1-Lehi City Cemetery Masterplan RFP.pdf

LEHI CITY CEMETERY MASTERPLAN RFP

No. 2025 – 19

Lehi City Corporation

RESPONSES ARE DUE PRIOR TO:

September 29, 2025

5:00 PM MDT

Required method is to submit electronically to:

https://utah.bonfirehub.com/ https://utah.bonfirehub.com/

LEHI CITY CEMETERY MASTERPLAN – REQUEST FOR PROPOSAL (RFP)

REFERENCE NUMBER: 2025 – 19

PROJECT TITLE: LEHI CITY CEMETERY MASTERPLAN RFP

PROJECT LOCATION: 1525 N 600 E, Lehi, UT 84043

SUBMISSION DEADLINE: September 29, 2025

SUBMISSION TIME: 5:00 PM MDT

SUBMISSION PLACE: utah.bonfirehub.com

PROJECT DESCRIPTION: Develop a comprehensive masterplan for the Lehi

City Cemetery that evaluates existing conditions and provides recommendations to guide future growth. The plan should optimize land use, improve burial plot layouts and amenities, enhance the visitor experience, and preserve the cemetery’s serene character while ensuring it remains a well-maintained and respected community resource.

PROJECT CONTACT: Chris Orme Cemetery Sexton

(801) 420-0498 corme@lehi-ut.gov

RESPONDENTS: Carefully read all instructions, requirements, and specifications. Give all requested information properly and completely. Submit your proposal with appropriate supplements and/or samples.

Please submit responses through Bonfire. All proposals must be submitted through Bonfire by the deadline. Proposals received after the submission deadline will not be considered.

Additional instructions for submitting responses:

A. It is the responsibility of the respondent to “Log In” through Bonfire. For assistance contact Bonfire at https://utah.bonfirehub.com/.

B. Questions regarding this RFP should be submitted through Bonfire. The respondent may also contact Project Contact (listed above) for specific questions regarding the proposal content. The bid number and title must be referenced on all responses and correspondence related to the RFP. Significant questions that arise subsequent to the issue of this RFP will be consolidated and answers will be provided to all respondents on record as receiving this RFP. All questions should be received two (2) business days prior to the RFP due date.

C. The required method to submit your response is through Bonfire.

D. Following the deadline, the names of those responding to the RFP will be made public. All other information will remain confidential, as required by law. (See Section 1.9) Unless specifically authorized by the city’s administrative office, telephonic proposals or modifications of proposals will not be considered. However, modifications by email, fax, etc. for proposals already submitted through the proper channels will be considered, if received prior to the time for the submission deadline.

SECTION 1: INSTRUCTIONS TO RESPONDENTS

1.1 ADMINISTRATIVE GUIDANCE

The information provided in this RFP is designed to provide interested respondents with sufficient information to submit responses meeting minimum requirements, but it is not intended to limit response content or to exclude any relevant or essential data therefrom.

Respondents are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP.

1.2 SCOPE OF TERMS & CONDITIONS

Before submitting a response, the respondent shall understand all contract conditions referred to in this document, and any addenda issued before the RFP submission date. It shall be the respondent’s responsibility to ensure that the response includes all addenda issued prior to the RFP submission date. By submitting a response, the respondent acknowledges and accepts the Terms and Conditions described herein.

1.3 RESPONSE PREPARATION COSTS

Lehi City is not liable for any cost incurred by the respondent associated with the preparation of the response or the negotiation of a contract for services prior to the issuing of the contract.

1.4 RESTRICTIONS

All responses must clearly set forth any restrictions or provisions deemed necessary by the respondent to effectively service the proposed project.

1.5 RFP RESPONSE & PRICING

Any response submitted pursuant to this RFP shall constitute an offer by the respondent to the City. The cost submitted with the Bid Form shall, upon being awarded a contract subject to this RFP, commit the successful respondent to said cost in performing the Scope of Work. The representations contained in Section 3.3, and submitted pursuant to this RFP, shall be binding upon each respective respondent for (a) sixty (60) days from the submission deadline or (b) until the successful respondent and the City enter into an agreement pursuant to this RFP, whichever occurs first.

A respondent may withdraw or modify its response, including the representations made on the Bid Form, prior to the submission deadline as contemplated by Lehi City Municipal Code 03.28.080.C.3. Any such withdrawal or modification must be in writing, and must be signed by the same authorized officer or agent who originally signed the Bid Form.

