Jet_Project_Manual.pdf

Governance, Risk, and Compliance (GRC) Manual

Section: Risk Management Policy#: 2.2 Title: Insurance Requirements Policy – Vendors, Contractors, and Events

Department / Division / Unit: Legal / GRC / Risk Management

Issued: 1 2 / 0 8 / 2 5 Revised:

1. Purpose & Policy Statement

Purpose: This Policy establishes uniform insurance requirements for Vendors, Contractors, Service Providers, and Event organizers interacting with Hamilton County. Its goal is to ensure adequate Risk mitigation, financial protection, and compliance with legal obligations. This Policy supports Hamilton County’s objective of managing liability and safeguarding public assets through structured oversight of external party insurance coverage.

Policy Statement: Hamilton County, its Departments, divisions, agencies, offices, commissions, officers, employees, and agents (hereinafter collectively “Hamilton County”) is committed to reducing operational Risk through the implementation of comprehensive insurance standards for external parties engaging with Hamilton County. All Vendors, Contractors, Service Providers, and event organizers entering into Contracts, partnerships, or agreements with Hamilton County must comply with these insurance requirements to ensure Risk mitigation, protect public resources, and promote responsible financial stewardship.

This Policy is adopted by the Hamilton County Board of Commissioners, (Hereinafter referred to as the “BOC”). The Hamilton County Legal Department – GRC Division, through its Risk Management Unit, is responsible for implementing and administering the Policy, serving as the centralized technical authority for day-to-day operations, compliance oversight, and support to Departments.

2. Scope

This Policy applies to all Hamilton County Departments, employees, divisions, agencies, Procurement Points of Contact, and affiliated entities involved in contracting, procurement, facility use, event planning, or project execution. It governs the insurance obligations of external parties—including Vendors, Contractors, Service Providers, and event organizers—interacting with Hamilton County through agreements, Contracts, purchase orders (POs), or permits.

This Policy is intended to support and supplement the Hamilton County Required Contract Clauses (Appendix 4 of the Procurement Policy) It applies to the extent permissible under the statutory authority of the BOC.

3. Applicability to County Contracts

The insurance requirements set forth in this Policy apply to all Vendors, Contractors, consultants, and Service Providers engaged in work for or on behalf of Hamilton County, regardless of whether the engagement arises through a formal Contract, PO, or other authorized agreement.

These insurance requirements are incorporated by reference into all County-issued POs and General Terms & Conditions. Compliance is a condition of payment and continued performance.

Enforcement actions outlined in this policy—including suspension of Services, withholding payment, or termination—shall be administered in coordination with the governing contract or PO.

4. Definitions

Additional Insured: A party, other than the Policyholder, that is protected under the terms of an insurance policy.

Aggregate Limit: The maximum amount an insurer will pay for all covered claims during a policy period.

Auto Liability Insurance: Covers bodily injury or property damage arising from the use or operation of an insured automobile.

Certificate of Insurance (COI): A document that verifies the existence and details of insurance coverage.

Commercial General Liability (CGL): Covers third-party claims for bodily injury, property damage, and personal or advertising injury arising from business operations.

Contractor: An entity or individual who enters a Contract with Hamilton County.

Employers’ Liability: Covers work-related injury or illness claims not governed by workers’ compensation statutes, including those brought by third parties.

Endorsement: A written amendment to an insurance policy that modifies its terms or coverage.

Event: A scheduled public or private gathering with defined start and end dates (e.g., festivals, sporting events, parades, camps, exhibitions).

Excess/Umbrella Liability: Additional liability coverage that extends the limits of primary insurance policies.

Exposure: A condition or activity that presents potential Risk of loss or liability.

General Aggregate Limit: The total amount an insurer will pay for all claims during a policy term, excluding certain types of claims subject to their own limits.

Hold Harmless Clause: A Contractual provision where one party agrees to release another from liability under specified conditions.

Indemnification: A contractual obligation to compensate for loss or damage incurred by another party.

