RFI - Insurance Providers - Final.pdf

v: 10-30-24

REQUEST FOR INFORMATION

RFI No. I82104-SC

Issue Date: December 4, 2024

County of York, Virginia

CENTRAL PURCHASING

120 Alexander Hamilton Blvd.

Yorktown, VA 23690

Phone: (757) 890-3680 https://www.yorkcounty.gov/571/Central-Purchasing

Title

Insurance Providers for County and School Division Contracts and Facility-use

Agreements

Pre-Submittal

Meeting

A Pre-Submittal Meeting is not scheduled for this solicitation.

Responses Due: This is an on-going request, until ended by the County.

Method of

Response

Submittal

DO NOT SUBMIT YOUR RESPONSE THROUGH eVA.

Please submit information as specified in Section B of this document.

Paper responses should be submitted directly to Central Purchasing. Alternatively, responses may be emailed to purchasing@yorkcounty.gov. Do not email your response to the Contract Officer.

Questions: Questions or comments related to this solicitation shall be directed to the Contract

Officer. All questions shall be submitted in writing (email is preferred). Telephone inquiries will not be accepted.

Contract Officer: Stephanie Cowden, Administrative Assistant III

Stephanie.Cowden@yorkcounty.gov

The County of York, Virginia (the “County”) is seeking information about the services described herein, for submittal to the County as specified above. Responses to this RFI may result in inclusion in a listing of insurance firms that are interested in providing insurance coverage for businesses and organizations doing business with the County and its School Division.

https://www.yorkcounty.gov/571/Central-Purchasing mailto:purchasing@yorkcounty.gov mailto:Stephanie.Cowden@yorkcounty.gov

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

Table of Contents

REQUIREMENTS

Section A – Purpose and Scope

Section B – RFI Process

EXHIBITS

DO NOT COMPLETE OR RETURN EXHIBITS WITH YOUR PROPOSAL.

Exhibit 1, County Facilities Usage, including Parks

Exhibit 2, School Facilities Usage

Exhibit 3, Contractor Requirements

Exhibit 4, Service Contract Requirements

Exhibit 5, Typical Limits of Coverage

Exhibit 6, Construction Contract Requirements

Exhibit 7, Pollution & Asbestos Liability Insurance

Exhibit 8, Plans, Charts and Other Personal Property of the Contractor

Exhibit 9, A&E Requirements

Exhibit 10, Sample Forms

SUBMITTAL DOCUMENTS

Form A: Response Form

Form B: Proprietary Information

Form C: Questionnaire Response

Form D (Optional): Any additional information that the RFI respondent may wish to share.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

REQUIREMENTS

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

SECTION A

PURPOSE AND SCOPE

1. PURPOSE: The purpose of this Request For Information (RFI) is to obtain information from insurance providers wishing to be listed as a resource for businesses and organizations desiring to do business with or use the services or facilities of the County of York and/or the School Division of York County, Virginia.

A response to this RFI does not guarantee inclusion in the listing. The County’s Risk Manager and an outside Insurance Consultant will review responses and, at their sole discretion, will identify the insurance providers for inclusion in the list. The list of will be available through a link to be posted on the Purchasing internet page.

The process as identified herein will be ongoing, until ended by the County.

2. BACKGROUND: The County and its School Division often require that businesses and organizations utilizing or working in County and School properties provide evidence of being insured. The coverage amounts and documentation required varies depending on the nature of the activity being conducted.

Those businesses and organizations often are not aware of companies that can provide the required insurance coverage and documentation. The County wishes to provide a resource to those businesses and organizations that identifies potential property-casualty insurance providers that have self-identified as being familiar with and capable of providing the insurance policies, coverage, limits, endorsements, Certificates of Insurance and documentation often required by the County and its School Division.

In making this resource available to businesses and organizations, the County and its School Division provide the information as a resource only, and disclaim any guarantee or endorsement of the insurance providers listed. Similarly, the County and its School Division make no guarantee to the listed insurance providers that the providers will book any business from businesses and organizations doing business with the County and its School Division.

The County or School Division will not accept any premium commission income. All commissions income is between the agent, if any, and the insurance company, Insurance providers responding to this RFI should review the Exhibits included herein, and then complete the response form. The completed form can be submitted to the Central Purchasing office by email (purchasing@yorkcounty.gov) or delivered to the Central Purchasing office during normal business hours.