1.6 ADDENDUM TO THE RFP

In the event that it becomes necessary to revise this RFP in whole or in part, an addendum will be provided to all respondents and potential respondents of whom the City has record as having received this RFP. A statement issued in an addendum shall have the effect of modifying this RFP as outlined in said addendum.

Any other communication, whether verbal or written, which are received by any representative of the respondent from sources other than official addendum should be confirmed by the respondent with the RFP contact as being true and accurate prior to incorporating such information into its response. This refers to both formal and informal conversations and communications.

1.7 ALTERNATIVE RESPONSES

Respondents may submit more than one response, each of which must follow the criteria of Section 3 and satisfy the requirements of this RFP. If alternative responses are submitted, the respondent must explain the reasons for the alternative(s) and its alternative’s comparative benefits. Each response submitted will be evaluated on its own merits.

1.8 DISCLOSURE OF RESPONSE CONTENT

Under the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1993 and supp. 1996), as amended ("GRAMA") certain information in the submitted response may be open for public inspection. If the respondent desires to have information contained in its response protected from such disclosure, the respondent may request such treatment by providing a "written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality" with the response (GRAMA, Section 63G-2-309). Pricing elements of any response will not be considered protected. All material contained in and/or submitted with the response becomes the property of Lehi City and may be returned only at the city’s option.

SECTION 2: BACKGROUND AND PROJECT DESCRIPTION

2.1 BACKGROUND

Lehi City is a family friendly, safe, and active community of almost 100,000 people located halfway between Salt Lake City and Provo, Utah. The mountains above Lehi watch over a dynamic community that has always represented the best of each generation. Today, high tech companies from across the nation have come to embrace Lehi’s lifestyle of opportunity and optimism.

The Lehi City Cemetery stands as a poignant testament to the rich history and cherished memories of the community it serves. Nestled in the heart of Lehi, this tranquil resting place has long been a source of comfort and remembrance for generations of local residents.

2.2 PROJECT DESCRIPTION

Develop a detailed master plan for the city cemetery that includes a site evaluation and clear guidelines to support its future growth and continued service to the community. The plan should assess existing conditions, recommend improvements to burial plot layouts and amenities, and provide strategies to optimize land use. It should also enhance the visitor experience while preserving the cemetery’s serene character, ensuring it remains a well-maintained and respected community resource.

1.3 SCOPE OF WORK

1. Site Evaluation

• Conduct a thorough assessment of the existing cemetery, including topography, land use, circulation, burial plot layouts, infrastructure, utilities, and amenities.

• Identify constraints and opportunities related to future expansion, accessibility, and operational efficiency.

• Document existing conditions with maps, photos, and supporting data.

2. Community and Stakeholder Engagement

• Meet with cemetery and city staff to understand current operations, challenges, and priorities.

• Engage other relevant stakeholders, as identified by the City, to gather input on needs, concerns, and desired outcomes.

• Incorporate community values to ensure the plan reflects both operational and cultural considerations.

3. Master Plan Development

• Draw up area plan for new office with room/amenities for potential funeral services and events.

• Recommendations for burial options to accommodate future growth (e.g., traditional plots, cremation offerings, columbaria, and other alternatives).

• Proposed improvements to amenities such as pathways, signage, seating, landscaping, parking, and accessibility features.

• Strategies to preserve and enhance the cemetery’s serene character and visitor experience.

• Guidelines for site management, operations, and long-term maintenance.

• Phasing strategies and prioritized implementation steps.

• Preliminary cost estimates for recommended improvements.

• Consideration of applicable regulations, zoning, and best practices.

4. Presentation and Review

• Provide draft versions of the master plan to City staff for review and feedback.

• Conduct presentations for City leadership, staff, and/or the City Council as requested.

• Incorporate revisions based on input received to finalize the master plan.

5. Deliverables

• Comprehensive master plan report including narrative, maps, diagrams, renderings, and phased implementation guidelines.

• Executive summary and presentation materials suitable for public meetings and City

Council presentations.

• Digital copies of all materials in both editable and publication-ready formats.

2.4 PROJECT CONTACT

Respondents may contact the following individual(s) with questions regarding the project. All questions should be addressed on Bonfire and if further follow-up is needed you may contact the individuals below.

Chris Orme Cemetery Sexton

(801) 420-0498 corme@lehi-ut.gov

Specific questions regarding submittal requirements and/or contract negotiations should be referred to Matt Lee.

