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12/30/2019 Agreement ATTACHMENT D.6 COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00 Contract with: Ebix Contract# 71 Effective Date: 1213012019 ...................................................................................................................................................................Expiration Date: 1213012021 ................... Contract Purpose/Description: ................................................................................................................................... ................................................................ Ebix is a Certificate of Insurance management service that will help track all certificate ............ of Insurances. .... ... .............................................................................................................Contract is Original Agreement Contract Amendment/Extension Renewal Contract Manager: Marla Slavik 3178 Risk 'Stop 7 (Name) (Ext.) (Department/Stop#) CONTRACT COSTS Total Dollar Value of Contract: $ Current Year Portion: $ (must be less than S50,000) (if multiyear agreement then requires 130CC approval,unless the w1jil Luynvdjt k C mnouimtk lcss 111111min $40,800,00 S50,000 10(l) $40,800M(2 years) .................... ................................. Budgeted?YesM No El Account Codes: 08501 -530520 ...................................... ........................................ ........................................ Grant: NIA ..................--- County Match: $ N/A ..................................................................................................................... ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (C.& maintenance,' utilities,janitorial,salaries,etc.) CONTRACT REVIEW Changes Date Out Date In Needed R viewer Department Head La, )6j 11 Yes[]No2, ..................... ...................................................... ...................... Risk Management Yes[]N*] O.M.B./Purchasing IqYes[:]No�l 3 County Attorney Ik2VA YesE]No&,,, f ... ...........—-—--------- ......... d— Comments; Page 71 of 74 RECEIVED DEC 26 2019 01aldvin, .A ,,� ''GE14�N1lafSI�R'V,JC'G}RS�ArC� This Datenagement Services Agreement(this"Agreement")is made and entered into as ofDecembe 019,between EBIX,INC.,RCS DIVISION a Delaware corporation ("Ebix"),and Monroe County,Florida("Client"). Each of Ebix and Client is a"party"to this Agreement and they are together the"parties"to this Agreement. 1. UNDERLYING FACT ,CITALS 1.1 Client contracts with various Accounts(as defined below)who are required to provide continuous evidence of proper insurance coverage to Client as a condition of doing business with Client. 1.2 Ebix provides Data Management Services(as defined below),including insurance verification and administrative services,on a national basis for various commercial, industrial retail and governmental organizations. 1.3 Client desires to engage Ebix to provide Data Management Services on Client's behalf with respect to the Accounts and Ebix desires to perform such Data Management Services for Client pursuant to the terms of this Agreement. Z. DEFINITIONS Unless otherwise defined in this Agreement,capitalized terms shall have the meanings set forth below: "Account(s)"means vendors/contractors/suppliers and others who,as a requirement of doing business with Client,must provide proof of insurance coverage to Client in the forms and in such amounts as are established by Client. For billing purposes,Accounts are considered active while they are on,and for six months after they are removed from,the active Account listing provided by Client. "Confidential Information"means all information or material that is either confidential or proprietary to a party or that is designated as"Confidential Information" (or words having similar import)by a party("Disclosing Party'),and made available to the other party in connection with the transactions contemplated by this Agreement("Receiving Party"). "Confidential Information"is to be broadly defined and shall mean and consist of all information,oral or written,relating to Disclosing Party's business,including,but not limited to, training and education protocols;policies and procedures;marketing and sales information; compensation and incentive compensation arrangements; price schedules;trade secrets; intellectual property;inventions and product designs,whether patented or not patented; discoveries; improvements; trademarks;service marls;copyrighted or copyrightable material; operating manuals;methods of operation;delivery models; proprietary computer programs; proprietary specifications;data;know-how; formats;strategies;business assumptions; business development and marketing plans; feasibility and marketing studies;budgets; forecasts; projections;financial information;pro formas; revenue and expense histories;supplier identities; characteristics and agreements;any information of commercial value or other utility in the Page l of 2 business in which Disclosing Party engages or in which it contemplates engaging;any information from a negative know-how viewpoint;and agreements,forms,documents,data, reports,interpretations,forecasts or records which contain,reflect or are derived from any of the preceding. Confidential Information also includes all information the unauthorized disclosure of which could be detrimental to Disclosing Parry's interests,whether or not such information is identified as Confidential Information by Disclosing Parry;and all tangible or intangible embodiments or compilations of any of the preceding,including: (a) agreements,documents,memoranda,reports,studies,forecasts, interpretations,flow charts,drawings,notes,summaries,records,manuals,books,data and applications,including copyright,trademark and patent applications; (b) prototypes,models,blueprints,specifications,plans,programs, technical data and designs; (c) books of account,operating and financial reports,financial statements,financial reports,cost summaries,tax returns and feasibility studies; (d) any storage device containing electronic data,including hard drives,tapes,ZIP disks,JAZ disks,floppy disks, laptop computers,desktop computers and servers; (c) software programs,source codes,object codes or executable programs,including scripts,macros,designs,engineered algorithms,or any manifestations or realizations of such items,including any computer generated output of such items,such as screen displays,screen reports,printouts and other video or audio output,dynamic link libraries,web pages,active server pages,XML pages,DHTML pages,or HTML pages; (0 any audio, video or electronic recording;and (g) any other item or thing that contains,reflects or is derived from any of the items or things listed above or that were used in creating,designing, inputting, processing,retrieving,storing or reporting any of the items or things listed above. Notwithstanding the foregoing,"Confidential Information"shall in no event include information that: (h) is or subsequently becomes publicly available unless such availability is the result of the Receiving Party's breach of any obligation owed to the Disclosing Party; (i) before disclosure hereunder is within the possession of the Receiving Party,provided that such Confidential Information is not the subject of another obligation of confidentiality,use or secrecy; 0) is received by the Receiving Party from a third party having rights to disseminate such information without restriction; Page 2 oft or (k) is disclosed with the prior written approval of the Disclosing Party; (1) is independently developed by the Receiving Party without use of, or reference to,the Confidential Information of the Disclosing Party. "Required Insurance"means those insurance coverages Client's Accounts are required to obtain as a condition of doing business with the Client. "Insurance Documents" means those documents relating to the Requited Insurance for each defined Account category as described in Exhibit A,which is attached to this Agreement and incorporated by this reference. "Data Management Services"and/or"Services"means the insurance and administrative services described in attached Exhibit A. 3. EBIX RESPONSIBILITIES 3.1 ata na eat ervice . Ebix shall provide Client the Data Management Services. Ebix shall maintain the systems,processes,and personnel reasonably required by it to perform Ebix's obligations under this Agreement. 