Audio_Visual_and_Cabling_Installation_and_Repair.pdf

RFP-21386

AUDIO VISUAL AND CABLING INSTALLATION AND REPAIR

Cleveland Metropolitan School District

1111 Superior Ave E

Cleveland, OH 44114

RELEASE DATE: September 26, 2023

DEADLINE FOR QUESTIONS: October 11, 2023

RESPONSE DEADLINE: October 25, 2023, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/clevelandmetroschools https://secure.procurenow.com/portal/%7bproject.government.code%7d

Cleveland Metropolitan School District

REQUEST FOR PROPOSAL

Audio Visual and Cabling Installation and Repair

I. Introduction II. Proposal Submission & Format Requirements

III. Proposal Constraints IV. Evaluation Process V. Evaluation Criteria

VI. Award of Contract VII. Specifications

VIII. Submittals IX. RFP Cost Form

Attachments:

A - CMSD Site List

Request For Proposal #RFP-21386 Title: Audio Visual and Cabling Installation and Repair

1. INTRODUCTION

1.1. Summary

The Cleveland Metropolitan School District (hereafter the "District") under RFP-21386 is seeking Audio

Visual and Cabling Installation and RepairAudio Visual and Cabling Installation and Repairto be provided to the District.

In order to facilitate submission and evaluation of proposals, the following provides, relevant background information, specifications, and instructions for submission & formatting of proposal responses to this RFP.

The District intents to contract with qualified service provider(s) to provide the services outlined in the specifications for this project.

1.2. Background

To facilitate submission and evaluation of bids, the following provides relevant background information, specifications, and instructions for service providers to submit their bid responses to this ITB. Service providers may submit a bid in response to the specifications below.

The District is a large urban school system with over 100 instructional and non-instructional sites, approximately 6,000 teachers and administrative staff, 36,000 District students, and 3,500 classrooms. This includes 62 Pre-K-8 Schools, 31 High Schools (9-12), 2 K-8 schools, 1 Pre-K-6 school, 2 remote school options (K-8, 9-12) and 1 Online Building (K-12). The demographics of our student population include 63.9% Black or African American, 17.2% Hispanic, 14.5% White and 4.4% Other.

The scope of services expected from the Audio/Visual vendor(s) encompasses various critical areas, including, but not limited to:

• In-building Cabling: This involves establishing connections for End-Point Devices such as

Touchscreens (Clevertouch devices), Smartboards, Projectors, Audio systems, Visual equipment, and other relevant devices that require a data connection.

• In-building Hardware: The vendor(s) will be responsible for managing hardware-related aspects, including the installation, mounting, moving, and maintenance of Touchscreens (Clevertouch devices), Projectors, in-class Audio equipment, Visual equipment, and similar components.

• Adding/Repairing Data Connections: The Audio/Visual Vendor(s) will be tasked with efficiently adding and repairing data connections to ensure seamless connectivity throughout the school facilities.

• Handling Additional Requests: The selected vendor(s) will be expected to address any other

Audio/Visual & Cabling needs that may arise during the course of the contract.

To be considered for this significant opportunity, interested vendors must demonstrate a strong track record in providing Audio/Visual & Cabling services, along with the required qualifications and experience. Your proposal should outline your capabilities, expertise, and proposed approach to fulfilling the service needs of the district.

The District places great importance on the reliability and effectiveness of its Audio/Visual, and Data infrastructure, as it directly impacts the quality of education provided to our students. We look forward to receiving innovative and competitive proposals from dedicated vendors who can contribute to the advancement of our educational technology ecosystem.

The District invites proposals for the comprehensive support of Audio/Visual & Structured Cabling services. This RFP outlines our need for a complete turnkey solution on each job, where The District will maintain full oversight of the installation and repair processes for audio/visual and cabling services. The district is committed to ensuring the highest quality standards in our educational technology infrastructure.

1.3. Contact Information

Amanda Joyce

Purchasing Analyst

1111 Superior Ave E

Cleveland, OH 44114

Email: amanda.joyce@clevelandmetroschools.org

Phone: (216) 838-0410

Department:

Division Of Information Technology

1.4. Timeline

*The dates listed are subject to change at the discretion of the District. Service Providers will be notified of changes to the schedule, as appropriate.

