SD2606

CAMP FORBES MASTER PLAN

City of Cleveland

Department of Mayor's Office of Capital Projects

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: June 17, 2026

DEADLINE FOR QUESTIONS: July 1, 2026

RESPONSE DEADLINE: July 15, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/clevelandoh

City of Cleveland

Camp Forbes Master Plan

I. Overview

II. Program & Scope of Services

III. Proposal Schedule

IV. Proposal Submission Requirements

V. Other Conditions and Information

VI. Proposal Selection Criteria

VII. OEO Compliance

VIII. Proposal Submittals

Attachments:

A - Camp Forbes Topo-22x36

B - NRRC Camp Forbes Multi Purpose Building and Dining Hall Plans

#SD2606

Title: Camp Forbes Master Plan

1. Overview

1.1. Summary

The City of Cleveland (“the City”) is seeking qualified firms (“the Consultant”) to provide professional strategic planning consulting services for preparation of the Camp George L. Forbes (“Camp Forbes”)

Master Plan (“the Master Plan”). The selected Proposer will work with the City to produce an actionable, phased plan that defines Camp Forbes’ role within the City’s recreation system and provides a clear path for operational and capital decision-making.

The project development will be administered by the Mayor’s Office of Capital Projects (MOCAP), in coordination with the Department of Parks & Recreation. MOCAP is responsible for administering the

City’s Capital Improvement Plan (CIP) for all City-owned facilities, outdoor spaces, and infrastructure through its three divisions: Division of Architecture & Site Development, Division of Engineering &

Construction, and Division of Real Estate. The mission statement for MOCAP is:

"To provide for the planning, designing, construction, and preservation of the City of Cleveland's facilities and infrastructure through collaborative and comprehensive planning, leadership in management, excellence in sustainable design and technical expertise, and quality construction based on integrity and professionalism."

1.2. Background

Camp Forbes is a City of Cleveland recreational facility, used as a residential camp for Cleveland’s youth.

Located on 33 acres of land in the woodlands of Highland Hills, Camp Forbes houses 10 cabins, a dining hall, an administrative building, an outdoor pool, and a pond. Named after the long-serving Cleveland

City Council President George L. Forbes, it offers activities, such as boating, arts & crafts, nature activities, swimming, hiking, flag-raising and fishing. Camp is currently hosted for 9 weeks with 100 children between the ages of 9-13 years old attending each week.

The City’s Cleveland Parks & Recreation Master Plan (“the Parks Master Plan”), adopted in 2025, establishes a long-range roadmap for decision-making related to parks and recreation policy, maintenance, physical improvements, programming, staffing, safety, communications, and funding. The

Parks Master Plan specifically identifies Camp Forbes as a special facility requiring dedicated strategic planning, and it recommends a phased-implementation of a Camp Forbes Master Plan in three phases over the next 15 years.

To further the recommendations in the Parks Master Plan, the City seeks consultant services to develop the Camp Forbes Master Plan. The Master Plan will evaluate the long-term role, operations, and capital needs of Camp Forbes and establish a clear framework for future decision-making. The final plan must include a phased implementation roadmap (Phase I–III) that is realistic in operating assumptions and aligns recommended investments with City decision-making, budgeting, capital planning, and future procurement and funding activities.

1.3. Contact Information

Lauren Kleve Parks & Recreation Planning Manager

601 Lakeside Ave E Room 517A Cleveland, OH 44114 Email: lkleve@clevelandohio.gov Phone: (216) 664-6012

Department:

Mayor's Office of Capital Projects

Department Head:

James DeRosa Director

1.4. Timeline

Release Project Date June 17, 2026

Pre-Proposal Meeting (Non-Mandatory) June 25, 2026, 12:30pm

Cleveland City Hall Room 517

Site Visit (Non-Mandatory) June 25, 2026, 2:00pm

Camp George Forbes (25440 Harvard Rd, Highland

Hills, OH 44122)

Question Submission Deadline July 1, 2026, 12:00pm

Question Response Deadline July 8, 2026, 12:00pm

Proposal Submission Deadline July 15, 2026, 12:00pm mailto:lkleve@clevelandohio.gov tel:(216)664-6012

2. Program & Scope of Services

2.1. Program

It is the City’s intent to hire a qualified strategic planning consultant team (“the Consultant”) to conduct evaluation, engagement, financial modeling, and implementation planning for Camp

Forbes. The Consultant shall provide full professional services necessary to complete the Master

Plan as outlined below.

The City requires a comprehensive, data-driven Master Plan that:

• Assesses existing facilities, operations, and finances;

• Evaluates the long-term role of Camp Forbes within the recreation system;

• Establishes a clear vision, defined role, and recommended direction for Camp Forbes;

• Identifies capital reinvestment and deferred maintenance needs;

• Recommends an operational and staffing structure; and

• Establishes a phased implementation plan aligned with City capital and operating budgets.

The final product shall be an actionable document suitable for implementation over a 10-15 year horizon.

