CLEVELAND_PUBLIC_POWER_(CPP)_GENERAL_ENGINEERING_SERVICES_(Addendum_#1_Revision).pdf

2026-RFP-143

CLEVELAND PUBLIC POWER (CPP) GENERAL

ENGINEERING SERVICES

City of Cleveland

Department of Public Utilities

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: July 29, 2026

DEADLINE FOR QUESTIONS: August 20, 2026

RESPONSE DEADLINE: September 3, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cleveland

CLEVELAND PUBLIC POWER (CPP) GENERAL ENGINEERING

SERVICES

I. GENERAL INFORMATION

II. INTRODUCTION AND BACKGROUND

III. SCOPE OF SERVICES, PROJECT SCHEDULE AND

DELIVERABLES

IV. PROPOSAL REQUIREMENTS

V. THE CITY’S RIGHTS AND REQUIREMENTS

VI. EQUAL OPPORTUNITY REQUIREMENTS

VII. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

VIII. QUALIFICATION OF PROPOSAL

IX. PROPOSAL CONTENTS

X. PROPOSAL EVALUATION AND CRITERIA

XI. PROPOSAL SUBMITTALS

Attachments:

A - Cover Letter

B - Professional Services Sample Agreement

C - DPU Reimbursables Policy 2026

D - 2026 CPP General Engineering Scenarios

E - Labor Rate Fee Table 2026

F - Scenarios 1-4 Labor Fee Table 2026

G - 12 Northern Ireland

H - W-9 Form

#2026-RFP-143

Title: CLEVELAND PUBLIC POWER (CPP) GENERAL ENGINEERING SERVICES

1. GENERAL INFORMATION

1.1. Summary

The City of Cleveland (City), Department of Public Utilities (DPU), Division of Cleveland Public

Power (CPP) is issuing this request for proposal (RFP) to award professional services contracts to fulfill its needs for general engineering & related services for a period of two (2) years.

CPP anticipates awarding this contract to one (1) or more qualified firms. Multiple awarded contracts established under this RFP may be used to support CPP’s ongoing and future project needs. Task orders will be issued on a competitive or rotational basis at the discretion of the CPP.

1.2. Contact Information

Charlie Rosol Procurement Specialist 1201 Lakeside Ave.

4th floor South Cleveland, OH 44114 Email: charlie_rosol@clevelandwater.com Phone: (216) 644-2444 Ext: 75411

Department:

Public Utilities

Department Head:

Martin J. Keane Director

1.3. Timeline

Release Project Date July 29, 2026

Pre-Proposal Conference (Non-

Mandatory)

August 13, 2026, 10:00am

Microsoft Teams Phone Number: 929-352-1743, Access Code: 917 967 485#

Question Submission Deadline August 20, 2026, 12:00pm

Proposal Submission Deadline September 3, 2026, 12:00pm mailto:charlie_rosol@clevelandwater.com tel:(216)644-2444;ext=75411

2. INTRODUCTION AND BACKGROUND

The City of Cleveland (City), Department of Public Utilities (DPU), Division of Cleveland Public Power

(CPP) is issuing this request for proposal (RFP) to award professional services contracts to fulfill its needs for general engineering & related services for a period of two years.

CPP is a municipal electric utility owned and operated by the City of Cleveland, Ohio. CPP ranks as the largest municipally owned utility in Ohio and the 37th largest in the United States. CPP commenced operations in 1906 and currently serves over 73,000 residential, commercial and industrial customers with a peak system demand of over 300 megawatts. The CPP electric system consists of approximately 50 miles of 138 kV and 69 kV transmission lines, 900 miles of distribution lines, and 37 substations. The street lighting system consists of more than 68,000 streetlights. CPP also owns the remaining 20,000 streetlights located outside CPP's distribution footprint and purchase electricity and distribution service for them from the Cleveland Electric Illuminating Company, from whom CPP purchased the lights in

2008. CPP’s service area is approximately 80 square miles. Additionally, CPP is required to assess conditions of CPP Owned/Leased properties/substations identify, repair, renovate and/or identify replacement options.

