1-265X901123 Workspace Planning and Design Services RFP.pdf

Request For Proposals

WORKSPACE PLANNING & DESIGN SERVICES

265X901123

ISSUE DATE: March 10, 2026

Due on or before: 12:00 PM ET on April 8, 2026

BUYER OF RECORD: Jennifer Sherman, jennifer.sherman@cincinnati-oh.gov

COMMODITY CODE(S): 90607: Architectural Services, Professional

90610: Buildings, Architectural Design Services

REQUESTING AGENCY: City Facilities Management Division

ACCEPTANCE PLACE: https://cincinnati-oh.bonfirehub.com/

All proposals must be submitted electronically via the City’s Bonfire portal at the above link. Responses submitted by hard copy, mail, or e-mail will not be accepted.

See “RFP Submissions” for more details.

Office of Procurement Two Centennial Plaza

805 Central Avenue, Suite 234 Cincinnati, Ohio 45202-1947

Table of Contents

I. REQUEST – Page 3

II. CONTENT AND FORM OF SUBMISSIONS – Page 14

III. REQUIRED & MISCELLANEOUS FORMS – Page 16

IV. CONTRACT TERMS AND CONDITIONS – Page 17

I. REQUEST

INTRODUCTION

The City of Cincinnati, Ohio, (hereinafter referred as “City”) is issuing this Request for Proposals (hereinafter "RFP") pursuant to the provisions of the Cincinnati Municipal Code (CMC), Chapter 321 and City Manager Administrative Regulation 23 for Professional Services, from parties, (hereinafter "Offerors). The Offeror shall provide design services for comprehensive interior design and space planning solutions for multiple departments located at City Hall, Centennial II, and other municipal facilities. This initiative aims to optimize space, improve efficiency, and enhance functionality across departments. The selected firm will prepare construction documents and specifications, oversee construction administration, and develop a phased project schedule to ensure smooth execution.

GENERAL BACKGROUND AND INFORMATION

In the fall of 2024, City Administration requested that City Facility Management (CFM) conduct a comprehensive space allocation study of City Hall, Centennial II and other municipal buildings noted in the Space Allocation Study. The purpose of the study was to determine which Departments had underutilized space allocated to them and which had the need for more. The goal was to determine if the City had enough square footage to accommodate the evolving operational needs of all agencies or if additional square footage was necessary for future growth.

With the expansion of staffing across several City departments, the demand for additional office space, storage facilities, and meeting areas has correspondingly increased. In contrast, departments that have experienced downsizing or organizational restructuring now require less physical space.

To guide this effort, City Facility Management (CFM), a division of Public Services, launched a citywide survey to assess departmental staffing levels and projected growth for fiscal years 2025 and 2026. Each department workspace was physically reviewed, floor plans were updated, and vacant areas were cataloged. Departments were asked to highlight deficiencies within their current footprints and share anticipated space needs. CFM also examined adjacency opportunities that could strengthen collaboration and improve operational efficiency across agencies.

CFM is seeking proposals from qualified design firms to deliver comprehensive interior design and space planning services for departments within City Hall, Centennial II, and other municipal buildings. This effort is part of a broader strategic initiative to maximize space utilization, elevate functionality, and create flexible, modern work environments aligned with the City’s long-term vision.

Lastly, CFM is requesting a proposal to perform an Arc Flash Study at Centennial II and Public Services Administration as part of this scope of work. The study will identify any equipment that requires replacement and provide typical cost estimates for standard electrical components, including panelboards and feeders. The Arc Flash Study will be completed during schematic design and updated after completion of the final construction project in the facilities. Additionally, the exiting Arc Flash Study for City Hall will need to be updated after all construction activities have been completed.

Centennial II

Building Information: Centennial II was constructed in 1989 and is approximately 183,350 square feet. It is an office building located in downtown Cincinnati.

City Hall

Building Information: Cincinnati City Hall, located at 801 Plum Street, completed in 1893 by architect Samuel Hannaford. Today, City Hall serves as the central hub of municipal government, housing the offices of the Mayor, City Council, and City Manager and other internal departments.

1115 Bates Avenue Public Services Administration (Ground level)

Building Information: The Public Services Administration Building, constructed in 2012 and approximately 30,000 square feet across two floors. It functions as a central hub for coordinating and managing a wide range of public services to residents throughout Cincinnati.

SCOPE OF SERVICES/SPECIFICATIONS

Basic Relocation Scope

The attached Space Allocation Study shows the conceptual plan for relocations of staff per floor but not in order of phasing. The purpose is to summarize the square footage involved with the total project.

Centennial 2

1st Floor

Expand Administrative Hearings from 2,280 SF to 3,540 SF and add about 1,000 SF of conference space

2nd Floor

No work

3rd Floor

No work

4th Floor

Renovate about 1,800 SF for Building and Inspections Renovate about 6,500 SF for Fire Administration. It is anticipated this currently vacant space could be utilized as “swing space” for other phases.

5th Floor

Relocate 13 FTE to the fourth Floor Centennial 2 Relocate 3 FTE to City Hall Basement

Needs: More conference space, a larger office for a Deputy Director, (4) 9x9 cubes for Plan Examiners.

