4-Request for Proposal - Direct Source Capture Vehicle Exhaust Removal System.pdf

Request for Proposal (RFP):

Direct Source Capture Vehicle Exhaust Removal System UNSPSC Code: 4010 (Heating and ventilation and air circulation) UNSPSC Code: 4016 (Industrial filtering and purification)

Issued by: City of Westerville, Ohio | September 2025

RFP Deadline Dates

• Open Date: September 22, 2025

• Questions Due Date: October 3, 2025, 5:00 PM EDT

• Close Date/Deadline for Responses: October 16, 2025, 5:00 PM EDT

Contact Information

• Point of Contact: George Sorge, Deputy Fire Chief

• Email: Bids@westerville.org

• Project Portal: https://westerville.bonfirehub.com/opportunities/199139 mailto:Bids@westerville.org https://westerville.bonfirehub.com/opportunities/199139

TABLE OF CONTENTS

● Checklist – pg. 3

● Purpose – pg. 4

● Organizational Overview – pg. 4

● Scope of Work – pg. 5

● Proposal Content – pg. 12

● Submission Instructions – pg. 16

● Presentation, Demonstration, and Interview – pg. 17

● Review and Evaluation – pg. 17

● Right of Refusal – pg. 19

● Procurement Schedule – pg. 19

● Public Records – pg. 20

● Non-Waiver of Rights – pg. 20

● Relationship of the Parties – pg. 20

● Termination – pg. 20

● Expense of Preparing Responses – pg. 20

● Federal Procurement Standards and Contracting Provisions – pg. 21

● Conflicting Requirements – pg. 31

● Bid Guaranty – pg. 31

Appendix A - First-Floor Plan for each Apparatus Bay (Drawings A1.1 - A1.3)

Appendix B - First Floor Reflected Ceiling Plan for each Apparatus Bay (Drawings A2.1 - A2.3)

Appendix C - Davis-Bacon Act Wage Determination for Delaware County in Ohio

Appendix D - Davis-Bacon Act Wage Determination for Franklin County in Ohio

CHECKLIST

Offerors are urged to complete this checklist to confirm that all required documents are included with their proposal.

I. REQUIRED PROPOSAL FORMS

TRANSMITTAL LETTER (offeror supplied)

TECHNICAL PROPOSAL (offeror supplied)

BID GUARANTY (Surety Company signature required. A Recommend

Bid Guaranty Form can be downloaded from the Project Portal)

II. OPTIONAL PROPOSAL FORMS

EXCEPTIONS LETTER (as needed – offeror supplied)

CONTRACT FORMS (download from Project Portal)*

*Offerors are urged to include completed Contract Forms (including a Certification Regarding Lobbying, Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions, Noncollusion Affidavit, and Personal Property Tax Affidavit) with their proposal.

Offerors agree to register with the System for Award Management (SAM) (https://www.sam.gov) and should include their Unique Entity Identifier number (UEI #) when completing the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions form.

If not included with the submission, a Certification Regarding Lobbying and Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions is needed within two (2) business days of the Close Date. The Successful Offeror will be required to execute and submit the Noncollusion Affidavit and Personal Property Tax Affidavit prior to the issuance of the Notice to Proceed. These forms are available for download at:

PURPOSE

The purpose of this Request for Proposal (RFP) is to inform the private sector of a potential business opportunity to furnish, deliver, and install three complete NFPA 1500 compliant direct source capture (hose connected to tailpipe) vehicle exhaust removal systems; one system for each of the City of Westerville‘s three fire station facilities. The systems shall be designed to capture and remove hazardous vehicle exhaust emissions at the source, preventing their release into the station environment. The systems must comply with all applicable NFPA standards.

This project includes Federal funds from the Federal Emergency Management Agency (FEMA) and the United States Department of Homeland Security (DHS) and is subject to applicable Federal procurement requirements. As such, the Contractor and all its subcontractors must follow applicable Federal procurement standards and contracting provisions. All Contractors must be eligible for capital projects in which Federal monies are utilized.

All offers must be accompanied by a Bid Guaranty. The recommended form of Bid Guaranty is a Bid Guaranty and Contract Bond in the full amount of the offer, including all add alternates, as prescribed by Section 153.571 of the Ohio Revised Code. Other acceptable forms of Bid Guaranty include a bid bond equal to ten percent (10%) of the offer plus all add alternates. Bid security issued in bond form, shall be issued by a Surety Company or Corporation licensed in the State of Ohio to provide said surety.

