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Attachment A Resolution Commission Items and Commission Memorandum ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM MI AM I B EACH REQUEST FOR CITY MANAGER APPROVAL PROCUREMENT DEPARTMENT Requested Action Piggyback Approval Award of ITQ Contract Execution Request for Contract Term Renewal Change Order Approval X Other SELECTION OF FINAL PROPOSER DEEMED TO OFFER THE BEST OVERALL TERMS AND SERVICE TO THE CITY, PURSUANT TO INVITATION TO NEGOTIATE(ITN)NO.2018-003-JC, FOR INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES Why is requested action necessary? On March 7, 2018, the City Commission, through Resolution No. 2018-30244, approved the recommendation of the City Manager, pursuant to Invitation to Negotiate (ITN) No. 2017-003-JC, for Insurance Certificate Tracking System and Related Services, authorizing the Administration to enter into simultaneous negotiations with Exigis, LLC, as the top ranked proposer, and Compliance Hub, as the second highest ranked proposer. Additionally,the resolution authorized the City Manager to select the final proposer deemed by the City Manager to offer the best overall terms and service to the City, and further authorized the Mayor and City Clerk to execute an agreement with the final selected proposer, upon successful negotiations by the Administration. Accordingly, on March 9, 2018, the first of two negotiation meetings was conducted with Exigis, LLC, and Compliance Hub. During this meeting, both proposers were asked to address questions related to the following three (3) negotiation areas: 1) scope of services, 2) project implementation timeline, and 3) cost of services. The Administration requested that both proposers further refine these(3)areas and provide a revised final proposal accordingly. On March 21, 2018,the Administration conducted the second negotiation meeting with Exigis, LLC, and Compliance Hub to review their final proposal offers,respectively. As a result of the second meeting, and following further due diligence, the Administration determined that Exigis, LLC, provided the City the best overall proposal when the following areas are considered: 1) scope of services, 2) project implementation timeline, 3) cost of services, and 4) capacity to engage the City's workload. Specifically, the scope of services proposed by Exigis, LLC, meets and exceeds the City's scope requirements, and provides a more robust technical and support solution to the City's insurance tracking needs, including a team dedicated to managing the City's account. Additionally, the project implementation timeline, as proposed by Exigis, LLC, is a 5-week implementation, from Phase I: Project Kickoff to Phase 5: Deployment. Whereas, the project implementation timeline, as proposed by Compliance Hub, is approximately 8 weeks. Further, the Administration determined that Compliance Hub did not possess the internal support capacity to satisfactorily engage the City's increasing volume of compliance evaluations. The annual fee proposed by Exigis, LLC, is $29,100. While the proposed annual fee by Exigis, LLC is approximately $8,000 more than the previous provider, the Administration believes that the City will receive an immediate and sustained increase in the level of services and support delivered currently lacking. More specifically, with the services provided by Exigis, LLC, the Administration will improve its process in maintaining vendor insurance certificates current and up to date while also improving the communications to the user departments of the vendors that are deficient with the contract requirements. Additionally, the City will reduce the amount of time, on average, that it takes to review and approve certificate of insurances with current contract requirements thus reducing down time and improving efficiency. Moreover, the client references provided by Exigis, LLC were found to be superior to that of Compliance Hub. Current clients of Exigis, LLC include the following: City&County of San Francisco, The Port Authority of New York and New Jersey, San Bemardino County (CA), New York City Housing Authority, IBM, Johnson Controls, and Pfizer. Overall, the Administration believes that the services provided by Exigis, LLC will streamline the delivery of goods and services to City residents while reducing the inherit risk of outsourcing services to contractors. Finally, Exigis, LLC will add additional capabilities such as maintaining Payment and Performance bonds that are a requirement of construction contracts in excess value of$200,000 and a contract requirement for several services such as the trolley routes and landscaping services. Therefore, staff recommends that the City Manager award and execute a contract with Exigis, LLC, as the best overall proposer meeting all terms and service, with respect ITN No. 2017-003-JC, for Insurance Certificate Tracking System and Related Services. Previous Action(s) NIA Authority Resolution No.2018-30244 Fiscal Impact Term Initial three 3 ears,with two 2 additional 1 one ear renewals. Attachments • Agreement with Exigis,LLC • Resolution No. 2018-30244 • Approval Dept.Head:r n / `!o •' .� _ Date: D Date: MIN Date: I e , tine RESOLUTION NO, 2018-30244 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO INVITATION TO NEGOTIATE(ITN)NO.2018- 003-JC,FOR INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES, AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS,WITH EXIGIS, LLC,AS THE TOP RANKED PROPOSER, AND COMPLIANCE HUB, AS THE SECOND HIGHEST RANKED PROPOSER; FURTHER, AUTHORIZE THE CITY MANAGER TO SELECT THE FINAL PROPOSER DEEMED BY THE CITY MANAGER TO OFFER THE BEST OVERALL TERMS AND SERVICE TO THE CITY; AND FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH THE FINAL SELECTED PROPOSER, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the Human Resources Department • Risk Management Office requires a certificate of insurance tracking system for contractors, firms or individuals doing business with the City to ensure they carry and maintain the appropriate levels of insurance as determined by the City; and WHEREAS,the Palm Beach County Contract No. 13-100-MW,for certificate of insurance tracking system was competitively bid and awarded to Insurance Tracking Services, Inc.; and WHEREAS, on or about May 21, 2014, pursuant to Section 2-369 of the City Code, the City Manager approved the award of a"piggyback"contract,for the City to utilize the competitively solicited Palm Beach County Contract No. 13-100-MW, for a certificate of insurance tracking system; and WHEREAS, in preparation for the future expiration of Palm Beach County Contract No. 13-100-MW, the Administration prepared Invitation to Negotiate (ITN) 2018-003-JC, as a replacement option; and WHEREAS, on December 13; 2017, the City Commission approved the issuance of Invitation to Negotiate (ITN) No. 2018-003-JC, for Insurance Certificate Tracking System and Related Services; and WHEREAS, on December 18, 2017, the ITN was issued; and WHEREAS, a non-mandatory pre-proposal conference to provide information to the proposers submitting a response was held on January 10, 2018; and WHEREAS, ITN responses were due and received on February 9, 2018; and WHEREAS, the City received a total of five (5) proposals from the following proposers: American Management Control Systems; Compliance Hub; Exigis, LW; Insurance Tracking Services, Inc; and JDI Data Corporation; and WHEREAS, Procurement performed due diligence and determined that the proposals received from American Management Control Systems, and JDI Data Corporation,failed to meet the Minimum Eligibility Requirements of the ITN (Appendix C (pg. 25), and Insurance Tracking Services, Inc, and failed to include the fully completed and executed Proposal Certification, Questionnaire & Requirements Affidavit Certification Form (Appendix A(pg. 22), as stated in the ITN, and, accordingly, each of the foregoing proposers was deemed non-responsive; and WHEREAS, on February 18, 2018, via LTC # 067-2018, the City Manager appointed the Evaluation Committee (the "Evaluation Committee"), which convened on February 28, 2018, to consider the proposals submitted; and WHEREAS, the Evaluation Committee's process resulted in Exigis, LLC, as the top- ranked proposer, and Compliance Hub, as the second-ranked proposer, and WHEREAS, after reviewing the qualifications of each firm, and having considered the Evaluation Committee's comments and rankings,the City Manager has recommended that that the Mayor and City Commission authorize the Administration to enter into simultaneous negotiations with Exigis, LLC, as the top ranked proposer, and Compliance Hub, as the second highest ranked proposer; and, WHEREAS, the City's current contractor is in default of its contractual obligations to the City, making it more difficult for the City to administer its insurance program and proactively identify lapses in vendor insurance policies, thereby creating the potential for gaps in insurance and increasing the risk of liability to the City; and WHEREAS, in view of the circumstances, it is imperative that a replacement contract be awarded as quickly as possible to mitigate risks and limit the City's exposure; and WHEREAS, pursuant to Section 2.371(a)(2) of the City Code, bidders are afforded the opportunity to file a protest concerning the City Manager's award recommendation, for up to two (2) days following the release of the notice of the City Manager's written recommendation to the City Commission for award of the bid in question; and WHEREAS, notwithstanding the above, in view of the unforeseen circumstances relating to the default of the current provider's contractual obligations, the City Manager finds that, pursuant to Section 2-371(h) of the City Code, the award of the ITN "must be made without delay, in order to protect the substantial interests of the City." NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, accept the recommendation of the City Manager pursuant to of Invitation to Negotiate (ITN) No. 2018-003-JC, for Insurance Certificate Tracking System and Related Services, and authorize the Administration to enter into simultaneous negotiations, with Exigis, LLC, as the top ranked proposer, and Compliance Hub, as the second highest ranked proposer; further, authorize the City Manager to select the final proposer deemed by the City Manager to offer the best overall terms and service to the City; and further authorize the Mayor and City Clerk to execute an agreement with the final selected proposer, upon conclusion of successful negotiations by the Administration. PASSED AND ADOPTED this 7 day of /7#0"Cit 2018. ATTEST: 7.74c] /J 4 Dan Gelber, Mayor Rafael ranado, Ity Clerk b. E :.!�- APPROVED AS TO • 1 FORM&LANGUAGE &FOR EXECUTION 'L`' ,.' �° ' G Attorney Pats 'w,� CH • Resolutions-R7 1 MIAMI BEACH • COMMISSION MEMORANDUM • TO: Honorable Mayor and Members of the City Commission • FROM: Jimmy L. Morales, City Manager DATE: March 7, 2018 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO INVITATION TO NEGOTIATE (ITN) NO. 2018-003-JC, FOR INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES, AND AUTHORIZING THE ADMINISTRATION TO ENTER INTO SIMULTANEOUS NEGOTIATIONS, WITH EXIGIS, LLC,AS THE TOP RANKED PROPOSER, AND COMPLIANCE HUB, AS THE SECOND HIGHEST RANKED PROPOSER FURTHER, AUTHORIZE THE CITY MANAGER TO SELECT THE FINAL PROPOSER DEEMED BY THE CITY MANAGER TO OFFER THE BEST OVERALL TERMS AND SERVICE TO THE CITY; AND FURTHER AUTHORIZE THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH THE FINAL SELECTED PROPOSER, UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. RECOMMENDATION Adapt the Resolution. ANALYSIS It is standard operating procedures to require vendors, contractors and others conducting business with the City to provide insurance coverage with Units, terms and conditions that reduce the City's eyrie ire to financial loss and sometimes costly litigation for work performed. The process of tracking certificates of insurance for compliance with contract requirements is a cumbersome,time consuming,but necessary task that ultimatery transfers risk away from the City. • The City has over 1500 agreements(contracts,purchase orders,permits,and leases),most having insurance requirements that are applicable to the type of goods and services provided through the agreement The Procurement Department works closely with Risk Management in a continuing effort to maintain vendor/contractor compliance on existing contracts. The Administration Is seeking the most efficient and effective methodology to perform certificate of Insurance tradting. Rather than add additional staffing to perform this necessary work,as many agencies do.The Administration believes greater efficiencies can be gained by contracting these services to industry experts In the field of insurance compliance. Currently the City had been utllmng a piggybacked contract, awarded by Palm Beach County (Contract 13-100- MW), to Insurance Tracking SeMces, Inc.('ITSI').However, RSI has defaulted on Its contractual obligations(See Attachment ' A).As a result,the Adninistratlon Is seeking to expeditiously secure a replacement agreement, pursuant to the ITN,in order to continue providing nese pretest seMces to the City ITN PROCFS On Decanter 13, 2017, the City Commission approved the issuance of Invitation to Negotiate (ITN) No. 2018-003-JC, for • Insurance Certificate Tracking System and Related Services. On December 18,2017, the ITN was issued.A mandatory pre- proposal conference to provide Infomratlan to the proposers submitting a response was held on January 10, 2011 ITN responses were due and received on February 9, 2018. The City received a total of live (5) proposals. The City received proposals from the following proposers: American Management Control Systems, Conptlance Hub, E9gis, LLC, Insurance Tracking Services, Inc, and JDI Data Corporation. During the course of Procurement's responsiveness assessment II was detemined that the following three (3) proposers, American Management Control Systems, JDI Data Corporation. and Insurance Tracking Services, Inc,failed to root either the ITN's minimum requirements or neglected to submit a fully executed • proposal as required. The Evaluation Committee appointed by the City Manager, pursuant to LTC#087-2018, convened on February 28, 2018 to • consider the two(2)responsive proposals received from Conpliance Hub and E4gis, LLC. The Committee was comprised of Andrew Belel, Risk 8 Benefits Analyst, Risk Management City of Miani Beady, Georgette Daniels, Financial Analyst III, • Emergency Management. City of Miami Beach;and,Alan Gonzalez Contracts Compliance Officer,Procurement,City of Miami Beath. 1 • The Committee was provided an oveMew of the project, intonation relative to the City's Cone of Silence Ordinance and time Government In the Sunshine Law.The Conrittee was also provided with general information on the scope of services and a copy of each proposal. The Comnttee was Instructed to score and rank each proposal pursuant to the evaluation alienia established In the RN.The ITN required that the Comrdttee score and rank proposers in the following areas:1)experience and qualifications 2)scope of services and 3)approach and methodology. genre,for Oi!aliacauons and Anomer y The following table indicates the results of the Committee's scoring of 1)experience and qualifications 2)scope of seMcos and 3)approach and methodology. "rL 11.-v't < ez ills x 1 nyl II matte- Ills [ys asn 1 aero 1 aH , m. s 4 Compliance Hutt According to the proposal, Compliance Hub has been providing insurance certificate tracking certificate management services for public and private agencies since 2010. Compliance Hub designed a cloud-based tracking solution, going live in 2011 to support the Pasadena Unified School District(PUSD). Since that time, Compliance Hub has continued to support private and public agencies in their certificate canpflance efforts included the following clients, City of South Gate, San Jose Water Company,County of Kern,California,and Southern California Gas Company. PxInts LLQ According to their proposal, Edgis, LLC,carbines over 15 yeas'experience providing enterprise solutions to over 120 public and private sector agencies and organizations. Erdgis has developed a risk management automaton system,called RiskWorks. This full-service certificate management system leverages proprietary web-based autorretion to fulfill the needs of RSI diverse clientele. edgis provides certificate management services to large and small public and private sector clients, including the following, City and County of San Francisco(CCSF),CSAC Excess Insurance Authority, IBM, Pfizer, MARS,San Bernardino County,The Port Authority of New York and New Jersey,and Miarri-Dade Public Schools. SONC LU SIGN As previously noted, the City requires that most contractors, firrrs or individuals doing business with the City carry the appropriate levels of insurance as determined by the Risk Management Office, including (but not tinted to) all contractors performing work for the City, those leasing City properties, beach concessionaires, valet parking firms, business tax receipt (BTR)applicants, and those utilizing City facilities for events.Requiring and monitoring compliance with Insurance requirements mitigates risk and reduces the City's exposure in all operational areas of the City.An online insurance tracidng and compliance system expedites compliance with Insurance requirements and provides efficiencies in the monitoring process. The City, until very recently,had contracted Insurance Tracking Services,Inc.('RSP)for the online tracking services. Unfortunately, IT SI has defaulted on its contractual obligations,which subsequently resulted In is contract having to be laminated(See Attachment A). Therefore,it Is imperative that a replacement contract be awarded as quIcldy as possible to mitigate risks. I have reviewed all submissions and the results of the evaluation process.In doing so,I note that the Evaluation Committee has unaninni rely ranked Edgis, LLC as the top-ranked proposer,followed by the unanimous ranldng of the Compliance Hub as the second-ranked proposer. In considering the qualifications of both firms, I find that each the required experience to perform the services.Additionally,each firm has experience with public sector clients with needs similar to the City's.Therefore, I find that it Is In the City's best interest to negotiate with both firms to arrive at the agreement that provides the City with the best combination of quick implementation and cost effectiveness. Therefore, I recommend that the Mayor and City Commission approve the resolution authorizing the Adninistratlon to enter into simultaneous negotiations with Exigia, LLC, as the top ranked proposer, and Compliance Hub, as the second highest ranked , proposer.Additlonalty, given the firm sensitivities of these services,I recommend that the Mayor and City Commission authorize the City Manager to select and execute an agreement, upon review and approval of the City Attorney,with the Arm deemed by the City Manger to be In the best Interest of the City. Further, I find that pursuant to Section 2.371(h)of the City Code, the award oust be made without dray in order to protect the substantial interests of the city. KFYINTFNDFD OUTCOMES SUPPORTED • Strengthen Internal Controls To Achieve More Accountability FINANCIAL INFORMATION The cost of the related services,determined upon successful negotiations,are subject to kinds availability approved through the City's budgeting process. Grant funding will not be utilized for this project. 