4-265X901124 MODERNIZATION OF THE CITY HALL FREIGHT LINN RFP.pdf

Request For Proposals

MODERNIZATION OF THE CITY HALL FREIGHT & LINN

STREET PASSENGER ELEVATORS

265X901124

ISSUE DATE: January 28, 2026

Due on or before 12:00 PM ET on February 18, 2026

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

COMMODITY CODE(S): 92500 – Engineering Services

91013 – Elevator Installation, Maintenance, Repair and Inspection 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 & FORM OF SUBMISSIONS – Page 10

III. REQUIRED & MISCELLANEOUS FORMS – Page 11 lV. EXHIBIT A – CONDITION ASSESSMENT REPORT BY RE WARNER –

V. EXHIBIT B – DBIA CONTRACT DOCUMENT – Page 37

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 Build services to fully assess the existing conditions of three (3) elevators and provide complete architectural, engineering, and construction services to modernize the elevators.

GENERAL BACKGROUND AND INFORMATION

The City of Cincinnati’s City Facility Management (CFM) provides services through architecture, project management, and maintenance of city-owned buildings. CFM is soliciting a Request for Proposals (RFP) to award a Design Build contract for the modernization of two passenger elevators and one freight elevator using the RFP process with the intent to award this as a Design-Build project. A condition assessment report can be found in Exhibit A.

CFM is requesting proposals for architectural, engineering and construction services for the modernization of the City of Cincinnati’s City Hall (CH) freight elevator (801 Plum Street) and two passenger elevators at the Cincinnati Police Department’s (CPD) 801 Linn Street building. The selected Offeror shall include a registered Architect or registered Engineer and a qualified elevator professional, either a licensed Elevator Contractor or licensed Elevator Mechanic.

City Hall Freight Elevator – Historic City Hall, constructed in 1893, underwent an upgrade in 1985 with the installation of Dover traction freight elevator. This upgrade included the construction of a new elevator shaft and penthouse. The elevator has a 5,000-pound capacity and serves five levels. It remains in service today and is accessed via a central exterior courtyard at ground level.

CPD Passenger Elevators – The CPD building, originally constructed in 1974 as a six-story office facility, was acquired by the city in 2015. It contains two original hydraulic passenger elevators that have undergone various component replacements over the years. The elevator machine room is located remotely from the elevator shafts.

o Both Elevators are currently operational.

o Elevator 2 (E2) recent work includes: hydraulic lines 2025 replacement and the hydraulic cylinder 2024 replacement.

SCOPE OF SERVICES/SPECIFICATIONS

The Design Build project involves assessment and design for the modernization of three existing elevators, including renovation of the cabs’ interiors (demolition/disposal of existing and replacement with new including:

wall panels, flooring and ceilings), the replacement and upgrade of various mechanical and electrical components and systems for each unit. All replacement parts, systems and material must be of high quality, ensuring durability and compliance with national standards and relevant codes. The work must be completed in a reasonable timeframe, with minimal disruption to the building operations and adherence to an agreed upon schedule.

Provide all professional design, engineering, and construction services.

Fully assess and troubleshoot the elevators to determine all necessary repairs, replacements and upgrades required, and recommended, for all three elevators to fully operate as designed.

Provide job cost estimates at Schematic Design, 50% design submission, and 90% design submission.

Provide drawings and specifications at all required phases, including Schematic Design, 50% Design Development, 100% Final Construction and Permit Documents. Final Working Drawings shall also be provided and shall incorporate all revisions and changes made to the Construction Documents.

For record-keeping purposes, provide City Facility Management (CFM) with (2) full-size printed sets of the Final Construction Documents and (2) full-size printed sets of the Final Working Drawings. In addition, submit both the final Construction and the final Working Drawings electronically to CFM; including all Computer-Aided Design Files used in their preparation (in all applicable formats, such as CAD, Revit and BIM) and as a PDF version.

Owner will pay for a building combo permit. All other permits and required inspections are by Offeror.

Schedule and coordinate all work with the owner, consultants, sub-contractors, and inspectors.

Develop and maintain a construction schedule, including phasing of work for each elevator.

