E._55th_Street_Safe_Routes_to_School_Quick_Build_(Outhwaite_Avenue_to_North_Marginal_Road)_(Addendum_#1_Revision).pdf

2025-RFP-142

E. 55TH STREET SAFE ROUTES TO SCHOOL QUICK

BUILD (OUTHWAITE AVENUE TO NORTH MARGINAL

ROAD)

City of Cleveland

Department of Mayor's Office of Capital Projects

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: June 22, 2026

DEADLINE FOR QUESTIONS: July 15, 2026

RESPONSE DEADLINE: July 29, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cleveland

E. 55th Street Safe Routes to School Quick Build (Outhwaite Avenue to

North Marginal Road)

I. INTRODUCTION

II. SCOPE OF WORK

III. COMPENSATION AND INVOICING

IV. THE CITY’S RIGHTS AND REQUIREMENTS

V. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

VI. AGREEMENT PROCESS

VII. TERMS AND CONDITIONS

VIII. EQUAL OPPORTUNITY REQUIREMENTS

IX. CONSTRUCTION OF AGREEMENT

X. PROPOSAL SECTION CRITERIA

XI. PROPOSAL CONTENTS

XII. PROPOSAL SUBMITTALS

Attachments:

A - W-9 Tax Form

B - OEO Forms

C - Northern Ireland Statement

D - 2026 Non-Comp Form

#2025-RFP-142

Title: E. 55th Street Safe Routes to School Quick Build (Outhwaite Avenue to North Marginal Road)

1. INTRODUCTION

LATE PROPOSALS WILL NOT BE ACCEPTED

The City of Cleveland invites responses to the Request for Proposal (RFP) for E. 55th Street Safe Routes to School Quick Build (Outhwaite Avenue to North Marginal Road).

We ask that you strictly adhere to the following critical guidelines outlined in this document.

1.1. Summary

This Request for Proposal (RFP) seeks professional services to prepare construction contract plans and specifications for the Mayor’s Office of Capital Projects, Division of Engineering and Construction. The project covers approximately 2.8 miles of E. 55th Street, from Outhwaite Avenue to North Marginal

Road. Please note that the 0.3-mile segment between Superior Avenue and St. Clair Avenue – designated as State Route (SR) 283 – is excluded from this scope. E. 55th Street is classified as a Minor Arterial.

The scope of work focuses on delivering a quick-build roadway cross-section reallocation project. Key tasks include removing existing pavement markings and installing separated bicycle facilities with delineator posts and new markings. The project will ensure ADA accessibility for transit waiting environments, include upgrades to select existing pedestrian crossings, and add new crosswalks and curb ramps at select locations. No pavement rehabilitation is included in this scope. The segment within SR

283 (Superior Avenue to St. Clair Avenue) is being rehabilitated under a separate project. As a Safe

Routes to School project, the City will administer the design, while ODOT District 12 will lead construction administration.

There will be no pre-proposal meeting. Written questions will be received until July 15, 2026, at 4:00 p.m., and an addendum with all questions and answers will be posted by the close of business on July 22, 2026. The proposal will be due on July 29, 2026, by noon. Questions shall be submitted online through the questions tab included in this proposal request.

Where the following terms such as "Consultant to determine", "Yes", “x”, "By Consultant" and similar notations are used in this RFP, the Consultant shall design and prepare the necessary drawings and details for that item of work. Design work may not be passed on to the construction contractor via plan note. In addition, where there are items that require the action of work (by whom it may not be clear), the

Consultant is the party that shall accomplish it.

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

1.2. Background

For several years, the City and community stakeholders have prioritized making E. 55th Street safer, more comfortable, and more convenient for all roadway users, a commitment that led to the initiation of the E.

55th Street Safety Action Plan. As one of the few continuous north-south corridors on Cleveland’s east side, it serves as a vital link between southeast neighborhoods and the lakefront while providing access to regionally significant facilities like I-90, I-490, and the Opportunity Corridor. The street is home to a diverse mix of schools, commercial centers, light industry, and residential areas, and it connects several active transportation and recreational trail projects including CHEERS, the North Marginal/Mandel

Community Trail, SR 283 and Payne Avenue separated bike lanes, the Superior Midway, the Morgana

Run Trail, and the Slavic Village Downtown Connector. This importance is further underscored by its identification in Cleveland Moves—the Citywide Mobility Plan as a priority corridor for separated bike lanes.

Despite its critical role in the transportation network, the corridor is a recurring segment of the City’s high injury network. From 2020 to 2024, crashes along E. 55th Street resulted in 11 deaths and 56 serious injuries, with bicyclists and pedestrians overrepresented in these figures. Speeding was a factor in 54% of fatal crashes, and injury rates are 10% higher than the statewide average for similar road classifications.