If the offer is accepted, a contract must be executed and a satisfactory Performance Bond and Payment Bond furnished, conditioned according to law in the amount of one hundred percent (100%) of the contract price, within ten (10) days after notice of award. Sureties on all bonds must be satisfactory to the City.

ORGANIZATIONAL OVERVIEW

Organization Background The City of Westerville (hereinafter “City”) has been nationally recognized as one of "America's Best Places to Live" by Money Magazine, named America’s Best Suburb by Movoto, and honored as a two-time Global Top 7 Intelligent Community by the Intelligent Community Forum. The City offers reliable municipal utilities, excellent safety services, premier parks and recreational facilities, and 51 miles of trails for its 40,000 residents.

Located ten miles from the capital city of Columbus, Westerville is a special place to “live, work and play,” please visit the City’s website at www.westerville.org for more information.

http://www.westerville.org

Objective The City’s objective is to procure three complete NFPA 1500 compliant direct source capture (hose connected to tailpipe) vehicle exhaust removal systems as detailed in this RFP for the benefit of the Westerville Division of Fire.

Glossary RFP: The request for proposal issued to solicit offers for the product and/or service described herein.

Offeror: Refers to the person or entity who submits an offer responding to the City’s RFP.

Offer: Refers to the response submitted by an offeror in reply to the City’s RFP.

Contract: The legal agreement between the City and the offeror for furnishing the services described in the RFP.

Laws Governing: Any contract resulting from this RFP shall be governed by and construed according to the laws of the State of Ohio. The venue for any action related to the City’s contract shall be in Franklin County, Ohio.

SCOPE OF WORK

The RFP respondent awarded a contract based on the merits of their offer (hereinafter referred to as “Successful Offeror” or “Contractor”) shall furnish, deliver, and install three complete NFPA 1500 compliant direct source capture (hose connected to tailpipe) vehicle exhaust removal systems; one system for each of the City’s three fire station facilities as detailed in this RFP. Deliverables include, but are not necessarily limited to:

Specifications

General Requirements

● The Successful Offeror shall provide all design expertise, labor, materials, equipment, tools, supervision, and appurtenances necessary to install a complete and fully operational direct source capture vehicle exhaust removal system for each of the City’s three fire stations, including: Fire Station 111, located at 400 W. Main Street, Westerville OH, 43081, Fire Station 112, located at 727 East Schrock Road Westerville OH, 43081, and Fire Station 113, located at 355 North Spring Road, Westerville OH, 43082.

● The systems shall be designed to capture exhaust emissions directly from the tailpipe of emergency response vehicles and safely discharge them to the exterior of each building.

● The systems shall be compatible with all vehicles in the Westerville Fire Division’s current fleet, including but not limited to:

o Fire engines/pumpers o Ladder trucks o Ambulances/rescue vehicles o Command vehicles o Utility vehicles

● The systems shall be designed to accommodate:

o Eight (8) vehicles simultaneously for Fire Station 111 o Four (4) vehicles simultaneously for Fire Station 112 o Two (2) vehicles simultaneously for Fire Station 113

● The Successful Offeror shall conduct a thorough site assessment of each facility prior to installation to determine optimal system configuration.

● All system components shall be new, unused, and of current production.

● Items, features, products, and services not specifically called for in this RFP, but which are necessary for the successful implementation and operation of each NFPA 1500 compliant direct source capture vehicle exhaust removal system must be included in the proposal.

● The Successful Offeror will commence work on or after the date specified in the Notice to Proceed and shall fully complete the project, including work at all three locations, on or before April 30, 2026.

System Components

Exhaust Capture Devices

● Each system shall utilize direct source capture technology that connects directly to the vehicle's exhaust pipe.

● The exhaust connection devices should:

o Create an airtight seal around the tailpipe.

o Automatically disconnect upon vehicle exit without operator intervention.

o Be capable of withstanding high temperatures (please disclose temperature limits as part of your proposal).

o Be adjustable to accommodate various tailpipe configurations.

o Include safety features to prevent damage to vehicles or system components during connection/disconnection.

● The capture devices should be designed to minimize resistance to exhaust flow and should not create back pressure that could affect vehicle performance.

Hose and Support System

● The exhaust hoses should be:

o Constructed of high-temperature resistant material capable of withstanding continuous exposure to high temperatures (please disclose temperature limits as part of your proposal).

o Flexible and crush-resistant.

o Sized appropriately for the Westerville Fire Division’s specific vehicle needs.

o Of sufficient length to allow for proper vehicle positioning.

o Equipped with a balancing system to keep the hoses off the floor when not in use.

