Urban_Project_Manual.pdf

CONTRACT AND SPECIFICATIONS

FOR PROVIDING

PERIODIC MAINTENANCE

OF

REGULATED URBAN DRAINS

IN

HAMILTON COUNTY, INDIANA

HAMILTON COUNTY DRAINAGE BOARD

INDEX

NOTICE TO BIDDERS 1

INSTRUCTIONS TO BIDDERS 2-3

GENERAL PROVISION 4-7

SPECIFICATIONS 8-10

SPECIAL INSTRUCTIONS 11-14

OCCUPATIONAL AND HEALTH ADMIN., LABOR 15-20

INSURANCE VENDOR REQUIREMENTS (1-10)

EXPERIENCE and EQUIPMENT QUESTIONAIRE EQ-1, 2

EMPLOYMENT ELIGIBILITY CERTIFICATION EEC-1

BID BF-1, 2, 3

CONTRACT FILLED OUT AND SIGNED BY CONTRACTOR C-1

CONTRACTOR’S DAILY LOG CDL-1

NOTICE TO BIDDERS

Notice is hereby given that the Drainage Board of Hamilton County, Indiana will, on the

23rd day of November, 2026, in Government and Judicial Center in the City of Noblesville, Hamilton County, Indiana, at 9:00 AM, receive BIDS for furnishing of all labor, equipment and materials necessary for the maintenance of all URBAN REGULATED drains and or ditches under the jurisdiction of said Board for the calendar year of 2027, and will award a contract to the most responsive and responsible bidder according to specifications and proposal on file in the office of said Board and may accept more than one bidder.

Bidders shall submit bids on a unit price basis, furnish financial statements and bidder’s bond.

The right is reserved to reject any or all BIDS.

1. Proposals must be submitted electronically via Hamilton County’s eProcurement portal found on the County’s website at https://www.hamiltoncounty.in.gov/2130/Bid-

Opportunities-and-Solicitation. There is no cost to the contractor in submitting proposals through the eProcurement portal. Submission will be accepted up to the start time of the public meeting listed above. The County’s eProcurement portal will not allow any proposals to be submitted after the bid notice time.

2. If you would like a hard copy of the bid package, please contact the Surveyor’s Office at

317-776-8495 to pay a $15 fee. You will still need to enter your bid into the eProcurement portal. Bids will not be accepted without the $500 Surety Bond or

Certified Check in the amount of $500.

3. It is preferred that a physical copy of your $500 Surety Bond or Certified Check be delivered to the Surveyor’s Office by 4:00 P.M. on the Friday before the Drainage Boards meeting for the bid opening.

THE SURVEYOR’S OFFICE IS LOCATED AT:

9615 East 148th Street, Suite 109 Noblesville, IN 46060

If it’s not received at the Surveyor’s Office by then, you must bring it to the 9:00 A.M.

meeting before your bid will be allowed to be included in the bid opening. The bid opening will be held in the Commissioners Courtroom in the Government and

Judicial Center, One Hamilton County Square, Noblesville, Indiana.

THE HAMILTON COUNTY DRAINAGE BOARD REQUIRES A COMPLETE DAILY LOG OF EACH

WORK ORDER/CLAIM TURNED IN.

Dated this 26th day of October 2026.

Hamilton County Drainage Board

Attest: Margaret Hobbs

Executive Secretary

ONE TIME ONLY

https://www.hamiltoncounty.in.gov/2130/Bid-Opportunities-and-Solicitation https://www.hamiltoncounty.in.gov/2130/Bid-Opportunities-and-Solicitation

INSTRUCTIONS TO BIDDERS

BIDS:

Bidders will submit bids on a unit price basis on the form provided herein, all parts of which will be filled in. Each bid will be submitted in a sealed envelope, addressed to the Hamilton County

Drainage Board, Noblesville, Indiana. The envelope will also bear the name and address of the person or firm submitting the bid.

WAGES STIPULATION:

The Contractor shall be bound to comply with the prevailing scale of minimum wages as provided by law.