RFP Posted September 26, 2023

Pre-Proposal Meeting (Non-Mandatory) October 4, 2023, 11:00am

Virtual via Zoom

Copy & Paste this link:

https://clevelandmetroschools-org.zoom.us/j/88244520173?pwd=WllTc2dXaGZJT

0k2Q2FOVmRnd09YZz09

All final questions from service providers to the District

October 11, 2023, 12:00pm mailto:amanda.joyce@clevelandmetroschools.org tel:(216)838-0410 https://clevelandmetroschools-org.zoom.us/j/88244520173?pwd=WllTc2dXaGZJT0k2Q2FOVmRnd09YZz09 https://clevelandmetroschools-org.zoom.us/j/88244520173?pwd=WllTc2dXaGZJT0k2Q2FOVmRnd09YZz09

Answers to service providers from the

District and all addenda issued (if necessary)

October 18, 2023, 5:00pm

RFP Responses Due October 25, 2023, 1:00pm

Contract Start January 1, 2024

2. PROPOSAL SUBMISSION & FORMAT REQUIREMENTS

2.1. Proposal Submission Requirements

A. In order for the District to evaluate proposals fairly and completely, service providers should follow the format set forth herein and provide all of the information requested. The District discourages costly bids.

B. All proposals shall include all proposal format requirements found below. All information requested in the district-related forms must be submitted via Submittals, or the proposal may be considered non-responsive.

C. Proposals are due at the School District’s e-Procurement Portal on or before 1:00 pm current local time on Wednesday, October 25, 2023. Proposals must be electronically submitted via

School District’s e-Procurement Portal. Proposals will not be accepted via mail or hand delivery. All materials and proposals submitted should be considered as is.

D. All written questions shall be directed to the School District’s e-Procurement Portal’s Question and Answer feature. Written questions will be accepted until 12:00 pm on Wednesday, October

11, 2023. Under no circumstances should any firm interested in providing the services identified in the RFP, their designees, or anyone affiliated with their firm, contact any other District employee or official during the RFP process, in an attempt to lobby or influence the selection of a service provider pursuant to this RFP.

E. The District reserves the right to reject any and all proposals, to waive any and all informalities or irregularities, and to disregard all non-conforming responsive conditional proposals. Each

Proposer is liable for all proposal errors or omissions. A proposer shall not be permitted to alter or amend any proposal documents after the Proposal deadline time and date detailed in the RFP unless such is formally requested, in writing, by the District.

F. Proposals must remain open and valid for ninety (90) days from the opening date unless the time for awarding the contract is extended by mutual consent of the District and service provider. Service providers may withdraw their proposals any time before the proposal opening date by clicking on "Unsubmit Proposal" on their Proposal Submission on OpenGov Procurement before the time and date set for the proposal opening.

2.2. Pre-Proposal Meeting

There will be a Pre-Proposal Meeting at 11:00 am on Wednesday, October 4, 2023. The meeting will be held Via Zoom. The Zoom link is as follows:

https://clevelandmetroschools-org.zoom.us/j/88244520173?pwd=WllTc2dXaGZJT0k2Q2FOVmRnd09YZz09

Service providers are encouraged to submit questions prior to the Pre-Proposal Meeting so that they may be addressed.

https://procurement.opengov.com/portal/clevelandmetroschools/projects/54599?section=undefined https://procurement.opengov.com/portal/clevelandmetroschools/projects/54599 https://procurement.opengov.com/portal/clevelandmetroschools/projects/54599

2.3. Proposal Format Requirements

A. The Audio Visual and Cabling Installation and Repair specifications for RFP-21386 is described in

Specifications Section. Service Providers are required to provide the information below as well as complete the District Related Forms in Submittals section. The narrative part of the proposals must present the following information, be organized with the following headings, and respond to the requested information and questions presented in the RFP scope of work. For evaluation purposes, each heading should be clearly marked in the proposal response.

B. Proposal responses are to be divided into sections as follows:

1. Transmittal Cover Letter: Prepare a letter transmitting the proposal on business letterhead.

The letter should identify the business name, phone number, and business web address along with the name, phone number and email address of the key contact person. The letter must have the signature of a person with authority to obligate the business. The transmittal letter shall also contain a statement that the proposal is a firm offer for a ninety (90) day period.

2. General Information Section

a. Executive Summary: Information about the service provider’s history, structure, organizational metrics, and qualifications for fulfilling the District’s requirements

b. Business Health: information about the service provider’s financial structure and viability, particularly as it relates to fulfilling a multiple-year agreement.

c. Experience: information about the service provider’s current and previous contracts, particularly those with organizations similar to the District.

d. General Narratives about at least three clients using services similar to those being proposed for the District.

e. Management support services: information about staff, project, issue, performance, quality, and risk management methodology.

f. Security: information about the service provider’s policies, practices, and standards for maintaining the confidentiality and integrity of clients’ data, intellectual property, and trade secrets.

g. Risks: service provider’s evaluation of the greatest challenges and risks associated with the particular services and suggestions for mitigating risk.

h. Dispute resolution: information about the service provider’s standard dispute resolution methodologies.

