Bid Specifications - Camp Hope Transportation - 3 20 2026.pdf

BID SPECIFICATION SHEET

Cuyahoga County Department of Public Safety and Justice Services Witness Victim Service Center – Transportation To and From Camp

Event # Bids Due: 4/ /2026

Bid Specifications

Introduction Cuyahoga County will be hosting approximately forty (40) children, ages 9-17 years, for a summer camp for five (5) nights, and six (6) days, and Cuyahoga County would like to provide transportation to and from the camp for the children and the adult chaperones.

Scope of Services The successful vendor must be willing to sign a contract and show proof of insurance per the terms and conditions outlined below.

Transportation services will include:

• Pick up location:

1744 Payne Avenue Cleveland, OH 44114

• Drop off location:

14040 Auburn Road Newbury, OH 44065

• Return Location:

1744 Payne Avenue Cleveland, OH 44114

➢ 45 (forty-five) Passengers; approximately 40 (forty) kids and 5 (five) adults, with accommodation for bags and luggage; It is the County’s preference that all passengers are transported in one vehicle.

➢ Departure on July 19th, 2026

➢ Returning on July 24th, 2026

Vendor Bid Criteria Please provide a quote for providing these services. Please include the following information:

(1) maximum number of passengers for the transporting vehicle; and (2) proposed schedule of payments (timing, trigger for payment(s), lump sum).

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At all times, driver must comply with all applicable State of Ohio rules for transporting minors, including but not limited to Ohio Revised Code Chapter 4511.

Upon request, provide vehicle inspection report.

RFB Contact If you have any questions during the bidding period, all inquiries can be submitted through the Cuyahoga County Supplier Portal, or be directed to the following individual:

Destiny Smith Department of Public Safety and Justice Services

(216) 443-7466 dsmith01@cuyahogacounty.gov

CONTRACT TERMS AND CONDITIONS

The following terms and conditions shall apply to the contractual agreement between the successful vendor and the Cuyahoga County:

1. The contract shall be subject to interpretation under the laws of the State of Ohio, and subject to the review of the County Department of Law as to legal form and correctness.

2. The successful vendor shall agree to indemnify and save the County of Cuyahoga, Ohio harmless from suits or actions of every nature and description brought against it, for or on account of any injuries or damages received or sustained by a party or parties or from any act of the contractor, his servants, or agents.

3. The County of Cuyahoga shall not assume responsibility for the payment of any personal property taxes for any materials not owned by the County of Cuyahoga, nor shall the County of Cuyahoga pay any insurance premiums for any coverage of any property not owned by the County of Cuyahoga, Ohio. No conditions shall alter this statement.

4. The County of Cuyahoga is a tax-exempt No. 29 political subdivision of the State of Ohio (Federal I.D. No. 34-6000817). Necessary tax exemption blanks will be furnished to the successful vendor when the contract is signed.

5. Acceptance of performance is a condition of the agreement. It shall be understood and agreed that an agent for Cuyahoga County shall determine finally the satisfactory quality of the services and/or materials furnished under the agreement. Failure to meet performance requirements is a reason for termination of the agreement, and the contractor shall be liable to the County for any excess cost and/or expenses incurred by the County thereafter.

6. In the event that the contract is terminated by the County of Cuyahoga, Ohio, thirty (30) calendar days advance written notice shall be given to the contractor. The contractor shall provide all services and/or materials required by the contract and the specifications to the date of termination.

Under no circumstances shall the County of Cuyahoga, Ohio be responsible for any type of penalty payment upon the cancellation of the contact. The contractor, however, shall be paid for all services and/or materials provided to the date of termination.

7. By submitting a bid, the vendor agrees on behalf of the submitting business entity, its officers, employees, subcontractors, sub-grantees, agents or assigns, that all resulting contract documents requiring County signatures may be executed by electronic means, and that the electronic signatures affixed by the County to said documents shall have the same legal effect as if that signature was manually affixed to a paper version of the document. The vendor also agrees on behalf of the aforementioned entity and persons, to be bound by the provisions of Chapters 304 and 1306 of the Ohio Revised Code as they pertain to electronic transactions, and to comply with the electronic signature policy of Cuyahoga County.

8. Anti-discrimination: The contractor agrees that in the employment of labor, skilled or unskilled, under this Agreement, there shall be no discrimination exercised against any person because of race, religion, national origin, sex, ancestry, age, disability, sexual orientation, or veteran status, and that violation thereof shall be deemed a material breach of said Agreement.

