Website_Redesign_and_Modernization_for_the_Community_Police_Commission_(CPC).pdf

2025-RFP-147

WEBSITE REDESIGN AND MODERNIZATION FOR THE

COMMUNITY POLICE COMMISSION (CPC)

City of Cleveland

Department of Community Development

601 Lakeside Ave

Cleveland, OH 44114

RELEASE DATE: August 14, 2026

DEADLINE FOR QUESTIONS: August 20, 2026

RESPONSE DEADLINE: August 25, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Cleveland

Website Redesign and Modernization for the Community Police

Commission (CPC)

I. INTRODUCTION

II. SCOPE OF WORK

III. COMPENSATION AND INVOICING

IV. THE CITY’S RIGHTS AND REQUIREMENTS

V. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

VI. AGREEMENT PROCESS

VII. TERMS AND CONDITIONS

VIII. EQUAL OPPORTUNITY REQUIREMENTS

IX. INSURANCE LIMITS

X. CONSTRUCTION OF AGREEMENT

XI. PROPOSAL SECTION CRITERIA

XII. PROPOSAL CONTENTS

XIII. PROPOSAL SUBMITTALS

Attachments:

A - W-9 Form

B - Reimbursables Policy

C - Vendor ID Form

#2025-RFP-147

Title: Website Redesign and Modernization for the Community Police Commission (CPC)

1. INTRODUCTION

LATE PROPOSALS WILL NOT BE ACCEPTED

The City of Cleveland invites responses to the Request for Proposal (RFP) for Website Redesign and

Modernization for the Community Police Commission (CPC).

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

1.1. Summary

The Community Police Commission (CPC) seeks a qualified website design and development firm to redesign and modernize its public website, clecpc.org. The goal of this project is to create a user-friendly, accessible, and visually engaging platform that strengthens transparency, improves access to public information, and supports meaningful community engagement. The redesigned site must reflect the

CPC’s mission, enhance public trust, and serve as a reliable resource for residents, stakeholders, and partners.

The selected vendor will be responsible for delivering a fully updated website that includes improved navigation, a modern visual design, a searchable document library, an organized archive of reports and meeting materials, and tools that make it easier for the public to stay informed about CPC activities. The new site must be mobile-responsive, ADA-compliant, and built on a content management system that allows CPC staff to easily update content without technical assistance.

This project represents an opportunity for a creative, experienced vendor to help elevate the CPC’s digital presence and support its commitment to accountability, transparency, and community-centered policing oversight.

1.2. Background

The CPC website serves as the Commission’s primary public-facing platform for sharing information, reports, meeting materials, policy recommendations, and community resources. It is a central hub for transparency and public engagement, hosting a significant volume of documents, historical materials, and ongoing updates. As the Commission’s work has expanded, the website has accumulated numerous PDFs, reports, and public records that must be preserved, reorganized, and migrated to the redesigned site.

The current website is built on WordPress, but the CPC welcomes vendor recommendations regarding alternative platforms that may better support long-term functionality, accessibility, security, and content management. The current CPC website contains approximately 45–60 pages of content and roughly 250–

300 documents. The Commission is also considering a rebrand, including the development of a new logo and updated visual identity. Vendors are encouraged to propose platform options and design concepts that align with modern public-sector standards and support the CPC’s evolving communication needs.

1.3. Contact Information

Project Contact:

Lisa Johnson

CPC

3631 Perkins Ave Cleveland, OH 44114

Email: ljohnson4@clevelandohio.gov Phone: (216) 664-2958

Procurement Contact:

Lisa Johnson

CPC

3631 Perkins Ave Cleveland, OH 44114 Email: ljohnson4@clevelandohio.gov Phone: (216) 664-2958

Department:

Community Development

Department Head:

Joy Anderson Director

1.4. Timeline

RFP Published on City website August 14, 2026

Last Day to Submit Provider Questions August 20, 2026, 5:00pm

Publish RFP Addendum August 21, 2026

Proposal Submission Deadline August 25, 2026, 5:00pm mailto:ljohnson4@clevelandohio.gov tel:(216)664-2958 mailto:ljohnson4@clevelandohio.gov tel:(216)664-2958

2. SCOPE OF WORK

2.1. 2.1 Current Technical Environment

The Community Police Commission’s current website is built on WordPress, hosted by an external third-party provider. The site uses a standard theme with limited customization and multiple plugins for content display, document uploads, and basic functionality. No custom applications, databases, or integrations are in use. All updates are performed manually by CPC staff through the WordPress administrative dashboard.