This safety record caused the Ohio Department of Transportation to commission three safety studies over the past decade focusing on the E. 55th intersections of Superior Avenue, Carnegie Avenue, and Kinsman

Road/Woodland Avenue.

A primary factor contributing to crashes is that the roadway is excessively wide for its current traffic volume. Two wide lanes in each direction with minimal congestion throughout the day create an environment where high vehicle speeds are easily attained, whether intentional or not. This speeding behavior causes more frequent and severe crashes, which is particularly concerning given the significant transit and active transportation needs of the area; 39% of households within a half mile do not own a car—81% have one or fewer, and 53% of residents live in poverty.

The E. 55th Street Safe Routes to School project is focused on enhancing safety, comfort, and mobility through a quick-build approach. This project will reallocate existing curb-to-curb space to add a two-way center turn lane and separated bike lanes on both sides of the road. Improvements also include ladder-style crosswalk striping at existing crossings, the installation of RRFBs or PHBs, and new crosswalk striping where demand or significant gaps exist. To improve transit accessibility, the project will install concrete landing pads at bus stops. Design elements are expected to align with the City’s commitment to

Vision Zero, prioritizing the elimination of fatal and serious injury crashes as a key outcome. General improvements can be found in the linked concept drawings. Regarding technical specifications, the 100-ft right-of-way includes a typical curb-to-curb width of 54–56 feet, widening to 68 feet at intersections with existing left-turn lanes. This information is based on available records, therefore accuracy is not guaranteed and the consultant must review all field data and perform investigations to confirm existing conditions.

1.3. Contact Information

Clay Harris Sr. Project Controls Consultant 601 Lakeside Dr Cleveland, OH 44114 Email: eharris2@clevelandohio.gov Phone: (216) 664-7426

Department:

Mayor's Office of Capital Projects

Department Head:

James DeRosa Director https://platform.remix.com/project/a182816d/scenario/6808bdba-cd75-47aa-adf2-5cc0e625829f?latlng=41.52827,-81.6521,16.653,p0,b89.31 mailto:eharris2@clevelandohio.gov tel:(216)664-7426

1.4. Timeline

RFP Published on City website June 22, 2026

Last Day to Submit Provider Questions July 15, 2026, 4:00pm

Publish RFP Addendum July 22, 2026

Proposal Submission Deadline July 29, 2026, 12:00pm

2. SCOPE OF WORK

2.1. Important Instructions for Electronic Submittal

The City of Cleveland is accepting electronic proposal submissions. Proposers shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic proposal.

The City's Rights and Requirements

Required City Forms

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

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

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

C. Non-Competitive Bid Contract Statement for Calendar Year 2026;

D. Northern Ireland Fair Employment Practices Disclosure.

E. Cleveland Area Business Code Requirements

1. During performance of this Agreement, Proposers shall comply with all applicable requirements of the Cleveland Area Business Code, Chapter 187 of the Codified Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the Code, which

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

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

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

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

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

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

a. Failure to Comply - When determining the Proposer’s future eligibility for a City contract, the City shall consider a Proposer’s failure to comply with the representations of https://procurement.opengov.com/signup its proposal and the requirements under the Code as a failure to faithfully perform a contract.

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

(FBEs), and Cleveland- area small businesses (CSBs) by providing and enhancing economic opportunities to participate in City contracts. The successful proposer for a contract will be a firm that shares that commitment. Accordingly, a proposer is strongly encouraged to utilize the services of qualified MBE/FBE/CSB sub-consultants that are certified by the Mayor’s Office of Equal Opportunity (the

“OEO”) in its proposal.

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

Cleveland Area Business Code - Notice to Bidders and Schedules. These schedules identify the proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s

Office of Equal Opportunity for evaluation. Failure to submit complete schedules may result in the rejection of a proposal.

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

FBEs by checking the City’s website at http://www.city.cleveland.oh.us. On the home page, select “Office of Equal Opportunity” from the drop-down menu of

City departments. On the Office of Equal Opportunity page, you will find a selection in the left-hand column for “CSB/MBE/FBE Registry”.

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

IV. The City Office of Equal Opportunity will monitor participation of MBE, FBE, and/or CSB sub-consultants throughout the duration of the engagement or project. The successful proposer, as contractor, will be responsible for providing the OEO with all information necessary to facilitate this monitoring. The City’s goal for this project is 10%.

