Exhibit A Statement of Services with Exigis, LLC EXHIBIT A
Statement of Services
This Statement of Services ("SOS") effective June 2018 ("Effective Date") by and between Exigis,
LLC., a New York Limited Liability Company of 12 East 46th Street, 6E, New York, NY 10017 ("Exigis")
and the City of Miami Beach, FL ("the City") located at 1700 Convention Center Drive Miami Beach, FL
33139("Customer"), pursuant to the Master Customer Agreement (the "Agreement")dated June
2018. The initial term of Services of this SOS shall be for a period of three (3) years commencing on the
Effective Date. This Agreement may be renewed for two successive one (1) year terms (each, a
"Renewal Term") by mutual written agreement of the parties hereto.
PROJECT OVERVIEW
Exigis will provide Customer with RiskWorks and the rm.Compliance and rm.Reports Application
Modules(the "Software") and perform annual services in support thereof(the"Services").
Exigis will configure Software for the administration of third party insurance compliance activities
including: processing of incoming insurance certificates and additional insured endorsements,
extracting of relevant data fields; scoring of data, routing of compliance status and results to Vendor and
Customer designee;tracking of pending document expirations; and maintaining of a consolidated, real-
time electronic archive of Vendor account information, insurance documentation of data, and
activities.
Exigis will use Software to: distribute process communications (including: insurance information
requests, reminders, notices, renewal requests, etc.); create and maintain Vendor account profiles;
receive and process Standard Insurance Documents; perform data extraction of pertinent insurance
information; evaluate compliance of insurance information with contractually mandated minimums
and; maintain a searchable and readily accessible archive of insurance records, related documentation
and Vendor account information.
Customer will use Software to: create and maintain Vendor account profiles; monitor compliance
status, progress, and activity; access Vendor account information; view Vendor compliance, access
certificates of insurance and endorsements, and process communications; review and respond to
exceptions (i.e. waive, reject, return for further revision, etc.); and search activity history and account
archives.
Customer will use Software to: run template reports; create ad-hoc reports; and export and save data,
Vendor account details,and compliance information from Software to MS Excel or Adobe PDF.
SOFTWARE
Exigis will configure and deliver Software per the standard specifications and scope allocations defined in
accordance with this SOS and accompanying Business Requirements Document (the "Requirements
Document")
Exigis,0.C.Statement of Services("SO5")
City of Miami Beach,FL
06 April 2018 Page 2 of 11
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Configuration
1. Workflows
Standard Business Rules underpinning the execution of process events
a. New Vendor-Account/Insurance Registration
b. Document Processing-Intake and Evaluation of Insurance Documentation
c. Compliant Vendor- Validation of Insurance Compliance
d. Noncompliant Vendor-Identification of Unresolved Insurance Deficiency
e. Compliance Exception-Escalation and Waiver of Terminal Deficiency
f. Notice of Default-Unaccepted Terminal Deficiency
g. Certificate of Insurance-Renewal of on-File Document
2. Document Types
Standard Insurance Documents used to evaluate third party insurance and compliance with
specified contract minimums
a. Certificates of Insurance
• ACORD 25-Certificate of Liability Insurance
• ACORD 101-Additional Remarks
b. Payment and/or Performance Bonds
3. Product Lines
Standard Insurance Lines required of Vendors per specified ContractType
a. Commercial General Liability j. Fire Legal Liability
b. Business Automobile Liability k. Garage keepers
c. Umbrella/ Excess Liability I. Garage Liability
d. Workers' Compensation/ m. Installation Floater
Employer's Liability n. Liquor Liability
e. Professional Liability o. Pollution Coverage
f. Aircraft Chemical Liability p. Property Insurance
g. Builders Risk q. Protection and Indemnity
h. Crime Liability r. Watercraft Insurance
i. Employee Dishonesty Bond
4. Contract Types
Standard 'Risk Profiles' used to evaluate and measure third party compliance with specified
contractual insurance requirements,with Ad-Hoc Requirements and Waiver Feature.
