Title
[Supplemental Contract] Approval of Supplemental Contract for Insurance Certificate Tracking and Compliance Services
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FileID
File ID: 2026-00009
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion authorizing the City Manager or designee to execute a Supplemental Contract with Exigis, LLC to increase the not-to-exceed (NTE) amount by $148,682 for an additional two-years of service for insurance certificate tracking and compliance services.
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Contact
Contact: Sharneel Kumar, Environmental Health and Safety Manager, (916) 808-5872, sckumar@cityofsacramento.org, Department of Human Resources
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Exigis, LLC, Supplemental Contract
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Description/Analysis
IssueDetail
Issue Detail: On January 1, 2023, the City executed Contract No. 2023-0002 with Exigis, LLC, to provide insurance certificate tracking and compliance services. Under this agreement, Exigis provides a data management system to track certificates of insurance and conducts professional, recurring communication campaigns with vendors and insurance brokers to obtain required insurance documentation, including renewals, and to resolve any identified deficiencies. These services support the Risk Management Division of the Human Resources Department in ensuring vendor compliance with the City’s contractual insurance requirements. To maintain continuity of these essential services and ensure ongoing compliance with insurance requirements, a Supplemental Agreement is proposed.
The initial contract term was for thirty-six (36) months, with provisions for annual renewals in twelve (12) month increments and fees escalating by 12% annually. The total cost for the initial term was $193,735, which included a software upgrade to RiskWorks 12 and applicable loyalty discounts. To extend services through December 31, 2027, an additional $148,682 is requested, increasing the total not-to-exceed amount to $342,417.
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PolicyConsiderations
Policy Considerations: Council approval is required to execute agreements for services if the amount to be expended under each such agreement is $250,000 or more. This recommendation is consistent with City Code section 3.56 and in accordance with Procurement Policy Number AP-4101 Section 1.1(b).
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EconomicImpacts
Economic Impacts: None.
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EnvironmentalConsiderations
Environmental Considerations:
California Environmental Quality Act (CEQA): This report contains administrative activities that will not have a significant effect on the environment and that do not constitute a “project” as defined by the California Environmental Quality Act (CEQA) Guidelines Sections 15061(b)(3) and 15378(b)(2).
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Sustainability
Sustainability: Not applicable.
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Commission/Committee Action
Commission/Committee Action: Not applicable.
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RationaleforRecommendation
Rationale for Recommendation: The continued use of Exigis, LLC, is recommended to ensure uninterrupted operation of the City’s insurance compliance and tracking system, which is critical for managing risk exposure and maintaining vendor compliance with contractual insurance requirements. Exigis has demonstrated reliable performance and provides a comprehensive, automated system that reduces administrative workload and supports timely collection and verification of insurance documentation. Renewing this agreement will allow the City to maintain system continuity and compliance efficiency without disruption to essential risk management processes.
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FinancialConsiderations
Financial Considerations: The additional not-to-exceed amount of $148,682 for the contract will be funded by the Human Resources Department’s General Fund annual operating budget.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): Not applicable.
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