Subcontractor Certificate of Insurance
Department: Office Operations
Topic: Subcontractor Insurance Certificates
Process: Reviewing Subcontractor Insurance Certificates for Compliance and Filing Certificates
Objective
To review a Subcontractor’s Certificate of Insurance against Koester’s requirements and to file the certificate in Procore.
Background
All subcontractors that work on the jobsite are required to provide a Certificate of Insurance for the project before they are able to start work on the jobsite. Koester Construction’s standard requirements are found in the Attachment A of the subcontract attachment documents and there is a Sample Insurance Certificate available for reference as well.
Things to Consider
· Before subcontracts are sent out to subcontractors, the PE/PC is responsible for reviewing the Owner/Prime Contract and ensuring that Koester’s Attachment A Insurance Requirements match or are greater than the requirements found in the Prime Contract.
o If the requirements are less than those found in the Prime Contract, the PE/PC should work with the Project Manager to amend the Attachment A accordingly before sending out with subcontracts.
Prerequisites
Steps
1. When you have received a Certificate of Insurance from the subcontractor, review the policies, limits, and the “Description of Operations” wording for compliance with the project’s Attachment A.
a. Important Items to Look For:
i. Is Koester listed as the Certificate Holder?
ii. Do all policy limits meet or exceed the required dollar amount?
iii. Is the Project Name listed in the Description of Operations?
iv. Is Koester listed as Additional Insured on General, Auto, and Umbrella policies?
v. Does it state that a Waiver of Subrogation applies to the Worker’s Comp policy?
2. If the Certificate of Insurance, DOES NOT comply with the requirements, return the certificate to the subcontractor along with a copy of the Attachment A and Sample Certificate of Insurance. State in your email which items are not compliant and ask for that to be revised.
a. If the Subcontractor pushes back on the requirements, discuss the issue with the Project Manager to determine the next steps.
3. If the Certificate of Insurance, DOES comply then you can file the certificate in Procore.
4. Save the COI to your desktop with a file name of “Company Name – Project Name exp 00.00.00”
5. Navigate to the Project and under Project Tools select Directory.
6. In the Directory, click on the name of the company whose insurance certificate you are filing.
7. Click on the “Insurance” Tab. This tab will show you any “General” certificates we have on file along with any Project Specific certificates that have already been filed for this subcontractor.
8. If there are no Project Specific certificates on file, click the “Add Project Insurance” button in the right-hand sidebar.
a. In the new window, enter “General Liability” under “Type”
b. Enter the Effective Date and Expiration Date for the certificate.
i. Note that some certificates will have policies with different expiration dates. Enter the earliest expiration date into Procore so we are notified when that policy is expired and can request a renewal certificate of insurance.
c. Under “Notes” enter the name of the project
d. Drag and Drop the .pdf of the insurance certificate into the Attachments Field
e. Click “Add”
9. If there is already a Project Specific certificate on file under the Insurance Tab, this is likely a renewal certificate. To file the renewal certificate:
a. Select “Edit” on the certificate line
b. Update the “Expiration Date” of the certificate
c. Make sure the Status is set to “Compliant”
d. Drag and drop the .pdf of the insurance certificate into the Attachments Field
e. Click “Save”
See Also