Coordinate and run biweekly on-site construction meetings.

Complete construction services per the permit drawings and specifications developed and required by the contract. Including work and material by all appropriate sub-contractors and suppliers.

The built outcome must ensure compliance with applicable codes and standards while preserving the structural and operational integrity of the elevators. Deliverables must reflect technical accuracy, safety, adherence to national standards and long-term reliability.

Historical elements of City Hall must be protected from damage during all phases of construction.

The Offeror will supply and install all labor, materials, and equipment to implement drawings approved by City Facility Management.

The selected Offeror, at a minimum, shall include a registered Architect or registered Engineer. As well as a qualified elevator professional technician, either a licensed Elevator Contractor or licensed Elevator Mechanic.

The Offeror shall have a minimum of five (5) years’ experience in design, building and installation of elevators.

The Offerors must demonstrate proven experience and technical expertise in elevator modernization, including the installation and integration of components and systems into existing elevator infrastructure. The awarded Contractor shall deliver high-quality workmanship, maintain professional standards throughout the project and respond promptly to inquiries and concerns from City representatives. Certification as an elevator technician (CET) and/or qualified elevator inspector (QEI) is desired but not required.

TERM

The proposed Design Build agreement which will result from the RFP is intended to cover the full duration of the elevators’ modernization project, including design procurement, installation, testing, and final acceptance of finished work. The anticipated term will be approximately 18 months beginning upon execution of the Design Build Contract.

Should additional time be required due to unforeseen circumstances, the City and the selected Offeror may negotiate reasonable extensions to ensure project completion without compromising quality or compliance. The agreement may also include provisions for warranty support and post-installation services, as deemed necessary by the City.

EVALUATION CRITERIA

Experience and Expertise – 30%: The Offeror’s demonstrated experience and technical expertise in providing design-build services for elevator modernization projects of similar scope, size, and complexity will be evaluated. Consideration will be given to experience with passenger and freight elevators, occupied facilities, historic buildings, and compliance with applicable codes and safety standards. Public-sector or institutional project experience will be considered favorably.

Qualifications of Key Personnel Assigned to the Project – 10%: The qualifications, licensing, certifications, and relevant experience of the key personnel assigned to the project will be evaluated. This includes the registered Architect or Engineer, licensed elevator professional, project manager, and construction supervision staff. The clarity of roles, availability of personnel, and overall capability of the proposed team to successfully deliver the project will be considered.

Project Approach and Implementation Timeline – 20%: The Offeror’s proposed project approach and implementation timeline will be evaluated for clarity, feasibility, and understanding of the project requirements. Consideration will be given to the ability to assess existing conditions, phase work appropriately, coordinate permits and inspections, and minimize disruption to building operations. The proposed schedule must demonstrate a realistic plan for timely project completion.

Quality Assurance and Quality Control – 20%: The Offeror’s quality assurance and quality control (QA/QC) approach will be evaluated for its effectiveness in ensuring compliance with applicable codes, safety standards, contract requirements, and industry best practices. Consideration will be given to procedures for design review, construction inspection, testing, documentation, and issue resolution. The City will also evaluate the Offeror’s demonstrated ability to deliver consistent, high-quality workmanship and reliable long-term performance on similar projects.

Cost and Budget – 10%: The reasonableness, completeness, and transparency of the cost proposal will be evaluated as part of a best-value determination. Consideration will be given to alignment with the scope of work, the Offeror’s approach to cost estimating at key design milestones, and the ability to manage costs throughout the project. Cost will not be evaluated on lowest price alone.

Economic Inclusion – 10%: Offeror is a City of Cincinnati Department of Economic Inclusion Certified M/W/SBE or is partnered with a City of Cincinnati Department of Economic Inclusion Certified M/W/SBE.

TIMETABLE

Milestones for the process are: Date

1. Release of RFP 01/28/2026

2. Date of Pre-Submission meeting 02/06/2026

3. Deadline for written questions 02/11/2026

4. Submissions Due in Bonfire 02/18/2026

LATE SUBMISSIONS WILL NOT BE ACCEPTED

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

MANDATORY PRE-SUBMISSION MEETING

The City will hold a mandatory on-site pre-submission meeting at 2:00 PM on Friday, 2/6/2026, at City Hall.