2.2. Stages

Scope of Services are organized into the three (3) Stages and various Phases. Below is for brief, general reference for a more detailed set of requirements and deliverables:

STAGE I: BASELINE ASSESSMENT & ANALYSIS

• Phase A: Project Initiation & Work Plan

• Phase B: Existing Conditions & Operations Assessment o B.1. Facility & Site Assessment o B.2. Program & Service Model Review o B.3. Staffing & Operational Capacity o B.4. Safety & Risk Considerations o B.5. Accessibility & Inclusion Scan o B.6. Financial & Utilization Snapshot o B.7. Develop Existing Conditions & Operations Report

• Phase C: Community & Stakeholder Engagement

STAGE II: SCENARIOS & STRATEGIC DIRECTION

• Phase D: Demand & Opportunity Assessment

• Phase E: Scenario Development & Evaluation

• Phase F: Develop Master Plan with Phased Implementation Roadmap

STAGE III: CAPITAL, FINANCIAL MODEL, & FUNDING STRATEGY

• PHASE G: Capital Reinvestment Framework

• PHASE H: Facility Pro Forma & Operating Model

• PHASE I: Funding & Implementation Strategy

• PHASE J: Presentations & Closeout

2.3. Administrative Phase Requirements

Below is the outlined stipulated, quantitative “administrative” and “project management” requirements for each Stage and Phase to be included in the Consultants’ fee. All meetings are to be hosted by the Consultant with agenda and minutes, and in person, with exact nature of the meetings are to be determined with the City’s project manager. Coordination, communication, and quality control is expected through the entirety of the project.

Phase A: Project Initiation & Work Plan

• Project kickoff meeting with City leadership and staff.

• Bi-weekly meetings with agenda and minutes.

• Confirm project structure, decision-making process, and review cycles/milestones.

• Confirm a detailed work plan, schedule, and engagement strategy.

• Develop an information request list and data management approach.

Phase B: Existing Conditions & Operations Assessment

1. Facility & Site Assessment

• Inventory of buildings, program spaces, and infrastructure.

• Functional suitability review (seasonality, limitations, operational conflicts, etc.).

• Site access, circulation, and safety considerations.

2. Program & Service Model Review

• Current residential camp model and program structure.

• Non-summer or rental uses.

• Operational implications of residential programming (staffing intensity, supervision, food service, aquatics, cabins, overnight burdens).

3. Staffing & Operational Capacity

• Baseline staffing structure and seasonal workforce model.

• Training and supervision considerations.

• Operational constraints affecting service delivery.

4. Safety & Risk Considerations

• High-level review of supervision practices, emergency response readiness, and operational risk points.

5. Accessibility & Inclusion Assessment

• Identification of barriers to participation or site access.

• Preliminary opportunities to improve universal/inclusive access.

6. Financial & Utilization Snapshot

• Summary of utilization patterns.

• Overview of cost drivers and revenue categories.

• Identification of performance metrics needed going forward.

7. Develop Existing Conditions & Operations Report

• Summarize findings into report with supporting graphics and summary tables.

Phase C: Community & Stakeholder Engagement

• Interviews with City leadership and operational staff.

• Engagement activity designed for youth participants and families.

• Engagement with key user groups, including camp families, staff, and partners.

• Coordination with internal City departments influencing capital delivery, safety, accessibility, and procurement.

• Develop an engagement summary report that summarizes engagement efforts and identifies themes, conflicts, and influencing factors.

Phase D: Demand & Opportunity Assessment

• Assess demand across use categories (camp programming, outdoor education, group retreats, facility rentals, etc.)

• Regional and peer benchmarking of comparable municipal camps.

• Program expansion or diversification opportunities, with equity considerations.

• Identification of service overlaps or gaps.

Phase E: Scenario Development & Evaluation

• Develop 2-4 realistic scenarios for the future of Camp Forbes. Each scenario shall address:

o Defined role and target user base, o Operational model implications, o Facility and function implications, o Staffing intensity and cost drivers, o Capital reinvestment implications (order-of-magnitude ranges acceptable), o Equity, accessibility, and service distribution impacts, and o Nature-based applications, if applicable.

• Develop a transparent scenario framework & evaluation matrix.

• Provide a cost benefit analysis for the scenarios (i.e. return on investment as a day camp and/or daytime retreat, versus the return on investment of an overnight camp).

• Facilitate a decision workshop with City staff.

• Prepare a preferred scenario recommendation memo.

Phase F: Master Plan & Implementation Roadmap

• Schedule bi-weekly meetings with agenda and minutes.

• Prepare a comprehensive Master Plan structured for City implementation, that includes:

o Role of Camp Forbes within the City system, o Summary of existing conditions & operations assessment, o Summary of engagement, o Determined scenario supported by data and feedback, o Staffing and training recommendations for determined scenario, o Nature-based programming expansion, if applicable to scenario.

• Create a standalone Implementation Roadmap for Phases I-III of the determined scenario.

• Present draft Master Plan.

Phase G: Capital Reinvestment Framework

• Prepare a prioritized capital framework aligned to the preferred Camp Forbes scenario phases.

• Include as an Appendix in the Master Plan.

Phase H: Facility Pro Forma & Operating Model

• Prepare a decision-support facility pro forma that identifies:

o Ongoing operating costs (staffing and non-staffing), o Maintenance and lifecycle impacts, o Programming costs (seasonal and off-season), o Revenue assumptions and sensitivities, and o Capital investments by phase.

• Deliverable financial tables in an editable Excel format.

Phase I: Funding & Implementation Strategy

• Identify feasible funding pathways aligned to the phased roadmap and pro forma, including:

o Public capital funding sources, o Grant opportunities, o Partnership models, and o Revenue and reinvestment strategies.