A Non-Mandatory pre-proposal conference will be held on Thursday, August 13, 2026 @ 10:00 am via

Microsoft Teams Phone Number: 929-352-1743, Access Code: 917 967 485#. At or before the conference interested parties may submit or ask questions pertaining to this RFP and the services desired. Prospective proposers are encouraged to attend the conference although attendance is not mandatory.

Each firm shall submit their proposal via City's OpenGov e-Procurement Portal, to the City no later than 12:00 pm on Thursday, September 3, 2026. No proposals will be accepted after that time unless the

City extends the deadline by a written addendum.

Separate, sealed technical and fee proposals may be submitted via the City's OpenGov e-Procurement

Portal at https://procurement.opengov.com/portal/clevelandoh/projects/287032.

The City reserves the right to reject any or all proposals or portions of them, to waive irregularities, informalities, and technicalities, to re-issue or to proceed to obtain the service(s) desired otherwise, at any time or in any manner considered in the City’s best interests. The Director may, at his/her sole discretion, modify or amend any provision of this notice or the RFP.

https://procurement.opengov.com/portal/clevelandoh/projects/287032

3. SCOPE OF SERVICES, PROJECT SCHEDULE AND

DELIVERABLES

3.1. Scope of Work

CPP routinely enters into general engineering services contracts to supplement CPP engineering staff.

These contracts enable CPP to respond to projects that require either specialized knowledge or more manpower than CPP is able to provide.

CPP is currently engaged in Generation, Operation Improvements and Transmission and Distribution

System projects and may initiate other projects each year, which require a full range of planning, engineering, design and construction administration consulting services that cannot be provided by City personnel.

Services may be required in the following areas:

A. Conceptual System Planning

B. Feasibility Studies

C. Transmission System Design

D. Development of Standards

E. OH/UG Distribution system design

F. Environmental Studies

G. Design Review

H. Drafting (CAD)

I. Working Drawings Preparation

J. Construction Cost Estimates

K. Contract Document and Specification Preparation

L. Bid and Award Services

M. Construction Inspection / Administration

N. Prospect Closeout

O. Right of Way Services

P. Geotechnical Survey

Q. Survey / Mapping

R. Easement Acquisitions

S. Parcel Legal Descriptions

T. Static and Dynamic Load Flow Studies

U. Fault Analysis and Coordination Studies

V. Short Circuit Analysis and Modeling

W. Distributed Generation Impact Studies

X. Relay/Transformer Settings

Y. SCADA Implementation – RTU, SER and DER design

Z. Record Drawings

AA. Smart Grid Transition Planning Facility and Compliance Studies

BB. Asset Management

CC. Substation Automation and Communications, IEC 61850

DD. Startup and Commissioning

EE. Protection and Control Equipment Specification and Procurement

FF. Any other services deemed necessary

GG. General Engineering Services, Including:

HH. Civil

II. Structural

JJ. Mechanical

KK. Electrical

LL. Any others deemed necessary

3.2 Potential Projects

Projects that may occur within in this contract include, but are not limited to:

A. New Transmission Interconnection and Substation

B. Activation of Southerly Transmission Line

C. Modernization of Lake Road Primary Substation

D. Distributed Energy Interconnection

E. Smart Grid Practice Implementation

F. SCADA System Expansion

G. Data Center Integration

H. Asset Management Assistance

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 interest of the City.

