- Documents
- E._93rd_Street_Opportunity_to_Thrive_Project_(Miles_Ave_to_Quincy_Ave).pdf, A - Traffic Scope of Services E. 93rd and Woodhill Rd, B - OEO Forms, C - Reimbursables Policy, D - W-9 Form
- Numeric Id
- 282362
- Document Text
- Post Information
Posted At:
Thu, Sep 17, 2026 3:00 PM
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 E. 93rd Street Opportunity to Thrive Project (Miles Ave to Quincy Ave).
We ask that you strictly adhere to the following critical guidelines outlined in this document.
1.1. Summary
This Request for Proposal (RFP) seeks professional services to prepare construction contract plans and specifications for the Mayor’s Office of Capital Projects, Division of Engineering and Construction. This project covers approximately 3.5 miles of E. 93rd Street and Woodhill Road, from Miles Avenue to Quincy Avenue connecting to E. 105th Street. Please note that pavement rehabilitation at several intersections will be excluded from this scope. E. 93rd Street/Woodhill Road is classified as a minor arterial.
As the northern portion of the corridor (Kinsman to Quincy/E. 105th) is a CMAQ Implementation project, the City will administer the design, while ODOT D12 will lead construction administration.
There will be no pre-proposal meeting. Written questions will be received until September 29, 2026 at 4:00 pm, an addendum with all questions and answers will be posted by the close of business on October 6, 2026. The proposal will be due on October 16, 2026 by noon. Questions shall be submitted online through the questions tab included in this proposal request.
Where the following terms such as “Consultant to determine”, “YES”, “x”, “By Consultant” and similar notations are used in this RFP, the Consultant shall design and prepare the necessary drawings and details for that item of work. Design work may not be passed on to the construction contractor via plan note. In addition, where there are items that require the action of work (for whom it may not be clear), the Consultant is the party that shall accomplish it.
The City reserves the right to reject any and all proposals or portions of them, to waive irregularities, informalities, and technicalities, to issue or proceed to obtain the service(s) desired otherwise, at any time or in any manner considered in the City’s best interests. The Director may, at his/her sole discretion, modify or amend any provision of this notice or the RFP.
1.2. Background
Over the past 10 years the City in partnership with GCRTA, NOACA, ODOT, and community partners have been exploring and evaluating improvements to E. 105th and E. 93rd through an effort called Thrive 105-93. Reports prepared for the corridor include a Transportation for Livable Communities Initiative Conceptual Plan and also an Alternatives Evaluation Report (AER). Several projects constructed improvements on E. 105th from Quincy Ave. to St. Clair Ave in addition to the Opportunity Corridor project that connects directly into E. 105th at the southern end of the Thrive 105-93 study area.
To advance the Thrive 105-93 planning initiative, the City is focused on constructing roadway improvements on E. 93rd Street and Woodhill Road from Miles Ave to Quincy Ave connecting to E. 105th Street. The character and condition of the corridor does vary along the extent, therefore the City is considering delivering the improvements as two or more rehabilitation projects. For simplicity, the corridor can be thought of as the northern section from Kinsman to Quincy and the southern section from Miles to Kinsman. Several recently constructed intersections will be excluded from the project along with portions of the corridor where quick-build safety improvements are installed.
The project will extend the multimodal network created by Opportunity Corridor and E. 105th rehabilitation projects into the residential neighborhood with the goal to create a complete street corridor from Kinsman to Quincy through a lane reduction to accommodate bicycle facilities and reduce crossing distances for pedestrians. Along the entire extent, the project will consider signal improvements for transit priority and will evaluate enhancements to transit stops and stations based on input from Greater Cleveland Regional Transit Authority (GCRTA). Transit service along the corridor includes bus routes #8 and #10 and commuter rail stations at the East 105th-Quincy (Red Line) and Buckeye-Woodhill Stations (Green/Blue lines). Additionally, the project will evaluate needs for traffic calming and pedestrian improvements to address safety concerns expressed by stakeholders and community leaders.
1.3. Contact Information
Project Contact:
Veronica Newsome
Design Section Chief
601 Lakeside Ave E
Cleveland, OH 44114
Email: vnewsome@clevelandohio.gov
Phone: (216) 664-2379
Procurement Contact:
Steven Decker
Deputy Commissioner
601 Lakeside Avenue, Room 128
Cleveland, OH 44114
Email: sdecker@clevelandohio.gov
Phone: (216) 664-2624
Department:
Mayor's Office of Capital Projects
Department Head:
James DeRosa
Director
1.4. Timeline
RFP Published on City website:
September 17, 2026
Last Day to Submit Provider Questions:
September 29, 2026, 4:00pm
Publish RFP Addendum :
October 6, 2026
Proposal Submission Deadline:
October 16, 2026, 12:00pm
2. SCOPE OF WORK
2.1. Important Instructions for Electronic Submittal
The City of Cleveland is accepting electronic bid submissions. Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.
