1-WVC Tow Rotation RFQ.pdf

Request for Qualifications

West Valley City

TOWING ROTATION SERVICE

PROVIDER

I. Summary

West Valley City (“the City”) is requesting qualifications from individuals or firms (“Providers” or “Responders”) to provide fleet towing, non-preference towing, impound, and storage services for the West Valley City Police Department and other City departments. The City intends to choose 20 responsible providers to add to a Tow Rotation.

Responders to this request for qualifications are to review the criteria described in this request and submit :

1. A Letter of Intent (“Letter of Intent” or “Letter”), completed using the form provided in this RFQ

2. A valid business license

3. State Tax Commission Impound Yard Number in West Valley City, including:

a. Proof of a valid impound yard number issued by the Utah State Tax Commission located in West Valley City such as a Form TC-855 or an official letter from the Utah State Tax Commission.

b. Provide proof that the tow truck motor carrier has been certified by the Utah Motor Vehicle Division as described in Utah Code Ann. 72-9-602 for a minimum of three consecutive years prior to the submission deadline

In order to preserve the integrity of the procurement process and ensure equal access to information for all respondents, all questions should be asked through the Bonfire system.

II. Submission Requirements

All documents must be received no later than 3:00 P.M. local prevailing time, as conclusively established by the clock on https://utah.bonfirehub.com (“Bonfire” or “U3P”), on November 23, 2026 All documents shall be submitted through Bonfire and alternative methods of submission shall not be accepted. Documents shall reflect the best and most current information.

The Letter of Intent must be signed by an authorized representative of the Responder. The signature on the Letter signifies the Responder’s intent to comply with the terms, specifications, and conditions set forth in this request.

The City reserves the right to reject any or all documents; waive any informality or technicality in the City’s sole discretion: and accept any documents deemed to be in the best interests of the City.

III. Intent of Request for Qualifications

The intent of this Request for Qualifications is to generally set forth the minimum acceptable requirements for the documents to be submitted herein. It is the City’s goal to contract with responsible providers that meet all requirements for rapid response, professional equipment, and secure storage to ensure the safety and convenience of its citizens. It is the intent of the City to select 20 towing companies with three alternates which will be selected from the results of a lottery.

The method we have selected will be a fair and impartial lottery system that will be conducted by the WVC Information Technology (I.T.) Department. A list of all responsible providers will be submitted to the I.T. Department, which will generate a randomized number for each company.

IV. Description of Services and/or Products Required

Each Provider responding to this RFQ must be able to meet the following requirements:

Towing Services:

A. Provider must be able to provide vehicle towing, impound, and storage services as requested by the City (“Towing Services”). Towing Services shall include:

i. towing and clean up for vehicle accidents where the vehicle owner has not expressed a preference of a tow operator,

ii. towing vehicles for parking violations,

iii. towing vehicles for City code violations,

iv. towing and disposing of abandoned vehicles,

v. providing evidence tows,

vi. providing safekeep requests,

vii. conducting recovery operations1; and

viii. providing other City-related tows as needed, including RVs, trailers, and vessels.

B. Provider must respond to all dispatches from the West Valley City Police Department, VECC, or their designees, or from the dispatch and management platform (the “Platform”) as determined by Valley Emergency Communications Center (“VECC”) and the City. The current platform is TowPro.

C. Provider must cooperate fully and completely with City personnel.

D. Provider must be willing to enter into the contract titled “Tow Rotation Agreement”

1 “Recovery operations” are defined in H.B. 336 as “the specialized process of extracting or stabilizing a disabled, damaged, or overturned vehicle that: (i) cannot move under the vehicle's own power; (ii) cannot be accessed by a standard tow truck; or

(iii) requires procedures that involve hazard, instability, or environmental complexity.” It also includes “the process of extracting or stabilizing a damaged vehicle in an unstable position that could be hazardous to another vehicle, an individual, or the environment, including a vehicle: (i) that is overturned; (ii) in a ditch or ravine; (iii) immobilized in mud, sand, snow, or other challenging terrain; or (iv) partially or fully submerged in water.”

included as attachment B to this RFQ.

E. Provider’s employees must have sufficient training and experience to safely provide Towing Services.

F. Provider must be capable of servicing approximately 300 police generated tows annually.

G. Provide a tow truck that is always within a three-mile radius of West Valley City for rapid response.

H. Provider must be able to respond to all calls with the appropriate equipment and the resources to tow all vehicles (Light, Medium, and Heavy as outlined in Utah Administrative Code R909-19).

