- Documents
- Environmental_Public_Health_Inspection_and_Permitting_Software.pdf, C - Reimbursables Policy
- Numeric Id
- 266901
- Document Text
- Post Information
Posted At:
Fri, Oct 16, 2026 8:00 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 Environmental Public Health Inspection and Permitting Software.
We ask that you strictly adhere to the following critical guidelines outlined in this document.
1.1. Summary
The City of Cleveland, Department of Public Health, Division of Environment ("Division") is seeking proposals for an inspection and permitting system, with the potential for integration with existing City software, including Verint, Advantage, and Open Data Commons. The Division intends to utilize this system to better meet the needs of its users, by providing reduced permit processing times and a more streamlined experience for the public.
1.2. Background
The Division serves a municipal population of over 360,000 residents and currently has 16 field and 7 office staff working in the food safety, public swimming pool, and body art programs, with future expansion of the programs planned. The Division is responsible for issuing approximately 3000 annual licenses and conducting over 5000 inspections in these programs and adhering to the reporting standards mandated by the Ohio Departments of Health and Agriculture (“ODH” and “ODA”).
1.3. Contact Information
Project Contact:
Rebecca Woods
Food Program Manager
75 Erieview Plaza, Floor 3
Cleveland, OH 44114
Email: rwoods@clevelandohio.gov
Phone: (216) 420-7355
Procurement Contact:
Rebecca Woods
Food Program Manager
75 Erieview Plaza, Floor 3
Cleveland, OH 44114
Email: rwoods@clevelandohio.gov
Phone: (216) 420-7355
Department:
Public Health
Department Head:
Dr. David Margolius
Director
1.4. Timeline
RFP Published on City website:
October 16, 2026
Pre-Proposal Conference (Non-Mandatory):
October 23, 2026, 12:00pm
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/215789248396448?p=78IgwU8ol5ruoEXrBi
Meeting ID:
215 789 248 396 448
Passcode:
aN2998By
Dial in by phone
+1 216-306-2628,,227860066#
United States, Cleveland
Phone conference ID:
227 860 066#
Last Day to Submit Provider Questions:
October 28, 2026, 5:00pm
Vendor Demonstrations:
October 30, 2026, 9:00am
Proposal Submission Deadline:
November 16, 2026, 5:00pm
2. SCOPE OF SERVICES
The scope of this Request for Proposal encompasses all tasks associated with the development and implementation of the software product. These shall include, but are not limited to the requirements described in the following sections.
2.1. Scope of Work
The Division of Environment is seeking a web-based inspection and permitting software solution that will:
Provide full functionality to be able to conduct all permitting, inspection, data collection, reporting, and management needs for the food, recreational water, body art, and complaint program areas.
Generate reports for the above programs and offer an Ad-Hoc report builder.
Allow citizens to view inspection reports online and provide a full service portal for operators to submit applications and payments and track existing licenses.
Track time by activity and allow for time-based billing.
Provide an off-line mobile/tablet application.
Store data, including photos and other relevant inspection or facility record attachments
Be capable of creating alerts in addition to automatic e-mails for notifications of updates, events and communications workflow.
Allow for maintenance by designated City of Cleveland employees. Administrator-level users shall have the ability to add, delete, modify, and unlock users, as well as any other tasks the City of Cleveland deems necessary.
Display audit logs for system/record changes.
Provide web hosting and cloud storage.
Provide comprehensive training materials for standard operations.
2.2. Vendor Requirements
The vendor must be able to provide comprehensive training to enable administrator level staff to configure and customize the system.
The vendor must comply with all applicable federal, state, and local regulations regarding data privacy and security.
2.3. Quote Submission Details
Project Schedule and Deliverables
Provide a detailed but concise description of your approach to this project. Include a description of the task required for each area and the time required for their completion. This description should address but is not limited to the following:
Implementation - The City requires a complete installation of software with the shortest timeline where necessary. Proposer shall provide schedules for all implementation elements and shall supply all required labor, materials, and tools for the proper completion of the work.
Project Management - The proposer shall assign a Project Manager to the project that is familiar with similar size projects, the proposed solution and the City IT environment. The City will assign a Project Manager that will work on behalf of the City for the implementation of the project
Design Phase - This phase will include a preliminary design review and a final design review for installation and testing
Initial Acceptance Phase - The City will perform two (2) weeks of functional testing. The City will work daily with the system running tests to prove system performance. Following completion of this testing, the proposer shall correct any identified deficiencies/issues prior to complete the installation
Project Contingency Plan - The proposer will work with the City of Cleveland project team to develop a systematic cut over plan to eliminate down time and ensure that there is a roll back plan in place should there be any need to revert to the existing system
Installation Phase - Once the initial test phase is complete and deficiencies (if any) are corrected, the proposer will be directed to start system implementation
Final System Acceptance Phase – Once all products/services are completely installed, a final system acceptance test will be performed that focuses on system wide testing.