3. SCOPE OF WORK:

a. The various insurance coverages required can include, but are not be limited to, one or more of the following. Some organizations or individuals may have to go to more than one insurance outlet for their coverages depending on the coverage and limits required.

o Asbestos Removal o Auto Fleet Insurance o Builders Risk on Existing Structures o Builders Risk on New Construction o CGL Insurance, to be on an Occurrence Basis with no deductibles or retentions.

o Excess Liability, can be on an Occurrence Basis.

o Maps, plans, etc. used by the Contractors o Professional Liability, can be on a Claims Made basis with at least a two-year reporting period.

o Property in separate locations for storage

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC o Property in Transit o Property Insurance o Real and Personal Property of the organization used in the work to be performed o Sexual and Molestation (SAM) o Virginia Therapy Limits o Workers’ Compensation

The individual limits depend upon, and will be specified in, each individual contract or agreement.

b. Certificates of Insurance (COI) as required by the County and School Division will be sent to the

County or School Division designee, and will include the necessary items as outlined below:

1. Agency or Producer Information.

2. The name and address as the Certificate Holder shall read, as applicable per the agreement:

The County of York, Virginia c/o Purchasing Department

120 Alexander Hamilton Blvd

P.O. Box 532

Yorktown, Virginia 23690

OR

County School Board of York County, Virginia c/o Legal Department

302 Dare Road

Yorktown, Virginia 23692

3. Contact name, phone number and email address of the person creating the COI.

4. Insurers Providing Coverage and their NAIC numbers.

5. Type of Insurance being provided via a Letter in the COI for each coverage provided.

6. A Certificate Number.

7. Additional Insured boxes noted with a “Y” for the Commercial General Liability and Automobile

Liability coverages.

8. Subrogation Waiver boxes noted with a “Y” for the Commercial General Liability and Auto

Liability. [Always required].

9. CGL Box noted with a “Y” for SAM coverages. [When required by the County or School

Division].

10. “N” in the Excluded Box for Workers Compensation.

11. The Umbrella or Excess Liability may be on a “following form” basis.

12. A Description of the Operations including the Additional Insured and Waiver of Subrogation endorsements or pages from the CGL policy so noting the existence of both endorsements.

13. The Description of Operations will include the Additional Insured wording as requested on behalf of “The Contractor shall maintain adequate liability insurance as specified below, which shall protect and save harmless the County of York, Virginia, and the School Board of York

County, Virginia, and their respective officials, officers, agents, and employees from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the Virginia workers’ compensation laws. The County of York, Virginia, and the

School Board of York County, Virginia, and their respective officials, officers, agents and employees, shall be named as additional insureds on a primary and non-contributory basis with respect to liability arising out of Provider’s ongoing operations and with respect to liability arising out of Contractor’s work performed under this Agreement.”

14. All coverage clarifications will be included in the COI for all coverage in the Description of

Operations box, as necessary.

15. Attachment of the Additional Insured and the Waiver of Subrogation endorsements completed to include the correct wording for the County and/or School Board as required.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

4. CONCEPT OF HOW THE PROGRAM WILL WORK

Below is a concept of how the program will work. In this concept, “County” shall be understood to mean either the County of York, VA or the County School Board of York County, Virginia, “Vendor” shall be understood to mean the party with whom the County is contracting with or the individual/organization using a facility. The “Contract” may either be for facility usage or for a services contract.

a Vendor obtains contract/agreement from County or School Board.

b Contract/Agreement will stipulate the insurance requirements.

c Vendor contacts insurance companies to obtain quotes/purchase insurance

Vendor may select any insurance company; Vendor is not limited to using only companies on the County’s list.

d Vendor purchases the insurance as stipulated in the County contract/agreement.; Insurance

Company processes payment.

e Vendor provides COI and other insurance documentation to the County for review/approval.

f Once approved, County and Vendor sign Contract/Agreement.

g Any premium commissions payable are open to discussion between the insurance agent, if any, and their insurance company. The County and Schools will not participate in any premium sharing programs.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

SECTION B

RFI PROCESS

PREPARATION AND SUBMISSION REQUIREMENTS

1. EVA REGISTRATION

a. In order to participate in County of York solicitation opportunities, Bidders/Offerors are not required to be registered in eVA.

b. eVA registration provides access to many free services and tools including automated placement on bidders lists and email/fax notifications for business opportunities with Virginia State Agencies, Colleges and Universities, as well as many Local Governments.

c. DO NOT SUBMIT YOUR RESPONSE THROUGH Eva. Only paper responses submitted directly to Central Purchasing will be considered.

2. RESPONSE FORMAT

Please use Forms “A”, “B” and “C” of this RFI document when responding to this request.

If information is provided in an electronic format, all electronic files uploaded must be in a common format accessible by software programs the County uses. Those common formats are generally described as Microsoft Word (.doc or .docx), Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document Format (.pdf.). Offerors will not secure, password protect or lock uploaded files; the County must be able to open and view the contents of the file. Do not disable or restrict the ability of the County to print the contents of an uploaded file. Scanned documents or images must be of sufficient quality, no less than 150 dpi, to allow for reading or interpreting the words, drawings, images or sketches.

3. SUBMISSION

a. Response shall be submitted to Central Purchasing. Responses may be submitted “on paper” or

“electronically”.

Paper responses should be submitted directly to the Central Purchasing office.

o If providing a paper response, please use the “mailing label” that is provided at the end of this document.

Electronic responses should be emailed to purchasing@yorkcounty.gov.

o If responding by email, the RFI Number and Title shall be used in the subject line o Do not email your response to the Contract Officer.