V. The Cleveland Area Business Code, any Regulations promulgated under the

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

VI. The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal http://www.city.cleveland.oh.us/

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

2.2. Scope of Work or Project Details

Services include the preparation of construction contract plans and specifications for a quick-build roadway reallocation along approximately 2.5 miles of E. 55th Street, from Outhwaite Avenue to North

Marginal Road. This project excludes the 0.3-mile segment of SR 283 on E. 55th Street between Superior and St. Clair Avenues.

2.3. Available Information

Please send an email to EHarris2@clevelandohio.gov to obtain access to roadway plans, sewer maps and existing water plans.

Link to concept drawings produced as part of the E. 55th Street Safety Action Plan: E. 55th Street

Conceptual Drawings.

2.4. Project Description

ODOT Safe Routes to School funds, in combination with other local funds, will finance this improvement. The

City will administer the design phase and ODOT District 12 will administer the construction phase of this project.

The E. 55th Street Safe Routes to School project focuses on enhancing safety, comfort, and mobility along the corridor through a quick-build approach. This project will reallocate existing curb-to-curb space to add a two-way center turn lane and separated bike lanes on both sides of the road. Improvements also include ladder-style crosswalk striping at existing crossings, the installation of RRFBs or PHBs, and new crosswalk striping where demand or significant gaps exist. To improve transit accessibility, the project will install concrete ADA landing pads at bus stops consistent with GCRTA design guidelines. Design elements must align with the

City’s commitment to Vision Zero, prioritizing the reduction of fatal and serious injury crashes as a key outcome. No pavement rehabilitation is included in this scope. The segment of E. 55th Street within SR 283

(Superior Avenue to St. Clair Avenue) will be rehabilitated under a separate project. General improvements mailto:EHarris2@clevelandohio.gov https://platform.remix.com/project/a182816d/scenario/6808bdba-cd75-47aa-adf2-5cc0e625829f?latlng=41.52581,-81.65204,17.981,p0,b89.31 https://platform.remix.com/project/a182816d/scenario/6808bdba-cd75-47aa-adf2-5cc0e625829f?latlng=41.52581,-81.65204,17.981,p0,b89.31 can be found in the linked E. 55th conceptual drawings. Regarding technical specifications, the typical curb-to-curb width is 54–56 feet, widening to 68 feet at intersections with existing left-turn lanes, within a 100-foot right-of-way. While this information is based on available records, the accuracy is not guaranteed; therefore, the consultant must review all field data and perform their own investigations to confirm existing conditions.

2.5. Scope Briefing

The project scope includes Preliminary Engineering (PE) and Final Design (FD). Preliminary Engineering will begin with the notice to proceed and survey activities, and end with the submittal of combined Stage

1 & 2 design plans. Final Design will begin upon approval of the Stage 1 & 2 set of plans, based on which recommendations from the E. 55th Street Safety Action Plan are able to be incorporated into the project.

Final design will be complete after the submittal of the final PS&E to ODOT for central office filing.

Preliminary Engineering:

A. Review and evaluation of E. 55th Street Safety Action Plan recommendations. Consultant shall assess the cost and feasibility of the Safety Action Plan recommendations and recommend which ones can be incorporated into the project. There is only one concept identified. Alternative evaluations will not be needed. Specific treatments at intersections will need to be coordinated with Traffic Engineering on a case-by-case basis. Review, editing and completion of ODOT LPA

Scoping form including required Environmental submittals. Completion of conflict of interest statement. Participation at ODOT programming meetings.

B. Analyze the conceptual design to include separated bike lanes, pavement markings, and crosswalk locations. Traffic study will include any potential capacity or LOS concerns utilizing

Synchro Traffic Simulation Software, as required by City of Cleveland Division of Traffic

Engineering and Highway Capacity Software (HCS), required by ODOT utilizing ODOT

Analysis and Traffic Simulation (OATS) Manual. The designer shall evaluate signal head configuration and timing plans, and make recommendations for adjustments including but not limited to the use of bike signals and bike detection. Designer shall coordinate with Planning

Commission and Greater Cleveland Regional Transit Authority (GCRTA) to evaluate bus stop consolidation in accordance with traffic signal removal analysis. Existing commercial / industrial neighbors east and west of the project area will continue to utilize E. 55th Street to access their businesses. Design will need to analyze turn movements to ensure truck traffic will be able to continue to traverse the corridor and select intersecting cross streets. Project design shall include pavement marking transitions to existing typical section within the project limits. The consultant will coordinate with the City and Community Development Corporations for necessary driveway closures to accommodate protected intersections for the project.

