ProfessionalServicesBidAdvertisementSpecs.docx

City of Toledo One Government Center 640 Jackson Street Toledo, Ohio 43604

REQUEST FOR PROPOSAL

Professional Services

Demolition Property Title Work Purchase Requisition Number 10008967

Issued By Department of Housing and Community Development / Code Compliance

Date Issued Friday 09/18/2026

Response Submission Date and Time

Tuesday, October 06, 2026 at 1:30 PM EST

Bids will be read at 2:00 PM EST

Submit online at https://pbsystem.planetbids.com/portal/22576/portal-home Table of Contents

Introduction The City of Toledo, Department of Housing and Community Development, Division of Code Compliance, is seeking proposals from qualified title companies to provide professional title search services for properties located within the City of Toledo. The purpose of these services is to identify individuals and entities having a legal interest in properties where the City anticipates performing demolition or other nuisance-abatement activities, so that appropriate notice may be provided.

Background Information The City of Toledo performs demolition and nuisance-abatement activities on properties that have been determined to require City action. Prior to performing certain work, the City must identify parties having an interest in the affected property and obtain the best available mailing information for purposes of notification.

These title searches are informational in nature. The City is not acquiring the properties, and the services are not intended to determine defects in title that would inhibit transfer of ownership. The primary purpose is to identify recorded interests and parties requiring notice in connection with City activities.

Bid Information The City of Toledo is soliciting proposals for professional title search services for parcels associated with properties subject to demolition or other nuisance-abatement activities. Services will be requested on an as-needed basis during the contract term.

The anticipated contract period is 2026 through 2029. Proposers shall submit a fixed, all-inclusive unit price per parcel. The City does not guarantee a minimum number of parcels to be assigned during the contract period.

The proposer shall possess all applicable licenses required to perform the title search services described in this RFP.

Each proposal shall include:

· The fixed, all-inclusive unit price per parcel;

· Any minimum order requirements or other limitations affecting parcel assignments;

· The anticipated turnaround time for completion of an assigned parcel;

· Any limitations or exclusions applicable to the proposed services;

The proposed unit price per parcel shall remain firm for the duration of the initial contract term.

Scope of Work The selected firm shall provide professional title search services for parcels identified by the City of Toledo. For each parcel assigned, the firm shall:

· Conduct the title search through a licensed title company.

· Conduct the search for a period extending back at least twenty-one (21) years.

· Identify recorded parties having an interest in the parcel, including but not limited to owners, lienholders, mortgage holders, and other parties of record requiring notice.

· Provide the best available mailing address for each identified party of interest.

· Identify relevant recorded instruments associated with each identified interest.

· Provide supporting documentation relied upon in conducting the search, which may include Clear2Go reports, PACER reports, public-record documentation, or comparable research materials.

· Submit the completed title information electronically to the City’s designated project manager in the format required by the City.

· Perform all services in a professional, lawful, timely, and workmanlike manner.

Deliverables For each parcel assigned by the City, the selected firm shall provide a completed title search package containing:

· Parcel number and associated property address, if applicable;

· Name of each identified party having an interest in the parcel;

· Type of interest held;

· Best available mailing address for each identified party;

· Identification of the applicable recorded instrument, when available;

· Supporting research documentation used to complete the title search; and

· Any additional documentation reasonably required by the City to substantiate the search results.

Deliverables shall be submitted electronically to the City's designated project manager in a City-approved format.

Compensation The proposer shall provide a fixed, all-inclusive unit price per parcel for completion of the services and deliverables required under this RFP.

The proposed per-parcel price shall include all labor, research, record searches, document or database access fees, administrative costs, preparation of required documentation, electronic submission, and all other costs necessary to satisfactorily complete the required title work.

Payment shall be based upon the number of parcels satisfactorily completed and accepted by the City. The City does not guarantee a minimum number of parcels to be assigned during the contract period.

Form of Response A. Title Page -List the RFP title -The name of the firm -The name, title, address, telephone number, and email address of the primary contact person.

B. Letter of Transmittal Provide a letter expressly confirming that the firm fully understands the scope of services to be provided and the commitment to perform the services in a timely and cost effective manner. Responders shall indicate an anticipated timeframe to accomplish all objectives set forth in this scope of work. The firm must also commit to assigning to this scope of work professionals who have experience providing title services.

