General Information

Government Type

Municipality

Entity

Cedar Fort

Public Body

Town Council

Notice Information

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Notice Title

REQUEST FOR QUOTE (RFQ) Engineering Services: Subdivision & Commercial Plan Review and Inspections

Notice Type(s)

Notice

Event Start Date & Time

March 5, 2026 07:30 AM

Event Deadline Date & Time

03/13/26 05:00 PM

Description/Agenda

TOWN OF CEDAR FORT, UTAH REQUEST FOR QUOTE (RFQ) Engineering Services: Subdivision & Commercial Plan Review and Inspections (Residential Secondary) RFQ Issued: March 5, 2026 Quotes Due: March 13, 2026 by 5:00 PM (MDT) Delivery Method: Email one (1) PDF to wcook@cedarfort.gov Email Subject Line: 'RFQ - Plan Review & Inspections' 1. INVITATION The Town of Cedar Fort ('Town') invites qualified engineering firms to submit a quote to provide ongoing plan review and inspection services for: Subdivision permit reviews and inspections Commercial building permit reviews and inspections Residential plan reviews/permits and inspections (Secondary) The Town intends to select a firm that best meets the Town's needs based on qualifications, responsiveness, experience, and overall value. 2. BACKGROUND Cedar Fort is a municipality in Utah County, Utah. The Town seeks a responsive, qualified engineering firm to support Town staff by providing technical plan review and inspection services to ensure development occurs safely, consistently, and in compliance with applicable codes and standards. 3. SCOPE OF SERVICES 3.1 Plan Check for Buildings (Commercial; Residential (Secondary)) Review building plans for compliance with the International Building Code (IBC 2018) and applicable state/local amendments and standards. Provide written plan review comments and correction requirements. Calculate building permit fees per Utah Code 10-6-160 (or current applicable Utah law), consistent with the Town's permit processing. Use certified building plan checkers to perform this task. Certification numbers can be provided upon request. 3.2 In-Field Building Inspections (Commercial; Residential (Secondary)) Perform building inspections on a per-inspection basis according to the Town's inspection schedule and/or as requested by the Town. Use certified building inspectors to perform these inspections. Certification numbers can be provided upon request. Provide written inspection documentation for each inspection and, when requested, a certification letter to the Town. Note: Each inspection is based on a single site visit for that inspection type. If multiple visits are required, additional fees may apply per the selected firm's fee schedule unless otherwise agreed in writing. 3.3 Residential Permits and Inspections (Secondary) Given the limited residential development that may occur within the Town, residential plan reviews, permit support, and inspections will be requested only as needed and should be proposed on a time-and-materials (hourly) basis and/or per-inspection basis. 3.4 Commercial Site and Subdivision Reviews The selected firm will provide technical review for proposed commercial sites and subdivisions ranging from minor subdivisions to larger subdivisions. Technical review may include, as applicable: Grading & Drainage Plan Review Review grading and drainage plans for the overall development and individual lots, including finished grades, collection systems, detention facilities, and drainage paths. Urban Hydrology / Storm Drain Calculations Review storm drain calculations consistent with Town/County standards, including the appropriate design storm event for the project. Transportation Evaluate the anticipated impact of the new development or commercial building on the existing transportation system and advise the Town regarding the level of analysis needed. Utilities (Water System / Fire Flow / Demands) Evaluate the impact to the Town's water system to ensure the Town will be able to provide peak day demand, fire flow, and peak instantaneous demand consistent with minimum state standards and Town requirements. Geotechnical Study Determine whether a geotechnical study is required based on Town/County requirements. If submitted, review the report and coordinate with the Town and owner/developer regarding recommendations. 4. PLAN CHECK & INSPECTION PROCEDURES The Town anticipates the following workflow: 1. Cedar Fort obtains building plans and information from the owner/contractor/developer. 2. Cedar Fort emails the completed building permit application (Town form) along with building and site plans to the selected firm. 3. The firm completes building valuation and associated permit fee calculation (as applicable) and returns it to the Town for owner/contractor signature and/or Town processing. 4. Upon receipt of required signatures and a complete submittal, the firm commences plan review services per the firm's proposed fee schedule. 5. After plan review is complete, and during construction, the firm performs inspections based on the Town's schedule and project needs. Some projects may require one or two inspections; others may require multiple inspections. 6. The firm provides written documentation for each inspection and, when requested, a certification letter to Cedar Fort confirming inspection completion/status. 5. DELIVERABLES & TURNAROUND EXPECTATIONS Respondents shall propose typical turnaround times for: Initial plan review comments (commercial and subdivision) Re-review cycles Inspection scheduling/response time Final documentation (reports/letters) 6. QUOTE SUBMISSION REQUIREMENTS Quotes should be concise, organized, and include the following: 1. Firm Information Legal business name, address, and primary contact (name, phone, email) Utah business registration/authority to do business in Utah (if applicable) Summary of municipal plan review and inspection experience (Utah preferred) 2. Key Personnel & Qualifications Names/roles of plan reviewers and inspectors Licensure and certifications (certification numbers available upon request) Availability, response times, and service coverage area 3. Approach / Methods Proposed workflow for plan review, re-review, coordination with Town staff, and inspections Communication protocols and typical deliverables 4. Fee Schedule Hourly rates by classification (e.g., PE, plan reviewer, inspector, technician) Per-plan or per-inspection fees (if offered) Travel/mileage and any minimum charges (if applicable) Any after-hours/emergency rates (if applicable) 5. References At least three (3) municipal references (Utah preferred) with contact information 6. Exceptions / Assumptions Any assumptions, exclusions, or required conditions for providing services 7. EVALUATION CRITERIA Quotes will be evaluated based on: Relevant experience with subdivision and commercial development review/inspections Qualifications and certifications of assigned personnel Responsiveness and ability to meet turnaround expectations Fee structure and overall value References and past performance Familiarity with Cedar Fort Town code requirements and applicable Utah/County standards 8. SUBMISSION INSTRUCTIONS Email one (1) PDF quote to: wcook@cedarfort.gov Subject: RFQ - Plan Review & Inspections Deadline: March 13, 2026 by 5:00 PM (MDT) Late submissions may be rejected. 