Extracted text (via pymupdf_layout)
199404 characters
SERIAL 171170-RFP CONTRACT PURSUANT TO RFP SERIAL 171170-RFP This Contract (“Contract” or “Agreement”) is entered into this 21st day of June, 2017 by and between Maricopa County (“County”), a political subdivision of the State of Arizona, and Origami Risk LLC, an Illinois limited liability company (“Contractor”) for the purchase of a commercial off-the-shelf (COTS) fully implemented Risk Management Information System (RMIS). 1.0 CONTRACT TERM: 1.1 This Contract is for a term of five (5) years, beginning on the 1st day of July, 2017 and ending the 30th day of June, 2022. 1.2 The County may, at its option and with the agreement of the Contractor, renew the term of this Contract for additional terms up to a maximum of five (5) additional years, (or at the County’s sole discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after expiration). The County shall notify the Contractor in writing of its intent to extend the Contract term at least sixty (60) calendar days prior to the expiration of the original contract term, or any additional term thereafter. 2.0 FEE ADJUSTMENTS: 2.1 Any request from Contractor for a fee adjustment must be submitted sixty (60) days prior to the current Contract anniversary for the hourly rates stated on Exhibit A Pricing. Requests for adjustment in cost of labor and/or materials must be supported by appropriate documentation. If County agrees to the adjusted fee, County shall issue written approval of the change. The reasonableness of the request will be determined by comparing the request with the (Consumer Price Index) or by performing a market survey. 3.0 PAYMENTS: 3.1 As consideration for performance of the duties described herein, County shall pay Contractor the sum(s) stated in Exhibit “A.” 3.2 Payment shall be made within thirty (30) days of County’s receipt of a properly completed invoice. 3.3 INVOICES: 3.3.1 The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. Incomplete invoices will not be processed. At a minimum, the invoice must provide the following information (as applicable): • Company name, address and contact • County bill-to name and contact information • Contract Serial Number • County purchase order number SERIAL 171170-RFP • Invoice number and date • Payment terms • Date of service or delivery • Quantity (number of days or weeks) • Contract Item number(s) • Description of Purchase (product or services) • Extended price • Arrival and completion time (if applicable) • Total Amount Due 3.3.2 Problems regarding billing or invoicing shall be directed to the using agency as listed on the Purchase Order. 3.3.3 Payment shall be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (https://azdom-vss.hostams.com/webapp/PRDVSS1X1/AltSelfService), provided that such process must be reasonable and no click-through terms or conditions shall apply to this engagement. 3.3.4 EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details. 3.4 PAYMENT RETENTION: 3.4.1 Certain fees due to the Contractor related to work under this agreement shall be retained by County as set forth in the billing and payment schedule in Exhibit A. 3.5 SOFTWARE UPDATES: 3.5.1 Contractor shall make available to County the most recent version of the Service at all times during the term of this Agreement. Contractor shall maintain the software in the latest production version, providing notification for upgrade and maintenance activity as set forth in Exhibit C. 3.6 APPLICABLE TAXES: 3.6.1 Payment of Taxes: County shall be liable for any taxes (including without limitation sales, transaction privilege, use, excise and gross receipts taxes), charges, tariffs, and duties and any interest and penalties arising under this Agreement and required by law, excluding taxes based upon Origami’s income or with respect to Contractor’s employees (such as unemployment compensation insurance, Social Security and Worker’s Compensation). All such taxes may be included in amounts invoiced by Origami to Client. 4.0 AVAILABILITY OF FUNDS: 4.1 If any action is taken by any state agency, Federal department or any other agency or instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, County may terminate its obligations under, or in connection with, this Contract (and, in addition, with Contractor’s written consent, the parties may otherwise agree to amend, suspend or decrease the obligations under this Contract). In the event of termination, County shall be liable for any outstanding payment for services rendered prior to the effective date of the termination, provided that such services are performed in accordance with the provisions of this Contract. County shall give written notice of the effective date of any termination under this Section, at least ten (10) days in advance. SERIAL 171170-RFP 5.0 DUTIES: 5.1 The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing by the Procurement Officer and agreed in writing by Contractor. 5.2 During the Contract term, County may provide Contractor’s personnel with adequate workspace for consultants and such other related facilities as may be required by Contractor to carry out its contractual obligations. 6.0 TERMS and CONDITIONS: 6.1 DEFINITIONS 6.1.1 Affiliate means, with respect to a party, its parent company and subsidiaries and/or controlled corporations or entities which are directly or indirectly controlled. 6.1.2 County Data means the data provided or inputted by or on behalf of County or any User or Affiliate of County for use with the Service. 6.1.3 County Party means County and each of its Affiliates and Users. 6.1.4 Confidential Information means all confidential and proprietary information of a party, including, without limitation, business plans, strategies, products, software, source code, object code, data models, discoveries, inventions, developments, know-how, improvements, works of authorship, concepts, or expressions thereof, whether or not subject to patents, copyright, trademark, trade secret protection or other intellectual property right protection. 6.1.5 Customizations means specifically modified reports, dashboard panels, or other configurations, features or modules of the Service customized for County. 6.1.6 Documentation means all user guides, videos, embedded help text, and other reference materials generally furnished with respect to the Service, whether in printed or electronic format. 6.1.7 Fees means the fees payable pursuant to this Agreement as set forth in Exhibit A. 6.1.8 Intellectual Property Rights means worldwide intellectual and proprietary property owned or properly licensed by a party and all intellectual or proprietary property rights subsumed therein, including copyright, patent, trademark (including goodwill), trade dress, trade secret and know-how rights. 6.1.9 Professional Services means professional services provided by Contractor to County as set forth in any Statement of Work. 6.1.10 Service means Contractor’s software-as-a-service identified in the Statement of Work and accessible by County via https:\\live.OrigamiRisk.com or another designated web site or IP address, rendered to County by Contractor. 6.1.11 Software means the software subscription Service as provided by Contractor. 6.1.12 Statement of Work means any statement of work entered into and mutually approved in writing by the parties pursuant to this Agreement from time to time. The initial Statement of Work is attached hereto as Exhibit B, and the pricing detail with respect to such Statement of Work is attached hereto as Exhibit A. 6.1.13 User means any employee, contractor, agent, customer, investor, consultant or service provider of County or any of County’s Affiliates who uses or accesses the Service or any SERIAL 171170-RFP other person or entity that is provided user credentials to the Service by or on behalf of County or any of County’s Affiliates. 6.1.14 Work Product means Customizations and any software, programming, tools, documentation, and materials that are used, created, developed, or delivered by Contractor to County in connection with Customizations, and all Intellectual Property Rights subsumed therein. 6.2 SOFTWARE SUBSCRIPTION: 6.2.1 Service: Subject to the terms of this Agreement, Contractor shall grant County a non- exclusive right to permit its Users to access the Service via the Internet during the term of this Agreement. County, its Affiliates and Users may use the Service solely for internal business of County, its Affiliates and Users. Users shall use the Service in accordance with this Agreement and the applicable Statement of Work and Documentation. 6.2.2 Storage: County may store County Data through the Service up to the amount set forth on the Statement of Work. If the amount of storage used exceeds this limit, County will be charged, on a monthly basis, the excess storage fees pursuant to the Statement of Work. 6.2.3 Service Level Agreement: Contractor’s Service Level Agreement with respect to the Service is set forth as Exhibit C. Any Excluded Event (as defined in such Service Level Agreement) and any unavailability of the Service that does not constitute a failure of the Availability Requirement set forth in such Service Level Agreement shall not constitute a breach of this Agreement. 6.2.4 Restrictions. Nothing in this Agreement shall be construed as a grant to County of any right to, and County shall not, and shall not permit any User or any other third party to: (i) reproduce, license, sublicense, sell, resell, transfer, assign, distribute or otherwise commercially exploit or make available to any third party the Service or any portion thereof; (ii) distribute, disclose or allow use of any of the Service, or any portion thereof, in any format, through any timesharing service, service bureau, network or by any other means, to or by any third party; (iii) decompile, disassemble, or otherwise reverse engineer or attempt to reconstruct or discover any source code or underlying ideas or algorithms of the Service in any manner; (iv) create derivative works from, modify or alter any of the Service in any manner whatsoever; (v) use or access the Service in a manner that would reasonably be expected to damage, disable, overburden, or impair any Contractor servers or the networks connected to any Contractor server (and if any access or use of the Service does damage, disable, overburden, or impair any Contractor servers or the networks connected to any Contractor server, then County shall promptly discontinue such access or use upon written notice of such by Contractor); (vi) take any action that would reasonably be expected to interfere with any third party’s use and enjoyment of the Service (and if any County action does interfere with any third party’s use and enjoyment of the Service, then County shall promptly discontinue such action upon written notice of such by Contractor); (vii) attempt to gain unauthorized access to the Service, accounts, computer systems, or networks connected to any Contractor server; (viii) use any robot, spider or other automatic device or manual process to monitor or copy portions of the Service; (ix) use the Service in a manner intended to abuse or violate the privacy or property rights of others; (x) perform any vulnerability scanning or penetration testing on the Service or Contractor’s systems or networks without Contractor’s explicit prior written consent for each such scan or test; or (xi) access the Service in order to (A) build a competitive product or service, or (B) build a product using similar unique and confidential ideas, features, functions or graphics of the Service. 6.2.5 Users. County may license the Service to the number of authorized Users as set forth on the Statement of Work. Each authorized User shall access and use the Service (i) in accordance with the terms of this Agreement and the applicable Statement of Work and Documentation, and, (ii) when applicable, through a unique and reasonably secure SERIAL 171170-RFP username and password as further described in the applicable Statement of Work or Documentation. The Service allows County to grant different levels of access to County Data, to different Users, as described in more detail in the Statement of Work. It is County’s responsibility to designate the applicable access to be granted to each User. County shall cause all Users to comply with all obligations of County hereunder, to the extent applicable to Users. Except for County’s and its Affiliates’ system administrators where reasonably necessary for administrative or security purposes, no User may use the username/user identification or password of any other User. County’s failure to cause a User to comply with the terms of this Agreement or any uncured User noncompliance shall constitute a material breach of this Agreement by County. 6.2.6 Third Party Access. County shall also have the right for County and its Affiliates to permit third party Users to access or use the Service in accordance with the terms and conditions of this Agreement and the applicable Statement of Work, provided that each such third party User has either agreed in writing in advance to be bound by at least the same restrictions with respect to the Service as County or has agreed to Contractor’s click-through end user license agreement upon such User’s initial login to the Service (either such agreement, a “Third Party User Agreement”). Any rights granted hereunder or under a Third Party User Agreement with respect to the Service to third party Users shall expire or terminate immediately upon the termination of this Agreement in accordance with its terms. County shall be fully responsible for (i) ensuring the compliance of each County Party with the terms and conditions of this Agreement, the applicable Statement of Work and Documentation, and the applicable Third Party User Agreement, and (ii) all violations of the terms or conditions of this Agreement, the applicable Statement of Work and Documentation, and the applicable Third Party User Agreement by each County Party. 6.2.7 Professional Services. During the term of this Agreement, Contractor will make available to County certain Professional Services to the extent set forth on the Statement of Work. County may also contract for expanded services for additional days and hours in accordance with Contractor’s prices. Notwithstanding the foregoing, Contractor will not be obligated to provide any support required as a result of, or with respect to, (i) County’s operating systems, networks, hardware, or other related equipment of County, or (ii) County’s or any of its Users’ use of the Service other than in accordance with the applicable Statement of Work and Documentation and as permitted under this Agreement. 6.2.8 Security. Upon County’s written request to Contractor during the term of this Agreement (no more than once in any 12-month period), Contractor shall provide a copy of its Service Organization Control (SOC) 2 audit report (or an equivalent audit report or pursuant to a successor standard) to County, and such report shall contain an unqualified opinion. Such audit report shall be deemed Confidential Information under the terms of this Agreement. 6.2.9 County Obligations. County shall: (i) provide Contractor with reasonable access to County’s premises as appropriate to enable Contractor to perform its obligations hereunder; (ii) provide adequate resources to participate in or facilitate the performance of the Service; (iii) timely participate in meetings relating to the Service; (iv) assign personnel with relevant training and experience to work in consultation with Contractor; (v) provide the equipment required to operate the Service as set forth at http://www.origamirisk.com/product-requirements; (vi) safeguard the usernames, passwords and other security data, methods and devices furnished to County in connection with the Service and prevent unauthorized access to or use of the Service and promptly notify Contractor if it becomes aware of any such unauthorized access or that the security of its usernames or passwords has been compromised; (vii) be responsible for County networks, equipment and system security required or appropriate in connection with the Service; (viii) have sole responsibility for the accuracy, quality, integrity, legality, reliability and appropriateness of all County Data; (ix) transmit County Data only in an encrypted format, to be mutually agreed by the parties; (x) obtain all consents SERIAL 171170-RFP and authorizations from any third parties that County requires in order for Contractor to provide the Service and perform the Professional Services, and (xi) take such other actions as are required of County pursuant to this Agreement, including any Statement of Work. 6.2.10 County Warranty. The parties acknowledge and agree that during the term of this Agreement a County Party or other third parties may disclose certain County Data, including personally identifiable data regarding employees or other individuals, to Contractor for the benefit of a County Party. County represents and warrants to Contractor that: (i) each such County Party, and such other third parties are authorized to collect, use and disclose the County Data to Contractor for use and storage pursuant to this Agreement; (ii) such disclosure, use or storage does not and shall not violate applicable law or, if applicable, such County Party’s agreements with or privacy notices to individuals with respect to whom the County Data relates; and (iii) County shall not request Contractor to use, store, disclose or otherwise process County Data in any manner that would not be permissible under applicable law or, if applicable, such County Party’s agreements with or privacy notices to individuals with respect to whom the County Data relates, if done by County. 6.2.11 Non-Contractor Events. County acknowledges and agrees that Contractor shall not be responsible or liable for any delay or failure in its performance of any duties or obligations pursuant to this Agreement, including any Statement of Work, if such delays or failures result or arise from any (1) act or omission of any County Party, including any delays in their performance or cooperation with respect to the obligations or warranties set forth in this Agreement or any Statement of Work; or (2) failure of any County Party’s equipment or software (other than the Service). 6.2.12 Mobile Service. The Service may include certain services that are available via a mobile device, including the ability to access certain features through an application downloaded and installed on a mobile device. County acknowledges and agrees that County Data may be stored locally on a mobile device as part of such service and that the physical security of any mobile device used to access such services is County’s responsibility. If County or any User elects to store data on a mobile device, Contractor shall not be responsible for any loss of County Data or any other data on such device. 6.3 INTELLECTUAL PROPERTY RIGHTS: 6.3.1 Contractor Intellectual Property Rights. As between Contractor and County, Contractor owns all right, title and interest, including all related Intellectual Property Rights in and to, or related to the Service and Work Product, including all software programs contained therein. To the extent that any such Intellectual Property Rights do not otherwise vest in Contractor or its licensors, County hereby agrees to promptly assign such Intellectual Property Rights to Contractor or its licensors, and to do all other acts reasonably necessary to perfect Contractor’s or its licensors’ ownership thereof, without additional consideration of any kind. The Contractor name, the Contractor logos, and the product names associated with the Service are trademarks of Contractor or third parties, and no right or license is granted with respect to their use. The Service may contain intellectual property belonging to third parties. All such intellectual property is and shall remain the property of its respective owners. Except for the limited rights expressly granted herein, all right, title and interest in and to the Service and Work Product are reserved by Contractor, and, except as expressly granted herein, nothing contained in this Agreement shall be construed as conferring any right, title, interest or license with respect to the Service or Work Product upon County, by implication, estoppel or otherwise. In addition, County agrees and acknowledges that Contractor shall have an unlimited right to incorporate into any updates, upgrades, or modifications to the Service all suggestions, ideas, enhancement requests, feedback, recommendations or other information provided by County or any User relating to the Service. Such Service, as updated, upgraded, or modified, shall be owned by Contractor as provided in this Section. County expressly acknowledges and agrees that the Work Product shall not constitute work made-for-hire SERIAL 171170-RFP under the United States Copyright Act, and that Contractor shall have the exclusive right to protect the Work Product by patent, copyright, or any other means. Work Product shall be made available to County as part of the Service to the extent set forth in the Statement of Work, and County shall have no other right to use any Work Product. Nothing in this Section shall affect the ownership by County of all County Data as provided below or other County proprietary information. 6.3.2 County Data. County Data shall be Confidential Information of County under this Agreement. County shall own all right, title and interest in and to the County Data, which shall never be deemed to be the Service or Work Product, even if delivered or incorporated therewith. Contractor shall have no responsibility, whatsoever, for the accuracy, quality, integrity, legality, reliability, appropriateness, and intellectual property ownership of County Data, and Contractor shall not review, monitor or check the County Data except as necessary to provide the Service to County. Contractor shall not be responsible or liable, in any way, for the deletion, destruction, damage or loss of any County Data through no fault of Contractor or its providers without limiting Contractor’s liability to maintain backup data as set forth in the Statement of Work. Upon County’s written request within 30 days following the termination of this Agreement, and if County has paid all invoiced fees, Contractor will at its expense provide electronic files to County in delimited text format containing County’s County Data. Subject to Contractor’s confidentiality obligations set forth in this Agreement, County agrees that Contractor may use de-identified and aggregated County Data to compile and sell databases of risk management information. 