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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Millcreek Common Holiday Tree Lights Services due October 21, 2022, at 2:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) to install soft white holiday lights on all trees lining the new Millcreek skating loop at the Millcreek Common (“Scope of Work”). 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 Scope of Work. The City is a suburban/semi-urban municipality of approximately 65,000 residents. Among a wide spectrum of residential strata, the City has a moderate amount of active commercial enterprise, including small businesses, public and private schools, a major hospital, clinics, library and community supporting non-profit headquarters. Fifty percent of households can be described as starter homeowner, young professional, and generationally established. The City has constructed Millcreek Common, a two acre public park, which features ice- skating on an ice rink and adjoining ice-skating loop (winter use) and roller/in-line skates on the ice rink and adjoining ice-skating loop area (spring/summer use). The ice rink and adjoining ice- skating loop area totals 11,000 square feet. Millcreek Common forms the centerpiece of what will be City offices and “City Center.” The City is requesting proposals for a contractor to install twinkle lights with a soft white color on all of the trees lining the east and west streets along The Millcreek Common. Please include the cost of labor to install, the cost of the lights to be purchased and owned by the City after installation, and the cost to remove the lights and place them in storage for use the following year. The installation must be completed by November 21, 2022. Installation may begin as soon as contract is awarded. 3. Proposal Requirements. Two written copies and an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Aimee McConkie, Millcreek Common Executive Director, as listed below, no later than 2:00 p.m. local time on October 21, 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 referenced above no electronic Responses will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer ---PAGE BREAK--- 3.1. Introductory Letter. An introductory letter expressing an interest in providing the lighting should be included. The introductory letter should be addressed to: Aimee McConkie Millcreek Common Executive Director 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 performing the Scope of Work. Please provide a detailed biography of the company, the team assigned to the job, and the approach the team will take when working with the City. 3.3. Timeline. Describe, in detail, the timeline for delivery of the Scope of Work. Please include dates. 3.4. Cost: Provide a detailed fee schedule that includes a total “not-to-exceed” price to deliver the Scope of Work that includes any and all fees and any and all costs, including any costs for preparation, etc. 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 the Scope of Work 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 (33.3%) ▪ Timeline (33.3%) ▪ Cost (33.3%) ▪ References (refences is a mandatory minimum requirement and the City may do its own investigation and the result of the investigation at any time during the solicitation process may result in a disqualification based on the City sole and absolute discretion) 6. Selection. The Millcreek Common Executive Director will select the Evaluation Committee. This committee will score the proposals and make recommendations to the Millcreek City Mayor or his designees. The Mayor or his designee will make the final award of contract. The award of contract is scheduled for October 25, 2022. ---PAGE BREAK--- Request for Proposals Page 3 of 4 8. 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 October 18, 2022, at 2:00 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, her 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. 9. 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. 10. Contact Person. For more information on the Proposal, contact Rachel Nasse, Community Life Events Planning Manager, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact Rachel Nasse, Community Life Events Planning Manager, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. ---PAGE BREAK--- Request for Proposals Page 4 of 4