Insurance And Indemnification Guidelines For State Of .

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Insurance and Indemnification Guidelines for Stateof Arizona ContractsTable of Contents(Click link below to jump to Module – Use Ctrl/Home to Return)Introduction . 3What is the Purpose of these Indemnification and Insurance Modules? . 3Transferring Risk through Contracts . 3Guide to Automobile Liability Exemption (Commuting) . 4Statewide Contracts . 4Contact State Risk . 4Professional Service Contracts . 51.Standard Professional Service Contracts . 52.Standard Professional Service Contracts ( 50,000 or under) .103.Professional Service Contracts - Working With Children and/or Vulnerable Adults .154. Professional Service Contracts - Working With Children and/or Vulnerable Adults (Under 50,000) .20Service Contracts (Other Than Professional Services).255.Standard Service Contracts Using Contractor Vehicles .256.Standard Service Contracts Using Contractor Vehicles ( 50,000 or under) .307.Contractor Vehicles Limited to Commute.358.Contractor Vehicles Limited to Commute ( 50,000 or under) .399.Service Contracts At a State Owned or Leased Airport .4310. Janitorial / Building Maintenance / Caretaker Services .4811. Janitorial / Building Maintenance / Caretaker Services ( 50,000 or under) .5312. Security Services Contracts - With Use of an Armored Car for Transport of Monies .58

13. Security Services Contracts - Without Use of an Armored Car .6414. Service Contracts - Handling Money .6915. Service Contracts - Handling Money ( 50,000 or under) .7416. Purchase and Installation of Equipment.7917. Purchase and Installation of Equipment ( 50,000 or under) .8418. Elevator Maintenance Contracts .8919. Vehicle Transport / Storage / Repair .9320. Special Events.9821. Commercial Lease / Rental Contracts .10422. Commercial Lease / Rental Agreements / With Pollution Requirement .11023. Commodity Purchase Contracts .11624. Commodity Purchase Contracts ( 50,000 or under) .121Environmental Services and Consulting .12625. Remediation and Abatement Services .12726. Disposal / Recycling / Storage Facilities .13527. Environmental Consulting And Testing Services .14128. Master Environmental Services .14629. Hazardous Material Hauling .152Information Technology Contracts.15830. Technology Errors & Omissions (Tech E&O) Insurance .15831. Media Liability Insurance .16432. Network Security (Cyber) and Privacy Liability Insurance .169Other Contract Types .17533. Grants .17534. Intern Work Service .17635. Intergovernmental Agreements (IGA) .177Updated: May 11, 2016Page 2 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsIntroductionDisclaimer: Please note these insurance modules are not intended to be used with Construction Contracts.What is the Purpose of these Indemnification and Insurance Modules?The modules have been developed by the State of Arizona, Department of Administration, RiskManagement Division (State Risk) to assist State of Arizona staff in incorporating the State’sinsurance and indemnification requirements into written agreements (contracts), e.g. invitation forbids (IFBs), leases, and requests for proposals (RFPs). Our goal is to provide easy-to-useguidelines that can be cut and pasted into a contract document.An Indemnification Clause is required in all State contracts so that the responsibility for claimsthat may arise out of the course and scope of the contract shall be transferred to the Contractor.The insurance requirements ensure that the Contractor has the financial resources to pay claims.Transferring Risk through ContractsThe State of Arizona transfers the risk of accidental loss through contracts. This transfer of risk isachieved by requiring the other party to the State of Arizona contract, e.g. the "contractor,”"vendor,” “permittee,” or "lessee," to protect themselves and the State of Arizona and itsdepartments, agencies, boards, commissions, universities, officers, officials, agents, andemployees against claims or judgments arising from their products, services, operations, activitiesor use of facilities. The best way to ensure that the transfer actually takes place, i.e. loss will bepaid by someone other than State Risk, is to require an Indemnification Clause and insurance.Bid specifications, contracts, and permit requirements should contain a clear description of therequired insurance. In addition, they should contain a hold harmless and indemnification clausethat works in conjunction with the insurance requirements. Such a hold harmless andindemnification clause is an agreement by which one contracting party assumes the liability ofanother and agrees to defend them in the event of a claim. It is the legal provision that transfersrisk, while insurance provides the financial guarantee.Insurance policies that financially support the hold harmless and indemnification clause may notautomatically become effective upon execution of the contract. Coverage may apply only whenthe Contractor's insurance company issues the required insurance policies or endorses existingpolicies to match the insurance requirements of the contract.As proof of coverage, most insurance agents and brokers will provide a document called acertificate of insurance. While a certificate is evidence that the Contractor has an insurance policy,it does not guarantee