Do not submit your response through eVa. Only responses submitted directly to Central

Purchasing will be considered.

b. All costs associated with preparing a submittal are the submitting firm’s responsibility.

NOTE: Direct contact with anyone other than the County of York, Virginia Central Purchasing, including other County departments or the County’s consultants, regarding this Request For

Information (RFI) is expressly forbidden except with the permission of Central Purchasing’s

Contract Officer.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

c. Submittals (including all documents, schedules, reports, plans and other attachments) shall become the property of the County of York, VA and/or any agency of the County, and/or any political subDivision for whom the County of York, VA issues this solicitation, and documents will not be returned to the Bidder.

c. NO PUBLIC OPENING: There is no public opening of submitted responses.

d. NO AWARD TO BE MADE: The County is only seeking information; there is no award to be made as a result of this RFI. Responses to this RFI will be reviewed by the County Risk Manager and the County’s outside insurance consultant. Respondents deemed to be qualified and having an understanding and capability to provide insurance compliant with requirements stipulated by the County will be included in a listing of providers. The listing will be posted on the website of the Purchasing office as a resource for potential Contractors or Individuals/Organizations that are seeking insurance providers familiar with the

County’s requirements.

The County and its School Division make no guarantee to the listed insurance providers that the providers will book any business from businesses and organizations doing business with the County and its School

Division.

The County appreciates the investment of time and resources that respondents will expend in providing information.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBITS

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 1

Organization/Sponsor/Individual

Reserving Facilities for Events at Parks or Schools

Insurance

a) Description: The Organization/Sponsor reserving facilities for events through Parks and Recreation shall carry insurance with a minimum one-million dollar ($1,000,000) commercial general liability policy.

Notes: 1. Some facility/event reservations may require additional insurance coverage as determined by the County’s Risk Manager and Consultant.

2. Though not usually required to provide insurance, individuals reserving a facility may be required to provide insurance in some instances.

b) Certificate(s) of Insurance (Acord 25 Form or equivalent): The Contractor shall deliver certificates of insurance (COI) from carriers acceptable to the County specifying the required insurance and limits.

The Certificate(s) of Insurance should also include:

a) A certificate policy ID number

b) The waiver of subrogation checked with either an X or a Y

c) Sexual Assault and Molestation Coverage with a minimum of one-million dollar ($1,000,000) policy.

c) Certificate Holders:

The County shall be named Certificate Holder on the above COI as follows:

County of York, Virginia

P.O. Box 532

Yorktown, VA 23690

Reservations for Facilities/Events involving the use of School property require that the Schools shall also be named Certificate Holder on the COI (or their own COI) as follows:

County School Board of York County, Virginia

302 Dare Road

Yorktown, VA 23692

d) Proper Endorsement(s) (Form CG 20 10, Ed. 7/04, or equivalent): In addition to the COI, the

Organization/Sponsor/Individual shall also deliver a proper endorsement as evidence of coverage satisfactory to the County on applicable policy(ies). The Endorsement effectively changes the insurance policy itself to include the Additional Insured(s) specified by the COI(s).

e) Additional Insureds:

The County shall also be named Additional Insured on BOTH the Certificate of Insurance (item “b” above) and the Endorsement (item “d” above) as follows:

“County of York, Virginia, its Officials, Officers, Agents and Employees named as

Additional Insured, with primary status, without participation from the County’s insurers.”

If the use of School property is involved, the Schools shall also be named Additional Insured on both the COI (or their own) and Endorsement (or their own) as follows:

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

“County School Board of York County, Virginia, its Officials, Officers, Agents and

Employees named as Additional Insured with primary status, without participation from the School Board’s insurers.”

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 2

REQUIREMENTS FOR RENTING AN AREA WITHIN A SCHOOL

The COI will include:

Agency or Producer Information.

The School Board as the Certificate Holder:

The County School Board of York

County, Virginia Att.: Legal

Department

302 Dare Road

Yorktown, Virginia 23692

Contact name, phone number and email address of the person creating the COI. Insurers Providing Coverage and their NAIC numbers.

Type of Insurance being provided via a Letter in the COI for each coverage provided. A Certificate Number.

Additional Insured boxes noted with a “Y” for the Commercial General Liability and if needed, Auto

Liability. Subrogation Waiver boxes noted with a “Y” for the Commercial General Liability and if needed, Auto Liability. “N” in the Excluded Box for Workers Compensation.

A Description of the Event including the Additional Insured and Waiver of Subrogation endorsements or pages from the CGL policy so noting the existence of both endorsements.

The following sentence in the Description of Operations Box for the COI Holder is to read: “The County School Board of York County, Virginia, its officials, officers, employees, and agents are Additional Insureds on a Primary and

Noncontributory basis.”

