Title
Certificate of Insurance Tracking and Monitoring Services Request for Proposal - Recommendation to Award (Ordinance S-43996)
Description
Request to authorize the City Manager, or his designee, to award and enter into a contract with Exigis, LLC, to provide certificate of insurance tracking and monitoring services for the Aviation Department. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $105,000.
Report
Summary
The Aviation Department (Department) issues approximately 60-70 new procurements annually. Currently the Department has 303 active contracts, varying from goods and services to revenue contracts, to monitor for contract compliance. The number of active contracts vary from year to year. Each contract requires different and specific insurance coverage ranging from general liability, automobile liability, worker's compensation and employers' liability to professional liability. Each contractor is required to provide proof of insurance throughout the term of the contract by submitting a certificate of insurance. Each certificate of insurance must be tracked and reviewed to verify contract compliance. The Aviation Department requires reliable on-line and comprehensive certificate of insurance tracking and monitoring services.
Procurement Information
This procurement was conducted using a competitive Request for Proposal process. The Aviation Department received three proposals: Creative Insurance Concepts, Inc., Ebix, Inc., and Exigis, LLC. Ebix, Inc., was determined non-responsive. The evaluation panel evaluated the proposals based on five criterion with a scoring range from 0 to 1,000. Through a consensus scoring process, and in the best interest of the City, the evaluation panel recommended Exigis, LLC to be awarded the contract.
Exigis, LLC: 845 points
Creative Insurance Concepts, Inc.: 585 points
Contract Term
The term of the contract will be three years beginning on Nov. 1, 2017. The contract will include two options to extend the term up to two years in one-year increments. The contract may contain other terms and conditions deemed necessary or appropriate by the City Manager or his designee. The options may be exercised at the sole discretion of the Aviation Director.
Financial Impact
The aggregate contract value will not exceed $105,000. The first year estimated expenditure is $30,640 with an estimated annual expenditure of $18,590 thereafter. Funds are available in the Aviation Department's Operating Budget.
Location
Phoenix Sky Harbor International Airport is located at 3400 E. Sky Harbor Blvd. Deer Valley Airport is located at 702 W. Deer Valley Road. Goodyear Airport is located at 1658 S. Litchfield Road, Goodyear, Arizona.
Council Districts: 1, 8, Out of City
Department
Responsible Department
This item is submitted by Deputy City Manager Deanna Jonovich and the Aviation Department.