Named Insured: The individual or organization specifically designated in the policy as the primary insured.

Named Perils Coverage: Insurance coverage that applies only to Risks explicitly listed in the Policy.

Occurrence: An accident or continuous/repeated Exposure to the same conditions resulting in injury or damage, as defined in an insurance Policy.

Participant Waiver: A signed release—approved by the Hamilton County Legal Department—that limits Hamilton County’s liability by documenting an individual’s or entity’s acknowledgment and voluntary acceptance of Risks associated with participating in, conducting, or engaging in events, activities, or use of County property.

Participant: An individual actively involved in a Hamilton County-sponsored event, Service, or program.

Policyholder: The individual or entity that owns the insurance Policy and is primarily responsible for maintaining its terms and premium payments.

Primary and Non-Contributory: Insurance coverage that applies first and does not seek contribution from other available insurance.

Procurement Point of Contact: A person authorized to purchase Goods and Services on behalf of a Department. Departments are responsible for designating a Procurement Point of Contact(s) to complete training as outlined in the Training and Awareness section of this Policy. Once a designee has successfully completed the required training, the Procurement Director will notify the BOC and the Department so that the designee can be officially listed as a Procurement Point of Contact on the County’s Procurement Point of Contact list.

Professional Liability: Insurance that covers negligent acts, errors, or omissions in professional Services, not covered by General Liability policies.

Risk: The possibility of loss, damage, or injury that could impede Hamilton County operations or objectives.

Self-Insured Retention (SIR): The amount an insured must pay out-of-pocket before an insurance Policy responds to a claim.

Service: Means the furnishing of labor, time, or effort by a person, not involving the delivery of specific supplies other than printed documents or other items that are merely incidental to the required performance. See I.C. 5-22-2-30.

Subcontractor: Any person or business entity employed to perform part of a contractual obligation under the control of the principal Contractor Third-Party Administrator (TPA): A company contracted to handle claims administration and compliance support on behalf of Hamilton County.

Vendor: Any Person or Business/Company that does business with, or desires to do business with, Hamilton County. The term includes but is not limited to, Contractors, sole-proprietors, professionals, corporations, business entities or any other Person or Business/Company who wishes to provides goods or Services to Hamilton County.

Waiver of Subrogation: A provision in which an insurer agrees not to seek reimbursement from a third party that may be responsible for a covered loss.

Workers’ Compensation: Insurance providing wage replacement and medical benefits to employees injured in the course of employment, in accordance with applicable laws.

5. Responsibilities

Legal Department / GRC Division / Risk Management Unit:

Implement and administer the Policy as adopted by the BOC, serving as the centralized technical authority for day-to-day operations, Policy interpretation, compliance oversight, and departmental support.

Monitor and incorporate changes in laws, regulations, and insurance standards applicable to public entities.

Oversee Hamilton County’s certificate tracking program and maintain accurate insurance documentation.

Provide technical guidance, training support, and Policy guidance to Departments.

Respond to compliance inquiries, adjudicate appeals, and recommend corrective or enforcement actions as needed.

Conduct audits and compliance reviews to support program integrity and Risk mitigation.

Department Heads / Elected Officials / Supervisors:

Ensure Department-level compliance with this Policy.

Formally designate a Procurement Point of Contact to manage insurance-related responsibilities and other procurement-related duties.

Confirm Vendor compliance with applicable insurance requirements prior to authorizing Services or purchases of goods.

Partner with the Risk Management Unit to address deficiencies and support Policy enforcement.

Procurement Point of Contact:

Act as the Department’s primary liaison with Vendors and the Risk Management Unit on insurance matters.

Submit and/or ensure submission of all required insurance documentation is accurate, complete, and timely.

Apply the appropriate insurance requirements based on training and established guidance.

Monitor Vendor compliance with insurance requirements using Hamilton County’s third-party

COI tracking system.

Participate in mandatory training and stay current with all Policy updates and procedural requirements.