The lowest acceptable insurance limits for the User will be as follows:

Commercial General Liability

General Aggregate Limit $2,000,000

Products-Completed Operations Aggregate $2,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence Limit $1,000,000

Sexual Abuse and Molestation $1,000,000

Fire Damage Limit (Any One Fire) $50,000

Medical Expense Limit (Any One Person) $5,000

Business Automobile

Liability $1,000,000 Combined Single Limit

Uninsured Motorist $1,000,000

Hired, Rented and Leased Autos $1,000,000

Non-Owned Autos $1,000,000

Workers’ Compensation and Employers Liability

Workers’ Compensation Statutory Virginia Benefits

Employers Liability $500/$500/$500,000 or Amount Necessary for Excess Liability

Underwriters

Excess Third-Party Liability if Carried

General Aggregate If Any

Products-Completed Operations If Any

Each Incident Limit If Any

Over and Above these Primary

Placements: Commercial General

Liability

Auto Liability Including Hired and Non-Owned Auto

Liability Employers Liability

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 3

TYPICAL REQUIREMENTS FOR CONTRACTORS HIRED BY THE COUNTY OR SCHOOLS

TO PERFORM WORK FOR THEM

The following provisions are typically included in Contracts for Services.

The Contractor shall maintain adequate liability insurance, which shall protect and save harmless the County of York, Virginia, and the County School Board of the County School Board for the

County of York, Virginia, and their respective officials, officers, employees, agents and volunteers from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workers’ compensation laws. Following award of the contract, the Vendor /

Contractor shall furnish proof of said insurance prior to commencement of services.

The Contractor shall maintain adequate liability insurance as specified below*, which shall protect and save harmless the County of York, Virginia, and its officials, officers, agents, and employees from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workers’ compensation laws. The County of York, Virginia, its officials, officers, agents and employees, shall be named an additional insureds on a primary and non-contributory basis with respect to liability arising out of Contractor’s ongoing operations and with respect to liability arising out of Contractor’s work performed under this Agreement.

* Note: The amounts are specified in each individual agreement, and may vary.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 4

FOR SERVICE CONTRACTS

A Waiver of Subrogation is to be included in favor of “The County of York, Virginia as illustrated below.

The Contractor shall maintain adequate liability insurance as specified below*, which shall protect and save harmless the County of York, Virginia, and the School Board of York County, Virginia, and their respective officials, officers, agents, and employees from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the workers’ compensation laws. The County of York, Virginia, its officials, officers, agents and employees, shall be named as additional insureds on a primary and non-contributory basis with respect to liability arising out of Provider’s ongoing operations and with respect to liability arising out of

Contractor’s work performed under this Agreement.

Certificates of Insurance (COI) will include the following. If the liability insurance is placed with another agent, insurance company, or an association program please include that COI along with the standard ACORD COI requirements as outlined below.

The following will be included in your COI for the County of York, Virginia and/or the County

School Board of the County of York, Virginia. The COI will include the following being quoted for the County or School Board’s individual or combined COI’s:

1. Agency or Producer Information.

2. The County’s name and address as the Certificate Holder to read:

The County of York, Virginia c/o Purchasing Department

120 Alexander Hamilton Blvd

P.O. Box 532

Yorktown, Virginia 23690

3. Contact name, phone number and email address of the person creating the COI.

4. Insurers Providing Coverage and their NAIC numbers.

5. Type of Insurance being provided via a Letter in the COI for each coverage provided.

6. A Certificate Number.

7. Additional Insured boxes noted with a “Y” for the Commercial General Liability and

Automobile Liability coverages.

8. Subrogation Waiver boxes noted with a “Y” for the Commercial General Liability and Auto

Liability.

9. CGL Box noted with a “Y” for SAM coverages. (Only when required by the

Contract/Agreement)

10. “N” in the Excluded Box for Workers Compensation.

11. The Umbrella or Excess Liability may be on a “following form” basis.

12. A Description of the Operations including the Additional Insured and Waiver of Subrogation endorsements or pages from the CGL policy so noting the existence of both endorsements.

13. All coverage clarifications will be included in the COI for all coverage in the Description of

Operations box, as necessary.

14. Attachment of the Additional Insured and the Waiver of Subrogation endorsements completed to include the correct wording for the County and/or School Board as required.

ACORD Certificates of Insurance are to be sent to the County’s Purchasing Division within thirty

(30) days of the start of the work and then thirty (30) days prior to the individual insurance policies

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC renewal dates for each year of the project and then for two years following the acceptance of the building by the County.

If the insurance company has their own Certificates of Insurance other than the ACORD form, the

COI will include all the data and requirements included in the Insurance Service Office’s approved

ACORD COI along with the endorsement or policy page attachments.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 5

FOR SERVICE CONTRACTS

Although subject to change depending on the Contract/Agreement, the minimum limits will be as follows*.

