2-MMV PID - RFP for Streetlight Maintenance.docx

MIDA Mountain Village Public Infrastructure District Request for Proposals for Streetlight Repair, Construction, and Maintenance

RFP Schedule

MMV PID RFP for Streetlight Maintenance Page 10 of 15

Table of Contents

SECTION 1: INTRODUCTION

The MMV PID Mountain Village Public Infrastructure District (“PID”), a subsidiary of the Military Installation Development Authority (“MIDA”) and a governmental entity of the State of Utah, is soliciting proposals for street light repair, construction, and maintenance services.

The PID is located in Wasatch County, Utah near the Deer Valley East Village. A map of this area can be found in Attachment A.

The PID currently maintains 19 (nineteen) functional streetlights, with the potential for one (1) to two (2) additional streetlights for a residential subdivision that has not yet been constructed. The specifications of these streetlights can be viewed in Attachment B.

The goal of this Request for Proposals (“RFP”) is to ensure timely, cost-effective, and professional maintenance and replacement of these assets to promote public safety and enhance the quality of life of residents and visitors. This RFP document outlines the scope of work, proposal requirements, submission instructions, and evaluation criteria. The PID intends to enter into an agreement with the selected contractor (“Contractor”) for a period of three (3) years.

SECTION 2: SCOPE OF WORK

2.1. General

The Contractor shall provide all labor, supervision, tools, equipment, transportation, and other services necessary to inspect, maintain, repair, replace, and, when authorized, construct or modify the PID’s streetlight system.

Services shall include routine and preventative maintenance, on-call repair, emergency response, inventory management, recordkeeping, and related electrical and infrastructure services as requested by the PID.

Except for emergency work necessary to protect public safety or property, the Contractor must obtain authorization from the PID before performing work outside the routine services described in this Scope of Work (“Scope”).

2.2. Routine Inspection and Maintenance

The Contractor shall inspect the PID’s streetlight system every six (6) months, once in the spring and another time in the autumn. Routine inspection and maintenance shall include:

(a) Visually inspecting each streetlight for proper operation;

(b) Identifying burned-out or malfunctioning components of the streetlight, such as photocells and lamps;

(c) Inspecting poles, arms, mounting hardware, bases, foundations, and accessible electrical components for visible damage or deterioration;

(d) Checking for loose, damaged, missing, or deteriorated components;

(e) Identifying corrosion, rust, peeling coatings, or other deterioration;

(f) Checking for exposed or damaged wiring, open or missing covers, or other hazards;

(g) Identifying poles that appear damaged, leaning, unstable, or otherwise in need of repair;

(h) Performing a grounding inspection;

(i) Performing minor adjustments and repairs that can reasonably be completed during the inspection;

(j) Replacing lamps, photocells, fuses, minor electrical components, and similar routine maintenance items as necessary;

(k) Identifying conditions requiring additional repair, replacement, or construction; and

(l) Cleaning streetlights or glassware when excessive dirt and grime is present.

2.3. Preventive Maintenance

The Contractor shall perform preventive maintenance as necessary to extend the useful life of the streetlight system and reduce outages and emergency repairs. Preventive maintenance may include:

(a) Tightening accessible electrical and mechanical connections;

(b) Replacing deteriorated or corroded components;

(c) Touch-up painting or, when authorized by the PID, painting the entire pole;

(d) Evaluating recurring outages or component failures; and

(e) Recommending replacement of aging or unreliable components before failure.

2.4. On-Call Repair Services

The Contractor shall provide on-call repair services for streetlight outages, damage, malfunctioning equipment, and other streetlight system problems reported by the PID. For non-emergency outage or repair requests, the Contractor shall:

(a) Respond to the PID within twenty-four (24) hours after notification and evaluate the streetlight’s condition;

(b) Complete the repair during the initial service visit when reasonably practicable and when the necessary parts and equipment are available; and

(c) If the repair cannot immediately be completed, notify the PID of the cause, any temporary measures taken, parts or equipment required, and the anticipated corrective action.

The Contractor shall coordinate with the PID regarding repairs requiring significant materials, excavation, traffic control, utility coordination, or other work beyond ordinary maintenance.