Vendors, Contractors, and Service Providers:

Submit valid and current COIs that meet all Hamilton County requirements.

Respond promptly to inquiries or deficiency notices issued by Hamilton County or its third-party

COI tracking system.

Provide supporting documentation upon request to demonstrate continued compliance.

6. Procedures

A. General Insurance Requirements

Hamilton County requires all Vendors, Contractors, and Subcontractors to maintain appropriate insurance coverage for the full duration of any Contract, PO, agreement, or engagement involving County property or operations. Insurance coverage must be secured through carriers authorized to do business in the State of Indiana and must comply with the standards established in this Policy.

No work, Service, delivery, or event may begin until all required insurance documentation is submitted and approved by Hamilton County.

Coverage must remain continuous throughout the Contract period, with updated COIs submitted upon each renewal.

Hamilton County reserves the right to adjust coverage requirements based on Contract scope, Risk level, or legal obligations.

Failure to maintain or submit required insurance may result in enforcement action or termination of the Contract.

B. Certificate of Insurance (COI) Submission and Monitoring

Submission Requirement: COIs must be submitted and approved by Hamilton County or the TPA prior to the commencement of any work, delivery of Goods, or provision of Services. No payments will be issued, and no activity may proceed until compliance is verified.

Ongoing Compliance: Insurance coverage must be maintained without interruption. Updated

COIs must be submitted automatically upon renewal.

Noncompliance Notification: Vendors must notify the Hamilton County Legal Department – GRC Division, Risk Management Unit in writing if insurance coverage is canceled, non-renewed, or otherwise becomes noncompliant. All work must be suspended until full compliance is restored and verified by the Risk Management Unit.

Third-Party Monitoring: Hamilton County may utilize a third-party compliance monitoring Service to track COIs and related documentation. Vendors are required to respond promptly and completely to any requests for verification, clarification, or supporting materials issued by Hamilton County or its designated monitoring Service.

Enforcement: Failure to comply with COI requirements shall constitute a material breach, and permit Hamilton County to take necessary action to protect its interests.

C. Administrative COI Exception Process

In limited, low-risk circumstances, the Hamilton County Legal Department – GRC Division may authorize an administrative exception to the COI submission requirement. These exceptions are intended to be rare and will only be considered when the GRC Division determines that the nature of the goods, Services, or engagement presents minimal Risk to Hamilton County.

Note: An exception waives only the requirement to submit a COI. It does not waive the Vendor’s obligation to maintain valid and appropriate insurance coverage as required by Hamilton County. All exceptions and approvals shall be documented in writing by the GRC Division. Hamilton County reserves the right to conduct audits to verify coverage (see additional language in the General Terms & Conditions). Exceptions may be revoked at any time at the sole discretion of the GRC Division.

Oversight

Exceptions apply solely to the COI submission requirement; they do not exempt Vendors from carrying required insurance coverage.

The County reserves the right to request proof of insurance at any time or revoke an exception if Risk conditions change.

D. Insurance Types and Limits

All Vendors, Contractors, Subcontractors, and Service Providers shall maintain insurance that meets or exceeds the following minimum coverage limits, as applicable to the type, scope, and Risk of the project, Goods, or Services provided.

Note: Additional insurance types or higher limits may be required at the discretion of the GRC Division, through the Risk Management Unit, or as dictated by specific Contract requirements, based on the nature of the Exposure to ensure proper Risk management and protection of Hamilton County’s interests.

Insurance Type Coverage Limits Notes Commercial General Liability (CGL) o $1,000,000 per Occurrence / $2,000,000 general aggregate with $1,000,000 Umbrella / Excess Liability

Generally required. Occurrence form; must include contractual liability. Minimum $2,000,000 per Occurrence coverage required through primary CGL or a combination of

OR

o $2,000,000 per Occurrence / $

2,000,000 general aggregate

CGL and Umbrella/Excess Liability.

