Pleasant_Valley_Pump_Station_and_Ground_Storage_Tank_(Addendum_#4_Revision).pdf

2026-RFP-131

PLEASANT VALLEY PUMP STATION AND GROUND

STORAGE TANK

City of Cleveland

Department of Public Utilities

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: June 5, 2026

DEADLINE FOR QUESTIONS: July 7, 2026

RESPONSE DEADLINE: July 28, 2026, 12:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cleveland

Pleasant Valley Pump Station and Ground Storage Tank

I. LIST OF ABBREVIATIONS

II. GENERAL INFORMATION

III. INTRODUCTION AND BACKGROUND

IV. SCOPE OF SERVICES, PROJECT SCHEDULE AND

DELIVERABLES

V. PROPOSAL REQUIREMENTS

VI. QUALIFICATION OF PROPOSAL

VII. PROPOSAL CONTENTS

VIII. THE CITY’S RIGHTS AND REQUIREMENTS

IX. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

X. EQUAL OPPORTUNITY REQUIREMENTS

XI. PROPOSAL EVALUATION AND CRITERIA

XII. PROPOSAL SUBMITTALS

Attachments:

A - Signed cover letter

B - Pump Station Drawings

C - Reservoir Drawings

D - DPU Reimbursables Policy 2026

E - Pleasant Valley Fee Table

F - Professional Services Sample Agreement

G - Proximity Table

#2026-RFP-131

Title: Pleasant Valley Pump Station and Ground Storage Tank

1. LIST OF ABBREVIATIONS

A/E Architect/Engineer

BoD Basis of Design

CTC Conformed to Contract

CSB Cleveland – Area Small Business

CSI Construction Specifications Institute

CWD Cleveland Water Department (aka Division of Water) DDM Detailed Design Memorandum

DP Design Professional firm or its representatives DPU Department of Public Utilities

EEO Equal Employment Opportunity

EV Earned Value

FBE Female Business Enterprise

HVAC Heating, Ventilation, and Air Conditioning MBE Minority Business Enterprise

NTP Notice to Proceed

OEO Office of Equal Opportunity

RFI Request for Information

RFP Request for Proposal

TM Technical Memorandum

TRFP Task Request for Proposal

2. GENERAL INFORMATION

2.1. Summary

PURPOSE

The City of Cleveland (City), Department of Public Utilities (DPU), Division of Water (CWD) is soliciting proposals from qualified firms interested in providing professional services to design a new pump station and ground storage tank for the Pleasant Valley Pump Station and Reservoir site. This multidisciplinary project requires a team with expertise in providing structural, hydraulic, electrical, mechanical, and civil site work improvements to Pleasant Valley Site to accommodate the proposed construction for the pump station and ground storage tank.

This Request for Proposal (RFP) invites proposals from experienced engineering firms for design services as described by this document, including but not limited to preliminary design, detailed design, specialized technical assistance, field services, construction bidding and award support, and construction assistance.

The project includes designing the pump station building, pumps and ground storage tank. A more detailed scope of work for the Pleasant Valley Pump Station and Ground Storage Tank is described in Section 4 of this document. CWD intends to award a single contract to an engineering services firm for the work defined in Section 4.

2.2. Contact Information

Charlie Rosol Procurement Specialist 1201 Lakeside Ave.

4th floor South Cleveland, OH 44114 Email: charlie_rosol@clevelandwater.com Phone: (216) 644-2444 Ext: 75411

Department:

Public Utilities

Department Head:

Martin J. Keane Director

2.3. Timeline

Release Project Date June 5, 2026

Pre-Proposal Conference (Non-

Mandatory)

June 16, 2026, 10:00am

Microsoft Teams - 929-352-1743, Access Code 525

511 637#

Question Submission Deadline July 7, 2026, 12:00pm mailto:charlie_rosol@clevelandwater.com tel:(216)644-2444;ext=75411

Proposal Submission Deadline July 28, 2026, 12:00pm

3. INTRODUCTION AND BACKGROUND

3.1 PROJECT OVERVIEW

CWD is a major regional utility, which supplies water to more than 1.5 million residents in Cuyahoga, Medina, Summit, Geauga, and Lake Counties. CWD services approximately 450,000 retail accounts in the

City of Cleveland and 69 suburbs. CWD sells water on a wholesale basis to five suburban communities on a continuous basis, and to four other communities on an emergency or temporary basis.

The Cleveland Division of Water Project is located at 5711 West Pleasant Valley Road, Parma, OH 44134.

The existing pump station was built in 1965 and has a 24 MGD total capacity. The underground reservoir was built in 1956 and has a 5MG capacity. The reservoir and pump station sit on a 21.88-acre site. Details of the existing pump station will be included in Appendix B Pump Station Drawings and underground reservoir will be included in Appendix C Reservoir Drawings.

