REQ_R001045_RFQ_250263_Insurance_-_Lighting_Supplies.pdf

From: Dara Doeum To: Edwin Byrne Subject: REQ R001045 RFQ 250263 Insurance - Lighting Supplies Date: Wednesday, March 25, 2026 4:17:00 PM Attachments: _SOW_REQ R001045 Lighting Supplies.docx

RFQ_250263_Exhibit_E_Insurance.docx

Hi Edwin, Please review the attached and let me know if its okay to proceed

Thank you, Dara Doeum Contracts Administrator, Contracts and Procurement Contracts Administration and Materials Management Orange County Transportation Authority ( 714.560.5767 | 550 South Main Street | PO Box 14184 | Orange, CA 92863-1584 mailto:ddoeum@octa.net mailto:ebyrne@octa.net

RFQ 250263

EXHIBIT A

SCOPE OF WORK

Lighting Supplies

1. GENERAL DESCRIPTION

Contractor shall provide the Orange County Transportation Authority (OCTA) with the required lighting supplies on an as-needed basis. Deliveries shall be made to the specified OCTA locations. All orders must be approved by Material Management Planner or an authorized designee. Contractor shall maintain the resources necessary to provide all the items listed on the Price Summary Sheet.

2. SERVICE REQUIREMENTS

a. Contractor shall supply OCTA with supplies listed on Exhibit B, Price Summary Sheet for the agreed upon price. Quantities listed are for evaluation purposes only and do not imply any guaranteed minimum or maximum usage by OCTA.

b. All pricing shall remain firm and fixed for the entire term of the contract. No price increases, surcharges, or adjustments will be permitted for any reason during the contract period.

c. Contractor shall deliver or ship lighting supplies within four (4) days after receipt of order.

d. Contractor shall provide OCTA, in addition to delivery service, with will-call service. A will-call service refers to a method of delivery for ordered items where OCTA personnel may pick up ordered items at the Contractor’s facility.

e. All supplies provided shall be identified properly and shall include the manufacturer numbers and description.

f. All supplies must be new and unopened; no partial package is permitted without prior approval from authorized OCTA personnel.

g. OCTA reserves the right to return any or all supplies shipped in error, damaged, defective, duplicated, or incorrect from the contractor at no additional cost to OCTA.

h. Miscellaneous supplies:

· For miscellaneous supplies ordered not listed on the Price Summary Sheet, Contractor shall obtain a written approval from Material Management Planner or a designee prior to processing the order.

· Contractor shall provide and obtain written approval by OCTA with a quote for all miscellaneous supplies prior to shipment.

· Pricing shall be based on the most current published price, catalog, or other verifiable source, less Contractor’s applicable discount.

· Contractor shall include both the list price and the discounted price on all invoice(s) for miscellaneous supplies purchased.

i. Contractor shall provide lighting supplies as listed on the Price Summary Sheet, but substitutions may be accepted on a case-by-case basis.

· Any supplies where the Contractor suggests an alternate or lower cost item, the Contractor shall provide OCTA with a cross-reference guide to show that it is an accurate or acceptable replacement.

· OCTA must approve alternate/substitution supply before order is placed.

· OCTA reserves the right to reject any alternate/substitutional supply proposed.

j. Contractor shall monitor OCTA’s monthly usage and provide a product usage report upon request.

3. WARRANTY

Contractor shall provide a standard manufacturer’s warranty on all items supplied. Any defective, damaged, or non-compliant items must be replaced or credited in full within fifteen (15) days of written notification at no additional cost to OCTA.

4. DELIVERY LOCATIONS AND HOURS

a. Contractor shall supply products under this blanket purchase order as required for all OCTA’s listed facilities:

Base Location

Address

Garden Grove Base

11790 Cardinal Cir, Garden Grove, CA 92843

Santa Ana Base

4301 West MacArthur Blvd, Santa Ana, CA 92704

OC Streetcar

2008 West 5th St, Santa Ana, CA 92703

Anaheim Base

1717 East Via Burton, Anaheim, CA 92806

Irvine Sand Canyon Base

6671 Marine Way, Irvine, CA 92618

Irvine Construction Circle Base

16281 West Construction Cir, Irvine, CA 92606

b. Delivery hours are Monday through Friday, 7:00 a.m. to 5:00 p.m., excluding holidays. No weekend deliveries will be permitted unless requested by OCTA.

c. No trip, fuel surcharges or shipment charges will be permitted

5. INVOICING AND PAYMENT REQUIREMENTS

a. Invoice Submission

· Invoices must include the following information:

· Purchase order number

· Base location where the delivery was made

· Order date and itemized details of the purchase

· If miscellaneous parts purchased exceed a unit price of $500, proper documentation (e.g., manufacturer or contractor catalog page, or copy of contractor’s invoice) must be provided to verify the discount or markup.

b. Invoice Submission Methods

· Invoices should be submitted via email to:

VendorInvoices@octa.net

c. Payment Processing Delays

· Failure to comply with invoice requirements (e.g., missing documentation, unclear pricing, or invoice submission method outside of what is deemed acceptable) will result in processing delays, and subsequently the payment schedule.

INSURANCE

Contractor shall procure and maintain insurance coverage during the entire term of the Agreement. Coverage shall be full coverage and not subject to self-insurance provisions. The bidder 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 and $2,000,000 general aggregate.;

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

3. Workers’ Compensation with limits as required by the State of California, including Waiver of Subrogation in favor of AUTHORITY, its officers, directors, employees or agents; 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.

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 contract. 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 Blanket Purchase Order Number C250263; and, the Contract Administrator’s Name, Dara Doeum.

Contractor shall also include in each subcontract, the stipulation that subcontractors shall maintain insurance coverage in the amounts required of Contractor as provided in the Agreement.

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.

RFQ 250263

Exhibit E

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 C250263 and, the Contract Administrator’s name, Dara Doeum

2. For Certificate Holder: The Orange County Transportation Authority, its officers, directors, employees and agents, c/o InsureTrack, P.O. Box 60840 Las Vegas, NV 89160.