1'chiefly*Tracking Human Resources/Procurement ATTACHMFNTI.j Description o AttachmentA o Resolution MIAMIBEACH Ory of Miami Beach, 1700 Convention Comm Ctive,Miami Beach, FL 33139,www.mlomibecchfl.gov Jimmy L Morales,City Manage Tel:305-6717010,Fax 3058717782 March 2, 2018 Rick Lopez Sent Via Email and US Certified Mail Insurance Tracing Services, Inc. Return Receipt No.70151730000182944620 110 W. Ocean Blvd., Suite 602 Lang Beach, CA 90802 Email: rick.lopezCrD.instracklno.com Joseph Chaparo, Esq. Insurance Tracing Services, Inc. 400 Oceangate, Suite 450 Long Beach, CA 90802 Email:Joseoh.chaoaro(iilinstrakino.com RE: Notice of Expiration of Cure Period, Notice of Termination for Cause and Demand for Immediate Transfer of Data Vendor. Insurance Tracing Services, Inc. Owner City of Miami Beach, Florida Project: Web Based Certificate of Insurance Tracking Dear Mr. Lopez, Please be advised that the above referenced agreement is hereby terminated for cause due to Insurance Tracing Services, Inc.'s (9TSP) failure to cure or commence a cure as outlined in the City's Notice of Termination for Cause and Demand for Transfer of Data. Based on ITSI's response to the City's above referenced notice, dated February 23, 2018, it is clear that ITSI has no Intention of commencing a cure or otherwise rectifying its breaches and defaults of the agreement. BSI's assertions In Its letter also demonstrate that RSI Is both factually and procedurally wrongful in its attempt at terminating the agreement with the City. ITSI's defaults under the agreement and its failure to immediately turn over the City's data is continuing to expose the City to damages and liabilities,which is amplified every day that the City does not have access to the Certificates of Insurance that ITSI Is withholding. Be advised that RSI remains obligated to: protect, defend, reimburse, indemnify and hold [the City) ... harmless from and against any and all claims, liability, loss, expense, cost, damages, or causes of action of every kind or character, Including attorneys fees and costs ...arising during and as a result of their performance of the terms of this Contract or due to the acts or omissions of Contractor. (Article 14— Indemnification). Page 1409 of 1608 1. Based on the foregoing, the City Is currently exploring all available options, both administratively and legally, to avail itself of any and all rights and remedies that may be available to the City at law and in equity based on ITSI's defaults and termination for cause of this agreement. The foregoing notice Is without waiver of the City's rights to take action with respect to any other violation or default of the agreement not specified herein. Should you have any questions or need additional information, please contact Allan Gonzalez at 305.673.7490 or allancionzafezCa)miamibeachfl.cov. PLEASE GOVERN YOURSELF ACCORDINGLY. Sin erely, Jim y L. Morales City Aanager Cc: Rick Lopez,Insurance Tracking Services,Inc,9507 S.Santa Monica Blvd.,Suite 205,Beverly Hills,CA 90210 Alex Denis, Director Of Procurement(Via Email Only) Rafael Paz, First Assistant City Attorney(Via Email Only) Jason Jacobson.Assistant City Attorney II(Via Email Only) Allan Gonzalez,Procurement Contracting Analysis II(Via Email Only) • Page 1410 of 1608 2 ATTACHMENT B INVITATION TO NEGOTIATE (ITN) AND ADDENDUMS MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139, www.miamibeachfl.gov PROCUREMENT DEPARTMENT Tel: 305-873-7490. • ADDENDUM NO. 3 INVITATION TO NEGOTIATE (ITN) 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES January 25, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. REVISED ATTACHMENT. Exhibit A: Insurance Requirements II. MODIFICATIONS. Cl. Minimum Eligibility Requirements: The minimum eligibility requirements contained a scriveners error that shall be corrected as follows: !, 1, Proposer (defined as the Firm) shall have provided, for at least one two (2) years from the date of issuance of this ITN, similar services as described herein to at least two (2) public sector agencies. III. ANSWERS TO QUESTIONS RECEIVED. 01: Whether companies from outside the USA can apply for this? Al: Yes. Proposals submitted by firms from outside the United States are permitted. !, Q2: Whether we need to come over there for meetings? • 11 A2: Please refer to ITN Section C2, 2.14 and 2.16. On-site implementation planning, training, and related services are required by the City, as necessary. 1 ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES Q3: Can we perform the tasks (related to RFP)outside the USA? A3: The ITN does not stipulate from where services shall be performed. Q4: Can we submit the proposals via email? A4: No. Please refer to ITN Section 0300,#1 Sealed Responses. Q5: Adoxio Business Solutions USA Limited can deliver a solution that will meet the vast majority of the City's business requirements with lithe or no modification. However, Adoxio is not in a position to assign resources to the tasks of obtaining COls and/or bonds from City vendors or their insurers, or performing the data entry that would be necessary to track COls and bonds in the solution, or engaging subcontractors to perform these functions. We can configure the public-facing portal that is an integral part of our solution to enable the vendors and insurers themselves to submit scanned copies of their COls and to enter the data required to track these in the solution. Would the City be amenable to this alternative? AS: Please refer to the requirements stated within the ITN. The City will not amend said requirements at this time. Q6: Please clarify who will be responsible for migrating vendor data into compliance management system? A6: The awarded firm(s) will be responsible for migrating the City's vendor data. Q7: Appendix E insurance requirements - Certain coverages do not apply to our service (example Auto liability)? AMCS works for an office in Arkansas. I can put what insurance coverages we do have. For my line of work E&O coverage is the important one. A7: Auto liability is not a requirement of this ITN. Appendix E is attached to reflect this change. Q8: Does the City have a local preference policy? A8: No. Q9: You ask for projects. So what do you mean by project? A9: "Projects" shall be understood as work completed for other public sector agencies, which is similar in scope of services to the requirements of this ITN, including current or past contracts or engagements. 2 ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2018-003-JO INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadoemiamibeachfl.gov. Procurement Contact: Telephone: 1 Email Jason Crouch 305-673-7000, ext. 6694 1 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this Addendum as part of your ITN submission. Sin ly, AI-= De: '. Pr.. . -ment Director • 3 ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES Exhibit A Insurance Requirements .III 4 I ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2310-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES APPENDIX E MIAMIBEIACH Insurance Requirements ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 5 I ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2010-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1, Workers'Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000,00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 4. Professional Liability Insurance in an amount not less than $1000,000 with the deductible per claim, if any, not to exceed 10%of the limit of liability. 5. Excess Liability- $ .00 per occurrence to follow the primary coverages. XXX 6. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 7. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability $ - .00 _Fire Legal Liability $ .00 _Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 8. Thirty(30) days written cancellation notice required. • XXX 9. Best's guide rating B+:VI or better, latest edition. XXX 10. The certificate must state the proposal number and title The City of Miami Beach is self-insured.Any and all claim payments made from self•insurance are subject to the limits and provisions of Florida Statute 76828, the Florida Constitution, and any other applicable Statutes. 6 ADDENDUM NO.3 INVITATION TO NEGOTIATE(ITN)2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES MIAMIBEACH City of Miami Beach, 1755 Meridian Avenue, 3r° Floor, Miami Beach, Florida 33139, ww.v.miamibeachflgov PROCUREMENT DEPARTMENT Tel: 305-673-7490. ADDENDUM NO. 2 ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES January 19, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only(deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, February 9, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3r° Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelCranadona miamibeachfl.cov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sincerely, Alex Denis Procurement Director 1 I ADDENDUM NO.2 ITN 2018-003-JC MIAMI BEACH City of Miami Beach, 1755 Meridian Avenue, 3`d Floor, Miami Beach, Florida 33139, www.miamibeachfl.aov PROCUREMENT DEPARTMENT Tel: 305-673.7490. ADDENDUM NO. 1 ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES January 12, 2018 This Addendum to the above-referenced ITN is issued in response to questions from prospective proposers, or other clarifications and revisions issued by the City. The ITN is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: 1. ITN DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 PM, on Friday, January 26, 2018, at the following location: City of Miami Beach, Procurement Department, 1755 Meridian Ave, 3rd Floor, Miami Beach, FL 33139. Additional questions received will be answered in a forthcoming addendum. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at Rafael G ra nado(5miamibeachfl.cov. Procurement Contact: Telephone: Email: Jason Crouch 305-673-7000, ext. 6694 JasonCrouch@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this addendum as part of your ITN submission. Sincerely, Alex Denis Procurement Director I IADDENDUM NO. 1 ITN 2018-003-JC INVITATION TO NEGOTIATE (ITN ) INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES ITN 2018-003-1C ITN ISSUANCE DATE: DECEMBER 18, 2017 PROPOSALS DUE: JANUARY 22, 2018 AT 3:00 PM ISSUED BY: BEACH Jason Crouch, Procurement Contracting Officer II PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3`d Floor, Miami Beach, FL 33139 305.673.7000 x 6694 I JcsonCrouch@mianibeachn.gov I www.miamibeachfl.gov BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED N/A 0200 INSTRUCTIONS TO PROPOSERS & GENERAL CONDITIONS 3 0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT 12 0400 PROPOSAL EVALUATION 14 APPENDICES: PAGE APPENDIX A PROPOSAL CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS 16 APPENDIX B NO PROPOSAL" FORM 23 APPENDIX C MINIMUM REQUIREMENTS &SPECIFICATIONS 25 APPENDIX D SPECIAL CONDITIONS 29 APPENDIX E INSURANCE REQUIREMENTS 31 ITN 20 18-003-JC 2 .'.' BEACH SECTION 0200 INSTRUCTIONS TO RESPONDENTS&GENERAL CONDITIONS 1. GENERAL. This Invitation to Negotiate (ITN) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work(the "proposal") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently, the successful Proposer(s) (the"contractor[s)") if this ITN results in an award. The City utilizes PublicPurchase (vr,vw oublicourchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITN. Any prospective Proposer who has received this ITN by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITN. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City currently manages compliance with insurance requirement on approximately 653 contracts, equating to approximately 4,000 certificates of insurance (C01) being reviewed annually. For approximately three (3) years, the City has contracted with a third-party that tracks all COls and manages the 001 renewal process on behalf of the City. The current contract for these services expires on February 18, 2018. In order to consider a replacement contract, the City is seeking proposals from qualified firm(s) routinely engaged in the business of managing compliance with insurance requirements for public sector agencies. The services should include (but are not limited to): providing a web-based, insurance document tracking and management system; interacting with City vendors on the Citys behalf; issuing requests for insurance renewals; addressing compliance violations; providing the City with management reports; and delivering best practices that lower the risk of contractors operating without insurance. Proposals received through this ITN shall be evaluated in accordance with Section 0400. Following the determination of award as outlined below in Item 19, the City may negotiate with one (1) or more selected proposers (as authorized by the City Commission)for a mutually agreeable contract. 3.ANTICIPATED ITN TIMETABLE.The tentative schedule for this solicitation is as follows: ITN Issued DECEMBER 18, 2017 Pre-Proposal Meeting JANUARY 10, 2018 at 10:00 AM Deadline for Receipt of Questions JANUARY 12, 2018 at 5:00 PM Responses Due JANUARY 22, 2018 at 3:00 PM Evaluation Committee Review TBD Proposer Presentations TBD Contract Negotiations Following Commission Approval ITN 2018-003-IC 3 1:14:Y.: BEACH 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact Telephone. Email' Jason Crouch 305 673-7000 Ext.6694 JasonCrouch. miarnibeachfl..ov additionally, the City Clerk is t. . +I, en .11 .mm ni .ti.n vi. --m.il . : RafaelGranadoemiamibeachfl..ov: or via facsimile: 786-394-4188. The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than ten (10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 5. PRE-PROPOSAL MEETING OR SITE VISITIS). Only if deemed necessary by the City, a pre-proposal meeting or site visit(s) maybe scheduled. A Pre-PROPOSAL conference will be held as scheduled in Anticipated ITN Timetable section above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3b Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Proposal Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 9415468 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this ITN expressing their intent to participate via telephone. 6. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Proposers are not binding on the City and will be without legal effect, including any information received at pre- submittal meeting or site visit(s). The City by means of Addenda will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through PublicPurchase. Any prospective proposer who has received this ITN by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITN. Failure to receive an addendum may result in disqualification of proposal. Written questions should be received no later than the date outlined in the Anticipated ITN Timetable section. 7. CONE OF SILENCE. This ITN is subject to, and all proposers are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with, and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance. Communications regarding this solicitation are to be submitted in writing to the Procurement RN 2018-003-iC 4 BEACH Contact named herein with a copy to the City Clerk at rafaelaranado@miamibeachfl.gov 8. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: hC3Jlweb.miamibeachrl.aovforocurement'scroll.asox?id=79113 CONE OF SILENCE CITY CODE SECTION 2486 PROTEST. PROCEDURES CITY CODE SECTION 2-371 DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-4858 LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2487 CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES. CITY CODE SECTION 2-488 REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR CITY CODE SECTION 2-373 DOMESTIC PARTNERS LIV006AMrE REQWRC^'ENT - • - • - • • - • • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY CITY CODE SECTION 2-374 VETERANS AND TO STATE-CERTIFIED SERVICE-DISABLED VETERAN BUSINESS ENTERPRISES • FALSE CLAIMS ORDINANCE.. . CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS 8 SERVICES CITY CODE SECTION 2449 9. PUBLIC ENTITY CRIME. A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 10. COMPLIANCE WITH THE CITY'S LOBBYIST LAWS. This ITN is subject to, and all Proposers are expected to be or become familiar with, all City lobbyist laws. Proposers shall be solely responsible for ensuring that all City lobbyist laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including, without limitation, disqualification of their responses, in the event of such non-compliance. 11. DEBARMENT ORDINANCE This ITN is subject to, and all proposers are expected to be or become familiar with, the City's Debarment Ordinance as codified in Sections 2-397 through 2-406 of the City Code. 12. WITH THE CITY'S CAMPAIGN FINANCE REFORM LAWS, This ITN is subject to, and all Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their responses, in the event of such non-compliance. 13.CODE OF BUSINESS ETHICS. Pursuant to City Resolution No.2000-23879,the Proposer shall adopt a Code of Business Ethics("Code") and submit that Code to the Procurement Division with its response or within five (5) days upon receipt of request. The Code shall, at a minimum, require the Proposer, to comply with all applicable governmental rules and regulafions including, among others,the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. 14. AMERICAN WITH DISABILITIES ACT (ADA). Call 305-673-7490 to request material in accessible format; sign language interpreters (five (5) days in advance when possible), or information on access for persons with disabilities. ITN 2018-003-IC 5 BEACH For more information on ADA compliance, please call the Public Works Department, at 305-673- 7000, Extension 2984. 