We will meet at City Hall’s freight elevator in the exterior courtyard. After finishing walking through City Hall, we will then proceed to 801 Linn Street to see the passenger elevators and machine room. Please RSVP to Jennifer.sherman@cincinnati-oh.gov if your firm plans to attend.

QUESTIONS CONCERNING THE RFP

All questions or requests for clarification must be submitted in writing no later than February 11, 2026, at 12:00 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 “265X901124, Modernization of the City Hall Freight & Linn Street Passenger Elevators” 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 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

Design Builder will be selected by a qualification-based evaluation and a cost-based evaluation, separately. The RFP will be a best-value selection.

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.

PROJECT CLASSIFICATION

The State, Building classification shall be used by all contractors on this project.

WAGE DETERMINATION

State of Ohio Prevailing wage rates shall apply to all Contractors on this project in accordance with determination number 59413630. The applicable rates of wages are available on the Internet at:

http://www.cincinnati-oh.gov/inclusion/bid-contract-requirements/city-state-funded-construction-projects/.

WAGE ENFORCEMENT

The awarded Contract is or may be subject to the Wage Enforcement provisions of the Cincinnati Municipal Code. These provisions require that any person who has an agreement with the city or with a contractor or subcontractor of that person 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.

Under the Wage Enforcement provisions, the City shall have the authority, under appropriate circumstances, to terminate this Agreement or reduce the incentives or subsidies to be provided under this Agreement and to seek other remedies.

PROPOSAL SURETY

All Offerors are required to provide proposal surety in the amount of 10% of the proposal value. Failure to comply with this requirement may result in the proposal being determined non-responsive. The proposal bond form is included herein as Attachment 6.

RETENTION OF PERFORMANCE SURETY

The contractor will be required to provide performance surety in the amount of 100% of the contract value.

A performance bond surety shall be kept fully in effect for one year following the acceptance of the final statement of costs by the City Manager.

If surety is a cashier's check or certified check, then such surety will be refunded to contractor one year following the acceptance of the final statement of cost by the City Manager.

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.

II. CONTENT & FORM OF SUBMISSIONS

Offerors shall submit proposals in the format and with the content outlined below. Proposals shall be clear, concise, and complete, and shall demonstrate the Offeror’s ability to perform the required services. Failure to follow the required format or to include all requested information may result in the proposal being deemed non-responsive.

1. Cover Letter (1 page limit) – Provide a cover letter signed by an individual authorized to bind the Offeror.

The letter shall identify the Offeror, acknowledge receipt of any addenda, and briefly summarize the Offeror’s understanding of the project and commitment to perform the services in accordance with the RFP requirements.

2. Firm Information and Project Team (2-page limit) – Provide a description of the Offeror’s firm, including legal structure, years in business, and primary areas of expertise. Identify all team members, including the registered Architect or Engineer, licensed elevator professional, and any subcontractors or consultants, and describe each firm’s role in the project. Include an organizational chart showing lines of responsibility and communication.

3. Experience and Technical Expertise (4-page limit) – Describe the Offeror’s experience with design-build elevator modernization projects of similar scope, complexity, and operational environment. Include a minimum of three (3) representative projects completed within the past five (5) years, including project descriptions, elevator types, services provided, project outcomes, and client references. Emphasize experience with occupied facilities, historic structures, and public-sector or institutional clients.

4. Qualifications of Key Personnel (5-page limit) – Provide resumes for key personnel proposed for the project, including the registered Architect or Engineer, elevator professional, project manager, and construction supervision staff. Resumes shall include relevant education, licensing, certifications, years of experience, and a summary of comparable project experience. Identify the percentage of time each key individual will be committed to the project.

5. Project Approach and Implementation Timeline (4-page limit) – Describe the proposed approach to assessing existing elevator conditions, developing design documents, coordinating permits and inspections, and performing construction services. Provide a preliminary implementation schedule identifying major tasks, milestones, and anticipated durations, including phasing for each elevator. The approach should demonstrate an understanding of site constraints, risk management, and coordination with City stakeholders to minimize disruption to building operations.

