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IT STAFF AUGMENTATION

City of Cleveland
Department of Port Control
601 Lakeside Ave
Cleveland, OH 44114

RELEASE DATE: April 7, 2025

DEADLINE FOR QUESTIONS: April 29, 2025
RESPONSE DEADLINE: May 21, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/clevelandoh
 City of Cleveland
IT Staff Augmentation
I. INTRODUCTION ...................................................................................
II. SCOPE OF WORK .................................................................................
III. COMPENSATION AND INVOICING ..................................................
IV. TERMS AND CONDITIONS.................................................................
V. INSURANCE LIMITS ............................................................................
VI. PROJECT SCHEDULE AND DELIVERABLES .................................
VII. THE CITY’S RIGHTS AND REQUIREMENTS ..................................
VIII. EQUAL OPPORTUNITY REQUIREMENTS .......................................
IX. OFFICE OF EQUAL OPPORTUNITY (OEO) FORMS .......................
X. STATEMENT CONTENTS ...................................................................
XI. STATEMENT SUBMITTALS ...............................................................
XII. EVALUATION PHASES .......................................................................
XIII. AGREEMENT PROCESS ......................................................................
XIV. CONSTRUCTION OF AGREEMENT ..................................................

Attachments:
A - Security
B - Cleveland Ordinance No. 1660-A-09
D - Subcontractor Addition and Substitution Policy
H - Federal Contract Provisions (OEO Professional Services)
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1. INTRODUCTION
LATE STATEMENTS WILL NOT BE ACCEPTED
The City of Cleveland invites responses to the Request for Qualifications (RFQ) for IT Staff
Augmentation.
We ask that you strictly adhere to the following critical guidelines outlined in this document.

1.1. Summary
The City of Cleveland (“City”), owner and operator of Cleveland Hopkins International Airport (“CLE”),
Burke Lakefront Airport (“BKL”) (collectively “Airports”) and the North Coast Harbor (“Harbor”),
through its Director of the Department of Port Control (“Director”), invites written Statements of
Qualifications ("Statements") from firms that have requisite, demonstrable competence and experience in
providing IT Staff Augmentation(the “Project”) as required by the various divisions of the Department of
Port Control (“Department”) and described more fully in this Request for Qualifications (“RFQ”).
Qualified firms either singly or in joint venture or other legal arrangements (collectively, the “Contractor”
or “Consultant”) must have the requisite, demonstrated competence and experience in, and a thorough
knowledge of, the services required for the Project.

1.2. Background
The Department is seeking qualified firms, with varied experience, and depth of resources, to provide a
wide range of services within CLE’s current IT environment.
Network and Datacenter Environment
Network Infrastructure:
The Department is comprised of converged network environments that support both physical and virtual
server environments, VoIP telephony, video surveillance system, and audio paging systems. The network
is deployed on a three-layer hierarchical model utilizing Cisco switches, router and firewalls. The
Department is in the process of transitioning to Fortinet firewalls.
Server and Datacenter Environment:
The server environment, within the Department, consists of both physical and virtual servers (VMware),
and SAN storage vendor is NetApp.

Software and Application Environment

Airport IQ Business Manager (“AirportIQ”): – Lease Management System
AirportIQ is a browser-based, hosted lease agreement software solution. It was implemented at the
Department in 2012.
Voice over IP System:
The Department utilizes a Cisco-based VoIP system to support telephone communication needs. The
system is currently utilizing Cisco Unified Communications Manager and routers connected to SIP
trunks.

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SQL Database Support and Monitoring:

• Installation, configuration, upgrade, and migration

• Performance monitoring and tuning

• Backup and Recovery

• Database security

• Storage and capacity planning

• Troubleshooting

• Data Extraction, Transformation, and Loading

• High availability and Replication

Office 365 Support:

The Department recently began using Office 365 for Email services and is in the process of expanding
these services to include SharePoint, OneDrive, InTune, etc.