15. POSTPONEMENT OF DUE DATE FOR RECEIPT OF PROPOSALS. The City reserves the right to postpone the deadline for submittal of proposals and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Proposers through PublicPurchase, 16. PROTESTS. Proposers that are not selected may protest any recommendation for selection of award in accordance with eh proceedings established pursuant to the City's bid protest procedures, as codified in Sections 2- 370 and 2-371 of the City Code (the City's Bid Protest Ordinance). Protest not timely made pursuant to the requirements of the City's Bid Protest Ordinance shall be barred. 17. NOT USED. 18.VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City Code Section 2-374, the City shall give a preference to a responsive and responsible Proposer which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest responsive, responsible proposer, by providing such proposer an opportunity of providing said goods or contractual services for the lowest responsive proposal amount (or in this ITN, the highest proposal amount). Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or more proposers which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest proposal pursuant to an ITN or oral or written request for quotation, and such proposals are responsive, responsible and otherwise equal with respect to quality and service,then the award shall be made to the service-disabled veteran business enterprise. 19. DETERMINATION OF AWARD. The final ranking results of Step 1 & 2 outlined in Section 0400, Evaluation of Proposals, will be considered by the City Manager who may recommend to the City Commission the Proposer(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Manager's recommendation need not be consistent with the scoring results identified herein and takes into consideration Miami Beach City Code Section 2-369, including the following considerations: (1) The ability, capacity and skill of the Proposer to perform the contract. (2)Whether the Proposer can perform the contract within the time specified, without delay or interference. (3)The character, integrity, reputation,judgment, experience and efficiency of the Proposer. (4) The quality of performance of previous contracts. (5) The previous and existing compliance by the Proposer with laws and ordinances relating to the contract. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals which it deems to be in the best interest of the City, or it may also reject all Proposals. 20. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Proposer. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Proposer in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Proposers that no property, contract or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to; approved by the City; and executed by the parties. RN 2018-003-IC 6 BEACH 21. POSTPONEMENTICANCELLATION/ACCEPTANCE/REJECTION. The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, responses; re-advertise this ITN; postpone or cancel, at any time, this ITN process; or waive any irregularities in this FIN, or in any responses received as a result of this ITN. Reasonable efforts will be made to either award the proposer the contract or reject all proposals within one-hundred twenty(120)calendar days after proposal opening date. A proposer may withdraw its proposal after expiration of one hundred twenty (120) calendar days from the date of proposal opening by delivering written notice of withdrawal to the Procurement Department prior to award of the contract by the City Commission. 22. PROPOSER'S RESPONSIBILITY. Before submitting a response, each Proposer shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Proposer from any obligation to comply with every detail and with all provisions and requirements of the contract, and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Proposer. 23. COSTS INCURRED BY PROPOSERS.All expenses involved with the preparation and submission of Proposals, or any work performed in connection therewith, shall be the sole responsibility (and shall be at the sole cost and expense)of the Proposer, and shall not be reimbursed by the City. 24. RELATIONSHIP TO THE CITY. It is the intent of the City, and Proposers hereby acknowledge and agree, that the successful Proposer is considered to be an independent contractor, and that neither the Proposer, nor the Proposers employees, agents, and/or contractors, shall, under any circumstances, be considered employees or agents of the City. 24. OCCUPATIONAL HEALTH AND SAFETY. In compliance with Chapter 442, Florida Statutes, any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this proposal must be accompanied by a Material Safety Data Sheet(MSDS) which maybe obtained from the manufacturer. 25. ENVIRONMENTAL REGULATIONS. The City reserves the right to consider a proposer's history of citations and/or violations of environmental regulations in investigating a proposer's responsibility, and further reserves the right to declare a proposer not responsible if the history of violations warrant such determination in the opinion of the City. Proposer shall submit with its proposal, a complete history of all citations and/or violations, notices and dispositions thereof. The non-submission of any such documentation shall be deemed to be an affirmation by the Proposer that there are no citations or violations. Proposer shall notify the City immediately of notice of any citation or violation which proposer may receive after the proposal opening date and during the time of performance of any contract awarded to it. 26.TAXES.The City of Miami Beach is exempt from all Federal Excise and State taxes. 27. MISTAKES. Proposers are expected to examine the terms, conditions, specifications, delivery schedules, proposed pricing, and all instructions pertaining to the goods and services relative to this ITN. Failure to do so will be at the Proposer's risk and may result in the Proposal being non-responsive. 28. PAYMENT. Payment will be made by the City after the goods or services have been received, inspected, and found to comply with contract, specifications, free of damage or defect, and are properly invoiced. Invoices must be consistent with Purchase Order format. TN 2018-003-IC 7 BEACH 29. COPYRIGHT, PATENTS & ROYALTIES. Proposer shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of the contract, including its use by the City of Miami Beach, Florida. If the Proposer uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the proposal prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 30. DEFAULT: Failure or refusal of the selected Proposer to execute a contract following approval of such contract by the City Commission, or untimely withdrawal of a response before such award is made and approved, may result in a claim for damages by the City and may be grounds for removing the Proposer from the City's vendor list. 31. MANNER OF PERFORMANCE. Proposer agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Lack of knowledge or ignorance by the Proposer with/of applicable laws will in no way be a cause for relief from responsibility. Proposer agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Proposer agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Proposer further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of Proposer to comply with this paragraph shall constitute a material breach of this contract. Where contractor is required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of any contract resulting from this solicitation, the contractor will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all applicable laws. The contractor shall be liable for any damages or loss to the City occasioned by negligence of the Proposer, or its officers, employees, contractors,and/or agents,for failure to comply with applicable laws. 32. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 33. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 34. DEMONSTRATION OF COMPETENCY. The city may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance (experience) in making an award that is in the best interest of the City, including: A. Pre-award inspection of the Proposer's facility may be made prior to the award of contract. B. Proposals will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this solicitation. C. Proposers must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this solicitation. ITN 2018-003-IC 8 .,:•;',' 'BEACH D. The terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial, technical, and other qualifications and abilities of a Proposer, including past performance(experience), in making an award that is in the best interest of the City. F. The City may require Proposer s to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. 35. ASSIGNMENT. The successful Proposer shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation, without the prior written consent of the City, through its City Manager. 36. LAWS, PERMITS AND REGULATIONS. The Proposer shall obtain and pay for all licenses, permits, and inspection fees required to complete the work and shall comply with all applicable laws. 37. OPTIONAL CONTRACT USAGE. When the successful Proposer (s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 38. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 39. DISPUTES. In the event of a conflict between the documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this solicitation; then B. Addendum issued for this solicitation,with the latest Addendum taking precedence; then C. The solicitation;then D. The Proposers proposal in response to the solicitation. 40. INDEMNIFICATION.The Proposer shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the contractor or its employees, agents, servants, partners, principals or subcontractors. The contractor shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The Proposer expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. TN 2018-003-IC 9 Lim BEACH 41. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 42. FLORIDA PUBLIC RECORDS LAW. Proposers are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the proposals, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 43. OBSERVANCE OF LAWS. Proposers are expected to be familiar with, and comply with, all Federal, State, County, and City laws, ordinances, codes, rules and regulations, and all orders and decrees of bodies or tribunals having jurisdiction or authority which, in any manner, may affect the scope of services and/or project contemplated by this ITN (including, without limitation, the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform Guidelines, and all EEO regulations and guidelines). Ignorance of the law(s) on the part of the Proposer will in no way relieve it from responsibility for compliance. 44. CONFLICT OF INTEREST. All Proposers must disclose, in their Proposal, the name(s) of any officer, director, agent, or immediate family member(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%)percent or more in the Proposer entity or any of its affiliates. 45. MODIFICATIONIWITHDRAWALS OF PROPOSALS.A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date and time. Modifications received after the Proposal due date and time will not be considered. Proposals shall be irrevocable until contract award unless withdrawn in writing prior to the Proposal due date, or after expiration of 120 calendar days from the opening of Proposals without a contract award. Letters of withdrawal received after the Proposal due date and before said expiration date, and letters of withdrawal received after contract award will not be considered. 46. EXCEPTIONS TO ITN. Proposers must clearly indicate any exceptions they wish to take to any of the terms in this ITN, and outline what, if any, alternative is being offered. All exceptions and alternatives shall be included and clearly delineated, in writing, in the Proposal. The City, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. In cases in which exceptions and alternatives are rejected, the City shall require the Proposer to comply with the particular term and/or condition of the ITN to which Proposer took exception to(as said term and/or condition was originally set forth on the ITN). 47.ACCEPTANCE OF GIFTS, FAVORS, SERVICES. Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the City, for the purpose of influencing consideration of this TN 2018003-IC 10 BEACH Proposal. Pursuant to Sec. 2-449 of the City Code, no officer or employee of the City shall accept any gift, favor or service that might reasonably tend improperly to influence him in the discharge of his official duties. 48. SUPPLEMENTAL INFORMATION. City reserves the right to request supplemental information from Proposers at any time during the ITN solicitation process, unless otherwise noted herein. 49. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ("items"), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s)that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a Purchase Order(or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. Balance of Page Intentionally Left Blank N 2018UO3-KC 11 L.': BEACH SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED RESPONSES. One original Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of proposals. Additionally, ten (10) bound copies and one (1) electronic format (CD or USB format) are to be submitted. The following information should be clearly marked on the face of the envelope or container in which the proposal is submitted: solicitation number, solicitation title, Proposer name, Proposer return address. Proposals received electronically, either through email or facsimile, are not acceptable and will be rejected. 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 3. PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the sections and manner specified below. Hard copy submittal should be tabbed as enumerated below and contain a table of contents with page references. Electronic copies should also be tabbed and contain a table of contents with page references. Proposals that do not include the required information will be deemed non- responsive and will not be considered. Cover Letter& Minimum Qualifications Requirements 1.1 Cover Letter and Table of Contents.The cover letter must indicate Proposer and Proposer Primary Contact for the purposes of this solicitation. 1.2 Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A). Attach Appendix A fully completed and executed. 1.3 Minimum Qualifications Requirements. Submit verifiable information documenting compliance with the minimum qualifications requirements established in Appendix C, Minimum Requirements and Specifications. Experience&Qualifications 2.1 Qualifications of Proposing Firm. Submit detailed information regarding the firm's history and relevant experience and proven track record of providing the scope of services similar as identified in this solicitation, including experience in providing similar scope of services to public sector agencies. For each project that the Proposer submits as evidence of similar experience, the following is required: project description, agency name, agency contact, contact telephone & email, and year(s) and term of engagement. 2.2 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants (if applicable) to be used for this project if awarded,the role that each team member will play in providing the services detailed herein and each team members' qualifications. A resume of each individual, including education, experience, and any other pertinent information, shall be included for each Proposal team member to be assigned to this contract. Scope of Services Proposed Submit detailed information addressing how Proposer will achieve the City's performance and technical requirements outlined in Appendix C, Minimum Requirements and Specifications. Proposer must elaborate on the scope of services proposed, providing an affirmative response, indicating conformance or exception,to each of the technical requirements set forth in Section C2, Statement of Work Required. Responses shall be in sufficient detail and include supporting documentation, as applicable, which will allow the Evaluation Committee to complete a full review and score the proposed scope of services. ITN 2018-003-IC 12 Approach and Methodology Submit detailed information on the approach and methodology that Proposer, if selected, will utilize to assure that the project is implemented expeditiously and in accordance with the scope of services propose. Provide detailed information on the following (at a minimum)areas of project implementation: 1) System implementation approach, including transfer of data from current provider. 2) Project timeline. 3) Communication with City staff. 4) Communication with contractors. 5) Testing of system and troubleshooting. 6)Training and technical support 7) Quality assurance procedures. 8) Ongoing contractor support. Note: After proposal submittal, the City reserves the right to require additional information from Proposers (or Proposer team members or sub-consultants) to determine: qualifications (including, but not limited to, litigation history, regulatory action, or additional references); and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years). RN 2018-003-JC 1 3 SECTION 0400 PROPOSAL EVALUATION 1. Evaluation Committee.An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the requirements set forth in the solicitation. If further information is desired, Proposers may be requested to make additional written submissions of a clarifying nature or oral presentations to the Evaluation Committee. The evaluation of proposals will proceed in a two-step process as noted below. It is important to note that the Evaluation Committee will score the qualitative portions of the proposals only. The Evaluation Committee does not make an award recommendation to the City Manager. The results of Step 1 & Step 2 Evaluations will be forwarded to the City Manager who will utilize the results to make a recommendation to the City Commission. In the event that only one responsive proposal is received, the City Manager, after determination that the sole responsive proposal materially meets the requirements of the ITN, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations. The City, in its discretion, may utilize technical or other advisers to assist the evaluation committee in the evaluation of proposals. 2. Step 1 Evaluation. The first step will consist of the qualitative criteria listed below to be considered by the Evaluation Committee. The second step will consist of quantitative criteria established below to be added to the Evaluation Committee results by the Procurement Department. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each Proposal in accordance with the qualifications criteria established below for Step 1, Qualitative Criteria. In doing so, the Evaluation Committee may review and score all proposals received, with or without conducting interview sessions. Step t-Qualitative Criteria Maximum Points Proposer Experience and Qualifications 50 Scope of Services Proposed 25 Approach and Methodology 25 TOTALAVAILABLESTEP I POINTS 100 3. Step 2 Evaluation. Following the results of Step 1 Evaluation of qualitative criteria, the Proposers may receive additional quantitative criteria points to be added by the Procurement Department to those points earned in Step 1, as follows. Step 2-Quantitative Criteria Maximum Points Veterans Preference 5 TOTAL AVAILABLE STEP 2 POINTS TN 2018-003-1C 14 4. Determination of Final Ranking. At the conclusion of the Evaluation Committee Step 1 scoring, Step 2 Points will be added to each evaluation committee member's scores by the Procurement Department. Step 1 and 2 scores will be converted to rankings in accordance with the example below, Proposer A Proposer B Proposer C ® a. 76 92 Ste.2 Pants 22 15 12 Total 104 91 I 92 Rank 1 3 2 Ste. 2 Points 79 85 72 Comes Ste.ot 22 00 12 Memberber2 Total 1 101 100 83 Rank 2 3 Step 2 Points 80 1745 166 2 Committee StepTotala22 85 12 Mamber2 nk102 89 73 Rank 1 2 3 Low Aggregate Score 3 T 8 Final Ranking' 1 2 3 * Final Ranking is presented to the City Manager for further due diligence and recommendation to the City Commission. Final Ranking does not constitute an award recommendation until such time as the City Manager has made his recommendation to the City Commission, which may be different than final ranking results. ITN 2018-003-JC 15 APPENDIX A M AM BEACH Proposal Certification , Questionnaire & Requirements Affidavit ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITN 2018-003-IC 16 Solicitation No: Sericraban Tide: ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM Procurement Contact: Tel: Email': Jason Crouch (305)673-7000 Ext. 6694 JasonCrouch@miamibeachf.gov PROPOSAL CERTIFICATION, QUESTIONNAIRE& REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME. No of tears in Business. No of Years in Business Locally'. OTHER NAMES)PROPOSER HAS OPERATED UNDER IN THE LAST El YEARS: FIRM PRIMARY ADDRESS{HEADQUARTERSp. CITY: STATE: ZIP CODE. TELEPHONE NO.. TOLL FREE NO.: FAX NO.: FIRM LOCAL ADDRESS. CITY STATE: ZIP CODE. PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT. ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.. ACCOUNT REP EMAIL: FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s), including but not limited to: any firm or principal information, applicable licensure,resumes of relevant individuals,client information,financial information,or any information the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. 11 N 2018-003-iC 17 1. Veteran Owned Business.Is Proposer claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United Slates federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly. an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s) of any officer, director, agent, or immediate family member (spouse, parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contacts Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non- erformance by anpublic sector agency? YES NO SUBMITTAL REQUIREMENT: If answer to above is 'YES,' Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with, and shalt be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ('Code') and submit that Code to the Procurement Department with its proposallresponse or within five (5) days upon receipt of request.The Code shall, at a minimum, require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at ww•x miamibea hfl.cadcrcurementlscroll=sox?id=7?113 7. - cb-1'be''gw el-top^y oil employ-1r-Me provide sewi^es purzua^t to thisAgoo^reet.the hourly living wage rates listed below: ITN 2018-003-IC 18 sanx.e4n-a-aatieular-ye* Prop-Gess'fail veto-rvnp'y 4th this prov'c;on shall bo A^enied a material bread,wdo•this preens'',w ler WASE M by may, a4_4 sole option, immcd Lely deem-6-'d °roposes a- non responsive, and ay furthe•subject Provesei to additer+3Fpenaltis to to I wng-wage-requbemen6 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners'or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the"other"section any additional benefits not already specified. Note some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Finn Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager,or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at arcrn riamiteacbtl.covrerwrament'scrll.asex?id=7.113 9. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity, may not submit a proposal, proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals,or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s. 247.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. RN 2018-003-IC 19 10. Non-Discrimination. Pursuant to City Ordinance No,2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting, divesting from,or otherMse refusing to deal with a person or entity when such action is based on race,color,national origin,religion.sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to • Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi, as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMtTTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement.Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adapted and employs written policies, practices, and standards that are consistent with the City's Fair Chance Ordinance, set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages that may be available at law and in equity. 13. Financial Capacity.At the request of the City,each Proposer shall arrange for Dun&Bradstreet to submit a Supplier Qualification Report(SOP)directly to the Procurement Contact named herein.No proposal will be considered without receipt,by the City,of the SOP directly from Dun & Bradstreet. The cost of the preparation of the SOP shall be the responsibility of the Proposer. The Proposer shall request the SQR report from O&B at: httcs lisucolieraortal.dnb.ccmiwe'aociwcslstores/serlevSuoclierPortal?storeld=11596 Proposers are responsible for the accuracy of the information contained in its SQR. h is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun 8 Bradstreet at 800-424-2495. 14. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solidtation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation.Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Cmfirrn Initial to confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. ITN 2018-003-IC 20 DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City')for the recipients convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation. or in making any award, or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards, or in withdrawing or cancelling this solicitation. either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors, shareholders, partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials, shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation, express or implied,as to its content, its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive • agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law, and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses.At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal,the Proposer acknowledges and agrees tat the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete. to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to 510,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation, it is understood that the provisions of this Disclosure and Disclaimer shall always govern.The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. IIN 2018003-IC 21 PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer am submitting the following information as my firms proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation, all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted, Proposer has not divulged, discussed, or compared ;he proposal with other Proposals and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws: all responses, data and information contained in this proposal, inclusive of the Statement of Qualifications Certification.Questionnaire and Requirements Affidavit are true and accurate. Name of Proposers Autlwnzed Representative. Title of Proposers Authorized Representative: Signatre of Proposer sAu,sized Representative: Date: State of J On this day of 20_,personally appeared before me who County of ) staled that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of My Commission Expires: I I N 201 8-003-)C 22 APPENDIX B M AM BEACH " No Bid " Form ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Note B s important for those vendors who have received notification of this soh-citation but have decided not to respond, to complete and submit the attached "Statement of No Bid: The "Statement of No Bid" provides the City with information on how to improve the solicitation process. Failure to submit a "Statement of No Bid" may result in not being notified of future solcitationsby_fhe City. ITN 2018-0031C 23 Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S) CHECKED AND/OR INDICATED BELOW: _Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive Unable to meet specifications _Unable to meet service requirements Unable to meet insurance requirements Do not offer this product/service _OTHER. (Please specify) We do_do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond, either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: CITY OF MIAMI BEACH PROCUREMENT DEPARTMENT ATTN: JASON CROUCH ITN #2018-003-JC 1755 MERIDIAN AVENUE, 3'O FLOOR MIAMI BEACH, FL 33139 ITN 2018-003-iC 24 APPENDIX C M AM BEACH Minimum Requirements & Specifications ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITN 2018-003-1C 25 Cl. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit, with its proposal, the required submittal(s) documenting compliance with each minimum requirement. Proposers that fail to include the required submittals with its proposal or fail to comply with minimum requirements shall be deemed non-responsive and shall not have its proposal considered. 1. Proposer(defined as the Firm) shall have provided, for at least one two (2) years from the date of issuance of this ITN, similar services as described herein to at least two (2) public sector agencies. Required Submittals: For each public sector agency that serves to document this requirement, provide the following information: 1) Client's Name and Duration of Project Assignment; 2) Client Contact Individual Name & Title, 3) Address, 4) Telephone, 5)Contact's Email, and 6) Narrative on Scope of Services Provided. C2. Statement of Work Required. The City, by way of this ITN. seeks a web-based, off-site hosted, insurance tracking and management system, in an effort to increase certificate of insurance(C01)and bonding compliance among City vendors, and successfully deliver best practices for risk management objectives. Currently, the City reviews approximately 4,000 certificates of insurance annually, and further, utilizes a third-party insurance tracking and management firm to perform comprehensive certificate management, records maintenance, and reporting, in order to conform to the varying insurance requirements in various agreements required of City departments. The insurance tracking and management system shall include the capability to input, upload, store, track, archive, manage, generate reports, and allow City staff independent visibility to review various certificates of insurance and bonding compliance of City vendors. The process of implementing the system shall be performed by the successful firm(s), and in coordination with City staff. Insurance Certificate Tracking and Certificate Management Requirements At a minimum,the following services, procedures, and system functionality shall be provided by the Contractor(s)to the City: 2.1 Obtain COls and/or bonds from City vendors, associated with a specific risk profile indicating the required coverage type(s) and coverage amounts necessary for contract performance (e.g., professional and consulting services, lease agreements, construction, management services, permits), by written contact with the vendor directly, and/or with the vendor's insurance agency. 2.2 Monitor and address multiple lines of insurance coverage that may be required by the associated contract. For example, the City has a variety of good and services contracts that may require eight (8) or more insurance coverage types (e.g., commercial general liability, workers compensation and professional liability), and one or more bonds (paymentiperformance bond, fidelity bonds). The COls also requires additional insured status for more than one party, primary language, waiver of subrogation, contractual ITN 2018-003-IC 26 liability, loss payee and replacement cost of property coverage. 2.3 Capability to edit, track and view deficiencies within a certificate of insurance (C01) individually. 2.4 Guarantee a 48-hour processing time for certificates of insurance to be entered into the system, reviewed for compliance with City requirements, and display compliance or any identified deficiencies. 2.5 The ability of the City to track certificates of insurance and/or bonds by contract number, vendor name, contract type and City department. The system shall also provide any and all outstanding insurance/bond deficiencies, a log of notifications sent to the insured and to City staff. If Contractor is unable to contact an insured due to incorrect contact information (e.g., undeliverable email, disconnected telephone line), a notification shall be sent to the City, within the same business day, alerting to this fact. 2.6 Allow City to customize all correspondence to vendors, including renewal reminders, non- compliance notices, default notices, etc. 2.7 Vendor shall keep a record of all communication with City contractors (written and/or verbal communication) and make it available for City staff to view. 2.8 Notify City vendors prior at least thirty (30) days prior to the expiration of their insurance. Provide a list to the City five (5) days prior to expiration of those vendors that have not responded to the expiration notices. 2.9 Enable the system to allow the City to initiate and communicate waiver(s) of insurance requirements, or exceptions to standard insurance requirements,as deemed necessary. 2.10 Provide a procedure for handling unmatched certificates (those certificates that cannot be readily paired with contract information provided by the City). 2.11 The Contractor(s)shall provide the City with a weekly report of contracts that have expiring insurance/bond policies within 90, 60, and 30 days, as well as contracts which have expired insurance/bond policies. 2.12 Provide a self-service system to provide user ID's and passwords that can be utilized by each authorized City employee to access the web-based insurance certificate tracking system from any City device. These passwords must be limited in number, but have the ability to provide different layers of viewing based on authority roles of each user. The Contractor(s) shall provide a system feature allowing automatic password reset, or provide a contact person who can reset passwords within 24 hours, and grant/remove access of City employees within 48 hours of request by the City. 2.13 Provide a system to store historical records (including contract numbers) on active and inactive agreements. The City routinely executes contracts that are in effect for up to five (5)years or more. ITN 2018-003-C 27 2.14 Conduct an on-site, implementation planning and training phase, in order to successfully prepare and launch the project, and to assist City staff in accomplishing an effective "go- live"date. This shall be completed at no additional cost to the City. 2.15 Provide on-demand web-based tutorial, instructions and technical support, at no additional charge to the City. 2.16 Provide post-implementation, on-site training, at the request of the City. 2.17 Provide data conversion and/or manual entry of vendors from current insurance certificate tracking system, into the replacement insurance tracking system. Provide data conversion plan and time period for completion. 2.18 Provide a full service system capability to remove duplicate vendor(s) records discovered in City-provided data. 2.19 Provide the City with access to web-based services to track, store, and manage an unlimited amount of certificates of insurance and/or bonds that can be accessed, viewed and analyzed,as needed by the City. 2.20 Provide standardized correspondence letters that City staff can access, from the web- based program, in order to distribute to vendor(s), on an as-needed basis. 2.21 If available, provide a software interface between the insurance certificate tracking system and the Citls Enterprise Resource Planning (ERP)system(s). 2.22 User accessibility shall be granted according to established City workplace hierarchy, and shall be determined upon system implementation. User accessibility must be adjusted as staff changes occur and upon notification by the City of such changes. 2.23 Retain all insurance documents and correspondences that have reached the end of the year retention period (document must be saved and shipped to the City on a electronic file prior to disposal). 2.24 Provide a dedicated account representative in order to respond to telephone, voice mail, and email inquiries from the City, within 24 hours of receipt, Monday through Friday, or no later than the next business day, if received on a weekend or holiday. ITN 2018-003-1C 28 APPENDIX D M MM BEACH Special Conditions ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITN 2018-003-1C 29 1. TERM OF CONTRACT. The contract shall commence upon effective date of fully executed agreement and shall be effective for three (3)years. 2. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for two (2) additional, one (1) year periods, at the City's sole discretion. The successful Contractor(s) shall maintain, for the entirety of any renewal period, the same revenue share, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the successful Contractor(s). 