1-Bid Document Fire Department Mobile Office Trailer.docx

Dawn R. Ramsey, Mayor Patrick Harris, Council Member Bradley G. Marlor, Council Member Donald J. Shelton, Council Member Tamara Zander, Council Member Jason T. McGuire, Council Member

PH: 801.446-HELP @SouthJordanUT

INVITATION FOR BID

FOR

Fire Department Mobile Office Trailer

IFB #2026-005

I. PURPOSE

The City of South Jordan is seeking to purchase a Custom Mobile Office Trailer for the Fire Department. The customized trailer will serve as a fully functional mobile Incident Command Center (ICC) and Emergency Operations Center (EOC).

II. SCOPE OF SERVICES

The City of South Jordan is seeking a Vendor that can provide a custom fully functional mobile office trailer that is specifically designed to support extended emergency operations and large-scale incidents and is equipped with multiple workstations to support command, planning, and coordination functions.

Requirements:

1. The trailer shall include the following capabilities:

· A fully functional mobile Incident Command Center (ICC)

· A mobile Emergency Operations Center (EOC)

· Multiple workstations to support command, planning, logistics, and coordinating staff

· A fully functioning, self-contained restroom

· Integrated heating and air conditioning, allowing for sustained use in a wide range of weather conditions without reliance on external facilities.

2. The trailer shall be heavy-duty, all aluminum frame and body, and provide a level of durability, functionality, and reliability. Recreational alternatives such as camp trailers are not acceptable.

3. The trailer shall have communications capabilities for:

· Fixed and mobile radios

· Data and networking equipment

· Mobile repeater and interoperability systems

4. The trailer shall have the following specifications:

Frame

· 2 5/16" A-Frame Coupler

· 16" On-Center Floor, Roof, & Wall Cross members

· 7000# Side Wind Tongue Jack & Stabilizer Jacks

· 7-Way Truck Plug

· ST225/75R15/LRE-Radial on Aluminum

· Backers for Spare Tire & TV Exterior

· .030 Exterior Aluminum - Screwless

· 4" Upper & Lower Trim

· Stainless Steel Front Verticals and Top Radius with Cast Corners

· 4000# Rated Ramp Door

· 32" Entrance Door w/ Slam Latch

· Slide In/Out Step

· Frameless Windows w/ Roll-up Shade

· Flow through Vents

· 21' Power Awning w/ Lighting

· Exterior Storage Compartment Interior

· Screwless Aluminum Walls over Subwall Material

· Screwless Aluminum Ceiling

· Upper & Lower Cabinets w/ Wardrobe Closet

· Upgraded Insulation-R-11 Ceiling, R-13 Walls

· Coin TPO Flooring

· (8) 5000# D-rings

· (4) Flip-up Desks w/ Gray Laminate Countertops

· Dry Erase Board

· 6' Roll Over Sleeper Sofa

· Kitchenette w/ Microwave & Refrigerator Electrical

· (5) 14" Rectangular LED Ceiling Lights

· 50 Amp Intellipower Breaker Box w/ 60 Amp Converter

· 50 Amp Motorbase w/ Shore Cord

· (9) Interior Receptacles/ (2) Exterior Receptacles

· (2) AGM Batteries

· 50A Generator Prep & Tongue Mounted Compartment

Heating & Cooling

· (2) 15,000 BTU AC & (1) AC Prep

· (2) 1500W Electric Heater Plumbing

· Bathroom w/ RV Toilet, Sink & Storage

· Three-Season Plumbing Heaters

· Fresh Water Tank

· Black Water Tank

The Vendor’s pricing shall include the trailer, materials, labor, equipment, delivery, and all other costs required to perform the work. Vendor must provide their offered length of warranty.

Any product or services that have been omitted from this specification that are clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this Bid.

III. MINIMUM QUALIFICATIONS

The City of South Jordan is looking for a Vendor that has provided similar mobile office trailers to states, municipalities, or agencies. Vendor must have these minimum qualifications; otherwise, the Bid will be rejected and will not be evaluated.

1. Demonstrated experience as a Vendor in providing and completing similar projects within the last three years. Please provide three references of previously completed mobile office trailers for municipalities or other government entity. Include contact name, government agency, and phone number or email address.

2. Hold a current business license with the State of Utah or the state of residence.

IV. BID REQUIREMENTS

The following items are required in the submitted bid. Failure to provide the requested documentation may result in disqualification.

1. Cost – Cost is based on lump sum pricing. Pricing is to include materials, labor, equipment, and all other costs required to perform the work. See Section II Scope of Services for a breakout of required services.

2. Business License – Attach a copy of current business licenses.

V. DISCLOSURES

1. Once the IFB is released, communication of any kind made regarding this Bid with any City employee other than the listed contact person in this IFB is prohibited. Any such contact could disqualify a provider from being awarded the bid.

1. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this bid.

