ENVIRONMENTAL SERVICES
This vendor type will typically only be used for vendors within the University's Environmental Health & Safety Department.
Environmental Services Vendors include, but are not limited to, remediation companies, pest control services, waste vendors (collection, removal, recycling, and disposal), restoration services, duct cleaners, and safety inspection vendors.
The Environmental Services Vendor is required to provide an insurance certificate evidencing the applicable insurance requirements and a signed Agreement prior to providing services and/ or products to the University. If the Environmental Services Vendor is a new vendor to the University, the Environmental Services Vendor will upload the insurance certificate and signed Agreement into PaymentWorks as part of the onboarding process.
INSURANCE REQUIREMENTS
- Villanova University listed as the certificate holder (Villanova University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, Villanova, PA 19085)
- Villanova University named as additional insured
- Coverage is primary to and non-contributory with Villanova’s insurance
- Waiver of subrogation in favor of Villanova
- General Liability: $3,000,000 each occurrence
- Automobile Liability: $3,000,000 each accident
- Must include Pollution Liability-Broadened Coverage for Covered Autos Endorsement (Form CA 99 48 03 06) or the equivalent. If Vendor is subject to the Motor Carrier Act, must include Motor Carrier Endorsement (MCS-90). The Pollution Liability-Broadened Coverage for Covered Autos Endorsement and the Motor Carrier Endorsement (if applicable) must be specifically evidenced on the Insurance Certificate.+
The General Liability and Automobile Liability limits may be met via an Umbrella/ Excess Liability policy.
- Professional Liability: $3,000,000 each claim. Only required if Vendor will be providing recommendations to Villanova for disposal or arranges for/ uses a third party vendor to provide disposal services.
- Coverage must include tail coverage for a period of at least three (3) years
- Contractors Pollution Liability: $5,000,000 each occurrence
- Coverage should be written on an occurrence basis. If policy is written on a claims made basis, coverage must include tail coverage for a period of at least three (3) years.
- Covering pollution conditions resulting from Vendor’s work at Villanova including The Inn at Villanova University. Coverage must apply to clean-up and third party bodily injury and property damage claims and related legal defense expense due to a pollution condition. Must include coverage for Non-Owned Disposal Sites and this coverage must be specifically evidenced on the Insurance Certificate. Coverage should also mold, legionella, silica, and pollution conditions related to transportation of materials or wastes to or from the job site, and non-owned disposal locations.+
- The Contractors Pollution Liability coverage can be satisfied by a stand-alone policy, or a General Liability or Professional Liability policy that has an affirmative grant of coverage for Pollution Liability including the requirements listed herein. The Contractors Pollution Liability coverage and its corresponding limits must be specifically evidenced on the Insurance Certificate
- Pollution Legal Liability/ Environmental Impairment Liability: $5,000,000 each claim+
- Coverage must include tail coverage for a period of at least three (3) years
- Covering pollution conditions on, at, under, or emanating from the Vendor’s treatment, storage, or disposal locations. Coverage must apply to on-site and off-site clean-up third party claims for bodily injury or property damage on-site and off-site, and related legal defense expense. Coverage must apply to the transportation of waste. Coverage must include coverage for owned and non-owned disposal sites.
- Workers Compensation: Statutory*
- Employers Liability: $1,000,000/ $1,000,000/ $1,000,000*
+These requirements are waived if Vendor will not be transporting waste in conjunction with the services and/ or products.
*If Vendor is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as the Vendor attests in writing that those providing services at Villanova’s campus carry health insurance.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet Villanova University’s standard insurance requirement limits. In those cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Vendor, as well as all subcontractors hired by the Vendor to provide services and/or products to Villanova University.
- Villanova University listed as the certificate holder (Villanova University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, Villanova, PA 19085)
- Villanova University named as additional insured
- General Liability: $3,000,000 each occurrence
- Automobile Liability: $3,000,000 each accident
The General Liability and Automobile Liability limits may be met via an Umbrella/ Excess Liability policy.
- Professional Liability: $1,000,000 each claim
- Contractors Pollution Liability: $3,000,000 each occurrence+
- Coverage should be written on an occurrence basis. If policy is written on a claims made basis, coverage must include tail coverage for a period of at least three (3) years.