that the required insurance provisions are in place. Even with thisshortcoming, the certificate of insurance, if completed correctly, is the only practical means ofconfirming that coverage exists. In some situations, it may be necessary to obtain and review theactual policy and specific endorsements.The modules provide guidance on how to establish appropriate indemnification and insurancerequirements to meet the scope of work in your contract.Updated: May 11, 2016Page 3 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsGuide to Automobile Liability Exemption (Commuting)Some contracts will not require the contractors to use their automobile at all. Others may requirevehicle use within a limited scope, i.e. a commute. “Commute” means a trip between theContractor’s home or principal place of business and one State agency location or destination. Inthese cases, where all contractors under an agreement travel only within a “commute,” or do notdrive at all, the procurement officer may decide to delete the Automobile Liability insuranceRequirements from the module they have chosen.For example, Service Contracts, where the intended automobile use is limited to a commute, havebeen formatted to this situation. Other modules may be re-formatted by the Procurement Officerto implement this variable, provided the Contractor’s automobile use is limited, based on theabove criteria.It is crucial that the Procurement Officer know the likelihood of such limited use before decidingto eliminate the Automobile Liability requirement. It is equally important that the ProcurementOfficer know the automobile use under the contract before contacting State Risk for adviceregarding the Automobile Liability requirement.Statewide ContractsPlease be aware that the indemnity and insurance provisions may apply to certain cooperativeparties when a statewide contract is used. State Risk recommends that the Contract Administratoridentify those cooperative parties in a section of the contract and state clearly, by reference to theindemnity and insurance provisions, the applicability of such provisions to those parties.Contact State RiskThe modules do not address all possible insurance questions that can arise, but are intended toaddress the most common situations. If there are any questions about the information containedin this guidance document, or need assistance in determining the appropriate insurance and/orindemnification language, please contact State Risk:Arizona Department of Administration - Risk Management Division100 North 15th Avenue, Suite 301, Phoenix, AZ 85007Phone: (602) 542-2180Updated: May 11, 2016Page 4 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service ContractsProfessional Service Contracts1.Standard Professional Service ContractsProfessional Liability insurance is issued for a “professional” and covers the rendering of,or failure to render, services of a professional nature. Professional Liability insurance isusually written on a claims-made basis. Therefore, the Contractor needs to maintaincoverage during the contract period and for a specified period (typically two years) afterthe project has been completed.The types of losses that can occur as a result of professional rendering services are oftenexcluded under general liability insurance policies. Therefore, these losses need to becovered through a separate professional liability insurance policy.Professional liability insurance is needed when one of the following applies: If the professional is licensed, registered, or certified and expected to follow theusual and customary standards of their profession. Professions in this categoryinclude, but are not limited to, accountants, attorneys, engineers/architects,construction management, technical consultant, surveyor (AF), and appraisers. If the information provided by the professional is to be used by the State of Arizonain a decision-making process that may have an impact to life, health, safety, and/ora significant financial impact to the State, its agencies, and the public.If you have questions regarding the applicability of Professional Liability insurance, pleasecontact your assigned State Risk Insurance Analyst.1.1Indemnification ClauseTo the fullest extent permitted by law, Contractor shall defend, indemnify, and holdharmless the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employees (hereinafterreferred to as “Indemnitee”) from and against any and all claims, actions, liabilities,damages, losses, or expenses (including court costs, attorneys’ fees, and costs ofclaim processing, investigation and litigation) (hereinafter referred to as “Claims”)for bodily injury or personal injury (including death), or loss or damage to tangibleor intangible property caused, or alleged to be caused, in whole or in part, by thenegligent or willful acts or omissions of Contractor or any of its owners, officers,directors, agents, employees or subcontractors. This indemnity includes any claimor amount arising out of, or recovered under, the Workers’ Compensation Law orarising out of the failure of such Contractor to conform to any federal, state, or locallaw, statute, ordinance, rule, regulation, or court decree. It is the specific intentionof the parties that the Indemnitee shall, in all instances, except for Claims arisingsolely from the