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- Due Text
- Tuesday, November 10, 2026 3:00pm
- Posted At
- Fri, Oct 16, 2026 8:49 AM
- Documents
- 2027_Security_Services_at_Recreation_Centers,_Pools,_and_Playgrounds.pdf, C - Reimbursables Policy
- Numeric Id
- 304929
- Description
- The City of Cleveland (the “City”) is requesting proposals from qualified companies with demonstrated experience in, and thorough knowledge of, security services, with the primary goal of increasing safety and security at various City recreation centers, outdoor pools, and surrounding play areas as identified. The proposal requires the use of armed, uniformed, commissioned officers (hereafter referred to as “off-duty police officers or sheriffs”).
Background
The term of this contract will begin on the date of execution through November 30, 2027. Respondents should bid at an hourly rate for their services and propose how the officers will interact with youth as they provide security services. Provide the type of youth program activities the officers have either overseen or have participated in within the last two (2) years. Officers must be willing to provide assistance with recreation activities as requested.
Timeline
RFP Published on City website:
October 12, 2026
Pre-Proposal Conference (Non-Mandatory):
October 20, 2026, 12:00pm
https://teams.microsoft.com/meet/24121369282926?p=KpyiQMFmkrfwZZK2dR
Last Day to Submit Provider Questions:
October 27, 2026, 2:00pm
Publish RFP Addendum :
November 3, 2026
Proposal Submission Deadline:
November 10, 2026, 3:00pm
- Document Text
- Post Information
Posted At:
Fri, Oct 16, 2026 8:49 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. INTRODUCTION
LATE PROPOSALS WILL NOT BE ACCEPTED
The City of Cleveland invites responses to the Request for Proposal (RFP) for 2027 Security Services at Recreation Centers, Pools, and Playgrounds.
We ask that you strictly adhere to the following critical guidelines outlined in this document.
1.1. Summary
The City of Cleveland (the “City”) is requesting proposals from qualified companies with demonstrated experience in, and thorough knowledge of, security services, with the primary goal of increasing safety and security at various City recreation centers, outdoor pools, and surrounding play areas as identified. The proposal requires the use of armed, uniformed, commissioned officers (hereafter referred to as “off-duty police officers or sheriffs”).
1.2. Background
The term of this contract will begin on the date of execution through November 30, 2027. Respondents should bid at an hourly rate for their services and propose how the officers will interact with youth as they provide security services. Provide the type of youth program activities the officers have either overseen or have participated in within the last two (2) years. Officers must be willing to provide assistance with recreation activities as requested.
1.3. Contact Information
Samuel Gissentaner
Commissioner
601 Lakeside Ave.
Cleveland, OH 44128
Email: gissentaner@clevelandohio.gov
Phone: (216) 664-3987
Department:
Parks and Recreation
Department Head:
Alexandria Nichols
Director
1.4. Timeline
RFP Published on City website:
October 12, 2026
Pre-Proposal Conference (Non-Mandatory):
October 20, 2026, 12:00pm
https://teams.microsoft.com/meet/24121369282926?p=KpyiQMFmkrfwZZK2dR
Last Day to Submit Provider Questions:
October 27, 2026, 2:00pm
Publish RFP Addendum :
November 3, 2026
Proposal Submission Deadline:
November 10, 2026, 3:00pm
2. SCOPE OF WORK
2.1. Scope of Services
Services will be used at the following locations, along with their surrounding play areas.
Recreation Center – Officers will be assigned to (21) Recreation Centers from 12:00 p.m. - 8:00 p.m. (Shifts can be 12:00 p.m. - 4:00 p.m. and 4:00 p.m. - 8:00 p.m.) Mondays through Fridays and Saturdays from 10:00 a.m. - 6:00 p.m. (Shifts of 10:00 a.m. - 2:00 p.m. And 2:00 p.m. - 6:00 p.m.) The dates of service will vary according to the individual centers from December 1, 2026, to November 30, 2027.
Outdoor Pools – Officers will be assigned to outdoor pools from June 5, 2027, through August 22, 2027, for eight (8) hours per day from noon to 8:00 p.m. Pools will be open seven (7) days a week. We will operate approximately 20 outdoor pools.
Security Specifications
Staffing – Staffing levels at each location will be designated by the City.
Emergencies – In the event of an emergency, the Contractor shall divert officers as directed by the City to meet the condition. No additional cost shall be charged for the diversion.
Attendance – the contractor shall require his employees to sign in and out, in an attendance log at the start of each shift and at the end of the workday. Upon arrival at each location, officers must call the designated number using a city phone, to confirm attendance. No officer will work more than 12 hours in any 24-hour period. The City of Cleveland is not responsible for overtime charges unless previously approved.
2.2. Scope of Work
The Contractor shall insure that all personnel have a mobile communication device. The contractor shall provide supervision as needed to satisfactorily perform the services required by this contract.
The Contractor shall supervise all personnel required to perform the services through a designated Supervisory Representative along with the City of Cleveland’s designated Supervisory Representative.
The Contractor shall submit to the appropriate Department/Division the Officers Manual, Supervisor’s Manual and local supplemental instructions required.
Contractor shall pay the officer in accordance with the Fair Employment Wage Law.
The hourly rate to be paid to a security officer must be provided to the City along with the bid rate. The City will only reimburse the hourly rate bid for each hour of work. The City will not reimburse for Holiday Pay or Overtime Pay, unless it is requested for special events.
Duties of Individual Officers
Protect life and property from fire, accident, theft, sabotage, disruptive behavior, and trespass.
Make assigned patrols throughout the facility and all adjacent grounds that belong to the City of Cleveland; as directed by the Management of the appropriate Department/Division from standard routes and times will be documented in the officer’s daily shift report and City of Cleveland monitoring sheets throughout the day.
Report any evidence of fire, theft, vandalism, disruptive behavior, and break-ins immediately.
Report safety hazards and/or security deficiencies promptly to the Management of the appropriate Department/Division.
Guard and protect all facility information, documents, material, and equipment from all unauthorized access – which includes unauthorized access to the building or grounds.
Discover and notify appropriate authorities of all trespassers or person who gain or attempt to gain unauthorized access to the facility.
Report any irregularities or disturbances that occur in areas adjacent to the facility to the Police and the management of the appropriate Department/Division.
When authorized, receive, retain, and turn over to appropriate persons official mail, messages and telegrams to the facility during non-duty hours.
Notify the designated supervisor whenever fire, EMS, or the police are called.
Establish procedures to report violations of security procedures to the appropriate City of Cleveland officials.
Prepare reports on all incidents, accidents, fires, and bomb threats. Maintain and make available all records in connection with the duties and responsibilities assigned to the position.
Enforce personnel identification procedures prescribed at the facility.
Traffic Control: Where and when applicable, direct traffic; control and monitor admittance to parking areas.
