REQUEST FOR PROPOSAL #21255 Repair Services for Kitchen

REQUEST FOR PROPOSAL #21255

FOR

Repair Services for Kitchen Equipment

FOR THE

CLEVELAND MUNICIPAL SCHOOL DISTRICT

DBA: CLEVELAND METROPOLITAN SCHOOL DISTRICT

BOARD OF EDUCATION, 1111 SUPERIOR AVENUE E, SUITE 1800

CLEVELAND, OHIO 44114

UNDER THE DIRECTION OF THE SCHOOL NUTRITION SERVICES DIVISION FOR THE BOARD OF

EDUCATION OF THE CLEVELAND METROPOLITAN SCHOOL DISTRICT CUYAHOGA COUNTY, OHIO

Table of Contents

Section I: Notice of Request for Proposal #21255 .................................................................................... 3

Section II: Letter to Bidders ...................................................................................................................... 4

Part 1: Required Purchasing Division Documents and Instructions ......................................................... 5

Section I: Instructions to Bidders .......................................................................................................... 5

Section II: Acknowledgement ............................................................................................................... 9

Section III: Vendor Request Form ...................................................................................................... 10

Section IV: Taxpayer ID Form ............................................................................................................ 11

Section V: No Bid Form ...................................................................................................................... 12

Section VI: Conflict of Interest Form ................................................................................................. 13

Section VII: Certificate of Debarment ................................................................................................ 15

Section VII: Certificate of Debarment Pg. 2 ....................................................................................... 16

Section VIII: Addendum Acknowledgement Form ............................................................................ 17

Section IX: Bidder Qualifications Form ............................................................................................. 18

Section X: State of Ohio Insurance ..................................................................................................... 22

Section XI: Sample Certificate of Liability Insurance ........................................................................ 23

Section XII: Non-Collusion Affidavit ................................................................................................. 24

Section XIII: Diversity Business Enterprise Program and Participation Forms ................................. 25

1: DBE Form A ............................................................................................................................... 29

2: DBE Form B ............................................................................................................................... 30

3: DBE Form C ............................................................................................................................... 31

4: DBE Form D ............................................................................................................................... 32

5: DBE Form E ................................................................................................................................ 33

6: DBE Form F ................................................................................................................................ 34

7: DBE Form G ............................................................................................................................... 35

8: DBE Form H ............................................................................................................................... 37

Section XIV: EOA Contractual Declaration Forms ............................................................................ 38

CMSD Affirmative Action Program ............................................................................................... 38

Form 1: Vendor Contract Compliance Form .................................................................................. 40

Form 2: Compliance Declaration .................................................................................................... 41

Form 3: Employment Data Form .................................................................................................... 44

Section XV: Supplier Contract Sample ............................................................................................... 45

Part 2: Specifications and Bid Form ....................................................................................................... 53

Section A: Specifications .................................................................................................................... 54

Section B: Bid Form ............................................................................................................................ 60

Section I: Notice of Request for Proposal #21255

Separate Sealed proposals for the requirement set forth below will be received in the Cashier’s Office of the

Cleveland Metropolitan School District located at 1111 Superior Avenue E, Cleveland, Ohio 44114, until 1:00 pm

current local time on September 21, 2018. This RFP will not be publicly opened.

Repair Services for Kitchen Equipment

Copies of Instructions to Proposers, Specifications, and Drawings may be obtained directly from the District’s

Webpage. Go to clevelandmetroschools.org/purchasing and click on the RFP number. If you require assistance,

please email seletha.thompson@clevelandmetroschools.org or (216) 838-0418.

There will be a Pre-Proposal Conference for this Request for Proposal on September 12, 2018 at 3:00 PM. The

Pre-Proposal Conference will be at East Professional Center 1349 East 79th Street, Cleveland, OH 44103.

Attendance at the Pre-Proposal Conference is encouraged but not mandatory.

All questions and correspondence related to this RFP must be submitted in WRITING ONLY by 12:00 p.m. on

September 14, 2018 at the email address given above. All questions with corresponding answers will be sent to

every prospective vendor and posted on the website at clevelandmetroschools.org/purchasing. Any errors

and/or omissions reported will be addressed via Addenda. Addenda will be issued no later than September 18,

2018.

No proposal may be withdrawn for at least sixty (60) days after the deadline for submittal.

The Cleveland Metropolitan School District reserves the right to reject any and all Proposals, to waive any and

all informalities or irregularities, and to disregard all non-conforming responsive conditional Proposals.

The Cleveland Metropolitan School District does not discriminate in educational programs, activities or

employment on the basis of race, color, national origin, sex, age, religion or disability.

The new Uniform Grant Guidance, 2 CFR200 (UGG) will go into effect for Cleveland Metropolitan School

District (CMSD) on July 1, 2018 and will apply to awards or funding increments issued on or after this date.

Purchases funded by federal grant funds must adhere to regulations found in Uniform Guidance “Super

Circular”, 2 CFR 200 (UGG), as a condition of receiving funds and to meet annual audit compliance. In an effort

to keep policy for all grants consistent, the CMSD will implement the new federal guidelines regarding

procurement utilized with federal grants immediately.

Proposers on this work shall be required to comply with all applicable requirements pertaining to fair labor, state

and local government.

M. Angela Foraker

Executive Director, Procure to Pay

August 22, 2018

Section II: Letter to Bidders

Date: August 22, 2018

Subject: Repair Services for Kitchen Equipment

To All Vendors:

In order to be considered, all bids must be received via hand delivery in the Cashier’s Office of the Cleveland

Metropolitan School District located at 1111 Superior Avenue E, 1

Floor Welcome Center, Cleveland, Ohio

44114 or via mail delivery to Cleveland Metropolitan School District located at 1111 Superior Avenue E, Suite

1800, Cleveland, Ohio 44114 on or before 1:00 p.m., September 21, 2018. All bids must be submitted in a sealed

envelope or package. One (1) original, with blue ink signatures, two (2) copies of the bid, and one (1) electronic

format bid on a USB flash drive including supporting documentation, must be submitted. The Bid Name and Bid

Number must be stated on the exterior of the submission envelope(s), including shipping labels.

Written questions will be accepted via e-mail until 12:00 p.m. on September 14, 2018. No telephone calls will

be permitted. Send questions via e-mail to: seletha.thompson@clevelandmetroschools.org. Bid number and

title must be included. All questions/concerns with corresponding answers will be sent to every prospective

vendor. Any errors and/or omissions reported will be addressed via Addenda which will be issued no later than

September 18, 2018.

Under no circumstances should any person or firm interested in providing services identified in this Bid, their

designees, or any affiliated with their firm, contact any other District employee or official during the Bid process

in an attempt to lobby or influence the selection of a vendor pursuant to this Bid.

Bids will be opened immediately following the deadline at 1111 Superior Ave, Cleveland, Ohio 44114. After all

submissions have been reviewed, the final evaluations of the committee will determine the lowest responsive

and responsible awarded vendor. Vendors will be notified, in writing, of award and non-award status upon

receipt of an approved resolution.

A certified check for 10% of the total amount of the bid payable to the Treasurer of the Cleveland Metropolitan

School District, or a satisfactory bid bond executed by the bidder and a Surety company shall be submitted with

each bid on a form supplied by the bondsman. The Surety Company must be licensed to do business in the State

of Ohio and acceptable to the Chief Financial and Administrative Officer. The successful bidder will be required

to furnish a satisfactory performance bond amounting to 100% of the contract amount.

The Cleveland Metropolitan School District has a Diversity Business Enterprise and Affirmative Action Program

in effect. Information about this program and forms for compliance are enclosed. All firms submitting a bid must

complete the appropriate forms and submit same with their bid. While the District no longer certifies DBE

companies, we accept any company certified through the City of Cleveland, Cuyahoga County, or the State

“EDGE” program.

The Cleveland Metropolitan School District accepts no obligations for costs incurred by bidder in preparing or

submitting a bid and reserves the right to reject any and all bids received.

Sincerely,

M. Angela Foraker

Executive Director, Procure to Pay

Part 1: Required Purchasing Division Documents and Instructions

Section I: Instructions to Bidders

Repair Services for Kitchen Equipment

1. All Bids shall be made upon the Bid Form(s) furnished. All information requested in the bid and

in the bid package must be filled in legibly and completely with blue ink signatures, or the bid

may be considered non-responsive. No oral, telephonic or telegraphic bids or modifications will

be considered. The Bid Name and Bid Number must be stated on the exterior of the submission

envelope(s), including shipping labels.

2. Bids are due at the Cashier’s Office of the Board of Education, Cleveland Metropolitan School

District, Administration Building, 1111 Superior Avenue E, Suite 1800, Cleveland Ohio, 44114, on

or before 1:00 p.m. current local time on September 21, 2018. Bid will be opened publicly.

3. All submissions must include One (1) original, with blue ink signatures, two (2) copies, and one

(1) electronic format bid on a USB flash drive. Vendors not complying with this requirement

will be notified that they have twenty-four (24) hours in which to comply with this requirement

or their Bid will be disqualified. This applies to copies only.

4. No Bid may be withdrawn for at least sixty (60) days after receipt of bids at 1:00 p.m. current

local time, on September 21, 2018.

5. Written questions may be directed to the Purchasing Division via email to:

[email protected]. The District will NOT ACCEPT any telephone

calls regarding any of the submittals and/or “short lists.” Under no circumstances should any firm

interested in providing the services identified in this Bid, their designees, or anyone affiliated with

their form, contact any other District employee or official during the Bid process, in an attempt

to lobby or influence the selection of a vendor pursuant to this Bid. No oral, telephonic,

telegraphic, or electronic modifications will be considered. All materials submitted are as is.

6. The Cleveland Metropolitan School District reserves the right to reject any and all Bids, to waive

any and all informalities or irregularities, and to disregard all non-conforming responsive

conditional bids.

7. Bidder understands and agrees that subsequent to submission of the Bid, any District resolution

authorizing the award of a contract or agreement does not vest any contractual rights in the

bidder.

8. Bidder understands and agrees that any such District resolution operates only to encumber

funds necessary for the project and does not create a binding contract.

9. Bidder further acknowledges and agrees that any such District resolution may be

revoked, at any time prior to execution of a formal, written contract.

10. Bidder acknowledges and agrees that it has no vested contractual right until such time as a

purchase order and contract have been issued.

11. Bidder further acknowledges and agrees that execution of a contract and issuance of a purchase

order is not a ministerial function, but is a formal requirement for acceptance of the bid.

12. Bidder must present evidence to the District, upon request, that they are fully competent and have the

necessary facilities, equipment and financial resources to perform the work required in the

Specifications within the time frame required.