3.2 Perf rm ce. Ebix shall perform the Data Management Services with a reasonable degree of care,promptness,and expertise. 4. CLIENT RESPONS1131LITIES 4.1 PrQvision of Information. Client agrees to provide to Ebix, in writing or electronic format,all information that is reasonably necessary for Ebix to perform the Data Management Services pursuant to this Agreement to the extent that such information is in Client's possession or control. This information generally includes Account information,data management specifications, individual contacts and Client's policies and procedures concerning insurance compliance. 4.2 Ide gilication pf Accounts. Client shall identify in electronic format,all Accounts for which Ebix shall be required to provide Data Management Services under this Agreement. 4.3 C000eration. Client shall cooperate with,and provide such support to Ebix as may reasonably be necessary for Ebix to perform its obligations and Services under this Agreement. 4.4 C nsa i n. As consideration for Ebix's performance of Data Management Services under this Agreement,Client shall pay to Ebix the amounts specified in Exhibit B, which is attached to this Agreement and incorporated by this reference,within the time periods Page 3 ai20 set forth in Exhibit B. 5. CONFIDENTIAL INFORMATION 5.1 Nondisclq,sure. Client and Ebix hereby acknowledge and agree that during the Term,both parties may obtain Confidential Information of the other. Subject to the provisions in paragraph 5.4,below,Client and Ebix will not,and will ensure their respective officers, directors,employees and agents will not,reprint,copy,reproduce or use the Confidential Information of the other party,nor will they sell,give away,transfer or otherwise disclose the Confidential Information of the other party without obtaining the prior written consent of the other party. 5.2 AckD &Mcdament of Title. The Receiving Party acknowledges all right,title and interest in and to the Confidential Information delivered to Receiving Party under this Agreement shall at all times remain with Disclosing Party. Receiving Party acknowledges that by providing Receiving Party with access to its Confidential Information,Disclosing Party has not waived any confidentiality privilege or trade secret protection associated with its Confidential Information. Neither perry grants or conveys to the other parry any right,title or interest in its Confidential Information or other assets other than as expressly set forth in this Agreement. 5.3 Clint Ref rem List. Upon receipt of prior written approval of Client,Ebix may include the Client's name and specified key contact or contacts in any"Ebix Client Reference List" that may be requested by future potential clients. 5.4 If the County rece ives a public records regpMl for m .qtcrial that Ebix designatej as Confidential Inrormation, including ut n t limit d to `itrad secreVinfWmatign as that term i deflned in Section 688.002, Florida Statutes{part of the Florida Uniform Trade Secrets Act1. the Countywill notify Ebix of the request and RiveEbix thirtv-(30)cg]cndV4Uj to obtain a court order b_lggking the production of the material, If the court order is not issued durins that time to block the production,the material will be produced. 6. INSURANCE Ebix shall secure and maintain,at Ebix's sole expense and for the Term,The following insurance coverages: Page 4of2 Coverage Umits Form g Workers' Compensation Statutory WC3 Employers Uability $1,000,9t]0/$1,0W.0W/$1,000,000 Commercial General Uabil $� ,� GL3 Professional Uability $1.000,000 PR03 Cyber Uability $1,000,000 CU Prior to the execution of this Agreement,the Vendor shall submit certificatc(s)of insurance evidencing the required coverages. The commercial general liability policy shall state that the County is an additional named insured or additional insured with respect to the required coverage and the operations of the Vendor under this Agreement. Vendor shall not commence work under this Agreement until after Vendor has provided proof of all of the minimum insurance described in this Agreement and the policies of such insurance detailing the provisions of coverage have been received and approved by the County. Vendor shall not permit any subcontractor to begin work until after similar minimum insurance to cover subcontractor has been obtained and approved. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the term of this Agreement,Vendor shall fumish,at least thirty(30)calendar days prior to expiration of the date of the insurance,a renewed certificate of insurance as proof that equal and like coverage and extension is in effect. 7. INDEMNIFICATION&LIMITATION OF LUBILITY 7.1 LrideMniflGation. Subject to and without waiving the provisions of Section 768.28, Florida Statutes,each party("Indemnifying Party")shall indemnify,defend and hold the other parry, its affiliates and their respective directors,officers,agents and employees(collectively, "Indemnified Party")free and harmless from and against all claims,demands,obligations, liabilities, losses,damages,costs and expenses, including attorneys'fees(collectively, "Liabilities"),resulting from the intentional,grossly negligent or negligent acts or omissions of Indemnifying Party. Indemnifying Party shall undertake full responsibility for the defense of any claim brought by any person or entity for which indemnity is sought which, if true,would constitute a breach of Indemnifying Party's representations,warranties or covenants under this Agreement Indemnifying party shall have no obligation to indemnify or defend Indemnified Party from or against any Liabilities resulting from Indemnified Parry's acts or omissions. Both parties understand and agree they will be inputting and transferring substantial amounts of data and handling large volumes of Insurance Documents. Consequently,neither party shall be liable to the other for losses,damages,costs or expenses which may result from unintentional errors or oversights in the provision of services under this agreement.This paragraph 7 shall survive termination of this Agreement. 7.2 Indemnification Procedures. If any claim is asserted or any action or proceeding is brought for which a party to this Agreement may be entitled to indemnification,the Indemnified Parry shall promptly notify the Indemnifying Party in writing of such asserted claim or the institution of such action or proceeding;provided,however,that the Indemnified Parry's Page 5 oF2 failure to so notify the Indemnifying Party will not relieve the Indemnifying Party from any liability it might otherwise have on account of this indemnity,except to the extent that the Indemnifying Party has been materially prejudiced by such failure to notify. The Indemnifying Party may contest or settle any such claim on such terms as the Indemnifying Party may choose, provided that the Indemnifying Party will not have the right,without the Indemnified Parry's written consent,to settle any such claim if such settlement(i)arises from or is part of any criminal action,suit,or proceeding,(ii)contains a stipulation to,confession of judgment with respect to,or admission or acknowledgment of any liability or wrongdoing on the part of the Indemnified Party,(iii)relates to any tax matters,or(iv)provides for injunctive relief, or other relief or finding other than money damages,which is binding on the Indemnified Party. Such defense will be conducted at the Indemnifying Parry's sole cost and expense by attorneys retained by the Indemnifying Party and reasonably acceptable to the Indemnified Party, but the Indemnified Party will have the right to participate in such proceedings and to be separately represented by attorneys of its own choosing. The Indemnified Party will be solely responsible for the costs of its separate representation,unless the parties agree that the interests of the Indemnified Party and the Indemnifying Party in the action conflict in such a manner and to such an extent as to require,consistent with applicable standards of professional responsibility,the retention of separate counsel for the Indemnified Party,in which case the Indemnifying Party shall pay for one separate counsel chosen by the Indemnified Party. The Indemnifying Party and the Indemnified Party shall cooperate in determining the validity of any claim brought by a third party for any cost,expense,damage,or loss for which a claim of indemnification may be made under this Agreement. Each party shall also use all reasonable efforts to mitigate its damages, losses,costs and expenses. 