Cuyahoga County - Floor Mats - Informal RFP - Final Copy.pdf

Informal RFP template revised 11/20/2025

INFORMAL REQUEST FOR PROPOSAL

IRFP#: EVENT # 7109

IRFP TITLE: Cuyahoga County Floor Mat Services

IRFP ISSUE DATE: July 7, 2026

PROPOSAL DUE DATE: July 31, 2026, at 11:00 AM

REQUESTING DEPARTMENT: Department of Public Works

2079 E. 9th Street

Cleveland, Ohio 44115

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Informal Request for Proposal Sections

Contents

PART ONE: GENERAL INSTRUCTIONS

A. Informal RFP (“IRFP”) Contact

B. IRFP Guidelines

PART TWO: COUNTY SPECIFICATIONS

PART THREE: VENDOR PROPOSAL CRITERIA

PART FOUR: PROPOSAL SPECIFIC GUIDELINES

A. Pre-Proposal Conference - Optional, but may be helpful

B. Diversity Requirements

C. Subcontracting

D. Financial Statements

E. Performance Bond

PART FIVE: GENERAL PROPOSAL PROCEDURES

A. Proposal Inspection

B. Proposal Submission

C. Proposal Evaluation

D. Proposal Clarifications and Corrections

E. Contract Negotiations

F. Contract Award

G. Provider Debrief or Protest

PART SIX: CONTRACT TERMS AND CONDITIONS

PART SEVEN: CONTRACTING DOCUMENTATION

PART EIGHT: APPENDIX A

PART NINE: APPENDIX B

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PART ONE: GENERAL INSTRUCTIONS

A. Informal RFP (“IRFP”) Contact

If you have any questions during the proposal time, all inquiries must be directed to the following individual:

Individual Name: Thomas Pavich

Department Address: Department of Public Works

2079 E. 9th Street

Cleveland, Ohio 44115

Phone: 216-443-3066

Email Address: tpavich@cuyahogacounty.gov

B. IRFP Guidelines

1. The proposal for the requested services (the “project”) must be $200,000.00 or less in order to qualify for an Informal RFP (“IRFP”).

2. The submission of a proposal will be considered by the County as an offer to perform the project at the fees stated therein.

3. The County reserves the right to issue addenda to the IRFP at any time.

4. The County is not liable for any costs incurred by the vendor in the preparation and presentation of proposals submitted in response to this IRFP.

5. Multiple proposal submissions from same vendor for the same project will be deemed non-compliant and will be rejected.

6. Proposal pricing and material terms must remain firm, fixed, and unchanged for at least ninety

(90) days. The time for awarding the contract may be extended in writing at the County’s discretion.

7. A part or all of this proposal may be incorporated in the contract.

8. The County reserves the right to refrain from contracting with any vendor. The release of this

IRFP does not compel the County to contract with any vendor. The County is not bound to accept the lowest priced proposal or any of the proposals submitted.

9. All materials submitted in response to this IRFP become property of the County. Selection or rejection of a proposal does not affect this right. Submitted materials will not be returned.

10. Once the contract is awarded, all documents submitted to the County as part of the proposal become public information. The County does not encourage the submission of confidential/proprietary information in responding to this IRFP. However, written requests for confidentiality may be submitted to the IRFP contact. Neither a proposal in its entirety, nor proposal price will be considered confidential or proprietary. Under Ohio Revised Code Section

149.43, the County will make a determination of request for disclosure on an ad hoc basis. For confidential financial statements that may be required to be submitted, please place in a separate envelope clearly marked “CONFIDENTIAL FINANCIAL STATEMENTS.”

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PART TWO: COUNTY SPECIFICATIONS

Issue to be Resolved

Cuyahoga County Department of Public Works oversees the building operations at various County buildings and outlying facilities across the County. The County requires Floor Mats to be delivered and replaced on a regular basis. This request is for Floor Mat Services, which has been identified as a core business commodity to maintain successful operations.

