REQUEST FOR PROPOSALS

FF&E for Office Remodel

American Fork City Police Department Remodel

1. REQUEST FOR PROPOSAL

American Fork City (City”) is seeking proposals for purchase, delivery and installation of

Furniture, Fixtures, and Equipment for their Police Department Remodel for offices located at 75 E 80 N, American Fork, UT 84003. Qualified Furniture Manufactures and Office

Furniture Dealers are requested to provide proposals to supply the related services as outlined in this document. All Bidders must include adequate information to demonstrate that they have the necessary experience, professional qualifications, and licensing to complete the work.

2. SCOPE OF WORK

The scope of this RFP includes the purchase, delivery, and installation of Furniture which conform with American Fork City’s design criteria. This RFP consists of Office Furnishings, Open Area Workstations, Conference Table, Seating and Kitchen/Breakroom. Project goals include providing quality office furnishings that are durable, easily maintained, functional, visually and acoustically pleasing. There is no loading dock at location.

PROJECT MANAGER/KEY PERSONNEL

Contractor shall provide a single Project Manager point of contact for the duration of the project and key personnel who will be responsible for project oversight and delivery of the

FF&E. The Project Manager shall be the single point of contact for the Agency and will be responsible for the management, implementation, and on-going troubleshooting of the FF&E during its installation. Project Manager shall coordinate efforts with the City designee. The

Project Manager shall be available to the City at all times by telephone during the course of the project and onsite within forty-eight hours of notification if necessary and requested, to respond to City needs, questions and/or issues. Project Manager will develop in consultation with the City a detailed implementation and project plan for the FF&E.

SUBCONTRACTORS

The Contractor shall provide a list of names, addresses, and telephone numbers for subcontractor(s) the Vendor intends to employ in the installation of FF&E with the proposal.

A criminal background check will be performed for all subcontractors and their employees before they are allowed to perform any services for the City. The City reserves the right to reject any subcontractor and/or subcontractor employee. Should a subcontractor be rejected, the Contractor will be required to provide an acceptable alternate subcontractor. Should a subcontractor under the direction of the Contractor fail to provide the agreed-upon level of service and response, the Contractor will be required to replace the subcontract with another organization. Such an action shall be completed so as not to cause unnecessary delays to the project schedule. Any additional costs associated with securing a competent replacement subcontractor shall be the responsibility of the Contractor.

CONDITIONS OF FACILITIES

The Contractor shall be responsible for ensuring that all City work areas remain clean and orderly at the end of each day.

CONTRACTOR COORDINATION RESPONSIBLITIES

The Contractor shall be responsible for coordinating the design and installation of the FF&E with the City and the Contractor’s subcontractors and suppliers involved in this project.

DELIVERY SCHEDULE

Contractor shall provide an integrated project timeline and implementation plan for the

FF&E. The project timeline and implementation plan shall include details for all phases of activity for the project, including all deliverables and major milestones. The project goals and deadlines deemed the responsibility of the City are to be identified in the project timeline.

This proposed project timeline and implementation plan shall be finalized during the negotiation phase.

PROJECT IMPLEMENTATION STATUS REPORTS

The Contractor shall provide weekly updates on the project timeline and implementation plan update to the City’s point of contact.

COST

Contractor shall identify all costs for FF&E. Proposal should itemize the cost for purchase, delivery, and installation of each project phase, so the City can determine projection of each phase based on cost and budget. Installation costs need to be consistent with State law requirements governing prevailing wage. If using government pricing, contract name and number must be provided.

WARRANTY

Contractor shall include a copy of each manufacturer’s written warranty statement for each piece of equipment furnished and installed with their proposal. Contractor shall also provide the details of all warranties that are applicable to the services and equipment provided to the

Agency. Contractor will provide a minimum one-year warranty on installation and any associated manufacturer warranties for the products installed, and provide all required hardware associated with furnishing and installation of any and all associated equipment within the scope of project.

3. SCHEDULE

The anticipated project schedule is summarized as follows:

RFP released - October 13th, 2026

Facility Tour - October 20th

Requests for Clarifications/Questions on the RFP, due by 2:00 PM October 26th

Proposals due – 2:00 PM October 29th 2026

Tentative Project Start Date December 2026

4. PROPOSAL MINIMUM REQUIREMENTS

Submit one (1) searchable electronic copy of all materials and proposals, for review by City

Project Selection Committee by email to pobrien@americanfork.gov by outlined deadline.

Although the City requires no specific format, this section is intended to provide guidelines to the Firm regarding features that the City will look for and expect to be included in the proposal.