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3. Response to Scope of Work Section: The Response to Scope of Work Section of the proposal shall specifically address the manner in which the proposer will meet scope and requirements described in the Scope of Work & Requirements Section of Specifications. The proposal shall provide enough information so that the evaluators will be able to determine the proposer’s ability to meet the scope of work, requirements, and minimum qualifications. Simply paraphrasing the RFP statement of requirements will not be sufficient data for the evaluation and may be considered as a non-responsive proposal response.

4. Cost proposal

5. Completed District Related Forms set forth in Submittals of this RFP.

https://procurement.opengov.com/portal/clevelandmetroschools/projects/54599?section=462045

3. PROPOSAL CONSTRAINTS

A. The service provider must comply with all laws, rules and regulations dictated by the Board of

Education of the Cleveland Metropolitan School District, City of Cleveland, the State of Ohio and the United States Federal Government.

B. Purchases funded by federal grant funds must adhere to regulations found in Uniform Guidance

“Super Circular”, 2 CFR 200 (UGG), as a condition of receiving funds and to meet annual audit compliance. In an effort to keep policy for all grants consistent, the District implemented the new federal guidelines regarding procurement utilized with federal grants immediately.

C. The District will only accept proposals that cover all of the major components requested in the

RFP.

D. Service provider shall not include Ohio Sales Tax in the price quoted. The District will provide tax exempt certificate to the successful Proposer.

E. Service provider’s personnel and subcontractors on the District site will be required to meet security requirements. Service provider agrees to successfully complete background checks on all of its employees, agents and subcontracts, if necessary, who provide services on site under this scope of work. Each person on site must wear an identification badge that clearly identifies and makes visible the person’s name and company.

F. The successful Service provider and their subcontractor(s), including organizations having personnel, equipment and vehicles on District property, shall provide evidence of insurance as follows:Commercial General LiabilityIncluding limited contractual liability$2,000,000.00 Limit of

Liability(Per occurrence)Automobile LiabilityIncluding non-owned and hired $2,000,000.00 Limit of Liability(Per occurrence)Worker’s CompensationWorker’s compensation and employer’s insurance to full extent required by applicable law

G. This requirement must be fulfilled by the successful service provider providing the District with a current Certificate of Insurance (standard ACORD form), showing the Board of Education of the

Cleveland Municipal School District as an additional insured (Certificate Holder does not constitute being an additional insured), within five(5) days of Notice of Intent to Award

Agreement. The certificates of insurance shall contain a provision that the policy or policies shall not be cancelled without thirty (30) days’ prior written notice to the District.

H. The required insurance must be provided by a company licensed by the State of Ohio, which company must be financially acceptable to the Administration of the Cleveland Municipal School

District

I. In submitting a proposal, service providers agree, unless specifically authorized in writing by an authorized representative of the District on a case-by-case basis, that it shall have no right to use, and shall not use, the name of Cleveland Metropolitan School District, its officials or employees, in any advertising, publicity, promotion, nor to express or imply any endorsement of service provider’s services.

J. The District has a Diversity Business Enterprise and Affirmative Action Program in effect.

Information about this program is set forth at https://bit.ly/3wvVApK.Forms related to this program are set forth in Submittals. Service providers submitting a proposal must complete the appropriate forms and submit same with their proposal.

https://bit.ly/3wvVApK

4. EVALUATION PROCESS

Evaluations are based on the submitted proposal. Follow-up discussions with the proposer’s best suited to complete the work may be requested. The District reserves the right to interview or to seek additional information related to criteria already specified in the RFP after opening the proposals and prior to entering into a contract, to reject any or all proposals, and to award a contract to one or multiple service providers as the District deems necessary. The District also reserves the right to check references identified by any proposer from any service provider that submitted a proposal. The evaluation process is designed to identify the service provider that is the “best value,” which is the best combination of attributes based upon the evaluation criteria, not necessarily to the service provider with the lowest cost.

4.1. Responsiveness

Proposals will be evaluated, first, as responsive or non-responsive to the RFP’s instructions. A preliminary review will be conducted of all proposals submitted on time to ensure the proposal adheres to the material submission requirements specified in the RFP. Proposals that do not meet the material submission requirements may be deemed non-responsive and rejected. In the event that all proposers do not meet one or more of the submission requirements, the District reserves the right to continue the qualitative evaluation of the proposals and select proposal(s) which most closely meets the scope of work specified in the RFP. Proposal responses must include, or meet, the following submission requirements:

A. Timely Submission

B. Transmittal Cover Letter

C. General Information Section

D. Response to Scope of Work

E. Cost proposal

F. District Related Forms

4.2. Qualitative Evaluation Criteria

The proposals will next be evaluated based on the information presented in the proposal and on additional information obtained during the evaluation process. Responses will be evaluated based on the weighted criteria set forth in Evaluation Criteria.