For FY26 (Fiscal Year) we need 2 offices for inspector division manager and HR-SMA, (3) 9x9 cubes for supervising inspectors, (1) 6x9 for an Admin Tech, 7 workstations for inspectors.

6th Floor

Income Tax: Existing:13,800 SF, Proposed:7,580 S and 31 FTE include 3 vacant FTE Law/ Real Estate: Existing: 4,300 SF and Proposed: 4,000 SF Law/ Prosecutors: Existing: 3,500 SF and Proposed: 7,000 SF

8th Floor

Recreation Commission (CRC): Existing: 20,800 SF and Proposed:16,900 SF, new cubicles throughout will be required.

Relocate Employee Health Services from the 1st floor

City Hall

Basement

Procurement/ Printing Services 4,800 SF and proposed 4,082 SF Building & Inspections/ Inspectors: 2,250 SF and proposed: 3,887 SF. Additon to increased office space for 2 Training Supervisors and an Administrative Tech to serve the Training Academy and Learning Space for 20-30.

1st Floor

Law/ Collections: Existing 743 SF and proposed 1,190 SF. Relocating Collections will allow for a front desk to serve the public and provide better security for staff.

Law/ Interns: Their existing area 0 and proposed 1,257 SF. Relocating the interns to a central area will alleviate crowding on the 2nd floor.

Additional Space: Existing: 700 SF.

Law/Real Estate: To relocate to Centennial 2.

2nd Floor

Law/ Overflow Space: 730 SF.

Law/ Conference Rooms: Existing space 650 SF (3rd floor City Hall) and proposed:1,700 SF.

Three new conference rooms dedicated to Law.

Law/ Collections: Relocating to City Hall 1st floor.

Law/ Prosecution to relocate Centennial 2 to the 6th floor.

3rd Floor

DOTE/ Traffic Engineering: Current 1,962 SF and DOTE have 167 workspaces combined between the 3rd and 4th floors of City Hall and 149 filled and vacant FTEs. This leaves approximately 18 available cubicles. Relocate DOTE to 4th floor and vacate this.

Renovation and expansion of the Council Offices in the south wing of City Hall.

Preliminary requirements listed below:

(8) Council Suites o (1) Council Office with Meeting Area 225-250 SF o (3) Aides Workstation @100 SF each 300 SF

Total: 525-550 SF

Vice-Mayor Suite o (1) Council Office with Meeting Area 225-250 SF o (3) Aides Workstation @100 SF each 300 SF

Total: 525-550 SF o Conference/ Common Room 700-800 SF o (2) Storage Rooms 375 SF o Storage 6,125 SF o Circulation 25%=1,531 o Total Usable Square Footage Required 7,656 SF o Total Usable Square Footage Available 8,370 SF

4th Floor

Transportation & Engineering: Relocate staff from the third floor of City Hall to the fourth floor (see attached Space Allocation Study for the proposed plan areas).Work will include new carpeting throughout and painting in office areas throughout.

There will be abatement work associated with City Hall. The floor tile in the basement contains asbestos and the walls in the third-floor storage area have peeling lead paint.

1115 Bates Avenue

Keep Cincinnati Beautiful currently occupies the first floor of the Public Services Administration Building. They are expected to move out at a later date, which will free up approximately 9,000 square feet of space.

Office of Environment & Sustainability: Currently have 3,677 sf at City Hall, 12 FTE, 10 FT Contractors, 2 Part time Interns and it is unclear how many of the Federal grant funded positions will remain.

Project Deliverables

For the scope of services, several discrete levels of design services are required as follows:

(1) Building Assessment - The attached space allocation study is provided as guidance for defining the scope of work and was presented and approved conceptually by the City Manager. Some of the scope has been expedited and will not be included in this RFP and has been marked as such. Each impacted floor must be assessed in accordance with the study, requiring comprehensive data collection and a detailed analysis of existing conditions. Department relocations in the space allocation study are subject to change in the direction of the city.

(2) Design consultants are expected to participate in multiple pre-design coordination meetings, as well as additional sessions with internal City personnel to ensure alignment and accuracy throughout this space allocation process.

(3) Schematic/Conceptual Design Plans – Development of design solutions and order of magnitude of costs, and development of alternatives as required but not anticipated at this point and finally a Schematic/Concept Plan. Design team will be asked to propose a phasing plan for work. Due to the size of the project and multiple sites it is anticipated that the total scope will need to be broken out into separate projects. Estimated costs for the proposed work.

(4) Design Development Plans – Based on approved Concept Plan, refinement of designs, selection of materials, analysis of sustainability and maintenance needs and functionality of plan, produce Design Development Plans and Cost Estimate.

(5) Construction Documents – Preparation of construction drawings, specifications, and Cost Estimate.

(6) Bidding Support & Construction Administration – Provision of services to include bidding assistance, submitting for permit, reviews of RFIs, attendance at construction meetings, review of submittals and construction observation.

Additional Scope - Arc Flash Study

(1) Provide electrical engineering services related to electrical safety in accordance with NEPA 70E, “Standard for Electrical safety in the Workplace”. Create an arc flash report for Centennial 2 and Public Services Administration for all three-phase electrical equipment and single-phase distribution panels.

