Request for Proposal (RFP):

Westerville Electric Division Office HVAC Installation & Replacement Services UNSPSC Code: 4010 (Heating and ventilation and air circulation) UNSPSC Code: 721512 (Heating and cooling and air conditioning HVAC construction and maintenance services)

Issued by: City of Westerville, Ohio | October 2025

RFP Deadline Dates

• Open Date: October 22, 2025

• Questions Due Date: October 30, 2025, 5:00 PM EDT

• Close Date/Deadline for Responses: November 12, 2025, 5:00 PM EST

Contact Information

• Point of Contact: Tara Trigg, Electric Utility Business Manager

• Email: Bids@westerville.org

• Project Portal: https://westerville.bonfirehub.com/opportunities/206398 mailto:Bids@westerville.org https://westerville.bonfirehub.com/opportunities/206398

TABLE OF CONTENTS

● Checklist – pg. 3

● Purpose – pg. 4

● Organizational Overview – pg. 4

● Scope of Work – pg. 5

● Proposal Content – pg. 11

● Submission Instructions – pg. 13

● Presentation, Demonstration, and Interview – pg. 15

● Review and Evaluation – pg. 15

● Right of Refusal – pg. 17

● Procurement Schedule – pg. 17

● Public Records – pg. 17

● Non-Waiver of Rights – pg. 17

● Relationship of the Parties – pg. 18

● Termination – pg. 18

● Expense of Preparing Responses – pg. 18

Appendix A - Mechanical Plan Sheet H1

Appendix B - Mechanical Plan Sheet H2

Appendix C - Mechanical Plan Sheet H4

Appendix D - Mechanical Plan Sheet H201

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)

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 Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the submission, the Successful Offeror will be required to execute and submit such forms before contract award. These forms are available for download at:

https://westerville.bonfirehub.com/opportunities/206398

PURPOSE

The purpose of this Request for Proposal (RFP) is to inform the private sector of a potential business opportunity to provide comprehensive HVAC installation and replacement services for the Westerville Electric Division’s administrative office located at 139 E. Broadway Avenue, Westerville, Ohio 43081. This project involves the replacement of up to six (6) existing HVAC units of varying sizes that serve critical operational areas within the facility.

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.

Objective The City’s objective is to procure comprehensive HVAC installation and replacement services for the Westerville Electric Division’s administrative office located at 139 E. Broadway Avenue, Westerville, Ohio 43081.

This project involves the replacement of up to six (6) existing HVAC units of varying sizes that serve critical operational areas within the facility. The project has a maximum budget of $100,000, and the number of units replaced may be reduced to stay within this budget. The City reserves the right to award a contract in any manner deemed to be in the best interest of its citizens.

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.

http://www.westerville.org

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 provide comprehensive HVAC installation and replacement services, including all labor, materials, equipment, tools, supervision, and other appurtenant items necessary to complete the work as specified in this scope of work to the City’s complete satisfaction. Deliverables include, but are not necessarily limited to:

Specifications

General Requirements

● The Successful Offeror shall provide all labor, materials, equipment, tools, supervision, and appurtenances necessary to replace the following equipment:

Unit No.

Outdoor Unit Model No.

Indoor Unit Model No.

Size (tons)

Location of Unit

Area of Building Served

1 213CPA036-A FB4CNF036 3 MEZZANINE 2 -

EAST

OPEN OFFICE,

RECEPTION, SMALL

MEETING ROOM

2 25HCB360A500 NA 5 MEZZANINE 2 -

EAST

CONFERENCE ROOM

3 2410E09397 FB4CNF060 5 MEZZANINE 2 -

EAST

KITCHEN, EAST

ENGINEER OFFICES,

RESTROOMS

4 214DPA060-A FY4ANB060 5 MEZZANINE 1 -

WEST

CREW AREA LOCKERS

5 25HBB360A510 FY4ANB060 5 MEZZANINE 1 -

WEST

DATA ROOM, WEST

ENGINEER OFFICES,

WEST HALLWAY

6 25HBC360A500 FB4CNF060 5 MEZZANINE 2 -

EAST

WEST ENGINEER

OFFICES, DATA AND

ELECTRICAL, PHONE

CALL ROOM

● All system components furnished 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 installation of the replacement HVAC units 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 on or before May 31, 2026.

