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EBIX Quote - COI Management Services 2023From: Vik Yadav <vikas.yadav@Ebix.com> Sent: Monday, January 9, 2023 3:08 PM To: Laurie McGinley Subject: RE: Ebix COI Tracking - City of La Quinta Follow Up Flag: Follow up Flag Status: Flagged Hi Laurie, Thank you for your email. I will be more than happy to honor the last quote I sent you back in October 2022. It is valid, no change. Thank you, Vik Vikas Y. Manager— Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.vadav@ebix.com Connect with me on Linkedln EBX ON -DE MAN L INSURANCE SOLUTIONS From: Laurie McGinley <Imcginley@laquintaca.gov> Sent: Friday, January 6, 2023 1:40 PM To: Vik Yadav <vikas.yadav@Ebix.com> Subject: RE: Ebix COI Tracking - City of La Quinta Hi Vik, Happy New Year! I am reaching back out because we are circling back to this project after the new year. I have attached the pricing we received from you back in October. Can you please confirm if this pricing is still accurate, or if the pricing has changed, can you please send updated costs? Thank you so much! Have a great weekend. Q Laurie McGinley 1 Deputy City Clerk City Clerk's Office City of La Quinta 78495 Calle Tampico ° La Quinta, CA 92253 Ph. 760.777.7123 Imcginley@laquintaca.gov www.laquintaca.gov 1 City of La Quinta Certificate of Insurance Management Quote Submitted By: Vikas Yadav Manager— Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.yadav@ebix.com • 1 I I 1 1 1 1 1 1 1 • 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Contents EBIX RCS The Original COI Management Service ABOUT EBIX 3 OVERALL QUALIFICATIONS AND EXPERIENCE 6 MARKETS AND INDUSTRIES SERVED 6 PROFESSIONAL SERVICE TEAM 7 TECHNOLOGY 7 METHOD OF APPROACH 8 How WE APPROACH OUR BUSINESS 8 OUR DISCOVERY PROCESS 8 STEWARDSHIP REVIEW 8 IMPLEMENTATION: 8 SIMPLIFYING THE TRANSITION PLAN' 9 STANDARD SERVICE SCOPE: SUMMARY 14 DATA SECURITY 15 TRAINING 17 PRICE SCHEDULE 18 ON -GOING FEE: FULL SERVICE MODEL 18 WHY EBIX? 19 EXPERIENCE & MARKET LEADERSHIP 19 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Disclaimer EBIX RCS The Original COI Management Service The material provided in this document (also referred to as "Proposal") was provided for "you" (the person receiving this "document"). The document is being submitted to you by Ebix, (also referred to as "we" or "us" or "our" or "ours"). This document contains confidential and valuable information in the form of ideas, know-how, concepts, processes, plans and trade secrets that belong to Ebix, Inc. This confidential information shall not be disclosed outside City of La Quinta (hereafter referred as 'CLIENT') and shall not be duplicated, used, or disclosed, in whole or in part for any purposes except the procurement process. Serious and irreparable competitive disadvantage in future procurements could result from the release of any confidential information contained in this document. Please notify us immediately, in writing, if there is a request for disclosure of any confidential information so that we will have the opportunity to participate in any disclosure discussions. Unless otherwise provided by written agreement with Ebix, Inc., this document is provided "as is" without warranty of any kind, expressed or implied, including, but not limited to, the implied warranties of merchantability or fitness for a particular purpose. Some states do not allow disclaimer of expressed or implied warranties in certain transactions, so this statement may not apply to you. In no event will Ebix, Inc. be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect in this publication or the associated software. Ebix, Inc. reserves the right to change this Document at any time without obligation to notify anyone. The names of example companies, products, people, and/or data mentioned herein are fictitious and are in no way intended to represent any real individual, company, product, or event, unless otherwise noted. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year About EBIX EBIX RCS The Original COI Management Service Introduction/Solution Overview The RCS division of Ebix Inc. focuses exclusively on providing certificate of insurance management programs to organizations in both the public and private sector. The financial strength and support of Ebix, Inc., combined with our singular focus, allows Ebix RCS to continuously invest in developing enhancements to streamline the certificate tracking process. Ebix RCS's track record for continuous improvement to the product represents part of our commitment to our clients on the leading edge with regard to this service. Size / Capacity With over 600 Clients, Ebix is the largest provider of insurance certificate management services in the United States. Ebix has developed a reputation for delivering outstanding services to corporate customers across the country. Ebix possesses the resources and experience to "ramp -up" quickly to put service in place for CLIENT. Experience - General The management team at Ebix RCS averages 26 years of experience in insurance tracking program management. All Ebix associates in operations center come from either an agency or customer service background, and are formally trained to respond to the intricacies of tracking Certificates of Insurance. Ebix has the knowledge and experience to support the work necessary to achieve