RFI_5800_CJB091026_PAC1_v1.pdf

CITY OF AUSTIN,

TEXAS

Central

Procurement Request For Information (RFI)

RFI NO: RFI 5800 CJB091026

DATE ISSUED: 09/11/2026

COMMODITY/SERVICE DESCRIPTION: Risk Management Information System (RMIS)

COMMODITY CODE: 92014; 92045

RESPONSE DUE PRIOR TO: October 01, 2026

CONTACT PERSON: Camille Blue, Procurement Specialist II

EMAIL : Camille.blue@austintexas.gov

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation or contract. All material submitted to the City becomes public property and is subject to the Texas Public Information Act upon receipt. Any information submitted in the RFI should not contain proprietary and/or confidential information.

Responses to this notice are not offers and cannot be accepted to form or suggest a contract or commitment of any nature. Responders are solely responsible for all expenses associated with responding to this RFI.

MARKET RESEARCH RFI

Citywide Risk Management Information System (RMIS)

1.0 Purpose

The City is conducting market research to better understand options available in the marketplace for Risk Management Information Systems (RMIS) and related technologies. The purpose of this RFI is to collect general, non-binding information about existing solutions, technologies, capabilities, approaches, and market practices that may inform the City's understanding of how incidents, claims, and risk-related data are commonly captured, tracked, analyzed, and reported.

This RFI is for informational and planning purposes only. It is not a solicitation and does not constitute a request for proposals, bids, quotations, or offers. The RFI does not create a contract, purchase order, or other commitment by the City to purchase any product or service.

Responses will not be used to select, rank, or award business to any respondent. The City may use information received to better understand the marketplace, identify commonly available approaches, inform internal planning, and support future business or technology discussions, as appropriate.

2.0 Background and Current Environment

Multiple City departments currently manage incident, claims, and risk-related information through a variety of decentralized tools and processes. As a result, information may be maintained in different formats and systems, which can make it difficult to consolidate, analyze, and report information across departments.

For market research purposes, the City is interested in understanding the types of functionality and approaches that may be available in the marketplace, including but not limited to:

• Approaches for tracking incidents involving employees, vehicles, property, and third parties.

• Approaches for managing tort claims, workers' compensation claims, property damage, and related activities.

• Methods for incorporating or integrating vehicle telematics and other related data sources.

• Approaches for consolidating information through common or unified data structures.

• Tools or functionality commonly used for trend, pattern, and risk analysis.

• General workflow and reporting capabilities used by organizations to support risk-related activities.

• Methods for providing management visibility and supporting appropriate public transparency.

For general context, the City receives approximately:

• 1,000 tort claims annually

• 2,000 workers' compensation claims annually

• 600 City vehicle collisions annually

• Several property insurance claims each year

This market research is intended to help the City better understand available approaches across areas such as Human Recourse Safety/Civil Service, Enterprise Risk Management, Fleet Services, Public Safety, and Finance.

3.0 Market Research Topics

Respondents may provide general, non-binding information regarding solutions, technologies, services, or approaches available in the marketplace that may be relevant to the subject matter described in this RFI. Respondents may address any or all of the topics below. The topics are intended to support general marketplace understanding and should not be interpreted as mandatory City requirements.

3.1 General Solution Capabilities

For purposes of understanding the marketplace, respondents may describe the types of capabilities commonly available in RMIS or related platforms, such as:

• Primary functions or modules commonly offered.

• General approaches to incident and/or claims tracking.

• Common configuration or customization approaches.

• Typical reporting, dashboard, visualization, and analytics capabilities.

• Capabilities commonly available for document management and data retention.

• Tools or methods used to identify patterns, trends, or risk factors.

• Other commonly available functionalities that may support enterprise risk management activities.

3.2 General Access, Governance, Security, and Compliance Approaches Respondents may provide general information regarding approaches commonly available in the marketplace for user access, governance, security, auditing, and compliance, including:

• General models for user access, roles, and permissions.

• Logging, auditing, and activity-monitoring capabilities commonly available.

• General security, privacy, or data-governance approaches.

• Certifications, frameworks, or standards with which commonly available solutions may align.

3.3 General Integration and Deployment Approaches

The City is interested in understanding, at a general market level, how RMIS and related platforms are commonly deployed and integrated. Respondents may provide general information regarding approaches commonly used in the marketplace, including:

• General integration methods, technologies, or interfaces commonly supported.

• Examples of types of systems or data sources commonly integrated with RMIS or related platforms.

• High-level architecture diagrams, if available and useful for explaining general integration approaches.

• General descriptions of commonly used deployment or implementation approaches.

• General observations regarding implementation timeframes experienced by organizations of similar size or complexity.

• General observations regarding staffing or resource considerations commonly associated with implementation.

• Commonly available tools or approaches for data migration, conversion, or consolidation.

3.4 General Cost and Pricing Information

Cost information provided through this RFI will be used solely to support preliminary market research and internal planning. The City is not requesting a formal quotation, proposal, bid, or offer.

Any cost information provided should be considered general market information and not a binding price commitment.

Respondents may provide information such as:

• General pricing ranges or categories commonly associated with implementation.

• Typical annual, recurring, subscription, licensing, or maintenance cost structures.

• Optional cost components or services that organizations sometimes consider.

• General assumptions or factors commonly used when estimating costs.

• General factors that may cause costs to vary based on organization size, users, transaction volume, modules, integrations, or other relevant considerations.

4.0 Optional Market Information

Respondents may optionally provide additional information that may assist the City in understanding the marketplace, such as:

• General descriptions of experience with municipal or public-sector organizations.

• Case studies or examples of deployments involving organizations of similar size, complexity, or business environment.

• General information regarding emerging capabilities, technology trends, or market practices relevant to RMIS platforms.

• Other publicly available or non-confidential information that may help the City understand available approaches.

5.0 Requested Response Timeline

Responses are due via email, to the point of contact listed below, on October 1, 2026, at 2 PM CT.

Point of Contact Camille Blue, Austin Financial Services, City of Austin Camille. Blue@austintexas.gov

(512) 978-1963

We look forward to your response and thank you for your interest in supporting the City of Austin’s e orts.