3-1RP26-0601 Commerical Building Inspection Services RFP Nebo School District FINAL.pdf

Request for Proposals

Commercial Building Inspection Services

RP26-0601

Proposals Due: June 16, 2026 by 2:00 PM (MST)

I. Purpose

The purpose and scope of this RFP is to solicit proposals from qualified companies (each an “offeror” or “responder”) to establish a contract to provide building inspection services for Nebo School District (NSD). We have several existing and new construction projects upcoming and we are seeking a firm to provide commercial building inspection services for these projects. The firms to which a contract is awarded by NSD may be referred to in this RFP as a “Contractor.”

NSD may use part or all of the services listed in this RFP.

This RFP is designed to provide basic information sufficient to solicit proposals from qualified companies, but (except to the extent expressly provided otherwise) is not intended to limit a proposal’s content or exclude any relevant, important, or essential information. This RFP is part of a competitive procurement process that is intended to serve the best interests of NSD. It also provides each qualified company responding to this RFP with a fair opportunity for its services to be considered.

The District is soliciting a proposal to assess the approach it deems most cost effective for its needs. It is anticipated that this RFP will result in a single contract award to the responsive and responsible offeror with the highest score justified by the procurement code.

Nebo School District will not be liable for any expenses proposers may incur in the preparation or presentation of this proposal.

II. Eligibility Requirements

In order to be eligible to respond to this RFP, the offeror must meet all of the following qualifications:

1. Licensed. The proposing firm must be properly licensed to conduct business in the State of Utah and hold all of the necessary certifications and licenses required by this RFP. Required certifications include:

a. Commercial Building Inspection Certification/License

b. Commercial Electrical Inspection Certification/License

c. Commercial Mechanical Inspection Certification/License

d. Commercial Plumbing Inspection Certification/License

e. Commercial Structural Inspection Certification/License

Interested Firms must be DFCM an approved/ certified inspector beginning January 1, 2027.

In addition, interested Firms MUST be able to submit building inspection reports (digitally or hard copy) to the general contractor and Nebo School District within 24 hours of inspection completion.

2. Non-Discrimination. The proposing firm must comply, at all times during the bidding and contracting period, with all applicable Federal, State, County, and City antidiscrimination laws, ordinances, rules, and regulations.

Any violations of this provision shall be considered a violation of a material provision of the contract and shall be grounds for cancellation, termination or suspension.

3. Experience. Responder must have at least three years of commercial building inspection experience.

4. Location. Responders MUST have a physical presence (office) in the state of Utah.

III. School District Background

Nebo School District (“District”), located in Spanish Fork, Utah, operates 31 elementary schools, 5 high schools, 7 junior high schools, as well as a few other special schools and programs. With more than 33,000 students, Nebo is the sixth largest district in Utah.

IV. Term

The term of the contract will be for a period of five (5) years (effective July 2026, through June 2031) with annual review and the option to terminate based on functional value and performance. In addition, the contract shall provide that the Nebo School District has the right to cancel without cause at any time by written notice within thirty (30) days of its intent to terminate the contract. Total term of the contract may not exceed five (5) years in length.

V. Contract Terms and Conditions

Contract Terms. Any contract documents resulting from this RFP will include, but may not be limited to, the District’s

Contract Cover Sheet (Attachment D) and the District’s Standard Terms and Conditions for Goods and Services

Addendum (Attachment E).

Exceptions and additions to the District’s Standard Terms and Conditions for Goods and Services must be submitted with the proposal response. Exceptions, additions, service level agreements, etc. submitted after the date and time for receipt of proposals will not be considered. Website URLs, or information on website URLs regarding contracts terms and conditions must not be submitted with a proposal. URL terms/conditions provided with a proposal may result in that proposal being rejected as non-responsive. The District retains the right to refuse to negotiate exceptions that are excessive, are not in the best interest of the District, may result in excessive costs to the District, or could adversely impact existing time constraints.

A contract may be awarded (pending successful contract negotiations) to the responder whose proposal is the most advantageous to the District, taking into consideration price and the other evaluation factors described in this RFP.

In accordance with Utah Procurement Code, the District reserves the right to award the contract to a technically lower-cost responder that scored lower than the highest scoring responder if, based on a cost benefit analysis required by the

Utah Procurement Code, the highest scoring responder will not provide the best value to the District.

This is NOT an exclusive purchasing agreement. NSD reserves the right to obtain inspection services outside this contract for any test or any project and at any time it is determined to be in the district’s best interest.

VI. Questions

All questions must be submitted through the Utah Public Procurement Place (hereafter “U3P”), the third-party bid system known also as “Bonfire” used by the district. Answers will be given via the U3P system.

