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Doing Business with the County
Professional Services - Submittals
Purchasing Laws and Rules
Intent to Purchase from a Single Source
Purchasing Laws and Rules
Purchasing Laws and Rules for Doing Business with the County
A. - Scope of Insurance
The Contractor shall procure and maintain the following described insurance, except for coverages specifically waived by the County, on policies and with insurers with an
A. M. Best Company
rating of at least A- VII, for any or all claims which may arise out of, or result from, the services, work and operations carried out pursuant to and under the requirements of the Contract Documents, whether such services, work and operations be by the Contractor, its employees, or by subcontractor(s), or anyone employed by or under the supervision of any of them, or for whose acts any of them may be legally liable.
The Contractor shall require, and shall be responsible for assuring throughout the time the Agreement is in effect, that any and all of its subcontractors obtain and maintain until the completion of that subcontractor’s work, such of the insurance coverages described herein as are required by law to be provided on behalf of their employees and others.
The required insurance shall be obtained and written for not less than the limits of liability specified hereinafter, or as required by law, whichever is greater.
These insurance requirements shall not limit the liability of the Contractor. The County does not represent these types or amounts of insurance to be sufficient or adequate to protect the Contractor’s interests or liabilities, but are merely minimums.
Except for workers compensation and professional liability, the Contractor’s insurance policies shall be endorsed to name Escambia County as an additional insured to the extent of its interests arising from this agreement, contract or lease.
The Contractor waives its right of recovery against the County, to the extent permitted by its insurance policies.
The Contractor’s deductibles/self-insured retentions shall be disclosed to the County and may be disapproved by the County. They shall be reduced or eliminated at the option of the County. The Contractor is responsible for the amount of any deductible or self-insured retention.
Insurance required of the Contractor or any other insurance of the Contractor shall be considered primary, and insurance of the County, if any, shall be considered excess, as may be applicable to claims obligations which arise out of this agreement, contract or lease.
B. - Workers Compensation Coverage
The Contractor shall purchase and maintain workers compensation insurance for all workers compensation obligations imposed by state law and with employers liability limits of at least $100,000 each accident and $100,000 each employee/$500,000 policy limit for disease, or a valid certificate of exemption issued by the state of Florida, or an affidavit in accordance with section 440.02(13)(d) and 440.10(1)(g) Florida Statutes.
Contractor shall also purchase any other coverages required by law for the benefit of employees.
C. - General, Automobile And Excess Or Umbrella Liability Coverage
The Contractor shall purchase and maintain coverage on forms no more restrictive than the latest editions of the Commercial General Liability and Business Auto policies of the Insurance Services Office.
Minimum limits of $1,000,000 per occurrence for all liability must be provided, with excess or umbrella insurance making up the difference, if any, between the policy limits of underlying policies (including employers liability required in the Workers Compensation Coverage section) and the total amount of coverage required.
D. - General Liability Coverage: Occurrence Form Required
Coverage A shall include bodily injury and property damage liability for premises, operations, products and completed operations, independent contractors, contractual liability covering this agreement, contract or lease, broad form property damage coverages, and property damage resulting from explosion, collapse or underground (x,c,u) exposures.
Coverage B shall include personal injury.
Coverage C, medical payments, is not required.
The Contractor is required to continue to purchase products and completed operations coverage, at least to satisfy this agreement, contract or lease, for a minimum of three years beyond the County’s acceptance of renovation or construction projects.
E. - Business Auto Liability Coverage
Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee Non-ownership use. In the event Scheduled Auto coverage is selected, a schedule of covered Autos must accompany the Certificate of Insurance to receive approval.
F. - Excess Or Umbrella Liability Coverage
If required to meet underlying policy limit requirements, Umbrella Liability insurance is preferred, but an Excess Liability equivalent may be allowed. Whichever type of coverage is provided, it shall not be more restrictive than the underlying insurance policy coverages. Umbrella coverage shall drop down to provide coverage where the underlying limits are exhausted.
G. - Evidence/Certificates Of Insurance
insurance shall be documented in Certificates of Insurance. If and when required by the County, Certificates of Insurance shall be accompanied by documentation that is acceptable to the County establishing that the insurance agent and/or agency issuing the Certificate of Insurance has been duly authorized, in writing, to do so by and on behalf of each insurance company underwriting the insurance coverage(s) indicated on each Certificate of Insurance.
New Certificates of Insurance are to be provided to the County at least 30 days prior to coverage renewals. Failure of the Contractor to provide the County with such renewal certificates may be considered justification for the County to terminate this agreement, contract or lease.
Certificates should contain the following additional information:
for Workers Compensation and Professional Liability, Indicate that Escambia County
is endorsed as an additional insured on the Contractor’s Insurance policies.
Include a reference to the project and the Office of Purchasing number.
Disclose any self-insured retentions in excess of $1,000.
Designate Escambia County as the certificate holder as follows:
Attention: ________________________, Purchasing Coordinator
Office of Purchasing
P.O. Box 1591 Pensacola, FL 32591-1591
Fax (850) 595-4805
Indicate that the County shall be notified at least 30 days in advance of cancellation.
of certificates or other documentation of insurance or policies or copies of policies by the County, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Contractor’s obligation to fulfill the insurance requirements herein.
If requested by the County, the Contractor shall furnish complete copies of the Contractor’s insurance policies, forms and endorsements, and/or such additional information with respect to its insurance as may be requested.
Commercial General Liability coverage the Contractor shall, at the option of the County, provide an indication of the amount of claims payments or reserves chargeable to the aggregate amount of liability coverage.