The purpose of the project at the Pleasant Valley Pump Station and Reservoir site is to provide elevated storage at the proper hydraulic grade for the Second High West pressure district, alleviating the need to throttle the Pleasant Valley Reservoir inlet valve, providing better accommodation for pump maintenance, and prolonging pump life. The detailed scope of work for The Pleasant Valley Pump Station and Ground Storage Tank shall be defined in Section 4 below.

3.2 SELECTION OF DESIGN PROFESSIONAL

CWD is seeking the services of an engineering firm to assist our engineering staff. Due to the nature of the engineering activities, the selected consulting firm may need to acquire the services of subconsultants specializing in various disciplines in order to successfully complete the contract tasks. The selected Design

Professional(s) (DP) must have knowledge of and documented experience in the evaluation, design, and construction of municipal and industrial facilities, including cast-in-place reinforced concrete, structural concrete members, masonry structures, masonry detailing, large diameter water main design, mechanical, and electrical disciplines. Knowledge of pump station and storage facility design is a strong preference.

The City will select a DP based upon the criteria indicated in Section 11 of this RFP. 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.

4. SCOPE OF SERVICES, PROJECT SCHEDULE AND

DELIVERABLES

4.1. Scope of Work

The scope of work as described in this section provides planning-level information and is intended to provide information to the consultant for preparing an estimate for the engineering fee.

1. The Base Work includes the following Tasks:

a. Preliminary Design (including Detailed Design Memorandum)

b. Detailed Design (including all Reviews)

c. Bidding and Award Assistance

d. Construction Cost Estimates

e. Construction Assistance

f. Shop Drawing Review

g. Design and Specifications Preparation

2. The DP shall evaluate all recommendations presented in the scope of work during the course of the Preliminary Design and Detailed Design Tasks and shall take complete ownership of the design.

3. The DP shall assume full responsibility for itself and its sub-consultants. The DP is responsible for meeting the scope of services as described in this document. The DP shall communicate in all instances on behalf of its sub-consultants.

4. The DP shall manage its own personnel and those of its sub-consultants with the common goal of fulfilling the needs of CWD and the requirements of the contract.

5. The DP is responsible for conducting technical evaluations of issues and alternatives and for presenting its evaluation and recommendations in Technical Memoranda (TM) throughout the project for each discipline. TMs should include a discussion of life-cycle costs (capital and operations and maintenance). The DP should not ask for direction but rather present evaluations in sufficient detail along with recommendations that represent the most technically and fiscally desirable solution. The TMs shall serve to document the evolution of the design.

6. TMs shall be developed as appropriate and whenever requested by CWD. However, most TMs are expected in the preliminary stages of the design, in order to facilitate CWD to make decisions.

7. DP shall provide adequate staff, both technical and administrative, to fulfill the requirements of its contract and to produce the required deliverables per the defined schedule. Personnel with demonstrated knowledge and experience in defined scope of services shall be assigned throughout design, bidding and award, and construction.

8. The DP Project Manager shall be a Licensed Professional Engineer in the State of Ohio. The Project Manager shall be knowledgeable about and responsible for execution of the contract from start to finish. The Project Manager shall have the authorization to assign resources and make decisions on behalf of the DP. Project Manager shall have a minimum of 10 years related experience managing projects similar in size, scope, and complexity to this project.

9. Within 10 business days of the kickoff meeting, the DP shall provide a detailed project schedule in MS Project and a detailed “schedule of values” for the Base Work. These schedules shall be used to monitor progress and for invoicing by the DP. Both will require CWD approval.

10. The fee for Task 1, 2, and 3 shall remain fixed after CWD approval, unless there is a major change in the scope of work. Compensation for meetings, reporting or invoice preparation and other such activities shall be included in the labor rates and will not be treated as a separate item in the “schedule of values”.

11. The fee for Task 4 will be time and material based. The bidding tables contain an assumed level of effort for award purposes. Payments will be based on actual hours expended for each task.

12. The following submittals and presentations to CWD stakeholders are required. Number of copies shall be determined by the CWD project manager, and printing expenses are compensable.

1. Copies of the Detailed Design Memorandum followed by at least one presentation to CWD. A final DDM shall be submitted with the final bid documents.

2. Copies of a preliminary design (plans and specifications) for review to be followed by at least one (1) presentation to selected CWD staff.

3. Copies of plans and specifications for a 30%, 60%, and 95% design for CWD review, followed by at least one presentation meeting with CWD staff.

4. Copies of final plans and specifications for bidding.

5. Addenda to bidding documents as required during the bid phase.

6. Copies Conformed to Contract (CTC) documents, which incorporate the changes via addenda into the project drawings and specifications.