1. The City does not provide bidders lists or planholders lists.

1. In order to access the State of Utah's procurements online, you must register as a Vendor on the Bonfire website, https://utah.bonfirehub.com/. If you require assistance during the registration process, you may contact support.bonfire@eunasolutions.com. Registration, email notifications, and electronic responses for all sourcing events (bids, RFPs, etc.) are free under the State of Utah contract with Bonfire. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah. Go to this link for a vendor support article that covers vendor registration in detail: https://vendorsupport.gobonfire.com/hc/en- us/articles/15646869029783-Vendor-Registration.

1. Bid pricing and documentation must be submitted by an agent within the company/organization who has the authorization to bind the organization to the terms and pricing listed.

1. Vendors are required to submit bids through Bonfire electronically by the close date listed on Bonfire. It is the sole responsibility of the Vendor to submit the bid before the scheduled time. If you need assistance to use the Bonfire program, such as submitting a bid, downloading and uploading documents, etc., you may contact support.bonfire@eunasolutions.com.

1. Any changes or clarifications will be made through the Addendum process through Bonfire. It is the responsibility of the Vendor to check and ensure they have examined all addendum(s) or questions. The City is not responsible for any Vendors whose bids do not take into consideration updated information released through the Q&A function in Bonfire or through any addendums added through Bonfire.

1. Any bid emailed or not sent electronically through Bonfire will not be considered. It is not the responsibility of the City to inform Vendors that they must submit through Bonfire; it is the sole responsibility of the Vendor to read through this IFB and follow all conditions.

1. It shall be the sole responsibility of the Vendor to upload their documents onto the Bonfire website prior to the deadline. Failure to answer required questions, submit required documents, or follow any of the listed conditions or required step (s) in this IFB may result in the bid being disqualified, but it is at the sole discretion of the City to do so consistent with the Purchasing Policy and the best interests of the City.

1. Any bid may be withdrawn prior to the date and time the bids are due. Any bid not withdrawn will constitute an irrevocable offer to provide the City with the services/product specified in the bid. Bids shall remain valid for (90) days after the day of the bid opening.

1. The City of South Jordan reserves the right to reject any or all bids or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful bid; to disregard non-conforming, non-responsive, unbalanced or conditional bids, and to re-advertise if it is in the best interest of the City to do so.

1. All questions must be submitted via Bonfire by the Q&A deadline posted on Bonfire. Any question emailed or asked of staff will not be answered; instead potential providers will be directed to go to Bonfire and submit their questions via the Question and Answer function in Bonfire. After the bid has closed, the City may at any time and for any reason make a written request to a potential Vendor for clarifying information contained in a solicitation.

1. Any potential Vendor who seeks to withdraw or modify a bid because of a computational error shall notify the Purchasing Coordinator at the City no later than three (3) business days following the bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the City to substantiate the claim of inadvertent error. The City has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the City’s Purchasing Policy.

VI. REVIEW CRITERIA

1. Basis of Bid – Bid is based on lump sum pricing. Pricing is to include materials, labor, equipment, rental fees, travel fees, delivery, fuel, maintenance, surcharges, waste fees, disposal fees, insurance, lodging, meals, and all other costs required to perform the work. See Section II Scope of Services for a breakout of required services.

2. It is the intention of the City to award the Bid to the lowest responsive and responsible Vendor that meets the Bid specifications, with reasonable promptness.

3. A minor exception, if taken and fully explained to the satisfaction of South Jordan City staff, will not necessarily be cause for rejection of the Bid.

4. The City reserves the right to clarify any questions regarding pricing.

5. The City reserves the right to: reject any and all Bids or any part thereof; waive any informalities; negotiate and agree to contract terms with the successful Vendor; disregard non-conforming, non- responsive, unbalanced or conditional Bids; and withhold the award for any reason deemed in the best interests of the City, as solely determined by the City.

6. The City reserves the right to reject any Bid if the City believes that it would not be in the best interest of the project or the City. Without limitation, such rejection may be because the Bid is not responsive, or the Vendor is unqualified or of doubtful ability or the Bid or Vendor fails to meet any other pertinent standard or criteria established by the City, as solely determined by City.

VII. AWARD

1. It is the intention of the City to award the Bid to the lowest responsive and responsible Vendor that meets the Bid specifications, with reasonable promptness.

2. The products and services listed is for bidding purposes and does not bind the City to purchase any or limit the City to purchase only the amounts identified in this RFB.

3. The City may, at its discretion, limit the number of projects to be issued to the Vendor for reasons of the Vendor’s capacity, immediacy (timing) of a project, and size of a project’s budget, in accordance with the City’s Purchasing Policy.

4. Award of the Bid does not guarantee any purchase will take place. The City does not guarantee that any or all of the planned purchases will take place.

5. The City intends to award one contract and does not anticipate awarding to multiple companies. Regardless, the City reserves the right to make multiple or partial awards if in the City’s best interest.

6. The Bid award is contingent upon the signing of a contract.

7. The awarded Bid contract is for the duration of time, estimated at 30 days, for the completion of the scope of services within this RFB and is not renewable.

VIII. PROTECTED INFORMATION

1. All bids are subject to the Government Records Access and Management Act (GRAMA) Utah Code Ann., Subsection § 63G-2-101 et seq.

2. If Vendor believes any information should be held confidential for business reasons, Vendor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann. § 63G-2-305(2)(c).

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