3.3 Required Software (Latest Versions)

A. Aspen One-liner

B. GE PSLF a.k.a. Power Flow

C. Siemens PSS/E

D. Easy Power

E. AutoCAD

F. ARC FM

G. Adobe or REVU Bluebeam

3.4 Project Schedules and Deliverables

3.4.1 Task Order

CPP will issue a written request for qualifications or proposal that has a unique Task Order identifier and typically includes the following:

a. Statement of work or objectives

b. Task order deliverables.

c. Quality control, level of detail and/or specific tracking metrics

d. Task time period and/or key milestone dates

e. Contract type of Firm Fixed Fee or Time and Materials Not to Exceed or Cost Plus.

f. Submission instructions and deadline

The Services consultant shall respond within seven (7) business days, unless specified otherwise, that includes:

a. Technical Approach

b. Scope of Work

c. Key Staff names and qualifications

d. Similar project experience

e. Hours, reimbursable, and cost or price

f. Detailed schedule with review and deliverable milestones

g. Any other items specially identified

CPP will evaluate the submissions and make a selection based on criteria identified in the Task

Order Request. A written, signed Task Order will be issued to authorize work that includes funding amount, time duration, and billing information. The design consultant shall not incur any costs or commence work until receipt of the Task Order.

3.4.2 Task Order Modifications

Whenever the contractor believes there is a need for a modification to the task order scope of work, fee, or duration, the contractor should submit a written Request to Modify the Task Order within 15 business days of the event triggering the need for modification.

CPP may send a written request to modify the Task Order to the contractor and the contractor should respond with a Request to Modify the task order within 15 business days.

A Request to Modify Task Order must include the following:

a. Scope of Work additions and deletions

b. Fee adjustment amount with detailed breakdown to match original contract format

c. Deadline adjustment amount

d. Justification for the request

If approved, a written, signed Task Order Modification will be issued to authorize work that includes funding amount change, time duration change, and billing information.

3.4.3 Task Order Closure

Requirements to complete the Task Order will vary by the scope of work and will be identified in each Task Order. The contractor must complete these requirements to the satisfaction of CPP to receive final payment.

3.4.4 Complex Task Orders

Task Orders that are complex or those that will extend more than 60 days in duration will requires interim submissions. CPP will ensure access to all available record drawings and system information as well as, access to facilities. It is our anticipation that the successful consultant shall be able to complete design task orders with minimal input from CPP. The submissions, when required, will be identified in the request for task order issued by Cleveland

Public Power. Interim submissions will be required at the 30%, 60%, and 90% levels as well as, the final submission. The Consultants invoices must be comparable to the overall percentage of work completed.

The submissions shall include, but not limited to:

a. Summary of work completed to date

b. Design Drawings (include percentage complete for each drawing)

c. Specifications (include percent complete for each specification)

d. Design Challenges/Information Required

e. Cost Estimate for Construction.

3.4.5 Required Items

CPP has established the following list of items that the consultant will be required to provide as deliverables. CPP reserves the right to modify the list of deliverables at any time before execution of a contract to add, delete, or otherwise amend any report or other deliverable, as it deems necessary, in its sole judgement, and in the best interest of CPP.

All submissions by the consultant shall conform to CPP standards. All drawings and calculations must be stamped by a Professional Engineer licensed to practice in the State of Ohio. After the consultant has completed the activities as authorized in each task, they shall submit a final report, in hard copy and where applicable, in electronic form (in the latest versions of MS Word, Auto CAD, MS Excel or Adobe). The report shall include the following items:

1. Collected information.

2. Design notes and calculation. Signed and sealed by a P.E.

3. Design drawings. Signed and sealed by a P.E.

4. Specifications. Signed and sealed by a P.E.

5. Shop Drawing approvals.

6. Inspection reports.

7. All task correspondence.

8. All other defined deliverables.

CPP reserves the right to add related services as needed.

Unless otherwise expressly provided, the term of the agreement shall begin upon its date of execution and, unless extended by City or unless sooner canceled or terminated under the provisions of the agreement, shall expire when all required deliverables have been submitted to and approved by the Director and all other services have been satisfactorily performed and accepted by the Director.