a. Contract Type 1 i. Contract Type 9
b. Contract Type 2 j. Contract Type 10
c. Contract Type 3 k. Contract Type 11
d. Contract Type 4 I. Contract Type 12
e. Contract Type 5 m. Contract Type 13
f. Contract Type 6 n. Contract Type 14
g. Contract Type 7 o. Contract Type 15
h. Contract Type 8
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City of Miami Beach,FL
18 June 2018 Page 3 of 11
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5. Report Templates
Standard System Report Templates preconfigured and available via rm.Reports, with Ad-Hoc
Reporting feature
h. Unmatched Certificates
a. Active Vendor Account Report
b. Vendor Renewal Report Report
c. Non-compliant Vendor Report i. Inaccurate Contact
d. Compliance Summary Report Information Report
j. Month End Compliance
e. Expiring Policy Report(30, 60, Executive Summary Report
and 90 Days)
Unt
f. Expired Policy Report k. Organizational port
g. Terminal (Nonresponsive) Comparison Report
Vendor Report
User Access
Users shall refer to those authorized individuals in the employ of Customer including employees, agents,
and representatives.The following User Licenses and Access allocations are included in this SOS:
1. Users: Unlimited
SERVICES
Account Compliance Evaluations
The scope of Services included in this SOS provides for the request, follow-up, processing, evaluating,
and maintaining of third party insurance documents, contemplates the performance of up to 1,200
Active Third-Party Compliance Evaluations, per annum.
If during the Term of Services Customer requires Consultant to expand the scope of services and
perform additional Insurance Compliance Evaluations in excess of the annual base allocation of 1,200
additional project fees will be calculated and assessed at the following fixed rate:
• $25.00 per Account Compliance Evaluation, in excess of 1,200 assessed annually.
Messaging and Communications
Exigis will perform standardized recurring communication 'campaigns' targetingVendors and Brokers for
the purposes of obtaining the submission of required insurance documentation (including renewal
information) or resolving any identified insurance deficiencies.
The following annual messaging allocations are included in this SOS:
Format and Description Unit Allocation
Email - Electronic Messages Generated by RiskWorks Per Compliance Up to thirteen (13)
to Vendors Evaluation Emails per annum
Phone Call — Scheduled Outbound Calls to Vendors Per Compliance Up to one (1)
and/or Broker to request Insurance Documents Evaluation
Outbound Call per
annum
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City of Miami Beach, FL
18lune 2018 Page 4of11
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Standard Communication Plan
The below table outlines annual communications included in this SOS. Plan components, messaging
format, and distribution sequence may be revised and refined in the Requirements Document per specific
Customer requirements and/or preferences.
Step Description Timing Format
Process Introduction
Si business day from Software
Welcome Notice to Vendor-Submit launch or registration of new Email
# 1 Insurance Information
Vendor
Broker Contact Information Request
Notification to Vendor—Submit
#2 Insurance Information Once new Vendor record is created Email
200 Notification to Vendor-Submit +5 days after issuance of a Email
#3 Insurance Information notification pursuant to step#2
3rd Notification to Vendor-Submit +5 days after issuance of a Email
#4 Insurance Information notification pursuant to step#3
Request for Insurance Documents
Notification to Broker—Provide Once Broker Contact Information is Email
#5 insurance Details(copy to Vendor) Received
200 Notification to Broker—Provide +5 days after issuance of a Email
#6 insurance Details(copy to Vendor) notification pursuant to step#5
3`d Notification to Broker—Provide +5 days after issuance of a Email
7 insurance Details(copy to Vendor) notification pursuant to step#6
Renewal Submission Request/Reminder
Notification to Broker/Vendor-
+30 days prior to coverage
Submit Renewal Insurance Documents Email
#8 expiration
[pre-expiration]
2n0 Renewal Reminder to
#9 Broker/Vendor-Submit Renewal Upon coverage expiration Email
Insurance Documents [expiration day]
#30 3m Notice to Broker/Vendor +5 days after issuance of#9 Email
[post-expiration] (copy to Customer)
Status Notification-Non-Compliant or Incomplete Submission
Notification to Vendor-Complete/Revise +0 business days from
#11 Insurance Documents Email
(copy to Customer) identification of deficiencies
2ntl Notification to Vendor- + 5 days after issuance of a Email
#12 Complete/Revise Insurance Documents
(copy to Customer) notification pursuant to step#11
3r° Notice to Vendor + 5 days after issuance of a Email
#13 (copy to Customer) notification pursuant to step#12
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City of Miami Beach, FL
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Training
Exigis will provide customized education and role-based training to Customer for the purposes of
acclimating Users to Software and role/task responsibilities.
