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Subcontractor Management Policy

Table of Contents​

  1. Introduction
  2. Safety Compliance
  3. Subcontract Agreement
  4. Proof of Insurance
  5. Workers' Compensation
  6. Employment Eligibility Verification
  7. Onboarding
  8. Trespassing
  9. Project Team Responsibility
  10. Document Control

Introduction​

OVI General Contracting is committed to maintaining the highest standards of safety, quality, and compliance on all our projects. This Subcontractor Management Policy establishes clear guidelines and expectations for all subcontractors engaged in our operations.

!!! info "Policy Objectives"

  • Ensure adherence to all legal, contractual, and regulatory requirements
  • Create a collaborative environment for project success
  • Uphold company values and commitments to clients

1. Safety Compliance​

Subcontractors must:

  • Comply with all applicable safety regulations
  • Participate in required safety training programs
  • Actively manage a safety program consistent with:
    • OVI General Contracting's standards
    • Occupational Safety and Health Administration (OSHA) regulations

2. Subcontract Agreement​

!!! warning "Mandatory Requirement" All subcontractors must have a fully executed subcontract agreement with OVI General Contracting prior to commencing work.

The agreement will outline:

  • Scope of work
  • Payment terms
  • Compliance with laws and regulations
  • 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
    • Property damage insurance

!!! note Insurance amounts must be satisfactory to OVI General Contracting. Certificates must name OVI General Contracting as an additional insured party.

4. Workers' Compensation​

  • Proof of Workers' Compensation insurance is mandatory
  • Must comply with statutory requirements of the state where work is performed

5. Employment Eligibility Verification (I-9 Form)​

Subcontractors must:

  • Ensure all employees have completed an I-9 form
  • Retain completed forms
  • Make forms available for inspection upon request

6. Onboarding​

Before initiating work on the job site, all subcontractors must complete an onboarding process, which includes:

  • Site-specific safety orientation
  • Review of subcontractor responsibilities
  • Confirmation of compliance with all requirements

7. Trespassing​

!!! danger "Unauthorized Access" Subcontractors or their employees who have not completed the onboarding process are not authorized to be on the job site.

  • Unauthorized presence will be considered trespassing
  • Trespassers will be subject to removal

8. Project Team Responsibility​

Commercial Estimator​

  • Initial Engagement: First interaction with subcontractors
  • Requirement Verification: Ensures subcontractor capabilities and competitive pricing
  • Transition: Hands over to Operations Manager after compliance check

Operations Manager​

  • Onboarding Oversight: Manages subcontractor onboarding process
  • Condition Verification: Ensures fulfillment of all necessary conditions
  • Documentation: Sends work or award letters after successful onboarding

Field Operations Manager & Superintendent​

  • Compliance Verification: Checks subcontractor compliance status
  • Access Authorization: Approves job site access for compliant subcontractors
  • Non-Compliance Handling: Removes non-compliant subcontractors
  • Law Enforcement Interaction: Reports trespassing if necessary

9. Document Control​

All subcontractor-related documentation must be:

  • Stored in the designated project management system
  • Regularly updated and maintained
  • Readily accessible to authorized personnel
  • Retained according to company retention policies

Documentation includes:

  • Subcontract agreements
  • Insurance certificates
  • Safety records
  • Onboarding documentation
  • Compliance verification records