Certificates of Insurance & Tulip

The Maricopa Colleges require every external vendor/group/person to provide a certificate of insurance naming Maricopa as co-insured. An external vendor/group/person is anyone paid with a purchase order, all contractors, anyone who rents our facilities and anyone, paid or unpaid, who provides a special event or service.  If a vendor/group/person is not currently insured, then you are strongly advised not to use this vendor/group/person.

Step 1  Determine if Vendor/Group/Person has insurance on file with Maricopa

• CHECK the database for your vendor/group/person's name   
• If you find a currect certificate in the database, then you may continue.
• If not found then:

Step 2  Inform the Vendor/Group/Person about the Insurance Requirement

INFORM the vendor/group/person  - Inform the vendor/group/person during the initial discussion that you expect them to provide an insurance certificate that names Maricopa College as an additional insured. The certificate must contain each of the following four items.

Item 1     The certificate, at a minimum, must include the all of the following coverages

• General Liability Insurance  - $1,000,000
• Automobile Liability - $1,000,000
• Workman's Compensation Statutory Limits
  • $100,000 for each accident
  • $100,000 disease for each employee
  • $500,000 disease policy limit

Item 2      The certificate must name Maricopa Colleges as the certificate holder

• Maricopa County Community College District
• 2411 W. 14th Street Tempe, AZ 85281
• ATTN: Risk Management

Item 3     The certificate must name Maricopa Colleges as an additional insured

Maricopa County Community College District, its agents, officers, officials, employees, and volunteers are hereby named as additional insureds as their interests may appear.

Item 4    The certificate must contain a 30 day cancellation notice

 

What to do if the Vendor/Group/Person cannot meet the Insurance Requirement

• If you still want to use this vendor/group/person, and if you ARE NOT paying them, then offer to sell the vendor/group/person an insurance policy- See TULIP 
• If the vendor/group/person declines the insurance and you still want to use them, then follow the Evaluate Risk steps to determine if the risk is low enough that an exception may be made.

 

Evaluate Risk

Step 1  Review the activity list

• Review the activity listing below; If your activity is not listed, then insurance IS REQUIRED and the activity cannot continue until the vendor/group/person provides an insurance certificate.
• If you have questions or feel something should be added to the list, please contact Rooms by email at Rooms@cgcmail.maricopa.edu.

Step 2  Think about the following Questions

If your activity is listed, then ask the following questions

• How much equipment will the vendor be bringing to campus? If it fell, would it hurt someone?
• Is the vendor selling something? If something goes wrong with the product, will that vendor be able to cover the loss?
• For speakers/lecturers, who is the audience? Is the speaker likely to say anything inflammatory/defamatory?
• Is the consultant making any recommendations that we will rely on?
• What will happen if the work or product is defective?

  Step 3  Complete the Form

  If you still believe that the risk is low-to-minimal, then complete the Insurance Exception Request form.

  Download Form

Low-to-Minimum Risk Activities Listing

All of the following activities are classified low-to-minimum risk.

Additional insurance may be required depending on the type of planned activity; Contact the Resource Management Office for additional information 480.732.7202.