9. Americans with Disability Act (ADA): The Contractor shall certify that they are in accordance with the Americans with Disabilities Act of 1990. The Contractor assures that their facilities and services provide reasonable access to all persons with a disability or that reasonable accommodations can be made to provide access. The Contractor agrees to make any and all modifications (that do not impose an undue hardship) to assure access.

10. Social Security Act: The Contractor shall be and remain an independent contractor with respect to all services performed hereunder and agrees to and does hereby accept full and exclusive liability for payment of any and all contributions or taxes for social security, unemployment insurance, or old age retirement benefits, pensions, or annuities now or hereafter imposed under any Local, State or Federal Law which are measured by the wages, salaries, or other remuneration paid to persons employed by the Contractor for work performed under the terms of this Contract and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or hereafter may be issued or promulgated under said respective laws by and duly authorized State or Federal officials; and said Contractor also agrees to indemnify and save harmless Cuyahoga County from such contributions or taxes or liability.

11. Labor and Material: The Contractor shall well, truly and promptly pay or satisfy the just and equitable claims of all persons who have performed labor or furnished materials or equipment for said Contractor in the execution of this Contract, and all bills, costs or claims of whatever kind which might in law or equity become a lien upon said work.

12. Assignment: The Contractor shall not assign, transfer, convey or otherwise dispose of this Contract, or his right to execute it, or his right, title or interest in or to it or any part thereof, or assign, by power of attorney or otherwise, any of the monies due or to become due under this Contract without approval of the County Executive and/or his designee by resolution.

13. Ownership of Contract Products: All products produced in response to the contract will be the sole property of the County.

REQUIRED CONTRACT DOCUMENTS

(To be completed by successful Vendor at time of contract preparation)

In addition to the contract agreement furnished by Cuyahoga County, the successful vendor shall provide the following documents within fourteen (14) calendar days of the RFB award date. Failure to provide these documents within this time frame may result in a rescission of the award.

1. IRS Form W-9: Request for Taxpayer ID and Certification

2. Ohio Workers’ Compensation Certificate

3. Certificate of Insurance

These documents are described in the following paragraphs.

IRS Form W-9: Request for Taxpayer Identification Number and Certification

An Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification) is required from any successful vendor, prior to the execution of the contract with Cuyahoga County, must be completed.

Workers’ Compensation Certificate

A Workers’ Compensation Certificate is required from corporations and partnerships with employees. Sole proprietors and individual consultants are not required to submit this document.

The contractor shall provide a Certificate of Premium Payment for Ohio State Workers’ Compensation Insurance, or equivalent Workers’ Compensation Insurance or letter of indemnification in lieu thereof. This document shall be current for the entire period of the contract.

CUYAHOGA COUNTY

PSJ-1278 2025 CAMP HOPE TRANSPORTATION

Insurance Requirements

The Contractor shall procure, maintain and pay premiums for the insurance coverage and limits of liability up to the full amount of coverages as stated in all existing policies issued to the Contractor as of the effective date of this contract and at least in the amounts indicated below with respect to products, services, work and/or operations performed in connection with this Contract.

(a) Worker’s Compensation Insurance as statutorily required by the State of Ohio.

For Contractors with employees working outside of Ohio, Worker’s Compensation Insurance as required by the various state and Federal laws as applicable including Employers’ Liability coverage.

(b) Commercial General Liability Insurance with limits of liability not less than:

$5,000,000 each occurrence bodily injury & property damage;

$5,000,000 personal & advertising injury;

$5,000,000 general aggregate;

$5,000,000 products/completed operations aggregate.

This policy must include, or not specifically exclude, coverage for Sexual Abuse and Molestation in the same amount. This must be explicitly noted on the Certificate of Insurance.

Such insurance shall be written on an occurrence basis on the Insurance Services Office (ISO) form or its equivalent.

(c) Business Automobile Liability Insurance covering all owned, non-owned, hired, and leased vehicles. Such insurance shall provide a limit of not less than $5,000,000 combined single limit (bodily injury & property damage) each accident;

Such insurance shall be written on an occurrence basis on the Insurance Services Office (ISO) form or its equivalent.

(d) Professional Liability Insurance/Errors & Omissions Liability Insurance appropriate to the contractor’s profession providing coverage for claims arising out of the provision of design, architectural, engineering, consultants, counselors, medical professionals, legal and/or other professional services with a limit of liability not less than:

$5,000,000 per occurrence;

$5,000,000 aggregate.

Insurance Coverage Terms and Conditions

1. Nothing in this Agreement shall be construed to be a waiver of defenses or immunities afforded to the County under applicable law.