6.4 CONFIDENTIALITY: 6.4.1 Confidential Information. Each party acknowledges and agrees that during the term of this Agreement it may be furnished with or otherwise have access to Confidential Information of the other party. The party that has received Confidential Information (the “Receiving Party”), in fulfilling its obligations under this Section, shall exercise the same degree of care and protection with respect to the Confidential Information of the party that has disclosed Confidential Information to the Receiving Party (the “Disclosing Party”) that it exercises with respect to its own Confidential Information, but in no event shall the Receiving Party exercise less than a reasonable standard of care. The Receiving Party shall only use, access and disclose Confidential Information as necessary to fulfill its obligations under this Agreement, including any Statement of Work, or in exercise of its rights expressly granted hereunder. Receiving Party shall not directly or indirectly disclose, sell, copy, distribute, republish, create derivative works from, demonstrate or allow any third party to have access to any of Disclosing Party’s Confidential Information; provided that: (i) Receiving Party may disclose the Disclosing Party’s Confidential Information to its Affiliates who have a need to know; (ii) Contractor shall have a right to disclose County’s Confidential Information to County’s Affiliates and service providers, and Contractor’s employees and other agents; and (iii) all use of the Disclosing Party’s Confidential Information shall be subject to all the restrictions set forth in this Agreement. This Agreement (including all Statements of Work and pricing thereunder) and all Intellectual Property Rights with respect to the Service and Work Product shall be deemed to be Confidential Information of Contractor under this Agreement. Except as explicitly permitted by this Agreement, County shall not disclose this Agreement to any third party without the written consent of Contractor. 6.4.2 Exclusions. The following information shall not be considered Confidential Information subject to this Section: (i) information that is publicly available or later becomes available other than through a breach of this Agreement; (ii) information that is known to the Receiving Party or its employees, agents or representatives prior to such disclosure or is independently developed by the Receiving Party or its employees, agents or representatives subsequent to such disclosure; or (iii) information that is subsequently lawfully obtained by the Receiving Party or its employees, agents or representatives from a third party without obligations of confidentiality. If the Receiving Party is required by law to disclose any portion of the Disclosing Party’s Confidential Information, Receiving SERIAL 171170-RFP Party shall give prior timely notice of such disclosure to Disclosing Party to permit Disclosing Party to seek a protective or similar order, and, absent the entry of such an order, Receiving Party shall disclose only such Confidential Information as is necessary be disclosed in response to such subpoena, court order or other similar document. 6.4.3 Survival. The obligations set forth in this Section shall expire two years after termination of this Agreement; provided that the confidentiality obligations for Confidential Information constituting trade secrets shall survive as long as such information continues to constitute Confidential Information. 6.5 EXPORT CONTROL: 6.5.1 Export. County shall not export or re-export the Service or any Work Product without the prior written authorization of Contractor and, as may be required under United States laws and regulations, the prior written authorization of the United States Department of Commerce or other relevant agency of the United States Government. County also agrees that it will not knowingly export or re-export, directly or indirectly, the Service or any Work Product (i) that it knows will directly assist in the design, development, production, stockpiling or use of missiles, nuclear weapons or chemical/biological weapons; (ii) to any entity on the Department of Commerce Entity List or any person or entity on the Department of Commerce Denied Persons List, each currently available at http://www.bis.doc.gov; or (iii) to any country subject to sanctions administered by the Department of the Treasury’s Office of Foreign Assets Control or to any person or entity on the lists of prohibited entities and persons maintained by such office, currently available at http://www.ustreas.gov/ofac. 6.5.2 Disclaimer. Contractor makes no representation that the Service is appropriate or available for use in other locations. If County uses the Service from outside the United States of America and/or the European Union, County is solely responsible for compliance with all applicable laws, including export and import regulations of other countries. Any diversion of the Service contrary to United States or European Union (including European Union Member States) law is prohibited. 6.6 LIMITATION OF LIABILITY: 6.6.1 Disclaimer of Damages. IN NO EVENT WILL CONTRACTOR BE LIABLE FOR ANY INDIRECT, SPECIAL, PUNITIVE, INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING UNDER OR IN CONNECTION WITH THIS AGREEMENT, THE SERVICE OR THE PROFESSIONAL SERVICES, WHETHER BASED IN CONTRACT, TORT, INTENDED CONDUCT OR OTHERWISE, INCLUDING WITHOUT LIMITATION, DAMAGES RELATING TO THE LOSS OF PROFITS, INCOME, GOODWILL OR REVENUE, COSTS INCURRED AS A RESULT OF DECISIONS MADE IN RELIANCE ON THE SERVICE, LOSS OF USE OF THE SERVICE OR ANY OTHER SOFTWARE OR OTHER PROPERTY, LOSS OF DATA, THE COSTS OF RECOVERING OR RECONSTRUCTING SUCH DATA OR THE COST OF SUBSTITUTE SOFTWARE, SERVICES OR DATA, OR FOR CLAIMS BY THIRD PARTIES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. 6.6.2 Limitation of Liability. UNDER NO CIRCUMSTANCES SHALL CONTRACTOR’S AGGREGATE MAXIMUM LIABILITY ARISING UNDER OR IN CONNECTION WITH THIS AGREEMENT, THE SERVICE OR THE PROFESSIONAL SERVICES EXCEED THE GREATER OF (1) THE PAYMENTS ACTUALLY MADE TO CONTRACTOR HEREUNDER DURING THE 12 MONTHS PRECEDING THE DATE ON WHICH ANY CLAIM IS MADE AGAINST CONTRACTOR OR (2) $271,000. SERIAL 171170-RFP 6.7 INFRINGEMENT DEFENSE INDEMNIFICATION: 6.7.1 Defense and Indemnity: Contractor shall defend, Participate and Share in the Cost, as defined below, in the full defense of the County against any Claim, as defined below, and will indemnify and hold harmless the County as provided for in this Section for any judgments, settlements and court awarded attorney’s fees resulting from a Claim where the claimant is adjudged the successful party in the Claim. Contractor’s obligations under this Section are conditioned on the following: (i) County promptly notifies Contractor of the Claim in writing upon made aware of the Claim; (ii) County gives Contractor lead authority and County being control of the defense and (if applicable) settlement of the Claim, provided that County’s legal counsel may participate in such defense and settlement, at County’s expense, and (iii) County provides all information and assistance reasonably requested by Contractor to handle the defense or settlement of the Claim. For purposes of this Section, “Claim” means any cause of action in a third party action, suit or proceeding against County alleging that CONTRACTOR software, or its upgrades, modifications, or revisions, as of its delivery date under this Agreement, infringes a valid U.S. patent, copyright or trademark. For the purposes of this section, “Participate and Share in the Costs” means Contractor will assist the County in the defense of the claim, to the extent agreed to by the parties, except that Contractor shall be solely responsible for any and all costs adjudged in a successful Claim against the County. 6.7.2 Remedial Measures: If software becomes, or Contractor reasonably believes use of software may become, the subject of a Claim, Contractor may, at its own expense and option: (i) procure for County the right to continue use of the Product; (ii) replace or modify the software; or to the extent that neither (i) nor (ii) are deemed commercially practicable, (iii) refund to County a pro-rated portion of the applicable fees for software based on a linear depreciation monthly over 10 year useful life, in which case County will cease all use of software and return it to Contractor. 6.7.2.1 Contractor will have no defense or indemnity obligation for any Claim based on: (i) modifications by someone other than Contractor; (ii) software has been modified by Contractor in accordance with County-provided specifications or instructions; (iii) use or combination by the County of software with Third Party Products, open source or freeware technology; (iv) Third Party Products, open source or freeware technology; (v) a product that is used or located by County in a country other than the country in which or for which it was supplied by Contractor; (vi) possession or use of a product after Contractor has informed County of modifications or changes required to avoid such Claim and offered to implement those modifications or changes, if such Claim would have been avoided by implementation of Contractor's suggestions and to the extent County did not provide Contractor with a reasonable opportunity to implement Contractor's suggestions; or (vii) the amount of revenue or profits earned or other value obtained by the use of Products, or the amount of use of the Products. “Third Party Products” means any products made by a party other than Contractor, and may include, without limitation, products ordered by County from third parties. However, components of Contractor- branded Products are not Third Party Products if they are both: (i) embedded in Third Party Products (i.e., not recognizable as standalone items); and (ii) not identified as separate items on Contractor’s price list, quotes, order specifications forms or Documentation. 6.7.3 The foregoing states Contractor’s entire liability, and County’s sole and exclusive remedy except as provided at law or equity, with respect to any infringement or misappropriate of any intellectual property rights of another party. 6.7.4 Exclusions. Contractor’s indemnification obligations under this Section 6.7 shall not apply where the claim is based in whole or in part on: (i) modifications to the Service or any component thereof made by anyone other than Contractor or on behalf of Contractor; SERIAL 171170-RFP (ii) use of any Service in combination with a product not supplied by Contractor; (iii) use of any Service other than in accordance with this Agreement and the Documentation. 6.8 DISCLAIMER: 6.8.1 EXCEPT AS OTHERWISE EXPRESSLY STATED IN THIS AGREEMENT, CONTRACTOR MAKES NO WARRANTY OR REPRESENTATION WHATSOEVER, EITHER EXPRESS, IMPLIED OR STATUTORY, WITH RESPECT TO THE SERVICE, WORK PRODUCT, PROFESSIONAL SERVICES, OR ANY OTHER SERVICES PROVIDED HEREUNDER OR THE USE THEREOF BY COUNTY AND ITS USERS, INCLUDING QUALITY, PERFORMANCE, MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON- INFRINGEMENT, AND CONTRACTOR HEREBY DISCLAIMS THE SAME. EXCEPT AS OTHERWISE SET FORTH IN THIS AGREEMENT, CONTRACTOR AND ITS LICENSORS DO NOT REPRESENT OR WARRANT THAT: (a) THE USE OF THE SERVICE WILL BE UNINTERRUPTED OR ERROR-FREE; OR (b) THE SERVICE WILL MEET COUNTY’S REQUIREMENTS OR EXPECTATIONS; OR (c) ALL ERRORS OR DEFECTS IN THE SERVICE WILL BE CORRECTED. 6.8.2 COUNTY ACKNOWLEDGES AND AGREES THAT THE SERVICE IS A TOOL TO BE USED BY COUNTY IN THE COURSE OF EXERCISING ITS PROFESSIONAL JUDGMENT. THE SERVICE MAY BE SUBJECT TO LIMITATIONS, DELAYS, AND OTHER PROBLEMS INHERENT IN THE USE OF THE INTERNET AND ELECTRONIC COMMUNICATIONS. CONTRACTOR IS NOT RESPONSIBLE FOR ANY DELAYS, DELIVERY FAILURES, OR OTHER DAMAGE RESULTING FROM SUCH PROBLEMS OUTSIDE OF ITS REASONABLE CONTROL. NO CONTRACTOR AGENT OR EMPLOYEE IS AUTHORIZED TO MAKE ANY EXPANSION, MODIFICATION OR ADDITION TO THIS LIMITATION AND EXCLUSION OF WARRANTIES IN THIS AGREEMENT. 6.8.3 Contractor shall not be responsible for: (A) any non-conformities of the Service with Documentation, omissions, delays, inaccuracies or any other failure caused by a County Party’s computer systems, hardware or software (other than the Service), including by interfaces with such third party software, or any inaccuracies that such systems may cause within the Service; or (B) any data that Contractor receives from a County Party or third party sources and including the data’s accuracy or completeness, or County’s claim handling or other decisions. Contractor disclaims any liability for interception of any such data or communications, including of encrypted data. County agrees that Contractor shall have no responsibility or liability for any damages arising in connection with access to or use of the Service by any County Party, other than as authorized by this Agreement. 6.9 SOURCE CODE ESCROW REQUIREMENT: 6.9.1 The Contractor shall provide all source code and any updates or fixes for the Software for safekeeping with Iron Mountain pursuant to that certain Three-Party Master Depositor Escrow Service Agreement dated January 20, 2011, a copy of which has been provided by Contractor to Maricopa County (the “Escrow Service Agreement”), and pursuant to which Maricopa County may be a beneficiary by executing the form set forth in Exhibit E. Upon taking possession of the source code (only pursuant to the release conditions set forth in the Escrow Service Agreement as set forth below), Maricopa County will have the right to use the source for products that they license in accordance with this Contract. Contractor will update the deposit of the source code with the escrow agent at least every six (6) months. 6.9.2 Maricopa County hereby agrees to pay the yearly standard fee for a beneficiary of the source code. 6.9.3 Maricopa County shall have access to the source code in the event any of the following circumstances, as set forth in and pursuant to the Escrow Service Agreement: SERIAL 171170-RFP 6.9.3.1 Failure of Contractor to function as a going concern or operate in the ordinary course; or 6.9.3.2 Contractor is subject to voluntary or involuntary bankruptcy. 6.9.4 Upon Maricopa County taking possession of the source code, Maricopa County hereby agrees as follows: 6.9.5 Maricopa County accepts full and total responsibility for the safekeeping of the source code. Maricopa County agrees that such source code shall be subject to the restrictions placed on the software itself as stated in this Contract. 6.9.6 Maricopa County agrees to only use source code related to applications for which they own a license. 6.9.7 Maricopa County agrees, if so ordered by a court of competent jurisdiction, to compensate Contractor for any and all damages Contractor suffers, to include reasonable attorney’s fees, resulting directly or indirectly from, but not limited to, the mishandling, misuse, or theft of the source code, regardless of intent, or the absence thereof, by Maricopa County, its employees, agents and third-party contractors. 6.9.8 No license under any trademark, patent, copyright, or any other intellectual property right, is either granted or implied by the disclosure of the source code to Maricopa County. The Contractor’s disclosure of the source code to Maricopa County shall not constitute any representation, warranty, assurance, guarantee or inducement by the Contractor to Maricopa County of any kind, and, in particular, with respect to the non- infringement of trademarks, patents, copyrights, or any other intellectual property rights, or other rights of third persons or of Contractor. 6.9.9 Contractor will not be responsible for maintaining the source code. Furthermore, Contractor will not be liable for any consequences related to the use of source code modified by Maricopa County. 6.10 INSURANCE: 6.10.1 Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance from a company or companies possessing a current A.M. Best, Inc. rating of B++. 6.10.2 All insurance required herein shall be maintained in full force and effect during the term of this Agreement. Failure to do so may, at the sole discretion of County, constitute a material breach of this Contract. 6.10.3 Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance maintained by County shall not contribute to it. 6.10.4 Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance policies. 6.10.5 The insurance policies may provide coverage that contains deductibles or self-insured retentions. Contractor shall be solely responsible for the deductible and/or self-insured retention. 6.10.6 The Commercial General Liability insurance policies required by this Contract shall name County, its officers, directors, officials and employees as Additional Insureds. SERIAL 171170-RFP 6.10.7 The Commercial General Liability policies required hereunder shall contain a waiver of transfer of rights of recovery (subrogation) against County, its officers, directors, officials and employees for any claims arising out of Contractor’s work or service. 6.10.8 COMMERCIAL GENERAL LIABILITY: Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not less than $2,000,000 for each occurrence, $4,000,000 Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit. Commercial Umbrella insurance may be used to meet such limits. The policy shall include coverage for premises liability, bodily injury, broad form property damage, personal injury, products and completed operations and contractual coverage for insured contracts. There shall be no endorsement or modifications of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage. 6.10.9 AUTOMOBILE LIABILITY: Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a combined single limit for bodily injury and property damage of not less than $1,000,000 each occurrence with respect to any of the Contractor’s hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work or services under this Contract. 6.10.10 WORKERS’ COMPENSATION: Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of Contractor’s employees engaged in the performance of the work or services under this Contract; and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit. 6.10.11 TECHNOLOGY ERRORS & OMISSION INSURANCE: • Each claim $2,000,000 • Annual Aggregate $2,000,000 Such insurance shall cover any, and all errors, omissions, or negligent acts in the delivery of products, services, and/or licensed programs under this contract. In the event that the Tech E&O insurance required by this Contract is written on a claims- made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained or an extended discovery period will be exercised for a period of two (2) years, beginning at the time work under this Contract is completed. 6.10.12 NETWORK SECURITY (CYBER) AND PRIVACY LIABILITY: • Each Claim $2,000,000 • Annual Aggregate $2,000,000 Such insurance shall include, but not be limited to, coverage for third party claims and losses with respect to network risks (such as data breaches, unauthorized access or use, ID theft of data) and invasion of privacy regardless of the type of media involved in the loss of private information, crisis management and identity theft response costs. This should also include breach notification costs, credit remediation, and credit monitoring, defense and claims expenses, regulatory defense costs plus fines and penalties, cyber extortion, computer program and electronic data restoration expenses coverage (data asset protection), and network business interruption,. SERIAL 171170-RFP In the event that the Network Security and Privacy Liability insurance required by this Contract is written on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery period will be exercised for a period of two (2) years beginning at the time work under this Contract is completed. 6.10.13 Certificates of Insurance: 6.10.13.1 Prior to Contract AWARD, Contractor shall furnish the County with valid and complete certificates of insurance, issued by Contractor’s insurer(s), as evidence that policies providing the required coverage and limits required by this Contract are in full force and effect. 6.10.13.2 In the event any insurance policy (ies) required by this contract is (are) written on a “claims made” basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or services and as evidenced by annual Certificates of Insurance. 6.10.13.3 County may request a certificate of insurance from Contractor at any time during the term of this Contract and for two years thereafter. 6.10.14 Notice: Contractor shall provide prior notice to County if any insurance requirement in this Section 6.10 is no longer being met. 6.11 FORCE MAJEURE: 6.11.1 Neither party shall be liable for failure of performance, nor incur any liability to the other party on account of any loss or damage resulting from any delay or failure to perform all or any part of this Contract if such delay or failure is caused by events, occurrences, or causes beyond the reasonable control and without negligence of the parties. Such events, occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, riots, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, lockout, blockage, embargo, labor dispute, strike, interruption or failure of electricity or telecommunication service. 6.11.2 Each party, as applicable, shall give the other party notice of its inability to perform and particulars in reasonable detail of the cause of the inability. Each party must use best efforts to remedy the situation and remove, as soon as practicable, the cause of its inability to perform or comply. 6.11.3 The party asserting Force Majeure as a cause for non-performance shall have the burden of proving that reasonable steps were taken to minimize delay or damages caused by foreseeable events, that all non-excused obligations were substantially fulfilled, and that the other party was timely notified of the likelihood or actual occurrence which would justify such an assertion, so that other prudent precautions could be contemplated. 6.11.4 The County shall reserve the right to terminate this Contract and/or any applicable order or contract release purchase order upon non-performance by Contractor that extends for longer than 15 calendar days. The County may, upon written agreement with Contractor, extend the Contract and time for performance. SERIAL 171170-RFP 6.12 WARRANTY OF SERVICES: 6.12.1 Service Warranty. Contractor warrants that the Service will perform in all material respects in accordance with the Documentation when used in accordance with the terms of this Agreement on the hardware and with the third-party software specified by Contractor from time to time. County’s sole remedy for any breach by Contractor of the warranty provided in this Section shall be replacement of the nonconforming Service, at Contractor’s sole expense, as described herein. Contractor shall deliver to County replacement Service, a work-around and/or an error/bug fix as may be necessary to correct the nonconformity. In the event that County gives Contractor notice of an apparent nonconformity that Contractor reasonably determines is not due to any fault or failure of the Service to conform to the warranty provided herein, all time spent by Contractor resulting in such determination, including time spent attempting to correct the problem, shall be charged against County’s service hours, or, if County service hours have been exhausted, charged to County at Contractor’s then current hourly rate for such services. 6.12.2 Professional Services Warranty. Contractor represents and warrants that the Professional Services shall be performed in a professional and commercially reasonable manner consistent with the standard of care exercised by Contractor in performing similar services for other clients. County’s sole remedy for breach of this warranty shall be re- performance of the nonconforming Professional Services, provided that Contractor must have received written notice of the nonconformity from County no later than 30 days after the original performance of the applicable Professional Services by Contractor. 6.13 BACKGROUND CHECK: Contractors need to be aware that there may be multiple background checks (Sheriff’s Office, County Attorney's Office, Courts as well as Maricopa County general government) to determine if the respondents employees are acceptable for the contractor to do business with the County. This only applies to the company and sub-contractor employees who will perform services at any County location. Employees or others who fail to pass these checks shall not be allowed to work on County projects. Failure to meet these requirements may lead to termination of the contract. 