C7D-Waive Bidding Procurement Of Certificate Of Insurance Tracking SystemCOMMISSION ITEM SUMMARY
A Resolution Of ihe Mayor And The City Commission Of The City Of Miami Beach, Florida, Approving And
Such Waiver To Be ln The Best lnterest Of The
Authorizing The Procurement Of A Certificate Of lnsurance Tracking System, Utilizing Existing Palm Beach
County Contract No. '13-100-MW, Effective Through February 18, 2015, Subject.To Any Extensions AndiOr
Repla-ement Contracts lssued By Palm Beach County; And Waiving By 5/7' Vote, The City's Formal
Gondensed Title:
Item Summary/Recommendation:
lntemal Conhols to Achieve More Accountabi
Data Envlronmental etc.): N/A
it is standard operating procedures to require vendors/contractors conducting business with the Cityto provide
insurance coverage with limits, terms and conditions that reduce the City's exposure to financial loss and
sometimes costly litigation for work performed by our vendors/contractors. The process of tracking certificates
of insurance for compliance with contract requirements is a cumbersome, time consuming, but necessary task
that ultimately transfers the loss away from the City when a claim is made. lt is the ultimate goal of the City to
have 100olo compliance with insurance requirements for every vendor, contractor, or tenant that does business
with 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. Through
its due diligence review of existing contracts, during the last fiscal year the Procurement Department identified
an excessive amount of agreements that are in non-compliance with the applicable insurance requirements and
have made great efforts, with the assistance of the Risk Management staff, in bringing these
vendors/contractors into compliance. However, with limited resources, we are looking for the most efficient and
effective methodology to perform certificate of insurance tracking. Ratherthan 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.
ln identifying options for the contracting of these services, staff has identified a competitively solicited contract
recently awarded by Palm Beach County (Contract 13-1 00-MW) to lnsurance Tracking Services, lnc. ('lTS").
The ITS agreement with Palm Beach County allows the City to expeditiously engage an industry expert, lTS, to
assist the City with maintaining compliance of the insurance requirements in City contracts, thereby minimizing
any risk or liability to the City. The cost for routine services is estimated to be approximately $1 .75 per month
per contract, a negligible amount given the risk mitigation benefits of such a service.
Based on the large volume of agreements, the City needs a system managed by licensed insurance
professionals that will perform all the necessary functions to monitor compliance, audit incoming certificates,
and follow-up for renewals. Therefore, it is recommended that the City piggyback the contract with ITS
competitively awarded by Palm Beach County. This contract will allow the Human Resources Department -
Risk Management Division and other departments to track compliance of their vendors/contractors insurance
using this web-based Certificate of lnsurance Tracking System.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve a resolution authorizing the implementation of
a Certificate of lnsurance Tracking System, through lnsurance Tracking Services, lnc., utilizing Palm Beach
County Contract No. 13-100-MW, and waiving by 5/7rh vote, the city's formal competitive bidding requirements,
findinq such waiver to be in the best interest of the
Financial lnformation:
Source ol
Funds: /.{w)CJ
Amount Account
$50,000 540-1790-000312
Total $50,000
Financial tmpact Summary: Additional funds, if required, will
available approved fundin0.
be approved by the Budget Office, based on
n-Offs:
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AGENDA ITEilI c7DMIAMIBEACHoxe {'21-lV141
g MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,
www.miamibeachfl.gov
MEMORANDUM
TO: Honorable Mayor Philip Levine of the City Commission
FROM: Jimmy L. Morales City Manager
DATE: May21,2014
SUBJECT: A RESOLUTION OF THE YOR AND GITY COMMISSION OF THE CITY OF
MIAMl BEACH,APPROVING AND AUTHORIZING THE
PROCUREMENT OF A CERTIFICATE OF INSURANCE TRACKING SYSTEM,
UTILIZING THE COMPETITIVELY SOLICITED PALM BEACH COUNTY
CONTRACT NO. 13.100-MW, EFFECTIVE THROUGH FEBRUARY 18,2015,
SUBJECT TO ANY EXTENSIONS AND/OR REPLACEMENT CONTRAGTS
ISSUED BY PALM BEACH COUNTY; AND WAIVING BY 5/7TH VOTE, THE
CITY'S FORMAL COMPETITIVE B!DDING REQUIREMENTS, FINDING SUCH
WAIVER TO BE IN THE BEST INTEREST OF THE CIry.
ADMINISTRATION RECOMM EN DAT!ON
Approve the recommendation.
KEY INTENDED OUTCOME
Strengthen lnternal Controls to Achieve More Accountability
BACKGROUND
It is standard operating procedures to require vendors/contractors conducting business with the
City to provide insurance coverage with limits, terms and conditions that reduce the City's
exposure to financial loss and sometimes costly litigation for work performed by our
vendors/contractors. The process of tracking certificates of insurance for compliance with
contract requirements is a cumbersome, time consuming, but necessary task that ultimately
transfers the loss away from the City when a claim is made. lt is the ultimate goal of the City to
have 1000/o compliance with insurance requirements for every vendor, contractor, or tenant that
does business with 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. Through its due diligence review of existing contracts, during the last
fiscal year the Procurement Department identified an excessive amount of agreements that are
in non-compliance with the applicable insurance requirements and have made great efforts, with
the assistance of the Risk Management staff, in bringing these vendors/contractors into
compliance. However, with limited resources, we are looking for the most efficient and effective
methodology to perform certificate of insurance tracking. 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.
142
ln identifying options for the contracting of these services, staff has identified a competitively
solicited contract recently awarded by Palm Beach County (Contract 13-100-MW) to lnsurance
Tracking Services, lnc. ("lTS"). The ITS agreement with Palm Beach County allows the City to
expeditiously engage an industry expert, lTS, to assist the City with maintaining compliance of
the insurance requirements in City contracts, thereby minimizing any risk or liability to the City.
The cost for routine services is estimated to be approximately $1.75 per month per contract, a
negligible amount given the risk mitigation benefits of such a service.
CONCLUSION
Based on the large volume of agreements, the City needs a system managed by licensed
insurance professionals that will perform all the necessary functions to monitor compliance,
audit incoming certificates, and follow-up for renewals. Therefore, it is recommended that the
City piggyback the contract with ITS competitively awarded by Palm Beach County. This
contract will allow the Human Resources Department - Risk Management Division and other
depa(ments to track compliance of their vendors/contractors insurance using this web-based
Certificate of lnsurance Tracking System.
RECOMMENDATION
It is recommended that the Mayor and City Commission approve a resolution authorizing the
implementation of a Certificate of lnsurance Tracking System, through lnsurance Tracking
Services, lnc., utilizing Palm Beach County Contract ruo. ta-tOO-tvtW, and waiving by 5/7th vote,
the city's formal competitive bidding requirements, finding such waiver to be in the best interest
of the City.
JLM: KGB:MT:SCT:AD
T:\AGENDA\2014\Mav\Procurement\Certicate of lns TrackinS System - Commission Memo.doc
143
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING, BY 5/7TH VOTE, THE COMPETITIVE
BIDDING REQUIREMENTS, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY, AND APPROVING AND AUTHORIZING THE
PROCUREMENT OF GERTIFICATE OF INSURANCE TRAGKING SYSTEM,
UTILIZING EXISTING PALM BEACH COUNTY CONTRACT NO. l3-IOO-MW,
EFFECTIVE THROUGH FEBRUARY 18, 2015, SUBJECT TO ANY
EXTENSIONS AND/OR REPLACEMENT CONTRACTS TSSUED BY PALM
BEACH COUNTY.
WHEREAS, the Human Resources Department - Risk Management Division requires a
certificate of insurance tracking system; and
WHEREAS, the Palm Beach County Contract No. 13-100-MW, for certificate of
insurance tracking system was competitively bid and awarded to lnsurance Tracking Services,
lnc.; and
WHEREAS, the Palm Beach County Contract provides the City with the a system that
managed by licensed insurance professionals that will perform all the necessary functions to
monitor compliance, audit incoming certificates, and follow-up for renewals; and
WHEREAS, this contract will reduce the City's exposure to financial loss and sometimes
costly litigation; and
WHEREAS, the City Manager recommends that the Mayor and City Commission waive
the competitive bidding requirements so as to authorize the City to "piggyback" the Palm Beach
County Contract No. 13-'100-MW, and utilize such contract for Certificate of lnsurance Tracking
System;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE GITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission waive, by
5/7th vote, the competitive bidding requirements, finding such waiver to be in the best interest of
the City, and approving and authorizing the procurement of the Certificate of Tracking System,
from lnsurance Tracking Services, lnc, utilizing existing Palm Beach County Contract No. 13-
1OO-MW, effective until February 18, 2015, subject to any extensions and/or replacement
contracts issued by Palm Beach County.
PASSED AND ADOPTED THIS
ATTEST:
DAY OF 2014.
APPROVEDASTO
FORM & LANGUAGE
&FOREXECUTION
s\g( rk+
CITY CLERK MAYOR
GiU Attom766. Date
'//t \ \U\ \
144
GONTRACT FOR
lnsu rance Certificate Tracki ng System
(Contract No. I 3-1001MW)
This Contract No. '13-100/MW is made as of this e2hk^r 11YrLr-rrLa,r
2014, by and between Palm Beach County, a political subdivision of th
Florida, by and through its Board of Commissioners, hereinafter referred to as the
COU-|!W, and_f.nSUranqe- f-ra_ckrng Serviees, lnc., 110 W. Ocean Btvd., Suile 602, Long
Beach, CA 90802, a corporation authorized to do business in the State of Florida,
hereinafter refurred to as the CONTMCTOR.
ln consideration of the mutual promises contained herein, the couNTy and the
CONTRACTOR agree as follows:
ARTTCLE { - SERV|CE$
The coNTRACToR's responsibility under this Contract is to provide a web-based
certificate of insurance tracking system that has both a full service and a self service
option to the Risk Management Department in accordance with Exhibit A, scope of
Work/Services, and Exhibit B, CONTRACTOR's proposal dated Novembet 14, i013,
both of which are attached hereto and incorporated herein.
The COUNTY's representative/liaison during the performance of this Contract shall be
scott Marting, Property & casualty - lnsurance & claims Manager, telephone number
(561) 233-5432 or designee.
The CONTMCTOR's representative/liaison during the performance of this Contract
shall be Rick Lopez, President and CEO, telephone number (BBe) 435-2955.
ARTTCLE 2 - ORpER OF PREq.EDENCE
Conflicting provisions hereof, if any, shall prevail in the following descending order ofprecedence: (1) the provisions of the contract, including Exhibit A, scope of
WorUServices; (2) the provisions of RFP No. 13-100/h/W and atlAmendments thereto,
which are incorporated into and made a part of this contract; (3) Exhibit B,
coNTRACToR's proposal dated November 14, 2013; and (4) a[ other documents, if
any, cited herein or incorporated herein by reference.
ARTICLE 3 - SCHEDULE
The coNTMCToR shall commence services on February 19,2014, and complete all
services by February 18,2015, with four (4) one (1i year options for renewal at the sole
discretion of the COUNTY.
Reports and other ltems shall be delivered and/or completed in accordance with Exhibit
A.
of
145
The total amount to be.paid by the coUNTy under this contract for ail servicesand materiars shafl not exce6o a totar contract amount of one iunoreo rittyThousand Dollars and no cents (g150,000.00J.
-
The coNTMCToR shar -notify the couNTys representarive, in vw,iting, whenIlg]tt_"tSlt (90%o) oJ the ,,rior-to*X*"0
amo_un(,." has .been reached. ThecoNTRACToR wifi bil the couNTy'on-J'montrry basis, or as otherwiseprovided, at the amounts set forth in Exhibit B for services rendered toward thecompletion of rhe scope of work/services. 'where
i;;rem;;i;i u-itiing" rorpartially compreted items is permitted, the totar oirrngs 6h;ir-noi'J"eeo ttr"estimated percentage of compietion as ot itrl firiing 0"t".
lnvoices received from.the CIITI|CTOR pursuant to this Contract will bereviewed and approved by the coUNtv's reprEientative, indicating th"i ""rir""have been rendered in c6nformity ,iil, ti,.tortract. Approved invoices wiil besent to the Finance De.partmenf f9r payment. rnvoic€r;iinoirrrri"o" priowithin thirty (30) days foflbwing ttre coi.llriry iepresentative,s approvar.
Final lnvoice: rn order for.both parties herein to crose their books and records,the coNTMCToR wiil crearry'state 'fieJ *i*' on the coNTRACToR,sfinautast. biring to the couNTy. Thil;;, constitute coNTMCToR,scertification that all services l.13ve_b^991property performed and all charses andcosts have been invoiced_1o lh? CgUryw. nny!1,q"; *rrn*Iif;oi'[.p".ryincluded on this finar invoice, are waived by ttre corurnncioRl-'
Pursuant to Palm Beach county code, section 2421- 244o,as amended, palm Beachcounty's office of rnspector Geherat rJ *t'oii="a to revievr past, present and proposedCOUNry contracts, transactions,
"""orni",'rnO recorOi..JnJ'rn"i""to, General,sauthority includes, but is not rimited to, the'power_to audit, investigate, monitor, andinspect the activiries of entities contracting *it[1ii" couNTy, or anyone acting on theirbehalf, in order to ensure compriancJ with contract requirements and to detectcorruption and fraud' Failure to cooperate wittr tnelnspectoi eenerai or ilterfering with
ii:11i,r11!&5*,8iJ;}fl ffi ,1"'S:11;X"1,:fl UffiX*?H}'I"IT:;5{?H:manner as a second degree misdemeanor.
Signature of this contract by the coNTRAcToR shall also constitute the execution of atruth-in-negotiation certificaie. certifying trat ne wage rates, over_head charges, andother costs used to determine tre c.'ompJnsation provided for in this contract areaccurate, complete, and curent as of the date of the bontract ,na nl iigher tnan those
146
charged the CONTMCTOR's most favored customer for the same or substantiallysimilar service.
The said rates and costs.shall be adjusted to exclude any significant sums should thecouNTY determine that the rates and costs were increised due to inaccurate,incomplete, or noncurrent wage rates or due to inaccurato representation(s) of fees pairito outside contractors. The COUNTY shall exercise its rights undlr this Articte6 within three (3) years following final payment.
ARTTCLE 7 -TERMINATION
This contract may be lgr,nqtqo by the coNTRAcroR upon shfty (60) days priorwritten notice to the COUNTY in the event of substantiar tdirure-uy'fire COUNTy toperform in accordance with the terms of this Contract tilutli no fault of thecoNTRAcroR. tt may atso be terminated, in whote or in part, b/the-couruTy, withcause upon_five (5) business days written notice to ttre COruinnbfOR orwithout cause
1qo-n_!e!_(0) business days written notice to the coNTMCToR. Untess thecoNTMCToR is in breach of this contract, ihe coNTMCToR shall be paid forservices rendered to the COUNTY's satisfaction through tne Oate-oitermination. Afterreceipt of a Terminationanotice, except as otherwi$ airecreJ b, il; couNTy, inwriting, the CONTMCTOR shail:
1. Stop work on the date and to the extent specifled.
2. Terminate and settre ail orders and subcontracts rerating to theperformance of the terminated work.
3. Transfer a[ work in process, compreted work, and other materiars reratedto ihe terminated work to the COUNW
4. continue and complete all parts of the work which have not beenterminated.
ARTTCI.E 8 - PERSONNEL
The coNTRACToR represents that it has, or wiil secure at its own expense, aInecessary personnel required to perform the services under this Contract. duchpersonnel shall not be employees of or have any contractual relationship with theCOUNTY.
All of the seruices required hereinunder shall be performed by the coNTMCToR, orunder its supervision, and.all personnel engageci in perfor;i;g tire iervices shall befully qualified and, if required, authorized dr-permittio under-state ano tocal law toperform such services.
Any changes or substitutions in the coNTMCToR,s key personnel, as may be listed inExhibit B, attached hereto and incorporated herein, must be made known to the
147
COUNTY's representative and written approval must be granted by the COUNTY's
representative before said change or substitution can become effective.
The CONTMCTOR wanants that all services shall be performed by skilled and
competent personnel to the highest professional standards in the field.
All of the CONTMCTOR's personnel (and all subcontractors) will comply with all
COUNry requirements governing conduct, safety, and security while on COUNTY
piemisEs.
