5-Bid Document - Holiday Lights Installation Removal.docx

Dawn R. Ramsey, Mayor Patrick Harris, Council Member Bradley G. Marlor, Council Member Donald J. Shelton, Council Member Tamara Zander, Council Member Jason T. McGuire, Council Member

PH: 801.446-HELP @SouthJordanUT

INVITATION FOR BID

For Holiday Lights Installation & Removal

IFB #2026-022

I. PURPOSE

The City of South Jordan is seeking bids from Contractors to provide holiday light installation and removal services.

II. SCOPE OF SERVICES

The City of South Jordan is seeking qualified Contractors to install approximately 3,000 strands of standard LED holiday lights on approximately seventy (70) trees along the Towne Center area near City Hall (see Exhibit A – Map). Light strands are 24 feet per strand, soft-white LED. South Jordan will provide the lights. Installation must be completed and functional by November 20th. Removal must begin the first week in January and be completed no later than February 5th. Extension cords will be provided for trees located closest to City Hall. All other trees along Towne Center Drive have an individual electrical outlet.

A City staff member will be available to consult on the first tree install to ensure it meets the City standards, safety, and needs.

The Contractor will be responsible for providing all labor, equipment, rental cost of equipment, and any other costs associated with the installation and removal of holiday lighting.

No more than 10 percent of fine branches (< 1 in. diameter), and no branches greater than 1 in. diameter shall be broken or removed from an individual tree. The Urban Forest will assess condition of branch structure before, during, and after lighting installation.

III. MINIMUM QUALIFICATIONS

The City of South Jordan is looking for a Contractor who has completed similar jobs of size and scope. The Contractor must have these minimum qualifications; otherwise, the Bid will be rejected and will not be evaluated.

1. Demonstrated three (3) years of experience as a contractor in Holiday Light Installation.

IV. INSURANCE REQUIREMENTS

Contractor shall procure and maintain at its own expense and shall provide evidence, satisfactory to the City, of insurance as follows:

1. Commercial General Liability - A minimum of two million dollars ($2,000,000) combined single limit per occurrence for bodily injury, personal injury, and property damage, and not less than three million dollars ($3,000,000) in the aggregate. The general aggregate limit shall apply separately to the specific project, or the general aggregate limit shall be two (2) times the required occurrence limit. The coverage shall be in the nature of Broad Form Commercial General Liability coverage, and shall specifically include, at minimum, the following coverages:

a. Premises - Operations;

b. Product - Completed Operations Hazard;

c. Broad Form Contractual Insurance;

d. Independent Contractors;

e. Comprehensive Form;

f. Automotive;

g. Broad Form Property Damage; and

h. Personal Injury.

i. Other insurance requirements may be required.

2. If the coverage described above are not in place at the time a Bid is submitted the Contractor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the Contractor's ability and willingness to obtain the above listed coverage if required by the City.

3. The Contractor shall maintain all employee related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this Contract.

4. The Contractor shall submit certificates of insurance as evidence of the above required coverage to the City prior to the commencement of this Contract. Such certificates shall provide the City with thirty (30) calendar day's written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the above address.

5. The City shall be listed as additional insured.

V. BID REQUIREMENTS

The following items are required in the submitted bid. Failure to provide the requested documentation may result in disqualification.

1. Business License – Attach a copy of current business licenses.

2. Insurance - Include a copy of the Workers Compensation Certificate and General Liability Insurance Limits. If the coverage described above are not in place at the time the Bid is submitted, the Contractor should describe in detail what types and levels of coverage are in place currently, and clearly indicate the Contractor's ability and willingness to obtain the above listed coverage if required by the City.

3. Cost proposal.

VI. DISCLOSURES

1. Once the IFB is released, communication of any kind made regarding this Bid with any City employee other than the listed contact person in this IFB is prohibited. Any such contact could disqualify a provider from being awarded the bid.

1. Any product or services that have been omitted from this specification that is clearly necessary for completing the work shall be considered a requirement although not directly specified or called for in this bid.

1. The City does not provide bidders lists or planholders lists.

1. In order to access the State of Utah's procurements online, you must register as a contractor on the Bonfire website, https://utah.bonfirehub.com/. If you require assistance during the registration process, you may contact support.bonfire@eunasolutions.com. Registration, email notifications, and electronic responses for all sourcing events (bids, RFPs, etc.) are free under the State of Utah contract with Bonfire. Registration with the Utah Supplier Portal is limited to procurements conducted by the State of Utah and political subdivisions of the State of Utah. Go to this link for a vendor support article that covers vendor registration in detail: https://vendorsupport.gobonfire.com/hc/en- us/articles/15646869029783-Vendor-Registration.

1. Bid pricing and documentation must be submitted by an agent within the company/organization who has the authorization to bind the organization to the terms and pricing listed.

