Office of Risk Management

U. T. System Real Estate Office Conference

February 9, 2018

Patrick M. Durbin, CHMM, Assistant Director of Risk Control

Michelle N. Bost, CHMM, Environmental Program Coordinator

Eric Agnew, CPCU, ARM, Risk & Insurance Analyst

What are the essential coverages in a UT Lease?

Business Personal Property

Workers Compensation / Employer’s Liability

Commercial General Liability

Business Auto Liability

Excess/Umbrella

What is the Purpose of Insurance in a UT Lease?

• To both protect and put UT institutions in the best financial

position after a loss occurs.

• Insurance provides a financial mechanism for a Tenant to

defend and compensate UT for loss or damage.

Insurance Carrier Requirements

• Only Use A.M. Best A-:VIII rated Carriers

– Must be financially stable

– http://www.ambest.com/home/default.aspx

• Insurance Companies must be authorized to do insurance

business in the State of Texas; or

• Be an eligible surplus lines insurer operating in accordance

with the Texas Insurance Code.

Commercial Property Insurance

• Questions to consider for tenant property insurance:

• Is a portion of the building being leased or the entire building?

• Property is a “First Party” insurance which compensates the

insured for property which has been damaged or destroyed.

• Real Estate professionals are typically concerned with

buildings, leasehold improvements, fixtures and equipment

located in buildings.

Commercial Property Insurance (cont)

• In most leases we require Business Personal Property (BPP)

Insurance;

• This covers the portion of the leased property in the Tenant’s

care, custody and control, it does not cover the building “shell”

or structure;

• The BPP includes: furniture and fixtures; improvements and

betterments, machinery and equipment; stock, i.e.

merchandise held in storage or for sale; all other personal

property owned by the Tenant and used in its business. The

Tenant’s “use interest” is covered.

Contract language for Business Personal Property:

– Property insurance on a Causes of Loss-Special Form, at 100%

replacement cost, including improvements and betterments,

Tenants furniture, fixtures and equipment, written on the most

current edition of Insurance Services Office (ISO) form CP 10 30

– Ordinance or law coverage endorsement;

– Name Landlord as “additional insured as its interest may

appear”;

– Contain only standard printed exclusions;

– Waiver of subrogation in favor of Landlord Parties;

– Require a copy of the policy or certificate of insurance.

Liability Coverages

• Liability Insurance is “third party” insurance that compensates

a party injured by the actions or omissions of an insured and

is based on tort principles.

• Third Party – Someone other than the insured and the insurer.

In liability insurance, the insurer provides defense against

claims or suits brought by third parties-hence the term “third-

party insurance”;

Workers Compensation

• No-fault coverage that provides statutory benefits for

employees;

• WC Policy provides an Exclusive Remedy;

• Bars an injured employee from making a tort claim.

Workers Compensation Contract Language

• Workers Compensation Insurance with statutory limits, and

Employer’s Liability Insurance with limits of not less than

$1,000,000:

– Employers Liability – Each Accident $1,000,000

– Employers Liability – Each Employee $1,000,000

– Employers Liability – Policy Limit $1,000,000

➢ Must include statutory coverage for states in which employees are

engaging in work.

Workers Compensation Contract Language (cont)

• Policy should always provide a waiver of subrogation from the

carrier (this is usually done on a blanket basis).

• This bars the insurance carrier from subrogating against the

Landlord.

• Subrogation – The assignment to an insurer by terms of the

policy, after its payment of a loss, its right to recover the

amount of the loss from the one legally liable for it.

Workers Compensation Contract Language (cont)

• No “alternative” forms of coverage will be permitted;

• Alternative forms of workers compensation can be accepted;

• This creates more work for the Landlord;

• You must ask many questions when accepting alternatives;

• Is the self-insurance funded or unfunded;

• ORM typically recommends adding the Self-Insurance exhibit;

• Alternative forms do not provide the protections of a workers

compensation insurance policy – “Exclusive Remedy.”

Commercial General Liability

• Commercial General Liability policy provides coverage for

bodily injury, property damage, and personal injury claims,

damaging a third party;

• In a lease this is typically in the form of premises liability;

• Slip/Trip and fall exposures.

