File #: ID#21-9332    Version: 1 Name: Renewal of City of Clearwater Claims Software Agreement with Ventiv Technologies
Type: Action Item Status: Consent Agenda
File created: 6/4/2021 In control: Finance
On agenda: 6/17/2021 Final action:
Title: Approve Amendment 3 to the Master Agreement and Software License Agreement of January 10, 2001, between Ventiv Technology, Inc. and the City of Clearwater, to upgrade the claims software and transition to the Cloud, to provide maintenance and updates as needed, from July 1, 2021 through July 1, 2027, for a not-to-exceed amount of $230,000 for a seven-year term, pursuant to Clearwater Code of Ordinances Section 2.564 (l) (i), Exempt From Bidding; and authorize the appropriate officials to execute same. (consent)
Attachments: 1. 2001 Agreement - III.A.1.m.1 City of Clearwater Contract 2001, 2. Amendment #1 - 2018 Renewal Addendum Final and Signed, 3. Amendment #2 to Navrisk Software License Agreement, 4. Amendment #3 - 7Yr Renewal add Hosting and Upgrade 5.4.21 kk v2

SUBJECT/RECOMMENDATION:

Title

Approve Amendment 3 to the Master Agreement and Software License Agreement of January 10, 2001, between Ventiv Technology, Inc. and the City of Clearwater, to upgrade the claims software and transition to the Cloud, to provide maintenance and updates as needed, from July 1, 2021 through July 1, 2027, for a not-to-exceed amount of $230,000 for a seven-year term, pursuant to Clearwater Code of Ordinances Section 2.564 (l) (i), Exempt From Bidding; and authorize the appropriate officials to execute same.  (consent)

 

Body

SUMMARY: 

The Risk Management Division of the Finance Department is seeking renewal of the current three-year contract with Ventiv Technologies, Inc., who purchased the City’s former claims software company, DAVID, two years ago. The previous agreement in place with DAVID at the time was honored, which resulted in a smooth transition with no changes in terms or disruption of service. The proposed renewal agreement is for seven years and includes software maintenance and support totaling $208,700.94, along with initial non-recurring set-up/deployment and consulting fees of $19,535.00. The Master Agreement includes annual maintenance and support fees which will increase each year during the renewal term at the rate of 2%.

 

With this renewal, Ventiv Technologies is also recommending upgrading and migrating the City’s claims data to their host servers (the Cloud), and the installation of their latest version of their Claims Premier software. The transition to a new host environment is timely since the City’s current data location is nearing the end of its technical support.

 

With this proposed upgrade in environment and software, the Risk Management Division will be able to process claims more efficiently and provide faster service to departments in managing their claims and requests for loss data. In addition, the term of the agreement will insulate the City from potential increased pricing in the marketplace for these services.

 

APPROPRIATION CODE AND AMOUNT:

Account # 5909830-530300                                                           $230,000