3. COST ESCALATION. Prices must be held firm during the initial term of the agreement. During the renewal term, 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. ITN 2018-003-IC. 30 APPENDIX E M MM BEACH Insurance Requirements ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, Say Floor Miami Beach, Florida 33139 ITN 2018-003-IC 31 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1 000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability, Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in"insurance requirements'of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability $ .00 _ Fire Legal Liability $ .00 _Protection and Indemnity $ .00 _Employee Dishonesty Bond $ .00 _Other $ .00 XXX 7, Thirty (30)days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITN 2018-003-IC 32 ATTACHMENT C CONSULTANTS RESPONSE TO THE (ITN) EXIGIS The City of Miami Beach, FL Response to Invitation to Negotiate for Insurance Certificate Tracking System and Related Services ITN # 2018-003-JC O Submitted on: 09 February 2018 Prepared for: Prepared by: The City of Miami Beach Exigis, LLC. Mr. Jason Crouch Ms.Jasmine Winters Procurement Department Associate, Business Development and Accounts 1755 Meridian Avenue 1120 Avenue of the Americas, Floor 4 Conference Room New York, NY 10036 Miami Beach, FL 33139 +646-762-1543 +305-673-7490 jasmine.winters@exigis.corn jasoncrouch@miamibeachfl.gov Jasmine Winters ,Business Development and Accounts p:(646)762-1543 m: (951)240-2524 jasmine.wi nters r(1.exigis.corn •;pw,,i.!,.a.,,.n..ae EYIGIS subniCed as of::4aaan.F,22:3 Jasmine Winters Associate, Business Development and Accounts (646)762-1543 iasmi r e.wrote seeezu.com.. 09 February 2018 Mr.Jason Crouch City of Miami Beach 1755 Meridian Avenue,3rd Floor Miami Beach, Florida 33139 Re: Exigis, LLC. Response to The City of Miami's Invitation to Negotiate for Insurance Tracking System and Related Services,ITN q 2018-003-1C Dear Mr. Crouch, On behalf of Exigis,LLC.("Exigis"),please find the enclosed response to the Invitation to Negotiate("ITN") issued by City of Miami Beach for Insurance Tracking System and Related Services dated 18 December 2018. With over 15 years' experience providing enterprise solutions to over 120 public and private sector organizations, Exigis has established a successful track record and a recognized reputation as the leading provider of Insurance Certificate Management and Compliance through our risk management and insurance automation system, RiskWorks. The full-service Certificate Management program proposed herein leverages proprietary web-based automation software and comprehensive business services to deliver an insurance compliance solution for The City of Miami Beach. The primary Exigis contact for communications pertaining to the ITN response enclosed herein shall be: Jasmine Winters Associate, Business Development and Accounts 39875 Sky Canyon Drive,Suite 103 Murrieta,CA 92563 (646)762-1543(office)/(951) 240-2524(mobile) jasmine 1interseevigis.com Exigis values the opportunity to participate in this ITN issued by The City of Miami Beach. Please do not hesitate to contact me if you have questions regarding the enclosed information or need any further information relating to our ITN response. I look forward to further discussing this proposal and exploring why Exigis is the right Insurance Certificate Management partner for the City of Miami Beach.Thank you in advance for your consideration. Exgis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 2 of23 The City of Miami Beach EYIGIS S±mince as an J9 F-v a,, `;:; Kind regards, Jasmine Winters Exigis, LLC.Enclosures: Exigis, LLC. Response to Invitation to Negotiate for the City of Miami Beach for Insurance Tracking System and Related Services Exhibit A: Project Team Organization Chart and Resumes Exhibit B: Service Level Procedures Exhibit C: Preliminary Implementation Plan and Timeline Exigis, LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 3 of 23 The City of Miami Beach EXIGIS Submitted as of: cs-m>.ew SC.n Cover Letter& Minimum Qualification Requirements 2 1.2. Proposal Certification and Questionnaire 5 1.2.1.Veteran Owned Business 5 1.2.2. Conflict of Interest 5 1.2.3. References & Past Performance 5 1.2.4. Vendor Campaign Contributions 5 1.2.5.Code of Business Ethics 5 1.3. Minimum Qualification Requirements 6 2 Experience and Qualifications 7 2.1. Qualifications of Proposing Firm 7 2.1.2.About Exigis 7 2.1.3.Qualifications 7 2.1.4.Transition Experience 8 2.1.5. Relevant Work Examples 8 3 Scope of Services Proposed 12 3.1. Objectives 12 3.2. Solution 12 3.3. Software 12 3.4. Services 12 3.5. Responses to Statement of Work Required 13 4 Approach and Methodology 19 4.1. System implementation approach, including transfer of data from current provider 19 4.2. Project timeline 19 4.3. Communication with City staff. 19 4.4. Communication with contractors 20 4.5. Testing of system and troubleshooting 20 4.6. Training and technical support 21 4.6.1. Proposed Training Plan 21 4.7. Quality assurance procedures 22 4.8. Ongoing contractor support. 23 Edgis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 4 of 23 The City of Miami Beach EXIGIS SUCmiced as cC`i°_.:,..n..,.... 1.2. Proposal Certification and Questionnaire Please refer to enclosed Appendix A Proposal Certification Questionnaire & Requirements Affidavit. 1.2.1. Veteran Owned Business Not applicable. Exigis is not a Veteran Owned Business. 1.2.2. Conflict of Interest None of Exigis'officers, directors, agents,or their immediate family members(spouse, parent, sibling, and child) are employees of the City of Miami Beach. 1.2.3. References&Past Performance Below are three Exigis clients that have agreed to serve as a reference: • City and County of San Francisco("CCSF") Matt Hansen Director, Risk Management Division 25 Van Ness Ave.,Suite 750 San Francisco,CA 94102 (415)554-2302 matt.hansennn sfaov.ors • CSAC Excess Insurance Authority("CSAC-EIA") Danielle Reich 5r. Business Analytics Developer 75 Iron Point Circle, Suite 200 Folsom, CA 95630 (916) 850-7300 dreich O csac-ela.orn • Discount Tire Company Mathew Rod is Vendor Compliance Manager 20225 N. Scottsdale Road Scottsdale,AZ 85255 (480) 606-5817 mathe_w.ro d i s Ca d is co u n tt i re.c o m 1.2.4. Vendor Campaign Contributions Not applicable. 1.2.5. Code of Business Ethics Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 5 of 23 The City of Miami Beach EXIGIS SuSmirod as oft.S:mom 2 4 Exigis agrees to comply with with all applicable governmental rules and regulations including, among others,the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. 1.3. Minimum Qualification Requirements Exigis has over 15 years of experience providing Insurance Certificate Management Services to public sector agencies. Below are two Exigis projects that will serve to document the Minimum Eligibility Requirement: • City and County of San Francisco("CCSF") Matt Hansen Director,Risk Management Division 25 Van Ness Ave.,Suite 750 San Francisco,CA 94102 (415)554-2302 ma tt.ha nsen rn. sf?ov.an Duration of Project: Nine(9)Years Scope: Certificate of Insurance Management for multiple City Departments • CSAC Excess Insurance Authority("CSAC-EIA") Danielle Reich Sr. Business Analytics Developer 75 Iron Point Circle, Suite 200 Folsom, CA 95630 (916)850-7300 d reichracsac-eia.ora Duration of Project: Three(3)Years Scope: Certificate of Insurance Management for over twenty (20) individual public entity organizations Exigis,LLC.Response to Inv Caton to Negotiate for Insurance Tracking System and Related Services Page 6 of 23 The City of Miami Beach APPENDIX A MIAMI BEACH Proposal Certification , Questionnaire & Requirements Affidavit ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITN 2018-003-JO i Sdicfaeon No: Sdiaranm The: ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM Procremenr Caiact TN: Emad'' I Jason Crouch (305)673-7000 Ext.6694 JasonCrouch(amiamibeachfl.gov PROPOSAL CERTIFICATION. Q'JES T IONNAIRE& REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FRM NAME. Exigis, LLC. No of Years in&Suess 16 No d Years in Busness Locally OTHER NAMES)PROPOSER HAS OPERATED UNDER IN THE LAST IC YEARS. N/A FIRM PR',WRY ACORESS(HEADQUARTERS) 1120 Avenue of the Americas CITY New York • STATE: New York ZIPmoe 10036 TELEPHONE NO.: (646) 762-1543 TOLL FREE NO.'. (800) 928-1963 FM NO.. FIRM LOCAL ADDRESS. 39875 Sky Canyon Drive. Suite 103 CITY. Murrieta STATE. ZIP CODE CA 92563 PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT. Jasmine Winters ACCOUNT REP TELEPHONE NO.. (646) 762-1543 ACCOUNT REP TOLL FREE NO: (800) 928-1963 I ACCOUNT REP EMAIc jasminawinters@exigis.com FEDERAL TM CENrFICATION NO 31-1813780 The City reserves the right to seek additional informadon from Proposer or other source(s),including but not limited to:any firm or principal information, applicable licensure,resumes of relevant individuals,client information,financial information,or any mformadon the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. ITN 2018-0031C I7 Veteran Owned Business.Is Pr ser claming a veteran owned business status? YES X NO SUBMr1TAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Conflict Of Interest All Proposers must disclose.in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns. either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer,director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 3 References&Past Performance.Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is requiral: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contacts Email and 6)Narrative on Scope of Services Provided. 4. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due toira-pirformance by an mibtic sector agency? YES © NO SUBMITTAL REQUIREMENT: If answer to above is WES:Proposer shall submit a statement detailing the reasons that led to action(s). 5. Vendor Campaign Contributions. Proposers are expected to be or become familiar with,the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-190 of the City Code. Proposers shall be solely responsible for ensuring tat all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such noncompliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or enures(including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financlS interest indicate whether or not each individual or entity has contributed to the campaign either drectly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 6. Code of Business Ethics. Pursuant to City Resolution No.2000-23879,each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ('Code') and submit that Code to the Procurement Department with its proposal/response or within five(5)days upon receipt of request The Code shall,at a minimum,require the Proposer,to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it wil adopt as required in the ordinance,the City of Miami Beach Code of Ethics,available at www miarribeachi.cwhrxere^a lsaei.awx?id=73113 7. . . .-. , - -. ..; ..: ..... :..: . :... ..... .. ITN 2018-0031C 18 SaPai aQatic,aaryp..) -- - .. ........ .... ate. -- . - �- -- - - -- - - . 8. Equal Benefits for Employees with Spouses and Employees with Domestic Partners.When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more MI time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals,to pxoede"Equal Benefits'to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits cf the City of Miami Beach,Florida,and:he Contractors employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing woe<on the contract wdhin the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? I X ) YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners'or to domestic partners of employees? X YES NO C. Please check all benefits that apply to your answers above and list in the'other section any additional benefits not already specified. Note: some benefits are provided to-employees because they have a spouse cr domestic pater, such as bereavement leave;other benefits are provided directly to the spouse or domestic pater,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Paters - Health x X Sick Leave X X Family Medical Leave X X Bereavement Leave x x If Proposer cannot offer a benefit to domestic paters because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee. Approval is not guaranteed and the City Manager's derision is final. Further information on the Equal Benefits requirement is available at vow riariteacha.grdrrxtrement'scr_II asox9'd=79113 9. Pubic Entity Crimes.Section 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to lime,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract with a public entity lir the construction or repair of a public building or public work;may not submit proposals,proposals,or replies on leases of real pi yaty to a public entity;may not be awarded or perform work as a contractor, supplier,subcontractor,or consultant under a contract with any public entity;and may not transact business with any public entity in excess of the threshold amount provided in s. 297 917 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list ITN 2018-003-IC 19 10 Non-Discrimination.Pursuant to City Ordinance No 2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting, divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT:No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and than remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 11. Moratorium an Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall ary product or services it provides to the City be sourced Irani these states. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document,Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375. 12. Fair Chance Requirement Pursuant to Section 2-378 of the City Code,the City shall rot enter into any contract resulting from a competitive solicitation, unless the proposer certifies in wilting that the business has adopted and employs written policies, practices, and standards that are consistent with the City's Fair Chance Ordinance,set forth in Atide V of Chapter 62 of the City Code ("Far Chance Ordinance)), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicants criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and(iii)prohibits placing a statement cn an employment application Nat a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent wit the City's Fair Chance Ordinance, Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breads of contrast, and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages Nal may be available al law and in equity. 13. Financial Capacity.At the request of the City,each Proposer shall arrange for Dun 8 Bradstreet to submit a Supplier Qualification Report(SQR)directly to the Procurement Contact named herein.No proposal win be considered without receipt,by the City,of the SOR directly from Dun 8 Bradstreet. The cost of the preparation of the SOR shall be the responsibility of Ne Proposer.The Proposer shall request the SQR report from D8B at httpsdlsucplierrional.drib.comFxebapoiwcslstoreslserdet'SuaclierFortal?storeld=11536 Proposers are responsible for the accuracy of the information contained in its SCR.It is highly recommended that each Proposer review the information contained in its SUR for accuracy prior to submittal to the City and as eariy as possible In the saftcifation process. For assistance with any portion of the SOR submittal process,contact Dun 8&adstreet at 800-424-2495. 14. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solidtaticn which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, Publ'iPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation.Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. inkal co Confirm Initial to Cmirm Intal to Confirm 41 Recegt Receipt ♦j Addendum 1 Addendum 6 Addendum 11 F Addendum 2 Addendum 7 Addendum 12 (b Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. TN 2018-003-IC 20 The solicitation referenced herein is being furnished to to recipient by the City of Miami Beach (the'City,for the recipient's convenience. My action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solidtation,either before or after issuance of an award,shall be without any liability or obligation on the pad of the City. In its sole discretion, the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Fallowing submission of a Bid or Proposal. the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide-any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents.or on any permitted communications with City offidass,shall be at the recipients own risk. Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warrant/ or representation,express or implied, as to its content,its accuracy,or its completeness.No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto filly acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to Nis solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors,omissions,or withdrawal from the market without notice. Information is for guidance any,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto. are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties.Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. Ail Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Flanda Statutes, until the date and time selected fcr opening the responses.At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, thformation,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages.The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability cn the City In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation,it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ITN 2018003-1C 21 PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer am submitting the following information as my firm's proposal, Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto,and the Disclosure and Disclaimer Statement; proposer agrees to be bound to any and all specifications, terms and conditions contained it the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed, or compared the proposal with other Proposals and has not colluded with any other proposer or party to any other proposal; proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Statement of Qualifications Certification.Questionnaire and Requirements Affidavit are true and accurate. Name d Proposer A Authorized Representeove: Title of Proposers Asthma,'Representative: Robert Rodriguez , Chief Operating Officer Signature of Proposer's Aummzed Repine.. Date: February 8th,2018 State of N1 ) On this_day of FtVYLlaa{,2011 personally appeared before me-201,1PFIPI3ffiuffirrho County of p14W V I2 K ) stated that (s)he is the 000 of PX I(al S I L.0 , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: 0.144- Notary?b3c for theState ofv1'.W YCWK My Commission Expires: TO NF_ l'r_, 2019 KATHERINE L PRAM NOTARY PUELIC.STATE OF NEW YORK No. D1PH6326648 Qualified In New York County My Commission Expires June 22.2019 ITN 2018-003-JC 22 EXIGIS Submitted ust`3-'rte., .ie 2 Experience and Qualifications 2.1. qualifications of Proposing Firm 2.1.1.About Exigis Exigis is the leading provider of risk management, insurance and business process automation technologies. Since 2002, Exigis has successfully partnered with leading organizations from the Fortune 500 to the public sector and has established a reputation as a premier risk management services partner. Our singular mission is to transform the practice of risk management by leveraging expert business services and flexible workflow technology to centralize the management and streamline the administration of disjointed processes. Exigis is a privately held, independently owned Minority Owned Business Enterprise (M/BE), headquartered in New York, NY with regional branch operations in San Francisco, CA and Murrieta,CA. 2.1.3. Qualifications Exigis has established a reputation for high impact, client-focused, technology solutions supported by comprehensive customer services. We have successfully developed, deployed and serviced a broad range of solutions for a diverse cross section of Fortune 500 corporations,private companies, public entities,and insurance brokers. +120 tt8 Client Engagements rz +C Tracked Documents v{+.s3, e,:. cemfimtes pf mswan@ {hvGrctrv- 59 Third Party Users g{a - 2 ower 'M/ Vendors Endorsements supntiess 7k Tenants Francini ac Insurance Certificates �p..M,vanr, processed annually Exigis LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 7 of 23 The City of Miami Beach E`SIGIS Sucrnitted as of L Tear a-,_i G The following is a select list of active Exigis engagements: Private Sector Public Sector /7 ss0 �R... s. ( mc•rsouzine AjFur t Galiaubcr _,�`Your MARSH C yy m T' 4111.Z "c h-.50n m Memphis MILWAUKEE MARS 'Nltia Watson t • V BAKER _ YC]min HUGHES 2.1.3. Industry Experience Exigis' diverse client base includes a large and growing number of public sector organizations. Our long-standing experience in this space gives Exigis an in-depth understanding of the unique challenges and opportunities associated with the industry, and we respond by designing comprehensive solutions to address these issues. Relevant client engagements include: • City and County of San Francisco • San Francisco International Airport(SFO) • CSAC Excess Insurance Authority • San Bernardino County • The Port Authority of New York and New Jersey • Riverside County Transportation Commission 2.1.4. Transition Experience Exigis has considerable experience transitioning clients from other third-party service providers. Over the past 18 months, Exigis has successfully transitioned more than 15 organizations from other Certificate of Insurance Management platforms to the Exigis RiskWorks rm.Compliance system. 2.1.5. Relevant Work Examples The following are work examples of relevant ongoing Exigis projects: E+igis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 8 of 23 The City of Miami Beach EXIGIS 5cbnated as of; _o'al rIS City and County of San Francisco Authority("CCSF"). Focus: Insurance Compliance and Certificate of Insurance Verification Location:San Francisco, CA Organization Overview: One of only two city-counties in the United States, the City and County of San Francisco encompasses a land area of about 46.9 square miles. It is the most densely settled large city in the state of California and the second-most densely populated major city in the United States after New York City. CCSF Risk Management provides services to City departments by assisting them in managing their risks of injury to people and property,involving employees,City property and the public at large. This program purchases insurance for City departments and acts in an advisory capacity to them with respect to workers' compensation, public liability,City property and City contracts. Project Overview: Exigis has worked with CCSF since 2009 to deliver Certificate of Insurance Compliance Monitoring services via the rm.Compliance and rm.Reports application modules. In providing comprehensive professional and support services, Exigis has assisted CCSF in adhering to overall risk management objectives, including the management and verification of all third-party certificates of insurance. These services include: Project Management Services, Business and Consulting Services, Technology and Systems Integration, Training Services, End User Support and Presentment and Adoption Services. Currently, RiskWorks rm.Compliance and rm.Reports modules are deployed and utilized by the following four CCSF divisions: • Risk Management • Public Utility Commission • Public Utility Commission-Real Estate • Port of San Francisco Exigis has configured rm.Compliance to assist CCSF with compliance monitoring and certificate of insurance management. The application is currently configured to manage two hundred-fifty (250) distinct contract types, twenty-five (25) workflows and twelve(12)coverage lines. Exigis Account Services for this project includes the management of over ten-thousand (10,000) email notifications, four-thousand (4,000) phone calls and one-thousand (1,000) fax communications, in order to support the insurance compliance verification and management process. These communications are a combination of broker follow-ups and annual renewal notifications. Exigis, LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 9 of 23 The City of Miami Beach ENIGIS Sucmitted as of.ae= a RiskWorks Application Modules: • rm.Compliance • rm.Exposures • rm.Allocations • rm.Certificates • rm.Policies • rm.Reports Scope Summary: • Users:+ 150 registered users • Vendors:+ 15,000 vendors registered in the system • Certificates of Insurance: + 40,0000 certificates of insurance, policy endorsements CSAC Excess Insurance Authority("CSAC-EIA"j Focus: Insurance Compliance and Certificate of Insurance Verification Location: Folsom, CA Organization Overview: The CSAC Excess Insurance Authority is a member- directed risk sharing pool of public agencies committed to providing risk coverage programs and risk management services, which drive member stability, efficiency, and best practices. Project Overview:In 2015,following a competitive bidding process,the CSAC-EIA selected Exigis as its preferred provided for Certificate of Insurance Compliance Monitoring services for EIA Members. From 2015 to present, Exigis has successfully transitioned and/or implemented over twenty (20) individual pulic entity organizations to the RiskWorks rm.Compliance system. Exigis provides a full service certificate of insurance management for each participating member including: Project Management Services, Business and Consulting Services, Technology and Systems Integration, Training Services, End User Support and Presentment and Adoption Services. Exigis has configured rm.Compliance to assist CSAC-DA and its members with compliance monitoring and certificate of insurance management. The application is currently configured to manage over three hundred (300) distinct contract types and over twenty(20)coverage li nes. RiskWorks Application Modules: • rm.Compliance • rm.Reports Exigis, LLC.Response to Iny abon to Negotiate for Insurance Tracking System and Related Services Page 10 of 23 The City of Miami Beach EXIGIS Su'bmitxd as o t9'99rm-._..o Scope Summary: • Users:+250 registered users • Vendors:+5,000 vendors managed in the system 2.2. Qualifications of Proposer Team The proposed Exigis Project Team for the City of Miami is comprised of staff members with a combined 40 years of project management and commercial insurance experience. Robert Rodriguez, Director and Chief Operating Officer will be responsible for managing project teams and resources, coordinating the delivery of services, and ensuring overall quality, consistency and responsiveness of project services. Rachel Crull, Account Services Manager has been designated as the primary project contact for the City of Miami Beach. As the project lead, Rachel will provide The City with regular project status updates designed to identify, contain, and mitigate risks to the program. Rachel will be tasked with managing and coordinating day-to-day Certificate of Insurance Management and Tracking services. Rachel will be supported by a dedicated team of Account Service Representatives in New York and California. Please refer to Exhibit A, Project Team Organization Chart and Resumes for additional information. Exigis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 11 of 23 The City of Miami Beach EXIGIS Socm1.^N as oft-29 Fsr„q 2]L2 3 Scope of Services Proposed 3.1.. Objectives The objectives of the program are to streamline the insurance compliance and certificate of insurance management process and minimize the amount of manual tracking and reporting required by the Risk and insurance Management team. Additionally, the ease of RiskWorks rm.Compliance system will provide the City with enhanced visibility and control over its insurance corn pliance functions. 3.2. Solution The full-service insurance compliance program proposed for the City of Miami Beach consists of (1.) configured web software and(2) comprehensive project services. 3.3. Software Key functions of proposed software include: • Request, intake, processing and validation of third party certificates of insurance and policy endorsements. • Track insurance document and contract effective/expiration dates and manage renewals. • Identify coverage gaps and deficiencies and provide first tier education to Supplier/Contractor and Insurance Brokers on contract requirements and areas requiring remedy. • Provide consolidated searchable Account Records (accessible to the City) containing Supplier/Contractor account data,contract/project information,compliance evaluations, contacts, and all related documents (including certificates of insurance, policy endorsements,etc.). • Maintain accessible audit trail of all correspondence from/to Suppliers, Contractors, and Insurance Brokers. • Provide integrated ad-hoc reporting and analytics engine (rm.Reports) allowing the City real time access to insurance compliance data, Supplier/Contractor account information, performance metrics,activity,trends,etc. 3.4. Services Key functions of proposed services include: • Provide data conversion services to upload historic data and documents. • Perform ongoing audits of insurance documents to confirm and verify compliance with contractual insurance requirements. • Coordinate and distribute all process communications to Suppliers, Contractors and Insurance Brokers-email and telephone. • Conduct recurring onboarding and renewal campaigns targeted at new City vendor and Insurance Brokers with noncompliant or incomplete documentation on file. • Coordinate and perform training and education sessions for City users. • Provide managed in-house email, web, and telephone support services to receive and respond to service inquiries from Supplier/Contractor and Insurance Brokers. Exigis, LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 12 of 23 The City of Miami Beach EXIGIS Submitted as of:'s:en-.I. :o:s • Deliver ongoing project management and account stewardship. 3.5. Responses to Statement of Work Required 3.5.1. Obtain COts and/or bands from City vendors, associated with a specific risk profile indicating the required coverage type(s) and coverage amounts necessary for contract performance (e.g., professional and consulting services, lease agreements, construction, management services, permits), by written contact with the vendor directly,and/or with the vendor's insurance agency Exigis can meet this requirement. Exigis will use a combination of automated notices and outbound phone calls to request Insurance Documentation and Bonds on behalf of the City. Exigis' requests will be specific to the insurance coverage and/or contract requirements (i.e. performance bonds) contained within the Risk Profile assigned to a vendor,or the vendor's unique insurance requirements. 3.5.2. Monitor and address multiple lines of insurance coverage that may be required by the associated contract. For example, the City has a variety of good and services contracts that may require eight(8)or more insurance coverage types(e.g.,commercial general liability, workers compensation and professional liability), and one or more bonds (payment/performance bond,fidelity bonds). The COls also requires additional insured status for mare than one party, primary language, waiver of subrogation, contractual liability, loss payee and replacement cost of property coverage. Exigis can meet this requirement. Exigis will configure each line of coverage required by the City in the RiskWorks rm.Compliance system for tracking. Upon receipt of a certificate of insurance, Exigis will enter and validate all required data elements (e.g. Effective, Expiration Dates, Limits,Additional Insured Language and Endorsements,etc.)against the requirements contained within the assigned Risk Profile or the vendors unique insurance requirements; Exigis will monitor coverage dates for each required line of coverage and document. 3.5.3. Capability to edit, track and view deficiencies within a certificate of insurance (COI)individually. Exigis can meet this requirement. Exigis will enter data for each certificate of insurance received and generate deficiencies,where applicable,specific to the assigned Risk Profile or the Vendor's unique insurance requirements.Authorized City users will have access to view, edit, and report on all deficiencies identified. 3.5.4 Guarantee a 48-hour processing time for certificates of insurance to be entered into the system, reviewed for compliance with City requirements, and display compliance or any identified deficiencies. Exigis can meet this requirement. All Insurance Documents, including Certificates of Insurance and Endorsements, are reviewed within 2 business days of receipt. Exigis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 13 of 23 The City of Miami Beach EXIGIS Submitted as on to ramar,203 3.5.5. The ability of the City to track certificates of insurance and/or bonds by contract number,vendor name,contract type and City deportment. The system shall also provide any and all outstanding insurance/bond deficiencies, a log of notifications sent to the insured and to City staff If Contractor is unable to contact an insured due to incorrect contact information (e.g., undeliverable email, disconnected telephone line), a notification shall be sent to the City,within the same business day, alerting to this fact. Exigis can meet this requirement. Exigis can store relevant information along with each vendor record including contract number,effective/expiration date,department,internal contact, etc. All transactions are logged within the RiskWorks rm.Compliance system, including notifications, phone calls, and key user activity. Exigis can utilize email and/or system reporting to immediately notify the City of undeliverable emails and/or incorrect contact information. 3.5.6. Allow City to customize all correspondence to vendors, including renewal reminders, noncompliance notices,default notices,etc. Exigis can meet this requirement. During the implementation process, Exigis will provide the City with a sample of each notification type in an editable format.The City may make adjustments to content,format,and/or language as required. 3.5.7. Vendor shall keep a record of all communication with City contractors(written and/or verbal communication)and make it available for City staff to view. Exigis can meet this requirement. Exigis logs all communication within the History and Documents section of each vendor record,including call logs(inbound and outbound)and correspondence received and sent. Exigis will also provide access to a consolidated activity log report that will allow the City to view and report on Exigis communications with its vendors at a more global level(i.e.all notifications and/or calls within a designated period) 3.5.8. Notify City vendors prior at least thirty(30)days prior to the expiration of their insurance.Provide a list to the City five(5)days prior to expiration of those vendors that have not responded to the expiration notices. Exigis can meet this requirement. Pre-Expiration notices can be delivered according to any time interval preferred by the City. Exigis' Ad-Hoc reporting feature will allow Exigis to create and schedule automated reports of vendors who have not responded to the pre-expiration notices within five(5)days of expiration. 3.5.9. Enable the system to allow the City to initiate and communicate waiver(s) of insurance requirements, or exceptions to standard insurance requirements,as deemed necessary. Exigis can meet this requirement. The rm.Compliance system includes a Review Process whereby authorized City personnel may view deficiencies for any vendor record, along with coverage provide, and may elect to waive coverage. Details associated with each Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 14 of 23 The City of Miami Beach EXIGIS Submitted as of.:c p..-.=-, ..., waiver will be automatically logged within the application i.e. User who initiated waiver, date of waiver, coverage waived, etc.) 3.5.10. Provide a procedure for handling unmatched certificates(those certificates that cannot be readily paired with contract information provided by the City). Exigis can meet this requirement. Exigis' standard procedure upon receipt of an unmatched certificate is to add a vendor record to the Exigis without an active insurance evaluation. The Certificate of Insurance will be scanned to the record. Exigis will provide the City with a report of unmatched certificates (i.e. records with a Certificate of Insurance, but without an active evaluation) on a periodic basis (typically weekly or monthly depending upon volume),The City may review and elect to 1) create an active by assigning the appropriate Risk Profile or 2) archive the vendor record to eliminate it from the 'Unmatched Report'. While the standard process works well for many clients, Exigis can implement alternative processed based on the City's needs and objectives. 3.5.11. The Contractor(s)shall provide the City with a weekly report of contracts that have expiring insurance/bond policies within 90, 60, and 30 days, as well as contracts which have expired insurance/bond policies. Exigis can meet this requirement.The Ad-Hoc Reporting within rm.Compliance will allow Exigis and/or the City to create,save,and schedule reports containing all active contracts with insurance and/or bonds set to expire within any designated timeframe (e.g. 30,45, 60, 90 days) or insurance and/or bonds that have already expired. Reports can be exported in CSV or PDF format and can be configured to include virtually any data point within the Exigis system (e.g. Contract number, Department, Internal Contact, Insurance Carrier, Contact Information, etc.) 3.5.12. Provide a self-service system to provide user ID's and passwords that can be utilized by each authorized City employee to access the web-based insurance certificate tracking system from any City device. These passwords must be limited in number,but have the ability to provide different layers of viewing based on authority roles of each user. The Contractor(s) shall provide a system feature allowing automatic password reset, or provide a contact person who can reset passwords within 24 hours, and grant/remove access of City employees within 48 hours of request by the City. Exigis can meet this requirement. Authorized City users may be provided access to add, edit,and delete users within the RiskWorks system. User logins are permission based and can be assigned based on any Organization Unit stored in the system (i.e. Department, Region, etc.). Exigis service team will responds to password reset requests within 24 hours, per the standard Service Level Procedure. 