Title
Human Resources Department, Risk Management Division, recommending the Board:
1) Make findings in accordance with Ordinance 3.13.030(B) that it is appropriate to contract with Evident for insurance certificate tracking under agreement 9815 because “specialty skills and qualifications not expressly identified in County classifications are involved in the performance of the work”;
2) Waive formal bid requirements in accordance with Procurement Policy C-17, Section 3.4(4), exemptions from competitive bidding, due to there being a competitively bid contract with another public agency available;
3) Approve the use of Public Risk Innovation Solutions & Management Master Service Agreement for Evident ID, Inc. Services third-party risk management solution;
4) Approve and authorize the Purchasing Agent to execute perpetual Agreement 9815 with Evident ID, Inc for insurance certificate collection and monitoring services, effective October 1, 2025, with an estimated three-year amount of $84,400; and
5) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 9815, contingent upon approval by County Counsel and Risk Management.
FUNDING: Risk Management - Risk Liability Fund.
Body
DISCUSSION / BACKGROUND
In accordance with Procurement Policy C-17, Section 2.4 Perpetual Agreements, departments must obtain authorization from the Board of Supervisors, initially, and on an annual basis, to utilize any contract that does not have a stated contract term and exceeds the Purchasing Agent authority. The Human Resources Department, Risk Management Division, recommends the Board approve perpetual contract 9815 with Evident which does not have a stated contract term.
Evident will establish and maintain all systems and programs necessary to maintain an accurate and up to date database of information concerning insurance information for the County’s vendors.
In January 2020, Agreement 4527 was established between the County and EBIX for insurance certificate tracking. This contract is being terminated effective October 31, 2025. The new contract with Evident will replace the EBIX contract. The new contract with Evident follows the terms set forth in the competitively bid MSA between Evident and PRISM. As a member of the PRISM Joint Powers Authority (JPA), El Dorado County will receive pricing negotiated by PRISM and extended to all JPA members.
The County anticipates spending $29,800 in the first year, and $27,300 in the second and third years. The first year cost includes a one-time onboarding fee of $2,500. The annual totals are estimated due to the as-needed nature of the services requested under this agreement.
ALTERNATIVES
The Board could choose to not approve the agreement. However, Evident is currently contracted with PRISM, the County’s Risk JPA. Without this agreement in place, the Risk Management Division would not be able to accurately track insurance certificates for the County and would need to find another vendor to provide these services.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for the agreement is included in the Risk Management Liability Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Joseph Carruesco, Director of Human Resources