Scope of Work

The purpose of this specification is to solicit proposals from qualified vendors that can provide floor mat rentals and related services that will be utilized at various County buildings. The number of buildings is approximate only and is subject to change. The schedule of services is listed in the pricing document. This IRFP will result in a three (3) year contract from time of County Board of Control approval.

Floor Mat Specification

The mats are to have a Nitrel Rubber backing and a nylon twist (type 6) pile. Mats shall be tensile strength of 1500 lb. and under side mat pattern as follows: .0625” x .040” grippers .2188” side staggered repeating .375”. Said mat shall have special conductive nylon fibers for static control with no ground cords. The resistance of the surface pile measured across a 36" distance must measure 2.0 x 10 OHMS on an electrostatic propensity test. Mats shall consist of Nylon pile bonded to Nitrile rubber backings, standard black rubber border, anti-static, non-flammable, non-woven, die injected, no pattern or logo. No substitutions will be allowed.

Mats are to be new upon implementation of the contract. Vendor will be responsible for cleaning all mats.

Vendor will be responsible for the pick-up of soiled mats and delivery of clean replacement mats simultaneously of the same size and color, at each location and in the frequency stated in Exhibit B –

Price Sheet, preferably on a Monday or Tuesday.

Vendor will provide rubber backed trac-off replacement mats that are in excellent condition. Vendor shall assure that replacement mats be free of any frail looking texture, pile or wear and tears. Worn, frayed or stained mats will be replaced by vendor. The County will determine if a mat is unacceptable. Should a mat be unacceptable as determined by the County, the vendor must issue an immediate replacement.

Consistent mat colors per site shall be maintained. Acceptable colors are Charcoal, Brown, Black and Burgundy.

Mats shall be ADA compliant and are within the regulations set forth by the American with Disability

Act.

Mat placement to be determined by the contact person at the various facilities as listed.

Contact list with names and numbers will be given to the awarded vendor.

Samples must be provided at time of bid opening

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Product Delivery, Building Access, and Requirements

Quotations to include all charges for delivery including travel expenses and fuel, F.O.B. Destination

- Freight Prepaid. No other charges, inclusive of any billing fees, price increase or extras will be permitted.

All returns will be paid for by the Contractor.

All deliveries shall be portal-to-portal to the building locations indicated in Appendix A. No tailgate deliveries.

No delivery on Saturdays, Sundays or Legal Holidays, unless otherwise specified. Normal receiving hours, 8:00 AM to 4:00 PM, unless otherwise specified. In the event that a County facility is closed on the designated replacement day, the mats must be replaced on the following business day.

All deliveries must be accompanied with the duly executed Delivery slip for the exact quantities being delivered. Contractor must indicate on all delivery slips: department name, building number with correct address.

Acceptance of all deliveries of mats delivered under this contract shall be by a receiving clerk in the employment of Cuyahoga County or person with an authorized signature empowered to receive shipments.

All Building locations are stated in Appendix A. The County reserves the right to add/delete delivery locations and to add/delete quantities of mats at any location. Quantities indicated in

Appendix B – Price Sheet are estimated only and not guaranteed.

The Justice Center and Juvenile Justice Center is open to the general public Monday through Friday during the hours of 7:00 A.M. through 5:00 P.M., except for legal holidays stipulated by the

Cuyahoga County Executive. The vendor and its employees shall be granted access only to areas of the Justice Center Complex and the Juvenile Center that are necessary for satisfying the intent, purpose and requirements of the Contract.

The Cuyahoga County Executive or his appointed representative shall issue badges, to be worn at all times, and/or other identification documents to the vendor's employees and or sub-contractor(s) for access to the appropriate areas of contract work. There is a one-time fee of $20.00 non-refundable badge fee for each employee/and or sub-contractor(s) that must be worn at all times. Upon removal of an employee and/or sub-contractor, and at the conclusion of the contract, badges must be returned to the County immediately. All employees and or sub-contractor(s) must take and pass a background check provided by Cuyahoga County. There is an up to $40.00 non-refundable fee for each background check provided by the County. The Cuyahoga County Executive and/or his appointed representative have the right to revoke access, with and without cause, or to limit access to any area.

