8-PWO132490 General Requirements.pdf

PWO132490 STREET LIGHT FIXTURES

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Public Works invites your company to bid on providing supply and provision of streetlight fixtures throughout the County, as shown in the Master Plans. The successful bidder will be expected to accomplish the following: knockdown services, product repair, maintain sufficient stock, and complete photometric studies. Decorative bases are to be produced according to the County and respective city specifications. See the Specifications, Standards, and Master Plans attachments for details.

Except as otherwise noted, brand names mentioned throughout the solicitation are intended to indicate the desired level and capability of performance required by the County. Bids with minor variations from these specifications, which meet the intended use of the equipment, may be bid. Bidders should note any exceptions to the specifications and so indicate why these specifications meet, or exceed, the requested specifications.

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 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 will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a five (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 ANNUAL PURCHASES:

Bidders acknowledge that 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, the approximate annual amount under this contract may be $500,000.00.

6.0 PRICING:

Bidders are to enter pricing information into the Pricing Schedule attachment found in the supporting documents area of the bid portal. The price to be paid by the County upon each order placed under the contract will be the price that the Awarded Proposer submitted for that item.

7.0 AWARD:

Salt Lake County may award bids and contracts to suppliers through a preference system.

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

Award evaluation to be based off the Grand Total as shown on bidders’ Pricing Schedule attachment found in the supporting documents area. Award will be made to the lowest, responsible bidder meeting the required specifications.

8.0 PRICE ESCALATION / DE-ESCALATION:

Price Escalation Maximum: The price(s) proposed must be guaranteed for 12 months and any request for price adjustment must be for an equal guarantee period. A request for a price increase must include sufficient documentation supporting the request. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer and cannot exceed 5% annually. The County may reject or accept price escalation in its sole discretion.

Price De-Escalation: Bidder agrees the County will be given the immediate benefit of any decrease in the market, or allowable discount.

9.0 AUDITING:

The vendor agrees, at no additional cost, to make available to Salt Lake County all records, published price lists, and invoices relative to this contract. Information to assist Salt Lake County personnel in performing periodic audits and price checks will be provided during regular business hours.

10.0 NON-EXCLUSIVE CONTRACT:

The contract(s) 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.

11.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions will apply. (See the 2025 Terms and Conditions attachment under the Supporting Documentation area of the Bonfire project portal)

12.0 PARTIAL BID SUBMISSION:

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

13.0 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, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them.

Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.