City of Columbus Solicitation Number: SA005705

Request for Proposals for:

Facilities – Routing Optimization System

Department of Public Service

Capital Improvement Project No: 590130 - 100030

Version Dated: December 24, 2014

Response Due Date and Time:

February 6, 2015

1:00 PM Eastern Time

Submit Electronic Proposal Package to:

DPSRFP@columbus.gov

PROPOSAL SIGNATURE FORM

This page, signed by an officer of the offering firm or a designated agent empowered to bind that entity in a contract with the Department of Public Service, should accompany each proposal submitted for consideration.

I, the undersigned, having carefully examined the Request for Proposals (RFP), propose to furnish services in accordance therewith as set forth in the attached proposal.

I hereby certify that, to the best of my knowledge, this submission is complete and all statements made therein are true and accurate.

I also affirm I am duly authorized to sign and submit this response on behalf of the Offeror named below.

I further acknowledge that by signing this form I am representing that, in the event this proposal is accepted, the Offeror is willing and able to execute a contract in the form shown in the RFP, with the understanding that the scope and compensation provisions will be negotiated and included in the final contract.

By my signature below, I attest that I have read, understand and agree to the terms, conditions and requirements set forth in the RFP, including, but not limited to: the Department’s standard contract terms and conditions and any special terms and conditions incorporated in the solicitation documents.

Failure to sign and return this form may result in the rejection of the accompanying proposal.

OFFEROR INFORMATION: OFFEROR (Company Name): ______________________________________________________________ ADDRESS: ____________________________________________________________________________ CITY, STATE, ZIP: _______________________________________________________________________ PHONE: _________________________ EMAIL: _____________________________________________ AUTHORIZATION TO PROPOSE:

_________________________________________ ________________________________ Signature (Manually signed in ink) Date

__________________________________________ ________________________________ Printed Name Title

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TERMS AND CONDITIONS FOR CONSULTANTS INFORMATION FOR CONSULTANTS SUBMISSION OF PROPOSAL Proposals must be submitted according to this proposal form. ACCEPTANCE AND REJECTION This proposal submitted by the consultant to the City of Columbus will be accepted or rejected within a period of 180 days from proposal due date. The City reserves the right to waive technicalities, and to request new proposals (rebid) on the required material. Each invitation for Bids, Request for Statements of Qualifications, and Request for Proposals issued by the City shall state that the Bid or Request may be cancelled and that any bid or proposal may be rejected in whole or in part when it is for good cause and in the best interests of the City. WITHDRAWAL OF PROPOSALS Consultants may withdraw their proposals at any time prior to the time specified in the advertisement as the closing time for the receipt of proposals. However, no consultant shall withdraw or cancel his/her proposal for a period of 180 calendar days after said advertised closing time for the receipt of proposals. APPLICABLE LAWS The Revised Code of the State of Ohio, the Charter of the City of Columbus, and all City ordinances insofar as they apply to the laws of competitive bidding, contracts, and purchases, are made a part hereof. CONTRACT The consultant to whom an award is made will be required to execute a written contract with the City of Columbus, Ohio within seven days after receiving such contract for execution. LIABILITY, INSURANCE, LICENSES AND PERMITS Where consultants are required to enter or go onto City of Columbus property to deliver materials or perform work or services as a result of bid award, the consultant will assume full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance when required. The consultant shall be liable for any damages or loss to the City occasioned by negligence of the consultant (or his agent) or any person the consultant has designated in the completion of his contract as a result of his bid. Particular attention is directed to the statutory requirements of the State of Ohio relative to the licensing of corporation organized under the Laws of any other State. TAXES Federal and/or State Taxes are not to be included in prices quoted. The successful consultant will be furnished an exemption certificate if needed.

CHANGES AND ADDENDA TO PROPOSAL DOCUMENTS Questions as to the interpretation of the Request for Proposal shall be submitted in writing to the Office of Support Services at capitalprojects@columbus.gov. In order to receive consideration, questions must be received by the question cut-off date as indicated in the advertisement. Any interpretations of questions so raised, which in the opinion of the City or its representative require interpretations, will be issued by addenda posted on the City’s Consultant Services web site. The City or its representative will not be bound by any oral interpretations which are not reduced to writing and included in the addenda. CAMPAIGN CONTRIBUTIONS Consultant hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that it is in compliance with Divisions (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter. IN THE EVENT OF A CONTRACT An agreement which may result from this proposal shall not be modified or altered by any subsequent course of performance between parties or by additional terms contained in any subsequent documents unless said additional or differing terms are incorporated by contract modification authorized to be entered into by ordinance. REMEDIES All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the consultant arising out of or relating to this agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio. Terms and conditions, submitted with this proposal, which are contrary to City Code or Charter shall be disregarded for the purpose of any subsequent contract. The successful consultant shall be notified as to which terms and conditions, if any, have been deleted.

CONTRACT COMPLIANCE The City of Columbus encourages the participation of City certified minority and female business enterprises.* All consultants shall identify all subconsultant(s) who will perform any type of contracting on City proposal(s). All consultants shall include in their proposal response the anticipated scope of work and percentage of work that will be performed by all Sub-

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Consultant(s), along with their contract compliance number(s). All consultants, including subconsultants, who are party to a contract as defined in Columbus City Code 3901.01, must hold valid contract compliance certification numbers. This information is gathered and monitored by the Equal Business Opportunity Commission Office (EBOCO). Please contact EBOCO for assistance with identifying potential minority consultants. Go to Vendor Services to verify that vendors have an active contract compliance number.

http://vendorservices.columbus.gov/e-proc/ Equal Business Opportunity Commission Office 1393 E. Broad Street, 2nd Floor Columbus, Ohio 43205 (614) 645-4764 M/FBE Certification/ Contract Compliance Tia Roseboro 614-645-2203 *While the participation and or partnering of City certified minority and female owned businesses is encouraged the level of minority and female participation will not be a condition of the bid award.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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1.0 PROJECT INFORMATION 1.1. Project Name: Facilities – Routing Optimization System Capital Improvement Project No: 590130 - 100030 1.2. Project Overview

Implementation of a route optimization software system for City of Columbus Refuse Collection routes and snow and ice removal routes. Awarded company will perform all tasks for this project, from providing the route optimization software through programming routes for all vehicles into the system through ongoing system support after the system is accepted by the City. The City will take over system programming responsibility after the City has accepted the system. Tasks to be performed by awarded company are anticipated to include, but not necessarily limited to, the following: provide route optimization software; perform an evaluation of the existing City of Columbus Refuse Collection and snow and ice removal routes to determine the most efficient routing for these services; recommend a routing plan for City approval for these services; program the route optimization software with the City approved routing plan; provide training to City personnel on how to use and program the software; provide ongoing system support; make hardware recommendations (including hardware to be used in vehicles for receiving and following routes); and interface the route optimization system with the vehicle hardware so all vehicles used in refuse collection and snow and ice removal receive routing information and changes to routes. The snow and ice removal portion of the system must be completed, operational, with training completed, and accepted by the City no later than October 31, 2015.

1.3 Contract Term The Consultant shall commence work on the Agreement’s scope of services immediately upon the issuance of written authorization by the City and shall continue until the delivery of the entire scope of services are complete and accepted by the City. The Consultant shall maintain a sufficient force of personnel to complete the services authorized as set forth in the Agreement. The term of any support or maintenance contracts will be negotiated.