13. Each and every page must have the bidder’s company name in the header or footer.

14. No binding of any kind should be used: use only binder clips. No staples, No paper clips, No binders, No

tabs should be used; use colored paper to separate Sections. Failure to comply with submission

formation may result in the submittal being disqualified.

15. Any and all changes must be initialed by the bidder.

16. The District reserves the right to award the bid in whole or in parts, by item, by group of items, to a

single vendor; or to multiple vendors, where such action serves the best interests of the District.

17. This Bid should be submitted before 1:00 p.m. current local time, September 21, 2018 to the Cleveland

Metropolitan School District, Cashiers Office of the Cleveland Metropolitan School District, 1111

Superior Avenue E, Suite 1800 Cleveland, Ohio 44114, the submission to include One (1) original, with

blue ink signatures, two (2) copies, and one (1) electronic format bid on a USB flash drive of the

following:

a. Completed Bid Form including evidence of State certification to perform the work

required.

b. Signed Acknowledgement for Instructions to Bidders.

c. Completed and notarized Bidder’s Qualification Form.

d. Signed Conflict of Interest Form

e. Completed and notarized Non-Collusion Affidavit.

f. Completed and notarized EOA Compliance Declaration documents.

g. Completed and notarized Diversity Business Enterprise Participation Forms.

h. Properly executed Affidavit and/or Company Board of Directors Resolution authorizing

certain person to sign legal documents such as the Bid Form, Bidder’s Qualification

Form, etc.

i. Completed Debarment Form

j. A certified check for 10% of the total amount of the bid payable to the Treasurer of the

Cleveland Metropolitan School District, or satisfactory bid bond executed by the bidder

and a Surety company shall be submitted with each bid on a form supplied by the

bondsman

18. Bidder shall not include Ohio Sales Tax in the price quoted. The Cleveland Metropolitan School District

will provide tax exempt certificate to the successful Bidder upon request.

19. SECURITY

Vendor’s workmen, foremen, other personnel, and subcontractors on CMSD sight will be required to meet

Cleveland Metropolitan School District security requirements. Contractor must issue personnel I.D. badges.

Any worker not complying with CMSD security requirements will immediately be ordered off project and

without prejudice or recourse to CMSD.

 Vendor agrees to successfully complete background checks on all of its employees, agents, and

subcontractors who provide services under this Agreement to CMSD facilities. Vendor agrees to

warrant that it will not at any time hire or utilize any individual to provide services under this

Agreement on CMSD premises where such person has been convicted of, or pleaded guilty to, any

criminal offense enumerated in O.R.C. 3319.39(B).

20. INSURANCE

The successful company, their subcontractors and suppliers of labor and/or materials for providing Repair

Services for the Cleveland Metropolitan School District, including organizations having personnel, equipment

and vehicles on District property, shall provide evidence of insurance as follows:

a. Commercial General Liability - including limited contractual liability

$1,000,000.00 Limit of Liability (per occurrence)

b. Automobile Liability - including non-owned, and hired

$1,000,000.00 Limit of Liability (per occurrence)

c. Workers Compensation - Workers compensation and employer’s

Insurance to the full extent as required

d. Professional Liability - By applicable law

$1,000,000/ $3,000,000 per occurrence/in the aggregate

This requirement must be fulfilled by the successful vendor providing the Purchasing Office of the CMSD with a

current Certificate of Insurance (standard ACORD form), showing the Board of Education of the Cleveland

Municipal School District as an additional insured (Certificate Holder does not constitute being an additional

insured), within five (5) days of Notice of Intent to Award Agreement. The certificates of insurance shall contain

a provision that the policy or policies shall not be canceled without thirty (30) days' prior written notice to

the District.

The required insurance must be provided by a company licensed by the State of Ohio, which company must be

financially acceptable to the Administration of the Cleveland Municipal School District

The District is not liable for vandalism which results in damage(s) to the property or vehicles of the Vendor. The

school District will not reimburse for private insurance deductibles for such vandalism.

 Vandalism damage is defined as damage resulting from criminal conduct for which an individual may

(but not necessarily be processed under the Ohio Revised Code

21. DIVERSITY BUSINESS GOAL

The Diversity Business and Vendor Contract Compliance Programs shall make every good faith effort to ensure

that certified diversity business enterprises in the Cleveland Metropolitan School’s relevant geographic market

area shall be afforded the maximum opportunity to compete for contracts, services, and purchases. The general

goals for diversity business participation are: 15% service, 20% goods and supplies, and 30% maintenance,

construction/repair.

Non-diversity vendors will have their diversity business participation counted toward their goal attainment only

with minority vendors who are certified and demonstrate previous experience in the respective business

classification of the prime contractor. Only direct participation in the subcontract will be counted toward

diversity business enterprise goal attainment.

The diversity business goal for this RFP is:

22. ADVERTISING

In submitting a bid, Vendors agree, unless specifically authorized in writing by an authorized representative of

CMSD on a case by case basis, that it shall have no right to use, and shall not use, the name of Cleveland

Metropolitan School District, its officials or employees, (a) in any advertising, publicity, promotion, nor (b) to

express or imply any endorsement of Agent’s services.

23. The term of this agreement will begin on immediately upon selection, approval and contract execution

through completion to the lowest responsive and responsible vendor. The Contract Documents consist

of the following:

a. All Purchasing Documents set forth in Part I herein;

b. Certified Purchase Order or Supplier Contract to be issued to Lowest Responsive and

Responsible Bidder;

c. Specifications herein;

d. Notice to Bidders;

e. Instructions to Bidders;

f. Bid Form;

g. Bid Guaranty;

h. All applicable addenda, attachments, and exhibits hereto.

The awarded Bidder shall perform all Work described in the Contract Documents, including without limitation,

all terms and conditions of the specifications contained herein or otherwise stated in the bid documents and

reasonably inferable therefrom by the Bidder as necessary to produce the results intended thereby for

specifications and scope of work requested herein by the District.

Bids will be evaluated, first, as responsive or non-responsive to the Bid specifications. A preliminary review will

be conducted of all bids submitted on time to ensure the bid adheres to the mandatory requirements specified

in the Bid. Bids that do not meet the mandatory requirements will be deemed non-responsive and may be

rejected. CMSD reserves the right to select the bid which most closely meets the requirements specified in the

Bid. Second, the bids will be evaluated based on the information presented in the bid. The Bid will be awarded

to the lowest responsive and responsible vendor

CMSD reserves the right to reject all bids and deviate from this purchasing process to utilize other purchasing

mechanisms available to the district under Ohio Law. Scope review and follow-up discussions with the apparent

low bidder may be requested. CMSD reserves the right to interview or to seek additional information related to

criteria already specified in the Invitation to Bid after opening the bids prior to issuance a certified Purchase

Order or Supplier Contract.

Section II: Acknowledgement

_____________________________________________

(Name of Company)

Hereby Acknowledges receipt of this Bid and the reading of these Instructions to Bidders. We further

agree that if awarded the contract, we will submit the required Performance Bond, if applicable, and/or

Insurance Certificate within five (5) days of written notification that the District has adopted a

resolution authorizing the encumbrance of funds for the project. We understand, however, that a

formal written contract, similar to the one contained in the Bid Package, will need to be executed and

purchase order issued by the District before we have any vested contractual rights. We agree to

commence the work as required herein and timely complete the project pursuant to the Specifications

by the date stated in the Notice to Proceed.

By:__________________________________________

(Name and Title)

Date: ______________________________

Section III: Vendor Request Form

VENDOR INFORMATION

VENDOR NUMBER

(IF APPLICABLE)

VENDOR NAME

ADDRESS LINE 1

ADDRESS LINE 2

CITY

STATE

ZIP

TELEPHONE NO.

FAX NO

Area Code

Number

Area Code

Number

E-MAIL ADDRESS

PRIMARY CONTACT PERSON

REMIT TO (IF DIFFERENT FROM ABOVE)

VENDOR NAME

ADDRESS LINE 1

ADDRESS LINE 2

CITY

STATE

ZIP

TELEPHONE NO.

FAX NO

(Area Code)

Number

(Area Code)

Number

PRIMARY SERVICE, PRODUCT, OR SPECIALTY:

NOTE: VENDOR NAME AND TAX ID NUMBER MUST BE AS FILED WITH THE INTERNAL

REVENUE SERVICE.

PLEASE INDICATE WHERE APPLICABLE

DIVERSITY BUSINESS ENTERPRISE:

YES

MINORITY BUSINESS ENTERPRISE:

FEMALE BUSINESS ENTERPRISE:

Section IV: Taxpayer ID Form

Section V: No Bid Form

RFP # 21255

THIS FORM ONLY NEEDS TO BE COMPLETED ONLY IF VENDOR IS NOT SUBMITTING A BID

To all Prospective Bidders/Proposers:

Each company or person receiving this packet has at some point in time requested to be placed on the

Bid list of the Cleveland Metropolitan School District for this product and/or service.

It is the intent of the District to update this list subsequent to the bidding cycle. Please note the

following and take action accordingly.

If you are making a bid/proposal this cycle, disregard the remainder of this letter. Your name will

remain on the active bidder list.

___________ (1) If you are not making a bid/proposal this cycle, but want to

remain on the active bidder’s list for future bids, place a check mark in

the box to the left. Complete the name and address Section below and

return this letter to Purchasing at the address below.

___________ (2) If you do not wish to remain on the active bidder’s list, place a

check mark to the left. Complete the name and address Section below

and return this letter to Purchasing at the address below.

Name of Company: ____________________________________________________________

Company Representative: _______________________________________________________

Address: _____________________________________________________________________

City, State: _______________________________________ Zip Code: ____________________

Telephone Number: ____________________________

Fax Number: _________________________________

Date: _______________________________________

Section VI: Conflict of Interest Form

Statement of Potential Conflicts of Interest

Vendor Name:

Primary Contact:

Address 1:

Telephone #:

Address 2:

Fax #:

City:

Email:

State, Zip:

Website:

Cleveland Metropolitan School District (CMSD) adheres to Ohio Ethics Law and strictly follows the opinion of the

Ohio Ethics Commission. As such, each vendor is requested to submit this statement declaring any potential

conflicts of interest in doing business with the District. Please answer the following two questions providing all

requested information.

1. Are any current Cleveland Metropolitan School District (CMSD) employees, Cleveland Board of

Education members, or any of their immediate family members, also members of the vendor’s board of

directors, hold any officer position with the vendor, or own any shares of any stock issued by the vendor?

Yes_____ No_____

If Yes, and if the CMSD employee, CMSD board member, or immediately family member is a member of the

vendor’s board of directors or holds an office with the vendor, please state the person’s name and position

with the vendor.

