Submitting Proof of Insurance to the City of Los Angeles Harbor Department
The following important and helpful information on insurance compliance is applicable to any contract with the Port of Los Angeles. It is suggested that this information be shared with your insurance broker. For questions regarding insurance, contact Risk Management at (310) 732-3758, or via email to [email protected].
Please be advised that a letter from the company’s insurance broker is required during the bidding and application phase. This letter should state that the broker has reviewed the insurance requirements and documents of the RFP or application, and can confirm that the company will be able to comply with the insurance requirements should the company be awarded the contract. This letter should be attached to and submitted with the company’s proposal or application.
Please note: This request pertains only to long-term contracts of no less than one year, thereby excluding temporary contracts such as Special Events, Film Permits, One-Time Purchase Orders, and Temporary Entry & Use Permits (TEUPs).
The contracting company, tenant, vendor or film/photography company shall have their broker(s) submit insurance following written notice of award from the division responsible for managing their contract. No work, film activity, occupancy or temporary use of property may begin until insurance has been submitted and approved by the Risk Management Division.Therefore, insurance should be submitted as early as practicable. Insurance must be submitted by the contracting company's broker(s) through the required electronic submission process at:
Insurance RequirementsThe insurance requirements for the contract will be provided in the RFP packet, tenant application, or Notice of Intent to Award packet. For film permits, please click here.
Alternative Programs/Self-InsuranceRisk financing mechanisms such as Risk Retention Groups, Risk Purchasing Groups, off-shore carriers, captive insurance programs and self-insurance programs are subject to separate approval after the Chief Financial Officer of the Harbor Department has reviewed financial statements of the contracting company.
Service Providers & Artisan Tradesman Activities (S.P.A.R.T.A.) Insurance ProgramS.P.A.R.T.A. is designed to provide Commercial General Liability, Professional Liability and Non-owned Automobile Liability coverage to tradesmen, artisans, contractors and tenants who would not otherwise be able to provide the insurance limits needed to successfully bid and compete for Public Entity business opportunities. For additional information, visit 2sparta.com, or call 1-800-420-0555.
California LicenseeAll insurance must be provided by an insurer admitted to do business in California or written through a California-licensed surplus line broker. Non-admitted coverage must contain a Service of Suit clause in which the underwriters agree to submit as necessary to the jurisdiction of a California court in the event of a coverage dispute. Service of process for this purpose must be allowed upon an agent in California designated by the insurer or upon the California Insurance Commissioner.
Aggregate Limits/ImpairmentIf any of the required insurance coverages contain annual aggregate limits, the contracting company must give the City of Los Angeles Harbor Department notice of any pending claim or lawsuit which may diminish the aggregate. The contracting company must take steps to restore the impaired aggregate or provide placement insurance protection. The City of Los Angeles Harbor Department has the option to specify the minimum acceptable aggregate limit for each line of coverage required. No substantial reductions in scope of coverage which may affect City of Los Angeles Harbor Department’s protection are allowed without City of Los Angeles Harbor Department’s prior written contract.
Additional Insured/Loss PayeeThe City of Los Angeles Harbor Department, its officers, agents, and employees must be included as additional insureds in applicable liability policies to cover the City of Los Angeles Harbor Department’s vicarious liability for the acts or omissions of the named insured. Such coverage is not expected to respond to the active negligence of the City of Los Angeles Harbor Department. The City of Los Angeles Harbor Department is to be named a Loss Payee As Its Interests May Appear in property insurance in which the City of Los Angeles Harbor Department has an interest, e.g., as a lien holder.
Notice of CancellationBy terms of the contract, the contracting company agrees to maintain all required insurance in full force for the duration of the contractor’s business with the City of Los Angeles Harbor Department. Each contractually required insurance policy shall provide that it will not be canceled or reduced in coverage until after the Board of Harbor Commissioners, Attention: Risk Manager and the City Attorney of the City of Los Angeles Harbor Department have been given thirty (30) days’ prior notice (or 10 days notice of non payment of premium) by registered mail addressed to 425 S. Palos Verdes Street, San Pedro, California 90731.
