biddoc.pdf

Sandy RFP - 0202

Holiday Lights - Community Events

Issue Date: 9/29/2026

Questions Deadline: 10/9/2026 09:00 AM (MT)

Response Deadline: 10/13/2026 09:00 AM (MT)

Contact Information Contact: Georgia Keyser Address: Purchasing Department

10000 Centennial Parkway Sandy, UT 84070

Email: Purchasing@sandy.utah.gov

Deadline: 10/13/2026 09:00 AM (MT) Sandy RFP - 0202Page 1 of 6 pages

Event Information Number: Sandy RFP - 0202 Title: Holiday Lights - Community Events Type: Request for Proposal Issue Date: 9/29/2026 Question Deadline: 10/9/2026 09:00 AM (MT) Response Deadline: 10/13/2026 09:00 AM (MT)

Bid Attachments

Exhibit A_Holiday Lights 2026.pdf Download

Insurance Requirements

Exhibit B - Certification of Proposal and Agreement to Terms and Conditions.pdf View Online

Certification of Proposal and Agreement to Terms and Conditions

Sandy City Hall - Deck the Hall Tree Layout.pdf Download

Map of Tree Layout

Requested Attachments

Proposal (Attachment required)

Please attach your proposal include examples of past experience/performance on similar projects. Do not include pricing in your proposal.

Exhibit B - Certification or Proposal and Agreement to Terms and Conditions (Attachment required)

Document in attachments. Please fill out and sign.

Bid Attributes

1 REQUEST FOR PROPOSAL

All sealed proposals will be opened privately by the Purchasing Agent and the associated department.

Proposals will be reviewed to determine that the functional requirements of the City are met. Proposals should reflect the best and most competitive offers according to our specifications. However, Sandy City reserves the right to negotiate best offers prior to a final award. An award will be made after the appropriate approvals are received.

2 PROJECT

Holiday Lights at Sandy City Hall

3 INTENT OF SPECIFICATIONS

Sandy City is asking for proposals for a multi-year contract to install and take down Christmas Lights. The City intends to award this contract for a one-year period, with the option to renew for two additional one-year periods upon the agreement of both parties.

4 SANDY CITY'S RIGHT TO REJECT

THE RIGHT IS RESERVED TO REJECT ANY/OR ALL PROPOSALS RECEIVED, TO WAIVE ANY

INFORMALITY OR TECHNICALITY IN PROPOSALS RECEIVED WHEN DEEMED IN THE BEST INTEREST

OF SANDY CITY CORPORATION.

Deadline: 10/13/2026 09:00 AM (MT) Sandy RFP - 0202Page 2 of 6 pages https://sandycity.ionwave.net//extract.aspx?e=-r1aIfzZLsgRN70Vb6pgZiFckJrdsGyspurKdgDw-I6fJ7czhe1~~2C4ONlJQhK-Pgfl3s4h0mW2y~Bwa5nRaw https://sandycity.ionwave.net//VendorLanding.aspx?e=2bI0HVUjUErggRT5zrs4P8Cx5LMcOMPxjaKcDk8ztcfrEDHWH1hFWUpcVJjZf6hctfxFxfAWmXDncP~sYD7w5A https://sandycity.ionwave.net//extract.aspx?e=DWBdlQXjfH-chz0~pauzwYpSqNFYTacIl6RjYbs1rTWKokD5z4ipVYzhlkT3G6HKHi84tZSHAFmY7b51snrPYQ

5 GENERAL INFORMATION

A. Bid Information All bid documents and addenda will be available on Sandy City’s IonWave website. https://sandycity.ionwave.net/Login.aspx

B. Inquiries All inquiries relative to this request for proposal (RFP) must be submitted via IonWave and will be answered through IonWave up to the Q & A deadline.

C. Addendum to RFP

If it becomes necessary to revise this RFP in whole or in part, an addendum will be posted on Sandy City’s IonWave Website. Proposers who obtained this RFP will be notified of any addenda.

D. Oral Presentation

An oral presentation by a Vendor to clarify a proposal may be required at the sole discretion of Sandy City. However, Sandy City may award a contract based on the initial proposal received without discussion with the Vendor. Oral presentations will be scheduled after the submission of proposals and oral presentations will be made at the Vendor’s expense.

E. RFP Award

When the award is made, all Vendors that have submitted a proposal will be notified via IonWave. In the event that the bid is canceled after the closing date, that information will be sent to all vendors who submitted a proposal.

F. Written Agreement The selected Vendor must enter into a contract with Sandy City Corporation. The contract must be performed in accordance with the Standard Terms and Conditions and this RFP.

G. Termination

The City may terminate the contract at any time it deems such termination to be in the public interest or for public convenience or necessity by giving written notice to the contractor at least thirty (30) days prior to the desired termination date.

H. Laws of the State of Utah and Sandy City Ordinance

All contracts pursuant to acceptance of the offeror’s proposal will be interpreted, construed, and given effect according to the laws of the State of Utah and the Ordinances of Sandy city. No contract will be assigned, in whole or in part, without the written consent of the City.

