58-26 - Indigent Cremation

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_* .CITY OF.CLEVELAND,
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DEPARTMENT OF FINANCE
DIVISION OF PURCHASES AND SUPPLIES
INVITATION TO BID
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INVITATION TO BID AND FORMAL BID PACKAGE
TABLE OF CONTENTS
SEQUENCE ORDER NUMBER
Authorizing Ordinance ................................................................ :. .......................................................... 1
Bidder's Checklist ............................................................................... :. .................: .'. .............................. 2
Instructions to Bidders (Part A) ............................................................................................................... 3
W~9 Form ............................................................................................................................................... -4
Vendor Information Form ....................................................................................................................... 5
Bidder's Affidavit .................................................................................................................................... 6
Bid Bond ................................................................................................................................................ 7
Bid Form ............................................................................................................... :, ............................... 8
Bid Schedule of Ite.m s (Price Sheets) ..................................................................................................... 9
General Conditions (Part B) ............. .-................................................................................................... 10
Specifications/Description of Products and/or Secvices (Supplemental Sections C, D, etc.) ................ 11
Nothern Ireland Forrn ........................................................................................................................... 12
Prevailing Wage, Davis Beacon or Living Wage (If applicable) ............................................................. 13
Fannie M. Lewis, Chapter 188 (If applicable) ....................................................................................... 14
Office of Equal Opportunitay Notice to Bidders, Chapter 187 ..............: . ................................................ 15
Office of Equal Opportunity Clause ...................................................................................................... 16
OEO Participation Form ....................................................................................................................... 17
OEO Schedules Checklist .................................................................................................................... 18
OEO Schedules 1-4 ............................................................................................................................ 19
Subcontracting Participation or Waiver Form ......................................................................................: . 20
OEO Submission Schedule ....................................... ,. ..............: . ......................................................... 21
CITY OF CLEVELAND
Department of Finance
Division of Purchases and Supplies
City Hall, Room 128
Cleveland, Ohio 44114
21 ~664-2620

April 24, 2026 The City Record 105
Ordinance No. 369-2026
By Council Members: Conwell and Griffin (by departmental request)
An en1ergency ordinance authorizing the purchase by one or more
requirement contracts of cren1ation services of deceased indigent residents,
for the Division of Health, Departtnent of Public Health, for a tern1 of two
years, with two one-year options to renew, exercisable by the Director of
Public Health.
WHEREAS, this ordinance constitutes an emergency measure providing for the usual
daily operation of a municipal department; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF CLEVELAND:
Section 1. That the Director of Public Health is authorized to make one or more
written requirement contracts under the Charter and the Codified Ordinances of
Cleveland, Ohio, 1976, for the requirements for a period of two years, with two one-year
options to renew, exercisable by the Director of Public Health, of the necessa1y items of
cremation services of deceased indigent residents, in the approximate amount as
purchased during the preceding term, to be purchased by the Commissioner of
Purchases and Supplies on a unit basis for the Division of Health, Department of Public
Health. Bids shall be taken in a manner that permits an award to be made for all items
as a single contract, or by separate contract for each or any combination of the items as
the Board of Control determines. Alternate bids for a period less than the specified term
may be taken if desired by the Commissioner of Purchases and Supplies until provision
is made for the requirements for the entire term.
Section 2. That the costs of the contract or contracts shall not exceed $250,000.00
and shall be charged against Fund No. 01-001-5005-6381, and the Director of Finance
shall certify the amount of any purchase under the contract, each of which purchases
shall be made on order of the Commissioner of Purchases and Supplies under a delivery
order against the contract or contracts ce1tified by the Director of Finance. (RQN 5005,
RL 2026-13)
Section 3. That under division (b) of Section 108 of the Charter, the purchases
authorized by this ordinance may be made through cooperative agreements with other
governmental agencies. The Director of Public Health may sign all documents that are
necessmy to make the purchases, and may enter into one or more contracts with the
vendors selected through that cooperative process. Tiie Director of Public Health shall
provide written notice to the Clerk Council whenever any purchase is made through
cooperative process, which notice shall include the details of such cooperative
purchases.
Section 4. That this ordinance is declared to be an emergency measure and, provided
it receives the affirmative vote of two-thirds of all the members elected to Council, it
Adopted Resolutions and Passed Ordinances Ord. No. 369-2026