3.5.13. Provide a system to store historical records (including contract numbers) on active and inactive agreements. The City routinely executes contracts that are in effect for up to five(5)years or more. Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 15 of 23 The City of Miami Beach EXIGIS Submitted as of:.9 Exigis can meet this requirement. All historical records (contract and insurance data and documents)are available within each vendor account.The City may view this information for both archived and active agreements. 3.5.14. Conduct an on-site, implementation planning and training phase, in order to successfully prepare and launch the project,and to assist City staff in accomplishing an effective "golive"date. This shall be completed at no additional cost to the City. Exigis can meet this requirement. Exigis' Implementations Manager (New York, NY) will be available to conduct an on-site meeting including implementation planning and training during the implementation of the City project. 3.5.15. Provide on-demand web-based tutorial, instructions and technical support, at no additional charge to the City. Exigis can meet this requirement. Exigis'Account Manager designated to the City project will provide live web-based training for new users, refreshers, and/or new features, as needed.An illustrated User Web Manual designed for the City will be provided during the Implementation Phase. Exigis can also provide a pre-recorded web-based tutorial for the City's 'on-demand' use. 3.5.16. Provide post-implementation,on-site training,at the request of the City. Exigis can meet this requirement. Fees for on-site training following the initial implementation on-site visit will be provided to the City for review and approval. Provide data conversion and/or manual entry of vendors from current insurance certificate tracking system,into the replacement insurance tracking system.Provide data conversion plan and time period for completion. Exigis can meet this requirement.Exigis will perform uploads of both data(i.e.vendor and contract data, compliance status, and policy information) and documents (images of insurance documents) from the incumbent system to the RiskWorks. Additional information related to data transfer is provided in Tab 4. 3.5.17. Provide a full service system capability to remove duplicate vendor(s) records discovered in City-provided data. Exigis can meet this requirement. Upon receipt of the City's data, Exigis can review and identify duplicate vendors using the following criteria: • Duplicate Contract Number • Same or Similar Vendor Name Exigis will'flag'each suspected duplicate record in a report for the City's review,and upon City request, combine records to eliminate duplication. Exigis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 16 of 23 The City of Miami Beach EXIGIS wbmirm as at 3.5.18. Provide the City with access to web-based services to track,store, and manage an unlimited amount of certificates of insurance and/or bonds that can be accessed, viewed and analyzed,as needed by the City. Exigis can meet requirement. Exigis does not apply fees per certificate. 3.5.19. Provide standardized correspondence letters that City staff can access,from the web-based program,in order to distribute to vendor(s),on on as-needed basis. Exigis can meet this requirement. Standard letter templates will be provided to the City for review during the implementation phase. The City may elect to customize language, format, and/or content within each letter template. Notifications will autopmatically generate from the system based on the City's preferred time frames. Notices can also be generated Ad-hoc by authorized City users and Exigis personnel. 3.5.20. If available, provide a software interface between the insurance certificate tracking system and the City's Enterprise Resource Planning(ERP)system(s). Exigis can meet this requirement. Exigis data integration services are designed to help organizations centralize the management of data across one or more internal systems in order to eliminate inefficiencies, improve data visibility and timeliness, and enhance overall decision making. Exigis has an established history of working cooperatively with third-party vendors (such as Oracle, SAP, Ariba, JD Edwards, etc.) to provide interface solutions for our mutual customers.These interfaces enable the seamless exchange of data and records between RiskWorks and other third-party applications. We have a seasoned team of interface resources tasked with ensuring the proper development, deployment and maintenance of web interfaces. 3.5.21. User accessibility shall be granted according to established City workplace hierarchy, and shall be determined upon system implementation. User accessibility must be adjusted as staff changes occur and upon notification by the City of such changes. Exigis can meet this requirement. 3.5.22. Retain all insurance documents and correspondences that have reached the end of the year retention period (document must be saved and shipped to the City on a electronic file prior to disposal). Exigis can meet this requirement. Upon completion of the retention period — ten (10) years-, Exigis will provide all data to the City via FTP site and/or hard drive. 3.5.23. Provide a dedicated account representative in order to respond to telephone, voice mail,and email inquiries from the City,within 24 hours of receipt,Monday through Friday, or no later than the next business day, if received on a weekend or holiday. Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 17 of 23 The City of Miami Beach EXIGIS sunnited as of 09.ecr.e.v Exigis can meet this requirement. Please refer to Exhibit B, Service Level Procedures for additional detail. • Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 18 of 23 The City of Miami Beach E`( IGIS Submitted as of:s:!scar,::':a 4 Approach and Methodology 4.1. System implementation approach, including transfer of data from current provider With the experience and knowledge gained from over 120 successful engagements, Exigis is prepared with the appropriate resources, systems,and tools to successfully transition the City of Miami Beach to the RiskWorks rm.Compliance system. The Exigis Implementations team, led by Olga Moskatova,will collaborate with City of to formalize project objectives, timeline goals, and final deliverables related to the City's transition. Olga's team will manage and execute major tasks and milestones associated with the City of Miami Beach's implementation to the Exigis program. A client-focused QA resource will be assigned to work alongside the Implementation team to test the client-specific configuration of the product and ensure that the end-solution will meet the City's requirements. Exigis has extensive experience in migrating data from other third party systems to RiskWorks.As part of the planning and analysis phase of the project, Exigis will collaborate with The City to perform a current state review and develop a defined implementation strategy plan on how to manage the initial transfer of data. We will also provide a project charter documenting project stakeholders, project milestones, services scope, roles and responsibilities, and project success indicators. Based on Exigis' current understanding of the City of Miami's current state, Exigis recommends that the City utilize a'Rolling Start'approach for implementation. • Rolling Start Approach: Exigis will upload and map related document(s)to corresponding Vendor records in RiskWorks. Exigis will also upload policy effective and expiration dates for all Vendor records that has been identified as "compliant" in the existing Certificate of Insurance Management database. Records deemed "compliant" may be considered compliant until policy renewal. Records identified as "non-compliant" in the existing database will be uploaded to the RiskWorks system with contact information and insurance requirements only. Exigis will request and review new certificates of insurance from all vendors deemed "non-compliant" at the onset of the program. Current and/or Historical Certificate of Insurance images may be included in the data transfer if needed. 4.2. Project timeline. Please refer to Exhibit C, Preliminary Implementation Plan and Timeline for key project milestones and anticipated transition timeline. 4.3. Communication with City staff. Exigis'Single Point of Contact approach is designed to provide our clients with simple, responsive support in all matters related to the Certificate of Insurance tracking process. The Exigis Account Manager will be responsible for coordinating the necessary resources within Exigis and providing Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 19 of 23 The City of Miami Beach EXIGIS Sutmirred as of 09-e_ _air'-_S the City with regular project status updates designed to identify,contain,and mitigate risks to the project. The Account Manager will be tasked with managing and coordinating the overall day-to- day project services, including responding to and assisting City personnel. 4.4. Communication with contractors. Responsive support is the cornerstone of a successful project. Exigis' Customer Service Team focuses on providing world class support services to our client's third-party relationships (e.g. Vendors, Brokers, and Agents). Exigis utilizes a multi-channel strategy to ensure the availability and responsiveness of support services. • Live Chat:Integrated live chat support provides users real-time access to Exigis Customer Support. • Email: Dedicated web-to-case support queue is available 24 hours a day, 7 days a week and enables users to easily submit inquiries directly to the Exigis support desk.All inquiries are automatically routed to a designated Exigis Customer Support Representative and responded to within 24 business hours. Support requests can be submitted directly from the system through the'Help and Training' module or via email by sending a description of a question to support@Exigis.com. • Telephone: Live toll-free telephone support staffed by certified Exigis Customer Support Representatives (New York and California based), Monday through Friday from 8:00AM to 8:00PM ET. 4.5. Testing of system and troubleshooting To assure the highest level of system quality,Exigis utilizes a phased approach to its deployments. The City's certificate tracking system will be configured and tested by Exigis and approved by the City in a development environment prior to being transferred to 'production'. Exigis' team of experienced Solutions Engineers and Quality Assurance Representatives will perform rigorous regressive testing to ensure that all features are working properly and the system has been configured per the City's documented requirements. Any issues identified are reported using the Atlassian PRA ticketing and tracking system. Following a successful Quality Assurance test,Exigis will provide the City with access to the online system for user acceptance testing. Any issues and/or change requests identified will be communicated to the Implementations Manager and reported using the Atlassian PRA ticketing and tracking system. Upon acceptance by the City, Exigis will deploy the City's configured system in the production environment for'live use' Following implementation, Exigis Quality Assurance Teams and Solution Engineering will continue testing of portal following the procedures above,for any of the following scenarios: • System upgrades • Featu re Enhancements Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 20 of 23 The City of Miami Beach E`CIGIS Submitted as of:or-eon-re1:3 • Change Requests • Bug Fixes and/or Troubleshooting requests 4.6. Training and technical support Effective training and education is vital for long-term project success. Exigis offers a variety of targeted multi-channel learning options to quickly introduce new users to RiskWorks and their core function within the insurance compliance process. Training sessions are typically conducted within small groups to facilitate Q&A sessions. Exigis will coordinate with The City on the formation, agenda, and scheduling of each training session. The following standard training and education services are included in this proposal and will be available to The City during the transition process and ongoing service project: • On-Site Training: On-site training seminars geared towards senior project stakeholders and management level users with the goal of educating key project process owners so that they are equipped to support the process internally. • Web Training: Task oriented training sessions typically 60 minutes in length, conducted online,and focused on specific platform user groups • Video Training:Activity-focused tutorials strategically posted within RiskWorks and made available to users as needed. Additionally, Exigis maintains a full library of training support documents, instructional brochures and user manuals targeted to each user group. These documents are accessible on-demand in RiskWorks under the'Help and Training' section of the application. 4.6.1. Proposed Training Plan Exigis will provide the City with training services to introduce users to RiskWorks and their role and task responsibilities within the rm.Compliance application. Training sessions include: • Introduction to RiskWorks Session • "Training the Trainer"Session • RiskWorks Refresher Session To supplement the training sessions, Exigis will provide the City with user manuals on portal navigation and guidance on tasks completion. Exigis maintains a full library of training support documents, instructional screen capture brochures and user manuals targeted to each user group. These documents are accessible and downloadable on- demand in RiskWorks under the 'Help and Training'section of the system. Exigis,LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 21 of 23 The City of Miami Beach EXIGIS Sainted as of:X-eor.a ,2 0.:, 4.7. Quality assurance procedures At Exigis, we recognize that our clients operate their businesses and make actionable decisions based on the results of our work.To meet our client's high expectations for accuracy and quality, Exigis maintains a fully staffed Quality Assurance Team focused on auditing the following key components of the Exigis service: • New Client Deployments • Change Requests and System Enhancements • Data Entry and Certificate of Insurance Compliance Results The chart below provides and overview of the Quality Process for Document Processing and Review within RiskWorks. Quality Analysis Process: Document Processing and Review Quaray Analysis Process Random Swiping Genenevl • Quality Check Perfor edby W emaciate Neve Account Rwa+rd C.Mntt Cornea ReNoen artM•C a®nt -Nmmt Smp .Dap Envy -D eey -Ew•Edt -pm Et -Gamines aves -EwtuYn -Canted Type -Repvenm6 -fnY[r Nvnon -rae[IYWmmr -Caest nb� C r • MIK Error? ♦ Yes • + NW[Recorded EnorReCorded • - ErmW Errs rete nmt M•tle. • CasUWSWOOre P DaringTw•MAp V Oally Tien ttdaRerleeed - Results Submladtl radmfEytMaemm ♦ acemmieMtteYmmyrr Mannar Exigis.LLC.Response to Invitation to Negotiate for Insurance Tracking System and Related Services Page 22 of 13 The City of Miami Beach EXIGIS Submitted as et 5 Fes-, ]Ss 4.8. Ongoing contractor support. Responsive support is the cornerstone of a successful project. Exigis' Customer Service Team focuses on providing world class support services to our client's third-party relationships (e.g. Vendors, Brokers, and Agents). Exigis utilizes a multi-channel strategy to ensure the availability and responsiveness of support services. • Live Chat:Integrated live chat support provides users real-time access to Exigis Customer Support. • Email: Dedicated web-to-case support queue is available 24 hours a day, 7 days a week and enables users to easily submit inquiries directly to the Exigis support desk.All inquiries are automatically routed to a designated Exigis Customer Support Representative and responded to within 24 business hours.Support requests can be submitted directly from the system through the 'Help and Training' module or via email by sending a description of a question to support@Exigis.com. • Telephone: Live toll-free telephone support staffed by certified Exigis Customer Support Representatives (New York and California based), Monday through Friday from 8:00AM to 8:00PM ET. Exigis,LLC.Response to Invitation to Negodate for Insurance Tracking System and Related Services Page 23 of 23 The City of Miami Beach EXIGIS Exhibit A Exigis Project Team Organization Chart and Resumes rzga top a The City of Miami Beach Response to Request for Proposal for Insurance Tracking System and Related Services Exhibit A Project Team Organization Chart and Resumes Each Exigis client engagement is supported by a dedicated team of Project Service professionals. The below individuals have been identified and will be assigned to the City's project engagement based on relevant experience in insurance compliance, certificate management and tracking services, and overall industry knowledge. The City Project Team, outlined below, will serve as the designated departmental resources tasked with the provision and fulfillment of day-to-day project services for the City. . A'.YBEACH • • •Rahvt Ruariy¢ chgetopemomsorter Y.plewnntiane .cc.untkrvicea Sok on.Engineering • Pent Cneo.,bg.Cml]uaM.Cacum.naun, O.y'bC.y Roel Taut PtcnsReRMmq, • Mani CnfAyeWn Change Egmna FCAcM.Gait/Assurrrte Change Reaueat lanagemmt K:aun S.