HomeMy WebLinkAboutStaff Report 2505-4618CITY OF PALO ALTO
CITY COUNCIL
Monday, June 09, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
12.Approval of Contract Amendment Number 1 to Contract Number C24193066 with
Origami Risk in the Amount of $3,163 for API Integration Resulting in a New Not-to-
Exceed Amount of $209,473 for claims processing services. CEQA Status – Not a Project.
City Council
Staff Report
From: City Attorney
Report Type: CONSENT CALENDAR
Lead Department: City Attorney
Meeting Date: June 9, 2025
Report #:2505-4618
TITLE
Approval of Contract Amendment Number 1 to Contract Number C24193066 with Origami Risk
in the Amount of $3,163 for API Integration Resulting in a New Not-to-Exceed Amount of
$209,473 for claims processing services. CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that City Council approve and authorize the City Manager or designee to
execute Amendment No. 1 to Contract Number C24193066 with Origami Risk (Attachment A),
to provide claims processing services for a term of 3 years, to increase the contract by $3,163
for a revised total contract not-to-exceed amount of $209,473.
BACKGROUND
The City Attorney's Office is responsible for processing and investigating all claims and handling
litigation brought against or by the City. After assessing the Office's needs through interviews of
key personnel, the City Attorney’s Office conferred with surrounding jurisdictions, researched
the market and various systems online, and received demonstrations of system capabilities
from several potential vendors and settled on Origami Risk as the replacement system to
Cycom Data Systems. Origami Risk (“Origami”) connects data, automates workflows, provides
access to analytics and insights, and improves collaboration and communication. Origami is a
privately held company led and wholly owned by an experienced management team. Council
approved the Origami contract in the amount of $206,310 on December 16, 20241. While
building out the system, it was discovered that having the capability for claims to upload into
the Origami system in real time would be the most efficient and show the most accurate data
for reporting and investigating purposes.
This amendment will add $3,163 to the Origami Risk contract for the added functionality of API
Access which will allow claims against the City to automatically update into the Origami Risk
1 City Council ,December 16, 2024, Agenda Item 17, Staff Report 2411-3837
https://cityofpaloalto.primegov.com/Portal/viewer?id=0&type=7&uid=fa1f2b20-bd3c-4af2-90c4-6011425999bf
system. This amendment will continue the existing term of the contract which expires
December 16, 2027.
FISCAL/RESOURCE IMPACT
STAKEHOLDER ENGAGEMENT
ENVIRONMENTAL REVIEW
ATTACHMENTS
APPROVED BY:
CONFIDENTIAL
ORDER FORM #20250404
CONTACT INFORMATION
Client: City of Palo Alto Bill To Contact:
Address: 250 Hamilton Ave.
Palo Alto, California 94301
Bill To Email: tricia.hoover@cityofpaloalto.org
Primary Contact: Tricia Hoover Is purchase order (PO) required?
Primary Contact Email:
tricia.hoover@cityofpaloalto.org
Upon entering into this Order Form, please send any Pos,
vendor registration links or tax exemption certificates to
finance@origamirisk.com
SUBSCRIPTION DETAILS
Effective Date: 2025-04-04
End Date: 2027-12-16
RECURRING SUBSCRIPTIONS – LICENSES
Subscription Quantity / Functionality Purchased
Added Origami API Access Up to 5,000 call(s) per day
Subscription added Current Period Total: $5,175.00
Subscription added Annual Total: $6,900.00
RECURRING SUBSCRIPTIONS – DATA PROCESSING
Subscription Quantity / Functionality
Removed OpenForms Import or Export Functionality Removed
Subscription removed Current Period Total: ($4,312.50)
Subscription removed Annual Total: ($5,750.00)
Total Current Period Fees: $862.50
Total Annual Fees: $1,150.00
BILLING DETAILS AND ADDITIONAL TERMS
This Order Form is effective as of the Effective Date (as identified above) for the purchase of the subscription services
listed above from Origami Risk LLC (“Origami”). This Order Form is subject to all the terms and conditions of the
underlying agreement between Client and Origami (the “Agreement”). To the extent the Agreement does not
contemplate order forms, this Order Form will be deemed a Statement of Work for purposes of the Agreement. This
Order Form will be deemed a part of the Agreement.
Fees for the current year of recurring subscription fees and all one-time fees under this Order Form will be invoiced and
due upon execution of this Order Form. Fees for ongoing contract years are due annually upfront on each anniversary
date thereafter. All fees are subject to applicable sales tax, which will appear separately on each invoice. All travel costs
and expenses will be pre-approved by Client in writing and billed to Client as incurred.
Service descriptions and service-specific terms and conditions are set forth at origamirisk.com/servicedescriptions,
which are hereby incorporated by reference in the form available at such link as of the Effective Date. Additional
professional services may be set forth in other Statements of Work as agreed between the parties.
CONFIDENTIAL
ORDER FORM APPROVAL
The undersigned agree to this Order Form.