Proposers must submit a preliminary draft of the project plan as part of their response. The preliminary project plan must provide specific details including project staffing and the proposed master implementation milestone and deliverable schedule.
Provide a detailed but concise description of your approach to this project. Include a description of the tasks required for each area and the time required for their completion. Provide an itemized list of all costs related to the implementation of your proposed solution, and the total lump-sum cost to the City for a fully functional system that incorporates all requirements as contained in this solicitation. Detail the costs associated with each of the items below where applicable:
Implementation Cost:
Configuration cost
Training cost
Integration & customization cost
Other (detail each type of other cost)
Recurring Annual Cost:
Annual costs (detail what is included in the annual maintenance cost and what is not).
Other (detail each type of other cost)
Software Licensing Information:
Detail the proposed software licensing structure related to the cost above.
Explain your pricing structure in detail including cost associated with adding additional licenses
Additional Products/Services:
Detail the cost associated with any additional products/services required to meet system requirements and include optional costs in this section as well.
3. 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.clevelandohio.gov. On the home page, select “City Hall” and "Law" from the drop-down menu of City departments. On this page select Divisions and then the Office of Equal Opportunity page.
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.
4. 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.
5. 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.
6. 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.
7. 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.
8. 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.
1. Functionality - Alignment to Process and Perceived Efficiences/Improvements
This criterion considers information learned through vendor demonstrations including, but not limited to, the alignment of demonstrated functionality with preferred business processes, ability to support required processes/functions including reporting and workflows, and demonstrated functionality that may drive process improvement and efficiencies.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
2. Functionality - Ease of Use and User Interface
This criterion considers information learned through vendor demonstrations including but not limited to the demonstrated user interface and the perceived ease of use/adoption for City staff.
Scoring Method:
Points Based
Weight (Points):
25 (25% of Total)
3. Ohio-based Client References
This criterion considers information learned through the Company Overview or as a part of vendor demonstrations and contact with other Ohio Health Departments.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
4. Approach
This criterion considers information learned through the Implementation Approach Discussion as well as other sessions, including the approach to staffing, training, configuration, and implementation phasing/durations.
Scoring Method:
Points Based
Weight (Points):
15 (15% of Total)
5. Cost
This criterion considers, as applicable, the price of the software licensing, implementation, recurring annual costs, and terms of any offered ongoing maintenance and support (including applicable service level agreements, disaster recovery, etc.) proposed in response to the information solicited by this RFP. Proposers will be evaluated on their pricing scheme, their price in comparison to the other proposers, and overall reasonableness of the pricing relative to the proposed software and services.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
9. PROPOSAL CONTENTS
Each technical proposal shall include the following parts in the below order. Please separate and identify each section for quick reference. Each proposal should be organized to facilitate its evaluation.
The technical proposal response shall consist of the following sections:
6.1. Each technical proposal shall include the following parts in the below order. Please separate and identify each section for quick reference. Each proposal should be organized to facilitate its evaluation. The technical proposal response shall consist of the following sections:
Tab 1 - Table of Contents
Provide a table of contents for the Proposal.
Tab 2 – Proposal Cover Letter
The Proposal Cover Letter must be written on the Proposer’s official business stationary and signed by an official authorized to legally bind the Proposer. No more than three (3) pages, single spaced, shall be attached to the front of the proposal and shall include the following information:
1. The full Company name, tax identification number and company headquarters address;
2. Name, title of Proposer representative, the office location closest to Cleveland, OH. Include the local office, a contact name, address, telephone number, and email;
3. State the proposer’s primary business, the number of years in the industry and the number of employees assigned to these related activities;
4. State the legal make-up of your company; sole proprietorship, partnership, corporation, etc.
Statement that:
5. Proposer acknowledges receipt of any addendum or addenda issued;
6. Proposer believes its Proposal meets all the requirements set forth in the RFP;
7. Proposer acknowledges the Proposal conforms to all procurement rules and procedures articulated in this RFP, all rights terms and conditions specified in this RFP;
8. Individual signing the Proposal is authorized to make decisions as to the prices quoted and that she/he has not participated and will not participate in any action contrary to the RFP;
9. Proposer will be making a number of representations outside of its formal Proposal document in, possibly, discussions, presentations, negotiations, demonstrations, sales or reference material and other information-providing interactions and as such hereby warrants that the City can rely on these as inducements into any subsequent contract, and be made a part thereof.