+vt FraniErnencnlb. wes•Uryrmx Op•Maskalare Rachel Orton • hrym yr Manager MyemenNhuns Manager,Account Sar ces Wne4et,SWb s Erynee ng laiplentantacione Support Michel Dick Selillans Engineering Support Nes York mE Calan Teams Assocale,Accoum Nee Tat and Caronie Tears Cullom,Service and support New York em Cehm.Tean • Exhibit A-Project Team Ordancaton Cora and Resumes Project Team Resumes Olga Moskatova Manager, Implementations Location: New York, NY (646 762-1524 i • olpa.moskatova W exieis.com • Change Management • Insurance Compliance • Project Management • Strategic Planning • Quality Assurance • Analysis and Assessment Role As part of the Operations team based in New York, Olga will serve as the Implementations Manager for the City's project engagement. She will lead the business requirements documentation, portal configuration, and overall successful deployment of RiskWorks rm.Compliance for the City of Miami Beach in adherence with defined project milestones,budget, and timeline. Responsibilities Olga joined Exigis in 2012 and currently serves as Implementations Manager in the Operations Department with over five years of experience working with commercial insurance. Olga will collaborate with the City's project stakeholders to ensure that all scheduled project milestones are managed in a timely manner and within project scope and budget. She will be responsible for acquiring resources and coordinating efforts of team members in order to successfully deliver projects according to plan. With her extensive experience overseeing insurance compliance and certificate issuance project deployments for leading private sector entities, she will lead and manage the business requirements documentation to ensure accuracy of portal configuration. Olga will provide a variety of personalized training sessions targeted to specific user groups, role, or set of tasks and responsibilities. Olga will be committed and dedicated to contributing to the success of this project. Experience Prior to joining Exigis, Olga was a Marketing Assistant at the Delaware County Literacy Council. Olga's role was to coordinate and plan for a series of Open House and Fundraising Events. In her customer-facing role,she served as the liaison among incoming students,tutors, and donors. Education Olga has a Bachelor of Business Administration from Temple University- Fox School of Business Management. Exhibit A-Project ream Organization Chart and Resumes Priyam Basu Manager,Solutions Engineering Location: New York, NY (646) 762-1505 I ';H orivam_basue xieis.com • Change Management • Insurance Compliance • Project Management • Strategic Planning • Quality Assurance • Analysis and Assessment Role As the Manager of Solutions Engineering, Priyam will work directly with the Account Services, Implementations, and Business Development teams to manage client requests for new products and applications while strengthening Exigis'value propositions to existing clients. Responsibilities Priyam will lead the Solutions Engineering team and will be responsible for ensuring consistent delivery of high quality solutions which meet the City's business and technical requirements. Priyam will be an essential part of all efforts to continually evolve and enhance the operations and technology to the City. During the Implementation phase, Priyam will lead the team responsible for configuring and tailoring a solution to meet the needs of the City. Priyam will collaborate with the Exigis Implementation and Accounts Services team,as well as the City to provide technical level analysis and direction. Following Implementation, Priyam will manage and direct any new development initiatives required by the City,including system change requests,new portal configurations,and integration. Experience Priyam joined Exigis in 2013 with a background in information technology,software development, and the project lifecycle management experience. In her years with the firm, Priyam has gained considerable experience managing both large and small scale projects across multiple industry segments. Over the past 12 months, Priyam's team has successfully transitioned over 16 organizations from other Certificate of Insurance Management platforms. Priyam has played a pivotal role in the success and continued development of these, as well as many other client engagements. Prior to joining Exigis, Priyam worked with the City of Philadelphia,assisting in the development of new internal management systems. Education Priyam has a Masters in Computer Science from Temple University — College of Science and Technology. Exhibit A-Protect Team OrganizationChart and Resumes EXIGIS - - - 539 3'Avenue,3"F:.cor,New York.NY 10013 exigs.om Rachel Crull Manager,Account Services Location: Murrieta, CA (646) 762-1552 . 7, rachel.crullaexieis.com • Account Management • Process Adoption • Insurance Compliance • Change Management • Problem Solving • Case Management and Resolution Role As an Account Manager on the Account Services team, Rachel will be assigned as the primary contact for the City's day-to-day project-related activities. She will work closely with the City's project stakeholders and directly with the Implementation and Business Development teams to manage any new client requests while strengthening the success of the Certificate of Insurance Tracking project. Responsibilities Rachel will lead the Account Services team and will be responsible for managing the execution and delivery of all account related deliverables to the City. She will manage the project timeline for any change requests and open items by assessing and delegating work items to her team to complete. Rachel will delegate tasks based on Exigis' personnel's skillset and level of knowledge to ensure that all of the City's third parties receive the upmost level of customer care. Rachel will be an essential part of an efforts to continually evolve and enhance the operations to the City. Experience Rachel joined Exigis in 2016 with over twelve years of experience of project lifecycle management experience. Prior to joining Exigis, Rachel spent ten years at a Certificate of Insurance Management firm, working in Account Servicing, Implementations, and Customer Support. Her extensive experience has provided her with an in-depth knowledge of the fundamentals of contractual risk transfer and certificate of insurance management. Education Rachel holds an Associate degree with a focus in management from the University of Phoenix. • Exhibit A-Project Team ospniaation Chart anti Resumes Michelle Dick Associate,Account Services Location:Murrieta, CA (646) 762-1515 michelle.dicknr. exigis.com • Customer Service • Process Adoption • Insurance Compliance • Change Management • Problem Solving • Case Management and Resolution Role As an Associate on the Account Services team, Michelle has been assigned as a contact for day- to-day support-related activities. She will work closely with the Account Manager, the City's project stakeholders, and vendors and brokers. Michelle is accountable for support inquiries related to both onboarding and ongoing services. Responsibilities Michelle, along with her fellow customer service associates, will ensure all best practices are adhered to and that all call, email,and live chat inquiries and requests are attended to in a timely manner. Michelle is responsible for support inquiries and communicating updates and resolutions to the Account Manager for review with end-users. With strong interpersonal communication skills and a keen understanding of third party relationships, Michelle is a strong team player committed to providing the City with quality service. Michelle will be leading the execution of Vendor outreach campaigns and ongoing support services as determined in the City's project scope to promote end user process adoption with the goal to drive Vendor compliance.Michelle will work with the City's project stakeholders,vendors, and brokers to increase overall compliance. Experience Prior to joining Exigis, Michelle served as a Service Consultant at a Certificate of Insurance Management firm for over ten years. Her relevant industry and customer service experience makes her an important asset to the Project team. Education Michelle has studied at Kaplan University. Exhibit A-Project Team organization Chart and Resumes E `® IGIS ►® o- Exhibit Bt Exigis Service Level Procedures The City of Miami Beach Response to Request for Proposal for Insurance Tracking System and Related Services Exigis,LLC.Service Level Procedures 1 Customer Support 1.1 Definition Three levels of customer support exist.They are: Support Level Description Level 1 Account Managers responsible for routine customer questions, assistance and training as well as coordination of higher levels of support. This is the first line of support to all customers and will coordinate all communication between the customer and the other levels of support provided. Level 2 First level technical assistance responsible for troubleshooting and providing immediate resolution to minor technical issues as brought to them by Account Managers Level 3 Second level technical assistance, supplied by Engineering Team members, responsible for resolving escalated major customer technical issues. 1.2 Services Support services provided by Customer Service Team include the following,without limitation: • Assistance with any RiskWorks and Complianz features including questions in any way pertaining to the use of the service • Requests for Data Upload services • Requests for Professional Services • Resolution of problems related to all aforementioned items All Account Managers liaise with Exigis Technology Team to address any issues that require support of greater difficulty or complexity,or to resolve technical concerns and ongoing issues. 1.3 Access to Customer Care Customer service is provided via telephone, chat and e-mail. During business hours, Exigis provides a phone number and e-mail address to accept incoming questions and concerns from the Customer. Customer service is available during the following hours: Service Availability Access Category Business 8:00AM EST — 5:00PM EST, Monday Toll free number:800-430-1S89 Hours through Friday,except holidays After 5:00PM EST — 8:00AM EST, Monday Provided via assigned customer email Hours through Friday,including holidays Saturdays and Sundays Exigis Confidential Page 1 February 2018 Exigis,LLC.Service Level Procedures 1.4 End User Service Levels Activity Response Commitments Target Response Times E-mail Response Time Exigis commits to responding to all e- Goal:<60 minutes mails on the same business day,unless Target:<4 hours received after normal business hours. Call Answer Time Exigis commits to monitoring the Goal:<20 seconds pickup inbound call queue far immediate Target<20 seconds pickup of clients on hold. In the event that all customer care representatives are helping other clients, the next available representative will pick up any calls waiting in queue. Call Return Time Exigis commits to responding to all Goal:<60 minutes voice messages on the same business Target:<4 hours day unless the voice message is left after normal business hours. Customer Satisfaction Exigis commits to providing service Goal: Survey that will result in a satisfied customer 100%Satisfied base.Exigis will measure this by issuing 80%Extremely Satisfied a periodic Customer Satisfaction Survey to gather feedback from customers. 1.5 Transcription Service Levels Activity Response Commitments Target Response Times Timeliness of documents Exigis commits to transcribing all Goal:<24 minutes received and processed documents within 48 hours of receipt Target:<48 hours Document Accuracy -Exigis commits to transcription of Goal:<100%seconds pickup documents with a 98%quality factor Target:<98%seconds 1.6 Engineering Requests Service Levels Activity Response Commitments '•Target Response Times Data Feeds Uploaded Exigis commits to uploading any 'Goal:<18 business hours predefined datafile with 24 business Target: < 45 business hours of hours receipt New customer data Exigis commits to completing the Goal:<48 hours of receipt analysis analysis of new datafile analysis within Target:<72 hours of receipt 72 business hours of receipt Exigis Confidential Page 2 February 2018 Exigis,U.C.Service Level Procedures Engineering deadlines Exigis commits to completing all Goal:<100%on-time completion met approved engineering projected by the Target:<98%on-time completion committed date 98%on time Engineering quality Exigis commits to a first time quality Goal: factor of98%on approved engineering 100%first time correct projects 98%first time correct Exigis Confidential Page 3 February 2018 EXIGIS Exhibit C � Exigis Preliminary Implementation Plan and Timeline The City of Miami Beach Response to Request for Proposal for Insurance Tracking System and Related Services Exhibit C Exigis Preliminary Transition Plan and Timeline Prepared for: City of Miami Beach,FL As of: 08 February 2018 Exigis has extensive experience migrating data from other third party systems to RiskWorks.As part of the planning and analysis phase of the project.Exigis will collaborate wwith the City to perform a current state review and develop a defined Implementation strategy plan on how to manage the initial transfer of data.We will also provide a project charter documenting project stakeholders.key milestones.services scope,roles and responsibilities,and project success indicators. YrNSRvs ne Oeistinn ActivitiesDesignated EeigisContiactisi Estimated DIPation -3 W 1.0 Project Kickoff Exigis works with the to 1-Perform assessment of current Insurance tracking process, Olga Moakatova(Acne%p7-3) 2J Weeks Hent state and ranee requirements.and business rules deployment strategy 2-Develop plan for upload of City's data from incumbent system into the Exigis system 3-Perform assessment of actve and legacy third party insurance documents stored wiOin incumbent system•develop plan for bulk unload 2.0 Business rmal'works with the City to 1-Identify Agencies key project stakeholders-document roles Olga Moskatova(Anewry#1-9) 3-4 Weeks formally formally document project and rebilities Document scoping requirements and 2-Formalize project plan and service delivery gy-inclusive outline Implementation plan of defined project objectives and success evaluation ahead•41 months,+3 months,+6 months.•12 months,etc. 3-Request and perform review of preliminary data file from incumbents system 4Map Division/organizational hierarchy 5-Map Risk Profiles with corresponding insurance requirements 6-Determine and document business rules R Develop communica0ons template for outreach to the Agencies'Vendors,Contractors.and Brokers 8-Formalize user education strategy and training pan 9-Present final Business Requirements Document to the Agencies for review and approval 3.0 Initial Configuration Exigis begins implementation of t-Configure and deploy RiskWorks rn.Compliance and Olga Moskatova(Activity#1.8) 4-6 Weeks risk technology while rm.Reports with full suite insurance evaluation functionality collaborating with the City to allowing Exigis to process,verify,and maintain third party align with business process insurance information on behalf of the City. and culture changes 2-Create and configure user logins for project stakeholders according to designated user roles and permissions Exigis.LLC. Exhibit D•Preliminary Implementation Timeline Page 1 of 2 3 ora wte DeSoip4mt "tle'ib`s oesimrmeCFirrNCPntactis) Estimated Duration 3-Map and configure the egg's standard Contract Types and insurance requirements-perform vendor classification 4-Process upload of"Compliant"and'Non-Compliant"vendor and contractor records from the incumbent system into the Exigis RiskwoMs database.'Compliant'records will include upload of pertinent policy Information including policy effective and expiration dates 5-Image,index,and process insurance documentation from Me irmumbest system to the appropriate vendor and contractor record within Me Exigis system 6-Perform Customer Acceptance Test Exigis.LLC. Exhibit B-Preliminary Implementation Plan and Timeline Page 3 or 3 • Estinaled . : e a Designated Esiga fnrdal(c) Onion 6,0 Full Implementation Exigis to complete deployment t-Prepare and dislnbute communique to Te City informing Olga Moskatova(Acttvity NAS) A8 Weeks of the Agency's Certificate of pertinent City personell of me new process Rachel Crull(Activity tt6) Insurance tracking program and 2-Supply all City users with user login and unique inlltlete communication plan to passwords begin requesting,receiving,and 3-Coordinate and perform training for the City's project verifying certificates of stakeholder-develop and distribute supplementary web and insurance brochure training materials 4-Prepare and distribute letter to the City's vendors announcing the new process and providing instructions On The submittal of insurance documentation 5-Complete onboarding and compliance evaluation of all active City vendors. 6-Commence ongoing vendor compliance outreach and renewal campaigns scheduled according to insurance policy expiration dates and insurance compliance status within the RiskW orks system 5.0 Maintenance and Provide project services 1-Performscheduled weekly campaigns to engage Rachel Crull(Activifies N3,4,5,6) Week 8 Forward Service (including Professional, unresponsive and non-compliant vendors Account Services Team(Activity#7- Technical,Presentment,and 2-Provide Support Services to the City and its'vendors and 2) Support)and contnious brokers-phone,email,and Iwo chat Customer Support Team(Activity al. improvements 3-Perform periodic quality assurance audits of insurance 2) documentation entered into the RiskWvks system to ensure quality control for the project 4-Coordinate and laciliate refresher webinar training sessions for Agency protect stakeholders • 5-Facilitate weekly project status calls between the Exigis Account Services team and City Stakeholders 6-Provide change management services 8.0 Annual Stewardship Exigis to perform Annual Client 1-Prepare and present Annual Stewardship Report Jasmine Winters(Activity 81) Year l Forward, and Program Stewardship to present current performance scorecard,benchmarks and achievements,and Rachel Crull(Activity 112) Annually Assessment state business analysis and recommendatons for further optimization recommendations for process 2-Scope,document and develop implementation plan for future improvement and increased state enhancements compliance mgrs LLC Exhibit C-Preliminary Implementation Plan and Timeline Page 3 of 3 ATTACHMENT D INSURANCE REQUIREMENTS APPENDIX E M AM BEACH Insurance Requirements ITN 2018-003-JC INSURANCE CERTIFICATE TRACKING SYSTEM AND RELATED SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITN 2018-003-1C 31 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers'Compensation and Employers Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in insurance requirements'of specifications). XXX 3, Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability $ .00 _Fire Legal Liability $ .00 _Protection and Indemnity $ .00 _Employee Dishonesty Bond $ _.00 Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating Bi-:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured.Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. • I I N 2018-003-1C 32