Belvoir_008_DigitizingRFP2026_comb (1).pdf

Auburn University Request for Proposal

Cultural Resources Library Digitizing Services at Fort Belvoir, VA

TABLE OF CONTENTS

Page Section I: Request for Proposal 2

Statement of Purpose 2 Scope of Work 2

1. General 2

1.1. Description of Services/Introduction 2

1.2. Background 2

1.3. Objectives 2

1.4. Location 2

1.5. Period of Performance 2

1.6. General Information 2

2. Government Furnished Items and Services 5

3. Service Provider Furnished Items and Responsibilities 5

4. Specific Tasks 5

4.1. Task 1. Project Management 5

4.2. Task 2. Library Digitizing/Document Capture 5

Section II: Instructions to Proposers 7 Section III: Form of Proposal 8 Section IV: Evaluation Criteria 9 ATTACHMENT A –Pricing Sheet 10

ATTACHMENT B – INSURRANCE ADDENDUM 11

Section I. Statement of Purpose

Auburn University (AU) is seeking to contract with a service provider capable of providing cultural resources library digitizing/document capture support services to the Environment and Natural Resources Division at Fort Belvoir, Virginia.

Scope of work

1. GENERAL: This is a non-personal services agreement to provide cultural resources library digitizing/document capture support services to the Environment and Natural Resources Division at Fort Belvoir, Virginia. The Government shall not exercise any supervision or control over the service provider performing the services herein. Such service providers shall be accountable solely to AU who, in turn, is responsible to the Government.

1.1. DESCRIPTION OF SERVICES/INTRODUCTION: The service provider shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform cultural resources support services, as defined in this Scope of Work (SOW), except for those items specified as government furnished property and services.

1.2. BACKGROUND: Support is necessary to assist Fort Belvoir’s Environment and Natural Resources Division in scanning, digitizing, and organizing the cultural resources library. Digitizing the library is expected to assist in management of cultural resources assets. The service provider shall perform to the standards in this RFP.

1.3. OBJECTIVES: The basic service objective includes the following:

• Cultural resources library digitization.

1.4. LOCATION: The project shall take place at the service provider’s facility and Fort Belvoir, Virginia.

1.5. PERIOD OF PERFORMANCE: From 15 September 2026 to 29 January 2027

1.6. GENERAL INFORMATION

1.6.1. Quality Control: Quality Control is the responsibility of the service provider. The service provider is responsible for the delivery of quality services/supplies to AU and the Government.

1.6.1.1. Quality Control Program: AU and the Government are committed to a highly interactive relationship between quality control by the service provider, and quality assurance by AU and the government recipient of services. This relationship shall be achieved through an effective Prevention Based Quality Control Program dedicated to ensuring the best possible products and services to end users. The service provider shall provide their final written Quality Control Plan (QCP) to Auburn within 10 days of Period of Performance start date.

1.6.1.2. Quality Assurance: AU and the Government will continually evaluate the service provider’s performance under this RFP. If the quality of the service and/or deliverables produced under this RFP fail to meet the expected standards, the service provider will be notified and given 5 calendar days to provide a satisfactory service/deliverable. Chronic failure to meet expectations could result in cancellation of the contract.

1.6.2. Recognized Federal Holidays: The service provider shall not be required to perform services on recognized federal holidays. The recognized federal holidays include:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day

Independence Day Christmas Day Juneteenth

1.6.3. Hours of Operation: The service provider shall be responsible for conducting business between the hours of 6 a.m. to 6 p.m. Monday through Sunday, except federal holidays or when the government facility is closed due to local or national emergencies, administrative closings or similar government directed facility closings. Any exceptions to this schedule must have prior approval from the Technical Representative (TR).

1.6.4. Place of Performance: The work to be performed under this contract will be accomplished primarily at the service provider’s facility, with minor work occurring at Fort Belvoir, Virginia. Fort Belvoir is a closed installation with access restrictions. All vehicles and personnel are subject to search and seizure of contraband and/or unauthorized Government property. Service provider vehicles, personnel, and their personal property may be subject to searches upon entering or leaving the Installation. Service provider should be aware that force protection awareness requirements and installation closure exercises are increasing, and installation access is restrictive.

