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Mel • INN <br />CITY COUNCIL MEETING DATE: <br />OCTOBER 7, 2014 <br />TITLE: <br />AGREEMENT WITH VENTIV <br />TECHNOLOGY, INC. FOR SOFTWARE <br />MANAGEMENT OF CITY'S CLAIMS <br />SYSTEMS {STRATEGIC PLAN NO. 7, 5 & 6} <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />rRIJ2061wel <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2 "d Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO 10/21/2014 <br />Meeting not convened on 10/7/2014 <br />FILE NUMBER due to unforeseen circumstances <br />Approve and authorize the City Manager and Clerk of the Council to execute an agreement with <br />Ventiv Technology, Inc., for the software required for the management of the City's workers' <br />compensation and liability claims in an amount not to exceed $55,000 subject to non - substantive <br />changes approved by the City Manager and City Attorney. The agreement includes a provision <br />for a one -year renewal option exercisable by the City Manager and City Attorney in an amount <br />not to exceed $55,000, a total of $110,000 for a two -year period. <br />DISCUSSION <br />The City self- administers its workers' compensation and tort liability claims. Management of <br />these claims requires the use of proprietary software for the processing of payments, claim <br />monitoring and compliance with reporting requirements. The City has utilized Ventiv Technology, <br />Inc., (formerly AON eSolutions; formerly Valley Oak Systems, Inc.) since March 16, 1999. The <br />agreement with Ventiv Technology, Inc., expires September 30, 2014. This agreement extends <br />terms of agreement and amendments to September 30, 2016. <br />The agreement renewal reaffirms the amount of annual maintenance fees and the hourly rate of <br />professional services, data conversion, custom development and training. Escrow agent <br />changes are also reflected. The term may be extended for up to one additional one -year period <br />in an amount not to exceed $55,000 annually. <br />STRATEGIC PLAN ALIGNMENT <br />Approval of this item allows the City to meet Goal #7 — Team Santa Ana, Objective #5 Promote <br />the use of new technology to improve the delivery of services to staff and the community and <br />25G -1 <br />