Automobile Liability

$1,000,000 combined single limit

Required for bodily injury and property damage. Applies if Vendor operates vehicles in connection with County work. May be waived if Vendor does not come onsite and does not own or operate company vehicles for the term of the agreement.

Workers Compensation & Employers Liability o $500,000 each accident o $500,000 disease – policy limit o $500,000 disease – each employee

Required where applicable by law.

Independent Contractors may submit a WCE-1 Workers’ Compensation Clearance Certificate in lieu of coverage. Policy must not exclude owners, partners, or proprietors. May be waived if Vendor does not perform work on County property.

Umbrella/Excess Liability

$1,000,000 per Occurrence, required when the underlying Commercial General Liability (CGL) Policy provides coverage of $1,000,000 per Occurrence and $2,000,000 general aggregate

May be used to meet required limits for CGL if CGL is not $2M per Occurrence. Required where CGL is less than $2M per Occurrence.

Professional Liability (Errors & Omissions) o Standard Projects:

$1,000,000 per claim / $2,000,000 aggregate o Structure Projects:

$5,000,000 per claim / $5,000,000 aggregate

Required for professional Services involving potential negligence Exposure. For structure projects, coverage must be maintained for at least two years after substantial completion or Contract end.

Notwithstanding any other provision in this policy, there shall be no monetary cap or limitation on the amount the County may recover under this policy in the event of a covered loss.

Watercraft Liability

$1,000,000 combined single limit Required if Vendor or Subcontractor uses owned, non-owned, or hired watercraft for Contract work. Must include protection & Indemnity where applicable.

Additional Maritime Coverage

As applicable

Required if maritime laws apply (e.g., U.S.

Longshoremen & Harbor Workers Act; Jones Act).

Aircraft / Unmanned Aircraft Systems o $1,000,000 combined single limit for unmanned aircraft o $5,000,000 combined single limit for manned aircraft

Combined single limit for bodily injury and property damage. Includes passenger liability (manned) and personal injury coverage.

Applies to owned, non-owned, or hired aircraft.

Builder’s Risk Full replacement cost

Required for renovation or new construction.

Must include soft costs. COI must reflect the full insured value.

Installation Full replacement cost Required when Contract includes installation

Floater of equipment into real property.

Pollution Liability

As determined per project/Vendor (minimum often $1,000,000 per Occurrence, $2,000,000 aggregate)

Required if work involves: hazardous materials handling, storage, transportation, generation, or disposal; environmental remediation; fuel storage or delivery; or any activity that poses an environmental Exposure or Risk to Hamilton County.

Responsibility: The Department Head or Elected Official shall ensure Pollution Liability insurance is required whenever work involves environmental Exposure. The GRC Division – Risk Management Unit will assist in determining appropriate coverage conditions, limits, terms, and any project-specific Endorsements (e.g., asbestos, lead, mold).

Cyber Liability $2,000,000 per claim / $2,000,000 aggregate

Required if work involves access to, storage of, transmission of, or management of sensitive personal, financial, medical, or confidential County data, including but not limited to personally identifiable information (PII). Applies to Vendors providing payroll, HR/benefits administration, IT Services, legal Services handling PII, or medical provider Services.

Responsibility: The Department Head or Elected Official shall ensure Cyber Liability insurance is required whenever work involves data privacy or cybersecurity Exposure. The GRC Division – Risk Management Unit will assist in determining appropriate coverage conditions, limits, terms, and any project-specific Endorsements. Coverage must include breach notification costs, credit monitoring, data restoration, network security liability, and privacy liability.

Liquor Liability $1,000,000 combined single limit per Occurrence

Required if a Vendor, renter, concessionaire, Contractor, or Subcontractor manufactures, distributes, sells, serves, or furnishes alcoholic beverages on Hamilton County property. Must cover bodily injury and property damage of not less than $1,000,000 per Occurrence.

Note: Other insurance types (e.g., Crime/Fidelity Bond, Technology E&O, Employment Practices Liability) may be required based on the specific nature of the work or Risk Exposure as determined by the GRC Division – Risk Management Unit.