C. Required Information The proposal shall include all information necessary to demonstrate the proposer’s qualifications, experience, capacity, approach, staffing, and ability to perform the services described in this RFP. The proposal shall also include the proposer’s fixed, all-inclusive unit price per parcel and all information requested under the Selection Process and Evaluation Criteria.

D. Other The proposal may contain any other pertinent information that the firm would like the City to consider.

E. Submission Proposals for this project can only be accepted via electronic submittal through the City of Toledo’s PlanetBids website. Bid submittals or other transmissions of information have not been completed until an email confirmation of the transmission has been issued by PlanetBids. Bids prices shall be to two (2) decimal places (i.e. $0.00). Only one (1) price per line item will be accepted with this bid.

In order to be awarded a contract, the City requires all of the following documents must be submitted with each bid your company submits in 2026 in PlanetBids:

-Acknowledgement and Acceptance of Conditions and Contract Specifications -Living Wage Contract Addendum -Primary/Subcontractor Agreement Certificate

• City of Toledo Professional Services Agreement* (requirements available on the “Documents” tab in PlanetBids) and *any additional items to be submitted by vendor such as cost proposal at time of bid.”

*Located on the “Documents” tab in PlanetBids

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for your company for the duration of all contracts with the City. If any information changes, it is the company’s responsibility to notify the city and update the applicable documentation.

City Paperwork:

· Vendor Registration Form, if your company is new to doing business with the city

· Business Tax Registration Form, if your company is new to doing business with the city

· Child Support Affidavit, notarized

· Vendor Utility

Beginning with bids advertised on or after March 13, 2026 the following documents will only need to be submitted once for all bids your company submits in 2026. If any information changes, it is the company’s responsibility to notify the City and update the applicable paperwork.

Annual Paperwork:

· W-9

· Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” tab of PlanetBids

· EEO Compliance

· Debarment Certification

· Living Wage Affidavit, updated no later than February 1st

• Bureau of Workers Compensation Certificate

F. Bid Opening Meeting Bids will be open at 2 PM EST on the due date of this bid via Zoom Meeting at:

https://link.edgepilot.com/s/72026a0a/vScHndadGUqgTn8jHzPYJQ?u=https://toledo-oh-gov.zoom.us/j/96570601158

Preliminary Bid results will be available within 1-2 business days on the PlanetBids website after bid opening. Bid results will be published to the PlanetBids website once awarded.

Questions regarding the project must be submitted through the PlanetBids’ Q & A tab for the project manager to respond.

Required Information

I. Organization

a. Correct legal name, address, and general telephone number.

b. Brief historical sketch of the organization.

c. Number and location of offices.

d. Brief description of the organization of the firm, the number of employees, the locations at which it performs its activities and identities of the members of the board or directors (or owners of a partnership) and principal management (if not otherwise listed).

e. Enclose the portion of the employment manual committing the organization to employ and promote without consideration as to race, religion, national origin or sex.

f. Provide a statement of assurance that your organization is not currently in violation of any regulatory agency rules to a degree that it may have material impact on the firm’s operation.

g. State whether you intend to engage, either as an employee or independent contractor, in performing the services contemplated by the proposal, any employee of the City, or any person who has been an officer or employee of the City, or any entity as to which such an officer or employee (i) is a partner, if the entity is a partnership, (ii) owns or controls more than five percent of the outstanding shares, if the entity is a corporation or (iii) owns, holds or controls more than five percent of the total indebtedness of such entity. If your response is in the affirmative, identify the person or persons and list the details of the activities contemplated to be secured from them.

II. Required Forms City forms must be filled out and attached to the proposal: Project Paperwork (Acknowledgment and Acceptance of Conditions Contract Specifications; Primary and Subcontractor Certificates and Living Wage Contract Addendum); Professional Services Contract; Current Worker’s Compensation Certificate; If not previously provided, City Paperwork: Vendor Registration Form; Business Tax Registration Form; Child Support Affidavit, notarized; Vendor Utility. If this is your first bid with COT for 2026, the following will be required, Annual Paperwork: W-9; Insurance Certificate, naming the City of Toledo as an additional insurer – requirements available on the “Documents” Tab of PlanetBids; EEO Compliance; Debarment Certification; and Living Wage Affidavit. Evidence of applicable Ohio licensure required to perform the title search services described in this RFP.