7.3 Clien'-&Accounts. Ebix is not a party to any agreement between Client and Client's Accounts and has no responsibility for Liabilities suffered or incurred by Client as a result of the actions or omissions of Client's Accounts. Specifically,Ebix is not responsible for any Liabilities arising out of or related to the failure of any of Client's Accounts to maintain and convey Required Insurance,bonds or other liability protection. In addition, Ebix is not responsible for any Liabilities arising out of or related to false or fraudulent information provided to Ebix by Client's Accounts. 7.4 E be•Vendors. Client is not a party to any agreement that is between Ebix and Ebix's vendors and shall have no responsibility for Liabilities suffered or incurred by Ebix as a result of the actions or omissions of Ebix's vendors. 7.5 Umitgtion of Liability. Ebix's obligations and liabilities under this Agreement, including but not limited to paragraph 7,shall be limited to the amount of compensation paid to Ebix by Client under this Agreement for the current annual term or the amount that will be covered by Ebix's Errors&Omissions insurance policy,whichever is less. In no event shall Ebix be liable for any special,incidental,indirect or consequential damages arising under tort, contract,strict liability or any other legal theories. Client agrees to accept the foregoing limitations on Ebix's liability as part of a bargain to lower the cost of the Data Management Services performed by Ebix,and Client understands the cost of the Data Management Services would be significantly higher without this limitation of liability. Page 6 ef2 8. TERM AND—T—EBMNATION 8.1 Term. The term of this Agreement shall commence on the date first written above and continue until December 31,2021. 8.2 T rmin ti n for Cause. Either party to this Agreement shall have the right to terminate this Agreement upon ninety(90)days prior written notice to the other if the party to Whom notice is given has materially breached any provision of this Agreement and such breach is not cured within the ninety(90)day period beginning on the date of the notice.The party claiming the right to terminate hereunder shall set forth in the notice of termination the specific facts constituting the other party's breach. Remedy of such breach within ninety(90)days of receipt of notice shall cure the breach and cause the Agreement to remain in effect for the remaining term,subject to any subsequent breach of the Agreement. If the alleged breach cannot be cured as a result of an act of God,strike or other labor disturbance,governmental intervention,or other cause beyond the control of the alleged breaching party(any such cause or event being referred to as a"Force Majeure Event"),the time period within which to cure such alleged breach shall be deemed to be extended by the number of days such Force Majeure Event continues;provided,however,that such time period shall in no event exceed 180 days from the alleged breach. 8.3 Termination for Convenience. Client may terminate this Agreement for convenience by providing Ebix with one hundred and twenty(120)days prior written notice. 8.4 Requirements Urton Termination, Upon termination of this Agreement,Ebi.X shall provide historical data and Insurance Documents to Client in accordance with Paragraphs A-1.8 of Exhibit A. 9. INDEPENDENT CONTRACTOR Ebix is an independent contractor of Client and Ebix shall not perform any Services under this Agreement as an ernployce,agent or servant of Client, All personnel retained or engaged by Ebix to perform Ebix's obligations under this Agreement shall be deemed to be employees or agents of Ebix,not Client. Client shall have no right to control or direct the details, manner or means by which Ebix provides the Services required under this Agreement. Notwithstanding the preceding, Ebix's provision of Services under this Agreement must not interfere with Client's business operations and the results of Ebix's Services must meet Client's specifications,project criteria and final approval. Ebix assumes full responsibility for providing benefits to its employees(e,g.,health insurance), if any,as well as for the withholding and payment of all federal,state.county and municipal taxes, including social security, unemployment insurance and disability insurance tax pertaining to services rendered by and compensation paid to Ebix. Ebix also assumes full responsibility for compliance with applicable workers'compensation insurance laws,as applicable. Ebix also shall obtain and maintain all licensing necessary to perform the Services under this Agreement. 10. DISPUTE RESOLUTION Page 7 of 2 10.1 Negotiation. Each party to this Agreement shall be free to bring any controversy,. claim,dispute or counterclaim arising out of or in connection with this Agreement or any resulting transaction,whether involving a disagreement about meaning,interpretation, application,performance,breach,termination,enforceability or validity and whether based on statute,tort,contract,common law or otherwise("Dispute"),to the attention of the other party at any time without prejudicing such party's rights under this Agreement,by giving the other party a written notice identifying the issues in Dispute. Within 10 days after the written notice is given,the parties shall meet(in person or by teleconference)and confer in good faith in an effort to resolve the Dispute. 10.2 Govemigg Low d Ve ue. This Agreement shall be governed by,and construed in accordance with the laws of the State in which jurisdiction is proper under the terns of this paragraph,without regard to any conflict of law. Any controversy or claim arising out of or related to this Agreement or breach thereof,initiated by Ebix shall be filed in the State of Florida.Both parties submit to the personal jurisdiction of Florida to effectuate the terms of this Section 10.2. 10.3 Mediation and Litieation, if the Dispute cannot be resolved informally by the parties within 10 days after the first meeting,the parties may together agree to submit the Dispute to nonbinding mediation before any independent third party agreed upon by the parties, whose fees and costs shall be borne equally by the parties, if the parties agree to submit the Dispute to mediation but arc unable to agree upon a mediator within 10 days after the Dispute is submitted to mediation,then each party shall select a mediator and the two mediators selected by the parties shall select a third,independent mediator to mediate the dispute. The mediation must be completed wthin 30 days after selection of the mediator. 10.4 Provisional or Ancillary Remedies. The provisions of this paragraph shall not limit the right of any party to obtain or oppose provisional or ancillary remedies, including, without limitation,temporary protective or restraining orders,preliminary and permanent injunctions,writs of possession,appointment of a receiver and such other provisional relief as a court of competent jurisdiction may deem appropriate. 