Resolution 2023-32673 RESOLUTION NO.; 2023-32673
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER PURSUANT TO
REQUEST FOR QUALIFICATIONS NO. 2023-009-WG INSURANCE
CERTIFICATE COMPLIANCE SYSTEM` AND RELATED SERVICES;
AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH EXIGIS,
LLC, AS THE SOLE PROPOSER; AND FURTHER AUTHORIZING THE
CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT
UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION AND PROVIDED THAT. THE FUNDING REQUIRED
FOR THE SERVICES HAS BEEN PREVIOUSLY APPROVED BY THE
CITY COMMISSION.
WHEREAS, on February 1, 2023, the Mayor and City Commission approved the
issuance of the Request for Qualifications (RFQ) No. 2023-009-WG for Insurance
Certificate Compliance System and Related Services; and
WHEREAS, Request for Qualifications No. 2023-009-WG (the "RFQ") was
released on February 2, 2023; and
WHEREAS, a voluntary pre-proposal meeting was' held on February 17, 2023;
and
WHEREAS, on March 29, 2023, the City received a sole proposal from Exigis,
LLC; and
WHEREAS, on June 1, 2023, the Evaluation Committee appointed by the City
Manager convened to review and score the proposal received. The Committee was
comprised of Theresa Buigas, Administrative Services Manager, Procurement
Department; Marc Chevalier, Risk Manager, Human Resources Department; Stephany
Gonzales, Administrative Services Manager, Fleet and Facilities Management
Department; and
WHEREAS, the Evaluation Committee received an overview of the project,
information relative to the City's Cone of Silence Ordinance and the Government
Sunshine Law, general information on the scope of services, and a copy of the
proposal; and
WHEREAS, the Evaluation Committee was instructed to score and rank the sole
proposal pursuant to the evaluation criteria established in the RFQ; and
WHEREAS, after reviewing the submission, the City Manager concurs with the
evaluation committee and recommends that the Mayor and City Commission authorize
the Administration to enter into negotiations with Exigis, LLC; and further, authorize the
City Manager and City Clerk to execute an agreement upon the conclusion of
successful negotiations by the Administration.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby accept the recommendation of the City Manager, pursuant to
Request for Qualifications (RFQ) No. 2023-009-WG Insurance Certificate Compliance
System and Related Services; authorizing the Administration to enter into negotiations
with Exigis LLC, as the sole proposer; and further authorizing the City Manager and City
Clerk to execute an agreement, upon conclusion of successful negotiations by the
Administration and provided that the funding required for the services has been
previously approved by the City Commission.
PASSED AND ADOPTED this 076 . day of /k 1 y 2023.
ATTEST:
JUL 2 8 2023 12-21--_,_
RAFAEL E. GRANADO, CITY CLERK DAN GELBER, MAYOR
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APPROVED AS TO
FORM & LANGUAGE
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City Attorney g Date '
Competitive Bid Reports -C2 B
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: July 26, 2023
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 REQUEST FOR QUALIFICATIONS
NO. 2023-009-WG INSURANCE CERTIFICATE COMPLIANCE SYSTEM
AND RELATED SERVICES; AUTHORIZING THE ADMINISTRATION TO
NEGOTIATE WITH EXIGIS, LLC, AS THE SOLE PROPOSER; AND
FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON THE CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION AND PROVIDED THAT THE
FUNDING REQUIRED FOR THE SERVICES HAS BEEN PREVIOUSLY
APPROVED BY THE CITY COMMISSION.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve the Resolution authorizing the
Administration to negotiate with Exigis, LLC ("Exigis"),the sole proposer for Request for
Proposals (RFQ)2023-009-WG. The Resolution also authorizes the City Manager and City
Clerk to execute an Agreement upon successful negotiations by the Administration, in an
amount not to exceed $50,000 annually.
This solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
Nearly all contractors doing business with the City are required to maintain insurance for the
work being performed in accordance with the requirements established by the Risk
Management Division. Currently,the City receives and must review approximately 5,000 new or
' renewed certificates of insurance per year.To streamline the review and the administrative
burden,the City utilizes a third-party insurance compliance and management firm to review
certificates of insurance and surety documents, manage approvals with vendors, maintain
records, and provide reporting to the Administration.
On August 14, 2018,the City of Miami Beach("City")executed a three (3)year agreement,with
two (2)renewal options of one (1)year each,for the insurance certificate compliance system
and related services with Exigis LLC. The agreement is currently set to expire on August 13,
2023.
