Property Program

Your agency faces natural and man-made exposures that could cause catastrophic physical damage to your property, resulting in substantial repair and reconstruction costs and can also result in loss of revenue or a disruption of your agency’s ability to provide services.

The Statewide Property Insurance Program is designed to provide State Agencies the ability to transfer the financial burden resulting from property damage and loss to agency assets. Designed with flexibility in mind, the program allows each agency to customize its policy to fully insure currently uninsured and underinsured buildings, personal property, as well as boiler and machinery coverage.

All SORM client state agencies subject to Chapter 412 of the Texas Labor Code are eligible to participate in this program. Each agency should consider its unique exposures, amounts at risk, and loss history to determine if property insurance is a cost-effective risk transfer mechanism.

View Current Property Program Participants List

What is Covered?

Coverage is provided on an “all-risk” basis which covers several potential claims, including:

  • Damage from severe weather – tornado, hail, hurricane, flooding, wildfire
  • Damage from vandalism and arson
  • Breakdown or explosion of critical equipment, boilers, heating/cooling systems
  • Building fire, smoke, lightning damage
  • Theft of agency property
  • Losses from building collapse, sink hole damage, earth movement
  • Optional terrorism coverage

Additional Services Provided

  • Loss Control Inspections
  • Appraisals
  • Thermographic Heat Testing
  • Oil Sample Testing
  • Architectural Reviews of New Structures
  • 24 Hour / 365 days Claims Contact
  • Boiler Inspections – To keep the inspection process running smoothly, Travelers Boiler & Machinery offers a variety of support on coordinating inspections:

Phone: 800-425-4119
Email: boilinsp@travelers.com
Fax: 877-764-9535

How Do I Obtain a Quote?

  • SORM Property Insurance Program Application (Word): Complete and return this application at your earliest convenience. Please allow 10 business days for a no-obligation proposal to be presented for review.
  • Property Insurance Schedule (Excel): Include all buildings and contents that you wish to insure on this schedule. We ask that you complete all of the fields on the schedule. If you would like to insure contents, please include the value in the ‘Contents Value’ column for each building. Please ensure that information provided is accurate, because accuracy is important to ensure the exposure is rated correctly. If you have questions while completing this exercise, please contact your SORM insurance manager.
  • Property Loss History or Copy of Current Insurer’s Loss Runs: Include all property/contents losses that your agency has incurred over the past five years. If your agency currently purchases property insurance, please ask your insurance carrier for a “Loss Run Report” for the past five years.
  • Contents Only Schedule (Excel): List all items purchased by your agency which assist in the day to day running of your agency. This may include but is not limited to: computers, laptops, servers, printers, telephones, office furniture, etc. This is an internal exercise for your agency to determine the total dollar value of contents owned. The agency should describe the item, provide the number of that item, add serial numbers (if applicable), replacement cost at today’s purchase price (per unit and total). This exercise should be updated annually and be included in your agency COOP plan.  Take the total dollar value of all agency contents and enter it into the ‘Contents Column’ in the ‘Property Insurance Schedule’ above.

All inquiries and documents can be submitted to sorminsuranceteam@sorm.texas.gov. Once the application and supporting documentation has been received by SORM, please allow 7-10 business days to receive a quote.

Claims Handling

After Business Hours (when a loss has occurred on your property after business hours):

During Business Hours (when a loss has occurred on your property during business hours):

  • Please follow the steps below:
    1. If there is a fire, imminent danger or injuries; notify the Police, Fire Department, or Ambulance – 911.
    2. Contact a SORM Insurance Team Member.
    3. Complete the SORM Property Claims Form and return to the email addresses listed on the bottom of the form as soon as possible.
    4. Take photos of the damage and begin to implement mitigating strategies to decrease the chances of the loss escalating. Some examples may include:
      1. Shut off water or gas valves;
      2. Contact your local contractors or maintenance staff to assist in mitigating the loss;
      3. Call security to protect a vulnerable building over the weekend or until a contractor arrives to fix it;
      4. Put tarps over contents to protect them from additional exposures;
      5. If safe, place tarps on the roof to stop further entry of debris and/or water;
      6. If the fire department has extinguished a fire and given permission to enter – remove excess water;
      7. DO NOT THROW OUT ANYTHING without documentation by photograph and the approval of Trey Johnson, your assigned adjuster.
      8. Document the loss and keep receipts of all the expenses associated to mitigate the loss.
      9. Use your cell phone or a camera to take multiple photos or video from different viewpoints of the loss.

Record Keeping Claim Information

Create an excel spreadsheet on your computer and a hard copy folder for every building damaged.  You will track the expenses associated with each building separately. Keep photocopies of all receipts for each building in hard copy and on your computer for future reference. Review your agency internal property claims handling procedures for whom to contact at your agency at the time of a loss. Identify one person at your agency to be the lead contact and to coordinate the claims handling process and have everything routed through that individual.

Spreadsheets:

Examples

Estimate to replace the contents if damaged per building:

Example: Date of Loss 1/2/2015 William P. Clements Building
Quantity Description Age Building # / Description Cost to replace today Date Paid
e.g.  1 Book case 12 years WPC #332 $243.16 2/14/2015
e.g.  3 Telephones 4 WPC #332,#333, #334, #335 $6,000 1/25/2015
Total  paid out on this claim in the WPC building $6,243.16

Summary of vendor services utilized to help mitigate each claim per building:

Example: Date of Loss 1/2/2015 William P. Clements Building
Vendor Name Service/s Provided Building # /Description Invoice Item/ Number Amount Owed for service Date Paid
e.g. Mooring Recovery Services Drying – water loss Office Location G129786 $18,324.98 2/10/2015
e.g. Roger’s Roofing Replaced part of roof Office Location 1006798123 $123,000.45 2/25/2015
Total paid out on this claim in the William P. Clements Building $141,325.43

Frequently Asked Questions

Disclaimer

Any descriptions of coverage provided are not intended as an interpretation of coverage and should not be relied upon as such. An actual insurance policy must be consulted for full coverage details.