3-RFP255X901089 Parks Facilities Rental Event Management Services.pdf

Request For Proposals

Parks Facilities Rental & Event Management Services

255X901089

ISSUE DATE: January 7, 2026

Due on or before 3:00 PM ET on February 25, 2026

BUYER OF RECORD: Margaret Allen-Elkanick; Margaret.Elkanick@cincinnati-oh.gov

COMMODITY CODE(S): 96100: Miscellaneous Professional Services

95815: Building and Facilities Management Services

REQUESTING AGENCY: Cincinnati Park Board

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 mailto:Margaret.Elkanick@cincinnati-oh.gov https://cincinnati-oh.bonfirehub.com/

Table of Contents

I. REQUEST – Pages 2-10

II. CONTENT AND FORM OF SUBMISSIONS – Pages 11-13

III. REQUIRED & MISCELLANEOUS FORMS – Page 14

IV. CONTRACT TERMS AND CONDITIONS – Pages 15-24

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 facility rental and event management services, including marketing and reservations, at event facilities owned by the Cincinnati Park Board (hereinafter referred as “Parks”).

GENERAL BACKGROUND AND INFORMATION

Parks operates and maintains over 100 world-class parks, green spaces, gardens, and facilities as part of a nationally recognized city-wide system comprising more than 5,000 acres. Nine of Parks’ facilities are available as private event spaces (hereinafter "Managed Facilities”). The Managed Facilities are special spaces for private events because of their unique beauty, historical status, architectural design, and location within beautiful public parks. They are in high demand as rental facilities for events, ranging from wedding receptions and ceremonies;

corporate, non-profit, and social group events; and wine and bourbon tastings, among many others.

The Managed Facilities are:

• Ault Park Pavilion;

• Alms Park Pavilion;

• Mt. Echo Park Pavilion;

• Theodore M. Berry International Friendship Park Pavilion;

• The French House;

• The Gibson House;

• Krohn Conservatory;

• Oak Ridge Lodge; and

• Maple Ridge Lodge.

The City and Parks are seeking a firm to manage all aspects of marketing, planning, scheduling, accepting reservations, and managing events at these Managed Facilities.

Parks’ primary goal of renting the Managed Facilities is to showcase Cincinnati’s nationally recognized parks by giving individuals and local organizations the opportunity to host first class events in those spaces. Thereby creating lasting memories and fostering a deeper love and appreciation for our natural world. The successful Offeror will achieve this goal by ensuring that renters of the Managed Facilities have an exceptional experience hosting their event in City Parks. Finally, the Successful Offeror will accomplish these goals in an equitable, competitive, and financially responsible manner, maximizing reservations and rentals to drive revenue to support Parks operations.

SCOPE OF SERVICES/SPECIFICATIONS

In this document, “Client” shall refer to those entities who are reserving one of the Managed Facilities for an event. “Manager” shall refer to the successful Offeror whose proposal is determined to be most advantageous to Parks and to whom a contract has been awarded.

The successful Offeror shall provide all day-to-day services (hereinafter “Services”) necessary to deliver an efficient, superior quality facility rental and all event management services for Parks’ Managed Facilities. The successful Offeror will always provide such Services in the public interest and in accordance with the highest professional and ethical standards. The successful Offeror will work closely with Parks staff to achieve Parks’ operational goals for the Managed Facilities. Such Services shall include but are not limited to items outlined below.

• Facility Rental Services o The Manager shall be responsible for all activities related to renting the Managed Facilities for private or public events, including marketing, client meetings, reservations, coordinating vendors, accepting deposits and payments, managing schedules, and other needed activities. The Manager shall work to maximize the number of events in the Managed Facilities to showcase Cincinnati parks and drive revenue to support Parks operations.

• Facility Marketing o The Manager shall annually develop a business and marketing plan for the rental of the Managed

Facilities to be approved by Parks. The business and marketing plan for the Managed Facilities should include at minimum a website, digital marketing strategy, industry marketing strategy (such as presenting at bridal shows and other industry events), and other strategies as necessary to achieve goals. All marketing materials/promotions by the Manager will be subject to Parks review and approval before publication or airing.