2.5. Emergency Services

The Contractor shall provide emergency response services for conditions that present an immediate or substantial threat to public safety, property, or the electrical system. Examples of emergencies may include:

(a) Downed or severely damaged streetlight poles;

(b) Exposed or energized electrical wiring or damaged equipment presenting an electrical shock or fire hazard;

(c) Unsecured electrical equipment;

(d) Poles or fixtures in danger of falling;

(e) Similar hazardous conditions; and

(f) Underground wiring repair or replacement with 2” conduit.

The Contractor shall respond within one (1) hour after receiving notification of an emergency condition. Emergency response may include disconnecting or securing equipment, removing hazards, establishing temporary protection, coordinating with the electric utility or emergency responders, and performing temporary or permanent repairs as appropriate.

If permanent repair cannot immediately be completed, the Contractor shall make the condition safe and promptly provide the PID with recommendations for permanent corrective action.

2.6. Streetlight Construction and Replacement

At the PID’s request, the Contractor shall perform construction or replacement of the streetlight system. Work may include:

(a) Installation of new streetlight poles and lights, which may include trenching, excavation, backfilling, and the installation or replacement of foundations and pole bases;

(b) Removal and replacement of existing streetlight poles;

(c) Replacement or upgrade of lights;

(d) Installation, replacement, or repair of streetlight components;

(e) Restoration of pavement, sidewalk, curb, landscaping, or other disturbed improvements;

(f) Relocation of streetlights;

(g) Testing and commissioning of new or modified streetlights; and

(h) Underground wiring construction, repair, or replacement with 2” conduit.

Construction and replacement work shall be performed only when authorized by the PID.

2.7. Standards

All work shall be performed in a professional manner using materials and equipment suitable for their intended use.

The Contractor shall comply with all applicable federal, state, and local codes, including the Military Recreation Facility Standards and Guidelines, permitting, and utility requirements. The Contractor shall be responsible for maintaining a safe work area and implementing appropriate traffic control, pedestrian control, barricades, signage, personal protective equipment, and other safety measures necessary for the work being performed.

The Contractor shall coordinate with utility providers, governmental agencies, and other affected parties when performing construction or replacement work. The Contractor shall notify the PID when work requires utility disconnection, relocation, permitting, or traffic control.

2.8. Inventory Management and Reporting

2.8.1. Inventory Management

The Contractor shall purchase and maintain access to an inventory of three (3) complete streetlights that are compatible with the PID’s existing streetlight system to ensure that replacement parts are readily available for on-call repair services and emergencies. The Contractor is responsible for physically storing the replacement streetlights and parts.

The Contractor shall track all materials and replacement parts used for the PID, and, when practicable, standardize replacement components to minimize the number of different parts the PID must maintain.

2.8.2. Reporting

The Contractor shall maintain accurate records of inspections, maintenance, repairs, replacements, and construction performed on the PID’s streetlight system.

Every six (6) months, or more frequently if requested by the PID, the Contractor shall provide a service report summarizing work performed during the preceding six (6) months. The report must include:

(a) The streetlights inspected;

(b) Maintenance and repairs completed;

(c) Service requests received and completed;

(d) Emergency responses;

(e) Outstanding or unresolved repairs;

(f) Parts and materials used;

(g) Any recurring outage or failure trends;

(h) Any recommended preventive maintenance;

(i) Any recommended repairs or replacements; and

(j) Any notable or significant inventory or procurement needs.

When a streetlight is damaged by a vehicle, construction activity, vandalism, weather, or other event, the Contractor shall document the condition and provide photographs of the damage, description of the damage, and reasonable documentation that may assist the PID in pursuing an insurance claim or reimbursement from a responsible party.

2.9. Licensing, Bonding, and Insurance Requirements

2.9.1. Licensing Requirement

The Contractor shall be a Licensed Electrical Contractor for the State of Utah.

2.9.2. Bonding Requirements

The Contractor shall provide the following surety bonds from a company or companies holding a certificate of authority to write surety bonds in the State of Utah:

(a) A performance bond in the amount of Twenty-Five Thousand Dollars ($25,000).