CLIENT' objectives. Proven Systems Ebix has made a considerable investment in developing and deploying systems to overcome the challenges associated with tracking Certificates of Insurance for specific industries. Over the last 26 years, Ebix has gained efficiencies and economies of scale that effectively reduce the overall cost of tracking insurance coverage. These system efficiencies and economies of scale allow Ebix to offer a complete outsourced solution for tracking insurance at a price substantially below the cost of tracking in-house. Certificate of Insurance Tracking Service 750+ 10 Industry Verticals Million Certificates Tracked Annually tub Online Access i YearsTracking of Certificate Experience 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year The Value We Bring [BtX RCS The Original COI Management Service Outsourcing COI management processes can cost half as much as doing the work in-house, and, with the right system, you can ultimately make yourself more attractive to insurance markets for your business. Did you know that every time an association hires an outside contractor for services like pool maintenance, landscaping or snow removal it exposes itself to a potential lawsuit? That's because associations can be held liable for wrongful acts committed by a contractor even though the association may have no direct fault for the act. That's why it's vitally important for an association to have a current Certificate of Insurance (COI) on file for every contractor. A COI shows that a contractor has the right insurance coverage and limits in place. Providing a COI is the best way to show that general liability and workers' compensation insurance requirements have been met. Nationally, 7 out of 10 COls have been shown to be noncompliant, opening up companies to all kinds of exposure to risk. If the typical Fortune 500 companies receives between 5,000 and 10,000 COls over the course of a year, between 3,500 and 7,000 (or more) of those COls will need to be followed up with, tracked down and resubmitted for review. So, if outsourcing not only provides a significant cost savings but also an increase in COI compliance and accuracy, that makes a pretty strong business case for its implementation Ebix RCS pioneered the offering of outsourced insurance certificate monitoring services during the mid- 1990's and today remains the single largest provider of this service found anywhere in the world with approx. 70-80% market share in the outsourced certificate tracking business. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Long History of Insurance Tracking Process Innovation [Btx RCS The Original COI Management Service • First full service certificate of insurance management company (1995) • First web based certificate of insurance management service • First to provided emulated certificates on request notices • First to develop acceptable additional insured endorsement listings • First to include hyperlink in outbound notices to allow client's vendors/suppliers to upload COI directly to Ebix's system • First to allow clients to perform on-line waivers directly on the system • First to offer outbound deficiency phone follow up services • First to offer rush pre -approval services for new suppliers • First to offer Dedicated Resource Model for tracking • First to manage tracking of other documents (e.g. contracts, W9's, OSHA logs etc.) • First to develop single point of contact/service consultant service approach • First to deploy a mobile access to the Ebix system • First to deploy email alerts and push reporting via email • First to deploy a "vendor landing page" allowing vendors to log in and upload certificates and check status • First to deploy responsive web design to allow for system viewing on a variety of devices • Only company providing a comprehensive benchmark survey and survey report t25 years SERVILE & EXPERIEN. 1 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Overall Qualifications and Experience Full Service Certificate of Insurance Management [Btx RCS The Original COI Management Service The value proposition offered by EbixRCS goes beyond the tracking service itself. Our people possess years of knowledge gained from working with hundreds of organizations on insurance/risk transfer issues and can share this knowledge with you to help fine-tune your compliance approach. When it comes to insurance compliance monitoring, each industry presents a distinct set of challenges for establishing the service component necessary to meet the needs of our customer. EbixRCS has gained considerable expertise in handling the insurance compliance needs of organizations in more than 25 different industries. In the Full Service Tracking Approach, EbixRCS is responsible for: • Establishing and maintaining the insurance tracking database • Managing all of the day-to-day transactional processes, soliciting evidence of insurance coverage, identifying and following up on deficiencies, recording and acting on coverage renewal dates, providing insured level and management level reporting oieni, iwy unlimited ucCE'SJ uL I v uulA,uv,'loll �wL. Markets and Industries served EbixRCS's diverse client base includes many large, well-known international organizations, along with many smaller companies with a more regional focus. Additionally, many government entities (e.g. counties, cities, agencies