• Reservation Services to Clients o The Manager shall provide all services necessary for clients to reserve the Managed Facilities for events. This shall include software systems and services used to receive and process all reservations for the rental of the Managed Facilities. Basic customer services include maintaining a catalog of facilities; showing facilities; client consultations; bookings by phone, online, or in person; preparing client rental agreements; coordinating reservation data to Parks; and maintaining pertinent records. The Manager shall develop a standard client rental agreement to be approved by Parks.

• Reservation Payments, Accounting, and Records o The Manager shall be responsible for managing all deposits and payments for rentals and event services provided to the clients. The Manager shall provide a detailed proposal for the most advantageous and seamless method of recording and managing reservations, including communicating reservations to Parks, payment schedules, event expense accounting, and record keeping.

o All deposits and payments from Clients will be made to Parks.

• Event Management Services o The Manager shall be responsible for all on-site activities related to the management of private or public events hosted at the Managed Facilities, including facility openings/lockup, event set-up/breakdown, vendor coordination, facility attendants, and other services per the terms specified in client's rental agreement.

o The Manager can propose a plan that involves a subcontractor completing this work.

o The Manager shall provide semi-annual reports to the City of Cincinnati Department of Economic Inclusion detailing MBE, WBE, and SBE utilization and spend. This report shall include total spend, percentage participation, and compliance with the established inclusion goals. The contractor is responsible for maintaining accurate records to support the report's findings.

• Preferred Services (catering, rental of tents, tables & chairs, etc.)

o The Manager may provide fee-based services to clients such as catering and equipment rental.

Fee-based services can be provided either by the Operator or by a subcontractor.

o The fee-based services to be provided by subcontractors could include but are not limited to catering; rentals of tents, tables, chairs, linens, glassware; decorating; entertainment; limousine services; valet parking; and other services as may be requested by Clients.

o Parks reserves the right to review and approve the selection process and terms of subcontracts developed with optional service providers. The Manager shall enforce all terms of subcontractor agreements and collect and process all service fees.

o Pursuant to the State of Ohio’s F8 liquor license requirements, 51% of alcohol sales revenues must go to Parks as the liquor license holder, 49% of alcohol sales revenue is available to the Manager.

• Facility Premises, Cleaning, and Maintenance o The Manager will accept the facility premises in their present operating condition, in basic good repair and operating order. The Manager will be responsible for cleaning all facilities after every rental, inside and outside, within 24 hours or before the next scheduled use, whichever is sooner.

The Manager may subcontract for this work.

o The Manager will provide immediate notification to Parks of routine maintenance, damage, or other repair needs of each facility. The Parks and Manager will inspect the facilities annually and develop a plan regarding maintenance/improvements that may enhance customer experience and rental revenue.

o Parks will maintain plantings, landscapes, trails and walkways around the premises of rental facilities and in reserved areas as budget permits.

• Rules and Regulations o The Manager will assume responsibility for enforcing usage rules and regulations at Managed

Facility per the limits of authority as determined by the Parks. The Manager will coordinate with Parks and with other City agencies such as Health, Fire, Police, and Public Services to ensure that all City policies and regulations are being followed with regard to the rental of facilities.

o The Contractor shall retain all financial and administration records for a period of three years after the expiration or termination of this Agreement and shall permit the City or any of its representatives or auditors access to such records.

• Use of Facilities by Parks and/or Manager o Parks reserves the right to use the Managed Facilities at no cost.

o Parks assumes all event management responsibilities (including set up, attendants, cleaning) for such Parks uses unless specific arrangements are made for the Manager to provide event services.

• Fee Structure and Revenue Sharing Plan o The Manager must propose a fee structure and revenue sharing plan for the rental and event management of the Managed Facilities. The current fee structure is included in Exhibit A.

o In accordance with Ohio Law, Parks must receive 51% of liquor sales as the liquor license holder.

o The proposed fee structure and revenue sharing plan should be competitive within the industry with the goal of maximizing rentals to drive revenue to support Parks operations.

o All payments by clients must be deposited with Parks. The Manager shall invoice Parks for their portion of the revenue. Parks and the Manager can negotiate the schedule and timing of the invoices; however, the proposed fee structure and revenue sharing plan should provide a clear plan to include AT MINIMUM the following components:

▪ Payment schedules

▪ Invoice procedures

▪ Method for payment of all charges from client to Parks

▪ Method for payment of all subcontractors and third parties

▪ Preferred method of payment to Offeror

• Transition Plan o The Manager shall propose a transition plan for all existing reserved rental events that have been· booked in advance of the Operator assuming management of events. Specifically, upon execution of an operating agreement resulting from this request for proposals, the Manager agrees to assume the rental, reservation, and event management services for all Managed Facilities events that were booked by the previous manager prior to contract execution. Parks will make available to the Manager all reservation records for the advance bookings, including payment, vendor arrangements, and detailed client information from the previous manager, prior to the commencement of contract.

