1-RFP E Summit Co Reconnaissance Level Survey Final 2025.pdf

Request for Proposal Eastern Summit County Reconnaissance Level Survey

RFP: Eastern Summit County Reconnaissance Level Survey

Proposal Due By: February 18, 2026

Summit County Heritage and Landmark Commission

Project Overview:

Summit County, on recommendation of its Heritage and Landmark Commission (SCHLC), is soliciting proposals from qualified firms to perform a Reconnaissance Level Survey of structures in selected areas of the county.

Budget is not to exceed $20,000.

Proposals will be accepted only from firms that are free of all obligation and interests that might conflict with the best interest of Summit County and have the capacity to provide services on a timely basis.

Respondents must address the needs and requirements stated in the Scope of Work of this RFP, and are advised to read this RFP in its entirety. Failure to read and/or understand any portion of this RFP shall not be cause for waiver of any portion of the RFP or subsequent agreement.

The submitted proposal and this RFP become a part of the subsequent agreement.

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

● RFP Available – January 21, 2026

● Deadline for Questions – February 11, 2026

● Deadline for Proposals Submission – February 18, 2026, 5:00 PM MST.

● Interviews (if necessary) – February 23, 2026

● Consultant Selected/Notified – February 25, 2026

● Anticipated Contract Commencement – March 1, 2026

SCOPE OF WORK:

The Reconnaissance Level Survey will study structures within the survey area and within the constraints of the outlined budget. Preliminary work will look at all structures within the survey area to identify those that may fit within the parameters of the National Historic Register. Structures that are initially deemed to fit the National Historic Register parameters will receive additional study to make a final determination of eligibility for register inclusion.

The results of this second-level study will be included in the final report.

The desired outcome for this service is a complete RLS of a number of properties in selected areas of the county.

The selected areas may be but are not limited to – Coalville, Wanship/Rockport, Peoa, and Oakley, related zip codes are 84017, 84061, and 84055.

The finished product will include photographs of buildings in the area, a survey map, computerized survey data entered into Preservation Pro, and a survey report with recommendations for future research.

Final copies of the report will be submitted to SCHLC and the Utah State Historic Preservation Office.

Anticipated project completion, including all deliverables and invoices, shall be on or before October 1, 2026.

SUBMISSION REQUIREMENTS:

● Firm's Qualifications. Provide a brief description of your firm, the scope and nature of services routinely provided by your firm on projects of this nature and its capabilities.

● Relevant Experience. Provide detailed relevant experience of three projects similar in scope and size which shall include the following: name of client, contact person and their current phone, brief description of service performed, date of services, and final contract amount and any other pertinent information regarding experience.

● Project Schedule. Indicate time for key tasks of this RFP.

● Proposed Fee. Include the approximate number of structures that will be surveyed given the budget constraints. The fee proposal should also include budget details for significant tasks listed in the RFP.

● Inquiries. All inquiries or questions relating to this RFP must be conducted through the query system in Bonfire (link below).

SUBMISSION PROCEDURE AND PROPOSAL CONTENT:

● All inquiries or questions relating to this RFP must be addressed to Clay Coleman, Procurement Officer. All communications regarding this RFP will be conducted through the query system in Bonfirehub.com: https://utah.bonfirehub.com/portal

● All Proposals must include a cover letter indicating the Respondent’s name, address, telephone number, and an email address. The Proposal must be signed by an authorized representative of Respondent’s firm. The signature on the proposal shall be interpreted to signify the proposer’s intent to comply with all required services.

● Summit County reserves the right to reject any or all proposals, to waive any informality or technicality or to accept proposals deemed in the best interest of the County.

● The proposal shall not exceed 20 pages, exclusive of covers and dividers. Materials shall be 8½" x 11", not less than 11-point font. Charts may be in 8½" x 17" landscape style format, may use up to 2 separate pages and are included in the total page count.

● All proposals shall become the property of Summit County.

● Information contained in the proposal must be clearly marked and delineated. Summit

County may release any information contained in the proposal that is not marked and delineated as proprietary 30 days following execution of a contract for services.

SELECTION CRITERIA:

This is not a bid process. Selection will be primarily based on qualifications. The first firm of choice will be asked to complete negotiations of their proposed fee. If no agreement can be reached, which is mutually accepted and agreed upon, then Summit County will meet with the second firm of choice and so on, until a final agreement has been negotiated and executed.

Evaluation Metrics and Criteria:

● 30% - Firm's Qualifications.

● 30% - Relevant Experience.

● 10% - Project Schedule.

● 30% - Proposed Fee.

TERMS OF CONTRACT:

Summit County will require that the selected proposer be willing to negotiate, and to enter into, a written agreement with the County to provide all services required within the scope of services as submitted by the proposer in its proposal. The County Manager’s Office, working with the selected proposer, will negotiate the agreement. All provisions of the agreement will be in compliance with State and Federal laws. Adequate and satisfactory insurance is also required, including general liability, automobile, and workers’ compensation.

GENERAL INFORMATION:

Response to this Request for Proposal is at the proposer’s sole risk and expense.

Summit County anticipates selecting one of the responding proposers, but there is no guarantee that any responding proposer will be selected.

It is Summit County’s policy to encourage equal opportunity in its professional services and contracts. The County endeavors to do business with proposers that share the County’s commitment to equal opportunity and will not do business with any proposer that discriminates on the basis of race, religion, color, ancestry, age, gender, sexual orientation, disability, medical condition, or place of birth.

Summit County appreciates in advance the efforts that proposers will make on behalf of this project and looks forward to participating with proposers in the selection process.

All questions, comments, and requests for information regarding this RFP shall be directed to Bonfire where the RFP has been posted. Any additional information or answering of questions will be posted to everyone. No other members of Summit County’s Selection Committee, County Staff, or Elected Officials may be contacted regarding this RFP.