I. The Provider shall only provide those services that are necessary or requested.

J. All work must meet current industry standards including all Federal, State and local rules and regulations.

Equipment:

K. Provider must maintain a minimum of one wrecker, with at least one tow truck equipped with a dolly. Each wrecker must be equipped with all equipment required by UDOT and by the West Valley City Police Department. All equipment must be available for inspection by City representatives upon request.

L. Provider must have the resources available to tow all vehicles. Such resources include having the following trucks in provider’s fleet:

i. a boom truck,

ii. a roll off truck,

iii. a large semi-sized truck,

iv. at least one light duty truck with four-wheel drive capability and equipment for snow issues,

v. several light to medium duty wreckers,

vi. access to one heavy wrecker (25-ton capacity), and

vii. a State Tax capable truck.

M. All trucks responding to City calls for service shall have the following:

i. current DOT inspection

ii. current insurance

iii. proper tools

Provider Availability and Response Capabilities:

N. Provider shall be able to qualify and implement any towing Platform, currently TowPro.

O. Provider shall be available 24 hours a day, 7 days a week.

P. When requested by the City to tow and/or store a vehicle, provider’s trucks shall respond within a maximum 20-minute time frame, unless otherwise excused by the City because of inclement weather, unusual traffic conditions, or excessive distance.

Q. Provider must prioritize City calls to provide service pursuant to their proposal above private calls for service or tow rotation calls.

R. Provider must accept all calls for service with no exceptions or denials of any type.

S. Provider will scrap and/or dispose of abandoned RVs once it obtains title to the vehicle.

T. Provider must maintain complete and accurate records of all tows (to include those yards to which vehicles were towed) and shall provide the records to the West Valley City Police Department upon request.

Provider Customer Service:

U. Provider shall provide vehicle owners with access to vehicles towed on a 24 hour, 7 days a week basis.

V. Provider must provide 24 hour access for redemption and inspection of vehicles at a nominal or no cost.

W. The tow company must be able to complete “tow tickets” for each call. Tickets must include the following information:

i. A brief but complete description of additional damage to vehicles or property (if applicable);

ii. Time, date, and origin of the call;

iii. Vehicle owner name and name of individual placing the initial call;

iv. Name of wrecker operator;

v. Reason for City impound of a vehicle, if applicable;

vi. Destination of towed vehicle;

vii. Signature of individual taking delivery at the destination;

viii. West Valley City Police case number, if known and applicable; and

ix. Notification of West Valley City Police Department in writing within 24 hours of all vehicles designated “hold for detectives”.

X. If the Owner is requesting a release of a vehicle or access to the vehicle to obtain life essential property as defined in R909-19-3, the Company shall make personnel available to release the vehicle or provide access to the vehicle within two hours of when the Owner makes the request. Any fee for retrievals made other than during regular business hours shall be reasonable and shall comply with any applicable statute or rule.

Provider Storage

Y. Provider must maintain in West Valley City limits a State Tax approved storage area and a secure area for seized items or vehicles with a minimum of 5000 square feet.

Z. Provider shall ensure that all vehicles stored in their yards are safe from theft or vandalism.

AA. Provider must assume all responsibility for damages to vehicles or property during the towing or impound process and while the vehicles are in storage, including but not limited to missing, lost, or stolen property.

BB. Provider must provide a secure storage area for personal belongings removed from towed vehicles

Licensing, Insurance, and Liability

CC. Provider shall provide records and documentation demonstrating compliance with all applicable Utah State laws, including but not limited to Provider’s business license.

DD. Provider shall meet all insurance and workers comp requirements as set forth in the Tow Rotation Agreement, included as attachment B.

EE. The Provider shall submit a certificate of insurance showing West Valley City Police Department as a certificate holder, with West Valley City Police Department’s name, address, city, state and zip code. In addition, the insurance policy shall be written with West Valley City as an additional insured. The policy and insurance certificate shall list the following verbiage.

“WEST VALLEY CITY AND ITS EMPLOYEES, OFFICERS, OFFICIALS,

AGENTS, VOLUNTEERS AND ASSIGNS ARE ADDED AS AN ADDITIONAL

INSURED FOR WEST VALLEY CITY TOW AGREEMENT”.

