REQUEST FOR PROPOSALS

SALT LAKE COUNTY

Independent On-Scene Traffic Accident Investigation Services

RFP #DA128163

Date of Issue: 02/12/2026

TABLE OF CONTENTS

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals

1.2 Deadline for Proposal Submission

1.3 Projected Schedule for the RFP Process

1.4 Question Submission

Part 2: Scope of Work and Requirements

2.1 Background

2.2 Scope of Work

2.3 Length of Agreement

2.4 Fee and Escalation Clause

2.5 Insurance Requirements

2.6 Proposal Format / Submission Requirements

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

3.2 Written Agreement Required

3.3 Notice to Proposers

ATTACHMENT A - Proposal Cover Summary ATTACHMENT B – Request for Protected Status ATTACHMENT C – Procurement Preference System ATTACHMENT D – Environmental Compliance Practices ATTACHMENT E – Example RFP Contract

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals “RFP”

Salt Lake County, on behalf of the District Attorney’s Office “County” is soliciting proposals from qualified firms “Proposer / Contractor” to provide independent on-scene traffic accident investigation services for motor vehicle accidents involving County property or personnel. Contractor will also provide vehicle damage appraisal services as requested by County. Contractor will appraise County vehicles as well as third-party vehicles.

The District Attorney’s Office seeks to enter into an agreement no later than May 31, 2026, for on-scene response and investigation services for all accidents involving county vehicles as well as vehicle damage appraisal services. The awarded supplier for these services will be able to satisfy all the requirements of the RFP and provide the requested services for a minimum period as identified in the resulting agreement.

This RFP is intended to provide interested Proposers with sufficient minimum requirements. The requirements in the Scope of Work for this RFP are not intended to limit a proposal's content or creativity. Proposers may submit innovative ideas, new concepts, and optional features in response to this RFP.

Proposers are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. However, Proposers must address the needs and requirements stated in the Purpose and Scope of Work of this RFP.

The award of additional features beyond the minimum requirements is in the County’s sole discretion and will be clearly identified in the resulting contract if it is deemed appropriate by the County and falls in line with the initial RFP Scope of Work.

Minimum Qualifications / Mandatory Requirements

1. Must be able to respond within 30 minutes to the accident scene within Salt

Lake County or provide a discount if they don’t.

2. Must have at least 3 years of experience responding to traffic accidents and providing investigation services.

3. Must have at least 3 years of experience providing vehicle damage appraisals.

4. Must have one single telephone number for point of contact to initiate a call out.

5. Must have sufficient resources and communication abilities to answer calls from an accident scene.

1.2 Deadline for Proposal Submission

Proposals must be uploaded before 1:00 PM MT on March 9th, 2026, in Contracts and Procurement online solicitation system, the Utah Public Procurement Place (U3P) powered by Bonfire:

https://utah.bonfirehub.com/portal/?tab=openOpportunities No proposals will be accepted after the closing date and time.

1.3 Projected Schedule for the RFP Process

County reserves the right to modify the following schedule at its discretion:

Activity Date

Final day to submit questions March 2, 2026 Proposal Due Date March 9, 2026 Committee Meeting March 16, 2026 Proposer Interviews TBD Anticipated Notice to Proceed May, 2026

1.4 Question Submission

Questions may be submitted through U3P until the deadline for questions submission which is March 2nd, 2026, by 1:00 PM MT. Answers to the questions will be posted in U3P Bonfire for everyone to view. Do not contact County officers or employees, or selection committee members.

Part 2: Scope of Work and Requirements

2.1 Background

The District Attorney’s Office handles the damage and third-party liability claims for all accidents involving County vehicles either through its Risk Management team or its Litigation team. Salt Lake County Fleet Management oversees the purchase, maintenance, repairs and disposal of County vehicles.

Salt Lake County administers a $2 billion budget and employs over 5,000 full-time and part-time employees. In performing their jobs, many of these employees drive county vehicles to perform work-related functions. County vehicles range from passenger cars to large dump trucks. County operations are generally limited to within Salt Lake County.

https://utah.bonfirehub.com/portal/?tab=openOpportunities

2.2 Scope of Work

Salt Lake County is self-insured for its auto liability risks and self-administers its own claims. The District Attorney’s Office manages those risks. The County’s Fleet Management Division oversess and coordinates the repairs to the County vehicles.

On-Scene Vehicle Accident Investigations:

The County currently contracts for on-scene response and investigation services for all accidents involving county vehicles as well as vehicle damage appraisals.

Over the past four years, the County has averaged 56 vehicle accidents per year that required an on-scene investigative response. A small percentage of the accidents that require an onscene response occur during the weekend and the overnight hours.

Accidents frequency tend to increase during the winter months requiring response during inclement weather.