negligent or willful acts or omissions of the Indemnitee, beindemnified by Contractor from and against any and all claims. It is agreed thatContractor will be responsible for primary loss investigation, defense, andjudgment costs where this indemnification is applicable. In consideration of theaward of this contract, the Contractor agrees to waive all rights of subrogationUpdated: May 11, 2016Page 5 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service Contractsagainst the State of Arizona, its officers, officials, agents, and employees for lossesarising from the work performed by the Contractor for the State of Arizona.This indemnity shall not apply if the contractor or sub-contractor(s) is/are anagency, board, commission or university of the State of Arizona.1.2Insurance Requirements1.2.1 Contractor and subcontractors shall procure and maintain, until all of theirobligations have been discharged, including any warranty periods underthis Contract, insurance against claims for injury to persons or damage toproperty arising from, or in connection with, the performance of the workhereunder by the Contractor, its agents, representatives, employees orsubcontractors.1.2.2 The Insurance Requirements herein are minimum requirements for thisContract and in no way limit the indemnity covenants contained in thisContract. The State of Arizona in no way warrants that the minimum limitscontained herein are sufficient to protect the Contractor from liabilities thatarise out of the performance of the work under this Contract by theContractor, its agents, representatives, employees or subcontractors, andthe Contractor is free to purchase additional insurance.1.3Minimum Scope and Limits of InsuranceContractor shall provide coverage with limits of liability not less than those statedbelow.1.3.1Commercial General Liability (CGL) – Occurrence FormPolicy shall include bodily injury, property damage, and broad formcontractual liability coverage. General AggregateProducts – Completed Operations AggregatePersonal and Advertising InjuryDamage to Rented PremisesEach Occurrence 2,000,000 1,000,000 1,000,000 50,000 1,000,000a. The policy shall be endorsed, as required by this written agreement, toinclude the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employees asadditional insureds with respect to liability arising out of the activitiesperformed by or on behalf of the Contractor.b. Policy shall contain a waiver of subrogation endorsement, as requiredby this written agreement, in favor of the State of Arizona, and itsdepartments, agencies, boards, commissions, universities, officers,officials, agents, and employees for losses arising from work performedby or on behalf of the Contractor.1.3.2Updated: May 11, 2016Business Automobile LiabilityPage 6 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service ContractsBodily Injury and Property Damage for any owned, hired, and/or nonowned automobiles used in the performance of this Contract. Combined Single Limit (CSL) 1,000,000a. Policy shall be endorsed, as required by this written agreement, toinclude the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employeesas additional insureds with respect to liability arising out of theactivities performed by, or on behalf of, the Contractor involvingautomobiles owned, hired and/or non-owned by the Contractor.b. Policy shall contain a waiver of subrogation endorsement as requiredby this written agreement in favor of the State of Arizona, and itsdepartments, agencies, boards, commissions, universities, officers,officials, agents, and employees for losses arising from workperformed by or on behalf of the Contractor.1.3.3Workers’ Compensation and Employers' Liability Workers' CompensationEmployers' Liabilityo Each Accidento Disease – Each Employeeo Disease – Policy LimitStatutory 1,000,000 1,000,000 1,000,000a. Policy shall contain a waiver of subrogation endorsement, as requiredby this written agreement, in favor of the State of Arizona, and itsdepartments, agencies, boards, commissions, universities, officers,officials, agents, and employees for losses arising from workperformed by or on behalf of the Contractor.b. This requirement shall not apply to each Contractor or subcontractorthat is exempt under A.R.S. § 23-901, and when such Contractor orsubcontractor executes the appropriate waiver form (Sole Proprietoror Independent Contractor).1.3.4Professional Liability (Errors and Omissions Liability) Each ClaimAnnual Aggregate 2,000,000 2,000,000a. In the event that the Professional Liability insurance required by thisContract is written on a claims-made basis, Contractor warrants thatany retroactive date under the policy shall precede the effective dateof this Contract and, either continuous coverage will be maintained, oran extended discovery period will be exercised, for a period of two (2)years beginning at the time work under this Contract is completed.b. The policy shall cover professional misconduct or negligent acts forthose positions defined in the Scope of Work of this contract.1.4Additional Insurance RequirementsUpdated: May 11, 2016Page 7 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service ContractsThe policies shall include, or be endorsed to include, as required by this writtenagreement, the following provisions:1.4.11.4.2The Contractor's