County of El Dorado - File #: 23-0630

• File #: 23-0630
• Version: 2
• Type: Agenda Item
• Status: Approved
• File created: 3/17/2023
• In control: Board of Supervisors
• On agenda: 6/27/2023
• Final action: 6/27/2023
• Title: Human Resources Department, Risk Management Division, recommending the Board consider the following: 1) Approve and authorize the Board Chair to execute retroactive Amendment II to perpetual Agreement 4527 with Ebix for insurance certificate collection and monitoring services to recognize PRISM and amend the rates per Exhibit A of the Master Services Agreement between Ebix and PRISM, effective January 1, 2023, with an estimated annual amount of $15,200; and 2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 4527, excluding term extensions and increases to compensation, contingent upon approval by County Counsel and Risk Management. FUNDING: Risk Management - Risk Liability Fund.
• Related files: 12-1497, 19-1789, 22-0387

Date	Ver.	Action By	Action	Result
6/27/2023	2	Board of Supervisors	Approved	Pass

Title
Human Resources Department, Risk Management Division, recommending the Board consider the following:
1) Approve and authorize the Board Chair to execute retroactive Amendment II to perpetual Agreement 4527 with Ebix for insurance certificate collection and monitoring services to recognize PRISM and amend the rates per Exhibit A of the Master Services Agreement between Ebix and PRISM, effective January 1, 2023, with an estimated annual amount of $15,200; and
2) Authorize the Purchasing Agent to execute any necessary amendments relating to Agreement 4527, excluding term extensions and increases to compensation, 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, has a Board approved contract with Ebix (Agreement 4527) which does not have a stated contract term.

EBIX establishes and maintains 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. The contractual relationship between the County and Ebix allows for Ebix to invoice the County directly, removing the Excess Insurance Authority (EIA) from this process. Since El Dorado County is a member of the Joint Powers Authority (JPA), we receive the same pricing as offered the EIA. Agreement 4527 is a perpetual contract, however, we are obligated to the EIA for pricing. On February 14, 2023, Ebix provided the County with a new Master Services Agreement (MSA) re...