The successful proposer for on-scene accident investigations must have sufficient resources and communication abilities to answer calls from an accident scene and respond immediately. The accident investigator is required to be onscene within 30 minutes of call out, regardless of the time or day called. As the value of an on-scene investigation decreases with time due to changing conditions such as the departure of the parties, a fee reduction will be expected in cases where the investigator is unable to arrive on-scene within the 30-minute response window.

It is expected that the successful proposer shall have in place a single telephone number that County personnel can contact to initiate a call out.

A full investigation shall include, but not be limited to the following:

1. collecting the names, addresses, insurance information, and contact information of involved drivers;

2. collecting the same information from witnesses;

3. identifying investigating law enforcement officers, their agencies, and report number;

4. photographing the scene, involved vehicles, damaged property, and any other objects that may be relevant to the investigation into the cause of the accident and damages/injuries sustained;

5. obtaining statements from involved drivers and witnesses;

6. securing any relevant physical evidence if the responding police officers fail to preserve it;

7. preparing a written report documenting the facts about the accident; and sending these materials to Risk Management in an electronic format, preferably .pdf.

Investigation reports are to be submitted to Risk Management within two (2) business days of an accident. If the investigation is not complete, an interim report shall be submitted detailing the current status of the investigation and what remains to be completed.

According to our current contractor, average on-scene time is approximately 30 minutes. Additional time may be required to seek witness statements from witnesses who have left the scene.

The investigator must report the situation to the District Attorney’s Offce by phone or email immediately when one or more of the following conditions exist.

• death,

• bodily injuries requiring immediate treatment away from the scene,

• property damages in excess of $25,000,

• media involvement,

• or, suspected impairment by one or more involved drivers.

Proposers for the on-scene accident investigation services must have at least three (3) years' experience responding to traffic accidents or adjusting auto accident claims. Proposals must include at least one sample of an accident scene investigation including the report, witness statements and photos. The sample investigation is to have the personal identifiers removed for the submission with the proposal.

First and Third-Party Vehicle Appraisals:

The County is also seeking proposals for vehicle damage appraisal services.

Historically, nearly all of the appraisals have been for County owned vehicles with only an occasional need for appraisal of a third-party vehicle(s.

For Salt Lake County vehicles, appraisal services are to be provided at the County Fleet Offices at 7125 South 600 West, Midvale, UT 84047, or at the location of the damaged vehicle such as a local body shop. For third party vehicles, the appraisals are to be provided at local body shops, tow yards, at claimant’s residence, or if available, at the proposers own location.

The successful proposer shall be capable of providing appraisal services for County and privately owned vehicles. The appraisals must be performed by industry standard methods and may include the generation of a total loss valuation for vehicles. The appraisal should be completed and submitted in electronic format to Fleet Management or the District Attorney’s Office (depending on who ordered the appraisal) within two (2) business days. If the evaluation cannot be completed within that timeframe, a written status report shall be provided to Fleet Management or the District Attorney’s Office.

2.3 Length of Agreement

The contract resulting from this solicitation will become effective on the date of execution and continue for a period of six (6) years. Actual services will begin no later than May 31, 2026. The maximum term would then end May 30, 2032.

There is no guarantee that contract(s) will be awarded from this solicitation.

2.4 Fee and Escalation Clause

The price(s) proposed must be guaranteed for 24 months. A request for a price increase must include sufficient documentation supporting the request and be for an equal guarantee period. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer, must be tied to a CPI, and cannot exceed 2.5% annually. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

2.5 Insurance Requirements

Insurance Requirements. Contractor agrees to secure and maintain the following required policies of insurance before commencing work on the project:

2.5.1 Workers’ Compensation. Workers’ compensation insurance with statutory limits as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law and Employers Liability insurance with minimum limits of $1,000,000 per Accident;

$1,000,000 Disease per employee; $1,000,000 Disease per policy. The policy shall be endorsed to include a written waiver of the insurer's right to subrogate against County. This requirement includes contractors who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships.

2.5.2 Commercial General Liability. Commercial general liability insurance on a standard occurrence form, in the minimum amount of $1,000,000 per occurrence with a $3,000,000 general policy aggregate. If Contractor maintains higher limits than the specified minimum limits, County requires and shall be entitled to coverage for the higher limits maintained by Contractor. The policy shall protect County and Contractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Contractor’s acts or omissions under this Contract, whether performed by Contractor itself, any subcontractor, or anyone directly or indirectly employed by either of them.

Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations. Completed operations insurance shall be maintained for three (3) years after the end of the warranty period.

2.5.3 Commercial Automobile Liability. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, in the minimum amount of $1,000,000 per person, $3,000,000 per accident, $250,000 property damage or a single combined limit of $1,000,000.