1. Vendors are required to submit bids through Bonfire electronically by the close date listed on Bonfire. It is the sole responsibility of the Vendor to submit the bid before the scheduled time. If you need assistance to use the Bonfire program, such as submitting a bid, downloading and uploading documents, etc., you may contact support.bonfire@eunasolutions.com.

1. Any changes or clarifications will be made through the Addendum process through Bonfire. It is the responsibility of the Vendor to check and ensure they have examined all addendum(s) or questions. The City is not responsible for any Vendors whose bids do not take into consideration updated information released through the Q&A function in Bonfire or through any addendums added through Bonfire.

1. Any bid emailed or not sent electronically through Bonfire will not be considered. It is not the responsibility of the City to inform Vendors that they must submit through Bonfire; it is the sole responsibility of the Vendor to read through this IFB and follow all conditions.

1. It shall be the sole responsibility of the Vendor to upload their documents onto the Bonfire website prior to the deadline. Failure to answer required questions, submit required documents, or follow any of the listed conditions or required step (s) in this IFB may result in the bid being disqualified, but it is at the sole discretion of the City to do so consistent with the Purchasing Policy and the best interests of the City.

1. Any bid may be withdrawn prior to the date and time the bids are due. Any bid not withdrawn will constitute an irrevocable offer to provide the City with the services/product specified in the bid. Bids shall remain valid for (90) days after the day of the bid opening.

1. The City of South Jordan reserves the right to reject any or all bids or any part, thereof; to waive informalities; to negotiate and agree to contract terms with the successful bid; to disregard non-conforming, non-responsive, unbalanced or conditional bids, and to re-advertise if it is in the best interest of the City to do so.

1. All questions must be submitted via Bonfire by the Q&A deadline posted on Bonfire. Any question emailed or asked of staff will not be answered; instead potential providers will be directed to go to Bonfire and submit their questions via the Question and Answer function in Bonfire. After the bid has closed, the City may at any time and for any reason make a written request to a potential Vendor for clarifying information contained in a solicitation.

1. Any potential Vendor who seeks to withdraw or modify a bid because of a computational error shall notify the Purchasing Coordinator at the City no later than three (3) business days following the bid closing. The Vendor must thereafter promptly demonstrate the Vendor’s mistake by providing worksheets and other information as appropriate or required by the City to substantiate the claim of inadvertent error. The City has sole discretion to determine whether to permit any modification or withdrawal of the Bid per the City’s Purchasing Policy.

VII. REVIEW CRITERIA

1. Basis of Bid – Bid shall be based on per 24-foot strand pricing. All prices must include all other costs associated with providing service.

2. It is the intention of the City to award the Bid to the lowest responsive and responsible Contractor that meets the Bid specifications, with reasonable promptness.

3. A minor exception, if taken and fully explained to the satisfaction of South Jordan City staff, will not necessarily be cause for rejection of the Bid.

4. The City reserves the right to clarify any questions regarding pricing.

5. The City reserves the right to: reject any and all Bids or any part thereof; waive any informalities; negotiate and agree to contract terms with the successful Contractor; disregard non-conforming, non- responsive, unbalanced or conditional Bids; and withhold the award for any reason deemed in the best interests of the City, as solely determined by the City.

6. The City reserves the right to reject any Bid if the City believes that it would not be in the best interest of the project or the City. Without limitation, such rejection may be because the Bid is not responsive, or the Contractor is unqualified or of doubtful ability or the Bid or Contractor fails to meet any other pertinent standard or criteria established by the City, as solely determined by City.

VIII. AWARD

1. It is the intention of the City to award the Bid to the lowest responsive and responsible Contractor that meets the Bid specifications, with reasonable promptness.

2. The products and services listed is for bidding purposes and does not bind the City to purchase any or limit the City to purchase only the amounts identified in this IFB. The City may, at its discretion, limit the number of projects to be issued to the Contractor for reasons of the Contractor’s capacity, immediacy (timing) of a project, and size of a project’s budget, in accordance with the City’s Purchasing Policy.

3. Award of the Bid does not guarantee any purchase will take place. The City does not guarantee that any or all of the planned purchases will take place.

4. The City intends to award one contract and does not anticipate awarding to multiple companies. Regardless, the City reserves the right to make multiple or partial awards if in the City’s best interest.

5. The Bid award is contingent upon the signing of a contract or issuance of a Purchase Order.

6. The awarded Bid contract is for the duration of time for the completion of the scope of services within this IFB. However, based on the performance of the contractor, the City may choose to renew the contract for an additional year, for a maximum of an additional four (4) years.

IX. PROTECTED INFORMATION

1. All bids are subject to the Government Records Access and Management Act (GRAMA) Utah Code Ann., Subsection § 63G-2-101 et seq.

2. If Contractor believes any information should be held confidential for business reasons, Contractor must submit a written claim of business confidentiality for that particular information and include a specific statement of the reasons supporting the claim pursuant to Utah Code Ann. § 63G-2-305(2)(c).

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