3-Sealing, Staining, Painting Two City Parks RFP.pdf

REQUEST FOR PROPOSAL (RFP) NO. OREM20251481

Nielsen’s Grove and Mt. Timpanogos Park Sealing, Staining, Painting

RFP Due Date: December 29, 2025, by 2:00 P.M.

RFP Administrator: Trevor Bell, Budget Manager P: (801) 229-7131 E: TBell@orem.gov

Interested parties may obtain a copy of this RFP and submit responses through the State of Utah’s Public Procurement Portal:

purchasing.utah.gov

Issued: 12/8/2025 https://purchasing.utah.gov/

TABLE OF CONTENTS

OVERVIEW 3

INTRODUCTION 3

SCOPE OF SERVICES 3

PROPOSAL RESPONSE OUTLINE 3

TIMELINE 5

PROPOSAL EVALUATION CRITERIA 5

ADMINISTRATIVE GUIDANCE 6

ISSUING OFFICE AND RFP REFERENCE NUMBER 6

SUBMISSION OF PROPOSAL 6

INQUIRIES 6

RESPONDENT’S RESPONSIBILITY FOR PROPOSAL COSTS 6

EVALUATION OF PROPOSALS 7

ORAL PRESENTATION 7

AWARD OF THE CONTRACT 7

PROTECTED INFORMATION 7

ADDENDUM TO RFP 7

AUTHORIZED REPRESENTATIVES 7

ANTI-COLLUSION 8

RESTRICTIONS 8

RIGHT TO REJECT 8

OVERVIEW

I. INTRODUCTION

The City of Orem is requesting proposals from responsible firms or individuals for the Sealing, Staining, and Painting of all wood structures at its Nielsen's Grove Park located at 2000 South Sandhill Road, Orem, Utah, and the Mt. Timpanogos Park, located 1 mile up Provo Canyon on US Highway 189, Utah.

II. SCOPE OF SERVICES

A.Sealing/Staining/Painting of all wood structures at Nielsen's

Grove Park, 2000 South Sandhill Rd. Orem, Utah Submittals should include the removal of any water stain residue, dirt/debris, and other stains from the wood areas prior to re-application of a waterproof/seal/paint/preserve as needed to all of the wood on all of the structures within the park.

All submittals should include at least, but not limited to the following structures, listed in a cost per line item format.

1. Pavilion Ceiling (3).

2. Barn

3. Greenhouse

4. Museum house

5. Pumphouse

6. Bowries (8)

7. Trellis

8. Park benches

9. Flag pole

Please include the approximate time frame needed to apply the product as well as the curing and/or re-entry times of the product.

All windows, plants, grass, cement areas, or miscellaneous structures that could be affected by any overspray will need to be covered. All overspray must be removed as part of the project.

Proposals will be reviewed and awarded not simply on pricing, but also on the quality of the work, product selection, application methods, timeliness, and clean-up processes. Application of product methods is required.

B.Sealing/Staining/Painting of all wood structures at Mt.

Timpanogos Park - Located one mile up Provo Canyon on US Highway 189, Utah.

Submittals should include the removal of any water stain residue, dirt/debris, and other stains from the wood areas prior to re-application of a waterproof/seal/paint/preserve as needed to all of the wood on all of the structures within the park.

All submittals should include at least, but not limited to, the following structures, listed in a cost per line item format.

1. Wooden trellis structures (3).

2. Hosting Center (1)

3. Large pavilion/restroom combination (1)

4. Small pavilions (6)

5. Storage/restroom building (1)

6. Entry sign (1)

Please include the approximate time frame needed to apply the product as well as curing and/or re-entry times of the product.

All windows, plants, grass, cement areas, or miscellaneous structures that could be affected by any overspray will need to be covered. All overspray must be removed as part of the project.

Submittals will be reviewed and awarded not simply on pricing, but also on the quality of the work, product selection, application methods, timeliness, and clean-up processes. Application of product methods is required.

IV. ADMINISTRATIVE GUIDANCE

The information provided herein is intended to assist Firms in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide interested Firms with sufficient basic information to submit proposals meeting minimum requirements but is not intended to limit a proposal's content or to exclude any relevant or essential data therefrom.

Firms are at liberty and are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP.