The following table outlines training allocations included in this SOS:
Format and Description Parameters Allocation
•
Web-Segmented Application and 60 Minute Web Session Up to five (5)Web Sessions
Role Specific Webinar Session
In supplement to the above training, as part of the Standard Implementation Services, Exigis will publish
and distribute an Illustrated 'User Guide'for the Customer's Internal Users.
User Support
Exigis will provide multichannel support available to Customer and third-party Vendors and Insurance
Brokers.
The following channels and annual support allocations are included in this SOS:
Service Parameters Allocation
Telephone - Live phone support Business Hours Monday 8:00 am to 8:00 pm EST
by Customer Support through Friday Monday to Friday
Web-to-Case - Email to submit Business Hours Monday 8:00 am to 8:00 pm EST
inquiries directly to Support Desk through Friday Monday to Friday
Live Chat - Web chat with 'live' Business Hours Monday 8:00 am to 8:00 pm EST
access to Customer Support through Friday Monday to Friday
RESOURCES AND FEES
The tables below outline services and resource allocations for the project as defined in this SOS. Exigis
anticipates that the effort hours and resource allocations will be sufficient to perform the services outlined
in this SOS.
Onetime Project Services
The table below outlines resource and effort estimates for the Onetime Setup and Configuration Services
outlined in this SOS.
Service Category Activity Description
1. Project Management- Implementation and Deployment
2. Current State and Process Analysis
Implementation Services 3. Communication Management-Development of Custom
Project Management Messaging Templates
4. Formalization of Business Requirements
5. Provide Web-Based Training Sessions for
Customer's Internal Users
6. Create and Distribute Illustrated 'User Guide'
Exigis,LLC.statement of Services{ S05")
City of Miami Beach,FL
18 June 2018 Page 6 of 11
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1. Setup of System and Application Modules
Technical Services 2. Configuration of Organizational Hierarchy,Coverage
Configuration and Data Forms, Contract Templates, Process Workflows, and
Business Rules
Conversion 3. Import of Internal Records- User Contacts
4. Import of External Records-Active Vendor Account
Information(e.g. Name,Address,Contact Person, Email,
Phone Number,Contract Type,and Contract
Inception/Expiration Dates)
5. Quality Assurance-Performance of Customer
Acceptance Test
Annual Project Services
The table below outlines resources and effort estimates for the Annually Recurring Contract Services
outlined in this SOS.
