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Page 1 of 8 Millcreek 3330 South 1300 East Millcreek, UT 84106 Request for Proposals/Bids City Hall Climbing Wall Operation due December 15, 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 the operation and management of an exterior (outdoor) climbing wall (as described below) (“Operations”). 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 constructing a new city hall of approximately 75,000 square feet which is scheduled to be completed in August of 2023. 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 hall will also structurally support a 65 feet tall, 5 lane, climbing wall, designed and constructed by Vertical Solutions, located at the northeast corner of city hall. The wall will have built-in belays at 65’ high on the north and east faces. The south wall face will have a built-in belay at 55’ high and timers and touch pads to accommodate a speed climbing wall. This ambitious climbing wall will be an outdoor/outside amenity. The climbing wall will complement the adjoining two-acre Millcreek Common plaza which features roller/ice skating activities, splashpad, outdoor performance stage, and more. 2.1 Climbing Wall Operations. This includes the following: providing expert management and operations of the climbing wall; providing and making available all climbing harnesses and safety equipment necessary for patrons to climb the wall (by way of a rental fee or event fee); posting all OSHA required signage; covering all risk management and liability while operating the wall; working with the city facility’s staff and reporting any wall maintenance issues; providing regular classes for teaching climbing techniques and safety; ensuring that climbing wall is secured from climbers while not in use; and providing climbing wall opportunities that will be attractive to all climbing wall participates from novice to seasoned climbers. 2.2 Desired Hours of Operation. The City requires the wall be operated daily, seven days a week from May 1 through October 31 – weather permitting. Obviously, the operator may extend those hours for special climbing events, training, group rentals, weekends, other related special events, etc. For special events or competitions, activity on the climbing wall may be restricted to competitors or special groups and closed to other patrons. ---PAGE BREAK--- Request for Proposals 2.3 Office Space. A climbing wall office will be available for the operator of the wall. The office is approximately 8 ft x 8 ft located at the northeast corner of city hall directly 10 feet west of the climbing wall. This space may be used for equipment storage, office work, etc. See Exhibit 2.4 Tickets, Coupons, Passes. Onsite ticket sales will be available at the Adventure Hub located at Millcreek Common just to the east of the climbing wall. The proposer will also be encouraged to sell tickets online, at their place of business, etc. Gifting passes, coupons, and selling annual or seasonal passes will also be encouraged. The proposer may also think about offering discounts to city employees and other personnel who office out of city hall. 2.5 Additional Information. Proposer will also provide a list of suggested extra features and equipment, along with cost for these extras, the City should consider before construction is completed and in the regular operation of the climbing wall. 3. Proposal Requirements. An electronic copy in PDF (Portable Document Format) of the Proposal is required to be submitted to Kurt Hansen, Director of City Facilities as listed below, no later than 5:00 p.m. local time on December 15, 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. Only 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 wall operations 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 Operator. 3.2. Qualifications. Describe, in detail the Proposer’s experience in operating and managing climbing walls in or near the Utah region. 3.3. Weekly or Seasonal Hours. Describe, in detail, the proposed operating hours and seasonal schedule for operating the climbing wall, include proposed special events. 3.4. Lease. Millcreek is looking for a three-year lease commitment for operating the climbing wall. The cost will be a flat 7% of gross ticket and event fees. The 7% lease fee will include a combination of onsite, online, and place of business ticket and event fee sales for all events which take place at the Millcreek City Hall climbing wall. ---PAGE BREAK--- Request for Proposals 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. 4. Identification of Anticipated Potential Problems. Proposals should identify and describe any potential problems with respect to operating and managing this climbing wall. 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%) ▪ Availability for public use hours of operation, anticipated charge) (30%) ▪ Profitability potential (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 December 12, 2022, at 12:00 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. ---PAGE BREAK--- Request for Proposals Page 4 of 8 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 Page 5 of 8 Exhibit Project Renderings Proposed Climbing Wall ---PAGE BREAK--- Request for Proposals Page 6 of 8 Proposed Climbing Wall ---PAGE BREAK--- Request for Proposals Page 7 of 8 Proposed Climbing Wall ---PAGE BREAK--- Request for Proposals Page 8 of 8 Exhibit Proposed Climbing Wall Office & Climbing Wall Base