1.4 Project Schedule RFP Due: February 6, 2015 Consultant Selected: March 2015 Legislation to City Council: April 2015 Notice to Proceed May 2015 1.5 RFP Pre-Proposal Meeting: None. 1.6 Due Date and Time Proposals will be received electronically, via email, by the City until 1:00 PM Eastern Time on

February 6, 2015. Proposals received after this date and time shall be rejected by the City. 1.7 Proposal Submission Submit Electronic Proposal Package to:

DPSRFP@columbus.gov Subject: Facilities – Routing Optimization System, 590130 - 100030

Note: This is a different email address than the email address used to submit questions about the project.

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1.8 Questions

Direct questions via e-mail only to: Contract Manager, capitalprojects@columbus.gov Note: This is a different email address than the email address used to submit requests for proposals.

No contact is to be made with the City other than with the Contract Manager through e-mail with

respect to this proposal or its status. The question cut-off date is January 16, 2015. Questions are held and answered after the question cut-off date via an addendum posted on the City’s Vendor Services web site.

1.9 Project Budget Funding in the amount of $1,000,000.00 has been budgeted for this project. This budgetary

amount includes the cost of equipment. Bidders are asked to provide a budgetary amount with their proposal. Final pricing will be negotiated with the selected company as part of the contracting process.

2.0 SCOPE OF SERVICES The scope of services follows; however, the consultant is encouraged to suggest deletions or additions within their understanding of the project/project approach if they believe changes will better meet the objectives of the project. 2.1 Provide, install, and make operational a routing optimization system for use by the City of

Columbus. The snow and ice removal portion of the system must be completed, operational, and accepted by the City of Columbus no later than October 31, 2015.

2.2 Evaluate efficiency of existing routes run by the City of Columbus Refuse Collection and snow

and ice removal staff. Provide routing recommendations (for City approval) to cover their areas of responsibility in the most efficient manner. Include with the routing recommendations metrics showing improvements per individual route and overall improvement for both Refuse Collection and snow and ice removal (i.e. 38% less time, 20% less turns, etc.).

2.3 Perform all system programming and data entry needed to enter the City approved routing

information into the routing optimization system, to produce routes for all City vehicles needed to perform refuse collection and snow and ice removal, to load the routing information onto those vehicles, and to allow routing changes to be passed along to those vehicles, prior to final City acceptance of the route optimization system.

2.4 Make recommendations for the hardware needed in vehicles (or elsewhere) for the use of the

routing optimization system. Provide bid specs for hardware approved by use by the City. (Hardware may be purchased by the City outside of this contract or the City may request the awarded supplier to supply all needed hardware.)

2.5 If possible and asked to do so, integrate select existing City of Columbus services into the

routing optimization software. These include but may not be limited to: the existing roadway network; the Refuse Container Inventory System; the 311 system; the AVL (fleet network monitoring) system, and the Warrior Watch system (a performance monitoring system used for snow and ice removal).

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2.6 Train City staff on the daily use of the system. This training is to include but not be limited to: how to download routes onto the routing hardware installed in vehicles; how to remove downloaded routes from the vehicle hardware, how to use the vehicle hardware; how to navigate within and use the routing software after it is downloaded onto the vehicle hardware. All training for the snow and ice removal system must be completed no later than October 31, 2015.

2.7 Train City staff to make system programming changes and to administer the system. This

training is to include but not be limited to: making minor adjustments to routes; making major changes (such as adding another outpost and associated routes); adding new service types to the program (such as roadside mowing or street sweeping); running system standard reports; running ad-hoc/free form/on demand reports. All training for the snow and ice removal system must be completed no later than October 31, 2015.

2.8 Provide training materials for all training classes. Printed materials are to be provided for each

user. An electronic, editable, version of all training materials is to be provided for future City use. The training materials and the electronic versions are to be reviewed and approved by designated City personnel prior to the start of training classes.

2.9 Provide “go-live” support during the time immediately preceding and following the transition of

the system to active City use. 2.10 Clean-up and/or revision of City’s existing centerline roadway GIS feature class in order to

accommodate necessary routing functionality. 2.11 Project Deliverables

2.11.1 Submit for City approval a route optimization system implementation plan for Refuse Collection and snow and ice removal that includes route improvement metrics.

2.11.2 Software, hardware, programming and data entry of the route optimization system needed to implement the City approved version of the route implementation plan.

2.11.3 Printed training materials and electronic, editable, versions of all printed materials. 2.11.4 Train City staff on the daily use of the system so City staff can perform this function

without awarded supplier assistance after City acceptance of the system. 2.11.5 Train City staff to make programming changes and to administer the route optimization

system so City staff can perform this function without awarded supplier assistance after City acceptance of the system.

2.11.6 A functional route optimization system accepted for use by the City. The snow and ice removal portion of the system must be operational no later than October 31, 2015.

3.0 GENERAL INFORMATION 3.1 Purchase Orders To satisfy these needs, the City must establish a purchase order pursuant to a blanket order

agreement and to enable payments. The City may spend all, part or none of the funding noted on the Purchase Order. The Purchase Order shall not be construed as an actual order to manufacture, ship, or provide any items or services. Rather, this order enables properly authorized City agency personnel to make purchases on an "as needed" basis per the referenced solicitation.

3.2 City Contract for Services Over $20,000 Any bidder awarded all or part of this contract is required to sign and abide by the “City Contract

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for Services Over $20,000” contract document. A copy of the contract document has been provided as Attachment C to this bid. THIS IS FOR REFERENCE PURPOSES ONLY. DO NOT COMPLETE AND RETURN THE CONTRACT WITH YOUR PROPOSAL.

3.3 Contract Compliance All companies who are party to a contract with the City must hold a valid contract compliance

certification number. Contract compliance certification is handled by the City’s Vendor Services Department. Go to http://vendorservices.columbus.gov/e-proc/ or call 614-645-8315 to learn about contract compliance certification or to ask questions about it.

3.4 Public Documents Proposals submitted to the City are subject to applicable Federal, State, and local public

information disclosure regulations. Requests to view a proposal will be arranged upon receipt by the City of a written request. Proposals may be subject to viewing by the public. If any information contained in the documents submitted is deemed proprietary in nature, the Offeror is required to defend the City concerning any litigation arising from the Offeror’s request for confidentiality.

3.5 Cancellation of RFP’s Request for Proposals may be cancelled and any proposal may be rejected in whole or in part

when it is for good cause and in the best interests of the City. 3.6 System Acceptance The project is not considered complete until the final product has been accepted by the City.

The following must be completed to the satisfaction of the City, and acknowledged in writing by the City’s contract administrator for this project that the City agrees they have been completed to the City’s satisfaction, for the system to be considered accepted by the City: 3.6.1 The City has received and approved a route optimization system implementation plan for

Refuse Collection and for snow and ice removal that includes route improvement metrics. 3.6.2 All required software and hardware are installed and fully operational, producing and

accepting data as expected with no problems. 3.6.3 All programming and data entry required to produce the City approved routes have been

completed. 3.6.4 All routes for the City approved refuse collection routing plan have been produced,

loaded into the refuse collection vehicles, and demonstrated to be working. 3.6.5 All routes for the City approved snow and ice removal routing plan have been produced,

loaded into the snow and ice removal vehicles, and demonstrated to be working. 3.6.6 All agreed upon system testing has been completed. 3.6.7 Printed training materials and electronic, editable, versions of all training materials have

been delivered. 3.6.8 City staff have been trained on the daily use of the system and can operate the system

and equipment (including vehicle mounted equipment) without need of assistance from awarded supplier.

