CMSD_SNOW_REMOVAL_RFP.pdf

RFP-21449

CMSD SNOW REMOVAL RFP

Cleveland Metropolitan School District

1111 Superior Ave E

Cleveland, OH 44114

RELEASE DATE: September 29, 2026

DEADLINE FOR QUESTIONS: October 8, 2026

RESPONSE DEADLINE: October 16, 2026, 12:00 pm

Cleveland Metropolitan School District

REQUEST FOR PROPOSAL

CMSD SNOW REMOVAL RFP

I. Introduction II. Proposal Submission & Format Requirements

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

VI. Award of Contract VII. Contract Term

VIII. Scope and Specifications IX. Submittals

Attachments:

A - Attachment_A_Equipment_Inventory_Form (1)

B - Attachment_B_Pricing_Form

Request For Proposal #RFP-21449 Title: CMSD SNOW REMOVAL RFP

1. Introduction

1.1. Summary

The Cleveland Metropolitan School District (hereafter the “District) under RFP-21449 is seeking service providers to provide CMSD SNOW REMOVAL RFP

Cleveland Metropolitan School District (CMSD) intends to establish contracts with one or more qualified snow and ice management contractors. The District reserves the right to award contracts by geographic region, building group, service category, or any combination thereof. Multiple contracts may be awarded to ensure timely and reliable snow and ice removal services across approximately sixty (60) facilities, including school buildings, administrative offices, support facilities, and other District properties.

1.2. Background

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

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

The District intends to select organizations to provide high quality CMSD SNOW REMOVAL RFP. To facilitate submission and evaluation of proposals, the following provides relevant background information, scope of work requirements, and instructions for services providers to submit their proposal responses to this RFP.

PARAGRAPH OR TWO ABOUT THE BACKGROUND FOR THE PROJECT/WHY THIS PROJECT

1.3. Contact Information

Project Contact:

Aaron Creel

Executive Director of Facility Services

1349 east 79th street

Cleveland, OH 44103

Email: aaron.creel@clevelandmetroschools.org

Phone: (216) 562-9149

Procurement Contact:

Leigh Pratt

Purchasing Analyst

1111 Superior Ave mailto:aaron.creel@clevelandmetroschools.org tel:(216)562-9149

Cleveland, OH 44114

Email: leigh.pratt@clevelandmetroschools.org

Phone: (216) 304-1438

Department:

Purchasing

1.4. Timeline

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

RFP Posted September 29, 2026

All final questions from service providers to the District

October 8, 2026, 12:00pm

Answers to service providers from the

District and all addenda issued (if necessary)

October 13, 2026, 12:00pm

RFP Responses Due October 16, 2026, 12:00pm

Service Provider(s) selection October 22, 2026

Contract Negotiation October 28, 2026

Contract Start November 1, 2026 mailto:leigh.pratt@clevelandmetroschools.org tel:(216)304-1438

2. Proposal Submission & Format Requirements

2.1. Proposal Submission Requirements

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

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

C. Proposals are due at the School District’s e-Procurement Portal on or before 12:00 pm current local time on Friday, October 16, 2026. Proposals must be electronically submitted via School

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

D. All written questions shall be directed to the School District’s e-Procurement Portal’s Question and Answer feature. Written questions will be accepted until 12:00 pm on Thursday, October 8, 2026. Under no circumstances should any firm interested in providing the services identified in the RFP, their designees, or anyone affiliated with their firm, contact any other District employee or official during the RFP process, in an attempt to lobby or influence the selection of a service provider pursuant to this RFP.

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

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

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

2.2. Proposal Format Requirements

A. The CMSD SNOW REMOVAL RFP specifications for RFP-21449 is described in Specifications

Section. Service Providers are required to provide the information below as well as complete the

District Related Forms in Submittals section. The narrative part of the proposals must present the following information, be organized with the following headings, and respond to the requested information and questions presented in the RFP scope of work. For evaluation purposes, each heading should be clearly marked in the proposal response.

https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=undefined https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=2949872 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=2949872 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=undefined

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

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

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

2. General Information Section

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

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

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

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

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

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

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

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

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

4. Cost proposal

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

https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=2949872 https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=undefined

3. Proposal Constraints

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

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

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

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

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

RFP.

