CONTRACT BIDDING DOCUMENTS

FOR

TOWN OF WEST HARTFORD

EMS BILLING SERVICES FOR THE WEST

HARTFORD FIRE DEPARTMENT

RFP# 270005

Bid Submission Due Date

October 15, 2026, at 2:00PM EST

INFORMATION

REQUEST FOR PROPOSAL

EMS BILLING SERVICES

For

WEST HARTFORD FIRE DEPARTMENT

Raymond Road

WEST HARTFORD, CT

All questions must be submitted in writing through the Town’s Bidding Portal, by October 8, 2026, by 4:00PM. Do not email questions to the Purchasing Office.

INVITATION TO BID

Electronic bids for EMS Billing Services for the West Hartford Fire Department BID # 270005 will be received electronically until 2:00PM on October 15, 2026.

In order to provide an electronic submission, you must be registered in our vendor database.

Please see the vendor registration instructions. Once registered, you will gain access to the bid and the bid documents. Please follow the prompts when submitting your price structures. Please reference EMS Billing Services for the West Hartford Fire Department BID # 270005

There will be no pre-bid conference will be held for this project.

No bid may be withdrawn for a period of ninety (90) days after the opening of bids without the approval and written consent of the Town of West Hartford.

The right is reserved to reject any and all bids, to waive any informalities in the bidding and to make awards in any manner that is the most beneficial to the Town.

The work described herein shall be completed as required. Unless otherwise stated, time is of the essence

All prospective Bidders are hereby notified that blasting is not permitted on this project.

Bidder Response Form 2 | P a g e

BIDDER RESPONSE FORM

BOND INFORMATION if applicable

Bid Surety - 10% Bond Attached (yes/no) Cashier Check Attached (yes/no)

Cost of Performance Bond included in base bid (if applicable) $ Per thousand

List up to six past contracts of this type/size your firm has completed within the last three (3) years

Project Date Contact Person Phone No.

PLEASE COMPLETE THE FOLLOWING INFORMATION.

FAILURE TO RESPOND TO ALL ITEMS MAY RESULT IN THE REJECTION OF YOUR RESPONSE.

Vendor Name Trade Name if applicable

Address

Phone # Email Address

Contact Person Tax ID#

Number of years in business: Bid# Project Name:

STATUS OF THE BUSINESS AND ITS CURRENT STANDING WITH THE SECRETARY OF STATE'S OFFICE

Connecticut Businesses Yes No

Are all required filings current with the Secretary of State and will the Secretary of State be able to issue a Certificate of Legal Existence?

Out of State (foreign) Businesses Yes No

Have you filed a Certificate of Authority / Application of Registration with the Connecticut Secretary of State? If so, submit a copy of your filing with your response. If not, submit a copy of your Certificate of Good Standing from your state of incorporation.

DAS CONTRACTOR PREQUALIFICATION if applicable

(required for construction / infrastructure projects only) (non-highway construction projects >$1,000,000)

Circle one

DAS prequalified? (yes/ no) Certificate attached (yes/no) Update Statement attached (yes/no)

You certify that there has been no substantial change in your financial position or corporate structure since your most recent prequalification certificate was issued or renewed, other than those changes noted in the update statement (attached).

Yes No

Bidder Response Form 3 | P a g e

CERTIFICATION

The Undersigned hereby certifies that they are the only duly authorized representative/agent of the vendor and have the authority to sign this form and make these certifications on behalf of the vendor.

Vendor acknowledges receipt of all bidding documents and addenda, if applicable during the bidding period, issued during the bidding period and understands that they are a part of the bidding documents.

The undersigned hereby declares that they are thoroughly familiar with the specifications, the various sites, the Town’s requirements, and the objectives for each element of the project item or service and understands that in signing this proposal all right to plead any misunderstanding regarding the same is waived. The undersigned further understands and agrees that they will furnish and provide all the necessary material, machinery, implements, tools, labor, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the term of the agreement and to accept in full compensation therefore the amount agreed to by the vendor and the Town of West Hartford.

