1-2026 On-Call Financial Services RFP V2.docx

Park City Municipal Corporation (“PCMC” or “City”)

REQUEST FOR PROPOSALS (“RFP”) (NON-BID) FOR

On-Call Municipal Financial Consulting and Auditing Services

Respondents or their agents are instructed not to contact or seek references from City employees, agents or contractors of the City, selection committee members, the Mayor’s office or staff, members of the City Council and Planning Commission, or attempt to externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the agreement resulting from this solicitation. City, in its sole discretion, may disqualify a Respondent for violation of this provision.

REQUEST FOR PROPOSALS (NON-BID)

PCMC is inviting proposals from qualified persons or firms (“Respondent”) to provide On-Call Municipal Financial Consulting and Auditing Services. Respondents that achieve the minimum score will be added to our Financial Consulting pool. The contract will have a termination date of 12/31/2029. Vendors that have a current on-call contract do not need to re-apply.

PROPOSALS DUE: By 4:00 p.m. on Monday, September 7th, 2026.

Submit proposals electronically via Utah Public Procurement Place (“U3P”). The proposals will be opened after the submission deadline.

RFP AVAILABLE: The RFP will be available on August 11th, 2026 at 4:30 p.m. on the U3P website. Any modifications to the RFP or responses to questions submitted will be added as an addendum to the RFP posted on U3P. It is the responsibility of Respondents to regularly check for addenda.

QUESTIONS: All questions regarding this RFP must be submitted in writing to the U3P website by 4:00 p.m. on Wednesday, August 26th, 2026. Please do not submit the same question multiple times.

PROJECT LOCATION: 445 Marsac Ave., Park City, UT 84060

PROJECT DESCRIPTION (brief): On-Call Municipal Financial Consulting and Auditing Services

Proposals will remain valid for 90 days after submission. PCMC reserves the right to reject any or all proposals received for any reason. Furthermore, PCMC reserves the right to change dates or deadlines related to this RFP. PCMC also reserves the right to waive any informality or technicality in proposals received when in the best interest of PCMC.

I. Introduction.

PCMC is looking to enter into multiple contracts with financial consulting firms for On-Call General Municipal Financial Consultant and Auditing Services. Respondents that are awarded will need to sign a contract with PCMC. No consulting work is assured or guaranteed.

II. Scope of Project.

Respondents should be able to provide on-call General Municipal Financial Consulting and Auditing Services including but not exclusive of those described below:

1. Provide on-call economic, financial, and analytical and statistical consulting services to PCMC, including but not limited to financial analysis, budget preparation, grant management, forecasting, modeling, property acquisition scenarios, and audit support.

2. Assist with financial forecasting and economic analyses and planning to ensure effective allocation of resources and adherence to budgetary constraints.

3. Assist with financial reporting and presentation to stakeholders, including the City Council, PCMC employees, partners, and funding sources, and funding entities.

4. Maintain confidentiality and data security in handling sensitive financial information and records of PCMC.

5. Provide fee and rate studies such as impact fees, water utility rates, development fees, business license fees, recreation fees, parking fees, etc.

6. Provide financial reports, including economic development studies, feasibility studies, public benefits analyses, sales tax analysis, market analysis, etc.

7. Provide financial expertise on major projects such as the General Plan, area plans, capital facility plans, master plan alignment, etc.

8. Perform other functions normally contemplated to be within the scope of duties of a fully qualified financial advisor.

9. General analytical and project management support.

10. Additional support may include procurement support, risk identification, and post analysis services.

III. Contents of Proposal and Evaluation Criteria.

A. Proposal Format:

a. Be formatted to 8½” x 11” sized pages.

b. Have numbered pages.

c. Must be in Adobe PDF, Microsoft Word or Excel format.

d. Must be in font size 11 or larger.

B. Proposal Content Include the following in the order listed:

1. Executive summary including technical approach (see Section C below) and past work. Executive summary may be no longer than 10 single-sided pages.

2. Professional Biographies: Attach professional biographies for all team members identified in your proposal, including but not limited to the primary point of contact for any future engagement, specifying their relevant subject matter expertise. Any additional attachments, exhibits or appendices listed herein or in the proposal submission packet. This section should be no longer than 10 pages.

3. Any value-added services that your firm may provide to this contract.

If Respondent proposes to use a third party (subcontractor, subconsultant, etc.) for completing all or a portion of the scope of work requirements, state the name and identify the portion of the scope of work to be completed by a third party.