6. Quality Assurance and Quality Control (2-page limit) – Describe the Offeror’s quality assurance and quality control (QA/QC) program applicable to this project. The submission shall address procedures for design review, construction oversight, inspections, testing, documentation, and issue resolution to ensure compliance with applicable codes, safety standards, and contract requirements. Include examples of how QA/QC processes have been successfully implemented on similar elevator modernization or design-build projects.

7. Cost Proposal and Budget Management (3-page limit) – MUST BE SUBMITTED AS SEPARATE ATTACHMENT. Provide a detailed cost proposal consistent with the scope of work, including a breakdown of anticipated design, construction, labor, materials, and other associated costs. Describe the methodology for preparing and managing cost estimates at schematic design, 50% design, and 90% design milestones.

Include a narrative explaining cost controls, assumptions, and change management practices. Offerors should include in their proposal the fee information needed to complete Sections 6.2 and 6.3 of Form 530

8. Economic Inclusion - Submit an economic inclusion plan identifying proposed participation by certified small, minority-, women-, and locally owned business enterprises, if applicable. This must be submitted on the No Goals Inclusion packet. A link is provided in Section III.

9. Required and Miscellaneous Forms – Offeror must submit all required forms as indicated in Section III of this RFP.

10. 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 & MISCELLANEOUS 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 o Provided as an attachment in the Bonfire portal.

ATTACHMENT 2 – Affidavit of Accuracy and Signature Page

ATTACHMENT 3 – Bid/Proposal Surety

ATTACHMENT 4 – Equal Employment Opportunity (EEO) Form (DEI147) o INFORMATION USE ONLY o Will be required prior to contract execution. Offeror may submit this with their proposal but is not required at the time of submission.

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

ATTACHMENT 5 – Subcontracting Outreach Program o INFORMATIONAL USE ONLY o The “No Goals 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/File/No%20Goals%20Pkt.pdf o When on the aforementioned webpage, please click on the weblink called “No Goals Inclusion Packet” to download and access the appropriate forms.

IV. EXHIBIT A – CONDITION ASSESSMENT REPORT BY RE

WARNER (attached hereto)

08625 | Elevator Assessments

25000 Country Club Blvd., Suite 340, North Olmsted, OH 44070 | P: 440.835.9400 | F: 440.835.9474 | rewarner.com

ELEVATOR ASSESSMENTS

Prepared for:

Rev. 0

June 27, 2025

R.E. Warner Project No. 08625

Page i City of Cincinnati | 2 Elevators

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TABLE OF CONTENTS

SECTION DESCRIPTION PAGE

1.0 PURPOSE / OBJECTIVE

2.0 GENERAL CONDITION OBSERVATIONS – LINN ST

3.0 GENERAL CONDITION OBSERVATIONS – CITY HALL

4.0 CODE COMPLIANCE

5.0 CODE COMPLIANCE SUMMARY

6.0 EXECUTIVE SUMMARY / RECOMMENDATIONS

APPENDICES

APPENDIX A: 801 LINN ST PHOTOS

APPENDIX B: CITY HALL PHOTOS

APPENDIX C: SKETCHES

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1.0 PURPOSE / OBJECTIVE

An Inspection of (1) freight elevator at City Hall and (2) passenger elevators at 801 Linn St was conducted by our firm in May, 2025. This review was performed as a condition assessment of the existing elevators/lift equipment. The purpose of this inspection was to assess the present condition of the equipment, the necessity for upgrade of the various elevator system Components, service life remaining on the various components.

2.0 GENERAL CONDITION OBSERVATIONS – LINN ST

At Linn St. there are two hydraulic passenger elevators. One was not operational due to needed repairs, this will be referred to as elevator 2. The functioning elevator will be elevator 1. As you stand in the lobby elevator 1 is to your left, and elevator 2 is to your right. The elevators are the main source of conveyance from floor to floor and thus are subject to heavy utilization.