6.14 UNCONDITIONAL TERMINATION FOR CONVENIENCE: At any time following the first three years of the term of this Contract, County may terminate the resultant Contract for convenience by providing sixty (60) calendar days advance written notice to the Contractor. In addition, (1) County may terminate this Contract for convenience, effective as of the end of the first year of the term of this Contract, by providing at least sixty (60) calendar days advance written notice to the Contractor prior to such date and paying to Contractor, as a cancellation fee and not as a penalty, an amount equal to 50% of the aggregate unpaid fees for the remainder of the initial three years of the term of this Contract, and (2) County may terminate this Contract for convenience, effective as of the end of the second year of the term of this Contract, by providing at least sixty (60) calendar days advance written notice to the Contractor prior to such date and paying to Contractor, as a cancellation fee and not as a penalty, an amount equal to 25% of the aggregate unpaid fees for the remainder of the initial three years of the term of this Contract. 6.15 TERMINATION FOR DEFAULT This Contract may be terminated by either party upon written notice to the other party if the other party breaches any material term and fails to cure such breach within 30 days after receipt of written notice of such breach; provided that Contractor’s right to terminate this Contract for breach shall be limited to a breach by County of its payment obligations hereunder or its obligations under Section 6.2, 6.3, 6.4, 6.5 or Exhibit A or Exhibit B. SERIAL 171170-RFP 6.16 TERMINATION BY COUNTY In addition, if any action is taken by any state agency, Federal department or any other agency or instrumentality to terminate its fiscal obligations under, or in connection with, this Contract, and such fiscal obligations are material with respect to the fees payable to Contractor under this Contract, County may terminate this Contract. County shall give written notice of the effective date of any termination under this Section, at least ten (10) days in advance. 6.17 TRANSITION SERVICES: 6.17.1 Upon written request by the County prior to the termination of this Agreement, and provided that no amounts properly invoiced to the County are past due, the Contractor shall provide to the County, for a period specified by Client which shall not exceed ninety (90) days in total, such assistance as may be required for Client to transition from the Contractor’s services to an alternative service provider including the following: (i) continued provision of the Service; (ii) knowledge transfer regarding the operation, use and support of the Service; (iii) data migration to an alternative solution; and (iv) such additional services as agreed between the parties in writing (the “Termination Assistance Services”). The term of this Agreement shall not be deemed to have expired or terminated until the Termination Assistance Services are completed. The fees for any Termination Assistance Services shall be at Origami’s rates as set forth in Exhibit A or, if not set forth in Exhibit A, at the Contractor’s then-prevailing rates. 6.18 CERTAIN REMEDIES: 6.18.1 Each party acknowledges and agrees that (i) it would be extremely difficult, if not impossible, to calculate the actual damages in the event of the other party’s breach of Section 6.2.4, 6.3 or 6.4 of this Agreement; and (ii) breach of any such provision of this Agreement would result in ongoing damages to the non-breaching party that could not be adequately compensated by monetary damages. Accordingly, each party agrees that in the event of any actual or threatened breach of any such provision of this Agreement, the non-breaching party shall be entitled, in addition to all other rights and remedies existing in its favor at law, in equity or otherwise, to seek injunctive or other equitable relief (including without limitation a temporary restraining order, a preliminary injunction and a final injunction) against the other party to prevent any actual or threatened breach of any such provision and to enforce this Agreement specifically, without the necessity of posting a bond or other security or of proving actual damages. 6.19 STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST: Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without penalty or further obligation within three years after execution of the contract, if any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County is at any time while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or consultant to any other party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to A.R.S § 38-511 the County may recoup any fee or commission paid or due to any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County from any other party to the contract arising as the result of the Contract. 6.20 CONTRACTOR LICENSE REQUIREMENT: 6.20.1 The Respondent shall procure all permits, insurance, licenses and pay the charges and fees necessary to the lawful conduct of his/her business, and as necessary complete any required certification requirements, required by any and all governmental or non- governmental entities as mandated to maintain compliance with and in good standing for all permits and/or licenses. The Respondent shall keep fully informed of existing and future Federal, State and Local laws, ordinances, and regulations which in any manner affect the fulfillment of a Contract and shall comply with the same. SERIAL 171170-RFP 6.21 SUBCONTRACTING: 6.21.1 The Contractor may not assign to another Contractor or Subcontract to another party for performance of the terms and conditions hereof without the written consent of the County. All correspondence authorizing subcontracting must reference the Bid Serial Number and identify the job project. 6.21.2 The Subcontractor’s rate for the job shall not exceed that of the Prime Contractor’s rate, as bid in the pricing section, unless the Prime Contractor is willing to absorb any higher rates or the County has approved the increase. The Subcontractor’s invoice shall be invoiced directly to the Prime Contractor, who in turn shall pass-through the costs to the County, without mark-up. A copy of the Subcontractor’s invoice must accompany the Prime Contractor’s invoice. 6.22 AMENDMENTS: All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa County Office of Procurement Services shall be responsible for approving all amendments for Maricopa County. 6.23 ADDITIONS OF SERVICE: If additional services are required from a Contract, prices for such additions will be negotiated between the Contractor and the County, and such purchase shall be set forth in a statement of work or other document that is signed by both parties. 6.24 SEVERABILITY: The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the validity of any other provision of this Contract. 6.25 RIGHTS IN DATA: The County shall have the use of data and reports resulting from a Contract without additional cost or other restriction except as may be established by law or applicable regulation. Each party shall supply to the other party, upon request, any available information that is relevant to a Contract and to the performance thereunder. 6.26 NON-DISCRIMINATION: CONTRACTOR agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09 including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and downloaded at the Governor of the State of Arizona’s website http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1 which is hereby incorporated into this contract as if set forth in full herein. During the performance of this contract, CONTRACTOR shall not discriminate against any employee, client or any other individual in any way because of that person’s age, race, creed, color, religion, sex, disability or national origin. 6.27 ISRAEL BOYCOTT: By signing this Contract, the Contractor certifies that they are in compliance with Article 9, Arizona Revised Statutes Section 35-393 et seq. 6.28 CERTIFICATION REGARDING DEBARMENT AND SUSPENSION: 6.28.1 The undersigned (authorized official signing for the Contractor) certifies to the best of his or her knowledge and belief, that the Contractor SERIAL 171170-RFP 6.28.1.1 is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal Department or agency; 6.28.1.2 have not within 3-year period preceding this Contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 6.28.1.3 are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and 6.28.1.4 have not within a 3-year period preceding this Contract had one or more public transaction (Federal, State or local) terminated for cause of default. 6.28.2 The Contractor agrees to include, without modification, this clause in all lower tier covered transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier covered transactions related to this Contract. 6.29 VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §41- 4401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS: 6.29.1 By entering into the Contract, the Contractor warrants compliance with the Immigration and Nationality Act (INA using e-verify) and all other federal immigration laws and regulations related to the immigration status of its employees and A.R.S. §23-214(A). The contractor shall obtain statements from its subcontractors certifying compliance and shall furnish the statements to the Procurement Officer upon request. These warranties shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and Control Act of 1986, as amended from time to time, for all employees performing work under the Contract and verify employee compliance using the E-verify system and shall keep a record of the verification for the duration of the employee’s employment or at least three years, whichever is longer. I-9 forms are available for download at USCIS.GOV. 6.29.2 The County retains the legal right to inspect contractor and subcontractor employee documents performing work under this Contract to verify compliance with paragraph 6.22 of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents available at the time and date specified. Should the County suspect or find that the Contractor or any of its subcontractors are not in compliance, the County will consider this a material breach of the contract and may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. 6.30 INFLUENCE: As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct may be grounds for Disbarment or Suspension under MC1-902. An attempt to influence includes, but is not limited to: SERIAL 171170-RFP 6.30.1 A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type valuable contribution or subsidy, 6.30.2 That is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind. If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract. 6.31 ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW: In accordance with section MCI 371 of the Maricopa County Procurement Code the Contractor agrees to retain all financial books, records and back-up documentation relevant to this Contract for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. Contractor shall make available such materials to the County, Federal or State auditors and any other persons duly authorized by the Department upon written request, and such parties shall have the right to examine, copy and make use of, any and all said materials, subject to the confidentiality requirements of this Contract. 6.32 AUDIT DISALLOWANCES: If at any time, County determines that a cost for which payment has been made is a disallowed cost, such as overpayment, County shall notify the Contractor in writing of the disallowance. In the event of any overpayment by County, Contractor shall promptly compensate County for such overpayment, either by adjustment of any future claim or invoice submitted by the Contractor by the amount of the overpayment, or a refund of the overpayment by the Contractor to County. 6.33 OFFSET FOR DAMAGES: In addition to all other remedies at Law or Equity, the County may offset from any money due to the Contractor any amounts determined by a contract dispute resolution process or as determined by the court Contractor owes to the County for damages resulting from breach or deficiencies in performance of the contract. 6.34 THIRD PARTY BENEFICIARIES: This Agreement does not and is not intended to confer any rights or remedies upon any party other than the parties to this Agreement. 6.35 PUBLICITY: Without prior written approval signed by an authorized representative of the other party, neither party shall, directly or indirectly, make any public announcement related to this Agreement or the Service. Notwithstanding the foregoing, Contractor may disclose the fact that County has procured a license for the Service; provided that Contractor will not state or imply that County endorses or recommends the Service without the written permission of County. 6.36 PUBLIC RECORDS: Under Arizona law, all Contracts are public records and must be retained by the Records Manager at the Office of Procurement Services. Contracts shall be open to public inspection and copying after Contract award and execution, except for such Contracts or sections thereof determined to contain proprietary or confidential information by the Office of Procurement Services. SERIAL 171170-RFP 6.37 INTEGRATION: This Contract represents the entire and integrated agreement between the parties and supersedes all prior negotiations, proposals, communications, understandings, representations, or agreements, whether oral or written, express or implied. 6.38 RELATIONSHIPS: In the performance of the services described herein, the Contractor shall act solely as an independent contractor, and nothing herein or implied herein shall at any time be construed as to create the relationship of employer and employee, co-employee, partnership, principal and agent, or joint venture between the County and the Contractor. 6.39 GOVERNING LAW: This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States District Court for the District of Arizona, sitting in Phoenix, Arizona. 6.40 ORDER OF PRECEDENCE: In the event of a conflict in the provisions of this Contract and Contractor’s license agreement, if applicable, the terms of this Contract shall prevail. 6.41 INCORPORATION OF DOCUMENTS: The following are to be attached to and made part of this Contract: 6.41.1 Exhibit A, Pricing; 6.41.2 Exhibit B, Scope of Work; 6.41.3 Exhibit C, Contractor Standard Service Level Agreement; and 6.41.4 Exhibit D, Contractor Functionality Tool. 6.41.5 Exhibit E, Source Code Escrow Beneficiary Form NOTICES: All notices given pursuant to the terms of this Contract shall be addressed to: For County: Maricopa County Office of Procurement Services ATTN: Contract Administration 320 West Lincoln Street Phoenix, Arizona 85003-2494 For Contractor: Origami Risk Attn: General Counsel 222 W Merchandise Mart Plaza, Suite 2300 Chicago, IL 60654 SERIAL 171170-RFP 6.42 STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE): 6.42.1 The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the Contractor, a member of $AVE may access a contract resulting from a solicitation issued by the County. Any resulting contract would require the written approval of the Contractor. 6.43 INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s) AND PIGGYBACKING: 6.43.1 County currently holds ICPA’s with numerous governmental entities throughout the State of Arizona. These agreements allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of this Contract. Any resulting contract would require the written approval of the Contractor. In addition, the County hereby agrees that, to the extent agreed by the Contractor, any other governmental entity in the United States may rely on (and “piggyback” on) this terms and conditions of this Agreement and can rely on the competitive process used to enter into this Agreement; provided that any resulting agreement between Contractor and any such governmental entity shall be a separate contractual agreement and shall not impose any obligations or liability on County. 171170-RFP IN WITNESS WHEREOF, this Contract is executed on the date set forth above. CONTRACTOR AUTHORIZED SIGNATURE Aaron Shapiro, Executive Director PRINTED NAME AND TITLE 222 W. Merchandise Mart Plaza, Suite 2300, Chicago, IL 60654 ADDRESS June 5, 2017 DATE MARICOPA COUNTY CHAIRMAN, BOARD OF SUPERVISORS DATE ATTESTED: CLERK OF THE BOARD DATE APPROVED AS TO FORM: DEPUTY COUNTY ATTORNEY SERIAL 171170-RFP EXHIBIT A COST PROPOSAL - VENDOR INFORMATION AND PRICING SERIAL 171170-RFP NIGP CODE: 208-82 CONTRACTOR'S NAME: Origami Risk COUNTY VENDOR NUMBER : ADDRESS: 222 W. Merchandise Mart Plaza, Suite 2300 Chicago, IL 60654 P.O. ADDRESS: TELEPHONE NUMBER: (312) 546-6515 FACSIMILE NUMBER: WEB SITE: www.origamirisk.com CONTACT (REPRESENTATIVE): Sam Gabal REPRESENTATIVE'S E-MAIL ADDRESS: sgabal@origamirisk.com YES NO REBATE WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS CONTRACT [ X] [ ] PAYMENT TERMS [ X] NET 30 DAYS SERIAL 171170-RFP Section/ID Requirement Description Response Note Module Cost COI-1 The solution shall provide a method of tracking Certificates 1 Estimated 24 Professional Service Client Defined $ 4,440.00 of Insurance issued by the County hours to configure a Client-Defined Entity for Entity to manage all aspects of generation of Certficates of Insurance issued by Certifcates of the County, encompassing inbound Insurance requests for COis and automated generation of COIs using ACORD-25 form templates. To be configured by Origami Risk Account Management team, with no custom software development required. VPT-1 The solution shall have the ability to record and update 1 Estimated 16 Professional Service Client Defined $ 2,960.00 information regarding a volunteer program including but not hours to configure a Client-Defined Entity for limited to: Volunteer Program Name Entity to manage all aspects of Volunteer Department in Charge of Program Volunteer Programs. To be Programs Program Supervisor configured by Origami Risk Account Program Phone Number Management team, with no custom Program Approved by software development required. Date Program Approved... Effective Date... Expiration Date... Scope of Work Certifications Required Licenses' Required None Selected Minors Permitted in C 3 Insurance Policy # Policy Expiration Date...Policy Limits Training Required Type of Training Required Weapons Training Required by County Cash Handling Required County Issued Equipment Posse Provided Equipment Vehicle Use Required Personal Vehicle Utilized Vehicles Operated Additional Program Notes Total $ 7,400.00 Fees for each year during the term shall be deemed fully earned at the beginning of each year. As an accommodation to the County, Contractor has agreed that payment for Year 1 will be invoiced and due upon the following specific milestones: SERIAL 171170-RFP • 50% of Implementation & Data Conversion fees ($58,750), as well as all Year 1 License and Hosting Fees ($139,850), will be invoiced and due on July 10, 2017, resulting in an initial total invoice of $198,600. • The remaining 50% of Implementation & Data Conversion fees ($58,750), as well as Year 1 Support Fees ($8,880) will be due upon the earlier of (i) completion of the implementation phase as set forth in this SOW or (ii) six months from the commencement of this agreement, resulting in a subsequent total invoice of $67,630. Payments for Years 2, 3, 4, and 5 are due on the anniversary date of the contract (July 10 of each year). If at the end of the initial five-year term County exercises its option to renew for an additional five years, Contractor will apply an annual rate increase of 3% to accommodate expected Consumer Price Index (CPI) increases. As a result of CPI increases, the price for the licenses and services listed above in this SOW is $155,478.50 for year six, $160,142.86 for year seven, $164,947.14 for year eight, $169,895.55 for year nine, and $174,992.42 for year ten of the contract. Payments for Years 6, 7, 8, 9, and 10 would be due on the anniversary date of the contract. The County shall reimburse Contractor for all pre-authorized in writing, reasonable, documented out of pocket travel, lodging, meal and other expenses reasonably incurred by Contractor in the course of performing the services under the Contract, and such amount shall not exceed $4,400 in Year 1 without the County’s express written consent. If needed, additional services can be purchased through an addendum to this contract. All fees are subject to State Sales Tax, where applicable. SERIAL 171170-RFP CONTRACT PAYMENT SCHEDULE Year 1 Year 2 Year 3 Year 4 Year 5 Detail Implementation $117,500 N/A N/A N/A N/A • Agile Project Management Fees Activities • Historical Data Conversion • System Needs Analysis and Design • Screen/Field/Code Configuration • Workflow Configuration (Data Validations, Email Notifications, etc.) • Location Hierarchy Design/Import • Data Interface Configuration • Initial Report Development / Configuration of Standard Reports • Documentation & Training Licensing $5,000 $5,000 $5,000 $5,000 $5,000 • Base Software License $56,250 $56,250 $56,250 $56,250 $56,250 • 25 Claims Adjusting User Licenses $10,000 $10,000 $10,000 $10,000 $10,000 • 5 Full User Licenses $10,000 $10,000 $10,000 $10,000 $10,000 • 25 Light User Licenses $10,000 $10,000 $10,000 $10,000 $10,000 • Enterprise Data Entry Portal License $2,000 $2,000 $2,000 $2,000 $2,000 • Secure Email – Up to 5,000 Emails per month $2,000 $2,000 $2,000 $2,000 $2,000 • CMS-111 – Automated Direct Submissions of Query and Report Files Hosting $35,000 $35,000 $35,000 $35,000 $35,000 • ASP Hosting / Data Storage Fees – Up to 100,000 Claims & Incidents $3,000 $3,000 $3,000 $3,000 $3,000 • 300GB of file attachment storage. $350 $350 $350 $350 $350 • Iron Mountain Source Code Escrow Maintenance Fee Automated $750 $750 $750 $750 $750 • HR/Employee Data Import Interfaces – ADP $1,500 $1,500 $1,500 $1,500 $1,500 • Medical Bill Review 2-way Interface – CorVel $500 $500 $500 $500 $500 • Volunteer Data Import – OnBase $500 $500 $500 $500 $500 • Sherriff’s Posse Data Import $500 $500 $500 $500 $500 • Sherriff’s Volunteers Data Import SERIAL 171170-RFP $1,500 $1,500 $1,500 $1,500 $1,500 • Motor Vehicle Department 2-way Interface $500 $500 $500 $500 $500 • Fleet Schedule Data Import – Faster $500 $500 $500 $500 $500 • Location/Property Appraisal Data Import – Maximo Ongoing Support $8,880 $11,100 $11,100 $11,100 $11,100 • 48 Support Hours Year 1 • 60 Support Hours per year, Years 2, 3, 4, and 5 Total $266,230 $150,950 $150,950 $150,950 $150,950 This quote is valid until 7/31/17 Additional Professional Service hours may be incurred for Software system features, functions, or licenses not explicitly included in SOW Sections 1 through 4 above. A minimum of 10 Professional Service Hours applies. • Bundled/Pre-Paid Professional Service Hours: $185 per hour • Unbundled/Professional Service Hours Billed as Incurred: $225 per hour ADDITIONAL PRICING: 1. If County requires additional storage during the term of this SOW, additional fees will apply as follows: - Current annual fee for storage of 50,001-100,000 Claims / Incidents = $35,000 - Annual fee for storage of 100,001-200,000 Claims / Incidents = $50,000 - Annual fee for storage of 200,001-300,000 Claims / Incidents = $65,000 - Current annual fee for up to 300GB of Searchable File Attachment storage = $3,000 - Additional File Attachment storage is $2,000 per 50GB per year 2. Additional Professional Service hours will be invoiced as incurred at Contractor’s unbundled rate listed within Exhibit B. Bundled hours may be added prior to the start of each contract year. 