C250406_Insurance_and_Indemnification_Memo_and_RM_Review.pdf

INTEROFFICE MEMO

Date June 1, 2026

To: Edwin Byrne, Risk Management

From: Ellis Hoskin, CAMM

Subject: RFP 250406 “Tree Maintenance and Pruning Services”

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

The selected vendor shall provide tree maintenance and pruning services. This effort is requested by the Maintenance Resource Management Department as a Time and Expense contract budgeted for $200,000 for a two (2)-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;

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

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 C250406 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: Tuesday, June 2, 2026 3:05 PM To: Ellis Hoskin Subject: RE: RE: Insurance and Indemnification Memo - IFB 250406 Tree Maintenance and Pruning Services

Hi:

Approved as submitted. The insurance requirements are consistent with the prior Tree Maintenance and Pruning Services contract (C53855) and are appropriate for the scope of work.

From: Ellis Hoskin <ehoskin@octa.net> Sent: Monday, June 1, 2026 11:38 AM To: Edwin Byrne <ebyrne@octa.net> Subject: RE: RE: Insurance and Indemnification Memo - IFB 250406 Tree Maintenance and Pruning Services

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

I’ve aƩached the last Purchase Order (PO 53855) for reference, which includes the insurance requirements as Exhibit C, the last Ɵme this SOW was procured.

*Purchase Order now aƩached*

Thank you, 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: Ellis Hoskin Sent: Monday, June 1, 2026 11:33 AM To: Edwin Byrne <ebyrne@octa.net> Subject: RE: Insurance and Indemnification Memo - IFB 250406 Tree Maintenance and Pruning Services

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

I’ve aƩached the last Purchase Order (PO 53855) for reference, which includes the insurance requirements as Exhibit C, the last Ɵme this SOW was procured.

Thank you, 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