Sandy RFP - 0208 (Impact Fee Study)

Description: Event Information Number: Sandy RFP - 0208 Title: Impact Fee Study Type: Request for Proposal Issue Date: 11/5/2026 Question Deadline: 11/18/2026 02:00 PM (MT) Response Deadline: 11/20/2026 02:00 PM (MT) Contact Information Contact: Georgia Keyser Address: Purchasing Department 10000 Centennial Parkway Sandy, UT 84070 Email: Purchasing@sandy.utah.gov Bid Attachments Exhibit A_Impact Fee Study.pdf Insurance Requirements Exhibit B - Certification of Proposal and Agreement to Terms and Conditions.pdf Certification of Proposal and Agreement to Terms and Conditions Requested Attachments Exhibit B - Certification or Proposal and Agreement to Terms and Conditions (Attachment required) Document in attachments. Please fill out and sign. Proposal (Attachment required) Please attach your proposal documents. Do not include cost in your proposal. 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 PURPOSE AND GOVERNING REQUIREMENTS Sandy City (City) seeks a qualified professional consultant to update its impact fee studies through a two-phase engagement: (1) Impact Fee Facilities Plan(s) (IFFP), and (2) Impact Fee Analysis/Analyses (IFA), with supporting fee schedules and implementation materials. The consultant shall review the City's 2022 studies, adopted master plans, capital facilities and improvement plans, current fee enactments, relevant financial records, and development forecasts. All work shall comply with Utah Code Title 11, Chapter 36a, Impact Fees Act (Act), as amended and effective for the applicable City action, and applicable notice requirements, including Utah Code §63G-30-102. References in this scope identify principal provisions and do not relieve the consultant of reviewing the complete current Act and intervening amendments. The consultant shall coordinate interpretations and final enactment language with the City Attorney. The City retains statutory decision-making, notice issuance, and adoption responsibilities. 3 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. 4 GENERAL INFORMATION A. Bid Information All bid documents and addenda will be available on Sandy City's IonWave website. 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. 5 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. 6 INSURANCE REQUIREMENTS 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. 7 FACILITIES AND EXCLUSIONS Evaluate the following categories only to the extent authorized as public facilities by Utah Code §11-36a-102 and otherwise eligible under the Act: • Parks, recreation facilities, open space, and trails; • Qualifying public safety facilities, including applicable statutory limitations on fire suppression vehicles and residential development; • Culinary water rights and water supply, treatment, storage, and distribution facilities; • Storm water, drainage, and flood control facilities; and • Other statutorily eligible public facilities expressly approved in writing by the City. Transportation, power, sewer, and secondary water are excluded from this engagement as they are services either not offered by the City or not in the City's current IFFP. The consultant shall distinguish eligible system improvements from project improvements, existing deficiencies, operations and maintenance, and other ineligible expenditures. No category is presumed fee-eligible merely because it is listed above. 8 PROJECT ADMINISTRATION AND COMMON REQUIREMENTS 1. Conduct a kickoff meeting; obtain and inventory available data; establish assumptions, service-area alternatives, deliverable formats, project milestones, review periods, and a statutory notice/adoption calendar. Identify data gaps and request City decisions promptly. 2. Review existing impact fee balances, restricted accounts, collections, expenditures, encumbrances, outstanding obligations, previously identified improvements, and applicable six-year expenditure/encumbrance and accounting requirements under Part 6 of the Act. 3. Review material amendments to the Act since the 2022 studies and provide a concise change memorandum explaining their effects on the updated plans, analyses, and implementation documents. 4. Provide a statutory compliance matrix identifying each applicable requirement, the report or enactment section addressing it, and any exceptions, assumptions, limitations, or implementation issues. 5. Use defensible population, employment, land-use, redevelopment, demand, cost, and growth assumptions, with source documentation. Coordinate with City departments and the City Attorney as directed by the Administrative Services Director. 6. Provide draft and final reports, concise layperson summaries, editable native spreadsheets with formulas and assumptions, GIS/service-area exhibits where applicable, and presentation-ready materials. Deliver accessible searchable PDF and editable Word/Excel files. 9 PHASE ONE - IMPACT FEE FACILITIES PLAN(S) Phase One shall be completed and submitted for City review before Phase Two is finalized. The consultant shall prepare an IFFP for each applicable facility category or a legally sufficient coordinated set of plans, and a separately usable public summary. 4.1 Statutory Facilities Planning For each facility and proposed service area, the IFFP shall expressly address all elements of Utah Code §11-36a-302, including: 7. Identify the existing level of service; 8. Establish the proposed level of service and explain its basis and statutory limitations; 9. Identify existing excess capacity available to accommodate anticipated future growth; 10. Identify and quantify the demands placed on facilities by new development activity at the proposed level of service; and 11. Identify how the City proposes to meet those demands, including eligible system improvements, timing, financing, and reasonable supporting assumptions. Evaluate the statutory restrictions on proposed levels of service above existing levels. If a higher level is proposed, identify separately the improvements and independent funding required to serve existing development within the statutory period; do not allocate those costs to impact fees. Identify existing deficiencies and non-growth costs separately. 