C. Site visit with City’s project manager and members of City’s Mobility team.

D. Combined Stage 1 & 2 Plan submittal per ODOT L&D Volume 3, adjusted as needed.

Final Design:

E. Address combined Stage 1 & 2 plan comments from City of Cleveland and ODOT

F. Stage 3 plan submittal per L&D Volume 3 section 1400 https://platform.remix.com/project/a182816d/scenario/6808bdba-cd75-47aa-adf2-5cc0e625829f?latlng=41.52827,-81.6521,16.653,p0,b89.31 https://platform.remix.com/project/a182816d/scenario/6808bdba-cd75-47aa-adf2-5cc0e625829f?latlng=41.52827,-81.6521,16.653,p0,b89.31

G. Address Stage 3 Comments from City of Cleveland and ODOT

H. Final PS&E package for ODOT filing

General Plan Requirements

• Consultant will prepare a new signing and striping plan that supports approved safety and pedestrian enhancements. Consultant will coordinate the proposed striping and signal upgrades with the City of Cleveland Division of Traffic Engineering.

All preliminary and final plans are to be reviewed and approved by the City and Regional Divisions listed above. All modifications, meetings, and/or coordination necessary to obtain City and Regional Divisions approval prior to advertisement shall be included with the base fee.

Division of Traffic Engineering (TE) Coordination

• See Attachment G: Traffic Engineering Scope for detailed scope of service information. The designer shall evaluate the use of signal retroreflective backplates to improve red light compliance.

North East Ohio Regional Sewer District (NEORSD)

• The Easterly Interceptor, Easterly Sludge Force Main as well as facilities on East 55th Street are

NEORSD maintained. Of particular note, the existing force main is a critical asset and should be avoided.

Public Involvement

Informal Outreach

The Consultant will identify a team member or subconsultant who will coordinate and support at least three informational “pop-up” events such as tabling at community destinations and/or events. City staff and/or community partners will provide support at these events.

The consultant will assist with the development of outreach materials (flyers, signs, etc.) for distribution within the community that provide project information, schedule and key details. The consultant shall have materials translated if necessary.

Website

The Consultant will prepare base materials (plans, example imagery from similar projects, etc.) for the

City to utilize to host the project webpage. The City will support the website with appropriate updates during design and construction of the project. The website will contain general project information and materials used at the public meetings to inform those who are unable to attend. During construction, MOT and phasing updates will be posted on the website by the City.

Formal Outreach

The Consultant will assist with preparation for three (3) public meetings/open-house events. One (1) engagement event will be held prior to Stage 1 & 2 submittal, one (1) after Stage 1 & 2 submittal, and one after construction project has been awarded (located near the midpoint of the project extents). The

Consultant shall assume that the first two meetings will be open-house style, held in-person at a location designated by the City. The third public meeting will be held prior to construction and in person. In the

Technical Proposal, describe how the meetings will be held, which materials will be presented, and how comments will be collected and responded to. For each meeting the consultant will prepare materials using MOCAP’s new engagement framework (Attachment F), and will document attendance, participation and feedback.

Incorporation of Public Feedback

The Stakeholders’ comments from the first and second meetings will be incorporated in the plans as directed and approved by the Administrative Manager, Division of Engineering and Construction, the

Commissioner of Traffic Engineering, and the City’s project manager. Descriptions and examples of how community comments have been incorporated shall be provided as part of the work.

2.6. General Requirements

Extent of Field Surveys:

All surveying items shall be the responsibility of the consultant. The Consultant may elect to perform aerial mapping supplemented with field survey.

Consultant’s surveyor will establish the centerline of construction and reference the angle points, existing monuments and the centerline of all intersecting Right-of-Ways. Existing monuments 3-point references shall be set outside the proposed work limits, on non-utility structures or pins set.

Survey shall generally include the following within the project limits:

A. Aerial mapping (optional)

B. Topography map for plan sheets, with stationed main line alignment

C. The plans require northing, easting and elevations of all survey control and existing street monuments.

This information will be supplied electronically to Eric Westfall, Survey and Plats Section. The coordinate values can be local or state plane as long as it is noted. Additional control points shall be set outside the construction limits. Any points can be reestablished from the outside control, this replaces the need for 3-point references. The City will furnish the consultant with a list of all existing monument locations.

D. Bench Marks (Do not use utility facilities)

E. Utility castings and their locations and types, noting their condition (broken, worn, or re-usable)

F. Traffic signals and loop detectors

G. Sign inventory

H. Building addresses and company names

K. Establish Public Right-of-Way

The above shall be used as a guide for the consultant to determine the survey scope. Consultant will be responsible to determine the needed detailed scope to complete the improvement. Technical proposal should include discussion of the anticipated approach to field surveys.

Right-of-Way Plan:

No right of way is anticipated for this project.