etc.) have elected to work with EbixRCS to track insurance compliance on their behalf. Any organization with the need to monitor compliance on incoming certificates of insurance can benefit from EbixRCS's services. As of today, Ebix is working with 600+ clients to track their incoming COls, including 50+ Fortune 500 companies. Industries Served: Aviation Banking Chemical Commercial Finance Entertainment Food Service Franchise Government Construction Energy HealthCare Hospitality Manufacturing PEO Pharmaceutical Property Management Restaurant Retail Telecommunication Transportation University Utility Tracking Insurance for: Borrowers Installers Product Vendors Subcontractors Concessionaires Landlords Professional Services Suppliers Construction Services Lessees Repair Facilities Tenants Delivery/Transportation Maintenance Contractors Shippers Vendors Franchisees Motor Carriers Service Providers 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Professional Service Team EBIX RCS The Original COI Management Service EbixRCS's client service team consists of more than 200 dedicated professionals with expertise in insurance, process management, customer service support and information technology. Our team skillfully manages more than 5000 insurance/service related transactions each business day. Documents showing evidence of insurance coverage are submitted to Ebix on your behalf, via upload, email, or fax and instantly indexed to the tracking database. Immediately after data has been extracted from the insurance documents, the coverage information provided is compared to our client's established insurance requirements to determine if the coverage provided meets, or fails to meet, their minimum requirements. If deficiencies, such inadequate coverage limits, lack of a proper additional insured endorsement or unacceptable AM Best carrier ratings are detected, notices are promptly sent to advise the insured and insurance agent/broker of the corrective action needed to achieve compliance. Technology EbixRCS's proprietary insurance tracking software —CertsOnline, was designed exclusively for monitoring incoming Certificates of Insurance. Continuously improved for over the past two decades, the system automates all aspects of the insurance tracking process that traditionally required costly, time- consuming manual processes. Since no two customers are alike, we will customize the system to your precise specifications and reporting needs. The EbixRCS tracking system provides a comprehensive set of management and activity reports. Once the tracking system is in place, EbixRCS will continue to add enhancements to reflect your current business realities. You may also choose to have the data created and collected by EbixRCS automatically exported (real time or batch) to your own host system (e.g. A/P, ERP or Contract Management). Our in-house IT staff will work with you to coordinate a seamless flow of information using the data interface method of your choice. Document Image History: Certificates, and all related documents, are electronically imaged upon receipt and instantly become a part of your insurance records and account history. Document images are permanently maintained online allowing you to review current and historical documents with ease. All certificates and other documentation are formatted for easy printing via standard office printers. Secured Internet Access: Clients may access complete transaction histories and complete image history for all records on the EbixRCS system. The system is available on a 24/7 basis. With system availability exceeding 99.9%, you can monitor your insurance compliance status anytime you choose to do so. Access privileges to the website are controlled by log -on ID, and include various authority levels based on each client's policies. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Customization: EBIX RCS The Original COI Management Service EbixRCS customizes system functionality for each client based on the client's unique business structure, contractual insurance requirements, and reporting needs. In addition to managing Certificates of Insurance, EbixRCS can also customize the system to assist with other compliance management needs. Method of Approach How We Approach Our Business EbixRCS does business with a goal of establishing long-term, mutually beneficial relationships with clients that continues on for decades. To achieve this level of commitment, we must not only provide high quality, reliable, and financially compelling systems and services, we must go much further by sharing our wealth of experience and provide actionable guidance to help clients reach their compliance objectives. Clients count on us to share our knowledge of insurance, transactional processes and data management systems to help them make informed decisions to select the best path toward achieving their desired results. Our Discovery Process Based on the experience we have gained over the past 20 years by implementing hundreds of clients to the EbixRCS insurance compliance management program, we believe that it is essential that we engage initially in a "discovery" process to gain a complete understanding of an organization's current processes, future needs and compliance objectives. During this discovery process, we discuss alternative service formats that are