FINANCIAL STATEMENT:

All Bidders will submit as a part of the bid, General Form No. 96, as prescribed by the State Board of Accounts, and entitled, "Contractors

Bid for Public Works" Items in Section II "Plans and Equipment

Questionnaire" and Section III "Contractor’s Financial Statement" will be put on separate sheets.

BOND:

Bidder will submit with his proposal a Surety Bond or Certified Check in the amount of $500.00 payable to the Hamilton County Drainage Board to be forfeited in case the successful bidder fails to execute a contract within thirty (30) days after an award of a contract has been made.

REJECTION OF BID:

The Board reserves the right to reject any and all bids containing any omissions, additions, extensions, erasures, alterations or irregularities any kind. The judgement of the Board will be final in determining the capability, experience and ability of the bidder to successfully and properly prosecute the contract.

BID DEADLINE:

All bids will be submitted no later than 9:00 A.M. on date of opening.

The bids will be submitted to the Drainage Board Secretary in Suite

188.

EXPERIENCE QUESTIONNAIRE:

All Bidders will submit as part of the Bid the Experience

Questionnaire on the form provided.

EQUIPMENT QUESTIONNAIRE:

All Bidders will submit as part of the Bid the Equipment Questionnaire on the form provided.

BID CHECK:

Bids will be submitted with the Listed Following Items:

1. Bid on provided pages completely filled out

2. Surety in amount of $500.00

3. General Form NO. 96-Contractors Bid for Public Works

4. Experience Questionnaire

5. Equipment Questionnaire

6. Employment Eligibility Certification

7. Financial Statement

EMPLOYMENT ELIGIBILITY CERTIFICATION:

All bidders shall submit as part of the bid the Employment Eligibility

Certification on the form provided.

GENERAL PROVISIONS

PURPOSE:

The purpose of this contract is to provide for the repair, replacement and/or maintenance of any or all URBAN REGULATED DRAINS in Hamilton

County, Indiana. Broadcast spraying of ditch banks, television cameras, sewer jetting and sewer vacuums of drains under a separate bid and maintenance of URBAN DRAINS are not covered by this contract.

DEFINITION OF TERMS:

Drainage Board--Whenever the word "Drainage Board" or "Board" appears in these specifications and contract, it will be understood as referring to the Hamilton County Drainage Board, or any Joint Board, as established by Chapter 305 of the Acts of the Indiana General

Assembly.

Surveyor--Whenever the word "Surveyor" appears in these specifications and contract, it will be understood as referring to the County

Surveyor of Hamilton County, Indiana or a duty authorized employee, agent or other representatives.

Contractor--Whenever the word "Contractor" appears in these specifications and contract it shall be understood as referring to the person, partnership, firm or corporation, who will enter into an agreement with the Drainage Board to perform any work ordered by said

Board involving the replacement, repair and/or maintenance of any or all drains under jurisdiction of said Board.

WORK FORCE:

The Contractor shall have the ability to provide no less than two (2) separate work crews of no less than two (2) persons and equipment adequate to perform work at any one time specifically for this contract.

TERM OF CONTRACT:

The term of this contract will remain in force and will be for the current calendar year in which said contract has been awarded. Said contract will expire at 12:00 P.M., December 31, of each calendar year for which a contract has been awarded. Work orders issued, but not started, by the end of current contract, will be returned and re-issued for the next year.

ENGINEERING SUPERVISION:

All work performed under this contract will be under supervision and direction of the County Surveyor, who will survey and set stakes, if necessary; also furnish plans, technical advice and/or assistance for each project which may be ordered by the Drainage Board and all work will be performed as directed by the County Surveyor or his representative.

MATERIAL:

All material used in the prosecution of the work will comply with the current Indiana State Highway Standard Specifications, 2006, and if request is made, any material shall be made available to the County

Surveyor for inspection and/or testing. Any material rejected shall be removed from the site of the project at the expense of the

Contractor. When bidding on pipe, if a size falls between sizes listed on form, use price of next larger size of pipe.