General Aggregate Limit $2,000,000

Products-Completed Operations Aggregate $2,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence Limit $1,000,000

Fire Damage Limit (Any One Fire) $50,000

Medical Expense Limit (Any One Person) $5,000

Sexual Abuse and Molestation per Occurrence $1,000,000

Sexual Abuse and Molestation Aggregate $2,000,000

Business/Personal Automobile Liability

Liability $1,000,000

Non-Owned Autos and Hired Autos $1,000,000

Workers’ Compensation Virginia Statutory Benefits

Employers Liability $500/$500/$500,000 or

Amount Necessary for

Excess Liability Underwriters

Excess Third-Party Liability

General Aggregate $5,000,000

Products-Completed Operations $5,000,000

Each Incident Limit $5,000,000

Over and Above these Primary Placements:

Commercial General Liability

Business/Personal Auto Liability Including Hired and Non-Owned Auto Liability

Employers Liability

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 6

FOR CONSTRUCTION CONTRACTS

The following provisions are typically included in Contracts for Construction.

Third-Party Liability, Business Automobile Liability, Workers’ Compensation Insurance, and Excess

Liability insurance will be placed with insurance carriers authorized, admitted or approved to conduct business within the Commonwealth of Virginia with at least an A.M. Best Rating “A-XII” or is a qualified, approved, admitted, authorized or a self-insurance pool during the entire term of this agreement via a Commercial General Liability, Business Auto Policy, a Workers’ Compensation insurance policy, and an Excess Third Party Liability insurance contract, as approved for use by the

Commonwealth of Virginia’s Bureau of Insurance and is acceptable to the Owner during the entire term of this contract.

Certificates of Insurance are to be provided to the County no later than thirty-days (30) prior to the start of any work by the Contractor. A thirty-day (30) notice of cancellation, reduction in coverage, changes in any terms, conditions, limits, deductibles, retentions, etc. applicable to the insurance program will be provided to the Owner as they may occur during the term of this contract.

Underwriters are to use the ISO or individual insurance company CGL approved forms that meet or exceed the RFP’s Additional Insured and Primary Noncontributory requirements as follows:

1. Primary and Noncontributory-Other Insurance Condition

2. Additional Insured-Owners, Lessees, or Scheduled Person or Organization

3. Completed Operations – Additional Insured for at least two (2) years after the work has been accepted.

4. Remove the subcontractor exclusion for products and completed operations.

5. Use the following guidelines for your CGL endorsements: CG 20 37 10 01 edition—This endorsement specifically adds "completed operations" for additional insureds for “your work”. The intent is to be comparable to the CG 20 10 11 85 edition which is virtually no longer available. This form must be used with either the CG 20 10 10 01, or CG 20 33 10 01 (or other edition dates of these forms), or the CG 2038 04 13 edition (see the ISO 04 13 Additional Insured

Endorsements) to give the Additional Insured both "ongoing operations" liability and "completed operations" liability coverage for two (2) years.

http://www.certifiedriskmanagers.com/CG%2020%2037%2010%2001.pdf http://www.certifiedriskmanagers.com/2010gone.htm http://www.certifiedriskmanagers.com/2010gone.htm http://www.certifiedriskmanagers.com/2010gone.htm http://www.certifiedriskmanagers.com/CG%2020%2010%2010%2001.pdf http://www.certifiedriskmanagers.com/CG%2020%2033%2010%2001.pdf http://www.certifiedriskmanagers.com/ISO0413forms.htm http://www.certifiedriskmanagers.com/ISO0413forms.htm http://www.certifiedriskmanagers.com/ISO0413forms.htm

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 7

POLLUTION AND ASBESTOS LIABILITY INSURANCE

The following provisions are sometimes required for Contracts for Construction Services

Pollution and Asbestos Liability Insurance

If the Contractor finds any asbestos or other hazardous pollutants during the initial study or work in progress, they will secure Pollution and Asbestos Liability insurance as follows*:

$1,000,000 Per Claim

$1,000,000 Annual Aggregate

Claims Made policies are acceptable.

The County will be informed of the pollution substances within 24 hours of encountering them by the contractor or subcontractors where plans will be discussed to safely remove the pollutants to an authorized disposal site.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 8

FOR CONSTRUCTION CONTRACTS

The following provisions are sometimes required for Contracts for Construction Services

Plans, Charts, and Other Personal Property of the Contractor

All plans, charts, and other personal property for the construction work of the Contractor will be provided to the County in either a hard paper copy or via a computer disc or fob at the County’s request. In either case, the documents will be insured for Valuable Papers and Records reproduction and the Electronic Data Processing reproduction protection so they can be reprinted by the County if necessary. A $100,000 Valuable Paper and Records minimum limit is suggested along with the same limits for EDP data reproduction coverages while in the care, custody, or control of the Contractor.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 9

REQUIREMENTS FOR A&E FIRMS

(Additional requirements related to Professional Liability)

The Architect/Engineer shall maintain the required insurance coverages for the entire duration of the

Contract including all renewal periods and shall provide notice of non-renewal or cancellation.

DOCUMENTS ARE TO INCLUDE THIS REQUIRED STATEMENT:

“The County School Board of York County, Virginia, its officials, officers, agents and employees are additional insureds on a primary and non-contributory basis.”