4.2 Facilities, Costs, Financing and Coordination 12. Review relevant master plans, adopted capital facilities plans, asset inventories, capacity studies, historical and forecast growth, development patterns, and the 2022 impact fee studies; reconcile differences and document assumptions. 13. Identify facility capacity, location, project scope, eligible system improvements, planning horizon, preliminary cost estimates, and the relationship of improvements to forecast new development. Distinguish system improvements from project improvements. 14. Consider all reasonably available financing and offsets, including grants, bonds, interfund loans, taxes, user charges, impact fees, and anticipated or accepted dedication of system improvements, as applicable under §11-36a-302 and the Act. 15. Identify potential fee-service-area alternatives, including The Cairns, using sound planning or engineering principles and supported geographic boundaries; identify cross-area benefits and costs attributable to existing development. 4.3 Review, Certification and Adoption Support 16. Prepare the written professional certification required for the IFFP under Utah Code §11-36a-306, signed by the qualified preparer, using the statutory language applicable at the time of completion. 17. Prepare the IFFP summary and provide technical content and draft materials for required notices and public availability, including notice of intent and plan adoption/amendment procedures under §§11-36a-501 and 502, as applicable. Coordinate timing with the City before contract execution and commencement of affected work. 18. Attend City staff/development-community review meetings and City Council meetings or hearings, including presentation and responses to technical questions; identify any additional meetings separately in the proposal. 19. Revise drafts in response to consolidated City comments and public-hearing direction; provide final adoption-ready IFFP(s), summaries, exhibits, certification, and compliance matrix. PHASE TWO - IMPACT FEE ANALYSIS/ANALYSES After the Phase One technical findings are established, prepare an IFA and public summary for each facility category and appropriate service area. The IFA shall satisfy Utah Code §§11-36a-304 and 305 and demonstrate the statutory basis and maximum supportable amount for each recommended fee. 5.1 Core Impact and Proportionate-Share Analysis 20. Identify the anticipated impact on or consumption of existing facility capacity by anticipated development activity; 21. Identify impacts on system improvements needed to maintain the established level of service; 22. Demonstrate the reasonable relationship between anticipated development activity and those impacts; 23. Estimate the proportionate share of recoverable existing-capacity costs and eligible future system-improvement costs reasonably attributable to new development; and 24. Document the calculation of each impact fee, including demand units, land-use classifications, allocation factors, credits, and maximum justified rates. 5.2 Required Cost and Offset Factors Expressly evaluate and document all applicable factors under §11-36a-304(2), including: • Actual costs of existing facilities with excess capacity and eligible costs of system improvements; • Other financing sources, including taxes, user charges, grants, debt and other funding; • New development's contributions to facility costs through other financing mechanisms, both for existing capacity and future improvements, to avoid inequitable allocation or double recovery; • Required credits for qualifying developer dedications and improvements; • Extraordinary costs attributable to servicing new development; • Time-price differentials and the assumptions and methods used to compare costs incurred at different times. Use realistic cost estimates, disclose underlying assumptions, and exclude ineligible costs, existing deficiencies, maintenance and operating expenses, and costs allocated to existing development. Address the statutory restrictions applicable to qualifying fire suppression vehicles, including residential components of development. 5.3 Service Areas and The Cairns Evaluate a citywide fee structure against separate service areas, including the downtown master plan area known as The Cairns. Assess geographic boundaries, growth and land-use intensity, existing and proposed service levels, capacity, project location, beneficiaries, cross-area benefits, and proportional demand. Support any proposed service area with sound planning or engineering principles consistent with §11-36a-102 and the Act. Do not base a differential fee solely on density, amenities, or the location of spending. Present separate optional pricing in the consultant proposal for the analysis and documentation of multiple service areas. 5.4 Redevelopment, Credits and Administration 25. Recommend defensible procedures for demolition, rebuilding, redevelopment, expansion, changes in use, and replacement of existing structures. Determine existing demand and net additional demand, address previously paid fees and qualifying credits, and identify applicable exemptions or adjustments under the Act. 26. Review current City impact fee structure and ordinances; recommend revised classifications, fee schedules, service-area schedules, administration, calculation worksheets, individualized assessment procedures, credits, reimbursements, appeals and recordkeeping, as applicable. 