Machine Room – The machine room is remote from the elevator shafts and contains the controllers on the tanks for the hydraulic fluid. Clearances around equipment has been observed and maintained. In general, the room was clean, free of debris and only contained items pertinent to the machine room.

Tank Unit – The fluid tanks appear to be original to the installation with various components repaired or replaced over time. At the time of our visit, one of the tanks was empty due to an ongoing repair to replace the hydraulic lines going to the cylinder. Currently, one of the cooling units is inoperable and needs replacement.

Controller – Equipment inside the controller and the cabinet date back to 1991 from Elevator Systems. The controllers are easily accessible and can be serviced with ease.

Hydraulic Cylinder – The hydraulic cylinder for elevator 2 was just replaced within the last year and repairs are on going to update the fluid lines to the cylinder. Elevator 1 is functioning, and no maintenance has been recorded for service on it.

Door Operator – Elevator 2 has an updated Door operator from the original. Elevator 1 appears to still have the

Cabs – The Cab Interiors are aging in appearance and in poor to fair condition. Upgrade to the interior would not be required but is recommended as part of any improvement or update.

Operating/Signal Fixtures – The elevators are equipped with car and hall position indicators that were functioning properly for elevator 1 at the time of observation. (Elevator 2 was not functional at the time of observation). The buttons are comprised mainly of plastic parts, which make them more prone to damage.

Shaft – The shafts are made of CMU and appears to be generally in good condition. It is noted that the floor sections project into the shaft but do not cause an obstruction for elevator

O:\08625\Issue\20250627 - ELEVATOR ASSESSMENT REPORT\Files to send\08625 Elevator Assessment 6262025.doc operation. It is anticipated that no structural work will be needed as part of any upgrade or improvement plan.

3.0 GENERAL CONDITION OBSERVATIONS – CITY HALL

There is a freight elevator at city hall that has been added to the historical building. The elevator sits in the central courtyard and has access to the outside at ground level.

Machine Room – The machine room is on the roof over the shaft. It was noted that the exhaust fan does not function and will need to be repaired.

Controller – The existing controller was assembled in the 1950’s. Replacement parts are obsolete. This controller should be replaced as part of any upgrade.

Exterior Door Entry – The exterior structure has suffered due to constant weather exposure. It was noted that the door has difficulty opening due to movement in the header of the opening.

The lintel appears to be rusting and pushing out into the plan of the door.

Elevator Pit – Constant water is flowing in the elevator pit. Efforts have been taken to discover the source of this water, but nothing has been determined. This water intrusion will need to be addressed as part of any improvement plan. There appears to be rust marks on recently replaced equipment withing the pit that would indicate water has filled the pit previously.

There is debris in the bottom of the pit that needs to be cleaned out.

Cab – The Cab Interior is aging in appearance and in poor to fair condition. The ceiling of this Cab is rather low and prevents longer materials or taller fixtures from being able to be placed in the cab. Upgrade to the interior would not be required but is recommended as part of any improvement or update.

Shaft – This shaft was built as an expansion to the original building. Half of the walls are CMU and the other half are exterior walls of the original buildings. The Lintel at the exterior entrance has rusted and suffered some expansion which impedes on the operation of the door. It was observed that there was a series of lights that ran up the elevator shaft. At the time of observation, the lights did not operate and several fixtures were missing bulbs. It is anticipated that addressing the lintel at the ground floor exterior entrance will be incorporated into any upgrade or improvement plan.

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4.0 CODE COMPLIANCE

Elevators and lifts must be installed and maintained in accordance with numerous authorities, including the following:

a) The building codes, regulations, and requirements of the local, and state authorities having jurisdiction at the time.

b) ASME Safety Code for Elevators and Escalators

c) Americans with Disabilities Act (ADA)

These various codes are periodically evolving, through existing elevators, in many cases need not comply with the code requirements in place at the time of installation. Conformance to current code would typically only be necessary when the affected elevator component is being upgraded/modernized.