4.2 Preliminary Design

The purpose of the project at the Pleasant Valley Pump Station and Reservoir site is to provide elevated storage at the proper hydraulic grade for the Second High West pressure district, alleviating the need to throttle the Pleasant Valley Reservoir inlet valve, providing better accommodation for pump maintenance, and prolonging pump life. All the Tasks for this project are described below. The selected Design Professional shall prepare the detailed design and bidding documents for the proposed Pleasant Valley Pump Station and Ground Storage Tank and assist the City through the bidding and construction phases.

The engineering work for The Pleasant Valley Ground Storage Tank Project shall include, but is not limited to, design of the following:

A. The design shall include the plans and specifications for constructing a 2.5MG Ground storage tank 1090 feet above sea level.

B. The DP shall conduct a geo-technical survey and investigation to determine the soil condition for foundation design. The evaluation shall also identify existing underground utilities and interferences as appropriate. Methods should include, but are not limited to soil boring.

C. Piping and valve design to fill, drain and distribute water for the tank and possibly a future tank if desired.

D. Install drainage system to drain the storm water around the ground storage tank.

E. Provide a passive mixing system design.

F. Design a cathodic protection system if applied.

G. Include the implementation and design of control instrumentation and equipment, including the network and controls needed for the ground storage tank to communicate with Parma Control

Center.

H. A plan designed to decommission the current underground reservoir once the newly built ground storage tank is ready for service.

I. Additional miscellaneous work may need to be performed based upon CWD.

The engineering work for The Pleasant Valley Pump Station Project shall include, but is not limited to, design of the following:

A. A comprehensive decommissioning plan for the existing pump station after the proposed station is completed and ready to be commissioned.

B. Piping and valves to the pump station.

C. Pump design for four (4) horizontal split case pumps, with a 24MGD capacity.

D. A restroom inside the pump station

E. Cathodic protection designed for all buried valves

F. The DP shall engineer and co-ordinate all required utility connections (house water, gas, electricity, telephone service and wastewater disposal). The DP shall be responsible for contacting and paying all relevant companies. Any payment to the utility companies shall be covered under the item for permit fees.

G. The DP shall be required to design the communication system. CWD currently uses a wireless

900 MHz system and a fiber optic network to communicate with its remotely located Parma

Control Center that operates the pump stations.

H. A geo-technical survey and investigation shall be conducted to determine the soil condition for foundation design. The evaluation shall also identify existing underground utilities and interferences as appropriate. Methods should include, but are not limited to soil boring.

I. The pump station design shall include all site/civil work such as drainage, the driveway, parking and landscaping.

J. Site lighting, security cameras, fences and gates shall be designed as directed by the CWD project manager and the owner’s Security Department.

K. LEEDS certification is not required, but the designer shall try to follow the City’s policy for constructing “green buildings”, to the extent practical for a potable water pump station.

L. The architectural design for the pump building will require CWD and City of Parma approval. As a part of the preliminary design, the DP shall be required to obtain both approvals. Multiple drawings, 3 D renderings and even a model may be required, together with details of exterior finishes.

M. Electrical work includes new switch gear inside the pump station and a backup generator to power the pump station. Arc flash analysis, short circuit and coordination study and a harmonic analysis if VFDs are to be installed. If VFDs are used an electrical bypass shall be provided.

N. The design work also includes the installation of adequate plumbing, electrical, mechanical, and

HVAC as required inside the building.

O. Engineering shall include the design of control instrumentation and equipment, with interconnect and loop diagrams.

P. The design shall include the plans and specifications for installation of the pumps, piping and other equipment.

Q. The design shall include suction and discharge piping to extend to the Pleasant Valley Road water main, control valves and suction valves, and any related underground vaults.

R. Additional miscellaneous work may need to be performed based upon CWD’s operational needs.

The Preliminary Design is designated as Task 1 and shall include a “Basis of Design (BoD)” document, a detailed Design Memorandum (DDM), and the 30% design documents for the project. The DP shall begin by preparing and submitting an initial BoD.

A. The BoD shall summarize in tabular format by discipline the design parameters of the project including, but not be limited to, ratings, capacities, design standards, design parameters, and regulations/codes by unit process and facility to be followed in the design.

B. The DP shall submit the initial BoD as a deliverable of Task 1. The BoD shall be updated and maintained current as design progresses.

C. The initial BoD shall become a section of the initial Detailed Design Memorandum.

D. An updated BoD shall be submitted as part of the Detailed Design Submittals as defined in Task

2.

The DP shall prepare and submit an initial Detailed Design Memorandum (DDM). The DDM is a detailed description of the scope of work with descriptions and sketches and a conceptual design.

A. The DDM shall summarize in narrative format the existing conditions, provide design recommendations, including material and equipment alternatives, identify a preliminary layout and structural analysis, perform cost comparisons, provide list of equipment suppliers to be named, identify required station outages, and provide a preliminary schedule for design and construction.