Name: ________________________________________

Position: ______________________________________

If Yes, and if the CMSD employee, CMSD board member, or immediate family member owns share of any

stock in the vendor organization or company, state the percentage of all outstanding company shares owned

by the CMSD employee or board member.

_______%

2. Are any current CMSD employees, CMSD board members, or any immediate family members also

employees of the vendor?

Yes_____ No_____

If Yes, please state the person’s name and provide a description of their job duties for the provider:

Name: _______________________________________________________________

Job Duties: ___________________________________________________________

If Yes, please describe the contact that the vendor will have with the CMSD employee or CMSD board

member in the course of providing services to the District:

___________________________________________________________________________

CERTIFICATION

I do hereby certify that the foregoing statements are true and accurate, and that my signature below attests

to the authenticity of my identity as the person actually signing this form. This document is not a contract.

In order for a binding Agreement to exist, a signed Agreement will be required prior to any legally binding

commitment by the District.

NOTARIZED STATEMENT

________________________________________________being duly sworn and deposes says

that he/she is the ___________________________________________________________of

(title)

_________________________________________________________, and answers to all the

(organization)

foregoing questions and all statements therein contained are true and correct.

__________________________________________________

(signature)

Subscribed and sworn before me this ______day of ____________, 20_____

Notary Public: ____________________________________________

My commission expires: ____________________________________

Section VII: Certificate of Debarment

Section VII: Certificate of Debarment Pg. 2

Section VIII: Addendum Acknowledgement Form

RFP #21255

Repair Services for Kitchen Equipment

Having read and examined the Request for Proposal Documents, including the specifications,

prepared by the Cleveland Metropolitan School District for the above-referenced Project, and the

following Addenda:

Addendum Number Date of Receipt

. .

Proposer: .

The undersigned Vendor proposes to perform all work for the applicable contract, in accordance with

the contract document for the proposed sums.

Signature: ____________________________________ Date: _______________________

Section IX: Bidder Qualifications Form

Bidder must answer all questions or attach a written explanation for each question.

BIDDER NAME: _____________________________________________________________________

ADDRESS: _________________________________________________________________________

CITY, STATE: ___________________________________________________ ZIP: ________________

CONTACT PERSON: __________________________________________________________________

TITLE: ____________________________________________________________________________

TELEPHONE: ( ) ____________________________ TOLL FREE: ( ) __________________

TAXPAYER IDENTIFICATION NUMBER: ___________________________________________________

1. What type of organization? (i.e. corporation, partnership, etc.)

2. How many years has your organization been in business?

3. How many years has your organization been in business under its current name?

4. List any other aliases your organization has utilized in the last two years and the form of Business

5. If you are currently a corporation, list the following:

a. State of incorporation

b. Date of incorporation

c. President’s name

d. Secretary’s name

e. Treasurer’s name

f. Statutory agent’s name

g. Name of shareholders, if less than 10

h. Principal place of doing business

6. If you are currently in a partnership, list the following:

a. Name and address of all general and limited partners.

b. Original name and date of organization’s inception

7. If you are neither a corporation nor a partnership, please describe your organization and list principals.

8. Are you legally qualified to do business in the State of Ohio?

9. Are you legally qualified to do business in Cuyahoga County and licensed by the City of Cleveland?

10. Has your organization ever been (i) declared by a customer to be in default under a contractor and/or

(ii) sued by a customer for failure to completely a contract or properly perform services in a timely

manner? If yes, please state where, when, and why.

11. Has your organization ever been cited by a local, county, state, or federal authority for violation of a

regulation or statute or failing to timely complete a contract in accordance with specifications? I yes,

please state date, agency, and final disposition.

12. Has your organization ever filed for bankruptcy? If yes, please state where, when and why?

13. On a separate sheet, list the major customers for whom your organization has provided this type of

equipment or service in the past five years. Include owner’s name and type of work performed.

14. Has your organization ever been sued by a supplier for failure to timely pay for materials or equipment

provided? If yes, please provide details.

15. What is the dollar limit of your firm’s General (CLS) Liability Insurance?

Name of insuring company: ______________________________________________

Policy number: ______________________________________________________

16. What is the dollar limit of your firm’s Automotive Liability Insurance?

Owned vehicles______________________________________________________

Non-Owned vehicles__________________________________________________

Name of insuring company______________________________________________

Policy number_______________________________________________________

17. List the name and address of every person having an interest in this RFP.

18. Has any federal, state or local government entity ever cited or taken any action against your organization

or any of its principals for failure to pay or remit any taxes including but not limited to income,

withholding, sales, franchise, or personal property taxes? If yes, please give name of agency, date and

amount of taxes overdue and resolution of the issue.

19. Is your organization and its’ principals current in payment of personal property taxes?

20. The prospective lower tier participant certifies, by submission of this RFP, that neither it nor its principals

is presently debarred, suspended, proposed, for debarment or suspension, declared ineligible, or

voluntarily excluded from participation in this transaction by any State and/or Federal Department or

Agency.

21. Where the prospective lower tier participant is unable to certify to any of the statements in this

certification, such prospective participants shall attach an explanation to this RFP.

Notarized Statement

_________________________________________________being duly sworn and deposes says

that he/she is the ____________________________________________________________of

(title)

__________________________________________________________, and answers to all the

(organization)

Foregoing questions and all statements therein contained are true and correct.

__________________________________________________

(signature)

Subscribed and sworn before me this ______day of ____________, 20_____

Notary Public: ________________________________________________________________

My commission expires: ________________________________________________________

Section X: State of Ohio Insurance

Section XI: Sample Certificate of Liability Insurance

Section XII: Non-Collusion Affidavit

This Affidavit must be executed and shall accompany the bid in order for the bid to be considered.

NON-COLLUSION AFFIDAVIT

State of Ohio, Cuyahoga County

_____________________________________________, being first duly sworn, deposes and says that

he/she is ___________________________________of _________________________________

of the party making the foregoing bid; that such bid is genuine and not collusive or sham; that said bidder has

not colluded, conspired, connived, or agreed, directly or indirectly, with any bidder or person, to put in a sham

bid, or that such other person shall refrain from bidding, and has not in any manner, directly or indirectly sought

by agreement or collusion, or communication or conference, with any person, to fix the bid price of affiant or

any other bidder, to fix any overhead, profit or cost element of said bid price, or of that of any bidder, or to

secure any advantage against the Board of Education of the Cleveland Metropolitan School District, or any

person or persons interested in the bid; and that all statements contained in said bid are true; and further that

such bidder has not, directly or indirectly, submitted this bid, or the contents thereof, or divulged information

or data relative thereto to any Association or to any member or agent thereof.

______________________________________

Affiant

Sworn to and subscribed before me this _______ day of _____________, 20______.

_________________________________________

Notary Public in and for Cuyahoga County, Ohio

My commission expires: _____________________

Section XIII: Diversity Business Enterprise Program and Participation Forms

PROGRAM OVERVIEW

It is the goal of the Diversity Business Enterprise (DBE) program to ensure the firms owned and/or controlled by

minorities and women have the opportunity to compete for any expenditure of funds including but not limited

to contracts, lease purchase, requisitions, and all forms of equipment, work services, materials, construction,

etc.

The DBE program shall make every good faith effort to ensure that certified DBE’s in the relevant Cleveland

Municipal School District geographic market have the maximum opportunity to bid for contracts. The Cleveland

Municipal School District geographic market is Cuyahoga, Summit, Lake, and Lorain counties.

The District has established goals for DBE participation in all contracts that it awards. The goals range from 15

to 30 percent and vary by the type of contract awarded:

 15% Service Contracts

 20% Goods and Supplies

 30% Maintenance/Construction Repair

A Diversity Business Enterprise encompasses Minority Business Enterprises (MBEs) and Female Business

Enterprises (FBEs).

A DBE is an enterprise in which minorities, African Americans, Native Americans, Hispanic or Latin Americans,

Asian Pacific Islander Americans, and/or women own at least 51% of the shares of stock or controlling interest.

A FBE is a female-owned enterprise with at least 51% of the shares of stock or controlling interest, which is held

by female.

A company may be in compliance with the District’s DBE program although the applicable numerical goal is not

met if a company makes a good faith commitment to comply with DBE regulations. The Purchasing Director

determines whether a company has made a good faith commitment.

DBE requirements under certain circumstances can be waived by the district with convincing proof of good faith

efforts.

TERMS AND CONDITIONS OF NOTICE AND REQUIREMENTS TO ENSURE DIVERSITY BUSINESS

ENTERPRISE (DBE) OPPORTUNITY

Definition of DBE: A Diversity Business Enterprise (DBE)

“Small Diversity business concern” means a small business concern that is at least fifty-one (51) percent

unconditionally owned by one or more individuals who are both socially and economically diverse, or a publicly

owned business that has at least fifty-one (51) percent of its stock unconditionally owned by one or more socially

and economically diverse individuals and that has its management and daily business controlled by one or more

such individuals. This term also means a small business concern that is at least fifty-one (51) percent

unconditionally owned by an economically diverse Indian tribe or Native Hawaiian Organization, or a publicly

owned business that has at least fifty-one (51) percent of its stock unconditionally owned by one of these

entities, that has its management and daily business controlled by members of an economically diverse Indian

tribe or Native Hawaiian organization.

1. “Socially diverse individuals” means individuals who have been subjected to racial or ethnic prejudice or

culture bias because of their identity as a member of a group without regard to their qualities as individuals.

2. “Economically diverse individuals” means socially diverse individuals whose ability to compete in the free

enterprise system is impaired due to diminished opportunities to obtain capital and credit as compared to

others in the same line of business who are not socially diverse. Individuals who certify that they are

members of named groups (African Americans, Hispanic Americans or Latin Americans, Native Americans,

Asian-Pacific Islander Americans, Subcontinent Asian Americans) are to be considered socially and

economically diverse.

Definition of FBE: Female Business Enterprise (FBE)

“Female-owned small business concern” means a small business concern:

1. Which is at least fifty-one (51) percent owned by one or more women; or, in the case of any publicly owned

business, at least fifty-one (51) percent of the stock of which is owned by one or more women and;

2. Whose management and daily business operations are controlled by one or more woman.

TERMS

1. DBE participation will be counted toward meeting the goals outlined in the notice as follows:

a. The total dollar value of a correct contract or subcontractor indirect subcontract awarded

toward a certified DBE will be counted toward the applicable goal.

b. In the case of a joint venture, certified by the Cleveland Municipal School District, the portion of

the total dollar value of the contract equal to the percentage of the ownership and control of

the DBE partner in the join vendor will be counted toward the applicable goal. (PLEASE RETURN

DBE FORM E)

c. Only expenditures to DBE that perform a commercially useful function in the work of a contract

or subcontract or indirect subcontract will be counted toward DBE goals. A DBE is considered to

perform a commercially useful function when it is responsible for execution of a distinct element

of work of a contract or subcontract and carries out its responsibilities by actually performing,

managing, and supervising the work involved. If a DBE contractor subcontracts a significantly

greater portion of the work of the contract than would be expected on the basis of normal

industry practices, the DBE is presumed not to be performing a commercially useful function.