● The hose support systems should:

o Support the weight of the hoses and connection devices.

o Allow for smooth travel of the hoses during vehicle exit.

o Include a track system mounted to the ceiling or wall as appropriate for the facility.

o Be designed to accommodate the specific layout of each apparatus bay.

Fans and Ductwork

● The exhaust fan(s) should:

o Be sized appropriately to handle the exhaust volume of all vehicles simultaneously.

o Be constructed of corrosion-resistant materials.

o Include spark-resistant features.

o Operate at reasonable sound levels (should not exceed 85 dBA at 3 feet).

o Be energy efficient and should include variable frequency drive where appropriate.

● The ductwork should:

o Be constructed of galvanized steel or equivalent.

o Include all necessary transitions, elbows, and fittings.

o Be properly sized to maintain appropriate air velocity.

o Be sealed at all joints to prevent leakage.

o Include appropriate supports and hangers.

o Be designed to minimize pressure drop.

Control System

● Each system should include an automated control system that:

o Activates the exhaust system automatically when vehicles start.

o Includes a programmable timer for system shutdown.

o Provides manual override capabilities.

o Includes system status indicators.

o Features emergency shutdown capabilities.

o Monitors system performance and provides alerts for maintenance needs.

● Each control panel should be:

o Clearly labeled.

o Mounted in an easily accessible location.

o Offer visual indicators showing system operation status.

o Protected from physical damage.

o Compliant with all electrical codes.

Installation

● The Successful Offeror shall install the systems in accordance with manufacturer's specifications and all applicable building, mechanical, electrical, and fire codes.

● Installation should include:

o Mounting of all tracks, supports, and brackets.

o Installation of all ductwork, fans, and discharge points.

o All necessary electrical connections.

o All necessary penetrations and sealing of the building envelope.

o Proper weatherproofing of all exterior components.

● The Successful Offeror shall coordinate the installation schedule with the Westerville Division of Fire to minimize disruption to operations.

● The Successful Offeror shall be responsible for obtaining all necessary permits.

● The Successful Offeror shall restore all surfaces affected by installation to their original condition.

● The installation shall not compromise the structural integrity of the building or interfere with other building systems.

Testing and Commissioning

● Upon completion of installation for each system, the contractor shall:

o Test all system components for proper operation.

o Verify proper capture efficiency using smoke or other approved testing methods.

o Demonstrate automatic connection/disconnection with each vehicle type.

o Measure and document airflow rates.

o Verify proper operation of all controls and safety features.

o Balance the system as required.

● The contractor shall provide a written report documenting all test results.

● Any deficiencies identified during testing shall be corrected at no additional cost.

Training

● The Successful Offeror shall provide comprehensive training to Westerville Division of Fire personnel, including:

o System operation.

o Daily inspection procedures.

o Routine maintenance requirements.

o Troubleshooting procedures.

o Emergency procedures.

● For each fire station, training shall be provided across three sessions to accommodate different shifts.

● The Successful Offeror shall provide video recording of the training sessions for future reference.

Documentation

● For each system, the Successful Offeror should provide:

o Complete as-built drawings showing all components and dimensions.

o Operation and maintenance manuals.

o Manufacturer's warranty information.

o Recommended maintenance schedule.

o Parts list with supplier information.

o Electrical schematics.

o Certificate of NFPA 1500 compliance.

Warranty and Service

● The contractor should provide a minimum one (1) year warranty on all system components.

● The warranty should cover parts and labor for repair or replacement of defective components.

System Compliance

All systems must comply with all applicable standards and regulations, including NFPA 1500:

Standard on Fire Department Occupational Safety and Health Program, as well as all applicable local, state, and federal regulations.

Ongoing Maintenance

● Please provide information on any preventive maintenance program options for post-warranty service you may offer.

● Please include pricing for such services.

Additional Requirements

Experience

● The systems should be from a manufacturer with a minimum of three (3) years of experience in furnishing direct source capture vehicle exhaust removal systems.

Assignment Neither the Contractor nor the City shall sell, transfer, assign, or otherwise dispose of the contract or any portion thereof, or of their right, title, or interest therein, or the obligation thereunder, without the written consent of the other party.

Compliance The Contractor shall observe and comply with all applicable laws, ordinances, and the rules and regulations of all authorities having jurisdiction over the City’s contract.

