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Home My WebLink AboutC-7535-1 - Member Statement of Services ("SOS")EXHIBIT D-36 MEMBER STATEMENT OF SERVICES ("SOS") This Statement of Services ("SOS") is entered into effective September 28, 2018 ("Effective Date") by and between EXIGIS, LLC. a New York Limited Liability Company located at 12 E. 46`h Street, 6E, New York, NY 10017 ("EXIGIS"), and City of Newport Beach located at 100 Civic Center Drive, Newport Beach, CA 92660. ("Member"). The initial term of Services of this SOS shall be for a period of twelve (12) months commencing on the Effective Date and renewing annually thereafter until otherwise terminated by Member pursuant to Section 9 of the Agreement. PROJECT OVERVIEW EXIGIS will provide Member with RiskWorks and the rm.Compliance and rm.Reports Application Modules (the "Software"), and perform annual services in support thereof (the "Services"). Software will be used to administer and execute third party insurance compliance functions including: distributing and receiving communications to/from Vendors and Insurance Brokers; processing and validating incoming insurance certificates and defined policy endorsements; verifying compliance with contractual insurance requirements; managing annual renewals of insurance documents and; maintaining an electronic archive of insurance documentation and Vendor account information. EXIGIS will use Software to: distribute process communications (including: insurance information requests, reminders, notices, renewal requests, etc.); create and maintain Vendor account profiles; receive and process Standard Insurance Documents; perform data extraction of pertinent insurance information; evaluate compliance of insurance information with contractually mandated minimums and; maintain a searchable and readily accessible archive of insurance records, related documentation and Vendor account information. Member will use Software to: monitor compliance status, progress, and activity; access Vendor account information; view Vendor compliance evaluation(s), certificates of insurance, policy endorsements, and process communications; review exceptions and respond to terminal compliance deficiencies (i.e. waive, reject, return for further revision, etc.) and; search activity history and account archives. Member will use Software to: run template reports; create ad-hoc reports and; export and save data, Vendor account details, and compliance information from Software to MS Excel or Adobe PDF. DESCRIPTION OF TECHNOLOGY EXIGIS will configure and deliver Software per the standard specifications and scope allocations defined in the Standard Project Template and in accordance with this SOS and accompanying Business Requirements Document (the "Requirements Document"). EXIGIS, LLC. Exhibit D-36'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 Configuration 1. Workflows Standard Business Rules configured to underpin the execution of process events a. New Vendor -Account/Insurance Registration b. Document Processing - Intake and Evaluation of Insurance Documentation c. Compliant Vendor - Validation of Insurance Compliance d. Noncompliant Vendor - Identification of Unresolved Insurance Deficiency e. Compliance Exception -Escalation and Waiver of Terminal Deficiency f. Notice of Default - Unaccepted Terminal Deficiency g. Certificate of Insurance - Renewal of on -File Document Page 2 of 10 2. Document Types Standard Insurance Documents used to evaluate third party insurance and compliance with specified contract minimums a. Certificates of Insurance: i. ACORD 25 - Certificate of Liability Insurance ii. ACORD 101 - Additional Remarks b. Endorsements: i. ISO CG 20 10 - Additional Insured Endorsement ii. ISO CG 24 04 - Waiver of Transfer of Rights of Recovery Endorsement c. Other: i. California State Workers' Compensation Certificates ii. Carrier Issued Evidence of Insurance iii. Performance Bonds iv. Policy Declarations 3. Product Lines Standard Product Lines required of third parties per specified Contract Type a. Commercial General Liability b. Automobile Liability c. Workers' Compensation/Employers Liability d. Professional Liability/ E&O e. Umbrella/Excess Liability f. Cyber Liability