Signalization:

Work shall be as specified under the Traffic Scope of Services Attachment G.

Design Criteria and Standards:

The Consultant will perform the work in accordance with the Ohio Department of Transportation's LPA Local-

Let Policy and Procedures Manual, Location and Design Manual, Volumes 1, 2 and 3, the Ohio Multimodal

Design Guide, and other ODOT applicable design manuals listed in Design Resource Center, Cleveland and

ODOT standard drawings, City of Cleveland Specifications supplemented with ODOT latest Construction and

Material specifications.

Plan Format:

Plan format will follow Location and Design Manual Volume 3 guidelines and supplemented by the following:

General notes text size shall be 0.175 and titles larger and bold. All other plan text sizes shall be 0.14.

Roadway plan/sub summary sheets will be used at horizontal scale of 1” = 20’ with cross references to supplemental sheets detailing the making of the public improvement.

All underground utilities within excavation areas need to be shown in plan sheets. This applies to areas where new ADA Ramps are to be constructed, where curb lines are changing, where RRFBs or HAWKs are proposed, etc.

No pavement elevation table is required for this project.

Intersection Details are only required at intersections where ADA Ramps are to be replaced.

Traffic Control Sheets are required. Where new HAWKS or RRFB’s are planned, show Plan sheets at a

1”=10’ scale.

The following Plan Format notes are not expected to be relevant to this project, and are listed as a reference to be followed if needed:

The work, type and location, including pavement, sidewalk, curb and drive apron replacement limits, will be shown by cross-hatching, symbols, line variations and/or reference balloons and stations. New improvements such as new catch basins should be labeled (Sta, offset, existing and proposed description) on the plan sheets.

Adjustments and Reconstructed items are appropriate in the plan sub summary table. Begin, Resume, Suspend and End Project Stations, and curb, sidewalk and driveway removals and replacement labels will be shown on the plan sheets. Intersection work limit will be labeled (Sta. offset and pavement width) at work limit.

Castings that are to be adjusted to grade, manholes and vaults that are to be rebuilt, public and private utilities shall be shown on the plan and identified by their types. During the field survey, record the number of broken or worn castings and their locations and types.

All underground utilities within excavation areas need to be shown in plan sheets. All widths greater than 15-inches shall be double line with different line designations and with appropriate labels. Underground utility profile information is not required to be shown where catch basins are removed and replaced, with 4-to-6-foot connection. Drainage details for new basins with lateral to sewer, traffic signal plans, waterline plans will require underground utility plan and profile information.

All overhead utility poles, within existing right of way, and work area shall be shown on plans, with the pole number and/or ownership.

General Summary plan sheet shall be provided.

During construction, the contractor will be required to complete the project in phases (longitudinal divisions), using phased construction to maintain two-way traffic; one lane in each direction. A one-year construction period is expected. Phased construction MOT typical sections, plans, notes and quantities shall be required.

2.7. Project Schedule and Deliverables

Project Schedule:

The project is partially funded by ODOT Safe Routes to School program. Construction funds for the project are available during State Fiscal Year 2028. All preliminary development associated with the project will need to be completed prior to that time. The City will require the successful design consultant to complete this roadway design project in a maximum of 9 months. This time will begin the day the

Administrative Manager, Division of Engineering and Construction issues the notice to proceed.

Construction services will last for the duration of construction, estimated to be 6 months.

The following timeline is submitted for your information:

Notice to Proceed: November 2026

Plan Package to ODOT Central Office: October 2027

Advertise (bid documents): January 2028

Agreement duration expected April 2028 – November 2028

The consultant is reminded that the nine (9) month design period includes the review time by the various stakeholders and commences from notice to proceed through advertisement. Work shall begin at the time of the notice to proceed.

Deliverables:

Stage I & 2 Design

Project Plans:

• City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)

• Traffic Engineering (1 half size 11” x 17”) hard copies and 1 digital pdf)

• Public and Private Utilities as needed (1 digital pdf)

• Opinion of Probable Construction Cost, ODOT Estimator format (1 pdf and 1 excel)

Stage III Design

Project Plans:

• City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)

• Traffic Engineering (1 half-size set 11" x 17") hard copy

• Public and Private Utilities as needed (1 digital pdf)

• Opinion of Probable Construction Cost, ODOT estimator format (1 pdf and 1 excel)

Stage III Final PS&E in ODOT format

Project Plans:

• City E & C (2 half size (11” x 17”) hard copies and 1 digital pdf)

• Opinion of Probable Construction Cost, ODOT estimator format (1 pdf and 1 excel)

Construction Services:

The Division of Engineering and Construction will require a full size set of as-builts drawings in digital format and does not require a corresponding set of mylars. Labor to produce the as-built drawings will be part of the Stage III services.