Phase J: Presentations & Closeout

• Present plan to City staff.

• Compile meeting summary and incorporate staff feedback into plan.

• Present final plan to designated stakeholders, City leadership, and, if requested, a public body/committee.

• Develop marketing & communication materials for determined scenario (if time and budget allow).

3. Proposal Schedule

3.1. Pre-Proposal Conference

A Non-Mandatory Pre-Proposal Conference will be held on-line on Thursday, June 25, 2026 at 12:30 pm

EST at Cleveland City Hall Room 517.

All questions must be submitted in writing and will be responded to within an addendum to this RFP.

3.2. Site Visit

A non-mandatory Pre-Proposal Site Visit of the project site will be held on Thursday, June 25 at 2:00 PM

EST. This will be the only opportunity to visit the project site. The address is: 25440 Harvard Rd, Highland Hills, OH 44122.

This visit is for observation only. No discussions on-site shall be deemed official. All questions must be submitted in writing and will be responded to within an addendum to this RFP.

3.3. Questions

The deadline for any and all questions, including if this RFP should contain any discrepancies or omissions, or if the intended meaning of any part of this RFP is unclear or in doubt, shall be Wednesday, July 1, 2026 at 12:00 pm EST. Questions should be directed/addressed via City's OpenGov e-

Procurement Portal Question & Answer feature.

3.4. Deadline

Proposals must be received no later than Wednesday, July 15, 2026 at 12:00 pm EST. No proposals will be accepted after that time unless the City has extended the deadline by a written addendum. The City reserves the right to refuse any submission not delivered by the deadline.

PROPOSALS OR UNSOLICITED AMENDMENTS TO PROPOSALS ARRIVING AFTER THE

CLOSING WILL NOT BE ACCEPTED

All proposals shall be submitted electronically via City's OpenGov e-Procurement Portal

Proposal documents shall in in PDF format and submitted via City's OpenGov e-Procurement Portal

Submit the Services Proposal and Fee Proposal as described in the “Proposal Submission Requirements” section of this RFP. Fee Proposals shall be a separate pdf file from the Services Proposal. File names must clearly identify the firm’s name which file is the Services Proposal and which is the Fee Proposal.

https://procurement.opengov.com/portal/clevelandoh/projects/272579 https://procurement.opengov.com/portal/clevelandoh/projects/272579 https://procurement.opengov.com/portal/clevelandoh/projects/272579 https://procurement.opengov.com/portal/clevelandoh/projects/272579

4. Proposal Submission Requirements

4.1. Components

Each Consultant that wishes consideration for selection to perform the Scope of Services described in this RFP shall electronically submit to MOCAP two separate, non-editable pdf files, one labelled Services Proposal, and one labeled Fee Proposal.

SERVICES PROPOSAL:

Cover Letter (One page): Clearly indicate contact information, including phone and e-mail, for project primary contact individual.

Project Approach (One page): The Consultant shall include a description on how they plan to achieve the goals of this project, with specific descriptions of information gathering, evaluation, prioritization design, and documentation of their management, technical, and QA/QC approach taking into account the unique project goals and constraints. Include a specific and complete list of proposed deliverables.

Organization of the Firm (One page): Include a description of the Consultant Firm including information regarding its primary business, its background and history, its organizational structure, the number of employees, and commitment to diversity. This section should contain any additional information about the firm that the firm feels will assist in understanding the qualifications of the firm. It is required that there be a local component to the Consultant Team to facilitate response time to matters that require on-site reviews.

Project Team (One Page): Organizational chart showing project team members, roles, and relationships, including subconsultants.

Project Team Resumes (One Page Each): Professional resume for each team member shown on the organizational chart, including relevant licenses and qualifications and list of significant projects.

Relevant Project Experience (One Page Each): Project sheets for completed relevant projects demonstrating ability to successfully lead and execute the type of work required for this project.

Capacity to Perform Work (One Page): Provide a description of the capacity to perform work requested by describing the Team’s current workload, including consideration for current City project workload, and the availability of the staff to meet required schedules. Identify projects underway by the proposed Consultants including, in brief, the projects’ stage of development.

Describe the methods utilized to track work progress, budgets, and deadlines to maintain schedule and budget.

Special Commendations (Optional – up to One Page): The Consultant shall provide any other pertinent data, information and other extraordinary circumstances which will clearly demonstrate their unique ability to provide the required Professional Services in a manner not detailed previously within this RFP.

Proposed Project Schedule: Provide a conceptual Project Schedule indicating a proposed timeline for the performances of all Professional Services as detailed herein. The Consultant must be prepared to commence work immediately after the execution of a Contract for

Professional Services. Include Client review time expectations based on calendar day weeks.

The consultant shall provide a schedule to meet a final report delivery of one year from the Early

Commencement or Notice to Proceed, or whichever is dated earlier. Provide three week durations for City review at each milestone.

Compliance Affidavit: Non-Competitive Bid Contract Statement for the current calendar year is enclosed. All those submitting proposals for contracts awarded on or after January 1 of this year must submit a notarized affidavit for this year. If award of contract extends into subsequent years, then an updated form shall be required. Submit the Non-Competitive Bid Contract

Statement with the fee proposal.