Commercial General Liability Contract Language

• The required Commercial General Liability policy will be

issued on a form that insures Tenant’s liability for bodily injury

(including death), property damage, personal and advertising

injury assumed under the terms of the Agreement.

Commercial General Liability with limits of not less

than:

• $1,000,000 per occurrence

• $2,000,000 general aggregate

• $2,000,000 product-completed operations aggregate limit

• $1,000,000 personal and advertising injury limit

• $300,000 damage to premises rented to you limit

• $10,000 medical expense limit

Commercial General Liability

• Most current edition of the ISO form CG 00 01;

• Designated Location(s) General Aggregate Limit

endorsement;

• Primary and non-contributory endorsement must be

included;

• Additional Insured and Waiver of Subrogation should be

included.

Business Auto Liability

• Occurrence Policy covering: All owned, non-owned or hired

automobiles;

• With Limits of not less than $1,000,000 single limit of liability

per accident for bodily injury and property damage;

• Business Auto policies do not carry aggregate limits;

• Required coverage should be on an ISO CA 00 01 or

equivalent form.

➢ TIP - If a separate Business Auto Liability policy is not available, coverage for hired and non-

owned auto liability may be endorsed onto the Commercial General Liability policy.

Umbrella Liability Insurance

• Umbrella/Excess coverage provides additional limits in case

primary limits are exhausted;

• Umbrella forms need to provide “coverage as broad as” the

primary coverages under (employer’s liability, commercial

general liability and business auto liability);

• Excess policies need to provide coverage on a following form;

• Coverage must “drop down” for exhausted aggregate limits

under commercial general liability insurance;

• Limits will provide a duty to defend;

Umbrella Liability Insurance (Cont)

• $4,000,000 should be required;

• Should include additional insured status for Landlord.

What language do we use when we are the Tenant

– Standard language;

– Landlord acknowledges that Tenant is an agency of the State of Texas and has only such authority

to obtain insurance for third parties as is granted to Tenant by state law or as may be reasonably

implied by such law. Tenant shall have no obligation under this Lease to obtain policies of

insurance and shall have the right, in Tenant’s sole discretion, to determine whether Tenant will

maintain policies of insurance, operate programs of self-insurance, or utilize any other program of

risk-protection in connection with Tenant’s operations.

– Landlord acknowledges that because Tenant is an agency of the State of Texas, liability for the

tortious conduct of the agents and employees of Tenant (other than the medical liability of medical

staff physicians) or for injuries caused by conditions of tangible state property is provided for solely

by the provisions of the Texas Tort Claims Act, Texas Civil Practice and Remedies Code, Chapter

101, as amended from time to time.

– Workers compensation insurance coverage for employees of Tenant will be provided by Tenant as

mandated by the provisions of Texas Labor Code, Chapter 503, as amended from time to time.

Evidence of Insurance

o Acord Form 28 Evidence of Property Insurance for property coverages;

o Acord Form 25 Certificates of Liability Insurance for liability coverages;

o Evidence should be delivered to Landlord prior to commencing

operations at the Property and at least 30 days prior to the expiration of

current policies;

o Acord forms must:

o Show the Landlord Parties as Certificate holders (with Landlord’s

mailing address);

o Show Tenant as the “Named Insured;”

o Show the insurance companies providing each coverage and the

policy number and policy date for each coverage;

Evidence of Insurance (cont)

o Name the producer of the certificate (with correct address and

telephone number) and have the signature of the authorized

representative of the producer;

o State the amounts of all deductibles and self-insured retentions;

o Show the primary and non-contributory status and aggregate limit per

project where required;

o Be accompanied by copies of required additional insured and waiver of

subrogation endorsements;

o “Notice will be delivered in accordance with the policy provisions.”

Commercial Certificates

Other TIPS and Ideas about Insurance

• Ask ORM to review the insurance requirements prior to

signing the lease;

• Start with higher limits and negotiate down;

• Additional insured and Waiver of subrogation should be

carried on a blanket basis as required by written contract;

There should not be any additional cost to include these

endorsements;

• “Limits of not less than” is used to guarantee adequate

insurance.

Smile, it’s over!!!

Questions?