Lost and Found: Receive, give receipts for, and store lost and found articles pending return to owners.
Equipment Operation: Perform minor equipment operations and/or record data regarding building systems when required by the Contracting Officer.
Confidential Information: Contractor shall safeguard any proprietary information of the building or its tenants which may come to its attention in the course of its duties or services provided under this contract. Such failure to safeguard such information may subject Contractor to criminal liability.
Record daily work hours onto provided Time Sheets.
2.3. Personnel Qualifications
GENERAL
The Contractor will submit to the City, at least five (5) business days prior to the inception of the contract, all employment related data, including, but not limited to, criminal record checks, training records and completed employment application for the Contractor all employees who will have access to the grounds during the performance of the contract. Employment dates for replacement employees must be submitted at least three (3) days prior to entrance on duty. If the Contracting Officer receives and unsuitable report on any employee after processing the employment date, or if the Contracting Officer finds the prospective employee to be unsuitable or unfit for duty, the Contractor cannot begin or continue to work under the contract. The Contracting Officer reserves the right to interview all prospective officer candidates. No employee is permitted to work under the contract until the Contracting Officer approves the employment.
2. PHYSICAL CONDITION AND HEALTH REQUIREMENTS
All employees assigned by the Contractor to this contract must be physically able to perform their duties and be free of communicable diseases. All officers must have weight in proportion to height; have no physical defects or abnormalities that would interfere with job performance; have binocular vision correctable to 20/30; be free of color and night blindness; and be capable of hearing normal conversations without a hearing aid.
Other Qualifications
All officers must meet these additional minimum qualifications:
Age – Be at least 21 years of age at the time of employment under this contract. Each officer shall have a high school education or its equivalent.
Literacy – be able to read, write, and understand English.
Job Knowledge – Be able to learn all duty requirements of an officer within the terms of the contract.
Citizenship – each officer shall be a citizen of the United States of America.
Commission – Officers commission must be current and in good standing.
Appearance – All officers must represent a professional image. Uniforms must be clean and pressed. All male officers will be clean-shaven, except for mustaches that do not extend beyond the edges of the upper lip. Sideburns cannot extend below the lower edge of the ear. Hair shall present a tapered appearance of the offer’s cap. Female Officers will be neatly groomed. Jewelry shall not be excessive or restrict execution of duties. Hair shall not be styled to restrict execution of duties.
Conduct – The contractor will be responsible for maintaining the high standards of employee competency, conduct, appearance, and integrity set forth in the contract. The Contractor will be responsible for taking disciplinary action against his employee as necessary.
2.4. Training
GENERAL REQUIREMENTS
The minimum training requirements for officers assigned under the contract is the 120-hour Private Police Academy course as specified by the Ohio Peace Officers Training Council. The Contractor will provide to the Contracting Officer certification of completion in good standing of the 120-hour course for all employees assigned under the contract.
INITIAL TRAINING/ORIENTATION
Prior to starting the assignment, an officer is required to make a site visit to the location where he is assigned. This visit is to familiarize the officer with the layout of the site he will be monitoring. These orientation visits will be provided at no cost to the Contracting Officer.
Duties of Supervisory Representative
Exercise supervisory responsibilities over the officer to insure that the required services are provided on a continuous basis at each facility.
Receive special instructions from the management of the appropriate Department/Division and see that the officer on site executes these properly.
Serve as the point of contact at a facility between the Contractor and Department/Division management.
Handle and dispose of complaints and violations of officer instructions.
Inspect each officer shift unannounced no less than three (3) times each calendar week to observe the conduct of the officers from the standpoint of efficiency, conduct, and compliance with officer regulations and instructions; then enter the results thereof in the officer’s logbook.
Licenses
The Contractor shall hold a class A or C license pursuant to Chapter 4749 of the Revised Code. Each bidder shall submit a copy of its license with its bid. Each officer used in the performance of this contract shall be registered with the Ohio Department of Commerce as an employee of the Contractor pursuant to Chapter 4749 of the Revised Code. The Contractor and each officer used in the performance of this contract shall meet all applicable requirements imposed by Chapter 4749 of the Revised Code, Chapter 109 of the Revised Code, Chapter 670 of the Codified Ordinances, and such other laws or regulation applicable to their conduct.
Records
The following records shall be furnished by the Contractor to the appropriate Department/Division prior to the initial entrance of the officer.
For each officer used in the performance of this contract, a copy of the identification card issued to the officer by the Ohio Department of Commerce shall be submitted.
Communications
Officer must have the ability to communicate with outside entities in case of emergencies. Officer must use their communication devices.
2.5. General Guidelines
GENERAL CONDITIONS
It is understood that the Contractor and its designated supervisory representative shall cooperate fully with the appropriate Department/Division and its designated supervisory representative in all aspects of the total operation of this program; and with the following provisions:
The Department/Division shall have the authority to relieve any officer it has found unsuitable or unable to perform their respective duties and then inform the Contractor as soon as possible.
The Contractor must be able to provide additional officers given a 24-hour notice. The Contractor must meet once weekly with the Division of Recreation for a review of the division’s summer program at any mutually designated site.
The Contractor, with at least 48 hours notice, must implement any change in operational practice that the City of Cleveland feels is necessary to deliver a more efficient program.
Documentation of hours worked at any location will need to be submitted in the event of a billing dispute. The City of Cleveland will then decide whether a claim is legitimate. Invoice payment will be adjusted accordingly.
The City will designate those managers who have the authority to adjust days and hours worked by an officer as well as locations. Changes requested by other employees are not to be accepted by the vendor.
The officer must have the ability to communicate and interact with youth daily. The proposal must include how the officer has or will accomplish this task.
Training
GENERAL REQUIREMENTS
The minimum training requirements for officers assigned under the contract is the 120-hour Private Police Academy course as specified by the Ohio Peace Officers Training Council. The Contractor will provide to the Contracting Officer certification of completion in good standing of the 120-hour course for all employees assigned under the contract.
INITIAL TRAINING/ORIENTATION
Prior to starting the assignment, an officer is required to make a site visit to the location where he is assigned. This visit is to familiarize the officer with the layout of the site he will be monitoring. These orientation visits will be provided at no cost to the Contracting Officer.
2.6. Subcontractors/Taxes/Security/Supplies, Materials & Equipment
The Contractor shall not sub-contract or assign any portion of its work under this contract without the prior written approval from the City.
TAXES
Contractor accepts full and exclusive responsibility and liability for payment of Federal and State payroll taxes and for contributions for unemployment insurance, old age pensions, annuities, retirement, and other benefits, imposed or assessed under any provision of any law of State or Federal and measured by wages, salaries or other remuneration paid or payable by Contractor to its employees engaged in the work under this contract or any operation incidental thereto.