TERM

The resulting contract will have an initial term of five (5) years, with up to three (3) optional, 2 – year renewal terms.

EVALUATION CRITERIA

• Experience with Similar Facility Rental and Event Management Projects – 20 Points: References, Other Held Contracts, etc.

• Operational Management Plan – 20 Points: Approach, Staffing, etc.

• Business and Marketing Plan – 20 Points: Approach, Method, Samples, etc.

• Financial Proposal – 20 Points: Fees Structure, Revenue Share, etc.

• Economic Inclusion – 10 Points: Offeror is a City of Cincinnati Department of Economic Inclusion Certified M/W/SBE or is partnered with a M/W/SBE certified by the City of Cincinnati Department of Economic Inclusion or other recognized certifying agency.

• Other Benefits to the City – 10 Points

SUBCONTRACTING GOAL

The MBE subcontracting goal for this RFP is 5.0%. The WBE subcontracting goal for this RFP is 2.0% 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/inclusion/forms/bid-proposal-forms/. 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.

https://www.cincinnati-oh.gov/inclusion/forms/bid-proposal-forms/ https://cincinnati.diversitycompliance.com/

TIMETABLE

Milestones for the process are: Date

1. Release of RFP 01/07/2026

2. Date of Teams Pre-Submission meeting 01/21/2026

3. Date of In-Person Pre-Submission meeting 02/10/2026

4. Deadline for written questions 02/13/2026

5. Submissions Due in Bonfire 02/25/2026

LATE SUBMISSIONS WILL NOT BE ACCEPTED

6. City initiates negotiations with preferred Offeror (approx.) 05/2026

PRE-SUBMISSION MEETING

The City will hold two (2) non-mandatory pre-submission meetings.

➢ The first will be held Wednesday January 21, 2026 at 11:00 AM - 12:00 PM EST via Teams at the link below:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 287 212 706 068 32 Passcode: jC3UY6z4

Dial in by phone +1 513-666-2177,,576371348# United States, Cincinnati Find a local number Phone conference ID: 576 371 348# For organizers: Meeting options | Reset dial-in PIN

➢ The second will be held In-Person Tuesday February 10, 2026 at 11:00 AM – 12:00 PM EST at the address listed below:

Parks Administration Building, 950 Eden Park Drive, Cincinnati, OH 45202

QUESTIONS CONCERNING THE RFP

All questions or requests for clarification must be submitted in writing no later than February 13, 2026, at 11:00 am 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 “RFP255X901089: Parks Facilities Rental & Event Management 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 representatives 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 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmM2NDEzMTYtZjhjNi00NTVkLThjNmQtOTY1NzEyMTgzYTA0%40thread.v2/0?context=%7b%22Tid%22%3a%226f55bfd1-3669-41fd-a0e3-c98d56adb39f%22%2c%22Oid%22%3a%22cefdf8b6-9ebc-4d24-a91e-77989d2c8b5f%22%7d tel:+15136662177,,576371348 https://dialin.teams.microsoft.com/9d03d963-8094-4dfc-ae86-c676fa6cddab?id=576371348 https://teams.microsoft.com/meetingOptions/?organizerId=cefdf8b6-9ebc-4d24-a91e-77989d2c8b5f&tenantId=6f55bfd1-3669-41fd-a0e3-c98d56adb39f&threadId=19_meeting_MmM2NDEzMTYtZjhjNi00NTVkLThjNmQtOTY1NzEyMTgzYTA0@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing 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 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.

mailto:support@gobonfire.com https://bonfirehub.zendesk.com/hc

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 http://www.cincinnati-oh.gov/ https://vss.cincinnati-oh.gov/vssprod/Advantage4 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.

CONTRACTOR’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.