The website contains a large volume of PDFs, reports, meeting materials, and historical documents that must be migrated, reorganized, and preserved. The current site does not include a searchable document library, advanced navigation tools, or modern accessibility features, and it does not meet WCAG 2.1 AA standards.

The CPC welcomes vendor recommendations for alternative platforms, improved hosting solutions, and modern content management systems that enhance security, accessibility, sustainability, and ease of use.

2.2. 2.2 Scope of Services

The selected vendor shall provide all professional services necessary to design, develop, implement, and launch a fully modernized website for the Community Police Commission (CPC). Services must support

CPC’s goals of transparency, accessibility, and ease of public access while ensuring that CPC staff can independently maintain the website and contact the vendor only when specialized support is needed.

1. Project Management & Coordination

• Project Planning — Develop a detailed project plan outlining milestones, deliverables, timelines, and communication protocols.

• Status Meetings — Conduct regular check-ins with CPC staff to review progress and address issues.

• Point of Contact — Assign a dedicated project manager to serve as the primary liaison throughout the project.

2. Website Design & User Experience

• Design Concepts — Provide multiple design mockups for CPC review and approval.

• User Experience Development — Create an intuitive, accessible, mobile-responsive layout that improves navigation and public engagement.

• Brand Integration — Incorporate CPC branding, colors, and visual identity into the final design.

3. Website Development

• CMS Configuration — Build the site on WordPress or another CPC-approved CMS that supports non-technical content updates.

• Feature Development — Implement required features including a document library, meeting calendar, news section, and contact forms.

• Search Functionality — Develop a robust search tool for documents, reports, and meeting materials.

• Performance Optimization — Ensure fast load times, optimized images, and efficient code.

4. Content Migration & Organization

• Content Transfer — Migrate all existing content from clecpc.org to the new platform.

• Document Library Setup — Organize reports, policies, and meeting materials into a searchable, filterable repository.

• Content Cleanup — Improve structure, readability, and accessibility of migrated content.

5. Accessibility Compliance

• WCAG 2.1 AA Implementation — Ensure all pages, navigation, forms, and documents meet accessibility standards.

• Accessible PDFs — Tag and remediate PDFs as needed to ensure compliance.

• Accessibility Testing — Conduct automated and manual testing to verify compliance.

6. Hosting, Security & Technical Setup

• Hosting Recommendations — Provide hosting options that meet CPC’s security and performance needs.

• Security Configuration — Implement SSL, backups, malware protection, and secure admin access.

• Analytics Setup — Configure Google Analytics 4 for traffic and engagement reporting.

7. Testing & Quality Assurance

• Functional Testing — Verify all features, forms, and pages operate correctly.

• Cross-Browser Testing — Ensure compatibility across major browsers and devices.

• User Acceptance Testing — Support CPC staff in reviewing and approving the final site.

8. Training & Knowledge Transfer

• Staff Training — Provide training sessions for CPC staff on updating content, uploading documents, and managing the CMS.

• User Documentation — Deliver written guides for ongoing maintenance and content updates.

• Knowledge Transfer — Ensure CPC staff can maintain the website independently.

9. Launch & Post-Launch Support

• Website Launch — Deploy the final website to the live environment and ensure a smooth transition.

• Post-Launch Support — Provide 60–90 days of support for troubleshooting, adjustments, and minor updates.

• Optional Ongoing Support

2.3. 2.3 Project Staff and Roles

The Proposer shall identify all personnel assigned to this project and clearly describe their roles, responsibilities, and level of involvement. The proposed team must demonstrate the expertise necessary to design, develop, and launch a modern, accessible, and user-friendly website for the Community Police

Commission (CPC). At a minimum, the proposal must include the following roles or functional equivalents:

• Project Manager — Serves as the primary point of contact; oversees project planning, communication, scheduling, and delivery of all milestones. Ensures quality control, timely execution, and coordination with CPC staff.

• Lead Designer — Develops the visual design, layout, branding integration, and user experience for the website. Responsible for creating mockups, wireframes, and design revisions based on

CPC feedback.

• Lead Developer — Builds the website on the approved CMS, implements required features, configures plugins or modules, and ensures performance, security, and technical functionality.