4. PROPOSAL REQUIREMENTS

Submission of Proposal

Each proposer shall submit its proposal in the number, form, and manner, and by the date and time and at the location required in the section, Introduction and Background and General Information above.

A. Each proposer shall provide all information requested in this RFP. The proposer must organize its proposal package to address each of the elements in this RFP in the order listed in the section, Proposal Contents. The proposer could 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.

B. The City wishes to promote the greatest feasible use of recycled and environmentally sustainable products and to minimize waste in its operations. To that end, all proposals should comply with the following guidelines: Unless absolutely necessary, copies should minimize or eliminate the use of non-recyclable or non-reusable materials. Materials should be in a format permitting easy removal and recycling of paper. A proposer should, to the extent possible, use products consisting of or containing recycled content in its proposal including, but not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Do not submit any or a greater number of samples, attachments or documents not specifically requested.

C. All proposals must be submitted electronically via the City's e-Procurement Portal by proposal submission deadline as spelled out in the section, General Information. No hard copies or email submissions will be accepted.

D. If you find discrepancies or omissions in this RFP or if the intended meaning of any part of this

RFP is unclear or in doubt, submit questions for clarification or interpretation via City’s e-

Procurement Portal’s Question & Answer feature by the last day for questions as spelled out in the section, General Information.

https://procurement.opengov.com/portal/clevelandoh/projects/287032

5. THE CITY’S RIGHTS AND REQUIREMENTS

A. 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.

B. 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 interest.

C. 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.

D. Cleveland Area Business Code

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, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. Specifically, compliance under any resulting agreement shall include, but not be limited to, the Contractor’s:

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

o Compliance and cooperation with Project Monitors, whether from the Mayor’s Office of

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

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

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.

a. 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.

b. The standard subcontracting goal for professional services contracts is 10%

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 CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.

c. 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 may obtain a listing of firms certified by the OEO as CSBs, MBEs and

FBEs by checking the City’s website at http://www.city.cleveland.oh.us. On the home page, select “Office of Equal Opportunity” from the drop-down menu of City departments. On the Office of Equal Opportunity page, you will find a selection in the left-hand column for “CSB/MBE/FBE 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, http://www.city.cleveland.oh.us/ 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.

The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO Notice to Bidders & Schedules are, by this reference, incorporated in and made part of this solicitation and any resulting contract as fully as if written in it or attached.

d. The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal

Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means;

compensated, whether in the form of rates of pay or other forms of compensation;

selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of contractors setting forth the provisions of this nondiscrimination clause.

E. Term of Proposal’s Effectiveness.

By submission of a proposal, the proposer agrees that its proposal will remain effective and eligible for acceptance by the City until the earlier of the execution of a final contract or 180 calendar days after the proposal submission deadline (the “Proposal Expiration Date”).

F. Execution of a Contract.

The successful proposer shall, within ten (10) business days after receipt of a contract prepared by the City Director of Law, exclusive of Saturdays, Sundays and holidays, execute and return the contract to the City together with evidence of proper insurance and intent to conform to all requirements of the contract. Attached hereto or which are a part hereof and all applicable federal, state and local laws and ordinances prior to or at the time of execution of the contract.

G. Short-listing

The City reserves the right to select a limited number (a “short list”) of proposer’s to make an oral presentation of their qualifications, proposed services, and capabilities. The City will notify the proposers selected for oral presentations in writing.

H. Proposer’s Familiarity with RFP; Responsibility for Proposal

By submission of a proposal, the proposer acknowledges that it is aware of and understands all requirements, provisions, and conditions in and of this RFP and that its failure to become familiar with all the requirements, provisions, conditions, and information either in this RFP or disseminated either at a pre-proposal conference or by addendum issued prior to the proposal submission deadline, and all circumstances and conditions affecting performance of the services to be rendered by the successful proposer will not relieve it from responsibility for all parts of its

Proposal and, if selected for contract, its complete performance of the contract in compliance with its terms. Proposer acknowledges that the City has no responsibility for any conclusions or interpretations made by proposer on the basis of information made available by the City. The City does not guarantee the accuracy of any information provided and proposer expressly waives any right to a claim against the City arising from or based upon any incorrect, inaccurate, or incomplete information or information not otherwise conforming to represented or actual conditions.