Page 33 of 1588
In order to receive proposals to establish a replacement agreement, the Administration
developed Request for Qualifications (RFQ) No. 2023-009-WG.
ANALYSIS
On February 1, 2023, the Mayor and City Commission approved the issuance of the RFQ No.
2023-009-WG for insurance certificate compliance system and related services. The
solicitation was issued on February 2, 2023.A voluntary pre-proposal meeting was held on
February 17,2023. On March 29,2023, a sole proposal was received from Exigis, LLC.
In response to the sole proposal, staff polled firms that had been notified of the RFQ to
understand why they had not bid. Several firms communicated that the scope of services in the
RFQ was too large. Several firms communicated that,while their primary work is in the
insurance industry,they do not perform compliance reviews. Other firms provide software only
or perform insurance compliance reviews, but not surety reviews.
On June 1, 2023,the Evaluation Committee appointed by the City Manager convened to
consider the proposal received. The Committee was comprised of Theresa Buigas,
Administrative Services Manager, Procurement Department; Marc Chevalier, Risk Manager,
Human Resources Department; Stephany Gonzales,Administrative Services Manager, Fleet,
and Facilities Management Department.
The Committee was provided an overview of the project and information relative to the City's
Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also
provided with general information on the scope of services and a copy of the proposal. The
evaluation committee determined that Exigis, LLC was qualified and should be considered for
negotiations (see Attachment A). Below is a short bio of the firm based on information in its
proposal.
Exigis, LLC
Exigis is the incumbent firm for the,Citys insurance certificate compliance system and has
provided satisfactory services to the City since 2018. Exigis has over 20 years of experience
providing enterprise solutions to Fortune 500 companies and the public sector. Exigis is a
privately held, independently owned minority owned business enterprise headquartered in New
York, NY,with regional branch operations in San Francisco, CA, and Murrieta, CA. Exigis
services are managed and performed by a highly qualified team of full-time insurance, risk
management,technology, project management,and customer support professionals. It is
Exigis' mission to transform management by pairing flexible web software with world-class
account services to centralize and streamline the management of disjointed processes.
SUPPORTING SURVEY DATA
N/A
FINANCIAL INFORMATION
The Human Resources Department estimates $45,000.00 annually for these services. Fees
will be established through the negotiation process. Services pursuant to the award of this RFQ
shall be subject to funds availability approved through the City's budgeting process. Grant funds
are not anticipated to be utilized for these services.
Amount(s)/Account(s):
Page 34 of 1588
Funding is allocated in the amount of$45,000.00
Account no. 540-1790-000312-13-413-582-00-00-00-
CONCLUSION
After reviewing the submission and the evaluation process, it is evident that Exigis has the
experience necessary to provide the City with an insurance certificate compliance system and
related services. Exigis has worked with public and private sector organizations across the U.S.
over the last 20 years. The City's transition to the use of Exigis as its insurance compliance
system took place in 2018 and has been working well. Exigis offers data integration services to
centralize data management across one or more internal systems to eliminate inefficiencies,
improve data visibility and timeliness, and enhance overall decision-making.
Therefore, it is recommended that the Mayor and City Commission approve the Resolution
authorizing the Administration to negotiate with Exigis, LLC,the sole proposer for Request for
Proposals (RFQ)2023-009-WG, and,further,authorizing the City Manager and City Clerk to
execute an Agreement upon successful negotiations by the Administration, providing that the
funding for the services has been previously approved by the City Commission.
Applicable Area
Not Applicable
Is this a"Residents Right Does this item utilize G.O.
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
No No
Strategic Connection
Non-Applicable
Legislative Tracking
Human Resources/Procurement
ATTACHMENTS:
Description
❑ Attachment A
❑ Resolution
Page 35 of 1588
Request for Qualifications
(RFQ)2023.009-WG m o, a, rn
Insurance Certificate Theresa Bulges Y Marc Chevalier Stepheny Gonzales LOW
-Compliance System and Related j { A Totalarea�
Services - .
Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal Qualitative Quantitative Subtotal _
Exigis LLC 70 0 70 1 : 81 0 81 1.' 88 0 88 1 3 1
t - -,
- - IOW 4umtmamw
Pmpoasr Maximum Points - Vat.in.Point (-Vetarm's)
Exigis LLC 5 o o •
FOR DISPLAY PURPOSES ONLY.FINAL RANKING DOES NOT CONSTITUTE AN AWARD RECOMMENDATION.