EQUIPMENT:

All equipment used in the prosecution of the work will be adequate for the work to be performed and in proper working order. Contractor will NOT CHARGE FOR MOVING MACHINERY. Bid price will include all fuel, oil, maintenance and taxes.

JOB LIMIT:

The maximum dollar amount of a job under this contract is $150,000.00 or less for each drain per individual work order.

INSURANCE:

The Contractor shall adhere to the insurance requirements as set out in the attachment entitled “AMENDED HAMILTON COUNTY POLICY

ESTABLISHING INSURANCE REQUIREMENTS FOR VENDORS” dated May 11, 2020.

TIME LIMIT:

The Contractor will finish any work or project within thirty (30) days after the receipt of a work order by the Surveyor unless an extension of time is granted for a specific reason, such as high water, inclement weather, poor ground conditions, crops, etc.

EMERGENCY CLAUSE:

Any work received by the Contractor marked NOW, RUSH, EMERGENCY will be done within twenty-four (24) hours of receiving said work order.

VIOLATIONS:

Any work order received by the Contractor marked VIOLATION WILL BE

DONE WITHIN FIVE (5) DAYS of receiving said work order.

WORK ORDERS:

The Surveyor shall notify the Contractor of work on a certain drain by a work order. On the Work Order Form, the Surveyor shall set out the name of work to be done. It will also include a map and may also include a set of plans and instruction, which may vary from the specifications herein. In such a situation the Work Orders instructions will override the contract specifications.

The determination of the classification of the work between Rural

Drain and Urban Drain shall be the decision of the Surveyor and shall be final.

PAYMENT FOR WORK:

Payment will be made to the Contractor upon completion of work on individual work orders. An itemized claim for each work order showing the name of the drain and work order number will be submitted to the

Drainage Board with a copy of the Work Order. Prices charged will be those prices shown on the Bid Form. Any material or machinery needed, but not shown on the Bid Form will be billed by the Contractor at his cost. The Contractor will submit an itemized list of his cost. The

Contractor will submit a complete daily log for each Work Order/Claim.

(I.e. date, time, number of crew, equipment used, starting and ending time for each Work Order/Claim/Job).

EASEMENT:

The Contractor will use the easement provided by law for the Board or its duly authorized representative. This easement is seventy-five

(75') feet measured at right angles to the centerline of a tile or 150 feet total width. The easement for an open ditch is seventy-five

(75') feet measured at right angles from the Top of the Bank or a total of 150 feet, plus the width of the ditch from Top of Bank to Top of Bank, or unless shown on plan as fifteen (15') feet etc. The

Contractor will however, respect the limitation of the easement in cases where the Board has entered into a non-enforcement agreement.

The Contractor will use due care to avoid damage to crops, fences, buildings and other structures outside of the easement and to crops and approved structures as mentioned above inside the easement insofar as possible. The Contractor will repair in a good workman like manner any fence, which may be cut for access to the site.

CO-ORDINATION WITH SEWER CLEANING CONTRACTOR:

The Contractor will co-ordinate efforts for jetting, televising or vacuuming of storm sewers or tile drain with the Contractor-Sewer

Cleaning Contractor awarded this bid. The Contractor shall receive a duplicate work order for such work, which is also sent to the Sewer

Cleaning Contractor. Both Contractors will co-ordinate their efforts as to when and what type assistance is required. These Work Orders will be done on a timely basis as weather permits.

LICENSES AND PERMITS:

It will be the responsibility of the Contractor to acquire any and all required licenses and permits required by Government Agencies for the prosecution of work under this contract.

REJECTION OF WORK DONE:

If in the opinion of the Surveyor the work completed by the Contractor does not meet the specifications, by being incomplete or unsatisfactory, the Contractor will do whatever necessary to complete the work to the Surveyor’s satisfaction at no extra cost to the Board.

The disposal of debris, including method and location to be the responsibility of the Contractor.

COOPERATION WITH PUBLIC UTILITIES:

The Contractor will notify all public utilities who may own poles, lines, transformers, wires, cables, pipe, or conduit on or adjacent to the site of the proposed work.

