0-3. 0=N/A, 1=Fail, 2=Pass, 3=Best Practice. Scoring should total at completion of audit. 29. Under the Vehicle Operator Data Module Function section, a question references weights and scores based on drivers infractions. Do you have any more details around the functional needs (ie: is this a report based on an algorithm calculation)? The City does not currently utilize scoring of MVR records, but the intent is to incorporate a system based on Colorado points system that would identify at risk drivers with a basic scoring system where X to X = not allowed to drive, X to X = Must attend driver training and X to X = allowed to drive City vehicles. RMIS system should provide a basic addition calculation from data input for each driver to identify scoring.