3-FINAL RFP for South Salt Lake Artwork Signage and Installation.pdf

Request for Proposals (RFP) – South Salt Lake Art Signage Printing and Installation

Project Overview and Introduction

The City of South Salt Lake (the City) is seeking proposals from qualified Service Providers to create and install signage for up to 100 murals. The selected proposer will manage the design, production, logistics and installation of signage in coordination with City staff. The selected proposer will work with City staff on all matters of the project including budgetary considerations, project timelines, permitting and other items that pertain to the project. The first round of signage for all murals to date will be completed by April 3, 2026. The second round of signage for an estimated 10 additional murals made during the 2026 Mural Festival which takes place in early

May, will be installed by June 30, 2027, and the final round of signage will take place after the 2027

Mural Festival which is anticipated to be installed by June 30, 2027.

The City reserves the right to select a Proposer and to require the selected Proposer to coordinate with City, external agencies and other contractors.

Scope of Work

To date, the City has completed 84 murals across various city owned and privately owned spaces during eight years of our Mural Festival. We have developed a website with a map and information about each of the murals (map and artists and murals). By the tenth year of the Mural Festival

(2027) we anticipate having 100 murals.

The selected provider will propose a design, produce (print) and install custom exterior signage, including plaques or signs for all murals. The selected provider will also provide suggestions on location placement for signage. Some murals are in locations where signs may not be accessible to the general public, and for such locations, the proposer should recommend where signage or a group of signage should be placed to recognize the murals. Signage should include a QR code that links back to the Arts Council website and mural map. The QR code will be provided by the

City.

A successful respondent should have prior experience in executing similar signage and installation projects. The printed material should be cohesive, consistent and suitable for high foot traffic areas and all-weather conditions and will need to withstand rain, snow, wind and sun. Signage should also be designed with the potential for vandalism in mind. Warranty of product and timeline of useful life will also be an important consideration in selection of the respondent.

Please refer to Attachment 1 for additional details.

Qualifications of Proposers https://themuralfest.com/murals/?orderby=year https://themuralfest.com/map-nav/#18/40.72350/-111.89387

Proposers to this RFP can be a single firm, partnership or individual. Proposers must have the following qualifications:

1. Experience – Three to 5 years in commercial sign design, fabrication and installation with knowledge of local codes and permitting.

2. Capabilities – Ability to provide full services design, fabrication, and installation for exterior signage.

3. Qualifications – Licensed and insured in the state of Utah, OSHA compliant safety standards and appropriate equipment for installation.

4. Project Management – Proven ability to manage turnkey projects, coordinate with City staff, and meet schedule.

5. Quality and References – Strong portfolio of comparable projects, verified references, and commitment to durability and maintenance.

Contents of Proposal

Proposals are limited to 5 pages and should be submitted as one single PDF. Multiple attachments will not be accepted. Proposals will be evaluated based on the criteria listed below (“Selection

Criteria”). The proposal must include:

1. Bio – Information and brief resume, focusing on past three years of work. Include information about business organizational structure. Explain how your background relates to the scope of the project as outlined in this RFP.

2. Experience and References – A statement detailing your experience in creating cohesive signage plans for municipalities or businesses related to the scope. Respondents should include no less than three (3) references including names and phone numbers.

3. Proposal – Provide a draft of the type of signage you recommend, including type of material, warrantee/durability in the outdoors, and permanent attachment method, while doing the least damage on the mural or wall as possible. Describe approach for coordinating, schedule and process to complete the projects within the timeline. If the Proposer uses a third party (sub-contractor, sub-consultant, etc.) state the name and identify the portion of the scope of work to be completed by a third party. Details about the signage installation process, and maintenance of the proposed material (including weather, maintenance and cleaning) and costs should be included.

4. Budget – A proposed budget of projected costs to be incurred by the service provider, including the performance of services specified for design, production and installation including but not limited to labor, insurance, materials and other costs.

Selection Criteria

Proposals will be evaluated based on the following criteria:

1. Understanding the project objectives and requirements – Proposer’s plan to contribute to the

City’s defined goals in the project and contents of proposal; Quality of the proposer’s operation and performance plan.