● The Contractor shall provide weekly progress reports to the Westerville Electric Division’s designated representative throughout the duration of the project.

Pre-Installation Requirements

● The Contractor shall conduct a comprehensive site assessment prior to commencing work to verify existing conditions, dimensions, and requirements.

● The Contractor shall submit detailed shop drawings and product data for all proposed equipment for review and approval by the Westerville Electric Division prior to ordering materials.

● The Contractor shall obtain all necessary permits and approvals required for the work.

● The Contractor shall coordinate with the Westerville Electric Division to develop a detailed project schedule that minimizes disruption to facility operations. The facility is available 24/7 for installation activities to accommodate work during off-hours as necessary to minimize disruption.

Equipment Specifications

● All replacement units shall be new, commercial-grade equipment with minimum energy efficiency ratings that meet or exceed current standards and local energy codes.

● Replacement units shall be sized appropriately based on calculated heating and cooling loads for the spaces served, with capacities matching or exceeding the existing units (3-ton and 5-ton as specified).

● All units shall be compatible with existing ductwork, electrical systems, and control systems, or the Contractor shall include necessary modifications to these systems in their proposal.

● Equipment should carry a minimum manufacturer's warranty of 5 years on compressors and 1 year on all other parts.

● Proposed equipment should be from manufacturers with established reputations for quality and reliability in commercial HVAC applications. Acceptable manufacturers include Carrier, Trane, York, Lennox, Daikin, or approved equal.

Installation Requirements

● The Contractor shall remove and properly dispose of existing units in accordance with all applicable regulations, including proper handling and disposal of refrigerants.

● New equipment shall be installed in accordance with manufacturer's specifications and industry best practices.

● Installation shall comply with all applicable building codes, mechanical codes, electrical codes, and local regulations.

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

● The Contractor shall provide all necessary structural supports, vibration isolation, and seismic restraints as required by code and best practices.

● The Contractor shall connect new equipment to existing ductwork, making modifications as necessary to ensure proper airflow and distribution.

● The Contractor shall connect new equipment to existing electrical systems, ensuring proper voltage, phase, and capacity. Any required electrical upgrades shall be identified in the proposal.

● The Contractor shall connect new equipment to existing control systems or provide new controls as required.

● The Contractor shall install new refrigerant piping, insulation, and accessories as required for complete and proper operation.

● The Contractor shall install new condensate drainage systems as required, ensuring proper slope and termination.

● The Contractor shall seal all penetrations through walls, floors, and roofs to maintain building envelope integrity and fire ratings.

● The Contractor shall adhere to the ductwork layout requirements specified in the H1, H2, H4, and H201 mechanical plans sheets provided.

Testing, Adjusting, and Balancing

● The Contractor shall perform startup and testing of all installed equipment according to manufacturer's procedures.

● The Contractor shall test and adjust all systems for proper operation, including airflow balancing, temperature control verification, and system performance testing.

● The Contractor shall provide written documentation of all testing and balancing results, including airflow measurements at each supply and return grille.

● The Contractor shall verify proper operation of all control systems and sequence of operations.

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

Project Completion Requirements

● The Contractor shall provide operation and maintenance manuals for all installed equipment, including manufacturer's literature, warranty information, and recommended maintenance schedules.

● The Contractor shall provide training for Westerville Electric Divisions maintenance personnel on the operation and maintenance of the installed systems.

● The Contractor shall clean all work areas and remove all debris and packaging materials from the site.

● The Contractor shall repair any damage to the building or grounds resulting from the installation work.