3.6.9 City staff have been trained to make programming changes and to administer the route optimization system without need of assistance from the awarded supplier.

3.7 Subcontractor Identification

Subcontractors cannot be used on this project unless approved by the City. Any subcontractors not listed with proposer’s response must be approved in writing by the City’s contract administrator for this project before the subcontractor can begin work.

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3.8 Travel The City will not reimburse for travel expenses, including lodging or meals. Travel expenses

need to be included in the price of the project. 3.9 Work Hours Any work under this RFP that will be required to be performed, completed, and managed at City

of Columbus premises shall be conducted during standard business hours for that City location unless otherwise agreed upon in advance. Hours vary by location. The City will provide work space for the Vendor for onsite work. At its sole discretion, the City may arrange remote connectivity at Vendor’s request.

4.0 PROPOSAL SUBMITTAL INSTRUCTIONS Bidders are requested to follow the format described in this section and to present information in the

order requested in Section 5.0 and Section 6.0 below. Failure to do so may result in the disqualification of the proposal.

4.1 The RFP document is issued as a PDF document. Included with the RFP is “Attachment D –

Word Version of Sections 5.0 and 6.0” to aid Bidders in preparing a response that follows the outline of Section 5.0 and Section 6.0 below. Bidders are encouraged to use Attachment D in their response or copy and paste from Attachment D into their bid response. Failure to clearly label each section of your response or to clearly label each point addressed, or to provide the responses in the order they are requested in Section 5.0 and Section 6.0, may result in the disqualification of the proposal.

4.2 Proposals are to be submitted as a compressed, secure, PDF document to

DPSRFP@columbus.gov. Make sure that the document is printable but not editable. 4.3 Only the following information is to be included in the email:

• PDF document containing the Consultant’s response to the City’s request for proposals • Firm name • Consultant’s contact person’s email address and phone number. • The subject line is to state: Facilities – Routing Optimization System, 590130 - 100030 Emails should not contain a signature or firm logo that appears to be an attachment. While City staff shall review the email “inbox” to confirm that an attachment is included with the email, neither the email nor the attachment attached to said email will be opened before the deadline for receiving responses to the City’s request for proposals. If an email is submitted without an attachment the City will attempt to inform the Consultant, but the City assumes no responsibility or liability in the event it fails to do so. It is the Consultant’s responsibility to ensure that an attachment containing the Consultant’s response to the City’s request for proposals is included with the email sent to the City. It is also the Consultant’s responsibility to ensure that the correct PDF document is attached. If the City does not receive the correct PDF (response to the RFP as advertised) the proposal shall be deemed non-responsive and the Consultant shall be notified after the due date/time.

4.4 The City’s email system shall provide an automated response that an email has been received.

If you do not receive an automated response within two hours of your submission, please contact Tom Crawford at tlcrawford@columbus.gov. If you submit a proposal within two hours of the due date/time and send an email because you have not received an automated response, the City cannot guarantee that it will be able to respond to that email.

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4.5 The date/time stamp of the City’s email system constitutes the official date/time of receipt of

proposal responses and those responses received after the specified deadline contained in the request for proposal are hereby deemed to be non-responsive and will not be considered for selection by the City. The Consultant is solely responsible for ensuring that their proposal response has been successfully transmitted and received by the City before the deadline indicated in the request for proposal. If a proposal is date/time stamped after the due date/time, the proposal shall not be accepted. Should this occur, the City shall notify the Consultant of the proposal’s rejection by forwarding the email back to the Consultant, with the date/time stamp highlighted, to demonstrate that the Consultant did not meet the submittal deadline.

4.6 Complete the required Proposal Signature Form (page 2 of this RFP document). That document shall be signed by a person authorized to obligate the Offeror’s firm and included as the front page of the Offeror’s proposal.

4.7 Number the pages of your response. Page numbers are to be centered at the bottom of each

page. Page numbers can be hand-written. 4.8 Font must be 12 pt., either Times New Roman or Arial. 4.9 There is not a page limit for responses to this RFP. Proposers are requested to structure their

response to this RFP so information is presented in the order listed in Section 5.0 (Information to be Addressed in the Response to this RFP) and Section 6.0 (Pricing) below.

5.0 INFORMATION TO BE ADDRESSED IN THE RESPONSE TO THIS RFP This section of the RFP states the minimum information to be provided, or questions to be answered,

in the response to the RFP. As an aid to respondents, information describing the Division of Refuse Collection and the snow and ice removal operations are included in Attachment A – Background Information. Attachment D – Word Version of Sections 5.0 and 6.0 is also included to aid respondents in preparing a proposal that follows the sequence of Sections 5.0 and 6.0.

Respondents can provide information beyond what is requested if respondent believes it will help the

evaluating committee make an award decision. For ease in evaluation, it is important that the information provided follow the order outlined below. It is also requested that each section be labeled in the response to correspond with the headings below, and each question listed in the response with the answer following it, so it is clear what has been answered and where the answer can be found. Failure to present information in the order outlined below my result in disqualification of the proposal.

5.1 Location of Lead Respondent For the Lead Respondent, provide the firm location (full address), the contact person for the

proposal, phone number, and e-mail address.

5.2 Environmentally Preferable Offeror (see Attachment B) The City is seeking an Offeror who will assist the City by providing services that will have a

lesser or reduced effect on human health and the environment. The respondent should give due consideration to environmentally progressive approaches to the proposed project, particularly green and sustainable elements. Such approaches shall be considered for feasibility and must be clearly defined including their impact on project scope, budget, and schedule.

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5.3 Anticipated Project Team

5.3.1 Identify the Project Team, including sub-consultants, the percentage of work to be performed by each firm along with the address of each sub-consultant’s office. Also include the City of Columbus contract compliance number (FID) and City of Columbus Equal Business Opportunity Office status.

Replicate the table below in your proposal, providing the requested information for each firm on your team.

Project Team

Firm Name Location

Contract Compliance No. (FID)

EBO Status

Percentage of Contract

5.3.2 Include an organizational chart showing key individuals that are assigned to the project. 5.3.3 Include resumes of the Project Manager and key Project Team members containing

professional information relevant to the project. • Present the education, relevant experience, overall experience, and availability of the

Project Manager. Availability shall be indicated as hours per week on average. • Present the education, experience, and availability of the key Project Team members.

Availability shall be indicated as hours per week on average.

5.4 Past Performance and Ability

5.4.1 Present the proposed Project Manager’s past performance on specific projects. Include the following for each project identified: • Project name. • Project owner (company/organization). • Brief description of project. • Contact information (contact person with knowledge of the project; telephone number;

email address, and mailing address). • The year the project was awarded. • Project contract amount. • If the project was completed on time and within budget. If it was not, provide a brief

description stating why it was not.

