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Office of Management & Finance

Bureau of Internal Business Services

BIBS is the provider of central services for the City of Portland

1120 SW 5th Avenue, Room 1250, Portland, OR 97204

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Procedure for Obtaining Proof of Insurance for City's Coverage

 

City Risk LogoInsurance

Risk Management, Portland, OR                                                                                                     March 31, 2014


   

Requesting  a Certificate of Insurance

Program Element

Responsibilities

Procedure or Reference

Ensure Indemnity and Insurance requirements  are acceptable and can be legally agreed to by City

Bureau/ City Risk

 Many contracts or agreements contain standard indemnity language and insurance limit requirements that are designed for private individuals and/or companies that have purchased commercial insurance policies  The City is largely self-insured and subject to the Oregon Tort Claims Act (OTC).  As a result, the City often cannot legally agree to these terms or may not wish to for other reasons. It will be necessary to work with the other party to modify the language in the agreement. The agreement should not be signed until any needed changes have been made.

 

Areas of special concern:

  • Indemnity – The OTC does not allow the City to extend its full indemnity to another party.  All indemnity clauses must be modified to reflect this legal requirement.
  • Additional Insured – Individuals or organizations can only be named as Additional Insured subject to the terms of the OTC. All Additional Insured Clauses must be modified to reflect this legal requirement.

Examples of unacceptable and acceptable language.

 

Please Note:  

The City Attorney’s Office has the sole authority to authorize exceptions to the requirements listed above.

 

  • Limits of Insurance – The OTC establishes caps on the amounts that the City can be held liable for.  It is important that these caps be protected.  Agreements that require higher limits should be modified to reflect the OTC limits before signing.  Any exceptions made would be under very rare circumstances.

City Risk has the sole authority to agree to issue a certificate with higher limits.

Provide required information to City Risk

Bureau

 Provide the following documentation to City Risk Management
  • A legible copy of the entire agreement or contract that requires proof of insurance.
  • Name of bureau or office to be covered.
  • The name and address of the party requesting the certificate.
  • The dates that coverage is needed.
  • A description of the work that will be performed or the event that requires coverage.

Email request to Steve.M.Morgan@portlandoregon.gov

or

Inter-Office address: 106/709

Please allow at least one week for your request to be   processed.

Processing Request  

Processing certificate

 City Risk

  • Review contract for acceptable indemnity language and limits of insurance.
  • Prepare certificate of insurance tailored to agreement.
  • Email certificate to City contact.

Providing certificate to other party

Bureau

  •  Bureau contact will ensure that certificate is provided to the   requesting party.