AR2509a

OWNER'S REPRESENTATIVE - PUBLIC SAFETY ENERGY

IMPROVEMENTS: FIRE/EMS

City of Cleveland

Department of Mayor's Office of Capital Projects

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: January 28, 2026

DEADLINE FOR QUESTIONS: February 11, 2026

RESPONSE DEADLINE: February 18, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cleveland

Owner's Representative - Public Safety Energy Improvements:

Fire/EMS

I. Overview

II. Program & Scope of Services

III. Proposal Schedule

IV. Proposal Submission Requirements

V. Other Conditions and Information

VI. Proposal Selection Criteria

VII. OEO Compliance

VIII. Proposal Submittals

Attachments:

A - NORTHERN IRELAND DISCLOSURE

B - CCO 187-22

C - Subcontractor Addition and Subtraction Policy

D - DASD Minimum Deliverables

E - Professional Services Agreement Sample

F - Reimbursables_Policy

G - Cleveland City-Wide Asbestos Policy

H - City of Cleveland Sustainable Building Policy

I - 035 Wage Theft PDF Version

#AR2509a Title: Owner's Representative - Public Safety Energy Improvements: Fire/EMS

1. Overview

1.1. Summary

Introduction

The City of Cleveland (“the City,” “Client,” “Owner”) is seeking qualifications from qualified firms interested in providing professional services as an Owner’s Advisor (OA) to administer the design and implementation of facility resiliency and energy efficiency improvements on a budget-neutral, performance-contracting basis, in accordance with Ohio Revised Code (ORC)

717.02. The purpose of this Request for Qualifications (RFQ) is to identify and select a representative to coordinate the provider’s implementation of a guaranteed energy savings performance contract for select City of Cleveland facilities. The project scope includes Public Safety facilities and sites, specifically all Fire and Emergency Medical Service (EMS) Stations including the 23 active stations, inactive or stations able to be converted to another function, and potential new Fire and EMS facilities. These facilities range in age, size, and condition.

This project is of the highest priority for the City of Cleveland, not only because of its size, cost, and complexity, but because of the critical nature of the services provided by its Fire and EMS Departments for the safety and security of our citizens. The quality and continuity of these services is of the utmost importance. This project will have a high public profile and will directly impact how City safety services interact with those whom they serve.

Because of this, the City is seeking an Owner’s Advisor to represent the City and provide experience and insight through construction, and potentially through operation.

MOCAP oversees the administration of the City’s Capital Improvement Plan (CIP) for all City-owned facilities, outdoor spaces, and infrastructure, working through its three divisions: the Division of Architecture & Site Development, the Division of

Engineering & Construction, and the Division of Real Estate. The mission statement for MOCAP is:

To provide for the planning, designing, construction, and preservation of the City of Cleveland's facilities and infrastructure through collaborative and comprehensive planning, leadership in management, excellence in sustainable design and technical expertise, and quality construction based on integrity and professionalism.

1.2. Background

Description of Goals:

The goal is to improve the quality of life for the Fire and EMS personnel, and modernize the stations and support improved functionality and safety for personnel. The City is committed to enhancing facilities by integrating renewable energy and energy efficiency solutions, with resiliency as a central theme.

The project will involve enhancements to existing fire stations:

• To provide better, more efficient delivery of Fire and EMS services to the residents of Cleveland.

• To provide a living and working environment for the City’s Fire and EMS employees that meet contemporary best practices for health, safety, comfort, and quality of life.

• To enhance training and readiness.

• To improve energy and resource efficiency.

• To integrate with and implement goals of the City of Cleveland Fire and EMS Station Modernization Plan released in

2024 and under a different Contract.

The ESCO scope of the work - under a separate RFQ - includes the upgrade and replacement of various building components, with the specific items and extent of work varying by station. Key areas of improvement may include the: exterior envelope, interior finishes, site development, renewable energy, HVAC Systems, plumbing and electrical systems. Exact scopes, projects, and services for each facility will be determined with the City after selection of the Design-Build Energy Service Company

(ESCO) based on energy analysis, financial audit, and construction estimates.

Existing Documentation Brief

Through the 2024-25 City of Cleveland Fire and EMS Station Modernization Plan, MOCAP and its’ Consultant Team have compiled documents with existing conditions, facility needs, and schematic-level plans which capture the owner’s intended scope and overall project intent.

The Modernization Plan separates needs into three programs: Repair, Renew, and Replace. Repair addresses more immediate needs related to the aforementioned goals in a 1 through 3 priority. Renew generally includes all Repair items, but Renew includes more construction scope (e.g., additions and reconfiguration of spaces). All included schematic plans are Renew plans. Replace refers to future facility replacement, which will likely not be part of this project scope. At a minimum, all #1 priority Repairs for all 23 existing facilities are anticipated. Depending on final budgets, the goal is all priority #1 Repairs, mixed with #2 priority Repairs, and selective Renew projects are likely as part of this RFQ.

The exact RFQ for the Guaranteed Energy Performance Design-Builder can be found at OpenGov.com under Public Safety Energy

Improvements: Fire & EMS (Project ID AR2509) released 11/26/2025.