The Contractor will be held responsible to notify any public utilities and arrange for the relocation of any of its properties, which may interfere with safe prosecution of the work. In no case will the

Board be held responsible for any costs involved in relocation or rerouting of any poles, lines, transformers, wires, cables, pipe or conduit on or adjacent to the site of the proposed work and the

Contractor agrees to save the Board harmless from any such claims.

The Contractor will indicate on the Work order the identification number of each locate obtained from Indiana Underground Protection

(One Call).

SALES TAX EXEMPTION:

The contractor may apply for an exemption for Indiana State Sales Tax for materials purchased for use under this contract. The contractor must make application to the Sales Tax Division of the Indiana

Department of Revenue utilizing Form ST-105 or other applicable forms.

Such application shall be the sole responsibility of the contractor.

SPECIFICATIONS

CORRUGATED METAL PIPE:

Corrugated metal pipe, helcor, or equal, will be of a gauge and quality that will meet the provisions of Section 908 as set forth in the "Indiana State Highway Standard Specifications, 2006".

CONCRETE:

All concrete and related material and work shall be of a quality and shall be placed in a manner as provided in the applicable section in the "Indiana State Highway Specifications, 2006".

SEEDING AND FERTILIZING:

All disturbed areas are to be seeded as set forth in the seeding recommendations that follow. Ditch slopes are to be seeded at the end of each working day. All disturbed areas are to be fertilized with

600# of 12-12-12 per acre. All disturbed areas will be seeded and fertilized at end of day.

SEEDING RECOMMENDATIONS

Tall Fescue (low or endophyte free) 35 lbs/acre

Annual Rye Grass 20 lbs/acre

12-12-12 Fertilizer 1000 lbs/acre

(Substitute the following for Rye Grass:

Oats @ 2 bu/acre- March 15 thru May 1;

Wheat @ 2 bu/acre-October 1 thru November 15:)

TILE REPLACEMENT IN ROAD RIGHT OF WAY:

Whenever tile is replaced under a road, street or highway the replacement tile will be reinforced concrete pipe (RCP). Said RCP will be back filled with granular fill, flowable fill or other specified material per Highway permit. Road surface will be repaired with the same material as what was there before the repair. The

Contractor will notify County or State Highway Departments at least twenty-four (24) hours before construction in Right-of-Way begins.

CMP will be used in replacing tile for all sizes smaller than twelve

(12") inches.

The Contractor will correspond this work with the Hamilton County

Highway Department Permit Manual.

The Contractor will set flasher Barricades on all open cuts within

R/W. Barricades will conform to IDOT Standard Specifications, 2006, Section 801.

Barricades Standards-use County Specifications for County Roads and

State Highway Specifications for State Highways. For Municipal

Streets-use specifications for that city or town. Additional requirements may be required by County Highway Department.

TILE DRAIN EXTENSIONS:

A twenty (20') foot section of either corrugated metal pipe (CMP) or

SDR-35 will be installed for tile drains outletting into an open ditch at locations determined by the Surveyor. The line and grade of these extensions will be determined by the Surveyor. All outlets will be fitted with an approved flap type animal guard.

DRAIN TILE:

Materials for use will be equal or superior to the quality provided in

Section 907 of the "Indiana State Highway Standard Specifications, 2006".

TILE EXCAVATING and BACKFILL:

All work related to this section will conform to the applicable sections of the "Indiana State Highway Standard Specifications, 2006".

CLEARING:

Location and amount of clearing to be done by the Contractor will be set out in the work order by the Surveyor or his representative. All stumps that interfere or that are likely to interfere with the flow of the ditch will be removed and disposed of by the Contractor. All others to be cut off flush with ground and will be treated with Dow

Tordon 101R or equivalent brush killer containing dye.

In area adjacent to the open ditch and tile drains, stumps, brush, logs and rocks of more than 1/3 cubic foot in volume will be removed from the site and disposed of by the Contractor. The cost of clearing will include the disposal of the debris.