4.1 Content and Format

The City requests that proposals submitted be in 12-point font, organized and presented in a neat and logical format and are relevant to these services. Contractor’s proposals shall be clear, accurate, and comprehensive. Excessive or irrelevant material will not be favorably received. The proposal should include the following:

A. Transmittal/offer letter

B. Page numbering

C. Index/Table of Contents

D. Approach

E. Team Organization including an organization diagram and time commitment of key staff

F. Statement of Qualifications including descriptions of similar projects by key staff to be assigned during the term of the contract

G. Brief resumes of key staff

H. Fee Proposal

I. Exceptions

4.2 Transmittal/offer letter

A cover letter on company letterhead consisting of the following:

• Title of the RFP

• Statement acknowledging understanding of the Scope of Work in the RFP

• Statement agreeing to provide services in the RFP

• Statement confirming No Conflict of Interest exists

• Signature of an officer of the Firm authorized to bind the Firm to all statements and commitments contained in the proposal and authorized to execute a contract with Yuba Water Agency

• Name, address, telephone number and e-mail address of at least three (3) authorized Firm contact

4.3 Scope of Work/Approach

A description of the contractor’s approach and work program to meet the City’s objectives shall be included. It should explain the technical approach, methodology, and specific tasks and activities that will be performed to address the specific issues and work items. Include a Quality Control Plan and list any additional information/services that add value for this project.

mailto:pobrien@americanfork.gov

4.4 Profile Form

Provide firm’s profile.

4.5 Team Organization

Describe the organization of the project team including subcontractors and key staff. A project manager and an alternate project manager shall be named who shall be the prime contact and be responsible for coordinating all activities with the City. An organization diagram shall be submitted, showing all key team members and illustrating the relationship between the City, the project manager, key staff, and subcontractors. There also should be a brief description of the role and responsibilities of all key staff and subcontractors identified in the team organization.

4.6 Statement of Qualifications

The information provided in this section should describe the qualifications of the contractor and key staff in performing projects within the past five (5) years that are similar in scope and size to demonstrate competence to perform these services. The projects listed should be those that the key staff named for this project were responsible for performing. Information shall include:

A. Names of key staff that participated in named projects and their specific responsibilities.

B. The client’s name, contact person, addresses, and telephone numbers.

C. A brief description of the type and extent of services provided.

D. Completion dates (estimated, if not yet completed).

E. Total costs of the projects.

4.7 Exceptions

Indicate if firm is taking any exception to anything in this project. Make sure to include what section or item an exception is being taken on.

4.8 Fee Proposal

Compensation for services provided shall be based upon the Contractor’s detailed Fee

Proposal to furnish the services and equipment detailed in their proposal. The Fee

Proposal shall identify all costs associated with the FF&E, including (A) Office

Furnishings, (B) Open Area Workstations, (C) Task and Conference Seating, (D) Storage and installation. Project goals include providing quality office furnishings that are durable, easily maintained, functional, visually and acoustically pleasing, and incorporating the latest technology and sustainable design features which promote improved quality of work life. If Contractor is using government pricing, proposal must include name and number of contract. Reimbursable expenses shall not be allowed. Price escalations/change orders during the contract term are disfavored and will not be allowed unless negotiated prior to execution of contract.

5. PROPOSAL SUBMISSION INSTRUCTIONS

Proposal shall be submitted by closing date and time outlined under schedule. Proposal must be clearly marked with “Proposal for Police Department Remodel” and submitted to the following:

Patrick O’Brien – pobrien@americanfork.gov

Proposers may withdraw its final proposal at any time prior to the opening deadline date and time by submitting a written request for its withdrawal to the Procurement Point of Contact, signed by an authorized agent of the firm. Proposers may thereafter submit a new or modified proposal prior to the closing deadline date and time. Modifications offered in any manner, oral or written, will not be considered.

Proposals received beyond the deadline will not be considered and will be disqualified. It is the responsibility of the Proposer to assure that the proposal is received prior to the proposal deadline date and time. The time on the clock in the lobby at Development Services, 275 E

200 N, will serve as the official time clock.

Proposals shall remain valid for one hundred twenty (120) days from the due date. City reserves the right to negotiate with the successful Proposer any additional terms or conditions not contained in their proposal which are in the best interest of City or to otherwise revise the scope of this RFP.