5.4.2 Provide at least five references for refuse truck routing projects completed by your company within the past five years. If unable to provide five references for refuse truck routing projects completed within the past five years, provide references for other completed projects and explain how that experience will be relevant to refuse truck routing. Provided references can be the same as those used for the Project Manager and can include projects that did refuse truck routing and routing of other services. It is preferable that project references include at least one city the approximate size of Columbus, Ohio. Include the following information for each reference: • Project name. • Project owner (company/organization).

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• Brief description of project. Include number of refuse trucks, number of households serviced weekly, number of routes per week, and number of outposts/facilities from which refuse trucks start their daily routes.

• Contact information (contact person with knowledge of the project; telephone number; email address, and mailing address).

• The year the project was awarded. • Project contract amount. • If the project was completed on time and within budget. If it was not, provide a brief

description stating why it was not.

5.4.3 Provide at least five references of snow and ice removal routing projects completed by your company within the past five years. If unable to provide five references for snow and ice removal routing projects completed within the past five years, provide references for other completed projects and explain how that experience will be relevant to snow and ice removal routing. Provided references can be the same as those used for the Project Manager and can include projects that did snow and ice removal routing and routing of other services. It is preferable that project references include at least one city the size of Columbus, Ohio. Include the following for each reference: • Project name. • Project owner (company/organization). • Brief description of project. Include number of plow vehicles, number of routes,

number of lane miles of roadway, and number of outposts/facilities from which plows start their routes.

• Contact information (contact person with knowledge of the project; telephone number; email address, and mailing address).

• The year the project was awarded. • Project contract amount. • If the project was completed on time and within budget. If it was not, provide a brief

description stating why it was not.

5.4.4 Provide documentation of financial responsibility, financial stability, and sufficient financial resources to provide the scope of services to the City in the volume projected and within the time frames required. This documentation may take the form of: a letter of credit or reference from a bank or other financial institution; an insurance policy or bond; audited cash flow and balance sheet statements; or a satisfactory credit rating from a reputable credit rating agency.

5.4.5 State in this section any other information you want us to know about your past

performance and ability. Include if there is a way for us to see and try what you have designed for other cities.

5.5 Proposed Solution

Responses are to demonstrate an understanding of the project including the challenges, areas of risk, how risk can be overcome or mitigated, and a detailed plan for execution. The response for this section is to be presented in six parts as detailed below: Refuse Collection; Snow and Ice Removal; Training; System/Software Support; The City’s Road Centerline and Master Address Files; and Other Considerations. The response is to clearly address each point listed below, either stating it can or cannot be done. Additional explanation can be provided with each answer as long as it is clearly stated what can and cannot be done.

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Attachment A – Background Information has been included with this RFP to provide additional information to aid respondents in preparing a proposal.

5.5.1 Refuse Collection

5.5.1.1 Refuse Collection Desired Software Features 1. Provide turn-by-turn instructions, maximizing right-hand turns and minimizing

left-hand turns. 2. Refrain from collection on major arteries or collector streets during rush hour. 3. Minimize backing. 4. Able to route alley collections and a mix of alley and front collections. 5. Make adjustments for right-of-way construction. 6. Follow traffic patterns (one-way streets). 7. Make adjustments for seasonal conditions. 8. Make adjustments to the number of households collected per route (to handle

daily adjustments based on personnel and equipment availability). 9. Have the ability to insert adjustments manually.

10. Able to enter address validation and verification information (as driver observes vacant or demolished homes).

11. Able to notify driver that, at a particular point in the collection route, he/she must pay special attention to route abnormalities (safety concern, habitual problem spot, exemption, exception, etc.).

12. Ability for driver to add notes (by address or collection point) for exemption service, exceptions, safety concerns, etc.

13. Provide electronic maps and routing lists, including house counts, travel distance and estimated travel time, with the ability to print the maps and lists with this information.

14. Able to track productivity and perform periodic route audits. 15. Provide on-line and local tech support. 16. Able to track off-route activities (should driver leave route). 17. Able to track if driver is not following route. 18. Allows in-cab data entry of information currently captured on trip sheets. 19. Allows one-touch in-cab input of information regarding collection or container

issues at each stop (drop down selection). 20. Supervisor connectivity to the in-cab unit (to communicate route changes,

special collections, etc.). 21. Able to identify 2-way residential streets where services are scheduled at

non-sequential addresses, with a single pass (bulk, exemption, and container repair/replacement).

22. Turn-by-turn instructions to get from the end of one route to the start of the next route. (Needed when a driver ends one route and is to start another route across town.)

23. User friendly interface allowing City personnel to make minor changes to routes or to make major changes (adding/deleting truck storage locations, adding/deleting entire routes; adding routing for additional needs (such as routing special services; etc.).

24. Minimize Deadheading. 25. Include in routes trips from outpost to the nearest CNG fueling site and/or to

the dump/transfer station to empty trash collected. 26. Ability to dispatch routes via Garmin type units. 27. Evaluation of existing customers/route patterns for possible redistribution

efficiencies.

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28. Ability of the system to differentiate between high, mid, and low volume streets.

29. Ability of the system to quickly recalculate routes depending upon the number of vehicles available to perform collections that day.

30. Can the system set routes to be completed within a set period of time (such as an 8 hour day)?

31. Will the system notify supervision if a route is not completed? 32. Performs route optimization on a multitude of characteristics including but not

limited to vehicle type, road class, time of day/event, etc.

5.5.1.2 City of Columbus systems to interface with: 1. Existing container inventory system (RCIS). 2. Current AVL system (Network Fleet) GPS tracking system and sensors. 3. The City’s 311 system for routing bulk pick-up routes.

5.5.1.3 Hardware requirements:

1. All Refuse trucks are to have an in-cab unit with touch screen (Garmin-type preferred).

2. The in-cab hardware is to have the ability to accept an USB drive with all refuse routes loaded into it, allowing the driver to select the route he is to run.

5.5.1.4 The selected solution should have the ability to accommodate future

enhancements, such as: 1. Ability to interface with arm scales (used to bill customers based on weight),

scales and scanners (to identify containers serviced (RFID)). (None of these are in use by the City at this time. This is intended to ask about future ability.)

2. Ability to interface with axle scales. (Axle scales are used to notify the driver when the truck needs to be dumped.)

5.5.1.5 Include in the proposal your experience with integrating other systems into a

refuse routing software solution, particularly a Refuse Container Inventory System; a 311 system; and a fleet network monitoring system such as AVL.

5.5.1.6 The Division of Refuse Collection also collects bulk items, provides exemption

service (the driver stops his truck, rolls refuse carts to the street for those unable to do so, empties the cart, and returns the empty cart where it was found), and delivers/replaces and repairs containers at individual households. These services are scheduled by Columbus residents via the service request system at the 311 Service Center. It is desired that the proposed solution route the scheduled bulk, exemptions and container management services into an efficient collection pattern based on individual route boundaries. Include in the proposal a description of the software systems ability to accommodate this and past experience at doing so.

5.5.1.7 State in this section any other information you want us to know about your system

and proposed solution as it relates to refuse collection.

5.5.2 Snow and Ice Removal

5.5.2.1 Snow and Ice Removal Desired Software Features 1. Provide turn-by-turn instructions, maximizing right-hand turns and minimizing

left-hand turns. 2. Minimize backing.