The undersigned further declares that these bidding documents are made without any connection with any other person or persons making any proposal for the same work and made without collusion or fraud; that no person acting for or employed by the Town of West Hartford is directly or indirectly interested therein, or in the supplies or works to which it relates, or will receive any part of the profit or any commission there from in any manner which is unethical or contrary to the best interest of said Town of West Hartford.

The undersigned additionally declares that they are not debarred or suspended, or otherwise excluded from, or ineligible for, participation in Town of West Hartford, State of Connecticut or federally funded projects. The vendor agrees that by affixing their signature to this request for bids, the authorized signatory grants approval to the Town of West Hartford to obtain third party credit reports for the purposes of assessing the financial capacity of the business entity tendering such bid to the Town

The undersigned certifies under penalty of false statement that the information provided in this response is true.

Submitted by (Signature)

Printed name and title Date

(Authorized Agent of Company)

ORGANIZATIONAL STRUCTURE OF BUSINESS ENTITY (select one)

Limited partnership (LP) General partnership (GP)

Limited liability corporation (LLC) Limited liability partnership (LLP)

Corporation Individual doing business under a trade name (sole proprietor)

BUSINESS AFFILIATIONS if applicable

Indicate the principal place of business of the parent company and the name of agent for service.

Is your local organization an affiliate of a Parent company? Yes

No

Parent Company Business Name

Address

City State Zip

Name of Agent

List all Affiliated Businesses if applicable (attach additional sheets as necessary):

Business Name Address Ownership Interest %

I. INTENT

The purpose/intent of this Request for Proposal (RFP) is to cover the minimum requirements to furnish and deliver Emergency Medical Service (EMS) Billing Services for the West Hartford Fire Department. It is preferred to begin new contract as close to January 1, 2027, as possible.

The EMS Billing Services shall conform to the most current standards and requirements set forth by the State of Connecticut, the State of Connecticut Office of Emergency Medical Services (OEMS), the Centers for Medicare and Medicaid Services (CMS), and the Health Information Portability and Accountability Act (HIPAA).

II. BACKGROUND INFORMATION

The Town of West Hartford, Connecticut, (hereafter referred to as "The Town"), seeks an appropriate and qualified company to provide EMS Billing Services for the Town's fire-based advanced life support EMS service. The period of engagement will be for an initial period of one (1) year with the option of renewing for two (2) periods of two (2) additional years each. The Town reserves the right to negotiate, by mutual consent, prices, terms, and conditions at the time of any renewal when such action is in the Town's best interest.

The West Hartford Fire Department is designated by the State of Connecticut, Office of Emergency Medical Services (OEMS) to provide both Paramedic level and Supplemental First Responder Services to the Town. As such, the West Hartford Fire Department's Rate for Service(s) are determined by the State of Connecticut, Office of Emergency Medical Services on an annual basis. The OEMS Rate Schedule for the West Hartford Fire Department includes both the Paramedic Intercept Rate and the ALS Assessment Rate.

The West Hartford Fire Department does not currently provide ambulance transportation service. A local commercial ambulance provider designated by the State of Connecticut, Office of Emergency Medical Services as the transport agency, provides this service. At this time, there is no bundle billing agreement between the Town and the transport provider.

The Town of West Hartford is approximately 22.2 square miles and has a population of 64,000 residents. In Fiscal Year 2026 (July 1, 2025 – June 30, 2026), the West Hartford Fire Department responded to 10,384 calls for service. Of those calls, 4032 resulted in a billable service.

The State of Connecticut mandates the use of an emergency medical dispatch process.

The West Hartford Public Safety Communications Center uses Priority Dispatch Paramount Emergency Medical Dispatch software to meet this requirement.

The West Hartford Fire Department currently uses the cloud-based ESO Solutions electronic patient care reporting platform using iPad.

III. RFP RESPONSES

Submission Requirements

To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the Proposals be organized in the following manner:

A. Title Page: Please indicate the RFP subject, the name of your organization, address, telephone number, name of contact person and date.