policies, as applicable, shall stipulate that the insuranceafforded the Contractor shall be primary and that any insurance carried bythe Department, its agents, officials, employees or the State of Arizonashall be excess and not contributory insurance, as provided by A.R.S. §41-621 (E).Insurance provided by the Contractor shall not limit the Contractor’s liabilityassumed under the indemnification provisions of this Contract.1.5Notice of CancellationApplicable to all insurance policies required within the Insurance Requirements ofthis Contract, Contractor’s insurance shall not be permitted to expire, besuspended, be canceled, or be materially changed for any reason without thirty(30) days prior written notice to the State of Arizona. Within two (2) business daysof receipt, Contractor must provide notice to the State of Arizona if they receivenotice of a policy that has been or will be suspended, canceled, materially changedfor any reason, has expired, or will be expiring. Such notice shall be sent directlyto the Department and shall be mailed, emailed, hand delivered or sent byfacsimile transmission to (State Representative’s Name, Address & Fax Number).1.6Acceptability of InsurersContractor’s insurance shall be placed with companies licensed in the State ofArizona or hold approved non-admitted status on the Arizona Department ofInsurance List of Qualified Unauthorized Insurers. Insurers shall have an “A.M.Best” rating of not less than A- VII. The State of Arizona in no way warrants thatthe above-required minimum insurer rating is sufficient to protect the Contractorfrom potential insurer insolvency.1.7Verification of CoverageContractor shall furnish the State of Arizona with certificates of insurance (validACORD form or equivalent approved by the State of Arizona) evidencing thatContractor has the insurance as required by this Contract. An authorizedrepresentative of the insurer shall sign the certificates.1.7.11.7.21.7.3Updated: May 11, 2016All such certificates of insurance and policy endorsements must bereceived by the State before work commences. The State’s receipt of anycertificates of insurance or policy endorsements that do not comply withthis written agreement shall not waive or otherwise affect the requirementsof this agreement.Each insurance policy required by this Contract must be in effect at, or priorto, commencement of work under this Contract. Failure to maintain theinsurance policies as required by this Contract, or to provide evidence ofrenewal, is a material breach of contract.All certificates required by this Contract shall be sent directly to theDepartment. The State of Arizona project/contract number and projectdescription shall be noted on the certificate of insurance. The State ofPage 8 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service ContractsArizona reserves the right to require complete copies of all insurancepolicies required by this Contract at any time.1.8SubcontractorsContractor’s certificate(s) shall include all subcontractors as insureds under itspolicies or Contractor shall be responsible for ensuring and/or verifying that allsubcontractors have valid and collectable insurance as evidenced by thecertificates of insurance and endorsements for each subcontractor. All coveragesfor subcontractors shall be subject to the minimum Insurance Requirementsidentified above. The Department reserves the right to require, at any timethroughout the life of this contract, proof from the Contractor that its subcontractorshave the required coverage.1.9Approval and ModificationsThe Contracting Agency, in consultation with State Risk, reserves the right toreview or make modifications to the insurance limits, required coverages, orendorsements throughout the life of this contract, as deemed necessary. Suchaction will not require a formal Contract amendment but may be made byadministrative action.1.10ExceptionsIn the event the Contractor or subcontractor(s) is/are a public entity, then theInsurance Requirements shall not apply. Such public entity shall provide acertificate of self-insurance. If the Contractor or subcontractor(s) is/are a State ofArizona agency, board, commission, or university, none of the above shall apply.Updated: May 11, 2016Page 9 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service Contracts2.Standard Professional Service Contracts ( 50,000 or under)Professional Liability insurance is issued for a “professional” and covers the rendering of,or failure to render, services of a professional nature. Professional Liability insurance isusually written on a claims-made basis. Therefore, the Contractor needs to maintaincoverage during the contract period and for a specified period (typically two years) afterthe project has been completed.The types of losses that can occur as a result of professional rendering services are oftenexcluded under general liability insurance policies. Therefore, these losses need to becovered through a separate professional liability insurance policy.Professional liability insurance is needed when one of the following applies: If the professional is licensed, registered, or certified and expected to follow theusual and customary standards of their profession. Professions in this categoryinclude, but are not limited to, accountants, attorneys, engineers/architects,construction