It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Exigis, LLC ("Exigis"), the sole proposer for Request for Proposals (RFQ) 2023-009-WG. The Resolution also authorizes the City Manager and City Clerk to execute an Agreement upon successful negotiations by the Administration, in an amount not to exceed $50,000 annually.

This solicitation is currently under the cone of silence.

Nearly all contractors doing business with the City are required to maintain insurance for the work being performed in accordance with the requirements established by the Risk Management Division. Currently, the City receives and must review approximately 5,000 new or renewed certificates of insurance per year. To streamline the review and the administrative burden, the City utilizes a third-party insurance compliance and management firm to review certificates of insurance and surety documents, manage approvals with vendors, maintain records, and provide reporting to the Administration. 

On August 14, 2018, the City of Miami Beach ("City") executed a three (3) year agreement, with two (2) renewal options of one (1) year each, for the insurance certificate compliance system and related services with Exigis LLC. The agreement is currently set to expire on August 13, 2023.

In order to receive proposals to establish a replacement agreement, the Administration developed Request for Qualifications (RFQ) No. 2023-009-WG.

On February 1, 2023, the Mayor and City Commission approved the issuance of the RFQ No. 2023-009-WG for insurance certificate compliance system and related services. The solicitation was issued on February 2, 2023. A voluntary pre-proposal meeting was held on February 17, 2023. On March 29, 2023, a sole proposal was received from Exigis, LLC.

In response to the sole proposal, staff polled firms that had been notified of the RFQ to understand why they had not bid. Several firms communicated that the scope of services in the RFQ was too large. Several firms communicated that, while their primary work is in the insurance industry, they do not perform compliance reviews. Other firms provide software only or perform insurance compliance reviews, but not surety reviews.

On June 1, 2023, the Evaluation Committee appointed by the City Manager convened to consider the proposal received. The Committee was comprised of Theresa Buigas, Administrative Services Manager, Procurement Department; Marc Chevalier, Risk Manager, Human Resources Department; Stephany Gonzales, Administrative Services Manager, Fleet, and Facilities Management Department.

The Committee was provided an overview of the project and information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of the proposal. The evaluation committee determined that Exigis, LLC was qualified and should be considered for negotiations (see Attachment A). Below is a short bio of the firm based on information in its proposal.

Exigis, LLC

Exigis is the incumbent firm for the City's insurance certificate compliance system and has provided satisfactory services to the City since 2018. Exigis has over 20 years of experience providing enterprise solutions to Fortune 500 companies and the public sector. Exigis is a privately held, independently owned minority owned business enterprise headquartered in New York, NY, with regional branch operations in San Francisco, CA, and Murrieta, CA. Exigis services are managed and performed by a highly qualified team of full-time insurance, risk management, technology, project management, and customer support professionals. It is Exigis' mission to transform management by pairing flexible web software with world-class account services to centralize and streamline the management of disjointed processes.

The Human Resources Department estimates $45,000.00 annually for these services. Fees will be established through the negotiation process. Services pursuant to the award of this RFQ shall be subject to funds availability approved through the City's budgeting process. Grant funds are not anticipated to be utilized for these services. 

Funding is allocated in the amount of $45,000.00

Account no. 540-1790-000312-13-413-582-00-00-00-

After reviewing the submission and the evaluation process, it is evident that Exigis has the experience necessary to provide the City with an insurance certificate compliance system and related services. Exigis has worked with public and private sector organizations across the U.S. over the last 20 years. The City's transition to the use of Exigis as its insurance compliance system took place in 2018 and has been working well. Exigis offers data integration services to centralize data management across one or more internal systems to eliminate inefficiencies, improve data visibility and timeliness, and enhance overall decision-making.

Therefore, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Exigis, LLC, the sole proposer for Request for Proposals (RFQ) 2023-009-WG, and, further, authorizing the City Manager and City Clerk to execute an Agreement upon successful negotiations by the Administration, providing that the funding for the services has been previously approved by the City Commission.