C250153_Insurance_Approval_Request_Memo_12-15-25.pdf
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- Solicitation number
- 250153
- Issued by
- Orange County, California
About this file
This is an Insurance Approval Request Memo from the Orange County Transportation Authority (OCTA) regarding RFP 250153 for Geographic Information Systems (GIS) Cloud Migration Hosting and Management. The selected consultant will build, deploy, and fully manage a Microsoft Azure cloud environment to support OCTA's desktop and enterprise GIS systems. The contract term is three years with a total budget of $380,000. The memo transmits standard insurance requirements and indemnification language to the Risk Management department for review and approval prior to contract execution.
The insurance requirements mandate that the consultant maintain Commercial General Liability coverage with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate, Automobile Liability Insurance with a combined single limit of $1,000,000 per accident, Workers' Compensation as required by California law with a Waiver of Subrogation, and Employers' Liability with minimum limits of $1,000,000 per accident and per disease. The consultant must provide proof of insurance within ten calendar days of the effective date and prior to commencing work, with OCTA designated as an additional insured on all applicable policies. Insurance certificates must be submitted to InsureTrack, OCTA's insurance tracking contractor, and the insurer must provide thirty days' notice of cancellation or material modification and ten days' notice of non-payment. The consultant is required to impose identical insurance requirements on all subconsultants. Additionally, the consultant must indemnify and defend OCTA against all claims arising from the consultant's negligent acts, omissions, or willful misconduct in performing the agreement.
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Text version
INTEROFFICE MEMO
Date December 15, 2025
To: Regie Peaslee, Risk Management
From: Rhea Aninzo, CAMM
Subject: RFP 250153 “Geographic Information Systems (GIS) Cloud
Migration Hosting and Management”
Below please find a copy of the insurance limits and indemnification language for review. The selected firm will build, deploy, and fully manage a Microsoft Azure cloud environment to support OCTA’s desktop and enterprise GIS. The resulting contract will be for a three (3)-year term budgeted at $380,000. Please review the below standard insurance requirements and indemnification language and advise on the acceptability for this procurement.
ARTICLE 9. 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, 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 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 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. Insurer 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 No. C250153 and, the Contract Administrator’s Name, Rhea Aninzo
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 14. 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
| Article 9. 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 insuran... |
| 1. Commercial General Liability, to include Products/Completed Operations, Independent Contractors’, Contractual Liability, Personal Injury Liability, and Property Damage with a minimum limit of $1,000,000 per occurrence, $2,000,000 general 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 AUTHORITY, its officers, directors and employees as additional insureds on general liability and automobil... |
| 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 add... |
| D. Insurer 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 ... |
| F. CONSULTANT shall include on the face of the certificate of insurance, the following information: |
| 1. The Agreement No. C250153 and, the Contract Administrator’s Name, Rhea Aninzo |
| 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 14. INDEMNIFICATION
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