Required Language

The COI shall contain, or be endorsed, to contain the following provisions:

Certificate Holder

Hamilton County Board of Commissioners, Hamilton County One Hamilton County Square, Noblesville, IN 46060

Additional Insured Status

Hamilton County, including its Departments, divisions, agencies, offices, commissions, officers, employees, and agents (collectively referred to as "Hamilton County"), shall be named as Additional Insureds on the Commercial General Liability, Automobile Liability, and Umbrella/Excess Liability policies.

Primary Coverage

All required insurance policies shall provide Primary Coverage and be non-contributory with respect to any insurance or self-insurance maintained by Hamilton County.

Waiver of Subrogation

All required insurance policies shall include a Waiver of Subrogation in favor of Hamilton County. This waiver must be expressly included in all applicable policies.

Notice of Cancellation

All insurance policies required by this Policy shall provide that Hamilton County will receive no less than thirty (30) days’ prior written notice of any cancellation, non-renewal, or material reduction in coverage. For cancellation due to non-payment of premium, at least ten (10) days’ prior written notice shall be provided to Hamilton County.

E. Verification of Coverage

Failure to obtain the required insurance documentation prior to the commencement of a Contract, agreement, or engagement shall not be construed as a waiver of the Vendor’s obligation to provide such documentation. All required insurance must be in force prior to the start of any work or Service.

Hamilton County reserves the right to request and obtain complete, certified copies of any required insurance policies, including all Endorsements, exclusions, declarations, and conditions necessary to verify compliance with the insurance specifications outlined in this Policy. This may be requested at any time during the Contract period, including post-incident or for audit purposes.

COIs are informational only and do not substitute for the actual Policy terms. Compliance with this Policy requires that all required coverages and Endorsements be verified and enforceable as written in the underlying policies.

F. Flow-Down Clause

The Vendor shall require all Subcontractors, agents, and third parties performing work or Services under this agreement to comply with the same insurance requirements set forth in this Policy.

This includes:

Naming Hamilton County as an Additional Insured on required policies.

Providing primary and non-contributory coverage.

Including a waiver of subrogation in favor of Hamilton County.

The Vendor is responsible for ensuring that all Subcontractors obtain and maintain insurance coverage with limits and terms at least as broad as those required by this Policy. Proof of such insurance shall be provided to the Vendor and made available to Hamilton County upon request.

Failure to obtain and maintain required Subcontractor insurance shall constitute a material breach.

G. Events & Facility Rentals – Insurance Requirements

Hamilton County requires insurance coverage for Events and facility rentals to protect County resources and limit liability exposure. For purposes of these requirements, facility rentals are treated the same as Events.

Submission Requirements

Event/rental dates, including setup and teardown, must be provided.

Certificates of Insurance (COIs) must be submitted at least fourteen (14) days before the

Event/rental.

Exceptions to this deadline may be granted for late or time-sensitive rentals at the discretion of the coordinating Department Head/Elected Official/designee. In such cases, a compliant Certificate of Insurance (COI) and documentation of the reason for late submission must be provided to the Legal Department – GRC Division, Risk Management Unit as soon as possible and prior to the Event/rental.

COIs must reflect current, valid policies effective through the Event/rental dates, including setup and teardown.

Minimum Insurance Requirements

The following represent Hamilton County’s minimum coverage standards. The Legal Department – GRC Division, Risk Management Unit may require additional insurance types or higher limits based on the size, nature, or risk profile of the Event/rental.

Individual Organizers

Requirements for individuals are based on attendance, activity type, and alcohol service:

0–99 attendees No alcohol: No insurance required (unless otherwise determined by the Legal

Department – GRC Division, Risk Management Unit based on activity risk) Alcohol served: $1,000,000 Liquor Liability

100–499 attendees

$1,000,000 General Liability If alcohol served: $1,000,000 General Liability + $1,000,000 Liquor Liability

500+ attendees $1,000,000 General Liability + $1,000,000 Umbrella If alcohol served: Add $1,000,000 Liquor Liability

Business/Organization Organizers

The following apply to businesses and organizations hosting Events or renting County property.

