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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Ice Resurfacing Machine due August 18, 2021 at 10:00 a.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals (“Proposals” or “Responses”) from qualified proposers (“Proposers”) for the purchase of an ice resurfacing machine with selected extras (as described below) (“Apparatus”). 1.1. Intent. It is the intent of this Request for Proposals (this “Request”) to set forth the minimum acceptable requirements for Responses to this request. 2. Background and Detailed Description of Apparatus. The City was incorporated in December of 2016. The City has an approximate population of 62,000 residents. The City is currently constructing Millcreek Common, a promenade-like park of approximately 2 acres which will feature an ice-skating rink with an adjoining ice-skating ribbon. The ice-skating rink (approximately 3,400 square feet) and ribbon (approximately 8,000 square feet) will be an outdoor/outside amenity. 2.1 Ice Resurfacing Machine Features. These include the following: the Apparatus shall be designed to run on propane fuel, shall carry a minimum of a twenty-four (24) month or 2,000-hour parts replacement warranty, shall meet or exceed OSHA and ANSI safety labeling requirements, shall come with adequate operator training, and the transportation of the Apparatus shall be included. 2.2 Additional Information. Proposer will also provide a list of suggested extra features and equipment, along with cost for these extras, that the City should consider when purchasing the Apparatus. 3. Proposal Requirements. Two written copies and an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Kurt Hansen, Director of City Facilities as listed below, no later than 10:00 a.m. local time on August 18, 2021. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. No electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 3.1. Introductory Letter. An introductory letter expressing an interest in providing the Apparatus should be included. The introductory letter should be addressed to: Kurt Hansen Director of City Facilities Millcreek City Hall 3330 South 1300 East ---PAGE BREAK--- Request for Proposals Millcreek, UT 84106 Include an e-mail address for the primary contact of the Consultant. 3.2. Qualifications. Describe, in detail the Proposer’s experience in providing or selling, maintaining, and providing training of a propane fueled ice resurfacing apparatus in or near the Utah region. 3.3. Timeline. Describe, in detail, the timeline for delivery of the Services. 3.4. Cost. Provide a detailed fee schedule that includes a total “not-to-exceed” price to deliver a fully functioning apparatus that includes any and all fees and any and all costs, including any costs for transportation, licensing, training, preparation, etc. 3.5. References. Include the name, address, and contact person of at least three government agencies with which the Proposer has provided a similar Apparatus. The City may contact such references. 4. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Apparatus. 5. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed by the Evaluation Committee. Each evaluation criterion has been given a percentage based on its relative value. The criteria and each associated percentage are as follows: ▪ Qualifications (30%) ▪ Timeline (30%) ▪ Cost (30%) ▪ References (10%) 6. Selection. The Director of City Facilities may conduct discussions with Proposers that are being considered to be selected for the award. In addition, one or more Proposers may be invited to participate in an interview; however, Proposals may be accepted without discussion or interview. The Mayor or his designee will make the award. 7. General Information. City reserves the right to reject any and all Responses. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. All Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below, the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted in writing to the contact person described below no later than August 16, 2021 at 12:00 p.m. The contact person will endeavor to respond to such request for clarification or additional information and if the contact person deems, in her sole and absolute discretion, that such response is of general applicability, his ---PAGE BREAK--- Request for Proposals response, if any, will be posted on the City’s website at Millcreek.us (which constitutes a written response). Entities responding to this Request are encouraged to review such website frequently. The City anticipates selecting one or more of the responding Proposers, but there is no guarantee that any responding Proposer will be selected. Responses will be placed in the public domain and become public records subject to examination and review by any interested parties in accordance with the Government Record Access Management Act (Utah Code Ann. § 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access Management Act. 8. Terms of Contract. The successful Proposer will be required to enter into a contract with the City to provide the Apparatus. If the selected Proposer and the City Attorney are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the Mayor, or his designee, and negotiation will continue with such other Proposer(s) until an acceptable agreement is completed. 9. Contact Person. For more information on the Proposal, contact Kurt Hansen, Director of City Facilities, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Kurt Hansen, Director of City Facilities, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106.