3-Vendor Prerequisites.pdf
PDF 115 KB Posted
- Solicitation number
- 2026-01-RFB
- Issued by
- Salt Lake County, Salt Lake City, Utah
About this file
This document outlines vendor prerequisites for an Invitation for Bids (IFB)/Request for Bid (RFB) issued by Volunteers of America, Utah for the installation of an electronic rolling security gate system and perimeter fencing at the Youth Resource Center in Salt Lake City, Utah. The project involves furnishing and installing a complete, code-compliant electronic rolling security gate system with an access control pedestal and perimeter fencing for the staff parking lot. A mandatory site visit is required on March 17, 2026, and attendance is mandatory for bid responsiveness. The selected contractor will provide all labor, materials, equipment, supervision, permits, inspections, and incidentals necessary to deliver a turnkey system. The contract will commence only after completion of all required CDBG pre-construction compliance requirements and contract execution, and shall remain in effect until final completion and formal acceptance of work.
The project is funded entirely by Community Development Block Grant (CDBG) funds and is subject to all applicable federal, state, and local requirements, including mandatory compliance with Davis-Bacon and Related Acts (DBRA) prevailing wage requirements. All pricing must be firm and fixed for the duration of the contract and must be reasonable under federal regulations. Vendors must certify compliance with 2 CFR Part 200 (Uniform Guidance), Section 3 requirements, Equal Employment Opportunity provisions, debarment and suspension certification, and the Byrd Anti-Lobbying Amendment. A mandatory pre-construction conference may be required prior to contract execution, during which contractors must provide insurance certificates, bonds if required, Davis-Bacon acknowledgment, and all federal compliance forms. The award will be made to the lowest cost responsive and responsible bidder, and all vendors must maintain strict confidentiality of client and organizational information while retaining records available for audit by authorized federal, state, or local agencies.
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Vendor Prerequisites – Invitation for Bids (IFB)/Request for Bid (RFB)
1. Certification Requirement
By submitting a response, the Vendor certifies that it has read, understands, and agrees to all provisions contained in this solicitation. Vendors further certify compliance with all applicable federal, state, and local laws, including 2 CFR Part 200 (Uniform Guidance) when federal funds are involved. Vendor certifies that the bid is made without collusion.
2. Communication
Vendors shall communicate only with the designated Procurement Representative. Unauthorized communication may result in disqualification.
3. Equivalent Products
Brand names are descriptive only. Equivalent products meeting specifications may be proposed.
4. Contract Formation
A notice of award does not constitute a binding agreement Work may not begin until contract execution and Notice to Proceed..
5. Federal & CDBG Compliance (If Applicable)
If funded in whole or in part by federal funds, including Community Development Block Grant (CDBG) funds, Vendors agree to comply with all applicable requirements including but not limited to:
• 2 CFR Part 200 (Uniform Administrative Requirements)
• Davis-Bacon and Related Acts (DBRA) prevailing wage requirements
• Section 3 requirements
• Equal Employment Opportunity provisions
• Debarment and Suspension certification
• Byrd Anti-Lobbying Amendment
• Applicable HUD and CDBG program requirements
6. Pre-Construction Conference (CDBG Projects)
For construction projects funded in whole or in part by CDBG funds, a mandatory pre-construction conference and compliance orientation may be required prior to contract execution or Notice to Proceed. Contractors must attend and provide all required documentation, including insurance certificates, bonds (if required), Davis-Bacon acknowledgment, and any federal compliance forms.
Work may not begin until all compliance requirements are satisfied.
7. Pricing & Cost Principles
Pricing must be firm and costs allowable and reasonable under federal regulations.
8. Confidentiality & Protection of Vulnerable Populations
VOA. UT serves vulnerable populations. Vendors must maintain strict confidentiality of all client and organizational information and comply with all applicable privacy laws. These obligations survive termination of the contract.
9. Records Retention & Audit
For federally funded procurements, Vendors agree to maintain all records as required by 2 CFR
200.334 and make such records available for audit, inspection, or monitoring by authorized federal, state, or local agencies. Records shall be retained per 2 CFR 200.334 and available to VOA Utah, Salt Lake County and HUD.
10. Background Checks
VOA. UT reserves the right to require background checks for vendor personnel who will access facilities, confidential information, or client service areas.
11. Mandatory Minimum Requirements
Mandatory minimum requirements are non-negotiable objective criteria used to evaluate responses.
Failure to meet mandatory minimum requirements at any point during the solicitation process will result in disqualification as non-responsive.
12. Terms and Conditions
The Standard Terms and Conditions are not subject to negotiation unless specifically addressed during the Question & Answer period.
A bid will be rejected if it:
• Is conditional
• Attempts to modify bid requirements
• Contains additional terms
• Fails to conform to solicitation requirements
Vendor-submitted terms and conditions shall not become part of any resulting contract with VOA.
UT.
13. Bid Opening
Bids will be opened in a non-public administrative opening after the deadline.
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