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REQUEST FOR PROPOSAL PURPOSE OF REQUEST: Millcreek City is requesting proposals (RFP) from qualified proposers to enter into a contract to provide a comprehensive physical wellness program for its employees. The goal of this program is to provide a hands‐on approach that will promote a healthy lifestyle and improve overall well‐being and productivity among Millcreek employees. Millcreek City hereinafter may be referred to as the City. RESPONSE DATE AND LOCATION: Offers must be received by 2:00 PM on September 3, 2024. Proposal must be received electronically to Lisa Dudley, HR-Finance Director, at [EMAIL REDACTED]. Any proposal that is received aŌer this due date and Ɵme will be returned. If it becomes necessary to revise the RFP in whole or in part, an addendum will be provided to all those on record who received the original RFP. ADMINISTRATIVE GUIDANCE: The informaƟon provided herein is intended and designed to provide those interested in responding sufficient basic informaƟon regarding minimum requirements. It is not intended to limit a proposal's content or exclude any relevant or essenƟal data therefrom. Proposers are at liberty and are encouraged to expand upon the specificaƟon to evidence service capability under any agreement. The City will not be liable for any costs proposers may incur in the preparaƟon or presentaƟon of this proposal. PROPOSAL CONSIDERATION: The City may award a contract based solely upon the merits of the iniƟal proposal, without any oral commentary. In light of this possibility, proposers should present the most favorable price Millcreek City HR-Finance Department 1330 E Chambers Ave Millcreek, UT 84106 801‐214‐2748 ---PAGE BREAK--- and service available. The City may require an oral presentaƟon from a short list of the top two or three proposers to make a final selecƟon. If necessary, this presentaƟon will be scheduled aŌer the closing date and prior to the award of the contract. The City reserves the right to reject any or all proposals received and to waive any informality or technicality in any proposal in the interest of the City. TERMS OF CONTRACT: The successful proposer will be required to enter into a contract with the City to provide the services described herein. If the selected proposer and the City AƩorney are unable to negoƟate an acceptable agreement, then another proposer(s) will be selected by the Mayor, or his designee, and negoƟaƟon will conƟnue with such other proposer(s) unƟl an acceptable agreement is completed. All provisions of the agreement must be in compliance with established laws and ordinances of the State of Utah and its poliƟcal subdivisions. The agreement will be in accordance with requirements set forth in the terms of the agreement of this RFP. The term of this agreement shall be for a period of six months with one one‐ year opƟon to renew. The contract may be terminated at any Ɵme by either party with advance wriƩen noƟficaƟon of at least 30 calendar days. If there is a change to the personnel assigned from the personnel proposed in the RFP, during the iniƟal contract period, the City reserves the right to review the resume(s) and give approval of the proposed new personnel. If the City does not approve of the personnel, another must be proposed. This procedure will be followed unƟl the proposer and the City can agree upon personnel. If the City and the firm cannot come to an agreement on personnel, the contract may be terminated. SCOPE OF SERVICES: The services provided would require the firm to provide fitness classes, health screenings, health workshops, personalized coaching fitness plans, access to a gym facility located within five miles of Millcreek City Hall, and a customizable program that works in tandem with City Hall quarterly wellness challenges. The program would be intended for up to 100 City Hall employees and anƟcipated to start October 1, 2024. City Hall is located at 1330 E Chambers Ave, Millcreek, UT 84106. ---PAGE BREAK--- PROPOSAL FORMAT: Proposals must be concise and in outline format. Please furnish one original copy and one commiƩee member copy of your proposal. Both copies are to be an electronic copy (electronic copies are to be in Adobe Reader Format and not to exceed 5MG). The commiƩee member copy is not to include pricing, or anything regarding pricing; the pricing will be scored by the HR- Finance Department. PerƟnent supplemental informaƟon should be referenced and included as aƩachments. All proposals must be organized and tabbed to comply with the following secƟons. If they are not, they may be rejected. Each tabbed secƟon must clearly and fully address the subject and be understandable. Failure to do so will negaƟvely impact the evaluaƟon of your submiƩed RFP. Proposals should be long enough to expand on the qualificaƟons and experience; however, RFPs are not encouraged. Tab I. LeƩer of TransmiƩal. Prepare a one‐page leƩer that declares interest and provides contact informaƟon. The leƩer must be on company leƩerhead, signed in ink. The leƩer should be addressed to: Lisa Dudley HR‐Finance Director Millcreek City Hall 1330 E Chambers Ave Millcreek, UT 84106 [EMAIL REDACTED] Tab II. Proposed Program. Provide a statement of your understanding and a general descripƟon of your proposed approach to project