1.6.5. Automated Installation Entry (AIE): Service provider shall gain access to Fort Belvoir through the Posts Automated Installation Entry (AIE) Badge system. To register and receive an AIE access control badge, service provider must complete and submit the Directorate of Emergency Services (DES) Form 118 to the TR. Once submitted a NCIC (National Crime Information Center) Level III background check will be completed on each employee requesting access. No employees with prior felonies or three misdemeanors, excluding routine traffic violations, within the past five years will be granted access to Fort Belvoir. All service providers personnel shall be U.S. citizens and legal to work in the United States.

1.6.6. General: All work shall be performed in accordance with current, applicable environmental policies and guidance for federal facilities, Department of the Army regulations, applicable Executive Orders, as well as federal state and local laws/regulations and guidelines.

1.6.7. Post Award Conference/Periodic Progress Meetings: The service provider shall attend any post award conference convened by AU and the Government technical representative (TR). The TR will apprise them of how the Government views their performance and service provider will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.8. Key Personnel:

1.6.8.1. The follow is considered key personnel by AU and the Government: The service provider shall provide a Program Manager (PM) who shall be responsible for the performance of the work under this contract. The name of this person who shall act for service provider when the PM is absent, shall be designated in writing to AU in the proposal. The PM shall have full authority to act for the service provider on all matters relating to daily operation of this contract. The PM shall be available between the hours of 7:30 AM to 4:30 PM, Monday through Friday, except federal holidays or when the government facility is closed for administrative reasons.

1.6.8.2. Qualifications for all Key Personnel

1.6.8.2.1. Program Manager (PM): The PM must be able to communicate effectively both orally and in writing in English. The PM shall be able to work and make task-related decisions as necessary. The PM must have a degree in Archeology, Historic Architecture, or similar. The PM must have a minimum of 5 years of experience working in the relevant discipline, with a minimum of 3 years working to support Department of Defense with cultural resource support (directly applicable experience).

1.6.9. Service Provider Personnel:

1.6.9.1. Identification of Service Provider Personnel: All service provider personnel attending meetings, answering government telephones, and working in other situations where their status is not obvious to third parties, are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by service provider are suitably marked as service provider products or that service provider participation is appropriately disclosed.

1.6.9.2. The service provider personnel performing work under this contract shall be U.S. citizens.

1.6.9.3. The service provider shall not use, possess, distribute, sell, or be under the influence of illegal drugs, controlled substances, or alcohol, while performing duties under this Agreement.

1.6.9.4. The service provider personnel performing work under this contract shall be able to read, write, speak, and understand the English language to effectively carry out all contract requirements. They shall have a command of both the written and spoken English language to communicate in person properly clearly, and effectively or via electronic devices (telephone or Email) with co-workers, customers, and the public.

1.6.9.5. The service providers shall wear distinctive clothing bearing the company’s name or wear a badge, which contains the company’s name. The employee’s name shall be clearly always displayed while working. Service provider shall be responsible for the conduct and appearance of his/her employees while working.

1.6.9.6. Service Provider Personnel Appearance and Performance: It is essential that all service provider personnel meet the highest standards of professionalism and personal integrity. The service provider shall ensure their personnel do not perform work under the influence of alcohol, illegal prescribed drugs, or any other incapacitating agents. Service provider personnel shall be neatly groomed and dressed in functional attire proper for tasks listed in Part 5.

1.6.10. Data Rights: The Government has unlimited rights to all documents/materials produced under this agreement. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold or used by the service provider without written permission from the Intergovernmental Support Agreement (IGSA) manager (IGSA-M). All material supplied to the Government shall be the sole property of the Government and may not be used for any other purpose.

1.6.11. Security Requirements and Training: It is the service providers responsibility to obtain security clearances for employees working on Federal Installations. The Government is not responsible for work delays or additional costs associated with the service provider’s failure to obtain clearances for their employees.