The Contractor shall comply, when applicable, with the U. S. Department of Labor, Safety and Health Regulations identified as Chapter XVII of Title 29, Code of Federal Regulations (CFR) Parts 1910 and 1926 and subsequent amendments. The Contractor shall meet or exceed all City, State, and Federal safety guidelines and standards.

The Contractor shall comply, when applicable, with the the Age Discrimination Act of 1975, Americans with Disabilities Act of 1990, Civil Rights Act of 1964 (Title VI), Civil Rights Act of 1968 (Title VIII), Education Amendments of 1972 (Title IX), Limited English Proficiency requirements (Civil Rights Act of 1964, Title VI), the Fly America Act of 1974, USA PATRIOT Act of 2001, DHS policies on Nondiscrimination in Matters Pertaining to Faith-Based Organizations, and FEMA EHP compliance review requirements.

The Contractor agrees that in the hiring of employees for the performance of work under the City’s contract or any subcontract, no contractor, subcontractor, or any person acting on his behalf shall, by reason of race, color, religion, sex, national origin, age, familial status, military status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law, discriminate against any citizen of the State in the employment of labor or workers who are qualified and available to perform the work to which the employment relates, nor shall any contractor, subcontractor, or any person acting on his behalf, in any manner, discriminate against or intimidate any employee hired for the performance of work under the City’s contract on account of race, color, religion, sex, national origin, age, familial status, military status, disability, pregnancy, sexual orientation, gender identity, or gender expression, or any prohibition provided by federal or state law.

Indemnification/Insurance To the extent authorized by law, the Successful Offeror shall indemnify and hold harmless the City, its officers, elected officials, agents, and employees from and against all claims, damages, losses and expenses including attorney’s fees arising out of or resulting from the Successful Offeror’s performance, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting therefrom; and is caused in whole or in part by any negligent or willful act or omission of the Successful Offeror, their subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

The Contractor and their subcontractors shall secure and maintain Liability and Property Damage Insurance (1) in an amount not less than One Million Dollars ($1,000,000) for bodily injuries, including wrongful death, to any one person, subject to the same limit for each person, in an amount not less than Two Million Dollars ($2,000,000) for bodily injury damages for any one accident; and (2) in an amount not less than One Million Dollars ($1,000,000) for property damages on account of one accident and in an amount not less than Two Million Dollars ($2,000,000) for damages for all accidents. If the Contractor(s) and their subcontractors maintain higher limits than the minimums shown above, the City shall be entitled to coverage for the higher limits.

The City shall be named as an additional insured. The Contractor will be required to submit a Certificate of Insurance and a current Worker’s Compensation Certificate to the City.

Execution of Contract and Notice to Proceed The offeror to whom the award is made will be required to execute a written Agreement with the City of Westerville, Ohio, as required by the City Manager, and to furnish insurance certificates and Workers Compensation certificates as required.

The Notice to Proceed shall be issued within 60 days of the execution of the Agreement by the City. Should there be reasons why the Notice to Proceed cannot be issued within such period; the time may be extended by mutual agreement between the City and Contractor.

Failure to Execute Contract In case of the Offeror’s refusal or failure to execute the Agreement within ten (10) days after its receipt of the formal notice of award, offeror may be considered to have abandoned all rights and interests in the award, and the offeror’s Bid Guaranty may be declared forfeited to the City. The award may then be made to the next lowest and best offeror or the work re-advertised as the City may elect.

Contract Administration Contract Administration items, such as but not limited to, control of the work, control of the material, acceptance, measurement and payment, shall be administered in accordance with the City’s General Provisions.

Please reference the General Provisions on the City’s Bonfire/Euna Procurement Portal (https://westerville.bonfirehub.com/opportunities/199139) for more information. In case of discrepancy, this RFP will take precedence.

A non-mandatory pre-proposal conference will be held on Wednesday, October 1, 2025, at 1:00 PM (EDT) for all offerors. The pre-proposal conference will begin with a meeting at Fire Station 111, located at 400 W. Main Street, Westerville, OH, 43081.

Following the meeting, site visits for the apparatus bays at Fire Station 111, Fire Station 112, and Fire Station 113 will be offered.

PROPOSAL CONTENT

Proposals should include concise but complete information about your company, emphasizing why you believe your company to be best qualified to meet the City’s and Westerville Fire Division’s direct source capture vehicle exhaust removal system needs.