5.0 CODE COMPLIANCE SUMMARY

Below is a table summarizing the most significant, updated enforceable elevator regulations that went into effect after 2019, focusing on the key changes introduced in the ASME A17.1/CSA B44-2019 and later editions (noting that code adoption can vary by jurisdiction, but the 2019 update is widely referenced and often adopted by states and provinces in subsequent years).

(Changes have been made prior to 2019 but mostly modifying the same ASME standard so those updates have been left out.)

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Regulation Area Pre-2019 Standard Post-2019 Update (ASME A17.1/CSA B44- 2019 or later)

Enforcement Notes

Emergency Communication Systems

Primarily voice-based; limited accessibility

Mandatory two-way communication (voice, text, or video); video required for new elevators to assist hearing/speech impaired;

internet connectivity required for elevators with a rise of 60 feet or more

Applies to new installations;

retrofit requirements vary by state/province

Door Protection Requirements

Basic safety standards

Enhanced protection for private residence and occupant evacuation elevators; increased door protection for passenger elevators

Applies to new installations and major upgrades

Seismic Requirements

Applied to certain regions

Clarified and expanded seismic requirements for all elevators and escalators

Applies to new installations and major upgrades

Inspection & Maintenance

Regular inspections required

More frequent and detailed inspections;

updated maintenance control programs

Applies to all elevators;

enforcement varies by jurisdiction

Accessibility Compliance ADA standards apply

New requirements ensure all passengers (including hearing/speech impaired) can communicate during emergencies; aligns with

ADA

Applies to new installations;

retrofit requirements vary

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6.0 EXECUTIVE SUMMARY / RECOMMENDATIONS

In general, elevators at both locations have operated through long and heavy utilization. Many parts and components are obsolete and previous repairs have been done with similar or equivalent parts. Maintenance calls comprise of nuisance issues where small pieces or parts of the elevator break down and require repair.

• Linn St o Modernization – A complete modernization of the elevator controls, pump unit, door operators, door detectors, operating fixtures, and related equipment is recommended for both elevators. As replacing the hydraulics is already underway this should keep costs or modernization down.

o Code – As part of the modernization, operation of the elevator should be brought up to current code requirements.

o Security – City of Cincinnati has stated that they want access control to be added to both elevators. Floors 2-6 should be restricted at all times, with the ability to allow access to floor 2 and 6 during normal business hours. The system to be utilized is IdentiSys with the ID Core 2.0 software. This should be considered a new install as no infrastructure exists for this set up.

• City Hall o Modernization – A complete Modernization of the controls, door operator, detectors, operating fixtures, and related equipment is recommended for this unit.

o Code – As part of the modernization, operation of the elevator should be brought up to current code requirements.

o Alternate – The height of the elevator is fairly low for an elevator. Consider modifying the elevator to provide a doghouse to accommodate longer and/or taller fixtures.

Appendix A

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APPENDIX A

801 LINN ST PHOTOS

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Appendix B

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APPENDIX B

CITY HALL PHOTOS

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Appendix C

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APPENDIX C

SKETCHES

8'-4"

8'-4"

9'-6 1/2"

OIL TANK

OIL TANK

CONTROLLERS

AC UNIT

REV:

DRAWING TITLE:

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800 LINN ST - ELEVATOR #1

A1

SCALE: 3/16" = 1'-0"

PIT PLAN

SCALE: 3/16" = 1'-0"

FLOOR PLAN

SCALE: 3/16" = 1'-0"

MECH PLAN

REV DATE DESCRIPTION BY

5'-9"

5'-9"

REV:

DRAWING TITLE:

6/25/2025 1:43:28 PM

800 LINN ST - ELEVATOR #2

A2

SCALE: 3/16" = 1'-0"

FLOOR PLAN

SCALE: 3/16" = 1'-0"

PIT PLAN

8'-4"

5'-9"

ELEVATOR #2

ELEVATOR #1

REV:

DRAWING TITLE:

6/25/2025 1:43:29 PM

ELEVATOR #1 AND #2 LOCATION DIAGRAM

A3

SCALE: 1/4" = 1'-0"

FLOOR PLAN

8'-10"

3'-0" 4'-8" 1'-2"

8'-10"

POTENTIAL FUTURE

DOGHOUSE LOCATION

8'-10"