1.6.11.1. AT Level I Training: All service provider employees, including subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days of period of performance start date. The service provider shall submit certificates of completion for each affected contractor employee and subcontractor employee, to AU and the TR (certificates should be included in first progress report). AT level I awareness training is available at the following website:

http://jko.jten.mil

1.6.11.2. iWATCH Training: The service provider shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the TR.

This training shall be completed within 30 calendar days of period of performance start date and within 30 calendar days of new employees commencing performance with the results reported to the TR before sponsor passes are requested. iWATCH training is available at the following website:

http://jko.jten.mil/ https://www.mepcom.army.mil/Home/Contractors/

2. GOVERNMENT FURNISHED ITEMS AND SERVICES:

2.1. GENERAL: The Government will furnish all existing documents to be digitized.

3. SERVICE PROVIDER FURNISHED ITEMS AND RESPONSIBILITIES:

3.1. GENERAL: Service provider shall furnish all supplies, equipment, facilities, and services required to perform work under this SOW that are not listed under Section 2 of this SOW.

4. SPECIFIC TASKS:

4.1. TASK 1: PROJECT MANAGEMENT

4.1.1. Kick-off Meeting: within 20 workdays of the period of performance start date a virtual kick-off meeting will be scheduled by AU and the Government. The service provider PM (at minimum) shall attend. At the kick-off meeting the following topics will be discussed: schedule of work, quality control processes, installation access, and communication pathways. The service provider shall provide a comprehensive set of meeting minutes following the meeting to AU and the TR.

4.1.2. Project Planning: within 30 workdays of the period of performance start date the service provider shall submit to AU and the Government a list of project milestones and projected date of completion for each milestone (in the form of a Gantt Chart or a Work Breakdown Structure). The service provider shall identify the internal methods that will be used for schedule control.

4.1.3. Monthly Project Report and Invoicing: By the 10th calendar day of each month, the service provider shall submit a progress report to AU describing the progress made on each of the specific tasks. Invoices shall cover the same reporting period as monthly progress reports. The monthly report will be used for evaluating SOW progress and as a basis for problem solving. Each report will include project status, performance metrics, cost-for-period covered, cost-to-date, percent complete, projected milestone completion dates, number of employees assigned to SOW, employee changes (new hires or employees reassigned from SOW). The progress report shall also include a cost breakdown by task and subtask in relation to percentage complete as well as a summary of labor hours/expenses. The section on project status shall contain at a minimum brief discussion of the following:

• Project name

• TO number

• Progress made during this reporting period

• Problem areas/recommended solutions/outstanding issues

• Current activities (include subcontractor activities if applicable)

• Anticipated activities for next reporting period

• Deliverables submitted

• Schedule update

• Meetings/conference calls held.

4.2. TASK 2: LIBRARY DIGITIZING/ DOCUMENT CAPTURE: Fort Belvoir Cultural Resource Program maintains a collection of legacy hard-copy reports occupying 43-linear-feet of shelves (Figures 1 and 2). These materials require digitization to improve access, reduce physical storage needs, and preserve long-term record integrity. Service Provider shall:

4.2.1. Arrange for document preparation and shipping to service provider facility.

4.2.2. Develop an inventory log identifying report titles, dates, formats, and special handling needs.

4.2.3. Prepare documents for scanning including but not limited to removing bindings and staples, perform minor repairs to enable scanning, and verify and maintain order of the documents for re-binding after scanning. Report damaged, fragile, or oversized materials to AU and TR.

4.2.4. Scan all documents at a minimum of 300 dpi (600 dpi for technical figures, charts, or maps) in PDF format.

4.2.5. Apply standardized file naming convention per the TR, assign metadata fields including, but not limited to:

title, date, author, subject, and record category, and organize digital files into a government approved folder hierarchy.

4.2.6. Implement 100% inspection for clarity, completeness, file naming accuracy, and OCR functionality. Re-scan deficient pages or documents as required. Maintain a quality control log and provide it to the TR upon request

4.2.7. Deliver digital files via encrypted external media, secure Government-approved network transfer, or SharePoint environment. Provide a final cross-referenced inventory aligning physical documents to digital files.