Action Steps & Ownership of Work Products:

The City reserves the right to contract for the performance of Phase 1 services only, and delay or terminate future phases pending the outcome of the design and cost estimation work. Furthermore, the City reserves the right to award a contract for all phases of the project, yet terminate the project at any time, upon written notice to the Consultant and making payment for all satisfactory services rendered to date of termination. All deliverables shall become the sole property of the City for use or distribution as it sees fit without limitations from the Consultant, other than usual disclaimers for reliance of accuracy of use of another person’s work product.

Possible Separate Bid Packages:

Based on any opportunity agreed upon with the Director of the Mayor’s Office of Capital Projects, the Consultant shall be responsible to evaluate the advantages and disadvantages of the need for separate bid packages that best serve the economic interests of the City.

City Agencies (Cleveland):

The Owner’s Advisor (OA) shall consult in detail with the Director of the Mayor’s Office of Capital Projects (MOCAP) and/or their designee and carefully analyze any information furnished by the Owner concerning the specific requirements of the Project, including but not limited to, design, construction, scheduling, budgetary, or operational requirements, limitations, and objectives.

The Division of Architecture and Site Development (DASD) will coordinate the project and will work closely with the Owner’s

Advisor in all phases of the development. The Consultant shall comply with all standards and directives established and issued by the Division of Architecture and Site Development.

This facility is located within the corporate limits of Cleveland, Ohio and all work shall comply with all local, state and/or federal standards and ordinances and revised codes, including but not limited to Ohio Revised Code (O.R.C.) Chapter 153, and the current Ohio Building Code (OBC) as applicable to the scope of work. Compliance with these standards is mandatory by the

Consultant and any resources needed to gain design compliance shall be borne by the Consultants.

Qualification Process:

The selection of qualified respondents will be based on the provider’s ability to best meet the needs of the City of Cleveland for this program. The City of Cleveland reserves the right to accept or reject any qualifications at its sole discretion, based on what it determines to be in its best interest. This request does not constitute an offer to intent. Acceptance of proposals does not obligate the Owner to award a contract to any bidder, even if all requirements outlined in this request are met, nor does it limit the

Owner’s ability to negotiate terms that best serve its interests. The Owner reserves the right to select a vendor for reasons other than the lowest bid price.

1.3. Contact Information

Elicia Gibbon Chief Architect 601 Lakeside Avenue East #517

Cleveland, OH 44114 Email: egibbon@clevelandohio.gov Phone: (216) 664-7339

Department:

Mayor's Office of Capital Projects

Department Head:

James DeRosa Director

1.4. Timeline

Release Project Date January 28, 2026

Pre-Proposal Meeting (Non-Mandatory) February 5, 2026, 10:30am

City Hall Room 517

Question Submission Deadline February 11, 2026, 12:00pm

Question Response Deadline February 13, 2026, 5:00pm

Proposal Submission Deadline February 18, 2026, 12:00pm mailto:egibbon@clevelandohio.gov tel:(216)664-7339

2. Program & Scope of Services

2.1. Scope of Services

The City is seeking a qualified, experienced team to provide services as Owner’s Advisor during the design, renovation, and construction of the Fire & EMS Stations. The OA will be responsible for overall project coordination, master schedule, and milestone management, and will maintain a comprehensive project schedule and cost estimate, incorporating information from the design team and the City. The OA will coordinate with assigned personnel from the Division of Public Safety and DASD to carry out their services.

The Phase 1 Total Not-to-Exceed Fee Allowance for OA assistance through the Level 3 Investment Grade Energy Audit

ASHRAE and final guaranteed cost savings by the Design-Build ESCO is $32,500, including expenses. After the scope of construction is approved, a contract amendment or new contract for the continuation of OA services shall be negotiated and initiated for Phase 2.

2.2. Stages

PHASE 1

GENERAL & ESCO RFQ REVIEW SERVICES

Term:

For the term of the Energy Performance Contract. Exact duration is to be determined after Phase 1 for the Phase 2 contract.

ESCO/ESP RFQ Procurement and Management:

Based on the approved Project Delivery Strategies, the OA shall assist the City in the review and evaluation of proposals and qualifications, interviews, and negotiations with proposers. The OA shall be a general resource, provide leadership to, and be responsible for the management of the selected proposers throughout the duration of the project.

The OA shall provide assistance with documentation and review of Legislative Summaries, Ordinance, and other legal, finance, and administrative instruments. Assistance may include virtual and in-person meetings with City of Cleveland Council, Council staff, Committee Members, Finance, Purchasing, Law, and other stakeholders, for the purpose securing any approvals required to continue the Project in Phase 2.

Project Records:

The OA shall maintain an organized filing system for Project documents and records, such as programs, reports, meeting minutes, correspondence, schedules, cost estimates, drawings, etc. At Project completion, OA shall provision for project documents to the City for its' filing system.

Meetings and Minutes:

The OA shall schedule, attend, conduct, record, and assist the City at Project meetings without limitation. The OA shall direct and manage the Design Team and/or the Construction Team to prepare and distribute meeting minutes.