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

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

F. The successful Service provider and their subcontractor(s), including organizations having personnel, equipment and vehicles on District property, shall provide evidence of insurance as follows:Commercial General LiabilityIncluding limited contractual liability$1,000,000.00 Limit of

Liability(Per occurrence)Automobile LiabilityIncluding non-owned and hired $1,000,000.00 Limit of Liability(Per occurrence)Worker’s CompensationWorker’s compensation and employer’s insurance to full extent required by applicable law

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

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

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

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

District

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

4. Evaluation Process

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

4.1. Responsiveness

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

A. Timely Submission

B. Transmittal Cover Letter

C. General Information Section

D. Response to Scope of Work

E. Cost proposal

F. District Related Forms

4.2. Qualitative Evaluation Criteria

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

https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=2949865

5. Evaluation Criteria

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

5.1. Phase 1 - Responsiveness Check

No. Evaluation Criteria Scoring Method Weight (Points)

1. Respondent Submittals

Completion of #1 in the Submittals section with all the required information.

Pass / Fail 10 (11.1% of Total)

2. Name & Title of Authorized Signatory

The vendor provided the name and title of the authorized signatory.

Pass / Fail 10 (11.1% of Total)

3. Compliance Declaration and Non-Collusion

Statement Confirmed Pass / Fail 10

(11.1% of Total)

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

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

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

Primary Covered Transactions Confirmed

Pass / Fail 10 (11.1% of Total)

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

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

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

5.2. Phase 2 - Proposal Evaluation

No. Evaluation Criteria Scoring Method Weight (Points)

1. Organizational Capacity and Staffing Points Based 25 (25% of Total)

2. Fleet and Equipment Resources Points Based 25 (25% of Total)

3. Fleet and Equipment Resources Experience with Large Multisite Accounts Points Based 20

(20% of Total)

4. Cost Points Based 15 (15% of Total)

5. Operations and Emergency Response Plan Points Based 15 (15% of Total)

6. Award of Contract

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

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

C. The contract documents consist of the following:

1. District Contract

2. Response to Scope of Work

3. Cost Proposal

4. All Required District Related Forms in Submittals

5. All applicable addenda

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

https://procurement.opengov.com/portal/clevelandmetroschools/projects/307985/document?section=undefined

7. Contract Term

The contract period for this RFP will be November 1, 2026, through November 1, 2029, with two (2) renewal options. The first renewal option is from November 1, 2029, through November 1, 2030. The second renewal option is November 1, 2030, through November 1, 2031, These renewal options will be under the same terms and conditions as the initial contract and the following cost(s).

8. Scope and Specifications

8.1. Scope and Specifications

CLEVELAND METROPOLITAN SCHOOL DISTRICT

Snow and Ice Removal Services RFP

District Intent

Cleveland Metropolitan School District (CMSD) intends to establish contracts with one or more qualified snow and ice management contractors. The District reserves the right to award contracts by geographic region, building group, service category, or any combination thereof. Multiple contracts may be awarded to ensure timely and reliable snow and ice removal services across approximately sixty (60) facilities, including school buildings, administrative offices, support facilities, and other District properties.

Multiple Award Provision

The District reserves the right to award contracts to multiple vendors based upon qualifications, demonstrated capacity, geographic coverage, equipment resources, staffing levels, past performance, and pricing. The District is under no obligation to award all facilities to a single contractor.

Geographic Regions and Facilities

Proposers may submit proposals for one, multiple, or all regions.

Region 1: North Eastside (15 facilities)

• Benjamin O. Davis (Former Lakeside Campus)

• Central Kitchen

• Cleveland Prep (Leased at Former Health Careers)

• Cleveland School of the Arts

• Daniel Morgan

• Ginn Academy

• Glenville

• John Hay

• Kenneth Clement BLA (Former Mary Bethune)

• Michael R. White Montessori (Former Stephanie Tubbs Jones)

• Marion Sterling

• Memorial

• O.H. Perry

• Stephanie Tubbs Jones (Former FDR)

• Willson

Region 2: South Eastside (15 facilities)

• A.J. Rickoff

• Anton Grdina

• East 49th Depot

• East Tech

• Harvey Rice

• George Washington Carver

• John Adams

• JFK

• Mary B. Martin (Former Warner GLA)

• Miles Park

• Mound School of the Arts

• Nathan Hale

• Robert Jamison

• Whitney Young

• Woodland Data Warehouse

Region 3: East and West Central (15 facilities)

• A.B. Hart

• Buhrer Dual Language

• Campus International K8

• Clark

• Garrett Morgan

• Joseph Gallagher

• Luis Munoz Marin

• Seltzer at Booker

• Max Hayes

• Orchard

• Paul Dunbar

• Scranton

• Natividad Pagan International

• Wade Park

• Waverly Montessori

Region 4: West Side (16 facilities)

• Almira

• Artemus Ward

• Bard (Former Shuler)

• Benjamin Franklin

• Clara Westropp

• Denison

• Garfield

• Halle

• John Marshall

• Mary Bethune (Former Douglas MacArthur)

• Riverside

• Robinson G. Jones

• James Rhodes

• William Rainey Harper

• Wilbur Wright

• William Cullen Bryant

Proposer Qualifications and Capacity

Capacity Requirements

Contractors shall possess sufficient equipment and personnel to service the facilities proposed within the required response times. Contractors shall provide a detailed inventory of all snow and ice management equipment available for assignment to District operations, including plow trucks, loaders, skid steers, salt spreaders, and snow hauling equipment, using Attachment A, Equipment Inventory

Form.