Service Category Activity Description
1. Designate a Primary Point of Contact to respond to
Account Services Telephone,Voicemail and Email Inquiries from Customer
Project Management 2. Provide Ongoing Project Management, Communications and
Process Optimization Services
1. Perform Support Services for Customer,Vendors,and
Insurance Broker Users via the Following Channels:
Support Services a. Web-to-Case-Dedicated Email Support Queue
End User Support b. Live Chat—Web Chat Support
c. Telephone- Toll Free Phone Support
1. Manage and Execute Ongoing Vendor Communication Services:
a. Distribute Communications to Vendors and/or
Support Services Insurance Brokers
Vendor Communications 2. Perform Scheduled Outbound Phone Calls to Vendors in Non-
Compliance in Accordance with Messaging and Communication
Requirements
3. Document all Vendor Correspondence(both written and verbal)
within the RiskWorks application
Support Services 1. Process and Image Certificates of Insurances and Insurance
Document Processing Related Documents
2. Upload Digitized Certificates of Insurance and Insurance
Related Documents into RiskWorks
3. Evaluate compliance of insurance information against
the Customer's contractually mandated minimums
1. Conduct Periodic Maintenance of System and Software -Data
and Web Services, Firewalls, and System (and Web)Interfaces
Technical Services 2. Monitor and Conduct Regular Audits of Security and
Maintenance Operational Integrity
3. Apply Data Security and Software Updates
ONETIME AND ANNUAL PROJECT FEES
Exigis,LLC.Statement of services("SOS")
City of Miami Beach, FL
18 June 2018 Page]of 11
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The table below outlines fees related to the Onetime Setup and Annual Recurring Project Services
described herein, including: project setup, software configuration, training, support, presentment
maintenance, licensing,document processing, project management,etc.
Base Onetime Configuration and Implementation Fee
The table below summarizes Onetime Project Fees for the proposed Setup and Configuration.
Category Fee
Standard Project Setup and Configuration $11,800.00
Total Estimated Onetime Setup and Configuration Fee: $11,800.00
Optional Ancillary Onetime Services
The table below summarizes ancillary services available at the City's discretion during the Onetime
Configuration and Project Implementation Phase.
Category i, Quantity Unit Cost Fees
Manual Data Entry and Review of Certificates of 1,000 $4.25 $ 4,250.00
Insurance during Implementation
Total Estimated Ancillary Fees: $4,250.00
Base Annual Software and Services Fee
The table below summarizes Annual Project Fees for proposed Software and Project Services.
Category Fee
Base Annual Software and Services Fee $ 29,100.00
Total Estimated Annual Fee: $29,100.00
Fee Schedule and Payment Instructions
Base Onetime Configuration and Implementation Fee shall be invoiced and due in two (2) equal
installments with the first payment due upon execution of the SOS and the balance due upon
Customer Acceptance of Software.
Optional Ancillary Onetime Service Fees shall be invoiced and due upon delivery of services.
Base Annual Software and Service Project Fee shall be invoiced and due monthly (on the first of
each month) commencing on execution of SOS at the following rate:
• Base Monthly Fee:$2,425.00
Exigis.LLC.Statement of services('SOS")
City of Miami Beach, FL
18 June 2018 Page 8 of 11
Version:7.00
CPI Adjustment
Prices will be held firm during the initial three (3) year term of the agreement. During each
Renewal Term, if applicable, the City may consider prices increases not to increase the applicable
Bureau of Labor Statistics (www.bls.gov) CPI-U index or 3%, whichever is less. The City may also
consider increases based on mandated Living Wage increases. In considering cost escalation due to
Living Wage increases, the City will only consider the direct costs related to Living Wage increases,
exclusive of overhead, profit or any other related cost.
Remittance Instructions
• For payments via wire transfer:
Federal Employer ID: 31-1813780
Bank Name: Citibank, N.A.
Bank Address: 1155 Avenue of the Americas, New York, NY 10036
Account Name: Exigis Limited Liability Company
Account Number: 05386352
Routing Number: 021000089
Swift Code: CITIUS33
• For payments via check:
Exigis, LLC.
Attn:Accounts Receivable
12 East 46th Street,6E
New York, NY 10017
Change Requests
The project fees set out in this SOS are based on the defined scope of services and effort hours
allocated for each service category. The fees set out and agreed upon in this SOS are subject to
change only if the scope of project services is amended or exceeds the annual allocations described in
this SOS. If Customer requests amendments to the scope of services or if additional project resources
or effort hours are required, additional project fees will apply and be calculated in accordance with
the schedule of hourly rates set forth below. Out of scope change requests shall be documented,
agreed upon by the Parties and memorialized in an addendum to this SOS. Exigis shall not perform
out of scope services without Customer's prior written approval. Fees resulting from out of scope
services shall be invoiced and payable upon execution of the expanded services addendum.
