1.0 Policy Purpose
This policy sets the minimum coverage levels for specific types of insurance that Suppliers of goods and services must maintain. Suppliers, at their own cost and expense, must obtain and maintain in force during the term of their work for Brown University, the insurance coverage listed below.
2.0 To Whom the Policy Applies
This policy applies to all Brown University Suppliers.
3.0 Policy Statement
The University requires Suppliers who will be performing work for, or providing services to, the University, to maintain certain types of insurance coverage at specified minimum limits.
The coverage limits are specified minimum amounts of insurance required by Brown University. Higher limits may be negotiated during the contracting process if the nature of the work warrants them, or if additional types of insurance coverage are deemed necessary.
3.1 Minimum Insurance Coverage by Type of Insurance
A policy of commercial general liability insurance with broad form property damage endorsement, personal injury and products completed operations coverage, affording protection in an amount of not less than One Million Dollars ($1,000,000) per incident and in the aggregate, with respect to personal injury, death, or damage to property. The commercial general liability policy shall name Brown University as an additional insured, and shall be written as primary coverage and not contributing with or in excess of any coverage that the University may carry.
If professional services are being provided, a policy of professional liability insurance, including errors and omissions, affording protection of not less than One Million Dollars ($1,000,000) per incident and One Million Dollars ($1,000,000) in the aggregate.
A policy of comprehensive automobile liability insurance covering the operation of all motor vehicles used by supplier or its agents in connection with services being provided to Brown University, affording protection in an amount of not less than One Million Dollars ($1,000,000) combined single limit with respect to personal injury, death, or damage to property. For Charter Bus Companies, the required minimum limit is Five Million Dollars ($5,000,000) and Brown University must be named as an additional insured.
A policy of workers' compensation insurance, in amounts required by law, covering all officers and employees of the supplier who are in any way engaged in or connected with work performed for Brown University, and employer's liability insurance in an amount of not less than Five Hundred Thousand Dollars ($500,000). Supplier shall require its agents, sub-suppliers and subcontractors, who are in any way engaged in or connected with the work performed for Brown University, to maintain the same insurance as required of the Supplier. Independent Contractors are required to register with the R.I. Department of Labor.
3.2 Other Specialized Types of Coverage Required
Cyber liability/network & information security liability is required when a third party Supplier will be using, storing or accessing data Brown classifies as local, confidential, protected, or integrates with other Brown systems, in such a way that it could gain access to such information (see Brown’s Handling of Brown Restricted Information). Suppliers must procure aggregate minimum liability coverage limits of at least One Million Dollars ($1,000,000) covering claims involving privacy violations, information theft, damage to or destruction of electronic information, intentional or unintentional release of private information, alteration of electronic information, extortion and network security. If the data security risk classification is determined to be a level 3 risk, Five Million Dollars ($5,000,000) is the minimum required coverage.
Environmental liability is required when working with environmental hazards. Coverage of not less than One Million Dollars ($1,000,000) per occurrence and One Million Dollars ($1,000,000) in the aggregate, for environmental contamination, hazardous substance or waste, or similar such exposures however defined in connection with the provision of services that are related to remediation or, work with hazardous materials. Higher limits of environmental liability coverage may be required when the work to be provided is deemed by the University to warrant higher coverage limits.
Liquor legal liability if alcohol (including beer and wine) is being served by a vendor, supplier, contractor, then liquor legal liability in the amount of One Million Dollars ($1,000,000) is required. For example, a caterer or bartender providing bar service at an event will be required to submit a certificate of insurance including evidence of Liquor Legal Liability.
3.3 Insurance Company and Certificate Requirements
All of these insurance policies shall be issued by insurance companies with an AM Best rating of "A" or higher, and are permitted to conduct business in the State of Rhode Island. Upon request, Suppliers shall furnish to Brown University a current certificate of insurance for each of the policies required above with the certificate holder listed in accordance with contract requirements. Requested certificates must be provided to the Brown department/unit with which the Supplier contracted.
When requested, Suppliers providing services at Brown University are required to submit certificates of insurance prior to beginning work. Insurance coverage(s) provided under a purchase order shall not limit or restrict in any way the liability of supplier arising under or in connection with the purchase order. Such insurance shall not be canceled or terminated without ten (10) days prior written notice of any cancellation or termination.
4.0 Definitions
For the purpose of this policy, the term below has the following definition:
- Supplier(s):
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Includes but is not limited to, suppliers, contractors, vendors their subcontractors, businesses, consultants, independent contractors, service providers, third party representatives and their respective successors, assigns, and legal representatives.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it. In addition to responsibilities already assigned in this policy, the following will accomplish additional actions.
Supplier of Goods and Services: Suppliers of goods and services are required by the University to carry minimum levels and types of insurance coverage. Suppliers are responsible for ensuring that the required types of insurance and minimum coverage levels are maintained. Upon request, certificates of insurance are required to be submitted to the University.
Insurance Office: Reviews certificates of insurance and insurance requirements. Provides advice about insurance requirements.
Departments: When certificates of insurance are requested, store the certificate with the contract or attach to the purchase requisition.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures or for non-employees may result in the suspension or revocation of the Supplier’s relationship with Brown University.
7.0 Related Information
Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures:
7.3 Related Forms
7.4 Frequently Asked Questions
N/A
7.5 Other Related Information
Policy Owner and Contact(s)
Policy Owner: Vice President for Finance and Administrative Services & Chief Financial Officer
Policy Approved by: Vice President for Finance and Administrative Services & Chief Financial Officer
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
This policy has been converted to meet the University Policy standard and was previously on the University Policy Website in a legacy format.
Previous policy version(s) superseded by this policy include:
- Brown University Insurance Requirements for Suppliers, Review Date: August 18, 2023
- Brown University Insurance Requirements for Suppliers, Review Date: April 1, 2022
- Brown University Insurance Requirements for Suppliers, Review Date: October 26, 2018