Architect/Engineer shall provide and maintain the following required insurance coverages from an insurer licensed to do business in Virginia and with a Best rating of A-VII or better, including the assumption of the cost of any applicable deductible or self-insured retention, for the entire duration of the Contract including all renewal periods and shall provide notice of non-renewal or cancellation.

A. Commercial General Liability per CG0001 or equivalent including:

1. Broad Form Contractual Liability; and,

2. Products and Completed Operations to be maintained for 2 years after final completion of the work performed; and,

3. Additional insured coverage: The County School Board of York County, Virginia, its officials, agents, officers, and employees are additional insureds on a primary and non-contributory basis with endorsement CG2010 1185 or its equivalent as deemed to be by Owner. The Policy

Number shall be printed and shown on the Certificate of Insurance and all endorsements.

Additional insured insurance language shall not limit Additional insured status to the liability of the

Architect/Engineer. The County School Board of York County, Virginia, its officials, officers, agents and employees, shall be named an additional insured on a primary and non-contributory basis with respect to liability arising out of Architect/Engineer’s ongoing operations and with respect to liability arising out of Architect/Engineer’s work performed under this Contract, and included in the products-completed operations hazard.

If the General Liability coverages are provided by a Commercial General Liability Policy on a claims-made basis, the policy date or Retroactive Date shall predate the Contract; the termination date of the policy or applicable extended reporting period shall be no earlier than the termination date of coverages required to be maintained after final payment, including any guarantee period.

B. Commercial Automobile Liability insuring all owned, hired, and non-owned vehicles per ISO form

CA0001 or equivalent, including Pollution Liability resulting from collision or overturn.

C. Workers’ Compensation using the applicable state or federal statutes with Employers Liability.

The Architect/Engineer shall provide a certificate of insurance including the relevant endorsements evidencing the additional insured terms stated herein. Further, the certificate will provide that if the insurance is cancelled or non-renewed, the insurer will provide 30 days’ prior notice to the County

School Board of York County, Virginia.

Nothing within these insurance requirements shall limit the Architect/Engineer’s liability under this

Contract.

The County School Board of York County, Virginia shall retain status of an additional insured under self-insured arrangements to the extent insured by the CG0001 Commercial General Liability policy.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

The provisions of this paragraph shall be deemed included in the Contract as if fully set out therein.

THIRD PARTY LIABILITY INSURANCE

Third-Party Liability, Personal or Business Automobile Liability, Workers’ Compensation Insurance, Excess Liability, and Professional Liability insurance will be placed with insurance carriers authorized to conduct business within the Commonwealth of Virginia with at least an A.M. Best Rating “A-XII” during the entire term of this Professional Services agreement via a Commercial General Liability, Business/Personal Auto Policy, a Workers’ Compensation insurance policy, an Excess Third Party Liability insurance contract, and a Professional Liability insurance policy as approved for use by the Commonwealth of Virginia’s Bureau of Insurance and is acceptable to the County during the entire term of this contract.

A Business Owners Policy is appropriate to provide the Commercial General Liability and any other coverage that can qualify for the BOP policy.

An Excess/Surplus Lines insurance company, Lloyds London, or a special association insurance program for the Professional Services insurance on a “Claims Made” basis is acceptable for the Professional Liability requirements.

If the Professional Liability is on a “claims made” basis, the coverage will either 1) start on the first day of this contract or 2) have the existing “claims made” Professional Liability policy continue. Either way, the

“claims made” coverage will remain in force during the life of this contract and then continue for at least two (2) years after the work has been completed and accepted by the Board.

Certificates of Insurance are to be provided to the School Board no later than thirty-days (30) prior to the start of any work by the Professional Services individual or company. A thirty-day (30) notice of cancellation, reduction in coverage, changes in any terms, conditions, limits, deductibles, retentions, etc.

applicable to the insurance program will be provided to the Board as they may occur during the term of this contract.

Underwriters are to use the ISO or individual insurance company CGL approved forms that meet or exceed our RFP’s Additional Insured and Primary Noncontributory requirements as follows:

Primary and Noncontributory-Other Insurance Condition

Additional Insured-Owners, Lessees, or Scheduled Person or Organization

Completed Operations – Additional Insured

Copies of the endorsements that will be used are to be included in your response to our RFP.

If a Business Owners Policy or another carrier’s special wording within their CGL coverage form or specific endorsement numbers applicable to that insurance carrier only, the part of the policy that grants the School

Board the same protection as afforded by the endorsements above will be provided and so noted in the

Description Box of the Certificate of Insurance.