2'-10" 6'-0"

MOTOR

EF

CONTROLLER

GOVERNOR

3'-0" 4'-8" 1'-2"

8'-10"

REV:

DRAWING TITLE:

6/25/2025 1:43:29 PM

CITY HALL FREIGHT ELEVATOR

A4

SCALE: 3/16" = 1'-0"

CAB PLAN

SCALE: 3/16" = 1'-0"

MECH PLAN

SCALE: 3/16" = 1'-0"

PIT PLAN

V. EXHIBIT B – DBIA CONTRACT DOCUMENT (attached hereto)

NOTE: THE CONTRACT IS BASED ON A MODIFIED VERSION OF THE DBIA #530 AND #535

DOCUMENTS. A VERSION OF THE DOCUMENTS WITH TRACKED CHANGES WILL BE MADE

AVAILABLE TO BIDDERS UPON WRITTEN REQUEST.

Modified Agreement Between Owner and Design-Builder – Cost Plus Fee with an Option for a Guaranteed Maximum Price

Document No. 530 Third Edition, 2024

© Design-Build Institute of America Washington, D.C.

DBIA Contract Document #530

DBIA Document No. 530 Page 1 © 2024 Design-Build Institute of America

Modified Standard Form of Agreement Between

Owner and Design-Builder – Cost Plus Fee with an Option for a Guaranteed Maximum Price

This document has important legal consequences. Consultation with an attorney is recommended with respect to its completion or modification.

This AGREEMENT is made as of the day of in the year of 20 , by and between the following parties, for services in connection with the Project identified below:

OWNER:

(Name and address)

City of Cincinnati, an Ohio municipal corporation 801 Plum Street Cincinnati, OH 45202

DESIGN-BUILDER:

(Name and address)

PROJECT:

(Include Project name and location as it will appear in the Contract Documents)

Modernization of City Hall Freight Elevator & Linn Street Passenger Elevators 801 Plum Street, Cincinnati, Ohio 45202 801 Linn Street, Cincinnati, Ohio 45203

In consideration of the mutual covenants and obligations contained herein, Owner and Design-Builder agree as set forth herein.

4922-9624-7430, v. 1.1

Article 1

Scope of Work

1.1 Design-Builder shall perform all design and construction services, and provide all material, equipment, tools and labor, necessary to complete the Work described in and reasonably inferable from the Contract Documents.

Article 2

Contract Documents

2.1 The Contract Documents are comprised of the following:

2.1.1 All written modifications, amendments, minor changes and Change Orders to this Agreement issued in accordance with Modified DBIA Document No. 535, Modified Standard Form of General Conditions of Contract Between Owner and Design-Builder (2022 Edition) (“General Conditions of Contract”);

2.1.2 The GMP Proposal accepted by Owner in accordance with Section 6.6.2 herein;

2.1.3 This Agreement, including all exhibits;

2.1.4 The General Conditions of Contract; and

2.1.5 Construction Documents prepared and approved in accordance with Section 2.4 of the General Conditions of Contract.

Article 3

Interpretation and Intent

3.1 Design-Builder and Owner, prior to execution of the Agreement (and again at the time of acceptance of the GMP Proposal by Owner in accordance with Section 6.6.2 hereof), shall carefully review all the Contract Documents, including the various documents comprising the Basis of Design Documents, for any conflicts or ambiguities. Design-Builder and Owner will discuss and resolve any identified conflicts or ambiguities prior to execution of the Agreement and prior to Owner’s acceptance of the GMP Proposal.

3.2 The Contract Documents are intended to permit the parties to complete the Work and all obligations required by the Contract Documents within the Contract Time(s) for the Contract Price. The Contract Documents are intended to be complementary and interpreted in harmony so as to avoid conflict, with words and phrases interpreted in a manner consistent with construction and design industry standards. In the event inconsistencies, conflicts or ambiguities between or among the Contract Documents are discovered after execution of the Agreement or after Owner’s acceptance of the GMP Proposal, Design- Builder and Owner shall attempt to resolve any ambiguity, conflict or inconsistency informally, recognizing that the Contract Documents shall take precedence in the order in which they are listed in Section 2.1 hereof.