available, along with identification of the best option for initiating service. We also perform a review of your current insurance requirements and offer our appraisal of what can be expected when enforcement activities begin. We believe that by making a modest, up -front time investment, we can increase an organization's comfort level with EbixRCS's abilities as a manager of the process and, that the scope of service selected offers the best approach to match a given client's particular needs. Stewardship Review Stewardship meetings are held with clients annually to: a) review results for the period just ended, b) exchange information about respective business initiatives and c) establish goals for the upcoming period. Stewardship reviews help assure that the compliment of services currently provided by EbixRCS aligns with our client's objectives. Implementation: Time is a valuable commodity. That is why we place a great deal of emphasis on making sure that each and every new client implementation is completed on schedule. With hundreds of successfully executed new client implementations under our belt, EbixRCS has the expertise and experience to make your transition to the certificate of insurance management service as easy, efficient and effective as possible. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year EBIX RCS The Original COI Management Service Early in the implementation process, EbixRCS' director of new client implementations develops a plan taking into consideration all essential elements of the implementation. Depending on your circumstances, the options for implementation can range from: • EbixRCS simply taking over the insurance monitoring responsibility directly from where you leave off (Rolling Start) • EbixRCS conducting a full -coverage audit (Full Audit) EbixRCS supplies each new client with a customized implementation guide that identifies all of the components that must be considered for conducting a smooth, efficient implementation. We will work with you to help you gather and organize your data and will help you summarize your insurance coverage requirements. During the implementation, we also share information gained from our years of experience and will consult with you about likely outcomes of decisions made during this phase. Simplifying the transition plan: Choose a start-up option 4 Meet your Team with Ebix 4 Understand the team responsibilities/tasks 4 Review the implementation plan/timeline 4 Start/Complete on -boarding Available start-up options: • Full Audit: Under this approach, Client would provide vendor ID information and coverage requirements. Ebix would solicit new coverage certificates from all vendors. o Advantages • Fastest way to get started • Doesn't require Client to pull historical certificates • No additional costs to Client for Ebix to handle historical documents o Disadvantages • This approach can create some agitation amongst those vendors who have recently provided coverage information, (as we are asking for it again). Note that as part of the start-up we would send out a transition notice to each vendors announcing that Client has engaged us to perform the work and ask for the evidence of coverage at that time so, for the most part, they are understanding as to why we need the evidence of coverage again, i.e. a new entity is going to perform the tracking. • Rolling Start: Under this approach, Client would supply Ebix with future expiration dates of existing coverage, along with the vendor ID information and coverage requirements. Ebix would load the dates and solicit renewals as coverage expires. o Advantages • Doesn't require Client to pull historical certificates • No additional costs for handling historical documents • Results in follow-up activity being spread out over the course of the first year (as compared to Option 1 where Ebix is likely to identify a large number of deficiencies early on that require follow-up). o Disadvantages 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year [BtX RCS The Original COI Management Service • Requires that Client provide future expiration dates of current coverage in an electronic format (if dates are not available for some vendors we would treat these like "full audit" records and solicit coverage immediately after activating the system). Meet your team with Ebix: Ebix RCS — New Client Implementation Chart Pre Implementation (Team Responsible: Sales) - Contract Draft - Implementation Guide Contacts Implementation (Team Responsible: Implementation/Operations) - Initial Data Review - Establish Procedures - System Integrity Review —.—.—.—.—.—.—.—.—.1 (. Transition Conference Call With i (Sales/Implementation/Operations ! Post Implementation/Start-up I (Team Responsible: Operations) - Output Review - Staff Assignments / i —'1 Transition Conference Call With (Implementation/Operations Vikas Yadav, Manager Enterprise Solutions Director of Implementations Implementations Coordinator Service Center Manager Service Consultant Rahul Raina, CVP, Division Head Team responsibilities/tasks: (phone) 678-242-2881 951-658-XXXX 951-658-XXXX 770-238-XXXX 770-238-XXXX 678-281-2030 (E-mail) vikas.yadav@ebix.com @ebix.com @ebix.com @Ebix.com @ebix.com rahulr@ebix.com lementation Assessment E 0 a Phase 1 : Pre -Implementation & Planning Draft Agreement Review & Formalize Agreement Ebix Sales Team • • Ebix Implementation Team • Client ao a) V) c v U c 0 .