The DBE may present evidence to rebut this presumption.

d. The total dollar value of materials and supplies obtained from DBE suppliers and manufacturers

will be counted toward DBE goals if the DBE assumes the actual and contractual responsibility

for the provision of the materials and supplies.

2. A bidder who fails or refuses to complete and return this Notice may be deemed a non-responsive bidder.

3. The contractor's goals as set forth in this Notice shall express the contractor's commitment to the percentage

of DBE utilization during the term of this contract. The contract shall be deemed to have met its commitment

for DBE utilization if the DBE utilization rate of the contractor meets the goals established by this Notice.

4. The contractor must receive the approval of the District before making substitutions for any subcontractors

listed in the Notice. Substitution of DBE is not allowed unless the contractor receives District approval.

5. The contractor's commitment to a specific goal is to meet the DBE objectives and is not INTENDED and shall

not be used to discriminate against any qualified company or group or companies.

6. The contractor's commitment to a specific goal for DBE utilization as required by this Notice shall constitute

a commitment to make every good faith effort to meet such goal by a subcontracting to or undertaking to

joint venture with DBE firms. If the contractor fails to meet the goal, it will carry the burden of furnishing

sufficient documentation as part of the bid response of its good faith efforts to justify a grant of relief from

the goals set forth in this Notice. Such justification will take the forms of a detailed report which will

document at least the following information:

a. Attendance at the pre-bid meeting, if any, scheduled by the District to inform DBE's of

Subcontracting opportunities under a given solicitation.

b. Advertisement in general circulation media, trade association publications, and minority-focus

media for at least twenty (20) days before bids or proposals are due. If twenty (20) days are not

available, publication for a shorter reasonable time is acceptable.

c. Written notification to DBE that their interest in the contract is solicited, and follow-up contact

to determine whether the DBE's were interested.

d. Efforts made to select portions of the proposed work to be performed by DBE in order to

increase the likelihood of achieving the stated goals.

e. Efforts to negotiate with DBE for specific sub-bid, including at a minimum:

i. The names, addresses, and telephone numbers of DBE's that were contacted.

ii. A description of the information provided to DBE regarding the plans and specifications

for portion of the work to be performed; and

iii. A statement of why additional agreements with DBE were not reached.

iv. Completion of (Form E) if DBE's are not involved in the RFP.

f. Concerning each DBE the supplier/contractor contacted but rejected as unqualified, the reasons

for the supplier's/contractor's conclusion.

g. Efforts made to help the DBE's contacted that needed assistance in obtaining required bonding,

lines of credit, or insurance.

h. Use of the services of minority community organizations, minority contractor's groups,

governmental minority business assistance offices, and other organizations that assist in the

recruitment and placement of DBE's.

7. Suppliers/contractors that fail to meet DBE goals and fail to demonstrate sufficient good faith efforts are not

eligible for contract awarded.

8. The District, through its Diversity Officer will review the contractor's minority business enterprise

involvement efforts during performance of this contract. Such review will include, but not be limited to,

contractor's quarterly statement of income from the District and what portion of said income went to the

DBE enterprise(s) as evidenced by affirmation of the DBE enterprise(s) which the contractor hereby agrees

to supply each quarter during the term of its contract with the District. If the contractor meets its goal or if

the contractor demonstrates that every reasonable effort has been made to meet its goal, the contractor

shall be presume to be in compliance. Where the Diversity Officer finds that the contractor shall be presume

to be in compliance. Where the Diversity Officer finds that the contractor has failed to comply with the

requirements of this Notice, said Diversity Officer shall inform the Purchasing Director who shall immediately

notify the contractor to take corrective action. If the contractor fails or refuses to comply promptly, then

the Purchasing Director, upon approval of the District, shall issue an order shopping all or part of the work

until satisfactory corrective action has been taken. No part of the time lost due to any such stop orders shall

be made subject of claim for extension of time or for excess costs or damages by the contractor. When the

District proceeds with such formal action it has the burden of proving that the contractor has not met the

requirements of coming forward and showing that it has met the good faith requirements of the Notice,

specifically including paragraph 7 hereof. Where the contractor is found to have failed to exert every good

faith effort to involve DBE in the work provided, the District may declare that the contractor is ineligible to

receive further District funds, whether as a contractor, subcontractor, or as a consultant, for a period of up

to three (3) years.

9. The contractor will keep records and documents for three (3) years following performances of this contract

to indicate compliance with this Notice. These records and documents, or copies thereof, will be made

available at reasonable times and places for inspection by any authorized representative of the District upon

request together with any other compliance information which such representative may require.

10. Bidders and contractors are bound by all requirements, terms and conditions of this Notice.

11. Nothing in this Notice shall be interpreted to diminish the present contract compliance review.

1: DBE Form A

Name of Firm: _____________________________________________________________________

Address: __________________________________________________________________________

City, State, Zip Code: ________________________________________________________________

Telephone Number: ______________________________

Type of Business (Product or Service):___________________________________________________

__________________________________________________________________________________

Date of Proposed Contract Award: _____________________________________________________

Amount of Proposed Contract Award: __________________________________________________

Diversity Business Enterprise Subcontractor(s):

__________________________________________________________________________________

Dollar Amount Subcontract Award: __________________________________

Percent of Subcontract Award: ______________________________________

D.B.E. Participation: _____________________ $______________________

F.B.E. Participation: _____________________ $______________________

Name of EEO Officer: ________________________________________________________________

________________________________________________________

(Signature of owner, partner, or authorized officer)

Name:__________________________________________________ Dated:____________________

(printed)

Title:______________________________________________________________________________

DO NOT COMPLETE BELOW THIS LINE

______Compliant ______Compliance Pending ________Non-Compliant

Compliance Date: ___________________

___________________________________________ __ ______________

(signature, DBE Department) (date)

2: DBE Form B

NOTICE OF REQUIREMENT TO ENSURE

DIVERSITY BUSINESS ENTERPRISE (DBE) OPPORTUNITY

Note: All eligible bidders for award of the contract should comply with the Requirements, Terms, and

Conditions of this Notice.

The undersigned bidder hereby agrees that the goal it has established for DBE participation in this

project through either subcontracting or entering into a joint Venture with DBEs in conformity with the

Requirements. Terms and Conditions of this Notice is a goal of thirty (30%) percent for a

construction/repair/ maintenance contract, twenty (20%) percent for a supply contract, and fifteen

(15%) for a service contract of the total contract amount of this project. In no event will the absence

of goals as stated above be deemed as compliance with the requirements, terms and conditions of this

notice.

In addition, the undersigned will complete and attach hereto the DBE (Form C) Schedule for DBE

participation, showing all DBE/FBE that will participate as subcontractors or joint ventures in this

contract and a DBE (Form D), DBE Letter of Intent form for each DBE/FBE listed on the Schedule.

Bidder: ________________________________________

Date: _________________________________________

By: ___________________________________________

Title: __________________________________________

Definition of DBE: A Diversity Business Enterprise (DBE)

"Small Diversity business concern" means a small business concern that is a least (51) percent

unconditionally owned by one or more individuals who are both socially and economically diverse, or

a publicly owned business that has at least (51) percent of its stock unconditionally owned by one or

more socially and economically diverse individuals and that has its management and daily business

controlled by one or more such individuals. This term also means a small business concern that is at

least (51) percent unconditionally owned by an economically diverse Indian tribe or Native Hawaiian

Organization, or a publicly owned business that has least (51) percent of its stock unconditionally

owned by one of these entities, that has its management and daily business controlled by members of

an economically diverse Indian tribe or Native Hawaiian Organization.

3: DBE Form C

SCHEDULE MBE/FBE PARTICIPATION

Project Name: ____________________________________________________________________

Name of Non-DBE Contractor: _______________________________________________________

Identification Number: _____________________________________________________________

Location: ________________________________________________________________________

Name of Minority Contractor: _______________________________________________________

Address: ________________________________________________________________________

City, State, Zip: ___________________________________________________________________

Type of work to be performed and work hours involved:

________________________________________________________________________________

Projected commencement and completion dates for work:

________________________________________________________________________________

Agreed price in dollars or percentage:

________________________________________________________________________________

The undersigned will enter into a formal agreement with DBE for work listed in this schedule conditioned

upon execution for a contract with the Cleveland Municipal School District

TO BE RETURNED WITH THE BID

__________________________________________________

Signature of Non-DBE Prime Contractor

Date: ________________________

4: DBE Form D

DBE LETTER OF INTENT

To: ___________________________________________________________________________

Non-DBE Prime or General Bidder

Project: _______________________________________________________________________

NON-DBE PRIME OR GENERAL BIDDER

The Undersigned intends to perform work in connection with the above-referenced project as

(check one):

 an individual  a corporation  a partnership  a joint venture

DBE status of the undersigned is confirmed in the Cleveland Municipal School District's DBE file of bona fide

enterprises with a certification date of: _____________________________________________

The Undersigned is prepared to perform the following described work in connection with the above referenced

project. Specify in detail particular work items or parts thereof to be performed:

at the following price or percent of contract: $________________________________________

You have projected the following commencement date of such work, and the undersigned is projecting

completion of such work as follows:

Items _______________________________________________

Projected Commencement Date ________________________

Projected Completion Date ____________________________

____________________________% (percent) of the dollar value of the subcontract will be sublet

and/or awarded to NON-DBE contractor (s) and/or NON-FBE SUPPLIERS. The undersigned will enter

into a formal agreement for the above work with you conditioned upon your execution of a contract

with the Cleveland Municipal School District.