https://procurement.opengov.com/portal/clevelandmetroschools/projects/54599?section=462044

5. EVALUATION CRITERIA

The proposals will next be evaluated based on the information presented in the proposal and on additional information obtained during the evaluation process. Responses will be evaluated based on the following weighted criteria:

5.1. Responsiveness Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent Submittals Pass / Fail 10 (11.1% of Total)

2. Name & Title of Authorized Signatory Pass / Fail 10 (11.1% of Total)

3. Compliance Declaration and Non-Collusion

Statement Confirmed Pass / Fail 10

(11.1% of Total)

4. Completed Conflict of Interest Form Pass / Fail 10 (11.1% of Total)

5. Completed Proposal Qualification Form Pass / Fail 10 (11.1% of Total)

6. Certification Regarding Debarment, Suspension, and Other Responsibility Matters

Primary Covered Transactions Confirmed

Pass / Fail 10 (11.1% of Total)

7. References Provided Pass / Fail 10 (11.1% of Total)

8. Completed DBE Forms Pass / Fail 10 (11.1% of Total)

9. Completed EOA Contractual Declaration Pass / Fail 10 (11.1% of Total)

5.2. Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Price of eligible products and services 0-5 Points 35 (35% of Total)

2. Demonstrated Capability Providing Services to

Organizations Similar in Size and Structure to

CMSD

0-5 Points 25 (25% of Total)

3. Quality of Services and Understanding District

Needs 0-5 Points 25

(25% of Total)

4. References 0-5 Points 10 (10% of Total)

5. Minority Business Enterprises(MBE/FBE/DBE) 0-5 Points 5 (5% of Total)

6. AWARD OF CONTRACT

A. The contents of the RFP, including all appendices and addenda thereto, and the commitments set forth in the proposals shall be considered contractual obligations. Failure to accept these obligations may result in cancellation of the award.

B. The contract award will not be final until the District and the selected Service Provider execute a mutually satisfactory contractual agreement.

C. The contract documents consist of the following:

1. District Contract

2. Response to Scope of Work

3. Cost Proposal

4. All Required District Related Forms in Submittals

5. All applicable addenda

D. The service provider shall perform all work described in the Contract Documents, including without limitation, all terms and conditions of the scope of work and specifications contained herein or otherwise stated in the Contract Documents reasonably inferable there from by the service provider as necessary to produce the results intended therein.

7. SPECIFICATIONS

7.1. Scope of Services

The selected service providers(s) will be responsible for providing a wide range of services, including but not limited to:

• Audio/Visual & Cabling Installation: Efficient and precise installation of Audio/Visual & Cabling devices in accordance with CMSD guidelines and specifications.

• Audio/Visual & Cabling Repairs: Prompt and reliable repair services for any issues or malfunctions with the existing Audio/Visual & Cabling infrastructure.

• Turnkey Solution: A comprehensive approach that encompasses all aspects of the installation and repair process, ensuring a seamless and hassle-free experience for CMSD.

• Service Level Agreement (SLA): The vendor(s) must adhere to the agreed-upon Service Level

Table, meeting the performance metrics and response times specified for different Audio/Visual device types (as provided in the SLA).

• Student Internship/Worker Program: CMSD seeks vendors who are committed to providing opportunities for our students through a student internship/worker program. The inclusion of such a program in the proposal will be highly regarded.

Service Level Table:

Please refer to the "Service Level Table" for detailed information on the current Audio/Visual device types and their corresponding service levels. Note that these device types are subject to change, and flexibility in addressing evolving technology needs is expected.

7.2. Key Requirements and Assumptions

The following list outlines the key requirements and assumptions for the selected Audio and Visual service provider:

A. Language Proficiency: All individuals assigned to the contract must be proficient in speaking, reading, and writing English to ensure effective communication.

B. Background Checks: All individuals assigned to this contract are required to undergo a background check conducted by The District’s Department of Safety & Security. The cost of the background check will be borne by the service provider.

C. Ancillary Costs: The District will not be directly billed or charged additionally for ancillary expenses, including but not limited to travel time, travel costs (including mileage), long-distance calls, cell phone expenses, office supplies, background checks, attendance at meetings, and other similar items necessary for conducting business.

D. Overtime and Training Costs: The District will not be directly billed or charged additionally for overtime, training, education, certification costs, or hours spent on study related to the contract.

E. Representation at Meetings: The service provider shall provide appropriate representation at meetings as required, including administrative, marketing, and sales staff, without any additional charge.

F. Corporate Identifiable Clothing: On-site staff must wear appropriate corporate identifiable clothing while performing services for The District.