Northern Ireland Fair Employment Practices Disclosure: Interested Consultants shall complete and submit the Northern Ireland Fair Employment Practices Disclosure form as part of their proposal, included.

Certificate of Insurance: Submit a Certificate of Insurance form indicating limits of professional services (errors and omissions) and general liability coverage as a separate attachment to their Proposal, and shall at all times during the term of the contract resulting from this RFP, maintain the following insurance coverage:

o The insurance company or companies providing the required insurance shall be authorized by the Ohio Department of Insurance to do business in Ohio and rated “A” or above by A. M. Best Company or equivalent. The Successful Proposer, as contractor, shall provide a copy of the policy or policies and any necessary endorsements, or a substitute for them satisfactory to and approved by the Director of

Law, evidencing the required insurances upon execution of the contract.

o Professional liability insurance with limits of not less than $1,000,000.00 for each occurrence and subject to a deductible for each occurrence of not more than

$1,000,000.00 per occurrence and in the aggregate, and if not written on an occurrence basis, shall be maintained for not less than two (2) years after satisfactory completion and written acceptance of the services under the contract.

o Workers’ compensation and employer’s general liability insurance as provided under the laws of the State of Ohio.

o Statutory unemployment insurance protection for all of its employees.

o Such other insurance coverage(s) as the City may reasonably require.

o Certificate of Authorization or Certificate of Exemption: Submit a current “Certificate of Authorization” or a “Certificate of Exemption” to practice as a Professional in the

State of Ohio issued by the State of Ohio, for each specified discipline: Architecture, Structural Engineering, Electrical Engineering, Mechanical Engineering, Civil

Engineering and Landscape Architecture. Submit any other certifications, licenses, etc. to confirm professional competency in related services noted.

FEE PROPOSAL:

The Proposal shall be submitted as a separate pdf file in 8 1/2" × 11" format. Note that OEO schedules, which contain Consultant information, should be part of the Design-Build Fee

Proposal and NOT part of the Design-Build Services Proposal. Content for this part of the Fee

Proposal Submission shall be organized as follows:

Compensation Fee Schedule: The Consultant’s proposal shall indicate the proposed fee for each Phase of service as defined previously, shall include an appropriate amount for inclusive reimbursable expenses in each Phase, and shall indicate a total Lump Sum Fee broken down by

Phase as follows:

TOTAL PROFESSIONAL SERVICES FEE

ALLOWANCE: $100,000.00

Plan review fees are waived by the City of Cleveland and its Department of Building and

Housing. All other review and permit fees outside the City of Cleveland are not waived.

Contingency: The Contingency is eligible for use in performing Professional Services necessary to complete the project as contemplated in this RFP but are unforeseen at the time of issuance of this RFP. Any change in Professional Services to be paid from this Contingency shall be preceded by a Clarification, an itemized scope and fee breakdown provided by the Consultant, and a written determination by the Director’s designee that the change qualifies for payment. The

Consultant’s cost for overhead, profit and other expenses contemplated for assessment against the Contingency are to be included in the Lump Sum Fee.

Modifications and Amendments: Contingency will be used to capture scope and services changes unless the value exceeds the contingency. Additional scope resulting in additional

Consultant fees and/or changes in Project schedule shall not carry forward until given written approval through either memo, letter, notice to proceed, or other formal mechanism. Providing additional services without written request may forfeit the Consultants’ right to additional compensation or time. The Consultant errantly excluding terms of the RFP and any Exhibits will not be grounds for an additional service, extension, or additional compensation.

Reimbursable Expenses: Expenses are to be included within the Design fee and not a separate expense. Where Reimbursable expenses are considered above and beyond and approved by the

Director, reimbursable expenses shall be accounted for and reimbursed according to the City of

Cleveland Professional Services Contracts Reimbursable Policy included in this RFP. The

Consultant shall identify all items along with estimated costs for any reimbursable expenses required to complete for each Component of the project. This shall include, but is not limited to:

deliveries, postage, printing, reproduction, geotechnical services, surveys, testing, fees, and any other approved expenses usually associated with this type of project. Reimbursable expenses, including subconsultant fees, shall be billed at cost invoiced, without any mark-up. Costs for mileage, travel, parking, tolls, lodging, meals and dues/membership fees to professional societies/organizations are NOT eligible for reimbursement and will not be considered. No qualification of the financial offer will be accepted. Reimbursable Expense Allowance amounts not expended in a previous Component may only be carried over to subsequent Components after written approval.

Professional Services Fee Proposal: The Fee Proposal shall indicate the makeup of your proposed fee including hourly rates, direct costs, overhead, profit, and indirect expenses based upon the total estimated hours to be spent to provide the services.

In addition to the Lump Sum Fee broken down as described above, shall be a separate breakdown of the Consultant Team’s Hourly Rates based upon discipline(s), classification(s) and staffing. Proposal shall include hourly rates inclusive of all direct cost, overhead, benefits, profit, and any indirect expenses. Hourly rates will not be adjusted during the contract period. If hourly rates are different for additional services or resident field supervision service, state so in the proposal. Interested parties shall submit their Fee Proposal in the following manner outlined below, with additional fee rates and rate structures as required by the Scope. Although

Consultant proposed cost per hour are not the deciding factor in the selection of the Consultant, it will be evaluated with other criteria herein and submitted with the proposal.

Principal: $_____________ per hour.