EXCAVATION:

The excavation will be done according to the grade, bottom, width, side slope, and depth as shown on the work order. The work will be left as nearly smooth and even as possible to secure the same in a good and workman like manner. Excavated material will be spread so as to blend into the adjacent landscape or to be hauled from the site as

"set out in the Work Order".

GENERAL:

It is understood by all concerned that the apparent silence of the specifications and contract as to any detail or the apparent omission of a detailed description concerning any point will be regarded as meaning that only the best general practice is to prevail and that only material and workmanship of the first quality is to be used. All interpretations of these specifications will be made upon this basis.

To prevent misunderstanding and litigation, the Surveyor will decide any and all questions which may arise as to the quality and acceptability of materials furnished and work performed, and as to the manner for performance, and the rate of progress of said work, and will decide all questions which may arise as to the interpretation of the specifications and contract of the particular Work Order relating to the work and all questions as to the acceptable fulfillment of the contract on the part of the Contractor.

Special Instructions:

Right-Of-Entry

Contractor shall use the easement provided by law as outlined in the "Easement" General Provision. It shall be the responsibility of the Contractor to obtain written Right-of-

Entry from the landowner for all instances where accessing the work area is accomplished outside of the easement provided by law, plat, or other means. Contractor shall restore the area associated with the Right-of-Entry to the condition that existed prior to use by the Contractor.

Restoration of said area shall be to the satisfaction of the landowner. Contractor shall hold the County harmless from any damages associated with the Right-of-Entry between the

Contractor and the landowner.

Standard Specifications

All instances of "Indiana State Highway Standard

Specifications, 2006", "Indiana State Highway Specifications, 2006", "IDOT Standard Specifications, 2006", and "State

Highway Specifications for State Highways" referenced in the

General Provisions and Specifications shall mean "Indiana

Department of Transportation Standard Specifications, latest edition."

Documentation of Existing Conditions

Prior to starting any Work Order, Contractor shall photographically document the existing condition of the work area. Contractor shall also photographically document the work area after the work is completed. Contractor shall provide such photographic documentation to the Inspector prior to submitting claims for payment of the work order.

Documentation 0£ Uti1ity Damage

On discovery of damage to a regulated drain by a utility installation, Contractor shall notify the Inspector and shall photographically document the damage and the utility facility. Contractor shall measure the location of the utility facility from a known point of reference (manhole, inlet, breather, road centerline, etc.) Contractor shall provide such photographic documentation and measurements to the Inspecter prior to submitting claims for payment of the work order.

Coordination with Uti1ities

In the event that a utility installation has damaged a regulated drain, and the repair of the regulated drain can take place without relocation of the utility, Contractor shall contact the utility and arrange for the utility to be present during the repair of the drain. Contractor shall document all time and materials associated with the repair including any invoices for equipment rental, material purchases, etc. Contractor shall provide such documentation to the Inspector.

Geo1ocation 0£ Work Area

For all work orders, Contractor shall utilize technology or applications available on most mobile devices to document the geographic location of the repair or work. The format of the information shall be as specified by the Inspector but will likely be the latitude and longitude of the location of the work or other format generally available from the mobile device. For tile repairs, data shall be collected at the approximate center of the tile. Contractor shall provide this information to the Inspector.

Access to Work Area

No work order may start until proper notice is provided to the landowner(s) by the County Surveyor. Right-of-Entry provided by IC 36-9-27-33 is only allowed after such notice of the work and entry on the land is provided by the County

Surveyor.

Requests 0£ Landowners

No work requested by the landowner(s) shall completed as part of a work order unless approved by the Inspector and/or

Surveyor.

Tree Removal

Any tree clearing for this project shall be reviewed by and approved by the HCSO Inspector before performing any clearing operations.

The contractor shall meet with each property owner prior tc starting any clearing activity. During that meeting, the contractor shall discuss marketable timber and the salvage of any timber material for other uses such as firewood. The property owner has first rights to any marketable trees within the project limits. The property owner must relinquish those rights to the contractor in writing before the contractor could sell any marketable timber.