G. The District’s Right to Refuse: The District reserves the right to refuse any individual from performing services under this contract.

H. Documentation Requirements: The service provider must maintain all documentation in digital format for services rendered, including but not limited to invoices, Work Validation forms, and any other necessary documentation.

I. The District IT Service Management (ITSM) Platform: The District ITSM platform will be used to track service requests, incidents, progress, and completion of services.

J. Timely Work Validation: The service provider is required to attach the completed Work

Validation to the respective ticket within five (5) business days of work completion.

K. One-Year Warranty: All work performed under this scope of services will carry a one-year warranty on craftsmanship, labor, and materials. In case of an improper fix or damage to the device being worked on, the awarded contractor must replace the item(s) with The District-approved item(s) that are equal or better in quality.

Service providers are requested to acknowledge and comply with these requirements and assumptions in their proposals. By adhering to these guidelines, service providers will ensure a smooth and successful collaboration with The District, contributing to the enhancement of our educational technology services.

7.3. Service Level Goals

Service Level Agreements (SLAs) with corresponding service credits will be established upon the finalization of the contract with the selected service provider(s). The tracking of agreed-upon Service

Level Goals and SLAs will be facilitated using The District’s ticketing platform.

The following service levels will be integral to our partnership:

A. Timely Incident Resolution: The Respondent shall commit to resolving all incidents within the timelines specified in the Service Level Table. This timeline excludes time spent waiting on quotation approval, so long as the quotation has been appropriately documented as being delivered, and time spent waiting on device or part delivery from service providers.

B. Utilization of The District’s ITSM Ticket System: The Respondent will utilize The District’s IT

Service Management (ITSM) ticket system for efficient incident tracking and management.

C. Monthly Issues Report: The Respondent will provide a comprehensive monthly issues report summarizing all activities. This report will be submitted within one week after the end of each month or billing cycle.

D. Quarterly Performance Review: The District and the Service Provider will conduct quarterly performance reviews throughout the contract term. These reviews will involve an evaluation of performance against established targets and an agreement on any necessary adjustments to the targets or credits.

These Service Level Goals are foundational to ensuring the quality and effectiveness of the services provided under this contract. Upon contract finalization, specific SLAs and associated service credits will be determined to provide a clear framework for performance expectations and accountability.

Your commitment to meeting these service levels and collaborating in their ongoing evaluation is essential to our successful partnership.

Service SLA Descriptions SLA Timeframe

Device/Hardware

Replacement

• Replacement o Device(s) deemed inoperable will need to be replaced with an exact model or model with similar feature set.

o Utilize stock on hand at Woodland or other warehousing/storage used by CMSD.

o Work with Device Service providers for replacement quotations if existing stock is unable to be used.

• Disposal o Devices will need to be disposed of in the proper manner for that device as approved by CMSD.

• Repurposing o Devices with consumable and reusable parts should have those parts kept on hand to use in other devices, including but not limited to:

▪ Brackets

▪ Cabling

▪ Bulbs

10 Business Days

Device/Hardware consumable maintenance

• Device consumable replacement and maintenance, as applicable:

o Ordering o Replacement/Installation o Cleaning o Disposal

Device/Hardware General

Issues

• If the identified call out issue is not the cause for device/hardware malfunctioning, the service provider must be able to troubleshoot to get an expedited resolution

10 Business Days

Structured Cabling

(Data/AV/Telephone)

Repairs

• Identify, troubleshoot, and repair cabling, port, or electrical issues with the cabling.

10 Business Days

Structured Cabling

(Data/AV/Telephone)

Installation - Quotations

• Work with CMSD to qualify, validate, and define the scope of the installation, including a completion timeframe, & provide a detailed quotation encompassing a turnkey installation.

5 Business Days

Installation -

Commencement

• Upon approval of the quotation work shall commence and proceed as detailed in the quotation

5 Business Days

General Issues

• If the identified call out issue is not the cause for device/hardware malfunctioning, the service provider must be able to troubleshoot, but not limited to, the following:

o Network – jacks, ports, wall ports, cables, runs, etc.

o Audio/Video – connectors, ports, wall ports, wires, runs, etc.

o Telephone – jacks, ports, wall ports, wires, runs, etc.

• Service provider must provide all cable testing results.

o Time and date of cable tested o Length of run o Pinout configuration o Type of cable standard used per Cable/Port type

5 Business Days

Audio/Visual Services

(In Class Speakers)

• There is a separation of classroom speakers and building systems.

o Service provider will be responsible for issues pertaining to classroom speakers as defined as: Any learning area of the building that has the same classroom environment setup.

o Classroom environment setup can be identified:

o End user devices – PCs, interactive displays, etc.

o Drop Connections – Network, A/V, Telephone, etc.