management, technical consultant, surveyor (AF), and appraisers. If the information provided by the professional is to be used by the State of Arizonain a decision-making process that may have an impact to life, health, safety, and/ora significant financial impact to the State, its agencies, and the public.If you have questions regarding the applicability of Professional Liability insurance, pleasecontact your assigned State Risk Insurance Analyst.2.1Indemnification ClauseTo the fullest extent permitted by law, Contractor shall defend, indemnify, and holdharmless the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employees (hereinafterreferred to as “Indemnitee”) from and against any and all claims, actions, liabilities,damages, losses, or expenses (including court costs, attorneys’ fees, and costs ofclaim processing, investigation and litigation) (hereinafter referred to as “Claims”)for bodily injury or personal injury (including death), or loss or damage to tangibleor intangible property caused, or alleged to be caused, in whole or in part, by thenegligent or willful acts or omissions of Contractor or any of its owners, officers,directors, agents, employees or subcontractors. This indemnity includes any claimor amount arising out of, or recovered under, the Workers’ Compensation Law orarising out of the failure of such Contractor to conform to any federal, state, or locallaw, statute, ordinance, rule, regulation, or court decree. It is the specific intentionof the parties that the Indemnitee shall, in all instances, except for Claims arisingsolely from the negligent or willful acts or omissions of the Indemnitee, beindemnified by Contractor from and against any and all claims. It is agreed thatContractor will be responsible for primary loss investigation, defense, andjudgment costs where this indemnification is applicable. In consideration of theaward of this contract, the Contractor agrees to waive all rights of subrogationagainst the State of Arizona, its officers, officials, agents, and employees for lossesarising from the work performed by the Contractor for the State of Arizona.Updated: May 11, 2016Page 10 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service ContractsThis indemnity shall not apply if the contractor or sub-contractor(s) is/are anagency, board, commission or university of the State of Arizona.2.2Insurance Requirements2.2.1 Contractor and subcontractors shall procure and maintain, until all of theirobligations have been discharged, including any warranty periods underthis Contract, insurance against claims for injury to persons or damage toproperty arising from, or in connection with, the performance of the workhereunder by the Contractor, its agents, representatives, employees orsubcontractors.2.2.2 The Insurance Requirements herein are minimum requirements for thisContract and in no way limit the indemnity covenants contained in thisContract. The State of Arizona in no way warrants that the minimum limitscontained herein are sufficient to protect the Contractor from liabilities thatarise out of the performance of the work under this Contract by theContractor, its agents, representatives, employees or subcontractors, andthe Contractor is free to purchase additional insurance.2.3Minimum Scope and Limits of InsuranceContractor shall provide coverage with limits of liability not less than those statedbelow.2.3.1Commercial General Liability (CGL) – Occurrence FormPolicy shall include bodily injury, property damage, and broad formcontractual liability coverage. General AggregateProducts – Completed Operations AggregatePersonal and Advertising InjuryDamage to Rented PremisesEach Occurrence 1,000,000 500,000 500,000 25,000 500,000The policy shall be endorsed, as required by this written agreement, toinclude the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employees asadditional insureds with respect to liability arising out of the activitiesperformed by or on behalf of the Contractor.Policy shall contain a waiver of subrogation endorsement, as requiredby this written agreement, in favor of the State of Arizona, and itsdepartments, agencies, boards, commissions, universities, officers,officials, agents, and employees for losses arising from work performedby or on behalf of the Contractor.2.3.2Business Automobile LiabilityBodily Injury and Property Damage for any owned, hired, and/or nonowned automobiles used in the performance of this Contract.Updated: May 11, 2016Page 11 of 183

Insurance and Indemnification Guidelines for State ofArizona ContractsProfessional Service Contracts Combined Single Limit (CSL) 500,000a. Policy shall be endorsed, as required by this written agreement, toinclude the State of Arizona, and its departments, agencies, boards,commissions, universities, officers, officials, agents, and employeesas additional insureds with respect to liability arising out of theactivitie

the Contractor's insurance company issues the required insurance policies or endorses existing policies to match the insurance requirements of the contract. As proof of coverage, most insurance agents and brokers will provide a document called a certificate of insurance. While a certificate is evidence that the Contractor has an insurance policy,

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