Return physical documents to the Fort Belvoir Environmental library in original order.

4.2.8. All documents must be taken off-site for scanning. The service provider facility shall be secure, and the service provider shall describe the protocol it will use to ensure that no documents are lost or damaged.

4.2.9. The service provider shall use protocols to ensure digital security. The service provider shall describe the protocol(s) in the proposal.

Fig. 1. Photo of the cultural resources library at Fort Belvoir, VA.

Fig. 2. Photo of a portion of the cultural resources library at Fort Belvoir, VA.

*Auburn reserves the right to adjust the SOW and re-approach proposers after the official proposals are submitted. Specifically, Auburn may elect to remove certain tasks or adjust the requested quantity of each task. The final list of tasks and quantity of each task will be determined after the initial proposals are submitted and before the issuance of a Purchase Order Agreement.

Section II. Instructions to Proposers

Proposal Response

• Proposals should be submitted to the Procurement & Business Services Sourcing Event Portal on or before the time and date set for closing.

• Pursuant to the provisions of the State of Alabama Competitive Bid Law rules and regulations adopted there under, sealed bids will be received on the items noted herein by Procurement and Business Services of Auburn University, until the date and time stated.

• All bids are to be “F.O.B. Destination – Freight Prepaid and Allowed.”

• Alabama law (Section 41-4-116, code of Alabama 1975) provides that every bid submitted and contract executed shall contain a certification that the vendor, contractor, and all of its affiliates that make sales for delivery into Alabama or leases for use in Alabama are registered, collecting, and remitting Alabama state and local sales, use, and/or lease tax on all taxable sales and leases into Alabama. BY SUBMITTING THIS BID, THE BIDDER IS

HEREBY CERTIFYING THAT THEY ARE IN FULL COMPLIANCE WITH ACT NO.

2006-557, they are not barred from bidding or entering into a contract pursuant to 41-4-116, and acknowledges that the awarding authority may declare the contract void if the certification is false. Bidder certifies that neither it, nor any of its employees who will provide or perform services under this contract have been debarred, suspended or declared ineligible as defined in the Federal Acquisition Regulation (FAR 48 C.F.R. Ch. 1 Subpart 9.4). Bidder will immediately notify the University if the Bidder or any of its employees who will provide or perform services under this contract is placed on the Consolidated List of Debarred, Suspended, and Ineligible Bidders.

• AU reserves the right to award in whole or in part, by line item, or make multiple awards, where such action serves Auburn University’s best interest.

• Proposers may withdraw proposals at any time prior to the time and date set for opening.

• The University reserves the sole and exclusive right to reject or accept any or all proposals and to waive any informality in proposal. The best interest of the University and their subsequent facilities shall be considered as the number one determining factor in selecting or not selecting a Proposer.

• No department, school, or office at the University has the authority to solicit official proposals other than Procurement and Business Services. All solicitation is performed under the direct supervision of the Director of Procurement and Business Services and incomplete accordance with the University policies and procedures.

• The University reserves the right to conduct discussions with proposers, and to accept revisions of proposals, and to negotiate price changes. The University will make reasonable efforts to protect proprietary information but all records are subject to State of Alabama open records laws.

• Proposers submitting proposals which meet the selection criteria and which are deemed to be the most advantageous to the University may be requested to give an oral presentation to a selection committee. Procurement and Business Services will schedule the presentations.

• The University is committed to the development of Small Business and Small Disadvantaged business (SB & SDB) suppliers. If subcontracting is necessary, the contractor will make every effort to use SB & SDB in the performance of this contract. Reporting will be required throughout the duration of the contract indicating the extent of SB & SDB participation.

• The Suppliers shall indemnify, defend, and hold harmless the University, its officers, agents, and employees from any claims, damages, and actions of any kind or nature arising from or caused by the use of any materials, goods, equipment, or services furnished by the Supplier, provided that such liability does not attribute to the sole negligence of the University.