Field work includes opening of live panels, disconnects, and control cabinets to document conditions, field verification and documentation of all overcurrent devices, wire sizes, raceways types/ lengths. Also include creation of basic single line diagrams to be used to run a short circuit/ equipment duty analysis/ calculation, coordination analysis, and arc flash analysis. This scope shall be completed during schematic design and will be used to address any hazards if discovered in project scope. After completion of all construction activities at these two locations, the Arc Flash studies will need to be updated. Include providing and applying arc flash labelling to existing electrical equipment. Coordinate with Duke Energy as necessary to perform the ARC Flash Study.

(2) Update the existing arc flash report for City Hall after all construction activities are completed. Include providing and applying arc flash labelling to existing electrical equipment.

(3) Update the newly created arc flash reports for Public Services Administration and Centennial 2 after all construction activities are completed. Include providing and applying arc flash labelling to existing electrical equipment.

Technology Upgrades

Roughly one million dollars will be allocated for technology upgrades throughout the building, although the scope is still being defined. The consultant will work with the City’s ETS Department to put together a proposed technology package for the project.

Total Project Budget

$13,000,000 for construction, design services, furnishings, and technology upgrades.

Schedule

Below is a preliminary schedule; however, the design consultant will be responsible for developing a detailed schematic phasing plan as well as a comprehensive schedule for this scope of work.

This includes providing phasing input to show how construction can proceed while parts of the facility remain operational, space planning to identify suitable temporary workspace areas (swing spaces) that meet square footage needs, code compliance, and functional requirements, and addressing safety and access considerations such as circulation routes, emergency egress, and ADA accessibility during construction phases. The consultant may also provide communication support by preparing diagrams or presentations to help the client communicate relocation plans to employees.

Phase Start Duration Meetings

Building Assessment May/July 2026 6 Months 6-8

Schematic Design 4 Months 6-8

Design Development 4 Months 4-6

Construction Documents 8 Months 6-8

Bidding/Permit 6 Months 2-3

Construction 48 Months Bi-Weekly

EVALUATION CRITERIA

Cost & Budget – 40%: Evaluation of the proposer’s fee proposal for completeness, reasonableness, and alignment with the scope of services. Consideration will also be given to the firm’s demonstrated ability to manage design efforts within the City’s overall project budget, including construction, furnishings, and technology upgrades, and to provide reliable cost estimates throughout each phase of design.

Technical Approach & Methodology – 20%: Evaluation of the proposer’s understanding of the City’s objectives and the complexity of the multi-facility space planning and relocation effort. This includes the proposed approach to building assessments, space utilization analysis, phased relocation planning, schematic and design development processes, coordination with City departments, and integration of electrical engineering services for the Arc Flash Study. Consideration will also be given to the firm’s approach to maintaining building operations during construction and addressing safety, accessibility, and code compliance.

Experience & Expertise – 20%: Evaluation of the firm’s experience providing comparable services for projects of similar scope, complexity, and scale. This includes demonstrated experience with municipal or government facilities, workplace space planning, interior renovations, multi-phase occupied building renovations, and electrical safety or arc flash studies. Relevant project examples and successful delivery of similar design and relocation programs will be considered.

Qualifications of Key Personnel Assigned to Project – 20%: Evaluation of the qualifications, professional credentials, and relevant experience of the proposed project team members. Emphasis will be placed on the experience of the project manager, interior designers, architects, engineers, and other key staff who will be responsible for space planning, relocation coordination, electrical engineering, and construction administration services. The City will also consider the team’s ability to collaborate with multiple departments and manage a project of this size and duration.

SUBCONTRACTING GOAL

The mandatory subcontracting inclusion goals for this RFP are 4.82% MBE and 4.82% WBE.

One of the factors the City uses to determine the most advantageous offer is whether an Offeror subcontracted the minimum percentage of its bid to qualified City-certified M/WBEs. Failure to meet or exceed the subcontracting participation level may cause a proposal to be rejected as non-responsive.

The “MBE/WBE Inclusion Packet” which includes the applicable forms to be completed and included with the proposal is available at the following webpage: https://www.cincinnati-oh.gov/sites/inclusion/assets/1%20- %20Full%20MBE-WBE%20Inclusion%20Packet-%20Fillable%2012_14_2022%20(1).pdf.

When on the aforementioned webpage, please click on the weblink called “MBE/WBE Inclusion Packet” to download and access the appropriate forms.

Offeror is responsible for verifying that each M/WBE to be used on a contract is certified by the DEI as of the proposal due date. The M/WBEs named must be certified to provide the services that they are listed to perform, and the services must be required as part of the work on this contract. A directory of certified M/WBEs is available online at https://cincinnati.diversitycompliance.com or at the offices of DEI.

