Subcontractor Management Policy

Policy Number: OVI-GC-PRO-003
Date Issued: December 13, 2023

Introduction

OVI General Contracting is committed to maintaining the highest standards of safety, quality, and compliance on all our projects. The purpose of this Subcontractor Management Policy is to establish clear guidelines and expectations for all subcontractors engaged in our operations. This policy ensures that all legal, contractual, and regulatory requirements are adhered to without exception. Our aim is to create a collaborative environment where every team member contributes to the success of the project while upholding our company's values and commitments to our clients.

1. Safety Compliance

Subcontractors must comply with all applicable safety regulations and participate in safety training programs as required by OVI General Contracting. This commitment to safety must be demonstrated through the active management of a safety program consistent with OVI General Contracting's standards and the Occupational Safety and Health Administration (OSHA) regulations.

2. Subcontract Agreement

All subcontractors must have a fully executed subcontract agreement with OVI General Contracting prior to commencing work. This agreement will outline the scope of work, payment terms, compliance with laws and regulations, and other relevant terms and conditions.

3. Proof of Insurance

Subcontractors are required to provide current certificates of insurance verifying general liability, excess liability, automobile liability, and property damage insurance in amounts satisfactory to OVI General Contracting. These certificates must name OVI General Contracting as an additional insured party.

4. Workers' Compensation

Proof of Workers' Compensation insurance is mandatory for all subcontractors. This proof must be in compliance with the statutory requirements of the state where the work is to be performed.

5. Employment Eligibility Verification (I-9 Form)

Subcontractors must ensure that all their employees have completed an I-9 form to verify employment eligibility in the United States. This form must be retained by the subcontractor and available for inspection upon request.

6. Onboarding

Prior to initiating any work on the job site, all subcontractors must go through an onboarding process. This process will cover site-specific safety orientation, review of the subcontractor's responsibilities, and confirmation of compliance with the aforementioned requirements.

7. Trespassing

Subcontractors or their employees who have not completed the onboarding process are not authorized to be on the job site. Unauthorized presence on the job site will be considered trespassing and the individuals will be subject to removal.

8. Project Team Responsibility

Commercial Estimator

• Initial Engagement: Responsible for the first interaction with subcontractors.
• Requirement Verification: Ensures all subcontractor capabilities are met and pricing is competitive for the scope.
• Transition: Hands over the subcontractor to the Operations Manager for onboarding after ensuring compliance.

Operations Manager

• Onboarding Oversight: Manages the onboarding process for subcontractors.
• Condition Verification: Ensures that subcontractors have fulfilled all necessary conditions.
• Documentation: Responsible for sending work or award letters to subcontractors after successful onboarding.

Field Operations Manager & Superintendent

• Compliance Verification: Verifies the compliance status of all subcontractors prior to job site access.
• Access Authorization: Authorizes subcontractor access to the job site.
• Non-Compliance Handling: Removes non-compliant subcontractors from the job site.
• Law Enforcement Interaction: Contacts local law enforcement to report trespassing if necessary.

9. Document Control

This document is controlled and maintained by OVI General Contracting's compliance department.

The current version is as of the date issued above. Any amendments to this policy will be distributed promptly and will supersede any previous versions.

OVI GENERAL CONTRACTING LLC
800 W Main St, Ste 1460, Boise, ID 83702
(208) 593-3223
www.ovi-gc.com