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. Contractor shall invoice County, and County shall pay for any additional licenses, hosting, service hours or other usage in excess of what is specified in this SOW. 4. County may elect to expand use of the Service to include the following items in the future. If County elects to add these items within the first 12 months of this Agreement, pricing for these additions shall be as follows: Optional Item #1 County may opt for Contractor to implement a process to provide periodic extracts of all County data, in a format to be determined, in order for County to have direct access to its data in the event of a prolonged Internet outage. Pricing for this extract to be determined, pending County’s requirements regarding content, format, and frequency. SERIAL 171170-RFP EXHIBIT B SCOPE OF WORK 1.0 INTENT The purpose of this contract is to provide Maricopa County Risk Management with a software solution to act as its Risk Management Information System. The solution shall be provided as a Software as a Service and shall integrate the specific requirements of the County. 1.1 RMIS PROJECT GOALS AND OBJECTIVES: Key goals for the project are to: • Reduce the frequency and severity of member losses by implement best practices in risk and claims management. • Provide ready access to real-time data • Automate data input processes • Reduce paper-based documentation and tracking • Streamline business workflows to reduce redundancy and repetitive action across the organization • Provide accurate statistical data, reports and dashboards • Enhance the ability to measure the effectiveness of strategies and tactics in a timely manner • Provide audit functionality for all transactions and user activity • Leverage new technologies to reduce the need for customization and software development • Successfully migrate the data and implement the RMIS solution with minimal stress and disruption to users and business operations • Create custom forms for outside users to enter data. • Provide a user friendly environment to work in. • Comply with legal requirements for electronic records retention and record destruction and confidentiality. 1.2 Statutory Reporting The reporting requirements of the Service shall perform consistent with the following statues during the term of this Contract, as applicable: 1.2.1 Section 111 of the Medicare, Medicaid and SCHIP Extension Act (MMSEA) of 2007 1.2.2 Occupational Safety and Health Act - (OSH Act). In addition, in order for the County’s reporting to comply with applicable laws, Contractor agrees that the Service includes the ability to create custom reports (which the County can create itself in the Service or with the assistance of Contractor pursuant to the Statement of Work set forth below). 1.3 GENERAL FUNCTIONAL REQUIREMENTS: 1.3.1 In addition to the requirements detailed in this Scope of Work, Contractor shall meet all of the requirements stated in Exhibit D, Contractor Functionality Tool in all material respects. 1.3.2 Configurable Workflow The Solution shall include the ability to configure workflows to support unique, high-use, repeatable activities. The workflow should aid in tasks such as: navigate the user through the proper screens; move the work-step to supervisory users for approval; and aid in the completion of queued work items (e.g., an appeal). A task in a given workflow can have a duration set such that a secondary action (e.g., notify the supervisor) is taken after the set duration is exceeded. SERIAL 171170-RFP 1.3.3 Notifications The Solution shall include the ability to configure email to send notifications from the system, or a specific system notification that an action is pending or that an action should be taken. The Solution may have a “notification area” or feature where specific notifications occur. These should be configurable and may work in conjunction with Workflow. 1.3.4 Security The Solution shall have completely configurable role-based security that operates at the database level and controls user access to all data across all interfaces and output: screens, fields, reports, dashboards, simple query tools, menus, administrative tools, etc. The Solution shall have the ability to restrict access to sensitive data such as HIPAA sensitive data. 1.3.5 Simple Query Capability The Solution shall include the ability for the user to define un-joined data selection criteria and return results to an online interface or export the data to a delimited file or Microsoft Excel. 1.3.6 Dashboard The Solution shall include the ability to create graphical and tabular reports and make them available for interaction with authorized users. The report can be inspected by drilling down to better understand the source data. 1.3.7 Complex Reporting: The Solution shall include the ability to create new reports using a report construction tool that allows for the creation and execution of complex queries, output formatting, and application of security. The new reports can be made available to specified user groups or be kept available to a single user. 1.3.8 API A fully documented Application Programming Interface (API) or similar shall be available for use by other organizations that may be required to integrate with the Solution. Full publication of the API is preferred. The API will support full featured use of objects, routines, language libraries, etc., as dictated by the technology inherent in the Solution, and shall be architected using a standard, industry-accepted Service Oriented Architecture (SOA) technology that is easily consumed by other organizations. 1.3.9 Audit Trail The Solution shall include a configuration feature that allows the County to track changes to individual data elements. Based on configuration and activation, the feature will show the data value before and after the change; when the change occurred; and which user made the change. 1.3.10 Reminders The Solution shall include the ability for an individual user to set a reminder to perform an action at some future date/time. Reminders may record the context in which they are SERIAL 171170-RFP created (e.g., when the business context is a parcel, the parcel number and owner’s name is stored with the reminder.). 1.3.11 Work Management The ability to assign work to a workgroup, specific individual, or to a queue is needed to support high-use, repeatable activities such as are found with the appeals, permit intake, or notice-of-claim processes. This requirement extends workflow functionality to include the ability to schedule work, monitor progress, look up status of a given work item, utilize work templates, and manage work queues. Scheduling work to groups or individuals is needed by geographic area, work type, and as restricted by employee skill set. 2.0 SCOPE OF WORK: 2.1 ACCEPTANCE/SYSTEM TEST PLANS: 2.1.1 In connection with the implementation of the Service for the County, the County shall have the right to perform acceptance testing for up to thirty (30) days before such implementation stage is complete to confirm that the Service is running in accordance with this Contract (including all Exhibits, as applicable). As a result of such acceptance testing, in the event that the County determines that the Service is not running in accordance with this Contract, the County shall promptly notify Contractor in a writing that specifies any deficiencies in detail, and Contractor shall promptly fix any such deficiencies such that the Service is running in accordance with this Contract. The County may repeat this process until there are no longer any deficiencies that constitute a violation of this Contract. In the event that Contractor has still not corrected any such deficiencies after a reasonable number of acceptance periods and opportunities to cure, the County may terminate the Contract in accordance with Section 6.18 (Termination for Default) of the Contract. 3.0 PROCUREMENT REQUIREMENTS: 3.1 CONTRACTOR EMPLOYEE MANAGEMENT: 3.1.1 Contractor shall endeavor to maintain the personnel proposed in their offer throughout the implementation of the Solution. In the event that Contractor replaces the County’s primary service professional due to a reassignment of such service professional to other internal matters of the Contractor during the implementation stage of the services under this Contract, Contractor must replace such service professional with another service professional that has reasonably equivalent or greater experience. 3.1.2 County reserves the right to immediately remove from its premises any Contractor personnel it determines is a risk to County operations. SERIAL 171170-RFP CONTRACTOR STATEMENT OF WORK This Statement of Work (“SOW”) describes services to be performed by Contractor (“Contractor”) for Maricopa County, Arizona (“County”). 1. PROJECT SCOPE Contractor shall provide and implement Contractor’s Risk Management Information System (RMIS) to County’s Risk Management team to ensure accurate and consistent tracking and reporting of County’s claims, policies, locations and exposures. Current Project Priorities: The immediate priorities focus on the following areas: (i) Implement Claims Administration Features, (ii) Convert and load data from County’s legacy Riskmaster system, (iii) Implement Enterprise Portal for Incident Reporting and Volunteer Program Registration, (iv) Configure Location Management Features, (v) Configure Policy Management Features, (vi) Configure Volunteer Program Tracking, (vii) Configure Certificate of Insurance Requests and Issuance, (viii) Configure CMS-111 Medicare Queries and Reporting, (ix) Configure Employee Data Feed from County’s ADP HR system, (x) Configure 2-way Data Feed for Medical Bill Review, (xi) Configure Volunteer Data Feed from County’s OnBase system, (xii) Configure Sherriff’s Posse Data Feed, (xiii) Configure Sherriff’s Volunteer Data Feed, (xiv) Configure 2-way Feed for Motor Vehicle Department (MVD) Data, (xv) Configure Fleet Schedule Data Feed from County’s Faster system, and (xvi) Configure Location/Property Appraisal Feed from County’s Maximo system County may opt to add the following project activities in the future (not included in current project scope): (xvii) Configure Automated Extract of County Data (i) Implement Claims Administration Features Contractor shall work with County to configure and deploy the standard Claims Administration functions, features, and workflows of Service as defined in County’s RFP to empower County’s staff to effectively administer and adjudicate claims. This standard functionality within Contractor’s Risk Management Information System (System) includes the ability to enter and update claims, administer benefits, process checks/payments, utilize CMS-111 lookup & reporting features, perform automated actions based on County-specific criteria, and more. (ii) Convert and load data from County’s legacy Riskmaster system Contractor shall convert the County’s previous RMIS data and import into Software. This process requires the receipt of timely and accurate data from the previous RMIS vendor, and requires collaboration between Contractor and County to evaluate and resolve data anomalies uncovered throughout the conversion process. (iii) Implement Enterprise Portal for Incident Reporting and Volunteer Program Registration Contractor shall work with County to configure and deploy the Enterprise Portal feature of Software to empower County’s professionals and members of the general public to report incidents, and for volunteers program participants to register directly in Service. Contractor and County shall collaborate on the layout of screens and the question sets for each type of data entry form, along with any workflows which may be triggered by the creation or edit of submitted records. (iv) Configure Location Management Features Contractor shall work with County to configure and deploy the standard Locations and related Exposure Values features of Service to manage Location attributes and Exposure data for specific sets of RMIS users. Contractor and County shall collaborate on the screen layouts of the data sets for Locations. (v) Configure Policy Management Features Contractor shall work with County to configure and deploy the standard Policy features of Service to manage Insurance Policies for specific sets of RMIS users. Contractor and County shall collaborate on the layout of the data sets for Policies along with any workflows which may be triggered by the creation or edit of such records. (vi) Configure Volunteer Program Tracking Contractor shall work with County to deploy a solution to manage its Volunteer Programs and Volunteer registration processes using a combination of County-Defined Entities, the aforementioned Enterprise Portal, and other standard SERIAL 171170-RFP Service features. County shall be able to add and maintain Volunteer Programs as needed, to manage registration requirements of all Volunteers, and Volunteers shall be able to register via the Enterprise Portal. (vii) Configure Certificate of Insurance Requests and Issuance Contractor shall work with County to deploy a solution to manage Certficates of Insurance issued by the County using a combination of County-Defined Entities and other standard Service features. County shall be able to manage inbound requests for COIs, and to generate COIs using Mail-Merge fields to populate details of insurance coverage into an ACORD-25 form template. (viii) Configure CMS-111 Medicare Queries and Reporting Contractor shall work with County to implement features and interface(s) required for CMS-111 Querying and Reporting functionality as part of the implementation project. Contractor shall ensure the file is securely transferred between systems on a pre-defined schedule. (ix) Configure Employee Data Feed from County’s ADP HR system Contractor shall work with County to implement an import process for employee/HR data from County’s ADP HR system as part of the implementation project. (x) Configure 2-way Data Feed for Medical Bill Review Contractor shall work with County and County’s CorVel Medical Bill Review system vendor to implement import and export processes for medical bill review data between Service System and CorVel Medical Bill Review system as part of the implementation project. Contractor shall ensure the file is securely transferred between these systems on a daily basis. (xi) Configure Volunteer Data Feed from County’s OnBase system Contractor shall work with County to implement an import process for Volunteer data from County’s OnBase system as part of the implementation project. (xii) Configure Sherriff’s Posse Data Feed Contractor shall work with County to implement an import process for Sherriff’s Posse data as part of the implementation project. (xiii) Configure Sherriff’s Volunteer Data Feed Contractor shall work with County to implement an import process for Sherriff’s Volunteer data as part of the implementation project. (xiv) Configure 2-way Feed for Motor Vehicle Department (MVD) Data Contractor shall work with County to implement import and export processes for Motor Vehicle Department data between Service and State of Arizona MVD as part of the implementation project. (xv) Configure Fleet Schedule Data Feed from County’s Faster system Contractor shall work with County to implement an import process for Fleet schedule data from County’s Faster system as part of the implementation project. (xvi) Configure Location/Property Appraisal Feed from County’s Maximo system Contractor shall work with County to implement an import process for Location/Property Appraisal data from County’s Maximo system as part of the implementation project. Optional future project activities (not included in current project scope): (xvii) Configure Automated Extract of County Data Contractor shall work with County to implement an automated extract process to provide a copy of all pertinent County data as part of the implementation project. The format, content, and frequency of the extract is to be determined at a later date, pending County’s business requirements. Costs/fees for this extract to be determined, pending County’s business requirements. SERIAL 171170-RFP 2. LICENSES User Licenses License Quantity Description Full User (25) Twenty- These licenses have access to all the capabilities and features of Service, five except those features utilized for adjusting claims such as check writing, setting reserves and calculating indemnity benefits, and except for those features listed within the Extended Functionality Licenses section below. Light User (5) Five These licenses have access to the dashboard, reports pre-configured for them, and read-only access to other areas of the system. Light Users do not have access to the Administration features, and do not have access to those features listed within the Extended Functionality Licenses section below. Claims (25) Twenty- These licenses have access to all the features and capabilities of Service, Adjusting User five except those features listed within the Extended Functionality Licenses section below. Extended Functionality Licenses License Selected Quantity Description Enterprise Yes Up to (3,000) These licenses are not named licenses and have access only to Portal Data records added per enter records into an Anonymous Collection Portal, by Entry License year clicking an Anonymous Collection Link generated via Service’s administration features. Enterprise No Up to (0) grants These licenses are not named licenses and the URL is sent Grant Access sent from Software from Software as a Data Entry Event email notification, License per year giving time limited access to a single record. Secure Email Yes Up to (5,000) This license enables Service’s secure email functionality, License Secure Emails sent which provides password protected hosting for email per month communications from and to Service. Enterprise No (0) Zero Users These licenses allow County’s representatives in the field to Values enter data through Service’s online platform pertaining to Collection information necessary for renewal submissions, such as TIV, Square Footage, COPE information, or other such asset and exposure data as required by County. ODG No (0) Zero Users This license enables Service’s integration with ODG’s Return Integration to Work guidelines. This feature may only be utilized by User* Claims Adjusting Users and Full Users. This feature queries ODG’s RTW and treatment guidelines based on WC claim diagnosis codes. OCR Scanning No (0) Zero Pages per This license provides access to Service’s Optical Character License year Recognition (OCR) functionality for the purpose of mapping specified data from scanned documents to data fields within Service. Tableau* No (0) Zero Users This license allows Service users to access Tableau within the Service Environment, providing enhanced data visualization. SMS No (0) Zero SMS This license provides the ability to send SMS messages as Messaging* Messages (in blocks workflow actions within Service’s administration features. of 10,000/year) over The first 500 messages per year are provided at no additional initial 500 cost, and this license provides the ability to send more than 500 messages per year. eSignature No (0) Zero Envelopes This license provides the ability to tag mail merge documents Integration* (in blocks of 100) with electronic signature fields, authenticating through a third-party eSignature tool. Certificates No (0) Zero Insureds This license allows County to utilize Service’s Certificate of License over initial 100 Insurance tracking for third party Insureds, such as tenants, 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 100 Insureds. SERIAL 171170-RFP * By purchasing this license, County will need to agree to certain vendor terms and conditions to be provided by Contractor. Features that require a third party agreement, usually for an additional fee, to be enabled in Service include: • CMS 111 when using a third party provider • Advisen policy benchmarking • Predictive analytics via 3rd Parties • EDI FROI/SROI via 3rd Parties License Notes: 1. Contractor adds generally available features from time to time that may require configuration prior to use. If County requests Contractor’s assistance in this configuration, Professional Services hours may be applied for any such configuration. 