I. Interpretation

The City is not responsible for any explanation, clarification, interpretation, representation or approval made concerning this RFP or a Proposal or given in any manner, except by written addendum. The City will mail, e-mail, or otherwise deliver one copy of each addendum issued, if any, to each individual or firm that requested and received a RFP. Any addendum is a part of and incorporated in this RFP as fully as if originally written herein.

6. EQUAL OPPORTUNITY 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, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. Specifically, compliance under any resulting agreement shall include, but not be limited to, the

Contractor’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 director(s) at key intervals during performance of the contract services (e.g. 25% completion, 50% completion, 75% completion).

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.

• 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 subcontracting goal for professional services contracts is 10% 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 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 may obtain a listing of firms certified by the OEO as CSBs, MBEs and FBEs by checking the City’s website at roposers 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.

• The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO

Notice to Bidders & Schedules are, by this reference, incorporated in and made part of this solicitation and any resulting contract as fully as if written in it or attached.

• The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal Opportunity Clause, Section

187.22(b) of the Cleveland Codified Ordinances, and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of contractors setting forth the provisions of this nondiscrimination clause.

• Within 60 calendar days after entering into a contract, the successful Proposer, as Contractor, shall file a written affirmative action program with the OEO containing standards and procedures and representations assuring that the Contractor affords all qualified employees and applicants for employment equal opportunities in the Contractor’s recruitment, selection, and advancement processes.

7. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

Submit Office of Equal Opportunity (OEO) Schedules. These schedules are contained within the document “Notice to Bidders and Schedules” which are included in Proposal Submittals section and can also be found on the City of Cleveland website in the OEO section.

The schedules shall be fully completed and should be designed to meet or exceed the participation goal of

10%.

Each and every CSB firm should complete and sign the Statement of Intent to perform as a subconsultant

(Schedule 3).

Required City Forms

Proposer shall complete, execute, and return with its fee proposal the following documents, blank copies of which are included in section, Proposal Submittals. They can also be found online on the City of

Cleveland website.

• The Office of Equal Opportunity Notice to Bidders and Schedules;

• Federal Form W-9 including Taxpayer Identification Number;

• Non-Competitive Bid Contract Statement for Calendar Year 2026;

• Northern Ireland Fair Employment Practices Disclosure.

8. QUALIFICATION OF PROPOSAL

A. Each prime proposer, regardless of the form of its business entity, must meet the following requirements. Failure to meet all requirements may be cause for rejection of a proposal. If the proposer is a partnership or a joint venture, at least one general partner or constituent member must meet the requirements. Each proposer must:

1. Provide evidence that it has a minimum of 10 years of experience in providing engineering services.

2. Be authorized to conduct business in the State of Ohio, County of Cuyahoga, and the City of

Cleveland.

3. Possess or demonstrate it qualifies for all applicable licenses, certificates, permits, or other authorizations required by any governmental authority, including the City, having jurisdiction over the operations of the successful proposer and the proposed services.

4. Submit with its proposal at least three written, verifiable, references dated within the last three months from clients for which the proposer has rendered services substantially similar to those sought by this RFP, and recommend the proposer for selection for such services. City of Cleveland employees may not be used as references.

5. Consultants responding to this RFP should have complete familiarity with all federal, state and local regulations, including new regulations, which impact upon public utilities' operations, including, but not limited to, the National Electrical Safety Code, the National Electrical Code, DOT, OSHA construction safety and process safety standards, Risk Management Rule, and other related rules and regulations.

Consultants should have adequately trained and certified staff to provide the level of services required by the utility divisions in the specific areas described below in the

Scope of Services and the Fee Proposal.