In the event that the property owner identifies a tree or trees that are marketable and that such a tree or trees need to be removed by a timber harvesting company, the contractor shall provide notice to the property owner that such work must be completed before the deadlines associated with this project or such marketable tree(s) will be removed by this contract.

In the event that the property owner identifies a tree that is to be saved as allowed in the General Conditions, the

Contractor shall make all reasonable efforts to protect and preserve the tree from damage.

Contractor shall endeavor to protect from damage the existing trees within the project limits that are not directly affected by the Work.

Contractor shall coordinate any branch/limb trimming with the

HCSO Inspector before performing any branch/limb trimming.

Property owners that request cleared material for firewood or other uses shall sign a waiver form per the clearing section of the specifications and submit the form to the Contractor.

Contractor shall then submit the waiver form to the

Inspector. Such material requested by the property owner shall not be processed (to include, but not be imited to:

cutting limbs and branches to certain lengths, splitting, moving material beyond the limit of the easement) beyond that required for the project.

The Contractor shall deliver such material to just outside the limits of the easement as Work progresses.

Use 0£ Own Video Inspection Equipment

For minor video inspection needs, Contractor may utilize their own video inspection equipment. Inspector shall make the sole determination if need is sufficiently minor as to not need a separate work order under the "Coordination with

Sewer Cleaning Contractor" General Provision. Use of video inspection equipment without approval of the Inspector shall be at the cost of the Contractor and not claimed against the

County or submitted for payment.

Contractor shall include an hourly cost for the use of such video inspection equipment with their bid.

Work Not Inc1uded in Bid

For any work items completed that are not included in the bid forms, Contractor shall submit all invoices and documentation of time and material to the Inspector in support of the payment claim.

For work items not included in the bid forms that use material from a Contractor stockpile, Contractor and

Inspector shall agree on a method to measure or document the material that was used/installed.

For Contractors use of own equipment (equipment that is not rented) that is not listed in the bid forms, the Contractor shall utilize a price for the rental of the same equipment from a public company that offers rental of such equipment as the basis for the price submitted with payment claim.

OCCUPATIONAL AND HEALTH ADMIN.,LABOR

SUBPART P-EXCAVATION, TRENCHING AND SHORING

Authority: Section 107, Contract Work Hours and Safety Standards Act

(Construction Safety Act) (40 U.S. C. 333): Sections 4,6,8, Occupational Safety and Health Act of 1970 (29 U.S.C. 653,655,657):

Secretary of Labor’s Order NO 12-71 (36 FR 8754), as applicable.

^1926.651 General protection requirements.

(a) Walkways, runways and sidewalks shall be kept clear of excavated material or other obstructions and no sidewalks shall be undermined unless shored to carry a minimum live load of one hundred and twenty-five (125) pounds per square foot.

(b) If planks are used for raised walkways, runways or sidewalks, they shall be laid parallel to the length of the walk and fastened together against displacement.

(c) Planks shall be uniform in thickness and all exposed ends shall be provided with beveled cleats to prevent tripping.

(d) Raised walkways, runways and sidewalks shall be provided with plank steps on strong stringers. Ramp, used in lieu of steps, shall be provided with cleats to insure a safe walking surface.

(e) All employees shall be protected with personal protective equipment for the protection of the head, eyes, respiratory organs, hands, feet and other parts of the body as set forth in Subpart E of this part.

(f) Employees exposed to vehicular traffic shall be provided with and shall be instructed to wear warning vests marked with or made of reflectorized or high visibility material.

(g) Employees subject to hazardous dusts, gases, fumes, mists or atmospheres deficient in oxygen, shall be protected with approved respiratory protection as set forth in Subpart D of this part.

(h) No person shall be permitted under loads handled by power shovels, derrick, or hoists. To avoid any spillage employees shall be required to stand away from any vehicle being loaded.

(i) Daily inspections of excavations shall be made by a competent person. If evidence of possible cave-in or slides is apparent, all work in the excavation shall cease until the necessary precautions have been taken to safeguard the employees.

^ 1926.651 Specific excavation requirements.