Security
LIMITED ACCESS TO BUILDINGS
The Contractor will not permit any individual to have access to any building assigned under the contract the Contracting Officer determines that such access is in the best interests of the Contracting Officer.
CRIMINAL LIABILITY
Failure to safeguard any proprietary information that may come to the Contractor or his employees or disclosure of information relating to the services hereunder to persons not authorized to receive it may subject the Contractor to criminal liability. Additionally, criminal proceedings will not preclude the Contracting Company from pursuing civil action against the Contractor.
Supplies, Materials and Equipment
PROPERTY ACCOUNTABILITY
All property furnished by the City of Cleveland will remain the property of the City of Cleveland. Upon termination of the contract, the Contractor will give a full account of all property that has come into his possession under the contract.
SAFEGUARDING PROPERTY
The Contractor will take reasonable precautions to safeguard all Contracting Company property in his custody. The Contractor assumes the risk and responsibility for any loss or damage Contracting Company property.
USE OF CONTRACTING COMPANY PROPERTY
The Contracting Company shall be sued only for official business under the contract.
3. COMPENSATION AND INVOICING
General Services
Compensation for general services shall be based on hourly billing rates or fixed price based on support category of the individuals assigned to each task and approved reimbursable expenses as agreed upon during negotiation of the Agreement.
Billing rates shall remain unchanged throughout the life of this contract.
The Consultant shall be compensated for reimbursable expenses incurred in the interest of the work in accordance with the City Reimbursable Policy (Appendix C).
The Consultant shall be paid for services on a simple time-based method, or mutually agreed upon fee schedule based on project deliverables. The Consultant shall invoice each month based on the actual hours, and approved hourly billing rates expended for the services. The invoice shall include only the staff titles listed in the Fee Proposal.
The Consultant shall submit its invoice for progress payment to the Department of Parks and Recreation no later than the close of business on the Thirtieth (30th) Calendar Day of the Month following the month for which payment is requested. If the 30th calendar day would fall on a Saturday, Sunday, or Holiday then the submittal shall be on the previous working day. The Consultant shall not submit invoices more frequently than once per month.
Invoices shall include a cover page, summary table, detailed invoice per task, summary table of labor costs, timesheets, summary table of reimbursable, original receipts, and other information as deemed appropriate. Invoices shall include specific activities worked, on an hourly and daily basis by resource or task/deliverables.
Supporting information (receipts, timesheets, etc.) shall be attached in the appropriate section of the invoice in alphabetical then chronological order. For example, timesheets shall be attached alphabetically by individual name and chronologically by individual.
Each approved task shall be specifically identified and tracked.
Invoices not submitted in the approved format may be rejected and returned to the Consultant. This includes incomplete information and missing documentation.
Payments To Subconsultants
Consultant is obligated to pay subconsultants within 45 days of Consultant’s receipt of subconsultant’s invoice (unless specific written exceptions are authorized by the City on a case-by-case basis).
4. THE CITY’S RIGHTS AND REQUIREMENTS
The Director, at his/her sole discretion, may require any proposer to augment or supplement its proposal or to meet with the City’s designated representatives for interview or presentation to further describe the proposer’s qualifications and capabilities. The requested information, interview, meeting, or presentation shall be submitted or conducted, as appropriate, at a time and place the Director specifies.
The City reserves the right, at its sole discretion, to reject any proposal that is incomplete or unresponsive to the requests or requirements of this RFP. The City reserves the right to reject any or all proposals and to waive and accept any informality or discrepancy in the proposal or the process as may be in the City’s best interest.
Proposal as a Public Record
Under the laws of the State of Ohio, all parts of a proposal, other than trade secret or proprietary information and the fee proposal may be considered a public record which, if properly requested, the City must make available to the requester for inspection and copying. Therefore, to protect trade secret or proprietary information, the proposer should clearly mark each page - but only that page - of its proposal that contains that information. The City will notify the proposer if such information in its proposal is requested, but cannot, however, guarantee the confidentiality of any proprietary or otherwise sensitive information in or with the proposal. Blanket marking of the entire proposal as “proprietary” or “trade secret” will not protect an entire proposal and is not acceptable.
Cleveland Area Business Code
Requirements During performance of this Agreement, Contractor shall comply with all applicable requirements of the Cleveland Area Business Code, Chapter 187 of the Codified Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the Code, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. Specifically, compliance under any resulting agreement shall include, but not be limited to, the Contractor’s:
Compliance with its proposal representations regarding CSB, MBE, and/or FBE participation in performance of the Agreement;
Compliance and cooperation with Project Monitors, whether from the Mayor’s Office of Equal Opportunity (the “OEO”) or the contracting department;
Accurate, complete, and on-time submission of all reports, forms, and documents including, but not limited to, employment reports, certified payrolls, monitoring forms, and other information the Director of the OEO may require, whether in printed or electronic form, to ascertain and verify Contractor’s compliance; and
Attendance at and participation in all required project meetings, including OEO compliance meetings, and progress meetings called by the contracting department director(s) at key intervals during performance of the contract services.
Failure to Comply When determining the contractor’s future eligibility for a City contract, the City shall consider a contractor’s failure to comply with the representations of its proposal and the requirements under the Code as a failure to faithfully perform a contract.
Under the Cleveland Area Business Code, the City of Cleveland is firmly committed to assisting Minority Business Enterprises (MBEs), Female Business Enterprises (FBEs), and Cleveland- area small businesses (CSBs) by providing and enhancing economic opportunities to participate in City contracts. The successful proposer for a contract will be a firm that shares that commitment. Accordingly, a proposer is strongly encouraged to utilize the services of qualified MBE/FBE/CSB sub-consultants that are certified by the Mayor’s Office of Equal Opportunity (the “OEO”) in its proposal.
The standard subcontracting goal for professional services contracts is 10% Cleveland Area Small Business (“CSB”) subcontractor participation. Please review the attached Office of Equal Opportunity documents to ascertain the goal for the proposed contract. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business Enterprise (“MBE”), Female Business Enterprise (“FBE”), and CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.
To document its good-faith effort to utilize certified MBE, FBE and CSB sub-consultants, each proposer must complete Schedules 1 through 4 found in the Cleveland Area Business Code - Notice to Bidders and Schedules. These schedules identify the proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s Office of Equal Opportunity for evaluation. Failure to submit complete schedules may result in the rejection of a proposal.
Proposers may obtain a listing of firms certified by the OEO as CSBs, MBEs and FBEs by checking the City’s website at http://www.city.cleveland.oh.us. On the home page, select “Office of Equal Opportunity” from the drop-down menu of City departments. On the Office of Equal Opportunity page, you will find a selection in the left-hand column for “CSB/MBE/FBE Registry”.
