Summit county request for proposals on call street light maintenance

SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE RFP-09-26 Proposals Due: TUESDAY, September 15, 2026 2:00 P.M. TABLE OF CONTENTS Part 1: Overview and Instructions 1.1 Purpose of the RFP 1.2 Projected Schedule for the RFP Process 1.3 Submission Guidelines Part 2: Scope of Work and Requirements 2.1 Background 2.2 Scope of Work and Tasks to be Completed 2.3 Length of Agreement 2.4 Payment 2.5 Insurance Requirements 2.6 Submission Requirements Part 3: Proposal Submittal Requirements 3.1 Proposal Length SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE 3.2 Proposal Content Part 4: Response Evaluation and Notice to Contractors 4.1 Evaluation 4.2 Written Agreement Required 4.3 Notice to Contractors ATTACHMENT A: FEE PROPOSAL ATTACHEMENT B: SUMMIT COUNTY SERVICE PROVIDER/PROFESSIONAL SERVICES AGREEMENT Part 1: Overview and Instructions 1.1 Purpose of the RFP Summit County, "County" is soliciting proposals from qualified individuals or firms (Contractor/Contractor) to perform on-call maintenance to electric streetlights. This person or firm shall be contracted at the pleasure of the county executive and is considered an independent contractor subject to terms of a contract. The contractor's responsibility includes repair, service, replacement, and installation of streetlights as directed by the Public Works Director or their designee. All work must comply with the National Electrical Code. All work shall include all necessary labor, equipment, and transportation needed to service, repair, adjust, install and/or replace. Proposals will be accepted only from parties that are free of all obligation and interests that might conflict with the best interest of the County and have the capacity to provide services on the timely basis. Contractors must address the needs and requirements stated in the Scope of Work of this RFP. 1.2 Projected Schedule for the RFP Process County reserves the right to modify the following schedule at its discretion: Activity Date RFP Available Deadline for Questions Deadline for Proposals Submission Contract Commencement Anticipated September 1, 2026 September 10,2026 September 15, 2026 - 2:00 PM January 1, 2027 1.3 Submission Guidelines Contractors are advised to read this RFP in its entirety. Failure to read and/or understand any portion of this RFP shall not be cause for waiver of any portion of the RFP or SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE subsequent agreement. The submitted Proposal and this RFP become a part of the subsequent agreement. All inquiries or questions relating to this RFP must be addressed to Austin Prescott, Deputy Public Works Director. All communications regarding this RFP will be conducted through the query system in utah.bonfirehub.com. Phone calls or in person visits are prohibited. Do not contact any other Department or other County officers or employees regarding this proposal. All questions and answers posed will be forwarded to all interested persons or firms through Bonfire. The right is reserved by the County to reject any or all proposals, to waive any informality or technicality or to accept proposals deemed in the best interest of the County. Part 2: Scope of Work and Requirements 2.1 Background Summit County has a network of streetlights throughout the County. Some are maintained by Rocky Mountain Power, others are not. The purpose of this RFP is to expedite the repair acquisition process. 2.2 Scope of Work and Tasks to be Completed Summit County is seeking proposals from qualified persons or firms to provide qualified person(s) to perform on-call maintenance to electric streetlights for Summit County. The successful contractor will be expected to maintain a record of the work completed on an oncall basis. The successful contractor agrees to use industry standard for testing, repair, and installation. The contractor shall follow NEC standards while performing the work. Contractor agrees all work performed under any contract awarded as a result of this bid shall be performed/supervised by qualified electric technicians who possess a current Utah license The County shall reimburse the Contractor for all materials and supplies required to make repairs as detailed in the proposal. The County may choose to purchase directly new/replacement street light equipment from suppliers, or to order the equipment through the contractor. The County and contractor shall work together to secure these purchases as required under the County's Purchasing Policy. The contractor agrees to provide service both during normal working hours (8:00 A.M. to 5:00 P.M., Monday through Friday) and at such other times as are required when an outage occurs, and notice is provided by the Deputy Public Works Director or their designee. The contractor shall provide an initial site inspection within 24 hours of an outage being reported to the Contractor, unless specifically deferred by the Deputy Public Works Director. Upon SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE diagnosing the problem, the Contractor shall work to make the repair as expeditiously as possible and shall report progress and anticipated completion schedule to the Deputy Public Works Director for instances that cannot immediately be repaired. This information is required to inform the public of extended outages. The County shall not be held responsible for any of the Contractor's equipment or tools left on County premises. 