April 24, 2026 The City Record 106
shall take effect and be in force immediately upon its passage and approval by the
Mayor; othenvise, it shall take effect and be in force from and after the earliest period
allowed by law.
Passed April 13, 2026.
Effective April 16, 2026.
Adopted Resolutions and Passed Ordinances Ord. No. 369-2026

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DEPARTMENT OF FINANCE DIVISION OF PURCHASES AND SUPPLIES
PAUL C. BARRETT TIFFANY JOHNSON
DIRECTOR COMMISSIONER
BIDDER'S CHECK LIST
The City of Cleveland requires that each bid submitted must comply with cerlaln legal requirements lo be considered a valid and formal bid.
The check/Isl below is provided lo assist in avoiding rejection of your bid due lo omission of required Information or forms.
CHECK WHEN COMPLETED
A. Bid/Schedule of Items
1. Is (are) the bid page(s) completed as required and signed in the upper right-hand corner?
2. Are all prices (whether Unit, or Gross and extensions) clearly and accurately presented?
3. Is the delivery time stated? Is the payment discount given?
B. Bid Bond
1. Is the bond made out in the names of and signed by both the principal and surety?
2. Is the bond amount sufficient for the amount of the bid?
3. Is there a power of attorney attached to the bond?
C. Bid Check (if submitted in lieu of Bid Bond)
1. Is the check in an amount sufficient for the amount of the bid?
2. Is the check either properly certified or a cashier's check?
3. Is the Check made payable to: THE CITY OF CLEVELAND?
D. Bid Form (not to be confused with the Bid Bond)
1. Is all the required information given?
2. Is the form signed?
E. Affidavit
1. Does the affidavit contain all the information required ON BOTH SIDES?
2. Is it properly Signed? Is it properly notarized by a Notary Public?
F. Contract Compliance Certifications for Bid Consideration
1. Do you have questions about a contract compliance certification number or a CSB/ minority/female
business enterprise certification number, contact the Office of the Director of Equal Opportunity for
further information (Phone 216/664--4152).
2. Is your contract compliance certification certificate, statement of deemed compliance, or an application
for certification included in the bid?
3. If you are a Minority/Female/Cleveland Small Business Enterprise and or Local Producer/ Local
Sustainable Business, do you Include your MBE/FBE/LPE/SUBE certification certificate, or a completed
application therein?
4. Did you read and complete 0EO Schedules 1--4? Did you include signed Schedule 3's from all certified
subcontractors?
G. Bid Envelope
1. Is the envelope identified with the correct title of the bid and the due date?
2. Is the envelope securely sealed?
H. Performance Bond
1. Will you be able to furnish the required Performance Bond referred to in paragraph A-8 of
INSTRUCTIONS TO BIDDERS, and/or in paragraph 8-8 of General Conditions?
2. Notice: A certified or cashier's check Is not acceptable in lieu of a Performance Bond!
ITEM 2 - PAGE 1

I. Federal Tax ID Form
1. Is all the required information given?
2. Is the form signed?
J. Northern Ireland Fair Employment Practices Disclosure
1. Is all the required information given?
2. Is the form signed?
K. Project Plan
1. Is all the required information given?
L. Contractor Qualifications
1. Is all the required information given if requested?
M. Additional Information:
1. Wage Theft and Payroll Fraud Disclosure
Is the form signed and returned?
2. Project Labor Agreement (If included in the invitation to bid)
Because of the large variety of commodities, services and improvements required by the City, additional
information is often requested in a format not listed above. In such a case, please review your bid carefully
to verify that you have accurately and completely supplied all such data. Should you have any questions,
please call the Division of Purchases and Supplies (216/664~2620) for clarifications
ITEM 2 - PAGE 2

