REPORT TO SHASTA COUNTY BOARD OF SUPERVISORS

BOARD MEETING DATE:  December  12, 2017
CATEGORY:  Consent - General Government-9.

SUBJECT:

Agreement with Insurity Claims Software, LLC to provide software maintenance and support services.

Supervisorial District No. :  All

DEPARTMENT CONTACT:  Angela Davis, Director of Support Services, (530) 225-5515

STAFF REPORT APPROVED BY:  Angela Davis, Director of Support Services

RECOMMENDATION

Take the following actions: (1) Approve and authorize the Chairman to sign an agreement with Insurity Claims Software, LLC in the amount of $22,400 annually, to provide ongoing maintenance and support of SIMS Claims, Risk Management’s claims management software, and $700 annually to the source code escrow account, for the period January 1, 2018 through December 31, 2022; (2) approve and authorize advance payment of the Annual Maintenance Fee of $22,400 by December 31, 2017 for the 2018 support year and by the preceding December 31st for each support year thereafter; and (3) approve and authorize the Director of Support Services to sign escrow documents and any amendments to the agreement, which do not cause an increase in the annual amount payable by more than $10,000, and that otherwise comply with Administrative Policy 6-101, Shasta County Contracts Manual.

SUMMARY

N/A

DISCUSSION

The Shasta County Department of Support Services-Risk Management Unit is charged with claims management for workers' compensation, liability, property, casualty, and other miscellaneous insurances. In order to properly administer these claims, the department must utilize a claims system that supports requirements of local, state, and federal guidelines. Currently, the department uses SIMS Claims, a claims management system provided by Insurity Claims Software, LLC (Insurity), formerly known as Systema Software, LLC. 

Through this agreement, Insurity will provide ongoing maintenance and technical support for SIMS Claims. Payment of annual maintenance fees is due annually by December 31st of the year preceding the support year. Annual maintenance and support includes notification of maintenance releases and bug fixes, implementation of product updates, consultation and support for end users, and other services as required to maintain an operational claims management system. Insurity will also provide additional professional services by request. This may include requests for customization of SIMS Claims, report building, and other services not required to maintain or support the software.

ALTERNATIVES

The Board may choose not to approve the agreement. This is not recommended as the agreement provides services required to maintain functionality of the specialized claims management software used by Risk Management. The Board may request additional information from staff.

OTHER AGENCY INVOLVEMENT

This agreement was approved as to form by County Counsel. Risk Management has reviewed and approved the agreement. Information Technology has reviewed and approved the agreement. The County Administrative Office has reviewed the recommendation.

FINANCING

There is no additional General Fund impact from this agreement. The costs associated with this agreement are included in Risk Management’s FY 2017-18 budget, and will be included in future proposed budgets.