g. Pollution Liability h. Builders Risk i. Longshoreman's Coverage j. Theft Coverage 4. Contract Types Standard Insurance Profiles used to evaluate and measure third party compliance with specified contractual insurance requirements. a. Type 1: Janitorial/Repair and Maintenance Agreement b. Type 2: Professional Service Agreement EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 c. Type 3: Service Agreement d. Type 4: Recreation Instructor Agreement e. Type 5: Public Works Formal Agreement f. Type 6: Public Works Informal Agreement g. Type 7: Real Property Encroachment Agreement h. Type 8: Legal Services Agreement i. Type 9: Purchase and Installation Agreement 5. Report Templates Standard System Report Templates preconfigured and available via rm.Reports a. Active Vendor Account Report with Vendor Details b. Vendor Activity Report c. Compliance Vendor Report d. Non -Compliant Vendor Report e. Pending Registration (Vendor and/or Broker) Report f. Vendor Policy Renewal Report - by Month g. Terminal (Nonresponsive) Vendor Report Page 3 of 10 Infrastructure The following annual infrastructure allocations are included in this SOS: 1. Data Storage/Bandwidth: Up to twenty (20) GBs 2. Email Extension(s): Up to one (1) extension for submission of Insurance Documents 3. Telephone Line(s): Standard Toll Free User Access Users shall refer to those authorized individuals in the employ of Member including employees, agents, and representatives. The following User Licenses and Access allocations are included in this SOS: 1. Member: UD to fifteen (15) total Users Type Description Allocation j Administrator I Manager of Software and Application Permissions, Up to one (1) _ Workflows and Business Rules Administrators Reviewer Reviewer of Compliance Exceptions Up to two (2)� Reviewers Requestor --Standard User and Initiator of Compliance Up to seventeen (17) ---- ------i Requests-- -- ------------- - -.__— _._ Requestors� EXIGIS, LLC. Exhibit D-36'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 DESCRIPTION OF SERVICES Page 4 of 10 Messaging and Communications EXIGIS will perform standardized recurring communication 'campaigns' targeting Vendors and/or Insurance Brokers for the purposes of obtaining the submission of required insurance documentation (including renewal information) or resolving any identified insurance deficiencies. The following annual messaging allocations are included in this SOS: Format and Description Unit Allocation Email - Electronic Messages Generated by Per Compliance Up to thirteen (13) RiskWorks to Vendors or Insurance Brokers Evaluation Emails, per annum Telephone - Outbound Calls by EXIGIS Customer Per Compliance Up to one (1) Services to Unresponsive Vendors or Insurance Evaluation Call, per annum Brokers Email Standard Communication Plan The below table outlines the annual communications plan included in this SOS. Plan components, message timing, distribution sequence, and number of outreach attempts may be revised and refined according to Member preferences, within the confines of the scope allotted in the Requirements Document and may be subject to out of scope fees (where/if applicable). Step Description Timing Format Process Introduction (Broker Registration Option) j # 1 Welcome Notice to Vendor- Submit !< 1 business day from Software launch Email Insurance Documents or registration of new Vendor # 2 Final Notice to Vendor + 5 days after issuance of #1 Email (copy to Member contact) Insurance Submission Request/Reminder 3 Notification to Vendor or Broker - + 2 days after issuance of #2 Email Submit Insurance Documents _ # 4 Final Notice to Vendor or Broker + 5 days after issuance of #3 Email (copy to Member contact) _---^�--� Renewal Submission Request/Reminder _ Notification to Vendor - Submit Renewal [—+_ 15 _da_ys_ prior to coverage expiration I Email I#5 Insurance Documents [pre -expiration] I I ls' Renewal Reminder to Vendor/Broker- I + 0 day from coverage expiration Phone #6 Submit Renewal Insurance Documents [expiration day] — Notification to Vendor/Broker - Submit + 15 days after issuance of #6� i Email # 7 Renewal Insurance Documents [post- expiration] 1 2"d Renewal Reminder to Vendor/Broker + 21 days after issuance of #7 Email # 8 