10.5 Tolling Agreement. The running of any time period(other than the time periods specified in this paragraph 10)within which a party is required to take any action,perform any obligation or cure any breach by such party under this Agreement shall be stayed pending the final determination of any Dispute in question in accordance with this paragraph. 11. GENERAL PROVISIONS 11.1 Notices All notices,requests,demands and other communications required or permitted under this Agreement shall be in writing and shall be deemed duly given and received (i)on the date of delivery if personally delivered or if delivered by facsimile with electronic confirmation of receipt,(ii)on the day specified for delivery if sent by nationally recognized overnight courier service(e.g.,UPS, Federal Express,etc.),or(iii)three(3)business days after depositing with the United States Postal Service if mailed by certified or registered mail,postage prepaid,return receipt requested,to the parties at their addresses set forth on the signature page P 8 cf2 of this Agreement,or such other address as may be designated from time to time in writing by any party to all other parties. 11.2 Effect of Headings;Schedules aid Exhibits. The subject headings of the sections of this Agreement arc included for purposes of convenience only and shall not affect the construction or interpretation of any of its provisions. All schedules and exhibits to this Agreement are incorporated into this Agreement in their entirety. When used in this Agreement, the word"include(s)"and"including"shall be deemed to be followed by the words"without limitation". 11.3 Assienments. The rights and obligations of the parties hereto may not be assigned or delegated without the express written consent of the other parry. Subject to the foregoing,this Agreement shall be binding upon and inure to the benefit of the parties and their successors and permitted assignees. 11.4 every ilit . Each provision of this Agreement is independent,separate and divisible,and in the event any provision of this Agreement is found by the final order of an arbitrator or a court of competent jurisdiction to be invalid,unenforceable or in contravention of any applicable federal or state law or regulation,such provision shall be deemed not to be a part of this Agreement and shall not affect the validity or enforceability of the remaining provisions. Nothing contained in this Agreement shall be construed so as to require the commission of any acts contrary to law,and wherever there is a conflict between any provision of this Agreement and any present or future law or regulation,such provision shall be limited to the extent necessary to make it comply with such law or regulation. 11.E Amen Imeolan Waiv . No provision of this Agreement may be altered, amended or repealed in whole or in part other than by the written consent of all parties. No waiver shall be binding unless executed in writing by the party granting the waiver. Neither the failure nor delay on the part of any party to exercise any right,remedy,power,privilege or provision under this Agreement shall operate as a waiver of such right,remedy,power,privilege or provision.Waiver of any right, remedy,power,privilege or provision under this Agreement shall not be deemed or constitute a waiver of any other right,remedy,power,privilege or provision under this Agreement,whether or not similar,nor shall such waiver constitute a continuing waiver. 11.6 r Agreement. This Agreement constitutes the entire and complete agreement or understanding between the parties relating to the subject matter of this Agreement. All of the contracts and agreements,written or oral,between the parties which relate thereto are hereby terminated. l 1.7 Authority To MAU Agreements. Each party warrants and represents that it has the power to enter into this Agreement and to perform in accordance with the provisions hereof and that the Agreement has been duly and validly authorized executed and delivered in accordance with all applicable laws and governing instruments. 11.8 Farties.in Interest. Except as expressly provided in this Agreement,nothing in Page 9 of 20 this Agreement,whether express or implied,is intended to confer any rights or remedies under or by reason of this Agreement on any persons other than the parties to this Agreement and their respective successors and assigns,nor shall any provision of this Agreement give any third persons the right to subrogation or action over or against any party to this Agreement. l 1.9 Countga=. This Agreement may be executed in any number of counterparts by original or facsimile signature,and each such counterpart shall be deemed to be an original instrument as to the party whose signature appears on such counterpart,and all of which together shall constitute one and the same instrument. 11.10 Atio-rneys'Fees. Subject to paragraph 10,if any party commences or is made a party to any litigation or other judicial or administrative action or proceeding(collectively, "proceeding")to enforce,interpret or obtain a declaration of rights under this Agreement,the prevailing party in such proceeding shall be entitled to recover from the other party reasonable attorneys' fees,costs(whether otherwise taxable or recoverable)and expenses incurred in connection with such proceeding,any appeal of such proceeding or enforcement of any judgment obtained in any such proceeding,including,without limitation,fees,costs and expenses for expert witnesses,appraisers,trustees,receivers,keepers,masters,accountants,arbitrators, investigators,post-judgment motions,contempt proceedings,garnishment,lc%y,debtor and third party examinations,discovery and bankruptcy litigation,document searches,recordings, filings, publications,service of process,court reporters and bonds. Any judgment or order entered in any proceeding shall contain a specific provision providing for the recovery of attorneys' fees and costs incurred in enforcing such judgment or order. This attorneys'fees provision is intended to be severable from the other provisions of this Agreement,shall survive any judgment or order entered in any proceeding and shall not be deemed merged into any such judgment or order. 11.11 Co-nAtruction. This Agreement has been negotiated at arms length and each party has been given the opportunity to be represented by legal counsel and to the extent such party has deemed necessary,each party has consulted with independent legal counsel with respect to such party's rights and obligations under this Agreement. Accordingly,any rule of law or legal decision that would require interpretation of any ambiguities in this Agreement against the party drafting it is not applicable and is waived. The provisions of this Agreement shall be interpreted in a reasonable manner to effect the intent of the parties and the purpose of this Agreement. 11.12 Force Maieure. Neither party shall be obligated to perform hereunder to the extent performance is impeded by an act of God,strike or other labor disturbance not caused by such party,governmental intervention,or any other cause that is not caused by,and beyond the reasonable control of,the non-performing party(any such cause or event being referred to as a "Force Majeure Event"); provided,however, that the parry sufferance the effects of any Force Majeure Event uses commercially reasonable diligence to re-commence performance in a timely manner. 11.13 Original Signatures. The parties hereby agree that electronic or facsimile signatures,whether transmitted by telephone facsimile machine or computer transmitted files will be considered original signatures for all purposes including authentication of this document (or any amendment prepared and executed in accordance with the terms of this document)in any Page 10 of 20 legal proceeding. 