C250322_Insurance_and_Indemnification_Memo_and_RM_Review.pdf

INTEROFFICE MEMO

Date April 13, 2026

To: Edwin Byrne, Risk Management

From: Ellis Hoskin, CAMM

Subject: RFP 250322 “Methane Detection System Service and Maintenance”

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

The selected vendor shall provide methane detection system service and maintenance. This effort is requested by the Maintenance Resource Management Department as a Time and Expense contract budgeted for $260,000 for a four (4)-year term.

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

INSURANCE

Contractor 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. Contractor 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, including a Waiver of Subrogation in favor of Authority, its officers, directors and employees;

2. Automobile Liability Insurance to include owned, hired and non-owned autos with a combined single limit of $1,000,000 for each accident, including a Waiver of Subrogation in favor of Authority, its officers, directors and employees;

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

5. Professional liability with minimum limits of $1,000,000.

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. Contractor shall include on the face of the certificate of insurance the Purchase Order Number 250322 and, the Senior Contract Administrator's Name, Ellis Hoskin.

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

e. 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.

INDEMNIFICATION

Contractor 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 Contractor, its officers, directors, employees, agents, subcontractors or suppliers in connection with or arising out of the performance of this Agreement or Purchase Order.

Ellis Hoskin

From: Edwin Byrne Sent: Monday, April 13, 2026 4:31 PM To: Ellis Hoskin Subject: RE: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

I would use the language below on the insurance requirements.

Contractor 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. Contractor 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, including:

o Additional Insured status in favor of Authority, its officers, directors and employees;

o Primary and Non-Contributory coverage with respect to any insurance or self-insurance maintained by the Authority; and o Waiver of Subrogation in favor of Authority, its officers, directors and employees.

2. Automobile Liability Insurance to include owned, hired and non-owned autos with a combined single limit of $1,000,000 for each accident, including:

o Additional Insured status in favor of Authority, its officers, directors and employees;

o Primary and Non-Contributory coverage with respect to any insurance or self-insurance maintained by the Authority; and o Waiver of Subrogation in favor of Authority, its officers, directors and employees.

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.

5. Professional Liability with minimum limits of $1,000,000.

Proof of Insurance Proof of such coverage, in the form of a certificate of insurance and separate endorsements, shall be provided to the Authority. Such endorsements shall evidence:

Additional Insured status for Commercial General Liability and Automobile Liability;

Primary and Non-Contributory coverage; and Waiver of Subrogation, as required herein.

Designation of such coverages solely within the certificate of insurance or its description of operations shall not be acceptable. 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. Authority reserves the right to request certified copies or review all related insurance policies in response to a related loss.

From: Ellis Hoskin <ehoskin@octa.net> Sent: Monday, April 13, 2026 2:31 PM To: Edwin Byrne <ebyrne@octa.net> Subject: RE: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

Edwin, Please provide the required “enhancements to include AI, PNC” insurance requirement language in the aƩached Exhibit C, Insurance or memo.

I don’t have possession of that language.

Ellis Hoskin | Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority

(714) 560-5551 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 CAMM - Procurement with Integrity

From: Edwin Byrne <ebyrne@octa.net> Sent: Monday, April 13, 2026 2:17 PM To: Ellis Hoskin <ehoskin@octa.net> Subject: RE: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

Approved.

From: Ellis Hoskin <ehoskin@octa.net> Sent: Monday, April 13, 2026 2:12 PM To: Edwin Byrne <ebyrne@octa.net> Subject: RE: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

Thank you, Edwin.

Please include the required “enhancements to include AI, PNC” insurance requirement language in the aƩached Exhibit C, Insurance.

AddiƟonally, please review and approve the updated insurance and memo, with the highlighted language reflecƟng the requirements for WOS for CGL and Auto.

Ellis Hoskin | Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority

(714) 560-5551

From: Edwin Byrne <ebyrne@octa.net> Sent: Monday, April 13, 2026 12:53 PM To: Ellis Hoskin <ehoskin@octa.net> Subject: RE: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

Acceptable for release with enhancements to include AI, PNC, and Waiver of Subrogation requirements for CGL and Auto by endorsement.

Edwin

From: Ellis Hoskin <ehoskin@octa.net> Sent: Thursday, April 9, 2026 12:12 PM To: Edwin Byrne <ebyrne@octa.net> Subject: Insurance and Indemnification Memo - IFB 250322 - Methane Detection System Service and Maintenance

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

Thank you, Ellis Hoskin | Senior Contract Administrator Contracts Administration and Materials Management Orange County Transportation Authority

(714) 560-5551