• Service provider is not responsible for Building Systems:

o Bells o Digital Clocks

• Components to Class Speakers:

o Cabling o Receivers o Amplifiers o Sound Speakers

7.4. Service Provider Responsibilities

Responsibilities includes but is not limited to:

• Establish and maintain a sound customer relationship between the principals, teachers, and the

Department of Information Technology.

• Respond to request via CMSD’s ITSM platform.

• Installation of Audio and Visual Hardware based on the Manufacturer’s Standards and CMSD’s approval

• Removal of Audio and Visual Hardware based on the Manufacturer’s Standards and CMSD’s approval

• Replacement of projector bulb based on the Manufacturer’s Standards and CMSD’s approval

• Replacement of projector filter based on the Manufacturer’s Standards and CMSD’s approval

• Remedy connection and/or Port issues related to Audio and/or Visual Hardware

• Installation of data drops

• Installation of A/V related electrical requests.

• Perform other duties as assigned by the Department of Information Technology

7.5. Sample Service Level Metrics and Credits

Service Level Table

Devices*/Services

Max

Resolution

Time Credits

Device/Hardware - Replacement 10 Days 20% of Invoice

Device/Hardware - Consumable Maintenance 10 Days 20% of Invoice

Device/Hardware - General Issues 10 Days 20% of Invoice

Structured Cabling (Data/AV/Telephone) - Repairs 10 Days 20% of Invoice

Structured Cabling (Data/AV/Telephone) - Installation -

Quotations

5 Days 20% of Invoice

Structured Cabling (Data/AV/Telephone) - Installation -

Commencement

5 Days 20% of Invoice

Structured Cabling (Data/AV/Telephone) - General Issues 5 Days 20% of Invoice

Audio/Visual Services (In Class Speakers) 10 Days 20% of Invoice

*Device Type are subject to change

8. SUBMITTALS

The District reserves the right to reject any and all proposals, to waive any and all informalities or irregularities, and to disregard all non-conforming responsive conditional proposals. Each Proposer is liable for all proposal errors or omissions. A proposer shall not be permitted to alter or amend any proposal documents after the Proposal deadline time and date detailed in the RFP unless such is formally requested, in writing, by the District.

8.1. Respondent Submittals (without Cost)*

A. Transmittal Cover Letter: Prepare a letter transmitting the proposal on business letterhead. The letter should identify the business name, phone number, and business web address along with the name, phone number and email address of the key contact person. The letter must have the signature of a person with authority to obligate the business. The transmittal letter shall also contain a statement that the proposal is a firm offer for a ninety (90) day period.

B. General Information Section

1. Executive Summary: Information about the service provider’s history, structure, organizational metrics, and qualifications for fulfilling the District’s requirements

2. Business Health: information about the service provider’s financial structure and viability, particularly as it relates to fulfilling a multiple-year agreement.

3. Experience: information about the service provider’s current and previous contracts, particularly those with organizations similar to the District.

4. General Narratives about at least three clients using services similar to those being proposed for the District.

5. Management support services: information about staff, project, issue, performance, quality, and risk management methodology.

6. Security: information about the service provider’s policies, practices, and standards for maintaining the confidentiality and integrity of clients’ data, intellectual property, and trade secrets.

7. Risks: service provider’s evaluation of the greatest challenges and risks associated with the particular services and suggestions for mitigating risk.

8. Dispute resolution: information about the service provider’s standard dispute resolution methodologies.

C. Response to Scope of Work Section: The Response to Scope of Work Section of the proposal shall specifically address the manner in which the proposer will meet scope and requirements described in the Scope of Work & Requirements Section of Specifications. The proposal shall provide enough information so that the evaluators will be able to determine the proposer’s ability to meet the scope of work, requirements, and minimum qualifications. Simply paraphrasing the RFP statement of requirements will not be sufficient data for the evaluation and may be considered as a non-responsive proposal response.

*Response required

8.2. Name & Title of the Authorized Signatory*

*Response required

8.3. Compliance Declaration*

It is the policy of the authorized signatory's firm that equal employment opportunity be afforded to all qualified persons without regard to race, religion, color, sex, national origin, age, or handicap.

In support of this policy, the authorized signatory's firm will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, or handicap.

The authorized signatory's firm will take affirmative action to insure that applicants are employed and that employees are treated during employment without regard to race, color, sex, national origin, age, or handicap. Such action will include, but not be limited to:

Recruitment, advertising, or solicitation for employment, hiring, placement, upgrading, transfer or demotion, selection for training including apprenticeship rates of pay or other forms of compensation, layoffs or termination.

The authorized signatory's company states that they are of current applicable requirement pertaining to

Fair Labor Standards and Non-Discriminatory Practices of Federal, State, and Local Governments.