Coverage levels reflect commercial standards such as Commercial General Liability (CGL).

0–99 attendees $1,000,000 CGL per occurrence / $2,000,000 aggregate If vehicles are used (e.g., food trucks, deliveries): Add $1,000,000 Auto Liability If alcohol is served: Add $1,000,000 Liquor Liability and $1,000,000 Umbrella (if not already required) 100–499 attendees

$1,000,000 CGL per occurrence / $2,000,000 aggregate If vehicles are used: Add $1,000,000 Auto Liability If alcohol is served: Add $1,000,000 Liquor Liability and $1,000,000 Umbrella (if not already required) 500+ attendees

$1,000,000 CGL per occurrence / $2,000,000 aggregate $1,000,000 Umbrella If vehicles are used: Add $1,000,000 Auto Liability If alcohol is served: Add $1,000,000 Liquor Liability

Special Conditions (All Sizes)

Food booth: No additional coverage beyond required CGL.

Food truck/trailer: $1,000,000 Auto Liability (if not already applied under vehicle use).

Note: Hamilton County reserves the right to require higher limits or additional coverage where Event/rental-specific risks warrant it, as determined by the Legal Department – GRC Division, Risk Management Unit.

Applicability & Exceptions

COIs are the standard requirement for Events and rentals. Limited exceptions may apply:

Insurance is not required when individuals or groups use County space in the same manner as the general public (e.g., casual meetings) with no business activity, service delivery, or financial transaction.

For small-scale or low-risk activities, as determined by the Legal Department – GRC Division, Risk Management Unit, where the cost of insurance would be disproportionate (e.g., one-person nature programs, hobby craft vendors), the County may, at its discretion, accept a signed waiver and hold-harmless agreement in lieu of a COI.

All exception requests must be submitted to the Legal Department – GRC Division, Risk Management Unit for review and approval.

H. Event Liability Waivers

Hamilton County requires the use of liability waivers, approved by the Legal Department, for Events and facility rentals that may expose the County to liability. Waivers serve as an additional risk management tool and may be required in conjunction with insurance coverage or, in limited cases, in lieu of insurance when approved by the Legal Department.

When Waivers Are Required

Waivers must be used whenever County liability policies could be implicated or when the County could reasonably be placed in a position of legal or financial exposure. Situations include, but are not limited to:

Renting or authorizing use of County facilities or property Hosting or sponsoring County Events or programs Coordinating or authorizing external Events or rentals on County property Allowing activities that create potential liability exposure

Waiver Standards

Only waiver forms approved by the Legal Department may be used.

Waivers must be signed prior to participation, use of County property, or provision of

Vendor Services.

Waivers are not optional substitutes for insurance unless specifically approved by the Legal

Department.

Department Responsibilities

All County departments, offices, and coordinating units are responsible for:

Identifying when waivers are required based on the nature of the Event or rental;

Ensuring the appropriate waiver(s) are issued and executed;

Collecting and maintaining all executed waivers in accordance with County records retention policies.

All County departments, offices, and coordinating units are responsible for:

Identifying when waivers are required based on the nature of the Event or rental;

Ensuring the appropriate waiver(s) are issued and executed;

Collecting and maintaining all executed waivers in accordance with applicable records retention policies.

7. Training & Awareness

Mandatory Training:

Employees designated as the Procurement Point of Contact by their Department Head and/or Elected Official, or other designee are required to complete initial training on the Procurement Policy, procedures, and certification, as well as this Policy.

Training must cover insurance requirements, internal procedures, and the use of Hamilton County’s third-party tracking system (TPA).

Designated personnel must review this Policy in full and submit a signed acknowledgment of completion.

