• PurchaseOrder-500

Purchase Orders

For Blanket Purchase Orders, the name of the Additional Insured should be: County of Sonoma, Sonoma County Water Agency, Sonoma County Agricultural Preservation and Open Space district, their officers, agents and employees. This automatically protects the three entities and eliminates the need to get separate additional insured endorsements. 

Commodity or Service Responsibility Procedure

Purchase Order - Goods

  • Not installed by vendor
  • Other than food, beverages, pharmaceuticals, or items to be distributed to third parties 
Requisitioning Department
  • The Standard Terms & Conditions require the vendor to have insurance, but we don’t obtain documentation
  • Submit PO requisition

Blanket Purchase Order - Goods

  • Not installed by vendor
  • Other than food, beverages, pharmaceuticals, or items to be distributed to third parties
  • Other unusual or high risk goods, at the discretion of the Buyer
General Services Department - Purchasing Division
  • Section 3.4 of the Standard Terms & Conditions lists required insurance (modified version of Template 8)
  • Insurance is required, but County does not verify vendor’s compliance
  • County retains the right to require the vendor to submit insurance documentation

Purchase Order - Goods

  • Food, beverages, pharmaceuticals or items to be distributed to third parties
Requisitioning Department 
  • Give vendor a completed copy of Template 8 (Similar requirements are built into Section 3.4 of the Standard Terms & Conditions)
  • Vendor must submit evidence of the required insurance
  • The requirement for General Liability insurance on a primary and non-contributory basis is built in; evidence of this is required unless there is no possibility that the product will be distributed at the airport or marinas
  • Review insurance evidence
  • If not acceptable, consult Risk for possible waiver
  • Submit the evidence of insurance with the PO requisition

Blanket Purchase Order - Goods

  • Food, beverages, pharmaceuticals or items to be distributed to third parties, and other unusual or high risk goods, at the discretion of the Buyer.
General Services Department - Purchasing Division
  • Inform the vendor of the required insurance by giving them a copy of Section 3.4 of the Standard Terms & Conditions
  • Vendor must submit evidence of the required insurance
  • The requirement for General Liability insurance on a primary and non-contributory basis is built in; evidence of this is required unless there is no possibility that the product will be distributed at the airport or marinas
  • Review insurance evidence
  • If not acceptable, consult Risk for possible waiver

Purchase Order - Contractors

  • Construction-related, repair, maintenance (examples: tree trimmers, janitorial, roofers, electrical contractors, plumbers, glass replacement, carpenters, etc.)
  • Goods to be installed by vendor (often involves wiring or plumbing)
Requisitioning Department 
  • Give the vendor a completed copy of Template 7 (or Template 18, if there is a Pollution Exposure)
  • For General Liability insurance, use the alternate “Required Evidence of Insurance” unless there is no possibility that the service will be performed at the airport or marinas
  • Obtain & review insurance
  • If not acceptable, consult Risk for possible waiver
  • Submit the completed Template and the evidence of insurance with the PO requisition

 Blanket Purchase Order - Contractors

  • Construction-related, repair, maintenance (examples: tree trimmers, janitorial, roofers, electrical contractors, plumbers, glass replacement, carpenters, etc.)
  • Goods to be installed by vendor (often involves wiring or plumbing)
General Services Department - Purchasing Division
  • Use Construction Terms and Conditions
  • Give the vendor a completed copy of Template 7 (or Template 18, if there is a Pollution Exposure)
  • For General Liability insurance, use the alternate “Required Evidence of Insurance” unless there is no possibility that the service will be performed at the airport or marinas
  • Obtain & review insurance
  • If not acceptable, consult Risk for possible waiver
  • Attach the Template 7 to the BPO

Purchase Order - Service Agreements

  • Not construction-related
Requisitioning Department 
  • Use PSA or Short Form Agreement with appropriate Template from the Toolkit
  • Obtain & review insurance
  • If not acceptable, consult Risk for possible waiver
  • Submit agreement and insurance documentation with the requisition

Blanket Purchase Order - Service Agreements
(Initiated by Purchasing Department)

  • Not construction-related
General Services Department - Purchasing Division 
  • Use PSA with appropriate Template from the Toolkit
  • For General Liability insurance, use the alternate “Required Evidence of Insurance” unless there is no possibility that the service will be performed at the airport or marinas
  • Obtain & review insurance
  • If not acceptable, consult Risk for possible waiver
  • Attach the Template to the BPO

Blanket Purchase Order - Service Agreements
(Initiated by Requisitioning Department)

  • Not construction-related
General Services Department - Purchasing Division 
  • Use PSA with appropriate Template from the Toolkit
  • For General Liability insurance, use the alternate “Required Evidence of Insurance” unless there is no possibility that the service will be performed at the airport or marinas
  • Obtain & review insurance
  • If not acceptable, consult Risk for possible waiver
  • Submit PSA and insurance documentation to Purchasing

Contact Information

Jamie Bloom, Insurance Manager

Reesha Ruel, Liability Manager

Risk Division

Human Resources Department

County of Sonoma

Business Hours
Monday – Friday
8:00 AM – 5:00 PM
Contact us by Phone
Address
575 Administration Drive
Room 116 B
Santa Rosa, CA 95403
38.465237, -122.725363

Contracts Exempt from Insurance

Certain contracts pose low risk, therefore, they are exempt from insurance requirements.

Learn more