Tab 3 – Company Background / History Information
1. Provide the business history of the primary Company. Include any changes in your Company’s status as the result of merger, acquisition, reorganization or other change in business organizational status. Identify when your company was organized and, if a corporation, where incorporated and number of years engaged in providing full service contract operations under that name. Provide a comprehensive description of corporate ownership and/or operating name. Your Company must also be licensed and currently registered to do business in the State of Ohio.
2. State whether any elected official or other officer, employee, or person who is payable in whole or in part from the City currently has any direct or indirect personal interest in your Company. If so, describe the circumstances.
3. State whether your Company or any of its employees or officers has been named as a defendant in any litigation brought as a result of any contract operations for operations and maintenance. If so, name the owner and describe the circumstances, including the outcome of the litigation.
4. State whether your Company has ever been terminated, suspended, or replaced on a project other than those contracts that have been terminated due to completion. If so, name the owner and describe the circumstances.
Tab 4 – Financial Information
The proposer shall include the following financial information:
1. Ownership of the proposer. If the proposer is a corporation and its outstanding stock is held by fewer than 10 persons, the name and residence address of each shareholder and his/her shares of outstanding stock must be listed.)
Tab 5 – Technological Controls and Cybersecurity
Provide a detailed summary of your organization’s technological controls including physical access, logical access, change controls, remote access, cyber security training frequency, and defenses against any form of cyber-attack.
Tab 6 – Exceptions
Proposer shall itemize any exceptions it has to the RFP. If it has no exceptions to or deviations from any part of this RFP, it shall so state on an "Exceptions" page. If no deviations or exceptions are identified, proposer understands that if the City accepts the proposer's proposal, it must comply with and conform to all of the requirements of the RFP.
Tab 7 - Additional Required Documents
1. Proposers Affidavit: Proposer shall submit with its proposal an affidavit stating that neither it nor its agents, nor any other party acting for it has paid or agreed to pay, directly or indirectly, any person, firm or corporation any money or valuable consideration for assistance in procuring or attempting to procure the contract proposed to result from its proposal, and further agreeing that no such money or reward will be paid.
2. Proposer shall complete, execute, and return with its proposal the following documents, blank copies of which are attached to this RFP:
a. The Office of Equal Opportunity Notice to Bidders and Schedules;
b. Federal Form W-9 including Taxpayer Identification Number
c. Non-Competitive Bid Contract Statement for Calendar Year 2026-2027.
d. Proposed Contract and License Terms: Proposer shall submit any and all terms, covenants, licenses, conditions, or other agreements that it will require as a condition of service and sale of software relating to its contract with the City of Cleveland.
6.2. Format Requirements
There is no limit to the number of pages submitted as part of the fee proposal.
Proposers are required to provide a complete fee proposal of all equipment, hardware, software, maintenance, implementation, and training for the proposed Environmental Public Health Inspection and Permitting Software.
All costs are to be expressed in unit cost and total cost to the City. One-time charges, software modification charges, and conversion charges must be detailed. Any additional charges above the annual maintenance costs should be listed in detail.
Proposers should differentiate all costs clearly so that they may be properly evaluated without interpretation.
Proposer shall provide a description of any other cost the City might expect to pay.
Required City Forms:
Proposer shall complete, execute, and return with its fee proposal the following documents:
Cleveland Area Business Code – Notice to Bidders & OEO Schedules
Federal Form W-9 including Taxpayer Identification Number
Non-Competitive Bid Contract Statement for Calendar Year 2026
Northern Ireland Fair Employment Practices Disclosure.
10. PROPOSAL SUBMITTALS
1. Technical Proposal*
*Response required
2. Price Proposal*
*Response required
3. Vendor Background Information
3.1. Provide the year the company was established and any former firm names*
*Response required
3.2. Type of Company*
Public
Private
*Response required
3.3. Provide the state and type of incorporation*
*Response required
3.4. Provide information on related services offered by the company*
*Response required
3.5. Provide average years of experience of professional staff.*
*Response required
4. Vendor Client References
4.1. 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
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
4.2. 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
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
4.3. 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
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
5. City Required Forms
5.1. NOTICE TO BIDDERS AND OEO SCHEDULES*
Please download the below documents, complete, and upload.
NOTICE_TO_BIDDERS_AND_OEO_SCHEDULES.pdf
*Response required
5.2. NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR YEAR 2026*
Please download the below documents, complete, and upload.
2025_Non_Comp_Form.pdf
*Response required
6. 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.
6.1. 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
6.2. By confirming, the proposer affirms that they are in compliant Northern Ireland Fair Employment Practices.*
Please confirm
*Response required
11. ATTACHMENTS
C - Reimbursables Policy
City of ClevelandIssuing agency·Cleveland, OH·via the City of Cleveland OpenGov procurement portal