______________________________ ____________________________________

Date Name of DBE Firm (where applicable)

________________________________________ ________________________________________________

Signature of DBE (where applicable) Signature of MBE Firm

(TO BE RETURNED WITH RFP)

______________________________ ____________________________________

Name of FBE Firm Signature of FBE Firm

5: DBE Form E

DBE Unavailability Certification

I, _____________________________________________,______________________________

Name Title

Of _____________________________________________________, certify that on_________

Date

I contacted the following DBE to obtain a Bid for work items to be performed on:

Board Project: __________________________________________________________________

Minority Contractor: _____________________________________________________________

Work Items Sought: _____________________________________________________________

Form of Bid Sought: _____________________________________________________________

Female Contractor: _____________________________________________________________

Work Items Sought: _____________________________________________________________

Form of Bid Sought: _____________________________________________________________

To the best of my knowledge and belief said minority business enterprise was unavailable (exclusive of the

unavailability due to lack of agreement on price) for work on this project or unable to prepare a bid for the

following reason (s):

___________________________________________________________________________________

____________________________________________________________________

________________________________________________ ____________________________

Signature, Non-DBE prime Bidder Date

__________________________was offered an opportunity to bid on the above-referenced work on

____________________________________ by ______________________________

Date Non-DBE Prime Bidder

________________________________________________

Signature, Non-DBE Prime Bidder

The above statement is a true and accurate account of why I did not submit a Bid on this project.

________________________________________

Signature, Non-DBE prime Bidder

6: DBE Form F

Non-Minority Prime Affidavit for DBE

STATE OF }

COUNTY OF } SS. AFFIDAVIT

The undersigned swear that the foregoing statements are correct and include all material information

necessary to identify and explain the items and operation of our subcontract and the intended participation

by each party in the undertaking. Further, the undersigned covenant and agree to provide to the Cleveland

Municipal School District current, complete, and accurate information regarding actual subcontract work

and the payments thereof, and any proposed changes in any of the subcontract arrangements and to permit

the audit and examination of the books, records and files of the subcontract or those of each party relevant

to the subcontract, by authorized representatives of the Cleveland Municipal School District. Any material

misrepresentation will be grounds for terminating any contract which may be awarded and for initiating

action under federal and state laws concerning false statements.

Name of Firm: ________________________________________________________________

Signature: ___________________________________________________________________

Name and Title: _______________________________________________________________

Date: _____________________________________

STATE OF }

COUNTY OF } SS.

On this __________day of ______________________________ 20_____, before me appeared

_______________________________________, to me personally known, who being duly sworn, did

execute the foregoing affidavit, and did state that they were properly authorized by

_____________________________to execute the affidavit and did so as their free act and deed.

(Seal)

Notary Public___________________________________

Commission expires______________________________

7: DBE Form G

(This form need not be completed if all join venture firms are diversity business enterprises)

1. Name of Joint Venture:__________________________________________________________

2. Address of Joint Venture:________________________________________________________

3. Phone Number of Joint Venture:___________________________________________________

4. Identify the firms which comprise this joint venture. (The DBE partner must complete DBE Form A or

have current DBE Certification)

_________________________________________________________________________________

a. Describe the roll of the DBE firm in the joint venture:____________________________

_______________________________________________________________________

b. Describe briefly the experience and business qualifications of each non-DBE Joint

Venture:________________________________________________________________

_______________________________________________________________________

5. Nature of Joint Venture’s Business:_________________________________________________

_________________________________________________________________________________

6. Provide a copy of the Joint Venture Agreement.

7. What is the percentage of DBE Ownership? DBE_____% FBE______%

8. Ownership of Joint Venture: (This need not be completed if described in the Joint Venture agreement

provided in response to question 6).

a. Profit and loss sharing:_________________________________________________

____________________________________________________________________

b. Capital contributions, including equipment:_________________________________

_____________________________________________________________________

c. Other applicable ownership interest:_______________________________________

_____________________________________________________________________

9. Control of and participation in this contract. Identify by name, race, and “firm” those individuals and

their titles who are responsible for day-to-day management and policy decision making, including, but

not limited to, those prime responsibility form:

a. Financial decisions:____________________________________________________

____________________________________________________________________

b. Management decisions, such as:

i. Estimating:______________________________________________________

ii. Marketing and Sales:______________________________________________

iii. Hiring and firing of management personnel:___________________________

_______________________________________________________________

iv. Purchasing of major items or supplies:________________________________

_______________________________________________________________

c. Supervision of field operations:____________________________________________

______________________________________________________________________

Note: If after complete the DBE Form B and before the completion of the joint venture’s work on any contract

awarded, there is any significant change in the information submitted, the joint venture must inform the

Cleveland Municipal School District, either directly or through the non-DBE prime subcontractor if the joint

vendor is a subcontractor.

8: DBE Form H

Non-Minority Prime Affidavit (Joint Venture)

STATE OF OHIO CUYAHOGA COUNTY AFFIDAVIT

The undersigned swear that the forgoing statements are correct and include all material

information necessary to identify and explain the items and operation of our subcontract and the

intended participation by each joint venture in the undertaking. Further, the undersigned covenant

and agree to provide to the Cleveland Municipal School District current, complete, and accurate

information regarding actual joint venture work and the payments thereof and any proposed changes

in any of the subcontract arrangements and to permit the audit and examination of the books, records

and files of the joint venture or those of each party relevant to the joint venture, by authorized

representatives of the Cleveland Municipal School District. Any material misrepresentation will be

grounds for terminating any contract which may be awarded and for initiating action under federal and

state laws concerning false statements.

______________________________________ ____________________________________

Name of Firm (Prime) Name of Firm (DBE)

______________________________________ ____________________________________

Signature Signature

______________________________________ ____________________________________

Name and Title Name and Title

______________________________________ ____________________________________

Date Date

STATE OF ] COUNTY OF ]SS.

On this ___________________________ day of _______________________ 20 ___, before me

appeared ___________________________________, to me personally known, who being duly sworn,

did execute the foregoing affidavit, and did state that they were properly authorized by

______________________________ to execute the affidavit and did so as their free act and deed.

(Seal) ________________________________________________

Notary Public

________________________________________________

Commission expires

Section XIV: EOA Contractual Declaration Forms

CMSD Affirmative Action Program

Vendor Contract Compliance, Procedures and Guidelines

Note: Please read carefully all of the information contained in these documents.

Pursuant to the Affirmative Action Policy Adopted by the Cleveland Municipal School District, the following

guidelines and procedures will be implemented to ensure that all vendors doing business with the District

are in compliance with Equal Employment Opportunity Standards.

A. SUBMISSION OF VENDOR EMPLOYMENT PRACTICE REPORT

All vendors and contractors who propose to provide goods, services, supplies, and equipment through

formal bids, informal bids, and contract term agreements are required to submit a Vendor Employment

Practice Report with each Bid. Approved status by the Vendor Employment Practice Report includes the

following documents which must be completed in their entirety and returned with the bid.

Please note, compliance approval consists of both DBE and Vendor Contract Compliance approval.

1. General Information Sheet (Form 1): Provides basic information on the vendor.

1a. SMSA/OR RECRUITMENT AREA: Indicates the relevant labor area in which your facility is located.

Designate the Standard Metropolitan Statistical Area, county, or city from which the facility can draw

applicants or recruit for most positions.

In making relevant labor area determinations, examine the statistics on racial, ethnic, and gender

composition of the Standard Metropolitan Statistical Area, county, or city surrounding your organization, as

well as other appropriate adjacent areas.

The relevant labor area should be the SMSA county or city with the highest population of minorities and

women.

1b. DEFINITION: As defined by the U.S. Bureau of the Census, SMSA is: “Except in the New England States,

a county or group of contiguous counties which contains at least one city of 50,000; in addition contiguous

counties if they are socially and economically integrated within the central city; in the New England States

towns and cities instead of counties. Each SMSA must include at least one central city.”

2. Compliance Declaration Form (Form 2) - The Agreement indicating the vendor is in compliance with

Equal Employment Opportunity requirements, will take affirmative action, and will comply with all Fair

Labor Standard practices.

3. Current Employment Data Form (Form 3) – Current personnel data indicating employees in each job

category classified by gender and race.

4. Existing Affirmative Action Program – If any and copies of any agreement between the vendor and the

Equal Employment Opportunity Commission, Office of Federal Contract Compliance Program or court

order pertaining to equal employment opportunity.

B. EVALUATION OF COMPLIANCE DATA

1. The Diversity Officer will evaluate data submitted by vendors who are recommended to receive District

bids and contracts. Vendors found in compliance with the District’s Equal employment opportunity

standards (Affirmative Action and DBE Program) will be placed on the approved vendor’s list.

2. In the event that a vendor is found not in compliance with the District’s equal employment opportunity

standards, the Diversity Officer will inform the Purchasing Director of the Reason(s) and ask that the

Purchasing Director not award the contract or bid to the vendor pending compliance. The Purchasing

Director of Manager of Diversity will inform the vendor of reason(s) for non-compliance. Vendors found

not in compliance will be given ten (10) business days from the time of notification by the Purchasing

Director or Manager of Diversity to submit an acceptable affirmative action program to the Diversity

Officer.

3. If the vendor which has been found not in compliance submits an acceptable affirmative action plan to

the Diversity Officer within ten (10) business days of notification, the vendor may be given conditional

approval.

C. AFFIRMATIVE ACTION PLAN

1. Vendor found not in compliance with the District’s equal employment opportunity standards are

expected to develop and implement affirmative action programs if they expect to be eligible to

successfully propose for District contracts.

2. While it is the vendor’s responsibility to develop an affirmative action program which will result in equal

employment opportunity for persons from all sectors of the community, the Officer in Charge of the

Diversity Program may refer prospective bidders to resources which may be of assistance in developing

affirmative action programs.

3. In the event that a vendor who has been awarded a District contract does not make satisfactory progress

toward goals in the affirmative action program, the District will not negotiate a new contract until the

vendor assures the Diversity Officer that significant progress will be made.

D. CONDITIONS UNDER WHICH BIDS MAY BE REJECTED OR CONTRACTS TERMINATED ON EQUAL

EMPLOYMENT OPPORTUNITY GROUNDS

1. Vendor fails to submit completed and signed EEO documents with bid or other requested information in a

timely manner.

2. The vendor is found not to be in compliance with EEO laws, regulations and District policy, and does not

have an acceptable Affirmative Action Program, or if the vendor has an acceptable Affirmative Action

Program but the Diversity Officer determines the vendor has not made satisfactory progress toward goals

in the plan and shows no promise of achieving the goals.

3. Any inconsistencies of misrepresentation of the facts in any of the requested information designed to

portray the vendor in a more favorable position with respect to Equal Employment Opportunity Compliance

will be grounds for cancellation of the contract by the Purchasing Director upon recommendation by the

Diversity Officer and confirmation by the Cleveland Municipal School District.

