C260493_Insurance_Approval_Request_Memo_08-03-26.pdf
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- Solicitation number
- 260493
- Issued by
- Orange County, California
About this file
This is an interoffice memorandum from the Orange County Transportation Authority (OCTA) Risk Management department regarding insurance and indemnification requirements for RFP 260493, which solicits Centers for Medicare & Medicaid Services (CMS) Medicare Section 111 Reporting Services. The contract will be awarded to a qualified consultant for an initial three-year term with a total budget of $36,000. The memorandum presents standard insurance requirements and indemnification language for review and approval prior to contract execution.
The insurance requirements mandate that the awarded 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 combined single limits of $1,000,000 per accident; Workers' Compensation as required by California; and Employers' Liability with minimum limits of $1,000,000 per accident and $1,000,000 per disease policy limits. The consultant must provide proof of insurance, including certificates and additional insured endorsements designating OCTA as an additional insured, within ten calendar days of the agreement's effective date and prior to commencing work. The indemnification clause requires the consultant to indemnify, defend, and hold harmless OCTA from claims arising out of the consultant's negligent acts, omissions, or willful misconduct in performing the agreement. All insurance certificates must be submitted to InsureTrack, OCTA's insurance tracking contractor, and must reference agreement number C260493 and contract administrator Rhea Aninzo.
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Text version
INTEROFFICE MEMO
Date August 3, 2026
To: Regie Peaslee, Risk Management
From: Rhea Aninzo, CAMM
Subject: RFP 260493 “CMS Medicare Section 111 Reporting Services”
Below please find a copy of the insurance limits and indemnification language for review. The awarded contractor will provide CMS Medicare Section 111 Reporting Services. The resulting contract will be for a three (3)-year initial term budgeted at $36,000. 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. C260493 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.
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