FF. The certificate of insurance shall follow the requirements of Utah administrative rule R909-19-5 as follows:

i. Tow Truck Motor Carriers performing emergency moves shall maintain liability insurance coverage of at least $750,000 per occurrence. Tow Truck Motor Carriers performing non-emergency moves shall maintain liability insurance coverage of at least $1,000,000 per occurrence.

ii. All Tow Truck Motor Carriers performing consent or non-consent tows are required to obtain a MCS-90 endorsement for environmental restorations as required in 49 CFR Part 387- Minimum Levels of Financial Responsibilities for Motor Carriers.

iii. Evidence of required insurance shall be maintained at the principal place of business and made available to the department and/or Investigator upon request and prior to issuance of the Tow Truck Motor Carrier certification.

GG. Certificate of Workers Compensation Insurance showing West Valley City Police Department as a certificate holder (same as above). The exclusion waiver endorsement; a statement you do not want worker’s compensation on yourself and that you have no employees isn’t acceptable.

Fees and Claims

HH. Upon request or referral of the City, Provider will offer lock-out, spare tire-change, or jump-start services to citizens for a $40.00 fee.

II. Provider will perform tows of City-owned vehicles at the rates set forth in the Tow Rotation Contract, included as attachment B.

The City reserves the right to request clarification of submitted information and to request additional information from any Provider.

V. Criteria for Evaluation of Qualifications

Only documents submitted by responsible providers as defined by the City Code will be considered.

20 Qualified proposals will be randomly selected.

VI. Other Important Information

The City reserves the right to, in its sole discretion, reject any and all responses to this Request for Qualifications. The City reserves the right to, in its sole discretion, waive any requirement set forth in this Request for Qualifications. The City reserves the right to, in its sole discretion, cancel this Request for Qualifications. The City reserves the right to, in its sole discretion, negotiate with Responders prior to final award.

Response to this Request for Qualifications is at the Responder’s sole risk and expense. The City anticipates selecting 20 of the Responders, but there is no guarantee that any responding party will be selected.

It is the City’s policy to encourage equal opportunity in the award of contracts. The City endeavors to do business with Responders that share the City’s commitment to equal opportunity and will not do business with any individual or entity that discriminates on the basis of race, religion, color, ancestry, age, gender, sexual orientation, disability, medical condition, or place of birth. The City appreciates in advance the efforts that Responders will make and looks forward to participating with responders in the selection process.

All responses to this Request for Proposals are subject to the Governmental Records Access Management Act (“GRAMA”).

ATTACHMENT A

Phase 1: Towing Rotation Request - Intent to Apply Form

Company Name: __________________________________________

Contact Person: ___________________________________________

Phone Number: ___________________________________________

Email Address: ___________________________________________

Physical Address: _________________________________________

By submitting this Intent to Apply Form, our company acknowledges and agrees to the following:

1. We have read and understand the requirements for being on the Towing Rotation List (TRL) as outlined in this RFQ.

2. We understand that submitting this form does not guarantee placement on the Towing Rotation List, as selection will be done by computerized random selection.

3. We agree to comply with all rules, regulations, and requirements outlined in the Towing Rotation Application and the Towing Contract.

4. We acknowledge that inclusion on the City's Towing Rotation List is a privilege extended by the City. We further acknowledge that failure to comply with the terms of the application or the contract may lead to sanctions and disqualification from the rotation list for one (1) year.

5. We confirm that our company meets the minimum requirements for rotation consideration, including:

Having an approved yard within West Valley City limits with a minimum of 5,000 square feet.

o Address: ________________________________________________

Being a separate and distinct entity from other towing companies, not sharing tow trucks, tow truck operators, telephone numbers, business licenses, or insurance policies.

Being able to tow "hold for owner", "state tax", and City owned vehicles.

Being able to tow all types of vehicles, trailers, and motor homes.

Being able to accept cash or credit card payment at the scene of a tow.

Provide a valid business license or other proof that your towing company is currently in operation. Provide evidence of three consecutive years of certification as an authorized tow company and a valid State Tax impound yard number.

By signing below, I certify that I am an authorized representative of the company and that the information provided in this form is true and accurate to the best of my knowledge.

Signature: _______________________________________

Printed Name: ____________________________________

Title: ___________________________________________

Date: ___________________________________________

ATTACHMENT B TOW ROTATION AGREEMENT CONTRACT