This RFP does not constitute a contract or an offer of employment. The cost of preparation of proposals shall be the obligation of the Proposer. All proposals, whether accepted or rejected, shall become the property of City and will not be returned. Unnecessarily elaborate responses, enclosures, and specialized binding are not desired, and may be construed as an indication of Proposer’s lack of cost consciousness.

6. PROPOSERS' QUESTIONS

All inquiries shall be submitted by email to Patrick O’Brien, via email, at pobrien@americanfork.gov with the subject line, “FF&E Police Department Remodel” by date indicated in Schedule.

City reserves the right to decline a response to any question if, in City’s assessment, the information cannot be obtained and shared with all potential organizations in a timely manner. Proposers are cautioned that they are not to rely upon any oral statements that they may have obtained. Proposers shall direct all inquiries to the above email and shall not contact the requesting department directly regarding any matter related to this Request for

Proposal.

7. EVALUATION CRITERIA

The City reserves the right to cancel this Request for Proposal for any reason without any liability to any Firm or to waive irregularities at its discretion. The City makes no representation that any contract will be awarded to any respondent to this solicitation. The

City also reserves the right to reject any and all proposals at its sole discretion. Waiver of an immaterial deviation shall in no way modify the RFP documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective Proposer is awarded the contract.

The contract, if awarded, will be awarded to a Firm whose proposal is considered the best value to the Agency. Best value will be determined based on price, responsiveness, capability and responsibility. The following factors will be taken into account to determine capability and responsibility:

• Project Timeline and implementation plan

• Fee proposal

• Qualifications and Experience of with similar types of efforts

• Quality and completeness of submitted proposal

• Professional references

Submissions which are deemed incomplete may be eliminated as not being responsive.

Responsiveness means a Proposer who has submitted a proposal that conforms to the solicitation documents in all material aspects. The Agency reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list.

Contractors will be notified of any additional required information and/or demonstrations and product testing after the written proposals have been evaluated. Additional information related to the contractor selection process will be made available in the future once the

Agency has executed this contract. Please refrain from making any verbal inquiries or requests for a formal debriefing related to the subject RFP until the City completes the ongoing contract process.

8. SELECTION PROCESS

Agency will open proposals following the submittal deadline. The only information that will be made available to the public at that time will be the names of the Proposers submitting proposals. The contents of all proposals, or any other medium which discloses any aspect of the proposal, shall be held in strictest confidence until the City releases an Award of Contract

Notice.

A Selection Committee will be assembled by the City to evaluate the proposals. It is anticipated that representatives from City departments will conduct the evaluations. The

Selection Committee may interview respondent firms during the selection process if it is determined to be necessary. When evaluation of the proposals and presentations has been completed, a Proposer will be selected, and negotiations will be initiated. If for any reason a contract cannot be negotiated, City reserves the right to select the next ranked prospective

Proposer. City will then make recommendations for selection to the City Administrator, based on the selection criteria outlined in the preceding section.

9. CONTRACT AWARD

American Fork City intends to award one (1) contract for a not-to-exceed amount. Award shall be recommended to the Proposer whose proposal best meets the needs of the City. City reserves the right to reject any or all proposals, and to solicit additional proposals if deemed in the best interest of City to do so. The decision of the City Administrator shall be final in making such determination.

The successful Proposer will receive written notification of the award, along with instructions for finalizing the agreement documents. Response and selection of a Proposal will not necessarily result in a contract with City. Proposal opening does not constitute awarding of a contract. Contract award is by action of the City Council and is not in force until fully executed by that body.

10. CITY’S RIGHT

The terms and conditions of the City’s Contract apply.

A. The successful proposer will be required to furnish insurance with certificates and endorsements of insurance, as provided in the Contract Documents.

B. Invoicing shall include a summary of work to be completed in that month including number of hours and hourly rate for each individual working on the project.

C. Proposer shall not begin work on the project until a Task Order (TO) has been issued by the City.

D. City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

E. The City may modify this RFP by issuance of one or more written addenda. It is ultimately the proposer's responsibility to check with the City for verification of any issued addenda.

F. The City reserves the right to request clarifications at any time to gather additional information.

G. All proposals submitted in response to this RFP become the property of the City and a public record.

H. The City shall not be liable for any pre-contractual expenses incurred, including but not limited to costs incurred in the preparation or submission of proposals. The City, its officers, elected officials, agents, and employees shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

I. Prospective Proposers warrant and covenant that no official or employee of City, or any business entity in which an official of City has an interest, has been employed or retained to solicit or aid in the procuring of the resulting agreement, nor that any such person will be employed in the performance of such agreement without immediate divulgence of such fact to City. Proposer’s proposal shall contain a statement to the effect that the

Proposer is not currently committed to another project that would constitute a conflicting interest with the project defined in this Request for Proposal (RFP).