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3. Minimize Deadheading. 4. Include in routes trips from outpost to nearest CNG fueling site. 5. Make adjustments for right-of-way construction. 6. Follow traffic patterns (one-way streets). 7. Have the ability to insert adjustments manually. 8. Ability to dispatch routes via Garmin type units. 9. Able to notify driver that, at a particular point in the route, he/she must pay

special attention to route abnormalities (safety concern, steel plates, bump outs, chicanes, etc.).

10. Ability for driver to add notes (by address or reference point) for exceptions, safety concerns, etc.

11. Provide electronic maps and routing lists, including travel distance and estimated travel time, with the ability to print the maps and lists with this information.

12. Able to track productivity and perform periodic route audits. 13. Provide on-line and local tech support. 14. Able to track off-route activities (should driver leave route). 15. Able to track if driver is not following route. 16. Allows in-cab data entry of information currently captured on trip sheets. 17. Supervisor connectivity to the in-cab unit (to communicate route changes,

special instructions, etc.). 18. Evaluation of existing customers/route patterns for possible redistribution

efficiencies. 19. Turn-by-turn instructions to get from the end of one route to the start of the

next route. (Needed when a driver ends one route and is to start another route across town.)

20. User friendly interface allowing City personnel to make minor changes to routes or to make major changes (adding/deleting truck storage locations, adding/deleting entire routes; adding routing for additional needs (such as street sweeping, routing roadside mowing crews; etc.).

21. Ability of the system to differentiate between high, mid, and low volume streets.

22. Ability of the system to quickly recalculate routes depending upon the number of vehicles available to perform collections that day.

23. System can set routes to be completed within a set period of time (such as a 12 hour day).

24. Snow and ice removal crews can rarely do one complete lane per pass, usually requiring multiple passes per lane. Does this routing system take that into consideration when designing routes? Can it be programmed to take that into consideration?

25. Does the system recognize team plowing (more than one truck on the same route at the same time, slightly behind each other) and allow for team plowing routes?

26. Refrain from servicing major arteries or collector streets during rush hour. 27. Can identify the types/size of vehicles needed to service each street. 28. Will the system notify someone if a route is not completed? 29. Performs route optimization on a multitude of characteristics including but not

limited to vehicle type, road class, time of day/event, lane miles, route priority (1, 2, or 3), etc.

30. Ability to optimize from differing home base (outpost) locations.

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5.5.2.2 City of Columbus systems to interface with: 1. Existing Lucity system. 2. Current AVL system (Network Fleet) GPS tracking system and sensors. 3. Existing Warrior Watch system. (This system works with the fleet AVL

system to take GPS and sensor data from vehicles and track where they have been, if the plow is up or down, if salt is spread, how long it has been since a street was plowed, etc.)

5.5.2.3 Hardware requirements: 1. All plow trucks are to have an in-cab unit with touch screen (Garmin-type

preferred). 2. The in-cab hardware is to have the ability to accept an USB drive with all snow

and ice routes loaded into it, allowing the driver to select the route he is to run.

5.5.2.4 The selected solution should have the ability to accommodate future enhancements, such as: 1. Ability to interface with axle scales.

5.5.2.5 Include in the proposal your experience with integrating other systems into a snow

and ice routing software solution, particularly a 311 system, a fleet network monitoring system such as AVL, and a performance tracking system such as Warrior Watch.

5.5.2.6 State in this section any other information you want us to know about your system

and proposed solution as it relates to snow and ice removal.

5.5.3 Training Provide details of the training plan. It needs to include:

1. How City staff will learn the daily use of the system, such as: how to download routes onto the routing hardware installed in vehicles; how to remove downloaded routes from the vehicle hardware, how to use the vehicle hardware; how to navigate within and use the routing software after it is downloaded onto the vehicle hardware.

2. How City staff will learn to make system programming changes and to administer the system, such as: making minor adjustments to routes; making major changes (such as adding another outpost and associated routes); adding new service types to the program (such as roadside mowing or street sweeping); running system standard reports; running ad-hoc/free form/on demand reports.

3. The training materials to be provided. (Printed materials will be provided for each user. An electronic, editable, version of all training materials is to be provided for future City use. The training materials and the electronic versions are to be reviewed and approved by designated City personnel prior to the start of training classes.)

4. Will the electronic versions of the training materials be updated with feedback from the training class?

5. The number of hours estimated to be needed for training. 6. How the hours and training classes will be divided up and offered. 7. Any other information you want to include about training you think we would want to

know in making an award decision.

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5.5.4 System/Software Support

Items to address in this section include: 1. Licensing requirements. 2. Annual system/software support. 3. Are there periodic software updates and how are the releases handled. 4. Will the City receive copies of the software? 5. Who owns the software/code after the installation is complete. 6. Can the City make code changes without invalidating any warranties? 7. What warranties are provided? 8. How will defective items under warranty be replaced and how quickly. 9. How long the City will be protected against “bugs” or system programming errors. 10. Limitations on support, such as only versions released within the past two years are

supported. 11. Is troubleshooting, training, and coaching on the system available? 12. Do you offer system/software support agreements? 13. How the system will be recovered if it crashes and must be completely reloaded. 14. How you are contacted when service is needed (telephone, email, cell phone, website,

etc.). 15. The typical response time for a technician to be assigned to and working on a support

call. 16. Your normal business hours. 17. If you are a 24/7 service provider or only provide service during your normal business

hours. 18. How we are to contact you if service is needed after normal business hours. 19. How your company will prepare the City to go-live with the system and will there be

any special go-live support. 20. How system testing will be performed. 21. Any other information you want to include about system/software support you think we

would want to know in making an award decision.

5.5.5 The City’s Road Centerline and Master Address Files

Depending upon each respondent’s methods of route optimization, these files may need correction/verification/addition of attributes. The current (LBRS) GIS centerline file, maintained by the City’s Map Room and other local jurisdictions, may have various limitations for the purpose of route optimization, with some limitations being much more serious than others. The selected vendor will need to identify and propose a means of addressing the more serious of these limitations.

The LBRS centerline GIS file has the following known limitations: • Missing Alley Centerline Segments - There are currently an estimated 4,000 alley centerline

segments missing from the LBRS centerline layer. These alley locations are essential for the Division of Refuse Collection’s routing needs.

• No Turn Limitation Data - The current LBRS centerline file does not contain any turn restriction data.

• Unverified Speed Limits, One Way Designations, and Lane Numbers – While the LBRS centerline file contains speed limit, one way, and lane count information, this information was provided at time of creation by an outside source and has never been verified.

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While the City maintains a comprehensive GIS address point feature class, these address points were originally placed at parcel centroid locations at the time of file creation. However, recent address assignments have been placed at building entrance locations, typically at lot fronts. These points also do not contain Division of Refuse Collection customer data. Consequently, we are unsure how a routing program will handle routing for an address described as Rear Pick Up (i.e. alley) within the Division of Refuse Collection’s Refuse Container Inventory System. Nor if this may be handled by your software, and/or services, without additional GIS feature class creation/adjustment.

Additional information proposer’s need to know • Esri is the City’s GIS platform. • JavaScript /html5 based API’s are required over any other API’s that require plug-ins or are

not browser or device neutral. • The City’s GIS datasets can be accessed via a rest end point. • The City’s Division of Refuse Collection also utilizes unnamed private streets/driveways that

are not included within the City’s GIS centerline file. Named private streets are included within the City’s GIS centerline file.