B. Table of Contents: Clearly identify the material by section and page number.

C. Letter of Transmittal: Limited to two pages. Identify the designate contact person for all communication regarding this RFP process and include phone and email contact information. Letter shall also include a statement by the respondent accepting all terms, conditions, and requirements contained in this RFP.

D. Submit a list of at least five current clients and their contact information. This reference list should include at least two paramedic-level fire department-based EMS providers. References from in-state providers are preferred.

E. Specifications - Individually address each of the following required specifications.

For each, please describe how your system meets the specified requirement.

1. Provide a complete description of the proposed billing and collections process to be implemented for the Town. This must include a complete description of the following:

a) Process by which ALS billing for privately insured, uninsured and Non- Medicare patients will occur.

b) Process by which non-payment for emergency services will be handled, including third party collection services, if any.

c) Process by which bundle billing for Medicare might occur in concert with the Town’s designated transport provider and/or other transport providers.

d) Required data collection elements from field providers to support billing for service. This should include any signature requirements.

e) Ability and process to manually review Electronic Patient Care Report that lack an EMO code.

f) Time period between multiple billings for the same event, if payment has not been received.

g) Time period between final billing and referral of uncollected billings to a third party collection service, if necessary.

h) A sample invoice, second notice, and any other correspondence or written product sent to patients who receive a bill. The submission shall indicate the ability for the department to modify content of written communication and/or the ability to add the Town seal or logo to all work.

i) The respondent's ability to provide a toll free phone number exclusively for West Hartford payers.

j) The respondent's ability to mail (with the patient bill) a letter or proprietary explanation of the bill prepared by the Town exclusively for West Hartford payers.

k) The respondent's ability to implement and/or manage a customer satisfaction survey for the respondent as well as the West Hartford Fire Department.

l) The respondent’s ability to serve as the Town’s subject matter expert for EMS billing, to include advising, locating and participating in initiatives to evaluate new or improved revenue sources.

m) The respondent's ability to provide a direct phone number or means to contact a single client services manager or management representative handling the Town's account. Call trees, voicemail, online 'ticket systems', or any method that does not include a direct dial phone number or email is not acceptable.

n) The respondent's ability to communicate with payers whose primary language is not English.

o) The respondent's normal hours of business where they are available to clients and patients. This should include any and all days the respondent is closed during the calendar year.

p) The respondent's plan for initial and ongoing training for all staff members.

q) The respondent will indicate how telephones will be answered in support of Town's program.

r) The respondent will indicate the physical location where the billing activities take place. Should more than one location be used by the respondent, please indicate as such.

s) The respondent's process to identify and execute refunds to patients or insurance companies as warranted.

t) The originating address, postmark, and return address on all mailings sent from the respondent to payers.

u) The respondent will indicate their compliance with the most current Centers for Medicare and Medicaid Services ICD CM/PCS (International Classification of Diseases, Clinical Modification/ Procedure Coding System)

2. A detailed history of the respondent's experience in EMS collections.

This shall include the names of all of the Fire or EMS agencies serviced by the respondent in the last five years.

a) A list of the duties performed for each Fire or EMS agency.

b) A history of the collection rates for each Fire or EMS agency.

c) The respondent's experience with revenue recovery for non-transport advanced life support entities.

d) The respondent's experience with ESO cloud-based ESO Solutions patient care reporting software.

F. A list of all up-to-date licenses, certifications and permits in the respondent's possession. The Town will verify before awarding this RFP that the company is properly registered and in good standing with the Connecticut Secretary of the State's Office.

G. Demonstrate an active compliance program that meets or exceeds HIPAA by providing a copy of their HIP AA compliance program. It will include copies of its Business Associate Agreement and a definition of those individuals who are covered by a Business Associate Agreement. It will further discuss how it will track and maintain records regarding the request, approval, denial, and distribution of medical records in collaboration with the client. It will also provide evidence that its Internet system and electronic data file transfers (secure FTP) and associated billing systems are HIPAA compliant.

H. The respondent shall demonstrate that its EMS Billing Services conforms to the most current standards and requirements set forth by the State of Connecticut, the

State of Connecticut Office of Emergency Medical Services (OEMS) and the Centers for Medicare and Medicaid Services (CMS).