Quality Assurance

● The Contractor shall assign a dedicated project manager. A project manager with a minimum of five (5) years of experience managing commercial HVAC projects is recommended.

● All technicians working on the project shall be properly licensed and certified as required by state and local regulations.

● The Contractor shall maintain proper insurance coverage throughout the duration of the project, including but not limited to general liability and workers' compensation insurance.

Warranty and Service

● The Contractor shall provide a minimum one-year warranty on all labor and installation.

● The Contractor shall provide manufacturer's warranties for all equipment installed.

● The Contractor shall provide emergency service response within 24 hours during the warranty period.

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 Contractor should have a minimum of five (5) years of experience in commercial

HVAC installation and replacement projects of similar scope and complexity.

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 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.

Prevailing Wage Rates The project is subject to Chapter 4115 of the Ohio Revised Code regarding Prevailing Rates of Wages.

Attention is called to the prevailing rate of wages to be paid labor on public improvements as ascertained by the Department of Industrial Relations, State of Ohio. Please reference the City’s Bonfire/Euna Procurement Portal (https://westerville.bonfirehub.com/opportunities/206398) for the prevailing wage rates. These rates are provided in PDF format.

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/206398) for more information. In case of discrepancy, this RFP will take precedence.

A non-mandatory pre-proposal conference will be held on Wednesday, October 29, 2025, at 10:00 AM (EDT) for all offerors. The pre-proposal conference will be held at the Westerville Electric Division Offices located at 139 E. Broadway Avenue, Westerville, Ohio 43081.

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 Electric Division’s HVAC equipment replacement 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 commercial HVAC installation and replacement services 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 HVAC installation and replacement 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 Experience – Please describe your experience with similar projects and provide at least three (3) customer references that can be contacted by the City for similar projects completed within the past three (3) years. The references should contain:

▪ the name of the organization for which the HVAC work was performed;

▪ a brief description of the HVAC 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, installation, etc.) your company will assign to ensure the success of the City’s project. Include only staff that will have a direct role in meeting the Westerville Electric 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 Westerville Electric Divisions’ HVAC project scope and the City’s needs and objectives.

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

Please discuss the quality and durability of the proposed equipment.

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, 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, and documentation of test results.

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 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 equipment, services, and deliverables, (2) a total lump sum fixed-price for each of the six HVAC unit replacements, and

(3) a total lump sum fixed-price for the entire project.

Please note that this project has a maximum budget of $100,000, and the number of units replaced may be reduced to stay within this budget. The City may prioritize certain unit replacements over others, in its sole discretion. The City reserves the right to award a contract in any manner deemed to be in the best interest of its citizens.

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

● 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 Noncollusion Affidavit and Personal Property Tax Affidavit) with their proposal. If not included with the proposal, the successful offeror(s) will be required to execute and submit such forms prior to contract award.

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

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/206398

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 October 22, 2025, 2:00 PM (EDT) to October 30, 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/206398) for verification of any issued addenda.

Your submission must be uploaded, submitted, and finalized prior to the Close Date/Time of November 12, 2025, 5:00 PM (EST). We strongly recommend that you give yourself sufficient 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.

https://westerville.bonfirehub.com/opportunities/206398 mailto:Bids@westerville.org

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 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:

mailto:Support@GoBonfire.com mailto:bids@westerville.org

Title Points Type Description

Responsiveness 10 pts Rated - Scale [0 - 10] The degree to which the offeror’s Transmittal Letter and Technical Proposal 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 HVAC 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 Oct. 22, 2025 Pre-Proposal Conference Oct. 29, 2025 Deadline for Submission of Written Questions Oct. 30, 2025 Date of City Response to above-mentioned Questions Nov. 4, 2025 Proposals Due Nov. 12, 2025 Evaluation of Proposals Nov. 13 – 19, 2025 Presentations/Interviews/Negotiations (if needed) Nov. 20 - Dec. 3, 2025 Contract Award On or about Dec. 4, 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.