Status Reports:

Through all Phases, the OA shall provide to the City weekly reports which include, but is not limited to, the following:

a. Project status

b. Costs incurred through date of report compared to Project Budget

c. Work completed through date of report compared to Project Schedule

d. Summary of any revisions to the Project Budget and/or Schedule, status of field clarifications, made during the week that the report documents

e. Status of any governmental or other authority having jurisdiction requirements and activities required to facilitate approval of the Project.

f. Action items related to the City or its Consultants.

Project Management Software:

The selected ESCO shall provide access to and work with the OA throughout the duration of the Project to set up, administer, maintain, and manage the project. The ESCO shall provide training and grant and manage access to the project management software for all pertinent Project Team members. ESCO shall maintain the system through the duration of the project and transfer files to the City’s selected location at the end of the project.

PRE-CONSTRUCTION SERVICES

Project Delivery Method:

The intent is to Contract with an ESCO Design-Builder during Phase 1, and continue with the same Team into Phase 2.

Project Requirements:

The OA shall review and provide input on all information relevant to the Project including preliminary studies, site plans and other drawings, current user programs, City or Consultant generated research, project concepts, proposed project program, and audits. The OA shall assist to facilitate further meetings, workshops, discussions, data gathering, and research in order to establish and document the requirements for the Project. The OA shall work with the assigned personnel to coordinate and obtain the appropriate stakeholders’ review and approval to finalize the Project’s requirements.

Risk Management Strategy:

The OA shall meet with the City and its risk management to discuss, and make recommendations regarding, the development and implementation of an effective and appropriate risk management program for the Project.

Project Master Schedule:

The OA, with the ESCO, shall develop, monitor, track, update, and revise an overall Project Master Schedule which establishes duration and responsibility for major activities throughout each phase of the Project.

Energy Audit and Design Peer Review:

Provide professional peer review of energy audits and design documents, including but not limited to: constructability, building performance, level of completion, code compliance, energy savings, conformance to Owner’s design goals, and conformance to current best practices. The emphasis is to analyze the energy savings, and maximize scopes of work related to those savings over all the Fire and EMS facilities.

Project Budget:

Through all phases, the OA , with the ESCO, shall develop, monitor, track, update, and revise a detailed Project Budget which identifies all Project costs including, but not limited to, the following:

a. Construction costs;

b. Consultant Fees;

c. Permit fees, outside of those waived by the City of Cleveland Building & Housing;

d. Testing and inspection fees;

e. Fixture, furnishings, and equipment costs;

f. Below the line costs;

g. Inflation, price increases, and other escalation;

h. Contingencies and Allowances;

i. Other Capital fiscal additions to the Budget

Project Cost Estimates:

The OA shall monitor and advise on cost estimates for the Project as a third party. The OA shall assist the ESCO to revise and update the Project Budget as the design is developed, refined, and finalized. Provide a variance summary with each revision/update.

The OA, with the ESCO, shall manage and coordinate value engineering services to analyze, evaluate, and make recommendations concerning possible alternates, cost reductions, and economies. Value Engineering should occur periodically through design.

FF&E Management:

The OA shall manage and coordinate an inventory assessment of the existing FF&E including quantities, types, sizes, conditions, suitability for reuse, and current location. Create new FF&E purchase list based on program, inventory assessment, and other

Project Requirements. Manage the procurement and installation of FF&E for the new and renovated facilities.

Phasing:

The OA shall, in coordination with the ESCO and the City, analyze and provide feedback on phasing in order to allow the continuous, uninterrupted use of the facility and of its public services. This includes new facilities that may be part of the developed scope of the program.

Phase 2 OA Contract:

The City and OA shall negotiate the fee for Phase 2 services based on the approved energy savings, budget, and scope.

PHASE 2 (for reference, and not included in the Phase 1 fee)

CONSTRUCTION SERVICES

Construction Pay Applications and Change:

The OA will assist the City in reviewing pay applications and evaluating cost changes during the construction of the project, whether due to unforeseen conditions, Owner requests, or other causes. The OA will recommend approval, rejection, or modification of pay applications and proposed cost changes.

Construction Schedule Review:

The OA shall review the proposed construction schedule for completeness and feasibility, determined phasing requirements, identify opportunities to accelerate schedule, monitor progress throughout construction, and advise the City regarding proposed changes or potential set-backs. The OA will recommend approval, rejection, or modification of proposed changes in schedule.

Construction Administration & Observation:

The OA shall provide services including, but not limited to, the following:

a. Attend regular construction meetings;

b. Conduct periodic construction observations to evaluate completed construction in compliance with contract documents;

c. Assist with the submittal process and RFI log.

Move Management:

The OA shall oversee and coordinate the relocation and installation of FF&E for multiple existing facilities. Coordinate move schedule to minimize downtime for building users and Public Safety personnel.

Inspections & Testing:

The OA shall assist the City in procuring, implementing, and evaluating inspections and testing necessary to ensure required inspections and testing are performed to appropriate standards and as scheduled.

Dispute Resolution:

The OA shall assist the City in dispute resolution, discuss resolution options and make recommendations for Owner’s consideration.

Phased Punch-Lists:

The OA shall assist in punch-list walk-throughs with City and Consultants, as needed by phasing requirements and substantial completion.