(a) Prior to opening an excavation, effort shall be made to determine whether underground installation; i.e., sewer, telephone, water, fuel electric lines, etc., will be encountered, and if so, where such underground installations are located. When the excavation approaches the estimated location of such an installation, the exact location shall be determined and when it is uncovered, proper supports shall be provided for the existing installation. Utility companies shall be contracted and advised of proposed work prior to the start of actuarial excavation.

(b) Trees, boulders and other surface encumbrances, located so as to create a hazard to employees involved in excavation work in the vicinity thereof at any time during operations, shall be removed or made safe before excavating is begun.

(c) The walls and faces of all excavations in which employees are exposed to danger from moving ground shall be guarded by a shoring system, sloping of the grounds or some other equivalent means.

(d) Excavations shall be inspected by a competent person after every rainstorm or other hazard-increasing occurrence, and the protection against slides and cave-in shall be increased if necessary.

(e) The determination of the angle of repose and design of the supporting system shall be based on careful evaluation of pertinent factors such as: Depth of cut;

possible variation in water content of the material while the excavation is open; anticipated changes in materials from exposure to air, sun, water, or freezing; loading imposed by structures, equipment, overlying material, or stored material: and vibration from equipment, blasting in traffic, or other sources.

(f) Supporting systems; i.e.; piling, cribbing, shoring, etc., shall be designed by a qualified person and meet accepted engineering requirements. When tie rods are used to restrain the top of sheeting or other retaining system, the rods shall be securely anchored well back of the angle of repose. When tight sheeting or sheet piling is used full loading due to ground water table shall be assumed, unless prevented by weep holes or drain or other means. Additional stringers, ties and bracing shall be provided to allow for any necessary temporary removal of individual supports.

(g) All slopes shall be excavated to at least the angle of repose except for areas where solid rock allows for line drilling or pre-splitting.

(h) The angle of repose shall be flattened when an excavation has water conditions, silty materials, loose boulders, and areas where erosion, deep frost action, and slide planes appear.

(i) (1.) In excavations which employees may be required to enter, excavated or other material shall be effectively stored and retained at lease two (2) feet or more from the edge of the excavation.

(2.) As an alternative to the clearance prescribed in paragraph (I) (1) of this section, the employer may use effective retaining devices in lieu thereof in order to prevent excavated or other materials from falling into the excavation.

(j) Sides, slopes, and faces of all excavations shall meet accepted engineering requirements by scaling, benching, barricading, rock bolting, wire meshing, or other equally effective means. Special attention shall be given to slopes, which may be adversely affected by weather or moisture content.

(k) Support systems shall be planned and designed by a qualified person when excavation is in excess of twenty

(20') feet in depth, adjacent to structures or improvements, or subject to vibration or ground water.

(l) Materials used for sheeting, sheet piling, cribbing, bracing, shoring and underpinning shall be in good serviceable condition and timbers shall be sound, free from large or loose knots, and of proper dimensions.

(m) Special precaution shall be taken in sloping or shoring excavation or a fill, particularly when the separation is less than the depth of the excavation. Particular attention also shall be paid to joints and seams of material comprising a face and the slope of such seams and joints.

(n) Except in hard rock, excavating below the level of the base of footing of any foundation or retaining wall shall not be permitted, unless the wall is underpinned and all other precautions taken to insure the stability of the adjacent walls for the protection of employees involved in excavation work or in the vicinity thereof.

(o) If the stability of adjoining buildings or walls is endangered by excavations, shoring, bracing, or underpinning shall be provided as necessary to insure their safety. Such shoring, bracing, or underpinning shall be inspected daily or more often, as conditions warrant, by a competent person and the protection effectively maintained.

(p) Diversion ditches, dikes, or other suitable means shall be used to prevent surface water from entering an excavation and to provide adequate drainage of the area adjacent to the excavation. Water shall not be allowed to accumulate in an excavation.

(q) If it is necessary to place or operate power shovels, derricks, trucks, materials or other heavy objects on a level above and near an excavation, the side of the excavation shall be sheet-piled, shored and braced as necessary to resist the extra pressure due to such superimposed loads.