Form 1: Vendor Contract Compliance Form

Name of Firm: _________________________________________________________________

Address: ______________________________________________________________________

City, State, Zip Code: ____________________________________________________________

Telephone Number: _____________________________________________________________

Standard Metropolitan Statistical Area: _____________________________________________

Recruitment Area: ______________________________________________________________

Type of Business (product or service): _______________________________________________

Name of EEO Officer: ____________________________________________________________

Signature of Owner, Partner, or Authorized Officer: ____________________________________

Name (type or print):_____________________________________________________________

Date: _____________________________________ Title: _________________________________

Do not complete below this line

Status of Vendor:

___ Compliance ___ Conditional Compliance

___ Non-Compliance ___Compliance Pending

Comments: _______________________________________________________________________

_________________________________________________________________________________

Date: ________________________________ Signature: ___________________________________

Form 2: Compliance Declaration

The following must be filled out completely:

It is the policy of _________________________________________that equal employment opportunity be

afforded to all qualified persons without regard to race, religion, color, sex, national origin, age, or handicap.

In support of this policy, ____________________________________will not discriminate against any

employee or applicant for employment because of race, religion, color, sex, national origin, age, or handicap.

____________________________________will take affirmative action to insure that applicants are

employed and that employees are treated during employment without regard to race, color, sex, national

origin, age, or handicap. Such action will include, but not be limited to:

Recruitment, advertising, or solicitation for employment, hiring, placement, upgrading, transfer or

demotion, selection for training including apprenticeship rates of pay or other forms of compensation,

layoffs or termination.

The undersigned company states that they are of current applicable requirement pertaining to Fair Labor

Standards and Non-Discriminatory Practices of Federal, State, and Local Governments.

The undersigned further acknowledges that if the contract is awarded to the undersigned, that the

undersigned will comply with all Fair Labor Standard Practice.

_____________________________________________

(Name of Company)

________________________________________________ Date: _____________________

(Signature of Company Official)

STATE OF ( )

COUNTY OF ( )SS.

BEFORE ME, a Notary Public in and for said County and State personally appeared the above-named

Company ________________________________________by _________________________

Its ___________________________________, who acknowledged that they knowingly signed the aforesaid

instrument, and that the same is their free act and deed duly authorized and the free act and deed of said

company.

IN TESTIMONY WHEREOF, I have hereto set my hand and affixed seal at

__________________________, _____________________________________________, this

day of _________, 20______.

DESCRIPTION OF JOB CATEGORIES

OFFICIALS, MANAGERS, AND SUPERVISORS

Occupations requiring administrative personnel who set District policies, exercise overall responsibility of

the places, and direct individual departments or special phases of a firm’s operations includes: officials,

executives, middle management, plant managers, department managers, and superintendents, salaried

supervisors who are members of management, purchasing agents, buyers, and kindred workers.

PROFESSIONALS

Occupations requiring either college graduation or experience of such kind and amount as to provide

background. Includes: accountants and auditors, airplane pilots and editors, engineers, layers, librarians,

mathematicians, natural scientists, personnel and labor relations workers, physical scientists, physicians,

social scientists, teacher’s and kindred workers.

TECHNICIANS

Occupations requiring a combination of basic scientific knowledge and manual skill which can be obtained

through (about) two years of post high school education, such as that which is offered in many technical

institutes and junior colleges, or through equivalent on-the-job training. Includes: drafters, engineering

aides, junior engineers, mathematical aids, nurses, photographers, radio operators, scientific assistants,

surveyor of technical illustrators, technicians (medical, dental, electronic, physical sciences), and kindred

workers.

SALES WORKERS

Occupations engaging wholly or primarily in direct selling. Includes: advertising agents and salespersons,

insurance agents and brokers, real estate agents and brokers, stock bond salespersons, demonstrators, sales

persons, sales clerks, and kindred workers.

OFFICE AND CLERICAL

Includes all clerical-type work regardless of level of difficulty, where the activities are predominantly non-

manual, includes: bookkeepers, cashiers, collectors (bills and account), messengers and office clerks, office

machine operators, shipping and receiving clerks, stenographers, typists and secretaries, telegraph and

telephone operators and kindred workers.

CRAFTWORKERS (SKILLED)

Manual workers of relatively high skill level having a thorough and comprehensive knowledge of the process

involved in their work, exercise considerable independent judgment, and usually receive an extension period

of training. Includes: the building trades hourly paid foremen who are not members of management,

mechanics and repairers, skilled machine operators, compositors and typesetters, electricians, engravers,

job setters (metal), motion picture projectionists, pattern and model makers, stationary engineers, tailors

and kindred workers.

OPERATIVE (SEMI-SKILLED)

Workers who operate machine or processing equipment or perform other factory-type duties of

intermediate skill level which can be mastered in a few weeks and require limited training.

LABORERS (UNSKILLED)

Workers in manual occupations which generally require no special training. Perform elementary duties that

may be learned in a few days and require the application of little or no independent judgment. Includes:

garage laborers, car washers and greasers, gardeners (except farmers), ground-keepers, long-shore workers,

craftsperson and stevedores, lumber’s and wood chippers, laborers performing lifting, digging, mixing,

loading, and pulling operations, and kindred workers.

SERVICE WORKERS

Workers in both protective and non-protective service occupations. Includes: attendants (hospital and other

instruction, professional and personal service), barbers, and cleaners, cooks, guards, door keepers, stewards,

janitors, police officers and detectives, porters, food services, and kindred workers.

APPRENTICES

Persons employed in a program including work training and related instruction to learn a trade or craft which

is traditionally considered an apprentice, regardless of whether the program is registered with a Federal or

State agency.

Form 3: Employment Data Form

Please note this data may be obtained by visual survey or post-employment record. Neither visual surveys nor post-employment records are prohibited by any federal, state or local

law. All specified data is required to be filled in by District policy.

All EMPLPOYEES

MALES

FEMALES

Job Categories

TOALS

MALES &

FEMALES

MALES

FEMALES

WHITE

(NOT OF

HISPANIC

ORIGIN)

BLACK

(NOT OF

HISPANIC

ORIGIN)

ASIAN

AMERICAN

OR PACIFIC

ISLANDER

AMERICAN

INDIAN OR

ALSKAN

NATIVE

HISPANIC

WHITE

(NOT OF

HISPANIC

ORIGIN)

BLACK

(NOT OF

HISPANIC

ORIGIN)

ASIAN

AMERICAN

OR PACIFIC

ISLANDE

AMERICAN

INDIAN OR

ALSKAN

NATIVE

HISPANIC

OFFICIALS, MGRS &

SUPERVISORS

PROFESSIONALS

TECHNICIANS

SALES WORKERS

OFFICE/CLERICAL

CRAFTWORKERS (SKILLED)

OPERATIONS (SEMI-SKILLED)

LABORERS (UNSKILLED)

SERVICE WORKERS

APPRENTICES

TOTAL

Additional information (optional):

Describe any other actions taken which show that all employees are recruited, hired, or trained or promoted without regard to their

race, religion, color, sex, handicap, age or national origin. Use second sheet if additional space is needed:

The undersigned certifies that they are legally authorized by the bidder to make the statements and representations contained in this

report, and that they have red all of the foregoing statements and representations which are true and correct to the best of their

knowledge and belief.

FIRM OR CORPORATE NAME:

DATE:

SIGNATURE:

TITLE:

SECTION VII: EMPLOYMENT DATA FORM

Section XV: Supplier Contract Sample

CMSD SUPPLIER CONTRACT

(DO NOT COMPLETE)

This agreement is made on this

day of

201_, by and between

Supplier Name

Address, City, State, Zip

(“Supplier”) and THE CLEVELAND MUNICIPAL SCHOOL DISTRICT, 1111 Superior Ave.

E. Suite 1800, Cleveland, Ohio 44114 (the “District”), and is for the purpose described below.

1. CONTRACT PURPOSE. The purpose of this contract is:

(State

Purpose)

by providing the following: (list all equipment, supplies, goods, services and deliverables

to be provided):

The District’s request for proposal, and the Supplier’s bid or proposal, are incorporated herein

as if fully re-written.

2. TERM. This Agreement shall commence on the date executed by the second of the Parties to

sign this instrument and shall terminate on acceptance of all equipment, supplies, goods,

services and

deliverables described above and no later

than

(Date);

provided, however, that the District may terminate this Agreement without obligation and

without cause by giving fourteen (14) days written notice to the Supplier under the Termination

for Convenience clause below.

3. COMPENSATION. Subject to the terms and conditions of this Agreement, the District agrees

pay the Supplier an amount not to exceed:

Dollars ($

spell out dollar amount

numeric dollar

amount

4. PAYMENT FOR THIS CONTRACT SHALL BE:

Dollars ($

spell out dollar amount

numeric dollar

amount

payable as follows (state payment terms):

Payment rendered may be within ninety (90) days after the District receives an invoice from

the Supplier together with a detailed summary of the equipment, supplies, goods, services and

deliverables provided.

Supplier will submit periodic invoices describing any services, equipment, supplies, goods,

and deliverables provided, the amount of each service or item, and any documentation and

program reports requested by the District to prove that the service was actually provided.

Failure to provide proof of the service actually being provided, upon the District’s request,

shall excuse the District of paying for the invoiced services.

Supplier is not entitled to payment of contract proceeds if equipment, supplies, goods, services

and deliverables under this Agreement are no longer needed, required, requested, received, or

should this Agreement be terminated by the District with or without cause.

The District’s obligations as to payment remain conditioned upon Supplier providing

equipment, goods, supplies, services and deliverables in accordance with this Agreement in a

reasonably prudent manner. Should the Supplier fail to provide equipment, goods, services and

deliverables in accordance with this Agreement either in full or in part, the District maintains

the right to refuse future payments, as well as the right to recoup payments already tendered

for any services that have been performed or any defective item provided. The District is not

liable in any manner for expenses incurred by the Supplier through its utilization of third-party

Suppliers or Contractors.

5. FUNDING SOURCE.

FD_

Fund

Cost Center

Function

Spend

Category

Program

Additional

Worktags

Additional

Worktags

6. INDEMNIFICATION AND HOLD HARMLESS. The Supplier shall indemnify, defend,

and hold harmless the District, all of its members, officers, employees, and agents, from and

against any and all liability (whether real or asserted), claims, demands expenses, costs

(including legal fees), and causes of action of any nature whatsoever for injury or death of

persons, or damage or destruction of property which may result from or arise out of the

negligence or intentional misconduct of the Supplier or its employees, officers, or agents, in

the course of the Supplier’s performance of this Agreement or the Supplier’s failure to perform.

This indemnification and hold harmless obligation survives the term of this Agreement.

7. INDEPENDENT CONTRACTOR STATUS. Supplier and the District acknowledge and

agree that Supplier is an independent Contractor and has no authority to bind the District or

otherwise act as a representative of the District. The District will provide no benefits such as

health insurance, unemployment insurance, or worker’s compensation insurance to

Independent Contractor. Independent Supplier will be responsible for payment of all federal,

state and local income taxes, unemployment and worker’s compensation coverage’s.