Submit Renewal Insurance Documents [post -expiration] Email �# 9 Final Notice to Vendor - Submit Renewal ! + 21 days after issuance of #8 EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Page 5 of 10 Version: 2.0 Insurance Documents [post-expiration]-----�—� (copy to Member contact) Status Notification - Non -Compliant or Incomplete Submission Notification to Vendor/Broker - <_ 1 business day from identification of Email # 10 Complete/Revise Insurance Documents deficiencies (Year -1 Only) 2"d Notification to Vendor/Broker - + 15 days after issuance of #10 Email #11 Complete/Revise Insurance Documents Web -to -Case # 12 Final Notice to Vendor + 21 days after issuance of #11 Email Monday to Friday (copy to Member contact) I ------ ------- ---.____----- ---- .----_._._--------I Cancelled Coverage Notification Notification to Vendor - Status Change, + 0 business days from receipt of Email # 13 Noncompliant Profile Cancellation Notification (copy to Member contact) Compliance Evaluation EXIGIS will perform up to 500 Insurance Compliance Evaluations per annum. Insurance Compliance will be measured and maintained in accordance with the minimum requirements set forth in the specified Contract Type (as defined herein) and includes the intake [via Electronic 'Drop -Box' or Email], processing, and imaging of Certificates of Insurance and Endorsements. Education and Training EXIGIS will provide customized education and role -based training to Member for the purposes of acclimating Users to Software and role/task responsibilities. The following standard training allocations are included in this SOS: Format and Description Parameters Allocation Web I 30 Minute Web Up to two (2) Web Sessions Segmented Application and Role Specific I Session (Year -1 Only) Webinar Session I In supplement to the above training, as part of the SOS, EXIGIS will publish and distribute User Manual Brochure to Member. User Support EXIGIS will provide multichannel support available to Member and third party Vendors and Insurance Brokers. The following channels and annual support allocations are included in this SOS: Service Parameters Allocation Telephone Business Hours 5:00 am to 5:00 pm PST, Live phone support by Customer Monday through Friday Monday to Friday Support Representatives Web -to -Case _ — Business Hours 5:00 am to 5:00 pm PST, Email to submit inquiries directly to Monday through Friday Monday to Friday Customer Support desk �— I ------ ------- ---.____----- ---- .----_._._--------I EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Page 6 of 10 Version: 2.0 Chat Business HoursT—� 5:00 am to 5:00 pm PST, j Integrated web chat providing 'live' Monday through Friday ! Monday to Friday access to Customer Support SCOPE AND FEES The table below summarizes: (i) standard project services and resources included in the EIA Standard Project Template; and (ii) Non -Standard additional or unique Member -specific requirements. Project Scope Summary Onetime Fees The table below summarizes total Onetime Project Fees for Standard and Non -Standard (if applicable) Setup and Configuration. Base Estimate of Active Third Party Insurance Records for Upload: 1,000 Category Fee Standard Project Setup and Configuration Fees --� Fixed Configuration $ 2,500.00 Variable Setup $ 1.50 Per Active $ 1,500.00 1 Contract Non -Standard Project Setup and Configuration Fees - Endorsements • Performance Bond, Policy Declaration $1,640.00 Per $3,280.00 Non-standard Endorsement EXIGIS, LLC. Exhibit D-36'Member Statement of Services' ("SOS") City of Newport Beach EIA Standard Project Template Standard Member Non -Standard # Category Allocations Allocations Allocations 1 Compliance Variable (per Contract � 1 000 Contract Compliance Evaluation (per � N/A, Evaluations Compliance Evaluation) I annum) 2 Process 7 Standard Workflows 7 Workflows N/A Workflows 3 Insurance —v�-2 6 Standard Document Types 6 Document Types Non-standard Documents —i Document Types 4 Product Lines 9 Standard Product Lines 9 Standard Product Lines 1Non-standard i Product line 5 Contract Types _ 8 Standard Contract Types 8 Standard Contract Types 1 Additional Contract Type 6 Reports 7 Standard Reports v 7 Standard Reports N/A 7 Data Storage �' Standard - 