(b) A payment bond in the amount of Twenty-Five Thousand Dollars ($25,000).

The Contractor must provide the fully executed Performance and Payment bonds to the PID prior to the execution of the contract.

2.9.3. Insurance Requirements

The Contractor shall procure and maintain for the duration of the contract the required insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the contract. The Contractor shall pay the cost of such insurance.

The amount of insurance shall be not less than:

(a) Commercial General Liability: Minimum of $3,000,000 commercial general liability coverage with $1,000,000 for each occurrence. Policy to include coverage for operations, contractual liability, personal injury liability, products/completed operations liability, broad-form property damage (if applicable) and independent contractor’s liability (if applicable) written on an occurrence form.

(b) Business Automobile Liability: $1,000,000 combined single limit per occurrence for bodily injury and property damage for owned, non-owned and hired autos.

(c) Workers’ Compensation and Employer’s Liability: Worker’s Compensation limits as required by the Labor Code of the State of Utah and employer’s liability with limits of $1,000,000 per accident.

Policies shall be written with a licensed insurance company with a Best’s Rating of no less than “A- VII” and shall be primary and not contributory to any policies available to the licensor. The PID and MIDA shall be named as additional insureds on all such policies to the extent of the negligence of the named insured, except for the coverage for Workers’ Compensation.

SECTION 3: PROPOSAL REQUIREMENTS

A prospective Contractor (“Proposer”) must submit two (2) separate files as part of its proposal: a technical proposal and a cost proposal. The requirements for the technical proposal are outlined in Section 3.1., and the requirements for the cost proposal can be found in Section 3.2.

3.1. Technical Proposal Requirements

The Proposer shall provide the information below as part of its technical proposal. The Proposer is prohibited from providing any cost information or data in this part of the proposal.

(a) Executive Summary, including an overview of the company and the contact information (name, address, email, and telephone number) of a primary point of contact.

(b) Qualifications and Experience

(i) Description of the Proposer’s qualifications and experience providing streetlight maintenance, electrical maintenance, repair, and construction services. This description should include:

(1) Number of years providing streetlight, roadway lighting, or comparable electrical maintenance and construction services;

(2) Experience maintaining and repairing municipal, governmental, utility, or other public infrastructure;

(3) Experience with streetlight poles and related equipment;

(4) Experience working within public rights-of-way and around vehicle and pedestrian traffic; and

(5) Experience coordinating with electric utilities and other utility providers.

(ii) The Proposer shall identify at least three (3) similar contracts or projects completed or currently being performed within the previous five (5) years, if available, including the customer, general scope of services, and contact information for a reference.

(iii) The Proposer shall provide a copy of its current Electrical Contractor License from the State of Utah.

(c) Project Approach and Maintenance Plan

(i) Description of the Proposer’s approach to performing the Scope of Work. This should include the Proposer’s approach to:

(1) Inspections every six (6) months;

(2) Identification and documentation of outages, damaged equipment, corrosion, hazards, and maintenance needs;

(3) Routine and preventing maintenance;

(4) Cleaning and upkeep of poles, lights, and related equipment, including their replacement;

(5) Coordination of planned work with the PID;

(6) Minimizing disruption to traffic, pedestrians, and surrounding properties;

(7) Quality control and verification that repaired streetlights are operating properly.

(ii) Higher scores will be awarded to Proposers that demonstrate a practical, organized, and proactive approach appropriate for a small streetlight system.

(d) Response Capability and Emergency Services

Description of the Proposer’s ability to provide routine, on-call, and emergency services within the response times required by the Scope of Work.

(e) Recordkeeping, Communication, and Reporting

The Proposer shall describe its proposed methods for communicating with the PID and documenting the work performed. If the Proposer provides reports for similar work done for other entities, it is encouraged to provide a copy of a typical report.

3.2. Cost Proposal Requirements

The Proposer must submit a separate cost proposal with two (2) cost items:

3.2.1. Maintenance Fee

The Proposer shall include a fixed semiannual (once every six months) cost of basic maintenance services per streetlight for the routine and preventative maintenance services identified in the Scope of Work. The PID currently owns nineteen (19) streetlights; however, this number may increase or decrease during the term of the contract.

