801-763-3050 American Fork City Public Works / Engineering Request for Proposals (RFP) Public Involvement Services American Fork City is soliciting proposals from qualified public relations firms to provide Public Involvement Services associated with the reconstruction of 900 West in American Fork. The proposed scope of work is attached to and made part of this RFP. Point of Contact: Questions concerning submission of a proposal in response to this RFP should be addressed to the American Fork Public Works/Engineering office named below Andy Spencer P. E. Howard R. Denney, L.S., P.E. City Engineer Special Projects Engineer Phone: 801-763-3060 Phone: 801-763-3050 Fax: 801-763-3005 Fax: 801-763-3005 aspencer@afcity.net howard@afcity.net In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions, amendments or supplements will be provided to all recipients of this initial RFP and all who have requested information in writing by emailing joann@afcity.net or sending a written response via US Mail to JoAnn Scott at the address indicated above. Oral communications shall not be binding to American Fork City and can in no way modify the terms, conditions, or specifications of this RFP or relieve the successful firm(s) of any obligations under any contract resulting from this RFP. General Instructions: American Fork City is seeking the services of a firm or firms with the necessary qualifications and expertise to provide Public Involvement, Public Relations services. The firm must have extensive experience, creativity, credibility, reliability and an established reputation in servicing governmental clients in the marketing, public relations and public affairs consulting field. The evaluation and selection of a firm or firms will be based on the information submitted in the Proposer s proposal including references. In order to properly evaluate the proposers, each Proposer must include in their submission the following documents. 1. A Cover Letter is required and should display clear understanding of the work, include a positive commitment to complete the work in the specified time-period, and briefly summarize why the firm should be selected. Address and contact information for each party in a proposed joint venture should be included. 2. Qualifications: Proposer submittals must include a statement of qualifications documenting the relevant qualifications of the firm or firms, as well as information summarizing the relevant qualifications of the personnel involved. A discussion of the firm s experience in public information services should also be included along with any projects intended to show the firm s experience in similar type work.
3. Cost Proposal: Proposers must submit a cost proposal using the form provided as Attachment A. Cost proposals may also detail in additional pages a scope of work plan if additional services are proposed beyond those listed in the RFP. There will be no advanced payment for start-up. Scope of Work: Work covered with this proposal will address public involvement as well as public relations and project public information advertisement. Scope of services sown are listed as minimum required services, proposer is able to provide services in excess of the minimum scope listed provided pricing is per the submittal. American Fork City is partnering with several other government organizations and neighboring municipalities to reconstruct the 900 West road corridor from the roundabout at Grassland Drive to approximately 900 North as Phase I of the project which may extend to 1120 North. It is the desire of all involved to provide adequate information to the public as a whole relevant to the project parameters, time schedule and community impact. Work shall include but not be limited to the following 1. Administrative Services 2. Initial meeting with American Fork representatives to layout public involvement plan and obtain/define project visioning and identify information. 3. Public Outreach Information Campaign minimum level: a: Information mailings (3 minimum, evenly spaced throughout project), b: Public Information Boards to be place at two locations identified by American Fork City and no smaller than 3 x 5 in size. Installation of signs coordinated with American Fork City. c: Weekly construction update email distributions. 4. Attendance at one pre-construction meeting, one Meet the Contractor night, and biweekly construction coordination meetings. 5. Personal visit to establish preferred notifications to all adjacent property owners including all shop/store managers in Costco area plazas and directly adjacent businesses in the Meadows. 6. Manage email account established by the City and respond to all stakeholder inquiries with regular input from project team members. 7. Advertisement of traffic routes and detour options via e-mail alerts and or other suggested methods. 8. Serve as single point of contact and project liaison for all stakeholder interaction, including all commercial and business establishments. 9. Create, operate and respond to a project Hotline, distribution of stake holder concerns and/or needs to project team members. Deliverables: Provide post project summary of all communications and final report, stakeholder database, Meet the Contractor mailer, open house material and summary, weekly construction updates and project hotline. Optional Deliverable: Project website Duration: Public involvement services shall commence on January 25, 2011 and continue through the construction completion. Project construction is anticipated to extend from April 1, 2012 through late September 2012. Proposer shall plan for services to extend through October 31, 2012. City will provide contact information available to date and mailer database used for initial public information meeting held
in November 2011. All other additional data base information will be gathered by awarded firm. Consultant will obtain pre-approval of City prior to distribution of informational materials to the public. Submission Guidelines: Proposers shall submit three (3) copies of the completed proposal, along with all materials required herein for acceptance of their proposal by 3:00 p.m. MST, on January 17, 2012 Mail to: American Fork City Engineer Andy Spencer, P.E. Deliver to: American Fork City Engineer Andy Spencer, P.E. Email submissions are also acceptable to: aspencer@afcity.net. Time of receipt on Mr. Spencer s computer will be used as time of submission compliance verification. Proposals received after the date and hour established above will be considered late proposals and will be automatically disqualified. Late proposals will be returned unopened.
801-763-3050 American Fork City Public Works / Engineering Request for Proposals (RFP) Public Involvement Services THIS PAGE MUST BE COMPLETED, PROPERLY SIGNED, AND RETURNED FOR THIS PROPOSAL TO BE CONSIDERED COMPLETE. CERTIFICATION I, the undersigned, affirm that this proposal is made on behalf of the below-named individual/company, for whom I have legal authority to commit to the terms and conditions set forth in the RFP and this response, to which I/we agree to be bound if this proposal is found acceptable by American Fork City Corporation; and that this proposal is made without any collusion or coercion on the part of any person, firm, corporation or other entity. Company Name: Address: Representative: Title: Phone: Fax: Email address: Signature: Date:
801-763-3050 American Fork City Public Works / Engineering Request for Proposals (RFP) Public Involvement Services Attachment 'A' Company Name: Cost proposal Address: Representative: Title: Phone: Fax: Email address: Signature: Date: Lump Sum Pricing for Public Involvement Services: $
E-VERIFY CERTIFICATION WHEREAS, the undersigned proposes to furnish labor and materials under a contract to provide Public Involvement Services for American Fork City Corporation, in the City of American Fork, County of Utah, which American Fork City is the Owner. NOW THEREFOR, this day of, 2012, the undersigned firm verifies its compliance with Utah Code Ann. G63-11-103 and 13-47-201, stating affirmatively that the individual, firm, or corporation which is contracting with American Fork City has registered with and is participating in a federal work authorization program in accordance with the applicability provisions and deadlines established in Utah Code Ann. G63-11-103 and 13-47-201. The undersigned contractor/firm further agrees that should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to the contract with American Fork City, of which this certification is a part, the undersigned contractor/firm will secure from such subcontractor(s) similar verification of compliance with Utah Code Ann. G63-11-103 and 13-47-201. The undersigned contractor further agrees to maintain records of such compliance and provide a copy of each such verification to American Fork City at the time the subcontractor(s) is retained to perform such services E-Verify Number ` Contractor (Name of sole ownership, corporation or partnership) {AFFIX CORPORATE SEAL HERE} (Signature of Authorized Representative) Title