Copies of both datasets, along with the City’s alley.shp file (showing alley centerline locations and surface compositions (i.e. various paved compositions versus unimproved)) are available for download at http://www.columbus.gov/Templates/Detail.aspx?id=68430

Proposals are to identify missing information needed to deliver a route optimization solution, propose in detail what needs added to each dataset for the proposed solution, and state how that information will be obtained.

5.5.6 Other Considerations

Items to address in this section include: 1. Describe reporting capabilities, including types of pre-programmed reports available

and ability to free form reports. 2. Are you proposing to work on both projects simultaneously or one at a time? 3. Present a preliminary project timeline. 4. Projected project completion date (assuming a project start date of May, 2015). 5. How a final timeline and project plan will be developed. 6. How progress will be reported to the City and measured against the plan. 7. Does the system collect data? 8. Can data be imported into or exported from the system? 9. Are you using a development server and/or how will the system programming and

testing occur and then be turned over to the City? Do you have the ability to perform all development and testing on the servers/platform that will be hosting the finished product if requested to do so?

10. What version of the software are we receiving and is this the latest version of the software?

11. How you will handle delays to the project caused by the City or your company. 12. Where will the software reside: City servers; your servers; desktop computers; ability

to do all of these; other. Provide details of what will be installed on your servers and

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the client servers for each possible solution and related requirements, such as plug-ins, etc.

13. Any other information you want to include about your product/service/company you think we would want to know in making an award decision.

6.0 PRICING

Provide budgetary estimates with the proposal. Final pricing will be negotiated with the selected company as part of the contracting process. While pricing will not be considered by the evaluating committee, it may be used to eliminate proposals. The project has a budget of $1,000,000 and there is no guarantee of additional funding. Proposals exceeding this budgetary amount may or may not be considered for award. Even if a proposal is selected for negotiations, a contract may not be awarded to that proposer if the final pricing exceeds the City’s budgetary amount of $1,000,000.

Budgetary estimates are to be given for the following: 1. The cost to complete the entire project (the Refuse routing and the snow and ice removal routing). 2. Additional cost, if any, if we elect to have the snow and ice removal portion of the project

completed before starting the refuse collection part of the project. 3. All licensing costs. 4. Maintenance agreement and support costs. 5. Hourly rate for support without an agreement. 6. Additional training cost. 7. Proposed payment schedule and terms. 8. The cost to host for any proposed solution where proposer will be hosting the solution. 9. While the cost to fix the GIS datasets is to be included in the overall pricing estimate for the

proposal, we would also like this cost to be broken out so separately so we understand what fixing it will cost.

10. Pricing for anything else we will be charged to complete the project or may be charged for future product support.

11. Any other pricing for services you offer you feel should be included in the project.

The City prefers a proposed project payment schedule based on milestone and deliverable achievement. Based on the deliverables outlined in section 2.11 and the project plan, proposals should include an estimated payment schedule based on completion of the deliverables and progress against a project plan. The City’s standard terms are Net 30 days, but will consider early payment incentives. Payment terms that include late payment penalties are not acceptable.

7.0 EVALUATION CRITERIA AND THE SELECTION PROCESS Proposals will be evaluated based on the enclosed selection criteria and in accordance with

Columbus City Code. A selection committee will evaluate the merit of proposals. The evaluation process will be based on a 100 point scale. Points will be awarded by committee members based upon the information bidder has provided in response to this RFP. Committee members will individually score proposals and then will meet to discuss scoring. Committee members may change scoring as a result of the discussion at this meeting. The individual committee member scores will then be added together and averaged to produce the final score.

The following lists the maximum points associated with each category:

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Category Points Location of Lead Respondent 10 Environmentally Preferable Offeror 05 Anticipated Project Team 15 Past Performance and Ability 25 Proposed Solution 45 Total 100

The selection committee will make a recommendation to the Public Service Director for final determination. Offerors may be interviewed or asked to provide a system demonstration as part of the selection process. If asked to do either, the interview or demonstration is expected to take place within two weeks of the initial City’s request. An Offeror unable to do so may be excluded from award consideration. Once the selection process is completed, the selected Consultant will be contacted by the Office of Support Services to participate in a meeting to discuss the final scope of services and to negotiate pricing. If agreement is reached upon scope and pricing, the Department of Public Service will submit a legislative request to Columbus City Council, pursuant to the execution of the contract with the selected Consultant. If agreement is not reached upon scope and pricing, another Offeror’s proposal will be selected for recommendation to the Public Service Director and the process will repeat.

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ATTACHMENT A – BACKGROUND INFORMATION CITY OF COLUMBUS -- FACILITIES – ROUTING OPTIMIZATION SYSTEM PROJECT

1.0 GENERAL SUMMARY OF DESIRED SERVICES, SOFTWARE, AND EQUIPMENT

1.1 SERVICES BY VENDOR • Evaluation and route optimization for refuse collection routes • Evaluation and route optimization for existing snow & ice removal routes

1.2 SOFTWARE – Copies of software necessary to provide ongoing internal evaluation and route optimization for refuse collection, snow & ice removal, street sweeping, and other department routed services.

1.3 TRAINING – Training for select personnel within the Department of Public Service in the

ongoing use of the software.

1.4 HARDWARE – In vehicle units, with software, mounting hardware, etc., capable of displaying maps, routes, and other criteria specified within system requirements.

1.5 SYSTEM SUPPORT – Annual system/software support; system updates; licensing requirements.

1.6 GIS DATA SERVICES) – Clean-up and/or revision, of City’s existing centerline roadway GIS

feature class in order to accommodate necessary routing functionality. 1.7 INITIAL SYSTEM PROGRAMMING/DATA ENTRY – Selected offeror is to do the

programming and data entry necessary to produce the routing information to be used when the system is turned over

2.0 EXISTING CITY SERVICES TO BE INTEGRATED INTO THIS PROJECT

2.1 EXISTING ROADWAY NETWORK – The City of Columbus currently uses this Network for routing its Bulk Trash Collection requests and for ad-hoc routing purposes. The City, in conjunction with other local public agencies, maintains a centerline roadway network in ESRI feature class format. This file is capable of supporting an ESRI roadway Network for routing purposes. However, it may have certain shortcomings that may be essential to the services requested herein. As example, there are approximately 4,000 alley centerline segments that have yet to be mapped within this file. While all of these alley locations are mapped within a separate ESRI shape file, the addition of these alley locations to our centerline file will require extensive feature and attribute (Address Range) editing. Also, aside from address range data, this file does not contain any Division of Refuse Collection related customer container information.

While the City maintains a comprehensive GIS address point feature class, these address

points were originally placed at parcel centroid locations at the time of file creation. However, recent address assignments have been placed at building entrance locations, typically at lot fronts. These points also do not contain Division of Refuse Collection customer data.

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ATTACHMENT A – BACKGROUND INFORMATION CITY OF COLUMBUS -- FACILITIES – ROUTING OPTIMIZATION SYSTEM PROJECT

Consequently, we are unsure how a routing program will handle routing for an address described as Rear Pick Up (i.e. alley) within the Division of Refuse Collection’s Refuse Container Inventory System. Nor if this may be handled by your software, and/or services, without additional GIS feature class creation/adjustment.

2.2 REFUSE CONTAINER INVENTORY SYSTEM (RCIS) – The Division of Refuse Collection

maintains a container inventory for all of its customers. This inventory system tracks containers by serial number and deployment address for that serial number.

