8-1.1 SHE113488-2 General Requirements.pdf

SHE113488-2 EVIDENCE TOWING RFC

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of the Sheriff’s Office, invites your company to bid on providing evidence towing services. The Sheriff’s Office is seeking multiple vendors for towing evidence. This solicitation is a re-issue of the previous SHE113488-1; the County is seeking to add additional vendors to the existing pool.

The perspective bidders must be available 24/7, 365 days a year; the perspective tow company must be equipped to tow large vehicles and items, sometimes in steep canyon areas or off-road, and in inclement weather. Bidders are required to have the capability to tow vehicles or items of any type, including heavy duty class vehicles or items (26,000+ lbs.); partial bids will not be considered for award. When called, the tow company is required to show up on site within 30 minutes for local areas and within 1 hour for calls in the unincorporated and canyon areas.

All bidders meeting specifications will be placed in the vendor pool. The order in which successful companies will be called out will be determined by the Grand Total submitted by each company from the Pricing Schedule attachment.

If the first company is unavailable for any reason, the next vendor in order will then be dispatched. If the dispatched towing service first called accepts the call but does not arrive within the specified allowable time, the call out will be canceled with no allowable charges to Salt Lake County Sheriff’s Office or the vehicle owner. The next company will then be dispatched.

If the company accepts a call and arrives at the location of the incident, the vehicle or item assigned to the company/driver must be removed. The driver is not to turn it down once on scene.

In response to the scene of a vehicular accident, it shall be the company’s responsibility to completely clean the scene of all oil, radiator fluid (including absorbent material), and any other vehicular debris or fluid resulting from the accident.

Bidders are required to provide all documentation necessary, as part of their bid, to show compliance with UDOT Rule R909-19-8. Certification. A Required Documents attachment has been provided to aid bidders in submitting all required documentation. Failure to submit all required documentation may result in your bid being deemed non-responsive.

2.0 CONTENTS:

If any provision or specification in this “Request for Bid and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division in writing prior to the opening of the bids. No dispute or protest concerning the ambiguity of these bid specifications or provisions of this RFC shall be received following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire. Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event.

Bidders who have stated their “Intent to Bid” in the UPPP system may receive email notice of questions and amendments.

4.0 CONTRACT TERM:

The contract(s) resulting from this solicitation will become effective on the date of execution with an expiration date aligning with the existing rotation (April 2030).

The County reserves the right to review the contract(s) on a regular basis regarding performance during the term of the contract.

5.0 PROPER EQUIPMENT:

Bidders are required to have the capability to tow vehicles of any type, including heavy duty class vehicles (26,000+ lbs.). When called to a scene, contractor is required to arrive with the necessary equipment to complete all required duties.

Should a contractor arrive lacking the equipment necessary to complete required duties, the call will be cancelled with no allowable charges, and the next vendor in order will be called, instead. The County reserves the right to terminate the contract for non-compliance.

6.0 PRE-BID VIRTUAL CONFERENCE:

A pre-bid conference will be held on 9/24/2026 at 2:30pm Mountain Time. To request a seat at this virtual conference, please send an email request to Serena Briggs at SerBriggs@saltlakecounty.gov.

Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications will be discussed in detail at this conference.

Bidders shall thoroughly familiarize themselves with this RFC document including specifications prior to attending the conference. Verbal statements or information given at a pre-bid conference is not binding on the bidder or the County unless released in a Bid Addendum.

7.0 PRICING:

Contractor pricing must be all-inclusive. Charging a full hour for a portion of an hour will not be allowed. Chargeable time will be broken down into quarter-hour mailto:SerBriggs@saltlakecounty.gov segments. Start/End-times must follow the regulations set forth in UDOT R909- 14.

Bidders are required to complete the Pricing Schedule and submit it as part of their bid. Failure to complete the Pricing Schedule in its entirety may result in the bid being deemed non-responsive.

8.0 FUEL SURCHARGES:

A fuel surcharge may be allowed, following the rules set forth in UDOT R909-19- 16.

9.0 AWARD:

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

The County reserves the right to do a multiple award by awarding multiple contracts to the responsive, responsible bidders meeting specifications. Bidders meeting specifications will be added to the vendor pool.

The order in which successful bidders will be called out will be determined by the Grand Total submitted by each company from the Pricing Schedule attachment.

For each call, the lowest bidder will be called first in order; the second-lowest, responsible bidder will be called second in order; etc…

10.0 PRICE ESCALATION / DE-ESCALATION:

Pricing must be guaranteed for the full term of the agreement.

11.0 AUDITING:

Salt Lake County may perform audits on company billing receipts at any time without prior notice. The company will maintain complete and accurate records of all County tows and shall provide the County coordinator with such records as requested. Failure to maintain such records will result in the company removal from the tow list.

The vendor agrees to make available to Salt Lake County all records and service locations to include Dates, Times, Labor Hours and any other information relative to this contract to assist Salt Lake County personnel in performing periodic audits and price checks.

12.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the pricing schedule list may result in your bid being deemed non-responsive.

13.0 ANNUAL PURCHASES:

No minimum or maximum quantity of purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $15,000.00.

14.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

15.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance, on an occurrence form, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, the Contractor, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from the Contractor’s operations under this Agreement, whether performed by the Contractor itself, any subcontractor, or anyone directly or indirectly employed or engaged by either of them. Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations.

The policy shall be primary and not contributing to any other policy or coverage available to the County whether such coverage be primary, contributing or excess.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimums set forth in UDOT rule R909-19-5(1): “Tow truck motor carriers performing emergency moves shall maintain liability insurance coverage of at least $750,000 per occurrence. Tow truck motor carriers performing non-emergency moves shall maintain liability insurance coverage of at least $1,000,000 per occurrence.”

16.0 Damage

Successful bidder is responsible for damage to all buildings, structures, landscaping, and vehicles that occur from towing efforts.

The Company shall make every effort to resolve legitimate claims for damage or theft that are related to the towing of the vehicle and shall do so promptly.

Vehicles that are damaged as a result of the tow will be repaired at the tow company’s expense.