RFQ_-_Quote_Request_-_Risk_Management_05292024.pdf

Draft email to request quotes for an RFQ – Risk Management June 2024

[Greeting], The City of Cleveland is requesting quotes for a Risk Management System.

The Division of Risk Management (DRM) has various tasks that are required for city, state, and federal mandates; and to be done promptly to help us meet established goals for the year. The City would like to implement an application which acts as the city’s central repository for all risk, legal, insurance and safety information. This program will help the city manage various spreadsheets, renewing certifications, legal settlement solutions and risk related information. Workers’ Compensation (WC) is 40% of the city’s risk management effort. The desired software should support the city implementing efficiencies and additional effectiveness on the reporting of new WC incidents or claims as well as the tools to manage the WC claims.

These tools allow management of communications, appointment tracking, return to work management and managing the WC claim.

The Division of Risk Management tracks the City’s assets, information about those assets, values, when they were last appraised and other key details. This risk management software system would provide the necessary tools to communicate and manage the city’s assets. This system will serve as the basis of information allowing the MVARC (Motor Vehicle Accident Review Committee) to review motor vehicle accidents to come to a determination of whether additional actions are beneficial. We are also the custodian of record for the TSAP committee (Police -Traffic Safety Analysis Panel). The Risk Management system’s ability to allow the members of the committee to review/communicate and identify corresponding actions will allow us to best manage and prevent MVA recurrence.

Schedule of Critical Dates:

Tuesday, June 4, 2024, Eastern Time RFQ Published in OpenGov and on City website

Tuesday, June 11, 2024, Eastern Time Last Day to Submit Questions

Tuesday, June 18, 2024, Eastern Time Publish RFQ Addendum Tuesday, June 28, 2024, Eastern Time Quotation Submission Deadline

LATE QUOTATIONS WILL NOT BE ACCEPTED

Desired Features:

1 Advanced workflow features

2 Artificial intelligence

3 Artificial intelligence - native AI-driven functionality

4 Artificial intelligence - supported “easy buttons” that accelerate risk mapping and assessments

5 Artificial intelligence - use of generative AI, possibly including embedding generative AI across GRC use cases

6 Audit management 7 Chatbot helps users conduct risk assessments

8 Configurability

9 Content delivery, mapping, and maintenance

10 Continuous control monitoring

11 Control-based GRC programs

12 Customizable risk reports

13 Embedded Power BI tools

14 Embedded AI automates key workflow stages, provides suggestions, generates content

15 Enterprise risk management

16 Implementation support

17 Incorporate financial and sustainability reporting in a central platform

18 Insurable risk and GRC into an integrated platform

19 Interconnectedness of risk and the enterprise-level need for better decision support

20 Litigation management

21 Machine learning

22 Native risk quantification and Monte Carlo analysis for enterprise and cyber risk

23 Natural language processing

24 Operational risk assessments

25 Optimal user experience 26 Partner ecosystem

27 Platform features native quantitative analysis tools

28 Real-time quantitative Monte Carlo simulations and bow-tie analysis

29 Regulatory change management

30 Risk management lifecycle capabilities

31 Risk quantification tools

32 Use of APIs - API Integration

33 Workflow and process automation

Another desired feature of the system has is employee training management and adherence set of tools to ensure our employees are keeping current with training as well as the ability to manage and track disciplinary actions for lack of compliance with the City’s best practices and policies.

The Risk Management system’s litigation management features would help with the time and paper intensive processes at the city today. The secure nature of the Risk Management system would be a step in the right direction vs. the Outlook-based communications occurring today. Tracking litigation key information, dates, settlement requests, tasks, docketing, and secure communication are all features of this system that go hand in hand with helping with litigation management. They also offer the ability to assess the value of cases with a monetary range for settlement. One other litigation feature is the ability for citizens to access claim forms on-line and either complete them or print and mail them for claims against the city.

The City seeks a Risk Management system. The City aims to leverage a cooperative purchasing program, such as the GSA Schedule, U.S. Communities, and NASPO, to facilitate the procurement of these services.

Your firm has been identified as participating in such a program, and the City is interested in receiving a quote based on your cooperative program pricing for the services outlined above with a deadline of June 28, 2024.

If you have any questions or require further clarification, please send them to ITS-RFP@clevelandohio.gov

We appreciate your prompt attention to this request and look forward to receiving your quote.

Sincerely, The City of Cleveland

Division of ITS mailto:ITS-RFP@clevelandohio.gov