1.3. Contact Information

Sharron Muia
Contracts & Procurement Manager
5300 Riverside Drive
PO Box 81009
Cleveland, OH 44181
Email: [email protected]
Phone: (216) 265-2693
Department:
Port Control
Department Head:
Bryant L. Francis, C.M.
Director

1.4. Timeline

RFP Published on City website April 7, 2025

Pre-Proposal Conference (Non- April 22, 2025, 10:00am

Mandatory)
WebEx Call in # 1-415-655-0002 Access Code
2870 785 6220

Last Day to Submit Provider Questions April 29, 2025, 4:00pm

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Publish RFP Addendum May 7, 2025

Proposal Submission Deadline May 21, 2025, 4:00pm

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2. SCOPE OF WORK
2.1. General Scope of Services
The Department reserves the right to award more than one contract, using the criteria defined in this RFQ,
if in the Department’s judgment, there is more than one qualified firm to fulfill the commitments. The
successful Firm may be expected to attend and participate in project-related meetings as the need arises.
Specific task assignments are expected to vary, depending on the information technology projects that are
being implemented. Individual tasks will be released, by the Department, to the successful Firm. This
RFQ does not attempt to define the contract needs nor detail them but rather allows for flexibility.
The successful Firm's personnel shall perform their duties in a manner satisfactory to the Director, or his
designee, but be exclusively under the direction and control of the successful Firm.
The Director, or his designee, shall review the Project progress on a weekly basis. The successful Firm
and the Director, or his designee, shall maintain open communications during the project deployment
ensuring project milestones are being met in a timely and accurate manner.

2.2. Scope of Services

The City has established the following scope of services to be provided by the successful Firm (s). The
City reserves the right to revise the scope of services prior to the execution of a contract to: (i) reflect
changes arising out of this process; (ii) incorporate any City requirements adopted after the publication of
this RFQ; and (iii) incorporate any other changes it deems necessary.
General IT Support:
This list of potential services is intended to provide an overview of the work anticipated to be performed
under this contract. The scope may include all IT disciplines and the work products developed by these
disciplines, whether identified or not. Consultant may be asked to provide any variety of services that
span the complete ITS environment.
The following are examples of the types of activities that may be requested and are organized into
categories based on the type of service:
Managed Services/Technical Support

• System/server/network administration

• Cloud system planning, evaluation, and migration

• Disaster recovery/business continuity planning, testing and site build

• Security/audit compliance

• Infrastructure Support

• Network assessments, design, engineering and tuning

• Voice System (VoIP) assessments, design, engineering and tuning

• System architecture, design and solution

• Data Center Upgrade Design - NetApp SAN, and Core Cisco Switches,
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• Cisco FirePower Firewall Administration and Support

• Fortinet Firewall Administration and Support

• Operational Support

• Veeam / Back-Up Administration & Support

• Voice System (VoIP) assessments, design, engineering and tuning

• Wireless Network Administration & Support

• Application Support

• Microsoft SQL database maintenance and administration

• SharePoint implementation, development, maintenance, and administration

• Application development

• Report development (Crystal, SQL Reporting Server)

• Cisco WLC, , ISE, MSE, Meraki

• Work Order Management: Service request / Workflow design and configuration

• Project Management Services

The services below are potential services specific to applications or infrastructure that the Department
may request. The purpose, for this listing, is to define more clearly what services may be requested even
though they are included in the general services listed above.

Telecommunications (Cisco VoIP Support)

The selected Consultant may be asked to make changes to the existing Cisco Telephony and Call Center
Systems, including:

• Provide Level 2 Fault Management/break fix support on Cisco Unified Communications Manager
and Cisco IPCC Express.

Network Support

• Assess, design and implement network systems.

• Troubleshoot network operational issues.

• Assess and recommend network design solutions for short-, medium-, and long-range network
projects.

• Install, configure and maintain network components.

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• Determine and plan layout for new hardware or modifications to existing layout.

• Provide network security reviews.

• Development of a complete Disaster Recovery and Business Continuity (DRBC) strategic plan
and or maintenance / updating of existing plans. Document technology architecture.

• Conduct Disaster Recovery Testing and audits.

• Implement Recovery procedure, test procedure and maintenance plan.

• Update Disaster Recovery Plan with updated technologies included in the IT portfolio.

Computer and Datacenter Support

• Review, design, administer and troubleshoot SAN environment

• Implement data center Management best practices.

• Support server consolidation and VMWARE virtualization projects.

• Provide ITIL-base operational support for data center management (including backups)

• Assess, redesign to streamline, and fine-tune Active Directory infrastructure.

• Assess, design, implement and fine-tune Exchange-based email infrastructure.

• Provide hands-on operational support for Exchange servers and O365.

• Assess, design, implement and fine-tune Microsoft SharePoint infrastructure.

• Provide Microsoft Server 2019/2022 management and administration support.

• Development of a complete Disaster Recovery and Business Continuity (DRBC) strategic plan
and or maintenance / updating of existing plans. Which include cloud recovery, systems/data
recovery, colocation, data center recovery / support.

