C250306_Insurance_Approval_Request_Memo_2026-04-08.docx
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- Attached to
- Consultant Services for Climate Adaptation and Sustainability Plan Follow-Up Activities Implementation
- Solicitation number
- 250306
- Issued by
- Orange County, California
About this file
This is an Insurance Approval Request Memo prepared by the Orange County Transportation Authority (OCTA) for RFP 250306 regarding consultant services for the Climate Adaptation and Sustainability Plan Follow-Up Activities Implementation. The selected consultant will provide technical, analytical, project management, stakeholder engagement, and implementation support services to transition priority strategies from planning to action, with focus on Phase 1 (Inventory, Assess, and Prioritize) and Phase 2 (Implement High-Impact, Low-Cost, and Readily Implementable Strategies and Lay Infrastructure Groundwork). The memo is submitted to the Risk Management department for review and approval of insurance requirements and indemnification language prior to contract execution.
The consultant must procure and maintain comprehensive insurance coverage throughout the entire agreement term, including Commercial General Liability with minimum limits of $1,000,000 per occurrence and $2,000,000 aggregate; Automobile Liability with combined single limit of $1,000,000; Workers' Compensation as required by California law with Waiver of Subrogation; Employers' Liability with $1,000,000 per accident; and Professional Liability with $1,000,000 if the consultant is required to be licensed or specially certified. Proof of coverage must be submitted within ten calendar days of the effective date and before work commences, with OCTA designated as additional insured on applicable policies. The consultant must also ensure all subconsultants maintain equivalent coverage and include OCTA as additional insured. Insurance certificates must be submitted to InsureTrack and include Agreement Number 250306 and Contract Administrator Cathy Bounleuth. The consultant is required to indemnify and hold harmless OCTA, its officers, directors, employees, and agents from claims arising from negligent acts, omissions, or willful misconduct in connection with performance of the agreement.
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Text version
INTEROFFICE MEMO
Date: April 8, 2026
To: Edwin Byrne, Risk Management
From: Cathy Bounleuth, CAMM
Subject: RFP 250306 “OCTA’s Climate Adaptation and Sustainability Plan Follow-Up Activities Implementation”
Below please find a copy of the insurance limits and indemnification language for your review. The selected consultant will support to transition these priority strategies from planning to action, focusing on Phase 1 (Inventory, Assess, and Prioritize) and Phase 2 (Implement High-Impact, Low-Cost, and Readily Implementable Strategies and Lay Infrastructure Groundwork). The Consultant shall provide technical, analytical, project management, stakeholder engagement (where appropriate), and implementation support services to facilitate the deployment of these measures.
Please review the standard insurance requirements below and indemnification language and advise to the acceptability for this procurement.
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 (if applicable to Scope of Work) 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.
5. Professional Liability with minimum limits of $1,000,000 only if the CONSULTANT is required by contract or law to be licensed or specially certified and AUTHORITY is relying on performance based on that specialty license or certification.
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. 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 Number 250306 and, the Contract Administrator’s Name, Cathy Bounleuth
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.
1. 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.
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