3. HOSTING Contractor shall provide data storage for up to 100,000 claims and incidents. In addition, Contractor shall provide 300GB of file attachment storage. Additional storage is available at any time during the term of this SOW as set forth in the Pricing section below. Contractor shall host the application and data in a secure internet accessible environment. Contractor shall backup County data at periodic intervals each day. 4. IMPLEMENTATION PROCESS Implementation is the process of configuring Service for use by County including system settings, supporting County in loading data, training users, and other work identified in this section of the SOW. The implementation phase is completed when County is able to utilize the Service platform for the above defined business purposes, referred to by Contractor as being Live in the system. Contractor shall 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. County’s provision of timely and accurate specifications, direction and feedback is essential to the implementation. System Configuration Contractor shall: • Develop the Incident forms for Workers’ Compensation, General Liability, Property Damage, Automobile Liability, and Professional Liability lines of coverage. • Configure up to [5] default dashboards using standard Software dashboard widgets. • Develop the Claim forms for Workers’ Compensation, General Liability, Property Damage, Automobile Liability, and Professional Liability lines of coverage. • Configure up to [2] Location form layouts • Configure up to [6] Contact form layouts • Configure [1] Policy form layout • Configure up to [20] data entry events with corresponding system actions • Configure [1] Certificate of Insurance Mail-Merge template • Configure up to [5] Volunteer Profiles • Configure up to [5] User Security Profiles County shall: • Provide specifications, direction, and feedback as needed by Contractor in a timely manner. • Configure additional default dashboards, fields, forms, user roles, distribution lists, reports and other features as needed by County. SERIAL 171170-RFP Convert Legacy System - Riskmaster: Contractor shall: • Provide County with text for data request letter suitable for requesting necessary data from Legacy Provider • Perform analysis of Legacy data. Results of analysis shall be reviewed with County to coordinate data mappings and to handle any exceptions. • Convert the Legacy data and import into Software. Legacy data shall include: o Claims o Incidents o Transactions o Notes o Tasks o Contacts o Values o Locations o File attachments o Fleet records County shall: • Arrange for an extract of data from Legacy Provider. Configuring Automated Interfaces, Imports & Extracts To / From 3rd Party Systems Contractor shall: • Implement import routines and schedules required to accommodate imports listed below: Employee Records(ADP) Medical Bill Review Payment Data (CorVel) Volunteer Records (OnBase) Sherriff’s Posse Records ([Source TBD]) Sherriff’s Volunteer Records ([Source TBD]) MMSEA/CMS Query and Report Results (CMS) Motor Vehicle Department Data (MVD) Fleet Schedule Data (Faster) Location/Property Appraisal Data (Maximo) • Implement export routines and schedules required to accommodate exports listed below. Medical Bill Review Claimant, Vendor, and Post-Payment Data (CorVel) MMSEA/CMS Query and Report Data (CMS) Motor Vehicle Department Employee Records (MVD) County shall: • Arrange for data to be delivered in the agreed upon formats, on the agreed upon schedules from 3rd party systems/vendors. • Coordinate any action required by 3rd party vendors to receive and utilize data feeds coming from Service in the agreed upon formats, on the agreed upon schedules. Configuration of Incident Intake Process Contractor shall: • Configure the Enterprise Portal Data Entry Screens to accurately mirror County’s existing process, with improvements to be identified during implementation project. • Build the workflow in Service for proper email notification, mail merge document distribution and task creation according to County’s business rules. County shall: • Provide screen shots of existing intake forms currently in use. • Work with Contractor to identify opportunities to improve on current intake forms and process. • Specify the workflows and individuals required for event triggered emails, tasks and mail merge SERIAL 171170-RFP Configuration of Exposure Values Management Contractor shall: • Configure initial Exposure Values to be tracked, utilizing information provided by County below. County shall: • Provide a list of values with supporting explanation of formulas and calculations for each value type. • Work with Contractor to identify opportunities to improve on current list above. Configuration of Volunteer Program Tracking Contractor shall: • Configure County-Defined Entities and other standard Service features to track Volunteer Programs and related Volunteers within the system, utilizing standard tools and the information provided by County below. • Configure the Enterprise Portal to allow Volunteer registrations. County shall: • Provide existing functional and data requirements for managing Volunteer Programs and related Volunteer Registrations. • Work with Contractor to identify opportunities to improve on existing processes. Configuration of Certificate of Insurance Requests and Issuance Contractor shall: • Configure County-Defined Entities and other standard Service features to track Certificates of Insurance issued by the County within the system, utilizing standard tools and the information provided by County below. • Configure an ACORD-25 Form Template with Mail-Merge functionality for dynamic population of insurance coverage details relating to the original request. County shall: • Provide existing functional and data requirements for managing Certificate of Insurance Requests and Issuance. • Work with Contractor to identify opportunities to improve on existing processes. Configuring Reports Contractor shall: • Provide up to 24 hours of assistance to configure standard Service report templates and/or create custom template via Software’s standard Custom Template Designer. Hours may also be used for assistance in configuring default dashboards using standard Service dashboard widgets or custom widgets via Service’s standard Custom Widget Designer. Hours shall be eroded during implementation and additional hours shall be billed as incurred. • Configure up to 3 report distribution lists. County shall: • Provide functional and data requirements for existing Risk Management/Claims Management reports. • Work with Contractor to identify opportunities to improve on existing reports. 5. PROJECT MANAGEMENT OPTION SELECTED: Contractor is founded on a set of AGILE and iterative processes from top to bottom. Contractor shall maintain a set of best practices, tools and experts that the County may request during the implementation of the Software. The selection below indicates the project management model included within this SOW: This SOW includes: Agile Project Management Agile Project Management - Included Contractor shall: o Maintain schedule with key deliverables and expected dates SERIAL 171170-RFP 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 Service to complete Contractor’s tasks on the project schedule o Service’s administrative tools and screens are by their nature self-documenting and serve as documentation of the implementation for County’s System Administrator to reference. County shall: o Participate in status calls and working meetings o Coordinate all activity within County’s organization to complete County’s tasks on the project schedule o Coordinate all activity of County’s 3rd party providers required to complete tasks on the project schedule 5.1 Vendor Staffing The primary distinctions of Contractor’s Agile Project Management option are the absence of a dedicated Project Manager, and the iterative and collaborative approach utilized in designing and deploying system configurations. All Project Management tasks shall be performed directly by the Contractor’s Senior County Executive(s) (“SCE’s”) or Risk System Analysts (“RSA’s”), who shall also be responsible for working with County to implement Service and to provide ongoing production support to County’s Users. Pending contract execution and initial project analysis, Contractor’s project team shall likely be composed of the following individuals (by role): Primary Senior County Executive The Primary Senior County Executive (SCE) shall be the main point of contact for all aspects of the implementation project and ongoing support. The Primary SCE shall coordinate efforts with the RSA and Secondary SCE to ensure successful implementation of all project deliverables. Primary Risk System Analyst The Primary Risk System Analyst (RSA) shall perform many project related tasks directly and shall assist the Primary and Secondary SCE’s as needed. Secondary Senior County Executive The Secondary SCE shall be primarily tasked with historical data conversion, and shall assist the Primary SCE and RSA as needed. County shall assign at least one Primary Business Contact to coordinate requirements analysis and design efforts with Contractor. County shall identify a System Administrator (“County SA”) who shall be responsible for working with Contractor to implement Service and to provide ongoing production support to County’s Users. The Primary Business Contact and County SA and, from time to time, other County employees shall be available to provide timely direction and feedback as needed by Contractor to complete the Contractor tasks in this SOW. The County SA shall also be responsible for setting up, assigning security rights, and maintaining user IDs for all Users. County shall have access to configuration tools in Service and shall have final responsibility for all configurations contemplated by the Implementation and Support sections in this SOW or otherwise created by or for County or County’s Users in Service (including, without limitation, forms, dashboards and interfaces). For all such configurations, County shall be responsible for functionality, usability and access rights for data used by such configurations. 5.2 Risk Management Team Structure Contractor’s assigned SCE’s and Professional Services senior leadership shall be available for escalation of issues, as set forth in the Service Level Agreement (Exhibit C). County shall assign at least one Executive Sponsor to be available for escalation of issues, to collaborate with Contractor for identification and mitigation of any risks related to specific project tasks or overall project schedule. 5.3 Issue Resolution and Escalation Process SERIAL 171170-RFP In keeping with our Agile implementation methodology, any issues shall be tracked in the shared project status document. Escalation of issues beyond communication between Contractor’s assigned SCE’s and County’s Primary Business Contact are set forth in the Service Level Agreement (SLA). County shall have direct access to Contractor’s Service Team Lead and Executive Director of Professional Services. Contractor shall have direct access to County’s Executive Sponsor. 5.4 Training Contractor shall provide 32 hours of training to County in year 1 of this SOW and provide additional training each subsequent year as needed. Professional Service hours shall be eroded for training in years 2 and 3. Training shall be provided at County offices or online at County’s request. Training can be provided in one session or several upon mutual agreement between County and Contractor. Travel & Expenses associated with any on-site training shall be pre-approved by County and billed as incurred. County shall provide Contractor with guidance about the employees to be trained and any training requirements or a preferred approach. If training is to be provided in County’s office, provide appropriate meeting space and internet access so Contractor can perform the training and also provide for transportation and other expenses for County employees who attend the training. 5.5 Project Schedule The project plan shall contain expected durations and assignments for each task, assignments for tasks, and each requirement that shall be addressed. County and Contractor shall work together to modify the project plan as necessary during early planning sessions. This outline of major tasks with corresponding dates is not exact, but shall serve as a general guideline in the early stages of the project for planning purposes. The startup date and all subsequent dates in this table are contingent on the completion of contracting process and are included here for high-level reference only, as an indication of the general progression of the implementation, and are not intended to be an actual project plan. Dates in this table shall be adjusted as necessary pending the completion of contracting. Task Name Estimated Start Date Estimated End Date Project startup July 2017 July 2017 Finalization of project planning July 2017 August 2017 System availability August 2017 Requirements analysis August 2017 September 2017 Configuration August 2017 October/November 2017 Interface development September 2017 November 2017 Data migration September 2017 November 2017 Testing and integration November 2017 December 2017 Training and final documentation December 2017 Go-live January 2018 System acceptance January 2018 6. ONGOING SUPPORT After the Implementation is completed or County is using the Service in production for greater than 30 days, this section of the SOW describes Contractor services through the remainder of the term of this SOW. Maintenance of Automated Interfaces, Imports & Extracts To / From 3rd Party Systems Contractor shall: • Maintain import routines and schedules required to accommodate imports from third party systems listed below: Employee Records(ADP) Medical Bill Review Payment Data (CorVel) Volunteer Records (OnBase) Sherriff’s Posse Records ([Source TBD]) Sherriff’s Volunteer Records ([Source TBD]) MMSEA/CMS Query and Report Results (CMS) SERIAL 171170-RFP Motor Vehicle Department Data (MVD) Fleet Schedule Data (Faster) Location/Property Appraisal Data (Maximo) • Maintain export routines and schedules required to accommodate exports to third party systems listed below: Medical Bill Review Claimant, Vendor, and Post-Payment Data (CorVel) MMSEA/CMS Query and Report Data (CMS) Motor Vehicle Department Employee Records (MVD) County shall: • Ensure the ongoing performance of import and export responsibilities of each 3rd party system. Professional Services This SOW includes up to 48 hours of Professional Services in the first year, up to 60 hours per year thereafter. Professional Services include any work performed by Contractor professionals on behalf of County. Examples include: • Helpdesk support for users • Additional user training • General assistance utilizing the system • Configuration of features for County’s use • Maintenance of screens and system configurations as workflows evolve • Configuration of customized reports • Maintenance or modification of any import or export scripts • Attendance in meetings • Project management tasks and administration EXHIBIT C SERVICE LEVEL AGREEMENT (SLA) SYSTEM AVAILABILITY Contractor Service 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-business hours. It does not include planned downtime. In normal circumstances, Contractor will schedule downtime between 8:00 PM CT and 7:00 AM CT. Contractor will post system availability statistics quarterly. “Excluded Event” means (i) scheduled maintenance windows of which County is notified at least one (1) business day in advance and which occur outside of normal business hours; (ii) scheduled repairs of not more than two hours duration in any one week period of which County 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 Contractor’s or its direct service providers’ reasonable control; or (v) interruptions caused by any act or omission of County (including any employee, contractor, agent, customer, investor, consultant or third party user of County or any of County’s affiliates who uses or accesses the service), including any failure or delay in the performance of its obligations or failure of County’s equipment or non-Origami software. The Availability Requirement applies only to Contractor’s production environment and not to Contractor’s staging environment. Service Credits: In the event there is a material failure of Contractor’s service to meet the Availability Requirement (a “Service Level Failure”) in any calendar month, then County shall have the following sole and exclusive remedy: Contractor will provide County with a service credit on the next annual invoice equal to the pro-rated charges for one (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 credit for hosting fees, data processing fees, professional services fees or any other prepaid bundled fees other than licensing fees. If County believes that it is entitled to receive Service Credits, County shall notify Contractor in writing within seven business days after the applicable calendar month with a description of the Service Level Failure and the date and time of such Service Level Failure. If County does not notify Contractor within such timeframe, then County shall be deemed to have waived all claims with respect to such Service Level Failure (but not to any future Service Level Failure). Contractor will make all determinations regarding Service Credits in its reasonable discretion. For any given month, County shall in no event be entitled to receive a Service Credit that exceeds 100% of its monthly license fees for such month. County agrees that Service Credits are the sole and exclusive remedy for any Service Level Failure. BACKUP AND RECOVERY Contractor currently backs up transactions every 15 minutes. An incremental database backup is performed nightly and a full backup is performed weekly. Backups are stored off site via Amazon S3, which has multiple redundancy and 99.999999999% durability and 99.99% availability of objects over a given year. Periodic database restore tests are performed to validate that backups are valid. Contractor retains weekly backups for a minimum of six months. NOTICES Two email subscription options are available to each Contractor Service user. These determine the type of communication that they will receive from Contractor. - Emergency: Receive emails concerning outages and other system problems - Maintenance: Receive emails concerning scheduled maintenance on the system. In addition, any Contractor Service user can visit http://status.origamirisk.com/ to view the current system status. SERVICE REQUESTS Contractor will respond to service related incidents or issues within the following periods: Urgent Requests An urgent request for service concerns a new development that significantly affects a major business task with no workaround. County will request urgent support by sending an email to support@origamirisk.com 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 immediately, and County may also call any member of the Contractor support team directly. If County does not receive a prompt response, County may escalate by contacting any Contractor support employee or manager via contact information provided to County. The target resolution time for an urgent issue is as soon as possible. Normal Requests A normal request for service is any service request that is not urgent. A normal service request will typically be responded to within one business day. County will request support by sending an email to support@origamirisk.com. County may also call or email any member of the Contractor support team directly. SECURITY Any access to Contractor Service requires a unique user id and password. Passwords must adhere to standard password security rules including minimum length and complexity. Contractor uses a role-based security model. County is responsible for assigning and maintaining role, location, and coverage security for users. County’s system administrators can use the tools in Contractor Service to review and change security rights, edit the user profile, and reset the password. User passwords are encrypted in the Contractor 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 user’s password and unlock the user account. Contractor uses SSL with 256 bit encryption for all communications over http. Contractor databases are fully encrypted using 256 bit AES encryption. Claim, Transaction, and Notes data sent to the Contractor FTP site must be encrypted using at least 128 bits. Contractor uses Open PGP for file encryption and can provide an encryption key to be used by the County. Contractor will keep the files on a secured files system in encrypted format except during the import process. When the import process is completed, unencrypted files are removed from the system. SERIAL 171170-RFP EXHIBIT D CONTRACTOR FUNCTIONALITY TOOL The following reflects Contractor’s responses to these items in its RFP response for this engagement. The Contract, as well as Exhibits A, B and C, shall control over any conflicts with this Exhibit D. Contractor represents and warrants that these responses are correct in all material respects. For the Requirements listed in this Exhibit D, the numbers in the Response column shall represent the following: Response 3 System Supports – Indicates that the associated statement is resident in your solution – no measurable configuration or programming is required. 2 3rd Party Support – Indicates that the associated statement is supplied by a 3rd party and is included in your solution and in the cost proposal. 1 Custom Code – Indicates that an additional amount of configuration and/or programming is needed to provide the related functionality and is included in the cost proposal. 0 Not Available – Indicates the solution is unable to provide this functionality. Section/ID BDI - Billing Data Import RESP Note Module RT-1 The solution shall provide a method of exporting 3 Imports & provider details and Claim info to Bill Reviewers, Exports See MBR process notes. RT-2 The solution shall have the ability to import 3 Imports & payment records from Bill Reviewer. See MBR Exports process notes. RT-3 The solution shall have the ability to import EOR 3 Imports & and Provider invoices as attachments to claim Exports record. RT-4 The solution shall have the ability to rebalance 3 Imports & Reserves, Incurred or collected amounts when Exports importing payment records. RT-5 The solution shall have the ability to import 3 Imports & payment records and assign them to the proper Exports reserve type. C-1 The solution shall provide a method of creating 3 All 'power views' that can be assigned to individual users or user groups C-2 The 'power views' shall allow the setting of the 3 All first screen the user sees when they log into the system, as well as, but not limited to, changing the location of fields in the UI, hiding fields in the UI, hiding modules in the UI. C-3 The solution shall provide the ability to create and 3 All delete custom screens and fields by administrative users C-4 The solution shall provide the ability to query on 3 All these custom created fields C-5 The solution shall provide the ability to create 3 All reports based on these custom created fields C-6 The solution allow the administrator to use the 3 All systems pre-existing code tables in the custom screens C-7 The solution shall allow the ability to access all 3 All entity, employee, vehicle, and property information from the custom created screens if the administrator configures it to have access SERIAL 171170-RFP C-8 The solution shall allow the same security and UI 3 All configuration to be applied to custom screens as the rest of the solution has available (see section: Data and Application Security) C-9 The solution shall allow for the setting of required 3 All fields based on 'power view' COI-1 The solution shall provide a method of tracking 1 Estimated 24 Client Certificates of Insurance issued by the County Professional Service Defined hours to configure a Entity for Client-Defined Entity generation of to manage all aspects of Certifcates of Certficates of Insurance Insurance issued by the County, encompassing inbound requests for COis and automated generation of COIs using ACORD-25 form templates. To be configured by Origami Risk Account Management team, with no custom software development required. COI-2 The solution shall allow users to attach files, 3 All including but not limited to, word document, pdfs, jpegs, mp4's COI-3 The solution shall store the following, but not 1 Addressed by COI-1. Client limited to: Event/Property/Contract, Effective This is standard Defined Dates, Location, Special Provisions, Address, functionality for any Entity for Certificate holder name, Date Issued, coverage Client Defined Entity. generation of levels Certificates of Insurance CT-1 The solution shall come with pre-populated, 3 Admin industry standard code tables. These code tables she include, but not be limited to, Accident Type, Body Party's, cause, ICD-10 Diagnosis Codes, ICD-10 Event Codes, Claim Type, Claim Status, Claimant Type, Close Method, Defendant Type, Diagnosis, Equipment, event status, event type, Illnesses, Job Class, Lic Restriction, license Type, Litigation Type, Location Type, Marital Status, Note Type, Positions, Service, Sex, CT-2 The solution shall allow for the editing, adding, 3 Admin and maintaining all code tables CT-3 The solution shall have a method of setting a 'start 3 Admin date' and 'end date' for each code CT-4 The solution shall allow for the assigning a 3 Admin 'parent code' to each code. CT-5 The solution shall allow for the creating a new 3 Admin code tables as necessary CT-6 The solution shall allow for the import of Comma 3 Admin / Data delimited or excel files into codes tables to bulk Import Center add new codes CT-7 The solution shall provide a method of merging 3 Admin / Data codes that a deemed to be duplicative by Import Center administrative users. The merge function shall / Bulk Update update all records using the to-be-deleted code with the code selected and then delete the unnecessary/duplicative code SERIAL 171170-RFP D-1 The solution shall have a Diary or task calendar 3 Tasks type function to remind users of tasks they must complete D-2 The diary/task calendar function shall have a 3 Tasks method of creating diary's/tasks based on administrative users defined business rules D-3 The solution shall have a method of auto creating 3 Tasks diary's based on a records success or failure in the creation of the MMSEA Query or quarterly claims file export and CMS response file imports. Refer to the MM section for further details D-4 The solution shall have a method of notifying 3 Tasks supervisors if their staff do not complete