• Provide plan test scripts, and recovery procedures, in accordance to NIST 800-34.

• Conduct Business Impact Analysis (BIA).

• Document technology architecture.

• Conduct Disaster Recovery Testing and audits.

• Implement Recovery procedure, test procedure and maintenance plan.

• Update Disaster Recovery Plan with updated technologies included in the IT portfolio.

Professional Services

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• Project Management and Business Analysis

• Requirements Discovery, Gap Analysis and Validation

• Workflow Configuration

• 3rd Party Applications Interface Integration

• User Acceptance Testing (UAT)

• Training

Cybersecurity Assessment and Monitoring

The Department is seeking qualified and certified consultants for Cyber Security. Services to include
Cybersecurity, cloud security, risk assessments, infrastructure vulnerability, penetration testing, other
assessments and preparedness task related to compliance.
Other COTS Application Management Support:

• Provide application development, management, functional analysis, technical engineering and

operational support for content management applications.

• Provide application development, management, functional analysis, technical engineering and

operational support for asset management applications.

• Provide application development, management, functional analysis, technical engineering and

operational support for enterprise document management and workflow applications (SharePoint,
etc.).

Service Level Agreement and Support:

• The Firm shall understand that the airport is a 24/7/365 operating environment requiring minimal
operational impact to the traveling public.

• The Firm shall be required to pay any, and all, fees associated with security compliance of Firm's
staff, including badging, renewal or other security-related costs.

2.3. Minimum Qualifications

Each Firm, regardless of the form of its business entity, must meet the following requirements. Failure to
meet all requirements may be cause for rejection of a Statement. If Firm is a partnership or a joint
venture, at least one general partner or constituent member must meet the requirements. Each Firm must:
A. Provide evidence that it has a minimum of five (5) continuous years of experience, in the last
seven (7) years, in performing general IT services similar to those required for this project

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B. Have previous experience in professional general IT services for other airports or employ a
designated staff member with airport experience. The designated staff member should have any
required licenses and/or certification

C. Possess all applicable licenses, certificates, permits or other authorizations required by all
governmental authorities, including the City, having jurisdiction over the operations of the
successful Firm at CLE or elsewhere.

D. Firms must submit, with their Statement, three (3) written, verifiable references, dated within the
last three months, from businesses familiar with the firm’s management of such responsibilities as
are outlined in this RFQ; providing positive recommendations for the firm’s performance under
the contract to be awarded. The references should include the name and title of the contact
person, e-mail address, telephone number and a brief description of the location and nature of the
services provided.

E. The individual, partnership, joint venture, corporation submitting a statement, (or the officers or
principals thereof) as presently constituted or existing from a business reorganization, or
executive affiliation must have the above minimum qualifications. If such requirements are not
met, the Firm’s Statement may be rejected. If Firm is a partnership or joint venture, at least one of
the general partners or one of the constituent members respectively must possess said minimum
qualifications.

F. Be authorized to conduct business in the State of Ohio, County of Cuyahoga and the City of
Cleveland.

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3. COMPENSATION AND INVOICING

1. 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 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 Port
Control 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.

2. Payments To Subconsultants
Consultant is obligated to pay subconsultants within 10 days from the receipt of each payment the
prime contractor receives from the City of Cleveland.

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4. 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.

4.1. Term
The term of this Agreement shall be for a period of up to one (1) year with four (4) one-year options,
exercisable by the Director of the Department.

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

4.3. 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.

4.4. 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

4.5. 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,
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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.

4.6. 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.

4.7. 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.

4.8. 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.

4.9. 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.

4.10. 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.

4.11. 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.

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4.12. 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.

4.13. 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.

4.14. 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.

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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.

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5. INSURANCE LIMITS
Insurance Contractor shall, at its expense and at all times during the performance of services, maintain
the following insurance coverage. The insurance company (ies) providing the required insurance shall be
authorized by the Ohio Department of insurance to do business in Ohio and rated “A” or above by A.M.
Best Company or equivalent. The Successful Proposer, shall provide a copy of the policy or policies and
any necessary endorsements or a substitute for them satisfactory to and approved by the director of Law,
evidencing the required insurance upon execution of the contract.
A. Comprehensive General Liability Insurance. The comprehensive general liability insurance
policy (“CGL”) shall (1) be occurrence type; (2) name City and the Designer as an additional
insureds; (3) include products/completed operations coverage; (4) have limits of not less than a
combined single limit of One Million Dollars ($1,000,000.00) per occurrence and in the
aggregate covering the successful Contractor, the City and the Designer as their interest may
appear, for any one incident; and (5) be primary and non-contributory, notwithstanding any other
insurance covering City. Such policy or policies shall include “Contractual Liability”, the
"Explosion Hazard", the "Underground Property Damage Hazard", and the "Collapse Hazard".