At a minimum, the Proposal should include:

● Transmittal Letter (REQUIRED - offeror supplied PDF; should not exceed two (2) electronic pages). Provide an introductory letter that (1) states the full name and address of your company, (2) states the number of years you have been in business providing direct source capture vehicle exhaust removal systems under your present firm or trade name, and (3) includes the name, telephone number, and email address of the contact person for the submission. Additionally, this introductory letter should succinctly highlight your understanding of the City’s Direct Source Capture Vehicle Exhaust Removal System needs and the benefits of accepting your proposal, explaining the value that you provide to the City.

● Technical Proposal (REQUIRED - offeror supplied PDF). All proposals should specifically address the following items:

o Executive Summary – Provide a high-level overview of your proposed direct source capture vehicle exhaust removal system and how it meets Westerville's needs.

o Experience – Please describe your experience with similar projects and installations and provide at least five customer references that can be contacted by the City for the purpose of providing a reference for the proposed direct source capture vehicle exhaust removal system equipment and services. Among these references, please include fire departments of similar size and complexity that would be open to conversations and/or site visits from Westerville staff. The references should contain:

▪ the name of the organization for which the direct source capture vehicle exhaust removal system equipment and services were provided;

▪ a brief description of the direct source capture vehicle exhaust removal systems equipment and services furnished, including the year the system was installed; and

▪ name, contact email, and phone number of the appropriate contact person.

Additionally, please state if any governmental agency has ever suspended or debarred your company. If yes, explain.

o Project Team – Please identify the project manager and other key staff positions (sales, design, installation, etc.) your company will assign to the City to ensure the successful furnishing, delivery, and installation of three complete NFPA 1500 compliant direct source capture vehicle exhaust removal systems to the complete satisfaction of the City. Please provide biographical sketches highlighting their qualifications, certifications, and experience.

Include only staff that will have a direct role in meeting the Westerville Fire Division’s needs.

If partnering with other subcontractors is needed, please identify all subcontractors by name and explain the prime contractor and subcontractor relationship between the parties.

o Project Approach – Please demonstrate your understanding of the Direct

Source Capture Vehicle Exhaust Removal System project scope and the City’s needs and objectives.

Please confirm the proposed direct source capture vehicle exhaust removal system's ability to comply with all applicable standards and regulations, including NFPA 1500.

Please discuss the proposed direct source capture vehicle exhaust removal system's ability to meet the Specifications stated in this RFP and detail any relevant features and functionality. Please describe any innovative features that enhance safety or performance.

● Please provide detailed technical specifications for the proposed systems and the manufacturer's product data sheets where practicable.

Please discuss the quality and durability of the proposed equipment.

Please discuss your approach from a design perspective and submit preliminary design specifications and drawings showing the proposed system installations for each of the Westerville Fire Division’s three stations.

Please describe your approach to project management and communication.

What sets your management and communication programs apart from other companies that provide similar services?

Please describe your installation approach, including a detailed installation methodology, site-specific considerations and solutions for each of the three fire stations, minimization of operational disruptions, quality control procedures, and safety protocols during installation.

Please describe your system performance and testing approach, including your proposed testing methodology, performance metrics and guarantees, verification approach, documentation of test results, and commissioning process.

Please discuss your service and support environment, including length and comprehensiveness of the manufacturer warranty and installer warranty, response time for service calls, availability of replacement parts, preventive maintenance programs, local service capability, and technical support availability.

Please describe the quality and comprehensiveness of your training program and documentation.

Please provide a detailed timeline and implementation plan with key milestones. Provide a timeline that begins upon notification of contract award through completion of all project tasks and deliverables.

Additional Information - Respondents are invited to provide any additional information and/or value-added services/technologies specific to the RFP parameters that will assist the City in considering their proposed direct source capture vehicle exhaust removal system equipment and overall proposal.

o Cost – The project cost is important to the City.

▪ Submissions should include a complete cost proposal, consisting of (1) an itemized list of all direct source capture vehicle exhaust removal system equipment, services, and deliverables for each fire station, (2) a total lump sum fixed-price for each fire station’s complete NFPA 1500 compliant direct source capture vehicle exhaust removal system, and

(3) a total lump sum fixed-price for the entire project (including the complete NFPA 1500 compliant direct source capture vehicle exhaust removal systems for all three fire stations).

▪ Please provide information and pricing for any preventive maintenance program options for post-warranty service you may offer.