B. The DDM shall include all Technical Memoranda (TMs) developed during the course of design arranged by discipline.

C. The DDM shall include a narrative discussion of reason(s) why the project design direction was chosen. The DDM shall provide a history of the design’s evolution from conceptual design to

Conformed to Contract.

D. DDM shall include the Preliminary Design Issues Resolution Matrix.

E. The DP shall submit the initial DDM as a deliverable of Task 1. The DDM shall be supplemented and maintained current as design progresses.

F. The DP shall include a list of needed permits and a schedule for obtaining those permits with the

Detailed Design submittal.

G. The 30% Design submittal (with preliminary drawings and specifications) shall be a part of this task. Essential investigations and evaluations for the engineering work shall be completed by the end of this stage and the building exterior finalized. The DP shall submit several sets of the preliminary drawings and specifications for review by CWD stakeholders. This shall be followed by a review presentation and a “Decisions Matrix” submittal in order to facilitate decisions on outstanding issues and options.

4.3 Detailed Engineering Design

The designer may be permitted to proceed with the detailed design, while the preliminary design is being reviewed. However, this shall require CWD approval.

1. The DP shall prepare Technical Specifications, CSI Division 1 through 50, in coordination with CWD. Specifications shall address only the project scope of work and should exclude items not applicable to the current project. The DP shall prepare any and all specification sections required for the projects which are not included as part of the CWD Master Specifications.

2. The specifications shall detail safety requirements to ensure that workers exposed to the work environment are protected from hazards.

3. This task shall include: a) a 60% design submittal together with a presentation to CWD stake holders and subsequent modifications or additions as suggested, b) a 95% submittal of engineering plans and specification (together with CWD boiler plate bid document language), and c) 100% design submittal together with a presentation to CWD stake holders that may be used directly as bidding documents for construction.

4. Sixty Percent Detailed Design

The 60% Design submittal shall include, but not be limited to Preliminary Design drawings (90% of all drawings at least 60% complete):

1. Updated list of all drawings anticipated at completion of the design (in drawing format) with included drawings in bold type font.

2. Draft specifications (including boiler plate Front End and CSI Division 1).

3. Draft Bid Form, including proposed unit pricing items, quantities, allowances and contingencies.

4. Hazardous material mitigation requirements (as applicable).

5. Updated design schedule.

6. Updated list of required permit status.

7. Updated list of approved equipment manufacturers.

8. Updated list of anticipated equipment, including proposed manufacturers, capacities, size, number, horsepower, etc. List shall be in the asset template format as approved by CWD for integration into CWD’s work management system.

9. Updated list of all Technical Memoranda to date.

10. 60% Issues Resolution Matrix.

11. Detailed cost estimate (in CSI format) with contingencies and allowances.

12. Quality control documentation from DP’s internal review.

E. Ninety-Five Percent Detailed Design

The 95% Design submittal shall include, but not be limited to Preliminary Design drawings (90% of all drawings at least 75% complete):

1. Updated list of all drawings anticipated at completion of the design (in drawing format) with included drawings in bold type font.

2. Draft specifications (including boiler plate Front End and CSI Division 1).

3. Draft Bid Form, including proposed unit pricing items, quantities, allowances and contingencies.

4. Hazardous material mitigation requirements (as applicable).

5. Updated design schedule.

6. Updated list of required permit status (as applicable).

7. Updated list of anticipated equipment, including proposed manufacturers, size, number, etc. List shall be in the asset template format as approved by CWD for integration into

CWD’s work management system.

8. Updated list of all Technical Memoranda to date.

9. 95% Issues Resolution Matrix.

10. Detailed cost estimate (in CSI format) with contingencies and allowances.

11. Quality control documentation from DP’s internal review.

6. One-Hundred Percent Detailed Design

The 100% Design submittal shall consist of the following:

1. Complete, checked, stamped and signed, sealed design documents (specifications and drawings).

2. The final construction cost estimate.

A Professional Engineer that is knowledgeable and responsible for the project and is licensed in the State of Ohio shall stamp the specifications and drawings.

The DP shall be responsible for customizing the CWD Standard Contract front end (General and

Supplemental Conditions) and Division 1 Specifications (to be provided) for project-specific requirements. The DP shall include any additions as required for the project.

4.4 Bid and Award Assistance

A PE from the DP that is knowledgeable and responsible for the project and is licensed in the State of Ohio shall stamp the specifications and drawings used for bidding.

Bidding is conducted by the City’s Purchasing Department and the City enters into a contract with the construction contractor. The DP is required to assist the City and CWD in the bidding and award process.

It is the responsibility of the DP to provide CWD with hard and digital copies of completed bidding documents as required. This shall be considered a reimbursable expense.

The DP is required to attend the pre-bid meeting, prepare meeting minutes and answer questions from prospective bidders.

Often addenda need to be issued to the contract documents and these shall to be prepared by the DP.

