C250131_Insurance_Approval_Response_12-29-25.pdf
PDF 1 MB Posted
- Solicitation number
- 250131
- Issued by
- Orange County, California
About this file
This insurance approval response document involves the Orange County Transportation Authority (OCTA) and outlines insurance requirements and indemnification language for RFP 250131, a Los Angeles 2028 Olympics Planning contract. The selected firm will provide community engagement consultant services and develop five major deliverables: a transportation framework document, a Games-specific service plan, a capital infrastructure needs plan, stakeholder coordination, and a comprehensive budget and funding roadmap. The contract is budgeted at $950,000 for a twenty-month term. On December 29, 2025, Regie Peaslee from OCTA's Risk Management division reviewed and approved the insurance and indemnification language submitted by Senior Contract Administrator Gina Torres, authorizing the procurement to proceed.
The consultant must maintain Commercial General Liability coverage with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate; Automobile Liability Insurance with combined single limit of $1,000,000 per accident; Workers' Compensation as required by California State law with a Waiver of Subrogation; and Employers' Liability with minimum limits of $1,000,000 per accident and per disease. Proof of insurance must be submitted within ten calendar days of the agreement's effective date and prior to work commencement, with certificates directed to InsureTrack at octa@instracking.com. The consultant is required to designate OCTA, its officers, directors, and employees as additional insureds, maintain primary and non-contributive coverage, and provide thirty days' notice for policy cancellations or material modifications. The indemnification clause requires the consultant to indemnify and defend OCTA against all claims arising from negligent acts, omissions, or willful misconduct in performing the agreement, with Professional Liability insurance removed from requirements as specialty licenses are not necessary for this engagement.
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Text version
Gina Torres
From: Regie Peaslee Sent: Monday, December 29, 2025 3:05 PM To: Gina Torres Subject: RE: RFP 250131 Los Angeles 2028 Olympics Planning - Risk Review
Happy Monday Gina:
Thanks for the documents!
I have reviewed the documents for language and coverages, and I agree. Please continue!
Thanks again, Regie Peaslee Senior Claims Representative, Risk Management Orange County Transportation Authority Tel # 714-560-5851 Rpeaslee@octa.net
From: Gina Torres <gtorres@octa.net> Sent: Monday, December 29, 2025 3:00 PM To: Regie Peaslee <rpeaslee@octa.net> Subject: RFP 250131 Los Angeles 2028 Olympics Planning - Insurance Review Importance: High
Hi Regie, Hope you had a great Christmas with your family.
Please see attached.
Thank you, Gina Torres | Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority
714.560.5566 | 714.560.5792 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 CAMM - Procurement with Integrity Please consider the environment before printing this e-mail.
INTEROFFICE MEMO
Date January 11, 2026
To: Regie Peaslee, Risk Management
From: Gina Torres, Senior Contract Administrator, CAMM
Subject: RFP 250131 "Los Angeles 2028 Olympics Planning"
Below please find a copy of the insurance limits and indemnification language for your review. The selected firm shall provide community engagement consultant services.
This is a time-and-expense price contract budgeted for $950,000 for a twenty (20)-month term.
Please review the below standard insurance requirements and indemnification language and advise the acceptability for this procurement. PM has confirmed specialty certificate/license are not required for this contract. Therefor I have removed 5.
Professional Liability from Article 9. See Scope of Work.
ARTICLE 10. INSURANCE
A. CONSULTANT shall procure and maintain insurance coverage in full force and effect during the entire term of the Agreement. Coverage shall be full coverage and not subject to self-insurance provisions. CONSULTANT shall provide the following insurance coverage:
1. Commercial General Liability, to include Products/Completed Operations, Independent Contractors’, Contractual Liability, Advertising and Personal
Injury Liability, and Property Damage with a minimum limit of $1,000,000 per occurrence, $2,000,000 general aggregate and $2,000,000
Products/Completed Operations aggregate;
2. Automobile Liability Insurance to include owned, hired and non-owned autos with a combined single limit of $1,000,000 for each accident;
3. Workers’ Compensation with limits as required by the State of California including a Waiver of Subrogation in favor of AUTHORITY, its officers, directors and employees; and
4. Employers’ Liability with minimum limits of $1,000,000 per accident, $1,000,000 policy limit-disease, and $1,000,000 policy limit employee-disease.
B. Proof of such coverage, in the form of a certificate of insurance and an insurance policy blanket additional insured endorsement, designating the
AUTHORITY, its officers, directors and employees as additional insureds on general liability and automobile liability, as required by Agreement. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days from the effective date of the Agreement and prior to commencement of any work. Such insurance shall be primary and non-contributive to any insurance or self-insurance maintained by the AUTHORITY. Furthermore, AUTHORITY reserves the right to request certified copies or review all related insurance policies, in response to a related loss.
C. CONSULTANT shall also include in each subcontract, the stipulation that subconsultants shall maintain insurance coverage in the amounts required of
CONSULTANT as provided in the Agreement. Subconsultants will be required to include AUTHORITY as additional insureds on the Commercial General
Liability, and Auto Liability insurance policies.