(r) Blasting and the use of explosives shall be performed in accordance with Subpart U of this part.

(s) When mobile equipment is utilized or allowed adjacent to excavations, substantial stop logs or barricades shall be installed. If possible, the grade should be away from the excavation.

(t) Adequate barrier physical protection shall be provided at all remotely located excavations. All wells, pits, shafts, etc., shall be barricaded or covered. Upon completion of exploration and similar operations, temporary wells, pits, shafts, etc. shall be backfilled.

(u) If possible, dust conditions shall be kept to a minimum by the use of water, salt, calcium chloride, oil or others means.

(v) In locations where oxygen deficiency or gaseous conditions are possible, air in the excavations shall be tested. Controls, as set forth in Subparts D and E of this part, shall be established to assure acceptable atmospheric conditions. When flammable gases are present, adequate ventilation shall be provided or sources of ignition shall be eliminated. Attended emergency rescue equipment, such as breathing apparatus, a safety harness and line, basket stretcher, etc., shall be readily available where adverse atmospheric conditions may exist or develop in an excavation.

(w) Where employees or equipment are required or permitted to cross over excavations, walkways or bridges with standard guardrails shall be provided.

(x) Where ramps are used for employees or equipment, they shall be designed and constructed by qualified persons in accordance with accepted engineering requirements.

(y) All ladders used on excavation operations shall be in accordance with the requirements of Subpart L of this part.

^ 1926.652 Specific trenching requirements.

(a) Banks more than five (5') feet high shall be shored, laid back to a stable slope or some other equivalent means of protection shall be provided where employees may be exposed to moving ground or cave-ins. Refer to

Table P-1 as a guide in sloping or cave-ins. Trenching less than five (5') feet or more in depth shall also be effectively protected when examination of the ground indicates hazardous grounded movement may be expected.

(b) Sides if trenches in unstable or soft materials, five

(5') feet or more in depth, shall be shored, sheeted, braced, sloped or otherwise supported by means of sufficient strength to protect the employees working within them. See Table P-1, P-2 (following paragraph

(g) of this section).

(c) Sides of trenches in hard or compact soil, including embankments, shall be shored or otherwise supported when the trench is more than five (5') feet in depth and eight (8') feet or more in length. In lieu of shoring, the sides of the trench above the five (5') foot level may be sloped to preclude collapse, but shall not be steeper than a one (1') foot rise to each

½ foot horizontal. When the outside diameter of a pipe is greater than six (6') feet, a bench of four (4') feet minimum shall be provided at the toe of the sloped portion.

(d) Materials used for sheeting and sheet piling, bracing, shoring and underpinning, shall be in good serviceable condition, and timbers used shall be sound and free from large or loose knots, and shall be designed and installed so as to be effective to the bottom of the excavation.

(e) Additional precautions by way of shoring and bracing shall be taken to prevent slides or cave-ins when excavations or trenches are made in locations adjacent to backfilled excavations, or where excavations are subjected to vibrations from railroad or highway traffic, the operation of machinery, or any other source.

(f) Employees entering bell-bottom pier holes shall be protected by the installation of a removable-type casting of sufficient strength to resist shifting of the surrounding earth. Such temporary protection shall be provided for the full depth of that part of each pier hole, which is above the bell. A lifeline, suitable for instant rescue and securely fastened to a shoulder harness, shall be worn by each employee entering the shafts. This lifeline shall be individually manned and separate from any line used to remove materials excavated from the bell footing.

(g) (1) Minimum requirements for trench timbering shall be in accordance with Table P-2.

(2) Braces and diagonal shores in a wood shoring system shall not be subject to compressive stress in excess of values given by the following formula:

S=1300-20 L/D

MAXIMUM RATIO L/D+50

WHERE:

L=LENGTH, UNSUPPORTED, IN INCHES.

D=LEAST SIDE OF THE TIMBER IN INCHES.

S=ALLOWABLE STRESS IN POUNDS PER SQUARE OF CROSS-SECTION

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…