• Content Migration Specialist — Manages the transfer, organization, and cleanup of existing content from clecpc.org. Ensures documents, reports, and meeting materials are properly structured and accessible.

• Accessibility Specialist — Ensures full WCAG 2.1 AA compliance across all pages, documents, forms, and navigation. Conducts accessibility testing and remediation.

• Quality Assurance Tester — Performs functional, compatibility, and usability testing across devices and browsers. Supports user acceptance testing with CPC staff.

• Training & Support Lead — Provides staff training, prepares user documentation, and supports

CPC during the 60–90-day post-launch period.

2.4. 2.4 General Guidelines

Proposers must follow the guidelines below when preparing and submitting their responses. These guidelines ensure clarity, consistency, and fairness throughout the evaluation process.

• Complete Proposal Submission — Proposals must include all required sections outlined in this

RFP. Incomplete submissions may be deemed non-responsive.

• Electronic Submission Only — All proposals, questions, and attachments must be submitted through the City of Cleveland’s OpenGov Procurement Portal. No paper, email, or late submissions will be accepted.

• Vendor Questions — All questions must be submitted through the OpenGov Q&A tool by the deadline listed in the RFP Timeline. Responses will be issued in a written addendum.

• Addenda Compliance — Proposers are responsible for reviewing all addenda and incorporating any updates or clarifications into their proposals.

• Proposal Format — Proposals should be clear, concise, and well-organized. Excessively long or promotional submissions are discouraged.

• Project Understanding — Proposers must demonstrate an understanding of the CPC’s mission, public-facing responsibilities, and the goals of the website redesign.

• Staff Qualifications — Proposals must identify key personnel, their roles, and relevant experience.

• Cost Proposal — Proposers must submit a detailed, itemized cost proposal that includes all fees, optional services, and any anticipated expenses.

• Compliance with City Policies — Proposers must comply with all applicable City of Cleveland procurement policies, including OEO requirements unless formally waived.

• Confidentiality — All information provided by the City must be treated as confidential unless otherwise stated.

• Right to Reject — The City reserves the right to reject any or all proposals, waive informalities, or request additional information.

3. COMPENSATION AND INVOICING

A. General Services

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

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

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

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

The Consultant shall submit its invoice for progress payment to the Department of Community

Development no later than the close of business on the Thirtieth (30th) Calendar Day of the

Month following the month for which payment is requested. If the 30th calendar day would fall on a Saturday, Sunday, or Holiday then the submittal shall be on the previous working day. The

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

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

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

Each approved task shall be specifically identified and tracked.

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

This includes incomplete information and missing documentation.

B. Payments To Subconsultants

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

4. THE CITY’S RIGHTS AND REQUIREMENTS

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

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

C. Proposal as a Public Record

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

D. Cleveland Area Business Code

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

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

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

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

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

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

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

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

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

“OEO”) in its proposal.

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

Cleveland Area Small Business (“CSB”) subcontractor participation. Please review the attached Office of Equal Opportunity documents to ascertain the goal for the proposed contract. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business Enterprise (“MBE”), Female

Business Enterprise (“FBE”), and CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.

c. To document its good-faith effort to utilize certified MBE, FBE and CSB sub-consultants, each proposer must complete Schedules 1 through 4 found in the Cleveland Area Business Code - Notice to Bidders and Schedules. These schedules identify the proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s Office of

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

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

FBEs by checking the City’s website at http://www.city.cleveland.oh.us. On the home page, select “Office of Equal Opportunity” from the drop-down menu of City departments. On the Office of Equal Opportunity page, you will find a selection in the left-hand column for “CSB/MBE/FBE Registry”.

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

The City Office of Equal Opportunity will monitor participation of MBE, FBE, http://www.city.cleveland.oh.us/ and/or CSB sub-consultants throughout the duration of the engagement or project. The successful proposer, as contractor, will be responsible for providing the

OEO with all information necessary to facilitate this monitoring.

The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO Notice to Bidders & Schedules are, by this reference, incorporated in and made part of this solicitation and any resulting contract as fully as if written in it or attached.

d. The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal

Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means;

compensated, whether in the form of rates of pay or other forms of compensation;

selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of contractors setting forth the provisions of this nondiscrimination clause.

E. Term of Proposal’s Effectiveness.

By submission of a proposal, the proposer agrees that its proposal will remain effective and eligible for acceptance by the City until the earlier of the execution of a final contract or 180 calendar days after the proposal submission deadline (the “Proposal Expiration Date”).