POST-CONSTRUCTION SERVICES

Close-Out:

The OA shall provide services including, but not limited to, the following:

a. Conduct final punch-list walk-throughs with City and Consultants, issue punch-list and ensure items are addressed;

b. Track close-out document submissions including warranties, operation and maintenance manuals, and other City-required close-out documents;

c. Coordinate and schedule training for staff in conformance with requirements of contract documents;

d. Assist with attaining final as-built drawing PDF's and CAD files.

Measurement & Verifications Reviews of on-going measurement & verification from construction through the term of the Energy Performance Contract.

Maintenance Contracts Assist with the creation, review, and selection of Agreements for Measurement, Verification, and Maintenance.

3. Proposal Schedule

3.1. Questions

The deadline for any and all questions, including if this RFP should contain any discrepancies or omissions, or if the intended meaning of any part of this RFP is unclear or in doubt, shall be Wednesday, February 11, 2026 at 12:00 pm Local Time. Questions should be directed/addressed via City's OpenGov e-Procurement Portal Question & Answer feature.

3.2. Site Visit

A non-mandatory site visit for this project will be held on Thursday, February 5, 2026 at 10:30 am Local

Time.

3.3. Deadline

Proposals must be received no later than Wednesday, February 18, 2026 at 12:00 pm Local Time. No proposals will be accepted after that time unless the City has extended the deadline by a written addendum. The City reserves the right to refuse any submission not delivered by the deadline.

PROPOSALS OR UNSOLICITED AMENDMENTS TO PROPOSALS ARRIVING AFTER THE

CLOSING WILL NOT BE ACCEPTED

All proposals shall be submitted electronically via City's OpenGov e-Procurement Portal

Proposal documents shall in in PDF format and submitted via City's OpenGov e-Procurement Portal

Submit the Services Proposal and Fee Proposal as described in the “Proposal Submission Requirements” section of this RFP. Fee Proposals shall be a separate pdf file from the Services Proposal. File names must clearly identify the firm’s name which file is the Services Proposal and which is the Fee Proposal.

https://procurement.opengov.com/portal/clevelandoh/projects/228777 https://procurement.opengov.com/portal/clevelandoh/projects/228777 https://procurement.opengov.com/portal/clevelandoh/projects/228777 https://procurement.opengov.com/portal/clevelandoh/projects/228777

4. Proposal Submission Requirements

4.1. Components

Each Consultant that wishes consideration for selection to perform the Scope of Services described in this RFP shall electronically submit to MOCAP two separate, non-editable pdf files, one labelled Services Proposal, and one labeled Fee

Proposal.

Although this RFQ is for Phase 1, please provide comprehensive qualifications related services requested in Phase 1 and 2.

4.2. Services Proposal

Cover Letter (One page): Clearly indicate contact information, including phone and e-mail, for project primary contact individual.

Project Approach (Two pages): The Consultant shall include a description of their management, technical, and QA/QC approach taking into account the unique project goals and constraints. Specifically describe methods of communication and documentation, chain of responsibility for each member of the team, integration of diverse technical expertise among the team, working with design consultants and construction contractors, integration with other agencies. Scheduling, costing, and digital tools for team collaboration.

Organization of the Firm (One page): Include a description of the Consultant Firm including information regarding its primary business, its background and history, its organizational structure, QA/QC program, the number of employees, and commitment to diversity. This section should contain any additional information about the firm that the firm feels will assist in understanding the qualifications of the firm. It is required that there be a local component to the Consultant Team to facilitate response time to matters that require on-site reviews.

Project Team (One Page): Organizational chart showing project team members, roles, and relationships, including subconsultants. Include individuals on staff with experience in Energy Efficiency, Renewable Energy, Resilience Technology, Engineering, and other related fields.

Project Team Resumes (One Page Each): Professional resume for each team member shown on the organizational chart, including relevant licenses and qualifications and list of significant projects. Include references and certification to demonstrate expertise related to measurement and verification, energy management, performance contracting, energy facilitation, project management, and others.

Relevant Project Experience (Two Pages Each): Project sheets for completed relevant projects demonstrating ability to successfully lead and execute the type of work required for this project. Include references to demonstrate ESPC-specific experience across multiple levels of government, with emphasis on Local Municipal Government Agencies, State Government

Agencies, and Federal Government Agencies.

Special Commendations (Optional – up to One Page): The Consultant shall provide any other pertinent data, information and other extraordinary circumstances which will clearly demonstrate their unique ability to provide the required Professional

Services in a manner not detailed previously within this RFP.

Compliance Affidavit: Non-Competitive Bid Contract Statement for the current calendar year is enclosed. All those submitting proposals for contracts awarded on or after January 1 of this year must submit a notarized affidavit for this year. If award of contract extends into subsequent years, then an updated form shall be required. Submit the Non-Competitive Bid Contract

Statement with the fee proposal.

Northern Ireland Fair Employment Practices Disclosure: Interested Consultants shall complete and submit the Northern

Ireland Fair Employment Practices Disclosure form as part of their proposal, included.

