TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 28849 with Ventiv Technology, Inc., of Atlanta, GA, formerly known as Valley Oak Systems, Inc., for licensing of its proprietary iVos Workers’ Compensation claims management software program, in an annual amount of $240,000, and authorize a ten percent contingency in the amount of $24,000, for a total annual contract amount not to exceed $264,000, and extend the term of the contract for a period of three years, with the option to renew for two additional one-year periods, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to amend Contract No. 28849 with Ventiv Technology, Inc., (VENTIV) of Atlanta, GA to provide for continued licensing and use of its proprietary iVos Workers’ Compensation claims management software program.
On July 6, 2004, the City Council awarded a contract to VENTIV, formerly known as Valley Oak Systems, Inc., for the purchase of a proprietary Workers’ Compensation electronic case management system (iVos) after conducting a Request for Proposal (RFP) selection process under the authority of Section 1807 of the City Charter that authorizes negotiated contracts for electronic data processing equipment and services. VENTIV was selected because their proprietary iVos product met the specified needs identified. The ongoing required licensing has been able to be addressed annually through the City’s purchase order process. The ongoing cost of annual licensing now exceeds the City Manager’s threshold to authorize purchase orders and a formal amendment to continue service is required.
The iVos electronic case management system is used by every City of Long Beach (City) department and is most notably used by the Office of City Attorney, Workers’ Compensation Division, and by Human Resources, Risk Management Bureau to administer and monitor Workers’ Compensation injuries and benefits and by Occupational Health to treat injured workers. The claims management system enables staff to pay Workers’ Compensation indemnity and medical benefits as required by California law. The iVos system interfaces with Financial Management central payroll, Occupational Health, medical bill review, and utilization review to efficiently manage and administer benefits in a timely, cost-effective manner as required by California law.
This matter was reviewed by Principal Deputy City Attorney Anne Lattime on March 15, 2022, Business Services Bureau Manager Tara Mortensen on March 23, 2022, and by Budget Operations and Development Officer Rhutu Amin Gharib on March 17, 2022.
TIMING CONSIDERATIONS
City Council action on this item is requested on April 5, 2022, to avoid delays in providing necessary Workers’ Compensation services and payments.
FISCAL IMPACT
The annual cost of the contract is $240,000, with a ten percent contingency in the annual amount of $24,000, for a total annual contract amount not to exceed $264,000. Sufficient funds to support this contract are budgeted in the Insurance Fund Group in the Citywide Activities Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
JOE AMBROSINI
HUMAN RESOURCES DIRECTOR
CHARLES PARKIN
CITY ATTORNEY
APPROVED:
THOMAS B. MODICA
CITY MANAGER