1. This insurance shall include coverage for damage of property of any nature in care, custody,
or control of the contractor or any property over which the successful Contractor is directly or
indirectly exercising physical control by reasons of the work to be performed.
2. Contractor may utilize Excess or Umbrella coverage to satisfy limit requirements as long as
those policy do not restrict the primary policy in any way.

B. Business Automobile Liability Insurance. The business automobile liability insurance policy
shall cover each automobile, truck or other vehicle used in the performance of the services in an
amount not less than a combined single limit of One Million Dollars ($1,000,000.00) per
occurrence and in the aggregate, covering the successful Contractor and the City as their interest
may appear, for any one incident for bodily injury (including death at any time occurring) and
property damage per occurrence for any work and/or access to the landside area of the Airport.

C. Professional liability insurance (including errors and omissions) shall have limits each
occurrence and subject to a deductible per occurrence and in the aggregate and if not written on
an occurrence basis, shall be maintained for a period of not less than two (2) years following the
completion of the services provided under the contract. The policy shall include valuable papers
coverage.

D. Workers’ compensation and employer’s liability insurance as provided under the laws of the
state of Ohio. Notwithstanding the foregoing successful Contractor shall increase the limit of
employer’s liability insurance to a limit of not less than One Million Dollars ($1,000,000.00) for
each occurrence or any other increased amount as the City may reasonably require. Successful
Contractor shall save the City harmless from any and all liability from or under said act.

E. The successful Contractor shall take out and maintain in the name of the City of Cleveland as
owner, and himself as Contractor, all builder's risk insurance in an amount equal to one hundred
percent (100%) of his construction contract.
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F. Successful Contractor shall maintain statutory unemployment insurance protection for all its
employees.

G. The policy or policies shall be with companies authorized to do business in the State of Ohio and
rated A- VII or above by A. M. Best Company or its equivalent.

H. The policy or policies shall contain the following special provision: “The Company agrees that
thirty (30) calendar days prior to cancellation or reduction of the insurance afforded by this
policy, with respect to the contract involved, written notice will be sent by certified mail to the
Director of Port Control, City of Cleveland.”

I. Maintain such other insurance policies such as Garage Keepers and the like as may be reasonably
required by the City.

J. An original certificate of insurance, declarations pages of the policy (ies) or insurance binder(s)
shall be deposited with the Department of Port Control City of Cleveland before the commencing
of any work under the contract.

K. Successful contractor shall name the City of Cleveland and the Department of Port Control as an
additional insured on their General Liability and Auto policies.

L. All policies shall contain a waiver of subrogation wherein the insurer(s) waives all rights of
recovery against the City of Cleveland and Department of Port Control. All policies shall be
primary and non-contributory.

M. Contractor shall require any and all of its subcontractors to procure, maintain and pay premiums
for the insurance coverages and limits of liability outlined above with respect to products,
services, work and/or operations performed in connection with this Agreement.

N. The maintenance of such insurance as outlined herein shall in no way constitute a waiver of legal
liability for damages to any adjoining buildings or their contents or the work and property of
others on the site beyond the limits of insurance thus maintained. The Contractor shall hold
harmless the Airport Engineer and their agents for and from any injury or damage resulting from
the negligent or faulty performance by the Contractor or his subcontractors. All insurance shall be
carried without interruption to the end of the guarantee period.

O. If Contractor will not have access to City data or networks, it is required that Contractor hold a
Cyber policy with 3rd party liability limits of at least $1,000,000.00 dollars per claim and in the
aggregate. 3rd party liability coverage includes information security & privacy liability, media
liability, and regulatory fines/penalties coverages. The City must be named on the policy as an
Additional Insured for Vicarious Liability.