The County reserves the right to add and delete delivery destinations at any time. The County reserves the right to increase or decrease quantities/sizes for all mats as needed and adjust service schedule as necessary.

This RFP solicitation is for floor mat rental and services to be used at various County buildings. Any to-be-awarded vendor will be expected to warrant stated materials, free from defects.

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Vendor and Staff Qualifications, Customer Service

The County intends to enter into a contract with a vendor that can meet certain qualifications and can provide customer service in addition to goods and service that meets specifications. The vendor shall have capabilities to provide technical knowledge of those goods and services and must be able to address any issues or needs in a timely manner.

Pricing

The floor mat sizes and locations are identified in the enclosed Appendix B price sheet. The County may add or delete delivery destinations at any time and may increase or decrease quantities/sizes for all mats as needed or adjust service schedules as necessary.

Invoicing and Reporting

No payments shall be made until the mats have been fully delivered, accepted and completed to the full satisfaction of the County. No Statements will be accepted for payment against this contract.

Original invoices are the only acceptable documents to vouch for payment.

Payment will be made on a proper executed invoice monthly. Invoices must show the Contract Number and be emailed to: CTSV-Fiscal@cuyahogacounty.gov.

All invoices must include:

Receiving facility’s name/address/building number as stated in Exhibit A

Contract number

Order date

Quantity received

Net unit price

Mat size/color

Total expenditure line

Awarded vendors may be expected to provide ad-hoc reporting throughout the term of this contract with regard to invoicing or product dispersion.

mailto:CTSV-Fiscal@cuyahogacounty.gov

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PART THREE: VENDOR PROPOSAL CRITERIA

The proposal should be organized as set forth below. The headings in the proposal should mirror the sections and heading set forth below for evaluation purposes.

A. Introduction

1. Cover Letter - Proposal shall include a cover letter in the standard business format. The cover letter must include, but is not limited to, all of the following information:

a. Vendor legal name

b. Legal status of the organization (i.e., Corporation, Partnership, etc.)

c. Number of years the organization has been in business

d. Federal Tax ID

e. Principal place of business

f. Name, phone number, email address, and mailing address of the contact person who has the authority to answer questions regarding the proposal.

g. A vendor representative authorized to make contractual obligations must sign the cover letter.

2. Table of Contents – Identified each required section of your proposal for easy accessibility for all reviewers.

B. Body of the Proposal

1. Scope of Work {15 Points}

a. Provide a description of the services you will provide, including, but not limited to the following information:

1) Detailed technical specifications related to the County’s required floor mat specification

2) Describe your organization’s solution and ability to meet the expectations of this IRFP

3) Describe the reason why your organization is the best organization to provide these services as presented.

2. Product Delivery, Building Access and Requirements {10 Points}

a. Indicate your organization’s ability to adhere to the required service deliveries

b. Include a description of unforeseen circumstances that could impact the time for achieving each delivery and solution

3. Vendor and Staff Qualifications, Customer Service {30 Points}

a. Provide information of vendor and staff qualifications to provide the required services.

b. Provide a description of vendor’s prior experience as it relates to floor mat contracts

c. Provide a detailed description of your internal organization structure including specifics on customer service as it relates to floor mat and rental distributions

d. Provide an organizational chart including at least all individuals who will perform any services for this project.

4. Pricing {30 Points}

a. Proposals should include pricing information for each location and floor mat size identified.

Estimates are not acceptable. All costs to any awarded contract must be identified in this IRFP.

Charges not identified in proposals will not be the responsibility of Cuyahoga County.

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5. Invoicing and Reporting {10 Points}

a. Describe available reporting capabilities as it relates to contract value control

b. Explain your organization’s invoicing capabilities and options

6. Terms and Conditions {5 Points}

a. Provide a statement indicating your willingness to comply with all conditions set forth in this

IRFP.

b. If Vendor is unwilling to agree to a proposed clause or term, then the vendor must include a statement that identifies the term vendor will not comply with and the reasoning for noncompliance.

7. Miscellaneous (No Score)

a. References - Provide the name and phone number for at least three (3) references for similar projects your organization has completed. Cuyahoga County staff is limited to one (1) reference.

b. Contract Termination - Indicate if vendor has had a contract terminated for non-performance or poor performance in the last five (5) years. If yes, then all such incidents must be described including the party’s name, address, phone number, and email address.

c. Conflict of Interest - Each vendor shall include a statement indicating whether or not the organization or any of the individuals working on the contract has a possible conflict of interest and, if so, the nature of that conflict. The County, in its sole discretion, reserves the right to cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the project to be developed by the vendor.

The County’s determination regarding any possible conflicts of interest shall be final.

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PART FOUR: PROPOSAL SPECIFIC GUIDELINES

A. Pre-Proposal Conference - Optional, but may be helpful

The purpose of the conference is to discuss the work to be performed with prospective vendors and allow them the opportunity to ask questions concerning the IRFP. It is strongly recommended that interested vendors attend. A preproposal conference for all participating vendors is scheduled as indicated below:

Date: July 17, 2026

Time: 11:00 am

Call-in number: 440-462-2064

Access Code: 651887264

Vendors with a disability needing accommodation should contact the Department of Human

Resources, Compliance Unit, 2079 E. 9th Street, Cleveland, Ohio 44115; Phone (216) 443-3192

(Voice) or 443-7002 (TDD) prior to the date set for the pre-proposal conference so that reasonable accommodation can be made.

B. Diversity Requirements

There are no Diversity requirements.

C. Subcontracting

Subcontracting is NOT permitted.

D. Financial Statements

Financial statements are not required.

E. Performance Bond

A performance bond is not required.

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PART FIVE: GENERAL PROPOSAL PROCEDURES

A. Proposal Inspection

Vendors should carefully review this IRFP for defects, questionable, and/or objectionable content.

Comments concerning defects and objectionable content shall be made in writing and received by the

IRFP contact at least ten (10) days before proposal opening. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the IRFP contact at least ten (10) days before the proposal opening.

B. Proposal Submission

Proposal submission can be one of two ways. Using both options will result in non-responsiveness of both submissions.

1. Submission Directly to the Requesting Department

a. Proposals must be emailed to the IRFP contact listed in Part 1A.

2. Submission to the Cuyahoga County Supplier Portal System

a. Proposals must be submitted to the open Event.

b. On the line response under unit price enter $1.00 and attach your proposal. The $1.00 value entered is not part of the review process. The amount submitted within the proposal response will be the basis for review.

c. The official closing time is determined by the portal’s clock.

C. Proposal Evaluation

The evaluation process is designed to award the contract to the vendor(s) with the best combination of attributes based upon the evaluation criteria, not necessarily to the vendor with the lowest cost. The team will evaluate and numerically score each proposal in accordance with Part Three: Vendor Proposal Criteria.

D. Proposal Clarifications and Corrections

The County may request clarifications from any vendor during the evaluation process. The County may also provide the vendor an opportunity to correct defects in its proposal if the County determines it will not result in an unfair advantage for the vendor, and it is in the County’s best interest. Any clarification or correction that is broader than the scope of the County’s request may result in the disqualification of the vendor’s proposal.

E. Contract Negotiations

The decision to enter into or continue negotiations rests solely with the County. If any contract cannot be negotiated in fifteen (15) calendar days of notification to the designated vendor, or a reasonable time as determined by Cuyahoga County, the County may terminate negotiations with the vendor and negotiate a contract with another vendor.

F. Contract Award

The County will send a Notice of Intent Letter to all vendors, notifying vendor of the recommended action. The scores and placement of the vendors will not be part of the Notice. A tabulation of all vendor’s names and addresses submitting proposals will be available upon request from the IRFP contact person.

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G. Provider Debrief or Protest

Debrief Meeting – Vendors who submitted an unsuccessful proposal may request a meeting for debriefing and discussion of their proposals. The request for a debriefing must be in writing and addressed to the IRFP contact. The debriefing is not an opportunity to challenge the decision, nor will it include a comparison of the vendor’s unsuccessful proposal with any other vendor’s proposals.

Protest Letter – A vendor may protest the recommendation of award of a contract by filing said protest in writing to the IRFP contact person, as outlined in the Notice of Intent to Award Letter. The protest letter shall include the following information.

a. Name, address, telephone number and email of the protestor; and

b. The signature of the protestor; and

c. Identification of the contract at issue; and

d. A detailed statement of the legal and factual grounds of the protest;

e. The form of relief requested.

PART SIX: CONTRACT TERMS AND CONDITIONS

The Vendor must agree to the terms and conditions defined herein that will be included in the Contract.

The County reserves the right to include additional terms and conditions in the Contract, as applicable.

1. General Terms.

a. Governing Law and Jurisdiction. This Contract shall be governed by, and shall be construed and enforced in accordance with, the laws of the State of Ohio. The Parties agree that the state and federal courts sitting in Ohio will have exclusive jurisdiction over any claim arising out of this

Contract, and each party consents to the exclusive jurisdiction of such courts. The Vendor hereby agrees not to challenge this Governing Law and Jurisdiction provision and further agrees not to attempt to remove any legal action outside of Cuyahoga County for any reason. All contracts in which the County is a party, including this Contract, are subject to the Cuyahoga County Code including, but not limited to, chapters pertaining to the Cuyahoga County Ethics, Cuyahoga County

Inspector General and Cuyahoga County Board of Control, Contracting and Purchasing, and the

Parties agree to comply with the County Code as an integral part of this Contract. The County Code is available on the County Council’s web site at cuyahogacounty.gov/council. Ohio’s construction of the Uniform Commercial Code (UCC) under Ohio Revised Code Section 1301 and all rights and remedies available thereunder shall apply to govern this Agreement, except to the extent such terms contradict any express terms enumerated herein

b. Public Records Request. Notwithstanding any provision of this Contract to the contrary, the Vendor acknowledges that the county is subject to the Ohio Public Records Act (O.R.C. 149.43), If a Party receives a request to disclose any information defined as “Confidential Information” or labeled as such by the other, that Party will promptly provide notice of the request for Confidential

Information so that the other Party may avail itself of any opportunities to establish reasons why the Confidential Information should be withheld prior to disclosing such Confidential Information, or at its option, seek appropriate remedies either at law, equity, or administratively. The burden of establishing applicability of such exceptions to disclosure of Confidential Information under the

Ohio Public Records Act Law resides with the Vendor.

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c. Record Audit Retention. The Vendor agrees to make all pertinent contractual books and records and other documents pertaining to this Contract available to the County and its designated agents for purpose of audit and examination upon reasonable request during the Term of this Contract and for a period of two (2) years from the expiration date or final payment under this Contract, whichever is later; provided however, that should Vendor be notified that an audit has been commenced pursuant to Ohio Revised Code Sec. 117.11 during said period, for which the aforesaid books and records are material, the aforesaid records shall be retained pending the completion of said audit.

d. No Apparent Authority/Proper Approvals. The Vendor recognizes and agrees that no public official or employee of the County may be deemed to have apparent authority to bind the County to any contractual obligations not properly authorized pursuant to the County Code.

e. Annual Appropriations. All of the County’s obligations under the Contract are contingent upon the

County Council’s appropriating the funds on an annual basis necessary for the continuation of this

Contract in any contract year. In the event the funds necessary for the continuation of this Contract are not appropriated or approved, the County will notify Cuyahoga County of such occurrence in writing. This Contract shall thereafter terminate and be rendered null and void on the last day of the last fiscal period for which appropriations were made. Such termination is made pursuant to and in accordance with the terms of this Contract and shall not be considered to be a breach or default on the part of the County.

f. Electronic Signature. The Vendor agrees on behalf of the submitting business entity, its officers, employees, subcontractors, subgrantees, agents or assigns, that all contract documents requiring

County signatures may be executed by electronic means, and that the electronic signatures affixed by the County to said documents shall have the same legal effect as if that signature was manually affixed to a paper version of the document. The Vendor also agrees on behalf of the aforementioned entity and persons, to be bound by the provisions of chapters 304 and 1306 of the Ohio revised code as they pertain to electronic transactions, and to comply with the electronic signature policy of

Cuyahoga County.

2. WARRANTY.

a. The Vendor hereby represents and warrants that it possesses all necessary rights, required authority, and capacity to enter into and fulfill all of its obligations under this contract. The Vendor warrants that the Services will be performed in strict accordance with the highest standards of care, skill, diligence, and professional competence applicable to suppliers engaged in providing similar services, and that such Services will be provided by qualified personnel with the requisite training in a timely, professional, and workmanlike manner that meets or exceeds relevant industry standards and complies with all applicable laws and regulations. Vendor warrants that it will not infringe, misappropriate, or violate any intellectual property or any other right of any person or entity and will maintain full power authority to perform the Services for the full term of this contract.

3. Indemnification.

a. Vendor Indemnification. The Vendor hereby indemnifies, defends and holds harmless the County and its respective officers, officials, directors, board members, employees, and agents, for, from

13 | P a g e and against any and all claims, costs, damages, losses, liens, liabilities, deficiencies, causes of action, suits, judgments, awards and expenses (including but not limited to investigative, defense, attorneys’ and/or experts’ costs incurred relating to such claim or in enforcing this Contract) in whole or in part arising out of or relating to: (i) the negligent acts or omissions of the Vendor; (ii) breach or default by the Vendor under any terms or provisions of this Contract; (iv) the violation of laws or regulations applicable to performance by the Vendor. For purposes of this Section 3a., “Vendor” shall include Vendor as well as its officers, owners, principals, employees, subcontractors, partners, third-party vendors, and agents.

b. Indemnification Notice. Should the Vendor fail to promptly (and no later than fifteen (15) days from the County’s provision of notice to the Vendor of a claim subject to indemnification), provide notice to the County of its election to assume the defense of such claim(s) or thereafter fail to defend the claim(s), the County will have the right to defend the claim(s) in the manner it deems appropriate, and the Vendor will reimburse and indemnify the County for all amounts incurred by it in defense of the claim(s), action(s), suit(s), or other proceeding(s), including any settlement agreed to thereto and all legal fees, investigative expenses and other costs incurred in an effort to vindicate such rights. The alleged negligence of any third party(s) will not relieve the Vendor of its obligation to indemnify and defend the County in accordance with this Contract.

c. No Indemnity by County. Cuyahoga County acknowledges that, as a political subdivision of the

State of Ohio, the County does not indemnify any person or entity. Cuyahoga County agrees that no provision of this Contract or any other contract or agreement between Cuyahoga County and the

County may be interpreted to oblige the County to indemnify or defend Cuyahoga County or any other party.

4. Termination.

a. Termination for Default. Either Party may terminate this Contract, in whole or in part, whenever such Party determines that the other has failed satisfactorily to fulfill its material obligations and responsibilities hereunder and is unable to cure such failure within a reasonable period of time, not to exceed thirty (30) calendar days. Such termination shall be referred to as “Termination for

Default”. If the Defaulting Party is unable to cure the failure within the specified time period, the

Party seeking to terminate may, by giving written notice thereof to the Defaulting Party, terminate this Contract, in full or in part, as of the date specified in the notice of termination. The Vendor, however, shall be paid for all services and/or materials provided on or prior to the date of termination. Any fees paid in advance shall be returned to the County at a prorated amount.

b. Termination for Convenience. The County may terminate this Contract or terminate any order under this Contract for its convenience and without cause. Any notice of termination will be effective thirty (30) days after the party receives it. If the termination is for the convenience of the County, the Vendor will be entitled to compensation for any Services that the Vendor has delivered before termination. Any fees paid in advance shall be returned to the County at a prorated amount. No early termination fees shall apply to the County.

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5. Ownership.

a. Documents. All Documents created pursuant to or in connection with this Contract shall be provided to and become the property of the County upon approval and acceptance of such

Documents. Documents and information provided to the Vendor by the County shall remain the property of the County and shall be kept confidential by the Vendor in strict accordance with the terms of this Contract.

b. Access. The Vendor acknowledges that it may have access to County systems and networks for the purposes set forth in this Contract. The Vendor will not store, copy, analyze, monitor, sell or otherwise use any County information or data except for the purposes set forth in this Contract for the benefit of the County. The Vendor shall be responsible for keeping all such information or data it has ability to access, by virtue of such access to County systems and networks, secure and confidential. Upon termination of this Contract, unless expressly agreed to otherwise in writing, the

Vendor shall return all data, documents, and County-provided information. Any such data, documents or information shall be returned in an industry standard format and as agreed by the

County within sixty (60) days of termination of this Contract, unless otherwise agreed to in writing by the Parties and shall be in compliance with any applicable laws. The Vendor has no intellectual property rights or other claim to Data that is hosted, stored, or transferred to and from the Services provided by the Vendor.

6. INSURANCE

Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors.

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

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

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

For Contractors with employees working outside of Ohio, Worker’s Compensation Insurance as required by the various state and Federal laws as applicable including Employers’ Liability coverage with limits of no less than $1,000,000 per accident for bodily injury or disease.

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

$1,000,000 each occurrence bodily injury & property damage;

$1,000,000 personal & advertising injury;

$2,000,000 general aggregate;

$2,000,000 products/completed operations aggregate.

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Such insurance shall be written on an occurrence basis on the Insurance Services Office (ISO) form CG 00 01 or its equivalent. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this specific project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

Such insurance may also be used to meet the limit requirements under the umbrella insurance requirement herein but must carry the required endorsements.

(c) Business Automobile Liability Insurance covering any auto (symbol 1), or if contractor has no owned autos, hired (symbol 8) and non-owned autos (symbol 9). Such insurance shall provide a limit of not less than $1,000,000 combined single limit (bodily injury & property damage) each accident;

Such insurance shall be written on an occurrence basis on the Insurance Services Office (ISO)

CA 00 01 form or its equivalent.

Insurance Coverage Terms and Conditions

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

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

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

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

(iii) Be primary and non-contributory as respects the County of Cuyahoga, its officers, officials, employees, and volunteers for any claims related to the work or operations of the Contractor under this contract. Any insurance or self-insurance maintained by the County of Cuyahoga, its officers, officials, employees, or volunteers, shall be excess of the Contractor’s insurance and shall not contribute to Contractor’s insurance. This provision shall apply to all insurance policies evidenced by the Contractor except for Workers’ Compensation.

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

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(v) Provide the County of Cuyahoga with a Certificates of Insurance evidencing policy coverage as well as reference to and provide evidence (via physical policy endorsement) that each of the terms and conditions identified in

Sections 2. (ii) through 2. (iv) have been met by the Contractor and their respective insurer(s) by providing proof of Additional Insured, Primary and

Noncontributory, and Waiver of Subrogation via policy endorsements.

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

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

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

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

Cuyahoga Risk Management.

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

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

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

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

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

b) Insurance must be maintained, and evidence of insurance must be provided for at least five

(5) years after completion of the contract of work.

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

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10. The Contractor shall furnish a Worker’s Compensation Certificate and Certificate of

Insurance evidencing the insurance coverages required herein are in full force and effect.

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

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

“Cuyahoga County and its officers, officials, employees and volunteers, are included as additional insureds on a primary and non-contributory basis with respects to each of the insurance policies referenced within this certificate of insurance except for Workers’ Compensation. A Waiver of Subrogation is granted in favor of Cuyahoga County and its officers, officials, employees and volunteers with respect to each of the insurance policies referenced within this certificate of insurance. Any applicable Umbrella or Excess

Liability policy referenced within this certificate of insurance shall follow form to the underlying

Commercial General Liability, Commercial Automobile Liability and Employer’s Liability policies referenced within this certificate of insurance and not contain exclusionary language restricting coverage afforded within the underlying insurance policies.”

13. Proof of Additional Insured status from Contractor’s Commercial General Liability policy must be evidenced in the form of an endorsement to said policy and be at least as broad as ISO

Form CG 20 10 11 85, or through the combination of the CG 20 10, CG 20 26, CG 20 33, or CG

20 38 endorsement; and CG 20 37 endorsement if a later edition is used.

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

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

“insured vs. insured” exclusion, the additional insured endorsement shall contain a clause or phrase that overrides the “insured vs. insured” exclusion.

PART SEVEN: CONTRACTING DOCUMENTATION

7. DOCUMENTS

The successful vendor must furnish a signed contract along with the following documents within fourteen (14) calendar days of receiving the IRFP Intent to Award Letter.

1. Certificate of Insurance

2. Workers’ Compensation Certificate (if applicable)

3. Performance Bond and Related Documents (if applicable)

4. Independent Contractor Worker Acknowledgement Form

5. Completed W-9 Tax Form

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PART EIGHT: APPENDIX A

Building Locations:

1. Board of Elections 1801 Superior Avenue, Cleveland, Ohio 44114

2. Public Works 1642, 1642 Lakeside Avenue, Cleveland, 44114

3. Courthouse, 1 Lakeside Avenue, Cleveland, 44113

4. Courthouse Library, 1 Lakeside Avenue, 4th Fl. Cleveland, 44113

5. Jane Edna Hunter, 3955 Euclid Avenue, Cleveland, 44115

6. Huntington Park Garage, 1141 West 3rd Street, Cleveland, 44113

7. Golden Gate Auto Title, 1585 Golden Gate Plaza, Mayfield Hts, 44124

8. Metzenbaum Children’s Center, 3343 Community College Blvd, Cleveland, 44115

9. Snowville Title Bureau, 12100 Snow Road, Parma, Ohio 44130

10. Virgil E. Brown, 1642 Superior Avenue, Cleveland, 44114

11. Animal Shelter, 9500 Sweet Valley Drive, Valley View, 44125

12. Soldiers & Sailors Monument, 3 Public Square, Cleveland, Ohio 44113

13. Courthouse Square, 310 Lakeside Avenue, Cleveland, Ohio 44113

14. Juvenile Justice Center, 9300 Quincy Avenue, Cleveland, Ohio 44105

15. County Airport 26300 Curtis Wright Parkway, Richmond Hts., Ohio 44143

16. Harvard Garage 2501 Harvard Ave Newburgh Hts., Ohio 44015

17. Halle Warehouse, 2429 West Superior Viaduct, Cleveland, Ohio 44113

18. Lakeside Entrance 1250 Ontario Street, Cleveland, 44113

19. Ontario Entrance, 1200 Ontario Street, Cleveland, 44113

20. Jail II, 1265 W. 3rd Street Cleveland, Ohio 44113

21. Tower II, 1300 Ontario Street, Cleveland, Ohio 44113

22. Hughes Building, 2925 Euclid Avenue, Cleveland, 44114

23. Veteran Services 3950 Chester Avenue, Cleveland, Ohio 44115

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PART NINE: APPENDIX B

Pricing Sheets:

See Attached