2.3 311 SYSTEM – The City of Columbus maintains a customer service line and database for

the purpose of collecting and monitoring service requests from the public. 2.4 AVL SYSTEM – The City of Columbus maintains a vehicle monitoring system (Network

Fleet) for its vehicles. This system monitors vehicle location and various sensor data. 2.5 WARRIOR WATCH SYSTEM – This system works with the fleet AVL system to take GPS

and sensor data from vehicles and track where they have been, if the plow is up or down, if salt is spread, how long it has been since a street was plowed, etc.

3.0 SUMMARY OF EXISTING DIVISION OF REFUSE COLLECTION SERVICES

3.1 Currently the Division of Refuse Collection services 333,180 containers each week, utilizing five major methods of collection, as detailed in the chart below.

Collection Method Containers Routes per Week Households per Route

90-gallon Automated

170,318

229

743

90-gallon Semi-Automated

11,163

20

558

300-gallon Automated

44,721

76

588

Front Box

93,883

77

1,219

Compactor

13,095

19

689

Totals:

333,180

421

3.2 The Division of Refuse Collection maintains three truck storage stations: • 2100 Alum Creek Drive, Columbus, 43207 • 1550 Georgesville Road, Columbus, 43228 • 4260 Morse Road, Columbus, 43230

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ATTACHMENT A – BACKGROUND INFORMATION CITY OF COLUMBUS -- FACILITIES – ROUTING OPTIMIZATION SYSTEM PROJECT

3.3 Each truck storage location handles collection services for approximately one-third of the total containers serviced.

3.4 Collections are currently unloaded at one of three locations:

• Transfer Station @ 4260 Morse Rd. • Transfer Station @ 2566 Jackson Pike. • Landfill @ 4149 London Groveport Road.

3.5 The division is supported by the container management warehouse located at 1265 Marion

Road, Columbus, Ohio 43207.

3.6 In addition to the five major methods of collection the division also collects bulk items, provides exemption service and delivers/replaces and repairs containers at individual households. These services are scheduled by Columbus residents via the service request system at the 311 Service Center. The software package would need to route the scheduled bulk, exemptions and container management services into an efficient collection pattern based on individual route boundaries.

3.7 Collections are currently made along downtown streets, major arteries, residential streets,

alleys, a mix of street and alley collections, and at multi-family dwellings.

4.0 SUMMARY OF EXISTING SNOW AND ICE REMOVAL SERVICES

4.1 Snow and ice removal service covers an estimated 6,400 lane miles of roadway, utilizing five Street Maintenance Outposts, as detailed in the chart below.

Outpost # of Plow

Vehicles Maintenance

Zones Arterial Routes

Collector Routes

Residential Routes

Linear Miles Per Outpost

25th Yard 15 - 20 45 26 45 45 554.64 Central 15 - 20 25 27 20 24 328.89 Marion 15 - 20 35 21 33 32 404.91 North 15 - 20 61 19 60 60 490.90

Roberts 15 - 20 30 16 29 29 340.03

Totals:

86

196

109

187

190

2119.37

Definitions • Outpost: Area where snow and ice removal vehicles are based. • Maintenance Zone: The breaking of an outpost’s area of responsibility into smaller

segments, usually by north/south and east/west streets. • Arterial Routes: Priority 1 routes. Generally have higher traffic volume and higher

speeds. • Collector Routes: Priority 2 routes. These are feeder streets that connect the arterial

routes to the residential routes.

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ATTACHMENT A – BACKGROUND INFORMATION CITY OF COLUMBUS -- FACILITIES – ROUTING OPTIMIZATION SYSTEM PROJECT

• Residential routes: Priority 3 streets that have low traffic volume and low speeds.

4.2 There are five Street Maintenance Outposts used for snow removal: • 25th Yard @ 1850 East 25th Avenue • Central Outpost @ 650 Nationwide Blvd • Marion Road Outpost @ 2260 Lockbourne Road • North Outpost @ 500 Scherers Court • Roberts Road Outpost @ 4286 Currency Drive

4.3 Each Street Maintenance Outpost has approximately one-fifth of the 86 available trucks.

4.4 The Central Street Maintenance Outpost is projected to move before this project is complete.

Two of the other outposts may move during the first year of deployment of this software. The addresses to be used for the project will be finalized before the start of the project.

4.5 Snow and ice removal is performed on freeways, downtown streets, major arteries, and

residential streets. Through cooperative agreements with other government agencies, some snow and ice removal inside of Columbus is performed by other government agencies, and Columbus may do snow and ice removal in areas outside of City of Columbus limits.

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Attachment B:

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ATTACHMENT C CONTRACT FOR SERVICES OVER $20,000

*ANY ALTERATIONS OF CONTRACT LANGUAGE WILL RESULT IN REVOCATION OF CITY ATTORNEY APPROVAL.* This Contract for ____________ _ services is entered into by and between ________ __ (herein referred to as “Contractor”), and the City of Columbus, Department of ____________________________ (herein referred to as “City”). WITNESSETH WHEREAS, the City has a need for ________________________________; and WHEREAS, the Contractor has the necessary experience and expertise to provide said service; and WHEREAS, this Contract is authorized by Ordinance No. _________, passed by Columbus City Council on ________________________; and NOW, THEREFORE, in consideration of the mutual promises as hereinafter set forth, the parties agree as follows: This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof. Understandings, agreements, representations, or warranties not contained in this Contract, or as written amendment hereto, shall not be binding on either party. Except as provided herein, no alteration of any terms, conditions, delivery, price, quality, or specifications of this Contract shall be binding on either party without the written consent of both parties. This Contract is subject to the Ohio Public Records Act. 1. Contract Term

The term of this Contract shall be from ____________ to _________________. This Contract shall not automatically renew.

2. Maximum Obligation

The maximum amount to be paid under any purchase order associated with this Contract shall not exceed unless additional funds are appropriated and authorized.

3. Pricing and Scope of Services The Contractor agrees to perform and invoice the Scope of Services as set forth ON ATTACHED EXHIBIT A* and as contained in the bid specifications, which are expressly incorporated herein. *Contract is NOT valid if the Scope of Services is NOT attached. No other costs, rates, or fees shall be payable to the Contractor for services performed hereunder. The terms and conditions specified in this Contract constitute the entire contract governing the purchase of services by the City from the Contractor, and shall supersede any terms and conditions which may accompany Contractor’s invoice/bid/estimate. Any and all verbal representations are superseded by this Contract. The terms of this Contract shall prevail over any conflicting or deficient terms or conditions listed in any attachments from Contractor.

4. Equal Opportunity Clause

Contractor agrees to abide by all of the terms, conditions and requirements set forth in Columbus City Code Section 3909.01(B), Equal Opportunity Clause. Failure or refusal of a Contractor or Subcontractor to comply with the provisions of Article I, Title 39, may result in cancellation of this Contract.

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5. Taxes Federal or State taxes are not to be included on invoices for the described services. Contractor will be provided an exemption certificate, if needed.

6. City’s Contract Administrator/Contract Administration

______________________________will manage the Contract on behalf of the City and will be the principal point of contact for the City concerning the Contractor’s performance under this Contract. Any notice or demand or other communication required or permitted to be given under this Contract or applicable law shall only be effective if it is in writing, properly addressed, and either delivered in person, or by a recognized courier service, or deposited with the United States Postal Services as first-class certified mail, postage prepaid and return receipt requested, to the parties at the following addresses: (List names and addresses of City and Contractor contact persons below.)