Certificate of Insurance: Submit a Certificate of Insurance form indicating limits of professional services (errors and omissions) and general liability coverage as a separate attachment to their Proposal, and shall at all times during the term of the contract resulting from this RFP, maintain the following insurance coverage:

o The insurance company or companies providing the required insurance shall be authorized by the Ohio

Department of Insurance to do business in Ohio and rated “A” or above by A. M. Best Company or equivalent.

The Successful Proposer, as contractor, shall provide a copy of the policy or policies and any necessary endorsements, or a substitute for them satisfactory to and approved by the Director of Law, evidencing the required insurances upon execution of the contract.

o Workers’ compensation and employer’s general liability insurance as provided under the laws of the State of

Ohio.

o Statutory unemployment insurance protection for all of its employees.

o Such other insurance coverage(s) as the City may reasonably require.

4.3. Fee Proposal

Modifications and Amendments: Contingency will be used to capture scope and services changes unless the value exceeds the contingency. Additional scope resulting in additional Consultant fees and/or changes in Project schedule shall not carry forward until given written approval through either memo, letter, notice to proceed, or other formal mechanism. Providing additional services without written request may forfeit the Consultants’ right to additional compensation or time. The Consultant errantly excluding terms of the RFP and any Exhibits will not be grounds for an additional service, extension, or additional compensation.

Reimbursable Expenses: Expenses are to be included within the fee and not a separate expense. Where Reimbursable expenses are considered above and beyond and approved by the Director, reimbursable expenses shall be accounted for and reimbursed according to the City of Cleveland Professional Services Contracts Reimbursable Policy included in this RFP. The Consultant shall identify all items along with estimated costs for any reimbursable expenses required to complete for each Component of the project. This shall include, but is not limited to: deliveries, postage, printing, reproduction, geotechnical services, surveys, testing, fees, and any other approved expenses usually associated with this type of project. Reimbursable expenses, including subconsultant fees, shall be billed at cost invoiced, without any mark-up. Costs for mileage, travel, parking, tolls, lodging, meals and dues/membership fees to professional societies/organizations are NOT eligible for reimbursement and will not be considered.

No qualification of the financial offer will be accepted. Reimbursable Expense Allowance amounts not expended in a previous

Component may only be carried over to subsequent Components after written approval.

Services Fee Proposal: The Fee Proposal shall indicate the makeup of your proposed fee including hourly rates, direct costs, overhead, profit, and indirect expenses based upon the total estimated hours to be spent to provide the services.

Hourly Rates for the following classifications shall be included in the Proposal:

Principal: $_____________ per hour.

Primary Staff: $_____________ per hour.

Administrative Support: $_____________ per hour.

Although proposed fees are not the deciding factor in the selection of the Consultant, it will be evaluated with other criteria herein and submitted with the proposal.

Equal Opportunity Documentation: Due to the nature of services requested, the typical participation goal of 10% CSB

(Cleveland-area Small Business) subconsultants has been waived.

Organization of Proposal: The Proposer should carefully read all instructions and requirements and furnish all information requested. If a Proposal does not comply with all terms, conditions, and requirements for submittal, the City may consider it unacceptable and may reject it without further consideration. Marketing documents, such as brochures, advertisements, etc. shall not be permitted.

5. Other Conditions and Information

5.1. Formats for Deliverables

All deliverables for all Components shall be submitted in native software formats (e.g.: “~.pdf” AND

“~.dwg” AutoCAD® for Drawing files; “~.pdf” AND “~.shp” ESRI® Shapefiles AND “~.gdb” ESRI®

Geodatabases AND “~.mxd” and/or “~.aprx” ESRI® maps/projects AND Microsoft Word® “~.doc” for

Specification files and Meeting Minutes; “~.pdf” AND Microsoft Project® for Project Schedules; “~.pdf”

AND “~.xls” for cost estimates) via electronic download at the end of each Component as Record

Deliverables. Files may be compressed in a “~.zip” file format.

5.2. Standard of Care

The OA has been engaged to provide professional management services because of its character, expertise, experience, and qualifications in dealing with projects of similar scope. The OA shall exercise skill and care consistent with the expertise, experience, and qualifications of owner’s representatives necessary for the successful performance of this project. Such professional services include substantial discretion and authority to plan, schedule, estimate, approve, coordinate, manage and direct phases of the Project. OA hereby represents that they possess requisite skill and experience to manage a public construction project of this size and type. The

OA shall perform its services consistent with the skill, care, and diligence ordinarily provided by

OA’s practicing in the same locality under similar circumstances, not perfection, but reasonable competence, diligent processes, and sound industry judgement. The OA shall perform its services as expeditiously as is consistent with such skill and care and the orderly progress of the

Project.

5.3. Professional Services Payments

Payments for OA Services shall be made in accordance with the Consultant’s Proposed Fee.

Herein, “Phase,” “Scope Item,” “Component,” ”Service,” or related nomenclature are generally the same. Consultant shall be responsible for management of the OA Services Fee as follows.