F. Execution of a Contract.

The successful proposer shall, within ten (10) business days after receipt of a contract prepared by the City Director of Law, exclusive of Saturdays, Sundays and holidays, execute and return the contract to the City together with evidence of proper insurance and intent to conform to all requirements of the contract. Attached hereto or which are a part hereof and all applicable federal, state and local laws and ordinances prior to or at the time of execution of the contract.

G. Short-listing

The City reserves the right to select a limited number (a “short list”) of proposer’s to make an oral presentation of their qualifications, proposed services, and capabilities. The City will notify the proposers selected for oral presentations in writing.

H. Proposer’s Familiarity with RFP; Responsibility for Proposal

By submission of a proposal, the proposer acknowledges that it is aware of and understands all requirements, provisions, and conditions in and of this RFP and that its failure to become familiar with all the requirements, provisions, conditions, and information either in this RFP or disseminated either at a pre-proposal conference or by addendum issued prior to the proposal submission deadline, and all circumstances and conditions affecting performance of the services to be rendered by the successful proposer will not relieve it from responsibility for all parts of its

Proposal and, if selected for contract, its complete performance of the contract in compliance with its terms. Proposer acknowledges that the City has no responsibility for any conclusions or interpretations made by proposer on the basis of information made available by the City. The City does not guarantee the accuracy of any information provided and proposer expressly waives any right to a claim against the City arising from or based upon any incorrect, inaccurate, or incomplete information or information not otherwise conforming to represented or actual conditions.

I. Interpretation

The City is not responsible for any explanation, clarification, interpretation, representation or approval made concerning this RFP or a Proposal or given in any manner, except by written addendum. The City will mail, e-mail, or otherwise deliver one copy of each addendum issued, if any, to each individual or firm that requested and received a RFP. Any addendum is a part of and incorporated in this RFP as fully as if originally written herein.

5. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS

Submit Office of Equal Opportunity (OEO) Schedules. These schedules are contained within the document “Notice to Bidders and Schedules” which are included in Proposal Submittals section and can also be found on the City of Cleveland website in the OEO section.

The schedules shall be fully completed and should be designed to meet or exceed the participation goal of

10%.

Each and every CSB firm should complete and sign the Statement of Intent to perform as a subconsultant

(Schedule 3).

Required City Forms

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

Cleveland website.

• The Office of Equal Opportunity Notice to Bidders and Schedules;

• Federal Form W-9 including Taxpayer Identification Number;

• Non-Competitive Bid Contract Statement for Calendar Year 2026;

• Northern Ireland Fair Employment Practices Disclosure.

6. AGREEMENT PROCESS

The Vendor whose proposal is found to be the “Most Advantageous” to the City will be selected and offered the opportunity to enter into an Agreement with the City. The scope, terms and conditions of that

Agreement shall be in conformance with the terms, conditions and specifications described in this RFP, and the proposal submitted by the Vendor shall become part of the Agreement with the City.

The selected Vendor must be prepared to begin contract negotiations immediately upon notification of selection. If the Vendor is not able to begin contract negotiations, the City may disqualify the Vendor.

The City reserves the right to negotiate the contract to include any portion or portions of the proposal.

The City shall not be responsible for any vendor costs incurred in relation to preparation of the proposal, travel to any meetings, or any other Vendor costs associated with proposal preparation.

The City of Cleveland’s Law Department will prepare the contract. Vendor responses must identify a designated contact, authorized to negotiate the final terms and conditions with the Law Department. It should be noted that the Law Department uses City of Cleveland prepared contract forms and not standard vendor contract forms.

7. TERMS AND CONDITIONS

The following terms and conditions, substantially in the form contained herein, shall be included in the agreement between the City and the successful respondent. Please carefully review these terms and conditions. No specific response to this section is required.

7.1. Term

The term of this Agreement shall begin on the effective date of this Agreement and, unless sooner cancelled in accordance with the terms of the Agreement, shall terminate upon completion of and approval by the City of all work to be performed.

7.2. Cancellation

This agreement may be canceled by the City at any time upon written notice to the Consultant.

7.3. Independent Contractor

Consultant and the City agree that Consultant is an independent contractor and not an employee of the

City and further agrees that Consultant shall be considered as such for all purposes. As such Consultants shall retain sole financial responsibility for all taxes due to federal, state or local governments or agencies on account of themselves, their employees, representatives or agents.

