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City hauling IFB wants a certificate of insurance naming the city as additional insured before I can bid. Is that normal?

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We're looking at a municipal street materials hauling IFB in northern Illinois. The instructions say every bid package has to include a current certificate of insurance that names the city as an additional insured, plus the bid bond.

My agent can pull a COI for commercial auto and general liability today. Naming the city as additional insured usually means an endorsement, and that takes a few days and costs money before we even know if we win.

On private hauling work I've only been asked for the endorsement after the contract is signed. Do cities really require the additional insured endorsement in the sealed envelope on bid day, or is a COI showing the coverage limits enough until they issue a notice of award?

asked Tomasz K. Owner, dump truck and hauling company · Joliet, IL · 32 rep

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A city can require the additional insured endorsement inside the bid package, and when the IFB says the bid "must include" it, a missing endorsement is grounds to reject the bid as nonresponsive. The instructions to bidders control here, not what's normal on private work.

Two things to check before you spend money.

First, ask your agent whether your general liability and auto policies already carry a blanket additional insured endorsement that covers anyone you're required to add by written contract. A lot of commercial policies have one. If yours does, the agent names the city on the COI and references that endorsement, and there's no new form to buy.

Second, read the insurance section against the bid form itself. On school district HVAC bids here in Texas I've seen packages that wanted a COI showing limits on bid day with the endorsement due after award, and I've seen one that wanted the endorsement in the envelope. The wording in the instructions was the only thing that separated them.

If yours is unclear, send a written question to the purchasing contact before the question deadline: will a COI showing the required limits plus a letter from your agent committing to the endorsement at award be accepted? The city answers in an addendum. Acknowledge that addendum on the bid form, because a missed addendum acknowledgment gets a bid tossed faster than an insurance question does.

answered Rene G. Owner, commercial HVAC contractor · San Marcos, TX · 26 rep
The **contracting officer** has limited discretion to waive requirements explicitly stated in the **IFB**, especially those impacting responsiveness, so asking questions during the **Q&A period** is crucial. · Dana K. ·

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