If Contractor will have access to City data or networks, it is required that Contractor hold a Cyber and
Technology Errors & Omissions policy (separate or combined) with 3rd party cyber liability limits of at
least $5,000,000.00 dollars per claim and in the aggregate. 3rd party liability coverage includes
information security & privacy liability, media liability, and regulatory fines/penalties coverages.
Technology Errors & Omissions limits must be at least $5,000,000.00 dollars per claim and in the
aggregate. Technology Errors & Omissions coverage should provide coverage for your technology

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products and services along with any consulting you may provide. The City must be named on the
policy(ies) as an Additional Insured for Vicarious Liability

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6. PROJECT SCHEDULE AND DELIVERABLES

The City has established the following list, which includes items that the Consultant will be required to
provide, as deliverables. The City 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 the City.

a. Within one week after receipt of a written Notice-To-Proceed, issued by the Department,
the successful Consultant shall be prepared to begin work, covered by the contract, and
shall execute the work, to be performed, as required, to the Department’s satisfaction, and
in accordance with the tasks specified, unless otherwise directed by the Department.

b. All work performed, by the Consultant, shall be under the direction of the Department’s
Project Manager.

c. At all meetings, between the Department and the Consultant, held in connection with the
project, the Consultant shall take minutes of all topics discussed and depositions or
conclusions reached. Within one (1) week, the Consultant shall prepare a formal set of
meeting minutes and submit same to the Department’s Project Manager for
approval. The Consultant will conduct weekly progress meetings, with the Department,
to brief representatives on the progress of the work and any problems or issues affecting
the completion of the task.

d. All pertinent telephone conversations, between the Department and the successful
Consultant, relative to instructions and/or authorizations, must be confirmed, in writing,
by the successful Consultant and submitted to the Project Manager for written approval.

e. The successful Consultant is responsible for controlling costs and ensuring that all
required work is completed within the approved time limit for each task. No
modification, to the scope of work, or extra work, shall be considered, by the
Department, unless conditions have been specifically documented as required by the
terms of the contract. Additionally, this documentation shall be verified prior to the
Department’s authorization to the successful Consultant to perform additional work.

f. The successful Consultant’s staff shall be available with no more than two (2) business
days’ notice to attend meetings or make presentations at the request of the Department’s
Project Manager. The successful Consultant may be called upon to provide maps,
drawings, audiovisual displays and similar material for such meetings.
g. Copies of all appropriate written correspondence, between the successful Consultant and
any party, pertaining specifically to any project, shall be provided to the Department’s
Project Manager within one week of the receipt or sending of such correspondence.

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h. All other correspondence shall be given, to the Department, after completion of the
project. The successful Consultant shall provide, to the Department, on a monthly basis,
progress reports, which describe the work performed on each work element, problems
encountered, man hours expended by each member of the team and the total dollar
expenditure, on the project, by work element, during the reporting period. Progress
reports shall be delivered, to the Department’s Project Manager, within one week of the
monthly reporting period and shall be attached to the invoices when submitted for
payment.

i. No work performed, on behalf of the Department, may be used for other clients or
potential clients, of the successful Consultant, without prior written approval from the
Department’s Project Manager.

j. Successful Consultant must attend briefings with the Director, executive staff and other
Department staff, as requested. The successful Consultant will also be expected to
provide briefings, to the Director or his designated representative, regarding any issues
which arise during the conduct of the work.

k. Successful Consultant shall provide responses to questions, or issues, which may be

raised by FAA representatives during project reviews and audits.

l. Successful Consultant shall provide progress reports, including work accomplished; tasks
yet to be accomplished; any issues which have arisen which need the Department’s
assistance in order to obtain resolution and a description of the percentage of the work
completed, in hard copy and electronically (in Microsoft or other pre-approved format).

m. Successful Consultant shall provide a minimum of three (3) hard copies and three (3)
electronic copies of each completed work product, including a detailed executive
summary. Additional copies may be requested on an as-needed basis.

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7. THE CITY’S RIGHTS AND REQUIREMENTS

A. The Director, at his/her sole discretion, may require any Consultant to augment or supplement its
statement or to meet with the City’s designated representatives for interview or presentation to
further describe the Consultant’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 statement that is incomplete or
unresponsive to the requests or requirements of this RFQ. The City reserves the right to reject
any or all statements 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. Statement as a Public Record

Under the laws of the State of Ohio, all parts of a statement, other than trade secret or proprietary
information 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 Consultant should clearly mark each page - but only that page - of its
statement that contains that information. The City will notify the Consultant if such information
in its statement is requested, but cannot, however, guarantee the confidentiality of any proprietary
or otherwise sensitive information in or with the statement. Blanket marking of the entire
statement as “proprietary” or “trade secret” will not protect an entire statement 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 RFQ 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 statement 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.

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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
statement 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 Consultant
for a contract will be a firm that shares that commitment. Accordingly, a Consultant
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 statement.