Requests for Payment, to include (provide sample for City approval) at a minimum:

o Fee Breakdown by Stage and Phase per Proposal.

o Total fees by Phase, Percent Complete, Amount Earned, Previous Fee Billing, and

Current Billing by Component. With associated subtotals below.

o Reimbursable Expenses by Phase, broken down by Current, Prior, and Billed-to-Date.

o Contingency, when used, broken out by each contingency scope item indicating Total

Fee, Percent Complete, Amount Earned, Previous Fee Billing, and Current Billing.

o Amendments and Modifications beyond contingency, when needed, broken out into phases similar to b above.

o City’s internal Project # and Contract #.

o Only when hourly or if requested for auditing, staff logs/hours expended by phase requested. Do not provide if not Hourly Time and Expense.

o Consultant shall provide an invoice schedule within (10) calendar days of the accepted Project Schedule for review of all phases. The invoice schedule does not need minutely updated unless major phase and milestone adjustments are made.

o Requests for Payment shall be submitted on a monthly basis, based on current progress, including reimbursable expenses, for each Phase. A current progress set or documentation may be requested for justification.

o Payments may not exceed 90% of each Phase until the Phase is satisfactorily completed and accepted by the City. Final payment will be made only when all record and project close-out documents have been accepted by the City as complete.

o Any portions of Fees or Reimbursable Allowances not utilized for any Phase may only be utilized in later Phase or Scope with prior written authorization by the City.

5.4. Composition of the Consultant Team

It is the responsibility of the proposers to determine the composition of scope related to the consultant team.

5.5. Possible Separate Bid Packages

Based on any opportunity agreed upon with the Director of the Mayor’s Office of Capital

Projects, the OA shall be responsible to evaluate the advantages and disadvantages of the need for separate bid packages that best serve the economic interests of the City and the Project.

5.6. As-Built and Closeout Documents

As-Built documents, including PDF drawings sets, CAD X-ref backgrounds and sheets, and

Revit models within 30 days of receipt of redlines from the Contractor. The OA is responsible for review of O&M Manuals for basic compliance only.

5.7. Costs Incurred

The City is not liable for any costs incurred by any responding firms before execution of a contract and issuance of written Notice to Proceed.

5.8. Economy of Preparation

Proposals should be prepared simply and economically in 8-1/2" × 11" vertical format, providing straightforward, concise descriptions and information. Company brochures and marketing materials will not be accepted.

5.9. Agreement

The successful Consultant Team shall be required to execute an agreement substantially in the form of the Sample Professional Services Agreement attached and as amended to incorporate the full range of services described in this RFP. Where a conflict arises between the terms and conditions of the RFP and the Consultant Proposal then the terms and conditions of the RFP shall prevail, unless specifically addressed in the Professional Services Contract.

5.10. Mailing Lists and Notifications

Mailing List is NOT exclusive. Qualified firms not on the list are encouraged to submit proposals for consideration and/or participate as team members. All interested firms not included on the list please notify Mr. Mark Duluk, AIA, Manager, DASD and Brian Avery, AIA, Section Chief of Architecture

DASD, in writing (via e-mail to mduluk@clevelandohio.gov and bavery@clevelandohio.gov).

5.11. The City's Rights and Requirements

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.

Furthermore, the City reserves the right to modify the scope of services at any time before execution of a contract to add, delete, or otherwise amend any item(s), as it deems necessary, in its sole judgment, and in the best interests of the City.

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 interests.

5.12. Action Steps and Ownership of Work Product

The City reserves the right to contract for the performance of certain Stages or Phases, and delay or terminate future Phases pending the outcome of the design and cost estimation work.

Furthermore, the City reserves the right to award a contract for all Phases of the project, yet terminate the project at any time, upon written notice to the Consultant and making payment for all satisfactory services rendered to date of termination. All deliverables shall become the property of the City for use or distribution as it sees fit without limitations from the Consultant, other than usual disclaimers for reliance of accuracy of use of another person’s work product.

5.13. Proposal as 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.

6. Proposal Selection Criteria

Interviews

Based on preliminary scoring of point-based items described above the City may create a short list of

Consultant(s) and conduct interviews as warranted. Further instruction will be provided to the short listed

Consultant(s) when notified of the forthcoming interview.

Proposal Acceptance

The City reserves the right to accept proposals, in whole or in part, to reject any or all proposals or portions thereof, to waive irregularities, informalities, and technicalities, to re-issue or to proceed to obtain the services(s) desired otherwise, and to negotiate separately, as necessary, to serve the best interest of the City of

Cleveland. The Director may, at their sole discretion, modify or amend any provision of this notice, or the

RFQ. Firms whose proposals are not accepted will be notified in writing. For this Request for Proposal, the proposal must remain valid for 180 days after submission.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of Proposal

Quality of Proposal includes Organization of the Team, Relevant Project Experience, Specific Approach to this Project, Ability to

Perform the Scope of Services, Capacity to

Perform Work, including consideration for current City project workload, and Special

Commendations as defined in the “Proposal

Submission Requirements” section of this RFQ.

Points Based 20 (20% of Total)

2. Demonstrated Ability

Demonstrated history of successful relevant projects to meet proposed schedules and budgets.

Points Based 25 (25% of Total)

3. Project Type Experience

Experience specific to ESCO project management and municipal projects.