I. The respondent shall make a statement indicating that it has not lost an account due to concerns of improper billing practices, accusations or client concerns of fraud as defined by CMS and other applicable Federal or State authorities; that no member of its staff has been accused, disciplined, charged, convicted of fraud, theft, deception, unethical business practice or illegal billing practices and that it is not currently under investigation for the same by any official or regulatory agency.

J. Provide a proposed annual fee arrangement between respondent and the Town, including any cost associated with collecting past due accounts.

K. The respondent shall provide a description of their business continuity plan. This should include an all hazards focus, but shall include continuity plans for severe weather impact, information technology failure including server failure, and fire.

L. The respondent shall indicate their process to notify the Town of any overpayment within five business days of discovering the occurrence.

M. The respondent shall indicate their process to provide the West Hartford Fire

Department with monthly reports as outlined below:

a) New receivables billed

b) Receivables collected

c) Accounts receivable aging status by payer

d) Accounts forwarded for collections

e) Status of outstanding payment plan accounts

f) Other reports as requested by the Town.

N. The EMS Billing Service agrees to develop policies specific to the Town regarding the following functions:

a) Medical diagnosis documentation

b) Rate approval processes

c) Payer contracting policies

d) Assignment of benefits

e) Special situation adjustments and authority

f) Write offs

g) Financial hardship documentation processes

h) Discounts

i) Payment plans

j) Acceptance of credit card payments

k) Compliance activities

l) Medical records management, including managing a HIPAA-compliant release and tracking process for requests to release WHFD medical reports and billing records

m) Process for billing calls that do not have an assigned EMD code.

The EMS Billing Service shall include sample policies for each process for with the bid submission.

O. IMPLEMENTATION AND EXECUTION

1. It is preferred to begin new contract as close to January 1, 2027 as possible. Proposals shall include a detailed description of contract implementations. Details shall include a transition plan describing how contractor intends transition, actual timeline, and what is needed from the Town in doing so.

2. A complete review of the EMS billing process shall be conducted at the end of three (3), six (6), and twelve (12) months. This review will be conducted by both the provider of EMS Billing Services and the Town and its representatives. At least one of these reviews shall be an on-site meeting between the respondent and the fire department.

3. The terms of this agreement shall be for an initial period of one (1) year with the option of two renewals of two additional years for each renewal. The Town reserves the right to negotiate prices, terms and conditions at the time on any renewal by mutual consent when such action is in the Town's best interest. Any renewal is subject to the EMS Billing Service receiving a positive annual review from the Town based upon collection rate, service, and support.

P. Cost proposal shall be inclusive of all costs associated with executing the scope of services defined herein.

Q. RFP COST

Proposers are responsible for all costs incurred in the development and submission of their information packages. The Town assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of information by a Proposer.

R. PRIME RESPONDENT RESPONSIBILITY & THIRD PARTY RELATIONSHIPS

The Proposer should clarify its relationships with parties supplying portions of the RFP solution and specify the portions that each party is providing.

S. INSTRUCTIONS TO PROPOSERS

At the date of opening, it will be presumed that each Proposer has made a thorough examination of all information relative to the services to be performed under this contract; is satisfied as to the actual conditions and requirements of the services; and has read and become familiar with the RFP documents.

The Town reserves the right to reject proposal for any reason the Town deems advisable and to award a contract to any of the Proposers of service at the sole discretion of the Town. Any item required in this request for Proposal that is not included in a respondent’s Proposal shall be specifically noted. If there are no specifically noted exclusions in a Proposal it will be assumed that the Proposer accepts and understands all of the requirements of this RFP.

All RFP responses will be considered confidential information and will not be available for public viewing until a contract award is made.

Any proposals must be valid for a period of 120 days from the due date.

Proposers shall provide insurance coverage per the attached Indemnification and Insurance Exhibit.

T. TAXES

The Town is a qualified tax-exempt institution and as such is not liable for any federal, state, or local excise, sales, use, property or other taxes that Proposer may incur as a result of this agreement. The successful Proposer will be obligated to pay property taxes to the Town with respect to any of the Proposer’s taxable personal property, motor vehicles or real estate within West Hartford which may be used in conjunction with the performance of this agreement.