Proposers are responsible for obtaining the most current list and for contacting potential CSB/MBE/FBE sub-consultants. The City assumes no responsibility for matching prime consultants with qualified, certified MBE, FBE, and/or CSB sub-consultants.
The City Office of Equal Opportunity will monitor participation of MBE, FBE, and/or CSB sub-consultants throughout the duration of the engagement or project. The successful proposer, as contractor, will be responsible for providing the OEO with all information necessary to facilitate this monitoring.
The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO Notice to Bidders & Schedules are, by this reference, incorporated in and made part of this solicitation and any resulting contract as fully as if written in it or attached.
The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of contractors setting forth the provisions of this nondiscrimination clause.
Term of Proposal’s Effectiveness.
By submission of a proposal, the proposer agrees that its proposal will remain effective and eligible for acceptance by the City until the earlier of the execution of a final contract or 180 calendar days after the proposal submission deadline (the “Proposal Expiration Date”).
Execution of a Contract.
The successful proposer shall, within ten (10) business days after receipt of a contract prepared by the City Director of Law, exclusive of Saturdays, Sundays and holidays, execute and return the contract to the City together with evidence of proper insurance and intent to conform to all requirements of the contract. Attached hereto or which are a part hereof and all applicable federal, state and local laws and ordinances prior to or at the time of execution of the contract.
Short-listing
The City reserves the right to select a limited number (a “short list”) of proposer’s to make an oral presentation of their qualifications, proposed services, and capabilities. The City will notify the proposers selected for oral presentations in writing.
Proposer’s Familiarity with RFP; Responsibility for Proposal
By submission of a proposal, the proposer acknowledges that it is aware of and understands all requirements, provisions, and conditions in and of this RFP and that its failure to become familiar with all the requirements, provisions, conditions, and information either in this RFP or disseminated either at a pre-proposal conference or by addendum issued prior to the proposal submission deadline, and all circumstances and conditions affecting performance of the services to be rendered by the successful proposer will not relieve it from responsibility for all parts of its Proposal and, if selected for contract, its complete performance of the contract in compliance with its terms. Proposer acknowledges that the City has no responsibility for any conclusions or interpretations made by proposer on the basis of information made available by the City. The City does not guarantee the accuracy of any information provided and proposer expressly waives any right to a claim against the City arising from or based upon any incorrect, inaccurate, or incomplete information or information not otherwise conforming to represented or actual conditions.
Interpretation
The City is not responsible for any explanation, clarification, interpretation, representation or approval made concerning this RFP or a Proposal or given in any manner, except by written addendum. The City will mail, e-mail, or otherwise deliver one copy of each addendum issued, if any, to each individual or firm that requested and received a RFP. Any addendum is a part of and incorporated in this RFP as fully as if originally written herein.
5. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS
Submit Office of Equal Opportunity (OEO) Schedules. These schedules are contained within the document “Notice to Bidders and Schedules” which are included in Proposal Submittals section and can also be found on the City of Cleveland website in the OEO section.
The schedules shall be fully completed and should be designed to meet or exceed the participation goal of 10%.
Each and every CSB firm should complete and sign the Statement of Intent to perform as a subconsultant (Schedule 3).
Required City Forms
Proposer shall complete, execute, and return with its fee proposal the following documents, blank copies of which are included in section, Proposal Submittals. They can also be found online on the City of Cleveland website.
The Office of Equal Opportunity Notice to Bidders and Schedules;
Federal Form W-9 including Taxpayer Identification Number;
Non-Competitive Bid Contract Statement for Calendar Year 2026;
Northern Ireland Fair Employment Practices Disclosure.
6. AGREEMENT PROCESS
The Vendor whose proposal is found to be the “Most Advantageous” to the City will be selected and offered the opportunity to enter into an Agreement with the City. The scope, terms and conditions of that Agreement shall be in conformance with the terms, conditions and specifications described in this RFP, and the proposal submitted by the Vendor shall become part of the Agreement with the City.
The selected Vendor must be prepared to begin contract negotiations immediately upon notification of selection. If the Vendor is not able to begin contract negotiations, the City may disqualify the Vendor. The City reserves the right to negotiate the contract to include any portion or portions of the proposal.
The City shall not be responsible for any vendor costs incurred in relation to preparation of the proposal, travel to any meetings, or any other Vendor costs associated with proposal preparation.
The City of Cleveland’s Law Department will prepare the contract. Vendor responses must identify a designated contact, authorized to negotiate the final terms and conditions with the Law Department. It should be noted that the Law Department uses City of Cleveland prepared contract forms and not standard vendor contract forms.
7. TERMS AND CONDITIONS
The following terms and conditions, substantially in the form contained herein, shall be included in the agreement between the City and the successful respondent. Please carefully review these terms and conditions. No specific response to this section is required.
7.1. Term
The term of this Agreement shall begin on the effective date of this Agreement and, unless sooner cancelled in accordance with the terms of the Agreement, shall terminate upon completion of and approval by the City of all work to be performed.
7.2. Cancellation
This agreement may be canceled by the City at any time upon written notice to the Consultant.
7.3. Independent Contractor
Consultant and the City agree that Consultant is an independent contractor and not an employee of the City and further agrees that Consultant shall be considered as such for all purposes. As such Consultants shall retain sole financial responsibility for all taxes due to federal, state or local governments or agencies on account of themselves, their employees, representatives or agents.
7.4. Equal Opportunity, MBE/FBE
The Consultant shall comply with all terms, conditions, and requirements imposed on a “Contractor” in the Equal Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, (Attachment F) and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of Contractors setting forth the provisions of this nondiscrimination clause.
A copy of this Clause shall be made a part of every subcontract or agreement entered into for goods or services and shall be binding on all persons, firms, and corporations with whom the Contractor may deal.
Within 60 calendar days after entering into a contract, the successful Proposer, as Contractor, shall file a written affirmative action program with the OEO containing standards and procedures and representations assuring that the Contractor affords all qualified employees and applicants for employment equal opportunities in the Contractor’s recruitment, selection, and advancement processes. The forms can be found at: City of Cleveland OEO Forms
7.5. Cleveland Area Business Code
During performance of this contract, Consultant shall comply with any and all applicable requirements of the Cleveland Area Business Code, Chapter 187 and 187a. of the Codified Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the Code, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. There is no subcontractor participation goal for this contract.
7.6. Subcontracts and Assignments
Consultant shall not subcontract nor shall any subcontractor commence performance of any part of the work or services included in this Agreement without the prior written consent of the City. Subcontracting, if permitted, shall not relieve Consultant of any of its obligations under this Agreement.
Consultant shall be and remain solely responsible to the City for the acts or faults of any such subcontractor and of such subcontractor's officers, agents and employees, each of whom shall for this purpose, be deemed to be an agent or employee of Consultant to the extent of its subcontract. Consultant and any subcontractor shall jointly and severally agree that the City of Cleveland is not obligated to pay or to be liable for the payment of any sums due to any subcontractor.