The semiannual fee shall include all labor, supervision, administrative costs, travel, mobilization, tools, and vehicles necessary to:

· Inspect each streetlight and associated components.

· Identify damaged, deteriorated, malfunctioning, or unsafe components.

· Perform routine preventative maintenance identified in the Scope of Work.

· Perform minor adjustments or servicing that do not require replacement parts or substantial repair work.

· Provide the PID with documentation of identified deficiencies and recommended repairs.

The semiannual maintenance fee shall not include the cost of replacement parts, materials, construction, or other corrective work identified during an inspection. Replacement parts and substantive work are priced separately under Subsection 3.2.2.

3.2.2. Repair, Construction, and Other Services (Billable)

Repair, construction, emergency response, and other corrective services that are outside the routine maintenance services described in Subsection 3.2.1 shall be billed separately.

This includes work required to correct deficiencies identified during routine inspections, replace components, or perform modifications or construction requested by the PID.

The Proposer shall provide unit prices for the following services. These prices will be used when such work is required during the term of the contract. Quantities shown below are for proposal evaluation purposes only and do not represent a guarantee of work.

TOTAL

3.2.3. Firm Pricing and Negotiation

Pricing provided in the Cost Proposal shall be considered firm and fixed. By submitting a proposal, the Proposer agrees that their proposed pricing shall remain valid throughout the evaluation period and until a contract is fully executed. In the event that the MMV PID elects to negotiate with a Proposer as permitted in Section 6.4., the Proposer agrees that the pricing submitted in the original proposal shall serve as a ceiling for all costs and may not be increased during the negotiation process unless the MMV PID requests a material change to the Scope of Work that warrants a price adjustment.

SECTION 4: SOLICITATION PERIOD AND SUBMISSION INSTRUCTIONS

4.1. Question and Answer Period

All questions regarding this solicitation must be submitted through the Utah Public Procurement Place (“U3P”) before October 14, 2026 at 5:00 pm (MDT). Questions submitted using alternative means will not be answered. Responses to questions will be posted to the solicitation’s page on U3P. It is the responsibility of Proposers to regularly check the U3P website for answered questions.

4.2. Addenda

The PID may issue addenda to this RFP to clarify requirements, provide additional information, or modify the RFP. Addenda will be posted on the U3P website. It is the sole responsibility of a Proposer to regularly monitor the U3P website for any addenda.

4.3. Proposal Submission Instructions

All proposals must be submitted electronically via the Utah Public Procurement Place (“U3P”) before October 20, 2026 at 5:00 pm (MDT). Any proposal received after such time will be deemed non-responsive. It is the sole responsibility of the Proposer to ensure that its proposal is submitted to and received by U3P by the deadline specified above.

Proposers must submit two (2) separate electronic files for each proposal: one technical proposal file and one cost proposal file.

For instructions on how to submit a proposal, please visit the U3P help center here: https://purchasing.utah.gov/training/for-vendors-training/.

Section 5: EVALUATION, SCORING, AND AWARD

5.1. Evaluation Criteria

The evaluation committee will evaluate proposals using the following weighted criteria:

6.2. Technical Proposal Scoring

Each evaluator will assign a score from zero (0) to five (5) for each technical criterion:

· 5 = Excellent. The proposal addresses and exceeds all of the requirements and criteria.

· 4 = Good. The proposal addresses all requirements and criteria and in some respects exceeds them.

· 3 = Satisfactory. The proposal addresses all requirements and criteria in a minimum satisfactory manner.

· 2 = Unsatisfactory. The proposal addresses the requirements and criteria in an unsatisfactory manner.

· 1 = Poor. The proposal inadequately addresses the requirements and criteria or cannot be assessed due to incomplete information.

· 0 = Fail. The proposal fails to address the requirements and criteria or cannot be assessed due to missing information.