A. Certificates of Insurance (COI) will include:

1. Agency or Producer Information

2. Insured’s Information

2. Contact name, phone number and email address of person creating the COI

3. Insurers Providing Coverage and their NAIC number

4. Type of Insurance being provided via a Letter in the COI for each coverage provided

5. A Certificate Number

6. Additional Insured boxes noted with a “Y” for the Commercial General Liability

7. Subrogation Waiver boxes noted with a “Y” for the Commercial General Liability and Auto

Liability

8. “N” in the Excluded Box for Workers Compensation

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

9. The Umbrella or Excess Liability may be on a “following form” basis

10. Professional Liability insurance coverages described in the empty box under the Workers

Compensation section of the COI

11. A Description of the Operations including the RFP name and number, the Additional Insured and 13. Waiver of Subrogation endorsements or pages from the CGL coverages so noting the existence of both endorsement wordings

14. The Description of Operations will include the Additional Insured wording as requested on behalf of the School Board

15. All coverage information included in the COI for all coverages will be included in the

Description of Operations box as necessary

16. Attachment of the Additional Insured and the Waiver of Subrogation endorsements completed to include the correct wording for the School Board as required

ACORD Certificates of Insurance that are currently being utilized within the Commonwealth of Virginia are to be sent to the County’s Purchasing Department within thirty (30) days of the start of the work and then thirty (30) days prior to the individual insurance policies renewal dates for each year of the project and then for two years following the acceptance of the services by the Board.

If the insurance company has their own Certificates of Insurance other than the ACORD form, the COI will include all the data and requirements included in the Insurance Service Office’s approved ACORD COI along with the endorsement or policy pages attachments.

The ACORD Certificate of Insurance will illustrate the basic information and include the Project Name, Project Number and any other information within the Description of Operations remarks section to clarify the service’s name and RFP number. The name of the individual creating the Certificate of Insurance along with their telephone number and email address will be included on all Certificates of Insurance as required above.

General Aggregate Limit $2,000,000

Products-Completed Operations Aggregate $2,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence Limit $1,000,000

Fire Damage Limit (Any One Fire) $50,000

Medical Expense Limit (Any One Person) $5,000

Hold Harmless Agreement

Waiver of Subrogation

County as an Additional Insured

Business/Personal Automobile Liability

Liability $1,000,000

Non-Owned Autos and Hired Autos $1,000,000

Workers’ Compensation Virginia Statutory Benefits

Employers Liability $500/$500/$500,000 or

Amount Necessary for

Excess Liability Underwriters

Excess Third-Party Liability

General Aggregate $1,000,000

Products-Completed Operations $1,000,000

Each Incident Limit $1,000,000

Over and Above these Primary Placements:

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

Business/Personal Auto Liability Including Hired and Non-Owned Auto Liability

Employers Liability

Professional Liability

Professional Liability Each Claim $3,000,000

Professional Liability Annual Aggregate $3,000,000

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

EXHIBIT 10

Sample Endorsements CG 20 10 11 85, CG 20 10 10 01 and CG 20 37 10 01

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

1. Alternate Employer: The County School Board of York County, Virginia, its Officials, Officers, Agents, and Employees, are additional insured on a primary and non-contributory basis.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

SUBMITTAL DOCUMENTS

Form A: Response Form (Include responses to all sections)

Form B: Proprietary Information

Form C: Questionnaire

Form D (Optional): Any additional information that the RFI respondent may wish to share.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

FORM A

RESPONSE FORM

(Completed Form Shall Be Submitted as Submittal Cover Pages)

DO NOT SUBMIT YOUR RESPONSE THROUGH eVA.

Only paper responses submitted directly to Central Purchasing, or emailed responses sent to purchasing@yorkcounty.gov, will be considered. Do not email your response directly to the Contract Officer.

RFI Number: I82104-SC

RFI Name: Insurance Providers for County and School Division Contracts and

Facility-Use Agreements

Due Date and Time: This is an ongoing request, until ended by the County.

SUBMITTING FIRM’S INFORMATION

Firm/Company Name

(Legal Name)

Mailing Address

Payment Address (if different from Mailing

Address)

Firm Telephone

Number

Employer

Identification Number

(EIN)

Social Security

Number (only if a EIN is NOT provided)

Representative

Name/Title

Representative

Telephone Number

Representative Email

Address

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

FORM B

PROPRIETARY INFORMATION

(Completed Form Shall be Returned with the RFI Submittal)

SUBMITTING FIRM NAME ____________________________________

Trade Secrets or Proprietary information submitted by a Submitting firm or Consultant in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information

Act; however, the Submitting firm or Consultant must invoke the protections of this section prior to or upon submission of data or other materials to be protected and state the reasons why protection is necessary. A bidder, offeror, or contractor shall not designate as trade secrets or proprietary information (a) an entire bid, proposal, or prequalification application; (b) any portion of a bid, proposal, or prequalification application that does not contain trade secrets or proprietary information; or (c) line-item prices or total bid, proposal, or prequalification application prices. (Section 2.2-4342(F)(c) of the Code of Virginia).

Please mark one:

( ) No, the RFI response does not contain any trade secrets and/or proprietary information.

( ) Yes, the RFI response does contain trade secrets and/or proprietary information.