D. CONSULTANT must provide AUTHORITY with at least thirty (30) days’ prior notice of cancellation or material modification of coverage, and ten (10) days’ prior notice for non-payment of premium.
E. CONSULTANT shall submit required insurance certificates to AUTHORITY's insurance tracking contractor, InsureTrack. CONSULTANT shall respond directly to InsureTrack’s request for updated insurance certificates and other insurance-related matters by email to octa@instracking.com.
mailto:octa@instracking.com
F. CONSULTANT shall include on the face of the certificate of insurance, the following information:
1. The Agreement Number 250131 and, the Senior Contract Administrator’s
Name, Gina Torres.
2. For Certificate Holder: The Orange County Transportation Authority, its officers, directors, employers and agents, c/o InsureTrack, P.O. Box
60840 Las Vegas, NV 89160.
ARTICLE 15. INDEMNIFICATION
CONSULTANT shall indemnify, defend and hold harmless AUTHORITY, its officers, directors, employees and agents (indemnities) from and against any and all claims (including attorneys' fees and reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage to or loss of use of property caused by the negligent acts, omissions or willful misconduct by CONSULTANT, its officers, directors, employees, agents, subconsultants or suppliers in connection with or arising out of the performance of this Agreement.
INTEROFFICE MEMO
Date December 23, 2025
To: Regie Peaslee, Risk Management
From: Gina Torres, Senior Contract Administrator, CAMM
Subject: RFP 250131 "Los Angeles 2028 Olympics Planning"
Below please find a copy of the insurance limits and indemnification language for your review. The selected firm shall provide five (5) major services, including a transportation framework document, a Games-specific service plan, a capital infrastructure needs plan, stakeholder coordination, and a comprehensive budget and funding roadmap.
This is a time-and-expense price contract budgeted for $950,000 for a twenty (20)-month term.
Please review the below standard insurance requirements and indemnification language and advise the acceptability for this procurement. PM has confirmed specialty certificate/license are not required for this contract. Therefor I have removed 5.
Professional Liability from Article 9. See Scope of Work.
ARTICLE 10. INSURANCE
A. CONSULTANT shall procure and maintain insurance coverage in full force and effect during the entire term of the Agreement. Coverage shall be full coverage and not subject to self-insurance provisions. CONSULTANT shall provide the following insurance coverage:
1. Commercial General Liability, to include Products/Completed Operations, Independent Contractors’, Contractual Liability, Advertising and Personal
Injury Liability, and Property Damage with a minimum limit of $1,000,000 per occurrence, $2,000,000 general aggregate and $2,000,000
Products/Completed Operations aggregate;
2. Automobile Liability Insurance to include owned, hired and non-owned autos with a combined single limit of $1,000,000 for each accident;
3. Workers’ Compensation with limits as required by the State of California including a Waiver of Subrogation in favor of AUTHORITY, its officers, directors and employees; and
4. Employers’ Liability with minimum limits of $1,000,000 per accident, $1,000,000 policy limit-disease, and $1,000,000 policy limit employee-disease.
B. Proof of such coverage, in the form of a certificate of insurance and an insurance policy blanket additional insured endorsement, designating the
AUTHORITY, its officers, directors and employees as additional insureds on general liability and automobile liability, as required by Agreement. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days from the effective date of the Agreement and prior to commencement of any work. Such insurance shall be primary and non-contributive to any insurance or self-insurance maintained by the AUTHORITY. Furthermore, AUTHORITY reserves the right to request certified copies or review all related insurance policies, in response to a related loss.
C. CONSULTANT shall also include in each subcontract, the stipulation that subconsultants shall maintain insurance coverage in the amounts required of
CONSULTANT as provided in the Agreement. Subconsultants will be required to include AUTHORITY as additional insureds on the Commercial General
Liability, and Auto Liability insurance policies.
D. CONSULTANT must provide AUTHORITY with at least thirty (30) days’ prior notice of cancellation or material modification of coverage, and ten (10) days’ prior notice for non-payment of premium.
E. CONSULTANT shall submit required insurance certificates to AUTHORITY's insurance tracking contractor, InsureTrack. CONSULTANT shall respond directly to InsureTrack’s request for updated insurance certificates and other insurance-related matters by email to octa@instracking.com.
F. CONSULTANT shall include on the face of the certificate of insurance, the following information:
1. The Agreement Number 250131 and, the Senior Contract Administrator’s
Name, Gina Torres.
2. For Certificate Holder: The Orange County Transportation Authority, its officers, directors, employers and agents, c/o InsureTrack, P.O. Box
60840 Las Vegas, NV 89160.
ARTICLE 15. INDEMNIFICATION
CONSULTANT shall indemnify, defend and hold harmless AUTHORITY, its officers, directors, employees and agents (indemnities) from and against any and all claims (including attorneys' fees and reasonable expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage to or loss of use of property caused by the negligent acts, omissions or willful misconduct by CONSULTANT, its officers, directors, employees, agents, subconsultants or suppliers in connection with or arising out of the performance of this Agreement.
mailto:octa@instracking.com
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