Primary Staff: $_____________ per hour.

Administrative Support: $_____________ per hour.

Although Consultants’ proposed fees are not the deciding factor in the selection of the

Consultant, it will be evaluated with other criteria herein and submitted with the proposal.

Equal Opportunity Documentation: Enclosed is the Mayor’s Office of Equal Opportunity

Cleveland Area Business Code Notice to Bidders & Schedules. The Proposer must complete and sign each of the Schedules 1 through 4 as per the instructions.

The Proposer must complete and sign each of the Schedules 1 through 4 as per the instructions.

Determination of a Good Faith Effort will be based on the Design Services fees only.

The subcontracting goals for this project are:

Professional Services:

10% Certified CSB

The Cleveland Area Business Code, Chapter 187 of the Codified Ordinances Cleveland, Ohio, 1976, is incorporated in and made part of the RFP, and any resulting contract by this reference, as fully as if attached. Refer to Exhibits. This document is also available at

ClevelandOhio.gov/oeo.

Requirements: During performance of this Agreement, Contractor shall comply with all applicable requirements of the Cleveland Area Business Code, Chapter 187 of the Codified

Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the

Code. Specifically, compliance under any resulting agreement shall include, but not be limited to, the Design-Builder’s:

▪ Compliance with its proposal representations regarding CSB, MBE, and/or FBE participation in performance of the Agreement;

▪ Compliance and cooperation with Project Monitors, whether from the Mayor’s

Office of Equal Opportunity (the “OEO”) or the contracting department;

▪ Accurate, complete, and on-time submission of all reports, forms, and documents including, but not limited to, employment reports, certified payrolls, monitoring forms, and other information the Director of the OEO may require, whether in printed or electronic form, to ascertain and verify Contractor’s compliance; and

▪ Attendance at and participation in all required project meetings, including OEO compliance meetings, and progress meetings called by the contracting department’s director(s) at key intervals during performance of the contract services.

Compliance Requirements:

▪ Under the Cleveland Area Business Code, the City of Cleveland is firmly committed to assisting Minority Business Enterprises (MBEs), Female Business

Enterprises (FBEs), and Cleveland – area Small Businesses (CSBs) by providing and enhancing economic opportunities to participate in City contracts. The successful Proposer for a contract will be a firm that shares that commitment.

Accordingly, a Proposer is strongly encouraged to utilize the services of qualified

MBE/FBE/CSB sub-consultants that are certified by the Mayor’s Office of Equal

Opportunity (the “OEO”) in its proposal.

▪ The standard sub-contracting goal for professional services for this contract is listed in a previous section as Cleveland Area Small Business (“CSB”) subcontractor participation. Please review the attached Office of Equal

Opportunity documents to ascertain the goal for the proposed contract. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business Enterprise (“MBE”), Female Business Enterprise

(“FBE”), and Cleveland – area Small Businesses (CSB) firms, consistent with the subcontracting goal(s) applicable to this RFP.

▪ To document its good-faith effort to utilize certified MBE, FBE and CSB sub-consultants, each proposer must complete Schedules 1 through 4 found in the

Cleveland Area Business Code – Notice to Bidders and Schedules. These schedules identify the Proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The Proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s Office of Equal Opportunity for evaluation. Failure to submit complete schedules may result in the rejection of a proposal. Proposers who do not make a good faith effort to meet the participation goal mentioned previously will not be considered

“responsive.”

▪ Proposers may obtain a listing of firms certified by the OEO as CSBs, MBEs and

FBEs by checking the City’s website at ClevelandOhio.Gov/oeo. On the Office of

Equal Opportunity page, you will find a selection in the right-hand column for

“B2Gnow Certification Registry.”

▪ Proposers are responsible for obtaining the most current list and for contacting potential CSB/MBE/FBE sub-consultants. The City assumes no responsibility for matching prime consultants with qualified, certified MBE, FBE, and/or CSB sub-consultants.

▪ The City Office of Equal Opportunity will monitor participation of MBE, FBE, and/or CSB sub-consultants throughout the duration of the engagement or project.

The successful proposer, as contractor, will be responsible for providing the OEO with all information necessary to facilitate this monitoring.

Failure to Comply: When determining the Contractor’s future eligibility for a City contract, the

City shall consider a Contractor’s failure to comply with the representations of its proposal and the requirements under the Code as a failure to faithfully perform a contract.

Consultants and Roles: Please provide the applicable Consultants’ consulting firm.

Along with the Fee Schedule, provide the total attained subconsulting and subcontracting goals in the following format:

PROFESSIONAL SERVICES

Certified CSB XX%

4.2. Organization of Proposal

The Proposer should carefully read all instructions and requirements and furnish all information requested. If a Proposal does not comply with all terms, conditions, and requirements for submittal, the City may consider it unacceptable and may reject it without further consideration.

Marketing documents, such as brochures, advertisements, etc. shall not be permitted.

5. Other Conditions and Information

5.1. Formats for Deliverables

All deliverables for all Components shall be submitted in native software formats (e.g.: “~.pdf” AND

“~.dwg” AutoCAD® for Drawing files; “~.pdf” AND “~.shp” ESRI® Shapefiles AND “~.gdb” ESRI®

Geodatabases AND “~.mxd” and/or “~.aprx” ESRI® maps/projects AND Microsoft Word® “~.doc” for

Specification files and Meeting Minutes; “~.pdf” AND Microsoft Project® for Project Schedules; “~.pdf”

AND “~.xls” for cost estimates) via electronic download at the end of each Component as Record

Deliverables. Files may be compressed in a “~.zip” file format.