ARTTCLE I -CRTMTNAL HTSTORYBECORDS CHFCK
The CONTMCTOR's employees, subcontractors of CONTMCTOR and employees of
subcontractors shall comply with Palm Beach County Code, Section 2-371 through 2-
377, the Palm Beach County Criminal History Records Check Ordinance ("Ordinance"),
for unescorted access to critical facilities ('Critical Facilities") or criminal justice
information facilities (!CJl Facilities") as identified in Resolution R-2003-1274, as
amended. The CONTMCTOR is solely responsible for understanding the financial,
schedule, and/or staffing implications of this Ordinance. Further, the CONTMCTOR
acknowledges that its Contract price includes any and all direct or indirect costs
associated with compliance wilh this Ordinance, except for the applicable FDLEiFBI
fees that shafl be paid by the COUNTY,
This Contract may include sites and/or buildings which have been designated as eilher
"critical facilities" or "criminal justice infornation facilities" pursuant to the Ordinance and
Resofution R-2003-1274, as amended. COUNTY staff representing the COUNTY
department will contact the CONTMCTOR(s) and provide specific instrustions for
meeting the requirements of this Ordinance. lndividuals passing the background check
will be issued a badge. The CONTMCTOR shall make every effort to collect the
badges of its employees and its subcontraclors' employees upon conclusion of the
contract and return them to the COUNTY. lf the CONTRACTOR or its subcontractor(s)
terminates an employee who has been issued a badge, the CONTRACTOR must notify
the COUNTY within two (2) hours. At the time of termination, the CONTMCTOR shall
retrieve the badge and shall retum itto the COUNTY in a timety manner.
The COUNTY reserves the right to suspend the CONTRACTOR if the CONTMCTOR:
1) does not comply with the requirements of County Code Section 2-371 lhrough 2-377,
as amended; 2) does not contact the COUNTY regarding a terminated CONTRACTOR
employee or subcontractor employee within the stated time; or 3) fails to make a good
faith effort in attempting to comply with the badge retrieval policy.
ARTICLE 10 . SMAL.L.BUSINESS ENTERPRISES SUBCONTRACTING
The COUNTY reserves the right to accept the use of a subcontractor, or to reject the
selection of a particular subcontractor, and to inspect all facilities of any subcontractors
in order to make a determination as to the capability of the subcontractor to perform
properly under this Contract. The GONTRACTOR is encouraged to seek additional
4
148
1.
2.
3.
small business enterprises for participation in subcontracting opportunities, lf the
CONTRACTOR uses any subcontractors on this project, the following provisions of this
Article shall apply:
lf a subcontractor fails to perform or make progress, as required by this Contract, and it
is necessary to replace the subconlractor to complete the work in a timely fashion, the
CONTRACTOR shall promptly do so, subject to acceptance of the new subcontractor
bythe COUNW.
The Palm Beach County Board of County Commissioners has established a
minimum goalfor SBE participation of 15% on alt County solicitations.
The CONTRACTOR agrees to abide by all provisions of the Palm Beach County
Code establishing the SBE Program, as amended, and understands that failure
to comply with any of the requirements will be considered a breach of contract.
The CONTRACTOR incorporates Schedule 1 List of proposed SBE-MA /BE
Prime/Subcontractors) and Schedule 2 (Letter of lntent) attached hereto and
made a part hereof, the names, addresses, scope of work, percentage and/or
dollar value of the SBE-MMBE participation on Schedule 1 and the Letter of
lntent, Schedule 2, signed by each of the listed SBE-MMBE sub-consultants on
Schedule 1 agreeing to perform the contract at the listed percentage and/or
dollar value.
The CONTRACTOR understands that each SBE lirm utilized on this contract
must be certified by Palm Beach County in order to be counted toward the SBE
participation goal.
The CONTMCTOR understands that it is the responsibility of the department
letting the contract and the Office of Smalt Business Assislance (OSBA) to
monitor compliance with the SBE Ordinance requirements. ln that regard, the
CONTRACTOR agrees to furnish progress payment reports to bolh parties on
the progress of the SBE-MMBE participation on each pay application submitted.
The CONTMCTOR further agrees to provide OSBA wilh a copy of their contract
with the SBE sub-consultant or any other related documenlation upon request.
After conlract award, the successful CONTRACTOR will only be permitted to
replace a certified SBE subcontractor who is unwilling or unable to perform.
Such substitution must be done with other certified SBEs in order to rnaintain the
proposed SBE percentages submitted with the proposal. Requests for
substitutions must be submitted to the department issuing the Request for
Proposaland the OSBA.
4.
b.
149
7. The coNTRACToR understands that s/he is prohibited from making
agreements with the sBE in which the sBE promises not to provide
consultant quotations to other proposers or potential proposers.
8. The CONTMCTOR agrees to maintain all relevant records and information
necessary to document compliance with the palm Beach county code and will
allow the COUNTY to inspect such records.
ARTICLE 1I . FEDERAL AND STATE TAX
The coUNW is exempt from payment of Florida state sales and Use Taxes. Theggul'lrY will provide an exemption certificate submitted by the GONTRACToR. The
coNTRACToR shall as! be exempted from paying salls tax to its suppliers for
materials used to fulfill contractual obligations with the coUNTy, nor is thecoNTMcroR authorized to use the coUNTy's Tax Exemption Number in securing
such materials.
The coNTMCToR shall be responsibte for payment of its own and its share of its
employees'payroll, payroll taxes, and benefits with respect to this Contrast.
ARTICLE 12 . AVAILABILITY OF FUNDS
The COUNTY's performance and obligation to pay under this Contract is contingent
upon an annual appropriation for its purpose by the Board of county commissioners_
ARTICLE 13 - thlS-UMNCE REQUTREMENTS
It shall be he responsibility of the GONTRACTOR to provide initial evidence of thefollowing minimum arnounts of insuranc,e coverage to palm Beach county, c/o
Purchasing Department, S0 south Military Traif, suite 110, west palm Beaih, FL
33415, Attention: Monique williams, Buyer. subsequenfly, the coNTRACToR shall,
during the term of the contract, and prior to each renewal thereof, provide such
evidence to Palm Beach Gounty Risk Management Department, c/o dcott Marting,
Property & casualty - lnsurance & claims Manager at smarting@obcqov.oro, prior io
the expiration date of each and every insurance required herein.
The CONTRACTOR shall, on a primary basis and at its sole expense, maintain in full
force and effect, at all times during fre life of this contract, insurance coverages and
limits (including endorsements) as described herein. Failure to maintain the iequired
insurance will be considered default of the Contract. The requirements contained
herein, as well as couNW's review or acceptance of insurance maintained bycoNTMCToR, are not intended to and shall not in any manner limit or qualifu th6liabilities and obligations assumed by coNTRACToR under the coniract.
coNTRAcroR agrees to notif,7 the couNTy with at teast ten (10) days prior notice of
any cancellation, non-renewal or material change to the insurance coverages. Further,
coNTRAcToR shall agree that all insurance @verage required herein shall be
provided by CONTRACTOR to COUNTY on a primary basis.
any
sub
150
A.Gommercial General Liability: CONTRACTOR shall maintain Commercial
General Liability at a limit of liability not less than $500,000 Each Occurrence.
Coverage shall not contain any endorsement(s) excluding Contractual Liability or
Cross Liability.
Business Auto Llabllltv: CONTMCTOR shall maintain Business Auto Liability
at a limit of liability not less than $500,000 Each Occunence for all owned, non-
owned, and hired automobiles. ln the event CONTRACTOR owns no
automobililS, the BuSiiie-Ss Autb Liability requirement Shall he ambnded allowing
CONTRACTOR to maintain only Hired & Non-Owned Auto Liability. lf vehicles
are acquired throughout the tenn of the contract, CONTMCTOR agrees to
purchase "Owned Auto" coverage as of the date of acquisition. This amended
requirement may be satisfied by way of endorsement to the Commercial General
Liability, or separate Business Auto coverage form.
Workers' Competrsation lnsurance & Emplover's Liabilitv: CONTRACTOR
shall maintain Workers' Compensation & Employefs Liability in accordance with
Florida Statute Chapter 440.
Professional Liabilitv: CONTMCTOR shall maintain Professional Liability, or
equivalent Enors & Omissions Liabillty, at a timit of liability not less than
$1,000,000 Per Occunence. When a self-insured retention (SlR) or deductible
exceeds $10,000, COUNTY reseryes the right, but not the obligation, to review
and request a copy of CONTRACTOR's most recent annual report or audited
financial statement. For policies written on a "Claims-Made" basis,
CONTRACTOR warrants the Retroactive Date equals or preceded the effective
date of this Contract. ln the event the policy is canceled, non-renewed, switched
to an Occunence Form, retroactive date advanced, or any other event triggering
the right to purchase a Supplement Extended Reporting Period (SERP) during
the life of this Contract, CONTMCTOR shall purchase a SERP with a minimum
reporting period not less than three (3) years. The requirement to purchase a
SERP shall not relieve the CONTRACTOR of the obligation to provide
replacement coverage. The Certificate of lnsurance providing evidence of the
purchase of this coverage shall clearly indicate whether coverage is provided on
an "occunence" or "claims - made' form. lf coverage is provided on a "claims -
made" form the Certificate of lnsurance must also clearly indicate the "retroactive
date" of coverage.
Additional lnsured Clause: Except as to Business Auto, Workers'
Compensation and Employefs Liability (and Professional Liability, when
applicable) the Certiflcate(s) of lnsurance shall clearly confirm thal coverage
required by the Contract has been endorsed to include Palm Beach County as
an Additional lnsured.
Waiver of Subroqation: CONTRACTOR hereby waives any and all rights of
Subrogation against the COUNTY, its officers, employees and agents for each
D.
E.
F.
151
G.
required policy. When required by the insurer, or should a policy condition not
permit an insured to enter into a pre-loss agreement to waive subrogation without
an endorsement, then CONTMCTOR shall notify the insurer and request the
policy be endorsed with a Waiver of Transfer of Rights of Recovery Against
Others, or its equivalent. This Waiver of Subrogation requirement shall not apply
to any policy which includes a condition to the policy specifically prohibiting such
an endorsement or voids coverage should CONTMCTOR enter inio such an
agreement on a pre-loss basis.
CeTtlflcates of lnsurance: Wihin forty-eight (aB) hours of the COUNW's
requesl to do so, the CONTRACTOR shall deliver to the COUNTY via the
lnsurance Company/Agent a signed Certificate(s) of lnsurance evidencing that all
types and amounts of insurance coverages required by this Contract have been
obtained and are in full force and effect. During the term of the Contract and
prior to each subs€quent renewal thereof, the CONTRACTOR shall provide this
evidence to Palm Beach County Risk Management Department, c/o Scott
Marting, Property & Casualty - lnsurance & Claims Manager at
smartino@pbcqov.orq, prior to the expiration dale of each and every insurance
required herein. Said Certificate(s) of lnsurance shall, to the extent allowable by
the insurer, indude a minimum thirty (30) day endeavor to notify due to
cancellation (10 days for nonpayment of premium) or non-renewal of coverage.
Umbrella or Excess Liabilitv: [f necessary, CONTRACTOR may satisfy the
minimum limits required above for either Commercial General Liability, Business
Auto Liability, and Employer's Liability coverage under Umbrella or Excess
Liability. The Umbrella or Excess Liability shall have an Aggregate limit not less
than the highest "Each Occunence" limit for either Commercial General Liability,
Business Auto Liability, or Employe/s Liability. The COUNTY shall be specifically
endorsed as an 'Adg!ggM!_h.sureg]" on the Umbrella or Excess Liability, unless
the Certificate of lnsurance notes the Umbrella or Excess Liability provides
coverage on a "Follow-Form" basis.
Riqht to Revise or Reiect: COUNTY, by and through its Risk Management
Department in cooperatlon with the contracting/monitoring department, reserves
the right to review, modify, reject, or accept any reguired policies of insurance,
including limits, coverages, or endorsements, herein from time to time throughout
the term of this Contract. COUNry reserves the right, but not the obligation, to
review and reject any insurer providing @verage because of its poor financial
condition or failure to operate legally.
ARTICLE 14 . INDEMNIFICATION
CONTRACTOR shall protect, defend, reimburse, indemnify and hold COUNTY, its
agents, employees and elected officials harmless from and against any and all claims,
liability, loss, expense, cost, damages, or causes of action of every kind or character,
including attomey's fees and costs, whether at trial or appellate levels or otherwise,
H.
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arising during and as a result of their performance of the terms of this Contract or due to
the acts or omissions of CONTMCTOR.
ARTICLE 15. SUCGESSORS AND ASSIGNS
The COUNW and the CONTMCTOR each binds itself and its partners, successors,
executors, administrators and assigns to the other party of this Contract and to the
partners, successoni, executors, administrators and assigns of such other party, in
respect to all covenants of this Contract. Except as above, neither the COUNTY nor the
CONTRACTOR shall assign; subtet, convey, or transfer its iRtei€St ih this Contract,
without the prior written consent of the other. Nothing herein shall be construed as
creating any personal liability on the part of any officer or agent of the coUNTy, nor
s_h-all it be construed as giving any rights or benefits hereunder to anyone other than the
COUNry and the CONTRACTOR.
ARTICLE 16. REMED]ES
This contract shall be govemed by the laws of the state of Florida. Any and all legal
action. necessary to enfor@ the contract will be held in palm Beaclr county. Ito
remedy herein confened upon any party is intended to be exclusive of any other
remedy, and each and every such remedy shall be cumulative and shal! Oe in iOOition
to every other remedy given hereunder now or hereafter existing at law, or in equity, by
statute or othenryise. No single or partial exercise by any party of any right, power, or
remedy hereunder shall preclude any other or further exercise thereof.
'
No provision of this Contract is intended to, or shall be conslrued to, creat6 any third
party beneficiary or to provide any rights to any person or entity not a party to this
Contract, including but not limited to any citizen or employees ot tne COtitlTY and/or
CONTMCTOR.
ARTTCLE 17 - CONFL|GT qF TNTEREST
The CONTRACTOR represents that it presently has no interest and shall acquire no
interest, either direot or indirect, which would conflict in any mannsr with the
performance or services required hereunder, as provided for in ihapter 112, part lll,
Florida statutes and the Palm Beach county code of Ethics. The coNTRACToR
further represents that no person having any conflict of interest shall be employed for
said performance or seryices.
The coNTMCToR shall promptly notify the coUNTy's representative, in writing, by
certified mail, of all potential conflicts of interest for any prospective business
association, interest or other circumstance which may influence, or appear to influence,
the coNTMCToR's judgment or gualily of services being provided hereunder. such
written notification shall identify the prospective business association, interest or
circumstance, the nature of work that the coNTRAcroR may undertake and request
an opinion of the COUNTY as to whether the association, interest or circumstance
would, in the opinion of ihe COUNTY, constitute a conflict of interest if entered into by
the coNTRAcroR. The couNTY agrees to notiff the coNTRACToR of its opinion
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by certified mail within thirty (30) days of receipt of norification by the coNTMcroR.It in the opinion of the COUNTY, the prospective business association, interest or
circumstance would not constitute a conflic't of interest by the coNTMCToR, thecouNw shall so state in the notification and the coNTMcToR shall, at its option,
enter into said association, interest or circumstance and it shall be deemed not in
conflict of interest with respect to services provided to the couNry by {he
CONTRACTOR under the terms of this Contract.
aRTtcLE 18 - EXCUSABLE DELAYS
The CONTMCTOR shall not be considered in default by reason of any failure in
performance if such failure arises out of causes reasonably beyond the control of the
coNTRAcroR, or its subcontractor(s), and without their fauli or negligence. such
causes include, but are not limited to: acts of God; force majeure; natural or public
health emergencies: labor disputes; freight embargoes; and abnormally severe and
unusual weather conditions.
Upon the CONTMGTOR's request, the COUNTY shall consider the facts and extent of
any failure to perform the work; and, if the coNTMCToR's failure to perform was
wilhout it or its subcontractors' fault or negligence, the Contract Schedule and/or any
gt!91 {ec'ted provision of this contract shail be revised accordingty, subject to the
COUNTYs rights to change, terminate, or stop any or all of the work at-any tiira.
ARTIGLE 19. ARREARS
The coNTMCToR shall not pledge the coUNTy's credit or make it a guarantor of
payment or surety for any contract, debt, obligation, judgment, lien, or any form of
indebtedness. The coNTRAcroR further wanants and represents that it has no
obligation or indebtedness that would impair its ability to fulfill the terms of this Contract.
ARTTCLE 20. pl$gf,osuRE ANp owNERS-Htp OF pOCUMENTS
The coNTMCToR shall deliver to the coUNTy's representative for approval and
acceplance, and before being eligible for final payment of any amounts due, all
documents and materials prepared by and for the couNTy under this contract.