U. INDEMNIFICATION

Proposers accept and agree to the attached Indemnification and Insurance Exhibit.

V. COMPLIANCE WITH LAWS

Proposer shall operate and maintain all properties and perform all of the services required in the RFP in full compliance with all appropriate federal, state and local laws and regulations.

W. NON-DISCRIMINATION

The Proposer in performing under this agreement shall not discriminate against any workers, employee or applicant or any member of the public because of race, creed, color, religion, age, sex, marital status, national origin, mental retardation or physical disability, including but not limited to blindness, unless it is shown by Proposer that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or the State of Connecticut, nor otherwise commit an unfair employment practice. Proposer will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to their race, creed, color, religion, age, sex, marital status, national origin mental retardation or physical disability, including but not limited to blindness, unless it is shown by Proposer that such disability prevents performance of the work involved, in any manner prohibited by the laws of the United States or the State of Connecticut, nor otherwise commit an unfair employment practice. Proposer agrees that this non-discrimination clause will be incorporated in all contracts entered into by it with suppliers of services or materials, contractors and sub-contractors and all labor organizations furnishing skilled, unskilled and craft unions skilled labor or whom may perform any such labor or services in connection with this agreement.

X. CONTRACT FOR SERVICES

The Town and Proposer expressly agree that this is an agreement for the provision of the specific services herein described; that Proposer is to perform those services for the term set forth herein and pursuant to the provisions of this agreement; that the Proposer(s) are independent contractors, not employees of the Town, for these purposes and as such neither they nor their employees are entitled to any Town employment benefits, including without limitation, life and health insurance, vacation and sick leave, pension rights or workers compensation.

Y. INSURANCE

Respondents shall provide insurance coverage per the Insurance Exhibit listed below.

Z. PUBLIC INFORMATION & OWNERSHIP OF DOCUMENTS

All proposals submitted and information included therein or attached thereto shall become public records upon their delivery to the Town. All documents created by the Proposer during the completion of their contract requirements shall become the property of the Town, including any data bases and information systems that are created.

AA. EXAMINATION OF DOCUMENTS

Proposers shall thoroughly examine and be familiar with these Proposal documents. The failure or omission of any Proposer to examine these documents shall in no way relieve any Proposer of obligations with respect to this Request for Proposal. The submission of a Proposal shall be taken as prima facie evidence of compliance with this paragraph. The response and the Request for Proposal shall become part of any agreement by reference.

BB. SELECTION PROCESS AND EVALUATION CRITERIA

The responses to this RFP will be evaluated using the following criteria:

The Bidder's technical understanding of the project, its purpose, scope and field as evidenced by the quality of the proposal submitted, operational plan, and staffing plan. This shall include the background and experience of the Bidder in providing similar services elsewhere, including experience with ESO Software and/or EMS billing programs with similar agencies to West Hartford Fire cloud-based ESO Solutions.

Competitiveness of proposed fee, although the Town is not bound to select the

Bidder who proposed the lowest fees for services, the Town reserves the right to with the selected Bidder. Fee shall be based on percentage of billing revenues.

The quality and effectiveness of the transition plan to implement the service with minimal disruption of services or quality.

Service and Support

CC. The Proposal will be evaluated by a Selection Committee who will select a group of finalists. The finalists shall be interviewed to determine, all factors considered, the most qualified and capable firm to provide services to the Town to recommend to the Town’s Purchasing Agent for contract award.

Exhibit – Indemnification and Insurance Requirements

For purpose of this Exhibit, the term "Contractor" shall also include their respective agents, contractors of any tier, employees, representatives; and the term "Town of West Hartford and West Hartford Board of Education" (hereinafter called the "Town") shall include their respective agents, boards, commissions, contractors of any tier, counsel, directors, employees, officers and/or officials (appointed or elected), representatives and volunteers.