2.5.4 Errors and Omissions. Contractor shall carry errors and omissions insurance in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate.

2.5.5 General Requirements for Liability Insurance.

2.5.5.1 Salt Lake County shall be endorsed as an additional insured on all liability policies. The endorsement shall include liability arising out of ongoing and completed operations by or on behalf of the Contractor in the performance of the Contract. Required policies shall be endorsed to include a written waiver of the insurer's right to subrogate against all persons or entities that are, or are required to be, additional insureds.

2.5.5.2 Required policies shall cover inter-insured suits between Contractor and the additional insureds and shall include a “separation of insureds” or “severability” clause which treats each insured separately.

2.5.5.3 Contractor shall furnish certificates of insurance, acceptable to County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

2.5.5.4 To reach aggregate limits for liability insurance, Contractor may use an excess liability policy (“umbrella policy”).

2.6 Proposal Format / Submission Requirements

Submit proposals in the online solicitation system (U3P). All proposals should be formatted as three (3) separate PDFs: 1) Program Proposal; 2) Pricing Proposal; and 3) Supplemental Attachments (Optional). NO MORE THAN

THREE (3) SEPARATE DOCUMENTS SHOULD BE SUBMITTED.

Proposers must submit a narrative response to the elements outlined in 3.1 Evaluation and Scoring Criteria and conform to the submission requirements listed below.

Proposals not following the Proposal Format/Submission Requirements outlined herein, may result in being deemed non-responsive.

1. Program Proposal (PDF #1):

A. Document #1 (Program Proposal) should begin with the completed Attachment A Proposal Cover Summary (Required). Attachment A is not included in the page count.

a. Table of Contents should be included, organized in the same order as the Evaluation Criteria in Section 3.1 (not included in the page count).

b. Format should be 1) 8-1/2 X 11 size with white background 2) portrait layout only and 3) black 12-point font. Section headings may be in color and a larger font.

c. The PDF view should be in Single-Page layout.

d. Title page, cover letters are not required but are acceptable (not included in the page count).

B. The narrative response to the elements outlined in 3.1 Evaluation Scoring Criteria may not exceed 30-pages.

C. The Program Proposal should include within the PDF all exhibits (Resumes count toward the narrative limit, all other exhibits do not count toward the narrative limit).

D. The Program Proposal PDF with all attachments, exhibits, appendices, etc., is limited to 10 MB to allow for electronic distribution.

2. Pricing Proposal (PDF #2):

A. Excel in lieu of PDF documents are acceptable unless otherwise specified in the RFP.

3. Attachments (PDF #3) A. Attachments B, C, D, E (Optional)

1. If requesting protected record status complete Attachment B and upload a redacted program proposal.

• All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA unless a claim of business confidentiality is submitted. Refer to Section 3.3.A.

• Failure to provide a redacted copy, or otherwise comply with the requirements, waives your request for protected record.

2. If requesting preferences, include the completed Attachment C and proof. Refer to Section 3.1.A.

3. Attachment D County’s Environmental Compliance Practices and Non-

Debarment Certification compliance. Proposers should attest to the Attachment D compliance statement in the U3P event Questions

Section. Proposers are not required to submit a signed Attachment D.

4. If requesting alterations to Attachment E or the RFP per Section 3.2 of this RFP, include a PDF of items requested and reasonable alteration desired.

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

Response to the program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation utilizing the point system listed below. Committee Members individually score the proposals and rank them 1st, 2nd, 3rd, etc. according to their total score. The following point system is utilized:

Excellent (5): If the proposal offer exceeds expectations, with an excellent probability of success in achieving all requirements of the RFP, and is very detailed in providing innovative ideas, new concepts or optional features applicable to the project; a score of “5” is given.

Good (4): If the proposal offers a very good probability of success, achieves all requirements of the RFP in a reasonable fashion and provides some innovative ideas, new concepts or optional features applicable to the project; a score of “4” is given.

Acceptable (3): If the proposal offers a reasonable probability of success, but some of the requirements may not be met and does not include innovative ideas, new concepts or optional features applicable to the project; a score of “3” is given.

Poor (1-2): If the proposal falls short of expectations and has a low probability of success; a score of “1-2” is given.

Unacceptable: If the approach completely fails the requirements; a score of “0” is given.

Proposals will be evaluated, scored, and ranked on the following criteria. The program proposal is 70% of the scoring and the pricing proposal is 30% for a total of 100.

1. Program Proposal

The program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation.

20% Relevant Experience. Provide detailed relevant experience for services of similar scope and comparable urgency and complexity which shall include the following: name of client, contact person and current phone number, brief description of services offered, date range for services rendered, total contract amount, and any other pertinent information regarding the experience. County may contact any or all of your clients for a reference.