7.7. Assignment
Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same, whether by assignment or notation, without the prior written consent of the City.
7.8. Confidentiality
In rendering the Services to be performed pursuant to this Agreement, Consultant agrees to treat and maintain confidential information and data as the City’s confidential property and from the date hereof, and agrees not to divulge it to any third party at any time or use it for Consultant’s personal benefit or otherwise, except as such use or disclosure may be required in connection with the performance of the Services or may be consented to, in writing by the City.
7.9. Compliance with Laws and Policies
This Agreement is subject to, and Consultant shall comply with, all statutes, ordinances, regulations and rules of the Federal government, the State of Ohio, the County of Cuyahoga, and the City of Cleveland.
7.10. Indemnification and Insurance
Consultant shall indemnify and hold harmless the City and its respective officers, agents and employees from and against all losses, damages, expenses, suits or claims, liabilities and costs, including reasonable attorney's fees, that may be based upon any negligent error or omission by Consultant or any injury to persons or property arising out of an error, omission or negligent act of Consultant or its subconsultant. Consultant shall, at its own expense, defend the City in all litigation, pay all attorney's fees, damages, court costs and other expenses arising out of such litigation or claims incurred in connection therewith and shall, at its own expense, pay all claims and related expenses and satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees, arising out of such litigation. Such indemnification shall survive the termination of this Agreement.
7.11. State Industrial Compensation
Consultant shall be required at all times during the term of this Agreement, if required by law, to subscribe to and comply with the Workers' Compensation Laws of the State of Ohio and pay such premiums as may be required thereunder and to save the City harmless from any and all liability from or under said act. Consultant shall also furnish, if applicable, upon the request of the City, a copy of the official certificate or receipt showing the payments referred to herein.
7.12. Social Security Act
Consultant shall be and remain an independent contractor with respect to all services performed hereunder and agrees to and does hereby accept full and exclusive liability for the payment of any and all contributions or taxes for social security, unemployment benefits, pensions and annuities now or hereafter imposed under any state or federal laws which are measured by the wages, salaries or other remuneration paid to persons employed by Consultant on work performed under the terms of this Agreement and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or hereafter may be issued or promulgated under said respective laws by any duly authorized state or federal officials and said Consultant also agrees to indemnify and save harmless the City of Cleveland from any such contributions or taxes or liability therefore.
7.13. Interest of Consultant
Consultant covenants that it has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. Consultant further covenants that no person having any such interest shall be employed in the performance of this Agreement.
7.14. Defaults and Remedies
Consultant shall be in default of this Agreement upon the happening of any of the following events:
Consultant fails to observe or perform any of the covenants or agreements to be observed or performed by it hereunder and such failure continues for a period of five (5) days after written notice thereof is given to the Consultant by the City.
The filing, execution or occurrence of: (i) a petition or other proceeding by, or a finding against, Consultant for its dissolution, reorganization or liquidation; (ii) a petition in bankruptcy by Consultant; (iii) an adjudication of Consultant as bankrupt or insolvent; (iv) an assignment or petition for assignment for the benefit of creditors.
Consultant abandons or discontinues its operations for the City except when such abandonment or discontinuance is caused by fire, earthquake, war, strike or other calamity beyond its control.
Upon the happening of any one or more of the events as set forth in Paragraph A of this Article, or upon any other default or breach of this Agreement, the Finance Director may, at her option, exercise concurrently or successively any one or more of the following rights and remedies:
Enjoin any breach or threatened breach by Consultant of any covenants, agreements, terms provisions or conditions hereof.
Sue for the performance of any obligation, promise or agreement devolving upon Consultant for performance or for damages for the nonperformance thereof, all without terminating this Agreement.
Terminate this Agreement.
All rights and remedies granted to the City herein and any other rights and remedies that the City may have at law and in equity are hereby declared to be cumulative and not exclusive and the fact that the City may have exercised any remedy without terminating this Agreement shall not impair the City's rights thereafter to terminate or to exercise any other remedy herein granted or to which it may be otherwise entitled.
8. EQUAL OPPORTUNITY REQUIREMENTS
During performance of this Agreement, Contractor shall comply with all applicable requirements of the Cleveland Area Business Code, Chapter 187 of the Codified Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the Code, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. Specifically, compliance under any resulting agreement shall include, but not be limited to, the Contractor’s:
Compliance with its proposal representations regarding CSB, MBE, and/or FBE participation in performance of the Agreement;
Compliance and cooperation with Project Monitors, whether from the Mayor’s Office of Equal Opportunity (the “OEO”) or the contracting department;
Accurate, complete, and on-time submission of all reports, forms, and documents including, but not limited to, employment reports, certified payrolls, monitoring forms, and other information the Director of the OEO may require, whether in printed or electronic form, to ascertain and verify Contractor’s compliance; and
Attendance at and participation in all required project meetings, including OEO compliance meetings, and progress meetings called by the contracting department director(s) at key intervals during performance of the contract services (e.g. 25% completion, 50% completion, 75% completion).
Failure to Comply- When determining the contractor’s future eligibility for a City contract, the City shall consider a contractor’s failure to comply with the representations of its proposal and the requirements under the Code as a failure to faithfully perform a contract.
Under the Cleveland Area Business Code, the City of Cleveland is firmly committed to assisting Minority Business Enterprises (MBEs), Female Business Enterprises (FBEs), and Cleveland- area small businesses (CSBs) by providing and enhancing economic opportunities to participate in City contracts. The successful proposer for a contract will be a firm that shares that commitment. Accordingly, a proposer is strongly encouraged to utilize the services of qualified MBE/FBE/CSB sub consultants that are certified by the Mayor’s Office of Equal Opportunity (the “OEO”) in its proposal.
The standard subcontracting goal for professional services contracts is 10% Cleveland Area Small Business (“CSB”) subcontractor participation. Please review the attached Office of Equal Opportunity documents to ascertain the goal for the proposed contract. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business Enterprise (“MBE”), Female Business Enterprise (“FBE”), and CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.
To document its good-faith effort to utilize certified MBE, FBE and CSB sub consultants, each proposer must complete Schedules 1 through 4 found in the Cleveland Area Business Code - Notice to Bidders and Schedules. These schedules identify the Proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The Proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s Office of Equal Opportunity for evaluation. Failure to submit complete schedules may result in the rejection of a proposal
Proposers may obtain a listing of firms certified by the OEO as CSBs, MBEs and FBEs by checking the City’s website at roposers are responsible for obtaining the most current list and for contacting potential CSB/MBE/FBE sub consultants. The City assumes no responsibility for matching prime consultants with qualified, certified MBE, FBE, and/or CSB sub-consultants.