11.14 Pursuant to F.S. 119.070 1,Contractor and its subcontractors shall comply with all public records laws of the State of Florida,including but not limited to: a. Keep and maintain public records required by Monroe County in order to perform the service. b. Upon request from the public agency's custodian of public records,provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Florida Statutes, Chapter 119 or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. d. Upon completion of the contract,transfer,at no cost,to Monroe County all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract,the contractor shall destroy any duplicate public records that am exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract,the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to Monroe County,upon request from the public agency's custodian of records,in a format that is compatible with the information technology systems of Monroe County. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS,BRIAN BRADLEY, AT (305) 292-3470,hraAley- brjMkM2U9S2jRW&=,, C/o Monroe County Attorney's Office, Jill 12"' St, Suite 408,Key West FL 33040. 11.15 Vendor represents and warrants to the County that it has not employed or retained any person or company employed by the County to solicit or secure this Agreement and that it has not offered to pay,paid,or agreed to pay any person any fee,co fission,percentage, brokerage fee,or gift of any kind contingent upon or in connection with, the award of this Agreement. 11.16 Monroe County Code section 2-152(lobbying by current or fanner County employees or officials): Vendor warrants that he/it has not employed,retained or otherwise had Page 11 of 20 act on histits behalf any former county officer or employee subject to the prohibition of section 2-149 of the Monroe County Code or any county officer or employee in violation a F section 2- 150 of the Monroe County Code. For breach or violation of this provision the County may,in its discretion,terminate this contract without liability and may also,in its discretion,deduct from the contract or purchase price,or otherwise recover,the full amount of any fee,commission, percentage,gik or consideration paid to the former county officer or employee or county officer or employee. 11.17 F.S.287.133: A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid,proposal,or reply on a contract to provide any goods or services to a public entity,may not submit a bid,proposal or reply an a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity,may not be awarded or perform work as a contractor,supplier,subcontractor,or consultant under a contract with a public entity,and may not transact business with any public entity in excess of the threshold amount provided in Section 287.013 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. IN WITNESS WHEREOr,the parties have executed this Agreement. CLIENT: Monroe County,Florida EBIX: By:EBIX Inc., RCS Division By: ............................................... ................. ..................... y® Print Name: Je*?19-0'7 CIAfirfO* —Robin ina,Ch �=-iFCEO ............................................... ........................................ Title: rY 47(?yW'r7AfrP?—T)r- ....................................................................................................................................................................................... Address-, I Ebix Way,Johns Creek,CA 30097 Address: 1100 Simonton St.,Suite 2-268 Key West, Fl,33040 mom a d A Page 12 of 20 WiN EXHIBIT A INSURANCE_CERTIFICATE DATA MANAGEMENT A—Ebix shall fat its exnense): A-1.1 Ebix shall establish and maintain all systems and programs necessary to maintain an accurate and up-to-date database of information concerning insurance information for Client's Accounts.The most recent insurance certificate information and corresponding tracking information is to be kept in the database along with scanned images of current and historical Insurance Document(s)received and accumulated over time. As part of the tracking service, Ebix shall: (a.)Establish and maintain a post office box,email address,and fax number for receiving Insurance Documents and process all such mail received within-5 workingAays. (b.)Scan all Insurance Documents to the appropriate Account as part of the tracking process. (c.)Keep insurance history records updated with all Insurance Documents that are received and can be matched to Accounts. (d.)Return to Client via regular mail,all miscellaneous correspondence and documents received which do not pertain to the Accounts being tracked. A-1.2 Ebix will track the all insurance coverage types as required for any Account. Initial set up of an Account within the database shall occur within five(5)business days from the day on which the Client provides the information to Ebix. A-1.3 Ebix will produce and mail insurance notices to each agreed upon Account or Account's insurance agentlbroker at intervals determined jointly by the Client and Ebix during the initial set-up period. In the event of a disagreement between the Client and Ebix as to the intervals,the Client's wishes shall prevail. Notice formats and notice cycles are as follows: Notice Formats Introductory Notice(Intro) No Coverage Notice I (NC1) No Coverage Notice 2(NC2) No Coverage Notice 3 (NS) Deficient 1,Expiring,Cancelled(ICI,EC1,CC1) Deficient 2,Expired (IC2,EXl) Deficient Final, Expired Final,Cancelled Final(IS, ES,CS) Page 13 of 20 Jr, Cycle and,JVQtiee TvAe Used Introductory Cycle (a) Intro-Transition Notice (b) No Coverage Notice(NC l) (c) No Coverage-»2""Request Notice(NC 2) (d) No Coverage Final Notice(Ns) No c vera c cl ost Introducto C elc (e.)No Coverage Notice(NCI) (£)No Coverage-2i°Request Notice(NC2) (g.)No Coverage -Final Notice(NS) Expiring ExpirLng c v ra c cle (h.)Expiring Notice(EC 1) (i) Expired coverage notice(EX I) 0.)Expired coverage -ry-Final Notice(ES) De rcient rncom fete s2XLrjLe cycle (k.)Deficient/Incomplete coverage Notice(ICI) (L) Deficient/Incomplete coverage ,--21d Notice(IC2) (m.)Deficient/Incomplete coverage Final Notice(IS) _Cancelled coverage c cl (n.)Canceled coverage Notice(CC I) (o.)Canceled Coverage-Final Notice(CS) (Note: Notice types in the Expiring coverage cycle are issued for active accounts other than those in default status and referral status as of coverage renewal date(s)). The County shall determine what form of contact(mail,e-mail,telephone, fax)shall be used for notice to each Account. A-1.4 Interface with Client(via fax/phone/mail)to resolve Client defined insurance "deficiencies"regarding Account's insurance status.. Page 14 off A-1.5 Provide Account telephone service to answer account and agent questions regarding coverage deficiencies and other issues related to meeting defined insurance requirements.. A-1.6 Provide management reports,accessible via the Internet,communicating to Client, information identifying Accounts failing to provide Insurance Documents required by Client evidencing Required Insurance.Reports include:Default Report,Referral Report and Unidentified Certificate Report. A-1.7 Develop Client's insurance management database within the performance specifications agreed upon by both parties. A-1.8 Provide historical data to Client upon Agreement termination listing the known condition(current,inactive,deficiency etc.)of all activernactive Accounts in the Client's Ebix databases along with images of all the certificates received from all Accounts.This data wi[I be uploaded to a secured FfP server and credentials to access it will be shared with the client,within thirty(30)days of Agreement termination.This data will be available on the FTP site for the client to download and verify,for up to 30 days. A-1.9 Notify Client in writing at least sixty(60)days in advance of any software changes affecting data transfer between Client and Ebix. A 2.0 Clients all at their ex ense A-2.I Provide a means for Ebix to procure all new and/or changed Accounts' status information in a timely and cost efficient manner. As part of this,the County shall be responsible for notifying Ebix of all contracts and the insurance requirements associated with each contract. A-2.2 Provide a list of guidelines/parameters to use to evaluate an Accounts' insurance coverage for purposes of acceptance or deficiency reporting. A-2.3 Provide a single Client contact