Fleet Capacity

The Contractor must own or have dedicated access to:

• Eight (8) or more plow trucks

• Three (3) or more wheel loaders

• Five (5) or more skid steers

• Salt spreaders

• Snow hauling equipment and dump trucks

Staffing Capacity

• A minimum of 5 trained operators

• A dedicated operations manager assigned to CMSD

Experience Requirement

Proposers must demonstrate successful management of commercial, educational, municipal, healthcare, or similar multisite snow and ice management contracts involving a minimum of twenty five

(25) facilities, or comparable acreage, serviced under a coordinated operation.

Redundancy Requirement

Contractors shall maintain backup equipment and personnel sufficient to ensure uninterrupted service in the event of equipment failure, employee absence, or severe weather conditions. Contractors shall describe their contingency plans and equipment redundancy strategies within their proposal.

Specifications

The Contractor will provide the following services:

• The Contractor shall be responsible for providing sufficient equipment and qualified personnel to carry out all of the Contractor’s obligations to the District as detailed in the Specifications and

Scope of Work. The Contractor shall not deviate from these Specifications without prior written authorization from the District.

• The Contractor shall notify the District by email each day work is completed, in accordance with the pricing established through this RFP.

• The Contractor must have the ability and equipment to complete each school by the times stated within this RFP. Heavy snowfalls may require a skid steer, dump truck, and/or loader, which is the responsibility of the Contractor.

• A list of the equipment to be used in carrying out these obligations shall be included with the

Contractor’s proposal (Attachment A, Equipment Inventory Form).

• The Contractor shall be responsible for all maintenance and repair of all equipment.

• The Contractor shall ensure that all personnel have all necessary licenses, permits, and qualifications to operate any equipment used in performing the Contractor’s obligations under this Agreement.

• The Contractor will provide phone numbers to the Building and Facility Manager, including the

Contractor’s main office and after hours numbers, as well as cell phone or telephone numbers for plow truck drivers assigned to the District.

• The Contractor shall comply with all applicable federal, state, and local laws, statutes, ordinances, rules, and regulations in performing the Contractor’s obligations under this

Agreement.

• This project is a public project governed by competitive procurement requirements. Any modification, clarification, or deviation from the Proposal Forms could cause the proposal to be rejected as nonresponsive.

• Insurance is required for this project, including liability coverage and Ohio Bureau of Workers’

Compensation coverage. Contractors will not be allowed on site until they have fully complied with the insurance requirements.

Scope of Work

A. All areas to be plowed must be clearly staked by the Contractor to ensure proper snow removal and to avoid damage to curbs, landscaping, or other property.

B. All roadways, driveways, and parking areas shall be cleared so they are free of hazards to all school personnel and students by 6:00 a.m. each day. Plowing will be considered complete when areas are scraped to the surface, snow accumulation is completely removed from the specified areas, and salt is applied as necessary.

C. Any measurable snowfall accumulation (1 inch or more) will require removal. No more than one removal or salt application per day. Any additional removals or applications must be coordinated with the Facilities Manager.

D. In the event of freezing rain and/or ice, a noncorrosive, nondamaging ice melt or salt shall be spread on the driveways and parking lots. No more than one application per day unless otherwise approved by the Facilities Manager or Executive Director of Operations.

E. The Contractor is responsible for monitoring weather conditions prior to and during each storm.

F. Responsibility for plowing includes plowing as required on weekdays, weekends, and holidays without exception, unless otherwise authorized by the Facilities Manager or Executive Director of Operations. A school year calendar, school events calendar, and athletic events calendar will be provided to the Contractor.

G. The District’s Facilities Manager or Executive Director of Operations is to be notified by 5:30 a.m.

when problems arise that may result in the failure to complete all work by the required time.

H. Snow that falls after 7:00 a.m.: if the District requires assistance from the Contractor during this time, such requests shall be made by 11:30 a.m. to allow the Contractor at least three (3) hours to complete the work.

I. Snowplowing equipment is to be appropriately sized for the job. For example, large, heavy, and/or wide tracking equipment is not to be used in narrow drives or tight parking areas.

J. Any and all damage to school property, including trees, lawns, car stops, fences, signposts, lamp posts, playground equipment, parking lot curbs, and flagpoles, is to be reported to the District the same day it occurs and repaired by the Contractor as soon as possible. This includes any damage to driving and walking surfaces. Repairs to lawn damage are to be completed prior to the grass cutting season in the spring.

K. Any damage by plowing equipment to personal vehicles parked in District lots is to be reported immediately. The cost of repairs is the Contractor’s responsibility.

L. Under no circumstances are parked vehicles to be plowed in.

M. All areas should be widened as soon as possible after the main plowing is completed. Large piles of snow at the perimeters may, at times, be required to be pushed back, but only after the ground is frozen and only with the approval of the Facilities Manager.

N. Snow shall always be plowed away from the building and shall NEVER be plowed against any doors, stairwells, or emergency egress locations. No snow is to be pushed up against or dumped on fencing, trash dumpsters, or fire hydrants. No snow is to be pushed onto property not owned by the District. Accumulated snow may be stored on the property designated by the Facilities

Manager.

O. Response to emergency calls for plowing at any time during the day is expected to be immediate.

P. During the walkthrough, all prospective proposers should thoroughly inspect the sites prior to submitting a proposal. Once selected, the successful proposer(s) will meet with the Facilities

Manager and the Executive Director of Operations to discuss the specifics of each area.

Q. The plowing sequence is parking lots first, in the following order: Transportation, High Schools, Middle Schools, and Elementary Schools.

R. Plowing is not to occur while school is in session (7:30 a.m. to 3:30 p.m.) unless the Contractor is directed to do so by the Facilities Manager or Executive Director of Operations. There are no exceptions to this procedure.

S. Clearing of snow and ice from sidewalks and walkway areas is not included in this contract.

READ CAREFULLY AND UNDERSTAND ALL SPECIFICATIONS AS STATED.

Evaluation Criteria

Criteria Weight

Organizational Capacity and Staffing 25%

Fleet and Equipment Resources 25%

Experience with Large Multisite Accounts 20%

Operations and Emergency Response Plan 15%

Cost Proposal 15%

Total 100%

Required Attachments

Proposers must download, complete, sign, and upload the following forms with their proposal:

• Attachment A: Equipment Inventory Form (company information, full equipment inventory, equipment assigned to CMSD, redundancy plan, snow hauling capability, equipment maintenance program, and contractor certification)

• Attachment B: Pricing Form (per event plowing and per application salting prices for each facility in each region proposed, hourly equipment rates for snow hauling and additional services, and pricing certification). Regions not proposed may be left blank and marked No

Proposal.

9. Submittals

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

9.1. Respondent Submittals (without Cost)*

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

B. General Information Section

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

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

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

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

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

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

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

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

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

*Response required

9.2. Cost Proposal*

*Response required

9.3. Name & Title of the Authorized Signatory*

*Response required

9.4. Compliance Declaration*

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

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

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

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

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

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

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

☐ Please confirm

*Response required

9.5. Non-Collusion Statement*

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

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

☐ Please confirm

*Response required

9.6. Conflict of Interest Form

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

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

☐ Yes

☐ No

*Response required

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

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

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

☐ Yes

☐ No

*Response required

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

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

9.6.7. CERTIFICATION*

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

☐ Please confirm

9.7. Proposer Qualifications Form

9.7.1. Taxpayer Identification Number*

*Response required

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

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

*Response required

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

Respond N/A if not applicable.

*Response required

9.7.5. State the principal place of doing business.*

*Response required

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

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

• President’s name

• Secretary’s name

• Treasurer’s name

• Statutory agent’s name

• Name of shareholders, if less than 10

*Response required

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

*Response required

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

*Response required

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

9.7.11. Are you legally qualified to do business in the State of Ohio?* ☐ Yes

☐ No

*Response required

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

☐ Yes

☐ No

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

*Response required

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

• Name of insuring company

• Policy Number

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

• Owned vehicles

• Non-Owned vehicles

• Name of insuring company

• Policy number

*Response required

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

*Response required

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

*Response required

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

☐ Yes

☐ No

*Response required

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

☐ Please confirm

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

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

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

Suspension, 13 CFR

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

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

INSTRUCTIONS FOR CERTIFICATION

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

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

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

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

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

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

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

145).

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

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

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

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

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

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

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

By confirming, the proposer agrees to the following:

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

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

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

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

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

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

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

☐ Please confirm

*Response required

9.9. References

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

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

*Response required

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

*Response required

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

*Response required

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

9.9.5. Type of Business (Product or Service)

9.10. EOA Contractual Declaration

Information about the District’s Affirmative Action Program can be found at https://bit.ly/3wvVApK.

9.10.1. Recruitment Area

9.10.2. Type of Business (product or service)

https://bit.ly/3wvVApK