2.2. The City's Right and Requirements
Proposer shall complete, execute, and return with its fee proposal the following documents, blank copies of which are included in the Attachments section. 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.
Cleveland Area Business Code Requirements
During performance of this Agreement, Proposers 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 Proposer’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 proposer’s future eligibility for a City contract, the City shall consider a proposer’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.
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, upgrade, 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.
2.3. Scope of Work or Project Details
Services include the preparation of construction contract plans and specifications for a corridor improvement project along approximately 3.5 miles of E. 93rd Street and Woodhill Road, from Miles Avenue to Quincy Avenue and connecting to E. 105th Street. This project excludes pavement rehabilitation at several intersections and where quick-build mitigations cannot be removed. Additionally, the project will be split into two or more phases and/or as multiple construction projects based on available funding.
2.4. Available Information
Please send an email to cgeorge3@clevelandohio.gov to receive a link to access previous studies, roadway plans, sewer maps, and existing water plans.
2.5. Project Description
Congestion Mitigation and Air Quality (CMAQ) Program funds, in combination with other local. funds, will finance this improvement. The City will administer the design phase and ODOT District 12 will administer the construction phase for the CMAQ funded portion which may result in the project being delivered through multiple construction contracts.
The pavement width on E. 93rd Street/Woodhill Road varies from 36-56’ within an 80’ right of way. Roadway width widens at major intersections to accommodate turn lanes. This information is taken from available records. The accuracy of this information is not guaranteed. The consultant shall review all available records and field data and perform their own field investigations of existing conditions.
Major roadway projects are presented to the Transportation Infrastructure Advisory Committee (TIAC) for guidance during the design phase. TIAC recommendations will be considered for incorporation into the project and the consultant will record recommendations along with a response for any recommendation not incorporated. The City will post a record of recommendations and responses on the City's website for public review consistent with the requirements under the Complete and Green Streets Policy (Ord. 370-2022, as amended).
E. 93rd/Woodhill Road and several intersecting roadways are identified as part of the Cleveland Moves Bikeway Vision Network. The consultant shall review information on Cleveland Moves to propose design elements consistent with mobility goals for the City. The interactive report and map of vision network segments can be viewed at https://www.clevelandohio.gov/transportation-mobility/cleveland-moves
Your proposal should be based upon achieving the following results, while staying within the preliminary $7,700,000 construction budget including contingencies. Congestion Mitigation and Air Quality (CMAQ) funds, City Road and Bridge bonds and Public Utilities will finance this improvement. The City will administer the design phase and ODOT District 12 will administer the construction phase of this project.
The project limits are segments of a longer corridor, Thrive 105-93 that underwent significant previous study including a Transportation for Livable Communities Initiative (TLCI) Concept Plan and an Alternatives Evaluation Report (AER). Thrive 105-93 included East 93rd Street, Woodhill Road, Quincy Ave, and E. 105th Street. The project will incorporate the complete and green street features along with recommendations from the prior studies to comply with expectations of the CMAQ Implementation funding.
Several projects constructed improvements on E. 105th Street from Quincy Ave. to St. Clair Ave in addition to the Opportunity Corridor project that connects directly into E. 105th at the southern end of the Thrive 105-93 study area.
2.6. Scope Briefing
The project scope includes Preliminary Engineering (PE) and Final Design (FD). Preliminary Engineering will begin with the notice to proceed and survey activities and end with the submittal of Stage 1 plans. Final Design will begin upon approval of the Stage 1 plans. Final design will be complete after the submittal of the final PS&E to ODOT for central office filing and/or City of Cleveland approval, as applicable.
Preliminary Engineering:
Consultant shall assess the cost and feasibility of the conceptual plans and AER recommendations to determine which ones can be incorporated into the project. There is only one concept identified; however the improvements must be within the budget available. Alternative concepts should not be needed. Specific treatments at intersections will need to be coordinated with Traffic Engineering on a case-by-case basis. Review, editing, and completion of ODOT LPA Scoping form including required Environmental Submittals. Completion of conflict of interest statement. Participation in ODOT programming meetings.
Analyze the conceptual design to include bicycle facilities and implement traffic calming improvements. Traffic study will include any potential capacity of LOS concerns using Synchro Traffic Simulation Software, as required by City of Cleveland Division of Traffic Engineering and Highway Capacity Software (HCS), required by ODOT utilizing ODOT Analysis and Traffic Simulation (OATS) manual. The designer shall evaluate signal head configuration and timing plans, and make recommendations for adjustments including but not limited to the use of bike signals and bike detection. Designer shall coordinate with Planning Commission and Greater Cleveland Regional Transit Authority (GCRTA) to evaluate bus stop consolidation in accordance with traffic signal removal analysis. Design shall include pavement marking transitions to existing typical section within the project limits. The consultant will coordinate with the City and Community Development Corporations for necessary driveway closures to accommodate protected intersections for the project.