diary items within a specified number of days D-5 The solution shall have a method of marking a 3 Tasks diary item as complete D-6 The solution shall have a method of bulk 3 Tasks reassigning diary's D-7 The solution shall have a method to reassign a 3 Tasks single diary D-8 The dairy entry shall provide a link to the claim 3 Tasks file or record it references D-9 The diary entry shall allow the user to list a task 3 Tasks to be completed and set a due date for it D-10 The solution shall allow for filtering/sorting 3 Tasks diary's based on, but not limited to, due date, completion status, related claim. D-11 The solution shall provide a method for managers 3 Tasks to review their subordinates diary's D-12 The solution shall provide a method of bulk 3 Tasks deleting diary's for a particular user or group of users D-13 The solution shall provide a method of bulk 3 Tasks deleting diary's for a particular day or range of days D-14 The solution shall provide a method of emailing 3 Tasks diary's DM-1 The solution shall provide the ability for a user to 3 Documents attach documents, manage related documents and export documents. (Documents represent all word processor, spreadsheet, presentation, PDF's, e- mails and multimedia file types) DM-2 The solution shall provide the ability for 3 Documents administrators to restrict access to documents from either a single user or groups of users. DM-3 The solution shall provide the ability to print 3 Documents selected attached documents DM-4 The solution shall provide the ability to email, 3 Documents from the solution, selected attached documents DM-5 The solution shall provide the ability to sort and 3 Documents filter attached documents by, but not limited to, name, date attached, document type DM-6 The solution shall retain the sort order after 3 Documents viewing an attached document and shall only revert to default when the users exits the attachment screen SERIAL 171170-RFP DM-7 The solution shall provide a 'restricted' or other 3 Documents similar setting that can be applied to documents that can be used to restrict who is allowed to view the documents. DM-8 The solution shall provide a method to purge 3 Admin documents when a retention date is reached. This retention date is, based on the type of claim and date the claim or event closed and/or five years after the claimant reaches their majority DM-9 The solution shall provide a method of printing 3 Documents selected attachments related to a claim, policy, property, vehicle, without opening the attachment DM-10 The solution shall provide a way to sort and 3 Documents bookmark or mark attachments as reviewed DM-11 The solution shall provide a method of bulk 3 Documents importing multiple documents at a time and associating them with the appropriate claim or entity record DM-12 The solution shall provide a method of allowing 3 Documents auto filtering on document type based on the users active screen within the solution EC-1 The solution shall provide a method to track 3 All entities of different types. This types shall include, but not be limited to: employees, vendors, hospitals, attorneys, attorney firms, MMSEA Claim Party, Insurers, adjusters, drivers, judges, insurance companies, volunteers and Drivers EC-2 The solution shall allow for the tracking of 3 All multiple addresses and phone numbers for a single entity EC-3 The solution shall include a tool to maintain these 3 All entities, including, but not limited to updating, merging duplicate entities, adding new, and inactivating entities EC-4 The solution shall provide a method of restricting 3 All which users have the ability to view, view social security number, make changes to, and add new entities EC-5 The solution shall track personal information 3 All about the entities including, but not limited to Social Security Number/Tax ID, firm name, and contact information EC-6 The solution shall provide a method of tracking 3 All multiple contact individuals for business entity types, including but not limited to attorney firms, vendors, hospitals, insurance companies EC-7 The solution shall provide a method of restricting 3 All which users can view employees and volunteers based on which department they work for. EC-8 The solution shall allow the creation of new entity 3 All types EC-9 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields SERIAL 171170-RFP EC-10 The solution shall provide the ability to search by 3 All the following, but not limited to name, social security number, and address. EC-11 The solution shall provide the ability to store 3 All digital files related to the entity. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. EC-12 For the Entity Type of Employee the solution 3 Employees shall track the following additional fields: Employee Number, Initials, Last Name, Also Known as, First Name, Soc.Sec No. Middle Name, Date of Birth, Age, Address 1, Address 2, City, Fax, phone, State, Zip/Postal Code, Country, Title, County, Sex, Freeze Payments, Marital Status FEIN #, Effective Date... , Expiration Date... , Date Hired..., Termination Date..., Position Code, Active Employee, Department, Full Time Employee , Supervisor, Exempt, Pay Type No of Exemptions, Pay Amount, Hours Per Week , Hourly Rate Weekly Rate, Monthly Rate, Job Class, Not Eligible for Disability Benefits Disability Option, Daily Compensation Rate Post Injury Weekly Wage, License Number EMail Type, License Type, EMail Address, License Jurisdiction Cost Center, Expiration Date..., Work Permit #, Restrictions Work Permit Date..., NCCI Class Number of Violations, Date Last Verified... Date of Death... , Insurable, Bypass MVD Feed ER-1 The solution shall provide the ability for intranet 3 Portal users to report potential events and claims without a login ER-2 The solution shall dynamically hide and show 3 All fields and information based on selections made by the users ER-3 The solution shall be sub-divided with headings 3 All for ease of use ER-4 The solution shall allow users to attach files, 3 All including but not limited to, word document, pdfs, jpegs, mp4's ER-5 The solution shall validate and format data 3 All entered for consistency ER-6 The solution shall email selected users a copy of 3 All all submitted data immediately upon submittal ER-7 The solution shall provide the ability for an the 3 All emailing of additional form submittal receipts to specific email addressed based on claim type and the department of the users, and/or if there was a death. ER-8 The solution shall include tool tips and help 3 All functionality to assist the users in proper entry ER-9 The solution shall inform the user to call a phone 3 All number when a death is indicated SERIAL 171170-RFP ER-10 The solution shall allow the update of any contact 3 All emails and phone numbers listed in the submittal form by administrative users. ER-11 The solution shall allow a look up of employees 3 All based on Employee ID number ER-12 The solution shall allow the submittal of the 3 Incidents, following information: Reporting Person (Select Claims, by Employee ID), Event Type (Option List), Date Events, and of Event, Time of Event, Department (select from Portal Org Hierarchy), Date Reported (shall auto fill with the current date), Time Reported (shall auto fill with the current time), Location Description (Free Text), Location Address, City, State (Auto fill with Arizona), Zip, County (shall auto fill with Maricopa), Country (shall auto fill with United States), Event Description (Free Text), Location Type (Option List), Cause Code (Option List), Number of Injuries, Number of Fatalities, Narrative (Free Text), Citizens Involved (Free Text) ER-13 When the Event Type of Auto Damage is selected 3 Incidents, the following additional fields shall become Claims, available: Was the Employee Injured (Option Events, and List), Police Agency Contacted and Report Portal Number (Free Text), Employee(s) Involved (not Injured Employee) (Select by Employee ID and allow for multiple employees to be entered), Did the employee seek Treatment or were they exposed to Bodily Fluid? (Option List), Activity When Injured (Free Text), What object or substance directly harmed the employee (Free Text), Accident Type (Option List), Accident Desc (Option List), County Vehicle Number (Select by Vehicle ID number, allow for multiple vehicles to be entered), Who was the driver of the county vehicle? (Lookup by Employee ID), ER-14 When the Event Type of Building Property is 3 Incidents, selected the following additional fields shall Claims, become available: Police Agency Contacted and Events, and Report Number (Free Text), 'Employee(s) Portal Involved (not Injured Employee)' (Lookup by Employee ID and allow for multiple employee entry), Property ID (Allow lookup by address of property or property ID and entry of multiple properties) ER-15 When the Event Type of Property is selected the 3 Incidents, following additional fields shall become Claims, available: Police Agency Contacted and Report Events, and Number (Free Text), 'Employee(s) Involved (not Portal Injured Employee)' (Lookup by Employee ID and allow for multiple employee entry), Lost, Stolen or Damaged? (Option List), SERIAL 171170-RFP ER-16 When the Event Type of Workers Compensation 3 Incidents, is selected the following additional fields shall Claims, become available: Police Agency Contacted and Events, and Report Number (Free Text), 'Employee(s) Portal Involved (not Injured Employee)' (Lookup by Employee ID and allow for multiple employee entry), Did the employee seek Treatment or were they exposed to Bodily Fluid? (Option List), Activity When Injured (Free Text), What object or substance directly harmed the employee (Free Text), ER-17 When the Field 'Did the employee seek Treatment 3 Incidents, or were they exposed to Bodily Fluid?' is marked Claims, 'Yes' the following additional fields shall become Events, and available: Employee Injured (Lookup by Portal Employee ID) ER-18 When the Field 'Was the employee exposed to 3 Incidents, Bodily Fluid?' is marked 'Yes' the following Claims, additional fields shall become available: State Events, and Fully how exposure occurred (be specific) (Free Portal Text), List all persons present at the exposure whom you can identify (Free Text) Who did the bodily fluid come from? (Free Text) What bodily fluid was the employee exposed to (Option List) Are you aware of a break/rupture in the skin or mucous membrane at body location of exposure to bodily fluid, if so please describe (Free Text) Did exposure to bodily fluid take place through (Option List) What body part/s was exposed to bodily fluid? (Option List) ER-19 The solution shall have the ability to be modified 3 All by adding or removing fields, updating help information and tips as needed. ET-1 The solution shall provide the ability to log and 3 Incidents, maintain events and incidents Claims, Events, and Portal ET-2 The solution shall provide the ability to record the 3 Incidents, results of an investigation into a event, including Claims, any statements by witnesses, claimants, staff. Events, and This includes but it not limited to the ability to Portal save the text of emails, digital documents, digital photos, and video/audio files. ET-3 The solution shall provide the ability record the 3 Incidents, event type, event date, time of the event, the Claims, status of the event, the date the event was Events, and reported, and time the event was reported and the Portal department the event involves. ET-4 The solution shall provide the ability to close the 3 Incidents, event when it's conclusion is reached. Claims, Events, and Portal ET-5 The solution shall provide the ability to record the 3 Incidents, location of the event including physical address Claims, and location types. Events, and Portal SERIAL 171170-RFP ET-6 The solution shall provide the ability to attribute a 3 Incidents, cause to the event. This should be a selection Claims, from an option list or similar for consistency. Events, and Portal ET-7 The solution shall provide a field to briefly 3 Incidents, describe the event. Claims, Events, and Portal ET-8 The solution shall provide the ability to record 3 Incidents, who reported the event. Claims, Events, and Portal ET-9 The solution shall provide a way to note how 3 Incidents, many people were injured or killed as a result of Claims, the event. Events, and Portal ET-10 The solution shall provide a way to record the 3 Incidents, personal information of the persons involved in Claims, the event. This personal information shall include Events, and full name, contact information, date of birth, Portal social security number, if an ROR letter was sent to them and the date it was sent, if the individual died, if the person was injured and a description of their injury, if they were driving at the time of the incident. ET-11 The solution shall provide the ability to create, 3 Incidents, maintain and select event categories/types. Claims, Events, and Portal ET-12 The solution shall provide the ability to log and 3 Incidents, track a event type. Claims, Events, and Portal ET-13 The solution shall provide a unique 3 Incidents, numbering/naming system. Each event shall Claims, automatically receive a unique number/name Events, and upon creation. Portal ET-14 The solution shall provide the ability to search by 3 Incidents, the following, but not limited to type, person Claims, involved, event date, event status, department Events, and involved, event number/name Portal ET-15 The solution shall provide the ability to track and 3 Incidents, record all the necessary information to file OSHA Claims, reports, such as, but not limited to, the following: Events, and Event OSHA Recordable Privacy Case Portal Activity When Injured Object/Subst That Injured How Accident Occurred Safeguards Provided Sharps Object Failure To Use Safeguards Sharps Brand/Make Failure to Follow Rules OSHA Establishment Do you track the OSHA recordable information based on the event (default) or based on the person involved? Did the event or exposure occur on the employer's premises? Did the event or exposure result in an injury, illness or death? Which One? Was medical treatment more than just first aid involved? SERIAL 171170-RFP Did the employee lose consciousness? Does the employee have any restriction limiting job duties? Does the injury or illness require transfer to another job? ET-16 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields ET-17 The solution shall provide a method of 3 Incidents, associating multiple claims to a single event Claims, across different departments Events, and Portal FSR-1 The solution shall provide a method of creating 3 Claims all federal and Arizona state required forms and reports for self-insured government entities and WC administrators FSR-2 The solution shall have a method of automatically 3 Claims creating and auto filling, but not limited to, the following: WC: 101, 102, 103, 104, 105, 106, 107, 108, 111, 0006, Report of significant work exposure to bodily fluids or other infectious material, 407, 110-A110-B, MMSEA Claim, MMSEA, Query, MMSEA Tin OSHA 300, OSHA 300A FSR-3 The solution shall have a method of exporting 3 Claims these reports from the system in PDF or other appropriate formats FSR-4 The solution shall allow for the scheduling of 3 Claims these reports to be automatically run at set days and times as determined by administrative users FSR-5 For Workers Compensation forms, the solution 3 Claims shall provide a method of attaching the created report to the relevant claim FT-1 The solution shall provide a method of recording 3 Claims/ payments Transactions FT-2 The solution shall provide a method of relating 3 Claims/ payments to a particular claim Transactions SERIAL 171170-RFP FT-3 The solution shall track the following, but not 3 Claims/ limited to, payment fields: Control Number, Transactions Payment or Collection?, Void?, Cleared?, Claim Number, Final Payment?, Transaction Date, Payee Type, Payee Last Name, Payee First Name, Pay To The Order Of, Tax ID, Address 1, Address 2, City State, Zip Country, Check Date Check Status, Check Number Check Memo, Check Total Transaction Type, Reserve Type Amount From Date To Date Discounted Transaction Inv. Number Inv. Amount Inv. By Invoice ID Date Bill Received... Date Bill Rcvd By Review Co... Other Vendor Document Number Bill Review Company Bill Document Number FT-4 The solution shall provide a method of searching 3 Claims/ for payments Transactions FT-5 The solution shall allow for bills reviewed by a 3 Claims/ third party vendor to be imported, with their Transactions associated documents, into the system and attach them to the appropriate claim. See the Import/Export section for details FT-6 The solution shall provide a method for 3 Claims/ preventing duplicate payments being entered into Transactions the system. The solution shall provide several criterial options which can be set by administrative users FT-7 The solution shall provide a method of auditing 3 Reports payments that were entered into the system FT-8 The solution shall provide a method of creating 3 Reports financial reports FT-9 The solution shall provide a method of scheduling 3 Claims/ the creation of payments, such, but not limited to, Transactions repeating payments to Workers Compensation claimants and automatically printing their related mail merge documents FT-10 The solution shall provide a method of voiding 3 Claims/ and unvoiding payments made Transactions FT-11 The solution shall provide a method of changing 3 Claims/ the transaction type on payments that have Transactions already been cleared FT-12 The solution shall provide a method of tracking 3 Claims/ the hours that the vendor spent. The hours shall Transactions be associated with an individual invoice FT-13 The solution shall provide the ability to have 3 Claims/ multiple transactions with different reserve and Transactions transaction types on a single payment GCT-1 The solution shall provide the ability to log and 3 Claims maintain General Liability Claims SERIAL 171170-RFP GCT-2 The solution shall allow for the tracking of the 3 Incidents / following, but not limited to, information: Claim Claims Type Date of Claim Time Of Claim Department Involved Claim Status Date Closed Claim Date Rptd.... Close Method Current Adjuster File Number Policy Name Service Code Payments Frozen Jurisdiction Litigation Memo Defense Attorney Subro Date 101 Sent... Attorney File # Volunteer/Posse Excess Carrier Notified SRM Lit Plan Completed Date... Police Report Number Demand NonMonetary Demand ROR Received from Excess Carrier Date... Settlement Conf Date... Subro Sent Date... Preventable? Board of Supervisors Date Board of Trustees Date GCT-3 The solution shall provide the ability to record the 3 Incident results of an investigation into a event, including Investigations any statements by witnesses, claimants, staff. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. GCT-4 The solution shall provide the ability to close the 3 Claims claim when it's conclusion is reached and record a reason for the closure of the claim GCT-5 The solution shall provide a unique 3 Incidents / numbering/naming system. Each claim shall Claims automatically receive a unique number/name upon creation. This number shall include the claim type and the divisions number of the division involved GCT-6 The solution shall provide the ability to search by 3 Incidents / the following, but not limited to type, person Claims involved, claim date, claim status, department involved, claim number/name, claimant name, adjuster name GCT-7 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields SERIAL 171170-RFP GCT-8 The solution shall provide a method to assign an 3 Claims adjuster to a claim GCT-9 The solution shall provide a way to record the 3 Claims/ personal information of the individuals who filed Contacts the claim or are claimants in the claim. This personal information shall include, but not be limited to, full name, contact information, date of birth, social security number, the type of claimant they are, if the individual died, if the person was injured and a description of their injury, if they were driving at the time of the incident, damages alleged, sex, any attorneys retained by the claimant and the attorneys firm and contact information, GCT-10 The solution shall provide a method of tracking 3 Claims/ all defendants in the claim along with the Litigation personal information, contact information, Management attorneys assigned to them, the attorneys contact information, the allegations against the defendant, the date a particular allegation was dismissed, the date of any ROR letter sent to the defendant. GCT-11 The solution shall provide a method of noting if 3 Claims/ the claim is litigated Litigation Management GCT-12 The solution shall provide a method of tracking 3 Claims/ the following, but not limited to, litigation Litigation information: Docket Number Management Judge Last Name Suit Date... Judge First Name Court Date... Venue State Litigation Type Assignment Type Litigation Status Demand/Allegations Attorney Assigned Last Name Attorney Firm Attorney Assigned First Name Attorney contact information Matter ID GCT-13 The solution shall allow for more then one set of 3 Claims/ litigated information to be tracked on a particular Litigation claim Management GCT-14 The solution shall provide a method of tracking 3 Claims reserves and payments made in relation to the claim. See Funds Tracking and Reserve Tracking for further information GCT-15 The solution shall allow for the tracking of more 3 Incidents / then one claimant per claim as well as a method Claims of determine which claimant is the primary claimant. GCT-16 The solution shall allow for the recording of all 3 Claims necessary information to comply with MMSEA. GR-1 The solution shall provide a way to query relevant 3 All data. GR-2 The solution shall provide a way to access 3 All archived data. GR-3 The solution shall provide printing capability. 