INSTRUCTIONS TO BIDDERS
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I A-1 INVITATION TO BID
Sealed bids endorsed as designated in the "Title of Bid" section of the bid
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sheet(s) will be received at the Office of the Commissioner of Purchases and
Supplies, Room 128, Cleveland City Hall, Cleveland, Ohio 44114, until 12:00
I' ~I,, o'clock noon, official time, on the date indicated in the "Bid Opening" section of
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I Page 1 of the bid page(s) and thereafter will be publicly opened and read in
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Room 128 .
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ti A-2 FORM OF BID (BID FORM)
ij * 1* I a. Every bid must be made upon the blank form of bid attached hereto.
i :' b. Each bid must be clearly signed with the full name and address of every
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person, firm or corporation interested in such bid, followed by the date of
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such signing, in the space provided at the bottom of the bid form. If more
I I Iii I 1 than one person, firm or corporation has an interest in such bid, then the
full name and address of each person, firm or corporation must be clearly
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I signed on said bid. If the bidder is a partnership, the firm name and
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11' I address, as well as the name and addre*ss of each individual *p*artner must
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I be given. If the bidder is a corporation, the name of the corporation, the
1\1 name and title of the officer duly authorize to sign for the corporation, the
'. 11 \I") business address of such officer and the name of the state in which the
corporation is incorporated must be given.
I, ' c. The bidder shall insert the amount of the bid bond, certified check or
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cashier's check in the space provided in the bid form.
d. The bidder agrees to be bound by his bid from the time the bid is
submitted until the earlier of the date stipulated by such bidder or the
fourth regular meeting of the Board of Control after the bid submission
date unless such time is extended by agreement between the bidder and
the Board.
A-3 BIDDERS AFFIDAVIT
Each bidder shall submit with its bid an affidavit stating that neither it nor its
agents, nor any other party for it has paid or agreed to pay, directly or indirectly,
any person, firm or corporation any money or valuable consideration for
assistance in procuring or attempting to procure the contract herein referred to,
and further stating that no such money or reward will be hereafter paid. This
affidavit must be on the form which is hereto attached.
A-4 BID BOND: CERTIFIED OR CASHIER'S CHECK
Each bid shall be accompanied by a bid .bond signed by. a surety .company
authorized to do business in Ohio, or by a cashier's check or certified check on a
solvent bank, which bond or check shall be in the sum of five percent (5%) of the
amount of the bid, except that with bids for purchase contracts not in excess of
Fifty Thousand Dollars ($50,000). Said bond or check shall be given as security
that if the bid is accepted a contract will be entered into and the performance of it
properly secured.