The City Office of Equal Opportunity will monitor participation of MBE, FBE, and/or CSB sub-consultants throughout the duration of the engagement or project. The successful proposer, as contractor, will be responsible for providing the OEO with all information necessary to facilitate this monitoring.
The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO Notice to Bidders & Schedules are, by this reference, incorporated in and made part of this solicitation and any resulting contract as fully as if written in it or attached.
The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of contractors setting forth the provisions of this nondiscrimination clause.
Within 60 calendar days after entering into a contract, the successful Proposer, as Contractor, shall file a written affirmative action program with the OEO containing standards and procedures and representations assuring that the Contractor affords all qualified employees and applicants for employment equal opportunities in the Contractor’s recruitment, selection, and advancement processes.
9. INSURANCE LIMITS
Insurance Contractor shall, at its expense and at all times during the performance of services, maintain the following insurance coverage. The insurance company (ies) providing the required insurance shall be authorized by the Ohio Department of insurance to do business in Ohio and rated “A” or above by A.M. Best Company or equivalent. The Successful Proposer, shall provide a copy of the policy or policies and any necessary endorsements or a substitute for them satisfactory to and approved by the director of Law, evidencing the required insurance upon execution of the contract.
Comprehensive General Liability Insurance. The comprehensive general liability insurance policy (“CGL”) shall (1) be occurrence type; (2) name City and the Designer as an additional insureds; (3) include products/completed operations coverage; (4) have limits of not less than a combined single limit of One Million Dollars ($1,000,000.00) per occurrence and in the aggregate covering the successful Contractor, the City and the Designer as their interest may appear, for any one incident; and (5) be primary and non-contributory, notwithstanding any other insurance covering City. Such policy or policies shall include “Contractual Liability”, the "Explosion Hazard", the "Underground Property Damage Hazard", and the "Collapse Hazard".
This insurance shall include coverage for damage of property of any nature in care, custody, or control of the contractor or any property over which the successful Contractor is directly or indirectly exercising physical control by reasons of the work to be performed.
Contractor may utilize Excess or Umbrella coverage to satisfy limit requirements as long as those policy do not restrict the primary policy in any way.
Business Automobile Liability Insurance. The business automobile liability insurance policy shall cover each automobile, truck or other vehicle used in the performance of the services in an amount not less than a combined single limit of One Million Dollars ($1,000,000.00) per occurrence and in the aggregate, covering the successful Contractor and the City as their interest may appear, for any one incident for bodily injury (including death at any time occurring) and property damage per occurrence for any work and/or access to the landside area of the Airport.
Professional liability insurance (including errors and omissions) shall have limits each occurrence and subject to a deductible per occurrence and in the aggregate and if not written on an occurrence basis, shall be maintained for a period of not less than two (2) years following the completion of the services provided under the contract. The policy shall include valuable papers coverage.
Workers’ compensation and employer’s liability insurance as provided under the laws of the state of Ohio. Notwithstanding the foregoing successful Contractor shall increase the limit of employer’s liability insurance to a limit of not less than One Million Dollars ($1,000,000.00) for each occurrence or any other increased amount as the City may reasonably require. Successful Contractor shall save the City harmless from any and all liability from or under said act.
The successful Contractor shall take out and maintain in the name of the City of Cleveland as owner, and himself as Contractor, all builder's risk insurance in an amount equal to one hundred percent (100%) of his construction contract.
Successful Contractor shall maintain statutory unemployment insurance protection for all its employees.
The policy or policies shall be with companies authorized to do business in the State of Ohio and rated A- VII or above by A. M. Best Company or its equivalent.
The policy or policies shall contain the following special provision: “The Company agrees that thirty (30) calendar days prior to cancellation or reduction of the insurance afforded by this policy, with respect to the contract involved, written notice will be sent by certified mail to the Director of Port Control, City of Cleveland.”
Maintain such other insurance policies such as Garage Keepers and the like as may be reasonably required by the City.
An original certificate of insurance, declarations pages of the policy (ies) or insurance binder(s) shall be deposited with the Department of Port Control City of Cleveland before the commencing of any work under the contract.
Successful contractor shall name the City of Cleveland and the Department of Port Control as an additional insured on their General Liability and Auto policies.
All policies shall contain a waiver of subrogation wherein the insurer(s) waives all rights of recovery against the City of Cleveland and Department of Port Control. All policies shall be primary and non-contributory.
Contractor shall require any and all of its subcontractors to procure, maintain and pay premiums for the insurance coverages and limits of liability outlined above with respect to products, services, work and/or operations performed in connection with this Agreement.
The maintenance of such insurance as outlined herein shall in no way constitute a waiver of legal liability for damages to any adjoining buildings or their contents or the work and property of others on the site beyond the limits of insurance thus maintained. The Contractor shall hold harmless the Airport Engineer and their agents for and from any injury or damage resulting from the negligent or faulty performance by the Contractor or his subcontractors. All insurance shall be carried without interruption to the end of the guarantee period.
If Contractor will not have access to City data or networks, it is required that Contractor hold a Cyber policy with 3rd party liability limits of at least $1,000,000.00 dollars per claim and in the aggregate. 3rd party liability coverage includes information security & privacy liability, media liability, and regulatory fines/penalties coverages. The City must be named on the policy as an Additional Insured for Vicarious Liability.
If Contractor will have access to City data or networks, it is required that Contractor hold a Cyber and Technology Errors & Omissions policy (separate or combined) with 3rd party cyber liability limits of at least $5,000,000.00 dollars per claim and in the aggregate. 3rd party liability coverage includes information security & privacy liability, media liability, and regulatory fines/penalties coverages. Technology Errors & Omissions limits must be at least $5,000,000.00 dollars per claim and in the aggregate. Technology Errors & Omissions coverage should provide coverage for your technology products and services along with any consulting you may provide. The City must be named on the policy(ies) as an Additional Insured for Vicarious Liability.
10. CONSTRUCTION OF AGREEMENT
The validity, interpretation, construction and performance of this Agreement shall be in accordance with the laws of the State of Ohio.
This Agreement and the agreement between the City of Cleveland sets forth the entire understanding of the parties and supersedes any and all prior agreements, arrangements and understandings, oral or written, of any nature whatsoever between the parties regarding the subject matter hereof. The waiver of any breach of any term of this Agreement does not waive any subsequent breach of that or any other term of this Agreement.
No modifications or amendments to this Agreement will be valid unless in writing and signed by each of the parties hereto.
All terms and words used in this Agreement, regardless of the number and gender in which they are used, shall be deemed and construed to include any other number, singular or plural, and any other gender, masculine or feminine or neuter, as the context or sense of this Agreement or any paragraph or clause herein may require, the same as if such words have been fully and properly written in the number and gender.
Consultant agrees that no representation or warranties of any type shall be binding upon the City, unless expressly authorized in writing herein.