to resolve Account insurance deficiency issues that have "run their course"according to defined operating procedures(based on the established insurance requirement parameters supplied by Client)and to resolve other such contract and data management issues. A-2.4 Provide Ebix with updates identifying all Accounts(with their corresponding unique Account#) for whom Client desires Ebix to provide Data Management Services. All non-matching Accounts(by Account#)will be kept in the database for historical reference. A-2.5 Provide Ebix with required Client logo artwork for use on Account deficiency notices. A-3.0 Internet Access A-3.1 Ebix will provide 24-hour on-line access to the Client's Insurance Certificate database via Internet,providing Client both viewing and printing capabilities of current and historical scanned certificates as well as management reporting capabilities for as long as this Agreement is in effect. page 15 a ? EXHIBIT CQST_Q F SERVICES-4 BILLING B-1.0 COST OF SERVICES B-I.1 Certificate Tracking and Reporting(including phone support) IL2,0_02 per year of the Term for the first 1,000 Accounts.Accounts in excess of 1,000 shall be at a rate of$19.00 per account,per year.No standalone endorsement tracking is required IF Ebix is to review contracts and extract insurance requirements from them then J?0,per contract extraction shall be applicable. IF Client decides to use the outbound deficiency phone follow up service along►vith the follow up notice deliveries,the phone attempt shall be the last and final follow up for default accounts.12,40 fee per call per account shall be applicable to all accounts as a bundled service fee. B-1.2 On-line Access A fee of$0 per month shall be required for on-line access to the Ebix system via the Internet. B-1.3 Fees charged for work performed by Ebix during the initial phases of this Agreement to commence Service to Client and to begin bringing Accounts into compliance with Client's requirements are as follows: File Set-up and Conversion:A one-time fee of 5-MO-0 shall be required to perform set up programming and for loading of Client's database to the Ebix system. Data Capture of Current Certificates at Implementation: If Ebix will be capturing data from current certificates provided directly by Client as part of the implementation. Ebix will capture data from such documents and compare data to Client's Required Insurance coverages. If necessary,perform deficiency follow up activities consistent with those outlined in Exhibit A. A fee of LO shall be required for each document entered into Ebix's system. Client acknowledges that a significant portion,if not all,ofthe cost of file set up/ conversion is incurred in the initial stages of implementing Client's program. Therefore, there will be no refunds of any amounts paid in the event Client terminates this Agreement prior to expiration of the Term. B-1.4 Additional fees maybe assessed for additional services and/or program modifications Page 17 o ? added after the inception of service to Client. Client will have the right to review and approve changes before being assessed. Program modifications that require Ebix to perform custom programming shall be performed at a rate of S 180 per hour. B-1.5 CPI Adjustment---On January 1,2021,the fees charged by Ebix shall be adjusted to reflect the annual change in the Consumer Price Index,average annual year end,for all Urban Consumers,Miami-Fort Lauderdale-West Palm Beach as issued by the Bureau of Labor Statistics of the United States Department of Labor,("CPI Index"). The first Cyl Adjustment shall be made using the CPI Index for 12 months ending December 2020. The change in the fee will be determined by multiplying the total invoice amount for a month by a fraction. For the first year's adjustment,the numerator in the fraction will be the CPI Index for 2020 by the denominator,CPI Index for,2019(base year). The fraction for subsequent years will be determined by taking the CPI index for the current year-end(numerator),divided by the base year CPI Index(the denominator). The invoice for calendar year 2021 delivered in accordance with paragraph B-2.1,below, shall include the CPI Adjustment. B-1.6 In no event shall payment due under this Agreement exceed forty-nine thousand nine hundred ninety-nine dollars and ninety-nine cents(S49,999.99)in total. B-2.0 BILLING B-2.1 Beginning in the First year of this Agreement and, for each 6 month period thereafter,an invoice will be issued to Client by Ebix, in advance, for services rendered at the pricing specified in Section B.1.1 to B.1.5.The first invoice shall be for the 6 month period commencing as of the effective date of this Agreement. Fees for incremental Accounts added in excess of 11M Accounts(if any)shall be billed at the beginning of each month. For billing purposes,such"overage"Accounts will be considered as Active Accounts until the end of the current annual Term. For subsequent years,Annual fees are based on the number of Accounts on the system as of the anniversary date. Fees for monthly incremental Account totals added in excess of the amount billed on the anniversary date shall be billed monthly by Ebix. B-2.2 Invoices will be issued as described in Paragraph B-2.1 on the first day of each billing period. B-2.3 Payment shall be made in accordance with the Florida Local Government Prompt Payment Act,Section 218.70.. 218.80, Florida Statutes. If Client has a good-faith dispute related to an invoiced amount,Client must notify Ebix within 10 days of receipt of the disputed invoice. Pending the outcome of the dispute, Client may withhold payment of the disputed amount but mast pay the balance of the invoice. Both parties must work diligently and in good faith to resolve any disputed invoice amounts within 30 days of the notice of dispute.If Client fails to dispute an invoiced amount within 90 days of the invoice date,Client waives any claim related to that invoice. B-2.4 Ebix shall not be obligated to provide services to Client if payment has not been remitted Page is o3o by Client in accordance With a phs -2.1 throegh B-2.3 above. Page 9 cf Exhibit C DRUG-FREE 'WORKPLACE FORM c undersigned vendor in accordance with FloridaStatute 27.07 hereby certifies t: EBIX, Inc. , RCS Division a Delaware Corporation (Narne of Business) 1.Publishes a statement notifying employees that the unlawful manufacture,distribution,dispensing,possession,oruse of controlled substance is prohibited in thew lace and sPccifYing the actions that will be taken against employees for violations of such prohibition, 2. Informs employees about the dangers ordrugab in the workplace,thebusiness's poucyofmain inin g• fme workplace,any available drug counseling,rehabilitation,and employee assistance programs,and the penalties that may be imposed Upon employees fur drug abuse violations, 3. Gives each employee engaged in providing the commodities orcontmejuais is that arc underbid a copy of the statement specified in subsection(1) 4. In the statement specified in subsection(1),notifies the employees that,as a condition ofworking on the commodities or contractual services that are under bid,the employee will abide by the terms of the statement and will notify the em loyeraFany conviction or,,or picaofguil ornolo coniendereto,any violation of ha ter (171ori ut )or of any controlled substance law of the United States or any state,for a violation occurring in the workplace no later than Five(5)days after such conviction, 5. Imposes a sanction on,or require the satisfactory participation in a drug,abuse assistance or rehabilitation program if such is available in the employee's community,or any employee who is so convicted b. Makes a good faith effort to continue to maintain a drug-frce workplace through implementation of this section, s the person authorized to sign the statement,I cenify that this firm complies fully with the above requirements.. STATE OF t ' (Signature o espo � COUNTY Ol:- ?»IGAL l I St t �. . Date PERSONALLY APPEARED BEFORE ME„the undersigned authority, Rob( —who,after first being sworn by me,(name of individual signing)affixed hisfherlignaturc in the space provided above on this ti„tNtll®rp' I d `® r ay of............