TIMETABLE

Milestones for the process are: Date

1. Release of RFP 03/10/2026

2. Date of Pre-Submission meeting 03/24/2026

3. Deadline for written questions 03/30/2026

4. Submissions Due in Bonfire 04/08/2026

LATE SUBMISSIONS WILL NOT BE ACCEPTED

5. City initiates negotiations with preferred Offeror (approx.) TBD

MANDATORY PRE-SUBMISSION MEETING

The City Facilities Fleet Management Division will host a mandatory pre-submission meeting on March 24, 2026, at 1:00 PM ET until approximately 2:00 PM ET. The meeting location will be held at Centennial II, 805 Central Avenue, Cincinnati, OH 45202, and will begin in the first-floor lobby. Please RSVP to Jennifer.sherman@cincinnati-oh.gov if your firm plans to attend. Consultants that do not attend this meeting will not be eligible to submit a proposal on this work.

QUESTIONS CONCERNING THE RFP

All questions or requests for clarification must be submitted in writing no later than March 30, 2026, at 12:00 PM ET. Questions and clarification requests may be emailed to the buyer of record indicated on the cover page of this RFP, or submitted through the Bonfire portal at https://cincinnati-oh.bonfirehub.com/. If emailing, please reference “265X901123, Workspace Planning & Design Services” in the subject field of the message. Questions received after the designated period may not be considered. Any response made by the City will be provided in writing via Addendum.

Offerors are strictly prohibited from contacting any other City employees or any third-party representative of the City on any matter having to do with this RFP. All communications regarding this RFP must be made to the City’s contact person, or any other City representatives designated by the Chief Procurement Officer in writing.

PREVENTING UNFAIR COMPETITIVE ADVANTAGES

Fairness and transparency in the procurement process require that Offerors competing for a specific project do not derive a competitive advantage from having provided services related to the project/contract/work assignment in question. To that end, pursuant to Administrative Regulation No. 62 and the City’s RFP Manual, a firm, and each of its affiliates, hired to provide services for the preparation or implementation of a project shall be disqualified from any subsequent procurement solicitation to provide goods, works, or services resulting from or directly related to the firm’s services for such preparation or implementation, unless an exception is made by the City Manager in writing.

RFP SUBMISSIONS

The Offeror shall develop a written response to this RFP structured to comply with Section II of this RFP.

While each submission will be considered objectively, the city assumes no obligation to accept to take action on any submission. The City assumes no liability for any costs incurred in preparing or submitting any submission.

Responses to this RFP must be submitted through the City’s Bonfire portal at https://cincinnati-oh.bonfirehub.com/. Responses submitted by hard copy, mail, or e-mail will not be accepted.

Important notes:

Logging in and/or uploading your file(s) does not mean your response is submitted. Offerors must successfully upload all file(s) and must click the submit button before closing time.

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your response.

If a requested file is mandatory, you will not be able to complete your submission until the requirement is met.

Uploading large documents may take time, depending on the size of the file(s) and your internet connection speed.

Please note the type (doc, .pdf, etc.) and number of files (one only or multiple) allowed. The maximum file size for upload is 1,000 MB. Please do not embed any documents within your uploaded files as they will not be accessible or evaluated.

For technical questions or issues related to your submission, please contact Bonfire directly at support@gobonfire.com or 1 (800) 354-8010, ext. 2. The support team is available Monday-Friday, 8:00 a.m. – 8:00 p.m. ET. You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

Submissions can be withdrawn at any time until the deadline date, at which time submissions will be considered firm and become the property of the City and will not be returned. Offeror must login to Bonfire to withdraw their submission through the system. If resubmitting, Offeror is responsible for submitting prior to the closing time and receiving a new email confirmation receipt. By responding to this RFP, Offerors waive any challenge to the City’s decisions.

PUBLIC RECORDS REQUIREMENTS

By submitting this response, Offeror acknowledges that the City is governed by the Ohio Public Records Laws.

Notwithstanding any statement to the contrary, the City’s handling of any confidentiality obligations is subject to the limitations of this paragraph. Offeror’s submission may be subject to disclosure under the Ohio Public Records Laws. The City shall have no duty to defend the rights of Offeror or any of its agents or affiliates in any records requested to be disclosed. Confidential proprietary material must be clearly identified by the Offeror as "trade secret" and easily separable from the rest of the submission. The Offeror recognizes and agrees that the City is not responsible or liable in any way for any losses that the Offeror may suffer from the disclosure of information or materials to third parties.

Upon receipt of a public records request for which any document clearly marked by Offeror as “Trade Secret” is responsive, the City will notify Offeror of its intent to release records to the requestor. Offeror shall have a maximum of five (5) business days beginning with the date it receives notification to respond to the City by either accommodating the requestor or pursuing legal remedies to stop the City’s release of requested information.

Said notification shall relieve the City of any further obligation under any claim of Offeror or any of its agents or affiliates in any jurisdiction in connection with the disclosure of such records. Offeror and its agents and affiliates shall have the right to pursue legal and/or equitable remedies to stop or limit disclosure at their sole expense.

SELECTION PROCESS

Selection of a preferred Offeror(s) and subsequent award(s) of contract(s) will comply with City Administrative Regulation No. 23 and the Cincinnati Municipal Code (CMC). The City will award a contract(s) to the successful Offeror(s) considering the total requirements for this procurement and what is “Most Advantageous to the City” in accordance with CMC Chapter 321.

