Professional indemnity insurance Architects proposal form Instructions Please provide a full answer to every question. Please ensure that all answers are typewritten or printed in block letters within the spaces provided. A principal of the practice must sign and date this form and any separate sheets. 1 Name and address details Practice name (include all names under which you practice) Main office address Telephone number Postcode: Contact e-mail address Employer s Reference Number (ERN) (found on PAYE documents) Practice website Date established List number of branch offices If more than one office exists, is there a senior Partner/Director/Member at each office to oversee operations? If, please provide a C.V. of the person overseeing the office. Please list on a separate sheet all branch offices including addresses for which you are seeking cover. 2 The firm Please advise the following (including details of sole practitioner). Name of all partners / directors / members Age Qualifications Date qualified How long as partner / director/ member of the firm(s) 3 Consultants Please advise the following. Name of all consultants Age Qualifications Date qualified How long as partner / director/ member of the firm(s) 4 Staff Please advise total number of staff excluding Partners, Directors, Members: Total number of staff Professionally qualified Draughtsmen / assistants Bluefin Professions Architects v3.0
5 Partners previous business cover Is cover required for any Partner / Director / Member in respect of his/her liability arising from any previous business? If, please advise: For which partners / Directors / members Title of previous business Date left business Limit of indemnity required if less than that of current firm 6 Fees State gross fees received for the following categories Last year Previous year Current year (estimated) 1. United Kingdom 2. USA. / Canada 3. Elsewhere Total of 1-3 above Please state financial year end date State Largest total fees from any one client or group for the following years Last year Previous year Current year (estimated) Fees 7 Area of practice Gross fees received in past financial year. (If practice is newly established, state estimated fees for the forthcoming year). United Kingdom USA or Canada Elsewhere 1. Architectural work 2. Town planning 3. Feasibility studies 4. Landscape / garden architecture 5. Quantity surveying 6. Residential structural surveys / inspection reports / valuations 7. Interior design (structural) 8. Commercial structural surveys / inspection reports / valuations 9. Interior design (non structural) 10. Project co-ordination 11. Project management 12. Building surveying 13. Planning supervisory work 14. Principal Designer (CDM) 2015* 15. Expert witness work 16. Other work specify details below 17. Fees paid to independent consultants Total fees for entire company / firm
*Are you appointed or do you hold yourself out to be a Principal Designer as defined in the CDM Regulations 2015? If, please give full details including nature of services If you have stated fees under (15), please give details of the work undertaken Where you have declared NIL fees in answer to any parts above, has your Company/Firm worked in any of these areas in the last 5 years? If, please give full details of the work undertaken 8 Structural surveys reports and valuations 8.1 Please specify number undertaken in the past year of: (i) (ii) (iii) (iv) (v) (vi) Residential structural surveys Commercial structural surveys Partial reports / inspections Building society / lending institution reports Major structural defects reports Other (please specify below) 8.2 Please specify amount of largest valuation in the last 3 years for: UK Elsewhere (i) Single property Residential Commercial (ii) Portfolio Residential Commercial 9 Project work Please give the approximate percentage applicable to the following projects in relation to the Firm s total work carried out during the past twelve months. (i) Hotels and leisure centres % (ii) Hospitals (provide details) % (iii) Retail / supermarkets % (iv) Housing associations % (v) Clean air environments % (vi) Other (if over 10% please specify) % Total of i-vi 100%
10 Construction contracts 10.1 State the 3 largest contracts where construction has commenced during the past 5 years Starting and est. completion date Description of contract and location. (Hotel, Factory etc.) Total contract value 1. to Company s / Firm s contract value State professional services provided 2. to 3. to 10.2 State the 3 largest contracts where construction is expected to commence in the next 12 months Starting and est. completion date Description of contract and location. (Hotel, Factory etc.) Total contract value 1. to Company s / Firm s contract value State professional services provided 2. to 3. to 10.3 State proportion of work where Company/Firm both design and undertake limited or full supervision % 10.4 Are all independent sub-consultants engaged by the Company/Firm required to have and maintain professional indemnity insurance adequate to cover the liabilities connected with their professional duties? 11 Building Information Modelling contracts Are you in any way involved with Building Information Modelling contracts (BIM)? If, please give details including the level of BIM contract and any additional contractual duties being taken on by the practice. 12 Changes in work Does the Company/Firm plan any radical change in the type of work sought or changes in well established techniques in the next 12 months? If, please give details 13 Financial interests 13.1 Does the Company/Firm or any Partner/Director/Member act on behalf of or undertake work for any firm company or organisation in which the Company/Firm or any Partner/Director/Member has a financial interest? If, please give details and details of the fees earned from such work 13.2 Does any other firm, company or organisation have a financial interest in the Company / Firm? If, please give details of any work carried out and fees earned. 13.3 Do you operate under any formal terms of engagement with the Company in (12.2)? 13.4 Is cover required under this insurance for this inter company work? 13.5 Does the Company/Firm or any Partner/Director/Member have any association with or financial interest in any other firm, company or organisation (other than as shareholders / stockholders in a publicly quoted company)? If, please give details of the nature of the association together with the name and business of the Third Party
14 Financial interests contracts Does the Company/Firm or any Company/Firm mentioned in Question 12 undertake any contract which involves: (i) Manufacture, construction, erection or installation? (ii) Supply of materials, plant good or equipment? If, to either (i) or (ii) please give full details 15 Memberships Is the Company/Firm or any Partner/Director/Member a member of a consortium or joint venture? If, please give the names of other members/partners and their capacities in venture NB. Special arrangements must be made with insurers if coverage is required for work done whilst a member of a consortium or joint venture. In such cases a copy of the consortium / joint venture agreement will be required. 16 Accreditation Is the Company/Firm accredited to or in the process of becoming accredited to BS EN 900 Quality Systems or subject to any external quality assessment? If, please provide details 17 Company procedures 17.1 Who in the Company/Firm is responsible for quality procedures? 17.2 What internal procedures do you have in force in relation to quality? 17.3 How often are working procedures reviewed to ensure their continuing suitability and what form does the review take? 17.4 Please provide details of the procedures in place for confirming a client s instructions? 18 Company records What records are kept of: (i) The original contract and subsequent amendments (ii) On-site visits (iii) Telephone conversations involving instructions/advice 19 Fraud and dishonesty 19.1 Does the Company/Firm always obtain satisfactory written references direct from former employers for the three years immediately preceding the engagement of any Employee, Member, Director, Partner or Principal responsible for money accounts or goods? 19.2 Has the Company/Firm suffered any loss or identified any potential loss during the past five years through fraud or dishonesty of any Employee, Member, Director or Principal? If, state date, circumstances, amount and steps taken to prevent recurrence.