The DP may also be asked to evaluate the bids, render an opinion on the competence of bidders and make recommendations accordingly.

Before the notice to proceed to the construction contractor, the DP shall prepare a set of documents (specifications and drawings) that include all changes made to the originals via addenda during bidding.

These documents are known as “conform to contract” documents and copies shall be distributed to the contractor and CWD.

4.5 Construction Assistance

The consultant shall be required to perform the following services during construction.

A. Review and approval of all submittals in consultation with the CWD project manager and stakeholders. Every effort shall be made to return submittals to the contractor and CWD within seven days of receipt.

B. Identification and procurement of all permits during design, plans should be submitted to the City of Parma for review and approval.

C. After the notice to proceed for construction, the DP shall be required to approve a schedule of values and construction schedule submitted by the contractor for the construction, which will be used for the monthly progress payments.

D. Construction management services shall be provided during construction. CWD shall require a full time construction inspector.

E. The DP shall perform inspections using appropriately qualified personnel to verify that the

Contractor’s activities are in conformance to the contract documents and resolutions. It is expected that as needed services of an onsite structural engineer and electrical engineer shall be required for extended periods of time. Also, services of an architect, mechanical engineer and site

/ civil engineer shall be required as needed.

F. The DP shall be responsible for handling all RFIs (requests for information) from the contractor and shall co-ordinate such requests with the Owner’s project manager as necessary.

G. The construction inspector shall go over all monthly contractor invoices, approve or negotiate the payment with the contractor and forward these to the CWD project manager for approval

H. DP is responsible for providing construction/laboratory testing services. Examples may include, but are not limited to, earthwork compaction testing, concrete sampling and testing, environmental testing, and hazardous materials sampling and testing.

I. The construction inspector shall provide daily construction reports on the contractor’s work to

CWD.

J. The Owner’s project manager designated by CWD shall respond to any problems and conflicts encountered during construction, as directed by CWD.

K. Based upon the information obtained while observing the construction, the DP shall determine if such work is proceeding in accordance with the contract documents.

L. Where appropriate, the construction inspector shall provide written notice to CWD of any method of construction that, in the opinion of the construction inspector, could adversely affect the requirements of the contract documents or the construction schedule.

M. The construction inspector is responsible for inspecting work for substantial completion, milestones, and final acceptance, identifying Contractor action items and issuing a construction discrepancy list (punch list).

N. DP is responsible for providing construction/laboratory testing services. Examples may include, but are not limited to, structural steel torque testing, earthwork compaction testing, concrete sampling and testing, environmental testing, and hazardous materials sampling and testing.

O. The DP shall maintain current throughout construction a set of record drawings marked up to clearly identify changes made during construction. Changes shall be marked on prints and based on shop drawings, change orders and other data prepared by the Contractor.

P. The DP shall maintain current throughout construction a set of record interconnection wiring drawings marked up to clearly reflect as-built field conditions.

Q. During construction, CWD safety staff may visit the site, and CWD makes worker safety a part of the contractor’s responsibility in its construction contracts. Nonetheless, it shall be the responsibility of the DP staff to bring safety and OSHA violations to the attention of CWD in writing promptly.

4.6 Project Meetings

Meetings are an integral part of the project and are used for communication, presentation, and discussion of the many aspects of design, implementation, and coordination. DP’s fee for attending and preparing for meetings throughout the life of the project, whether planned or unplanned, shall be included in the DP’s proposed fee. Within ten business days of the notice to proceed, the DP shall be required to attend a project kick-off meeting with CWD.

A. The DP Project Manager shall attend as minimum, weekly meetings to thoroughly present and review project issues throughout the course of the project and during construction as needed.

B. Attendance at meetings by other design team members (sub-consultants, discipline engineers, etc.)

to discuss topics or issues is considered to be a typical design activity and shall not be considered for additional compensation.

C. The DP shall draft and distribute meeting minutes for all meetings in a format approved by CWD.

D. DP shall prepare for and participate in meetings with the City of Parma, the City of Cleveland’s Division of Water, and other divisions within the City of Cleveland. Formal presentations, including mounted visual graphic boards may be required.

4.7 Commissioning, Operation & Maintenance Manuals and Project Related Training

A. The consultant shall be required to perform the following services during commissioning and O&M training.

1. Commissioning: It is the intent of the City and CWD to hire a DP that will provide comprehensive engineering services for the job from preliminary design to a fully functional pump station and ground storage tank. As part of the project specifications, the DP shall define methods for testing and certifying equipment, the control system and piping.

2. In CWD projects, the operation demonstration of each individual pump and controls is the duty of the contractor. However, during commissioning, it shall be responsibility of the

DP to provide assistance as requested or required to operate specific equipment or the entire pump station for testing and operational demonstration. The DP shall witness the pump performance tests after installation, review pump curves observed during field tests and verify correspondence with manufacturer’s curves, and provide complete documents of pump curves which include test data, pump performance, efficiency, brake horsepower and net positive suction head (NPSH).