The evaluators’ scores will be averaged to produce a single average score for each criterion. That average score will then be divided by the highest possible score and then multiplied by the number of possible points, like so:

Points Awarded = (Average Weighted Score / Highest Possible Score) x Possible Points

6.3. Cost Proposal Scoring

Cost proposals will be evaluated based on the estimated total contract cost using the assumptions outlined in Section 3.2.2. Cost points will be awarded based on the following formula:

Cost Score = Maximum Cost Points x (Lowest Proposed Cost / Proposer’s Proposed Cost)

The PID reserves the right to conduct a cost realism analysis and to adjust an Proposer’s score or deem a proposal non-compliant based on its findings.

6.4. Award and Notice

The PID intends to award a contract resulting from this RFP to the highest scoring responsive and responsible Proposer meeting the stated RFP requirements.

If a Proposer is awarded for a contract, the notice of award will be posted on U3P, and the selected Proposer will be contacted directly to begin the contracting and negotiation process. Proposers may also request a copy of the notice of award by emailing Derek Brenchley at dbrenchley@midaut.org.

SECTION 6: OTHER INFORMATION

6.1. Cost of Proposals

The PID is not liable for any costs incurred by Proposers in the preparation, presentation, or negotiation of proposals submitted in response to this RFP. All such costs shall be borne by the respective Proposer.

6.2. Protest Procedures

Any actual Proposer who is aggrieved in connection with the solicitation or award of a contract under this RFP may file a protest by submitting a written protest via email to Derek Brenchley at dbrenchley@midaut.org. The written protest must include the following:

· The protesting party’s name, mailing address, daytime telephone number, the signature of the protesting party or their attorney, and the date the protest is signed.

· A statement of relief sought, a statement of facts, and a recitation of reasons and legal authority in support of the protest sufficient to allow for an appropriate review.

The protest must be submitted prior to the proposal due date, unless the protestor was unaware of the facts giving rise to the protest. In such cases, the protest must be submitted within five (5) business days of the notice of award being posted on U3P.

The Purchasing Agent will review the protest and issue a written determination. This determination shall be considered final.

6.3. Government Records Access and Management Act (GRAMA)

Records related to this procurement are subject to the Utah Government Records Access and Management Act (“GRAMA”). Proposers may submit a written claim of business confidentiality in accordance with Utah Code § 63G-2-309.

6.4. Reservation of Rights

The PID reserves the right, among other things to:

1. Reject any or all proposals;

2. Award all or part of the work described in this RFP;

3. Waive irregularities or informalities;

4. Request clarification of a proposal;

5. Contact provided references;

6. Terminate the RFP process at any time;

7. Select an Offerer based solely on written submissions;

8. Re-advertise the RFP;

9. Modify the RFP with written notice;

10. Negotiate with an Proposer prior to a final award;

11. Contact the references provided in proposals to verify the quality and types of services provided by the Proposer;

12. Contract with multiple Proposers; and

13. Accept any proposal or proposals deemed to be in the best interests of the MMV PID.

6.5. Examination of Proposal Documents

The submission of a proposal shall constitute an acknowledgement upon which the PID may rely that the Proposer has thoroughly examined and is familiar with the RFP and has reviewed all applicable statutes, regulations, and ordinances related to the services to be provided. Failure or neglect to examine such documents, legal requirements or standards shall not relieve the Proposer of its obligations. No modification of the Proposer’s obligations will be permitted based on a lack of knowledge or misunderstanding of this RFP or applicable requirements.

6.6. Written Agreement Required and Proposed Alterations

The selected Proposer(s) must be willing to enter into a written agreement with the MMV PID and agree to all terms and conditions set forth in this RFP.

If a Proposer wishes to request alterations to the RFP, the alterations must be specifically identified in the proposal with reasonable alternatives presented. Any such exceptions must be submitted as a separate document and labeled “Requested Alterations.” Proposers are advised of the following:

1. Only those alterations identified in the “Requested Alterations” document will be available for discussion or negotiation.

2. The PID may reject a proposal as non-responsive if the Proposer submits a large number of exceptions or exceptions that are in fundamental conflict with the requirements of the RFP.

3. The PID is not bound by the terms of the RFP or any proposal until a written agreement is fully executed. Any activity taken on by the Proposer prior to full execution is done at the Proposer’s sole risk and cost.

Attachment A: Map of MIDA Mountain Village Public Infrastructure District (MMV PID) streetlight locations image2.jpeg image1.jpeg