Site visit with the City’s project manager and members of the City’s Mobility team.
Review of existing utility poles and compilation in a spreadsheet format
Utility coordination and documentation of meetings, communications, and conflicts
Review of existing catch basins (after cleaning by WPC)
Stage 1 plan submittals per ODOT L&D Volume 3, adjusted as needed.
Please see the following for a visual representation of this conceptual design and alternative:
Remix Link to Preliminary Concept for E. 93rd Street
In general, Final Design will include
Address Stage 1 plan comments from City of Cleveland and ODOT
Stage 2 plan submittal per L&D Volume 3 Section 1400
Address Stage 2 Comments from the City of Cleveland and ODOT
Utility Coordination
Stage 3 plan submittal per L&D Volume 3 section 1400
Address Stage 3 Comments from the City of Cleveland and ODOT
Final PS&E package(s) for ODOT filing, or applicable approval
General Plan Requirements
Consultant will prepare rehabilitation plans to include wearing course removal, partial depth and full depth base repair as needed, placement of asphalt surface and intermediate courses, utility adjustments, curb, sidewalk, and drive apron replacement as needed and ADA compliant ramps and landings at all intersections.
Consultant will prepare plans to match the existing alignment and profile. Intersection curb returns shall generally match existing, except where improvements can be made based on the intent of the project scope.
Asphalt resurfacing will include wearing course removal and asphalt overlay with a preferred cross slope of 2% while achieving a 4” to 6” curb reveal. Asphalt feathering detail will be used at intersections.
Curb, drive and sidewalk replacements will be considered as needed based on field visit.
All intersections and crossings must have Americans with Disabilities Act (ADA) compliant handicap ramps. Existing un-disturbed compliant ramps can remain, and all other locations shall show the anticipated curb ramp type, using ODOT BP 7.1. Any existing ramp having resurfacing performed adjacent to it shall be replaced or determined to be compliant from the consultant.
Existing catch basins will be adjusted, reconstructed, or replaced.
Subsurface Utility Engineering, Level A will be if authorized to support location of new signal poles. The Consultant shall assume that six (6) locations will require SUE Level A for the traffic signal poles, and include the cost in the base proposal.
Consultant will prepare a new signing and striping plan. Consultant will coordinate the proposed striping and signal upgrades with the City of Cleveland Division of Traffic Engineering. Refer to Appendix A: Traffic Engineering Supplemental Scope. City will obtain all work agreements and all right of way if needed for this project. Consultant shall promptly notify City if any Right-of-Way needs to be acquired for corners needed for the signal pole foundations or other amenities.
Staged review submittals will be sent to all utilities and will include a project schedule with the anticipated construction bid date. Enbridge (previously Dominion East Ohio) is conducting a multi-year Pipeline Infrastructure Replacement (PIR) program. Early and often coordination with Enbridge is required to coordinate possible PIR work with the project.
Copies of the Consultant’s correspondence and communications with the utility companies will be compiled by the consultant and submitted to the City with each plan review submittal.
Consultant will prepare utility work construction schedules in the form of an ODOT utility Exhibit “B”, for submittal with the final plans and specifications. The Exhibit “B” will include utility schedules, work order numbers if available, and shall identify specific castings, poles, structures, gas lines etc. within the project limits for any given utility company’s proposed work.
Consultant will identify public utility owner and number of castings to be adjusted or reconstructed to grade and label on the plan sheets. If the existing cover is extremely worn, the Consultant should assume the frame would also be replaced.
Division of Water (CWD)
Water work includes adjustments to appurtenances such as castings and valves, reconstruction of water meter manholes and plugging abandoned service connections. No separate water line plans are required.
Division of Traffic Engineering (TE)
See Appendix A: Traffic Engineering Supplemental Scope for detailed scope of service information. The designer shall evaluate the use of signal retroreflective backplates to improve redlight compliance.
Cleveland Public Power (CPP)
Pole consolidation, pole relocation, lighting pole/arm replacement and vault casting adjustments will be coordinated with CPP. Grade adjustments or reconstructions of manholes and vaults will be shown in the project plans. Consultant shall include the cost of this effort in the base fee.
Based on manhole/vault condition surveys currently under way, some of the CPP vaults, manholes and/or ducts may require repair or replacement. A detail(s) for adjustment or reconstruction of vault/manhole access shall be included with base fee. New vaults or repair/reconstruction of conduits will be a negotiated additional service if authorized fee.