scope of services. Provide a detailed work plan outlining how you would complete the scope of services. In addiƟon to the specific service proposals specified above, idenƟfy and/or recommend any addiƟonal or innovaƟve services and products provided by you that may be related to or helpful to a comprehensive design of the proposed project. If there is a beƩer way for the City to package or define the services that it has requested herein in order to obtain beƩer pricing and/or service by making it easier for the selected consultant, please explain what modificaƟons would be necessary to achieve such beƩer pricing and/or service. ---PAGE BREAK--- Tab III. Experience/QualificaƟons. Include a general overview and history of your company, number of years in business, name of representaƟve who will be managing the program and communicaƟng with city officials, credenƟals including cerƟficaƟons, experience, and background of chosen representaƟve, and gym locaƟon. Provide a statement of your firm’s experience and qualificaƟons to meet the requirements of the City as outlined herein. IdenƟfy proposed staff members who would be involved in providing the services requested herein and submit statements or resumes detailing their qualificaƟons. Your proposal should include informaƟon on levels of training received by each staff member and detailed descripƟons of their involvement with projects of similar or idenƟcal scopes. Are you or your company currently involved in arbitraƟon and/or liƟgaƟon for any reason? If so, please elaborate. Have you or your company ever filed for reorganizaƟon or bankruptcy? If so, please provide dates and resoluƟon. Tab IV. Cost Proposal. Complete the aƩached price sheet. The proposal must be set forth in such a way that it will allow the performance merits of the proposal to be evaluated independent of costs. Tab V. References. Detail your experience in providing the services requested herein for similar customers of similar size, provide customer name, contact person, and telephone number(s). By providing such references you agree that neither the City nor the clients referenced shall have any liability regarding the provision of such references or the City’s use of such references in making selecƟons under this request for proposal. Tab VI. Insurance. Workmen's CompensaƟon and Employer's Liability Insurance. The Contractor shall comply with the provisions of the Workmen's CompensaƟon Act, and all other legislaƟon, federal and state, applicable ---PAGE BREAK--- to the work described herein, and the Contractor agrees to make all payments, returns and reports required by these acts. EVALUATION CRITERIA: The award of the contract shall be based upon the following factors and are listed in order of importance with their assigned weights. 1. Experience/QualificaƟons ‐ 20% 2. Proposed Approach/Customizability – 40% 3. Cost – 30% 4. References – 10% Understandability and comprehensiveness of informaƟon supplied in this RFP will affect the evaluaƟon of the above criteria. PROPRIETARY INFORMATION: Proposers are required to mark any specific informaƟon contained in their proposal which is not to be disclosed to the public or used for purposes other than the evaluaƟon of the proposals. A declaraƟon must accompany the proposal staƟng the reasons the informaƟon should not be disclosed. Any proposal that is marked confidenƟal in its enƟrety will be quesƟoned. Pricing and service elements of the successful proposal will not be considered proprietary. All materials become the property of Millcreek City and may be returned only at the City's opƟon. Proposals submiƩed may be reviewed and evaluated by any person, not compeƟng proposers, at the discreƟon of the City. The City will establish a quesƟon and answer sheet for this RFP. Please direct quesƟons concerning this RFP in wriƟng to: [EMAIL REDACTED] INVOICING AND PAYMENT: The company shall submit a written invoice, in duplicate, for services rendered and the City shall pay the invoiced fee within thirty (30) days after receipt of the invoice by the City. Invoices shall be submiƩed to: [EMAIL REDACTED] ---PAGE BREAK--- I. General A. Prices stated include all costs associated with the performance of the services specified, including materials, supervision, labor, insurance, transportaƟon, delivery, fuel or other surcharges, demurrage, and related costs. No other charges shall be allowed. All prices and fees are stated in U.S. dollars. B. The City is exempt from sales, use, and federal excise taxes on these products and/or services. ExempƟon cerƟficates shall be furnished upon request. C. Fee stated shall be firm for the full term of this Agreement, including any renewal terms. II. Fee For all services provided as specified in this RFP, the firm will be paid a rate of a month. III. Invoicing and Payment Millcreek City will pay for services rendered. The successful proposer must keep a record indicaƟng the months of acƟve service. The successful proposer shall submit a wriƩen invoice with the required work record aƩached, in duplicate, for services rendered and the City shall pay the invoiced fee within thirty (30) days aŌer receipt of the invoice by the City. Proposal Response Price Sheet Proposal for Employee Physical Wellness Program ---PAGE BREAK--- Invoices shall be submiƩed to: [EMAIL REDACTED]