V. ISSUING OFFICE AND RFP REFERENCE NUMBER

The City of Orem Recreation Department is the issuing office for this RFP and all subsequent addenda. The reference number for this RFP is OREM20251481. This number must be referenced on all proposals, correspondence, and documentation relating to this RFP. During the RFP process, the Purchasing Agent is the sole source of official information. All other communications, both spoken and written, which are received by any representative of the Firm from other sources (such as employees in other departments) should be confirmed by the Firm with the representative as being true and accurate prior to incorporating such information into their response. This refers to both formal and informal conversations and communications.

Contact: Trevor Bell, Budget Manager 56 North State Street Orem, Utah 84057 tbell@orem.gov

(801) 229-7131

VI. SUBMISSION OF PROPOSAL

Proposal RFP documents will be available online on 12/8/2025 at purchasing.utah.gov. Sealed proposals will then be accepted online until 12/29/2025, at 2:00 PM. Proposals submitted after this deadline will be rejected.

Failure to provide a response to items indicated in this RFP will be interpreted by the City as an inability by the Firm to provide the requested service.

VII. INQUIRIES

Questions arising subsequent to the issuance of this RFP shall be submitted in writing through the State of Utah’s online procurement portal. Questions and answers will be consolidated and provided to all Firms on record of receiving this RFP. All inquiries must be submitted by the close of business on 12/22/2025. Questions submitted after the deadline will not be addressed.

VIII. RESPONDENT’S RESPONSIBILITY FOR PROPOSAL COSTS

The City is not liable for any cost incurred by Firms associated with the preparation of the proposal or the negotiation of a contract for services prior to the issuance of the contract.

mailto:tbell@orem.org

IX. EVALUATION OF PROPOSALS

The City may award a contract based on initial proposals received without discussion of such proposals with the Firm. Accordingly, each initial proposal should be submitted with the most favorable price and service available.

X. ORAL PRESENTATION

The City may require an oral presentation by Firms to supplement a proposal. The presentations, if required, shall be scheduled by Trevor Bell, Budget Manager, after the proposals have been received and prior to the award of the contract.

XI. AWARD OF THE CONTRACT

Upon completion of the evaluation process, the City may negotiate with and award the contract to the firm whose proposal is determined to be most advantageous to the City. The contract must be executed by the parties prior to commencement of performance. The contract will incorporate the provisions of this RFP (including any addenda) and other terms negotiated by the parties. By submitting a signed proposal Firm is agreeing to the provisions of the contract described herein.

XII. PROTECTED INFORMATION

Under the Government Records Access and Management Act, Section 63-2-101 et seq., Utah Code Ann. (1993 and supp. 1996), as amended ("GRAMA") certain information in the proposal submitted may be open for public inspection. If the Firm desires to have information contained in its proposal protected from such disclosure, the Firm 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 (GRAMA, Section 63G-2-309). Pricing elements of any proposal will not be considered protected. All material contained in and/or submitted with the proposal becomes the property of the Owner and may be returned only at the Owners option. A business confidentiality claim form is available on the Utah State Records Committee website at:

http://archives.utah.gov/recordsmanagement/forms/GRAMA-business-confidentiality.pd

XIII. ADDENDUM TO RFP

In the event that it becomes necessary to review this RFP in whole or in part, an addendum will be provided to all Firms on record as having received this RFP through the State of Utah’s online procurement portal.

XIV. AUTHORIZED REPRESENTATIVES

The RFP must contain the signature of a duly authorized officer or agent of the Firm’s company empowered with the right to bind the Firm for the amounts estimated and terms proposed. The Firm must also provide evidence of the authority of the officer or agent to bind the Firm. Owner shall have the option to change Firm’s contact person if it is in the best interest of Owner.

http://archives.utah.gov/recordsmanagement/forms/GRAMA-business-confidentiality.pd

Include this information within the "Letter of Transmittal", which will be tabbed section "1" of a successful proposal.

XV. ANTI-COLLUSION

The submission of a proposal constitutes agreement that the Firm has not divulged its proposal to, or colluded with, any other Firm or party to a proposal whatsoever.

XVI. RESTRICTIONS

All proposals must clearly set forth any restrictions or provisions deemed necessary by the Firm to effectively service the proposed Contract.

XVII. RIGHT TO REJECT

The City reserves the right to reject any or all proposals and to waive any informality or technicality in any proposal in the interest of the City.