Division of Water Pollution Control (WPC)
Consultant will conduct catch basin and curb inlet condition survey to determine if adjustment, reconstruction, or new catch basin is required. Condition survey shall be submitted to City with Stage 1 recommendations. The survey shall include sketches and photo log supporting the recommendation. New catch basins will be installed at existing locations with a connection pipe, 4-ft to 6-ft. The lateral will be televised by the contractor prior to connecting the stub. If the lateral has reached its design life, the lateral shall be replaced to the main. Contingency quantities will be established for the entire lateral. WPC will clean existing basins in order for the Consultant to verify depths and conduct the condition survey. Plans will include replacing and/or adjusting manhole frame and covers. All pipes 18” and smaller should be VCP, C-700 extra strength with premium joints as per ODOT 706.08 and 21” and larger should be RCP with premium joints as per ODOT 706.02. All work should be according to the standards of either the Division of Water Pollution Control or NEORSD, depending on who owns that section of the sewer.
All preliminary and final plans are to be reviewed and approved by the City Divisions listed above. All modifications, meetings, and/or coordination necessary to obtain City Division approval prior to advertisement shall be included with the base fee.
Public Involvement
Informal Outreach
The Consultant will identify a team member or subconsultant who will coordinate and support at least three informational “pop-up” events such as tabling at community destinations and/or events. City staff and/or community partners will provide support at these events.
Website
The Consultant will prepare base materials (plans, example imagery from similar projects, etc.) for the City to utilize to host the project webpage. The City will support the website with appropriate updates during the design and construction of the project. The website will contain general project information and materials used at the public meetings to inform those who are unable to attend. During construction, MOT and phasing updates will be posted on the website by the City.
Formal Outreach
The Consultant will assist with the preparation for three (3) public meetings/open house events. One (1) engagement event will be held during preliminary engineering, one (1) after Stage 1 prior to Stage 2 submittal, and one after construction project has been awarded (located near the midpoint of the project extents). The Consultant shall assume that the first two meetings will be open-house style, held in-person at a location designated by the City. The third public meeting will be held prior to construction and in-person. In the Technical proposal, describe how the meetings will be held, which materials will be presented, and how comments will be collected and responded to. For each meeting the consultant will prepare materials and will document attendance, participation, and feedback.
Incorporation of Public Feedback
The Stakeholders’ comments for the first and second meetings will be incorporated into the plans as directed and approved by the Administrative Manager, Division of Engineering and Construction, the Commissioner of Traffic Engineering, and the City’s project manager. Descriptions and examples of how community comments have ben incorporated shall be provided as part of the work.
The Consultant will prepare materials for the City-hosted project website, and will support it during design and construction of the project. The website should be up and running at the time of the Stage 1 submission. The Consultant should allow 30 days for the city to review and approve the draft website contents. The website will contain general project information and materials used at the public meetings. During construction, MOT and phasing updates will be posted on the website.
The Stakeholders comments from the Stage I meetings will be incorporated in the plans as directed and approved by the Administrative Manager, Division of Engineering and Construction and City project manager.
2.7. General Requirements
Rehabilitation
Rehabilitation is defined as pavement widening where appropriate; complete removal and replacement when needed; base replacement where necessary; removal of brick or block course and replacement; removal of existing asphalt overlays and replacement; adding an asphalt overlay; resetting or replacing curb; replacing underdrains; adjusting castings of various publicly owned utilities of various denominations to grade; rebuilding catch basins, manholes and vaults (any structure owned by a public utility); adding and replacing catch basins; replacing deteriorated and nonconforming sidewalks; replacing drive aprons; adding ADA compliant curb ramps and landings; removing dirt buildup in the tree lawn area; seeding, sodding or paving tree lawns; maintenance of traffic, temporary signing, temporary pavement markings, signing detour routes, pavement marking details and procedures; permanent pavement markings and signing; curb returns (improving intersection turnouts); removing transit rails and ties; and other miscellaneous items within the existing or proposed right of way which require work due to safety, aesthetics, conflicts, or as requested by the City.
Extent of Field Surveys:
All surveying items shall be the responsibility of the consultant. The Consultant may elect to perform aerial mapping supplemented with field survey.
Consultant’s surveyor will establish the centerline of construction and reference the angle points, existing monuments and the centerline of all intersecting right-of-ways. Existing monuments 3-point references shall be set outside the proposed work limits, on non-utility structures or pins set.
Survey shall generally include the following within the project limits:
Aerial mapping (optional)
Topography map for plan sheets, with stationed main line alignment
The plans require northing, easting and elevations of all survey control and existing street monuments. This information will be supplied electronically to Eric Westfall, Survey and Plats Section. The coordinate values can be local or state plane as long as it is noted. Additional control points shall be set outside the construction limits. Any points can be reestablished from the outside control, this replaces the need for 3-point references. The City will furnish the consultant with a list of all existing monument locations.