To the extent allowed by Chapter 119, Florida Statutes, all writien and oral information
not in the public domain or not previously known, and all information and data obtained,
deve.loped, or supplied by the coUNTY, or at itis expense, wifi be kept confidential by
the CONTMCTOR and will not be disclosed to any other party, directly or indirecfly,
without the COUNTY's prior written consent, unless required by a lawful court order. All
drawings, maps, sketches, programs, data bases, reports and other data developed or
purchased under this contract for the coUNTY, or at the coUNTy's expense, shall be
and remaln the coUNTY's property and may be reproduced and reused at the
discretion of the COUNTY.
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All covenants, agreements, representations and warranties made herein, or otherwise
made in writing by any party pursuant hereto, including but not limited to any
representations made herain relating to disclosure or ownership of documents, shall
survive the execution and delivery of this Contrac't and the consummation of the
transactions contemplated hereby.
ARTICLE 21 . INDEPENDENT CONTRACTOR RELATIONSHIP
The CONTRACTOR is;-and shall be, in the performance of all work, services; and
activities under this Contract, an lndependent Contraetor and not an employee, agent,
or servant of the COUNTY. All persons engaged in any of the work or services
performed pursuant to this Contract shall at all times, and in all places, be subject to the
CONTRACTOR's sole direction, supervision, and control. The CONTRACTOR shall
exercise control over the means and manner in which it and its employees perform the
work, and in all respects the CONTRACTOR's relationship, and the relationship of its
employees, to the COUNTY shall be that of an lndependent Contractor and not as
employees or agents of the COUNTY.
The CONTRACTOR does not have the power or authority to bind the GOUNTY in any
promise, agreement, or representiation other than specifically provided for in this
Contract.
ARTICLE 22. CONTINGENT FEE
The CONTMCTOR wanants that it has not employed or retained any company or
person, other than a bona fide employee working solely for the CONTRACTOR, to
solicit or secure this Contract and that it has not paid or agreed to pay any person,
company, corporation, individual, or firm, olher than a bona fide employee working
solely for the CONTMCTOR, any fee, commission, percentage, gift, or any other
consideraiion contingent upon or resulting from the award or making of this Contract.
ARTICLE 23 - PUBLIC REGORDS. ACCESS AND AUDITS
The CONTMCTOR shall maintain records related to all charges, expenses, and costs
incurred in estimating and performing the work for at least three (3) years afler
completion or termination of this Contract. The COUNTY shall have access to such
records as required in this section for the purpose of inspeclion or audit during normal
business hours, at the CONTMCTOR's place of business.
Notwithstanding anything herein to the contrary, as provided under Section 119.0701,
F.S., where the CONTRACTOR: (i) provides a service and (ii) acts on behalf of the
COUNTY as provided under Section 119.011(2) F.S., the CONTRACTOR is required
to:
1) maintain public records that ordinarily and necessarily would be required by the
COUNTY in order to perform the seMce;
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2) provide the public with access to public records on the same terms and
conditions that the COUNTY would provide the records and at a cost that does
not exceed the cost provided by Florida law;
3) ensure that public records that are exempt or confidential and exempt from public
records disdosure requirements are not disclosed except as authorized by law;
and
4) meet all requirements for retaining public records and transfer, at no cost, to the
COUNTY all public records in possession of the CONTMCTOR upon
termiilation of'1h-b"Criiitract"and ddblroy an, di.rplicat6- public iecords that aie
exempt or confidential and exempt from public records disclosure reguirements.
All records stored electronically must be provided to the COUNTY ln a format
that is compatible with the information technology systems of the COUNTY.
Failure of the GONTMCTOR to comply with these requirements shall be a material
breach of this Contract.
ARTTCLE 24 - NON.qfSCRTMTNATTON
The CONTMCTOR warrants and represents that all of its employees are treated
equalty during employment without regard to race, color, religion, disability, sex, age,
national origin, ancestry, marital status, familial status, sexual orientation, or gender
identity and expression.
ARTICLE 25 . AUTHORITY TO PRACTICE
The CONTMCTOR hereby represents.and warrants that it has, and will continue to
maintain, all licenses and approvals required to conduct its business; and, that it will, at
all times, conduct its business activities in a reputable manner. Proof of such licenses
and approvals shall be submitted to the COUNTY's represenlative upon request.
ABTICLE ?6 . SETTERABTLTTY
lf any term or proMsion of this Contract or the application thereof to any person or
circumstances shall, to any extent, be held invalid or unenforceable, the remainder of
this Contract, or the application of such terms or provislon to persons or circumstances
other than those as to which it is held invalid or unenforceable, shall not be affected,
and every other term and provision of this Gontract shall be deemed valid and
enforceable to the extent permitted by law.
ARTIGLE 27 . PUBLIC ENTITY CRIMES
As provided in F.S. 287.132-133, by entering into this Contract or performing any work
in furtherance hereof, the CONTRACTOR certifres that it, its affiliates, suppliers,
subcontractors and consultants who will perform hereunder, have not been placed on
the convicted vendor list maintained by the State of Florida Department of Management
Services within the thirty-six (36) months immediately preceding the date hereof. This
notice is required by F.S. 287.133(3Xa).
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ARTICLE 28 - SGRUTINIZED GOMPANIES (when contract valgg is qreater than $1
milllon)
As provided in F.S. 287.135, by entering into this Contract or performing any work in
furtherance hereof, the CONTMCTOR certifies thal it, its affiliates, suppliers,
subcontractors and consultants who will perform hereunder, have not been placed on
the Scrutinized Companies With Activities in Sudan List or Scrutinized Companies With
Activities in The lran Petroleum Energy Sector List created pursuant to F.S. 215.473.
lf the COUNTY determines, using credible information available to the public, that a
false cartification has been submitted by CONTRACTOR, this Contract may be
terminated and a civil penalty equal to the greater of $2 million or twice the amount of
this Contract shall be imposed, pursuant to F.S. 287.135.
ARTICLE 29 - MODIFICATIONS OF WORK
The COUNTY reserves the right to make changes in Scope of Work, including
alterations, reductions therein, or additions thereto. Upon receipt by the
CONTRACTOR of the COUNTY's noiification of a contemplated change, the
CONTRACTOR shall, in witing: (1) provide a detailed estimate for the inctease or
decrease in cost due to the contemplated change; (2) notify the COUNTY of any
estimated change in the completion date; and (3) advise the COUNTY lf the
contemplated change shall affect the CONTRACTOR's ability to meei the completion
dates or schedules of this Contract.
lf the COUNW so instructs, in writing, the CONTMCTOR shall suspend work on that
portion of the Scope of Work affected by a contemplated change, pending the
COUNTY's decision to proceed with the change.
lf the COUNTY elects to make the change, the COUNTY shall initiate a Contract
Amendment, and the CONTRAGTOR shall not commence work on any such change
until such written amendment is signed by the CONTRACTOR and approved and
executed on behalf of Palm Beach County.
ARTIGLE 30 . NOTICE
All notices required in this Contract shall be sent by certified mail (return receipt
requested), hand delivered, or sent by other delivery service requiring signed
acceptance. lf sent to the COUNTY, notices shall be addressed to:
Kathleen M. Scarlett, Director
Purchasing, Palm Beach County
50 South Military Trail, Suite 110
West Palm Beach, FL 33415
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With a copy to:
Nancy Bolton, Director
Risk Management, Palm Beach GountY
100 Australian Avenue, Suile 200
West Palm Beach, FL 33406
lf sent to the CONTRACTOR, notices shall be addressed to:
Rick Lopez, President and CEO
lnsurance Tracking Services, lnc.
110 W. Ocean BIvd., Suite 602
Long Beach, CA 90E02
The COUNTY and the CONTMCTOR agree that this Contract sets forth the entire
agreement between the parties, and that there are no promises or understandings other
thin those stated herein. None of the provisions, lerms, and conditions contained in the
Contract may be added to, modified, superseded, or otherwise altered, except by
written instrument executed by the parties hereto in accordance with Article 29 -
Modifications of Work.
ARTICLE 32 - REGULATIONS: LICENSING REQUIREMENTS:
The CONTMCTOR shall comply with all laws, ordinances and regulations applicable to
lhe services contemplated herein, to include those applicable to conflict of interest and
collusion. CONTRACTOR is presumed to be familiar with all federal, state and local
laws, ordinances, codes and regulations that may in any way affect the services offered.
THE REST OF THIS PAGE LEFT BLANK INTENTIONALLY
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lN WITNESS WHEREOF, the Director of Purchasing of Palm Beach County, Florida, on
behalf of the COUNTY, and the CONTRACTOR have executed this Contract on the day
and year above written.
PALM BEACH COUNTY, FLORIDA FOR ITS
BOARD OF COUNTY GOMMISSIONERS
BY KATHLEEN M. SCARLETT
DIRECTOR OF PURCHASING
Rick Looez
Typed Name
President and CEO
Title
C.1,,,],il,. Clo,^,
Name (typb or print)
Kathleen M. Scarlett, Director
CONTMCTOR:
Name (type or print)
APPROVED TO FORM
UFFICIENCY
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EXHIBIT A
SCOPE OF WORK/SERVICES
Contract No. 13-100/MW
1. PURPOSE:
The CONTMCTOR shall provide a web-based certificate of insurance tracking system
that has both a full service and a self service option. This system shall be all
encompassing and at a minimum include the capability to input, store, track, archive,
manage and individually reMew approxlmately 7,000+ Certificates of lnsurance. The
process of implementing lhe system shall be done depaftment by department with the
assistance of the CONTMCTOR.
Both the full service and self service option shall share the same web-based program.
The full servics system shall be run using off site employees from the Contractor, while
the self service system shall use on site employees of the County from each
participating department to perform the day to day operations of the program.
2. FULL SERVICE INSURANCE CERTIFICATE TRACKING SYSTEM
REOUIREMENTS
At a minimum, CONTMCTOR shall provide a full service web-based insurance
certificate tracking system that shall:
2.1 Accommodate numerous unique insurance risk profiles. A risk profile is
defined as a specific profile that indicates what coverages and amounts of
insurance are required for each type of contract (such as janitorial
services, professional and consulting services, etc). The system should
aiso allow for aherations or waivers to certain parts of the risk profiles.
(Attachment A is a risk profile example).
2.2 Monitor and address multiple lines of insurance coverages lhat may be
required by contract. For example, the COUNTY has a variety of contracts
that may require eight or more insurance coverage types (commercial
general liability, business automobile tiability, workers' compensalion,
property and professional liability, etc.) which also may require additional
insured status for more than one party, primary language, waiver of
subrogation, contractual liability, loss payee and replacement cost for
property coverage.
2.3 Track deficiencies Wthin a certificate of insurance individually for
reference or review by the COUNW at any time.
2.4 Comply with a 48 hour processing time for Certificates of lnsurance to be
entered into the system, have the information reviewed for compliance
with COUNTY requirements, and receive feedback regarding either
compliance or any identified deficiencies.
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2.5 Provide a mechanism for the COUNTY to track Certificates of lnsurance
by contract number as well as by vendor name.
2.6 Verify the accuracy of any and all outstanding insurance deficiencies.
2.7 Customize deficiency notices based on different contract templates and
send them to non-compliant vendors as needed in an escalating manner
and keeping viewable logs documenting each communication from all
parties.
2.8 Notify COUNTY in a timely manner (within five (5) days of expiration of a
COI) when a vendor is not responsive or non-complaint.
2.9 Enable the COUNTY to communicate waiver(s) of requirements or
exceptions to standard requirements on a one-off basis.
210 Provide a procedure for handling unmatched cartificates (i.e., those
certificates that cannot be readily paired with contract information provided
by COUNTY).
2.11 Provide reports andior allow COUNry to build specialized reports based
on all information contained or tracked in the database.
2.12 Provide user lD's and passwords that can be utilized by each authorized
COUNTY employee to access the web-based insurance certificate
tracking system from any COUNTY laptop or desktop computer. These
passwords must be unlimited in number, but have the ability to provide
ditferent layers of viewing based on roles each user has in the system.
2.13 Store historical records (including contract numbers) on Active and
lnactive agreements. Though not the standard contract length, COUNTY
has contracts that are in effect for up to five (5) y€ars or more.
2.14 Supply a dedicated address, phone number, fax number and e-mail
address for the COUNTY's use.
2.15 Provide on-line web-based training, lutorial/demo, instructions and
technical support at no additional charge to the COUNTY.
236 Provide in person training (as requested). Fees for this training shall be all
inclusive on a per day basis and must be submitted as a fee on the price
sheet submitted by the CONTRACTOR.
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SELF SERVICE INSURANCE CERTIFICATE TRACKING SYSTEM
REQUIREMENTS:
CONTRACTOR shall provide a self service web-based insurance certificate
tracking system that shall:
3.1 Accommodate numerous unique insurance risk profiles. A risk profile is
defined as a specific profile that indicates what coverages and amounts of
insurance are required for each confact or type of contract (such as
janitorial services, professional and consulting services, etc), The system
should also altow for alteratlons or waivers to certain parts of the risk
profiles. (A risk profile example is attached in Attachment A).
3.2 Allow the COUNTY to monitor and address multiple lines of insurance
coverage that may be required by contract. For example, the COUNTY
has a variety of conlracts that may require eight or more insurance
coverage types (commercial general liability, business automobile liability,
workers' compensation, property and professional liability, etc.) which also
may require additional vendor status for more lhan one party, primary
language, waiver of subrogation, contractual liability, loss payee and
replacement cost for property coverage.
3.3 Provide a mechanism for the COUNTY to track deficiencies within a
certificate of insurance individually for reference or review by the COUNTY
at any time.
3.4 Comply within a 48 hour processing time for Certificates of lnsurance to
be entered into the system (if entered by CONTMCTOR).
3.5 Provide a mechanism for the COUNTY to track Certificates of lnsurance
by contract number as wel! as by vendors name.
3.6 Allow the COUNTY to customize deficiency notices based on different
contract templates that can be sent to non-compliant vendors by the
COUNTY as needed.
3.7 Provide a viewable log that shall allow COUNTY users lo document each
communication/interadion or note to file for each vendor.
3.8 Enable the COUNTY to insert waiver(s) of requirements or exceptions to
standard requirements on a one-off basis.
3.9 Allow COUNTY to store additional papenrvork related to the vendo/s
insurance requirements (e-mails, waivers, endorsements etc.) with the
certifi cates of insurance.
3.10 Allow for the generation of reports on Active and lnactive Vendors as
requested by the COUNW.
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4.
3.11 Provide user lD's and passwords that can be utilized by each authorized
COUNTY employee to access the web-based insurance certificate
tracking system from any COUNTY laptop or desktop computer. These
passwords should be unlimited in number, but have the ability to provide
different layers of based on roles each user has in the system,
3.12 Store historical records (including contract numbers) on Active and
lnactive contracts. Though not the standard contract tength, COUNTY
has contracts that are in effect for up to five (5) years or more.
3.13 Supply a dedicated address, phone number, fax number and e-mail
address for the COUNTYs use.
3.14 Provide on-line web-based training, tutorial/demo, instructions and
technicalsupport at no additional charge to the COUNTY.
3.15 Provide in person training (as requested). Fees for flris training shall be all
inclusive on a per day basis and must be submitted as a fee on the price
sheet submitted by the CONTMCTOR.
TMNSFER OF CONTRACT/DATA
4.1 ln the event of a lermination of the contract the COUNTY shall own all
data. Within thirty (30) days after termination of the contract, the
CONTRACTOR sfiall trbnsier alt data to the COUNTY, which shall
become the sole property of the COUNTY.
4.2 CONTRACTOR shall pull and dispose of documents and
conespondences that have reached the end of a five (5) year retention
period. The COUNTY requires the CONTMCTOR to send an electronic
copy of all records prior to disposal. This can be done on a CD-Rom or
other easy to read formats.
DELIVERABLES
The CONTMCTOR shall:
A. lnitial Account configuration
1. Allow for or provide data conversion and/or manual entry of
vendors from cunent insurance trac-king system into
CONTRACTOR'S insurance tracking system within three (3)
months of the initial contract start date (if requested by COUNTY).
2. Provide on{ine/web-based or in person training courses for
COUNTY staff insurance tracking system.
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B.Variable Start-up Fees (Full SeMce Only)
1. Research non-verifiable addresses of vendor address records in
the COUNTY-provided data that cannot be verilied by certified
address verification software and for which no e-mai[ address, fax
number or phone number is provided.
2. Research foreign (non-US) addresses of vendor address records in
the COUNW-provided data that cannot be verified.
3. Remove duplicates of vendors that are deemed to be duplicates in
the COUNTY-provided data.
" Full Servlce" Web-based Certif icate Mana gement Se rvices
1. Provide COUNTY access to web-based services administered by
CONTRACTOR to track, store, manage an unlimited amount of
certificates of insurance and vendor information that can be
accessed, viewed and analyzed as needed by COUNTY
employees.