3.3 Terms, words and phrases used in the Contract Documents, including this Agreement, shall have the meanings given them in the General Conditions of Contract.

3.4 If Owner’s Project Criteria contain design specifications: (a) Design-Builder shall be entitled to reasonably rely on the accuracy of the information represented in such design specifications and their compatibility with other information set forth in Owner’s Project Criteria, including any performance specifications, except to the extent the Design-Builder knows or reasonably should know of any inaccuracy or omission; and (b) Design-Builder shall be entitled to an adjustment in the Contract Price and/or Contract Time(s) to the extent Design-Builder’s cost and/or time of performance have been adversely impacted by such inaccurate design specification that the Design-Builder does not know of and should not reasonably know of. All information provided by Owner, including the Owner’s Project Criteria, shall be verified by the Design-Builder.

3.5 The Contract Documents form the entire agreement between Owner and Design-Builder and by incorporation herein are as fully binding on the parties as if repeated herein. No oral representations or other agreements have been made by the parties except as specifically stated in the Contract Documents.

Article 4

Ownership of Work Product

4.1 Work Product. Upon Owner's payment in full for all Work performed under the Contract Documents or, as appropriate, all amounts then due under the Contract Documents in the event of termination, the Design-Builder transfers to Owner all ownership and property interests of Design-Builder and its consultants, including but not limited to any intellectual property rights, copyrights and/or patents, in all drawings, specifications and other documents and electronic data, including such documents identified in the General Conditions of Contract, furnished by Design-Builder to Owner under this Agreement (“Work Product”). The Design-Builder may retain copies for its records.

Article 5

Contract Time

5.1 Date of Commencement. The Work shall commence within five (5) days of Design-Builder’s receipt of Owner’s Notice to Proceed (“Date of Commencement”) unless the parties mutually agree otherwise in writing.

5.2 Substantial Completion and Final Completion.

5.2.1 Substantial Completion of the entire Work shall be achieved no later than ( ) calendar days after the Date of Commencement (“Scheduled Substantial Completion Date”).

5.2.2 Interim milestones and/or Substantial Completion of identified portions of the Work (“Scheduled Interim Milestone Dates”) shall be achieved as follows:

5.2.3 Final Completion of the Work or identified portions of the Work shall be achieved as expeditiously as reasonably practicable. Final Completion is the date when all Work is complete pursuant to the definition of Final Completion set forth in Section 1.2.8 of the General Conditions of Contract.

5.2.4 All of the dates set forth in this Article 5 (collectively the “Contract Time(s)”) shall be subject to adjustment in accordance with the General Conditions of Contract.

5.3 Time is of the Essence. Owner and Design-Builder mutually agree that time is of the essence with respect to the dates and times set forth in the Contract Documents.

5.4 Design-Builder and Owner have agreed not to provide for liquidated damages in this Agreement for failure of Design-Builder to achieve the Contract Time(s) set forth in this Article 5. Design-Builder understands, however, that Owner may suffer actual damages in the event the Contract Time(s) set forth herein are not timely achieved. Owner shall be able to recover such actual damages from Design-Builder to the extent it can demonstrate that actual damages have been incurred, are directly related and caused by Design-Builder’s failure to meet the Contract Time(s) set forth herein, and are not waived by Section

10.5.1 of the General Conditions of Contract.

5.5 This section is intentionally omitted.

5.6 This section is intentionally omitted.

5.7 This section is intentionally omitted.

5.8 Owner’s Review Time. The parties have established the following maximum and minimum amount of time for Owner to review Design Submissions and the Project Schedule or any updates thereto unless the parties agree in writing otherwise.

5.8.1 Owner shall have a minimum of 10 days of receipt by Owner to review all Design Submissions, the Project Schedule and any updates thereto.

5.8.2 Owner shall review and (if applicable) provide a response to Design-Builder on all Design Submissions, the Project Schedule and any updates thereto within 10 days of receipt by Owner.

Article 6

Contract Price

6.1 Contract Price.