7.4. Equal Opportunity, MBE/FBE

The Consultant shall comply with all terms, conditions, and requirements imposed on a “Contractor” in the Equal Opportunity Clause, Section 187.22(b) of the Cleveland Codified Ordinances, (Attachment F) and shall make the Clause part of every subcontract or agreement entered into for services or goods and binding on all persons and firms with which the proposer may deal, as follows: No Contractor shall discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status.

Contractors shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, religion, color, sex, sexual orientation, national origin, age, disability, ethnic group or Vietnam-era or disabled veteran status. As used in this chapter, “treated” means and includes without limitation the following: recruited whether by advertising or other means;

compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship, promoted, upgraded, demoted, transferred, laid off and terminated. Contractors shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the hiring representative of Contractors setting forth the provisions of this nondiscrimination clause.

A copy of this Clause shall be made a part of every subcontract or agreement entered into for goods or services and shall be binding on all persons, firms, and corporations with whom the Contractor may deal.

Within 60 calendar days after entering into a contract, the successful Proposer, as Contractor, shall file a written affirmative action program with the OEO containing standards and procedures and representations assuring that the Contractor affords all qualified employees and applicants for employment equal opportunities in the Contractor’s recruitment, selection, and advancement processes. The forms can be found at: City of Cleveland OEO Forms http://www.city.cleveland.oh.us/CityofCleveland/Home/Government/CityAgencies/Finance/PurchasesSupplies/VendorInformation

7.5. Cleveland Area Business Code

During performance of this contract, Consultant shall comply with any and all applicable requirements of the Cleveland Area Business Code, Chapter 187 and 187a. 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.

There is a 10% CSB subcontractor participation goal for this contract.

7.6. Subcontracts and Assignments

Consultant shall not subcontract nor shall any subcontractor commence performance of any part of the work or services included in this Agreement without the prior written consent of the City. Subcontracting, if permitted, shall not relieve Consultant of any of its obligations under this Agreement.

Consultant shall be and remain solely responsible to the City for the acts or faults of any such subcontractor and of such subcontractor's officers, agents and employees, each of whom shall for this purpose, be deemed to be an agent or employee of Consultant to the extent of its subcontract. Consultant and any subcontractor shall jointly and severally agree that the City of Cleveland is not obligated to pay or to be liable for the payment of any sums due to any subcontractor.

7.7. Assignment

Consultant shall not assign any interest in this Agreement, and shall not transfer any interest in the same, whether by assignment or notation, without the prior written consent of the City.

7.8. Confidentiality

In rendering the Services to be performed pursuant to this Agreement, Consultant agrees to treat and maintain confidential information and data as the City’s confidential property and from the date hereof, and agrees not to divulge it to any third party at any time or use it for Consultant’s personal benefit or otherwise, except as such use or disclosure may be required in connection with the performance of the

Services or may be consented to, in writing by the City.

7.9. Compliance with Laws and Policies

This Agreement is subject to, and Consultant shall comply with, all statutes, ordinances, regulations and rules of the Federal government, the State of Ohio, the County of Cuyahoga, and the City of Cleveland.

7.10. Indemnification and Insurance

Consultant shall indemnify and hold harmless the City and its respective officers, agents and employees from and against all losses, damages, expenses, suits or claims, liabilities and costs, including reasonable attorney's fees, that may be based upon any negligent error or omission by Consultant or any injury to persons or property arising out of an error, omission or negligent act of Consultant or its subconsultant.

Consultant shall, at its own expense, defend the City in all litigation, pay all attorney's fees, damages, court costs and other expenses arising out of such litigation or claims incurred in connection therewith and shall, at its own expense, pay all claims and related expenses and satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees, arising out of such litigation. Such indemnification shall survive the termination of this Agreement.

7.11. State Industrial Compensation

Consultant shall be required at all times during the term of this Agreement, if required by law, to subscribe to and comply with the Workers' Compensation Laws of the State of Ohio and pay such premiums as may be required thereunder and to save the City harmless from any and all liability from or under said act. Consultant shall also furnish, if applicable, upon the request of the City, a copy of the official certificate or receipt showing the payments referred to herein.

