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Agenda Report
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January 26, 2026
TO: Honorable Mayor and City Council
FROM: City Manager's Office
SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A CONTRACT
WITH ORIGAMI RISK LLC FOR A RISK MANAGEMENT
INFORMATION SYSTEM (RMIS) FOR UP TO FIVE YEARS FOR AN
AMOUNT NOT TO EXCEED $591,760I
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RECOMMENDATION:
It is recommended that the City Council:
1. Find that the proposed action in the agenda report is exempt from CEQA per section 15061(b)(3), the "Common Sense" exemption that CEQA only applies to projects that may have an effect on the environment;
2. Authorize the City Manager to enter into a contract without competitive bidding pursuant to City Charter Section 1002(F), contracts for professional or unique services, with Origami Risk LLC for a Risk Management Information System (RMIS) in an amount not-to-exceed $591,760, which includes a three-year base contract amount of $300,363, and the option for two additional one-year extensions in the cumulative amount of $237,601, and a 10% contingency of $53,796 to provide for any necessary change orders; and
3. Grant the proposed contract an exemption from the Competitive Selection process pursuant to Pasadena Municipal Code Section 4.08.049(B) contracts for which the City's best interests are served.
BACKGROUND:
On November 16, 2020, the City Council approved a five-year contract with Origami Risk LLC (Origami) for a Risk Management Information System (RMIS). This contract was awarded through a competitive selection process. Origami is a cloud-based enterprise risk management software platform that includes integrated modules for various risk management functions, including liability claims management, safety incident and injury reporting, and occupational health exposure tracking. Through Origami, Risk I
MEETING OF.01/26/2026AGENDA ITEM NO.3
Approval of a contract with Origami Risk LLC
January 26, 2026
Management staff have direct access to ISO Claim Search, a liability claims database for fraud detection. Origami also provides features and functionalities to ensure the City is compliant with the Center for Medicare and Medicaid Services (CMS) Section 111 mandatory reporting. Origami is a recognized leader in leveraging cutting-edge technology, providing modern, scalable, and secure risk management solutions that align with the City's long-term technology strategy.
Following execution of a contract with Origami in February 2021, Risk Management staff engaged City departments to obtain input and buy-in as the system was designed and configured to integrate seamlessly into the City's unique operational workflows and processes. The result of this effort culminated in the successful launch of the system in March of 2022. Since its implementation in 2022, Origami has become an integral resource for Risk Management, enhancing the City's risk related business intelligence through advanced real-time reporting and analytics that support staff's ability to quickly identify and respond to emerging trends to implement risk mitigation measures designed to reduce the City's exposure to liability. Origami's use has since extended beyond its original scope to serve as the learning management system for the Public Health Department and the Fire Department's communicable disease exposure tracking database.
Replacing Origami at this relatively early stage of its life cycle would result in substantial disruption to business operations, loss of productivity and business intelligence, and additional costs related to staff training and the implementation of a new software platform. Given the investment in time and resources devoted to configuration, testing, implementation of Origami, the extensive training to ensure effective and efficient use of the system across departments, and the substantial value it has added to the City's risk management efforts, staff believes it is in the best interest of the City to forgo competitive bidding and enter into a new three-year base contract with Origami Risk, LLC, with optional fourth and fifth year extensions. The amount of the recommended contract is not to exceed $591,760, inclusive of the optional years and a 10% contingency for any necessary enhancements deemed appropriate through the duration of the contract.
Staff has secured fair and reasonable terms for the recommended contract. The renewal rate for year one of the recommended contract represents a 7% increase over the final year of the existing contract, followed by no increases the second and third years of the recommended contract. The optional fourth year of the recommended contract includes a 16% increase followed by an additional 6% increase in the fifth and final optional year.
ENVIRONMENTAL ANALYSIS
This contract is exempt from CEQA per section 15061 (b) (3), the General Rule. The General Rule can be applied when it can be seen with certainty that the activity will not have a significant effect on the environment. The proposed action will not result in any new development or physical changes.
Approval of a contract with Origami Risk LLC
January 26, 2026
COUNCIL POLICY CONSIDERATION:
The proposed action advances the City's commitment to employee safety and prudent risk management practices and supports the City Council's strategic objectives of maintaining fiscal stability and responsibility.
FISCAL IMPACT:
The total cost of the recommended action will not exceed $591,760. Funding for the recommended action is included in 50711064 (Liability Fund) and 50611063 (Workers Compensation and Safety Fund).
Respectfully submitted,
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LEX SOUTi9/ALEX
Deputy City Manager
Approved by:
MIGUEL MARQUEZ
City Manager
Attachments:
Taxpayer Protection Amendment