● Bid Guaranty (REQUIRED – Surety Company signature required. A Recommend Bid Guaranty Form can be downloaded from the Project Portal). All offers must be accompanied by a Bid Guaranty. The recommended form of Guaranty is a Bid Guaranty and Contract Bond in the full amount of the offer, including all add alternates, as prescribed by Section 153.571 of the Ohio Revised Code. Other acceptable forms of Bid Guaranty include a bid bond equal to ten percent (10%) of the offer plus all add alternates. Bid security issued in bond form, shall be issued by a Surety Company or Corporation licensed in the State of Ohio to provide said surety.

● Exceptions Letter (OPTIONAL – offeror supplied PDF). Should you take exception to ANY requirements, terms and conditions identified in this RFP, a letter must be submitted with your response identifying ALL exceptions. Any exceptions will be part of the evaluation process. The City will not entertain any exceptions not previously submitted with the offeror’s response at the time of contract negotiations.

● Contract Forms (OPTIONAL – download from Project Portal). Offerors are urged to include completed Contract Forms (including a Certification Regarding Lobbying, Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions, Noncollusion Affidavit, and Personal Property Tax Affidavit) with their proposal.

Offerors agree to register with the System for Award Management (SAM) (https://www.sam.gov) and should include their Unique Entity Identifier number (UEI #) when completing the Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions form.

If not included with the submission, a Certification Regarding Lobbying and Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions is needed within two (2) business days of the Close Date. The Successful Offeror will be required to execute and submit the Noncollusion

Affidavit and Personal Property Tax Affidavit prior to the issuance of the Notice to Proceed.

SUBMISSION INSTRUCTIONS

Requested Information:

Name Type # Files Requirement

Transmittal Letter (offeror supplied) File Type: PDF (.pdf) 1 File Required

Technical Proposal (offeror supplied) File Type: PDF (.pdf) 1 File Required

Bid Guaranty (Surety Company signature required. A Recommend Bid Guaranty Form can be downloaded from the Project Portal)

File Type: PDF (.pdf) 1 File Required

Exceptions Letter (offeror supplied) File Type: PDF (.pdf) 1 File Optional

Contract Forms (download from Project Portal) File Type: PDF (.pdf) 1 File Optional

Requested Documents:

Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Upload your submission at: https://westerville.bonfirehub.com/opportunities/199139

You will not be able to prepare a submission unless you submit 'Yes' for your Intent to Bid.

The Q&A period for this opportunity is September 22, 2025, 3:00 PM (EDT) to October 3, 2025, 5:00 PM (EDT). You will not be able to send messages after this time. Questions may be submitted to the City at either Bids@westerville.org or via the Project Portal. Questions will be documented, and an addendum will be issued with the City’s responses. The City will endeavor to have a copy of such addendum delivered to each person receiving a Request for Proposal; however, it is ultimately the Offeror’s responsibility to check the City’s Bonfire/Euna Procurement Portal (https://westerville.bonfirehub.com/opportunities/199139) for verification of any issued addenda.

Your submission must be uploaded, submitted, and finalized prior to the Close Date/Time of October 16, 2025, 5:00 PM (EDT). We strongly recommend that you give yourself sufficient https://westerville.bonfirehub.com/opportunities/199139 mailto:Bids@westerville.org time and at least ONE (1) day before Close Date/Time to begin the uploading process and to finalize your submission.

Important Notes:

Each item of Requested Information will only be visible after the Close Date/Time.

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

You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

Minimum system requirements: Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

It is the sole responsibility of the offeror to see that their proposal is received in the proper time. Proposals received after the specified time will not be considered.

Adherence to the rules set forth in this RFP is mandatory to ensure a fair and objective analysis of all proposals. Failure to comply with or complete any portion of this request may result in the rejection of a submitted proposal.

Receipt of a proposal by the City or submission of a proposal to the City confers no rights upon the offeror nor obligates the City in any manner.

Need Help?

The City uses a Bonfire/Euna Procurement portal for accepting and evaluating proposals digitally. Please contact Bonfire/Euna Procurement at Support@GoBonfire.com for technical questions related to your submission. Please direct general questions to bids@westerville.org.

PRESENTATION, DEMONSTRATION, AND INTERVIEW

Selected offerors may be invited to submit product samples/sample materials and/or make presentations to City personnel. Representative(s) attending/hosting these presentations must be qualified to answer questions related to any component of the proposal.

REVIEW AND EVALUATION

The City will use a Proposal Evaluation Committee (PEC) composed of project stakeholders and other City personnel to review all proposals received as part of a documented mailto:Support@GoBonfire.com mailto:bids@westerville.org evaluation process. For each decision point in the process, the PEC will evaluate offerors on a variety of quantitative and qualitative criteria. The lowest price proposal will not necessarily be selected.