Points Based 25 (25% of Total)

4. Credentials of Key Personnel

Credentials of Key Personnel includes

Qualifications of the Project Team and Project

Team as defined in the “Proposal Submission

Requirements” section of this RFQ, particularly the project manager who will be the lead person on this project, and their prior experience and demonstrated ability to perform the scope of work.

Points Based 20 (20% of Total)

5. Current Work Under City Contracts

Comparably qualified firms with little to no work under current City contracts may receive additional consideration.

Points Based 10 (10% of Total)

7. OEO Compliance

7.1. CSB, MBE, or FBE Proposals for Professional Services Contracts:

OEO Participation is not required, but is encouraged as part of the Fee Proposal.

A. Definitions: Unless defined in this paragraph or elsewhere in this solicitation of proposals, the following terms shall have the meaning(s) given them in the Cleveland Area Business Code, Chapter 187 of the Codified Ordinances of Cleveland, Ohio, 1976.

1. “City of Cleveland Small Business” or “CCSB.”

2. “Cleveland Area Small Business” or “CSB.”

3. “Cleveland Area Business Code” or “CAB Code.”

4. “Female Business Enterprise” or “FBE.”

5. “Minority Business Enterprise” or “MBE.”

6. “Office of Equal Opportunity” or “OEO.”

7. “Proposal” means an offer to contract with the City in response to this solicitation of proposals (whether called a “Request for Proposals,” “Request for Quotes,” or otherwise) for a personal (“professional”) services Contract.

8. “Proposer” means a Person submitting a Proposal to the City.

9. “Regional Cleveland Area Small Business” or “RCSB.”

B. Evaluation Credit: For the purpose of comparing competing Proposals only, the City’s contracting department may apply an Evaluation Credit of five percent (5%) of the total points awarded for a Proposal received from a CSB, MBE, or FBE. The contracting department shall apply evaluation credit according to the following criteria:

1. Where the City has evidence demonstrating past or present discrimination as to participation of MBEs or FBEs in specific types and categories of contracts, a contracting department may apply evaluation credit to a Proposal when the Proposer is a type of MBE or FBE, and proposing to participate in a type and category of contract, for which discrimination has been demonstrated. If a contracting department applies evaluation credit to one or more proposals from a MBE or FBE for a contract, it may not apply evaluation credit to any proposal from a

CSB under review for award of that contract.

2. If the City has no discrimination evidence described in paragraph 1 above permitting it to apply evaluation credit, a contracting department may apply evaluation credit to the proposal of any CSB(s) where the CSB has its principal office physically located within Cleveland’s municipal boundaries (a “CCSB”). If it does, no other proposer shall receive such evaluation credit.

3. If the City has no discrimination evidence described in paragraph 1 above permitting it to apply evaluation credit and no proposal from a CCSB, a contracting department may apply evaluation credit to the proposal of a CSB having its principal office physically located outside Cleveland’s municipal boundaries but within Cuyahoga County’s boundaries (a

“RCSB”).

C. Procedure: The contracting department may use the total points awarded for a proposal after applying evaluation credit to compare competing proposals to determine which proposal to recommend for a contract award. The City may use the evaluation of a proposal determined after applying evaluation credit to approve that proposal for a contract award. The application of evaluation credits shall not alter the contract amount of a proposal submitted by a proposer, or of the contract executed based on the proposal.

7.2. Proposer’s Good-Faith Effort

Each proposer shall make and document its good-faith efforts to meet any CSB, MBE, and FBE goal that applies to the contract for which it is submitting a proposal. The City may consider a proposer’s good-faith efforts to meet or exceed CSB, MBE, and/or FBE subcontractor participation goals set by the

Director of the Office of Equal Opportunity for the contract in recommending and approving a proposal for contract award.

“Good-faith effort” as used in this solicitation and any resulting contract shall mean and include, without limitation, the proposer’s:

A. Active efforts to obtain participation in the contract from CSBs, MBEs, and/or FBEs equal to or exceeding the specific goal(s) set for the contract;

B. Completion and submission in association with its proposal, as required, all reports, forms, and documents, including, but not limited to, employment reports, certified payrolls, and other information that the Director of the OEO may need to ascertain and verify the specific practical steps the proposer has taken or is taking to meet or exceed the CSB, MBE, and FBE goal(s) for the contract, and the proposer’s equal employment practices; and

C. Attendance at and participation in all required pre-contract award meetings.

D. The Director of the OEO may determine a proposer’s good-faith efforts regarding proposed CSB, MBE, and FBE participation in the contract and its employment practices, as provided under the

Cleveland Area Business Code, from the proposer’s documentation and actions, information obtained from other sources, and monitoring by the OEO, as applicable.

7.3. Incorporation of Cleveland Area Business Code; OEO Notice to Bidders & Schedules

The Cleveland Area Business Code, Chapter 187 of the Codified Ordinances Cleveland, Ohio, 1976, and the OEO Notice to Bidders & Schedules are incorporated in and made part of this solicitation and any resulting contract by this reference, as fully as if attached.