- Covering pollution conditions resulting from Vendor’s work at Villanova including The Inn at Villanova University. Coverage must apply to clean-up and third party bodily injury and property damage claims and related legal defense expense due to a pollution condition.
- The Contractors Pollution Liability coverage can be satisfied by a stand-alone policy, or a General Liability or Professional Liability policy that has an affirmative grant of coverage for Pollution Liability including the requirements listed herein. The Contractors Pollution Liability coverage and its corresponding limits must be specifically evidenced on the Insurance Certificate
+If Vendor will only be providing non-chemical, non-toxic pest control services, the requirement of Contractors Pollution Liability is waived as long as the Vendor attests in writing that Vendor is only providing non-chemical, non-toxic pest control services.
- Workers Compensation: Statutory*
- Employers Liability: $500,000/ $500,000/ $500,000*
*If Vendor is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as the Vendor attests in writing that those providing services at Villanova’s campus carry health insurance.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet Villanova University’s standard insurance requirement limits. In those cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: The above insurance requirements apply to the Vendor, as well as all subcontractors hired by the Vendor to provide services and/or products to Villanova University.
- Villanova University listed as the certificate holder (Villanova University, Attn: Insurance and Risk Management, 800 Lancaster Avenue, Villanova, PA 19085)
- Villanova University named as additional insured
- Coverage is primary to and non-contributory with Villanova’s insurance
- Waiver of subrogation in favor of Villanova
- General Liability: $3,000,000 each occurrence
- Automobile Liability: $3,000,000 each accident
- Must include Pollution Liability-Broadened Coverage for Covered Autos Endorsement (Form CA 99 48 03 06) or the equivalent. If Vendor is subject to the Motor Carrier Act, must include Motor Carrier Endorsement (MCS-90). The Pollution Liability-Broadened Coverage for Covered Autos Endorsement and the Motor Carrier Endorsement (if applicable) must be specifically evidenced on the Insurance Certificate.
The General Liability and Automobile Liability limits may be met via an Umbrella/ Excess Liability policy.
- Professional Liability: $3,000,000 each claim. Only required if Vendor will be providing recommendations to Villanova for disposal or arranges for/ uses a third party vendor to provide disposal services.
- Coverage must include tail coverage for a period of at least three (3) years
- Contractors Pollution Liability: $5,000,000 each occurrence
- Coverage should be written on an occurrence basis. If policy is written on a claims made basis, coverage must include tail coverage for a period of at least three (3) years.
- Covering pollution conditions resulting from Vendor’s work at Villanova including The Inn at Villanova University. Coverage must apply to clean-up and third party bodily injury and property damage claims and related legal defense expense due to a pollution condition. Must include coverage for Non-Owned Disposal Sites and this coverage must be specifically evidenced on the Insurance Certificate. Coverage should also mold, legionella, silica, and pollution conditions related to transportation of materials or wastes to or from the job site, and non-owned disposal locations.
- The Contractors Pollution Liability coverage can be satisfied by a stand-alone policy, or a General Liability or Professional Liability policy that has an affirmative grant of coverage for Pollution Liability including the requirements listed herein. The Contractors Pollution Liability coverage and its corresponding limits must be specifically evidenced on the Insurance Certificate
- Pollution Legal Liability/ Environmental Impairment Liability: $5,000,000 each claim
- Coverage must include tail coverage for a period of at least three (3) years
- Covering pollution conditions on, at, under, or emanating from the Vendor’s treatment, storage, or disposal locations. Coverage must apply to on-site and off-site clean-up third party claims for bodily injury or property damage on-site and off-site, and related legal defense expense. Coverage must apply to the transportation of waste. Coverage must include coverage for owned and non-owned disposal sites.
- Workers Compensation: Statutory*
- Employers Liability: $1,000,000/ $1,000,000/ $1,000,000*
*If Vendor is a sole proprietor or otherwise not required by law to carry workers compensation/ employers liability, these requirements are waived as long as the Vendor attests in writing that those providing services at Villanova’s campus carry health insurance.