City reserves the right to:

• Request clarification of any submitted information.

• Waive any irregularity or immaterial deviation in any proposal.

• Not enter into any agreement.

• Not select any Proposer.

• Cancel this process at any time.

• Amend this process at any time.

• To award more than one (1) contract if it is in the best interest of the Agency.

• Interview Proposers prior to award.

• To request additional information during an interview.

11. PUBLIC RECORDS ACT

All proposals and materials submitted shall become property of the City and will not be returned. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the Utah State Code. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information. Proposers which indiscriminately identify all or most of their proposal as confidential or proprietary without justification may be deemed unresponsive.

City will treat all information submitted in a proposal as available for public inspection once

City has selected a successful Proposer. If you believe that you have a legally justifiable basis under the Utah Government Records Access and Management Act for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal and present such information separately as part of your response package.

The final determination as to whether City will assert your claim of confidentiality on your behalf shall be at the sole discretion of City. If City makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

Upon receipt of a request for disclosure pursuant to the Utah Government Records Access and Management Act for information that is set apart and marked as proprietary, City will notify you of the request for disclosure. You shall have sole responsibility for the defense of the proprietary designation of such information. Failure to respond to the notice and enter into an agreement with City providing for the defense of and complete indemnification and reimbursement for all costs incurred by City in any legal action to compel the disclosure of such information, shall constitute a complete waiver of any rights regarding the information designated proprietary and such information will be disclosed by City pursuant to applicable procedures under the Utah Government Records Access and Management Act.

12. ATTACHMENTS

A – Floor Layout/Project Plan

B – Minimum Required Furnishings

ATTACHMENT A

ATTACHMENT B

Room # Furnishings

All office desks to have raisable/standing desk function, provided.

313 Executive offices- U-shaped desk with lockable hutch, 6 high-quality reception chairs with arms, end tables, coffee table, wall mounted shelves (open face), lockable mobile pedestal file cabinet if not built into the desk, 3 lockable lateral file cabinets. 8 hour minimum rated office chair.

321 Executive offices- U-shaped desk with lockable hutch, 6 high-quality reception chairs with arms, end tables, coffee table, wall mounted shelves (open face), lockable mobile pedestal file cabinet if not built into the desk, 3 lockable lateral file cabinets. 8 hour minimum rated office chair. 3X5 glass white board.

319 Executive offices- U-shaped desk with lockable hutch, 2 high-quality reception chairs with arms, love seat, end tables, coffee table, wall mounted shelves (open face), lockable mobile pedestal file cabinet/drawers if not built into the desk, 3 lockable lateral file cabinets. 8 hour chair. 3X5 glass white board.

320 U-shape desk, one piece file cabinet (3 stacked), wall mounted shelves (open face). 8 hour chair.

314-318, 341-343 L-shape desk, desk mounted overhead cabinet, 2 reception chairs, lockable mobile pedestal file cabinet/drawers if not built into the desk

317,318 3x5 glass white board

327,328,329 (Hard Interview) 3X3 ft table secured to the floor

(2) non padded/simple chairs per room

326,330 (Soft Interview) (1st Room) Love seat, 2 high-quality soft accents chairs that swivel

(2nd Room) 4 high-quality soft accents chairs that swivel

306 (Training Room) 23 side foldable tables

70 high quality chairs with rollers (stackable – with rack for chairs)

Podium/Presentation Stand

324 (Breakroom) (2) 8 ft x 3ft minimum tables

(16) high quality chairs with rollers

337,338 (Outside of) 16 ft workspace – 30 inches tall min, 24 inches deep min, with shelving and cabinets. Laminate counter top.

339,340 (Victim’s Adv) L-shaped desk

(2) accent chairs per office

(2) guest padded chairs per office.

Detective Area 16 cubicles (separation panel between each cubicle with transparent top panel – 5ft min.) Minimum cubicle dimensions to be 6ft x 6ft. Design concept to be provided by company and approved by City, showcasing best use of space, and best value for provided products.

Cubicles need to have some sense of privacy for phone calls yet feel open, L- shaped desks, 8 hour rated office chair, drawers, lockable mobile pedestal file cabinet if not built into the desk. Preference for built in option.

Cubicle area needs to have a final cubicle area design provided by company to be approved by City, to adequately accommodate 16 cubicles.

Room 325

Rolling Chair Rack for Training Room – Must Fit in Storage Area