ORIGAMI RISK LLC CITY OF PALO ALTO
By: __________________________________ By: __________________________________
Name: Earnest Bentley Name: _______________________________
(Print Name) (Print Name)
Title: President, Risk Solutions
Date: April 3, 2025
Title: _________________________________
Date: ________________________________
Page i
STATEMENT OF WORK #20250404
This Statement of Work (“SOW”) describes services to be performed by Origami Risk LLC (“Origami”) for City of Palo Alto
(“Client”). This SOW is subject to all the terms and conditions of the underlying agreement between Client and Origami (the
“Agreement”). Capitalized terms used herein shall have the meanings set forth in the Agreement.
TERM
The term of this SOW shall begin upon the execution of this SOW by both parties and shall terminate upon the completion of the
implementation work described herein.
IMPLEMENTATION
Implementation is the process of configuring the Service for use by Client as contemplated in the “Implementation Scope” section of
this SOW. Client’s provision of timely and accurate specifications, direction and feedback is essential to the implementation. Both
parties understand that time is of the essence with regard to the implementation and agree to use reasonable and good faith efforts to
promptly complete the implementation.
Based on conversations with the Client, this SOW includes up to 60 hours of professional services for the implementation deliverables
set forth in this SOW. In the event that additional hours are needed to complete the implementation deliverables, the parties may enter
into a separate amendment or statement of work to purchase such additional hours.
Implementation Scope
This SOW Removes the following deliverables from SOW #20245000 (60 Hours):
Integrations
Deliverable Scope
Open Cities/ Open Forms
Import
Deploy the Origami standard import process to perform bulk inserts and updates of data.
Assumptions:
• Open Cities/Open Forms is the system of record.
• Client will provide the data file in delimited or fixed width format using Origami’s
standard layout.
This SOW adds the following deliverables:
RMIS Configuration
Deliverable Scope
API/Web Service Lookup Provide configuration of claims data API/Web Service Lookup to Open Forms
Includes:
• Intake of claims information from the client’s Open Forms System and loading to Origami
via an API
Assumptions:
• Integrations using the Origami API will be based on a REST protocol.
• Client will provide access to their API and provide support and assistance with data
mapping
CLIENT ROLES AND RESPONSIBILITIES
• Client will designate, prior to the start of the implementation, a single point of contact who shall be responsible to coordinate
and manage all activities required within Client’s organization to complete Client’s tasks on the project schedule and make
decisions on behalf of Client. This single point of contact may be changed at any time upon Client’s notice to Origami.
Page ii
• Client will provide requested information within a reasonable timeframe as agreed upon by Client and Origami; if providing
the requested information is not achievable or will take longer than preferred, Client will promptly inform Origami of the
situation and alternative solutions will be determined.
• Client will help resolve project issues and assist with bringing issues to the attention of the appropriate persons within the
organization, as required.
• Client will coordinate all activity of Client’s 3rd party providers required to complete tasks on the project schedule and Client
will be primarily responsible for obtaining information and resolving any issues pertaining to third party products or services
used by Client, if necessary. Client will be responsible for any charges levied by 3rd party providers.
• Client agrees generally to provide other reasonable assistance and cooperation to see that services are successfully completed
(e.g., participate in status calls and working meetings, provide specifications, direction, and feedback as needed by Origami
in a timely manner, etc.)
• For any deliverables that Origami provides to Client for approval, Client will confirm approval or provide necessary details
on any requested remediation promptly.
• Client will be responsible for testing and quality assurance related to the implementation within the timeframe as agreed upon
in the project schedule. Client will ensure that all configurations and customizations operate as intended (including
functionality, usability and data access rights), and Origami shall not be responsible for any damages caused by any such
configurations or customizations.
• Client will have final responsibility for decisions regarding all configurations and customizations (such as forms, dashboards,
interfaces, reports, workflows and data flows), as agreed upon in the design documentation created by or for Client or
Client’s users in the Service.
• Outside of the implementation scope set forth in this SOW, Client shall have the ability to configure additional default
dashboards, fields, forms, user roles, distribution lists, reports and other features as needed by Client.
• Client will review and approve specifications provided by Origami and acknowledges that requests for substantial deviations
from the specification are outside the scope of the project.
PRICING AND INVOICE SCHEDULE
There is no fee associated with this SOW.
If needed, additional professional services can be purchased through a separate statement of work. All fees are subject to state sales
tax, where applicable. All travel costs and expenses will be pre-approved by Client in writing and billed to Client as incurred.
STATEMENT OF WORK APPROVAL
The undersigned agree to this Statement of Work.
ORIGAMI RISK LLC CITY OF PALO ALTO
By: __________________________________ By: __________________________________
Name: Earnest Bentley Name: _______________________________
(Print Name) (Print Name)
Title: President, Risk Solutions
Date: April 4, 2025
Title: _________________________________
Date: ________________________________