The City’s Selection Committee will review and evaluate all properly submitted proposals that are received on or before the deadline. The Selection Committee will submit its finding to the Chief Procurement Officer as to which proposal(s) is/are “Most Advantageous” to the City taking into consideration price and evaluation factors set forth below. The Chief Procurement Officer will review the Selection Committee’s findings and will then submit a recommendation to the City Manager who will make the award for the City pursuant to CMC Section 321-65.

The City reserves the right to ask for additional information and clarification from or about any or all of the Offerors. The City may require selected Offerors to make an oral presentation of their submission.

PROCESS FOR ENTERING INTO AGREEMENT

The Offeror(s) whose submission(s) is/are found to be the "Most Advantageous" to the City of Cincinnati will be offered the opportunity to negotiate with the intent to enter into an Agreement with the City. The scope, terms and conditions of that Agreement shall be in substantial conformance with the terms, conditions and specifications described in this RFP and with the proposal that is submitted by the Offeror(s) whose submission(s) is/are found to be the "Most Advantageous" to the City.

Offerors should be prepared to begin contract negotiations upon submitting. If the Offeror is not able to begin contract negotiations, the City may disqualify that Offeror.

The City reserves the right to negotiate the Agreement to include any portion or portions of the services described in this RFP. The City reserves the right to reject any and all responses in total or by components.

The City reserves the right to make one total award, one award for each section, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more submissions, the terms of any resultant agreement(s), and the determination of which, if any, submission(s) is/are Most Advantageous to the City, as a result of this RFP process.

ADDITIONAL INFORMATION

The City reserves the right to check all references furnished and consider responses received in determining the award.

The City reserves the right to perform investigations as may be deemed necessary by the City to assure that competent persons will be and are utilized in the performance of the Agreement and to verify the accuracy of the contents of proposals.

The City publishes information on the City of Cincinnati Internet web site at www.cincinnati-oh.gov, which includes the Cincinnati Municipal Code.

CONTRACTOR REGISTRATION

The Offeror awarded the contract shall be a registrant under Vendor Self Service (VSS) at time of award. Go to https://vss.cincinnati-oh.gov/vssprod/Advantage4 to register.

EQUAL EMPLOYMENT OPPORTUNITY

The Contractor shall be subject to the provisions of the City of Cincinnati Municipal Code Chapter 325, regarding Equal Employment Opportunity (EEO). The EEO Program requires the Contractor awarded the contract to complete and submit a DEI 147 form. The DEI 147 form is designed to provide an evaluation of the Contractor’s policies and practices relating to the extension of equal employment opportunity to all persons without regard to race, religion, color, sex, sexual orientation, gender identification, national or ethnic origin, age, handicap, or Vietnam military service.

Failure to comply with the City’s request for submission of the DEI 147 form within ten (10) days of the date of the request will be sufficient cause to reject the proposal due to the Contractor being nonresponsive.

AMERICANS WITH DISABILITIES ACT

The City of Cincinnati is committed to supporting the Americans with Disabilities Act. Please contact the City’s Office of Aging and Accessibility if you require any special accommodation.

OFFEROR’S COVENANT OF NON-DISCRIMINATION

Pursuant to the City of Cincinnati’s policy of non-discrimination, specifically in its purchasing and contracting practices and as a condition of contract award, we covenant, represent and warrant that:

We will not discriminate against small business enterprises on the basis of race, ethnicity, gender or disability in the process of contracting, subcontracting and purchasing;

We will use good faith efforts to promote opportunities for small business enterprises to participate in and compete for opportunities to the extent of their availability and capacity;

We will submit to ongoing monitoring by and submittal of reports to the City’s Department of Economic Inclusion;

We will submit to investigations and/or audits by the Department of Economic Inclusion in connection with routine monitoring or as a result of specific allegations of discrimination.

TAXPAYER IN GOOD STANDING

Offerors awarded a contract should be a Taxpayer in Good Standing with the City of Cincinnati. To verify your firm’s standing and receive a verification letter, contact the city’s Income Tax Division. The Taxpayer in Good Standing Request form can be found at https://docs.cincinnati-oh.gov/form/coc/TaxpayerGoodStanding. Please allow three (3) business days for processing after receipt of your request.

II. CONTENT AND FORM OF SUBMISSIONS

Proposals shall be clear, concise, and organized in the order outlined below. Proposals should demonstrate the proposer’s understanding of the City’s objectives and the ability to successfully perform the services described in this RFP. The City reserves the right to request additional information from proposers if necessary to clarify submissions.

Proposals shall include the following sections:

1. Cover Letter (1 Page Limit)

Provide a cover letter signed by an individual authorized to bind the firm contractually. The cover letter should include the firm’s name, address, telephone number, and email address, and briefly summarize the proposer’s interest in and qualifications for the project.

2. Firm Overview (2 Page Limit)

Provide a brief overview of the firm, including organizational structure, office location(s) that will support this project, years in business, and a description of the firm’s capabilities related to interior design, space planning, and electrical engineering services.