5.2. Meeting Minutes

The Consultant shall record and issue meeting minutes for all meetings, conferences, and conference calls attended by the Consultant to all attendees. The selected Prime Consultant is responsible for distribution and follow-up related to its’ sub-consultants and the City for action items, requested information, RFIs, schedules, and other Project updates.

5.3. Standard of Care

The standard of care of the services provided by the Consultant shall meet or exceed that level commonly expected of professional architects and engineers licensed to practice in the State of Ohio. The Consultant shall assume the role of state of Ohio licensed “Architect-of-Record,” “Engineer-of-Record,” and/or

“Designer-of-Record” as applicable for all work performed under the contract. All documents requiring permits for the work performed under the contract shall bear a current, active professional seal recognized and as required by the State of Ohio.

Where delegated design type work is part of the scope of service and work of this RFP, those scopes deemed as delegated design must be delineated in the “Scope of Services” section. If portions of delegated design are in one discipline or another, this distinction should be clarified. When there is delegated design work, the AOR or EOR is expected to provide concise design criteria for the Contractor and its’ Consultant which includes plans, design criteria specifications, narratives, and other information.

The Consultant is responsible for coordination and QAQC of its’ disciplines and related Contract

Documents, as well as assurance of staffing availability to meet project goals and deadlines.

5.4. Project Schedule

The Consultant shall submit within ten (10) calendar days after the award and/or execution of the

Contract a Project Schedule which shall include:

A. Proposed duration of each Phase in calendar days.

B. Milestone dates including submittal review periods which incorporate Consulate QAQC periods.

C. Allowance for reasonable time required for all reviews/approvals by all authorities including (3) weeks for City Design reviews.

D. Allowance for bid and permit time, assuming 90 days for bidding and 45 days for permit.

E. Allowance for a general Construction timeframe.

The Consultant shall produce, maintain, update, and submit the Project Schedule at each Component of the project, or as requested by the City.

5.5. Professional Services Payments

Payments for Professional Services shall be made in accordance with the Consultant’s Proposed Fee.

Herein, “Phase,” “Scope Item,” “Component,” ”Service,” or related nomenclature are generally the same.

Consultant shall be responsible for management of the Professional Services Fee as follows:

A. Requests for Payment, to include (provide sample for City approval) at a minimum:

1. Fee Breakdown by Stage and Phase per Proposal.

2. Total fees by Phase, Percent Complete, Amount Earned, Previous Fee Billing, and Current

Billing by Component. With associated subtotals below.

3. Provide staff logs/hours expended by phase, including time and fee rates.

4. Reimbursable Expenses by Phase, broken down by Current, Prior, and Billed-to-Date.

5. Contingency, when used, broken out by each contingency scope item indicating Total Fee, Percent Complete, Amount Earned, Previous Fee Billing, and Current Billing.

6. Amendments and Modifications beyond contingency, when needed, broken out into phases similar to B above.

7. City’s internal Project # and Contract #.

B. Consultant shall provide an invoice schedule within (10) calendar days of the accepted Project

Schedule for review of all phases. The invoice schedule does not need minutely updated unless major phase and milestone adjustments are made.

C. Requests for Payment shall be submitted on a monthly basis, based on current progress, including reimbursable expenses, for each Phase. A current progress set or documentation may be requested for justification.

D. Payments may not exceed 90% of each Phase until the Phase is satisfactorily completed and accepted by the City. Final payment will be made only when all record and project close-out documents have been accepted by the City as complete.

E. Any portions of Fees or Reimbursable Allowances not utilized for any Phase may only be utilized in later Phase or Scope with prior written authorization by the City.

5.6. Composition of Consultant Team

It is the responsibility of the proposers to determine the composition of scope related to the consultant team.

5.7. Possible Separate Bid Packages

Based on any opportunity agreed upon with the Director of the Mayor’s Office of Capital Projects, the

Consultant shall be responsible to evaluate the advantages and disadvantages of the need for separate bid packages that best serve the economic interests of the City and the Project.

5.8. As-Built and Closeout Documents

As-Built documents, including PDF drawings sets, CAD X-ref backgrounds and sheets, Revit models, OEM manuals and other pertinent closeout documents shall be sent electronically to the DASD within 30 days of the statement of Work Acceptance. No legal limitations shall be imposed for current nor future use by the City of Cleveland and its consultants.

5.9. Costs Incurred

The City is not liable for any costs incurred by any responding firms before execution of a contract and issuance of written Notice to Proceed.

5.10. Economy of Preparation

Proposals should be prepared simply and economically in 8-1/2" × 11" vertical format, providing straightforward, concise descriptions and information. Company brochures and marketing materials will not be accepted.

5.11. Agreement

The successful Consultant Team shall be required to execute an agreement substantially in the form of the

Sample Professional Services Agreement attached and as amended to incorporate the full range of services described in this RFP. Where a conflict arises between the terms and conditions of the RFP and the Consultant Proposal then the terms and conditions of the RFP shall prevail, unless specifically addressed in the Professional Services Contract.