7. Contractor as an Independent Contractor The Contractor shall be and shall remain an Independent Contractor with respect to all services performed hereunder and neither Contractor nor its employees shall be considered “public employees” for purposes of OPERS membership. Contractor agrees to and does hereby accept full and exclusive liability for the payment of any and all contributions or taxes for Social Security, unemployment insurance or old age retirement benefits, pensions or annuities now or hereafter imposed under any state or federal law which are measured by the wages, salaries or other remunerations paid to the Contractor or persons employed by the Contractor for work performed under the terms of this Agreement and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now, or hereafter may be, issued or promulgated under said respective laws. Individuals utilizing a personal social security number for tax identification purposes and business entities with four (4) or fewer employees must complete and submit, as Exhibit D, the OPERS independent contractor acknowledgment form. THIS FORM CAN BE FOUND AT WWW.OPERS.ORG

8. Applicable Law, Remedies

This Agreement shall be governed in accordance with the laws of the State of Ohio and the ordinances, statutes and provisions of the Columbus City Code and Charter; specifically including, but not limited to Charter Sections 159 and 161. All claims, counterclaims, disputes and other matters in question between the City, its agents and employees, and the Contractor arising out of or relating to this Agreement or its breach will be decided in a court of competent jurisdiction within the County of Franklin, State of Ohio.

9. Payment/Invoice Submittal Fees shall be paid for services rendered following: (1) the City’s receipt of a correct invoice, which designates the specific applicable charges, and (2) issuance of a certified purchase order. The City will not be subject to any late payment charges. Rates shall be firm during the term of this Contract. The City will process correctly documented invoices for payment and Contractor should receive payment for such invoice within thirty (30) days from receipt and approval by the City. Invoices: All invoices shall be submitted to the address listed on the Purchase Order.

10. Modifications

No modification, amendment, alteration, addition or waiver of any section or condition of this Contract shall be effective or binding unless it is in writing and signed by an authorized representative of the City and the Contractor and approved by the appropriate City authorities.

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11. Contract Termination If either the City or the Contractor violates any material term or condition of this Contract or fails to fulfill in a timely and proper manner its obligations under this Contract, then the aggrieved party shall give the other party (the “responsible party”) written notice of such failure or violation. The responsible party will correct the violation or failure within thirty (30) calendar days or as otherwise mutually agreed. If the failure or violation is not corrected, this Contract may be terminated immediately by written notice from the aggrieved party. The option to terminate shall be at the sole discretion of the aggrieved party.

When it is in the best interest of the City, the City may terminate this Contract, in whole or in part by providing seven (7) calendar days written notice to the Contractor prior to the effective date of termination. If this Contract is so terminated, the City is liable only for payments required by the terms of this Contract for services received and accepted by the City.

12. Nonexclusive Remedies

The remedies provided for in this Contract shall not be exclusive but are in addition to all other remedies available under the law.

13. Survivorship

All services executed pursuant to the authority of this Contract shall be bound by all of the terms, conditions, prices discounts and rates set forth herein, notwithstanding the expiration of the initial term of this Contract, or any extension thereof. Further, the terms, conditions, and warranties contained in this Contract that by their sense in context are intended to survive this completion of the performance, cancellation or termination of this Contract, shall so survive.

14. Save Harmless

Contractor shall protect, indemnify and save the City harmless from and against any damage, cost, or liability, including reasonable attorneys’ fees, resulting from claims for any or all injuries to persons or damage to property arising from intentional, willful or negligent acts or omissions of Contractor, its officers, employees, agents, or Subcontractors.

15. Severability

If any term or condition of this Contract or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions, or applications which can be given effect without the invalid term, condition, or application; to this end the terms and conditions for the Contract are declared severable.

16. Assignment This Contract may not be assigned or otherwise transferred to others by the Contractor without the prior written consent of the City. If this Contract is so assigned, it shall inure to the benefit of and be binding upon any respective successors and assigns (including successive, as well as immediate, successors and assignees) of the Contractor.

17. Authority to Bind The signatories to this Contract represent that they have the authority to bind themselves and their respective organizations to this Contract.

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18. Worker’s Compensation The Contractor shall comply with all Workers’ Compensation laws of the State of Ohio. Proof of coverage shall be attached to this Contract AS EXHIBIT B.

19. Insurance/Indemnity Contractor shall carry at least the minimum amounts listed below of Commercial Liability Insurance (Bodily Injury and Property Damage) naming the City as an additional insured. Contractor must attach a copy of the Certificate of Insurance to this Contract AS EXHIBIT C: Bodily Injury Liability: Property Damage Liability: Each Person $500,000 Each Accident $500,000 Each Accident $1,000,000 All Accidents $1,000,000

20. Campaign Contributions Contractor hereby certifies the following: that it is familiar with Ohio Revised Code (“O.R.C.”) Section 3517.13; that it is in full compliance with Divisions (I) and (J) of that Section; that it is eligible for this contract under the law and will remain in compliance with O.R.C. Section 3517.13 for the duration of this contract and for one year thereafter.

21. City Income Taxes Contractor hereby further agrees to withhold and pay all city income taxes due or payable under the provisions of Chapter 361, Columbus City Codes, for wages, salaries and commissions paid to its employees and further agrees that any of its subcontractors shall be required to agree to withhold and pay any such city income taxes due under said chapter for services performed under this Contract. If it has been determined by the Columbus Income Tax Division that Contractor, or any of its subcontractors, owes city income taxes, the Contractor agrees that the City may withhold the amount due to the City from any amount due to the Contractor for services performed under this Contract notwithstanding paragraph 9 hereinabove.

IN WITNESS WHEREOF, the parties have executed this Contract as of the day and year written below.

EXHIBITS A, B AND C MUST BE ATTACHED HERETO.

*ANY ALTERATIONS OF CONTRACT LANGUAGE WILL RESULT IN REVOCATION OF CITY ATTORNEY APPROVAL.*

CITY OF COLUMBUS EBOCO Approval __________________________________________ Signature Date Approved As To Form: Printed Name, Title and Department City Attorney Date CONTRACTOR Please list remit address below: Signature Date Printed Name and Title Federal ID Number:

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CONTRACT SIGNATURE AFFIDAVIT (Must be completed when the individual signing the Contract is NOT an officer or Member of the Company.)

STATE OF: COUNTY OF: , being duly sworn, deposes and says that he/she is of , a Corporation, LLC, or LLP organized and existing under and (Title) (Company Name) by virtue of the laws of the State of , and having its principal office at

City, State, Zip Code Affiant further says that he/she is familiar with the records, minute books and by-laws of (Company Name) Affiant further says that _____________________________is (Name of Person Signing Contract) (Title) Of the Company and is duly authorized to sign the Contract for : For said Company by virtue of (State whether the provision of by-laws or a resolution of the Board of Directors. If resolution, give date of adoption.) Signature of Affiant**

** AFFIANT MUST BE SOMEONE OTHER THAN THE INDIVIDUAL SIGNING THE CONTRACT.**

Sworn to before me and subscribed in my presence this day of 20 Notary Public

My Commission Expires:

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