If YES, please list the page numbers and the reasons why the information is considered a trade secret or proprietary information. These pages shall be conspicuously labeled “PROPRIETARY

INFORMATION” in red ink at the top and bottom center of each page. Do Not Mark the Whole Response

Proprietary. Submitting firms are encouraged to provide a single redacted electronic copy of the

Response (i.e. CD or Thumb Drive) with the Original paper Proposal if proprietary information in contained in the Proposal.

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

FORM C

QUESTIONNAIRE

(Completed Form Shall be Returned with the RFI Submittal)

Agency Name: _____________________________________________________

1. Licensing requirements (as registered with SCC Bureau of Insurance):

a. Virginia License Number: ___________________________________________________

b. National Producer Number (NPN): ___________________________________________

c. Type of Insurance: ________________________________________________________

d. License Type: ___________________________________________________________

2. Can you generally provide the following (provide a response for each coverage listed)?

Circle all that apply.

o Asbestos Removal: (YES) (NO) o Auto Fleet Insurance: (YES) (NO) o Builders Risk on Existing Structures: (YES) (NO) o Builders Risk on New Construction: (YES) (NO) o CGL Insurance, to be on an Occurrence Basis with no deductibles or retentions: (YES) (NO) o Excess Liability, can be on an Occurrence Basis. : (YES) (NO) o Maps, plans, etc. used by the Contractors: (YES) (NO) o Professional Liability, can be on a Claims Made basis with at least a 2-year reporting period: (YES) (NO) o Property in separate locations for storage: (YES) (NO) o Property in Transit: (YES) (NO) o Property Insurance: (YES) (NO) o Real and Personal Property of the organization used in the work to be performed: (YES) (NO) o Sexual and Molestation (SAM) : (YES) (NO) o Virginia Therapy Limits: (YES) (NO) o Workers’ Compensation: (YES) (NO)

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

3. For the insured, will you be able to provide a standard Certificate of Insurance (COI)?

Circle one: (YES) (NO)

a. Will the COI be on Accord 25 form?

b. If the above answer is “NO”, please identify the form that will be used, and provide a sample of it with your response.

Form to be used: ________________________________________________________

c. Will the COI comply with requirements listed in Section A.3.b.?

d. If the above answer is “NO”, please identify what portions will not be provided.

4. For the “Additional Insured” requirement:

a. Will form CG 20 26 04 13 be used?

b. If the above answer is “NO”, please identify the form that will be used, and provide a sample of it with your response.

Form to be used: ________________________________________________________

5. For the Commercial “General Liability” requirement:

a. Please identify the forms that will be used and provide a sample of them with your response.

Forms to be used: ________________________________________________________

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

6. Third-Party Liability and Workers’ Compensation Insurance must be placed with an insurance carrier authorized to conduct business within the Commonwealth of Virginia, and have an A.M.

Best rating of at least “A”.

a. Are you able to offer insurance compliant with this statement?

b. If the above answer is “NO”, please elaborate on the insurance company’s financial strength, operating performance and business profile.

7. Waiver of Subrogation is always required.

a. Are you able to offer insurance compliant with this statement?

8. If required by the County or School Division, are you able to offer Pollution Liability insurance

(as shown as an exhibit herein) to businesses and organizations?

9. If required by the County or School Division, are you able to offer Builders’ Risk insurance (as shown as an exhibit herein) to businesses and organizations?

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

10. Sexual and Molestation (SAM) Coverage:

a. Can you provide Sexual and Molestation (SAM) coverage?

b. Coverage limits in the amount of $1,000,000/$2,000,000 (per occurrence/per year) for

Sexual and Molestation (SAM) is a typical requirement when required for school facilities.

Premiums are expensive, especially for non-business organizations using the facilities.

What initiatives can be utilized to enable those organizations to obtain affordable coverage?

11. The Description of Operations: Must include the Additional Insured wording “The Contractor shall maintain adequate liability insurance as specified below, which shall protect and save harmless the County of York, Virginia, and its officials, officers, agents, and employees from all suits and actions of every kind and description arising from injury or damage to persons and property in the prosecution of said work or in failure to properly safeguard same, and from all claims arising under the Virginia workers’ compensation laws. The County of York, Virginia, and The School Board of York County, Virginia, their respective officials, officers, agents and employees, shall be named as additional insureds on a primary and non-contributory basis with respect to liability arising out of Provider’s ongoing operations and with respect to liability arising out of Contractor’s work performed under this Agreement.”

a. Will you provide the above statement on insurance documentation submittals?

Insurance Providers for County and School Division Contracts and Facility-Use Agreements RFI# I82104-SC

10. Upon request of a Business or Organization desiring to contract with the County and/or the

School Division, can you readily provide insurances as specified in:

(Circle “Yes” or “No” for each of the following)

a. Exhibit 1, County Facilities Usage, including Parks (Yes) (No)

b. Exhibit 2, School Facilities Usage (Yes) (No)

c. Exhibit 3, Contractor Requirements (Yes) (No)

d. Exhibit 4, Service Contract Requirements (Yes) (No)

e. Exhibit 5, Typical Limits…