C. Evaluation Criteria

a. Experience and Qualifications: 200 points

i. Qualifications of key personnel.

b. Technical Approach: 200 points

i. Relevant experience working with government agencies or similar entities.

ii. Proposed methodology for providing on-call general municipal financial consulting and auditing services.

iii. Approach to ensuring compliance with regulatory requirements and best practices.

c. Services Offered: 50 points

Only Respondents scoring above 70% on Section C. Evaluation Criteria will move on to be scored under subsection D, Cost.

D. Cost

Respondents will Include in a separate document the hourly rate of all key personnel listed. The average hourly rate will be entered into the following cost formula:

The points assigned to each Respondent’s cost proposal will be based on the lowest proposal price. The Respondent with the lowest proposed price will receive 100% of the price points. All other Respondents will receive a portion of the total cost points based on what percentage higher their proposed price is than the lowest proposed price. The formula for computing the points is: cost points x (lowest proposed price/proposed price).

Contract negotiations will occur with all Respondents that receive more than 70% of the total points after cost. This does not guarantee a contract, only the ability to start negotiations with PCMC.

If Respondent proposes to use a third party (subcontractor, subconsultant, etc.) for completing all or a portion of the scope of work requirements, state the name and identify the portion of the scope of work to be completed by a third party.

The selection committee will not know or have access to the cost of a proposal until after the committee submits its recommendation based on scores of all criteria other than cost. For this reason, Respondents MUST submit pricing and fee schedules in a separate submission.

The selection committee will consider all documents, the presentation/interview if applicable, the response to the RFP, information gained while evaluating responses, and any other relevant information to make its determination. The committee will select the Respondent which, in the committee's sole judgment, is best able to provide Municipal Financial Consulting and Auditing Services.

COST PROPOSAL: Should be submitted separately.

NOTE: Price may not be the sole deciding factor.

PCMC reserves the right to reject any and all proposals for any reason. Proposals lacking required information will not be considered. The award of a contract may be subject to approval by City Council. PCMC reserves the right to enter into on-call contracts with other vendors to provide the same or similar services at any time.

IV. Government Records Access and Management Act.

PCMC will maintain a nonpublic process for the duration of this solicitation in accordance with Government Records Access and Management Act, Title 63G, Chapter 2 of the Utah Code (“GRAMA”). Pursuant to Utah Code § 63G-2-305(6), all records related to this RFP, including but not limited to proposals, evaluation, and selection procedures, and any records created during the evaluation and selection process will remain nonpublic records. After execution of a contract, all submittals will be treated as public records in accordance with the requirements of GRAMA unless otherwise claimed by the Respondent as exempt from disclosure pursuant to Utah Code § 63G-2-309, as amended. The burden of claiming an exemption shall rest solely with each Respondent. Respondent shall submit any materials for which Respondent claims an exemption from disclosure marked as “Confidential” and accompanied by a statement from Respondent supporting the exemption claim. PCMC shall make reasonable efforts to notify Respondent of any GRAMA requests for documents submitted under an exemption claim. Respondent waives any claims against PCMC related to disclosure of any materials pursuant to GRAMA. Please note the following:

a. Respondent must not stamp all materials confidential. Only those materials for which a claim of confidentiality can be made under GRAMA, such as trade secrets, pricing, non-public financial information, etc., should be stamped.

b. Respondent must submit a letter stating the reasons for the claim of confidentiality for every type of information that is stamped “Confidential.” Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury. Failure to timely submit a written basis for a claim of “Confidential” may result in a waiver of an exemption from disclosure under GRAMA.

c. For convenience, a Business Confidentiality Request Form (“BCR Form”) is attached to this RFP as Attachment 1. Respondent must submit a completed BCR Form at the time of submission of any proposal.

V. Ethics.

By submission of a proposal, Respondent represents and agrees to the following ethical standards:

REPRESENTATION REGARDING ETHICAL STANDARDS: Respondent represents that it has not: (1) provided an illegal gift or payoff to a city officer or employee or former city officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees of bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a city officer or employee or former city officer or employee to breach any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code.

VI. Selection Process.

Proposals will be evaluated on the criteria listed in Section III, Contents of Proposal and Evaluation Criteria, above.

The selection process will proceed on the following anticipated schedule:

a. A selection committee comprised of qualified persons, which may include City staff or representatives from other public and private stakeholders, will open, review and evaluate all proposals.

b. The selection committee may conduct interviews with the highest ranked Respondents. If applicable, interview requirements will be provided to those Respondents selected for further consideration.

c. Final selection of the top-ranked proposal and preparation of contract.

d. All contracts with an aggregate cost over the term that exceeds $100,000 require approval of the City Council.

e. Contract execution.

Following completion of the evaluation and establishment of the ranking, negotiations for contract purposes may be initiated with the top ranked Respondent. In the event that an agreement is not reached, PCMC may enter into negotiations with the next highest-ranked Respondent.