The following items will be required prior to awarding the contract: Independent Contractor PERS forms; and additional Insurance as Required.

LOCAL PREFERENCE

The description of and procedure to apply local preference to complainant bids received by the City of Toledo can be found under Toledo Municipal Code section 187.34.

The Toledo Municipal Code can be found by searching for the City of Toledo webpage toledo.oh.gov and clicking the “Government” link, then clicking the “City Code” link.

Selection Process and Evaluation Criteria

The review of each proposal will be based upon ten criteria. Zero to fifteen points will be awarded for each category per TMC 187.24. Each category will be assigned a rating factor, which will be multiplied by the points awarded. Award will be made to the proposal with the highest cumulative point total. That notwithstanding, the City reserves the right to reject any and all proposals for its convenience. The proposal should respond directly to each criterion. Those responses will be used to award points. The proposal should also provide the required information requested in the evaluation criteria.

Criterion #1 Background and related experience – Factor 15.

The proposal should include a review of the professional services background and experience of the firm and principal(s). It should include a history of the firm and principal(s) and the number of employees. It should include a listing of previous experiences similar to the requested work.

Criterion #2 Location – Factor 5 The proposal should include the location of the primary office and whether or not a local office will be available. It should also include discussion on staff accessibility for the project. This should also include the amount of work to be performed within the City of Toledo. It should also list the location of the home office inside the City of Toledo, as well as the primary office if located elsewhere. The location where the primary work will be done must be designated. If a portion of the work will be done at a location other than the primary location, designate the other location and the type of work to be done there. Note: A partial assessment of location points [no more than four (4)] can be given to those businesses which are located within a joint economic development zone of which the City of Toledo is a participant.

Criterion #3 Familiarity with local, state, and federal standards – Factor 5 The proposal should include a description of the firm or principal’s familiarity with all City of Toledo, State of Ohio, and applicable federal standards and requirements.

Criterion #4 Current work load – Factor 5 The proposal should describe the firm or principal’s current workload. This should include a listing of all major projects inside the City of Toledo and outside its boundary. Specific listing of any subcontracting work that the firm or principals have with another company or project should also be included in this section.

Criterion #5 Performance on previous projects – Factor 15 A specific listing of previous contracts with the City of Toledo or similar offices in the State of Ohio, State of Michigan or Federal Government should also be included. In this listing should be a summary of performance for each project relevant to timeliness, performance and any savings or benefits that were provided to the contractee. List the last ten (10) completed projects similar to the requested work.

Criterion #6 Understanding of the project – Factor 15 The provider shall completely describe in detail the services to be rendered to complete the project, including all alternative considerations and evaluations which may be prudent to undertake in order to effectively minimize the project budget and most satisfactorily achieve the project goal. Specific points of understanding should be listed to include the professional approach to the project with any related economic benefits which may impact efficiency and effectiveness.

Criterion #7 Schedule, staffing – Factor 10 The proposal shall describe the firm’s anticipated turnaround time for assigned parcels and its capacity to complete multiple concurrent assignments. The proposal shall identify the key personnel who will perform or supervise the title search services, including their qualifications and experience. The proposer shall designate the individual responsible for managing the project and describe the firm’s process for maintaining timely communication with the City’s designated project manager.

Criterion #8 Fee – Factor 15 The proposer shall provide a fixed, all-inclusive unit price per parcel for completion of all services and deliverables required under this RFP. The proposed price shall include all costs necessary to satisfactorily complete the required title work.

Criterion #9 Disadvantaged Business Enterprise (DBE) Participation – Factor 10 Include a description of any joint ventures, partnerships or subcontracts with DBEs that are certified by the City of Toledo’s Office of Affirmative Action. The description should include the name of the company, the description of the work to be performed by the DBE and the amount and percentage of the contract that will be awarded by provider to DBEs.

Criterion #10 Other factors or attributes of your firm – Factor 5 The proposal should list any other factors or distinguishing characteristics of the firm that would provide benefit or advantage to the City.

Exhibit A – Lienholder Template

The selected firm shall use the attached Lienholder Template to report title search results for each assigned parcel, unless otherwise directed by the City’s designated project manager.

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