As-builts shall be submitted on a CD, DVD or USB drive in AutoCAD format, TIFF format, and PDF format for City records. Each drawing shall have the City project number (M-1267) stamped in the lower right-hand corner, just outside the drawing border.

Procedures and Reports:

The City of Cleveland will make available to the Consultant any existing information it may have on hand.

Drawings, submissions, reviews, and review meetings will follow the City's normal operating procedures.

The City will require a preliminary and final plan submittal and review meeting, as well concurrent review submittals with public and private utilities and Traffic Engineering. The Consultant will arrange meetings with these various entities to meet or exceed the project timeline.

Private utility companies are to be contacted. Coordination, review and plan details necessary for the utility company to accomplish their work shall be included in the services furnished by the consultant.

ODOT Utility Exhibit “B” shall be submitted to the Division of Engineering and Construction. Utility relocation plans and schedules shall meet the construction schedule. Early pole relocation and gas main replacement coordination with the utility provider is a necessity.

During periods when the work is being performed, a monthly progress report and progress schedule will be required with invoice. Shortly after the notice to proceed has been received, the successful proposer shall submit a realistic schedule for approval. Once approved, this schedule shall become a part of the contract. Payments will be based upon the accepted "percentage complete" as shown on the progress schedule. Payment invoices shall be submitted in a format acceptable to the City.

2.8. Proposal Format & Requirements

The proposal shall be submitted via "OpenGov" in a two-part process.

Part "A" shall be the response to the qualifications and technical aspects of the RFP.

Part "B" shall contain the proposed fee including a signed cover letter on company letterhead and two (2) unbound copies of the "Contract Employment Report"

All documents are electronic, and no hard copies are required.

The proposal information is to be organized as follows:

PART “A”

SECTION 1 – MANAGEMENT

Provide GSA Standard Form 330 – Parts I and II. Resumes of personnel actually performing work tasks, including subconsultants, shall be submitted in Part I, Section E of GSA Form 330. For those firms with more than one office, include the office location (City) to which the team member is assigned. A detailed project organization chart is required in Section D of GSA Form 330.

In Part I, Section H of GSA Form 330, discuss the meaningful involvement of each firm on the team, how you intend to manage the project and who will have overall responsibility. Prime and Sub-consultant work history should be presented, as well as the length of time and number of projects the prime has worked with various team members. The quality control and assurance program should be discussed.

Provide GSA Standard Form 330 – Parts I and II for any firm with thirty percent (30%) or more of the proposed work.

SECTION 2 – TECHNICAL

Provide a technical approach in sufficient detail such that it may be determined that the proposer has an understanding of the type of work involved and disciplines necessary to accomplish the project. Describe how the project is envisioned, or in other words, what is being furnished for the dollars quoted. Any exceptions or amplifications of the scope of work shall be presented under this section. Present solutions that can improve the roadway design. Describe any potential problems.

Provide a detailed list and number of drawings and man-hours including sub-consultants to develop contract construction plan set.

Provide a realistic Project Schedule, showing the necessary work items, agency reviews, and total completion time. Project schedules are to be submitted utilizing “Microsoft Project”. The City requires 30 consecutive days to review each plan Stage.

The City has designated a page limit of ten (10) pages for the Technical Approach. The Project schedule does not count toward the 10 pages.

SECTION 3 – SUBCONSULTANTS

Provide a list of subconsultants, their work assignments and the percent of the work and percent of CSB work and assignments that the entire team will be performing. Resumes shall be included in Section 1, within the GSA 330.

Provide the following information for each sub-consultant on the team:

• Subconsultant's name and mailing address

• Subconsultant's telephone and fax numbers

• A description of the work and the percentage that is anticipated the subconsultant will perform

• Subconsultant’s CSB status

• A list of projects, if any, on which your firm and the subconsultant have both worked on

• A list of City of Cleveland projects, if any, the firm has worked on

The Cleveland Area Business Code contained in Chapter 187 of the Codified Ordinances of Cleveland

Ohio 1976 was enacted in an effort to increase the participation of local small business enterprises in City of Cleveland Contracts. The City has, therefore, established as one of its objectives, the meaningful involvement of Cleveland Small Businesses (CSB). The Mayor’s Office of Capital Projects has a participation goal of ten (10) percent for Cleveland Small Businesses (CSB) on this project.