• The successful supplier will have to attest to the following: By signing this contract, the contracting parties affirm, for the duration of the agreement, that they will not violate federal immigration law or knowingly employ, hire for employment, or continue to employ an unauthorized alien within the state of Alabama, Furthermore, a contracting party found to be in violation of this provision shall be deemed in breach of the agreement and shall be responsible for all damages resulting therefrom.”

• Read and comply with all instructions, specifications, General Terms and Conditions, and Bid Conditions.

Section III. Form of Proposal

Proposal Format

• Proposal should be submitted in MS Word® and/or Adobe PDF® formatting only.

o If there is any information or required submittals, which due to size limitations cannot be incorporated following the preferred formatting, please note for the evaluator where the information can be found in response.

Paginated Format

• Cover Letter o The proposer shall provide a cover letter describing a brief history of the Proposer and its organization. The letter will list the Principal or Officer of the organization who will be the University’s primary point of contact for clarifications or during negotiations.

• RFP Response o Describe, in detail, how the proposer plans to successfully complete the tasks listed in section 4 and address the University’s requirements.

o List and provide an explanation for any conditions of the Scope of Work which the proposer is unable or unwilling to complete.

o Highlight the company’s expertise o Names and qualifications of key personnel.

• Pricing o Official Bid Price Sheet (See Attachment A)

• Experience o A listing of other projects/customers similar in size and scope to the services described in the RFP. This list must include the name of the customer and the name, telephone number, and email address of an appropriate contact for each customer. Focus should be placed on projects that include archiving cultural resources data and information.

Successful completion of projects of similar size and scope supporting

Department of Army installations will be considered most applicable experience.

Successful completion of projects of similar size and scope supporting Department of Defense other than Department of Army installations will be considered second most applicable experience.

Successful completion of projects of similar size and scope supporting federal government departments outside the Department of Defense will be considered third most applicable experience.

Successful completion of projects of similar size and scope supporting state and local governments will be considered fourth most applicable experience.

Successful completion of projects of similar size and scope supporting private entities will be considered fifth most applicable experience.

Section IV. Evaluation Criteria

• In awarding the contract, the University may take into consideration the skill, facilities, capacity, experience, ability, responsibility, previous work, reputation, financial standing of the bidder or respondents, and the amount of other work being carried on by the bidder. The inability of any bidder to meet the requirements mentioned above may be cause for rejection of proposal.

• Selection shall be made in the best interest of the University. An Agreement will be awarded to the successful respondent who, in the opinion of the University, has best demonstrated competence and qualification for the type of services required at fair and reasonable prices/compensation and whose proposal is deemed to be in the best interest of the University.

• Where contract negotiations with a respondent do not proceed to an executed contract within a time deemed reasonable by the University (for whatever reasons), the University may reconsider the proposals of other respondents and, if appropriate, enter into contract negotiations with one or more of the other respondents. Proposals shall remain valid and current for the period of 90 days after the closing date and time for submission of proposals.

• The respondent and University agree that time is of the essence in all respects concerning the award of contract and performance hereunder.

• Individuals from the Auburn University College of Forestry, Wildlife and Environment will form the evaluation committee for this RFP. The University shall determine the award after evaluating each response on the following points.

1. Pricing – 50%

• Supplier having the lowest overall cost in dollars.

• Attachments A must be completed and submitted with proposal to be considered eligible.

2. History and Past Performance of the Company – 50%

• Relevant experience

• Demonstration of the selected supplier’s prior successful experience with the specified activities

• References

• Names and Qualifications of key personnel

Attachment A – Pricing Sheet

Proposer pricing is requested for the items below. The services to be provided for each item are defined in the Scope of Work of this RFP. PLEASE INCLUDE A NARRATIVE

EXPLANATION OF THE COSTS AND HOW THEY WERE CALCULATED

ACCOMPANYING THIS SHEET.

Cultural Support Services- Fort Belvoir, VA Rates

Task 1.