20% Proposer's Qualifications. Provide a brief description of your firm, the scope and nature of services routinely provided by Proposer of this nature.

Identify the type of business (corporation, partnership, sole proprietor, etc.) under which your firm operates, date business started, and license number to do business in the State of Utah.

15% Service Team. Provide an organizational chart showing the level of organizational responsibility of all major participants of your proposed service team. For each person listed in the chart, please provide the estimated percentage of accident responses the person is expected to perform. Include resumes of those principals, partners and other key staff members who will be directly involved in the services rendered to the County. Do not put home addresses or phone numbers on resumes, because County will treat resumes as public records under GRAMA. By listing the individuals in the proposal, the Proposer is making a commitment that the personnel listed are the personnel who will be assigned to this contract. County must approve any changes to the personnel indicated. County reserves the right to request a substitution of personnel. If any part of the work will be provided by a subcontractor(s), please state their company name, their role in this contract, and the estimated amount of time. The Proposer will be responsible for verifying the qualification and validity of all licenses or permits for any out-sourced work to subcontractors.

15% Proposed Approach. Describe how the Proposer will approach each task requested herein. Give a full description of how you intend to receive and respond to accident calls, your investigative response protocols, and the forms you propose to use.

2. Pricing Proposal:

The pricing proposal will be reviewed separately.

30% Proposed Pricing/Costs/Fees. The proposal must include pricing pursuant to the instructions in the RFP for the delivery to County of all services required herein which include any and all professional fees; and any and all costs the Proposer may incur, including any costs for mileage, photos, communication, report production, printing, etc. No additional reimbursement beyond the fees in your proposal will be considered.

The expenses paid on this contract depend on how many accidents the awarded vendor responds to. The cost of services is spread across County agencies with employees that have accidents, and is not assigned to one, single agency. The

County averages 56 accidents per year (4-year average).

Accident Investigation: Proposed on-scene investigation fees priced as per accident fee as follows:

1. Per accident fee for all accident investigations within Salt Lake County;

a. When call out occurs during regular work hours defined as Monday through Friday from 7:00 am through 6:00 pm

b. After hours, defined as call out occurring outside of the definition of regular workhours

c. Fee reduction amount for responses where the investigator arrives on scene more than 30 minutes after the call out within Salt Lake County

2. Add on fee for mileage and time for accidents occurring a stated distance from the Salt Lake County border. (Response to these kinds of accidents should be extremely rare).

Vehicle Damage Appraisal Services:

Pricing for vehicle damage appraisal evaluations must be bid separately.

1. provide a per-appraisal fee for conducting appraisal services at the following locations:

a. Salt Lake County Fleet Management, 7125 South 600 West, Midvale, Utah 84047

b. A commercial or private location within Salt Lake County such as a residence or body shop

c. At the proposer’s location

A. Preference System Salt Lake County may adjust scoring pursuant to its Preference System established by ordinance and policy. Please complete Attachment C preference system and include the required proof of request.

B. Interview, Demonstration, and Site Visit.

The Selection Committee may invite Proposers for an interview, demonstration, or conduct a site visit. The purpose is clarification and verification of the written proposal. The Selection Committee may re-score the proposal after the interview, demonstration, or site visit.

C. Recommended Award After the Selection Committee has completed their evaluation, they will notify the County Mayor of the top-ranked Proposer. Award is conditioned upon the execution of a satisfactory contract.

D. Debrief Meetings Debrief meetings with the selection committee members will not be allowed, however, a Proposer may discuss the RFP process with the chair/facilitator of the committee at any time.

3.2 Written Agreement Required

The selected Proposer must agree to all requirements in the RFP scope of work.

The selected Proposer must also be willing to enter into a written agreement with County and agree to all the terms set forth in the Example Contract, attached to this RFP.

If you wish to request alterations to the RFP, including any of the terms of the example RFP Contract (Attachment E), or any of the exhibits, attachments, or addenda, the alterations must be specifically identified in your proposal with reasonable alternatives presented. Any such exceptions must be submitted as a separate PDF and labeled “Requested Alterations.” Only those alterations so specified will be available for discussion or negotiation. Proposer understands that deviations from the Example Contract are made at the County’s sole discretion.

Proposers are advised that the County is not bound by the terms of the RFP until a written agreement is fully executed and any activity taken on by the Proposer prior to full execution of a written agreement is done at the Proposer’s sole risk.