3 All SERIAL 171170-RFP GR-4 The solution shall provide a way of setting a 3 All Fiscal Year that can be utilized though-out the system GR-5 The solution shall provide the ability to log events 3 All with a date and time stamp. GR-6 The solution shall provide end user definable data 3 All validation to safeguard against the entry of incorrect data. GR-7 The solution's user interface may be windows like 3 All in function and form. GR-8 The solution shall provide a way to make certain 3 All fields required before saving GR-9 The solution shall warn the user if they are about 3 All the lose data if they do not save GR-10 The solution shall have a time-out feature that 3 All shall be configurable and shall warn the end users before time-out occurs GR-11 The solution shall provide a way to set time to 3 All shifts and assign shifts to employees GR-12 The solution shall provide a method of emails 3 All notes to other users GR-13 The solution shall provide a "notification" pop-up 3 All that can be configured to pop-up on the users screen based on event triggers set by administrative users IE-1 The solution shall provide a method of exporting 3 All data from the system in a format that can be used by other systems IE-2 The solution shall provide a method of importing 3 All data into the appropriate fields in the database, including, but not limited to updating existing records, deleting records, and adding new records IE-3 The solution shall provide a way to schedule the 3 All imports and exports IE-4 The solution shall be able to import and export 3 All the data specified in the Feed Data documentation. IE-5 The solution shall provide a method of validating 3 All the imported data IE-6 The solution shall be able to import data to 3 All specific claims and attach related documents to the same claim IE-7 The system shall allow for new import/export 3 All jobs to bet created IE-8 See feed documents for samples of data fields that 3 All will need to be imported/exported IE-9 The solution shall provide a method of importing 3 All billing data to specific claims and adjusting the payments and reserves related to the imported billing information. See the BDI tab for additional information JS-1 The solution shall allow for compliance with all 3 Claims Arizona State Worker Compensation laws JS-2 The solution shall provide any forms and fields 3 Claims for tracking the data necessary to comply with Arizona State Workers Compensation laws JS-3 The solution shall allow for setting any OSHA 3 Claims/ reporting to comply with the State of Arizona's Locations SERIAL 171170-RFP requirements. MM-1 The solution shall provide a way to track all 3 Admin / information and perform all reporting required to Claims comply with the Medicaid/Medicare Ship Extension Act of 2009 (MMSEA) including, but not limited to, the requirements below MM-2 The solution shall provide a method of creating 3 Admin / the MMESA Monthly Query File in the method Claims prescribed by CMS and exporting it to be converted using CMS' translator MM-3 The solution shall provide a method of creating 3 Admin / the MMESA Quarterly Claim File and TIN file in Claims the method prescribed by CMS and provide a method for exporting them MM-4 The solution shall provide a method of importing 3 Admin / all CMS response files and applying those Claims responses to the appropriate records MM-5 The solution shall provide a method of notifying 3 Admin / the adjustors and administrators of claims and Claims claimants whose incomplete or inaccurate data prevents them from being submitted to CMS MM-6 The solution shall provide a method of notifying 3 Admin / the adjustors and administrators of which Claims claimants have had a response from CMS imported into the system MM-7 The solution shall provide a method or creating 3 Admin / reports to view, verify, and quality check all Claims MMESA data that has been entered into the system. MM-8 The solution shall keep a history of all MMSEA 3 Admin / reports created by the system Claims MME-1 The solution shall provide a method of creating 3 All Mail Merge documents from any field within the solution MME-2 The solution shall provide a method of sorting the 3 Mail Merge mail merge documents and restricting which users Templates can see which mail merge documents MME-3 The solution shall provide a method of scheduling 3 Data Entry the system to automatically create the mail merge Events documents. MME-4 The solution shall provide the ability to email 3 All documents, notes, attachments and other items from the system MME-5 The Solution shall have the ability for merge 3 Claims created documents to attach to claims as an attachment. OH-1 The solution shall provide a way to create a 3 Locations Organizational Hierarchy and associate events, claims, payments and employees with a department and division within the organization. OH-2 The solution shall provide a way to update the 3 Locations organizational hierarchy and the associated records, events, claims, payments, and employees OH-3 The solution shall provide a way to limit what 3 Locations users have access to based on the organizational hierarchy OH-4 The solution shall provide a way to merge 3 Locations departments and divisions SERIAL 171170-RFP OH-5 The solution shall provide a way to update, add 3 Locations new, and delete divisions and departments within the organization OH-6 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields OH-8 The solution shall provide the ability to store 3 Locations digital files related to the organization. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. OH-9 The solution shall provide the ability to store 3 Locations contact information relating to the division and department, including but not limited to address's, phone numbers, email address's, contact individuals OH-10 The solution shall provide a way to search the 3 Locations organizational hierarchy based on, but not limited to, department, division, and address P-1 The solution shall provide the ability to log and 3 Locations/ maintain Property Information that can be used in Exposure the creation of statements of value and other Values insurance documentation P-2 The solution shall provide the ability to record the 3 Locations/ results of an appraisal of a property. This Exposure includes but it not limited to the ability to save the Values text of emails, digital documents, digital photos, and video/audio files. P-3 The solution shall provide the ability to search by 3 Locations/ the following, but not limited to property number, Exposure address, building type Values P-4 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields SERIAL 171170-RFP P-5 The solution shall allow for the tracking of the 3 Locations/ Property information including, but not limited to: Exposure Property ID Values Territory Code, Description, Property Type Code, Address 1, Appraised Value Address 2, Appraised Date... , City, Appraised Source , State, Land Value Zip/Postal Code, Replacement Value , Country , Class of Construction, Heating System , Year of Construction, Cooling System, Square Footage, Fire Alarm, No. of Stories, Sprinklers, Avg. Story Height, Entry Alarm Wall Construction Roof Anchoring Roof Construction Strength of Glass Plot Plans GPS Altitude Flood Zone GPS Latitude Earthquake Zone GPS Longitude Was the Property Lost, Stolen or Damaged? Replacement Value, Content Value, Total Insured Value, Last update date, Owned or Leased P-6 The solution shall provide a method of importing 3 Locations/ property information and appraisal information. Exposure See feed documents for further information. Values PCT-1 The solution shall provide the ability to log and 3 Claims maintain Property Claims SERIAL 171170-RFP PCT-2 The solution shall allow for the tracking of the 3 Incidents / following, but not limited to, information: Claim Claims Type Date of Claim, Time Of Claim, Department Involved, Claim Status, Date Closed, Claim Date Rptd.... Close Method Current Adjuster File Number Policy Name Service Code Payments Frozen Jurisdiction Litigation Memo Defense Attorney Subro Date 101 Sent... Attorney File # Volunteer/Posse Excess Carrier Notified SRM Lit Plan Completed Date... Police Report Number Demand NonMonetary Demand ROR Received from Excess Carrier Date... Settlement Conf Date... Subro Sent Date... Preventable? Board of Supervisors Date Board of Trustees Date, All Claims Data Verified PCT-3 The solution shall provide the ability to record the 3 Incident results of an investigation into a event, including Investigations any statements by witnesses, claimants, staff. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. PCT-4 The solution shall provide the ability to close the 3 Claims claim when it's conclusion is reached and record a reason for the closure of the claim PCT-5 The solution shall provide a unique 3 Incidents / numbering/naming system. Each claim shall Claims automatically receive a unique number/name upon creation. This number shall include the claim type and the divisions number of the division involved PCT-6 The solution shall provide the ability to search by 3 Incidents / the following, but not limited to type, person Claims involved, claim date, claim status, department involved, claim number/name, claimant name, adjuster name PCT-7 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields PCT-8 The solution shall provide a method to assign an 3 Claims adjuster to a claim SERIAL 171170-RFP PCT-9 The solution shall provide a way to record the 3 Claims/ personal information of the individuals who filed Contacts the claim or are claimants in the claim. This personal information shall include, but not be limited to, full name, contact information, date of birth, social security number, the type of claimant they are, if the individual died, if the person was injured and a description of their injury, if they were driving at the time of the incident, damages alleged, sex, any attorneys retained by the claimant and the attorneys firm and contact information, PCT-10 The solution shall allow for more then one set of 3 Claims/ litigated information to be tracked on a particular Litigation claim Management PCT-11 The solution shall provide a method of tracking 3 Claims reserves and payments made in relation to the claim. See Funds Tracking and Reserve Tracking for further information PCT-12 The solution shall allow for the tracking of more 3 Incidents / then one claimant per claim as well as a method Claims of determine which claimant is the primary claimant. PCT-13 The solution shall allow for the tracking of the 3 Incidents / Property information including, but not limited to: Claims Property ID Territory Code Description, Property Type Code , Address 1, Appraised Value Address 2 Appraised Date... City Appraised Source, State, Land Value, Zip/Postal Code, Replacement Value, No. of Stories, Country, Class of Construction, Sprinklers, Heating System, Year of Construction, Cooling System, Square Footage, Fire Alarm Avg. Story Height Entry Alarm Wall Construction Roof Anchoring Roof Construction Strength of Glass Plot Plans GPS Altitude Flood Zone GPS Latitude Earthquake Zone GPS Longitude Was the Property Lost, Stolen or Damaged? Replacement Value, Content Value, Total Insured Value, Last update date, Owned or Leased PT-1 The solution shall have the ability to track 3 Policies information regarding insurance policies and excess insurance carriers. SERIAL 171170-RFP PT-2 The solution shall determine, based on funds 3 Claims/ expended and/or organizational division and/or Policies claim type and event date, which insurance policy is in force for a given claim. PT-3 The solution shall allow for layers of coverage 3 Policies and shall have a method of relating layers of coverage to each other. PT-4 The solution shall have the ability to track the 3 Policies following, but not limited to, Policy Name Issue Date... Policy Number Review Date... Policy Status Renewal Date... Premium, Company, Company address, company phone number, Claims address Effective Date... Claims Payment Expiration Date... Primary Policy Cancel Date... Claims Made Coverage Policy LOB, Insurer Name, insurer contact information, broker name, broker contact information PT-5 The solution shall provide a method for showing 3 Policies how many claims and how much funds were applied to a particular policy PT-6 The solution shall provide the ability to store 3 Policies digital files related to the policy. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. PT-7 The solution shall provide a way to search the 3 Policies policies based on, but not limited to, policy name, policy number, policy status, effective date, expiration date PT-8 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields PT-9 The solution shall provide a method of restricting 3 Policies which users can view policies. PT-10 The solution shall provide the ability to clone 3 Policies existing policy's and then modify them for ease of policy setup. R -1 The solution shall control access to standard 3 Reports reports based on the solutions security access rules. R-2 The solution shall control the creation of end-user 3 Reports reports based on solution security access rules. R-3 The solution shall provide the ability to produce 3 Reports cost modeling analysis and statistical reports. R-4 The solution shall provide the ability to create 3 Reports custom end-user "ad-hock" reports utilizing any/all data fields stored in the solution. SERIAL 171170-RFP R-5 The solution shall provide the capability to create 3 Reports an audit report from the solution history logs containing information regarding what information was last opened or edited within the Solution. R-6 The solution shall produce reports that can be 3 Reports saved to multiple formats (e.g. PDF, flat file, excel). R-7 The solution shall provide the capability to 3 Reports schedule specific reporting jobs. R-8 The solution shall provide the capability to direct 3 Reports a report output to the following but not limited to: file location, ftp, e-mail, or designated printer. R-9 The solution shall provide the capability to sort 3 Reports end-user reports by any fields within the report R-10 The solution shall provide the capability to create 3 Reports end-user defined key performance indicators reports by date range. R-13 The solution shall provide equivalents for all 3 Reports existing management reports currently in use by Risk Management. See Exhibit R-14 The solution may be capable of producing 3 Reports graphical summaries (pie charts, line graphs) for statistical reports. R-15 The solution shall provide standard date range 3 Reports filters for all reports (daily, weekly, monthly, yearly, from-to range). R-17 The solution shall provide the ability to create 3 Reports dashboards with metrics of interest to the Risk Management Staff. The solution shall provide summary statistical information about the performance, capacity, and other key performance indicators in an easy visual display. R-18 The solution shall provide for report group 3 Reports notifications and electronic mailings to specified users. R-19 The solution shall provide the user control over 3 Reports layout decisions such as field arrangement, column width, label text, font size, line spacing, etc. R-20 The solution shall provide the ability for data on 3 Reports reports to be grouped or sorted by any data element. R-21 The solution shall provide the ability for multiple 3 Reports data filters to be applied using and/or logic. R-22 The solution shall allow for statistical analysis 3 Reports and comparison of data over time periods between demographic groups, etc. R-23 The solution shall allow for statistical analysis 3 Reports and comparison of data calculated at a point in time and stored. R-24 The solution shall provide the capability for 3 Reports recurring reports to be scheduled and uploaded to a file share or e-mailed to specified users on specific days and times. R-25 The solution shall provide the ability to select a 3 Reports specific record from the list to “drill down” to successively greater levels of detail. SERIAL 171170-RFP R-26 The solution shall provide the ability to run a 3 Reports litigation report. R-27 The solution shall provide a way to create all 3 All federally mandated OSHA reports R-28 The solution shall provide a way to track all 3 All information and perform all reporting required to comply with the Medicaid/Medicare Ship Extension Act of 2009 (MMSEA) See MM tab for more information RT-1 The solution shall provide a method of recording 3 Claims reserves RT-2 The solution shall provide a method of relating 3 Claims reserves to a particular claim RT-3 The solution shall allow reserve "lines" to be 3 Claims created. These lines shall include, but not be limited to: Expense, Indemnity, 1st Party Damages, Bodily Injury, Property Damage, Medical, Vocational Rehab RT-4 Each line of reserve shall related to transaction 3 Claims types that can be used to make payments on the claims RT-5 The solution shall not allow payments to be made 3 Claims in excess of the reserves set RT-6 The solution shall track all changes to reserve 3 Claims including the amount changed, who made the change, the date of the change RT-7 The solution shall provide a method of notifying 3 Claims the adjustor if the reserves get below a user set percentage. RT-8 The solution shall show a current reserve balance, 3 Claims the amount paid, any amount collected, and then a incurred balance. These items shall calculate as follows: Incurred = Balance + Paid - Collections RT-9 The reserve balance shall calculate as follows: 3 Claims Balance = Reserve Amount + Collections RT-10 The solution will provide a method of tracking 3 Claims the history of the reserves and have the ability to do "as of" reports showing what the reserves were at a particular point in time S-1 The solution shall provide a method of 3 Admin configuration access via groups S-2 The solution shall provide a method of creating, 3 Admin deactivating, and/or deleting unique users identifiers S-3 The solution shall provide a method of 3 Admin automatically disabling access based on a preset period of time established by Maricopa County? S-4 The solution shall have a "time out" period where 3 Admin users are logged out after a specified length of time inactive S-5 The solution shall provide a method of reporting 3 Admin/ on users privileges Reports S-6 The solution shall provide a method of audit 3 Admin/ Audit tracking, where all add, updates and deletes for a Logs selected field can be viewed S-7 The solution shall provide a method of restricting 3 Admin access based on role or group SERIAL 171170-RFP S-16 The solution shall be capable of logging 3 Admin/ Audit unsuccessful logon attempts and automatically Logs disabling unique user identifiers or system accounts based on a present number of unsuccessful attempts as defined by Maricopa County S-17 The solution shall be capable of restricting remote 3 All access to the solution except through approved Maricopa County mediums S-24 The solutions shall support time stamps of 3 Admin/ Audit transactions and events Logs S-25 The solution shall support data storage using 3 All encryption algorithms that meet or exceed the strength of 128-bit advanced encryption standard S-28 The solution shall be capable of supporting 3 Admin password strings of at least 15 characters during password authentication S-29 The solution shall be capable of enforcing 3 Admin password complexity which requires the use of at least 1 uppercase, 1 lowercase, 1 special character, and 1 number S-30 The solution shall be capable of enforcing that 3 Admin new passwords for unique user identifiers cannot use previous password sequences where at least 6 characters are being reused S-31 The solution shall support password storage using 3 Admin at least 128-bit advanced encryption standard S-32 The solutions shall be capable of expiring 3 Admin passwords and requiring unique user identifiers to change their password after a preset period of time that can be defined by Maricopa County S-33 The solution shall mask passwords during system 3 All entry (i.e., shows passwords as ******). S-35 The solution shall be capable of encrypting data 3 All in transit to protect it from unauthorized disclosure S-36 The solution shall be capable of terminating 3 All communications when sessions are completed S-40 The solution shall be capable of restricting 3 Admin personnel from entering data based on access control (e.g., role-based access) S-41 The solution shall have the ability to determine 3 All whether or not inputs are valid and prevent invalid inputs User Account Management SA-1 The solution shall provide the ability for an 3 Admin administrative user and/or end-user to change passwords. SA-2 The solution shall provide electronic alerts to any 3 All user whose password is about to expire, e.g., first notice at 30 days prior to expiration, second notice a ten days prior to expiration, etc. SA-3 The solution shall provide the ability for an 3 Admin administrative user to add, change, or inactivate user logon accounts. SA-4 The solution shall provide the ability for an 3 Admin administrative user to change a user's name. SERIAL 171170-RFP SA-5 The solution shall prohibit any user who has 3 All resigned, or who is no longer a valid user for some other reason, from accessing the system. Roles and Users SA-6 The solution shall provide the ability for an 3 Admin administrative user to manage business process- specific roles. SA-7 The solution shall provide the ability for an 3 Admin administrative user to manage role-based access control. SA-8 The solution shall provide the ability for an 3 Admin administrative user to manage the manual role assignment to a user. SA-9 The solution shall provide that ability for an 3 Admin administrative user to manage access to the system and individual claims based on selections within the organizational hierarchy Role Management SA-10 The solution shall provide the ability for an 3 Admin administrative user to define roles within the application SA-11 The solution shall provide the ability for an 3 Admin administrative user to assign users to one or multiple roles. SA-12 The solution shall provide the ability for an 3 Admin administrative user to restrict access to specific transaction(s) using the user roles and authentication process. Group profiles SA-13 The solution shall provide the ability for an 3 Admin administrative user to manage access controls through a group profile. SA-14 The solution shall provide the ability for an 3 Admin administrative user to manage user privileges through a group profile. SA-15 The solution shall provide the ability for an 3 Admin administrative user to manage group security profile. Audit SA-16 The solution shall provide a method to have an 3 Audit Logs audit trail of all activity in the solution. The audit shall include adds changes or deletes and which users performed them. SA-17 The solution shall provide the ability to 3 Audit Logs generate/print the audit trail of all solution transactions based on User ID/personnel information. SA-18 The solution shall provide the ability to log date, 3 Audit Logs time, and user ID associated with file maintenance transactions (e.g., create, read, add, update, delete transactions). Password SERIAL 171170-RFP SA-19 The solution shall allow for administrative users 3 Admin to set password settings to include, but not limited to, password maximum length, password minimum length, password maximum age in days, lockout duration hours, days before password expire warning will start, number of previous passwords to remember, number of password attempts allowed before account lockout, an require at least one of all four of the literal types (numeric, non-alpha-numeric, upper alpha, lower alpha) SF-1 The solution shall have a method to search data 3 All entered into the system and retrieve it. This search shall include, but not be limited to: events, claims, entities, financials, reserves, litigation, vehicles, persons involved, claimants, property and their associated fields SF-2 The solution shall allow for the creation of 3 All custom search forms, with the ability to add and remove search fields SF-3 The solution shall have a 'wild card' search 3 All function, enabling users to search on partial information such as part of a last name SF-4 The solution shall allow users to select which 3 All type of search they want to perform and set that search as their individual default SF-5 The solution shall include other methods to limit 3 All the number of records that are returned from a search. VACT-1 The solution shall provide the ability to log and 3 Claims maintain Vehicle Accident Claims SERIAL 171170-RFP VACT-2 The solution shall allow for the tracking of the 3 Incidents / following, but not limited to, information: Claim Claims Type Date of Claim Time Of Claim Department Involved Claim Status Date Closed Claim Date Rptd.... Close Method Current Adjuster File Number Policy Name Service Code Payments Frozen Jurisdiction Litigation Memo Defense Attorney Subro Date 101 Sent... Attorney File # Volunteer/Posse Excess Carrier Notified SRM Lit Plan Completed Date... Police Report Number Demand NonMonetary Demand ROR Received from Excess Carrier Date... Settlement Conf Date... Subro Sent Date... Preventable? Board of Supervisors Date Board of Trustees Date, All Claims Data Verified VACT-3 The solution shall provide the ability to record the 3 Incident results of an investigation into a event, including Investigations any statements by witnesses, claimants, staff. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. VACT-4 The solution shall provide the ability to close the 3 Claims claim when it's conclusion is reached and record a reason for the closure of the claim VACT-5 The solution shall provide a unique 3 Incidents / numbering/naming system. Each claim shall Claims automatically receive a unique number/name upon creation. This number shall include the claim type and the divisions number of the division involved VACT-6 The solution shall provide the ability to search by 3 Incidents / the following, but not limited to type, person Claims involved, claim date, claim status, department involved, claim number/name, claimant name, adjuster name VACT-7 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields SERIAL 171170-RFP VACT-8 The solution shall provide a method to assign an 3 Claims adjuster to a claim VACT-9 The solution shall provide a way to record the 3 Claims/ personal information of the individuals who filed Contacts the claim or are claimants in the claim. This personal information shall include, but not be limited to, full name, contact information, date of birth, social security number, the type of claimant they are, if the individual died, if the person was injured and a description of their injury, if they were driving at the time of the incident, damages alleged, sex, any attorneys retained by the claimant and the attorneys firm and contact information, VACT-10 The solution shall provide a method of tracking 3 Claims/ all defendants in the claim along with the Litigation personal information, contact information, Management attorneys assigned to them, the attorneys contact information, the allegations against the defendant, the date a particular allegation was dismissed, the date of any ROR letter sent to the defendant. VACT-11 The solution shall provide a method of noting if 3 Claims/ the claim is litigated Litigation Management VACT-12 The solution shall provide a method of tracking 3 Claims/ the following, but not limited to, litigation Litigation information: Docket Number Management Judge Last Name Suit Date... Judge First Name Court Date... Venue State Litigation Type Assignment Type Litigation Status Demand/Allegations Attorney Assigned Last Name Attorney Firm Attorney Assigned First Name Attorney contact information Matter ID VACT-13 The solution shall allow for more then one set of 3 Claims/ litigated information to be tracked on a particular Litigation claim Management VACT-14 The solution shall provide a method of tracking 3 Claims reserves and payments made in relation to the claim. See Funds Tracking and Reserve Tracking for further information VACT-15 The solution shall allow for the tracking of more 3 Incidents / then one claimant per claim as well as a method Claims of determine which claimant is the primary claimant. VACT-16 The solution shall allow for the recording of all 3 Claims necessary information to comply with MMSEA. SERIAL 171170-RFP VACT-17 The solution shall allow for the tracking of the 3 Claims/ Fleet Vehicle information including, but not limited to: Accident Type In Traffic Accident Desc Reportable Date of Federal DOT Report... Preventable Date of State Spill Report... DOT Report # Who was the County Driver? Preventable? VACT-18 The solution shall allow for the relating of 3 Claims/ Fleet multiple vehicles to the claim. It shall track the following, but not limited to: Vehicle ID Department Vehicle Make License Number Vehicle Model State Vehicle Year Vehicle Description Unit Type Damage Policy Holder Adjuster Other Insurance Policy Holder is Property Owner Policy Holder Company Policy Number Coverages Limits Contact Name VPT-1 The solution shall have the ability to record and 1 Estimated 16 Client update information regarding a volunteer program Professional Service Defined including but not limited to: Volunteer Program hours to configure a Entity for Name Client-Defined Entity Volunteer Department in Charge of Program to manage all aspects of Programs Program Supervisor Volunteer Programs. To Program Phone Number be configured by Program Approved by Origami Risk Account Date Program Approved... Management team, with Effective Date... no custom software Expiration Date... development required. Scope of Work Certifications Required Licenses' Required None Selected Minors Permitted in C 3 Insurance Policy # Policy Expiration Date...Policy Limits Training Required Type of Training Required Weapons Training Required by County Cash Handling Required County Issued Equipment Posse Provided Equipment Vehicle Use Required Personal Vehicle Utilized Vehicles Operated Additional Program Notes SERIAL 171170-RFP VPT-2 The solution shall allow the program name 3 Addressed by VPT-1. Client Defined entered to be utilized by other parts of the This is standard Entity for solution, such as becoming part of an option list. functionality for any Volunteer Client Defined Entity. Programs VPT-3 The solution shall allow the program information 3 Addressed by VPT-1. Client Defined to be searchable by, including but not limited to, This is standard Entity for program name, department name, effective date, functionality for any Volunteer expiration date Client Defined Entity. Programs VPT-4 The solution shall automatically assign the new 3 Addressed by VPT-1. Client Defined program created a unique number/name This is standard Entity for functionality for any Volunteer Client Defined Entity. Programs VPT-5 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields VPT-6 The solution shall provide the ability to attach 3 Addressed by VPT-1. Client Defined other documents that relate to the program. This This is standard Entity for includes but is not limited to the ability to save functionality for any Volunteer the text of emails, digital documents, and digital Client Defined Entity. Programs photos. VT-1 The solution shall have the ability to record the 3 Employees following information regarding the employee's application to volunteer for the country: Volunteer Name MCSO Reserves Additional ID Number Volunteer's Department Program Volunteering For Volunteer's Assigned Work Location Application Completion Date... Is the Volunteer a Minor? Emergency Contact Name Relation to Emergency Contact Emergency Contact Phone Availability Accommodations Required? Type of Accommodations Fluent Language (Other than English) Volunteer Interests Certifications Licenses Photo Required Date Photo Taken... Background Check Required Background Check Date Completed... Drug Test Required Drug Test Date Completed... Psychological Test Required Psychological Test Date Completed... Qualified Armed Training Required Qualified Armed Training Completed... Qualified Armed Retraining Dates Weapons Trained On None Selected Taser Training Taser Training Date... SERIAL 171170-RFP Operating Vehicles Vehicle Type None Selected Vehicle Use Permit Approved Vehicle Use Permit Date Approved... MVR Required MVR Completed Dates Vehicle Insurance Required Insurance Company Name Policy Number Policy Limits Insurance Policy Effective Date... Insurance Policy Expiration Date... Prior/Pending Criminal Arrests Criminal Arrest Comments Charges Related to Child Abuse/Neglect Child Abuse/Neglect Comments Convicted of Felony(is) Felonies Convictions Comments Reference 1 Reference 1 Phone Reference 2 Reference 2 Phone Reference 3 Reference 3 Phone Reference MC Employee Volunteer Approved? Date Volunteer Approved... Record Id SERIAL 171170-RFP VT-2 The solution shall provide a way to record the 3 Employees personal information of the volunteer. This personal information shall include: full name, contact information, date of birth, social security number, volunteer type, department volunteering for, supervisor, License Number License Type License Jurisdiction Expiration Date... Restrictions Number of Violations Date Last Verified... Date of Death... Insurable Bypass MVD Feed VolunteerID Vehicles Allowed to Drive Training Classes Taken Date Defensive Driving Class Taken... Date VUP Issued... Date VUP Revoked... VUP Renewal Date... License Revoked License Canceled Endorsements None Selected VUP Notes Medical Card Issue Date... Medical Card Expiration Date... Medical Suspension? Medical Revocation? Overnight Use? MVD Review Required VT-3 The solution shall automatically assign the new 3 Employees volunteer created a unique number/name or accept a number from another source. VT-4 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields VT-5 The solution shall provide the ability to attach 3 Employees other documents that relate to the volunteer. This includes but is not limited to the ability to save the text of emails, digital documents, and digital photos. VT-6 The solution shall have the ability to import data 3 Employees relevant to the volunteers. Please See Feed information for further details. VUP-1 The solution shall track the following, but not 3 Employees limited to, information on employees and volunteers so they can be assigned a Vehicle User Permit (VUP): License Number Email Type License Type Email Address License Jurisdiction Expiration Date... Work Permit # Restrictions SERIAL 171170-RFP Work Permit Date... Number of Violations Date Last Verified... Date of Death... Insurable Bypass MVD Feed VolunteerID Vehicles Allowed to Drive Training Classes Taken Date Defensive Driving Class Taken... Date VUP Issued... Date VUP Revoked... VUP Renewal Date... License Revoked License Canceled Endorsements VUP Notes Medical Card Issue Date... Medical Card Expiration Date... Medical Suspension? Medical Revocation? Overnight Use? MVD Review Required Date Hired... Termination Date... Position Code Active Department Full Time Employee Supervisor Employee Number Last Name First Name Soc.Sec No. Middle Name Date of Birth... Address 1 Mobile Address 2 City Fax State Zip/Postal Code Country Title County Sex VUP-2 The solution shall be able to import data from the 3 Employees / MVD regarding employees and volunteers Imports & driving records and populate the appropriate Exports fields. See file layout MVD File Specifications for fields and additional requirements VUP-3 The solution shall be able to import data from the 3 Employees / county's training software to populate the Imports & Training Classes Taken, Date Defensive Driving Exports Class Taken WCCT-1 The solution shall provide the ability to log and 3 Claims maintain Workers Compensation Claims SERIAL 171170-RFP WCCT-2 The solution shall allow for the tracking of the 3 Incidents / following, but not limited to, information: Claim Claims Type Date of Claim Time Of Claim Department Involved Claim Status Date Closed Claim Date Rptd.... Close Method Current Adjuster File Number Policy Name Service Code Payments Frozen Jurisdiction Litigation Memo Defense Attorney Subro Date 101 Sent... Attorney File # Volunteer/Posse Excess Carrier Notified SRM Lit Plan Completed Date... Police Report Number Demand NonMonetary Demand ROR Received from Excess Carrier Date... Settlement Conf Date... Subro Sent Date... Preventable? Board of Supervisors Date Board of Trustees Date, All Claims Data Verified WCCT-3 The solution shall provide the ability to record the 3 Incident results of an investigation into a event, including Investigations any statements by witnesses, claimants, staff. This includes but it not limited to the ability to save the text of emails, digital documents, digital photos, and video/audio files. WCCT-4 The solution shall provide the ability to close the 3 Claims claim when it's conclusion is reached and record a reason for the closure of the claim WCCT-5 The solution shall provide a unique 3 Incidents / numbering/naming system. Each claim shall Claims automatically receive a unique number/name upon creation. This number shall include the claim type and the divisions number of the division involved WCCT-6 The solution shall provide the ability to search by 3 Incidents / the following, but not limited to type, person Claims involved, claim date, claim status, department involved, claim number/name, claimant name, adjuster name WCCT-7 The solution shall have the ability to be modified 3 All by adding or removing fields, updating codes, modifying the location of the field on the screen, restricting who can edit/view/update individual fields SERIAL 171170-RFP WCCT-8 The solution shall provide a method to assign an 3 Claims adjuster to a claim WCCT-9 The solution shall provide a way to record the 3 Claims / personal information of the individuals who filed Employees the claim or are claimants in the claim. This personal information shall include, but not be limited to, full name, contact information, date of birth, social security number, the type of claimant they are, if the individual died, if the person was injured and a description of their injury, if they were driving at the time of the incident, damages alleged, sex, any attorneys retained by the claimant and the attorneys firm and contact information, WCCT-10 The solution shall provide a method of tracking 3 Claims / all defendants in the claim along with the Litigation personal information, contact information, Management attorneys assigned to them, the attorneys contact information, the allegations against the defendant, the date a particular allegation was dismissed, the date of any ROR letter sent to the defendant. WCCT-11 The solution shall provide a method of noting if 3 Claims / the claim is litigated Litigation Management WCCT-12 The solution shall provide a method of tracking 3 Claims / the following, but not limited to, litigation Litigation information: Docket Number Management Judge Last Name Suit Date... Judge First Name Court Date... Venue State Litigation Type Assignment Type Litigation Status Demand/Allegations Attorney Assigned Last Name Attorney Firm Attorney Assigned First Name Attorney contact information Matter ID WCCT-13 The solution shall allow for more then one set of 3 Claims / litigated information to be tracked on a particular Litigation claim Management WCCT-14 The solution shall provide a method of tracking 3 Claims reserves and payments made in relation to the claim. See Funds Tracking and Reserve Tracking for further information SERIAL 171170-RFP WCCT-15 The solution shall provide for tracking of this, but 3 Incidents / not limited to, this additional information: Date Claims Hired... Termination Date... Position Code Active Department Full Time Employee Supervisor Exempt Pay Type Hired In Jurisdiction Monthly Rate Time Work day Began Work Week Pay Amount Hourly Rate Hours Per Week Weekly Rate Est. Length of Disability Hospital None Selected Regular Job at Time of Event Est. Return To Work... Physicians None Selected Date of Death... Body Part Disability Type Illness Type (ICD 10) Diagnosis Injuries Marital Status Treatment Work Permit Date... Work Permit # NCCI Class Lost Consciousness OSHA Recordable OSHA Accident Description MMI Date WCCT-16 The solution shall allow for the recording of all 3 Claims necessary information to comply with MMSEA. SERIAL 171170-RFP WCCT-17 The solution shall provide a way to track all AZ 3 Incidents / jurisdictional WC information, such as, but not Claims limited to: Day of Injury Paid Carrier Case Number If Furnished Benefits-Weekly Value RTW at Full Salary Department Number Avg Wage for 35 Wks Overtime RateC company Days/Wk Time Work Shift Ends Was Worker In Your Employ When Injured Is Employee Furnished Benefits Like Date of Disability If Known... Gr Wages Of Employee Since Hire (Employment<12m) Dept/Flor no. If Paid For Day of Injury-Amount paid Reason doubt claim Earn. thru injury Gr Wages Of Employee During 12 Months Before Injure Number of Months Employment Available During Year Normal OT hours On overtime? Permanent employee? Other pers address Prev. 30 day wages Season Length(mos) Wage after increase Last wage increase... Wage before increase WCCT-18 The solution shall provide all Arizona State 3 Incidents / required WC forms in a digital format that Claims automatically fill based on the information entered into a particular WC Claim. The solution shall store a copy of any such forms generated in a way that associates them with the claim they were created from. WCCT-19 The solution shall provide a digital method of 3 Incidents / creating all State and Federally required OSHA Claims documentation, auto filling from the data entered into the solution WCCT-20 The solution shall provide a way to track and 3 Claims calculate the days of restricted works days including, but not limited to, Total Days Total Restricted Days, OSHA 300: First Day Restricted... Last Day Restricted... Duration Percent Disabled Position SERIAL 171170-RFP WCCT-21 The solution shall provide a way to track and 3 Claims calculate the days of lost work, including, but not limited to, Total Duration (Actual Work Loss Days) Total State Duration Total OSHA 300 Series Duration Last Work Day... Date of Disability... Date Released to Return To Work... Return to Work... Duration State Duration WCCT-22 The solution shall track and calculate work loss 3 Incidents / and restricted days in compliance with OSHA, Claims WC, and Arizona State laws. WCCT-23 The solution shall provide a method of recoding 3 Incidents / which days the 101, 102 and 104 forms were sent Claims and received. WCCT-24 The solution shall provide a method of recording 3 Incidents / any contact with bodily fluid that the injured Claims worker may have had, including but not limited to the following information: Was the Employee Exposed to Bodily Fluid? How was the Employee Exposed to bodily fluid? List all persons present at the exposure Who did the bodily fluid come from? What body part/s were exposed to bodily fluid? What bodily fluid was the Employee Exposed to? Did exposure to bodily fluid take place though Describe any break in the skin at exposure site WCCT-25 The solution shall provide a method of scheduling 3 Incidents / the creation of WC forms, such as, but not limited Claims to, 101, 104, 110A. WH-1 The solution shall provide the ability for adjusters 3 Claims to view the claims and events they recently worked and open them WH-2 The solution shall provide a method to tracking 3 Claims / which users have made changes to a particular Audit Logs claim and what those changes were WH-3 The solution shall provide a method of viewing 3 Claims what the state of a claim, it's codes, Financials, and Reserves were at any given date in the past SERIAL 171170-RFP EXHIBIT E BENEFICIARY ENROLLMENT FORM Depositor and Iron Mountain Intellectual Property Management, Inc. (“Iron Mountain”), hereby acknowledge that Beneficiary Company Name: Maricopa County, a political subdivision of the State of Arizona, is 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 as applicable. Incomplete information may result in a delay of processing. DEPOSITOR BENEFICIARY Maricopa County, a political Print Name Tim Cope Print Name subdivision of the State of Arizona Title Executive Director, IT Operations Title Email Address tcope@origamirisk.com Email Address 222 W. Merchandise Mart Plaza, Suite Street Address Street Address 2300 Province/City/State Chicago, IL Province/City/State Postal/Zip Code 60654 Postal/Zip Code Phone Number 847-786-2063 Phone Number Fax Number NA Fax Number NA Billing Contact Information Table Please provide the name and contact information of the Billing Contact under this Agreement. All Invoices will be sent to this individual at the address set forth below. DEPOSITOR BENEFICIARY Check if same as Authorized Person Check if same as Authorized Person Company Name Origami Risk LLC Company Name Print Name Daniel Silverthorn Print Name Title General Counsel Title Email Address dsilverthorn@origamirisk.com Email Address 222 W. Merchandise Mart Plaza, Suite Street Address Street Address 2300 Province/City/State Chicago, IL Province/City/State Postal/Zip Code 60654 Postal/Zip Code Phone Number 312-235-6633 Phone Number Fax Number Fax Number Purchase Order # Purchase Order # SERIAL 171170-RFP Beneficiary Enrollment Form Work Request Please check boxes to order services and to identify the Paying Party Service Service Description One-Time Annual Paying Fees Fees Party Add Additional Iron Mountain will fulfill a Work Request to add a new Beneficiary $850 Depositor Beneficiary to an escrow deposit account in accordance with the Agreement. Beneficiary Add Additional Iron Mountain will set up one additional deposit account to $1,150 Depositor Deposit Account manage and administrate access to new Deposit Material that will Beneficiary be securely stored in controlled media vaults in accordance with the Agreement that governs the Initial Deposit Account. Add Deposit At least semi-annually, Iron Mountain will send an update reminder to N/A $450 Depositor Tracking Depositor. Thereafter, Beneficiary will be notified of last deposit. Beneficiary Notification Add Level 1 - Iron Mountain will perform an Inventory Test on the initial deposit, $5,250 or N/A Depositor Inventory and which includes Analyzing deposit media readability, virus scanning, based on Beneficiary Analysis Test developing file classification tables, identifying the SOW if presence/absence of build instructions, and identifying materials custom work required to recreate the Depositor's software development required 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’s analysis of the deposit. Add Level 2 – Iron Mountain will fulfill a Work Request to perform a Deposit Based on N/A Depositor Deposit Compile Compile Test, which includes the outputs of the File Listing Report SOW Beneficiary Test and the Level 1 - Inventory Test as described above plus recreating the Depositor’s software development environment, compiling source files and modules, linking libraries and recreating executable code, pass/fail determination, creation of comprehensive build instructions with a final report 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. Add Level 3 - Iron Mountain will fulfill a Work Request to perform one Deposit Based on N/A Depositor Binary Comparison Usability Test - Binary Comparison which includes a comparison of SOW Beneficiary the 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, with a final report sent to the Requesting 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. Add Level 4 - Full Iron Mountain will fulfill a Work Request to perform one Deposit Based on N/A Depositor Usability Usability Test - Full Usability which includes a confirmation that the SOW Beneficiary built 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. BALANCE OF THIS PAGE LEFT INTENTIONALLY BLANK – SIGNATURE PAGE FOLLOWS SERIAL 171170-RFP IN WITNESS WHEREOF, the Parties have duly executed this Enrollment as of the Effective Date by their authorized representatives: DEPOSITOR BENEFICIARY Signature Signature Print Name Robert G. Petrie III Print Name Title President Title Date June 5, 2017 Date Email Address legal@origamirisk.com Email Address IRON MOUNTAIN INTELLECTUAL PROPERTY MANAGEMENT, INC. Signature Print Name Title Date Email Address ipmclientservices@ironmountain.com All notices to Iron Mountain Intellectual Property Management, Inc. should be sent to ipmclientservices@ironmountain.com OR Iron Mountain Intellectual Property Management, Inc., Attn: Client Services, 2100 Norcross Parkway, Suite 150, Norcross, Georgia, 30071, USA. Telephone: 800-875-5669. Facsimile: 770-239-9201