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. Consultants 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 RFQ.

c. To document its good-faith effort to utilize certified MBE, FBE and CSB sub-
consultants, each Consultant must complete Schedules 1 through 4 found in the
Cleveland Area Business Code - Notice to Bidders and Schedules. These schedules
identify the Consultant’s proposed use of MBE, FBE and CSB sub-consultants on the
project, which evidences the Consultant’s good-faith effort to obtain the participation
of certified sub-consultants.

Consultants 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”.

Consultants 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 Consultant, as contractor, will be responsible for providing
the OEO with all information necessary to facilitate this monitoring.
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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 Consultant, 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 Statement’s Effectiveness.

By submission of a Statement, the Consultant agrees that its Statement 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 Statement submission deadline (the “Statement Expiration Date”).
F. Execution of a Contract.
The successful Consultant 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 Consultants to make an
oral presentation of their qualifications, proposed services, and capabilities. The City will notify
the Consultants selected for oral presentations in writing.

H. Consultant’s Familiarity with RFQ; Responsibility for Statement

By submission of a statement, the Consultant acknowledges that it is aware of and understands all
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requirements, provisions, and conditions in and of this RFQ and that its failure to become familiar
with all the requirements, provisions, conditions, and information either in this RFQ or
disseminated either at a pre-qualification conference or by addendum issued prior to the statement
submission deadline, and all circumstances and conditions affecting performance of the services
to be rendered by the successful Consultant will not relieve it from responsibility for all parts of
its Statement and, if selected for contract, its complete performance of the contract in compliance
with its terms. Consultant acknowledges that the City has no responsibility for any conclusions or
interpretations made by Consultant on the basis of information made available by the City. The
City does not guarantee the accuracy of any information provided and Consultant 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 RFQ or a Statement 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 RFQ. Any addendum is a part of
and incorporated in this RFQ as fully as if originally written herein.

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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 RFQ 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 statement 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 statement 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 Consultant for a contract will be a firm that shares that
commitment. Accordingly, a Consultant 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 statement.

• 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. Consultants 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 RFQ.

• To document its good-faith effort to utilize certified MBE, FBE and CSB sub consultants, each
Consultant should complete Schedules 1 through 4 found in the Cleveland Area Business Code -
Notice to Bidders and Schedules. These schedules identify the Consultant’s proposed use of

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MBE, FBE and CSB sub-consultants on the project, which evidences the Consultant’s good-faith
effort to obtain the participation of certified sub-consultants. The Consultant shall submit the
completed forms with its Statement and they will be forwarded to the City’s Office of Equal
Opportunity for evaluation.

• Consultants may obtain a listing of firms certified by the OEO as CSBs, MBEs and FBEs by
checking the City’s website as Consultants 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 Consultant, 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 Consultant, 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 Consultant, 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.

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9. 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 Statement 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
Consultant shall complete, execute, and return the following documents, blank copies of which are
included in section, Statement 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 2025;

• Affidavit

• Northern Ireland Fair Employment Practices Disclosure.

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10. STATEMENT CONTENTS

The Statement submittal shall consist of the following documents in the sequence listed below. To
facilitate quick reference, each section of the Statement should be offset with a tab. The Statement may
be disqualified if the documents are not submitted in the sequence listed below.
A. Cover Letter: The cover letter should identify the firm and state other general information that
the Consultant desires to include regarding the Consultant’s business organization. At a
minimum the cover letter must include the name, form of business entity (e.g. corporation,
partnership, joint venture, etc.), principal address, federal tax identification number, telephone
number and facsimile number of the Consultant.

B. Executive Summary: The executive summary should provide a clear and concise summary of
Consultant’s background, level of expertise, direct relevant experience and ability to provide the
required services. The executive summary should make the Consultant's case as the best
candidate for providing IT Staff Augmentation services to the Airports. Consultants should
structure this section in a manner that allows it to serve as a stand-alone summary when separated
from the other sections of the Statement.

C. Exceptions: Firms shall include a list of exceptions to the requirements of this RFQ, if any. The
list shall identify the requirement and the nature of the deviation, along with an explanation. If
there are no exceptions or deviations to any portion of this RFQ, the Consultant shall state that on
the "Exceptions" page. If no deviations or exceptions are identified and the City accepts the
Consultant's Statement, the Consultant shall conform to all of the requirements contained in this
RFQ.