The headings of sections and paragraphs to the extent used herein are used for reference only, and in no way define, limit or describe the scope or intent of any provisions hereof.
This Agreement may be executed in any number of counterparts, each of which when so executed and delivered, shall be deemed original, but such counterparts together shall constitute one and the same instrument.
The following documents attached hereto are hereby incorporated with and made a part of this Agreement:
Attachment “A”, Equal Opportunity Clause.
Attachment “B”, Definitions.
Attachment “C” Forms.
Attachment “D”, Proposal Checklist.
11. PROPOSAL SECTION CRITERIA
Interviews
Based on preliminary scoring of point-based items described above the City may create a short list of Design-Build Teams and conduct interviews as warranted. Further instruction will be provided to the short listed Teams when notified of the forthcoming interview.
Proposal Acceptance
The City reserves the right to accept proposals, in whole or in part, to reject any or all proposals or portions thereof, to waive irregularities, informalities, and technicalities, to re-issue or to proceed to obtain the services(s) desired otherwise, and to negotiate separately, as necessary, to serve the best interest of the City of Cleveland. The Director may, at his sole discretion, modify or amend any provision of this notice, or the RFP. Firms whose proposals are not accepted will be notified in writing. For this Request for Proposal, the proposal must remain valid for 180 days after submission.
Phase 1
1. Proposer Qualifications
Qualified respondents should carefully review and understand the terms and conditions of the Request for Proposals prior to submitting their proposals.
Award. The Agreement will be awarded, if at all, to successful respondent who meets the qualifications and whose proposal is determined to be the most advantageous to the City taking into consideration the compensation to the successful respondent and the evaluation factors set forth in this Request for Proposals. The City shall determine, in its sole discretion, which proposal is the most advantageous to the City.
Acceptance of Proposal. The signed proposal shall be considered an offer on the part of the successful respondent.
Quality of Proposal includes Organization of the Team, Specific Approach to this Project, Ability to Perform the Scope of Services, Capacity to Perform Work, including consideration for current City project workload, and Special Commendations as defined in the “Proposal Submission Requirements” section of this RFP.
Scoring Method:
0-100 Points
Weight (Points):
40 (40% of Total)
2. Credentials of Key Personnel
Credentials of Key Personnel including qualifications and experience of the Project Team, particularly the project manager and construction general contractor who will be the lead person on this project, and their prior experience and demonstrated ability to perform the scope of work.
Scoring Method:
Points Based
Weight (Points):
30 (30% of Total)
3. OEO Compliance
In Accordance with the City’s goal of increasing the level of certified Cleveland Small Business, Minority Business Enterprise, and Female Business Enterprise participation in City contracts, the Consultant shall strive to meet the following subconsultant/ subcontractor participation goals:
For the Design (professional architecture, engineering, and preconstruction services) portion of the contract:
10% certified CSB
Note that firms which are CSB/MBE or CSB/FBE are eligible for CSB participation and are strongly encouraged.
For the Construction portion of the contract:
15% certified MBE
7% certified FBE
8% certified CSB
Participation percentage is measure as the subcontractors’ contract value as a percentage of the total base bid contract value. Note that suppliers (i.e. subcontractors providing material only, not labor) are evaluated, for OEO participation purposes at 60% of the supplier’s contract value.
IMPORTANT NOTE: Submissions evaluated as “non-responsive” and/or “not making a good faith effort” will be eliminated from further consideration.
See “OEO Compliance” for additional information.
Scoring Method:
Points Based
Weight (Points):
30 (30% of Total)
Phase 2
1. Selection Criteria
It is understood that the Contractor and its designated supervisory representative shall cooperate fully with the appropriate Department/Division and its designated supervisory representative in all aspects of the total operation of this program, subject to the following provisions:
The Department/Division shall have the authority to relieve any officer it has found unsuitable or unable to perform their respective duties and then inform the Contractor as soon as possible.
The Contractor must be able to provide additional officers given a 24 hour notice. The Contractor must meet once weekly with the Division of Recreation for a review of the division’s summer program at any mutually designated site.
The Contractor, with at least 48 hours' notice, must implement any change in operational practice that the City of Cleveland feels is necessary to deliver a more efficient program.
Documentation of hours worked at any location will need to be submitted in the event of a billing dispute. The City of Cleveland will then decide whether a claim is legitimate. Invoice payment will be adjusted accordingly.
The City will designate those managers who have the authority to adjust days and hours worked by an officer as well as locations. Changes requested by other employees are not to be accepted by the vendor.
The officer must have the ability to communicate and interact with youth daily. The proposal must include how the officer has or will accomplish this task.
Scoring Method:
Points Based
Weight (Points):
14 (100% of Total)
12. PROPOSAL CONTENTS
The Statement submittal shall consist of the following documents in the sequence listed below. To facilitate quick reference, each section of the Statement should be offset with a tab. The Statement may be disqualified if the documents are not submitted in the sequence listed below.
Cover Letter: The cover letter should identify the firm and state other general information that the Consultant desires to include regarding the Consultant’s business organization. At a minimum the cover letter must include the name, form of business entity (e.g. corporation, partnership, joint venture, etc.), principal address, federal tax identification number, telephone number and facsimile number of the Consultant.
Executive Summary: The executive summary should provide a clear and concise summary of Consultant’s background, level of expertise, direct relevant experience and ability. The executive summary should make the Consultant's case as the best candidate for providing planning services to the Airports. Consultants should structure this section in a manner that allows it to serve as a stand-alone summary when separated from the other sections of the Statement.
Qualifications/Experience: This section gives Consultants the opportunity to discuss their industry experience and what defines them as a leader in their industry. Consultants may submit as much information in this section as is needed to differentiate itself and its Statement from the other consultants. Please include, as a minimum, the following information: (i) clearly communicate how you meet or exceed the minimum qualifications; (ii) list relevant recent experience for each firm on the consultant team as it relates to providing aforementioned airport planning services. The list should be limited to no more than seven (7) projects for the prime participant and no more than five (5) projects for each sub consultant. Provide information regarding projects this Consultant team has worked on together previously and length of partnering; (iii) give the name, location and date of all similar contracts that have been terminated or canceled within the past three (3) years, prior to the expiration of their contractual term, and also list any judgments terminating or any pending lawsuits or unresolved disputes for the termination of such services provided by you within the past three (3) years; and (iv) give the names and addresses of at least three (3) references as to your professional capability. The references should include the name of the contact person, e-mail address and telephone number.
Project Approach: Provide a statement discussing your understanding of the consulting opportunity at the Airports, including those factors that are critical to making the opportunity a success. Consultants must provide a detailed discussion of how consultant will approach this opportunity to ensure that the City’s goals and objectives will be realized. The Statement should also identify and discuss key issues impacting the services as defined in this RFQ and the Department as well as discuss methods/models that would address key issues.