B . Operations and Maintenance Manual (O&M): The DP shall prepare and deliver six USB drives of an electronic O&M manual and test its functionality once it is loaded on the appropriate server at CWD with CWD IT staff.

1. The DP shall develop a comprehensive O&M Manual and instructions using information submitted by the Contractor(s) as reference for each major system, subsystem and facility in the project that requires O&M such. The DP’s O&M Manual shall include and supplement contractor-provided information

2.The O&M Manual shall provide clear, concise (step-by-step) instruction in standard text format to supplement information provided by the contractor regarding starting, operating, and shutting down equipment and systems. Terminology used shall accurately reflect nomenclature of equipment labels, name tags, etc. to minimize an operator’s misinterpretation of the instructions.

3. The O&M Manual shall address operating specifications and parameters, preventive maintenance recommendations and schedule, corrective maintenance information, troubleshooting methods, environmental protection requirements.

4. The O&M Manual shall include other information deemed appropriate by CWD. O&M

Manual format shall be determined by CWD.

5. CWD maintains a Web based O&M. The DP may be required to load the content of the prepared O&M to the CWD electronic format. This work shall be compensated on a level of effort basis and fee shall be negotiated with the DP, when the work is performed.

C. Project Related Training: During commissioning of the pump station the DP shall be responsible for arranging and providing the following training to CWD personnel through its senior staff (approved by CWD) or paid vendor staff.

1. Three (3) six (6) hour sessions shall be provided on all electrical equipment (including motor controls and motors) to groups of CWD electricians. Three six-hour sessions shall be provided to instrumentations technicians and electricians on instrumentation and control systems.

2. The DP shall submit documentation providing the logic for training CWD technicians/engineers related to the HMI and programming of the PLCs.

4.8 Close-Out Services

The consultant shall be required to perform the following services during close-out services.

A. The DP shall prepare a punch list towards the end of the construction together with the CWD project manager and CWD stake holders and take steps to ensure that the contractor addresses all concerns.

B. The DP will be responsible for approving the contractor’s final invoice and certifying that the project can be accepted. The DP will be required to sign the “Project Final Acceptance” certificate.

C. Project Records

1. The DP shall submit a set of Record Drawings at the conclusion of the project. Drawings shall conform to the CWD Engineering Standards and shall incorporate data, information, sketches and working drawings that reflect the “as-built” condition of the equipment/system, including RFIs, change orders, etc.

2. Record Drawings (including point to point instrument loop diagrams and interconnect wiring diagrams) shall be submitted to CWD within four (4) weeks of Contractor’s Final Acceptance.

3. DP shall provide fully executed instrument data sheets for each installed control and/or monitoring equipment.

4. The DP is required to compile and provide electronic records in a format approved by CWD of all important project documents, such as, contractor submittals, correspondence, change orders and invoices.

D. Ten Month Follow-Up Inspection

1. DP shall perform an inspection of the facility system(s) and consult with Control Center staff regarding operational problems as part of this project approximately ten (10) months following Project Final Acceptance.

2. The purpose of the inspection is to ensure that the installed Work is functioning as per design and to identify any issue which may require attention prior to expiration of the Contractor’s warranty.

3. DP shall submit a report to CWD which includes, but is not limited to, a detailed list of equipment inspected, the current condition of the equipment, whether or not the equipment is performing as designed, operational issues, and if any, recommended actions to be taken.

4.9 Invoicing

DP shall submit a progress invoice every month, and shall submit one (1) original and a copy. A PDF copy of the invoice is also required for recordkeeping.

A. Invoices shall be numbered sequentially beginning and shall include cover page, summary table, detailed invoice per task, summary table of labor costs, summary table of Other Direct Costs

(Reimbursables), receipts, and other information deemed appropriate by CWD.

B. Reimbursable expenses submitted for charges incurred more than three (3) calendar months prior to the period for which the invoice covers may not be considered for payment.

C. Actual timesheet from the prime consultant or the sub-consultants shall be produced for auditing, if requested by CWD.

D. DP is responsible for including certification of payment made to its CSB subconsultants in accordance with OEO requirements. Copies of actual checks paid to CSB subconsultants, or approved alternative shall be included in the DP’s invoice.

E. Compensation is based on average hourly rates and no change in labor rates is permitted throughout the life of the project, unless authorized by CWD in writing. Consultant shall furnish actual labor rates at the kickoff meeting to CWD’s project manager in order to classify project staff in categories for compensation purposes. New labor categories other than those specified in the

“Labor Rate Fee Table” may be created with CWD’s approval.

F. Each approved Change Order to the Contract Documents shall be specifically identified and tracked as part of the invoice. Earned Value Milestones shall be created or revised as appropriate for each Change Order.