7.12. Social Security Act

Consultant shall be and remain an independent contractor with respect to all services performed hereunder and agrees to and does hereby accept full and exclusive liability for the payment of any and all contributions or taxes for social security, unemployment benefits, pensions and annuities now or hereafter imposed under any state or federal laws which are measured by the wages, salaries or other remuneration paid to persons employed by Consultant on work performed under the terms of this Agreement and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or hereafter may be issued or promulgated under said respective laws by any duly authorized state or federal officials and said Consultant also agrees to indemnify and save harmless the City of Cleveland from any such contributions or taxes or liability therefore.

7.13. Interest of Consultant

Consultant covenants that it has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. Consultant further covenants that no person having any such interest shall be employed in the performance of this Agreement.

7.14. Defaults and Remedies

A. Consultant shall be in default of this Agreement upon the happening of any of the following events:

1. Consultant fails to observe or perform any of the covenants or agreements to be observed or performed by it hereunder and such failure continues for a period of five (5) days after written notice thereof is given to the Consultant by the City.

2. The filing, execution or occurrence of: (i) a petition or other proceeding by, or a finding against, Consultant for its dissolution, reorganization or liquidation; (ii) a petition in bankruptcy by Consultant; (iii) an adjudication of Consultant as bankrupt or insolvent; (iv) an assignment or petition for assignment for the benefit of creditors.

3. Consultant abandons or discontinues its operations for the City except when such abandonment or discontinuance is caused by fire, earthquake, war, strike or other calamity beyond its control.

B. Upon the happening of any one or more of the events as set forth in Paragraph A of this Article, or upon any other default or breach of this Agreement, the Finance Director may, at her option, exercise concurrently or successively any one or more of the following rights and remedies:

1. Enjoin any breach or threatened breach by Consultant of any covenants, agreements, terms provisions or conditions hereof.

2. Sue for the performance of any obligation, promise or agreement devolving upon Consultant for performance or for damages for the nonperformance thereof, all without terminating this

Agreement.

3. Terminate this Agreement.

C. All rights and remedies granted to the City herein and any other rights and remedies that the City may have at law and in equity are hereby declared to be cumulative and not exclusive and the fact that the City may have exercised any remedy without terminating this Agreement shall not impair the City's rights thereafter to terminate or to exercise any other remedy herein granted or to which it may be otherwise entitled.

8. EQUAL OPPORTUNITY 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:

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

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

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

• 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

• 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.

• Under the Cleveland Area Business Code, the City of Cleveland is firmly committed to assisting

Minority Business Enterprises (MBEs), Female Business Enterprises (FBEs), and Cleveland- area small businesses (CSBs) by providing and enhancing economic opportunities to participate in

City contracts. The successful proposer for a contract will be a firm that shares that commitment. Accordingly, a proposer is strongly encouraged to utilize the services of qualified

MBE/FBE/CSB sub consultants that are certified by the Mayor’s Office of Equal Opportunity

(the “OEO”) in its proposal.

• The standard subcontracting goal for professional services contracts is 10% Cleveland Area Small

Business (“CSB”) subcontractor participation. Please review the attached Office of Equal

Opportunity documents to ascertain the goal for the proposed contract. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business

Enterprise (“MBE”), Female Business Enterprise (“FBE”), and CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.

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

Notice to Bidders and Schedules. These schedules identify the Proposer’s proposed use of MBE, FBE and CSB sub-consultants on the project, which evidences the proposer’s good-faith effort to obtain the participation of certified sub-consultants. The Proposer shall submit the completed forms with its proposal and they will be forwarded to the City’s Office of Equal Opportunity for evaluation. Failure to submit complete schedules may result in the rejection of a proposal

• Proposers may obtain a listing of firms certified by the OEO as CSBs, MBEs and FBEs by checking the City’s website at roposers are responsible for obtaining the most current list and for contacting potential CSB/MBE/FBE sub consultants. The City assumes no responsibility for matching prime consultants with qualified, certified MBE, FBE, and/or CSB sub-consultants.

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

• The Cleveland Area Business Code, any Regulations promulgated under the Code, and the OEO

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

• The successful proposer, as contractor, will be required to comply with all terms, conditions, and requirements imposed on a “contractor” in the following Equal Opportunity Clause, Section

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

• Within 60 calendar days after entering into a contract, the successful Proposer, as Contractor, shall file a written affirmative action program with the OEO containing standards and procedures and representations assuring that the Contractor affords all qualified employees and applicants for employment equal opportunities in the Contractor’s recruitment, selection, and advancement processes.