8. AMENDMENT/MODIFICATION. No amendment or modification of this Agreement, and

no waiver hereunder, shall be valid or binding unless set forth in writing and signed by each

party.

9. CONFIDENTIALITY/OWNERSHIP. The Supplier agrees that all financial, statistical or

proprietary information provided by the District or any information that the Supplier may

acquire, directly or indirectly, if any, which relates to the District will be kept confidential and

not used by or released to any third party or parties without the prior written consent of the

District. The Supplier further agrees that any written material, (e.g., report, study, etc.),

developed for the District shall be property of the District, and the District shall be entitled to

obtain copyrights or any similar such protection for any deliverables furnished by the Supplier

under the terms of this Agreement, and that any such materials be considered a “work-for-

hire.”

10. NO DAMAGES FOR DELAY. The District shall not be held responsible for any loss,

damage, costs, or expenses sustained by the Supplier as the result of any project delays,

disruptions, suspensions, work stoppages, or interruptions of any kind, whether reasonable or

unreasonable or whether occasioned by changes ordered in the work or otherwise caused by

an act or omission of the District, its agents, employees, or representatives, or by any cause

whatsoever beyond the control of the Supplier.

11. FINDINGS FOR RECOVERY/ DEBARMENT OR SUSPENSION. [ATTACH

CERTIFICATION FROM AUDITOR OF STATE’S WEBSITE AND FEDERAL SYSTEM FOR AWARD

MANAGEMENT (SAM) WEBSITE]

https://ohioauditor.gov/findings/Certified/default.aspx

http://www.sam.gov/portal/public/SAM/

Supplier represents that it has no unresolved findings for recovery against it by the Ohio

Auditor of State or any notice of debarment or suspension from any Federal Agency. The

District may terminate this contract at any time if the Supplier or any of its directors or officers

is found at any time to have any unresolved findings for recovery by the Auditor of State or

any notice of debarment or suspension from any Federal Agency.

12. CRIMINAL BACKGROUND CHECK. Supplier agrees to successfully complete a criminal

background check on any of its employees who provide services under this Agreement in the

school district and who are required by Ohio Revised Code Section 3319.39, 3319.31 or

3319.392, as amended. A copy of all such background checks shall be provided by the Supplier

to the District at the Supplier’s expense.

13. DISCRIMINATION. Supplier certifies that it does not discriminate and covenants that it shall

not discriminate on the basis of race, religion, marital status, color, national origin, sex, age,

disability or any other classification protected under federal, state, or local law.

14. PERSONNEL. Upon the District's request, and in its sole discretion, Supplier shall replace

personnel, if any, assigned by Supplier.

15. LABOR DISPUTE. If the Supplier has knowledge that any actual or potential labor dispute

is delaying or threatens to delay the timely performance of this contract, the party shall

immediately give notice, including all relevant information, to the District.

16. PROMPT PAYMENT DISCOUNT. If the Supplier offers a prompt payment discount on

any other contract, public or private, then the District shall be extended the same discount on

this contract and shall be so notified of the existence of the discount and the terms thereof.

17. DAMAGE TO BUILDINGS, EQUIPMENT, AND VEGETATION. The Supplier shall use

reasonable care to avoid damaging existing buildings, equipment, and vegetation on the

District premises. If the Supplier’s failure to use reasonable care causes damage to any District

property, the Supplier shall replace or repair the damage at no expense to the District as the

District directs. If the Supplier fails or refuses to make such repair or replacement, the Supplier

shall be liable for the cost, which may be deducted from the contract price.

18. TIME. Time is of the essence in the performance of this contract.

19. NOTICE OF BANKRUPTCY. If the event Supplier enters into proceedings relating to

bankruptcy, whether voluntary or involuntary, the Supplier agrees to furnish, by certified mail

or electronic commerce method authorized by the contract, written notification of the

bankruptcy to the District Office responsible for administering the contract. This notification

shall be furnished within five days of the initiation of the proceedings relating to bankruptcy

filing. This notification shall include the date on which the bankruptcy petition was filed, the

identity of the court in which the bankruptcy petition was filed, and a listing of District contract

numbers and contracting offices for all District contracts against which final payment has not

been made. This obligation remains in effect until final payment under this contract.

20. PAYMENT OF MONEYS DUE DECEASED SUPPLIER. If the Supplier dies or is

dissolved prior to completion of this Agreement, any moneys that may be due to Supplier from

the District for services rendered prior to the date of death or dissolution shall be paid to

Supplier’s executors, administrators, heirs, personal representative, successors, or assigns or

as may be directed by an order of a Probate Court.

21. AVAILABILITY OF FUNDS. The Parties acknowledge and agree that the District is a

governmental entity and due to statutory provisions cannot commit to the payment of funds

beyond its fiscal year (July 1, through June 30). If funds are not allocated for the Services that

are the subject of this Agreement following the commencement of any succeeding fiscal year

during which this Agreement may continue, the District may terminate this Agreement without

liability for any termination charges, fees, or penalties, at the end of its last fiscal period for

which funds were appropriated. The District shall be obligated to pay all charges incurred

through the end of the last fiscal period for which funds were appropriated. The District shall

give the Service Supplier written notice that funds have not been appropriated (a) within a

reasonable time after the District receives notice of such non-appropriation; and, (b) at least

fourteen (14) days prior to the effective date of such termination.

22. RECORDS. The Supplier shall maintain all records pertaining to this Agreement on file for

not less than ten (10) years and until any audit issues are resolved and to make such records

available to the District, or any other duly authorized representative, upon request except if

this is a federally funded contract.

If this is federally funded, the Supplier shall comply with all federally required records

retention rules, regulations and laws and shall allow access as required by local, state or federal

law, rules, regulations or ordinances.

23. DEFAULT. Any of the following events constitute default by the Supplier:

a. Non-performance of any term, covenant, or condition of this Agreement by the

Supplier within the time provided; or

b. Any act of insolvency by the Supplier or the filing of any petition under any bankruptcy,

reorganization, insolvency, receivership, or moratorium law, or any law for the relief

of, or relating to debtors; or

c. The filing of any involuntary petition under any bankruptcy statute against the Supplier

or the appointment of any receiver or trustee or to take possession of the property of

the Supplier; or

d. Failure of the Supplier to pay a third party(ies) resulting in any claim(s) against the

District or the filing of Liens on Public Funds; or

e. Failure to maintain the required insurance or equipment as well as failure to provide

qualified/licensed personnel or quality and safe vehicles.

24. EFFECT OF DEFAULT. In the event of any default by the Supplier, the District may do any

one or all of the following:

a. Terminate the contract and withhold funds due, if any to satisfy any third-party claims;

b. Sue for and recover all damages arising out of the Supplier’s default;

c. Cure the default and obtain reimbursement and cover from the Supplier.

d. Exercise any other rights available to it in law or equity.

25. WAIVER OF DEFAULT. If the District consents to or waives the breach of any provision

of covenant in this Agreement, such waiver shall not constitute a waiver of such provisions or

covenant as to the future, and the District shall not be estopped from later enforcing any

provision or covenant it may have previously waived or elected not to enforce; nor shall such

waiver have any effect on the enforcement of any other provision of this contract.

26. TERMINATION FOR CONVENIENCE OF DISTRICT. The District may terminate this

Agreement at its option without obligation upon fourteen (14) days written notice to the

Supplier. The District may terminate this Agreement for any reason or no reason at all.

27. EFFECT OF TERMINATION FOR CONVENIENCE. If the District terminates this

Agreement for its convenience, then the District shall only remit payment to the Supplier for

work performed up to the date of termination. In no event shall the Supplier be entitled to lost

or anticipatory profits.

28. MISCELLANEOUS.

a. Supplier represents and warrants that she possesses the qualification and personnel, if

required, to provide the services agreed to herein.

b. Neither party may assign, modify, or sub-contract this Agreement, or any right or

interest herein, without the prior written consent of the other party.

c. This Agreement shall be binding upon and inure to the benefit of the Parties, their

successors, and permitted assigns.

d. To the extent that the terms of this Agreement materially conflict with or render

ambiguous any provision of the Supplier’s (Bid/Proposal), the terms of this Agreement

shall govern.

e. The paragraph headings are for convenience only and shall not effect the interpretation

of this Agreement.

f. This validity, construction of this Agreement shall be determined in accordance with

the laws of the State of Ohio.

g. The Supplier and all subcontractors shall comply with all local, state and federal laws,

rules, regulations and ordinances.

h. No travel expense reimbursement is authorized unless specifically stated in this

contract. If so stated, the meals, travel, and lodging are reimbursable only in strict

compliance with the Ohio Auditor of State Technical Bulletins, Guidance and Rules

and Regulations and, if this contract is federally funded in whole or in part, in strict

compliance with all rules, regulations and guidance of the U.S. Office of Management

and Budget and any other federal office or agency having jurisdiction over federally

funded contracts.

i. This Agreement contains the entire agreement between the parties with respect to the

services to be provided hereunder, and there are no representations, understandings or

agreements, oral or written, which are not included herein.

29. CONFLICT OF INTEREST. The Supplier represents that he/she is not an employee or board

member of the Cleveland Municipal School District. The Supplier further represents that no

employee or board member of the Cleveland Municipal School District has any ownership

interest in or fiduciary duties to the Supplier or any of its parent affiliations and is not on the

board of directors of the Supplier or hold any officer position with the Supplier. The District’s

signatory to this agreement represents that neither he/she or any family member have any

ownership interest in or fiduciary duties to the Supplier or any of its parent affiliations and are

not on the board of directors of the Supplier or hold any officer position with the Supplier.

CONTRACT MUST BE APPROVED BY CMSD LEGAL DEPARTMENT PRIOR TO

SIGNATURE

Approved as to form:

___________________________________

Law Department

Cleveland Municipal School District

DATE: _____________________________

******************************************************************************

NOTICE TO SUPPLIERS

GOODS AND/OR SERVICES ARE NOT TO BE PROVIDED UNTIL AFTER THE

CONTRACT HAS BEEN SIGNED BY A DULY AUTHORIZED REPRESENTATIVE OF

THE DISTRICT AND A CERTIFIED PURCHASE ORDER AND/OR CONTRACT

NUMBER HAS BEEN ISSUED TO THE SUPPLIER.

THE CLEVELAND MUNICIPAL SCHOOL DISTRICT IS NOT OBLIGATED TO PAY

FOR GOODS AND/OR SERVICES PROVIDED PRIOR TO THE DATE THIS

CONTRACT HAS BEEN SIGNED BY AN AUTHORIZED DISTRICT

REPRESENTATIVE.