Schedule of Hourly Rates
The table below outlines the hourly service rates for Exigis services through 2019. Fees for out of scope
services performed under this SOS shall be calculated on a time (per hour) and expense basis per
applicable 'Service Class' and 'Function' pursuant to the below Schedule of Hourly Rates. All out of
scope service requests shall be approved by Customer prior to the commencement of work by Exigis.
Service Class Function Hourly Rate
Consulting Consultant I $ 105.00
Consultant II $ 135.00
Consultant III $ 175.00
Director $ 210.00
Vice President $ 265.00
Exigis,LLC.statement of services l"SOs")
City of Miami Beach,FL
18 June 2018 Page 9 of 11
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Partner $ 315.00
Implementation Analyst I $ 115.00
Analyst II $ 155.00
Analyst III $ 200.00
Director $ 210.00
Vice President $ 265.00
Partner $ 315.00
Engineering Engineer I $ 130.00
Engineer II $ 165.00
Engineer Ill $ 215.00
Director $ 210.00
Vice President $ 265.00
Partner $ 315.00
Support Representative I $ 55.00
Representative II $ 70.00
Representative III $ 90.00
Director $ 210.00
Vice President $ 265.00
Partner $ 315.00
PROJECT CONTACTS
The following individuals have been designated as primary project contacts for the term of this SOS:
City of Miami Beach, FL
Role Designated Contact
Primary Project Contact: Sonia Bridges
Division Director, Risk& Benefits
Human Resources Department
1700 Convention Center Drive
Miami Beach, FL 33139
Phone: 305-673-7000,ext. 6515
Email:soniabridges@miamibeachfl.gov
Secondary Project Contact: Andrew Bejel
Risk& Benefits Analyst
Human Resources Department
1700 Convention Center Drive
Miami Beach,FL 33139
Phone: 305-673-7000, ext. 6723
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City of Miami Beach, FL
18 June 2018 Page 10 of 11
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Exigis, LLC.
Role Designated Contact
Primary Implementations Contact: Olga Moskatova
Project Implementation Services Manager, Implementations
12 East 46th Street,6E
New York, NY 10017
Phone:(646)762-1524
Email:Olga.Moskatova@exigis.com
Senior Fulfillment Contact: Robert Rodriguez
Project and Fulfillment Services Partner and Director of Operations
38975 Sky Canyon Drive
Murrieta,CA 92563
Phone: (800) 928-1963 (ext.2219)
Email: robert.rodriguez@exigis.com
Senior Accounts Contact: Jasmine Winters
Contracts and Accounts Business Development and Accounts
38975 Sky Canyon Drive
Murrieta,CA 92563
Phone:(646)762-1543
Email:jasmine.winters@exigis.com
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City of Miami Beath,FL
18 June 2018 Page 11 of 11
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[Signature page to follow]
Exigis,LLC.Statement of Servicesr'SOS )
City of Miami Beach,FL
Page 11 of 11
SIGNATURES
Each Party represents andwarrants that on this date they understand and agree to the terms and
conditions of this SOS and are duly authorized to bind their respective principals by their signatures.
City of iami Beac , FL 1
By: Imi�:►.I� olurongO'. 2o16-30451
Name /, 1 /rales
Title e•ity Manager
June J 2018
Exigis, LLC.
By / !1
Robert Rodriguez, Partner
Chief Operating Officer
C9- true- 1 2018
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
2City paorney Data
TESTBE�a
"
AT "'b
R1(uol r.00aa,city cinkZ' a — 1�E
'..INOO�P ORATED:
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Exigis,LLC.Statement of Services r'Sov'l
City of Miami Beach.FL