2. All insurance policies of the Contractor required for this Contract shall:

(i) Provide that, for each insurance policy provided above, coverage shall not be canceled except with notice to the County of Cuyahoga.

(ii) Name The County of Cuyahoga, its officers, officials, employees, and volunteers as additional insureds with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. This provision shall apply to all insurance policies evidenced by the Contractor except for Workers’ Compensation.

(iii) Be primary and non-contributory as respects the County of

Cuyahoga, its officers, officials, employees, and volunteers for any claims related to the work or operations of the Contractor under this contract.

Any insurance or self-insurance maintained by the County of Cuyahoga, its officers, officials, employees, or volunteers, shall be excess of the

Contractor’s insurance and shall not contribute with Contractor’s insurance. This provision shall apply to all insurance policies evidenced by the Contractor except for Workers’ Compensation.

(iv) Grant the County of Cuyahoga a waiver of any right to subrogation which any insurer of said Contractor may acquire against the County of Cuyahoga by virtue of the payment of any loss under such insurance.

(v) Provide the County of Cuyahoga with a Certificates of Insurance evidencing policy coverage as well as reference to and provide evidence (via physical policy endorsement) that each of the terms and conditions identified in Sections 2. (ii) through 2. (iv) have been met by the Contractor and their respective insurer(s) by providing proof of Additional Insured, Primary and Noncontributory, and Waiver of Subrogation via policy endorsements.

3. The insurance required for this Contract shall be provided by insurance carrier(s) licensed to transact business and write insurance in the state(s) where operations are performed and shall carry a minimum A.M. Best’s rating of A-VII or above, or a state regulated captive also licensed to transact business and write insurance in the state(s) where operations are performed

4. The terms of this Contract shall be controlling and shall not be limited by any insurance policy provision.

5. These insurance provisions shall not affect or limit the liability of the Contractor stated elsewhere in this Contract or as provided by law.

6. The Contractor shall require any and all of its subcontractors to procure, maintain, and pay premiums for the insurance coverages and limits of liability outlined above with respect to products, services, work and/or operations performed in connection with this Contract. Any deviation from the above insurance requirements shall require prior approval from the County of Cuyahoga Risk Management.

7. The County reserves the right to require insurance coverages in various amounts or to modify or waive insurance requirements on a case-by-case basis whenever it is determined to be in the best interest of the County.

8. If the Bid/Proposal/RFQ specifies the need for higher limits of liability for any applicable insurance provision, the Bid/Proposal/RFQ specifications shall govern.

9. Where coverages are made on a claims-made basis the claims-made retroactive date on the policy shall be prior to the commencement of professional activity related to this Contract.

Where Commercial General Liability is claims-made policy such General Liability policy shall provide coverage for claims arising out of the incidents that occur during the policy period, regardless of when claims are reported.

a) The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

b) Insurance must be maintained, and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

c) If coverage is canceled or non-renewed and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of five (5) years after completion of work.

10. The Contractor shall furnish a Worker’s Compensation Certificate and Certificate of Insurance evidencing the insurance coverages required herein are in full force and effect.

11. Acceptance of a non-conforming certificate of insurance by the County shall not constitute a waiver of any rights of the parties under this Contract.

12. The Certificates of Insurance evidencing the above coverage shall contain the following language or equivalent where applicable:

“Cuyahoga County and its officers, officials, employees and volunteers, are included as additional insureds on a primary and non-contributory basis with respects to each of the insurance policies referenced within this certificate of insurance except for Workers’ Compensation. A Waiver of Subrogation is granted in favor of Cuyahoga County and its officers, officials, employees and volunteers with respect to each of the insurance policies referenced within this certificate of insurance. Any applicable Umbrella or Excess Liability policy referenced within this certificate of insurance shall follow form to the underlying Commercial General Liability, Commercial Automobile Liability and Employer’s Liability policies referenced within this certificate of insurance and not contain exclusionary language restricting coverage afforded within the underlying insurance policies.”

13. Proof of Additional Insured status from Contractor’s Commercial General Liability policy must be evidenced in the form of an endorsement to said policy and be at least as broad as ISO Form CG 20 10 11 85, or through the combination of the CG 20 10, CG 20 26, CG 20 33, or CG 20 38 endorsement; and CG 20 37 endorsement if a later edition is used.

14. Cyber Liability and Professional Liability Insurance policies shall also cover third-party claims.

15. Policies shall contain no “insured vs. insured” exclusion that would limit the insurance company from paying for damages incurred by the County due to Vendor’s negligence. If the policy contains an “insured vs. insured” exclusion, the additional insured endorsement shall contain a clause or phrase that overrides the “insured vs. insured” exclusion.