Bench Marks (Do not use utility facilities)
Catch basin condition survey with location, photographs, depths, and work task inventory (adjust, reconstruct, remove and replace)
Above ground utilities (including pole ownership, pole number and distance from the curb to face of pole).
Underground utilities (including pipe sizes, direction of flow for sewers, duct bank configurations with number of ducts and sizes)
Utility castings and their locations and types, noting their condition (broken, worn, or re-usable)
Traffic signals and loop detectors
Sign inventory
Building addresses and company names
Face of building & entrance elevations if adjacent to walk
Location of basement vaults in right-of-way if identified
Property lines per record
Establish Public Right-of-Way
The above shall be used as a guide for the consultant to determine the survey scope. Consultant will be responsible to determine the needed detailed scope to complete the improvement. Technical proposal should include discussion of the anticipated approach to field surveys.
Right-of-Way Plan:
No right of way is anticipated for this project.
Signalization:
Work shall be as specified under the Traffic Scope of Services Appendix A.
Geotechnical:
See scoping brief. Technical proposal should include discussion of the anticipated approach to geotechnical investigation. Geotechnical Firm will obtain an obstruction permit from dalpermits@city.cleveland.oh.us
Design Criteria and Standards:
The Consultant will perform the work in accordance with the Ohio Department of Transportation's LPA ODOT-Let Policy and Procedures, Location and Design Manual, Volumes 1, 2 and 3, other ODOT applicable design manuals listed in Design Resource Center, Cleveland and ODOT standard drawings, City of Cleveland Specifications supplemented with ODOT latest Construction and Material specifications, ODOT Standard Construction Drawings and ODOT Supplemental Specifications.
Plan Format:
Plan format will follow Location and Design Manual Volume 3 guidelines and supplemented by the following:
General notes text size shall be 0.175 with titles larger and bold and quantities bold. All other plan text sizes shall be 0.14.
Roadway plan/sub summary will be developed at horizontal scale of 1” = 20’ with cross references to supplemental sheets detailing the making of the public improvement.
A pavement elevation table is not required for this project.
Provide Intersection Details at all intersections.
The work, type and location, including pavement, sidewalk, curb and drive apron replacement limits, will be shown by cross-hatching, symbols, line variations and/or reference balloons and stations. New improvements such as new catch basins should be labeled (Sta, offset, existing and proposed description) on the plan sheets. Adjustments and Reconstructed items are appropriate in the plan sub summary table. Begin, Resume, Suspend and End Project Stations, and curb, sidewalk and driveway removals and replacement labels will be shown on the plan sheets. Intersection work limit will be labeled (Sta. offset and pavement width) at work limit.
Castings that are to be adjusted to grade, manholes and vaults that are to be rebuilt, public and private utilities shall be shown on the plan and identified by their types. During the field survey, record the number of broken or worn castings and their locations and types.
Survey monuments. The City will furnish the consultant with a list of all existing monument locations to have their monument boxes adjusted to grade or to receive new monument boxes. The consultant shall incorporate this information in the plans.
All underground utilities need to be shown in plan sheets. All widths greater than 15-inches shall be double line with different line designations and with appropriate labels. Underground utility profile information is not required to be shown where catch basins are removed and replaced, with 4-to-6-foot connection. Drainage details for new basins with lateral to sewer will require underground utility plan and profile information.
All overhead utility poles, within existing right of way, and work area shall be shown on plans, with the pole number and/or ownership.
The drainage work may include replacement or new catch basins, as per City standard drawing CB-1, as outlined in previous sections. Sewer profiles showing crossing utility elevations are required for area of lateral replacement. The drainage work will be shown on plan sheets via various symbols. Drainage detail sheet with table inventory with station and work task should be included (i.e. results of field condition survey).
Underdrains are to be replaced in any location where curb is to be replaced only if an outlet is available.
General Summary plan sheet shall be provided.
During construction, the contractor will be required to complete the project in phases (longitudinal divisions), using phased construction. A one-year construction period is expected. Phased construction MOT typical sections, plans, notes and quantities shall be required.
The City reserves the right to modify the scope of services at any time before execution of a contract to add, delete, or otherwise amend any item(s), as it deems necessary, in its sole judgement, and in the best interest of the City.
2.8. Project Schedule and Deliverables
Project Schedule:
The City will require the successful design consultant to complete this roadway design project in a maximum of 14 months. This time period will begin the day the Administrative Manager, Division of Engineering and Construction issues the notice to proceed. Construction services will last for the duration of construction.