3.3 Notice to Proposers

By submitting a proposal to this RFP, Proposer understands and agrees to the following:

A. Government Records Access and Management Act (GRAMA):

County is a governmental entity subject to the Utah Government Records Access and Management Act (“GRAMA”), Utah Code Ann. §§ 63G-2-101 to -901. As a result, County is required to disclose certain information and materials to the public, upon request. Generally, any document submitted to County is considered a “public record” under GRAMA. Any person who provides to County a record that the person believes merits protection under subsection 63G-2-305(1) or (2) must submit with their proposal all of the following: (1) a written claim of business confidentiality, (2) a concise statement of reasons supporting the claim of business confidentiality, and (3) a separate copy of the proposal with the information requested to be protected redacted. Failure to comply with any of the three requirements for a claim of business confidentiality waives the request for protected record. Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury.

For your convenience, County has provided a Business Confidentiality Request Form which is attached to this RFP as Attachment B. All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA, unless a claim of business confidentiality has been properly made and approved by County. All proposed costs/pricing/fees submitted to the county are public records. An entire proposal cannot be identified as “PROTECTED,” “CONFIDENTIAL,” or “PROPRIETARY” and may be considered non-responsive if marked as such.

B. Copyrighted Material Waiver: In the event that the proposal contains copyrighted or trademarked materials, by submitting its proposal the Proposer grants the County the right to use, reproduce, and publish the copyrighted or trademark materials in any manner the County deems necessary for conducting County business and for allowing public access to the responses under GRAMA or otherwise, including but not limited to photocopying, County Intranet/Internet postings, broadcast faxing, and direct mailing.

If the proposal contains materials whose copyright or trademark is held by a third party, it is the Proposer’s sole responsibility to obtain permission from that third party for the County to reproduce and publish the information.

By submitting its proposal, the Proposer certifies that it owns or it has obtained all necessary approvals for the reproduction or distribution of the contents of the proposal and agrees to indemnify, protect, save and hold the County, its representatives and employees harmless from any and all claims arising from all intellectual property claims related or connected to the proposal and agrees to pay all legal fees incurred by the County in the defense of any such action.

C. Restrictions On Communications: From the issue date of this solicitation until a Proposer is selected and the selection is announced, Proposers are prohibited from communications regarding this procurement with agency staff, evaluation committee members, or other associated individuals EXCEPT the Buyer overseeing this procurement. Failure to comply with this requirement may result in disqualification.

D. RFP Cancellation: This RFP may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of County.

This includes cancellation of the RFP after an award has been made, but prior to the execution of a written contract. Proposer is not entitled to recover any costs related to the preparation of the proposal due to cancellation of the RFP or withdrawal of an award prior to the execution of a written agreement.

E. Firm Pricing: All prices, quotes, or proposals are to remain firm for 120 days after the closing date, unless a different period is stated in County’s RFP. Any proposal that does not offer to remain firm for the required period may be considered to be non-responsive.

F. Costs: Proposers bears all costs and expenses related to this RFP including, but not limited to, preparation and delivery of the proposal, attending the pre-proposal conference, and attending the interview.

G. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between County and the selected Proposer. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise must be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: https://corporations.utah.gov/.

H. Changes or Modifications: Any changes or modification to the RFP will be made by written addendum. Proposer submitting a proposal based on any information other than that contained in County’s RFP and any amendments (addenda), do so at their own risk.

I. Receiving Proposals: Contracts and Procurement will administer receipt and opening of all proposals. After the closing time, only the identity of each Proposer will be made public. If only one proposal is received in response to County request, Contracts and Procurement, in coordination with the agency requesting the project, may recommend entering into a contract to the single Proposer if the conditions cited above are met.

Alternatively, Contracts and Procurement may re-solicit for the purpose of obtaining additional proposals.

J. Rejection of Proposals: Any proposal containing significant deviations from the specifications of the RFP will be considered non-responsive and may be rejected in whole or in part.

K. Protests: Pursuant to Salt Lake County Code of Ordinances § 3.20.150, a protest in regard to the RFP document must be submitted in writing prior to the RFP closing date. All other protests must be submitted in writing within five (5) business days after notification of the award is posted on U3P. A protestor may file only one (1) protest after the RFP closing date.

Protest letters must specifically and completely state the facts that the protestor believes constitute error in the RFP document or the award.

L. Free and Competitive Selection: Any agreement or collusion among prospective Proposers to fix a price or limit competition will render the proposal void, and such conduct is unlawful and subject to criminal sanction. By submitting a proposal, the Proposer hereby certifies that no one in its firm or company has either directly or indirectly restrained free https://corporations.utah.gov/ and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by County Purchasing Ordinances or applicable law.

M. Ethical Standards: Proposer represents that it has not: (a) provided an illegal gift to any County officer or employee, or former County officer or employee, or to any relative or business entity of a County officer or employee, or relative or business entity of a former County officer or employee; (b) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees of bona fide commercial agencies established for the purpose of securing business; (c) breached any of the ethical standards set forth in State statute or Salt Lake County Code of Ordinances § 2.07; or (d) knowingly influenced, and hereby promises that it will not knowingly influence, any County officer or employee or former County officer or employee to breach any of the ethical standards set forth in State statute or Salt Lake County ordinances.