20 Claims and circumstances 20.1 Have any claims in respect of liabilities to be covered by the proposed insurance (successful or otherwise) been made against the Company/Firm or its present and/or past Partners, Directors or Members? If, give full details including amounts involved. 20.2 Have all claims been notified to Insurers? 20.3 What measures have been taken to prevent a recurrence of the situation which gave rise to any claim? 20.4 Are any of the Partners, Directors or Members or employees AFTER ENQUIRY, aware of any circumstances, allegations or incidents which may give rise to a claim against the Firm(s) or its predecessors in business or any of its present or former Partners, Directors or Members? If, give full details of circumstances and amounts involved. 21 Previous insurance In respect of professional indemnity insurance, has any insurer ever declined a proposal, declined to pay a claim, refused renewal, cancelled such insurance or imposed special conditions? If, please give details 22 Sanctions Do you have any connection to customers or suppliers operating in the following countries or are any form of product or service sourced from or passed through these countries or indeed any employees who would visit any of these countries on business: Iran, Syria, Belarus, South Sudan, Cuba, Democratic Republic of Congo, rth Korea, Somalia, Sudan, Zimbabwe, Russia, Ukraine, Crimea. 23 Disciplinary proceedings Has any proposer / director / partner of the business: (i) In the last six years been the subject of a disciplinary proceeding by any Professional organisation? (ii) Been declared insolvent or bankrupt or been the subject of bankruptcy proceedings? (iii) Been the subject of a County Court judgment (or Scottish equivalent) or are there any proceedings pending? (iv) Been a director or partner in any business which is or has been the subject of a winding up or administrative order, or receivership or other insolvency proceedings? (v) Had a proposal form declined? (vi) Had an insurance cancelled? (vii) Had special terms imposed? (viii) Been convicted or charged with any criminal offence, or have a prosecution for such an offence pending? (ix) Been prosecuted or served with a notice of intended prosecution or a prohibition notice in connection with a breach or alleged breach of any health and safety legislation? If, please provide details:
24 Quotation requirements Please give details of the firm s current Professional Indemnity Insurance. Do not complete this question if you are already a client of Bluefin Limit of indemnity Excess Premium Name of insurer Renewal date Please advise your requirements Option 1 Option 2 Option 3 Limit of indemnity Excess People consulted in completion of the form Please list below the people you have consulted to assist with the completion of this form, including any external providers: Name Position Location Please continue on a separate sheet if necessary. Confirmation Your duty to make a fair presentation of the risk You must make a fair presentation of the risk to us when you take out, renew or amend your policy. A fair presentation requires you to tell us about all facts and circumstances which may be material to the insurance or sufficient information to put a prudent insurer on notice that further enquiries are needed, in a clear and accessible manner. Material facts are those which are likely to influence an insurer in the acceptance or assessment of the terms or pricing of your policy. If you are in any doubt as to whether a fact is material, you should tell us about it. If you fail to make a fair presentation of the risk, where that failure is deliberate or reckless, the insurer may treat your policy as if it had not existed, refuse to pay any claims and keep the premium paid. Where the failure is not deliberate or reckless but the insurer would not have accepted the policy had you told them about a material fact or circumstance, the insurer may treat your policy as if it had not existed and refuse to pay any claims but must return the premium. In other cases, the insurer may only pay part of the value of your claim or impose additional terms. For these reasons, it is important that you check all of the facts, statements and information set out in the documentation provided by us are complete and accurate, and that you answer any questions completely and accurately. If there is more than one person involved in your business or employed by you, you should check with them, where appropriate, that the facts and statements that you make are complete and accurate. If any of the facts, statements and information in this document, or any additional information provided are incomplete or inaccurate, you must contact us immediately. Failure to do so could invalidate your policy or lead to a claim not being paid. I declare that the above statements and particulars are true, full enquiry having been made, and I have not omitted, suppressed or misstated any material facts and undertake to inform the insurer of any change to any material fact. I understand that the information provided will be used by the insurer and/or their agents to arrange and administer the insurance and in handling claims which may necessitate sharing information with third parties and that information may be shared with business partners to deliver any additional services provided with this insurance. A copy of this proposal should be retained by you for your own records This form must be signed by a principal of the firm Signature: Date: Print name: Position: Please return this application form along with any other supplementary information sheets to the contact details on the covering letter. Bluefin Professions is a trading name of Bluefin Insurance Services Limited. Registered Office: 1 Tower Place West, Tower Place, London, EC3R 5BU Registered in England : 931954. Authorised and regulated by the Financial Conduct Authority. 2016 Bluefin Insurance Services Limited