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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals City Hall Business Phone System Provider due April 28, 2022, at 5:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) for providing and servicing a business phone system (as described below). 1.1. Intent. It is the intent of this Request for Proposals/Bids (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 and currently has an approximate population of 63,000 residents. The City is currently located in a renovated leased space of approximately 18,000 square feet and City employs approximately 50 persons. The City is designing a new city hall of approximately 75,000 square feet which is scheduled to break ground in March of 2022 and be completed in June of 2023 (See Exhibit The new city hall will be a six-story structure that will feature a ground-floor market and exposition place, four floors for city and police operations, and a sixth-floor community center reception hall. The City is requesting proposal for a new business phone system for the existing city hall that can be moved to the new city hall. The following is a more detailed description of the business phone system (“System”). 2.1 Business Phone System. The System includes the following: providing internet connection through a private internet provider, providing business desktop phones in each office and in other spaces as deemed necessary, providing the latest phone technology, features such as voicemail messaging, call forwarding, do not disturb, out of office messages, remote voicemail pickup, voicemail notices in email form, paging through phone to all other office phones, portability of phones for working at home, etc. 2.2 Business Phone Service. The System includes timely phone training, phone operation service, phone replacement, personal phone problem assistance, etc. 2.3 Business Phone System/Service Portability. The System also includes a plan to move the phone system from the existing city hall to the new city hall when the new city hall is completed. Demonstrate that the phones and phone system is transportable to the new city hall with no or minimal downtime (not more than 1 day). The Proposal should include a timeline for moving the phones and phone system and installing the new service, and include consulting time as needed with contractor, architect, and engineers prior to the completion of the new city hall. 2.4 Additional Information. Proposer should also provide a list of suggested extra features and equipment, along with cost for these extras, that the City should consider as part of this Proposal. ---PAGE BREAK--- Request for Proposals 3. Proposal Requirements. 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 5:00 p.m. local time on April 28, 2022. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. Except for the PDF copy described above 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 Millcreek, UT 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Consultant. 3.2. Qualifications. Describe, in detail the Proposer’s experience in providing and servicing business phone systems 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 cost and terms for leasing phones and equipment along with servicing the phone system for a fully functioning business phone service; and if purchasing the equipment is a possibility, a total cost for the purchase of phones and equipment (the City may choose to purchase the equipment) along with a cost for servicing the phone system, and any other fees or related costs. 3.5. References. Include the name, address, and contact person of government or private agencies with which the Proposer has provided a similar service. The City may contact such references and do its own investigations and depending on the result of the investigation may result in disqualification based on the City sole and absolute discretion. 4. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing and servicing this business phone system. 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%) ---PAGE BREAK--- Request for Proposals 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 April 25, 2022, at 5:00 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 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 services described herein. 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. ---PAGE BREAK--- Request for Proposals Exhibit New City Hall ---PAGE BREAK--- Request for Proposals ---PAGE BREAK--- Request for Proposals ---PAGE BREAK--- Request for Proposals ---PAGE BREAK--- Request for Proposals ---PAGE BREAK--- Request for Proposals ---PAGE BREAK--- Request for Proposals -10- ---PAGE BREAK--- Request for Proposals -11-