3. Technical Approach and Methodology (8 Page Limit)

Describe the proposer’s understanding of the project objectives and provide a detailed description of the proposed approach to completing the scope of services. The response should address, at a minimum:

Approach to building assessments and verification of existing conditions

Methodology for space planning and departmental relocation analysis

Approach to developing schematic and conceptual design alternatives

Proposed strategy for phasing construction while facilities remain operational

Coordination with City departments and stakeholders throughout the design process

Approach to the Arc Flash Study and electrical safety analysis

Coordination with the City’s technology staff regarding technology upgrades

Approach to cost estimating, schedule development, and project coordination

4. Experience and Expertise (6 Page Limit)

Provide descriptions of relevant projects completed by the firm that demonstrate experience with services similar in scope and complexity to those described in this RFP. Please limit this to five projects or less. Experience with municipal or government facilities, workplace space planning, phased renovations in occupied buildings, and electrical safety or arc flash studies should be highlighted.

For each project provided, include:

Project name and location

Client name and contact information

Description of services performed

Project size, scope, and construction value

Completion date

5. Qualifications of Key Personnel (4 Page Limit)

Identify the key personnel who will be assigned to this project and describe their roles and responsibilities.

Include resumes or summaries of qualifications that highlight relevant education, professional certifications, and experience on similar projects. The City is particularly interested in the qualifications of the proposed project manager and technical specialists responsible for interior design, architecture, engineering, and electrical safety analysis.

6. Project Management and Coordination (3 Page Limit)

Describe how the project team will manage communication, coordination, and scheduling throughout the project.

Include information regarding internal quality control procedures, coordination among consultants, and the firm’s ability to manage multiple phases and stakeholders over the anticipated project duration.

7. Cost Proposal (2 Page Limit)

Provide a detailed fee proposal for the services described in this RFP. The proposal should clearly identify the proposed fee structure and include a breakdown of costs by project phase, including but not limited to:

Building Assessment

Schematic Design

Design Development

Construction Documents

Bidding Support and Construction Administration

Arc Flash Study and associated electrical engineering services

The proposal should also identify any reimbursable expenses and provide hourly rates for key personnel that may be utilized for additional services if authorized by the City.

8. Exceptions

Offeror must include a statement indicating compliance with the Terms and Conditions presented in all sections of this RFP or any exceptions.

III. REQUIRED AND MISCELLANEOUS FORMS

Failure to submit all required forms may result in your submission being deemed non-responsive and not scored.

o ATTACHMENT 1 – Offeror Corporate and Contact Information o REQUIRED WITH SUBMISSION o Provided as an attachment in the Bonfire portal o ATTACHMENT 2 – Affidavit of Accuracy and Signature Page o Provided as an attachment in the Bonfire portal o ATTACHMENT 3 – Subcontracting Outreach Program o A copy of the form is available at the following webpage: “MBE/WBE Inclusion Packet” o ATTACHMENT 4 – Equal Employment Opportunity (EEO) Form (DEI147) o INFORMATIONAL USE ONLY o This will be required post-award and can be included in submission but is not required. A copy of the form is available at the following webpage: https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/

SECTION IV TO RFP 265X901123

CONTRACT TERMS AND CONDITIONS

SCOPE OF SERVICES

Contractor shall, in a satisfactory and proper manner as determined by the City Manager of the City, perform all the necessary services under this Agreement in connection with the purpose of the project as outlined by the <Department Name> in its Request for Proposals. Contractor shall perform the services as outlined in Exhibit A attached hereto and made a part hereof. Contractor warrants that the Services shall be performed in a good, timely, and professional manner by qualified staff and in accordance with generally accepted professional practices. The Contractor further warrants that the design and recommended solution are workable and capable of meeting the objective and purpose of the project as described in this Agreement.

METHOD OF PAYMENT

A. Method of Payment. Any payments from the City specified in this Agreement, including any periodic installment payments, will be contingent upon performance of contractual obligations to date and the submission by Contractor of an original, detailed invoice on company letterhead specifying that the required services have been performed, accompanied by receipts, invoices, reports, statements, or any other supporting information as required by the City to document entitlement to payment. Failure to satisfactorily meet any one of the Agreement obligations by Contractor may result in the City not approving periodic payments to Contractor and/or filing liens as may be necessary against Contractor's assets or future assets until Contractor satisfactorily fulfills its obligations under the Agreement or satisfactorily reimburses the City for any prior payments.

B. Prompt Payment System. This Agreement is subject to, and Contractor shall comply with, the provisions of Chapter 319 of the Cincinnati Municipal Code that provide for a Prompt Payment System.

SUBCONTRACTS, SUCCESSORS, AND ASSIGNS

A. Subcontracts. Contractor agrees that none of the work or services covered by this Agreement, except as otherwise expressly authorized herein, shall be subcontracted without the prior written approval of the City. Forms to request approval for the use of subcontractors are available for download at:

https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/ and must be submitted and approved before subcontractors are authorized to begin work. The City has no obligation to pay Contractor for any work or services performed by a subcontractor prior to the City’s written approval of that subcontractor. In the event Contractor employs a subcontractor without first securing the required approval of the subcontractor by the City, the City shall have the right to stop payment to Contractor or to withhold any monies due Contractor until the subcontractor is approved. Any work or services subcontracted hereunder shall be specified by written contract or agreement and shall be subject to each provision of this Agreement.