2. Provide mutually agreed upon standardized correspondence letters
that COUNTY employees can access from the web-based program
to be sent to vendors.
"Self Service" Web-based Certificate Management Services
1. Provide COUNTY access to web-based services to track, store,
manage an unlimited amount of Certificates of lnsurance and
vendor information that ean be accessed, viewed, analyzed and
updated as needed with the same functionality as a full service
system, but administered by the COUNTY under the guidelines and
supeMsion set forth by the CONTRACTOR.
2. Provide mutually agreed upon standardized conespondence letters
that COUNTY employees can access from the web-based program
to be sent to vendors.
lnsurance Requirement Profi les
1. Accommodate an unlimited amount of unique insurance
requirement profile templates per contract year.
2. lnclude a mechanism to allow for individual alterations to a
requirement profile that is assigned to an active vendor and that
may impact compliance status (i.e., requires re-validation of all
affected vendors).
c.
D.
E.
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F. lnternet User Logins
1. Provide unlimited internet user logins with unique pass\Mords and
user lD's.
2. Provide different levels of access to the above internet user logins
as designated by COUNTY,
G. Summary of Scanned or Entered Gertificates
lf not readily available on line, provide a CD-ROM or other easy to read
format summary of any or all Certificates of lnsurance upon request.
H. Wrlften Correspondence
For the Full Service option, the CONTRACTOR shall provide up to six (6)
written correspondences (for renewals, conections, changes, etc.). This
includes mail, e-mail, letters, and faxes.
l. Retention of Paper Copy Documents
1. Retain all lnsurance documents and conespondences for or up to a
minimum of five (5) years or for the life of the contract, whichever is
greater.
2. Pull and dispose of documents and correspondences that have
reached the end of year retention period (documsnt must be saved
and shipped on a CD-Rom to the COUNTY prior to disposal).
J. Bulk Entry of Documents
Accommodate for bulk entry fif desired by COUNTY) of vendors as
additional departments are added to the insuranse certificate tracking
system program.
K Telephone Correspondence
ln the event written conespondence is unsuccessfut, provide interaction
with the vendors, via the telephone at no additional charge.
L. Additions and Enhancements
Provide COUNry requested additions and enhancemenls to the system.
lf this work constitutes an additional fee, a written estimate from the
CONTRACTOR and written approval by the conhact administrator for the
COUNTY is required priorto any work taking place.
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6. SERVICE LEVEL REQUIREMENTS
6.1 CONTRACTOR shall provide seruices lhat meet or exceed stated
expectations and as such shall require compliance with the following
performance standards:
a. Respond to telephone, voice mail, fax and e-mail inquiries from
COUNry within twenty-four (24\ hours, Monday through Friday, or
no later than the next business day if received on a weekend or
holiday.
b. Provide a dedicated representative to respond to inquiries within
one (1) business day.
c. Conduct themselves in a professional and courteous manner when
responding to inquiries from COUNW staff.
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ATTACI{MENT ARisk Profile Example to EXHIBIT AScope oE Worh/ServicesContract No.13-100167
ATTACHMENT ARisk Profile ExampLe to EXHIBIT AScope of Work/ServicesContract No. 13-100,/MVl' :. t. ,,.. ,:DescriptionProt.- ::..'LtabtlrwP20SP231M GL, lM Auto, WC, 5O0k Profs1Ms1MStandardssookP17SP241M GL, 5M Auto, WCS1MSsvtStandardP36SP252M GL wlth Auto and WCs2M55ookStandardP6SP2630Ok Gl-,5M Alrcraft WCs300kStandardP43SP2730Ok GL, 100k Auto, WCs300kSlookStandardP5SP285M GL with Auto and WCSsvtss00kStandardP34SP295M GL with Auto, WC and lMProf$srvtss00kStandard9rmP45SP305M GL with Auto, WC and 5MProfSsuss00kStandardssMP4SP315M GL, 1M Auto and WCSsvtSrvtStandardP265P325M GL,5M Auto and WCssM$sMStandardP33SP335M Gl" 5M Auto, WC, 1MGaragekeepers, 50k CrimeSsnit55MStandardSsokS1MP3OSP345M GL,5M Auto, WC,5MPollutionSswtssMStandardSsMP48SP351M Wate rcraftPTPU362M GL$2MPlOONG37lM GL, 1M Auto, WC 100k GK$1Ms1MStandardsr.ooK38500kGL, s00k Auto, WC, 500kAircraft Chemlcal Liabllity$sookSsookStandard39lM GL sOOK AUtO, WC, SOOK GKS1MSsoorStandardSsook40Ssook Gt- Ssoot auto, wc, S1mProf, S500k pollution w/ StrM aggSsookss00kStandards1Mssook dStru ace4t2M GL with S1M Auto and WCSzwrSrvtStandard42S500k Gl-, waived Auto, exemptComp,5M Profss00kwaivedexempt$svt168
ATTACHMENT ARj.sk Profj.le Example to EXHIBIT AScope of Work/ServicesContract No. 13- 10 0,/MWDescr:iptioh: :',r., ::r i .,:r,'...-cr:lmii,431M Gl- 1M Auto, WC and 1mGaragekeepersS1MSrvtStandardSrvt44FS 768.28 Municipality, S200k Gl-S2ook Auto, wc52ooks2ookStandard45S5ooK Gt- Ssook nuto, wc, S1mProf, $100k Crimess00kSsooKStandard$1MSlook4GBasic w/ 500k CrimeSsookssookStandardssook47SsM GL, $sM Auto, SlM GK, wc,Slook Fidelitv/crimessMSstvtStandards100kS1M4855ook GL, Ssook euto, wc, S1MProf, 250K CrimeSsooKSsooKStandardSlMS2soK49S2M GL, S2M Auto, Wc52MS2MStandards0Govt lns - F,s.768.28 s300k GL &Auto, WCS3ooK53ooKStandard51$1M Gt 51M Auto, WC, S1MPollutionSrvSrvtStandardSrv52sssok Gr., ssook Auto, wc, s100kCrimeSsooksso0kstandards100k53ssM Gt- S5ook Auto, wC SsookPoll w. S1M asg$slvtSsookStandardSsooK /$1M Acg54Basic Plus Prof 5300kSsook$sookStandard$sook55S5M GL, S1M Auto, WC, S5MProfSsru$rvtStandard$sna56S5ooK Gt Ssoornuto, wc, $1MAircraftss00k$sookStandard57S5M GL, S1M Auto, wc, S1MProf$swt$1MStandardS1M581M GL, 1M Auto, WC, 500k GKSrvt1MStandardSsook169
EXHIBIT B
CONTRACTOR'S PROPOSAL
Dated November 14,2O11
Gontract No. 13-100/MW
(Consisting of 33 pages)
26
170
lnsuratrce Trackln8 servi{E!, lnc. (lTS}
Response to Request for proposal far
lnsurence Certif icale Trackirg Syslem
Paftn Beach County, tlorlda
lnsurance Tracking Services, lnc.
Response to
Request for Proposal for
lnsu rance Certificate Tracking System
RFP NO. 1-3-100/MW
Palm Beach County, Florida
Proposal Disclosure Notice:
This proposalexpires at 5;00PM Pa(lflc Time on Monday, Mat(ltU'zOU,
Palm geech County, Florida and lnsurance Tracking Services, loc, acknowleCge that this proposal is not a contract, mt an offerthat cen be accepted
and rnade binding, and has no bindtng force or effect. The only agreement that may be made biBdhg shall be a fully executed Service Agreement
prepared by tnsurance Trad(ing Servtces, tnc- and Palm geach county, Florida which states the terms and condltlons contalned ln that Agreement,
Th€ irformatbn and/or electronlc documentlsl lransmitted herewith is sensitlve, confidential and proprietary informatlon to lnsurance Tracking
Servkes, thc, lntehded only for use to the lndlvidual or entity to whom it is addressed. Any revlew, use, distlibutlon or dlsclosure to third parties is
strlctly prohibited.
@ coFy/i8ht zl13 lntuE nce iraclng sentes, lnc. (lrs) All rlShB rcrerved,
Document €ontstns fiy co fidentlal a nd proprletary hformatioll, R€p]odu.rion or distlosure to third parues 19 rtrlcth prohlbfted.
llPaBe
171
Table of Contents
Letter of Transmittal,.,,,.,,....,,'5
3.2 - Project Approach/Understandlng
3.3 - Key Persgnnel and Operations lnformation ....,,,,.,,,...,.,,,.....,,,.....16
3.4 - Locafon...
3.6 - Prlce Pmposal lnformation.......,,...............23
3,9 - MdlUonal lnformation .................... 31
Appendix D - Drug-Free Workplace Certlflcatlon. .................................33
q Copyri8hr 2013 l suranco Tracklng servlEes, hc.ltTs) All rEhts nserv€d,
Irocumsnt ronEllts IfS' Eonfidential and proprietary ln6orfiaflon. Beprodurton or dlsrlosure to $hd partles,r strictly pmhlblted.
llrsurilnce Tmcki[B Selvicr,s. tnc, (lTSl
Respons4 to Requost lor Proposal lor
lnsura'ra! Ce*ificate Trackinf{ gystem
F;ll,rl 0ea. h Co!nry, Fbrida
172
loluratrce Tra.kln{i Servl.e!, 1nc. (lTS)
Respo[se to nequesl. for Proposallor
lrrr rnn€e Certlrlcate TrackingSystem
P ln! Beach Courllv, Florlda
Lette r of Tra ns m itta I
INSURANCE TRACKING SERVICES, INC.
Corporole offl(e . I 'lO \rl.El oce(rr 8-l!ilrvor4 $11€ 602 ' loig Erqd1, CA 90802
Ph 562l3ri'955 + farr i62.4{l5l99P
November ld 2013
Re: Letter olTrarEmitiol
SENT VIA: FEDEMI E(PBESS - OVEftNIGHT DEUVEBY
Modquc Willirms, &.rycr
Palm Beadr County - PuIchtsln8 DEpartment
505. Mllhry Trall, Sre. u0
W.st Palm Bcach, FL 33415
Denr Ms Wfllianrs,
Thank !,ou for thr opportrnlty io rcspond to Palrn Beach Gountyl bmlol rcflJest for Fropaal
for an lnsuranccHftah Trickt€ Systrm.
lnswane ftacling Seruices, lnc, a Glifomh corpotatbn [lTsI h r spcdalty fi'rm that ofiers hr'ly
outrourred certlficata of inilran@ traclhg solutiors; wc take on the rerpomibllity to requed
ceruflcatBs of insurance on your bchalf and rcport comy'iare bescd upon contrid h.urance
requhements. we correspond dirccUy wlth all partiec requircd to provlde italjtinc€. as wEll .3
their insunntc rcprucntrtiv.!, anslrr-nE thcy:c lnformed of your lmu rance rcquircmlnts We
perform ell of the necesrary iollow up communicalion in order br ths contractBd pattis b
establlsh con plhnce ulth thcir Espective insutarce tcqulr.mlnts'
JIS combincs ln:urance cxpertisc witfi lnnolralrYe Echnology b strcamlin€ 6re risk transfe,
administraton proccrE. Out staff of [carurd insrrancc pmftssionals manage ea{h customr.
accouni Theie brdMduals arc responsible frr reviewing c€rtlflcaE$ of inruranre and
cndorsE nelts b confirm com/lance wlth the mntract lnsurance requlrernents. The same
indlvidueb are aho rcsponsible for hcilitatlng all hquhlcs tchled b iffurancc cDmPtane. Thb
pctr,ides ou; curtomers trith assuranct i,hat staff has the rrqulslb In$rance backgtound to
undersbnd their requiements, and to efHively communlcaie uith ell pfftlet lhrclved h lh€
certificab trecl{int prrc. Atoth€r impodant consldr6tlon, sine ffS stafft licensed ingrancc
profusc'onab to mana8e eeh attounq we can legally providc ou cusbmcrs with hsurancc
advlce and insure against any poGntial .nols with our compan/r proftsdorxl liability/errcts
and omissions incrrdnoe correrage.
ITS dearly u ndefitinds a rd is committed to tfic pltr,lsiofl of s€Yvict th.t ! Ie thc subiEct of thb
RFP, All work wlllbe selflerbrmcd by em ployees of lrS; we do not suhcontnct out anyofour '
responslbllitles.
www.lnsTrocking.com
O Copyrgm eOff nsuraice ?rad&r6 Services, krc, {lTs) Alldghr teserved.
Docum€nt soEttirs lTg confide[[al and Frcpdelary lnlormatlon. Reprodudion or dlsclosure to ihi]d partles ls strfudy prohibired,
3lPase
173
9 3.itr:.3ts5ixr!.Y9E E P.i 696F:(JE1o,uZ2-P241 2riEeEItEJ!-trt=lodo?.ttoEE.E(!-E:=;€;5=g8E'bt,!0i*EEg!;Es;Ec;otaExEE.gEl:lloEo:oJot-F:;>>EIrb oiESOC.ruc 5EEB-. E &nor,sE $$s'EE*l.4..taoFE*E*EEI EOE EEl t! aeA !{t $>i .r.EE +E€ =fE $.sb EL:.r -!B; 5g€fl8s €;p tEE Eti!! $E3E ii=E {#l! Il-E F €9E# g=sdr .P !.x=t 9€+r\frE TY,"ui Iu.I174
hr!ulanse Tlackirr8 Servi(ee, lnc, (lTS)
Resporls€ to Roquest Ior P.oposaifor
lrlSurante Certificate Trackint 5yrtem
Pal0r Beach Co\rnty, Florida
3. 1 ) Expe ri e n ce/Qu a I ifi catio n/Ba c kgrou n d/Refe re nces
3.1.1 Eadt proposer shall submit a detailed statement of their experlence, quallflcations, and background for providing a
web-based lnsurance certificate tracking system that has both a full service and self service component.
ITS was formed when demand for custom software services and.specialized outsourcing solutions for insurance
certlficate rnanagement emerged in the late 199ds. Our ready-to-use innovations transformed the way
organlzations handle their insurance certificat€ tracking responsibilities. Below is a list of major business events
that contribute to our company-heritage:
1998 ITS deveJoped one of the first automated insurance tracklng software applications for use by
enterpdse customers,: , ,,,
. 1999 tTS developed a self-service, or softwar+as-a-seMce solutlon, for insurance certi{icate tracking
and compliance verifi cation.
2001 ITS developed a fully outsourced certlficate of insurenoe manegemsnt solutlon.
: ....:..
:..,. .1
.:..,., ....:.. ....:. .... j .. . .. .:. :
m$ ITS implemented online lnsurance reporthg faclllues for subscribers of the fully outsourced
certifl cate of insu ra nce trac king service., .|:.| .,,i ....- -::... : '
2005 An online "lnsured Login" portal was deployed, enabllng clients'
their insurance compllance status in real-time.
. .. : ':' .. I:tt.. ::t . i .:- , ,. ':':... ,
2I}06 Contract archivlng feature was added to the webshe, allowlng customers to store and retrieve
wlth the ablllty to download certain reports in
Microsoft Excel format.
......'I...',' ,:.. '.:..
l j j.: ,..1
2011 The ability to traEk Experience Modificatlon Ratlngs for Workers' Compensation was added to
the ITS system,
:, ".i-J" .- - "_-", .:." .:.-. . ...:.,. . .. j . t. "... ..,_:.. i, .r
i'r:,i,.,:- ' ,..r, :,. ,.:,. ... .1..: ,.-i.... . l .", )'.1:..''.: .'. . ,..._::': ,.; ..', i2ol2 rTs system underwent substantial modiflcatlons enabling lTs to track mmmerclal lnsurance
mverage ln over 50 different countries.
i :.." :,., :".r' :" 1:'," ,.'; ,2013 The ITS system is undergoing sweral key enhancernents to integrate addin Risk Management
lnformation System (RMIS) modules for clalms edministration, incident and claims reportlng
and tracking, enterprise-level insurance pollry management, lltigation managenent and
tracking, fleet and asset trackinE.
O CopyrlEht 2dljl lnsrance Tr€cklrts SeflheC, hc, (ffslAll ri8tts ,ererved.
Document conEilr5 ttS confidentiEl and ptoprhta,y infurmttion. R€producdon or dls{hsur€ to third partles ls strlctly prohillted.