27. Provide a recommended fee schedule showing the maximum legally justified fee and, where requested, policy alternatives at or below that maximum, with transparent calculations and a reconciliation to the IFFP and IFA. 5.5 Implementation and Public Process 28. Prepare the IFA certification required by §11-36a-306, signed by the qualified preparer and using applicable statutory language, including the required treatment of other funding sources and offsets. 29. Prepare a clear layperson summary, final IFA(s), cost and demand schedules, fee calculation workbooks, service-area maps, and statutory compliance matrix. 30. Provide technical content and draft materials for applicable notices, availability periods, hearings and enactment procedures under §§11-36a-503 and 504 and related provisions. The City shall issue official notices and conduct formal adoption proceedings. Address the required preliminary notice before the City prepares or contracts to prepare an IFA. 31. Assist in preparing an adoption-ready proposed impact fee enactment/ordinance and supporting exhibits meeting applicable §§11-36a-401 and 402, including calculation methodology, service areas, fees, credits/adjustments, and effective-date provisions. Account for the statutory minimum 90-day period before the enactment takes effect. 32. Attend staff/development-community review meetings and City Council meetings or hearings, present findings and implementation documents, answer technical questions, and incorporate consolidated City revisions. 33. Identify foreseeable legal or methodological challenges, supporting documentation, and feasible mitigation measures. Upon City request, provide separately priced technical assistance in administrative or judicial challenges, including records, analysis, declarations, and expert testimony, coordinated with the City Attorney and applicable Part 7 procedures. DELIVERABLES AND ACCEPTANCE 1 Kickoff work plan, schedule, data request, statutory notice/adoption checklist and 2022-to-current statutory change memorandum. Phase One draft and final IFFP(s), layperson summary, signed certification, maps, cost/capacity schedules and compliance matrix. Phase Two draft and final IFA(s), layperson summary, signed certification, fee schedules, service-area alternatives, redevelopment and credit procedures, and compliance matrix. Editable calculation models and underlying data, documented assumptions and sources, searchable PDFs, editable Word/Excel originals, and presentation materials. Draft public-process materials and proposed enactment with effective-date and implementation checklist. Each phase shall include a draft review cycle and a final corrected submission. City acceptance is conditioned on completeness, consistency across deliverables, and resolution of material City comments; acceptance does not transfer statutory adoption authority or constitute a legal opinion. PROPOSAL REQUIREMENTS AND PRICING Proposals shall describe team qualifications (including professional certification responsibility), experience with Utah municipal impact fee studies, methodology, data needs, work schedule, project manager, staff hours, and deliverables. Do not include pricing in your proposal. Please provide an all inclusive pricing in the line items. If you would like to submit a cost break-down, please submit it as a separate attachment. STATUTORY COORDINATION NOTE The City and consultant shall confirm the current statutory text, amendment effective dates, required notice timing, certifications, and adoption sequence with the City Attorney before issuing notices, executing the IFA consulting agreement, or adopting any plan or enactment. In any conflict between this scope and controlling law, controlling law governs and the consultant shall promptly identify the issue in writing. PROPOSAL RESPONSE OUTLINE Section 1: INTRODUCTION. The introduction should include a description of your firm or team. Include the name, emails and telephone number of the designated contract person in your firm. Section 2: QUALIFICATIONS. The qualifications of the Consultant should include each staff member proposed to be assigned to the project. Section 3: EXECUTIVE SUMMARY. An executive summary will briefly describe the Consultant's approach and clearly indicate any options that need to be highlighted or alternatives being proposed. It should also indicate any major requirements that cannot be met by Consultant. Section 4: SAMPLE WORK. The sample work should include samples of work completed on similar projects. Section 5. TIMELINE. The timeline should include a step by step work plan for your proposal with a timeline. Section 6. ASSESMENT OF CITY RESOURCES. The assessment should include an assessment of the type of data and other information required from the City, and an estimated amount of time City staff will spend on the project, along with a list of potential information that will be required from each department. Section 7: REFERENCES. A list of references of clients with the same project type, including names, email addresses and telephone numbers of those to contact. Section 8: MICELLANEOUS. Miscellaneous additional information and attachments including company literature and catalogs. 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. 30 Points: Cost 20 Points: Past Experience (more consideration given to work conducted in Utah) 20 Points: Firm Qualifications and relevant experience 15 Points: Project Management, Schedule and Communication 15 Points: References 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 Total "not to exceed" cost of the project including items such as a suggested payment schedule, hourly billing rates, and other associated cost. Rate: $ Total: $ Supplier Notes: No bid Additional notes (Attach separate sheet) Supplier Information Company Name: Contact Name: Address: Phone: Fax: Email: By submitting your response, you certify that you are authorized to represent and bind your company. (Print Name) (Signature)