B. Use of Debarred Subcontractors Prohibited. The City maintains a list of Vendors Debarred from

Contracting or Subcontracting with the City, which may be accessed at: http://www.cincinnati-oh.gov/purchasing or may be furnished in other form upon request. The City will not contract with any firm or person on the list. It is Contractor’s responsibility to verify that each subcontractor it proposes to use is an eligible firm or person. The City will not approve a subcontractor whose name appears on the list. The City shall neither accept nor be liable for any increase in costs, or other expenses, delay, loss, or subsequent ineligibility to contract with the City incurred by a contractor as a result of the City rejecting any proposed person, firm, partner, principal, affiliate, subcontractor or supplier that is debarred or suspended after the submission of a bid, proposal, or other communication leading to a contract, but before the approval or award of the contract.

C. Assignment. Contractor shall not assign or transfer Contractor's interest in this Agreement without the prior written consent of the City.

COMPLIANCE WITH LAWS, REGULATIONS, AND PROGRAMS

A. Generally. Contractor, in the performance of services under this Agreement, shall comply with all applicable statutes, ordinances, regulations, and rules of the federal government, the State of Ohio, the County of Hamilton, and the City of Cincinnati, including COVID-19 policies currently in effect and as amended from time-to-time during the initial term and any renewal terms of this Agreement.

B. Equal Employment Opportunity Program. This Agreement is subject to, and Contractor shall comply with, the City’s Equal Employment Opportunity Program contained in Chapter 325 of the Cincinnati Municipal Code. Said chapter is hereby incorporated by reference into this Agreement.

C. Minority and Women Business Enterprise Programs

1. This Agreement is subject to, and Contractor shall comply with, the provisions of the Minority and Women Business Enterprise Program contained in Chapter 324 of the Cincinnati Municipal Code.

Section 324-99 of the Cincinnati Municipal Code is hereby incorporated into this Agreement.

2. Details concerning this program can be obtained from the Department of Economic Inclusion, Two Centennial Plaza, 805 Central Avenue, Suite 610, Cincinnati, Ohio 45202, (513) 352-3144.

3. This Agreement is subject to mandatory participation goals for Minority Business Enterprises (MBEs) and for Women Business Enterprises (WBEs), which Contractor shall meet by subcontracting <DEI- Determined MBE % Proposed by Contractor> of the total contract amount to MBEs certified by the City who will be performing a commercially useful function under this Agreement (the “MBE goal”) and < DEI-Determined WBE % Proposed by Contractor> of the total contract amount to WBEs certified by the City who will be performing a commercially useful function under this Agreement (the “WBE goal”), as specifically set forth in the Form 2003 submitted with the proposal and approved by the Department of Economic Inclusion. A copy of the Form 2003 is attached hereto as Exhibit C.

The MBE goal and the WBE goal (collectively, the “contract participation goals”) established herein apply to the initial contract amount, to any alternates, and to all subsequent amendments, supplements, extra work orders, change orders or other modifications that, either individually or in the aggregate, increase the dollar value of the contract by 10% or more.

4. A list of certified firms may be obtained from searching the City’s Certified Directory, a link to which is included on the Department of Economic Inclusion’s webpage (https://www.cincinnati-oh.gov/inclusion/). Contractor may refer firms interested in consideration for certification eligibility to the on-line application at:

(https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID =7672).

5. If Contractor is unable to meet the established contract participation goals for this Agreement through the use of the MBEs and WBEs specified in the Form 2003 submitted with its response to the Request for Proposals, Contractor must seek a qualified and certified substitute MBE and/or WBE to fulfill those contract participation goals.

6. The City, through the Director of Economic Inclusion, must approve in advance and in writing any MBE or WBE substitution. If, after making good faith efforts as defined by the rules and regulations for Chapter 324 of the Cincinnati Municipal Code, Contractor is unable to find one or more qualified and certified substitutes capable of performing work under this Agreement, Contractor must request a post-award waiver or reduction of the contract participation goals for this Agreement as provided in section 324-23 of the Cincinnati Municipal Code.

7. The failure to comply with the contract participation goals is a material breach of this Agreement unless a request for a post-award waiver or reduction of the contract participation goals has been submitted by Contractor and approved by the Director of Economic Inclusion.

8. A business that is certified both as an MBE and as a WBE may be counted either toward the MBE goal or toward the WBE goal, but not toward both, and it may not be allocated partially toward each.

9. If Contractor hires or engages another party who then subcontracts work under this Agreement, Contractor agrees to include in its contract with such party a requirement that said party take the affirmative steps required by the Rules and Regulations adopted under Chapter 324 when advertising and awarding such subcontracts.

D. Subcontracting Reporting

1. Prior to commencement of work or services under this Agreement, Contractor shall provide to the

City, through the Department of Economic Inclusion, a subcontractor approval request (Form 2004) or professional services subcontractor approval form, as determined by the Department of Economic Inclusion, for each subcontractor Contractor proposes to utilize, providing information as to owners, dollar value of the contract or subcontract, and other information that may be deemed necessary by the City Manager. The form can be obtained from the Department of Economic Inclusion website at https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/.