Deadline: 10/13/2026 09:00 AM (MT) Sandy RFP - 0202Page 3 of 6 pages https://sandycity.ionwave.net/Login.aspx

6 SUBMITTING YOUR BID

A. The proposal and supplemental information must be submitted/accepted on Ion Wave by the due date and time listed.

B. Exhibit B - Certifications of Proposal and Agreement to Terms and Conditions must be signed by an authorized representative of the vendor named theron. The signature on this bid shall be interpreted to signify the vendor's intent to comply with all the terms, conditions, and specifications set forth in this solicitation, unless specific exemptions are noted on the face of the bid.

C. Delivery means and methods for the submittal of the proposal are the sole responsibility of the Vendor. In order to be considered for award, all information requested must be completed and submitted by the date and time listed on Sandy City’s Ion Wave website. Proposals received after that will be deemed non-responsive. Neither faxed nor emailed bids will be accepted.

D. Each vendor shall submit only one (1) proposal. Alternate or multiple proposals from a single Vendor are prohibited. Where multiple proposals are submitted, that item may be deemed non-responsive.

E. Prices shall NOT include tax. All prices should be rounded to the nearest cent. Where using Utah State Contract pricing, please reference contract number.

F. Any proposer may designate those portions of the submittals which contain trade secrets or other confidential matters that the Governmental Records and Access Management Act (GRAMA) would allow to be a protected record. Any disclosure of submittals or portions thereof shall be in accordance with GRAMA and State law (63G-2-305).

G. Rejection of Proposals: The City reserves the right to reject any or all proposals, to accept any proposal in total or in part unless the offeror clearly states in its proposal that acceptance must be on an “all or none” basis, to waive any minor irregularity or technical error in the form of bids or in compliance with the instructions to offeror, and to stop the selection process at any time it is considered to be in the best interests of the City. Any proposal containing significant deviations from the specifications of the RFPs will be rejected as non-responsive. Offerors claiming minor irregularities or technical errors must assume the burden of identifying them and justifying them to the City in order for the proposal to receive consideration.

7 INSURANCE

Proposer shall be required to submit a Certificate of Insurance to verify they carry insurance in the amounts and ratings stated in the “Exhibit A" attached. This certificate of insurance coverage must be submitted with the proposal package. Failure to meet the insurance requirements may result in cancellation of the proposal acceptance.

8 OPTIONAL SITE VISIT

It is recommended for Proposers to visit the site of the work to become fully informed of all existing conditions and limitations. Trees are located at Sandy City Hall, 10000 S. Centennial Parkway, Sandy, UT 84070. (See attached map for more information)

9 SCOPE OF WORK

Wrap up to 40 outdoor trees at Sandy City Hall. The City is looking for the following timeline to be met:

Set up completed by Monday, November 30, 2026.

Take down in January by January 11, 2027.

There is a map in the attachments showing the general layout for the lights. The colors may be different than what is shown on the map. It is the intent of the City to award this on a one-year contract with the City's option to renew for an additional two one-year periods. The awarded vendor will be allowed a 5% cost increase upon each renewal of the contract.

Deadline: 10/13/2026 09:00 AM (MT) Sandy RFP - 0202Page 4 of 6 pages

EVALUATION CRITERIA

Sandy City Corporation will evaluate each proposal submitted based on responsiveness to the city’s overall needs.

The award of contract, if made, will be to the Vendor who is responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the cost and prices for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP.

The process of award will be by committee. The committee will base their evaluation on the criteria listed below then apply a score based on the weighted value of that criteria, total of 100 points available. Additional points may be awarded based on the request of a vendor’s presentation or interview.

40 Points: Cost 30 Points: Install/Take Down Timeline 20 Points: Past Experience/Performance - Past experience/performance on similar projects.

10 Points: Governmental/Public Sector Experience

COST PROPOSAL

Cost should be included in the line items. Do not include pricing in the proposal. If pricing is included in the proposal we reserve the right to disqualify your proposal.

I Understand (Required: Check if applicable)

QUESTIONS AND CLARIFICATIONS

If proposers have questions, need clarification of provisions, or think the City has omitted anything from this Request for Proposal (RFP) which is necessary to a clear understanding of the work, or should it appear that various instructions are in conflict, then the bidder shall contact and provide the questions or input to the Purchasing Department via Ion Wave by the deadline for questions set forth.

Questions received after the date above may not be considered or receive a response. If questions prompt the need for changes to the RFP document(s), the City will issue an addendum via Ion Wave.

Bid Lines

1 All-inclusive annual price, including installation, removal, annual maintenance and storage Sandy City reserves the right to increase or decrease the quantities based on available budget and desired display locations.

(Response required)

Quantity: 1 UOM: TOTAL Unit Price: $ Total: $

Supplier Notes:

No bid

Alternate specification (Attach separate sheet)

Additional notes (Attach separate sheet)

Deadline: 10/13/2026 09:00 AM (MT) Sandy RFP - 0202Page 5 of 6 pages

Supplier Information

Company Name:

Contact Name:

Address:

Phone:

Fax:

Email:

Supplier Notes

By submitting your response, you certify that you are authorized to represent and bind your company.

Print Name Signature

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