Specifications include, but are not limited to: 1. Contractor (hereinafter sometimes referred to as Consultant) agrees to provide insurance risk management services to the California Department of Transportation (Caltrans), as described herein: With the exception of the Caltrans provided insurance policy tracking system, Consultant shall provide all labor, tools, equipment, supplies, and incidentals necessary to receive, review, approve, store, track, and retrieve insurance policy documents for all Caltrans’ construction contracts. Consultant shall also pre-approve and issue certificates of preapproved insurance as requested by Caltrans Contract Manager or designee in the Office of Safety, Insurance and Special Projects (OSISP). Consultant shall review for approval the construction contractors’ insurance documents in a timely manner to avoid delays in contract approval by Caltrans Office Engineer (OE), Construction Manager/General Contractor (CMGC), broadband projects, Design-Build Contracts, and Job Order contracting methods. Consultant shall review and approve only the construction contractors’ insurance documents and insurance policies that satisfy the insurance and indemnification requirements of the construction contract under review. Consultant shall obtain the advance written approval of Caltrans Contract Manager or designee before substituting any staff, including staff of subcontractors.; 2. The services shall be performed at Consultant’s place of business located at TBD.; 3. Any reference to Caltrans Contract Manager shall also include designee.; 6. Detailed description of work to be performed and duties of all parties: A. Insurance Risk Management Consultant Responsibilities 1) Consultant shall be thoroughly familiar with Caltrans’ liability insurance and indemnification specifications and the contract administration procedures in the Construction Manual (CM) located at http://www.dot.ca.gov/hq/construc/constmanual/; 2) Consultant shall be thoroughly familiar with Caltrans provided insurance tracking system.; a) Contractor shall utilize an existing insurance policy tracking system to store, track, and retrieve project insurance policies. The insurance tracking system holds over 900 contractors’ liability insurance policy information and documents.; b) The information in the tracking system can be searched by contractor’s name and the contract’s Expenditure Authorization (EA) number. An EA number is comprised of a Caltrans two-digit District number followed by a hyphen and a variable number of alpha-numeric or purely numeric characters. The Caltrans District number represents where the contract activity is being performed. Information can be sorted by Caltrans District number or by the contractor’s name. There are 12 Caltrans Districts numbered 01 through 12. Caltrans Districts map can be found at the following Internet site: http://www.dot.ca.gov/Caltransnear-me.; B. Insurance Risk Management Duties and Deliverables 1) Consultant shall review for approval the Caltrans construction contractors’ liability insurance documents for compliance with each contract’s insurance requirements. While the number of contracts that the Consultant will be required to review for approval of the insurance documents for will vary from month to month, the average number of contracts per month is estimated at 30 per month. These services shall be paid in accordance with rates listed on Item 1 and Item 2 of Attachment 1, as appropriate. The review and approval shall consist of the following, but is not limited to: a) Electronically receive successful bidders’ insurance documents for review of each of the contract’s insurance requirements from Caltrans Office Engineer (OE), Division of Design Offices and Programs, and district emergency projects.; b) Review and document compliance for each contract.; c) When the insurance documents are ambiguous or do not comply with the terms of the contract, request corrections from contractors via email, faxed letter, or phone calls, if needed.; d) Within ten (10) days of receiving the award documents from OE, respond with the approval or rejection of contractor’s insurance documents and send a copy to OSISP.; e) Log all activities in the tracking system, including, but not limited to, when documents are received from OE, when approved, and any correction activities