5lPage
175
ln!urnncc lricking Services, lnc {lTS}
Response to Request fof Proposalfor
lnsurance Cenificala Trackirrg Syrtem
Palm Beach County, florida
lT Conslderations
ITS replies upon an intricate and proprletary custom software program to manage customer certificate of
insurance data, images and correspondgnqe, The prognm, dweloped by lTS, acts as the sole source of lnsurance
compliance information, lt enables tTS to track conffacted partles' certificates of insurance by location, contract
type and to discern between different setg of insurance requirements. The standard features available in our
prograrn are requisite to implementation of an efficient certfficate of lnsurance tracking solution. Some of those
features 'includel
o Comparing certificates received agEinst preset insurance requirements. This removes the gu€sswork
from evaluating certificates for compliance.
o Tracking of A.M. Eest & Co. Financial Strength Rating information for each insurance company and the
respective policy entered lnto the system. ITS receives alerts from A.M. Best & Co. when insurance
companles' Financial Strength Ratings change. The ITS system Is immediately updated whenever an
insurance carrler ls upgraded or downgraded.
Easily store and retrieve images of certificates of insurance, endorsements and correspondence. Simple
to lmport flles (in PDF or TIFF format) and link them to the appropriate contracted party's profile. lt also
permits scanning of physical documents directly into the program.
Generate and broadcast highly detailed, fully customizable letters to communicate insurance
requirements to the contracted parties required to provide lnsurance,
Web based system allows authorlzed users to view insurance compliance reports, scanned certmcate
images and contracts from anywhere in the world.
Web based insured reports allow authorized contracted parti€s the abillty to vlew their own insurance
compliance stat ss 24/7 ,
Electronic archival of contracts that can be viewed by ITS staff from the front-end or by authorized web
users via the ITS online insurance reports.
logically constructed graphic user inierface makes data entry simple and intuitive for ITS staff
Pre-loaded wlth myriad useful reports, enabling ffS to quickly produce reports speclflc to the custome/s
needs.
o Password authentication prevents unauthorized persons from accessing customer data.
ITS lndwtry recognltlon lncludes:
r ln 2012, Marsh, lnc., the world's largest insurance broker firm, entered into a strategic
partnership wlth lTs to begin offering its clients with comprehensive certificate of insurance
tracking services- An excerpt from their press release ls below
"Marsh hos surveyed the morket, ond based on decades of experience in the
insurance industry providing broketage dfid adminlstration services, we have
partnered with Insurdnce Trocking Servic*, tnc. (ITS) to provide comprehenslve
O copydght 2013 lnsqtarce Trasking Ssuises, lne ltls) All rlghts rerervsd.
Document containr m' confidelloal and proprletary lnformation. Reprodustlon or dl5dorurc to thlld partle6 ls stndh pmhibiled,
6lPage
176
lnsurance lracl(trg Scrvice5, lnc. (lT5l
Response to Requesf for proposalfot,*'**
I;",lXX'ji:J;:1[l',ffJ:
certificate trackifrg sevices to our clients. Thts progrom provides technologicol
qdvontogeq insuronce truined speciolists, ond prompt and responsive service to
ensure your insuronce requiremenE ore fuing met."
(Reference:
http://usa.mdrsh.con/PtoductsseNlces/Marshsolutions/tD/2lgwtnsuronce-Tracklng-
Servies.ospx)
t ln 20L1, JTS was evaluated and recognized bythe lnternational filsk Management lnstitute
(lRMl). lRMl's Contractual Risk Transfer publicatlon lncludes a stellar review of lT5' fully
outsourced certificate of insurance tracking seruice. Access to this publication requires the
purchase of lRMl's Contractual Risk Transfer book {see www.irmi.mm for more information}.
o ln 2007 & 200& Rick Lopez, Presldent and Founderof lTS, appeared as a guest speaker at lRMl,s
Risk & lnsurance Conference.
r ln 2006, Rlck Lopez, President and Founder of lTS, appeared as a guest speaker at West coast
Casualty's lnsurance Conference.
tu the most technologically sophisticated provlder in the marketplace, ITS has contributed slgniflcant innovations
to the certificate of insurance management lndustry. ITS was the first certificate of insurance tracking c:Dmpany to
employ licensed insurance professionals to evaluate contract language, ihsurance policies and endorsements. tn
addltlon, lTs was the first company to brlng an lnsured login portal to rnarket. We were also the first company to
offer a contract archiving platform tbat is fully lntegrated with the certrflcate of lnsurance tracklng system. This
confluence of contracts plus certificates of insurance within a unlfied knowledgebase is perhaps the most robust
and effective insurance risk transfer mechanism arailable in the marketplace today.
3.1.2 Each proposer should submit a minimum of five (5) refurences demonstrating the successfut provision of a web-
based insurance certificate tracking system, with at least three (3) heing on a full servlce basls within the pastthree
(3) years.
Each reftrence should lnclude the following:
a. Name of cllent company, contact names, addresses, telephonefiax numbers, dollar amount of contracts
and dates of service.
b. Scope of Worlt, types of services performed and number of full-time staff provided,
c. Whether the service provided was full or self-serve.
Ann Robinson, Program Manager
. Massachusetts Port Authorhy {nnassport}
E-mail: arobinson@masgport,com
Telep hone: (617 \ 568n 474
Services Provided: onsite support and full service certificate of insurance tracking
lndustry: Transportation Authority - Airport/ Railway & port of Entry
Yolanda Jones, Purchasing Manager
City of Las Vegas, Nevada
Telephone: (7 O2') 229-6021
Email: yjones@tasVegasNevada.GOV
@ iopyrlglrt 2013 Jnsurance Treckhg Servkes, rni. lnsl ltt ,ight ,"."lv.a.
'
Docum€nt cont:ins lTy aonfldenr€land proprieDry Lrtormatbn, Repaoductlon ordlrclorurE to thlrd par es ls ltrtc{y prohtbtted. 7 | P 6 g e
177
llrsurance Tra(king Servic€s. h€. (tTSl
Response to Requesl for Proposal lor
' ^' "
*'
i:,l.,tiT,'"",,':1'illY
t[ri:
Services Provided: full service cenificate of insurance tracking
lndustry: Municipality
Jim Hollig Assistant Risk Manager
Clty of Miramar, Florida
Telephone; (954) 602-3819
Email: ihhollis@ci.miramar-fl .us
Services Provided; full service certlfcate of Insurance tacking
lndustry: Municipallty
Susan A, Orr, Rlsk Manager
County of Karn, California
Telephone: (661) 86&3808
Emall: sorr@m.kern.ca.us
Services Provided: full service certificate of lnsurance tracking
lndustry: Municipa lity
Sharon Hauht, Manager of Prirchasing & Contracts
Reglonal Transportatlon commisslon of Soulfiern Nevada
Telephone: (702) 676 1559
Email: hauhts@rtcsnv.com
Services Provided: full service certificate of insurance tracking
lndustry: Transportation Authority - Transh
Steve Holman, Buyer
Southern California Reglonal Rall Authority {Metrolinkl
Email questionnaire to: holrnans@scra.net
Services Provided: full seruice certificate of insurance tracking
lndustry: Transportation Authority - Railway
Gabriela Madrid, Sr. Coordinator Risk Management/Loss Prevention
TGI Frlday's lnc. / edson
Telepho ne: (.9721 662-5683
Ernail, gmadrid@carlson.com
Seruices Provided: full service certlficate of insurance tracking
lndustry: Hotel & Restaurant Franchise
Larry L. Justlce, Jr., General Counsel
The Bariech Group
Telephone: (7341 462-2360
Email: ljustice@bartechgroup.com
Services Provided: full service certificate of lnsurance tracklng
lnd ustry: Workforce Managernent
George Pink, Assistant lnsurance RIsk Manager
Capltal One Flnancial Corporation
Telq p ho ne: (8041 284-3277
Ernail: EeorEe,plnk.ll@Capitalone,com
O Copyrighi 20r:r hsurance Tracldng s€wlce!. lrr. (lTsl All riBhts reserued. I I P a g e' Documem oontait1s ITS' co nrldentirl and lro0rletarv lnformatlon. R€productlon o, disdosure to third partier is strttly prohlbited.
178
hrurance Tra.kirlt Servicesr lnc. (ilsl
fieiponse to Reqtle$ fot Ptoposalfor
'""".'
*"
:.l'*'Jl:n':l'J,.r1 ?';lil
Services Provided: full service certificate of lnsurance tracking
lndustry: Banking
Kay Chandler, General Counsel
The Olson Company
Tel eph one : 15621 59C4n 0
Email: kchandler@theolsonco.com
Services Provided: fullservice certificate of insurance tracking
lndustry: Real Estate and Construction
Michael Schmidt, Vice President of Operetions
MBK Real Estate, a subsldiary of Mitsui & Co.,lnc.
Te le p h one: 949l. 7 89-W26
Email : mikeschmidt@mbk.com
Servlces Provided: full servlce certificate of insurance tracklng
lndustryi Real Estate and Construction
Robert J. Starkman, SeniorVice President
Arg€nt Management
Tel ep ho ne : lgtlgl 77 7 -4025
Email : rstarkman@argentmana8ementllc.corn
Services Provided: full service certirlcate of lnsurance trackihg
lndustry: Asset Management
Susan Vavak, lnvestrnent Admlnlstration
TriPacifi c Capital Advisors
Telep ho ne : (9491 7 Z+590O
Email: svauak@tripacificllc.com
Services Provlded: full service certificate of insurance $acklng
lndustry: Asset Management
Tiftuny Riggenbach, Supply Chain Specialist
Nisgurce Corporate Sefl ices
Telephone: (614) 46G5957
Seruices Provided: full service celtificate of insurance tracking
lndustry: Public Utility
Willlam Carpenter, Risk Manager
Stew Leonard's
Telephone: (203) 750-5118
Email: WCarpenter@stewleonards,com
Services Provided: full service certificate of insurance tracking
lndustry: Food & Beverage - Grocery chaln
O @pydght 13 ln$rdnce Trdcklng servic€s, lrr. {lT$l All ri8hrs reserved.
Document contahs f[S' corfidential and prgprlehry informallon. Rerrodustioo o r disclosu ]e to third panles l5 stllctly prohlbhed,
9 | P a ge
179
lnrurance Tla.khg Se.vices, lnc. llTSi
Response lo Request for Proposalfo(
JnsUrance Certificate frackinB System
P,rl,n Beach County, tlorida
3.2) Project Approach/Understand i ng
The proposer shall provlde a detalled narrative description of its approach and methodology for implementing a "full
seMce and self service" web-based insurance certfficate tjacking system.
At a minimum, this should include the following;
3.2.1 A description of the proces and how it will be implemented.
During the initial setup period, ITS will input into its database Contracted Party contact information, assign the
applicable insurance requirements and establish an online insurance reportlhg webslte, All certificates of insurance
that were prevlously collected will be reviewed for compliance agalnst the contract insurance requirements.
Following the review of the ceruificates, ITS will begln mrresponding with the Contracted Parties to communicate
any insufficiencies in coverage, limits or poliry endorsements.
lh the event ITS is designated to revi€w the contract and extract the applicable insurance requirements, either a
copy ofthe Contracted Party's contract, or the contract's insurance requirement section(s) must be provided.Ihe
ITS system has the ability to ca pture the unique insurance requirements of each contract. By assigning a unique risk
profile to each contract, the l'IS system captures each required line of insurance coverage, limits and policy
endorsements. This enables ITS to discem between different types of insurance requirements that may apply to
t}le Contracted Parties ITS will be deslgnated to track.
ln the event lTs is designated to follow a boilerplate set of insurance requirements for a certain contract
population (e.g- contract type), both the lnsurance requirements and a listing of the corresponding contracted
parties (including contact lnformatlon) ls requlred,
3.2.2 A description of best case and worse case timeframe sf,enarios for communications regarding deficiency notices on
pending and active agreements (please specif,r hours or days). Define how the noiices are sent, how many notices
are s€nt and what the follow-up procedures are.
The ITS system will generate up to four letters (sent via email, fax or postal mailing) if one or more insurance
requirements have not been satisfied. Depending on the County's preference, the letters are typically sent every
14 days if one or rnore insurance requirements are reported as noncompliant. After four attempts, a level 4 report
will be generated and sent to the Counry for internal escalation. The report includes a listing of all level 4
contmcted parties, dates on which letters were sent, method used to transmit the letter, and the specific items
Iacking in order to establish full compliance wlth the contract insurance reguirements,
ln addition, the ITS system generates renewal reminder notices tothe contracted parties whose polices are
expiring in the next 30 days. ln the event a renewal certificate is not received priorto the expiration date the ITS
system will automatically generate a request letter advising the contracted party of their now etpired policy on file
and requestinE updated evidence of insurance ln conformance with the contract insurance requirements.
3.2.3 outline a clear plan of escalation paths for issue resolution. Outline the chain of command wlthin your organlzation
for escalating problems that are not resolved to the County's satisfaction.
I Copyngln ZOU lnrrra ce TBcklng Services, lnc. (lTSl All Jlghrs reseryed.
Documsnt cortalns ITg confrdendal and propli€tary lnformadon. Reproducton or disclojure to drld prtles ls stridly prohibited.
l0 lPa ge
180
tnsuranc4 Trac[ing Servic.-s, lnc. ilTS]
Response lo Req[asl [or Proposal lor
'"' "* ;T,f TJI:n';::l,l';,t,'f;::;
Most work problems experienced by our customers can be resolved quickly, informally, and falrly at the level at
which they arise. ITS employees are encouraged to bring the matter to the atteiltion of their immediate
supervisors, who will work with the employee to expeditiously resolve the custome/s matter to the rnutual
satisfaction of those lnvolved and in a manner mnsistent with ITS policies and practices.
lf these efforts are not successfuJ or if there ls a justifiable reason the supervisor should not be involved in the
process. the employee is trained to pursue the matter with executl've management,
3.2.4 A descripuon ofonline reporting capabilities and ability t0 produce custom reports and print Certificate of
lmurance. lnclude three (3) sample reports used on other customer accounts (propnelary information may be
blacked out).
ITS reports make it easy to understand how and why cov€rage specified in an insurance certificate does not match
the specific insurance regulrements in the contract. The 1TS system includes a Summary of Certificates report
which details where coverage specified in the insurance certificate is out of compliance with the applicable
insurance regulrements. The report offers a side-by-side comparison of "required" and "provided" colurnns to
allow a web userto quickly determine where insurance compllance issues arise.
The ITS system offurs authorized users access to view insurance compliance reports and actual certificate images
(current and historical) from anywhere in the world. An overulew our system capabilities can be viewed via an
online demonstration, or an on-site presentation facilitated by lTS.
Description of lfS Web Based ReportinE Options lncluded:
The Status by Project report displays an overview the selected Project's
complia ncy ratio and each Contracted Party's current status. The report includes
m uhiple options to export the displayed data flelds into Microsoft Excel format.
ln the event you will need to locate a contracted Party by company name, you will
be able to search the ITS systern by actessing our lnsured repolt From here, you
may search by company name or contract lD.
The report will display a compliance analysis of the Contracted Party's insurance
co\rerage provided, compared with what is requlred by the contract. The report
will display their current insurance compliance status and, if applicablg highlieht
any hems requlred to establish full compliance. lncluded within the report are links
to view scanned certiflcates and contracts that have been uploaded to the lTs
system.
fiibkCard
The m Riskcard feature will enable the County to deploy an incidenVclaims
reporting system ernbedded lnto the insurance tracking platform. This feature will
enhance the timeliness and accuracy of incident/claims information lnvolving any
Contracted Party record accessible from the lTs system. For example, the County
@ Coptrl8ht 2OljI lnsurance Tfaddng Servlces, lrlc. alTS) All gtfis rcsew€d,
Docunrnt contaln5 rls' canffd€ntial and Foprieta]y Inrormadon. Reprcdudion or dirclosure !o lhlrd parues ls sl]idy pmhfrlted.
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tnsur!nce lracking 5ervices, ttl(. ilTS)
REsponse to REquest lor Propo5alfor
lnsurarrce ccrtilicat€ Tra(king syiter)l
P.lm Beach Couoty, Flor da
will be ableto tract open and closed claims/incidents involvlng a Contracted Party,
asslgn a claim to an in-house or external adjuster, document subogation reco,very,
designate a priority status to an incidenVclaim, document the parties lnvolved,
capture incident/claim investigation information, and journal any action items for
follow-up.
:Sq6pllani
The Compliant Report exhibits all Comracted Parties that are ln full compllance
with the insurance requirements, including a summary of the Contracted Party's
insurance policies provided and their corresponding policy expiry date.
contracted Parties that are reported as compllant with overrides or applied
waivers will also appear on the report. The report includes an option to export the
displayed data fields into Microsoft Excel format.
'Non.Compllani
The Non-Compliant Report exhibits all Contracted Parties that are reported
deficient with one or more of the insurance requirements, including a summary of
the Contracted Party's related deficiencies. The report includes an option to export
the displayed data fields into Microsoft Excel format.