The authorized signatory further acknowledges that if the contract is awarded to the undersigned, the undersigned will comply with all Fair Labor Standard Practice.

☐ Please confirm

*Response required

8.4. Non-Collusion Statement

By confirming, the authorized signatory affirms that they are making the foregoing proposal, that such proposal is genuine and not collusive or sham; that said proposer has not colluded, conspired, connived, or agreed, directly or indirectly, with any proposer or person, to put in a sham proposal, or that such other person shall refrain from proposing, and has not in any manner, directly or indirectly sought by agreement or collusion, or communication or conference, with any person, to fix the proposal price of affiant or any other proposer, to fix any overhead, profit or cost element of said proposal price, or of that of any proposer, or to secure any advantage against the Board of Education of the Cleveland

Metropolitan School District, or any person or persons interested in the proposal; and that all statements contained in said proposal are true; and further that such proposer has not, directly or indirectly, submitted this proposal, or the contents thereof, or divulged information or data relative thereto to any Association or to any member or agent thereof.

☐ Please confirm

8.5. Conflict of Interest Form

Cleveland Metropolitan School District (CMSD) adheres to Ohio Ethics Law and strictly follows the opinion of the Ohio Ethics Commission. As such, each vendor is requested to submit this statement declaring any potential conflicts of interest in doing business with the District. Please answer the following two questions providing all requested information.

8.5.1. Are any current Cleveland Metropolitan School District (CMSD) employees, Cleveland Board of Education members, or any of their immediate family members, also members of the vendor’s board of directors, hold any officer position with the vendor, or own any shares of any stock issued by the vendor?*

☐ Yes

☐ No

*Response required

8.5.2. If Yes, and if the CMSD employee, CMSD board member, or immediately family member is a member of the vendor’s board of directors or holds an office with the vendor, please state the person’s name and position with the vendor.

8.5.3. If Yes, and if the CMSD employee, CMSD board member, or immediate family member owns share of any stock in the vendor organization or company, state the percentage of all outstanding company shares owned by the CMSD employee or board member.

8.5.4. Are any current CMSD employees, CMSD board members, or any immediate family members also employees of the vendor? *

☐ Yes

☐ No

*Response required

8.5.5. If Yes, please state the person’s name and provide a description of their job duties for the provider:

8.5.6. If Yes, please describe the contact that the vendor will have with the CMSD employee or CMSD board member in the course of providing services to the District:

8.5.7. CERTIFICATION*

By confirming, the authorized signatory certifies that the foregoing statements are true and accurate and that my signature below attests to the authenticity of my identity as the person actually signing this form. This document is not a contract. In order for a binding Agreement to exist, a signed Agreement will be required prior to any legally binding commitment by the District.

*Response required

8.6. Proposer Qualifications Form

8.6.1. Taxpayer Identification Number*

*Response required

8.6.2. How many years has your organization been in business?* *Response required

8.6.3. How many years has your organization been in business under its current name?*

*Response required

8.6.4. List any other aliases your organization has utilized in the last two years and the form of Business*

Respond N/A if not applicable.

*Response required

8.6.5. State the principal place of doing business.*

*Response required

8.6.6. If you are currently a corporation, state the date of incorporation.* *Response required

8.6.7. If you are currently a corporation, list the following:*

• President’s name

• Secretary’s name

• Treasurer’s name

• Statutory agent’s name

• Name of shareholders, if less than 10

*Response required

8.6.8. If you are currently in a partnership, state the name and address of all general and limited partners.*

*Response required

8.6.9. If you are currently in a partnership, list the original name and date of organization’s inception.*

*Response required

8.6.10. If you are neither a corporation nor a partnership, please describe your organization and list principals.*

8.6.11. Are you legally qualified to do business in the State of Ohio?*

☐ Yes

☐ No

*Response required

8.6.12. Are you legally qualified to do business in Cuyahoga County and licensed by the City of Cleveland?*

☐ Yes

☐ No

*Response required

8.6.13. Has your organization ever been (i) declared by a customer to be in default under a contractor and/or (ii) sued by a customer for failure to completely a contract or properly perform services in a timely manner? If yes, please state where, when, and why.*

*Response required

8.6.14. Has your organization ever been cited by a local, county, state, or federal authority for violation of a regulation or statute or failing to timely complete a contract in accordance with specifications? If yes, please state date, agency, and final disposition. *

*Response required

8.6.15. Has your organization ever filed for bankruptcy? If yes, please state where, when and why?*

*Response required

8.6.16. Upload a list of the major customers for whom your organization has provided this type of equipment or service in the past five years. Include owner’s name and type of work performed. *