Matt Lee Sr. Management Analyst

(385) 201-2902 malee@lehi-ut.gov mailto:gallred@lehi-ut.gov

SECTION 3: PROPOSAL & PRICING

3.1 PROPOSAL

Each respondent must submit a complete and concise proposal in response to this RFP and must demonstrate the respondent’s ability to meet the requirements of this RFP. Each proposal must be accompanied by a transmittal letter, signed by an authorized representative, binding the respondent to the terms proposed. At the discretion of the City, the contents of any proposal submitted by the successful respondent may become part of any contract awarded pursuant to this RFP.

Each respondent is solely responsible for any information submitted or omitted from its proposal. All materials contained in, or submitted with, a proposal shall become the property of the City, and may be returned only at the City’s option.

Proposals must include the following information:

LETTER OF TRANSMITTAL

The letter of transmittal should include an introduction of the Respondent, including the name, address, telephone number, and fax number of the person to be contacted, along with others who are authorized to represent the Respondent in dealing with this RFP. Any other information not appropriately contained in the body of the proposal should also be included in the letter of transmittal. The transmittal letter should be signed by an authorized representative of the Respondent empowered with the right to bind the Respondent for the amounts estimated and terms proposed. This section should also include the Signature of Respondent page included at the end of this document.

PROJECT TEAM

Identify the key people that will work on the project, including their responsibilities on the project and past qualifications.

REFERENCES & QUALIFICATIONS

Include a list of clients for which the respondent has completed construction services, including the name of the organization, name of individual to contact, and contact information.

References may include public and/or private sector organizations. As appropriate, include pictures and/or plans of previous work.

TIMELINE

Include a proposed timeline for the project. Identify a start and end date for each key aspect of the project. Estimate a date of completion for each section as well as a date of completion for the entire project. Include a description of availability and indicate how soon after award of contract that work will begin.

COST PROPOSAL

The Respondent must submit a cost proposal allowing costs to be evaluated independently of other criteria in the proposal. The respondent should also include a proposed billing schedule.

The cost proposal submitted should be an itemized Bid Summary Sheet covered in Section 5.

The Bid Summary Sheet is intended to be all inclusive. Respondents are expected to review the Construction Document and complete an itemized Bid Summary Sheet.

The pricing for all products and services shall remain firm for the duration of the contract. No price changes, additions, or subsequent qualifications will be honored throughout the duration of the contract except with approved change orders. Pricing on all transportation, mobilization and other charges shall be prepaid by the Respondent and included in the proposal price. The Respondent must indicate any additional charges not mentioned above or forfeit the right to payment for such items.

FINANCIAL REPORT

The Respondent should furnish a current financial report (GAAP compliant) for the past three fiscal years. The financial report should include the size of the Respondent as measured by:

A. Number of personnel;

B. Number of clients, including the names of clients in the State of Utah; and

C. Annual sales.

The format and style of the proposal is at the discretion of the respondent. Respondents are encouraged to provide any supplemental information and attachments relevant to the response.

3.2 REPRESENTATIONS & WARRANTIES

By submitting a proposal, each respondent represents and warrants that:

3.2.1 Its proposal is made in good faith.

3.2.2 Its proposal is not submitted in the interest of, or on behalf of, another person or entity.

3.2.3 It has not directly or indirectly induced or solicited any other respondent to submit a bid other than in good faith.

3.2.4 It has not directly or indirectly induced or solicited any other person or entity to abstain from submitting a proposal.

3.2.5 It has not sought by collusion to obtain for itself any advantage over other respondents or the City.

3.2.6 It shall not violate, or cause any other person or entity to violate, any Federal, State, or municipal law, including (but not limited to) the Utah Municipal Officers and Employees Ethics Act.

SECTION 4: RESPONSE EVALUATION

4.1 EVALUATION PROCESS

All proposals submitted in response to this RFP will be evaluated in a manner consistent with the Lehi City Municipal Code, and as otherwise set forth in this RFP.

As an initial step in the evaluation process, the City shall review all proposals received by the submission deadline. Next, any timely, yet non-responsive proposals (i.e., those proposals not conforming to the requirements set forth in this RFP or the Lehi City Municipal Code) will be eliminated. All remaining timely and responsive proposals shall then be cursorily reviewed by the City to eliminate from further considerations those bids which, in the sole discretion and judgment of the City, fail to offer sufficient or substantive provisions which are required to warrant further consideration. The City reserves the right to disqualify any proposal that significantly deviates from the terms, conditions, and specifications contemplated by this RFP.