2. General and Specialized Experience - Qualifications and experience in relevant projects, the proposer’s ability, capacity and skill to perform and provide the required service; references and examples of past projects; demonstrated ability with respect to quality, availability and adaptability of the supplies; and organizational history.

3. Timeline/ hours to plan and execute project– Proposer’s timeline as noted in the RFP, and process and method to complete the project.

4. Fee (Budget) with breakdown of costs. Proposer’s demonstration that they can execute the project within the proposed budget.

Note: Price may not be the sole deciding factor. The selection committee will also consider the quality of the signs that will withstand weather, outdoor exposure, vandalism proof and installation method.

RFP Dates and Schedule

The following are dates and deadlines for the project selection and award:

• RFP Release: Monday, November 10, 2025

• Pre-Proposal Meeting: Monday, November 17, 2025, at 1:00 p.m. MST

• Final Day to Submit Questions: Thursday, November 20, 2025, at 10:00 a.m. MST

• Submission Deadline: Wednesday, December 3 at 5:00 p.m. MST

• Selection of Proposal by: Friday, December 12, 2025

• Contract Execution by: Friday, January 9, 2025

Project Budget

Proposers should provide a budget and review Attachment 1 and include contingency in their proposed fees for unanticipated costs and scope items. Proposers should include a cost breakdown and include cost per sign including time, materials and installation.

Pre-Proposal Meeting

An optional virtual Pre-Proposal Meeting will be held on Monday, November 17, at 1:00 p.m. RSVPs are required no later than Friday, November 14th at 10:00 a.m. to receive a link to attend the meeting virtually. Inquiries and RSVPs regarding this meeting should be directed to Jenny Diersen at jdiersen@sslc.gov. All answers and addenda will only be posted on Utah Public Procurement

Portal (UP3 Website) and a login with Bonfire will be required.

Questions and Contact Information mailto:ktalbot@sslc.gov

All questions regarding this RFP are due in writing via email by Thursday, November 20, 2025 at

10:00 a.m. All questions can be directed to Jenny Diersen at jdiersen@sslc.gov.

All questions and answers to this RFP will be posted on the UP3 Website and a login with Bonfire will be required.

Proposal Submission

Proposals must be submitted and received to the City of South Salt Lake by Friday, November 21 at 5:00 p.m. MST (“Submission Deadline”). The City is not responsible for proposals delivered incorrectly or for failure to receive.

Submissions shall be delivered in one (1) of the following ways:

Email: As a single PDF not to exceed 5 pages. Separate attachments will not be accepted.

aandrus@sslc.gov.

Utah Public Procurement Portal: As a single PDF not to exceed 10 pages. Separate attachments will not be accepted. Bonfire: https://utah.bonfirehub.com/portal/?tab=openOpportunities

Proposers wishing to verify receipt of the proposal may contact Ariel Andrus at aandrus@sslc.gov.

Disclaimer

Submissions that are late, incomplete or do not meet submission format and contents as described in this RFP will not be accepted. The City reserves the right to reject any and all submissions or to waive any informality in any submissions if deemed the best interest of the City. The City does not guarantee that a contract will be awarded following the submission deadline.

General Terms and Conditions

1. Compliance with Laws. The proposer shall always observe and comply with all laws, ordinances, regulations and codes of the federal, state, county and city, which may in any manner affect the performance of the contract. Proposers shall not discriminate against any worker, employee or applicant, or any member of the public because of race, creed, color, age, sex, pregnancy, child-birth, or pregnancy related conditions, religion, disability, sexual orientation, gender identity, genetic information, military status, or national origin, or otherwise commit an unfair employment practice.

2. Incurred costs. The City is not liable for any costs incurred by Proposers prior to the execution of a Services Agreement (“Agreement”) Attachment 2.

3. Proposer not Agents. Unless otherwise stated in the final Agreement, the Proposer shall not be held or deemed in any way to be an agent, employee or official of the City, but rather an independent contractor.