2.3 Length of Agreement A contract resulting from this solicitation will become effective on the date of execution to December 31, 2028, with up to two (2), two (2) year extensions possible. There is no guarantee that the contract will be awarded, or that any future contract extensions will be awarded. The County reserves the right to cancel the contract with or without cause with thirty (30) days written notice to the email of record of the Contractor. 2.4 Payment Payment will be based on a per occurrence basis upon receipt of an invoice which details all costs. Labor costs shall include, Labor, transportation, miscellaneous equipment, equipment required to test, maintain, replace or service streetlights, and insurance detailed in the County's Standard Services Agreement (Attachment B). Materials and supplies will be paid for at contractor's cost plus a percent mark-up for handling and stockpile. Contractor will provide an invoice for the work. The invoice will detail all work performed during the period. County may request an estimated cost prior to issuing a notice to proceed on any project or repair. 2.5 Insurance Requirements Insurance will be required in accordance with the Service Provider Agreement attached to this request for proposal. Respondents should examine these insurance requirements and include Proof of Insurance certificates upon execution of the contract. Failure to meet the insurance requirements may result in cancellation of the contract. 2.6 Submission Requirements Proposals shall be submitted not later than 2:00 PM. local time on September 15, 2026 all responses to this RFP must be submitted by email to aprescott@summitcountyutah.gov or through the state procurement system bonfire. All inquiries or questions relating to this RFP must be addressed to Austin Prescott, Deputy Public Works Director. All inquiry communications regarding this RFP will be conducted through the query system in bonfire. Phone calls or in person visits are prohibited. Do not directly contact any other County Department or other County officers or employees. SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE Part 3: Proposal Submittal Requirements 3.1 Proposal Length Limit the TOTAL LENGTH of the proposal is limited to three (3) pages (maximum). 3.2 Proposal Content The qualified person or firm's proposal shall include, at a minimum, the following information: 1. Statements of Qualifications including: a. General firm information b. Name of project manager and contact information 2. Demonstrated experience working on street lights 3. Statement that response time required in the RFP can be met or describe any limitations to complete the work identified in the scope of work 4. Cost proposal (complete attached form, Attachment A) Part 4: Response Evaluation and Notice to Contractors 4.1 Evaluation The proposal will be evaluated based on cost and contractors' qualifications/demonstrated experience. A. Program Proposal The program proposal will be evaluated by the Deputy Public Works Director. B. Recommended Award After the Selection Committee has completed their evaluation process, the Selection Committee will then present a recommendation for award to the proper signing authority for authorization to negotiate a contract with the top-ranked Contractor. 4.2 Written Agreement Required The selected contractor must agree to all requirements in the RFP scope of work. The selected contractor must also be willing to enter into a written agreement with County and agree to all the terms set forth in the Service Provider Agreement, attached to this RFP. Contractors are advised that the County is not bound by the terms of the RFP until a written agreement is fully executed and any activity taken on by the Contractor prior to full execution of a written agreement is done at the Contractor's sole risk. 4.3 Notice to Contractors By submitting a proposal to this RFP, contractor understands and agrees to the following: A. Government Records Access and Management Act (GRAMA): SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE County is a governmental entity subject to the Utah Government Records Access and Management Act ("GRAMA"), Utah Code Ann. §§ 63G-2-101 to -901. As a result, County is required to disclose certain information and materials to the public, upon request. Generally, any document submitted to County is considered a "public record" under GRAMA. Any person who provides to County a record that the person believes merits protection under subsection 63G-2-305(1) or (2) must submit with their proposal both: (1) a written claim of business confidentiality and (2) a concise statement of reasons supporting the claim of business confidentiality. Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury. For your convenience, County has provided a Business Confidentiality Request Form which is attached to this RFP as Attachment B. All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA, unless a claim of business confidentiality has been properly made and approved by County. All proposed costs/pricing/fees submitted to the county are public records. An entire proposal cannot be identified as "PROTECTED," "CONFIDENTIAL," or "PROPRIETARY" and may be considered non-responsive if marked as such. By submitting its proposal, the contractor certifies that it owns, or it has obtained all necessary approvals for the reproduction or distribution of the contents of their proposal and agrees to indemnify, protect, save and hold the County, its representatives and employees harmless from any and all claims arising from all intellectual property claims related or connected to the proposal and agrees to pay all legal fees incurred by the County in the defense of any such action. RFP Cancellation: This RFP may be cancelled at any time prior to the execution of a written agreement if deemed in the best interests of County. This includes cancellation of the RFP after an award has been made, but prior to the execution of a written contract. Contractor is not entitled to recover any costs related to the preparation of the proposal due to cancellation of the RFP or withdrawal of an award prior to the execution of a written agreement. Firm Pricing: All prices, quotes, or proposals are to remain firm for 120 days after the closing date, unless a different period is stated in County's RFP. Any proposal that does not offer to remain firm for the required period may be considered to be non-responsive. Costs: Contractors bears all costs and expenses related to this RFP including, but not limited to, preparation and delivery of the proposal, attending the pre-proposal conference, and attending the interview. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between County and the selected contractor. Licenses must be maintained throughout the entire contract period. Persons doing business as an Individual, Association, Partnership, Corporation, or otherwise must be registered with the Utah State Division of Corporations and Commercial Code. NOTE: Forms and information on registration may be obtained by calling (801) 530-4849 or toll free at 877-526-3994, or by accessing: www.commerce.utah.gov. SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE Changes or Modifications: Any changes or modification to the RFP will be made by written addendum. Contractor submitting a proposal based on any information other than that contained in County's RFP and any addenda, do so at their own risk. Modifying or Withdrawing Proposals: Contractor may modify or withdraw their proposals at any time prior to the closing time. Requests to modify a proposal before the closing time must be made in writing to the County. Rejection of Proposals: Any proposal containing significant deviations from the specifications of the RFP will be considered non-responsive and may be rejected in whole or in part. ATTACHEMENT A FEE PROPOSAL Date: September 15, 2026 SUMMIT COUNTY COALVILLE, UTAH To Whom it May Concern: The undersigned, after having personally and carefully examined the Request for Proposal, form of contract and insurance, all of which are made a part hereof, proposes to furnish all labor, equipment, tools and to furnish all materials not specifically mentioned as being paid by the local agency, which is required for Street Light Maintenance Services identified in the Request for Proposals for the amounts shown below. FEE FOR ALL PHASES OF PROJECT 1. Apprentice Electrician $ /hr. 2. Journeyman Electrician $ /hr. 3. Master Electrician $ /hr. 4. General Labor $ /hr. 5. Materials/Supply Cost + Mark-Up of % The undersigned further proposes to execute the attached contract within ten days after the date of the award, and to begin execution of the work within ten days of executing the contract with the County. The undersigned attests that the information contained within the proposal is accurate to the best of his/her knowledge. If selected, agrees to incorporate the requirement of this RFP in the final contract with the County. Name of Contractor: Address: SUMMIT COUNTY REQUEST FOR PROPOSALS ON CALL STREET LIGHT MAINTENANCE Contact Person: Telephone: E-mail: Signature of Person Authorized to bind Contract Typed Name of Signature Above/Position: