DIPLOMAS,_INSERTS,_COVERS.pdf

RFP-21423

DIPLOMAS, INSERTS, COVERS

Cleveland Metropolitan School District

1111 Superior Ave E

Cleveland, OH 44114

RELEASE DATE: August 1, 2025

DEADLINE FOR QUESTIONS: August 8, 2025

RESPONSE DEADLINE: August 21, 2025, 12:00 pm

Cleveland Metropolitan School District

REQUEST FOR PROPOSAL

DIPLOMAS, INSERTS, COVERS

I. Introduction II. Proposal Submission & Format Requirements

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

VI. Award of Contract VII. Contract Term

VIII. Specifications IX. Submittals

Attachments:

A - ATTACHMENT A - SCHOOL LISTING

B - COST PROPOSAL FORM - DIPLOMAS INSERTS COVERS

Request For Proposal #RFP-21423 Title: DIPLOMAS, INSERTS, COVERS

1. Introduction

1.1. Summary

The Cleveland Metropolitan School District (hereafter the “District) under RFP-21423 is seeking service providers to provide DIPLOMAS, INSERTS, COVERS

The Cleveland Metropolitan School District (hereafter the “District”) under RFP-21423 DIPLOMAS, INSERTS, COVERS is soliciting proposals to establish term contracts with one or more qualified vendor for Diplomas, Inserts, & Diploma Covers to the District.

The District intends to select organizations to provide high quality DIPLOMAS, INSERTS, COVERS. 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.

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 Cleveland Municipal School District dba The Cleveland Metropolitan School District (CMSD) is requesting firm pricing on the printing of diplomas and blank inserts for the graduating students for our District. There are approximately thirty (30) schools (High School, Campus, Academy, etc.) that will have graduating seniors.

Last year, approximately 2,600 diplomas and/or blank inserts were ordered for our graduates

1.3. Contact Information

Diana Rutti

Director P2P

1111 Superior Ave. E. 1st Fl

Cleveland, OH 44114

Email: diana.rutti@clevelandmetroschools.org

Phone: (216) 838-0385

Department:

Academics mailto:diana.rutti@clevelandmetroschools.org tel:(216)838-0385

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 August 1, 2025

All final questions from service providers to the District

August 8, 2025, 5:00pm

Answers to service providers from the

District and all addenda issued (if necessary)

August 15, 2025, 5:00pm

RFP Responses Due August 21, 2025, 12:00pm

Contract Start October 1, 2025

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 Thursday, August 21, 2025. 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 5:00 pm on Friday, August 8, 2025. 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 DIPLOMAS, INSERTS, COVERS specifications for RFP-21423 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.

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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.

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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.

J. The District has a Diversity Business Enterprise and Affirmative Action Program in effect.

Information about this program is set forth at https://bit.ly/3wvVApK.Forms related to this program are set forth in Submittals. Service providers submitting a proposal must complete the appropriate forms and submit same with their proposal.

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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.

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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. Price of eligible products and services 0-5 Points 50 (50% of Total)

2. Prior experience providing services 0-5 Points 15 (15% of Total)

3. Quality of Services and Understanding District

Needs 0-5 Points 35

(35% 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.

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7. Contract Term

The contract period for this RFP will be October 1, 2025 through September 30, 2028 with two (2) renewal options. The first renewal option is from October 1, 2028 through September 30, 2029. The second renewal option is October 1, 2029 through September 30, 2030. These renewal options will be under the same terms and conditions as the initial contract and the following cost(s).

8. Specifications

8.1. DIPLOMAS AND INSERTS

ACTUAL SIZE: 6” x 8”

MATERIAL: To be made of 100% all linen rag content, of selected clear white parchment, and of selected uniform thickness

PRINTING:

• The “School Name and or Campus”; and the word “Diploma”; are to be in Wedding Text.

• The “School Name and or Campus” names are to be centered, with the “Small School Name” centered below in a smaller font size , and in Flemish Script.

• A Fine line Seal Vignette is to appear on the Diploma.

• The “Name of the Graduate” shall be imprinted in the space designated, in 24 PT. Wedding Text AT.

• The “Date of Commencement” is to appear in the wording format and must match the remaining format.

PLATES: The work is to be INDIVIDUAL PLATE WORK:

*Exclusive of the “Name of the Graduate”

*Exclusive of the Name of the Individual School

*Diplomas are to be Single Impression Plate printed.

SPECIAL NOTES: All Wording and Seal reproductions are to be reproduced in Clean, Sharp Lines with Piled Intense Color. RELIEF LETTER PRESS OR FLAT OFFSET

REPRODUCTIONS WILL NOT BE ACCEPTED!

SAMPLES: Vendor MUST submit, with their quotes, exact samples of the Diplomas and

Inserts they propose to furnish to the District. Quotes that do not contain exact samples will NOT be considered.

COST: Vendors are to furnish a cost per/each for the completed Diploma, as well as the cost per /each for the Blank Inserts. The optional year pricing is to be based on a percentage, if any, of the current cost. Vendors are to also furnish pricing per/each Plate, as well as cost per/each for any modifications to an existing plate. The optional year renewal will be at the discretion of the District, unless the awarded vendor notifies the District, in writing, thirty (30) days prior to the termination of the Agreement that the vendor does not wish to renew the Agreement.

DELIVERY: Shipping and Handling charges are to be included in the total cost.

Diplomas are to be shipped FOB to each school on the list included

(“Attachment A”).

8.2. DIPLOMA COVERS

The Cleveland Municipal School District dba The Cleveland Metropolitan School District (CMSD) is requesting firm pricing on Diploma Covers for the graduating students for our District. There are approximately thirty (30) schools (High School, Campus, Academy, etc.) that will have graduating seniors this coming year. Last year, approximately 2,200 diploma covers were ordered for our graduates.

All graduating students are to be provided a standard diploma cover and should follow the descriptive guidelines provided.

ACTUAL SIZE: 6” x 8” (holds 6” x 8” diploma)

DECORATION: Individual “School Name” Gold or Silver Foil Stamped centered on front cover, including “Small School Name” if applicable.

CERTIFICATE HOLDER: Corner cut tabs, holder colors as specified, 1/8” border around the diploma, same width as sealing die, sealing die should frame the diploma

OUTSIDE MATERIAL: Expanded, supported, 0404-.045 gauge vinyl, Interplast Nukaf Textured

Finish over 120 point high-density chipboard

INSIDE MATERIAL: .011 gauge vinyl, Serpentine Moire Finish in white, Apex #FVWHTSE.

SPECIAL NOTES: Certification holder made in Suedene Finish .0135 gauge vinyl which will be heat sealed to inside lining. Colors may not be an exact match to outside cover material, but should be as closely matched as possible.

O’Sullivan Duro Suedene Colors. Inside acetate cover sheet must be included with each diploma cover and any costs should be included in pricing.

DELIVERY: Shipping and Handling charges are to be included in the total cost.

Career Passport Portfolios and Diploma Covers are to be shipped FOB to each school on the list included (“Attachment A”).

COLORS: Vendors are to submit a list of all available colors for Diploma Covers.

SAMPLES: Vendor MUST submit, with their quotes, exact samples of the Diploma

Cover they propose to furnish to the District. Quotes that do not contain exact samples will NOT be considered.

COST: Vendors are to furnish a cost per/each for the completed Diploma

Cover. The optional year pricing is to be based on a percentage, if any, of the current cost.

Vendors are to also furnish pricing per/each Plate, as well as cost per/each for any modifications to an existing plate. The optional year renewal will be at the discretion of the District, unless the awarded vendor notifies the District, in writing, thirty (30) days prior to the termination of the Agreement that the vendor does not wish to renew the Agreement.

CMSD LOGO – SAMPLE

8.3. TERMS AND CONDITIONS

The District makes no guarantees on quantitates that may be ordered during the initial contract period or the renewal periods thereafter. All orders as on an “as needed” basis and MINIMUM quantities will be disqualified.

The District reserves the right to accept or reject any or all of the vendor’s offer. If the District decides to accept the offer from the vendor, all deliveries will be FOB to the addresses indicated in “Attachment A”. The Cleveland Metropolitan School District reserves the right to reject any and all quotes, or to award multiple vendors.

DELIVERIES:

• Lead Time: Vendor must state the lead time required for receipt of order to completion of order, and state delivery time in days. Please indicate method of shipping

• Graduations: Commencement dates vary throughout the District, so each purchase order must have the commencement date listed.

• Schools: “Attachment A” is a current list of The Cleveland Metropolitan School District’s High Schools. The District reserves the right to add to, modify or delete from, this list as necessary.

• Graduate Names: Names of student graduates will be furnished to awarded vendor at the time of order placement. Please indicate preferred method of receiving these lists (electronically: MS Excel or MS Word; or typed then faxed). This also applies to how you prefer to receive each Principal’s signature.

• Errors: Neither individual schools nor the District will be held liable for any printing or delivery errors on the part of the vendor. All returns will be at the expense of the vendor.

Any changes and/or corrections requested by the schools or the District will be honored.

• Return Policy: Each year many schools have excess of diplomas or inserts that they can no longer use. What is your company’s policy on returning of unusable items?

• Invoices: All invoice must include: the Purchase Order Number; Name of the School; Total number of diplomas, covers, passports delivered to: CMSD Accounts Payable, 1111 Superior Avenue E, Suite 1800, Cleveland, Ohio, 44114. The District will not be responsible for invoices sent directly to schools.

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.

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.

9.10. DBE Form

Please fill in the following section for any DBE participation (including joint ventures).

Definition of DBE: A Diversity Business Enterprise (DBE)

"Small Diversity business concern" means a small business concern that is a least (51) percent unconditionally owned by one or more individuals who are both socially and economically diverse, or a publicly owned business that has at least (51) percent of its stock unconditionally owned by one or more socially and economically diverse individuals and that has its management and daily business controlled by one or more such individuals. This term also means a small business concern that is at least (51) percent unconditionally owned by an economically diverse Indian tribe or Native Hawaiian Organization, or a publicly owned business that has least (51) percent of its stock unconditionally owned by one of these entities, that has its management and daily business controlled by members of an economically diverse Indian tribe or Native Hawaiian Organization.

9.11. DBE Form A

The questions under this section must be completed by all vendors.

9.11.1. Type of Business (Product or Service)

9.11.2. Diversity Business Enterprise Subcontractor(s)*

Enter N/A if no DBE/MBE/FBE Subcontractor(s) and complete form D for DBE Unavailability.

*Response required

9.11.3. Dollar Amount Subcontract Award*

List the total Dollar Amount of the Subcontract Award.

Enter N/A if no DBE/MBE/FBE Subcontractor(s).

9.11.4. Percent of Subcontract Award*

List the total Percent of the Subcontract Award.

Enter N/A if no DBE/MBE/FBE Subcontractor(s).

9.11.5. D.B.E. Participation $*

List the total dollar amount awarded for your DBE Subcontractor(s)

Enter N/A if no DBE Subcontractor(s).

*Response required

9.11.6. F.B.E. Participation $*

List the total dollar amount awarded for your FBE Subcontractor(s)

Enter N/A if no FBE Subcontractor(s).

9.11.7. Name of EEO Officer*

Enter N/A if no EEO Officer within the organization.

*Response required

9.12. DBE Form B

If utilizing DBE/MBE/FBE subcontractor(s), you are expected to respond "Yes" to the question below.

Respond "Does Not Apply" if no DBE/MBE/FBE Subcontractor(s).

9.12.1. NOTICE OF REQUIREMENT TO ENSURE DIVERSITY BUSINESS ENTERPRISE (DBE)

OPPORTUNITY*

Note: All eligible proposers for the award of the contract should comply with the Requirements, Terms, and Conditions of this Notice.

By confirming, the proposer hereby agrees that the goal it has established for DBE participation in this project through either subcontracting or entering into a joint Venture with DBEs in conformity with the

Requirements. Terms and Conditions of this Notice is a goal of thirty (30%) percent for a construction/repair/ maintenance contract, twenty (20%) percent for a supply contract, and fifteen

(15%) for a service contract of the total contract amount of this project. In no event will the absence of goals as stated above be deemed as compliance with the requirements, terms and conditions of this notice.

In addition, the proposer will complete and attach hereto the Schedule for DBE participation, showing all DBE/FBE that will participate as subcontractors or joint ventures in this contract and a DBE Letter of

Intent form for each DBE/FBE listed on the Schedule.

☐ I confirm

☐ Does Not Apply

*Response required

9.13. DBE Form C

All proposers who are utilizing DBE/MBE/FBE Subcontractor(s) are required to fill out the form below for each DBE/MBE/FBE Subcontractor.

9.13.1. DBE Letter of Intent

Please download the below document, complete, and upload for each DBE Firm.

• DBE_LETTER_OF_INTENT.docx

9.14. DBE Form D - DBE Unavailability Certification

List the DBE firms contacted to obtain a proposal for work items to be performed for this RFP.

9.14.1. Minority Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.2. Work Items Sought from Minority Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.3. Form of Proposal Sought from Minority Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.4. Female Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.5. Work Items Sought from Female Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.6. Form of Proposal Sought from Female Contractor(s)*

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

*Response required

9.14.7. Reason(s) for unavailability*

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If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

9.14.8. By confirming, the authorized signatory affirms that they contacted the above mentioned DBE firms to obtain a Proposal for work items to be performed on this RFP and to the best of their knowledge and belief said minority business enterprise was unavailable (exclusive of the unavailability due to lack of agreement on price) for work on this project or unable to prepare a proposal for the reason (s) mentioned below. *

If utilizing DBE/FBE/MBE subcontractor(s), respond "Does Not Apply"

☐ I…