N. Campaign Contributions: The Salt Lake County campaign finance disclosure ordinance limits campaign contributions by Proposers to County candidates. Salt Lake County Code of Ordinances § 2.72A.

Proposer acknowledges and understands those limitations on campaign contributions mean that any person, business, corporation or other entity that enters into a contract or is engaged in a contract with County is prohibited from making campaign contributions in excess of $100 to County candidates during the term of the contract and during a single election cycle as defined in the ordinance. Proposer further acknowledges that violation of those provisions governing campaign contributions may result in criminal sanctions as well as termination of the Contract.

O. Reasonable Accommodations: Reasonable accommodations for qualified individuals to attend meetings may be provided upon receipt of a request with two (2) working days’ notice. Please contact Contracts and Procurement at 385.468.0300. TTY users may call 711.

P. Environmentally Responsible Procurement Practices: County has implemented environmentally responsible procurement practices. Please refer to Attachment D.

Q. Notice to Retirees of Utah Retirement Systems (“URS”)

County is a URS “participating employer.” Entering into an agreement with County may affect a URS retiree’s retirement benefits including, but not limited to, cancellation of the retiree’s “retirement allowance” due to “reemployment” with a “participating employer” pursuant to Utah Code Ann. § 49-11-504 to -505. In addition, Proposer is required to notify

County immediately if a retiree of URS is the Proposer; or an owner, operator, or principal of the Proposer. Proposer may refer the URS retiree to the URS Retirement Department at 801-366-7770 or 800-695-4877 for all questions about post-retirement employment regulations.

R. Employee Status Verification System Proposer shall register and participate in the Status Verification System before entering into a contract with County as required by Utah Code Ann.

§ 63G-12-302. The Status Verification System is an electronic system operated by the federal government, through which an authorized official of a state agency or a political subdivision of the state may inquire by exercise of authority delegated pursuant to 8 U.S.C. § 1373 to verify the citizenship or immigration status of an individual within the jurisdiction of the agency or political subdivision. Proposer is individually responsible for verifying the employment status of only new employees who work under Proposer’s supervision or direction and not those who work for another Proposer or subcontractor, except each Proposer or subcontractor who works under or for another Proposer shall certify to the main Proposer by affidavit that the Proposer or subcontractor has verified, through the Status Verification System, the employment status of each new employee of the respective Proposer or subcontractor. The Proposer shall comply in all respects with the provisions of Utah Code Ann. § 63G-12-302.

Proposer’s failure to comply with this requirement may result in the immediate termination of its contract with County.

Attachment A - Request for Proposals Cover Summary t

Legal Name

Doing Business As (if applicable)

Address City State Zip Code

Contact Person after contract award Telephone Number

E-mail Contact

I certify that to the best of my knowledge the information contained in this proposal is accurate and complete and that I have the legal authority to commit this organization to a contractual agreement. I realize the final funding for any service is based upon funding levels and the approval of the Mayor for Salt Lake County.

Proposer Authorized Representative Type or Print Name

Date

Position or Title

Signature required when submitting hard copy.

Electronic signature acceptable if an electronic proposal is allowed.

X

Proposer

Please include one or two e-mail address for notification of an interview.

Name, telephone number, E-mail address

Attachment B

REQUEST FOR PROTECTED RECORD

(Business Confidentiality Claim)

I request that the attached/enclosed information (record) provided to Salt Lake County, or any of its agencies (divisions or programs), be considered confidential and given protected status as defined in Utah’s Government Records Access and Management Act (“GRAMA”).

Name and Address of business and representative making this confidentiality claim:

Description of the information (record) which is to be covered by this confidentiality claim and which you believe qualifies for protected status:

The following reasons support this claim of business confidentiality and protected status under Utah Code § 63G-2-305 (please check all of the following that apply):

(___) 1.

(___) 2.

The record provided is a trade secret as defined in Utah Code § 13-24-2 (See Utah Code §§ 63G-2-305(1) and 63G-2-309).

The record is commercial or non-individual financial information and: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of Salt Lake County, or its agencies, to obtain necessary information in the future; and (b) the interest of the provider in prohibiting access to the information is greater than the interest of the public in obtaining access. (See Utah Code §§ 63G-2-305(2) and 63G-2-309).

REQUIRED: A concise written statement supporting a business confidentiality claim, as required by Utah Code § 63G-2-309(1). Attach additional sheets if necessary.

