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Millcreek 1330 East Chambers Ave Millcreek, UT 84106 Request for Proposals Public Works Maintenance and Parks & Open Space Maintenance Feasibility Study September 9, 2024, at 2:00 p.m. local time 1. Introduction. Millcreek (the “City”) is requesting proposals/bids (“Proposals” or “Responses”) from qualified proposers (“Proposers”) to perform a feasibility study for providing street maintenance, snow removal, storm water compliance maintenance, and maintenance of parks and open space (“Services”). 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 Services. The City was incorporated in December 2016 and contracted with Salt Lake County Public Works Department (SLCo PW) to provide public works services. Public works services included labor, equipment, and materials for snow removal, general maintenance or streets, pavement management, sign maintenance, road striping, traffic signal management, street sweeping, and other specific streets-related projects as determined by the City An exhibit identifying cost of services from the contract with SLCo PW is attached as Exhibit The City also contracted with Salt Lake County Parks Department (SLCo Parks) to provide park maintenance services for the City’s four parks consisting of approximately 28.05 acres: Canyon Rim, Ben Franklin (Scott Avenue), Fortuna, and Sunny Vale. An exhibit identifying cost of services from the contract with SLCo Parks is attached as Exhibit The City also contracts with a private landscaping company to maintain the Mountair Streetscape, which consist of approximately acres and is located along Highland Drive from approximately 3200 South to 3000 South. Services include the following: 2.1 Determine Cost to Self-provide Public Works Services. Determine cost for the City to self-provide Public Works Services (defined below) at current service levels, at best practices level (using the American Public Works Associations (APWA) best practices, determine appropriate baseline levels of service), and enhance service levels m(identifying what is included in enhanced services). For purposes of this Proposal Public Works Services means: Snow Removal. General Street Maintenance. Pavement Management. Sign Maintenance. Road Striping. ---PAGE BREAK--- Request for Proposals for Reconnaissance Level Surveys in Millcreek – Page 2 Traffic Signal Management and Maintenance. Storm Water Complaint to UPDES permit (Steet Sweeping, etc.). Parks and Open Space Maintenance. 2.2 Determine Start-up Cost. Start-up cost include capital costs, start-up staffing needs, and potential debt service cost to fund start-up cost and anticipated escalation in cost over a ten-year period. 2.4 Utilize Three Scenarios. The Services must include analysis of the following three scenarios: Option 1: SLCo PW and SLCo Parks continue to provide Public Works Services; Option 2: City to self-provide Public Works Services. Include in a table format the recommended equipment, staffing, space requirements, and any additional requirements necessary to self-provide. Identify potential problems with respect to proposed self-provide Public Works Services; and Option 3: City to combine with other cities to provide Public Works Services. Identify proposed combinations of cities and potential problems with respect to combining with other cities to provide proposed Public Works Services. 2.5 Deliverables. Consultant will provide the City with a PDF file Report which includes an executive summary of the findings. 3. Proposal Requirements. One electronic copy of a single PDF file of the Proposal is required to be submitted to John E Miller, Millcreek Public Works Director/City Engineer, no later than 2:00 p.m. local time on September 9th, 2024. 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 Service should be included. The introductory letter should be addressed to: John E Miller, P.E. Public Works Director/City Engineer Millcreek City Hall 1330 East Chambers Ave Millcreek, UT 84106 [EMAIL REDACTED] ---PAGE BREAK--- Include an e-mail address for the primary contact of the Consultant. 3.2. Experience and Qualifications. Describe the Proposer's experience and qualifications to meet the Service requirements of the City as outlined herein. Affirmatively state if you are able to satisfy the Requirements. Include a general overview and history of your company, number of years in business, number of employees, corporate headquarters location, type of business, names of the firm’s chief officers (include an organizational chart if possible), and where you do business. Identify proposed staff members who would be involved in providing the Services requested herein and submit statements or resumes detailing their qualifications. 3.3. Project Approach. Describe in detail the following, a detailed work plan outlining each required task necessary for completion of the Project described in this Request. Include anticipated hours for completing each task. Identify the major risks associated with this Project. For each risk, identify those activities which can be undertaken to reduce, mitigate, or eliminate the risk. In addition to the specific service proposals specified above, identify and/or recommend any additional or innovative services and products provided by your firm that may be related to or helpful to this Project. 3.3. Timeline. Describe, in detail, the timeline for completion of the Project and delivery of the Deliverables. Provide a tentative schedule for completing the work based on a deadline of Friday, January 10, 2025. A timeline that satisfies the deadline of January 10, 2025 is a mandatory minimum requirement and may result in a disqualification based on the City sole and absolute discretion. 3.4. Cost. Provide a detailed fee schedule that includes a total cost not to exceed and terms for performing the Services. The City’s maximum available budget for the Project is $50,000 3.5. References. Include the name, address, and contact person 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’s sole and absolute discretion. 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: Experience and Qualifications (40%) Project Approach (30%) Cost (30%) ---PAGE BREAK--- Request for Proposals for Reconnaissance Level Surveys in Millcreek – Page 4 6. Selection. The Public Works Director/City Engineer 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 Tuesday, September 3rd, 2024, 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 their sole and absolute discretion, that such response is of general applicability, their response, if any, will be posted on the City’s website at millcreekut.gov (which constitutes a written response). Entities responding to this Request are encouraged to review the 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 John E Miller, P.E., Public Works Director/City Engineer, [EMAIL REDACTED], 1330 East Chambers Ave, Millcreek, UT 84106 or for American with Disabilities Act (ADA) accommodation, contact the ADA coordinator at, [EMAIL REDACTED]. ---PAGE BREAK--- Exhibit (exhibit identifying cost of services from the contract with SLCo PW) ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- ---PAGE BREAK--- (123345667 : (<+=>?@A653B4C3>