I. INDEMNIFICATION

Contractor agrees to indemnify, defend and hold harmless the Town from and against all claims, damages, losses, liabilities, penalties, fines, and expenses, including but not limited to attorneys’ fees, court costs, investigation costs, regulatory response costs, credit monitoring costs required by law, cost of printing and mailing consumer notices, cost of attorney general notice requirements, mail and call center costs, remediation costs, and other alternative dispute resolution costs (“Costs”) arising out of or resulting from the performance of work under this Agreement, to the fullest extent permitted by law, (1) provided that any such Costs arise out of or relate to (a) inaccurate, incomplete, delayed, improper, or noncompliant billing, coding, claims submission, payment processing, eligibility verification, or related services, including resulting denials, audits, recoupments, overpayments, underpayments, refunds, or repayment obligations, or (b) unauthorized access to, disclosure of, acquisition of, loss of, alteration of, or denial of access to Contractor’s systems, infrastructure, products, payment processing systems, associated hosted software, or servers, or a cybersecurity breach involving any of the foregoing, or

(c) unauthorized disclosure of personal, participant, minor, health-related, allergy-related, emergency contact, banking, credit card, financial, protected health, or other confidential information, or (d) failure to comply with applicable federal, state, or industry data security, privacy, or payment card industry requirements, including PCI-DSS requirements and the applicable requirements and standards of the State of Connecticut, the Connecticut Office of Emergency Medical Services, the Centers for Medicare and Medicaid Services, and the Health Insurance Portability and Accountability Act of 1996, as amended, and its implementing regulations, or (e) failure to maintain reasonable industry security standards or to comply with Contractor’s cybersecurity policies and procedures, and (2) to the extent such claims, damages, losses or expenses are caused by the negligent acts, errors, omissions, recklessness, or willful misconduct of the Contractor, Contractor’s subcontractor(s), or anyone directly or indirectly employed or hired by Contractor or anyone for whose acts Contractor may be liable in the performance of the services under this Agreement.

Notwithstanding the foregoing, the Town reserves the right to participate in the defense at its sole cost and expense without relieving Contractor of any obligation hereunder.

Contractor shall not enter into any settlement that imposes any liability, obligation, admission of wrongdoing, or other restriction upon the Town, or that does not fully release the Town, without the Town’s prior written consent. Contractor agrees this indemnity obligation shall survive the completion, expiration, or termination of the Agreement.

Contractor agrees these terms and conditions supersede any other conflicting terms or conditions either oral or written in connection with the Contractor’s services, and further agrees that any limitation of liability provision contained elsewhere in the Agreement shall not apply to Contractor’s indemnification, confidentiality, data security, or breach notification obligations under this Agreement.

II. INSURANCE

SPECIAL ATTENTION IS CALLED TO THIS SECTION.

NOTE: CONTRACTORS ARE ENCOURAGED TO CONFER WITH THEIR INSURANCE

CONSULTANT(S) TO ENSURE COMPLIANCE WITH THE FOLLOWING SPECIFICATIONS:

1. Contractor agrees at its sole expense to maintain on a primary basis, non-contributory basis during the life of any resulting contract the following insurance coverages, limits, including endorsements described herein. The requirements contained herein, as well as Town’s review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under the Contract. Any coverage maintained by the Town shall apply excess of, or contingent upon the absence of, insurance required or maintained by Contractor.

2. Additional Insured Endorsement. Contractor agrees to endorse the Town as an

Additional Insured on all policies (with the exception of Worker’s Compensation and Professional Liability) with the following, or similar endorsement providing equal or broader Additional Insured coverage, the CG 20 26 07 04, or CG 20 26 04 13, Additional Insured – Designated Person or Organization endorsement; or the CG 20 10 07 04, or CG 20 10 04 13, Additional Insured – Owners, Lessees, or Contractors endorsement, including the additional endorsement of GC 20 37 07 04, or GC 20 04 13, Additional Insured – Owners, Lessees, or Contractors Completed Operations. The name of the organization endorsed as Additional Insured for all endorsements shall read “Town of West Hartford, West Hartford Board of Education”.