5.12. Mailing Lists and Notifications

Mailing List is NOT exclusive. Qualified firms not on the list are encouraged to submit proposals for consideration and/or participate as team members. All interested firms not included on the list please notify Mr. Mark Duluk, AIA, Manager, DASD and Brian Avery, AIA, Section Chief of Architecture

DASD, in writing (via e-mail to mduluk@clevelandohio.gov and bavery@clevelandohio.gov).

5.13. The City’s Right and Requirements

The Director, at his/her sole discretion, may require any Proposer to augment or supplement its proposal or to meet with the City’s designated representatives for interview or presentation to further describe the

Proposer’s qualifications and capabilities. The requested information, interview, meeting, or presentation shall be submitted or conducted, as appropriate, at a time and place the Director specifies.

Furthermore, the City reserves the right to modify the scope of services at any time before execution of a contract to add, delete, or otherwise amend any item(s), as it deems necessary, in its sole judgment, and in the best interests of the City.

The City reserves the right, at its sole discretion, to reject any proposal that is incomplete or unresponsive to the requests or requirements of this RFP. The City reserves the right to reject any or all proposals and to waive and accept any informality or discrepancy in the proposal or the process as may be in the City’s best interests.

5.14. Action Steps and Ownership of Work Product

The City reserves the right to contract for the performance of certain Stages or Phases, and delay or terminate future Phases pending the outcome of the design and cost estimation work. Furthermore, the

City reserves the right to award a contract for all Phases of the project, yet terminate the project at any time, upon written notice to the Consultant and making payment for all satisfactory services rendered to date of termination. All deliverables shall become the property of the City for use or distribution as it sees fit without limitations from the Consultant, other than usual disclaimers for reliance of accuracy of use of another person’s work product.

5.15. Proposal as a Public Record

Under the laws of the State of Ohio, all parts of a proposal, other than trade secret or proprietary information and the fee proposal may be considered a public record which, if properly requested, the City must make available to the requester for inspection and copying. Therefore, to protect trade secret or proprietary information, the Proposer should clearly mark each page - but only that page - of its proposal that contains that information. The City will notify the proposer if such information in its proposal is requested, but cannot, however, guarantee the confidentiality of any proprietary or otherwise sensitive information in or with the proposal. Blanket marking of the entire proposal as “proprietary” or “trade secret” will not protect an entire proposal and is not acceptable.

6. Proposal Selection Criteria

Interviews

Based on preliminary scoring of point-based items described above the City may create a short list of

Consultant(s) and conduct interviews as warranted. Further instruction will be provided to the short listed

Consultant(s) when notified of the forthcoming interview.

Proposal Acceptance

The City reserves the right to accept proposals, in whole or in part, to reject any or all proposals or portions thereof, to waive irregularities, informalities, and technicalities, to re-issue or to proceed to obtain the services(s) desired otherwise, and to negotiate separately, as necessary, to serve the best interest of the City of Cleveland. The Director may, at his sole discretion, modify or amend any provision of this notice, or the RFP. Firms whose proposals are not accepted will be notified in writing. The

Director of the Department of Public Works, or his designee, will make notification of the award. For this

Request for Proposal, the proposal must remain valid for 180 days after submission.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of Proposal

Quality of Proposal includes Organization of the Firm, Specific Approach to this Project, Ability to Perform the Scope of Services, Capacity to Perform Work, including consideration for current City project workload, and Special Commendations as defined in the

“Proposal Submission Requirements” section of this RFP.

Points Based 15 (15% of Total)

2. Credentials of Key Personnel

Credentials of Key Personnel includes

Qualifications of the Project Team and Project

Team as defined in the “Proposal Submission

Requirements” section of this RFP, particularly the project manager who will be the lead person on this project, and their prior experience and demonstrated ability to perform the scope of work.

Points Based 25 (25% of Total)

3. Demonstrated Ability

Demonstrated history of successful relevant projects to meet proposed schedules and budgets.

Points Based 20 (20% of Total)

4. Compensation / Fee

This item will be reviewed after the evaluations of qualifications have been completed.

Points Based 10 (10% of Total)

5. Proposed Schedule

Proposed Schedule to complete the work.

Points Based 10 (10% of Total)

6. OEO Compliance

In Accordance with the City’s goal of increasing the level of CSB participation in

City contracts, the Consultant shall strive to meet the City’s goal of 10% CSB participation of the total contract amount

(including subsidiary agreements). See

Exhibits. Note that firms which are CSB/MBE or CSB/FBE are eligible for CSB participation and are encouraged.

IMPORTANT NOTE: Submissions evaluated as “non-responsive” and/or “not making a good faith effort” will be eliminated from further consideration.

See “OEO Compliance” for additional information.

Points Based 20 (20% of Total)

7. OEO Compliance

7.1. CSB, MBE, or FBE Proposals for Professional Services Contracts:

A. Definitions: Unless defined in this paragraph or elsewhere in this solicitation of proposals, the following terms shall have the meaning(s) given them in the Cleveland Area Business Code, Chapter 187 of the Codified Ordinances of Cleveland, Ohio, 1976.

1. “City of Cleveland Small Business” or “CCSB.”

2. “Cleveland Area Small Business” or “CSB.”

3. “Cleveland Area Business Code” or “CAB Code.”

4. “Female Business Enterprise” or “FBE.”