Ongoing Awareness:

Refresher training, updates, or Policy communications will be issued when changes occur in insurance standards, tracking systems, or Hamilton County procedures.

Additional awareness efforts will be implemented as determined appropriate by the Risk Management Unit.

Training Oversight:

Department Heads and Elected Officials are responsible for ensuring that designated personnel within their Departments—and the Vendors they utilize—comply with the training, documentation, and insurance requirements set forth in this Policy.

The Risk Management Unit of the GRC Division serves as a technical resource and is responsible for tracking training completion and maintaining related documentation. The unit will provide guidance, support, and may schedule additional training sessions as needed—such as in response to Policy changes, audit findings, or departmental requests.

8. Enforcement

Hamilton County reserves the right to take enforcement action as necessary to ensure compliance with this Policy. Such action shall be in accordance with the applicable Contract, PO, or County Policy.

Compliance is a shared responsibility: Department Heads, Elected Officials, Supervisors, and designated Procurement Points of Contact help ensure compliance at the operational level, while the Legal Department – Governance, Risk, and Compliance (GRC) Division, including the Risk Management Unit, provides oversight, guidance, and coordination of enforcement.

Vendor / Contractor Noncompliance

Failure by a Vendor, Contractor, or Service provider to comply with this Policy—including failure to submit or maintain valid insurance coverage—may result in enforcement action. Such action may include, but is not limited to:

Suspension of Services

Withholding of payment

Termination of the Contract or PO

Disqualification from future work with Hamilton County

If a Certificate of Insurance (COI) is found to be invalid, expired, or otherwise noncompliant:

The designated Procurement Point of Contact and the relevant Department Head / Elected Official will be notified that no Services or procurement of goods may commence or continue until full compliance is restored.

The Vendor will be formally notified of the deficiency and provided thirty (30) business days from the date of notice to remedy the issue, unless the nature of the noncompliance warrants immediate termination.

Termination

Hamilton County, through the BOC, reserves the right to take termination action in response to Vendor noncompliance with this Policy. The BOC may:

Immediately terminate any Contract or PO for noncompliance and pursue any legal remedies available; or

Issue a Termination Notice providing at least thirty (30) days’ written notice, directing the Vendor to stop all work and/or shipments upon receipt. If the Vendor fails to cure the breach within the notice period, termination may proceed at the discretion of the BOC.

Upon termination:

The Vendor shall be paid a reasonable termination charge consisting of a pro rata portion of the Contract or PO price for work properly performed up to the effective date of termination.

The Vendor shall not be paid for work performed or costs incurred after the termination date, nor for any costs incurred by its suppliers that reasonably could have been avoided.

Appeals Process

If a Vendor is determined to be noncompliant:

The Vendor, designated Procurement Point of Contact, or relevant Department Head/Elected Official may submit an appeal within thirty (30) business days of receiving the notice of noncompliance.

The GRC Division will review the appeal and determine whether an exception is warranted.

If the appeal is denied, it may be escalated to the BOC for final determination.

A Department Head / Elected Official may also submit a pre-Contract appeal if they believe a Vendor qualifies as an exception. The Risk Management Unit will notify Hamilton County’s Third- Party Administrator (TPA) of any appeal decision for insurance tracking purposes.

Personnel Noncompliance

Failure by County employees to comply with this Policy may result in disciplinary action in accordance with the Hamilton County Progressive Disciplinary Policy. The GRC Division, in coordination with Human Resources, the Legal Division, and the applicable Department Head / Elected Official, is responsible for conducting compliance audits and ensuring adherence to the requirements outlined in this Policy.

9. References

Hamilton County Employee Handbook Hamilton County Employee Procurement Policy Hamilton County General Terms & Conditions

10. Review, Audits & Revisions

This Policy will be reviewed annually by the GRC Division – Risk Management Unit to ensure it remains current. Revisions must be approved by the Chief Compliance Officer, County Attorney, and the Board of Commissioners.