6. The ability to timely respond at the level of expertise required, and adequate staffing levels to meet Public Utilities’ requests for services are critical to being awarded a contract. Unless otherwise agreed upon between the Department and the consultant, initial response time to requests for services is expected to be within a few hours, but no later than twenty-four (24) hours, after a request for services has been made by a telephone call or email. Assignments or projects shall be completed within the time period specified by Public Utilities’ staff, and consultant shall submit an appropriate written or oral report in accordance with the needs of the project and CPP’s project sponsor.

7. The resulting contract for services will be administered by Cleveland Public Power’s

Manager of Engineering and Planning, or his designated representative. All requests for services under the contract shall be initiated through the office of CPP's

Engineering Manager. Unless otherwise instructed by CPP, consultants shall submit a price quotation for a project or assignment in writing in advance of rendering services. Prices for services not specifically listed in the consultant’s price list, but which fall within the general scope of requested services, shall be negotiated and quoted in writing in advance of performance.

B. Insurance: The Successful Proposer, at its expense, shall at all times during the term of the contract resulting from this RFP, maintain the following insurance coverage. The insurance company(ies) 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 the 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 insurance upon execution of the contract.

o Professional liability insurance with limits of not less than $2,000,000.00 for the prime and

$1,000,000 for a sub-consultant for each occurrence 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 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 The City will not negotiate the “Limits of Liability”.

C. Corporate Status: When filling the forms supplied in PROPOSAL SUBMITTALS, the firm must clarify the following:

o If a corporation, provide the state of incorporation, and the full name, title, and experience of each high-level corporate officer. If the proposer is not an Ohio corporation, please state whether or not the proposer is qualified to do business in the State of Ohio as a foreign corporation. A foreign corporation must provide evidence, prior to execution of a contract, that is qualified to do business in the State of Ohio or it must register with the Ohio

Secretary of State.

o If the proposer is a sole proprietorship, state the name of the proprietor doing business.

o If a partnership, state the full name, address, and other occupation, if any, of each partner; whether the partner is a general or limited partner, and whether active or passive;

state each partner’s experience and the proportionate share of the business owned by each partner.

o If a joint venture, state the name of each firm participating in the joint venture and each principal officer of each firm; each officer’s experience, and the proportionate share of the joint venture owned by each joint venture partner.

https://procurement.opengov.com/portal/clevelandoh/projects/287032/document?section=2767111

9. PROPOSAL CONTENTS

The proposal shall consist of two parts – the qualifications proposal and the fee proposal. The qualifications proposal which shall be no longer than a total of 50 printed pages. Page size shall be 8.5 x

11 inches (11x17 inch pages may be utilized for graphical representations but each will be counted as two pages). Font size shall be no less than 12 pt. Tabs and dividers are excluded from the page count. A single sheet which is printed on both sides will be counted as two printed pages. There is no limit on the page count for the fee proposal, which shall be provided in a Proposal Submittals.

A. Cover Letter: The cover letter shall identify and introduce the Proposer and provide other general information about Proposer’s business organization including, at least, in one or more attachments or in the Proposal, Proposer’s name, principal address, federal ID number, telephone and facsimile numbers, and e-mail address.

If a corporation, provide the state of incorporation, and the full name, title, and experience of each high level corporate officer. If the Proposer is not an Ohio corporation, please state whether or not the Proposer is qualified to do business in the State of Ohio as a foreign corporation. A foreign corporation must provide evidence, prior to execution of a contract, that is qualified to do business in the State of Ohio or it must register with the Ohio Secretary of State.

If the Proposer is a sole proprietorship, state the name of the proprietor doing business.

If a partnership, state the full name, address and other occupation, if any, of each partner; whether the partner is a general or limited partner, and whether active or passive; state each partner’s experience and the proportionate share of the business owned by each partner.