A-5 DISPOSITION OF BIO BOND, CERTIFIED OR CASHIER'S CHECK
a. When the bid is accepted, the bid bond, certified or cashier's check will be
returned after the contract has been _sig_ned and the. perfQrm13nc.e bond, if
required, has been submitted to, and approved by, the City.
b. If the successful bidder falls to enter into a contract, the bid bond, certified
or cashier's check shall be forfeited and the principal amount of the bid
bond shall be paid to the City, or the check shall be surrendered to the
City as the agreed amount of liquidated damages.
c. The bid bond, certified or cashier's check of the next lowest and best
bidder will be retained until the lowest and best bidder has signed and
secured the performance of its contracl If such lowest and best bidder
fails to do so, the security of the next lowest and best. bidder shall
continue to be retained until it properly secures the contract awarded it. If
such next lowest and best bidder defaults, the principal amount of its bid
bond, or check shall also be forfeited to the City as liquidated damages.
d. When a bid is rejected, the bid bond or check will be released or returned,
respectively, to the bidder.
A-6 EXPLANATIONS WRITTEN OR ORAL
Any bidder finding a discrepancy or omission in the specifications or having any
doubt as to their meaning, shall immediately notify the Commissioner of
Purchases and Supplies, in writing. The Commissioner will respond by sending
written notices or instructions to all bidders. The City will not be responsible for
any oral instructions.
A-7 PRICE BIDS AND DISCOUNTS
a. Unit Prices
In the Schedule of ltems the bidder must give the unit price stated in
figures of every ilem bid, in the space so provided.
b. Trade Discounts
When the bidder offers a trade discount, the amount of such discount
shall be stated on the Schedule of Items bid.
c. Catalog Pricing
Where the bidder submits its quotation by filing its catalog price list and
discount, such documents shall be part of the bid and must be separately
signed by the same person and in the same manner as on the bid form.
A-8 BIDDER'S DESCRIPTION OF ITEMS
a. Each bidder shall, in its bid, describe completely the goods or services it
proposes to furnish in response to and under the terms of the bid.
b. The Commissioner of Purchases and Supplies may require a bidder to
furnish additional information and/or specifications concerning items to be
purchased under the terms of the bid.
A-9 MANUFACTURER'S NAME
a. The use of a manufacturer's or a trade name in the specifications is solely
for the purpose of designating a standard of quality and type and for no
other purpose.
b. Every bidder shall state in its Schedule of Items bid the man*ufacturer's
and the trade name, if any, of each item they propose to furnish.
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A-10 SAMPLES
If the commissioner of Purchases and Supplies requests, a bidder shall provide
samples of the items it proposes to furnish if awarded a contract pursuant to its
bid.
A-11 TIME OF DELIVERY
Bidder must state in its bid the time, in calendar days, within which it will deliver
the item(s) bid unless stated differently in the specifications.
A-12 PAYMENT DISCOUNT WHEN USED TO DETERMINE LOWEST AND BEST
BID
a. In detennining the lowest and best bid, the City will consider all bids on a
basis of the net price to be paid after deduction of the discount specified;
except that if the terms of payment specified by the bidder require
payment in less than thirty (30) days from the date of the invoice, the
discount offered will not be deducted from the price stated in the bid to
determine the lowest and best bidder, and the bid will be considered only
on the basis of the unit price actually named in the bid. But if,
notwithstanding the provisions of this paragraph such bid is determined to
be the lowest and best bid, the City reserves the right to accept the terms
named in the bid if such terms are to the advantage of the City as a basis
for payment of invoices only, but not in any case as a basis for
determining the lowest and best bidder.
b. The City will take a discount of two percent (2%) on payments made
within thirty (30) days from receipt of articles, commodities, materials,
supplies, equipment or services, unless the bidder indicates otherwise on
the space provided on the Schedule of Items bid.
PARAGRAPHS A-13 THROUGH A-15 APPLY Qli6Y IF THE "REQUIREMENT
CONTRACT" BLOCK IS CHECKED ON PAGE 1 OF THE SCHEDULE OF ITEMS
AND ON THE BID FORM.
A-13 REQUIREMENT CONTRACT DEFINED
a. A requirement contract is a contract under which 'th'e contractor has a
duty to provide the City's requirements during the contract term for all
articles, commodities, supplies, materials, equipment and/or services set
forth in the bid and required by the City's authorized users of the items
approved for contract.
b. A contract awarded under this bid will be termed a requirement contract.
A-14 PURCHASES UNDER A REQUIREMENT CONTRACT
a. Under a requirement contract, a contractor shall supply all the City's
requirements during the term for the articles, commodities, supplies,
materials, services or equipment set forth in the Invitation to Bid. See
GENERAL CONDITIONS, Section 8-24, Duration of Contract.
b. If the Schedule of Items in the Invitation to Bid is marked "requirement
contract," then all quantities stated in the Schedule of Items are the City's
good-faith estimates only. The City shall place each order under the
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