******************************************************************************

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by them

or their authorized representatives as of the day and year first above written.

(SUPPLIER NAME) CLEVELAND MUNICIPAL SCHOOL

DISTRICT

BY:

TITLE:

Supplier

TITLE:

DATE:

Part 2: Specifications and Bid Form

#21255

Repair Services for Kitchen Equipment

FOR THE

CLEVELAND METROPOLITAN SCHOOL DISTRICT

Section A: Specifications

CHECKOFF SHEET

REPAIR SERVICES FOR KITCHEN EQUIPMENT

YES NO

1. ACKNOWLEDGEMENT FORM   

Completed, Signed and Attached

2. BIDDERS QUALIFICATION FORM  

Completed, Signed and Attached



3. CONFLICT OF INTEREST  

Completed, Signed and Attached

4. DISCLOSURE STATEMENT 

Completed, Signed and Attached   

5. NON-COLLUSION AFFIDAVIT FORM

Completed, Notarized, and Attached  

6. AFFIDAVIT

Completed, Notarized, and Attached  

7. E.O.A. FORMS

Completed, Notarized, and Attached  

8. DBE FORMS

Completed, Notarized, and Attached  

9. STATE OF OHIO DEPARTMENT OF INSURANCE  

CERTIFICATE OF COMPLIANCE

(when using a Bonding Company) Attached  

10. COMPLETED PROPOSAL FORM  

Completed, Signed and Attached

11. CERTIFICATION AND/OR LICENSES FOR EXPERIENCE

 

12. PROOF OF INDUSTRIAL/COMMERCIAL EXPERIENCE  

(atleast 5 years)

13. VERIFIABLE PROOF OF QUALIFICATIONS AND  

REFERENCES

14. CERTIFICATION REGARDING DEBARMENT OR SUSPENSION

Completed, Signed and Attached  

REQUEST FOR PROPOSAL #21255

REPAIR SERVICES FOR KITCHEN EQUIPMENT

SPECIAL INSTRUCTIONS

SUBMISSIONS:

Vendors must use the Proposal Form(s) included in this proposal package for their

submission(s).

QUESTIONS & ANSWERS:

Vendors are NOT to contact District employees regarding this RFP. The only acceptable form of

contact will be as follows:

1. All questions and/or concerns must be submitted in writing

2. Written questions are to be Submitted via E-mail to:

[email protected]

Answers and responses will be sent to the vendor in writing, and later compiled in an

Addendum, if required, or will be posted on the District’s Website:

clevelandmetroschools.org/purchasing for all interested vendors. The District will not be liable for

any misinformation given to vendors who do not adhere to this procedure. The deadline for

submission of written questions and/or concerns is 12:00 PM, current local time, on September

14, 2018. The District will not respond to any communications received after this cut-off day

and time. No exceptions will be allowed due to malfunctioning equipment belonging to either

the vendor or the District.

CONTRACT TERM:

Awarded vendors will be notified in writing and sent a Term Agreement for signature. Vendors

must respond to these letters and Agreements for their contract to be effective. Please be sure

to indicate the proper name and title of person who is to receive these forms, and that this

person can legally bind the company to a contract, (See “Instructions to Proposers”; page 6;

Item 12; sub-section g. An original copy of the Agreement, countersigned by the District, will be

returned to the Vendor for their records. The initial contract period will be for one (1) year

commencing November 1, 2018 and terminating October 31, 2019. The District will have the

option to offer each awarded contractor two (2) one-year renewal options at the termination of

each contract period November 1, 2019 to October 31, 2020 and November 1, 2020 to October

31, 2021, which will be under the same terms and conditions as the original contract and for

the price; discount; or rate as stated in this proposal package.

REQUEST FOR PROPOSAL #21255

REPAIR SERVICES FOR KITCHEN EQUIPMENT

The Cleveland Municipal School District’s Food and Child Nutrition Services is currently seeking

proposals from qualified companies for providing emergency commercial/industrial repair

services AND PREVENTATIVE MAINTAINENCE for all kitchen equipment, inclusive but not

limited to; freezers, refrigerators, ovens (gas and electric), milk coolers, steam tables, kettles,

fryers, slicers, and warming cabinets, on an "as needed" basis.

I. Estimated Volume of Work:

The estimated volume for emergency repair services work is approximately $

300,000.00 annually, which will be distributed among contractors meeting District and

Food and Child Nutrition Services qualifications to make repairs to specific kitchen

equipment.

AS WELL AS PREVENTATIVE MAINTAINENCE THAT WILL BE ARRANGED WITH

CONTRACTORS AFTER AWARDS ARE MADE.

A list of current brands of kitchen equipment at various sites is listed on page S-3.

II. Agreement Period:

Twelve months beginning November 1, 2018 and expiring October 31, 2019.

Two (2) one-year options, at the District's discretion, under the same terms and

conditions as the original contract year:

 November 1, 2019 through October 31, 2020

 November 1, 2020 through October 31, 2021

III. Description of Services:

Emergency commercial/industrial repairs for kitchen equipment, inclusive but not

limited to: electrical, mechanical and refrigeration systems on an "as needed" basis.

IV. Qualifications:

All service personnel must be properly licensed and certified per established industry

standards. Proof of certification and/or license must be submitted with proposal.

Proof of industrial and/or commercial experience for at least five (5) years and

references must be submitted with proposal. In lieu of five (5) years experience

providing this service, verifiable proof of qualifications and references must be

submitted.

Must be able to respond within four (4) hours of request for service, or sooner if

possible.

Proof of commercial general liability insurance with coverage limits of not less than one

million dollars ($1,000,000.00) and automobile liability insurance with a liability limit of

not less than one million dollars ($1,000,000.00), must be submitted with the proposal

and maintained throughout the life of the contract. The service contractor shall provide

the District with evidence of the same in accordance with the specification on file at the

District. Proof of Workers' Compensation certificates must also be submitted with the

proposal.

V. Additional Specifications:

Proposal must also include:

 A complete description and scope of services the company is able to provide.

 List of brands of equipment company is authorized to service

 A fixed hourly rate schedule for skilled labor for regular time, overtime (after

hours and weekends) and premium time (holidays).

 A fixed hourly rate schedule for general labor for regular time, overtime

(after hours and weekends) and premium time (holidays).

 Terms and conditions of general warranties covering work performed.

 Materials cost plus percentage of mark-up.

 ALL AWARDED COMPANIES MUST BE IN COMPLIANCE WITH THE DISTRICTS

DIVERSITY BUSINESS ENTERPRISE AND AFFIRMATIVE ACTION POLICIES.

REQUEST FOR PROPOSAL #21255

REPAIR SERVICES FOR KITCHEN EQUIPMENT

Repair Service Workorder

The contractor shall supply signed documentation from the Person-in-Charge (kitchen

manager at each site), verifying when the work was complete. This documentation shall

accompany the invoice. If the signed verification is not received with invoice, payment

will be withheld until such proper documentation has been received.

The Cleveland Municipal School District reserves to right to reject any and all proposals.

The District also reserves the right to negotiate hourly rates and materials percentage

mark-ups with qualified contractors.

Current Brand Names of Equipment

The following is a list of kitchen equipment currently at CMSD schools.

Beverage Merchandiser- Federal, Hussmann, Regal Pinnacle

Cold Table-Duke, Randell, Servo Lift Eastern

Cold Holding Cabinet-Cres Cor, Carter Hoffmann, FWE

Combi Ovens-Alto Shaam, Convotherm

Convection Ovens-Southbend, Blodgett, Montague

Convection Steamer-Groen, Cleveland Range, Winston

Garbage Disposal-Hobart, In Sink Erator, Salvajor

Heat Lamp-Eagle Group, Cres Cor, Hatco

Hot Holding Cabinet-Cres Cor, Carter Hoffmann, FWE

Kettle-Groen, Cleveland Range, Market Forge

Milk Cooler-Beverage Air, Norlake, Continental

Mixer-Hobart, Berkel, Vari

Roll-in Freezer-Traulsen, Victory, Delfield

Roll-in Hot Holding Cabinet-Carter Hoffmann, Royalton

Roll-in Oven-Carter Hoffmann, Royalton, Blodgett, Crown-X

Roll-in Rack-Cres Cor, Metro, Kelmax

Roll-in Refrigerator-Traulsen, Victory, Delfield

Slicers-Hobart, Berkel, Globe

Steam Table-Duke, Randell, Servo Lift Eastern

Walk-in Freezer-Kolpak, W. A. Brown, Harford

Walk-in Refrigerator-Kolpak, W. A. Brown, Harford

Washer/Dryer-General Electric, Frigidaire, Whirlpool

Section B: Bid Form

RFP #21255 PROPOSAL FORM

REPAIR SERVICES FOR KITCHEN EQUIPMENT

The undersigned proposes to provide emergency commercial/industrial repair services for kitchen

equipment at various sites of the Cleveland Municipal School District on an “as needed” basis, and

in accordance with the specifications and to the entire satisfaction and acceptance of the Food and

Child Nutrition Services of the Cleveland Municipal School District, for the period from November 1,

2018 and terminating October 31, 2019 with two (2) one-year renewal options at the termination of

each contract period November 1, 2019 to October 31, 2020 and November 1, 2020 to October 31,

2021, under the same terms and conditions as the current contract period and for the following

price(s) Vendor agrees to hold firm fixed pricing for ninety (90) days from due date of proposals,

September 21, 2018.

November 1, 2018 through October 31, 2019

JOB CATEGORY:

SKILLED LABOR

RATE

JOB CATEGORY: GENERAL

LABOR

RATE

HOURLY RATE

OVERTIME RATE

PREMIUM RATE

SERVICE CALL CHARGE

XXXXXXXXXXXXXX

XXXXX

COST OF MATERIAL MARK-UP

XXXXXXXXXXXXXX

XXXXX

RENEWAL OPTION YEARS

ESTIMATED PERCENTAGE OF

RATE INCREASE

November 1, 2019 through October 31,

2020

XXXXXXXXXXXXXX

XXXXXX

November 1, 2020 through October 31,

2021

XXXXXXXXXXXXXX

XXXXXX

Vendors must complete the signatory requirement below

COMPANY NAME: _________

REPRESENTATIVE: _________

PRINT (TITLE)

SIGNATURE: _________

ADDRESS: ____________________________________

CITY:__________________________________________ STATE:_______________________

TELEPHONE: ( ) _____________ FAX NO: ( )

E-MAIL ADDRESS: ______________ DATE: ____________