The following timeline is submitted for your information:
Notice to Proceed: November 2026
Contract: December 2026
Advertise (bid documents): February 2028
Begin Construction: June 2028
Agreement duration expected November 2026-November 2030
This is an ODOT-let project funded through federal CMAQ funding, Public Utilities and City Road and Bridge bonds. The consultant is reminded that the fourteen (14) month design time period includes the review time by the various stakeholders and commences from notice to proceed through advertisement. Work shall begin at the time of the notice to proceed.
Deliverables:
Stage I Design
Project Plans:
City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)
Traffic Engineering (1 half size 11” x 17”) hard copies and 1 digital pdf)
WPC (1 half size (11” x 17”) hard copies and 1 digital pdf)
Other Public & Private utilities involved (1 digital pdf)
Opinion of Probable Construction Cost, ODOT Estimator format (1 pdf and 1 excel)
Stage III Design
Project Plans:
City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)
Traffic Engineering (1 half-size set 11" x 17") hard copy
WPC (1 half size (11” x 17”) hard copies and 1 digital pdf)
Other Public & Private utilities involved (1 hard copy and 1 digital pdf)
Opinion of Probable Construction Cost, ODOT estimator format (1 pdf and 1 excel)
Final PS&E in ODOT format
Project Plans:
City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)
WPC (1 half size (11” x 17”) hard copies and 1 digital pdf)
Other Public & Private utilities involved (1 hard copy and 1 digital pdf)
Opinion of Probable Construction Cost, ODOT estimator format (1 pdf and 1 excel)
Construction Services:
The Division of Engineering and Construction will require a full size set of as-built drawings in digital format and does not require a corresponding set of Mylar. Labor to produce the as-built drawings will be part of the Stage III services.
As-built drawings shall be submitted on a CD, DVD or USB drive in AutoCAD format, TIFF format, and PDF format for City records.
Procedures and Reports
The City of Cleveland will make available to the Consultant any existing information it may have on hand.
Drawings, submissions, reviews, and review meetings will follow the City's normal operating procedures. The City will require a preliminary and final plan submittal and review meeting, as well concurrent review submittals with public and private utilities and Traffic Engineering. The Consultant will arrange meetings with these various entities to meet or exceed the project timeline.
Private utility companies are to be contacted. Coordination, review and plan details necessary for the utility company to accomplish their work shall be included in the services furnished by the consultant. ODOT Utility Exhibit “B” shall be submitted to the Division of Engineering and Construction. Utility relocation plans and schedules shall meet the construction schedule. Early pole relocation and gas main replacement coordination with the utility provider is a necessity.
During periods when the work is being performed, a monthly progress report and progress schedule will be required with invoice. Shortly after the notice to proceed has been received, the successful proposer shall submit a realistic schedule for approval. Once approved, this schedule shall become a part of the contract. Payments will be based upon the accepted "percentage complete" as shown on the progress schedule. Payment invoices shall be submitted in a format acceptable to the City.
2.9. Proposal Format & Requirements
The proposal shall be submitted via "OpenGov" in a two part process.
Part "A" shall be the response to the qualifications and technical aspects of the RFP.
Part "B" shall contain the proposed fee including a signed cover letter on company letterhead and two (2) unbound copies of the "Contract Employment Report"
All documents are electronic, and no hard copies are required.
The proposal information is to be organized as follows:
PART “A”
SECTION 1 – MANAGEMENT
Provide GSA Standard Form 330 – Parts I and II. Resumes of personnel actually performing work tasks, including subconsultants, shall be submitted in Part I, Section E of GSA Form 330. For those firms with more than one office, include the office location (City) to which the team member is assigned. A detailed project organization chart is required in Section D of GSA Form 330.
In Part I, Section H of GSA Form 330, discuss the meaningful involvement of each firm on the team, how you intend to manage the project and who will have overall responsibility. Prime and Sub-consultant work history should be presented, as well as the length of time and number of projects the prime has worked with various team members. The quality control and assurance program should be discussed.
Provide GSA Standard Form 330 – Parts I and II for any firm with thirty percent (30%) or more of the proposed work.
SECTION 2 – TECHNICAL
Provide a technical approach in sufficient detail such that it may be determined that the proposer has an understanding of the type of work involved and disciplines necessary to accomplish the project. Describe how the project is envisioned, or in other words, what is being furnished for the dollars quoted. Any exceptions or amplifications of the scope of work shall be presented under this section. Present solutions that can improve the roadway design. Describe any potential problems.
Provide a detailed list and number of drawings and man-hours including sub-consultants to develop contract construction plan set.
Provide a realistic Project Schedule, showing the necessary work items, agency reviews, and total completion time. Project schedules are to be submitted utilizing “Microsoft Project”. The City requires 30 consecutive days to review each plan Stage.