Exriration ;
The Expiration report aggregates all Contracled Partles where one or more
insurance policieson file have expired, The Contracted Party's insurance poliry and
corresponding expiry date will be displayed on the report. The report includes an
option to export the displayed data fields into Microsoft Excel format.
h/Ilssine Polirier
The Missing Policies report identifies all Contracted Parties that have one or more
required insurance polioies that have yet to be provided.
AM Best ''
Our AM Best d€ficiency report identifies all Contracted Parties who maintain
insurance policies wlth carrlers that do not meet the minimum AM. Best & Co.
Financial Strength Rating requirement specified in their contra ct.
,lnsurod'ProDlelhi
The lnsured Problems area displays special/unique problems with a Contracted
Par$s insurance. For exampie, lfa Contracted Party requested an exceptio n to the
lnsurance requirements, and ITS has yet to receive a response from Risk
Management, such information would be available to view from this area,
Due to the proprietary nature ofthe software platform, ITS is unable to supply screen shots ofthe insurance
tracking system, An overview our system capabilities can be viewed via an online demonstration, or an on-site
presentation facilitated by ITS.
@ Copy ritht 20til hru rance Tracking S8rvicer, lnc. (ll5) All ri8,hts rEser'/ed.
Docummt cooario5 lTl'corfidential and proprietary hformadon. Reproductioo ordi5closure to third Fartici is rtritly prohlbltEd.
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lnrlrrance TrdckiriS Servi(05, lrt. llTS}
Respons€ to Reque.l for Propos:lfilr
. hlurinc?ce..i'l?j:l:1'J,,r,tJ,:1".,,l
ITS staffs an in-house team of software engineers and web development professlonals that can either create
custom web reports specificto the Count/s business needs, or inteffate a dlrect data feed into an existing County
managed database. With over 35 years of combined technology experience, the possibilities are limitless.
3.2.5 Define how notices of cancellation of insuftlnce are handled.
Upon receipt of a mid-term policy cancellation notice, the ITS system will be updated to reflect the cancellation
effective date of the contracted partt's respectlve insurance policy. lmmediately, the ITS system will generate a
notice to the contracted party requesting evidence oftheir reinstatement notice or replacement poliry.
3.2,6 A description of your ability to store Certificate of lnsurance records (hoth current and histor'ic) on active and
inactive agreements.
ITS will estahlish and rnalntaln all systems and prograrns necessary to provide a complete, current, and accurate
database ofinsurance information for the County's contracts. The most recent insurance certificate information
and corresponding tracking information will be kept in the database alonB with scanned images of current and
historical insurance document(s) received and accumulated overtlrne.
3.2.7 A description ofyour prucess for disposing ofdocuments and correspondences that have reached the end oftheir
retpntion petiod.
Physical documents, including electronlc documents stored on physical media, are destroyed on-premises at the
ITS facllity where they are housed at the end of their retention period, Electronic documents are migrated to
archival storage servers when their respective retention periods expire.
3.2,8 A description of your ability to perform outbound calls a nd ieceive inbound catls from vendors and insureds.
Follow-up telephone calls can be made on actfue contracts not in compllance wnh the County's lnsurance
requirements. An ITS outbound call plan typica lly includes:
o First Call - outbound telephone call to insurance broker(s) or contracted party follovuing the productiol of
ITS 2nd noncompllance letter.
Second Call- outbound telephone call to insurance broker(s) or contracted party following the production
of ITS 3d noncompliance tetter.
Thlrd Call -outbound telephone call to insurance broker(s) following the production of ITS 4rh
noncompliant letter to franchisee.
Each outbound telephone call made to a contracted party or their insurance brokerfs) will be made at 50-95 per
live and connected call. This means no charBes will accrue forvoicemails left in the event ITS is unable to connect.
ln addition, the fee is only triggered following the issuance of certain levels of noncompliance letters. For eram ple,
the County may customize the outbound call process such that lT5 lnitiates outbound calls for those who are
reported as noncompliant following the production of any level noncompliance letter {i.e. inltiate an outbound call
following the Second Request, Third Request, and/or Fourth Request letter)-
@ Copyrlght 2013 lnsurarEe TracktE S€rvl.er, lnc. (m) All /ghts rEseffed.
Dodrmo comains lT5' cqnfidedial and proprletary lnformation, Reproduction ordlsrlosure to tfiird panies bsuldfo prohbn€d.
13 lPa se
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lnsurance Irack,ng sefvlces, lnc, illsl
ResDonse lo Reque5t loi Proposal for
' - " "
*
;:,fl 'l'J:J:"J,ilii, ?:r, Jl
3.2.9 Adescriptlon of a work plan describing howihe inifal transfer of data wilt be handled.
Task 1; Project Preparation and Design
tn preparation for project imptementation. ITS wlll prepa re a written plan Including each of the following project
aspects: proliect management, work schedule, work plan, system design, testing and documentation, change
management, and knowledge transfer.
Task 2: Systern Configuration for Manual Data Entry
ITS will review the contracts and extract appllcable insurance requirements for each contracted pafi ITS is
designated to tmck, The ITS system will capture the unique lnsurance requirements of each contract by asslgning a
unlgue risk profile to each contract. The ITS system will capture each required line of insurance coverage, limits of
Insurance, insurance endorsements (e.g. additional insured, waiver of subrogation, primary and non-contributory,
thirty day notice of cancellation, if applicable) and AM Best Rnanclal Strengths ratings of contracted parties
insurers, if applicable. The ITS system wlll discern between different types of insurance requirements that apply to
contracted parties, type of contract {e.g. vendor, tenant, professlonal consultant, etc.l, and the hlerarchy thet such
contracted parties are assigned to (e.g. contract type, business unit, location, etc.).
TasL 3: Historical Data Conversion/lmporting
tTS will colla borate with the County to execute the data co nversion and import process until com pleted
successfully. ITS wlll convert and irnport the data into the system in such a way as to produce valid, usable data
records that do not vlolate the integrhy or reduce the efficiency ofthe system.
Task 4: Knowledge Transfer
ITS will work closely with the County to develop a plan detalling which the County procedures or processes may
need to change due to functlonality orfeatures u/ithin the system. ITS wili create the knowledge transfur plan (i.e.
training plan) that will provide the functional and technical knowledge needed for the County staff to use the
system efficiently and provide a listof recommendations for revlslng current procedures or processes that the
county may benefit from or conflict with new or enhanced system functionalities.
Task 5: Transition to Production
ITS witl develop and lmplement all programs, scripts, queries and/or procedures necessary to complete a successful
transition to e production environment that is in strict conformance with industry standards and recommended
best practices for databases of this type-
3,2.10A timeline for getting the system up and running.
Depending on the Counqy's actual volume of contracts and certificates provided at the time of setup, ITS estimates
the implementation period to he 30 to 90 days.
3.2.11 A timeline for processing Certificates of lnsurance.
Regarding certificates of insurance received during the initial implementation period, please refer to the response
in 3.2.10, above. For certlfrcates collected by ITS following the implementation period, ITS will analyze the
o copyrrghi 2013 ln*nnce TracHn8 Services, rnc. {lls} A1l rlshts ieseryld. f+ jea ge
Document .lntains 1I5' confldenrial and proprielary informatioo. Reproduttion orditdoture to third lBrtles ls itrlctly prohibited.
184
lrsurance '[lack;n8 Services, lnc- (rTS)
Re-rporse to Request for Proposalfor
lnsu/ance Cefllfrate Trackirlg System
Palm B€ech County, Flofida
certificates of insurance for compliance against the contract Insumnce reguirernents, and will post its compllance
evaluation results to the ITS websitef reflecting a "compliant" or "non-compliant" status, with ITS making its best
efforts to do so within 3 business days of receiving the certificate.
3.2.12 Define how unrevbed Certlficates of lnsurance are handled.
lf one or more insurance requirements are reported noncornpliant, ITS will send a follow up correspondence to the
contracted party summarizing the relevant noncompliance issues.
3,2.13 All County resources that will be required for the project.
The County resources ITS will require for thls proJect shall include:
a. Contracted Party Contact lnformation
Narfle of the cornpany, mailing address, telephone number, facsimile number, email address and a name
of the contracted Parlry's contact personnel-
lnsurance Requirements
Copies of all contracts and/or applicable contract insurance requirements for each and every Contracted
Party ITS ls designated to track insurance coverage.
Certificates of lnsurance
Previously cotlected certlflcates of insurance from the Contracted Parties ITS is deslgnated to track.
Recommended
Designated County employee/lia ison to act as the single-point-of-contact for facilitating communications
between County and ITS Account Manager.
b.
@ copy Eht 2ot3 lrcurance Tracldn8 Serulces, lna llTsl A[ rights resen e.L
Oocument cootains lIS confidrrtlal rnd propriebry Information, Reproduction or d isslosure to tilrd panies l5 ttrictly Fmlllbltld.
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185
r)su ralrce Tl"ckinB Servl(e!, lnc. llTSl
Responle lo Request for Proposalfor
,nsurenc€ C€rtificate Tracking System
Palm 8e.rch County, Florida
3,3) Key Personnel and Operations lnformation
The proposer shall provlde:
3.3.1 An organizational Chart identiryang the structure of the firm-
The figure below lncludes information on ITS' organizational structure, business roles, number employees assigned
to the role, and a brlef descrlption of their responsabilities.
Executive
Mana8ement 3
Asslst th€ Board of Dlrectors wlth all admlnlstrative, organizational and
operaflonal matters, analyre and plan flnancial and operational duties
of the company
Product
Developmeni 3 lnitial research and discovery lteration on promising concepts,
solution prototyplng and development
Sales and
Marketing 4 Managing optinal marketlnB for the ITS produc6 and services to
dellver upon defined markeling objectives and strategies
customer Service 23
Customer Seryice ls the face of ITS thar handles arstomer and
lnsurance compliance guerjes through phone, emaiL and chat for
isues ranging from insurance compliance informatio& technical
support and training on lfs products and services
Professional
SeMces 3
Performs dedicated services based at gur customers'own premises-
This includes a team qf experienced lnsurance and risk management
consultants that are Inuolved ln supporting the implem€ntatlon or on-
going maintenence ofthe insurance tracklnE proffam
Accountlng,
Qualhy Assurance
and Audlt
financial and accounting management, ad hoc analysis, balance sheet
reconclliations, month-endlq{arter-end reporun& payroll, forecastln6
budget, and maintenance of multi-year finencial plan, quality
assurance and performance audit of existing products and servlces
lnformetion
Technology 3
Provides technology resouroes to the company, addr$ses network
security wlnerabilities, and ensures adherence to establlshed lT
standards and procedures
3.3.2 A llst of the key personnel assigned to the proJect and a complete resume for eact detailing their experience,
educatlon, €xpertlse qualifications, and knowledge ofthe project.
lTS has deslgnated our Senior Account Manager, Mr. Michael Palaciog to manage the responslbilities associated
with the County's account. Mr. Palacios will pay prompt attention and regard to the instructions, directions and
requests of the County representatives. ln addition, Mr. Palacios will supervise ITS staff assigned to provide the
County with administrative support.
Mr. Michael Palacios
Senior Account Manag€r
o cipyafrr zodfnrriicc Tncktng servlccs, tnc, Us1 rlghts reseruea.
Docu ent.ontainslry confidentialrnd proprlelary hfomatlon, Repmdudion ordtscto6ure to d|ird partics 16 ctri.dy wohlbtted.
16 | P a g e
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l^surance Ttackin8 5crvice3, lrc (lTS)
Respoose to Request fot Proposal fo'
""*.. " ;:#TJji.':"":lllt'i.,:":l
Mkhael Palacios has been a member of the ITS team since 2004 and ls based out of ITS' servlce center location in
Signal Hill, cA. For the pr* nin" years, he has served
-as
Senior Account Manager for some of our largest
customers, including capital O;; Frnanctt Corporation, Carlson, city of Las vegas' 5an Diego County Regional
liiport arlr,"rlty, Rilta Real Estate, county of Kein and the Massachusetts Port Authority'
As a licensed fire and casualty insurance profussional, Nlr' Palacios has the requislte insurance knowledge to
faciltate insurance cornpttancJ ;i h th; most complex lnsurance requirements' Mr' Palacios interfuces directly
with the customer's staff as well as the contracted parties to communicate insurance deliciencies and assist in
establishing compliance with the insurance requirements'
prior to joining lTs, Mr. Palacios spent flve Yeals servin8 in the capacity of preparing and issuing certiflcates of
inrurana" fot pollcyholders of a nationwide retall lnsurance btoker firm'
Ms. Adella Ruggles
tmplementation Coordinator
Ms.AdellaR'''gglesservesasthelTslmplementation.o-ordlnatortoor8anizethelo8isticgofeachnewcustomer
account. Ms. Ruggles is baseJ out of lTi Phoenix, Az office' She acts as our internal liaison with ITS staff to obtain
updates, evaluate progress, pr.p.t. ,eerrv rtatus updates, performs fisk assessments' develops mitigation
strategiesandWrltesproceduresformaintainingcompliancewitheachcustomerprofile.
prior to l'6ining lT$ Ms. Ruggles spent eight yearsserylng.as a contract admlnistrator at a reglonal tile and stone
manufacturing company. sornl- Ii t,ir i."rp.'"riuiritieis iniluded successful strategy developmen! execution of
assigned procurement projects, irnptementation of measures to maximize efflciency' achieving cost savings and
reducing liabilitY exPosure.
Ms. Celina Gonzalez
Dlrector of Data Processing operatlons
As the Director of Data Processing operations for lTs, cetina Gonzalez plans, organizes' and controls the overall
activit.les of our information systems, including systern setup, customer analysis, programming and computer
operation activities retattngto our inrur"n." ..rtificate tracking responsibillties' ln addition' Ms' Gonzalez is
responsible for devetoping wrlttun instructional manuals 'nd
sipe'uit"t and evaluates data processing $taff and is
basedoutoflTS'NationalservicecenterlocationinSignalHill'CA'
Ms. GonZalez's knowtedge and expefience ls in inSUrance coverage, operatlons and programminE' Her specialties
are sQLserver progormrni, A..; iatabase and developmentand deployment of.web applicatlons' she
possesses strong .o.*uni.ltior,, publlc relation a nd.interpersonal skllls' Her commitment and ability to learn and
upgrade Job skill, to m"rt *,. chinging demands of the position brlngs value added s€rvice lo each and every
customer serviced on the ITS platform'
priorto loining lTS, Ms. Gonzalez spenf ten years in the insurance community seNing in several different
capachies, from an insurance policy management systems posftion to an insurance.coverage underwriter, her
expertise demonr,rrr., por,tii. laaOerstri!, profesitonalism and commitment to efficient operatiom-
@ Copy gt t io13 t*rranceTrackln8 g€lvlces,lnc' (lTSl All rlthti rrserved'
-
oocumeitGontdfitlgconfidentielardp,oprietaryinform.tion.Reproduct.lono,dsdosurgtothirdDard.iissElctlYorohibited.
17 lPa€e
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lnsrralse Tractrlng s€rvices, lnc, {[rsJ
Re$ponse to Reqrtest for Ptoposal foj
"* "*' r:,T11':i:J:x*T, i';l"fl
Ms, Sherry Lynne
Dlrector of R'sk Managernent
With over 30 years in the property and casualty insurance industry, Ms. Lynne's expertise comes in providinS risk
management servlces to an array of customers in many different industries. She is personally involved in training
lfS staff on all aspects of our customers' insurance requirements and ls responsible for implementing procedures
to address each customeds needs.
ln addition, Ms, Lynne orersees the company's outside legalcounsel, handles investor relations and seryes as the
Chief Administrator of the ITS Disaster Recovery Plan. She is based out of ITS' Beverty Hills. CA office.
Mr. Rick Lopez
President and CEO
For the past fifteen years, Rick Lopez has been involved in providing essential risk management services to
organizations across the United States and internationally., from Canada and the Unlted Kingdom to Switzerland
and China, Mr, Lopez has been lnstrurnental in evolving certificate of insurance tracking and management from a
cumhersome administrative prooess to a streamlined, risk managernent{rlven service.
From the start, Mr, Lopez had a vision to help organlzatlons reduce risk and avoid exposure to losses from claims
by implementing an essentlal rlsk transfer adminlstratlon program. lncorporating his prior experience ln building
complex e<ommerce websites for the skin care industry, Mr. Lopez brou8ht the technlcal knowledBe required to
develop and implement a sophisticated Enterprise Risk Management {ERM} software program.
Mr. Lopez has appeared as a guest speaker at west Coast Casualty's lnsurance Conference (2006) and lRMl's Risk
and lnsurance Conference (2007, 2008), Mr. Lopez is based out of ITS' Long Beach and Beverly Hills, cA offlces.