Each Consultant representing itself as a Cleveland Area Small Business (CSB) within the OEO schedules must be certified with the Office of Equal Opportunity as a CSB, CSB/MBE, or CSB/FBE. Currently certified firms can be found at: https://cleveland.diversitycompliance.com Include a statement certifying that Schedules 1-4 of the OEO Office are included in Part “B” envelope

(See instructions for Part “B”).

SECTION 4 – ODOT PREQUALIFICATIONS

Consultant and/or team members shall be ODOT prequalified in Non-Complex Roadway Design, Basic

Traffic Signal Design, and Bicycle and Pedestrian Facilities. Include ODOT prequalifications of all team members.

Resumes shall be included in Section 1, within the GSA 330.

SECTION 5 – FORMS

Form W-9:

List your form of business entity and your Taxpayer Identification Number. If submitted as a joint venture, a separate number for each member of the venture is required unless one number has been obtained for the venture. A Taxpayer Identification Number is required for entities other than a sole proprietorship or an individual, for which a Social Security Number is appropriate.

Noncompetitive Bid Contract Statement:

https://cleveland.diversitycompliance.com/

The form titled “Noncompetitive Bid Contract Statement For Calendar Year 2025” shall be filled out and submitted for the prime consultant only.

PART “B”

OFFICE OF EQUAL OPPORTUNITY (OEO) REPORTS

The "Contract Employment Report", Schedules 1 through 4, from the OEO Office must be completed and returned with your proposal, although some terms, wording, descriptions, etc. in these documents do not necessarily apply to a professional services contract. All subconsultants need to be listed on Schedule 2 and all subconsultants must execute Schedule 3.

Please furnish a signed pdf copy of Schedules 1 through 4 in Part "B" of your proposal. Under the

Subconsultant section in Part “A” certify that schedules are included in Part “B” as described herein.

Return all schedules whether or not they apply to the project. The object of these forms is to facilitate

OEO approvals. OEO will not evaluate participation for professional service contracts without these forms.

COMPENSATION

See "Proposal Fee Sheet" for the format desired.

Fee Definitions

Actual Cost Plus Net Fee with an upset maximum: The City will pay actual salary, overhead and expenses up to the upset maximum, and the consultant is expected to complete the work as scoped within the fee stated. The Net Fee will be paid whether or not the upset maximum is achieved. The only method of revising the upset maximum is through a change in the scope of work. If a change of complexity is claimed and granted, the modification will contain a Net Fee of zero dollars.

Lump Sum Fee: This is a bottom-line figure and includes salary, overhead and expenses. As with the

Cost-Plus Net Fee, the consultant is expected to complete the work as scoped at the fee stated, and the only method of revising the Lump Sum Fee is through a change in the Scope of Work. If a change in complexity is claimed and granted, the modification will contain a net fee of zero dollars. The consultant shall submit the proposed number of man-hours for prime consultant and all subconsultants.

Fee Information Required

If a fee based on Actual Cost-Plus Net Fee with an upset maximum is offered, the proposal shall indicate the makeup of the fee hours, hourly rates, overhead, direct costs, and profit. Overhead percentage quoted shall remain in effect throughout the life of the basic contract. The source of the overhead rate quoted shall be identified; i.e., estimated, from an audit, etc. The hours quoted shall relate to a facet of the work involved. Work sheets (typed sheets not necessary) should be furnished for obtaining hours quoted. The weighted average rate per hour will be monitored on invoices and shall not exceed the rate from the proposal without justification. If a fee based on Lump Sum is offered, the proposal shall indicate the makeup of the fee hours and direct costs. The hours quoted shall relate to a facet of the work involved.

Work sheets (typed sheets not necessary) should be furnished for obtaining hours quoted. The intent is to show that the project has received a reasonable degree of estimation.

The consultant shall indicate the method that will be used to determine the fee should a contract modification become necessary. For example: hourly rate x multiplier + profit + expenses.

In estimating the fee, include any wage changes that can be reasonably anticipated over the life of the contract. A fee based on a percentage of the construction cost is not acceptable. A percentage of the fee markup on a subcontract will not be permitted.

Although the proposed fee is not the deciding factor in the selection process, it will be evaluated along with the other criteria specified herein.

The City will not be obligated to accept, however, significant deviations from the work or services sought by this RFP, including terms inconsistent with or substantially varying from the services or the financial and operational requirements of the RFP, as determined solely by the City. The City reserves the right to reject any proposal that does not furnish or is unresponsive to the information required or requested herein. The City reserves the right to reject any proposal or waive or to accept any deviation from this

RFP or in any step of the proposal submission or evaluation process so as to approve the award of the contract considered in the City’s best interest, as determined in the City’s sole discretion.