The City has designated a page limit of ten (10) pages for the Technical Approach. The Project schedule does not count toward the 10 pages.
SECTION 3 – SUBCONSULTANTS
Provide a list of subconsultants, their work assignments and the percent of the work and percent of CSB work and assignments that the entire team will be performing. Resumes shall be included in Section 1, within the GSA 330.
Provide the following information for each sub consultant on the team:
Subconsultant's name and mailing address
Subconsultant's telephone and fax numbers
A description of the work and the percentage that is anticipated the subconsultant will perform
Subconsultant’s CSB status
A list of projects, if any, on which your firm and the subconsultant have both worked on
A list of City of Cleveland projects, if any, the firm has worked on
The Cleveland Area Business Code contained in Chapter 187 of the Codified Ordinances of Cleveland Ohio 1976 was enacted in an effort to increase the participation of local small business enterprises in City of Cleveland Contracts. The City has, therefore, established as one of its objectives, the meaningful involvement of Cleveland Small Businesses (CSB). The Mayor’s Office of Capital Projects has a participation goal of ten (10) percent for Cleveland Small Businesses (CSB) on this project.
Each Consultant representing itself as a Cleveland Area Small Business (CSB) within the OEO schedules must be certified with the Office of Equal Opportunity as a CSB, CSB/MBE or CSB/FBE. Currently certified firms can be found at: https://cleveland.diversitycompliance.com
Include a statement certifying that Schedules 1-4 of the OEO Office are included in Part “B” envelope (See instructions for Part “B”).
SECTION 4 – ODOT PREQUALIFICATIONS
Consultant and/or team members shall be ODOT prequalified in Non-Complex Roadway Design, Basic Traffic Signal Design, and Bicycle and Pedestrian Facilities. Include ODOT prequalification’s of all team members.
Resumes shall be included in Section 1, within the GSA 330.
SECTION 5 – FORMS
Form W-9:
List your form of business entity and your Taxpayer Identification Number. If submitted as a joint venture, a separate number for each member of the venture is required unless one number has been obtained for the venture. A Taxpayer Identification Number is required for entities other than a sole proprietorship or an individual, for which a Social Security Number is appropriate.
Noncompetitive Bid Contract Statement:
The form titled “Noncompetitive Bid Contract Statement for Calendar Year 2026” shall be filled out and submitted for the prime consultant only.
PART “B”
OFFICE OF EQUAL OPPORTUNITY (OEO) REPORTS
The "Contract Employment Report", Schedules 1 through 4, from the OEO Office must be completed and returned with your proposal, although some terms, wording, descriptions, etc. in these documents do not necessarily apply to a professional services contract. All subconsultants need to be listed on Schedule 2 and all subconsultants must execute Schedule 3.
Please furnish a signed pdf copy of Schedules 1 through 4 in Part "B" of your proposal. Under the Subconsultant section in Part “A” certify that schedules are included in Part “B” as described herein. Return all schedules whether or not they apply to the project. The object of these forms is to facilitate OEO approvals. OEO will not evaluate participation for professional service contracts without these forms.
COMPENSATION
See "Proposal Fee Sheet" for the format desired.
Fee Definitions
Actual Cost Plus Net Fee with an upset maximum: The City will pay actual salary, overhead and expenses up to the upset maximum, and the consultant is expected to complete the work as scoped within the fee stated. The Net Fee will be paid whether or not the upset maximum is achieved. The only method of revising the upset maximum is through a change in the scope of work. If a change of complexity is claimed and granted, the modification will contain a Net Fee of zero dollars.
Lump Sum Fee: This is a bottom-line figure and includes salary, overhead and expenses. As with the Cost-Plus Net Fee, the consultant is expected to complete the work as scoped at the fee stated, and the only method of revising the Lump Sum Fee is through a change in the Scope of Work. If a change in complexity is claimed and granted, the modification will contain a net fee of zero dollars. The consultant shall submit the proposed number of man-hours for prime consultant and all subconsultants.
Fee Information Required
If a fee based on Actual Cost-Plus Net Fee with an upset maximum is offered, the proposal shall indicate the makeup of the fee hours, hourly rates, overhead, direct costs, and profit. Overhead percentage quoted shall remain in effect throughout the life of the basic contract. The source of the overhead rate quoted shall be identified; i.e., estimated, from an audit, etc. The hours quoted shall relate to a facet of the work involved. Work sheets (typed sheets not necessary) should be furnished for obtaining hours quoted. The weighted average rate per hour will be monitored on invoices and shall not exceed the rate from the proposal without justification. If a fee based on Lump Sum is offered, the proposal shall indicate the makeup of the fee hours and direct costs. The hours quoted shall relate to a facet of the work involved.