3.3.3 A description of the role of each staff member who will be responslble for handling and monitoring the Contract.
Name TiUe ResponsiblUtles'
Rlck topez Preside nt/C EO Prdect MEnEger
MichaelPalaclos Senior AccDUnt Manater Prlmary day-to-day
(elina Gonzalez Directo, of Dala Processing OperaHons suppolt S&ff .
Adella Ruggles lmplementation Coordinator SupportSraff
3.3.4 ldentify projects of simllar nature in which each staff member has been involved.
Each of the staff members mentioned a bove has extensive experience implementin8 certificate of insurance
tracking and rnanagement services fror government and enterprise customers.
Some examples include:
r The County of Kem contracted with ITS to manage their insurance compliance program for community
redevelopment and purchasing agreements,
r The Crty of Las Vegas retained lTs to track and manage the insurance compliance progra m for their
equipment purchaseq construction projects, professional services a nd concession agreements.
. Massachusetts Port Authority, selected ITS through an RFP process to manage their insurance certificate
tracking program for all oftheirtenants, contractors and professlonal consultants.
o cofyrrjt zou fnrurence rna,ing serrkes, rn" (m) an ,hmr."**i. 1e i e a g e
DotEient contaifls m' confidentialard pmFiEtary I nformatio n. Reproduction or discloslrre to thlrd prnles li stdcfly prohlbttad.
188
lnsurance TrackinB Servi.es, lllc. (l'Is]
Respo[5e to Request fol Proposal for
lnsul"nce Cedificate Tracking Syslem
Pa[D Bench Cou:rty, Florlda
Southern California Edison, a subsidiary of Edison lnternational a Fortune 500 company, and one of the
nataonts largest public utilities, selected ITS through an RFP process to manage their insurance compliance
program for all vendors, suppliers, contractors and consultants responslble for supporting their
lnfrastructure,
Southern California Regional Rail Authority (Metrolink), a premier regional commuter rail system, selected
ITS through an RFP process to manage their insurance compliance program for all vendors, suppliers,
contractors and consultants responsible for supporting their infrastructure.
Ca rlson, an international corporatlon In the hotel and reshurant industries, contracted with ITS to perform
insurance certificate tracking and management seruices for their dornestic and international franchise
agreements.
San Diego County Regional Airport Authority selected ITS through a rigorous RFP process to manage their
certificate of insurance track:ng program for their vendors and aviation tenants.
Stew Leonard's, a specialty grocery chain, contracted with ITS to manage their insurance compllance and
verification program for product suppliers and contractors.
ITS works with NiSource Corporate Services Company, a Fortune 50O company engaged in natural 8as
transmission, storage and distribution, as well as electricity generation, transmission and distribution. ITS
rnonitors insurance compliance for the vendors and service provlders engaged in the course of their
business activities-
. A leading U,S. Small Business Administration lender has secured the services of ITS to manage the property
and liability insurance requirements of over 9,000 commerclal loan agreements.
3.3.5 A description of how your company is able to rnonitor and report performance against service level requirements.
The lTs Quallty Management System (QMS) includes two key components:
L) lnspection of work product
a. ITS lntemal Audrt regularly examines work product at all stages of production
b. Flndings and corrective action taken are documented in the lTs Qlvls platform
2) Statistical Process control
QMS dara points, such as product/service conformance ratios. are used to identifu processes
requiring optimization
Processes are engineered to include interdepartmental review of work product as
information flows between intemal de partments at all stages of production.
O CopydEht 2013 lnsurance Truclhg Services, hc. (lTS) AI rlglrti reserved-
Document sonlains m'con0dentialand proprictuy lnformatlon. REprodurtion ordisclosure to third pades ls stticuy prot bited,
19 lP age
189
hsurance Trackin8 Services, lnr. llTS)
Response to Reque5t for Ploposdl ,ot
lnsurance Certificate Tfaal(ing 5y5te rn
Palm Beach County, Florida
3.3.6 A description of your current method of executing service level agreements (SLA's). ldentify what metrlcs are
tracked and how are they communicated with your orstomers.
The iTS Quality Management System employs a proprletary database applkation which captures the customer-
defined seMce aftributes stipulated in the written agreements between ITS and its customers.
3,3.7 lnclude any internal audft procedures your company undertakes to ensure such monltorlng and reporting are
reliable.
ITS sponsors lnternal technlcal certlflcation progmms for qualhy assurance. These programs award individual
employees wlth basic, senlor or princlpal-level titles for achievement in their professional or technical specialty.
The individuals are judged by the quality of their work product, technical expertise, indusily recognition, career
experience and past and cu rrent job responsibilities.
ltS staff inputs all relevant data derlved from the insurance certlficate tracking and compliance verificatlon
process. All data entered is audhed and verified by ITS staff. The ITS sfstem compares the certifacates received
against predefined insurance requirements. This removes the guesworl< from evaluating certificates for
compliance- For quality assurance purposes, ITS avoids the use of Optical Character Recognltlon for data entry.
Data entered lnto the database by ITS staff is subject to a multi-level review process, where final review, including
evaluation of contracted pafties' policy ehdorsement forms ls performed by a licensed insurance professional.
Moreover, all data in the ITS system is subject to periodic review by internal auditors.
O Copy tht 2Ot3 lrsurance TreddrE SBn IG{r, ln& (tls) All riEhts lls€rved.
DoaJmert Eontains llt confldendal and proprletary lnformaron Reprodu€tlon or di5clsEllre to third parues is strktly prDhitlted.
20 lP aEe
190
Insurance TracklrS Services, toc, (l1sl
fle;pglsetg Request tor Proposal tor
lnsuraoce Certilicate fracking Systenl
Palm Beach County, Flcrida
3.4) Location
Proposer shall speclff the locatlon(s), lncluding the complete physical address, where the work for this project will be
performed, including work performed by subcontractors, if appllcable. Points for locatlon shall be determined by each
Selection commlttee member based upon the requirements of the project,
Proposer shall thoroughly explain its accessibility in the areas of availability for on-site trainings, meetings, general
communications, coordination, and supervision.
All work will be self-pertormed by employees of ITS based at our S€rvice Center located at 2698 Junipero ,Avenue, Suite
103, Signal HilL CA 90755. tn addition, ITS will provide the County with accessibility to this location to conduct on-site
meetings or training seminars.
Additional ITs office locations include:
Corporate Office: Long Beach, Californla
service Centeri Slgnal Hlll, Californla
Sateltite Offices: Beverly Hills, California
Las Vegas, Nevada
Phoenix, Arlzona
O Copyrisht 2013 lnsurance Tricldns S€,l.tk€r lm. (lTS) All rl8hts resen ed, 21 | P a g e
Docurnem colllairE lrs confldentlal and proprletil ry lnfomrthn. Reproductloft or dhdosuIe to tllld !arUBs k strlEtly piohlbited.
191
losur.nce Tra.kirlg Sefvi(cs, Ilr(, (lTS)
R€sponse to Requesl for Propolat for
l[surance cerdJicfi e Tr.(klnE Syslem
Pehn Beach County, Florida
1.5) Financial / Business Stability
Proposershould submit one of the fullowing:
(a) Balance sheets and income statements for the current fiscal year and prior two (2) fiscal years of operation,
prepared in accordance with generally accepted accounting principles and compiled hy an independent certified' public accountant or notarized by the chieffinanclal officer or owneq or
(b) The company's Federal income tax returns for the prevlous three (3) years as completed and liled with the
Federal gorternment. Sole proprietorc should provide Schedule C from Form 1O40 for the previous three (3)
years. The Schedule Cs must be accompanied by a statement frorn an independent cert'fied public accountant or
a statem€nt by the ctrief financial officer or owner, indicatlng that the Schedules are copies of the ones filed with
the 10rt0; or
(cl A statement from an independent certified public accountant attesting to the financial stabillty of the
organization for the current and prior two (2) liscalyears ofoperation; or
(d) A reference letter from the propose/s bank or financial iflstitutioh indicating the banlCs relationship with the
proposer and providing a credit reference. At.the time of issuance of tie reference letter, the banMfinancial
institution must have a minimum peer group rating that meets or exceeds the threshold levels in at least two of
the five approred seruices as listed below:
1. Highline Bank and S&t Quarrerly Listing - SO2, IDC Bank Financial euarterly Ljsting - 125
3. Veribanc, lnc. tjsting - 3 Star Green Rating
4, Standard & Poor's Listing -Slngle A
5. Moody's Listing-Single A
The County reserves the right to request additional information considered pertinent to lndicate any and all proposer/s
financial and operational capahllities. Further, the Counry retains the right to disqualiftr from funher consideration any
proposer who fails to demonstrate suffic'ent ffnancial stabitity to perform the p€nding contract.
The pertinent financlal lnformation of ITS is considered proprietary; interested parties are referred to our company's
Duns & Bradstreet Report, Number: 16-53L{371.
@ Copylight 2O1:! lnsurrnce Tr.EkinB SErvket Ifia (lTS)AllrtBhB r€Berved.
rrocument contain! l1s' conidentlal and proprhtary info ratlo[. Reproductlon or disclolurr t6 ttrid prrtles is strlclly prohiblred.
22 lPage
192
lns{rrance irrcklot Servlc@t inc. {lTSl
Re!ponse to heqoe!t for Propos)itar
irsurarrce Certilicale TIackinp, SVslem
Palm Eeach Courty, tloddn
3.6) Price Proposal lnformation
The proposer shall submit the attached Prke Proposal Page(s) (Appendix A), filled out signed, with either a corporate
seal affixed or notarized. The proposer.shall lndicate the fees to be paid by the County during the Contract term-
Offers witt receive up to the maximum points listed in 2.18 above, based upon the reasonableness of the total price and
competitiveness of thls amount with other offers recelved.
To provide the most cost<ffectlve and reasonable fee structure, ITS fees are based solely on the number of contracts
signed up for insurance certificate tracking and compliance verification services. For example, if the county has 3,000
conffacts signed up for the seMce, the County would be charged $f.S0 per contract, per month, for a total invoice
amount of 54,500,00. The rate includes facllltation of all services outlined ln this RFP. ln addition, no setup or
implementation fees apply.
Please see below a table of rates by contlact volurne:
Itlumber of Contracts
Monltored
' RatE
lper contract, per month)
$z.oo
Sr.so
RemovlnB Contrasts
ln the event the County no longer requires lT5 to track a contrbcted party's insurance, the County shall inform ITS to
cease its tracking responsibilities foi' such Contracted Party. Upon recelpt of such notlfication, ITS will dlscontinue
tracking the Contracted Party and remove applicable charges from the following month's invoice.
Addlng Contracts
In the event the County requires ITS to track a new contracted party, the County shall communicate to lT5, (l) name of
contracted party (including contact information) to be tracked; and (ii) the applicable insurance requirements for the
contracted party ITS will be designated to track. Upon receipt of such notification, ITS will allocate applicable charges to
the following rnonth's invoice,
Transition/l mplementation Process
During the initial setup period, ITS will input lnto lts database Contracted Party mntact information, assign the applicable
lnsurance requirements and establ'tsh an online insurance reporting website. All certificates of insurance that were
prevlously collected will be reviewed for compliance against the contract lnsurance requ'irements. Following the review
of the certificates, ITS will begln corresponding with the Contracted Parties to communicate any insufficlencies in
coverage, limfu or policy endorsements.
o c€plr ght 2olt hrsuranceTncklng seMce5; ,i". trnt nf ,rgi","r.*"*
Oocumetltconulni tTy conftdentlal and proprleta,T insrmation. Reprodocuon ordkclosure to thlrd partles is strlctly prohibited.
23 lP age
193
lll5urance Trackints Servlces, lnc. ( TS)
Response 10 Feguest for proposallol
lnEurarlce Certlflcate Tracki^g Sysrem
Piln geach Couflty, Florida
ln the event ITS is designated to revlew the contract and extract the applicable insurance requirements, either a copy of
the Contracted Party's contract, or the contftrct's insurance requirement section(s) must be provided' The ITS system has
the abllity to capture the unique insurance requirements of each contract, By asslgning a unlque risk profile to each
contract, the ITS system captures each required line of insurance coveragg limits and poliry endorsemerfis. This enables
ITS to discern between different types of insuranc€ requirements that may apply to the Contracted Parties ITS will be
designated to track.
ln the event ITS is designated to follow a bollerplate set of insurance regulrements for a certain contract population (e8.
contEcr type), both the insurance requirements and a listing of the conesponding contracted parties (including contact
informatlon) is required.
Again, ITS does not charge any setup fees, and bitling will not begin until ITS has delivered online access to the insurance
reporting database, wherehy the County will be gra nted access to view its lnsurance compliance information and
scanned certificates and endorsement images.
o c;pyrEht 2013 lnsrrence ri*iig servt.s, lDc {m} All rEhts res!rv.d.
IrocuflEDt @nbins lly confidsfiid and prcpiErary lnformallon, .{eplodudion ol dlsablur€ to tiird panlr! ts stric$r, prohlbfted.
24 lPa gP
194
In5u rallae 'trackin 8, Serwicer, l[(. {lTS)
Re5pon5e 10 Request foJ Propo5al fol
lnsurance Certl{icate n acking 5V5lem
Palm Beach CountY, florida
APPENDIXA
PRICE PRCIPOSALPAGES
RFP NO. I3.'OO'H!'II
Pagel d4
Thc lbllowlng pllcing is subnrltte'd as the rtl lnclusiue p'idng. to provide
piiini ii.iitt- i"rnti wirh a wei+aseo hsurance G'rtlttcate trackins
illH;ffi;ffiL'ini te n"q'rt"ttnblssope ot worksgmees set
forth in thh RFP documefit.
Failurs to c{rmpletr all Pncing Rcquirements shett bE Gaure ffi ifimodlds
lJ#ffi -;t-i6 -inurc -proliriar Rcsponso' upon aurrrd' ihe
iiin'iiacron t'"rl-uiJ tre pffi"s
"titd
here'in -br te rmour lh'
GO$TY uill b. chtrgcd. rn"."-iE" ttt"if rernain firrd to-r tt' tarm of
ili-Ciitiril,ir"a tiift mur (l) renewat oftlons' irerercl$d'
25 lPa ge
(se. rtbch sd)
lg,ll.rw. wiEen cotltEpond6nc€,
"ootovit,
nrut (inoludlng II6k profile)
airi, moritoiirE as detalled in tha Ecope
of $/ork (fee s-hall be per oenllficsb)
@ copydght 2013 lnsuranso Trackilg serviceJ. lne [lTs]Ai rights re!!lt'Ed' -. -r,--r^-,,, r^ rh,rr nr.ii.< l( rrlcdv om
DocumenttontainslTgg!'IfideliialandpmpdetarYinfo]ffaon.ReproductiolordllclosuretothlrdlBrtieslsstrlcdyprohiblted.
195
lnrurdoce l rnEklnE Services, lnc. (lTS)
RerPonse tO Request for Proposil for
hiuGnce C€fl,iftcate T/a(king Syltein
Patln 8ea(h county, Florida
APPENDIXA
PRICE PROPOSALPAGES
RFP NO. t&100/Mw
Page?ot 4
Ec ter l. vvfi | y IO (J6E
C-OI.ITMCTOR's sy€rem b manqge a
311qc-a19s.ag.amted tn rhe scoie ofwriflc (tea sttll bc per cemoaity
dey) fee must be
um]Ilq c&a8a8s Perlrcludv€ at a fo(ed
PmgramrnBr(s) (ilourly rate)
'Fc6 fortralning shau be all tnollrEive on a per day basls.
.-?-flqhl *
":::nce rr.clrns seryi.€q rrr, lnsjAirig,,rs rl"rv"d.uoc{n ent cotrtahs
'Ty
conEd€nttal and ProPdetary Iniormailon. neproiu"tton aot do-re to third pertr€s h ltrrctry prohrbitcd.
26lPage
196
APPENDIXA
PRICE PROPOSAL PAGES
RFP NO.13.IIXYMW
Fage3 of4
Oth6r F.Gs: Plea8e tl$ aIry fees trtsl arE not c{vered that sftould be oonsidered as
parl ot your proposal. ln eddltlon, please lnclude arry cost savirgs infomatlon ltral
could bE of bencfit to the couBty,
Ths Proposor cE nes by slgrlatr€ below the followlng:
a. Thls prlclng b curent accurate comdete, and h prasenbd as lhe Total
Prldng, lnotudlng "out-of-pockef expenses (if any), tur the performanca of thb
Co ract in accordance w h the Requtemenb/Soope of lAbrUServices of thb RFP.
b. Thls Proposal b cqffenl, ,GcuraE, complete, and lB presented to the Cohty
for fte peformance of thig contract in accordance wilh ali the req.riramerG as sbled
In thle RFP.
o copyrtght zo13 insunnce rncftng savices,lrc (m) A[ rlglfts ]€server.