*Response required

8.6.17. Has your organization ever been sued by a supplier for failure to timely pay for materials or equipment provided? If yes, please provide details. *

*Response required

8.6.18. What is the dollar limit of your firm’s General (CLS) Liability Insurance?* Please list the following information as well:

• Name of insuring company

• Policy Number

*Response required

8.6.19. What is the dollar limit of your firm’s Automotive Liability Insurance?* Please list the following information as well:

• Owned vehicles

• Non-Owned vehicles

• Name of insuring company

• Policy number

*Response required

8.6.20. List the name and address of every person having an interest in this solicitation.*

*Response required

8.6.21. Has any federal, state or local government entity ever cited or taken any action against your organization or any of its principals for failure to pay or remit any taxes including but not limited to income, withholding, sales, franchise, or personal property taxes? If yes, please give name of agency, date and amount of taxes overdue and resolution of the issue. *

*Response required

8.6.22. Is your organization and its’ principals current in payment of personal property taxes?*

☐ Yes

☐ No

*Response required

8.6.23. By confirming, the prospective lower tier participant certifies, by submission of this solicitation, that neither it nor its principals is presently debarred, suspended, proposed, for debarment or suspension, declared ineligible, or voluntarily excluded from participation in this transaction by any State and/or Federal Department or Agency.

☐ Please confirm

8.6.24. If the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participants shall upload an explanation to this solicition.

8.7. Instructions for Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions

This certification is required by the regulations implementing Executive Order 12549, Debarment and

Suspension, 13 CFR

Part 145. The regulations were published as Part VII of the May 26, 1988 Federal Register (pages 19160-

19211). Copies of the regulations are available from local offices of the U.S. Small Business Administration.

INSTRUCTIONS FOR CERTIFICATION

1. By affirming and submitting this proposal, the prospective primary participant is providing the certification set out below.

2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction.

However, failure of the prospective primary participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.

3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If is is later determined that the prospective primary participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default.

4. The prospective primary participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and

"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549. You may contact the department or agency to which this proposal is submitted for assistance in obtaining a copy of those regulations (13 CFR Part

145).

6. The prospective primary participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.

7. The prospective primary participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion--

Lower Tier Covered Transactions," provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.

8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the ineligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List.

9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default.

8.7.1. Certification Regarding Debarment, Suspension, and Other Responsibility Matters Primary Covered Transactions*

By confirming, the proposer agrees to the following:

(1) The prospective primary participant certifies to the best of its knowledge and belief that it and its principals:

A. Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity

(Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

D. Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.

(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal.

☐ Please confirm

*Response required

8.8. References

Include below three references of equal or larger size to this current RFP project. Public sector experience is preferred, but not required. Please attach relevant supporting documentation, such as project plans, scope of work.

8.8.1. Reference 1: Company/School Name, Address, Type of Business, Contact Person Name and Phone Number, Date of Service & Description of Services Provided*

8.8.2. Reference 2: Company/School Name, Address, Type of Business, Contact Person Name and Phone Number, Date of Service & Description of Services Provided*

*Response required

8.8.3. Reference 3: Company/School Name, Address, Type of Business, Contact Person Name and Phone Number, Date of Service & Description of Services Provided*

*Response required

8.8.4. Please attach relevant supporting documentation, such as project plans, scope of work.

8.9. DBE Form

Please fill in the following section for any DBE participation (including joint ventures).

Definition of DBE: A Diversity Business Enterprise (DBE)

"Small Diversity business concern" means a small business concern that is a least (51) percent unconditionally owned by one or more individuals who are both socially and economically diverse, or a publicly owned business that has at least (51) percent of its stock unconditionally owned by one or more socially and economically diverse individuals and that has its management and daily business controlled by one or more such individuals. This term also means a small business concern that is at least (51) percent unconditionally owned by an economically diverse Indian tribe or Native Hawaiian Organization, or a publicly owned business that has least (51) percent of its stock unconditionally owned by one of these entities, that has its management and daily business controlled by members of an economically diverse Indian tribe or Native Hawaiian Organization.

8.10. DBE Form A

The questions under this section must be completed by all vendors.

8.10.1. Type of Business (Product or Service)

8.10.2. Diversity Business Enterprise Subcontractor(s)*

Enter N/A if no DBE/MBE/FBE Subcontractor(s) and complete form D for DBE Unavailability.

*Response required

8.10.3. Dollar Amount Subcontract Award*

List the total Dollar Amount of the Subcontract Award.

Enter N/A if no DBE/MBE/FBE Subcontractor(s).

8.10.4. Percent of Subcontract Award*

List the total Percent of the Subcontract Award.

Enter N/A if no DBE/MBE/FBE Subcontractor(s).

8.10.5. D.B.E. Participation $*

List the…