4. Indemnification. The successful Proposer shall indemnify, save, and hold harmless the City and all of its employees, officers, directors, subcontractors and agents against any and all claims, demands, suits or other forms of liability that may arise out of, or by reason of, any mailto:jdiersen@sslc.gov mailto:jdiersen@sslc.gov https://utah.bonfirehub.com/portal/?tab=openOpportunities mailto:jdiersen@sslc.gov noncompliance by the Proposer with any agreements, warranties or undertakings contained in or made pursuant to this RFP. The Proposer shall review such requirements as part of the

Agreement included in Attachment 2.

5. Negotiation of Services Agreement. The City reserves the right to reject any or all proposals or to award multiple Agreements to multiple qualified Proposers. At its sole discretion, The City may extend the dates for award of the Agreements. The City reserves the right to negotiate any or all terms upon award of the Agreement.

6. Ethics in Contracting. By submitting its proposal, Proposer certifies that its proposal is submitted without collusion or fraud, that it has not offered or received any kickback or inducement from any other Proposer, supplier, manufacturer, subcontractor or other person in connection with its proposal and that it has not conferred on any public employee or official having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, employment, service or anything of more than normal value, present or promised, unless consideration of substantially equal or greater value was exchanged as part of a completely independent transaction.

7. Taxes. The successful Proponent(s) shall be responsible for, and pay any applicable taxes related to the Agreement. The City is a tax-exempt organization and shall not be billed for, nor be expected to pay any taxes applicable to the Services.

8. Insurance. By submitting a proposal in response to this RFP, the Proposer certifies that, if awarded the contract, it will have the insurance coverage required for performance of the

Services, if any, at the time the work commences (Attachment 2). Additionally, the Proposer certifies that it will maintain this insurance coverage throughout the entire term of the contract and that all insurance coverage shall be provided by insurance companies authorized to sell insurance in Utah. During the term of the contract, City reserves the right to require the successful Proposer to furnish certificates of any required insurance for the coverage required by City, if any is required.

Any request for changes related to indemnification or insurance provisions contained in the

Draft Services Provider Agreement (Attachment 2), must be submitted no later than the

Submittal Deadline. Any requested changes to City’s standard insurance and indemnification provisions must be approved in the sole discretion of the City.

9. Disclosure of Proposal Content. All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits and other documentation produced by the Proposer that is submitted to the City, as part of the proposal or otherwise, shall become the property of the City when received by the City and may be considered public information under applicable law. The Government Records Access and Management

Act (“GRAMA”) states that certain information in the submitted proposal may be open for public inspection. If the Proposer desires to have information contained in its proposal protected from such disclosure, the Proposer may request such treatment by providing a

“written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality” with the proposal. Blanket claims that the entire RFP is confidential will be denied. The City cannot guarantee that any information will be held confidential.

Disposition of Proposals, Statements, and Negotiations

1. Disposition of Proposals - Public Records. All materials submitted in response to this RFP will become the property of SSLC. One (1) copy of each proposal shall be retained for official files and will become a public record after the award and open to public inspection.

It is understood that the proposal will become part of the official file on this matter without obligation on the part of the City of South Salt Lake.

2. Verbal Statements or Agreements. No verbal agreement or conversation with any officer, agent, or employee of SSLC, either before or after execution of the contract, shall affect or modify any of the terms or obligations contained in the contract. Any such verbal agreement or conversation shall be considered as unofficial information and in no way binding upon

SSLC or the Proposer.

3. Negotiations. SSLC reserves the right to reject or to waive any or all proposals. After SSLC has identified the best qualified candidate(s), the Parties shall have the right to negotiate with the Proposer over the final terms and conditions of the contract. These negotiations may include bargaining; however, by submitting a proposal, the Proposer acknowledges that it has reviewed the sample Agreement in Exhibit 2 and is prepared to sign a substantially similar Agreement with the City. The primary objective of the negotiations is the evaluation factors set forth in the RFP. If an agreement cannot be reached, the negotiation will be terminated.

Attachments

1. Scope of Service: Art Signage Printing and Installation

2. DRAFT Service Provider Agreement