Docum€lt rqrtalns lfs'coDfidsntial al.td proplietary hfornallon. ft€prsduction qr dlsabsurE to third prrtica lr sBlctly plohtbited,
lnsurance iraclin8 Servi(e5, ln(. ltTS)
Relpo[seto Itegue5t Fgr ftoposal for
ln5urance Certifi(ate Trackhrg Svstarn
Palm geach CountV, Florida
(Plea.e rEtur lo th€ attaded for prlchS dctrful
2TlPase
197
lrsarance Tracking Se rvi(€!, tnc. lrTSl
Aerponse to Req.re tot pr'oposal ror
lnsur.nce Certificate Trackhg Syslem
Palm Boach CourrLV, Florida
APPENDIXA
PRICE PROPOSAL PAGES
RFP NO. 13.100/MW
Page 4 of4
c. The Proposal lB submifed wlthout ptior und€rslandng, age€ment, or
connccdon wlth any corporatlon, firm, or petion subm ling a Prcposal for thE same
mahrlals, s€fflces, and supplies and ls, h all recpectt, laf, and vrlthout oolluslon oI
ftaud.
d. Ths firEncial stabuly to tufiy peflorm lhe brms and condilbne aE specllled
heraln. ThE county resorves llte dgfrt to requesl llnancHl lnfurmellon fom the
propo€er at any time durlng the solidHtlon pocess and ln any lom d6emed
necessary by the county.
IMPORTAI'IT:
FALURE TO SUBMIT THEEE PAGES WLL BE CAUSE FOR IIUIMEDIATE
REJECBOI{ OF THE ENTIRE SUBMITTAL RESPONSE,
ilAtE (PRNTlr-&LEpe
TfrI F. Presldent rnd CEO
COiIPANY: lnsuranca Trackirrg Scrvicas, Inc, (tI5)
ADDRESSI 11O W. ocsn Elvd,. Sulte 602, LonE Bsach, CA908O2
TELEPHONE NO- s6243s-29s5
srcNAruRE:-.*6
-
Pleare affil corporato t6al or hitre proposal notarized
Notary+Ul NamE
Oae;@-
OR:
{Corporellon Bsrl}
(Notiry Expiation & Sirll
@ copyrig{n 2o,-i h$oi." ir".rongo*s, tnc. litsl All rtghts 'erervea. 18 | p a c e
oocument cDntainr ITy confldentleland propriefrry lnftrmstbr. neprEd nclion o,r disdosu re to third Farlies is $fady prohiblted,
198
lnsl,rrance Trackirg Services, lfc. lfTs)
Resoonse to Request lor Proposal for
lnEulnnce Certif cate Ira(king Sy5tenl
Palm Bea<h Counly. Florida
3.71 Business Information
Each proposer shall complete and submlt the attached Business lnformation Pages (ApFendix B),
APPENDIX B
BUSINESS INFORMATION
RFP NO. 13-{00,MVU
Futl L.gal t'hme of Er*fly: hsursnG. Trrcklng servk.t, lnc., a Glifunlt colporotion
Flllly aa ilia 5 rrPa, c1 ht clltrlurelllnsnD
Entlty Addr€56i uo W. oc€sn dvd. Sultc 5oe Ens 8.ach, cA qEo2 usA - .
Telephon€ Numbec ( 562 ) 43$2955 Fax Number ( 562 ) 43s-2999
Fom ol Enf ly
lX I CoporalionI I Llrnibd Urbilty companyI ) Partn€ rshlp, GenerrlI I Padnenhlp, Umiled
I Johi VEnturs
I Sole Proprielo rsh'p
F6deral l. D. Numbsr.g9!e1__
(l ) lf Propo66r k a llibsidlery, state namB ol palent comparry.
(&bddhry) and noi as
to parenl company.
(2) ls Entty rBglder8d io do budnees hlhB 6tdtE of Flcrful.? Ye*[ i Nolxl
lF yGs to thB abDve, as o, what dste? ...._===---
It not omsenw isolate€d rvih lho Dlvision of CoDoraton6 t0 do buslners ln lhe Shta
ol Florids as dnhei r Fh]ide oI forelgn corpoEtiod, Proposar adoowlsdges, by signlrg
How, lhal if ft h tllo Arvad@ it fritt regtsler wlh lh8 Shls of Flod& prior to lhe
sfhchr8 datg otthe codtact uvu: Palm Br€Efi cfl y.
SIGNATUBE:
NAME f Rllrffl: Rick lo!!r
TIILE:
-!I@-OOmPANY: lnsurerxe Trrcklogse.rvlces, lnc,
O capyri8ht 2OU hsurance Tracl{rg S€tdoes, lnc. (lIsl All riShB rE €r',t 6" 29 I P a g e
oocum€[t cor ran5lTs' conftdentialand proprtetary informitlon. Reptoductlon ordisclosure to thitd padi€9ls strlEdy prohlblted-
199
Insura)ae Tra(klnB Servicel, trrc. (lTSi
Respolse to Request for Proposrllor
lnsuran.e Ce irlcate Tl"ckint 5v5tem
Palm Beach Coulrty, Ftorlda
3.8) Amendments to the RFP
It is the proposer,s responsibility to assure recelpt of alt amendments, The proposer shall verifo with the deslgnated
contact pe6on, prior to submhting a proposal, th€ number of amendments that tuve been received- Each amendment
to the RFp shall be signed by an authorized person and shall be submltted with the proposal or the proposal shall be
deemed non-responsive.
N/A - ITS is unaware of any Arnendments Issued by the County relating to RFP Number 13-100/MW.
@ copyri8ht 20tl lnsura nce Tracking SeMce5, hq tlTsl aI 48hti r.s.rvEd. 30 lPa 8e
ooflment 6ont inr rIS, confldentlrl and p]oprlEbry inrormation. ReotoducUon dr dlsclosur€ to thi.d parties is shictly prohibiied'
200
lnswanc€ Trecklog Serylc€r, Inc tlT!)
Respolse to ftequest for Propolnllor
lnsurance Ce.tmcnie TIacl(ing sysienr
Palm Beach County, florida
3.9) Add itional Information
tnformation considered by the pruposer to be pertlnent to this proiect and which has not been specifically solicited in
any of the aforementioned sectlons may be placed in a separate appendk section. Proposers are cautioned, however,
that this does not constitute an invitatlon to submit large amounts of extraneous materials. Appendices should be
relevant and brief.
Optional Services include:
. Electronic Data lnterchange Deuelopment & lmplenrentatlon and Reporting Customizadons
$195.00 per hour for deslgn, programming, testing and installation
' . ITS On-dte Support
ITS offerc dedlcated services based at our customerd own premises, A team of experienced insurance and risk
management consulta nts, backed hy the resources of our Service Center, deliver true value added services.
Our on-she service staff is involved in supporting the implementation or maintenance of the insurance tracking
program and will have no other responsibitities during lhe on-site term. This means our on-site staff is focused
on the success of the insurance tracking solution that is right for you; some of the on-site servkes offered by ITS
include:
o Phase One: Program Set'up & lmplementation
An ITS representative wlll travel to your premises to facilitate preparation of the contract documents
necessary for implementation of lT5' insurance certificate tracking services. The scope ofthe preparatory
work includes collection, imaglng and assessment of the contract docum€nts'
o Phase T\uo: Cerdflcates of lnsurance
lmaging of the contract insurance requirements is only one part of the program implementation formuia.
Certificates of insurance are the critical semnd half o, the setup information needed to deploy a
complete knowledgebase of insurance compllance data. lf you lntend to utilize the ITS system as a
centrat repository for both current and historical certificates of insurance, ITS recommends Phase Two
On-site Services. phase Two consists of collecting and irnaging your historical certificates of insurance. An
ITS representative wlll travel to your premises in order to facilitate the preparation of the hlstorical
certificates of insurance, The scope of the preparatolY work includes the collection, imaging and
assessment ofyour historkal certlffcates of insurance,
o On+lte $rpport PIan: Program Maintenance
Looking beyond deployment of ITS' certificate of insurance tracking servlce, there ls a need for clearly
defined best practices and delegation of responsibility to ensure the client-side duties are fulfilled.
Moreover, many customers experience situations where they will struggle to manage intemal customer
[i,e, departmental) relations having to do with inquiries they may recelve ln response to ITS deficiency
letters. ITS ls available to provide an ongoing On-site.support Plan, For one week per month (five
@ Copyright 2OU lnluince Tracl<tngsenlces, t ,". (#)l[ ,ishr, t ."rred' if I e ' g e
Doarment cont.tns trs corftd€ntial and flroptietary lnfor atbn, ReproductioE or disclosure to thlrd paru6 ls stictly prohlbfted.
201
llrsurance Trackiftg Servi(€s, lnc llISl
Respolrsa to Reguesl for Proposalaor
"
*"'""
Sff I t."T:n'::"J :T.'#ff
business days; Monday through Friday rvork week), an ITS representative will b€ ln your office to conduct
meetings, addres.s lnternal customer concerns, oversee and/or administer noncompliance-escalation
tasks, develop/implement best practices, ensure ITS and Customer records are properly reconciled, etc.
Thls solution is proposed in six month terms, with an option to renew for additlonal six or twelve month
terms. Following the frst six month term, the customer may develop a plan for transitioning
responsibilitles to thelr designated staff'
lf the County is interested ln our On-site Support, please @ntact ITS for a quote'
lnsurance Tracking Software Solutiorc (Cert-Enterprise License)
ITS offers a software licensing option which offers a powerful platform for organizations to efFrciently manage
incoming certificates of insurance from their contracted parties. ITS Cert-Enterprise softlYare was created with an
architecture that enables users to. customize each aspect of the assigned insurance requlrements. Plus.
Cert-Enterprise has the ability to keep track of an unlimted number of unique sets of lnsurance requirements.
Regardless of how many dlfferent types of contracts an organization maY use, Cert-Enterprise provides a single
repository for alI required insurance documents,
This feature+nriched program was designed and perfected by insurance professionals who perform certificate of
insurance tracking as a regular business function. After nearly fifteen years of research and development,
Cert-Enterprise offers more flexibility and reltability when it comes to tracking certificates of insurance.
lf the County is inte rested in this software solutlon, please contact lTSfora quote.
O copyrltht 20Il lnrurance Trdckiu Sficet lnc, (lTsl All rights res€rved,
Docurns nt rorltain5 lTy confidentialand gropfi€tary irformatlon. R€production ordisclosure to third prrtle6 ls $llictly prohlbfted.
32 lP age
202
lrllurance Trackirg Setvice!, lnc. (lT5l
nclpor)se to Request for P/oFosal for
lnsurnnce Colifi(at€ T.arkln8 Syrtem
Palm 0€ach CquBty, Floride
Appendix D - Drug-Free Workplace Certification
APPENDIX D
DRUGf REE WORKPLACE GERTIFICA1ION
RFP No. t3-100,MW
IDEMICAL TIE PROPOe,AU}.ln acoordalp &th 8qclior.fr7.Ogl, F.S., a pr€ierencs v.{lbo glv.n to }erdors
Eub tthg lr.ih ttcl proposels the foflowlng osrdlcali0n fiat [Ey hove il|plsnrmd a drug+oe lmIkplace
Htlrahr $iloh meels he requlIo,l€ds oI Eoclon 287,08-4 prcvr'd€d, howev€r, thit rtly pl€fer8nce gl'/ri,l prJr6u€m
ta S.clion ,67.067, shrllbe msdo lr| confonniv n/ih th..ldfiEflrrtr o[ lh. PatD B!.ch Co|Inty C6de, Chapier 2,
Ardclo lll, S3elon€ ?{0,21 thmuoh 2€034, ln lhg svart tb prop.sals ar€ Eceilrsd ,rom vondors v,,tlo hrve not
aubn&cd rrh ticlr propGib a 6ottDlcl6d DrulF.Fr€c WorkDhce C6 ifica0o[ fofii, tl1r athtd will br hede in
iocordanco rifh Palm B€ach Conl/c pwdntlrg pe..duros p€rlrhhg b de poFosalr.
Thls Drul+r.c WodQhoE Grdfflcatlon iom ru]st br ex.cr&d ard rstund utr D}E attarhld proposal, ard
rcc6lv6d on 6r betore tlma of lrop.aal opontu io be corEid ed, Th6 Gfr!,c io eD(eorle and/or r6fum thl3
oorttrlaatlon shel not cause 6ny propocal to b! de€med m n-rcspoflsiw,
Wtsn€!./B! t'r'D (2) or rEr€ Fopo€alt whlch atr rqLEllviti regplli !o pdca, quafty, rnd 3rrvlco arE iaciivsd byp.lm 8.adr Oo(rty for lra piodrr.irent of Gomrlldiigs or corfacti.l r.Ivio€s, a propbsql rec.ivld from a
bu3lnese lhat cadtrhs lhat tr has lmplemented a dnEdi€o $,orl$lacE progEm !fiafl b6 glven p6f6l6rlca In lhc
fl/.rad ploc.rl ln crdot lo haw a dnlg-{tee u,rorkplaoe prograrn. . lqEhcls $all:
({) nruiih i *ttEnE* rFtfytE erEloy€B. th* ttE unLr,tul ml,daqlurq d*lhJthn dbp.r.lng po6r88lon, a (!e of .
oonboll€d arbGbnoe lo plohtibd in the iEipho. rrd F.dihqg tho rotlfis fd will be bl,6ll dgalrd ernplo]i€63 fo.
vlolrlio.E oI suoh Fohulon.
(4 hf(,m ctnpq/e6 lbod th€ &ngDts.a dilg ,bur! ln thi rs@ie, lt b8hesC. poliry d mlriHnhg a dfl.Q{ea
lrorkd.ca. srv avaiada dn O coun3oli(q, &fiabihbtqr, ,nd rmdq,,e6 aa8it ncr p(o0rarE, .rd t|e p€rla[ro that
msy bs inposed upon qnplolees tordr!€ lboi€ rioHbl!
(3) Giv. .rch !rnCq/E. .(€.9€d h p.E rldtE lhe cofinodlir. d corlr.dual Earvlc€s fiat lrl 6d.r bb r copy ot lhe
rbbrflont lPecfied h nurtef (1).
(1) ln lta .tcnEn(.p6dfi.d in rnDer (l). nolt lh. €rllplotlc. h4 a6 a condllon of rvorlfig on lh. con nodlder or
oo rEcfiJd rarylc.d thd aB rrBer U4 f|G Bnployce wll lbHc by fio lcms d t]E dalemGtt and udl tfray ltls
€mpjo}ry d lny coflvloton d. or pba d lulty 6r nob conEldlra f, rrry lIohnon d ChaDter 8O3. Flodda sldules, or
oI aoy aorrrpfl€d sLortaE€ l.w ot ttE UrilEd Slalss q ETy stBlg, lor a vlohlloo occufilno ln lhs woruacc n! b Er i]Ern
live (5) d4,B 0lbr sucfr corviolion.
(5) ll,rpoBo a srnc0dl oI\ o, r€qJire ttE ,*rBday plllldEdon ln ! dlJg duBd alildance 4 ellfllt llon Folraan il
Eucil i8 avdtabb lnthe clqroteG'6 conrninty, by -ry gnpto!,Ec t /tp lr 60 coMctgd
(6) U.l(. a good talth oltort io oonfnus lo ,rdntdn a drlqrfrBe vrod$a.e ltrough hrplfii.dalton Sedlon 287.67, Fldda
Sffils!.
THIB CERflFEATION ls suLflIed by
Prc.ldent o [d CEO
Rld( Lopoz ttE
(lndivl&sfs Narrle)
6{ ln(tranc. TrrdlrE SErvfues- lflc- alTsl
Oila,Poslion uffh compony^l€Moo (l{arE of ComFsnyA/€rdo r)
$fio dosE iEreby cadly tfirt Geld ComFarqy'V€r6r hrs imptsmit€d . drE tBe eErlphc. prollam,/*rbtr rEels
lhe requiEm.d. of s.cdon 287-087. Florida Slald€6, t fiidr rr. iLntflbd ]n nufltels (l) lftrcugfi (E abo.r..
Si!lEturE
7!74t1073
D6{E
O Copyrlght 2013 lnsurance T.ackhg Services, lrE, (lIS) AIl rlghts reren ed,
Documrnt contairE [I5' mflFdential a d proprietaryinformathn, R€production 0r disalosure lo thfd panies ls strlcdy prohlb&rd.
33 JPage
203
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