VII. Proposal Response Format

The District requires all proposals to be submitted in two separate documents. The first document will include responder information and requested qualification criteria as outlined in item A below. The second document will be the Cost

Proposal, described in item B below.

Formats for both documents follow:

A. Technical Proposal Format

Hard copies are to be tabbed by section.

Tab 1. Cover Letter. A one-page document that provides a simple introduction of the contractor and provides the contact information for the employee(s) who will act as the contact for your company.

Tab 2. Executive Summary. A one- or two-page executive summary to briefly describe the offeror's proposal. This summary should highlight the major features of the proposal. It must indicate any requirements that cannot be met by the offeror. The reader should be able to determine the essence of the proposal by reading the executive summary. Protected information requests must be identified in this section.

Tab 3. Detailed Response. This section should constitute the major portion of the proposal and must contain at least the following information:

1. RFP Certification Form. Provide a completed and signed “Certification Form.” This can be found attached as Attachment “A.”

2. A specific point-by-point response, in the order listed, to each question in the RFP under the section VIII – Technical Proposal Questions.

B. Cost Proposal Format

The proposal must be set forth in such a way that it will allow the merits of the proposal to be evaluated in conjunction with applicable cost. In submitting cost, vendors must use the provided form

(see Attachment “B”). Your cost proposal should include any program costs, if applicable.

VIII. Technical Proposal Questions

Management, Experience, and Qualifications

1. Qualifications and ability to provide Commercial Building Inspection Services:

a. Provide a brief description of your company including ownership, volume of business, number of employees, and number of years in business.

b. Describe your overall business philosophy.

c. Describe your company’s strength in the marketplace.

d. What distinguishes your company and the services you offer from other companies.

2. Support team:

a. Describe the team that would service the District relationship, specifying the individual who will be the lead person. Please also include their physical location.

b. Describe the responsibilities, expertise, certifications, and licenses of each team member.

c. Please include the daily availability of those team members that would be servicing Nebo School District.

d. Please list the response time Nebo School District can expect from your company once a call for inspection is placed.

3. Services provided:

Provide a list of services provided by your company (in regards to commercial building inspection services), and indicate those services that will be included in your Cost Proposal.

4. Past Performance

List references (including a contact person and that person’s contact information, title, and email address) of at least five entities for which Commercial Building Inspection Services have been provided, and who can render an opinion regarding the ability of the responder to provide those services.

Please include, if possible, as many of these references that are school districts, or other similar local or government entities. (Preference of references from the K-12 public sector is preferred.)

IX. Submitting Your Proposal

Proposals must be received by the posted due date and time. Proposals received after the deadline will be late and may be ineligible for consideration.

Proposals may be received electronically through the U3P website or delivered to the Nebo School District

Operations Department in hard copy. . For the electronic proposal submission requirement, you should attach two separate documents in the UPPP, a document titled “Technical Proposal” and a document titled “Cost Proposal.” For hard copy proposal submissions, you should bring two separate and sealed envelopes – one entitled “Attention Ryan

Pitcher; Commercial Building Inspection Services; Technical Proposal; RFP RP26-0601 and the second sealed envelope entitled “Attention Ryan Pitcher; Commercial Building Inspection Services; Cost Proposal; RFP RP26-0601.

Cost will be evaluated independent from the technical proposal, and as such, is to be submitted separate from the technical proposal. Failure to submit cost separately may result in your proposal being determined non-responsive. Inclusion of any cost or pricing data within the technical proposal may also result in your proposal being determined non-responsive. Please review the Best and Final Offers section below to ensure you properly submit your cost proposal.

NOTICE: By submitting a proposal in response to this RFP, offeror is acknowledging that the requirements, scope of work, and the evaluation process, outlined in the RFP are fair, equitable, not unduly restrictive, understood and agreed

to. Any exceptions to the content of the RFP must be protested to the purchasing agent prior to the closing date and time for submission of the proposal.

IX. Best and Final Offers

Vendors should offer their best offer in the original technical and cost proposals. The use of a Best and Final Offer process is regulated by Utah Code 63G-6a-707.5 and will only be used if:

a. no single proposal addresses all the specifications stated in the RFP;

b. all or a significant number of the proposals are ambiguous on a material point and the evaluation committee requires further clarification in order to conduct a fair evaluation of proposals;

c. the evaluation committee needs additional information from all offerors to complete the evaluation of proposals;

d. the differences between proposals in one or more material aspects are too slight to allow the evaluation committee to distinguish between proposals;

e. all cost proposals are too high or over budget; or

f. another reason exists supporting a request for best and final offers, as provided in rules established by the applicable rulemaking authority.