If a joint venture, state the name of each firm participating in the joint venture and each principal officer of each firm; each officer’s experience and the proportionate share of the joint venture owned by each joint venture partner.

B. Executive Summary: The Executive Summary should provide a complete and concise summary of Proposer’s background, area(s) and level(s) of expertise, relevant experience and ability to meet the requirements of this RFP. The Executive Summary should briefly state why Proposer is the best candidate for the engagement. The Summary should be organized so it can serve as a stand-alone summary apart from the remainder of the proposal.

C. Exceptions: Proposer shall itemize any exceptions it has to the RFP. If it has no exceptions to or deviations from any part of this RFP, it shall so state on an “Exceptions” page. If no deviations or exceptions are identified, Proposer understands that if the City accepts the Proposer’s proposal, it must comply with and conform to all of the requirements of the RFP.

D. Qualifications: In the Qualifications section, each Proposer should state in detail its qualifications, and experience, and how its services and/or products are unique and best suited to meet the requirements and intent of this RFP. Proposer may include as much information as needed to differentiate its services and product(s) from other Proposers. At a minimum, please include, the following:

1. How Proposer meets or exceeds qualifications;

2. A description of the nature of the firm’s experience in providing the service(s) and/or product(s) sought by this RFP and state the number of persons currently employed for such purpose;

3. The total number of such engagements and the clients comparable to the City for which the firm has provided like or similar services within the last five (5) years; and

4. The names and addresses of at least three (3) references for the firm’s professional capabilities and at least three (3) written, verifiable, references dated within the last six months from clients for which the Proposer has rendered services substantially similar to those sought by this RFP, and recommending Proposer for selection for such services. Each reference shall include the name, e-mail address, and telephone number of a contact person.

5. Certifications, Licenses & Permits - List all regulatory permits, licenses and certifications, and professional licenses held by your firm in this section.

E. Proposed Services:

1. Proposer shall describe in detail how Proposer’s management and operating plan for delivery of the services for the engagement or project will achieve the intent and goal(s) of the RFP. In its response to this sub-section, Proposer shall provide or describe:

a. An organizational chart specific for the proposed engagement or project that describes each team member, firm, and the specific roles and responsibilities for each;

b. Resumes of key management personnel. Key management personnel are limited to Items

1-5 and 13 contained in the Fee Proposal;

c. Trouble shooting/follow-up protocols;

d. At least three (3) examples of work performed at similarly sized utilities.

e. Quality Assurance/Quality Control Plans

Provide a statement of your company's plans to assure quality performance for all services provided. This section should include quality assurance/quality control programs; assignment scheduling procedures; methods and procedures; equipment and material maintenance procedures; project observations and record keeping procedures;

laboratory sample tracking procedures; report writing procedures; invoicing procedures;

and follow-up procedures.

f. Separately, list all laboratories, construction, field and other equipment your firm would utilize to provide services under the contract, including your maintenance and calibration program for the equipment.

F. Availability of Resources - Provide detail explanation of available staffing for assigned tasks

G. Fee Proposal:

Proposer should submit its fee proposal for all its services in a separately sealed envelope clearly marked on the outside. Itemize the fee by project phase or other divisible unit completed, in dollars and percentage, or by deliverable. Proposer shall provide its best estimate of expenses including, but not limited to, travel and associated expenses. No qualification of the financial offer will be accepted. The fee proposal shall be a firm and final amount including the costs and expenses for all anticipated services. Based upon the foregoing scope of possible required services, please respond by filling in Unit Prices Fee Schedule. Your unit prices and task fees must be listed on the forms provided. If you wish to include additional information regarding services, equipment, or prices, place a note in the "End Note" column of Fee Proposal, and state the information in a footnote at the end of the document. However, in order to be considered responsive, the staffing classification list must be filled in with a price quotation for the unit of service stated. Fee quotations must remain valid until a contract is executed.

H. Financial Information:

The Proposer shall include the following financial information:

Any financial information required will be requested only from any Proposer that is “short-listed”.