(0 a) 0- O ui (Team Respon 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year EBIX RCS The Original COI Management Service Prepare Implementation Guide Gather implementation materials* Implementations kick-off call Phase 2: Implementation & Start-up Processes Data Mapping to Ebix system Data load to Ebix system Testing/QA of data load/output Insurance Requirement Setup Notice Configuration Final notice review/approval Report and organization structure setup Documentation of Extenet business rules Ebix Internal Staff Training Web -Based training for Extenet users Phase 3: Production Go -Live date set Introductory notices sent to vendors • • • • • • • • • • • • • • • • • EBIX Implementation Procedure Welcome call with Implementation Team and Client • Discuss general overview of Client's business • Discuss Client's reporting objectives o Any unique information that should be tracked, e.g., contract number, job number, etc. • Discuss Data Hierarchy • Discuss Insurance Requirements • Discuss Data Feed (Optional & Client work) Discuss current and/or historical COls • Establish contact person(s) and roles during the process Deliverables Needed from Client • List of Divisions and/or Groups (highest level in data hierarchy— depending on the business). o The Implementation team can usually upload these within 2 days of receipt in most cases. • Insurance requirements that will be tracked. o We can accept a variety of formats. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year EBIX RCS The Original COI Management Service o Process time can vary significantly depending on how they are transmitted and how many unique sets of requirements there are. In some case loading the requirements (Risk Profile) will be one of the last steps. • List of vendors, suppliers, subcontractors, etc. (people and organizations whose certificates of insurance we track) o We require that this information be presented in a specific format (we will provide a template.) Ebix can accept and work with the format which your current service provider may provide. o We can typically process this information within 1-2 weeks of receipt, but often sooner. It depends on how much data scrubbing is needed and the amount of data being loaded. • Customizations to Standard Letters o The turnaround time for custom letters is 5 to 7 business days. • Company Branding (Logos for letterhead and web banner) o These can usually be uploaded within 3 days of receipt provided the format is acceptable. List of Users • We will set up as many users, people who will access CertsOnline, as needed for the Client. • We can do this within 24-48 hours. • The list of users is not a requirement and can be added anytime. Troubleshooting and Testing • After all of the data is loaded into the system we will provide samples of letters and other items as needed so that you (and we) are comfortable that correct data is populating the various fields. Going "Live" • Once all the data is loaded into the system correctly, a Compliance Manager will "take over" and begin working with the customer on the day to day business of tracking COls. Roll Out • We can also work with the Client to "roll out" one business division at a time, so the Compliance Manager will be hard at work tracking your certificates for one or more divisions while the Implementation Team is working to implement the remaining Divisions. Implementation Documents - Clients sometimes sends all the required 5 items at the same time (data file, sample notices, preference questionnaire, requirements, and logo). If received at the same time Ebix generally can review and can schedule a call with 2 days of receipt, if the documents are set to Ebix separately they are reviewed as and when received and can delay the implementation time lines. Ebix can however schedule the hand off call within 2 days of receiving final items in proper order. Once the hand off call has been scheduled and all questions answered, the following is typical time frame. Note that the timeframe can change if there is any custom programming involved or data capture/historical document scanning etc. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year After hand off call has been concluded and no custom programming required: EBIX RCS The Original COI Management Service Transition to Ebix Certificate Management Program — Process Timeline Pre -Implementation Process • CLIENT acceptance of Ebix proposal • Draft of agreement submitted for CLIENT's review • Custom Implementation guide delivered to CLIENT • Contract negotiation completed 44 Implementation Kick-off Call 1. Introductory call scheduled between CLIENT, Ebix Sales, and Ebix Implementation to: a. Review CLIENT materials and business processes b. Discuss the implementation process and milestones Implementation Guide Completed • Data file of CLIENT's vendors/suppliers to be monitored by Ebix • Insurance Requirements • Completed Preference Questionnaire • Approved/modified Notices • Image file of CLIENT Logo Start-up Process • Programming of CLIENT's Insurance Requirements and loading of supplier/vendor data • Internal staff training • Test of output • CLIENT Final review/approval of programmed notices • CLIENT user training 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Transition to Live Call 4. Conference