Project

Management

Task 2. Library Digitizing/ Document

Capture

Positions

Rate Unit Hrs

Dollars Hrs Dollars

/ hr

/ hr

/ hr

/ hr

/ hr

TRAVEL COSTS

Rate / Unit Qty

Dollars Qty Dollars

Mileage / mile

Lodging

Per Diem

MATERIALS, SUPPLIES

SUBCONTRACTORS

TOTAL SUBCONTRACTORS

TOTAL LABOR COSTS

TOTAL TRAVEL COSTS

TOTAL COST OF TASK

ATTACHMENT B – Auburn University Insurance Addendum

Within forty-eight (48) hours after bid or PO is submitted to the supplier, the apparent low bidder must submit an approved Insurance Certificate to the Owner. The Contractor shall procure at its own expense and maintain without interruption during the entire term of this contract, insurance of the kinds and limits listed hereunder. Insurance Services Office, Inc. (ISO), or industry equivalent, Certificates of Insurance, and Additional Insured Endorsements issued by the contractor’s insurance carrier shall be furnished to Auburn University before beginning work and shall include the following additional insured endorsement:

"Auburn University, its Board of Trustees (individually and collectively), Administrators, Faculty, Designer of Record, Alabama Department of Finance, Division of Construction Management (DCM), Staff, Employees, and Agents are named as additional insureds in respect to General, Umbrella, and Automobile Liability.

All contractors and subcontractors must include United States Army as an additional insured party.

Coverage afford the Additional Insureds is Primary and Non-Contributory except for Employer's Liability and contain no exclusions of the additional Insureds relative to job accidents. Policies are endorsed to include a Waiver of Subrogation in favor of Auburn University. Thirty (30) days notice of cancellation applies (ten (10) days notice for non-payment of premium) in favor of Additional Insured."

The insurance coverages required under this contract are minimum insurance limits required and are not intended to limit the responsibility or liability of the Contractor. If any subcontractors are used to fulfill this contract, they, or the General Contractor on their behalf, shall carry the same coverages and limits of insurance outlined herein. It shall be the Contractor’s responsibility to ensure compliance of this requirement.

a. Workers’ Compensation and Employer’s Liability Insurance:

i. Workers’ Compensation insurance shall be written in accordance with statutory coverage required by the State of Alabama. A self-insurer must provide a certificate issued by the Alabama Department of Industrial Relations stating the contractor is qualified to pay its worker’s compensation claims.

ii. Employer’s Liability Insurance shall be written with minimum limits of:

1. Bodily Injury by Accident $1,000,000 each accident

2. Bodily Injury by Disease $1,000,000 each employee

b. Commercial General Liability Insurance:

i. $1,000,000 each accident

ii. $1,000,000 each employee

iii. Commercial General Liability Insurance shall be written on an occurrence form and shall provide at minimum the following limits:

1. Each Occurrence $1,000,000

2. General Aggregate $2,000,000

3. Products-Completed Operations Aggregate $2,000,000

4. Contractual Liability $1,000,000

5. Personal & Advertising Liability $1,000,000

6. Damage to Rented Premises $100,000

iv. Policy must cover all activities to be performed by the Contractor, including explosion, collapse, excavation, and underground work.

v. Policy shall be endorsed to be Primary and Non-Contributory to any insurance held by Auburn University.

c. Commercial Automobile Liability Insurance:

i. Commercial Automobile Liability Insurance shall be written to include coverage for bodily injury and property damage arising from ownership, maintenance or use of all owned, non-owned, leased, hired automobiles.

ii. Automobile Liability Insurance shall be written with minimum limits of:

1. Combined Single Limit $1,000,000

d. Commercial Umbrella/Excess Liability Insurance:

i. The Commercial General Liability and Commercial Automobile Liability limits specify above may be satisfied though a combination or primary and umbrella/excess liability policies written on a follow form.

e. Environmental Liability Insurance:

i. Environmental Liability Insurance will be provided IF the contractor will be handling hazardous or toxic products. Contractors’ needing this coverage including, but is not limited to, transportation or disposal of explosives, nuclear materials, polychlorinated biphenyl (PCB) materials, pesticides, fungicides, and oil; installation or removal of underground and above-ground storage tanks; asbestos abatement; and lead abatement.