G. Base Work includes 1. Preliminary Design, 2. Detailed Design, 3. Bidding and Award

Assistance, 4. Construction Support, 5. Construction Inspection, 6. Commissioning, 7. Project

Closeout. After the kick-off meeting, the DP shall prepare a “schedule of values” for the base work fee to facilitate invoicing. The proposed “schedule” will require CWD approval.

Tasks 1, and 3 (including the preparation of the Detailed Design Memorandum (DDM) shall be considered “Earned Value” tasks. The fee for these tasks will not be changed (except by CWD change order), and compensation shall be based on the lesser of actual labor expense or percentage of actual progress. Before submission of its invoice, the DP shall seek approval of its earned value milestones from CWD’s project manager.

4.10 Project Reporting

The DP shall submit to CWD a Monthly Progress Report no later than the 15th of the following month for which payment is requested.

A. The DP shall submit one digital and one hard copy of the monthly report.

B. The Monthly Report shall include, but not be limited to a brief narrative description of the project, activities and accomplishments for the reported month, planned activities for the next month, identification of schedule concerns and variances, summary of budget status and variances, and key issues.

C. The Monthly Report shall include an updated schedule. Schedule progress shall be reported as percent complete.

D. Monthly Report shall include a table showing the cost estimate to complete each Task. These estimates shall match the “earned value” estimates used in the invoice for the month.

E. DP shall include in its monthly report the number of hours worked by minority, female, and

City and Cuyahoga County resident staff as part of the DP’s contract. This information is gathered by the City for statistical analysis only.

4.11 Optional Work (Services)

DP may be asked to perform optional tasks other than the ones identified in the Pleasant Valley Fee table of Appendix E and described in Section 2. The optional work may be a study or extra design work related to the project.

The optional work shall be authorized by CWD in writing.

Should the DP be requested to perform an Optional Task, the staff hours shall be negotiated with the DP using the “Pleasant Valley Fee Table” of Appendix E.

Optional Tasks may be exercised, deleted, revised, reduced, or substituted at the discretion of CWD.

SECTION 5: Project Schedule and Deliverables

5.1 Project Schedule

CWD expects to sign a contract with the selected firm in the fourth quarter of 2026. The contract shall stay open until the Pleasant Valley Pump Station and Ground Storage Tank are complete. The contract duration is expected to be approximately 42 months.

The following are proposed project milestones with tentative dates:

Notice to Proceed TBD Design Kickoff Meeting 10 Days Design Memorandum 60 Days Design Memo Finalization 50 Days 30% Design Completion 60 Days 60% Design Completion 90 Days 95% Design Completion 60 Days 100% Bid Documents 7 Days Award Assistance 120 Days Construction Assistance 18 Months Commissioning 45 Days As-builts and Records 30 Days

Should at any time during the Project, CWD determine that the DP’s progress is unsatisfactory toward meeting project goals (e.g. EVMs or Project Milestones), CWD may require the DP to submit a detailed recovery schedule and narrative description at no additional cost to the City. The recovery schedule shall address DP actions required to meet project terms and conditions (e.g., EVM dates) which may be determined to be in jeopardy.

5.2 Deliverables

CWD has established the following list of reports that the consultant will be required to provide as deliverables. CWD reserves the right to modify the list of deliverables at any time before execution of a contract to add, delete, or otherwise amend any report or other deliverable, as it deems necessary, in its sole judgment, and in the best interest of CWD.

A. All work shall conform to CWD standards. After activities are completed as authorized in each task, the following items shall be submitted to the City, in hard copy and, where applicable, in electronic form (in the latest versions of MS Word, AutoCAD, MS Excel or Adobe):

1. Detailed Design Memorandum.

2. Preliminary (30%) design (plans and specifications).

3. 60% design for CWD review.

4. 95% design for CWD review.

5. Final (100%) plans and specifications for bidding.

6. Addenda to bidding documents as required during the bid phase.

7. Conformed to Contract (CTC) documents to be used during construction.

8. Collected information.

9. Design notes and calculations.

10. Inspection reports.

11. All task correspondence.

12. All other defined deliverables.

C. The City reserves the right to add related services as needed.

D. Unless otherwise expressly provided, the term of the Agreement shall begin upon Notice to

Proceed (NTP) and, unless extended by City or unless sooner canceled or terminated under the provisions of the Agreement, shall expire when all required deliverables have been submitted to and approved by the Director and all other Services have been satisfactorily performed and accepted by the Director (“Term”).

SECTION 6: Proposal Requirements

6.1 Project Staff

Staffing the project is the responsibility of the DP and shall start immediately upon receiving NTP from CWD. All staff assigned to the project will require CWD approval.

The DP is required to maintain continuity with regard to the management and technical staff assigned to the Project. CWD reserves the right to disallow any changes in the Project Manager and key staff, including subconsultant personnel assigned to the project. DP shall submit to CWD in writing any proposed change.