Primary CoverageThe coverages submitted must be primary with respect to any insurance or self insurance of the City of Los Angeles Harbor Department. The City of Los Angeles Harbor Department’s program shall be excess of this insurance and non-contributing.
Acceptable Evidence and ApprovalElectronic submission is the required method of submitting consultant’s insurance documents. KwikComply is the City’s online insurance compliance system and is designed to make the experience of submitting and retrieving information quick and easy. The system is designed to be used primarily by insurance brokers and agents as they submit client insurance certificates directly to the City. It uses the standard insurance industry form known as the ACORD Form 25 Certificate of Liability Insurance in electronic format. KwikComply advantages include standardized, universally accepted forms, paperless approval transactions (24 hours, 7 days per week), and in place security and universal acceptance. Consultant’s insurance broker or agent shall obtain access to KwikComply at kwikcomply.org and follow the instructions to register and submit the appropriate proof of insurance on Consultant’s behalf.
RenewalWhen an existing policy is timely renewed, you are encouraged to submit a signed renewal endorsement or Certificate of Insurance as soon as it is available. All renewals must continue to meet the policy conditions listed above. As a courtesy, Risk Management sends notifications of expiring or expired insurance. However, it is the responsibility of the contracting company to ensure evidence of insurance remains effective for the duration of the contract.
The following coverages may be required based on the contract’s scope of services, level of risk, or occupancy type. Additional coverage may be required if necessary. Dollar limits of required insurance are set by statute of ordinance, or when there is no specific amount required by law; limits are based on the amount of risk to the City of Los Angeles Harbor Department from the contractor’s activities.
For coverages with an *, please refer to previous section, Policy Conditions, Additional Insured/Loss Payee.
General Liability*Insurance covering your operations (and products, where applicable) is required whenever the City of Los Angeles Harbor Department is at risk of third party claims which may arise out of your work or presence on City of Los Angeles Harbor Department premises.
- Contractual Liability coverage is a required inclusion that covers liability of the insured assumed in a contract.
- Premises-Operations coverage is a required inclusion that covers liability for injury or damage arising out of the insured’s premises or out of the insured’s business operations while such operation is in progress.
- Products-completed operations coverage is a required inclusion that encompasses liability arising out of the insured’s products or business operations conducted away from the insured’s premises once those operations have been completed or abandoned.
- Independent Contractors is coverage for an individual or company who has signed an agreement with another party to perform some job or function on behalf of that party without the direction or oversight of the party.
- Personal Injury is a category of insurable offenses that produce harm other than bodily injury, such as, false arrest, detention, imprisonment, malicious prosecution, wrongful eviction, slander, libel, and invasion of privacy.
- Broad Form Property Damage is liability exposure by risk of loss to property in a contractor’s care, custody, or control, or on which contracted operations are being performed.
Automobile Liability*Insurance required only where vehicles are used in performing the work of your contract or where they are driven off-road on City of Los Angeles Harbor Department premises; it is not required for simple commuting unless City of Los Angeles Harbor Department is paying mileage. However, compliance with California law requiring auto liability insurance is a contractual requirement.
Errors and OmissionsInsurance form that protects the insured against liability for committing an error or omission in performance of professional duties under contractual agreement with the City of Los Angeles Harbor Department. Generally, such policies are designed to cover financial losses rather than liability for bodily injury and property damage. Coverage will be specified on a project-by-project basis if you are working as a licensed professional. The length of the claims discovery period required will vary with the circumstances of the individual job.
Workers’ Compensation and Employer's LiabilityThese coverages are not required for single-person contractors. However, under state law these coverages must be provided if you have any employees at any time during the period of this contract. Waiver of Subrogation on the coverage is required. Also see U.S. Longshore and Harbor Workers' Compensation Act (ULS&H) below.
Required for persons having exclusive use of premises or equipment owned or controlled by the City of Los Angeles Harbor Department.
- Fire Legal Liability is required for persons occupying a portion of City of Los Angeles Harbor Department premises.