The sole purpose of the proposal evaluation process is to determine which offeror can provide the best value to the City (highest level of service and desired deliverables in the most cost-effective manner that most closely meets the City’s needs). The evaluation process is not meant to imply that one offeror is superior to any other but rather that the selected offeror can best support the City’s needs based on the information available and the City’s best efforts of determination.

● Evaluation Criteria The proposal evaluation criteria should be viewed as standards that measure how well an offeror’s approach meets the desired requirements and needs of the City. The criteria that will be used to evaluate proposals may include but are not limited to, the following:

Title Points Type Description

Responsiveness 10 pts Rated - Scale [0 - 10] The degree to which the offeror’s Transmittal Letter, Technical Proposal, and Bid Guaranty have responded to the purpose and scope of the RFP—e.g., the equipment and services to be provided, including, but not limited to, conformance in all material respects to the RFP. Scored by PEC.

Experience 20 pts Rated - Scale [0 - 10] Offeror's experience and suitability in providing services and deliverables as requested in the RFP; including, but not limited to, quality of references/reference checks and the moral/business integrity to assure good faith performance. Scored by

PEC.

Capability 50 pts Rated - Scale [0 - 10] Offeror's capability, flexibility, and skill to meet the City’s requirements and perform the work identified in the RFP; including but not limited to approach to business processes, project management, service and support, creative alternatives, and value-added services/ technologies; included in this criteria is the quality, conformance, and warranty terms for the proposed direct source capture vehicle exhaust removal system equipment. Scored by PEC.

Cost 20 pts Relative (lowest gets full marks)

During the initial evaluation phase, the cost is scored relative to the lowest response for each Item.

Before making a contract award recommendation, the PEC may elect to use cost to perform a trade-off analysis to determine if the technical differences between proposals and/or furniture items justify paying a cost or price differential.

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list. This detailed evaluation process may result in one or more finalists. The City may request presentations by finalists and may carry out contract negotiations for the purpose of obtaining best and final offers.

● Validity of Proposals Proposals are to be good for ninety (90) days from the proposal due date. The City may hold the proposals for ninety (90) days after the proposal due date, and may award a contract at any time during that period. Should there be reasons why a contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the City and the selected offeror.

● Contract Negotiations/Award The City reserves the right to (a) reject any or all proposals, or to make no award, (b) request modifications to initial proposals or (c) make partial or multiple awards. In addition, the City reserves the right to obtain other supplemental information concerning the offerors. The City further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the City. The City may award based on initial proposals received, without discussion of such proposals.

RIGHT OF REFUSAL

The City reserves the right to reject any and all proposals in their entirety or to select certain applications from the proposals. The City reserves the right to award a contract in any manner deemed in the best interest of its citizens.

PROCUREMENT SCHEDULE

RFP Date Sep. 22, 2025 Pre-Proposal Conference Oct. 1, 2025 Deadline for Submission of Written Questions Oct. 3, 2025 Date of City Response to above-mentioned Questions Oct. 8, 2025 Proposals Due Oct. 16, 2025 Evaluation of Proposals Oct. 17 – 23, 2025 Presentations/Interviews/Negotiations (if needed) Oct. 24 - Nov. 17, 2025 Contract Award On or about Nov. 18, 2025

PUBLIC RECORDS

In entering into a contract with the City (or responding to a City solicitation), all offerors are hereby notified that all bids, proposals, quotations, RFI responses, agreements, invoices, correspondence and any other documents submitted to the City become public property and are subject to public disclosure in accordance with Ohio Public Records Law. All public records will be made available upon request, at the earliest time permitted by law.

Ownership of all data, materials, and documentation originated and prepared for the City pursuant to this RFP shall belong exclusively to the City and be subject to public disclosure in accordance with Ohio Public Records Law.

NON-WAIVER OF RIGHTS

No failure of either party to exercise any power given to it hereunder or to insist upon strict compliance by the other party with its obligations hereunder, and no custom or practice of the parties at variance with the terms hereof, nor any payment under this agreement shall constitute a waiver of either party’s right to demand exact compliance with the terms hereof.

RELATIONSHIP OF THE PARTIES

The relationship between the parties to a contract resulting from this solicitation shall be that of independent contractors. Nothing contained herein shall be interpreted or construed as establishing an agency or employer/employee relationship between the parties or between either party and the employees or representatives of the other party. The Successful Offeror is responsible for all Social Security taxes and Bureau of Workers Compensation contributions for itself and any of its employees.

