C250200_Insurance_and_Indemnification_RM_Review_and_Memo.pdf

From: Edwin Byrne To: Susan Rosenkranz Subject:

Date:

RE: IFB 250200 Insurance Approval Request Memo_2026_01_13 Wednesday, January 21, 2026 2:53:16 PM

Hi Susan:

We have been a little crazy busy over here likely like you are. These requirements are approved.

Edwin

From: Susan Rosenkranz <srosenkranz@octa.net> Sent: Tuesday, January 20, 2026 2:51 PM To: Edwin Byrne <ebyrne@octa.net> Subject: FW: IFB 250200 Insurance Approval Request Memo_2026_01_13

Hi I was wondering if you had time to look at this is it approved?

Thanks for your time.

Susie

Susan Rosenkranz, Senior Buyer Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5610 | 7 714.560.5316 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 CAMM - Procurement with Integrity

From: Susan Rosenkranz Sent: Tuesday, January 13, 2026 2:28 PM To: Edwin Byrne <ebyrne@octa.net> Subject: IFB 250200 Insurance Approval Request Memo_2026_01_13

Hi Edwin, please see the attached memo including associated insurance and applicable scope of work for your review/approval.

Thanks, Susie Susan Rosenkranz, Senior Buyer Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5610 | 7 714.560.5316 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 CAMM - Procurement with Integrity mailto:ebyrne@octa.net mailto:srosenkranz@octa.net mailto:ebyrne@octa.net

INTEROFFICE MEMO

Date January 13, 2026

To: Edwin Byrne, Risk Management

From: Susan Rosenkranz, CAMM

Subject: IFB 250200 “HVAC Duct Cleaning Service”

Below please find a copy of the insurance limits and indemnification language for your review.

The selected vendor shall provide HVAC duct cleaning service. This effort is requested by the Maintenance Resource Management Department as a Time and Expense contract budgeted for $300,000 for a three (3)-year initial term with two one-year option terms.

Please review the below standard insurance requirements and indemnification language and advise to the acceptability for this procurement.

INSURANCE

Bidder 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. Bidder shall provide the following insurance coverage:

1. Commercial General Liability, to include Products/Completed Operations, Independent Bidders', 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;

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; and

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.

Contractor shall include on the face of the certificate of insurance the Purchase Order Number C250200 and, the Senior Buyer's Name, Susan Rosenkranz.

Contractor shall also include in each subcontract, the stipulation that subconsultants shall maintain insurance coverage in the amounts required of Bidder 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.

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.

Contractor shall submit required insurance certificates to AUTHORITY’s insurance tracking contractor, InsureTrack. Contractor shall respond directly to InsureTrack’s request for updated insurance certificates and other insurance-related matters by email to octa@instracking.com.

Contractor shall include on the face of the certificate of insurance, the following information:

1. The Blanket Purchase Order Number C250200 and, the Senior Buyer’s Name, Susan Rosenkranz.

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.

INDEMNIFICATION

Bidder shall indemnify, defend and hold harmless Authority, its officers, directors, employees and agents 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 bidder, its officers, directors, employees, agents, subcontractors or suppliers in connection with or arising out of the performance of this Agreement or Purchase Order.

mailto:octa@instracking.com