9. INSURANCE LIMITS

9. INSURANCE LIMITS

The Contractor shall, at its own expense and at all times during the performance of services, maintain the insurance coverage described below. All insurance companies providing coverage must be authorized to do business in the State of Ohio and rated A-or better by A.M. Best or equivalent. The Successful

Proposer shall provide certificates of insurance and any required endorsements, satisfactory to and approved by the Director of Law, upon execution of the contract.

1. Commercial General Liability Insurance

The Contractor shall maintain Commercial General Liability (“CGL”) insurance that:

• Provides occurrence-based coverage

• Names the Names the Community Police Commission (CPC) as an Additional Insured

• Includes products/completed operations and contractual liability

• Provides limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate

• Is primary and non-contributory to any insurance maintained by the City

• Includes a waiver of subrogation in favor of the City

Excess or umbrella coverage may be used to meet required limits.

2. Business Automobile Liability Insurance

Required only if the Contractor will use vehicles in the performance of services.

If applicable, the Contractor shall maintain Business Automobile Liability insurance covering all owned, hired, and non-owned vehicles with limits of not less than $1,000,000 combined single limit.

3. Professional Liability (Errors & Omissions) Insurance

The Contractor shall maintain Professional Liability (E&O) insurance with limits of not less than

$1,000,000 per claim and in the aggregate. If written on a claims-made basis, coverage must be maintained for two (2) years following completion of services.

Coverage must include:

• Technology services

• Website development

• Design errors or omissions

• Loss or damage to electronic data (“valuable papers”)

4. Cyber Liability Insurance

Cyber Liability coverage is required only if the Contractor will access, store, or process City data or systems.

• If the Contractor will not access City data or networks: Minimum $1,000,000 Cyber Liability

(3rd-party coverage)

• If the Contractor will access City data or networks: Minimum $5,000,000 Cyber Liability and

Technology E&O (combined or separate)

Coverage must include:

• Information security & privacy liability

• Media liability

• Regulatory fines/penalties (where insurable)

• Breach response costs

The City and Community Police Commission must be named as an Additional Insured for Vicarious

Liability.

5. Workers’ Compensation & Employer’s Liability

The Contractor shall maintain Workers’ Compensation insurance as required by Ohio law and

Employer’s Liability insurance with limits of not less than $1,000,000 per occurrence.

6. General Requirements

• All policies must provide 30 days’ written notice to the City prior to cancellation or material change.

• All policies must be primary and non-contributory to any insurance maintained by the City.

• The Contractor shall require all subcontractors to maintain insurance coverage consistent with these requirements.

• Certificates of insurance and declarations pages must be submitted to the City before work begins.

10. CONSTRUCTION OF AGREEMENT

A. The validity, interpretation, construction and performance of this Agreement shall be in accordance with the laws of the State of Ohio.

B. This Agreement and the agreement between the City of Cleveland sets forth the entire understanding of the parties and supersedes any and all prior agreements, arrangements and understandings, oral or written, of any nature whatsoever between the parties regarding the subject matter hereof. The waiver of any breach of any term of this Agreement does not waive any subsequent breach of that or any other term of this Agreement.

C. No modifications or amendments to this Agreement will be valid unless in writing and signed by each of the parties hereto.

D. All terms and words used in this Agreement, regardless of the number and gender in which they are used, shall be deemed and construed to include any other number, singular or plural, and any other gender, masculine or feminine or neuter, as the context or sense of this Agreement or any paragraph or clause herein may require, the same as if such words have been fully and properly written in the number and gender.

E. Consultant agrees that no representation or warranties of any type shall be binding upon the City, unless expressly authorized in writing herein.

F. The headings of sections and paragraphs to the extent used herein are used for reference only, and in no way define, limit or describe the scope or intent of any provisions hereof.

G. This Agreement may be executed in any number of counterparts, each of which when so executed and delivered, shall be deemed original, but such counterparts together shall constitute one and the same instrument.

11. PROPOSAL SECTION CRITERIA

Interviews

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

Design-Build Teams and conduct interviews as warranted. Further instruction will be provided to the short listed Teams 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 his sole discretion, modify or amend any provision of this notice, or the RFP. 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.

11.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Responsiveness Review

The Responsiveness Review is a preliminary screening to determine whether the Proposer has submitted a complete and compliant proposal in accordance with all…