D. Qualifications/Experience: This section gives Consultants the opportunity to discuss their

industry experience and what defines them as a leader in their industry. Consultants may submit
as much information in this section as is needed to differentiate itself and its Statement from the
other consultants. Please include, as a minimum, the following information: (i) clearly
communicate how you meet or exceed the minimum qualifications; (ii) describe the nature of the
Consultant's business experience and state the number of persons currently employed in such
operations; (iii) clearly state the total number of projects for which the Consultant has provided
general IT services, as detailed in this RFQ, within the last ten (10) years; (iv) state the name,
location and date of all such contracts that have been terminated or cancelled within the past ten
(10) years prior to the expiration of their contractual term and also list any judgments terminating
or any pending lawsuits or unresolved disputes for the termination of such contracts within the
past ten (10) years; and (v) give the names and addresses of at least three (3) references as to your
professional capability. The references should include the name of the contact person, e-mail
address and telephone number.

E. Management Approach: Provide an organizational chart of the Consultant showing all major
component units; indicate where the management of this contract will fall within the organization
and what resources will be available to support this contract in both primary and secondary or
back-up roles.

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F. Key Staff: Consultants should indicate the key staff proposed for this contract, setting forth the
specific responsibilities and availability of each proposed key staff person. Provide, for each
proposed key staff person, a one-page resume detailing both general experience and specific
experience related to the services as defined in this RFQ. For purposes of this RFQ, labor is
broken down into four specific categories. The aforementioned categories derive from the
exemplary general IT services in the Scope of Services section. Within each labor category, there
are multiple skill levels. Each labor category, and roles within, will map to three component parts
of the IT Department: Support, Infrastructure and Operations and Project Management. 1. Project
Oversight Category

1. Senior Project Manager

2. Technical Lead (Microsoft Certified Solutions Expert)

3. Technical Lead (Cisco Certified Enterprise Architect CCAr)

2. 2. Network and Telecommunications Operations/Infrastructure Support Category

1. Senior Project Manager

2. Project Manager (CCIE Data Center)

3. Consultant Level 1 (Routing/Switching, Security, Voice, Wireless)

4. Consultant Level 2 (Routing/Switching, Security, Voice, Wireless)

5. Consultant Level 3 (Routing/Switching, Security, Voice, Wireless)

6. Subject Matter Expert Level 1

7. Subject Matter Expert Level 2

2. 3. Software and Desktop Operations/Infrastructure Support Category

1. Senior Project Manager

2. Project Manager (MCSE Server Infrastructure)

3. Consultant Level 1 (MS Windows, SQL/Server)

4. Consultant Level 2 (MS Windows, SQL/Server)

5. Consultant Level 3 (MS Windows, SQL/Server)

6. Subject Matter Expert Level 1

7. Subject Matter Expert Level 2

2. 4. Enterprise Architecture/Implementation Support Category

1. Senior Project Manager

2. Project Manager

3. Consultant Level 1 (Network and Software)

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Title: IT Staff Augmentation

4. Consultant Level 2 (Network and Software)

5. Consultant Level 3 (Network and Software)

6. Subject Matter Expert Level 1

7. Subject Matter Expert Level 2

2. Role Descriptions

1. Senior Project Manager: The Senior Project Manager must have a minimum of 7 years’
experience managing similar projects and show evidence of experience with project
scheduling, budgeting, resource allocation, and risk control coordination. PMP certification is
a plus.

2. Project Manager: The Project Manager must have a minimum of 3 years managing projects
showing evidence of experience with project scheduling, and additional years of experience
in the area proposed.

3. Technical Lead: The Technical Lead must have a minimum of 7 years of technical leadership
experience and will have general experience with similar projects to those that are being
proposed across all categories.

4. Consultant Level 1: Resource with at least 7 years’ experience with appropriate training,
certification, education and experience for the category and task assigned to that resource.

5. Consultant Level 2: Resource with at least 5 years’ experience with appropriate training,
certification, education and experience for the category and task assigned to that resource.

6. Consultant Level 3: Resource with at least 2 years' experience with appropriate training,
certification, education, and experience for the task assigned to that resource.

7. Level 1 Subject Matter Expert: Senior level expert in the proposed category and task.

8. Level 2 Subject Matter Expert: Junior level expert in the proposed category and task.

G. Financial Information: Consultants shall include the following financial information: (i) balance
sheet and income statement for the last two (2) fiscal years prepared in accordance with generally
accepted accounting principles, reflecting the current cost/fee condition of the consultant. If a
publically held corporation, the Consultant should provide in lieu of the foregoing: consolidated
financial statements as submitted to the Securities and Exchange Commission ("SEC") on Form
10K, the most recent Form 10Q, and any Forms 8K filed with the SEC in the last twelve (12)
months. Owners of closely held corporations must submit a personal cost/fee statement, current
within three (3) months from the date of submittal; (ii) ownership structure of the Consultant; and
(iii) provide three (3) bank and trade references.