ii. Environmental Liability Insurance shall provide Contractors Environmental Impairment Liability/Pollution Legal Liability shall be written with minimum limits of:

1. Each Claim $1,000,000

2. Annual Aggregate $2,000,000

iii. Claims made policies must include a three-year reporting period or coverage must be provided for up to two (2) years after the completion of a project.

f. Professional Liability Insurance:

i. Professional Liability/Errors and Omissions Liability will be required if the contractor is acting as a licensed professional while performing a service for Auburn University. Licensed professionals include but are not limited to Architects and Engineers.

ii. Professional Liability/Errors and Omissions Liability Insurance shall be written with minimum limits of:

1. Each Claim $1,000,000

2. Annual Aggregate $3,000,000

iii. Claims made policies must include a three-year reporting period or coverage must be provided for up to two (2) years after the completion of project.

g. Policy Providers:

i. All insurance coverage shall be issued by an insurer licensed as an admitted insurer or authorized by the Alabama Insurance Commissioner of Insurance as a surplus line’s insurer. The Insurance Company must have a minimum of current A.M. Best’s rating of A-, Class V.

h. Notification Endorsement:

i. Each policy shall be endorsed to provide that the insurance company agrees that the policy shall not be canceled, materially changed, allowed to lapse, or allowed to expire until Auburn University has received thirty (30) days of written notice. Renewal certificated shall be sent to Auburn University within five (5) days following the renewal or any expiration date of coverage.

i. Deductibles:

i. A contractor may elect to secure an insurance program with a deductible or self-insured retention (SIR) of up to $25,000 without prior approval from the University. Any deductible or SIR larger than $25,000 must be approved by the University. Contractor may be required to furnish audited financial statements to determine the contractor’s financial ability to absorb the obligation of a deductible or SIR without material impact on the solvency of the contractor.

j. Waiver of Subrogation:

i. Auburn University requires that all policies of insurance for liability related to this agreement be on a primary and noncontributory basis as respects any other insurance and/or self-insurance carried by the University. In all instances, any commercial insurance and/or self-insurance maintained by Auburn University shall be excess. Unless precluded by law, a waiver of subrogation in favor of Auburn University shall be included on all insurance policies maintained by Contractor.

k. Impairment of Liability:

i. In the events the insurance program required by Auburn University were to have any pending claim(s), which may limit or exhaust any aggregate limits by more than 20%, Auburn University shall be notified within thirty (30) days. Auburn University may require additional insurance or reinstatement of the limits of liability as necessary to protect the financial interest of the University.

l. Duty to Provide Copies of Insurance Policies:

i. Auburn University shall be entitled, upon request and without expense, to receive copies of policies and endorsements thereto and may make any reasonable requests for deletion or revision or modification or particular policy terms, conditions, limitations, or exclusions except where policy provisions are established by law or regulations binding upon either of the parties or to underwrite such policies.

m. Notice of Incident:

i. Contractor shall inform Auburn University Risk Management and Safety of all incidents and/or accidents that occur on Auburn University premises or that might otherwise give rise to a claim against Auburn University and shall be responsible for providing appropriate written notification. Such notification shall be provided as soon as reasonably possible but will not exceed twenty-four (24) hours after Contractor is aware of the incident/accident.

n. Indemnity Provisions:

i. To the fullest extent permitted by law, the Contractor shall defend, indemnify, and hold harmless Auburn University, its Board of Trustees, Faculty, Staff, and Agents from and against any and all claims, damages, losses and expenses, including but not limited to attorneys’ fees, arising out of, related to, or resulting from performance of services under this contract, regardless of whether such claim, damage, loss or expense is caused in part, or is alleged but not legally established to have been caused in whole or in part by the negligence or other fault of a party indemnified hereunder.

The supplier agrees to the insurance requirements and will submit with the required backup to the department within 48 hours of the Purchase Order being issued. The department will keep these on file and upload the required backup in the PO comments for backup.

Supplier Name

Supplier Contact

Signature

Date

Attachment A – Pricing Sheet

Insurance Addendum_2_9_26_Env.Liability_NOTrequired.pdf