ADMINISTRATIVE FEES

The successful bidder will remit to the City an administrative fee in the amount of one percent (1%) of the total sales from this contract. The City will bill an amount equal to one percent (1%) of all expenditures paid to the contractor each quarter. Payment will be due no later than forty five (45) days after the invoice is sent to the contractor by the City.

Pricing submitted with this bid/proposal shall include the City’s administrative fee and may not be added as a line item on any invoice.

TAXPAYER IN GOOD STANDING

Vendors 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.

https://docs.cincinnati-oh.gov/form/coc/TaxpayerGoodStanding

Section II – Content and Form of Submissions

Offerors should submit proposals which clearly and completely describe the Offeror’s plan to provide facility rental and event management services for the Parks Managed Facilities, including marketing, reservation services, payment collection, and all other activity necessary to achieve Parks goals and objectives.

The proposal must be signed by a person who has legal authority to contractually bind the Offeror.

The proposal shall include, but is not limited to, the following, which must be presented in the following order, and is not to exceed fifty (50) pages.

1. Contact Information: Offeror's current name, former names (if applicable), business address, telephone number, e-mail address, and primary contact, including the business resumes of all senior officers, partners, and for the management personnel who will be assigned to this contract.

2. Summary of Proposal Submission: Description of the Offeror's overall organization, including:

• General background on the Offeror and its organizational structure.

• The Offeror’s philosophy and approach to providing first class facility rental and event management services.

• The executive leadership of Offeror.

3. Experience: Provide at least three (3) references of other similar facility rental and event management services contracts which your organization has held. Include name, phone number, and email address for each reference.

4. Operations Plan: to include, but not be limited to:

a. Narrative Overview: Include a detailed narrative to describe, in simple terms, the Offeror’s operational plan to include:

i. Working with clients to reserve and plan their event.

ii. Manage the set-up, execution, and clean-up of the event.

b. Reservation and Scheduling Plan: Provide a detailed description of the method of communicating and coordinating scheduled events with Parks staff. Please include a plan for managing cancellations and defaults by Clients and subcontractors.

c. Fee-Based Services Plan: Provide a plan for providing event components such as catering; rentals of tents, tables, chairs, linens, glassware; decorating; entertainment; limousine services; valet parking, and other services as requested by Clients.

d. Timeline Example: Provide detailed timeline of a typical corporate event or wedding, from reservation to final invoice.

e. Subcontracting Plan: Provide detailed plan for working with subcontractors, to include caterers, cleaning personnel, DJs, etc. If your firm has a list of preferred subcontractors, submit that list along with your proposal and include contact information for all subcontractor firms. Include process for vetting subcontractors for all required state and local licenses and certifications (e.g. ServSafe, Health Department inspections).

f. Cleaning and Sanitation: Provide a detailed plan for cleaning Managed Facility after an event.

5. Business and Marketing Plan: to include, but not be limited to:

a. Narrative Overview: Include a detailed narrative to describe in simple terms the Offeror’s approach to the Business and Marketing Plan for the facilities rental and event management services to maximize rentals and drive revenue to support Parks’ operations.

b. Advertising and Marketing: Method of advertising and marketing facilities.

c. Marketing Samples: Provide samples of marketing materials (print, electronic, website link, etc.)

6. Financial Proposal:

a. Fee Structure: Provide proposal for fee structure revenue sharing plan in a clear manner that maximizes rentals while driving revenue to support Parks operations. The proposed fee structure and revenue sharing plan should provide a clear plan to include AT MINIMUM the following components:

i. Payment schedules

ii. Invoice procedures

iii. Method for payment of all charges from client to Parks

iv. Method for payment of all subcontractors and third parties

v. Preferred method of payment to Offeror

b. Payment Process: Provide proposal for the payment process for all Client payments from initial

Client reservation to final invoice.

7. Offeror's Financial Information: Provide a copy of the Offeror’s audited or reviewed annual financial statements, the notes to the financial statements, and the related audit or review report for each of the last three fiscal years, including:

a. Corporate/partnership federal income tax return for the last completed fiscal year.

b. Credit report (i.e. Dun & Bradstreet report).

c. Credit history letter(s) from financial institution(s).

d. Most recent quarterly financial statement.

e. List of any significant litigation in the last five years in which the Offeror was a defendant, include a statement about the nature of each lawsuit and its outcome.