VII. PCMC Standard Agreement Required.

a. The successful Respondent will be required to enter into PCMC’S standard On-Call Professional Services Agreement form of the standard agreement is attached to this RFP as Exhibit “B” and incorporated herein.

b. ANY REQUEST FOR CHANGES TO PCMC’S STANDARD AGREEMENT, INCLUDING ITS INDEMNIFICATION OR INSURANCE PROVISIONS, MUST BE SUBMITTED NO LATER THAN THE PROPOSAL/SUBMITTAL DEADLINE. ANY REQUESTED CHANGES MAY BE APPROVED IN THE SOLE DISCRETION OF PCMC.

A Respondent must be authorized to do business in Utah at the time of contract execution. If Respondent’s address is within the Park City limits, a valid PCMC business license is required.

VIII. General Provisions.

a. No Representations or Warranty. It is the responsibility of each Respondent to carefully examine this RFP and evaluate all of the instructions, circumstances and conditions which may affect any proposal. Failure to examine and review the RFP and other relevant documents or information will not relieve Respondent from complying fully with the requirements of this RFP. Respondent’s use of the information contained in the RFP is at Respondent's own risk and no representation or warranty is made by PCMC regarding the materials in the RFP.

b. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the Respondent. PCMC assumes no liability for any costs incurred by Respondents throughout the entire selection process.

c. Equal Opportunity. PCMC is committed to ensuring equitable and uniform treatment of all Respondents throughout the advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same fundamental information.

d. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., will be retained as property of PCMC and will not be returned to the Respondent.

e. Modification of RFP. PCMC reserves the right to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the contract execution. PCMC will provide written notice to Respondents of any cancellation and/or modification.

f. Financial Responsibility. No proposal will be accepted from, or contract awarded to, any person, firm or corporation that is in arrears to PCMC, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the PCMC, or that may be deemed irresponsible or unreliable by PCMC. Respondents may be required to submit satisfactory evidence demonstrating the necessary financial resources to perform and complete the work outlined in this RFP.

g. Local Businesses. PCMC's policy is to make reasonable attempts to promote local businesses by procuring goods and services from local vendors and service providers, in compliance with Federal, State, and local procurement laws.

IX. Attachment 1: Business Confidentiality Request form Exhibit “A” - Scoresheet Exhibit “B” On-Call Professional Services Agreement (sample)

RFP Non-Bid Template 6-26

ATTACHMENT 1

BUSINESS CONFIDENTIALITY REQUEST FORM

(Business Confidentiality Claims under Utah’s Government Records Access and Management Act (“GRAMA”), Utah Code § 63G-2-309)

A claimant MUST submit a redacted and non-redacted version of their proposal. The entire proposal may NOT be redacted. PCMC will not redact a proposal on behalf of a claimant if they fail to upload a redacted copy of their proposal.

I request that the described portion of the record provided to Park City Municipal Corporation be considered confidential and given protected status as defined in GRAMA.

Name:

Address:

Description of the portion of the record provided to Park City Municipal Corporation that you believe qualifies for protected status under GRAMA (identify these portions with as much specificity as possible) (attach additional sheets if necessary): ______________________ ________________________________________________________________________

The claim of business confidentiality is supported by (please check the box/boxes that apply):

( ) The described portion of the record is a trade secret as defined in Utah Code § 13-24-2.

( ) The described portion of the record is commercial or non-individual financial information the disclosure of which could reasonably be expected to result in unfair competitive injury to the provider of the information or would impair the ability of the governmental entity to obtain the necessary information in the future and the interest of the claimant in prohibiting access to the information is greater than the interest of the public in obtaining access.

( ) The described portion of the record would cause commercial injury to, or confer a competitive advantage upon a potential or actual competitor of, a commercial project entity as defined in Utah Code § 11-13-103(4).

REQUIRED: Written statement of reasons supporting a business confidentiality claim as required by Utah Code § 63G-2-305 (1) –(2) (attach additional sheets if necessary):

NOTE: Claimant shall be notified if the portion of the record claimed to be protected is classified as public or if the determination is made that the portion of the record should be disclosed because the interests favoring access outweigh the interests favoring restriction of access. Records claimed to be protected under this business confidentiality claim may not be disclosed until the period in which to bring the appeal expires or the end of the appeals process, including judicial appeal, unless the claimant, after notice, has waived the claim by not appealing the classification within thirty (30) calendar days. Utah Code § 63G-2-309(2).

Signature of Claimant:

Date:

EXHIBIT “A” – SCORESHEET

EXHIBIT “B” ON-CALL PROFESSIONAL SERVICES AGREEMENT