CWD shall approve any change in key staff prior to change being made.

Any change in key staff, especially the Project Manager, requires prior CWD approval.

Should the DP change its Project Manager and key staff, including subconsultant personnel at any time during the project, CWD reserves the right to withhold compensation for the labor cost associated with inefficiencies and with travel or relocation expenses associated with the transition of the new Project Manager or key staff.

6.2 Local Office

The DP is encouraged to maintain an adequately furnished and sufficiently equipped local office. A local presence of the DP in the greater Cleveland area will be considered in Proposal evaluations.

The local office is not a dedicated Project Office as described in Appendix D, Reimbursables Policy. The cost associated with establishing and maintaining this local office is not an eligible reimbursable expense.

CWD desires the DP’s Project Manager and/or key staff to be based in Cleveland area and to be available to meet with CWD as required.

Qualified personnel shall be available and capable of reaching the facility within a 24- hour period from the request to provide technical support, emergency service and troubleshooting or general assistance as required by CWD.

6.3 Compensation

Compensation amount shall be determined as defined in this RFP and as determined during contract negotiation. Compensation shall be based on an Earned Value basis and Average Hourly Rates for individuals assigned to the project and as proposed in the Pleasant Valley Fee Table (Appendix E) and approved reimbursable expenses. Invoices are required for these direct expenses.

Payments shall be made on the basis of seven labor tasks and other direct expenses (aka reimbursables) as follows:

A. Task 1 Preliminary Design

B. Task 2 Detailed Design

C. Task 3 Bidding and Award Support

D. Task 4 Construction Support

E. Task 5 Construction Inspection

F. Task 6 Commissioning

G. Task 7 Project Closeout

H. Optional Tasks

I. Reimbursable Expenses

Tasks 1-3 shall be paid based on actual costs, capped at the bid amount; and Tasks 4-7 will be Time and Materials based on actual hours worked at the bid rate in the Pleasant Valley Fee Table (Appendix E).

Tasks shall be assigned a Not-to-Exceed fee after NTP. The Not-to-Exceed fee shall be the total of the proposed labor fee and reimbursables, and formalized before work is started.

Tasks 1-3: Within thirty (30) calendar days of the NTP and prior to the DP’s first invoice, DP shall submit its Cost-loaded schedule and Earned Value Milestone (EVM) definitions that define in discrete terms the deliverable to be provided, the schedule for submittal, and the amount of fee to be “earned” upon submittal.

This will require CWD approval.

Tasks 4-7: The DP shall submit a list of its project team personnel and job classification, including sub-consultants’ personnel, and each person’s Actual and Average Hourly Rate and the total hours estimated for the project. The rates shall conform to the fee table submitted with the proposal but rate classification and assignment of individual staff to any task will require CWD approval.

DP shall submit a Cost-loaded schedule for Task completion. Schedule activities shall be at a discrete, sub-task level of detail, which provides CWD the ability to adequately monitor and determine DP progress.

Cost shall reflect each sub-task labor and shall “roll up” to the Task not-to-exceed fee. Invoice approval shall be based on Earned Value.

Optional Tasks are defined in Section 2.11. CWD may elect to delete, substitute, reduce, or redefine these Optional Tasks as needed. The fee for Optional Tasks has been pre-defined and shall not affect the cost competitiveness of the proposal. If CWD chooses to exercise an Optional Task, the staff hours and fee shall be negotiated using the DP’s actual hourly rates in the Agreement.

The DP shall be compensated for approved Reimbursable Expenses incurred in the interest of the project, in accordance with the City’s Reimbursables Policy. No markup is permitted on reimbursable expenses.

Expenses for individual items above $10,000 require CWD approval in writing.

6.4 Submission of Proposal

Each proposer shall submit its proposal(s) in the number, form, and manner, and by the date and time and at the location required in the cover letter accompanying this Request for Proposal.

A. Each Proposer shall provide all information requested in this Request for Proposal. The proposer must organize its proposal package to address each of the elements in this RFP in the order listed in Section 10. 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.

B. The City wishes to promote the greatest feasible use of recycled and environmentally sustainable products and to minimize waste in its operations. To that end, all proposals should comply with the following guidelines: Unless absolutely necessary, copies should minimize or eliminate use of non-recyclable or non-reusable materials. Materials should be in a format permitting easy removal and recycling of paper. A proposer should, to the extent possible, use products consisting of or containing recycled content in its proposal including, but not limited to, folders, binders, paper clips, disks, thumb drives, envelopes, boxes, etc. Do not submit any or a greater number of samples, attachments or documents not specifically requested.

6.5 Miscellaneous Requirements

A. 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

1. 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:

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

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

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

3. 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

4. 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 (e.g. 25% completion, 50% completion, 75% completion).

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.

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

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