call scheduled by the Ebix Implementations Team to introduce CLIENT personnel to the CLIENT's Service team within Ebix. 5. All final items will be resolved and a live date will be set (date to begin sending notices to CLIENT vendors/suppliers) Standard Service Scope: Summary EBIX RCS The Original COI Management Service Go Live 2. Introductory notices sent to vendors/suppliers 3. Review of initial reports, adjustments made if necessary Post -Implementation 1. Follow up with CLIENT for feedback on implementation Ebix anticipates tailoring a program for CLIENT that includes the following services: • Initial Setup/Implementation--- Training ---Go Live • Request & Collect Certificates of Insurance from Insureds • Validate & Review Received Certificates of Insurance Vis-a-vis Defined Contractual Requirements • Follow Up Multiple Times with Insureds/Agents for Resolving Deficiencies, if any • Manage Policy Renewals • Monitor policy cancellations • Provide Support to CLIENT through Designated Insurance Experts • Provide Support to Insureds through Education and Awareness • Make Available Numerous COI Related Reports • Maintain an automated image history / audit trail for all correspondence received from CLIENT accounts. • Provide an unlimited number of users to the Ebix tracking platform 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Adding New Vendors/Contacts to the system (CertsOnLine) EBIX RCS The Original COI Management Service a. Using System UI — Login to CertsOnLine and Add new vendor for tracking b. New Vendor 'Add Form" — Fill the 'New Vendor Add Form' and email back to client dedicated email address c. System Integration using Ebix APIs or client system APIs — Ebix have APIs available to facilitate the system integration. The integration will be scoped out based on client needs and an estimate will be provided accordingly. Addressing deficiencies and Waivers: Ebix CertsOnLine is configurable in a way, that as and when system flags any deficiency, the automated notice cycle starts. Ebix will make multiple attempts through written notices to resolve deficiencies but in case the account deficiency is not resolved after sending out a final notice, Ebix report such accounts to the Client. Account relationships on which Ebix has completed its entire follow-up process appear on the default status. Client should address items on default status on a periodic basis by accessing the Ebix system to: 1) waive deficiency items or, 2) discontinue insurance monitoring or, 3) Restart the follow up cycle At its option, Client may also receive E-mail alerts when account relationships enter insurance default status. Creating Waivers: Client can create a waiver by using Ebix system Ul. There is an option available in the system to waive off certain or all deficiencies. Following information will be required to create a waiver: 1) Who is authorizing the waiver — contact person name 2) Waiver Reason 3) Waiver Effective and Expiration date 4) Any remarks can also be added The designated service consultant can also create a waiver on Client's behalf. The SC would need an email from the client's designated authorized person to create the waiver. All the audit trails are always available on the system. Data Security Maintaining a high level of security over our clients' mission -critical data is of paramount importance to EbixRCS. Data created and managed by EbixRCS is maintained on servers located at a secure, location and is subject to continuous back up. EbixRCS uses industry proven standards and best practices to manage and maintain customer data environments. Our internal practices and security standards are periodically reviewed by third -party data security experts to assure that high standards of safety and security are being maintained. 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Some of these include: • Strict Change Management • Audit and Access Violation monitoring tools • Internal staff audits conducted on a quarterly basis • Certified and highly trained system admin staff • IS027001 certified by our independent accounting firm [BtX RCS The Original COI Management Service Data managed by EbixRCS is maintained in Tier-1 co location facilities. These facilities use a series of physical controls such as: • Secured server cages • Pre -Action Fire Suppression System w/VESDA • 24/7 Guards (w/ Access Logs) • Keycard Access • Biometric Access, Mantrap Devices • Video Monitoring • Redundant Power, Internet, and Generator fuel providers 1 1 Reporting Including Automated Reports 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Training EBIX RCS The Original COI Management Service All information gathered or created by EbixRCS (e.g. certificate images, reports, coverage information, transaction history) is accessible via a secure, on-line access to the EbixRCS system. The system was designed to be intuitive and easy -to -use. There is no need to be an insurance expert to use the EbixRCS system effectively. Users quickly become comfortable with the simple and easy -to -navigate system design. As a part of your program implementation, your user on-line system will be established based on your criteria and will be quality tested. EbixRCS's training staff will work with you to make sure that you are completely comfortable with the on-line system and its features prior to initiating service. Subsequent