20 GBs 20 GBs I Y --` /v//A ' 8 User Access Standard - 20 Users 20 Users N/A 9 Communications Standard - 13 Emails / 1 Call ; 13 Emails / 1 Call N/A 11 Training 2 Web Sessions (Year -1) i 2 Web Sessions (Year -1) N/A Onetime Fees The table below summarizes total Onetime Project Fees for Standard and Non -Standard (if applicable) Setup and Configuration. Base Estimate of Active Third Party Insurance Records for Upload: 1,000 Category Fee Standard Project Setup and Configuration Fees --� Fixed Configuration $ 2,500.00 Variable Setup $ 1.50 Per Active $ 1,500.00 1 Contract Non -Standard Project Setup and Configuration Fees - Endorsements • Performance Bond, Policy Declaration $1,640.00 Per $3,280.00 Non-standard Endorsement EXIGIS, LLC. Exhibit D-36'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 Non -Standard Project Setup and Configuration Fees – Additional Contract Type • One (1) Additional Contract Type in Excess of 8 $295.00 per Allocated by CSAC EIA Master Customer Agreement Additional Contract Type Non -Standard Project Setup and Configuration Fees - Coverage Lines • Longshoreman's Coverage $760.00 per Non-standard Coverage line Total Estimated Onetime Setup and Configuration Fee. Page 7 of 10 $295.00 $760.00 $8,335.00 Annual Fees The table below summarizes total Annual Project Fees for Standard and Non -Standard (if applicable) Software and Account Services. Base Estimate of Annual Third Partv Insurance Compliance Evaluations: 1,000 Category Fee Standard Annual Fees for Software and Services Total Estimated Onetime Setup and Configuration Fee: $ 8,335.00 Variable Software and Services Non -Standard Annual Fees for Software and Services $ 12.50 Per Compliance Evaluation $12,500.00 • Document Processing for Non -Standard Endorsement $ 7.25 Per Non- Standard Endorsement TBD - Based on Number Processed Total Estimated Annual Fee: $12,500.00 Total Estimated Onetime Setup/Confieuration and Annual Software/Service Fees Category Fee Total Estimated Onetime Setup and Configuration Fee: $ 8,335.00 Total Estimated Annual Fee: �— Total Onetime Setup/Corttiguration and Annual Software/Service Fees: $ 12,500.00 $ 20,835.00 PROJECT CONTACTS The following individuals have been designated as primary project contacts for the term of this SOS: City of Newport Beach Role Designated Contact Primary Project Contact: Barbara Sahrini Human Resources Director 100 Civic Center Drive Newport Beach, CA 92660 Phone: (949) 644-3259 Email: bsaivini@newportbeachca.gov EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 Page 8 of 10 Exigis Role Implementations Manager: Designated Contact Olga Moskatova Project Implementation Manager, Implementations j 12 E. 46th Street, 6E New York, NY 10017 Phone: (646) 762-1524 Email: olga.mostkatova@exigis.com Account Manager: <TBD> Account Services Primary Accounts Contact: Allison Shearer Contracts and Accounts Senior Associate, Business Development and Accounts 38975 Sky Canyon Dr., Suite 103 Murrieta, CA 92563 Phone: (646) 762-1525 Email: allison.shearer@exigis.com Executive Operations Contact: Robert Rodriguez, Partner All Operations and Contracts Chief Operations Officer 12 E. 46th Street, 6E New York, NY 10017 Phone: (646) 762-1551 Email: robert.rodriguez@exigis.com EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach 27 September 2018 Version: 2.0 Signature Page to Follow ----- EXIGIS, LLC. Exhibit D-36'Member Statement of Services' ("SOS") City of Newport Beach Page 9 of 10 27 September 2018 Version: i10 SIGNATURES Page 10 of 10 Each party represents and warrants that on this date they understand and agree to the terms and conditions of this SOS and are duly authorized to bind their respective principals by their signatures. CSAC EXCESS INSURANCE AUTHORITY By: n Name: Title: t D x , 2018 City of Newport Beach (Member) ' r7 APPROVED AS TO FORM: By: �u (�iw CITY ATT E OFFIC ARA QRp Dat IU S d Name: "k^✓A" j S� ail � i Title: #4` 1� By: U� 3 lass Aaron C. Harp, City Attorney uMMIoj%g EXIGIS, LLC. By: Robert Rodriguez, Partner Chief Operations Officer October 5. 2018 pttes4t: jy P Leilani 1. Brown, MMC, City Clerk 1 Lutea `0 . ! - I� 0� �E,WPpR� EXIGIS, LLC. Exhibit D-36 'Member Statement of Services' ("SOS") City of Newport Beach ��PoaoWP