It is important to understand this so as not to anticipate that a best and final process will allow a vendor to “sharpen their pencil” in a subsequent phase.

X. Award

This RFP does not commit Nebo School District to award a contract, to pay any costs incurred in the preparation of a proposal to this request, or to procure or subcontract for services or supplies. Nebo School District reserves the right to cancel this procurement at any time without prior notice. Nebo School District may require the offeror to participate in discussions, and to submit such monetary, technical or other revisions of their proposals that may result from such discussions.

XI EVALUATION CRITERIA

The following criteria and weighing will be used to evaluate the proposal. The more complete the information the higher the possible score. The award will be made to those scoring highest on the following criteria:

RFP PROPOSAL EVALUATION

FACTORS WEIGHTING

1. Compliance with RFP Requirements Up to Five (5) Points

2. Company Organization Up to Twenty (20) Points

• The administrative and functional structure of the company including personnel qualifications and competence of persons who would be assigned to perform the services.

3. Ability to Perform the Projects Up to Thirty (30) Points

• Ability to perform the commercial inspection services as reflected by workload and the availability of adequate personnel, equipment, and facilities to perform the services expeditiously. Clearly defines offeror’s ability to meet with demands of building inspection services as they arise.

4. Past Performance / References Up to Twenty (20) Points

• Past performance as reflected by the evaluation of private and governmental individuals and entities that have retained the services of the Asphalt Contractor with respect to factors such as control of costs, quality of work, and an ability to meet deadlines

5. Cost Up to Twenty-five (25) Points

• This includes cost to furnish supervision, labor, supplies, and services involved with building inspection services.

TOTAL POSSIBLE POINTS One Hundred (100) Points

The proposal with the lowest price will receive the maximum points available. All other proposals will receive points determined by the ratio for the lowest proposal’s price to its proposal’s price. The ratio is calculated as follows: the maximum points available for the cost category, multiplied by (lowest proposed price/proposal price), rounded to the nearest tenth of a point. The hourly rate quoted in each proposal will be the “price” based upon which the above calculation will take place.

No other costs will be paid or reimbursed by the NSD.

XII. SELECTION PROCESS

The Evaluation Committee will score responsible and responsive Commercial Building Inspection Contractors in accordance with the factors and weightings set forth herein. At the sole discretion of the Evaluation Committee, interviews or discussions may or may not be conducted with responsible and responsive companies.

ATTACHMENT “A”

CERTIFICATION OF PROPOSAL

We have read the Nebo School District Request for Proposal and fully understand its intent. We certify that we have adequate personnel and resources to fulfill the Proposal requirements. We further understand that our ability to meet the criteria and provide the required services shall be judged solely by NSD.

We further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made nor will be made regarding this RFP with any NSD employee or Board of Education member other than the listed contact people in the RFP. We understand that any such contact could disqualify this Proposal.

We further certify that we are properly licensed to conduct business within the scope of this RFP in the State of Utah.

We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document.

PROPRIETARY INFORMATION

Providers are required to mark any specific information contained in their Proposal, which is not to be disclosed to the public or used for purposes other than the evaluation of the Proposal. Pricing and service elements of the successful

Proposal will not be considered proprietary. All materials become the property of NSD and may be returned only at the

District's discretion. Proposals submitted may be reviewed and evaluated by any person at the discretion of the District.

This agreement shall be between Nebo School District and the successful Provider. Agreed to by:

Company Name:

Authorized Signature:

Name and Title: ____________________________________

Telephone:

Date: ____________________________________

ATTACHMENT “B”

COST PROPOSAL

(All cost components are to be included in your Cost Proposal document –

Please list the hourly billing rates for inspection services performed. All travel time, secretarial, administrative, vehicle, equipment and other overhead costs shall be included in the hourly billing rate, which rate begins once inspector arrives on-site to inspect the job and ends once the inspector leaves the site.

Please include any information on any minimum charges by inspector.

PRICE SCHEDULE

Description Unit Price

Inspection Hourly Rate (identify individual inspectors) $

Average Hourly Rate $

If the rate is different for different inspections please include any change to the above rate (be specific).

The proposal with the lowest price will receive the maximum points available. All other proposals will receive points determined by the ratio for the lowest proposal’s price to its proposal’s price. The ratio is calculated as follows: the maximum points available for the cost category, multiplied by (lowest proposed price/proposal price), rounded to the nearest tenth of a point. The hourly rate quoted in each proposal will be the “price” based upon which the above calculation will take place. No other costs will be paid or reimbursed by the NSD.