Any remaining bids will then be reviewed and evaluated in detail. If the City discovers at any point in the evaluation process that a proposal is lacking required or requested information, the City may remove said proposal from further consideration.

Lehi City reserves the right to be the sole judge as to the overall acceptability of any response or to judge the individual merits of specific provisions within competing offers.

4.2 EVALUATION CRITERIA

In determining which respondent is the lowest responsible respondent, the City shall evaluate the proposals received in accordance with the following criteria:

4.2.1. The respondent’s relevant qualifications.

4.2.2. The respondent’s professional reputation (with the City and other entities or individuals), including character, integrity, reputation, judgment, experience, and efficiency.

4.2.3. The quality of goods and services proposed, as well as the quality of previous goods or services provided by the respondent.

4.2.4. The respondent’s ability, capacity, and skill to provide the Scope of Work.

4.2.5. The sufficiency of a respondent’s financial resources, and the effect thereof on the respondent’s ability to perform the Scope of Work.

4.2.6. Any litigation, prosecution, or other claims by or against a respondent.

4.2.7. Availability to perform the Scope of Work, as well as the proposed schedule of completion contained in the proposal.

4.2.8. The ability of a respondent to provide future maintenance and service with respect to the Scope of Work.

4.2.9. The proposed RFP pricing.

4.2.10. Which proposal will provide the best economic advantage to the City.

4.3 AWARD OF CONTRACT

Upon completion of the evaluation process contemplated by the Lehi City Municipal Code and this RFP, the City may, but is not required to, negotiate with and award a contract for the Scope of Work to the respondent which provides the best economic advantage whose proposal is determined in the sole discretion of the City to be in the best interests of the City.

If the City decides to award a contract pursuant to this RFP, the successful respondent shall be required to enter into a contract with the City for the Scope of Work, as set forth in Attached Agreement Template hereto. The terms and conditions set forth in Attached Agreement Template are non-negotiable, and may not be changed or conditioned upon the contents of any proposal submitted pursuant to this RFP. The City may consider adding additional terms and conditions suggested by the respondent to said contract, but is not required to implement any such terms and conditions into the final contract.

Respondents are urged to give special attention to the insurance and bond/letter of credit requirements set forth in Attached Agreement Template. The aforementioned bonds/letters of credit must be provided on one of the forms attached hereto as Attachments LPC01 through LPCxx, respectively, and shall become part of the final contract.

4.4 RIGHT TO REJECT

The City reserves the right to reject any and all proposals and to waive any formality in the proposals received, to accept or reject any or all of the items in the proposal, and award the contract subject to this RFP, in whole or in part, if it is deemed in the City’s best interest. The City reserves the right to negotiate any and all elements of the proposals if any such action is deemed in the best interest of the city.

SECTION 5: BID SUMMARY SHEET

It is the contractor’s responsibility to provide an itemized Bid Summary Sheet when responding to this RFP. Please submit this itemized bid summary under the appropriate heading in the requested information page on Bonfire.

BID FORM: SIGNATURE OF RESPONDENT

By submitting a proposal pursuant to this RFP, each respondent acknowledges that its proposal may be subject to public disclosure pursuant to the Government Records Access and Management Act, UTAH CODE ANN. § 63G-2-101, et seq. (“GRAMA”), as the same may be amended from time to time. If a respondent desires to have specific information contained in its proposal protected from public disclosure, the respondent may provide a written claim and description of business confidentiality with respect to any such information. Filing a written claim and description of business confidentiality does not guarantee that any information will remain protected or private as the City will strictly comply with GRAMA. As a general rule, RFP pricing shall not be considered protected or private information.

I hereby acknowledge that I have received, read, and understand the foregoing LEHI CITY CEMETERY MASTERPLAN RFP (RFP No. 2025 – 19). The proposal that has been submitted herewith complies with the requirements of said RFP and applicable provisions of the Lehi City Municipal Code.

Upon acceptance of this RFP, the undersigned agrees to complete all required work as described in this RFP according to the terms and conditions described herein.

Please complete this form and return no later than the RFP deadline, as indicated on the cover page.

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SECTION 4: RESPONSE EVALUATION