Key Staff: Consultants should indicate the key staff proposed for this contract, setting forth the specific responsibilities and availability of each proposed key staff person. Provide, for each proposed key staff person, a one page resume detailing both general experience and specific experience related to the services as defined in this RFP.
Key staff is defined as productive staff having major project responsibilities.
Personnel proposed shall have the desired qualifications and experience in his/her area of expertise. It is preferred key staff experience cited be within the past ten years.
Individuals proposed and accepted, by the Department, as personnel, for this contract, are expected to remain dedicated to the contract.
In the event any key staff person(s) becomes unavailable, for continuation of the work assignment, the successful Consultant shall replace said individual(s) with personnel of equal ability and qualifications. However, any changes, to designated key staff personnel, require the prior written approval of the Department. If acceptable, changes shall be in effect without additional cost to the Department and without formal modification of the contract.
The successful Consultant shall provide personnel at skill levels required for each type of service to be performed under the contract. Any employee whose service is deemed unsatisfactory, for any reason, by the Department, shall be removed from the project. Upon written notification from the Department, the successful Consultant shall promptly offer a replacement with equal ability and qualifications for the Department’s approval. The successful Consultant shall be responsible for any costs arising from the action of the Department relative to this requested action.
Any member, of the successful Consultant’s team, requiring access to a Security Identification Display Area or Air Operations Area, as part of his/her assigned duties, shall be subject to background checks, fingerprinting and other requirements as may be determined by the Department, or the Federal Transportation Security Administration. Adherence to all federal, state, county and city laws and regulations and CLE regulations and policy regarding access to certain CLE areas is a requirement of this contract. Failure to comply with appropriate security requirements may be grounds for loss of security access and/or contract termination.
Management Approach: Provide an organizational chart, of the Consultant, showing all major component units; where the management of this contract will fall within the organization and what resources will be available to support this contract in both primary and secondary or back-up roles. A discussion, of cost control, related to the location of work and performing project management responsibilities, including participating in meetings and completing work at CLE for this contract should also be included.
Work Product Samples: Consultants are to submit a case history that demonstrates their ability to perform planning, design and architectural services to the Airports. Be specific as to how and why the Consultant decided to approach the project a certain way. This case history should address the following elements: (i) concept; (ii) strategy;and (iii) supporting tactics (e.g. traffic forecast). The sample must have been developed within the past three (3) years. In addition, provide examples, and discuss in narrative, the consultant’s capacity to produce quality materials in written, graphic and pictorial form.
13. PROPOSAL SUBMITTALS
1. Price Proposal*
*Response required
2. Vendor Background Information
2.1. Provide information about any local branch offices or support centers that might serve an account in Cleveland, OH, including number of employee and type of services provided*
*Response required
2.2. Provide the year the company was established and any former firm names*
*Response required
2.3. Type of Company*
Public
Private
*Response required
2.4. Provide the state and type of incorporation*
*Response required
2.5. Provide information on related services offered by the company*
*Response required
2.6. Provide the total number of FTEs in the company.*
*Response required
2.7. Provide average years of experience of professional staff.*
*Response required
3. Vendor Client References
3.1. VENDOR CLIENT REFERENCE #1*
Please include the following information:
Proposing Vendor Name
Reference Company/Organization Name
Reference Address
Reference Contact Name
Contact’s Position
Contact’s Telephone Number
Type of Company/Organization (Industry)
Number of Employees
Services Performed
Sub-contractors used
Identify any vendor staff that worked on this reference company's project, that are proposed for City
Original Cost Estimates
Actual Final Costs
Comments
*Response required
3.2. VENDOR CLIENT REFERENCE #2*
Please include the following information:
Proposing Vendor Name
Reference Company/Organization Name
Reference Address
Reference Contact Name
Contact’s Position
Contact’s Telephone Number
Type of Company/Organization (Industry)
Number of Employees
Services Performed
Sub-contractors used
Identify any vendor staff that worked on this reference company's project, that are proposed for City
Original Cost Estimates
Actual Final Costs
Comments
*Response required
3.3. VENDOR CLIENT REFERENCE #3*
Please include the following information:
Proposing Vendor Name
Reference Company/Organization Name
Reference Address
Reference Contact Name
Contact’s Position
Contact’s Telephone Number
Type of Company/Organization (Industry)
Number of Employees
Services Performed
Sub-contractors used
Identify any vendor staff that worked on this reference company's project, that are proposed for City
Original Cost Estimates
Actual Final Costs
Comments
*Response required
3.4. NOTICE TO BIDDERS AND OEO SCHEDULES*
Please download the below documents, complete, and upload.
NOTICE_TO_BIDDERS_AND_OEO_SCHEDULES.pdf
*Response required
4. Northern Ireland Fair Employment Practices Disclosure
INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland. Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of its contract and shall be subject to the remedies for default contained in its contract. For failure to cure such a default, the contractor or subcontractor shall be automatically excluded from bidding for the supply of any goods or services for use by the City for a period of two (2) years.
4.1. City Required Forms*
Please download the below documents, complete, and upload.
Non_Comp_2026b.pdf
W-9_form.pdf
Vendor_Entry_Form.pdf
*Response required
4.2. CHECK WHICHEVER IS APPLICABLE:*
Select all that apply
The undersigned or any controlling shareholder,* subsidiary, or parent corporation of the undersigned is NOT ENGAGED IN ANY BUSINESS OR TRADING FOR PROFIT IN NORTHERN IRELAND. (if paragraph A. is checked, proceed to the signature line.)
The undersigned or any controlling shareholder,* subsidiary, or parent corporation IS ENGAGED IN ANY BUSINESS OR TRADING FOR PROFIT IN NORTHERN IRELAND. (if paragraph B. is checked, please either check the stipulation contained in paragraph C. or attach documentation that shows that the undersigned has complied with the stipulation contained in paragraph C.)
The undersigned and all enterprises identified in paragraph B. are TAKING LAWFUL AND GOOD FAITH STEPS TO ENGAGE IN FAIR EMPLOYMENT PRACTICES WHICH ARE RELEVANT TO THE STANDARDS EMBODIED IN THE "MacBRIDE PRINCIPLES FOR FAIR EMPLOYMENT IN NORTHERN IRELAND." A copy of the MacBride Principles can be obtained from the Office of the Commissioner of Purchases and Supplies. In lieu of checking this paragraph, the undersigned must attach documentation which the undersigned believes shows compliance with the stipulation contained in this paragraph C.
*Response required
4.3. By confirming, the proposer affirms that they are in compliant Northern Ireland Fair Employment Practices.*
Please confirm
*Response required
14. ATTACHMENTS
C - Reimbursables Policy
City of ClevelandIssuing agency·Cleveland, OH·via the City of Cleveland OpenGov procurement portal