to your coming on board with our service, EbixRCS will provide training, at no additional cost. In addition to the training which Ebix will provide, the system also has self -running videos available explaining the entire system, helping users learn at their own pace. Client can report any/all service issues via email/phone/fax/physical mail. The chain of command for escalating items requiring resolution would be as follows: Data Entry Issues / Service Levels / Audit Information, Client Relations/ Web Issues / Client Questions relating to Reports, Letters CSA 4 Service Consultant 4 Manager, Service Center 4 VP Operations Ebix 4 Corporate Vice President & RCS Division Head (Rahul Raina) Call Center Issues/ Timeliness and Accuracy of calls in queue / Customer service provided on incoming and outgoing calls CSR — Call Center - Call Center Team Leader - Manager, Support Services - VP Operations Ebix -* Corporate Vice President & RCS Division Head (Rahul Raina) Sales/Contract Information Manager Enterprise Solutions (Vikas Yadav) 4 Corporate Vice President & RCS Division Head (Rahul Raina) 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Price Schedule EBIX RCS The Original COI Management Service One time start-up fee - Account Set-up: A one-time fee of $3,000 shall be required to perform set-up programming and loading of CLIENT's database to the Ebix system. On -Going Fee: Total Unique Accounts* COI Tracking Fees Per Account Fees Seperate Endorsements Tracking 275 $6,875 $25.00 Included *Overages in excess of 275 Accounts will be billed at the applicable per account fees mentioned above. Minimum contract value with Ebix is $6,000 that will cover the first 245 accounts. At any given time if the total active account count drops below 245, the minimum fees shall apply. Other, Ancillary Fees: Fee for requirement template set-up Fee for follow ups or notice deliveries: • Via Fax: • Via Email: • Via Mail: • Via Phone: Fee for custom notice/correspondence development Fee for unlimited training Fee for unlimited image storage Fee for hosting, security, maintenance Fee for system access -Unlimited Fee for AM Best Rating Fee for handling Insureds queries on call Fee for policy renewals at different times/Year Data Entry from historical COls Rush Pre -Approval No charge No charge No charge No charge Optional @ $2.40/Account (if subscribed for all unique accounts upfront) Optional @ $7.80/Account (case to case basis) No charge No charge No charge No charge No charge No charge No charge No charge $2.75 per certificate, one time fees $29.00 Per Request 25 Years of Experience 600+ Clients 10+ Million Certificates Tracked/Year Why Ebix? Experience & Market Leadership [BtX RCS The Original COI Management Service Since pioneering in 1995, Ebix has maintained a singular focused on "Insurance Vertical" and we consider ourselves EXPERTS in insurance related processes and systems. "Resources with extensive Insurance Domain Expertise" "Estimated- more than 60-70 % of all outsourced certificate of Insurance tracking business in the United States flows through Ebix system" ABCD = Advanced Technology, Breadth of Knowledge, Customer Base, Depth of Customer Service • You will be dealing with a Publicly Traded Profitable Corporation (NASDAQ: EBIX) • Breath of Knowledge: All Ebix resources possess extensive knowledge on insurance compliance tracking matters. VP of Sales - 22 Years I Dr. Implementations-19 Years I Service Managers-l0- 12 Years I Project Manager/IT- 10 Years I Division Head-15 Years • Average Client Longevity 15+ Years • Experience: more than 24 years of Certificate Tracking experience & 27 Industry Types • Contractual Indemnity: Million dollars of E&O Policy • 2017 Fortune 100 Fastest Growing companies in the World • Simplicity and Predictability of Pricing Structure -Single Unit Fee • Strong Customer Base: 600+ (50+ Fortune 500) • Data Security: Strong IT infrastructure and well defined quality processes: o SunGard Facilities & Deloitte Annual Penetration Testing on Platform o Certified CMMi Level 5 & SSAE 16 Data Centers • Guaranteed No Outsourcing/3rd Party Contractors: Each & Every Process is handled by an Ebix employee From: Vik Yadav <vikas.yadav@Ebix.com> Sent: Monday, January 9, 2023 3:08 PM To: Laurie McGinley Subject: RE: Ebix COI Tracking - City of La Quinta Follow Up Flag: Follow up Flag Status: Flagged EXTERNAL: This message originated outside of the City of La Quinta. Please use proper judgement and caution when opening attachments, clicking links or responding to requests for information. Hi Laurie, Thank you for your email. 