8. Accounting System: Each proposal must include a description of the Offeror’s accounting system. The Offeror must submit sample records illustrating the capabilities of the Offeror’s accounting system, including sample reports.

9. Inclusion Plan: Description of commitment to the Small Business Enterprise Program and Minority and

Women Business Enterprise Program based on portions of work to be performed by City certified firms.

The successful Offeror may choose to subcontract portions of the services to be performed. In this section, The Offeror must outline its approach to identifying, subcontracting, or procuring services or goods from firms certified by the City of Cincinnati’s Department of Economic Inclusion as Minority Business

Enterprises (MBEs), Women Business Enterprises (WBEs), or Small Business Enterprises (SBEs). The following points must be addressed:

a. Commitment to City-Certified Firms: Provide a narrative description of your commitment to maximizing participation from City of Cincinnati certified SBE, MBE, and WBE firms in your operations.

b. Inclusion Goals: Clearly describe your experience with meeting or exceeding the City’s mandatory

MBE/WBE inclusion goal as well as your experience with similar inclusion programs from other organizations.

c. Certifications from Other Agencies: Include a narrative and/or proof of certification for the Offeror and any identified subcontractors as an SBE, MBE, WBE, veteran-owned business enterprise, or disadvantaged business enterprise by any recognized certifying agency. While the City of Cincinnati certification is required for meeting the City’s inclusion goals and completing the City’s inclusion packets, certifications from other recognized agencies may still be considered in the evaluation process.

d. Ownership and Workforce Diversity: Provide a narrative detailing the diversity of the ownership and/or workforce of your company and any identified subcontractors.

e. City-Certified Firms for Inclusion Goals: When completing the MBE/WBE Inclusion Packets, only firms certified by the City of Cincinnati should be identified to meet the City’s inclusion goals. MBE and WBE participation is mandatory.

10. Exceptions: The proposal shall include a statement indicating compliance with the Terms and Conditions presented in Section IV of this RFP or a statement indicating any exceptions thereto subject to negotiations.

11. ALL REQUIRED FORMS AS LISTED IN SECTION III OF THIS RFP (REQUIRED AND

MISCELLANEOUS FORMS).

SECTION III – REQUIRED FORMS

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

• ATTACHMENT 1 – Offeror Corporate and Contact Information o REQUIRED WITH SUBMISSION

• ATTACHMENT 2 – Affidavit of Accuracy and Signature Page

• ATTACHMENT 3 – Subcontracting Outreach Program o 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/inclusion/forms/bid-proposal-forms/. When on the aforementioned webpage, please click on the weblink called “MBE/WBE Inclusion Packet” to download and access the appropriate forms.

o For the purposes of completing this form, Offerors should use $400,000.00 as the estimated value of the contract.

• ATTACHMENT 4 – Equal Employment Opportunity (EEO) Form (DEI147) o INFORMATIONAL USE ONLY.

o The successful Offeror will be required to complete this form before contract execution.

o A copy of the form is available at the following webpage: https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/.

• ATTACHMENT 6 – Living Wage Affidavit o INFORMATIONAL USE ONLY o The successful Offeror may be required to complete this Affidavit at contract execution.

o A copy of the form is available at the following webpage: https://www.cincinnati-oh.gov/inclusion/forms/living-wage-forms/

• ATTACHMENT 5 – Exhibit A o INFORMATIONAL USE ONLY o Current fee structure.

https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/ https://www.cincinnati-oh.gov/inclusion/forms/equal-employment-opportunity-forms/ https://www.cincinnati-oh.gov/inclusion/forms/living-wage-forms/ https://www.cincinnati-oh.gov/inclusion/forms/living-wage-forms/

SECTION IV TO RFP 255X901089

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 https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/ http://www.cincinnati-oh.gov/purchasing http://www.cincinnati-oh.gov/purchasing 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 https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID=7672 https://cincinnati.diversitycompliance.com/FrontEnd/StartCertification.asp?TN=cincinnati&XID=7672

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.

C. 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.

D. 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 https://www.cincinnati-oh.gov/inclusion/forms/subcontractor-utilization-forms-for-post-award-use/

(513) 352-3200.

E. 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 $19.84 per hour for full-time employees (as defined), $15.49 per hour for part-time employees (as defined) provided with health benefits (as defined) by their employer, or $17.49 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.

F. 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…