NOTE: Claimant shall be notified if a record claimed to be protected is classified public or if the determination is made that 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 an appeal expires or the end of the appeals process, including judicial appeal, unless the claimant, after notice, has waived the claim by not appealing within thirty (30) calendar days. See Utah Code § 63G-2-309(2). The procedure to appeal a GRAMA classification within thirty (30) calendar days is described in Utah Code §§ 63G-2-400.5 through 406 and Countywide Policy 2010, which can be found on the County’s website www.slco.org.

Signature of Claimant Representative: _________________________________ Date: ____________________

Claimant Representative Name and Title: ________________________________________________________ http://www.slco.org/ https://slco.org/globalassets/1-site-files/policies/countywide/2040.pdf?v=03282022114310737

Preference System Updated 01.11.24

SALT LAKE COUNTY CONTRACTS & PROCUREMENT

ATTACHMENT C - PREFERENCE SYSTEM

Salt Lake County may award bids or adjust scoring to a proposal through a preference system. One or more preferences may accrue to vendors who submit responsible, responsive offers if other factors are met.

Vendors may request the following preferences:

• Employee Health Care Preference

• Veterans and Companywide Hiring Preference

Employee Health Care Preference The Health Care Preference shall accrue to vendors who currently provide and will maintain the following through the term of the contract with the County:

• A health benefit plan, as defined by Utah Code Ann. § 26-40-115(1), made available to the vendor’s covered employees and their dependents.

• A copy of the health benefits certificate or a letter signed by the vendor's carrier detailing coverage and dates of coverage of the health care benefits.

Veterans and Companywide Hiring Preference The Veterans and Companywide Hiring Preference shall accrue to vendors who currently provide and will maintain all of the following through the term of the contract with the County:

For veterans:

• A completed and signed certificate explaining its program to actively recruit and employ veterans that includes the success rate of its program by listing the percentage of its workforce that qualifies as veterans under this policy;

• A completed and signed certificate verifying that a vendor has employed, and is currently employing, at least one veteran under its recruitment program;

Companywide:

• A drug and alcohol testing policy that applies to all covered individuals employed or hired by the vendor and requires covered individuals to submit to random testing;

• A job training program recognized by a federal, state, or local governmental entity; and,

• A job safety program that complies with job safety and health standards of the Occupation and Safety Health Administration (OSHA) or the state standards which are at least as effective as the federal standards.

https://le.utah.gov/xcode/Title26/Chapter40/26-40-S115.html?v=C26-40-S115_2019051420190514

Preference System Updated 01.11.24

REQUIREMENTS

If required certification form and preference documentation is not received with the proposal, the County will not consider the preference request.

The County maintains the right to monitor the vendor's compliance of any preference status. Violation of this contract condition shall be the basis for immediate termination of the contract for default by the vendor.

Request for Proposals (RFPs) A proposer may receive one (1) point added to the total score of its proposal for each of the preferences offered herein for which the proposer qualifies.

Updated01.11.24 Preference System

PREFERENCE CERTIFICATION FORM

YOU MUST CHECK THE BOX FOR EACH PREFERENCE OPTION CLAIMED

If you do not include this completed certification form along with required documentation with your bid or proposal submission, your preference request will not be considered.

Employee Health Care Preference – Currently provide and will maintain qualifying health benefits to covered employees and dependents through the term of the contract with the county. A copy of the health benefits certificate or a letter signed by the vendor's carrier detailing coverage and dates of coverage of the health care benefits must accompany the bid or proposal to have the preference request accepted.

Veterans and Companywide Hiring Preference – Currently provide and will maintain all of the following programs through the term of the contract with the county:

Veterans and Companywide Hiring Preference Certification Form

Company Name:

Explanation of Program to Actively Recruit and Employ Veterans*:

Percentage of workforce that qualifies as veterans:

Vendor has employed, and is currently employing, at least one Veteran under its recruitment program. Yes No *For purposes of this section of County Policy, a veteran is an individual who has served on active duty in the armed forces of the United States for more than 180 consecutive days; or, was a member of a reserve component who served in a campaign or expedition for which a campaign medal has been authorized and who has been separated or retired under honorable conditions; or, has incurred an actual service-related injury or disability in the line of duty.

Vendor maintains a drug and alcohol testing policy that applies to all covered individuals employed or hired by the vendor and requires covered individuals to submit to random testing. Yes No

Updated 01.11.24 Preference System

Vendor maintains a job training program recognized by a federal, state, or local governmental entity. Yes No

Vendor offers a job safety program that complies with job safety and health standards of the Occupation and Safety Health Administration (OSHA) or the state standards which are at least as effective as the federal standards. Yes No

By signing below, vendor certifies that the information provided on this Veterans and Companywide Hiring Preference Certification Form is true and correct as of the time of submitting this bid or proposal.