H. - Endorsements/Additional Insurance
If starred below, the County requires the following endorsements or additional types of insurance.
Termination/Adverse Change Endorsement
All of Contractor's policies, except for professional liability and workers compensation insurance, are to be endorsed, and the Contractor's Certificate(s) of Insurance shall state, that the County shall be notified at least 30 days in advance of cancellation, nonrenewal or adverse change.
Property Coverage For Leases
The Contractor shall procure and maintain for the life of the lease, all risk/special perils (including sinkhole) property insurance (or its equivalent) to cover loss resulting from damage to or destruction of the building and personal property/contents. The policy shall cover 100% replacement cost, and shall include an agreed value endorsement to waive coinsurance. Coverage shall also include continued full payment of rents to the County for up to one year after damage or destruction of the property.
Commercial General Liability Coverage Project Aggregate
Because the Commercial General Liability form of coverage includes an annual aggregate limitation on the amount of insurance provided, a separate project aggregate limit of $________ is required by the County for this agreement or contract.
In anticipation of alcohol being served, the Contractor shall provide evidence of coverage for liquor liability in an amount equal to the general/umbrella/excess liability coverage. If the general liability insurance covers liquor liability (e.g. host or other coverage), the Contractor's agent or insurer should provide written documentation to confirm that coverage already applies to this agreement, contract or lease. If needed coverage is not included in the general/umbrella/excess liability policy(ies), the policy(ies) must be endorsed to extend coverage for liquor liability, or a separate policy must be purchased to provide liquor liability coverage in the amount required.
Owners Protective Liability Coverage
For renovation or construction contracts the Contractor shall provide for the County an owners protective liability insurance policy (preferably through the Contractor’s insurer) in the name of the County. This is redundant coverage if the County is named as an additional insured in the Contractor’s Commercial General Liability insurance policy. However, this separate policy may be the only source of coverage if the Contractor’s liability coverage limit is used up by other claims.
Builders Risk Coverage
Builders Risk insurance is to be purchased to cover subject property for all risks of loss, subject to a waiver of coinsurance, and covering off-site storage, transit and installation risks as indicated in the Installation Floater and Motor Truck Cargo insurance described hereafter, if such coverages are not separately provided.
The Builders Risk insurance is to be endorsed to cover the interests of all parties, including the County and all contractors and subcontractors. The insurance is to be endorsed to grant permission to occupy.
Installation Floater Coverage
Installation Floater insurance is to be purchased when Builder’s Risk insurance is inappropriate, or when Builder’s Risk insurance will not respond, to cover damage or destruction to renovations, repairs or equipment being installed or otherwise being handled or stored by the Contractor, including off-site storage, transit and installation. The amount of coverage should be adequate to provide full replacement value of the property, repairs, additions or equipment being installed, otherwise being handled or stored on or off premises. All risks coverage is preferred.
Motor Truck Cargo Coverage
If the Installation Floater insurance does not provide transportation coverage, separate Motor Truck Cargo or Transportation insurance is to be provided for materials or equipment transported in the Contractor’s or other vehicles from place of receipt to building sites or other storage sites. All risks coverage is preferred.
Contractor’s Equipment Coverage
Contractor’s Equipment insurance is to be purchased to cover loss of equipment and machinery utilized in the performance of work by the Contractor. All risks coverage is preferred.
Fidelity/Dishonesty Coverage - for Employer
Fidelity/Dishonesty insurance is to be purchased to cover dishonest acts of the Contractor’s employees, including but not limited to theft of vehicles, materials, supplies, equipment, tools, etc., especially property necessary to work performed.
Fidelity/Dishonesty/Liability Coverage - for County
Fidelity/Dishonesty/Liability insurance is to be purchased or extended to cover dishonest acts of the Contractor’s employees resulting in loss to the County.
Watercraft Liability Coverage
Because the Contractor’s provision of services involves utilization of watercraft, watercraft liability coverage must be provided to include bodily injury and property damage arising out of ownership, maintenance or use of any watercraft, including owned, nonowned and hired.
Coverage may be provided in the form of an endorsement to the general liability policy, or in the form of a separate policy covering Watercraft Liability or Protection and Indemnity.
United States Longshoremen and Harborworkers Act Coverage
The Workers Compensation policy is to be endorsed to include United States Longshoremen and Harborworkers Act Coverage for exposures which may arise from this agreement or contract.
Jones Act Coverage
The Workers Compensation policy is to be endorsed to include Jones Act Coverage for exposures which may arise from this agreement or contract.
Aircraft Liability Coverage
Because the Contractor’s provision of services involves utilization of aircraft, aircraft liability coverage must be provided to include bodily injury and property damage arising out of ownership, maintenance or use of any aircraft, including owned, nonowned and hired.
The minimum limits of coverage shall be $__,000,000 per occurrence, Combined Single Limit for Bodily Injury (including passenger liability) and Property Damage.
Pollution/Environmental Impairment Liability Coverage
Pollution/environmental impairment liability insurance is to be purchased to cover pollution and/or environmental impairment which may arise from this agreement or contract.
Professional Liability/Malpractice/Errors or Omissions Insurance
The Contractor shall purchase and maintain professional liability or malpractice or errors or omissions insurance with minimum limits of $ ,000,000 per occurrence.
If a claims made form of coverage is provided, the retroactive date of coverage shall be no later than the inception date of claims made coverage, unless the prior policy was extended indefinitely to cover prior acts.
Coverage shall be extended beyond the policy year either by a supplemental extended reporting period (ERP) of as great duration as available, and with no less coverage and with reinstated aggregate
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