2. If Contractor subcontracts any work under this Agreement as provided herein, Contractor shall report, not later than the 15th of each month, all payments made to subcontractors during the immediately preceding month through the City’s online reporting site, generally referred to as VCCS, or any successor site or system the City uses for this purpose. Prior to utilizing any subcontractors, Contractor shall contact the Department of Economic Inclusion to obtain instructions, the proper internet link, login information, and password to access the site and set up the necessary reports.

3. Contractor periodically must document its best efforts and affirmative steps to meet the contract participation goals set forth in this Agreement, by providing notarized affidavits executed in a form acceptable to the City, submitted upon the written request of the City. The City may review records and documentation relevant to the affidavits. If affidavits are found to contain false statements, the City may prosecute Contractor pursuant to Section 2921.12 of the Ohio Revised Code.

4. If Contractor does not purchase supplies or enter into subcontracts for the performance of services or construction of improvements under the contract, the subcontracting reporting requirements of this section do not apply.

E. Use of Nonfranchised Commercial Waste Haulers Prohibited. The City requires that persons providing commercial waste collection services (as that term is defined under Cincinnati Municipal Code Chapter 730) within the City obtain a franchise, and the City maintains a list of franchised commercial waste haulers. If the services provided by Contractor include construction or demolition or the services are related to waste collection, Contractor is prohibited from using or hiring a nonfranchised commercial waste hauler to provide commercial waste collection services in connection with the performance of this Agreement, and Contractor is responsible for ensuring that any commercial waste collection services provided in connection with the performance of this

Agreement are provided by a franchised commercial waste hauler. Questions related to the use of commercial waste franchisees can be directed to, and a list of current franchisees can be obtained from, the City’s Office of Environment & Sustainability by calling (513) 352-3200.

F. Living Wage Provisions.

1. This Agreement may subject to, and in such case Contractor shall comply with, the Living Wage provisions found in Chapter 317 of the Cincinnati Municipal Code. The provisions require that, unless specific exemptions apply or a waiver is granted, all employers (as defined) under service contracts with the City shall pay a minimum wage to employees (as defined) of $19.27 per hour for full-time employees (as defined), $15.05 per hour for part-time employees (as defined) provided with health benefits (as defined) by their employer, or $16.99 per hour for part-time (as defined) who are not provided health insurance (as defined) by their employer. Such rate shall be adjusted annually pursuant to the terms of the Municipal Code.

2. The requirements of this provision apply to Contractor as well as any subcontractors performing services under this Agreement. Language indicating the subcontractors’ agreement to comply with this provision shall be included in the contracts between Contractor and its subcontractors. A copy of such subcontracts or other such agreements shall be submitted to the City.

3. Under the Living Wage provisions, the City shall have the authority, under appropriate circumstances, to terminate this Agreement and to seek other remedies.

G. Wage Enforcement.

1. If Contractor is providing services valued in excess of $25,000 and related to construction or real estate development, this Agreement is subject to the Wage Enforcement provisions of the Cincinnati Municipal Code. These provisions require that any person who has an agreement (as defined in section 326-2-A2 of the Cincinnati Municipal Code) with the City or with a contractor or subcontractor of a person who has an agreement with the City shall report all complaints or adverse determinations of Wage Theft and Payroll Fraud (as defined in Chapter 326 of the Cincinnati Municipal Code) against the person, contractor, or subcontractors to the Department of Economic Inclusion within 30 days of notification of the complaint or adverse determination.

2. Contractor is required to include provisions in solicitations and contracts regarding a development site that all employers, contractors or subcontractors performing or proposing to perform work on a development site provide an initial sworn and notarized “Affidavit Regarding Wage Theft and Payroll Fraud” on a form prescribed by the City Manager or the City Manager’s designee and, within 30 days of an adverse determination or complaint of wage theft or payroll fraud, shall provide an “Amended Affidavit Regarding Wage Theft and Payroll Fraud” on a form prescribed by the City Manager or the City Manager’s designee.

3. Contractor is required to authorize, and does hereby specifically authorize, any local, state or federal agency, court, administrative body, or other entity investigating a complaint of Wage Theft or Payroll Fraud against the person (collectively “investigative bodies”) to release to the City’s Department of Economic Inclusion any and all evidence, findings, complaints, and determinations associated with the allegations of Wage Theft or Payroll Fraud upon the request of the City and further authorizes such investigative bodies to keep the City advised regarding the status of the investigation and ultimate determination. If the investigative bodies require the person, contractor, or subcontractor to provide additional authorization on a prescribed form or in another manner, the person, contractor, or subcontractor shall be required to provide such additional authorization within 14 days of a request by the City.

4. Contractor shall include in its contracts with all subcontractors language that requires the subcontractors to provide the authorizations set forth in section 5.G.3. above and further requires each subcontractor to include in its contracts with other subcontractors those same obligations for each subcontractor and each lower tier subcontractor.

5. Contractor shall post a conspicuous notice on the development site throughout the entire period work is being performed pursuant to this Agreement indicating that the work being performed is subject to Cincinnati Municipal Code Chapter 326, Wage Enforcement, as administered by the City of Cincinnati Department of Economic Inclusion.