Work sheets (typed sheets not necessary) should be furnished for obtaining hours quoted. The intent is to show that the project has received a reasonable degree of estimation.
The consultant shall indicate the method that will be used to determine the fee should a contract modification become necessary. For example: hourly rate x multiplier + profit + expenses.
In estimating the fee, include any wage changes that can be reasonably anticipated over the life of the contract. A fee based on a percentage of the construction cost is not acceptable. A percentage of the fee markup on a subcontract will not be permitted.
Although the proposed fee is not the deciding factor in the selection process, it will be evaluated along with the other criteria specified herein
The City will not be obligated to accept, however, significant deviations from the work or services sought by this RFP, including terms inconsistent with or substantially varying from the services or the financial and operational requirements of the RFP, as determined solely by the City. The City reserves the right to reject any proposal that does not furnish or is unresponsive to the information required or requested herein. The City reserves the right to reject any proposal or waive or to accept any deviation from this RFP or in any step of the proposal submission or evaluation process so as to approve the award of the contract considered in the City’s best interest, as determined in the City’s sole discretion.
Although the City prefers that each Proposer submit only one proposal including all alternatives to the proposal that the Proposer desired the City to consider, it will accept proposals from different business entities or combinations having one or more members in interest in common with another Proposer. The City may reject one or more proposals if it has reason to believe that proposers have colluded to conceal the interest of one or more parties in a proposal and will not consider a future proposal from a participant in the collusion. In addition, the City will not accept a proposal from or approve a contract to any Proposer that is in default as surety or otherwise upon an obligation to the City or has failed to perform faithfully any previous agreement with the City or is currently in default under any agreement with the City.
The City reserves the right to reject any or all proposals. Failure by a Proposer to respond thoroughly and completely too all information and document requests in this RFP may result in rejection of its proposal. Further, the City reserves the right to independently investigate the financial status, qualifications, experience, and performance history of a Proposer.
The City reserves the right to cancel the approval or authorization of a contract award, with or without cause, at any time before its execution of a contract and to later enter into a contract that varies from the provisions of this RFP, if agreed to by another Proposer.
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 Mayor's Office of Capital Projects 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 B) 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”, Traffic Scope of Services.
Attachment “B”, Equal Opportunity Clause.
Attachment “C” Reimbursement Policy.
11. PROPOSAL SECTION CRITERIA
The following procedure will be used in evaluating the proposals:
Based on the technical data furnished, the proposals will be ranked in an order of preference.
At this point OpenGov will provide access to Part "B" which will be reviewed and its contents included in the evaluation.
If the proposed fee of the top-ranked firm is not the lowest fee submitted, the City will enter into negotiations with that firm in order to bring the fee more in line with the other proposed fees.
Should that endeavor fail, the City would then proceed to the second ranked firm, etc. until the most qualified firm at the best fee has been elected.
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 - Qualifications Based
1. Quality of Proposal
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:
Points Based
Weight (Points):
25 (25% 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):
25 (25% of Total)
3. Demonstrated Ability
Demonstrated history of successful relevant projects to meet proposed schedules and budgets.
Scoring Method:
Points Based
Weight (Points):
20 (20% of Total)
4. Proposed Schedule
Proposed Project Schedule & Delivery Timeline
Scoring Method:
Points Based
Weight (Points):
10 (10% of Total)
5. 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):
20 (20% of Total)
Phase 2
1. Part B - Fee Evaluation
Part B shall contain the proposed fee, proposal fee sheets, OEO Schedules and a signed cover letter on company letterhead.
Scoring Method:
Pass / Fail
Weight (Points):
1 (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.
ODOT Prequalification: Consultant and or team members shall be prequalified in work categories as listed under the General Information heading. Resumes of key personnel that might be assigned to various work categories shall be included.
Please include standard ODOT Prequalification forms with your submittal.
13. PROPOSAL SUBMITTALS
1. Technical Proposal*
*Response required
2. Price Proposal*
*Response required
3. Vendor Background Information
3.1. 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
3.2. Provide name of each principal.*
*Response required
3.3. Provide the year the company was established and any former firm names*
*Response required
3.4. Type of Company*
Public
Private
*Response required
3.5. Provide the state and type of incorporation*
*Response required
3.6. Provide information on related services offered by the company*
*Response required
3.7. Provide the total number of FTEs in the company.*
*Response required
3.8. 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
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
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
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
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
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
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.
2026_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
14. ATTACHMENTS
A - Traffic Scope of Services E. 93rd and Woodhill Rd
B - OEO Forms
C - Reimbursables Policy
D - W-9 Form
City of ClevelandIssuing agency·Cleveland, OH·via the City of Cleveland OpenGov procurement portal