8. Proposal Submittals

8.1. Services Proposal*

Provide a PDF with the filename in the following format: "FIRM NAME PROJECT NAME Services

Proposal YYYY.MM.DD"

*Response required

8.2. Fee Proposal*

Provide a PDF with the filename in the following format: "FIRM NAME PROJECT NAME Fee Proposal

YYYY.MM.DD"

*Response required

8.3. City Required Forms

8.3.1. NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR

YEAR 2026*

Please download the below documents, complete, and upload. Provide a PDF with the filename in the following format: "FIRM NAME Non Comp YYYY"

• Non_Comp_2026b.pdf

*Response required

8.3.2. AFFIDAVIT*

Please download the below documents, complete, and upload. Provide a PDF with the filename in the following format: "FIRM Affidavit"

• AFFIDAVIT_(2).pdf

*Response required

8.3.3. FEDERAL FORM W-9*

Provide a PDF with the filename in the following format: "FIRM W9"

• W9_blank.pdf

*Response required

8.4. Northern Ireland Fair Employment Practices Disclosure

INSTRUCTIONS: Pursuant to Codified Ordinance Sec. 181.36, the information requested on this page must be supplied by all contractors and any subcontractors having more than a fifty percent (50%) interest in the proposed contract prior to any contract being awarded by the City of Cleveland. Any contractor or subcontractor who is deemed to have made a false statement shall be declared to have acted in default of its contract and shall be subject to the remedies for default contained in its contract. For failure to cure such a default, the contractor or subcontractor shall be automatically excluded from bidding for the supply of any goods or services for use by the City for a period of two (2) years.

8.4.1. CHECK WHICHEVER IS APPLICABLE:*

Select all that apply https://government-project.s3.us-west-2.amazonaws.com/143134/01e2eb1a-d5a7-4c50-9f27-56324d33d222_Non_Comp_2026b.pdf https://government-project.s3.us-west-2.amazonaws.com/64300/c91a8d30-549f-406e-a090-3fd8fb792f3c_AFFIDAVIT_%282%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4FABLJRO6%2F20260128%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260128T200001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEKz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIAl%2FRa091VmYfKxocQmYr%2F%2BqioqNFJPFYzdCSXJFg9MzAiBxyBQgZ7bMyWVK69PbHsaQaeYlcjM%2B3%2BrALlpY5iZBeSqMBQh1EAIaDDg5MjM2NDY4NzY3MiIMD3k5197kgDaPimxNKukEyA6wTGHFuDt%2FdiWXAuQovy%2FA4DNzFB%2Btb2NxIY1%2BBXErPZBCTk64ZamALI6v010N5djoRSCYo9g0Z1Cofawqi3i1K6a3Hdp%2BFMC%2FI6aFJ%2FUu8vjPN6B%2BsA7Zccg%2BZzUMk%2BSrgLialsi5jlWCI7Oc2DxDzA5%2FE6OrdWzvpJHc0ueleyVUpLwPmsQWrC6NBf50NM%2FPwl5upODcpBJiP5VO8wg%2FhgpeFa874CMeGmlq9kcg59jODcwGzTcVCFAABp14cDN55yPHjxtcOpFFnLhoMzTG85rhUHP7yaiJwQoFoHWA9fcE8GC7rS%2FvVelkYloEE87AVf1QdSB9F%2BQ3VAhTM%2F6HO2JB2JBljTW6hgYuaM0RHKhbybq7r9WYaUKaE3Xc58GT3MCH8OSTrjl0Bu0IeqA1Rvc6pHqQilwnGDtBRfXD1lN%2BttyqUz7cV7v%2Bpkv5IOxSZWKsi%2FbR3PZEtfBF881ebrBboajZE%2FvMUu%2BMRJBCwIFtTfYCDoGcP6xh5bXbcL7%2Fdf1bp%2BQJyNB5lTlaBQG7CaegHx2FAjGVLb453%2FLg%2BsgHB79lrxZT4CLGTEa%2F4O21ygGKDOGfnywdkAK6%2Fz6Efv%2F%2BKwIIFvKSGXE5eiOjIskT1tsmTU%2FC8fvSfQ5vd4gpVRrrzNpp4guMRZAcPGjqZ0gQ94UT7S9G6MtqapVVnONXwBhbxVlDZCbSty8HlwAlZ3gWrNc1NWM528gcl7ULc6XiITitMkgyB4mT8mqlMcDKFEYo1qvwOjuFl6Ne2d5TNEXEbNtBYve0d3KaUqcmukDTMG6v4wKccD%2Fsu4jQtxiaMk4kzncw2dLpywY6mgHT0wBGRv5kAlj4EbKR%2BrGIH%2Bq2%2FDuWyCTMcmtNd6TEOaRyfjjwAsaLBn74Wmz3thERIGQv5SkdlRNVf%2B3AAul%2Fv0S3eGIk6OieWxMndZ5y47fU8woHLQ1CyaDwrgp7MbULQq2CwKx5HvmAHcOwLj8iMzM66R9UWM6rA6ksDzYIK2576QwwElZWk1FASKmN9H7pNby7c%2F3wATWP&X-Amz-Signature=80ba12602f325f1d263c98d6ab172ad39924bc364a0abdba2171f765e5eeb03e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22AFFIDAVIT_%282%29.pdf%22&x-id=GetObject…