_...................... ............... '- ..... .�` I ®i ®! Srj OT r My Comm issi expires'; - �fOTA Y PUBLIC : — y • ®®®i -14. .r``1 Page 20 of 20 1Urr / f .. r/ r i Since pioneering in 1995, Ebix has maintained a singular focused on"Insurance Vertical"and we consider ourselves EXPERTS in insurance related processes and systems. EN , "Resources with extensive Insurance Domain Expertise" � .. Estimated- more than 60-70 % of all outsourced certificate of Insurance a j tracking business in the United States flows through Ebix system" ABCD Advanced Technology, Breadth of Knowledge,Customer Base, IOIepth Of Customer Service f I You will be dealing with a Publicly Traded roftable Corporation ( ) Breath of Knowledge: All Ebix resources possess extensive knowledge on insurance f compliance tracking matters. VP of Sales s 22 Years Dr. Implementations-19 Years Service Managers-10m12 Years I VP IT- 10 Years I [division Head-15 Years Average Client Longevity 15+ Years Experience: more than 24 years of Certificate Tracking experi c 28 Industry Types '! Contractual Indemnity: Million dollars of E&O Polo 2017 Fortune 100 Fastest Growingcompanies in the World rSimplicity &Pr i i i of Pricing Structure-Single Unit Fee Strong Customer!lease 700+ (35+ Fortune 500) l� jData Security: Strong infrastructure and well defined qualityt � !` o 5unGard Facilities & Deloitte Annual Penetration Testing o Certified CMMi Level 5 &SSAE 16 Data Centers Guaranteed No r I rdPartyContractors: Each &Every Process is rM." handled by Ebix Employee %i f j, Contact.+ ®678® 2m 77 I IL ,. ILAL IEMX.C�10 ° www.ebixres.com by is 1. More than 24 years of certificate tracking experience 2. Average client longevity 15+years 3. Strong Customer Base : 700+ 4. Guaranteed no outsourcing/3 d party contractors—each and every process is handled by an Ebix Employee INSURANCE TRACKING SERVICES, INC. Sales &Marketing , 9507 S.Santa Monica Boulevard,Suite 205 , Beverly Mills, CA 90210 Ph. 310.975.7558 -Fox; 310-975.7559 April 30,2019 Re:Request for Proposal VIA AIL Monroe County Board of County Commissioners 1100 Simonton Street Key West,FL 33040 To whom it may concern: Please find enclosed herewith the proposal and service agreement for our fully outsourced certificate of insurance tracking service. Please feel free to contact our office if you have any questions. Sincerely, Rick Lopez rick.lopez@instracking,com Enclosures (2) IwJl I�I,;HhOtl'Ce Tj,Xhlni� lnl ll il, mw:� CICI(liddic'ns nt lh�O :1 ! `ht s ",nd till p�l'I:lwj,� Mj c,lnli, co to IIII::1, lrldflloqdll?d I Ill-,,' "'ll t I w 1,1;, Ihwul s ................ -—- --------- www . I n s T r a c k in g . com V INSURANCE TRACKING �'ERVICES Intelligent Certificate of Insurance Tracking r . Ins T r a c k i n g , c ............. ........ 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InsTraI: ng . com INSURANCE TRACKING SERVICES Intelligent Certificate of Insurance Tracking Qptional Services .......... ��,�n"rc�u�� 4ny'AI a�u"am 14'lY�il°d4. t o9".I 'wV. II umar�r��d 11 wawa°�r�d Insurance Idu l cur,,"11.3r,¢,,iri,r 4t;,r}r �� Iwis,rlra;w�6�I�wdr,,p� °i,4-I, My liurwfy,ky^ Q,wwdusuu=e I,larMr,rsi d lrlrrr°irr:rauyd uiurur�w°Ir,u.rrra,l "Iii.RIna mu,d �eviewu i,)WrT1 MCCIJI� I,o n'l Ire e911„a¢�,P 4,trcr IYr r C c bpolsl! fIr;arrr I,e ce1:1I�P.`l'. Request to Add I rr Ins[1I !1 lliu,luibrrf,7r'y 3-Wr,r,rfMy Briny, rwumw d:,iruuuwuaa,l uu^u tdriva, I uTna10Dt In d tlr"u a iKul r,urrd Unn a nd 11`55yudeu'd'u IGr4'i r °ara!ptz �lr,.u,rua^,:.s� III �P 4froin r,.,° jp!!. �frofn'ne°,7lav]i ldinii!,!wuue„wuua Add,ta fwia,hmsIy`W 2tulluw"NY 3-ffrrwr,r+,„My loriwyr dew4'Ne,udo the 111"5 rUrrr,:Prri,wirJ, Yw,n,�iiroogiind Ra larriiurrr:4 1, ulriarcljinr I[rain're u rMr (f,,u„u,°^i°aella9.,l (I oin rrvr�l�i�r9ai 9,1"rauM MR pta ud m m^I 11 Muauwwd 4d P mu',u, �ua��,l��r.a:yuunirewy�� f1;f,"1f1.If�' �1 ra Yruw°�wdC�1w;:� ouPr°uCl wl�:w 'uw!C`wf]u I My I'V Carwwduua:I II'�'uV n ,:�", WAS �'u��uo-m ti uau.�a�hir�oy�� Dedicated Seirvice Lev,L.III,Agiii-eet'iii'ieiii'tts(RS I'll r ":III—' ') n u�dwluolklect � '�Ilni'�w�w,�� MOM and page ��Ilf"�" w mW adhere to the 1'1md moduulu�� Ii��Q��'lllllwl� � urm�' �� mm � � � Illlll�dd �dm�III'w,w,�mu�d�d��' lu WH c Cust'anerw�a �a��'w a ��lw^�e an 111dl Us f 1��ddo�w'�Il�rli ��un ��p� ed AMC their respective insi.�u mve�"�w��pusi�w��'rr'u��wnts and wu�4��"t infoirinatk! _u Ill��wau�ui�u d��u'ruuu,u�uu.�. �:m�� u•�uw��,lwwamu. 'ruww�IIII uul��'rwu.G� II 6�! � . to add Id,du"vyw t >Il u�w lh rwa du'u � rl,�d'Ih�y&g ay�;r��nn Kai ,1. o oL " �. � s,id aril II'��„. dQ44 VtPd+iw df' uwC" Customer,` VV� wwtl'i�l wand w°�dul'h;w�Vd uult�d+u13� nV"4de m4 s w'I' en-1 i 0I Il"Mai nnaH, to the iCon I idd`ted;� 1"i G,r 9;:�,»�iV�riq"111 aH Insurance ��h u � � 4 v � �u'uw P Iroua„°mulu ^Qaa �w � w.�k�ulu„ � , request a°'rar�uwouzkhhu''11Vdd°udllgluw""d. qP Wli'4':Q'4Qn 1"' Ik:wuwsiness day P ;ecdvkg dul cerhA,dr4m IrS wHA°ra we the C wHOW Of iilMuo oXE I dOu"IoI!4uAuM d onst the cantvact �"'. wllmati i V"esus k; o the ITS ^„�� "°!r�wurrelbQll,wl:d�l�wuud dluw �d��allwludllwQulu°n1d Y��druwdklll °I;wdd udd dddulu�alu:u°°�Id r!^w'w � �' � '� ,drd llw ai'LI'k reNcA '0 If cio'rtillrwl,zted 14 Il.d'.na w e to smatl!! j,i,fi one or °�. yas (and they �Uizr e 4"'.i�"w�tl'IIII�"li9�li�IM1"�i"�t4°d We 9-0 iilfo'�"rmn� Lion ilia +�^wuI14YIw, �'o V a w°w"IdV Sward this lili44Yu^dwrrymr�on to u s orner, for�de)�Jaa.v ydw11'uQ'w6wl 1* I°wk,.wsurness 6Iuys in'011°°I1111 ceip::cL4Q"dwd'4:m°nerQsITespawll°6dIbleIaal cadll'ImuuY.4katbg'toQuSeH aMxoyedex epdoV4equweAs. 10[IV""VQIV 14)days p',VIIIb"rio"d w e,yIIk AmY"II R'hi 'dn'+yP b"L41" 4we p dll'+I,V.C'dII V e,~wpP74sd ^II"ce 11eque!uLwng II'gdll"VeN48a f10'AP'tl ll'1iadrs n 4-4 ^illlli be+diutiollin tica4QQ"ryw sent by ITS 4o the Contracted a r e sa �a� � .' w A l II"I'"Iafl �dryl lia'„wla'IIlia, � I°wwl' �411 Ildauodu+ u^'I��'p a ��one dwr"rmruwu I ��I�uu r"Ikurlwuw4da a�u"'I��w I u9 uwc'°I 4ww 9wwrw�l" tl 9 Q��,�r�,11 w Il�dkiuu' 1�wwIlVu�d4�fi�dd 1" Ifik�, rlwu. Q'Qwa ruff dil""1n y�uPwd"4l"� Illdl' d.wl nP 1.� days pp adl u d4rtf u�"i Vrcd"n e I IJ!e4sin a dsfil d ( T } Number of Days ws sulWa C w'Hr SDI Ioui��r�y �° r Vw 1 .1 Business Day TWr 2 2mDuMness Day,Tier 3 3500 Day .......... w . l s r 1 . - %a! All FILE I I NSURANCE TRACKING SERVICES Intelligent Certificate of Insurance Tracking Optilairlial Services Wadwr Compowadoin Ex;)eifliencie Kridification Rate( .I II lFracidnig For Customers w4h a nkinwrn mxqcrable EiNfl?, 1111S can fohow up with despgnatecl Coilitirai�fted llailtles to obt,;'mpirii doculneintatron or 113u oat of tl'116'cuir r ent l�AIAFI,, Fm cciin pip acfts wMi EMR veriNnadan,the race f a i As so vke all H be $(1 SO per con DmQwt me nth [Contractor license Tracking For Custalmrs that req;Ary vgmint cmanctor hcense% 15 can fdbw up with cKipmted CwMactA PaKes to obtain docimnentatimi a; proof of therly contimtol; kenses, lior colintilacts With conkanalkense veNcadon,the rate for dds sendcle W be $M50 per corWar,per ntonth Outimi,c)iui,iild'l'iele�lphoiirte l Fo0how-up ILc9qkmw AN can be made or; Me conamns rint Wn cmnFlive mdtl the Cusawner's Wsurance requirervents.A gmerd autbouird(41 �flan includes the foHowing service Wds: 0 Eka,Q, - outbownd teleowne oil to insurance broker(s) anWor Coictir acted fl,sirty VlisMing 21nd ncncoivq�illance letter, Second Call - Wbound telephone call to Wswame brokler(s) ancl,jor Contracted 14arty fitflow"I ld 4 lhjm ulllll olut1lilounct telelclhcine call to WzWe Ww"q "Whi- Contacted Narty fdovdrh�, Mh noncoqUisna Wer, Eadi mqbmmd tdsy�)Icorre call rnade to a Contracted Pany amWor ther mslurance brokeirls) Wil' t)e inade at 5�1 z) I er callAte fee is thggered following the Asuance of cotahi hnneN ohmmiamp once Kness. Ile Cuumner may cowmhe do m.jtbirriund c0 Drociess such that ii 15 lr6dates outbicuiml cafl!Gl fix those who are all reponed as noocomolant folkwn-11; the r�isuaicce of any level nonCOMi3hance letter to el.hblate an owbwnd cWl folloWng the Secork Request IT&I Request, and/or Founh Request letter). 