1 will be more than happy to honor the last quote 1 sent you back in October 2022. It is valid, no change. Thank you, Vik Vikas Y. Manager— Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.vadav@ebix.com Connect with me on Linkedln EBX ON -DE MAN L INSURANCE SOLUTIONS From: Laurie McGinley <Imcginley@laquintaca.gov> Sent: Friday, January 6, 2023 1:40 PM To: Vik Yadav <vikas.yadav@Ebix.com> Subject: RE: Ebix COI Tracking - City of La Quinta Hi Vik, Happy New Year! I am reaching back out because we are circling back to this project after the new year. I have attached the pricing we received from you back in October. Can you please confirm if this pricing is still accurate, or if the pricing has changed, can you please send updated costs? Thank you so much! Have a great weekend. Q Laurie McGinley 1 Deputy City Clerk City Clerk's Office City of La Quinta 78495 Calle Tampico ° La Quinta, CA 92253 Ph. 760.777.7123 Imcginley@laquintaca.gov www.laquintaca.gov 1 From: Vik Yadav <vikas.yadav@Ebix.com> Sent: Thursday, October 6, 2022 2:53 PM To: Laurie McGinley Subject: RE: Ebix COI Tracking - City of La Quinta Attachments: EBIX Quote_COI Management Services_City of La Quinta.pdf Importance: High EXTERNAL: This message originated outside of the City of La Quinta. Please use proper judgement and caution when opening attachments, clicking links or responding to requests for information. Hi Laurie, It was a pleasure speaking with you earlier today and thank you so much for your time. Further to our discussion, PFA the proposal highlighting our system features, screenshots along with the pricing. I hope the information provided by us is useful and helps us to continue our discussions. If you have any questions, feel free to call me. I look forward to hearing your feedback. Thank you, Vik Vikas Y. Manager — Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.yadav@ebix.com Connect with me on Linkedln EBtX ON-DtMANL INSURANCE SOLUTIONS From: Vik Yadav Sent: Tuesday, September 27, 2022 5:29 PM To: Laurie McGinley <Imcginley@laquintaca.gov> Subject: RE: Ebix COI Tracking - Web Enquiry Response - City of La Quinta Thank you for returning the BRQ. Thursday 10/06 10:00 AM PST works for me. I will send you a meeting invite. Look forward to speaking with you. Thank you, Vik 1 Vikas Y. Manager — Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.yadav@ebix.com Connect with me on Linkedln EBtX ON-DtMAN D INSURANCE SOLUTIONS From: Laurie McGinley <Imcginley@laquintaca.gov> Sent: Tuesday, September 27, 2022 2:08 PM To: Vik Yadav <vikas.yadav@Ebix.com> Cc: Laurie McGinley <Imcginley@laquintaca.gov> Subject: RE: Ebix COI Tracking - Web Enquiry Response - City of La Quinta Hello Vik, Thank you for your email and all the information! I have attached the requested BRQ here. Do you have any time next week, perhaps Wednesday October 5 or Thursday October 6, between 10am-12pm (PST)? Please let me know what works for you and your team. Thank you! Laurie McGinley I Deputy City Clerk City Clerk's Office City of La Quinta 78495 Calle Tampico ° La Quinta, CA 92253 Ph. 760.777.7123 Imcginley@laquintaca.gov www.laquintaca.gov From: Vik Yadav <vikas.yadav@Ebix.com> Sent: Tuesday, September 13, 2022 7:56 AM To: Laurie McGinley <Imcginley@laquintaca.gov> Subject: Ebix COI Tracking - Web Enquiry Response - City of La Quinta Importance: High EXTERNAL: This message originated outside of the City of La Quinta. Please use proper judgement and caution when opening attachments, clicking links or responding to requests for information. Hi Laurie, 2 Further to my message I left with Nadia: Thank you for your interest in Ebix COI (Certificate of insurance) tracking system. I'd love to set up a remote meeting based on your availability, please let me know a date/time that works for you. Also I have attached a business requirement questionnaire (BRQ), please fill and return a copy. The BRQ will help us understand your business requirements and present our capabilities accordingly. Should you have any questions, please do not hesitate to contact me. Meanwhile, I am sending you a brief note about our services and also attached a PowerPoint deck for your reference: We are working with over 600 organizations across 27 different industry verticals with 80+ Fortune 500 companies, managing millions of certificates annually. Our services help in achieving a comprehensive compliance status for every certificate of insurance that a business requires. We have a team of certified risk professionals & consultants who are helping organizations minimize their 3rd party risk & exposure for over 25 years, while also automating their insurance compliance process, leading to minimal claims & administrative costs. Our platform is also capable of tracking over 40 different types of documents like OSHA forms, W9'S, contracts etc. Looking forward! PS: Below is a copy of web enquiry you've posted. Thank you, Vik Vikas Y. Manager — Enterprise Solutions Ebix RCS, P&C and Consulting Ebix, Inc. Direct +1404.901.0065 Email vikas.yadav@ebix.com I Skype vikashyadav3 Connect with me on Linkedln EBix SOLUTIONS Contact Information RCS Organization City of La Quinta Name Email Phone Laurie Imcciinley@Iaquintaca.gov7607777123 McGinley 3 Products Interested Full Service Certificate Tracking How did you hear about RCS? Others Comment We have between 250-300 Assignments that we would like full service certificate tracking for. Let me know if you need any additional information. Thank you! Request For : Request Scope and Pricing Proposal The information contained in this message may be CONFIDENTIAL and is for the intended addressee only. Any unauthorized use, dissemination of the information, or copying of this message is prohibited. If you are not the intended addressee, please notify the sender immediately and delete this message. The information contained in this message may be CONFIDENTIAL and is for the intended addressee only. Any unauthorized use, dissemination of the information, or copying of this message is prohibited. If you are not the intended addressee, please notify the sender immediately and delete this message. 4