H. Required City Forms Proposer shall complete, execute, and return with its Statement the
following documents, blank copies of which are included in section, Statement Submittals. They
can also be found online on the City of Cleveland website.

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o Notice to Bidders & OEO Schedules

o Federal Form W-9 including Taxpayer Identification Number

o Non-Competitive Bid Contract Statement for Calendar Year 2025

o Affidavit

o Vendor Entry Form

o Northern Ireland Fair Employment Practices Disclosure.

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11. STATEMENT SUBMITTALS

11.1. Technical Statement*
*Response required

11.2. City Required Forms

11.2.1. NOTICE TO BIDDERS AND OEO SCHEDULES*
Please download the below documents, complete, and upload.

• NOTICE_TO_BIDDERS_AND_OEO_S...

*Response required

11.2.2. W 9 FORM
Please download the below documents, complete, and upload.

• W-9_2024.pdf

11.2.3. NON-COMPETITIVE BID CONTRACT STATEMENT FOR CALENDAR

YEAR 2025*
Please download the below documents, complete, and upload.

• Non_Comp_2025f.pdf

*Response required

11.2.4. AFFIDAVIT
Please download the below documents, complete, notarize and upload.

• Affidavit.pdf

11.2.5. Vendor Entry Form*

Please download the below documents, complete, and upload.

• Vendor_Entry_Form.pdf

*Response required

11.3. Northern Ireland Fair Employment Practices Disclosure

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

11.3.1. CHECK WHICHEVER IS APPLICABLE:*

Select all that apply

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☐ The undersigned or any controlling shareholder,* subsidiary, or parent corporation of the undersigned
is NOT ENGAGED IN ANY BUSINESS OR TRADING FOR PROFIT IN NORTHERN IRELAND. (if
paragraph A. is checked, proceed to the signature line.)
☐ The undersigned or any controlling shareholder,* subsidiary, or parent corporation IS ENGAGED IN
ANY BUSINESS OR TRADING FOR PROFIT IN NORTHERN IRELAND. (if paragraph B. is
checked, please either check the stipulation contained in paragraph C. or attach documentation that shows
that the undersigned has complied with the stipulation contained in paragraph C.)
☐ The undersigned and all enterprises identified in paragraph B. are TAKING LAWFUL AND GOOD
FAITH STEPS TO ENGAGE IN FAIR EMPLOYMENT PRACTICES WHICH ARE RELEVANT TO
THE STANDARDS EMBODIED IN THE "MacBRIDE PRINCIPLES FOR FAIR EMPLOYMENT IN
NORTHERN IRELAND." A copy of the MacBride Principles can be obtained from the Office of the
Commissioner of Purchases and Supplies. In lieu of checking this paragraph, the undersigned must attach
documentation which the undersigned believes shows compliance with the stipulation contained in this
paragraph C.
*Response required

11.3.2. By confirming, the proposer affirms that they are in compliant Northern
Ireland Fair Employment Practices.*
☐ Please confirm

*Response required

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12. EVALUATION PHASES

12.1. Phase 1
No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications/Experience Points Based 50

(50% of Total)

2. Management Approach Points Based 20

(20% of Total)

3. Key Staff Points Based 30

(30% of Total)

12.2. Phase 2
No. Evaluation Criteria Scoring Method Weight (Points)

1. OEO Participation Pass / Fail 100

(100% of Total)

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13. 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.

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Title: IT Staff Augmentation

14. CONSTRUCTION OF AGREEMENT

1. The validity, interpretation, construction and performance of this Agreement shall be in
accordance with the laws of the State of Ohio.
2. 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.

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

4. 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.

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

6. 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.

7. 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.

8. The following documents attached hereto are hereby incorporated with and made a part of this
Agreement:

1. Attachment “A”, Security

2. Attachment “B”, Cleveland Local Producer - Local Sustainable Business Ordnance No. 1660-
A-09

3. Attachment “C”, CoC Subcontractor Addition and Substitution Policy

4. Attachments (one of)“E,F,G,H", Federal Contract Provisions (ACDBE, DBE, OEO)

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