If your maximum limits do not meet the above required limits, please provide a certificate evidencing your maximum limits and advise that these are your maximum limits. It is recognized that certain small vendors, contractors, or groups may not meet Villanova University’s standard insurance requirement limits. In those cases, a request for an exception may be made to the Insurance and Risk Management Department. However, no exceptions to the limits outlined above are permitted without the approval of the Insurance and Risk Management Department.
Note: If Vendor will be using subcontractors to collect, transport, store, or disposal of waste, the Insurance and Risk Management Department should be consulted for appropriate insurance requirements of subcontractors.
AGREEMENTS
Environmental Services Vendors are required to enter into the Environmental Health and Safety Services Agreement and an Addendum (if applicable) or an Agreement negotiated by the University.
If the Environmental Services Vendor provides any of the below services, the Addendum must also be included with the Environmental Health and Safety Services Agreement.
Payment Information
- Villanova University has partnered with PaymentWorks to handle all onboarding of all new Payees. PaymentWorks is a cloud-based software that is free of charge to our Payees. This software lets you enter all your information about your company or as an individual and allows this information to be reviewed quickly and efficiently by the University. This also helps reduce the risk of fraud for both the University and the Payee by ensuring information is accurate and verified as required. Updating your information is done quickly as you can request all updates through PaymentWorks as well. Payees will also be able to monitor their invoices and see exactly when their payments will be processed for payment. Once set-up in PaymentWorks, you will be able to link to other Universities and companies that already use this system for their vendor management.
- Payees must receive an invitation from Villanova University in order to become an approved Payee within our purchase order and payment system. This invitation must be initiated by a University Department. Please be sure to fill out your information in PaymentWorks correctly and accurately to avoid any delays in your onboarding process with Villanova University. Payees that require picking a Vendor Type Classification Code should refer to the Vendor Classification Guide to help you choose the correct information to provide in PaymentWorks. Choosing the correct Vendor type helps the University identify insurance requirements as well as other documentation that needs to be provided as part of your on-boarding process.
- Payees can find more information about PaymentWorks on the PaymentWorks website.
- Questions can be sent directly to Procurement or by contacting PaymentWorks.
- All vendors must follow the Invoice Processing Procedures to ensure timely payment.
- The University will not issue any purchase orders or release any payments to the vendor until these forms are received by the Procurement Office.
- All Vendor must comply with our Procurement Office Terms and Conditions.
- Questions regarding any of these forms can be directed to Procurement.
Please review Villanova's Updated Purchase Order Terms and Conditions (2017).
1099-MISC Pennsylvania Tax Information
Beginning January 1, 2018, the Pennsylvania Department of Revenue now requires that payments of Pennsylvania source non-employee compensation or business income to a non-resident individual or disregarded entity that has a non-resident member and is reported on a 1099-MISC, have withheld from such payments an amount equal to the tax rate specified at 72 P.S. § 7302 (which is currently 3.07%). Effective June 26, 2018, Villanova University will withhold and remit income tax from all payments made if the vendor meets the above stated requirements. A Form 1099-MISC will also be filed with the Pennsylvania Department of Revenue noting the full year’s Pennsylvania source non-employee compensation or business income earned and any tax withheld and remitted to the State.
More information about these changes can be found here. All questions regarding this tax should be addressed by your accountant, or you can contact the PA Department of Revenue.
1099-MISC/REV-1832
The 1099-MISC Withholding Exemption Certificate should be filled out if you are EXEMPT from Pennsylvania's 1099-MISC withholding. Once the form has been completed, please send it to procurement@villanova.edu.
Or mail to:
Villanova University
Procurement Office
789 E. Lancaster Ave.
Villanova, PA 19085
Villanova FEIN: 23-1352688
Notices
If any of your employees will be on Villanova campus and have direct contact with minors, you must ensure that the Reporting and Clearance Amendment is completed an on file at Villanova Procurement Office.
This company and its principles:
- Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from a covered transaction by any Federal Department or Agency.
- Have not within a three-year period preceding the effective date of this agreement convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining,attempting to obtain, or performing public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery,bribery, falsification or destruction of records, making false statements, or receiving stolen property.
- Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) herein; Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or Local) terminated for cause or default.
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