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Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals Millcreek City Hall Holiday Decorations Provider due September 15, 2023, 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 Holiday décor in the public areas at Millcreek City Hall (“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 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 enterprises, 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 City Hall located at 1330 East Chambers Ave , 84106. The City Hall consists of six floors. Three of these floors are generally open to the public. The first floor consists of a market space, a restaurant, a coffee shop, a large fireplace and some gathering spaces for the public. The fourth-floor host public meetings and City Council Chambers as well as spaces for private events. The sixth floor consists of a community room and multi-purpose room that will be available for private event rentals. Immediately adjacent to the City Hall is Millcreek Common. Millcreek Common consists of an ice-skating rink and ice-skating loop (for winter use) and a roller-skating rink (for summer use) and Granite Credit Union Adventure Hub Conference Room and sundeck area. A diagram depicting all these areas with approximate square footage is attached and is referred to as Rental Areas. The City is requesting Proposals for a contractor to install holiday décor on the first, second and sixth floors of City Hall along with additional décor items along the first-floor fireplace and the grand staircase running up the face of the building. Services includes the cost of labor to install, the cost of the decor to be purchased and owned by the City after installation, removal, and storage. The installation must be completed by November 22, 2023, and may begin on November 10, 2023. 3. Proposal Requirements. Two written copies and an electronic copy in PDF (Portable Document Format) of the Proposal are required to be submitted to Rachel Nasse, Millcreek Community Life Events Planning Manager, as listed below, no later than 2:00 p.m. local time on September 15, 2023. Any response, modification, or amendment received after the due date and time is considered late. No late response, modification, or amendment will be accepted. ---PAGE BREAK--- 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: 3.1. Introductory Letter. An introductory letter expressing an interest in providing the Services should be included. The introductory letter should be addressed to: Rachel Nasse Millcreek Community Life Events Planning Manager Millcreek City Hall 3330 South 1300 East Millcreek, UT 84106 [EMAIL REDACTED] Include an e-mail address for the primary contact of the Applicant. 3.2. Qualifications and Design. 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. Please supply drawings and photos to support the Proposal. 3.3. Timeline. Describe, in detail, the timeline for delivery of the Services including dates. 3.4. Cost: Provide a detailed fee schedule that includes a total “not-to-exceed” price to provide the Services 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. 5. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to providing the Scope of Work 6. 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 (50%) ▪ Timeline ( timeline 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) ▪ Cost (50%) ▪ 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 ---PAGE BREAK--- Request for Proposals Page 3 of 3 the solicitation process may result in a disqualification based on the City sole and absolute discretion) 7. Selection. The City will select the evaluation committee. This committee will score the proposals and make recommendations to the Millcreek City Mayor. The mayor or his designee will make the final award of contract. The award of contract is scheduled for (October 1, 2023) 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 September 1, 2023, 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. 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 Kurt Hansen, Millcreek City Facilities Director, [EMAIL REDACTED], 3330 South 1300 East, Millcreek, UT 84106. ---PAGE BREAK--- RFP - Jan 01, 2024 Millcreek Common - First Floor Marketplace Powered by ---PAGE BREAK--- ---PAGE BREAK--- Room Capacity - Oct 10, 2023 Millcreek Common - Second Floor Council Hall Powered by ---PAGE BREAK--- ---PAGE BREAK--- RFP - Jan 01, 2024 Millcreek Common - 6th Floor Millcreek City Hall Community Room And Multipurpose Room Powered by ---PAGE BREAK--- ---PAGE BREAK--- RFP - Jan 01, 2024 Millcreek Common - Millcreek Common Millcreek Common Powered by ---PAGE BREAK--- Room Capacity - Oct 10, 2023 Millcreek Common - Upper Level Rounds-AVHub Powered by ---PAGE BREAK--- ---PAGE BREAK---