I. Proposers Affidavit: Proposer shall submit with its proposal an affidavit stating that neither it nor its agents, nor any other party acting for it has paid or agreed to pay, directly or indirectly, any person, firm or corporation any money or valuable consideration for assistance in procuring or attempting to procure the contract proposed to result from its proposal, and further agreeing that no such money or reward will be paid.

J. Additional Required Documents: Proposer shall complete, execute, and return with its proposal the following documents, blank copies of which are attached to this RFP:

1. The Office of Equal Opportunity Notice to Bidders and Schedules;

2. Federal Form W-9 including Taxpayer Identification Number;

3. Non-Competitive Bid Contract Statement for Calendar Year 2026

4. Northern Ireland Fair Employment Practices Disclosure

5. Vendor Entry Form;

6. Affidavit

10. PROPOSAL EVALUATION AND CRITERIA

A. Evaluation Methodology. The City department/division issuing this RFP will evaluate each proposal submitted. The department will present its recommendations to the City Board of

Control (Board). The Board may, but shall not be obligated to, entertain formal presentations. The

Board may approve one or more contracts to one or more firms. The City will only consider proposals that are received on or before the proposal submission deadline, and which meet all the requirements of this RFP. The City reserves the right to request a “best and final offer” from proposers meeting the minimum requirements.

B. Scoring of Proposals. The City will score each proposal in each of the following categories:

1. Team experience/qualifications and past performance on similar projects and on past projects performed;

2. Proposed team organizational structure, responsibilities, management and technical approach, and utilization and qualifications of sub-consultants;

3. Response to CPP questions (scenarios);

4. Quality of written presentations. (An oral presentation by the short-listed firms may be requested by CPP);

5. Acceptance of contract conditions and requirements;

6. Availability of resources;

7. Local presence in the Cleveland area;

8. References; and

9. CSB participation.

10. Fees will not be considered in the technical evaluation.

Proposals shall be evaluated first on qualifications and resources. Once rankings are established, the fee submittals shall be considered. A firm’s involvement in any current litigation with the City will be taken into account during proposal evaluation.

The ratings are not intended to be interpreted as a reflection of a proposer’s professional abilities. Instead, they reflect the City’s best attempt to quantify each proposer’s ability to provide the services sought by the City and to meet the specific requirements of this RFP, for comparison purposes. The above categories are subject to change.

C. Disqualification of a Proposer/Proposal: The City does not intend by this RFP to prohibit or discourage submission of a proposal that is based upon a Proposer’s trade experience in relation to the nature or scope of work, services, or product(s) described in this RFP or to prescribe the manner in which its services are to be performed or rendered. The City will not be obligated to accept, however, significant deviations from the work or services sought by this RFP, including terms inconsistent with or substantially varying from the services or the financial and operational requirements of the RFP, as determined solely by the City. The City reserves the right to reject any proposal that does not furnish or is unresponsive to the information required or requested herein. The City reserves the right to reject any proposal or to waive or to accept any deviation from this RFP or in any step of the proposal submission or evaluation process so as to approve the award of the contract considered in the City’s best interest, as determined in the City’s sole discretion.

Although the City prefers that each Proposer submit only one proposal including all alternatives to the proposal that the Proposer desires the City to consider, it will accept proposals from different business entities or combinations having one or more members in interest in common with another Proposer. The City may reject one or more proposals if it has reason to believe that proposers have colluded to conceal the interest of one or more parties in a proposal, and will not consider a future proposal from a participant in the collusion. In addition, the City will not accept a proposal from or approve a contract to any Proposer that is in default as surety or otherwise upon an obligation to the City or has failed to perform faithfully any previous agreement with the

City, or is currently in default under any agreement with the City.

The City reserves the right to reject any or all proposals. Failure by a Proposer to respond thoroughly and completely to all information and document requests in this RFP may result in the rejection of its proposal.