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REQUEST FOR PROPOSALS TO CONDUCT AN OPTIONS ANALYSIS FOR PROVIDING STREET MAINTENANCE, SNOW REMOVAL AND PARK CARE FOR THE CITIES OF: MILLCREEK, TAYLORSVILLE, AND HOLLADAY June 2019 ---PAGE BREAK--- I. INTRODUCTION The cities of Holladay, Millcreek, and Taylorsville (“Cities”) are soliciting competitive proposals from qualified individuals or firms (“Proposer” or “Consultant”) to conduct an options analysis for providing street maintenance, snow removal, and park care and maintenance. II. PROJECT DEADLINE The Cities are desirous of having this study completed as expeditiously as possible. A final draft of the options analysis must be complete and available for review no later than October 1, 2019. III. BACKGROUND Currently the Cities contract with the Salt Lake County Public Works Department to provide street care and maintenance and snow removal. Each city has a separate contract which includes labor, equipment, and materials for snow removal, general maintenance of streets, pavement management, sign maintenance, road striping, traffic signal management, street sweeping, and other specific street related projects as determined by each city. The Salt Lake County Parks department provides park care and maintenance for the cities of Millcreek and Taylorsville. IV. SCOPE OF WORK a. Using the American Public Works Association best practices, determine appropriate baseline levels of service and costs for each city. b. Determine options for each of the cities to provide Public Works Services at current or enhanced service levels which include: snow removal; general maintenance of streets; pavement management; sign maintenance; road striping; traffic signal management; street sweeping, etc. as well as park care and maintenance. Elements addressed should include any and all start-up costs, staffing needs, ongoing operations expenses, including any potential debt service, and expected expense growth over a 10 year period. c. At a minimum, the options analyzed will include the following three scenarios: i. Salt Lake County Public Works continue as the service provider ii. Each city to self-provide iii. The cities join together to provide any or all services d. Provide table of required equipment, FTE’s and space required to self-provide (option ii and iii above). V. PROJECT COST/FEES Provide a detailed fee schedule that includes a total “not to exceed” price to complete the study that includes any all fees and any and all costs the Proposer may incur, including any costs for transportation, lodging, communication, printing, etc. The costs should be detailed enough to allow a distribution of costs per City. ---PAGE BREAK--- VI. PROPOSAL SUBMISSION CRITERIA A PDF electronic copy of the Proposal is required to be submitted to: Laurie Johnson; 3330 South 1300 East; Millcreek, UT 84106 OR [EMAIL REDACTED] Other than the PDF electronic copy of the Proposal there is no specific format for use when submitting responses to this Request. Proposals must include the following elements and be signed by an authorized representative of the Proposer: a. Introductory Letter – An introductory letter expressing an interest in providing the study should be addressed to: : Laurie Johnson; 3330 South 1300 East; Millcreek, UT 84106 OR [EMAIL REDACTED] b. Qualifications – Describe, in sufficient detail, the Proposer’s experience and qualifications that are relevant to accomplishing the scope of work. c. Project Team – Describe, in sufficient detail, the project team including an organizational chart and relative experience. d. References – Include the name, address, and contact person of at least three entities or agencies with which the Proposer has provided similar type services or studies. The Cities may contact such references. VII. SUBMISSION OF PROPOSALS A PDF electronic copy of the Proposal is required to be submitted to: : Laurie Johnson; 3330 South 1300 East; Millcreek, UT 84106 OR [EMAIL REDACTED] no later than 3:00 pm local time on JULY 12. Any response, modification, or amendment received after the due date and time is considered late and will not be accepted. VIII. IDENTIFICATION OF ANTICIPATED POTENTIAL PROBLEMS The Proposer should identify and describe any potential problems with respect to completing the study as requested. IX. EVALUATION CRITERIA AND SCORING PROCESS All Proposals received will be reviewed by a selection committee. Each evaluation criteria has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows: a. Overall Qualifications & Experience (Preference will be given to those with prior understanding and or experience working with Salt Lake County Public Works) – 50% b. Project Team – 25% c. Cost – 25% X. SELECTION Discussions may be conducted with Proposers determined by the Cities to be reasonably likely to be considered for this contract award. In addition, one or more of the Proposers may be invited to interview; however Proposals may be accepted without discussion or interview. The above criteria will be used unless modified in the interview evaluation. A selection committee or individual(s) will be appointed by the Cities (referred to hereinafter as “Selection Committee”). The Selection Committee reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each Proposer being interviewed will be ---PAGE BREAK--- notified at least twenty-four (24) hours prior to the interview of the revised criteria. Based on the results of discussions, if any, interviews, if any and proposal scoring, the Proposers will be rated by the Selection Committee, and such recommendations will be forwarded to representatives of the Cities. Representatives from the Cities will make the final selections. The Cities may select one or more Proposers to provide the Study. Collaboration between Proposers is appropriate. XI. GENERAL INFORMATION The Cities reserve the right to reject an and all Responses. The Cities reserve the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is a 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 Cities have 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 July 5. The contact person will endeavor to respond to such requests for clarification or additional information within forty-eight (48) hours and will provide information to all Proposers. The Cities anticipate 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. Section 63G-2-101, et seq.). All materials submitted in response to this Request will become the property of the Cities and will be managed in accordance with the Government Record Access Management Act. XII. TERM OF CONTRACT The successful Proposer will be required to enter into a written agreement with the Cities to provide the study. If the selected Proposer and the Cities are unable to negotiate an acceptable agreement, then another Proposer(s) will be selected by the representatives of the Cities and negotiations will continue with such other Proposer(s) until an acceptable agreement is completed. XIII. CONTACT PERSON For further information or for American with Disabilities Act (ADA) accommodation, contact : Alexandra Muller; 3330 South 1300 East; Millcreek, UT 84106 OR [EMAIL REDACTED]