4 Repill CustorWizaHons and Electronic Data Illllrmterchange IIC ievellopirinent PS stalfs an Wouse team of saftwwo enoneem and 03 deviblarnem p,roNsWrials that car�elflher oreate ciustorin well, let)orls sli�recific to the Customer's Moms rmecls, or mt,eyme a dmct date feed Wto an exiOng Culonver � managed Atabase. $V Ii)i 0()Pell, hour Im d"Wn prnowwroMML Wing no hmathwin 24/7/1risi Pirrernilm Support T0epllcicrcie psupplort access wntpfour PY tows each day, seven 10 dAls emh wed (mchAMg hWWRO to RS global supm ceirter staffed by senionlevep insurance anaNsts fortral.rWeshooting asivance of inSwErKe ccurnoame Qwm% %Ah lem Own 313 rmnute Wal response done Ar attical mmms MaNd A the wab portW or, teleomne 400 CkewVara 50c 450 Lo Bench,�,k';08&2 $2150zo pa-mmAh ITS flhom(688�l 4312955 1 ng Fam 15621435 2999 cis 01rIlke 1 loum ll,Aondma 1111,0m'Jq3lh fi!ft y InWard H"m 510 AM w TW RM 000 Mm "t........... 0�41 w w ve I n s T r a c It n c: a rn j. q Flatt-Jaidn From: Sid Webber <sid.webber@interisk.net> Sent: Wednesday, May 8, 2019 10:17 AM To: Slavik-Maria; Flatt-Jaclyn; Hall-Cynthia Subject: RMIS Ladies, While Insurance Tracking Services' (IST)and Riskonnects presentations were fresh in my in I thought I would provide you with my thoughts on each presentation. Insurance TEgEkLing Services The services being offered by IST is not viewed as a full I . They will only track Certificates of Insurance on behalf of the County. It is believed that the services being offered are extremely user friendly. The only involvement the County will have is to provide IST with a copy of the contract, the vend ors'/contract rs' COI and authorize any modifications to the County's insurance requirements if necessary. IST will input the County's insurance requirements and the types and amounts of insurance reflected on the vend ors'/contractors' COL If the vendor/contractor is not in compliance with the Port's insurance requirements they will issue a letter/email tothe vendor/contactor outlining the deficiencies. They will then monitor to ensure the contractor/vendor resolves all deficiencies. Their system can provide the County with high level management reports indicating how any contractors/vendors are in compliance with the Port's insurance requirements and how any are not. They will maintain an archive of all completed projects. ITS has proposed a fee of$1.25 per active contract per month for their services. if the County is only seeking a Certificate of Insurance tracking system, I was impressed with ITS' presentation. 1 111111!i_� The Riskonnect system is viewed as a full blown RMIS system. While the presentation focused more on high level management reports, it is believed that their system will: Track contractors'/vendors'COls Monitor claim activity. Of specific interest to me was the tracking of the County's Liability claims. Manage the County's Real and Personal Property portfolio. All data will have to be entered by the County and all follow up with contractors/vendors who are not in compliance with the County's insurance requirements will be the responsibility of the County. Their system was not viewed as being as user friendly as ITS'. It is believed that Riskconnect's system will require considerable time U004fi"`d,,$.100,000,,t6,gif"16"lY We`by the County to maintain, r .............. ?41 �o sem,' hen apt Ap�t/i//�lk/W "Y' 0"" While I can see value to Riskonnect's full blown RMIS, I think it will require significantly more County time to administer and may require the hiring of additional staff. It is believed that the insurance Tracking 5ervices'system will require minimal involvement from the County and can be managed without hiring additional staff. It is my believe that the ITS system would better respond to the County's needs, I will make myself available to discuss this issue in further detail at your convenience. I Sid Webber Interisk Corporation 1111 N.Westshore Blvd. Suite 208 Tampa, Fl 33607 (813)287-1040 „.......,.1 0 DATE(MM/DD/YYYY) �``�o CERTIFICATE OF LIABILITY INSURANCE 01/14/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on w this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). a, PRODUCER CONTACT L NAME: AOn Risk Services Northeast, Inc. PHONE F o: Morristown N7 Office (NC.No.Ed): (866) 283-7122 ( C.N (800) 363-0105 -a 0 44 Whippany Road, Suite 220 E-MAIL x Morristown NJ 07960 USA ADDRESS: INSURER(S)AFFORDING COVERAGE NAIC p INSURED INSURER A: Hartford underwriters Insurance Company 30104 EBIX Inc INSURERS: Indian Harbor Insurance company 36940 One Ebix Way ' Johns Creek GA 30097 USA INSURERC: INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: 570080192976 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, Limits shown are as requested INSR ADDL SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WVD POUCY NUMBER (MMIDD/YYYY) (MMIDDIYYYY) UMITS A X COMMERCIAL GENERAL LIABIUTY. Y 10 UUN JA1882 09/08/2019 09/08/2020 EACH OCCURRENCE $1,000,000 DAMAGE TO RENTED CLAIMS-MADE pi OCCUR PREMISES(Ea occurrence) $300,ODO MED EXP(Any one person) $10,000 PERSONAL&ADV INJURY $1,000,000 ,O GEN'L AGGREGATE LIMIT APPLIES PER , GENERAL AGGREGATE $2,000,000 N POLICY n LOC PRODUCTS Included con m 0 OTHER: N- AUTOMOBILE UASIUTY COMBINED SINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY(Per person) ” SCHEDULED BODILY INJURY(Per accident) Z OWNED AUTOS 0) AUTOS ONLY PROPERTY DAMAGE r0 HIRED AUTOS NON-OWNED (Per accident) 40-- ONLY AUTOS t I re UMBRELLAUAB OCCUR EACH OCCURRENCE t) EXCESS UAB CLAIMS-MADE AGGREGATE DED RETENTION A WORKERS COMPENSATION AND 10WEA54395 09/08/2019 09/08/2020 X PER STATUTE I IETRH- EMPLOYERS'UABIUTY ANY PROPRIETOR/PARTNER/ YIN E.L.EACH ACCIDENT $1,000,000 EXECUTIVE OFFICER/MEMBER N N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 Ir ,yyes describe'OPERATIONS OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $1,000,000 e E&O-PL-Primary MTP000029201 09/08/2019 09/08/2020 Aggregate Limit $5,000,000_ Claims Made SIR $100,000= SIR applies per policy terns & conditions ME DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space Is required) Monroe County, BOCC is included as Additional Insured in accordance with the policy provisions of the General Liability policy. cyber Liability is included in the Professional Liability policy. (6YPROV B Ii EMENT DAT W/[VER N/P ES.l.�, Q DR. n " CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POUCIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. .—A Monroe county Florida AUTHORIZED REPRESENTATIVE Attn: Jaclyn Platt Risk Management/Certified Paralegal /��Q I% keyeitoFLon 04., Suite 2-268 y e � ;aT,K �� Key West FL 33040 USA rilt�,tcerD �za :'' NE ©1988-2015 ACORD CORPORATION.All rights reserved ACORD 25(2016/03) The ACORD name and logo are registered marks of ACO AGENCY CUSTOMERID: 570000080918 A� LOC#: ADDITIONAL REMARKS SCHEDULE Page _ of _ AGENCY NAMED INSURED Aon Risk Services Northeast, Inc. EBIX Inc POLICY NUMBER see Certificate Numbe 570080192976 CARRIER NAIC CODE see certificate Numbe 570080192976 EFFECTIVE DATE: ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance workers' comp underwriters & states Policy # 10WEA54395 Hartford underwriters Insurance Company - Alabama, North Carolina, New Jersey, Texas, Utah Property & Casualty Insurance Company of Hartford - Arizona sentinel Insurance company - California Twin City Fire Insurance Company - Colorado, Florida, Illinois, Indiana, Louisiana, Massachusetts, Maryland, Michigan, Minnesota, Nebraska, New Hampshire, Nevada, New York, Ohio, Oregon, Rhode Island, south Carolina, Tennessee, Virginia, Washington, Wisconsin, West Virginia Hartford Insurance company of the Midwest - Connecticut, Iowa Hartford Fire Insurance Company - Georgia Hartford Casualty Insurance company - Kansas, Pennsylvania ACORD 101(2008101) ©2008 ACORD CORPORATION.All rights reserved. The ACORD name and logo are registered marks of ACORD