TERMINATION

The City reserves the right to terminate any contract resulting from this solicitation in whole or in part for default (termination due to the Contractor’s failure to perform satisfactorily) or convenience (termination due to the best interests of the City). After 10 days from delivery of a written notice to the Contractor, the City may, without cause and without prejudice to any other right or remedy, elect to terminate the contract. In such case, the Contractor shall be paid for work executed, goods delivered and accepted, and any expense sustained plus reasonable profit, unless such termination was due to the act or conduct of the Contractor.

EXPENSE OF PREPARING RESPONSES

The City accepts no responsibility for any expenses incurred by the respondents to this RFP, including costs associated with RFP responses and presentations. Such expenses are to be borne exclusively by the respondents.

FEDERAL PROCUREMENT STANDARDS AND CONTRACTING PROVISIONS

This project includes Federal funds from the Federal Emergency Management Agency (FEMA) and the United States Department of Homeland Security (DHS) and is subject to applicable Federal procurement requirements. As such, the Contractor and all its Subcontractors must follow applicable Federal procurement standards and contracting provisions. All Contractors must be eligible for capital projects in which Federal monies are utilized.

CONTRACTING WITH SMALL BUSINESSES, MINORITY BUSINESSES, WOMEN’S BUSINESS

ENTERPRISES, VETERAN-OWNED BUSINESSES, AND LABOR SURPLUS AREA FIRMS

The Contractor should take all necessary affirmative steps to assure that small businesses, minority businesses, women's business enterprises, veteran-owned businesses, and labor surplus area firms (See U.S. Department of Labor's list) are used as subcontractors when possible.

Such consideration means:

1. These business types are included on solicitation lists;

2. These business types are solicited whenever they are deemed eligible as potential sources;

3. Dividing procurement transactions into separate procurements to permit maximum participation by these business types;

4. Establishing delivery schedules (for example, the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types;

5. Utilizing organizations such as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

DOMESTIC PREFERENCES FOR PROCUREMENTS

To the greatest extent practicable and consistent with law, the Contractor shall provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards, contracts, and purchase orders under Federal awards.

For the purposes of this section:

1. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.

2. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.

3. For this infrastructure project, the Contractor must implement and adhere to the Buy America preferences as set forth in 2 CFR part 184, requiring all of the iron, steel, manufactured products, and construction materials incorporated into the project to be produced in the United States.

PROCUREMENT OF RECOVERED MATERIALS

In the performance of the project, the Contractor must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act of 1976 as amended, 42 U.S.C. 6962. The requirements of Section 6002 include procuring only items designated in the guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

In the performance of the project, the Contractor should, to the greatest extent practicable and consistent with law, purchase, acquire, or use products and services that can be reused, refurbished, or recycled; contain recycled content, are biobased, or are energy and water efficient; and are sustainable. This may include purchasing compostable items and other products and services that reduce the use of single-use plastic products. See Executive Order 14057, section 101, Policy.

EQUAL EMPLOYMENT OPPORTUNITY

During the performance of this Contract, the Contractor agrees as follows:

(1) The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, or national origin.

The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, sexual orientation, gender identity, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation;

and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-I/part-184 https://www.govinfo.gov/link/uscode/42/6962 https://www.ecfr.gov/current/title-40/part-247 https://www.ecfr.gov/current/title-40/part-247

(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

(3) The contractor will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or is consistent with the contractor's legal duty to furnish information.

(4) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers' representatives of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

(5) The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

(6) The contractor will furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

(7) In the event of the contractor's noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

(8) The contractor will include the portion of the sentence immediately preceding paragraph

(1) and the provisions of paragraphs (1) through (8) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance: Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency, the contractor may request the United States to enter into such litigation to protect the interests of the United States.

The applicant further agrees that it will be bound by the above equal opportunity clause with respect to its own employment practices when it participates in federally assisted construction work: Provided, That if the applicant so participating is a State or local government, the above equal opportunity clause is not applicable to any agency, instrumentality or subdivision of such government which does not participate in work on or under the contract.

The applicant agrees that it will assist and cooperate actively with the administering agency and the Secretary of Labor in obtaining the compliance of contractors and subcontractors with the equal opportunity clause and the rules, regulations, and relevant orders of the Secretary of Labor, that it will furnish the administering agency and the Secretary of Labor such information as they may require for the supervision of such compliance, and that it will otherwise assist the…