11. Supporting Documents & Appendices

Public Website – Insurance Page: A public webpage has been established to support external parties—such as Vendors, Contractors, Service Providers, and Event organizers—in understanding and meeting the insurance requirements outlined in this Policy. The established page can be accessed via the following link: Certificates Of Insurance | Hamilton County, IN

12. Version History and Change Log

This section provides a historical record of revisions to the Policy, ensuring transparency, accountability, and compliance with regulatory or operational changes.

Version Date Description of Change

1.0 12/08/2025 Initial Policy adoption

1.1 MM/DD/YYYY

EXPERIENCE QUESTIONNAIRE

The signatory of this questionnaire guarantees the truth and accuracy of all statements and of all answers to interrogatories hereinafter made.

1. How many years has your organization been in business as a

General Contractor under your present business name? ______

2. How many years experience in ______________construction work has your organization had:

(a) As a General Contractor? ____________

(b) As a sub-contractor? ________________

3. For what cities have you performed work and to whom do you refer? ______________________________________________________

4. For what counties have you performed work and to whom do you refer? ______________________________________________________

5. For what State bureaus or departments have you performed work and to whom do you refer?____________________________________

6. Have you ever performed any work for the U.S. Government?____

If so, when and to whom do you refer?________________________

7. What is the construction experience of the principal individuals of your organization?

Individual's Present Years of Magnitude In What

Name Position Const. Exp. And Type Capacity

Signed

EQ-1

EQUIPMENT QUESTIONNAIRE

The signatory of this questionnaire guarantees the truth and accuracy of all statements and of all answers to interrogatories hereinafter made.

Contractor shall include all equipment listed on Bid Form in Questions #1 and #2 below.

1.What equipment do you own that is available for the proposed work?

2. What equipment do you intend to lease or rent for use on the proposed work, should the contract be awarded to you?

Signed

EQ-2

Employment Eligibility Verification Certification

This Certification is submitted by the undersigned, _______________________, as part of the contract with Hamilton County for the project known as Sewer Cleaning and Related Services entered into on the ______ day of ______________________, 20__. The undersigned affirms under the penalties of perjury that the Contractor does not knowingly employ an unauthorized alien.

The Contractor shall enroll in and verify the work eligibility status of all newly hired employees through the E-Verify program as defined in IC 22-5-1.7-3. The Contractor is not required to participate if the Contractor is self-employed and does not employ any employees.

The Contractor shall not knowingly employ or contract with an unauthorized alien. The Contractor shall not retain an employee or contract with a person that the Contractor subsequently learns is an unauthorized alien.

The Contractor shall require all subcontractors who perform work under its contract, to certify to the Contractor that:

1. The subcontractor does not knowingly employ or contract with an unauthorized alien;

2. The subcontractor has enrolled and is participating in the E-

Verify program. The Contractor agrees to maintain this certification at least two years after the term of a contract with a subcontractor.

The County may terminate the contract if the Contractor fails to cure a breach of this provision no later than thirty (30) days after being notified by the County.

The terms of this Certification shall be incorporated within the contract between the Contractor and the County.

Witness this day of , 20__.

Contractor:

Address:

Signature: , Printed: _________________________________________________ Title

EEC-1

CONTRACT

The bid of Sewer Cleaning and Related Services having been accepted, the Hamilton County Drainage Board and _____________________ hereby constitute these specifications and the said bid as the contract between the said parties.

The said bid is hereby incorporated by reference.

DATED THIS ____ DAY OF _______________, 20__ BY SAID DRAINAGE BOARD

SECRETARY.

ATTEST:______________________

Executive Secretary

HAMILTON COUNTY DRAINAGE BOARD CONTRACTOR

PRESIDENT Name of Contractor

MEMBER SIGNATURE

MEMBER

THE HAMILTON COUNTY DRAINAGE BOARD REQUIRES A COMPLETE DAILY LOG OF

EACH WORK ORDER/CLAIM/JOB.

C-1