Although the City prefers that each Proposer submit only one proposal including all alternatives to the proposal that the Proposer desired the City to consider, it will accept proposals from different business entities or combinations having one or more members in interest in common with another Proposer. The

City may reject one or more proposals if it has reason to believe that proposers have colluded to conceal the interest of one or more parties in a proposal and will not consider a future proposal from a participant in the collusion. In addition, the City will not accept a proposal from or approve a contract to any

Proposer that is in default as surety or otherwise upon an obligation to the City or has failed to perform faithfully any previous agreement with the City or is currently in default under any agreement with the

City.

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

Further, the City reserves the right to independently investigate the financial status, qualifications, experience, and performance history of a Proposer.

The City reserves the right to cancel the approval or authorization of a contract award, with or without cause, at any time before its execution of a contract and to later enter into a contract that varies from the provisions of this RFP, if agreed to by another Proposer.

3. COMPENSATION AND INVOICING

A. General Services

Compensation for general services shall be based on hourly billing rates or fixed price based on support category of the individuals assigned to each task and approved reimbursable expenses as agreed upon during negotiation of the Agreement.

Billing rates shall remain unchanged throughout the life of this contract.

The Consultant shall be compensated for reimbursable expenses incurred in the interest of the work in accordance with the City Reimbursable Policy (Appendix C).

The Consultant shall be paid for services on a simple time-based method, or mutually agreed upon fee schedule based on project deliverables. The Consultant shall invoice each month based on the actual hours, and approved hourly billing rates expended for the services. The invoice shall include only the staff titles listed in the Fee Proposal.

The Consultant shall submit its invoice for progress payment to the Department of Mayor's Office of Capital Projects no later than the close of business on the Thirtieth (30th) Calendar Day of the Month following the month for which payment is requested. If the 30th calendar day would fall on a Saturday, Sunday, or Holiday then the submittal shall be on the previous working day.

The Consultant shall not submit invoices more frequently than once per month.

Invoices shall include a cover page, summary table, detailed invoice per task, summary table of labor costs, timesheets, summary table of reimbursable, original receipts, and other information as deemed appropriate. Invoices shall include specific activities worked, on an hourly and daily basis by resource or task/deliverables.

Supporting information (receipts, timesheets, etc.) shall be attached in the appropriate section of the invoice in alphabetical then chronological order. For example, timesheets shall be attached alphabetically by individual name and chronologically by individual.

Each approved task shall be specifically identified and tracked.

Invoices not submitted in the approved format may be rejected and returned to the Consultant.

This includes incomplete information and missing documentation.

B. Payments To Subconsultants

Consultant is obligated to pay subconsultants within 45 days of Consultant’s receipt of subconsultant’s invoice (unless specific written exceptions are authorized by the City on a case-by-case basis).

4. THE CITY’S RIGHTS AND REQUIREMENTS

A. The Director, at his/her sole discretion, may require any proposer to augment or supplement its proposal or to meet with the City’s designated representatives for interview or presentation to further describe the proposer’s qualifications and capabilities. The requested information, interview, meeting, or presentation shall be submitted or conducted, as appropriate, at a time and place the Director specifies.

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

C. Proposal as a Public Record

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

D. Cleveland Area Business Code

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

Ordinances of Cleveland, Ohio, 1976 (“C.O.”), and any Regulations promulgated under the Code, which Code and Regulations are incorporated into and made part of this RFP by this reference as fully as if rewritten in it or attached. Specifically, compliance under any resulting agreement shall include, but not be limited to, the Contractor’s:

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

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

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

o Accurate, complete, and on-time submission of all reports, forms, and documents including, but not limited to, employment reports, certified payrolls, monitoring forms, and other information the Director of the OEO may require, whether in printed or electronic form, to ascertain and verify Contractor’s compliance; and o Attendance at and participation in all required project meetings, including OEO compliance meetings, and progress meetings called by the contracting department director(s) at key intervals during performance of the contract services.

Failure to Comply When determining the contractor’s future eligibility for a City contract, the City shall consider a contractor’s failure to comply with the representations of its proposal and the requirements under the Code as a failure to faithfully perform a contract.

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

(FBEs), and Cleveland- area small businesses (CSBs) by providing and enhancing economic opportunities to participate in City contracts. The successful proposer for a contract will be a firm that shares that commitment. Accordingly, a proposer is strongly encouraged to utilize the services of qualified MBE/FBE/CSB sub-consultants that are certified by the Mayor’s Office of Equal Opportunity (the

“OEO”) in its proposal.

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

Cleveland Area Small Business (“CSB”) subcontractor participation. Please review the attached Office of Equal Opportunity documents to ascertain the goal for the proposed contract.