Vendor’s Signature:

Attachment D - Environmental Compliance Practices

Vendor Compliance Statement and Non-Debarment Certification

1. Salt Lake County has implemented environmentally responsible procurement practices. The County requires all persons, businesses, corporations and other entities doing business or entering into a contract with the County to comply with all federal, state and local environmental laws, rules and regulations. Compliance with environmental laws, rules and regulations is a relevant factor in evaluating the integrity and responsibility of a business. The county, in its sole discretion, may not solicit proposals from, award contracts to, procure, or otherwise enter into business arrangements with any person, business, corporation or other organization that is noncompliant. If a vendor is suspended, proposed for debarment, debarred, ineligible or excluded from contracting with another government entity due to environmental non-compliance, the County in its sole discretion, may deem the vendor non-responsible and decline to award a contract.

2. Based on the foregoing, the vendor certifies, to the best of its knowledge, that neither the vendor nor any owner, officer or agent of the vendor:

2.1 is presently debarred, suspended, proposed for debarment, declared ineligible, or excluded from the award of a contract or purchase by any federal, state or local agency based on a finding, determination, notice of violation or order of environmental non-compliance;

2.2 is presently indicted or charged by a government entity in a criminal, civil or administrative proceeding with the commission of any offense, violation, or failure to comply with any federal, state, or local environmental law, rule or regulation, indicating a lack of business integrity or business honesty affecting its responsibility as a county vendor;

2.3 has, within the last three (3) years, been convicted, or had a civil judgment or administrative order rendered against it for any offense or violation, including but not limited to environmental noncompliance, indicating a lack of business integrity or business honesty affecting its responsibility as a county vendor;

2.4 has, within the last three (3) years, had a contract/purchase terminated due to an act or omission, including but not limited to environmental non-compliance, demonstrating a lack of business integrity or business honesty affecting its responsibility as a county vendor.

3. Vendor shall require any sub-vendor to disclose in writing, whether at the time of the award of the subcontract, the sub-vendor complies with the certification requirements in subparagraphs 2.1, 2.2, 2.3 and 2.4 above.

4. Vendor shall immediately notify the county in writing if, at any time before the award, the vendor learns that its certification was erroneous when submitted or has since become erroneous because of changed circumstances.

5. If it is later determined that vendor knowingly rendered an erroneous certification under this provision, in addition to other available remedies, the county in its sole discretion, may terminate the contract/purchase for default.

Revised Sept 2019

County Contract No.

Updated: January 2026

1. Attachment E

RFP EXAMPLE CONTRACT

A Contract between Salt Lake County and for

This Contract is between Salt Lake County, a body corporate and politic of the State of Utah (“County”), on behalf of its , and , a [business entity type and state of origin], with its principal place of business at (“Contractor”). County and Contractor may be referred to as the “Parties.”

THEREFORE, the Parties agree as follows:

A. County issued a Request for Proposals for

(“RFP”).

B. Contractor submitted a proposal in response to County’s RFP (“Proposal”).

C. The Mayor or designee approved the recommendation of the RFP selection committee to enter into an agreement with Contractor.

1. SCOPE OF SERVICES [To be based on the RFP and Contractor’s Proposal]

1.1. Contractor shall provide County with ____________________________ as requested in

County’s RFP, attached and incorporated into this Contract as Attachment A.

1.2. The Contract and the attachments, exhibits, and addenda are complementary, and what is called for by any one of them shall be as binding as if called for by all. Although certain provisions of Attachment A are not expressly set forth in this Contract, those provisions shall have the same force and effect as though fully set forth unless said provisions conflict, either directly or indirectly, with other provisions stated in this Contract or in any other Attachment. In the event of inconsistency between any provision of the Attachments with the provisions in any other Attachment or in this Contract, the provisions that control shall be determined in accordance with the order of precedence set forth in this Contract.

2. CONSIDERATION/PAYMENT [To be based on the RFP and Contractor’s Proposal]

2.1. County shall pay Contractor an amount not to exceed $ for the performance of obligations provided by Contractor under this Contract.

2.2. If payments are to be made in installments, no installment payment shall become due until thirty (30) days following receipt by County of Contractor’s accurate invoice for said installment payment which invoice shall set forth in detail the services provided.

2.3. Contractor’s invoice will detail the billing rates, whether hourly, daily, or other, the work performed, by whom and on what dates.

2.4. If a lump sum payment is required, no payment shall be made by County until all obligations are performed by Contractor under this Contract.

Exa mple

2.5. In the event of a lump sum payment, County will pay the lump sum within thirty (30) days after performance of obligations are completed by Contractor and receipt and approval of an accurate and complete invoice from Contractor for said services.

2.6. County has the right to…