Risk Management Information System - 2025

The County of San Mateo is seeking proposals from qualified vendors to provide a comprehensive Risk Management Information System (RMIS) that can be tailored to the County’s needs. The RMIS will primarily serve Risk Management, HR, and Finance teams, and will provide tools for data and claims management, incident tracking, reporting and analysis to enhance risk assessment. The RMIS must integrate seamlessly with existing systems, and ensure efficiency, security, and compliance with applicable regulations. The system must be scalable, secure, and aligned with regulatory standards. Ease of use is critical.

The RMIS will assist in the management of our Workers' Compensation, Auto, General Liability, Property, Medical Malpractice, ADA, Intermittent Leave, Occupational Health, and other lines. This system will enable us to import data and information from our third-party administrators and combine all losses in a comprehensive platform where we can track and monitor our losses from a high-level financial perspective using built-in claims analysis and reporting tools. The RMIS should allow us to document activity, set alerts and triggers on priority claims, record payments, set diaries, run reports, track safety initiatives, and monitor overall risk management program performance in real-time.

The County of San Mateo is committed to enhancing its risk management capabilities through the acquisition of a robust Risk Management Information System. Proposals should detail how vendors will meet the specific needs outlined in this scope of work while adhering to the submission guidelines set forth in the solicitation document. The selected vendor will play a critical role in supporting the County in its mission to ensure a safe and compliant workplace for all employees.

The County’s Human Resources Department, Risk Management is issuing this Request for Proposal (RFP) No. 2024-RFP-00264 for a Risk Management Information System. The agreement shall have a term of three years. In addition, the County shall have two (2) options to extend the term for an additional period, which the County may exercise in its sole, absolute discretion. To exercise this option, the County shall provide written notice to the Contractor at least thirty days before the end of the agreement’s term.

The County’s standard contract template has been included as an attachment to this solicitation. The awarded Contractor will be expected to sign an agreement prepared by the County using this template. Please ensure that your organization has completed legal review of these contract terms. If your organization wishes to request exceptions to these standard terms, submit a Contract Exceptions Request by the Deadline for Questions, Comments and Contract Exceptions listed in the Solicitation Schedule below. The County will consider Contract Exceptions Requests but reserves the right to reject requested modifications to its standard terms.