3. Commercial General Liability. Contractor agrees to maintain Commercial General

Liability at a limit of liability not less than $1,000,000.00 Each Occurrence, $2,000,000 Annual Aggregate. Contractor agrees its coverage shall not contain any restrictive endorsement(s) excluding or limiting Product/Completed Operations, Independent Contractors, Broad Form Property Damage, X-C-U Coverage, Contractual Liability or Separation of Insureds.

4. Umbrella or Excess Liability. Contractor may satisfy the minimum liability limits required above for Commercial General Liability or Business Auto Liability under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability; however, the Annual Aggregate limit shall not be less than the highest “Each Occurrence” limit for either Commercial General Liability or Business Auto Liability. Contractor agrees to endorse Town as an “Additional Insured” on the Umbrella or Excess Liability, unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage on a “Follow- Form” basis.

5. Worker’s Compensation Insurance & Employers Liability. Contractor agrees to maintain Worker’s Compensation Insurance & Employers Liability in accordance with Connecticut Statutes Chapter 568. Policy shall include Employer’s Liability with minimum limits of $100,000 each accident, $500,000 disease/policy limit, $100,000 disease/each employee.

6. Technology Errors & Omissions Liability Insurance. Provider agrees to maintain Technology Errors & Omissions Liability at a limit of liability not less than $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. For policies written on a “Claims-Made” basis, Respondent agrees to maintain a Retroactive Date prior to or equal to the effective date of any resulting contract. In the event the policy is cancelled, non-renewed, switched to an Occurrence Form, retroactive date advanced, or any other event triggering the right to purchase a Supplemental Extended Reporting Period (SERP) during the life of any resulting contract, PROVIDER agrees to purchase a SERP with a minimum reporting period not less than two (2) years. The requirement to purchase a SERP shall not relieve PROVIDER of the obligation to provide replacement coverage

7. Cyber & Privacy Liability. Contractor agrees to maintain Cyber & Privacy Liability at a limit of liability not less than $1,000,000 Per Claim, $1,000,000 Annual Aggregate, or a $1,000,000 Combined Single Limit. For policies written on a “Claims-Made” basis, Contractor agrees to maintain a Retroactive Date prior to or equal to the effective date of any resulting contract. In the event the policy is cancelled, non-renewed, switched to an Occurrence Form, retroactive date advanced, or any other event triggering the right to purchase a Supplemental Extended Reporting Period (SERP) during the life of any resulting contract, Contractor agrees to purchase a SERP with a minimum reporting period not less than two (2) years. The requirement to purchase a SERP shall not relieve Contractor of the obligation to provide replacement coverage.

8. Certificate(s) of Insurance. Contractor agrees to provide Town a Certificate of

Insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect, and Certificates of Insurance shall provide a minimum thirty (30) day endeavor to notify, when a manuscript notice endorsement is available by Contractor’s insurer. If the Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein, or receives notice that coverage no longer complies with the insurance requirements herein, Contractor agrees to notify the Town by mail, fax, or e-mail within five (5) business days with a copy of the non-renewal or cancellation notice, or written specifics as to which coverage is no longer in compliance. The Certificate Holder(s) address shall read:

Town of West Hartford Attn: Risk Manager 50 South Main Street Room 221

West Hartford, CT 06107 Fax: 860-561-7499 RiskManagement@WestHartfordCT.gov

Failure to provide the required insurance, or to replace expired or terminated insurance, or to provide satisfactory certificates thereof, or to exhibit the policies if required, may, at the option of the Town, be held a willful violation of the Contract.

9. Claims-made Form. Insurance coverage written on a claims-made basis shall have a retroactive date that precedes the effective date of the underlying agreement. The Contractor shall maintain continuous coverage or obtain an extended reporting period in which to report claims following end of the underlying agreement, for a minimum of two (2) years, except as defined otherwise in this exhibit.

10. Waiver of Subrogation. Contractor agrees by entering into any resulting Contract to a

Waiver of Subrogation for each required policy herein. When required by the insurer, or should a policy condition not permit Contractor to enter into a pre-loss agreement to mailto:RiskManagement@WestHartfordCT.gov