5. “Minority Business Enterprise” or “MBE.”

6. “Office of Equal Opportunity” or “OEO.”

7. “Proposal” means an offer to contract with the City in response to this solicitation of proposals (whether called a “Request for Proposals,” “Request for Quotes,” or otherwise) for a personal (“professional”) services Contract.

8. “Proposer” means a Person submitting a Proposal to the City.

9. “Regional Cleveland Area Small Business” or “RCSB.”

B. Evaluation Credit: For the purpose of comparing competing Proposals only, the City’s contracting department may apply an Evaluation Credit of five percent (5%) of the total points awarded for a Proposal received from a CSB, MBE, or FBE. The contracting department shall apply evaluation credit according to the following criteria:

1. Where the City has evidence demonstrating past or present discrimination as to participation of MBEs or FBEs in specific types and categories of contracts, a contracting department may apply evaluation credit to a Proposal when the Proposer is a type of MBE or FBE, and proposing to participate in a type and category of contract, for which discrimination has been demonstrated. If a contracting department applies evaluation credit to one or more proposals from a MBE or FBE for a contract, it may not apply evaluation credit to any proposal from a

CSB under review for award of that contract.

2. If the City has no discrimination evidence described in paragraph 1 above permitting it to apply evaluation credit, a contracting department may apply evaluation credit to the proposal of any CSB(s) where the CSB has its principal office physically located within Cleveland’s municipal boundaries (a “CCSB”). If it does, no other proposer shall receive such evaluation credit.

3. If the City has no discrimination evidence described in paragraph 1 above permitting it to apply evaluation credit and no proposal from a CCSB, a contracting department may apply evaluation credit to the proposal of a CSB having its principal office physically located outside Cleveland’s municipal boundaries but within Cuyahoga County’s boundaries (a

“RCSB”).

C. Procedure: The contracting department may use the total points awarded for a proposal after applying evaluation credit to compare competing proposals to determine which proposal to recommend for a contract award. The City may use the evaluation of a proposal determined after applying evaluation credit to approve that proposal for a contract award. The application of evaluation credits shall not alter the contract amount of a proposal submitted by a proposer, or of the contract executed based on the proposal.

7.2. Proposer’s Good-Faith Effort

Each proposer shall make and document its good-faith efforts to meet any CSB, MBE, and FBE goal that applies to the contract for which it is submitting a proposal. The City may consider a proposer’s good-faith efforts to meet or exceed CSB, MBE, and/or FBE subcontractor participation goals set by the

Director of the Office of Equal Opportunity for the contract in recommending and approving a proposal for contract award.

“Good-faith effort” as used in this solicitation and any resulting contract shall mean and include, without limitation, the proposer’s:

A. Active efforts to obtain participation in the contract from CSBs, MBEs, and/or FBEs equal to or exceeding the specific goal(s) set for the contract;

B. Completion and submission in association with its proposal, as required, all reports, forms, and documents, including, but not limited to, employment reports, certified payrolls, and other information that the Director of the OEO may need to ascertain and verify the specific practical steps the proposer has taken or is taking to meet or exceed the CSB, MBE, and FBE goal(s) for the contract, and the proposer’s equal employment practices; and

C. Attendance at and participation in all required pre-contract award meetings.

D. The Director of the OEO may determine a proposer’s good-faith efforts regarding proposed CSB, MBE, and FBE participation in the contract and its employment practices, as provided under the

Cleveland Area Business Code, from the proposer’s documentation and actions, information obtained from other sources, and monitoring by the OEO, as applicable.

7.3. Incorporation of Cleveland Area Business Code; OEO Notice to Bidders & Schedules

The Cleveland Area Business Code, Chapter 187 of the Codified Ordinances Cleveland, Ohio, 1976, and the OEO Notice to Bidders & Schedules are incorporated in and made part of this solicitation and any resulting contract by this reference, as fully as if attached.

8. Proposal Submittals

8.1. Services Proposal*

Provide a PDF with the filename in the following format: "FIRM NAME PROJECT NAME Services

Proposal YYYY.MM.DD"

*Response required

8.2. Fee Proposal*

Provide a PDF with the filename in the following format: "FIRM NAME PROJECT NAME Fee Proposal

YYYY.MM.DD"

*Response required

8.3. City Required Forms

8.3.1. NOTICE TO BIDDERS AND OEO SCHEDULES*

Please download the below documents, complete, and upload. COMBINE ALL FOUR SCHEDULES

INTO A SINGLE PDF. Provide a PDF with the filename in the following format: "FIRM NAME

PROJECT NAME OEO Schedules"

• NOTICE_TO_BIDDERS_AND_OEO_S...

*Response required

8.3.2. NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR

YEAR 2026*

Please download the below documents, complete, and upload. Provide a PDF with the filename in the following format: "FIRM NAME Non Comp YYYY"

• 2026_Non-Comp_Form.pdf

*Response required

8.3.3. AFFIDAVIT*

Please download the below documents, complete, and upload. Provide a PDF with the filename in the following format: "FIRM Affidavit"

• AFFIDAVIT_(2).pdf

*Response required

8.3.4. FEDERAL FORM W-9*

Provide a PDF with the filename in the following format: "FIRM W9"

• W9_blank.pdf

*Response required

8.4. Northern Ireland Fair Employment Practices Disclosure

INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland. Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of…