COI_Waiver_2026_guidelines-attachment.pdf
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- Attached to
- Rectangular Rapid Flashing Beacon System
- Solicitation number
- QQ-2026-147
- Issued by
- Collier County, Florida
About this file
This is an Insurance Requirements Guidelines document issued by the Risk Management Division establishing a blanket waiver of insurance requirements for specified County purchases. The document outlines exemptions to standard insurance requirements for eight categories of purchases: online purchases with delivery via shipping companies, online subscriptions and third-party data access services, professional organization dues and memberships, in-store purchases of items and parts, online or onsite educational training instructors (excluding field training), performers and entertainment services including musicians and DJs, tenant lease agreements where the County is the lessee, and donations or contributions issued via purchase orders. The guidelines apply to the County's procurement processes and are designed to streamline the purchase order requisition request process by reducing unnecessary insurance documentation requirements for low-risk transactions.
The document establishes specific procedures for handling Certificates of Insurance (COIs) across different agreement types. For piggyback and cooperative agreements in the County's SAP system, all COIs have been previously vetted and approved; however, if a COI is not present in the contract file, the requesting division must obtain it from the vendor and submit it to Risk Management for review before forwarding through the Jira Ticketing System to Procurement for SAP upload. For quoted services from vendors already under contract, existing COIs may be used provided coverage has not expired. The Procurement Services Division is responsible for obtaining and monitoring COIs for written contracts in SAP (except piggyback agreements), with OpenGov software tracking expiration dates and sending automated renewal notifications to vendors. Updated COIs from vendors or insurance companies must be submitted to Procurement Services Division through the Jira Ticketing System for processing.
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Text version
Risk Management
INSURANCE REQUIREMENTS GUIDELINES
The Risk Management Division is responsible for establishing the insurance requirements for County purchases. To facilitate the purchase order requisition request process Risk Management Division is providing a blanket waiver of insurance requirements for the type of purchases outlined below.
If you have any questions related to insurance requirements, please contact the Risk Management Division.
Section 1. Exemptions to Insurance Requirements
A blanket waiver of insurance requirements applies to the following types of purchases:
1. Online Purchases:
o Items or parts purchased online and delivered via a shipping company.
2. Online Subscriptions and Third-Party Data Access Purchases:
o Subscriptions services granting access to third-party data.
3. Dues and Memberships:
o Membership fees for professional organizations or similar groups.
4. In-Store Purchases:
o Items, parts, or goods purchased and picked up by County employees at local stores.
5. Educational Training Instructors:
o Online or onsite instructors conducting training sessions.
o Note, if the instruction or training require field training, then Risk should review to determine if insurance is required or not.
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6. Performers, Music Instructors and Entertainment Services:
o Musicians, performers, DJs, and face painters.
o Piano or other musical instrument instructors.
7. Tenant Lease Agreements:
o When the County is a tenant to a lease.
8. Donations or Contributions via Purchase Orders (PO):
o When the County issues a PO for a donation or contribution, this is treated as paying a bill rather than procuring a service or making a purchase.
Section 2. Insurance Handling for Specific Agreements
1. Piggyback/Cooperatives Agreements in SAP:
o All Certificates of Insurance (COIs) in SAP have been vetted and approved.
o Note, if there is no COI in the SAP contract file check the Purchase Requestions. If the COI is not attached to the requisitions the Division must request it from the vendor and send it to Risk for review and approval along with a copy of the insurance requirement of the PB agreement. Once the COI is validated by Risk forward it to Procurement through the Jira Ticketing System for uploading in the SAP contract file.
o COIs are valid until the policy�s expiration date listed on the COIs.
2. Quoting Services (SQ, 3Q, QQ) for Vendors Under Contract:
o If a staff member obtains a quote from a vendor under contract in SAP and the services are not part of the original bid, the COI attached to the contract can be used as long as coverage has not expired.
o Annotate in the PREQ�s item note text: �Vendor is under an SAP agreement� for approval processing.
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Section 3. COI Monitoring and Management
1. Procurement Services Responsibility:
o The Procurement Services Division is responsible for obtaining and monitoring COIs associated with written contracts uploaded into SAP with the exception of Piggybacks/Cooperatives. The requesting Division shall provide Procurement Services Divisions through the Jira Ticketing System an approved COI for SAP upload.
2. Monitoring Software or Established Contracts in SAP:
o OpenGov software is used to track COI expiration dates with the exception of piggyback agreements.
o Vendors receive automated notifications from OpenGov when their COIs are nearing expiration.
3. COI Updates:
o If you receive an updated COI from a vendor or insurance company, forward it to the Procurement Services Division through Jira Ticketing System for proper processing.
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