9. QUESTIONS Submit questions in writing by email to wcook@cedarfort.gov. Responses may be shared with all known respondents to ensure fairness. 10. TERMS & CONDITIONS 10.1 Procurement Reservation of Rights The Town reserves the right to: Reject any or all quotes, or any part of a quote. Waive informalities or minor irregularities in any quote. Request clarification or additional information from any respondent. Negotiate scope, schedule, staffing, and fees with the selected respondent. Cancel this RFQ or reissue it if it is in the Town's best interest. Issuance of this RFQ does not commit the Town to award a contract or pay any costs incurred in preparing a response. 10.2 Contract Requirement The selected firm will be required to enter into a written Professional Services Agreement with the Town, containing terms consistent with this RFQ. No work may begin until a contract is executed by the Town and, if required, approved by the Town Council. 10.3 No Guarantee of Work This RFQ is intended to secure ongoing support for subdivision and commercial plan review and inspections, and residential services on an as-needed basis. The Town does not guarantee any minimum amount of work, number of permits, number of inspections, or minimum compensation. Work will be assigned solely at the Town's discretion based on Town needs. 10.4 Compliance With Laws, Codes, and Town Requirements The selected firm shall comply with all applicable federal and state laws, and Town ordinances, including applicable Utah and local building and development standards. Respondents must be familiar with, and able to work within, Cedar Fort Town code requirements and applicable Utah County and State of Utah standards. 10.5 Licenses and Professional Qualifications The selected firm shall maintain, throughout the contract term: Appropriate Utah business registration and authority to do business in Utah. Professional licensure required for assigned personnel (e.g., Utah-licensed Professional Engineer, certified plan reviewers/inspectors as applicable). Any certifications represented in the quote (certification numbers available upon request). The Town may require replacement of personnel who do not meet performance or qualification expectations. 10.6 Insurance Requirements The selected firm shall procure and maintain insurance with carriers licensed to do business in Utah and with an A.M. Best rating of A- VII or better (or equivalent). Minimum coverage shall be: 1. Commercial General Liability (occurrence form) $1,000,000 each occurrence $2,000,000 general aggregate Coverage to include premises/operations, products/completed operations, contractual liability, and personal injury. 2. Automobile Liability (owned, hired, non-owned) $1,000,000 combined single limit per accident 3. Workers' Compensation Statutory coverage as required by Utah law Employers' Liability: $500,000 each accident / $500,000 disease policy limit / $500,000 disease each employee 4. Professional Liability (Errors & Omissions) $1,000,000 per claim $2,000,000 aggregate Coverage shall be maintained during the contract term and for at least two (2) years after final completion (or longer if required by the Town contract). Additional Insured / Certificates The Town of Cedar Fort, its officials, officers, employees, and volunteers shall be named as Additional Insured on Commercial General Liability and Automobile Liability policies. The firm shall provide certificates of insurance prior to commencing work and upon renewal. Policies shall provide the Town with at least 30 days' written notice of cancellation, non-renewal, or material change (10 days for nonpayment if required by insurer). 10.7 Indemnification To the fullest extent permitted by law, the selected firm shall indemnify, defend (with counsel acceptable to the Town), and hold harmless the Town of Cedar Fort, its elected and appointed officials, officers, employees, and volunteers from and against any and all claims, demands, damages, losses, liabilities, judgments, penalties, fines, costs, and expenses (including reasonable attorneys' fees) arising out of or related to the negligent acts, errors, omissions, or willful misconduct of the firm, its officers, employees, agents, or subcontractors in the performance of services under the contract. This indemnification obligation shall not be interpreted to require the firm to indemnify the Town for the Town's own negligence or willful misconduct. 10.8 Utah Governmental Immunity Act Nothing in this RFQ, any quote, or any resulting contract shall be construed as a waiver by the Town of Cedar Fort of any immunities, defenses, or limitations of liability available under the Utah Governmental Immunity Act or any other applicable law. Any contract shall expressly preserve all such immunities and limitations. 10.9 Independent Contractor The selected firm is an independent contractor and not an employee, partner, joint venturer, or agent of the Town. The firm shall be solely responsible for payment of wages, taxes, benefits, and all obligations to its personnel and subcontractors. 10.10 Subcontractors The firm may not subcontract material portions of the work without prior written approval from the Town. The firm remains fully responsible for the performance of all subcontractors. 10.11 Payment Terms and Invoicing Respondents shall propose billing terms in their quote. Unless otherwise agreed in writing: Invoices shall clearly describe work performed, hours by classification, inspection dates, and project identifiers. The Town will pay undisputed amounts pursuant to the terms of the final contract and applicable Utah law. The Town may withhold disputed amounts pending resolution. 10.12 Records, Audit, and Retention The firm shall maintain complete and accurate records related to services performed and costs billed. The Town (and, if applicable, the Utah State Auditor or other authorized entities) may review and audit such records upon reasonable notice during the contract term and for a period after final payment as required by law or contract. 10.13 Public Records and GRAMA Quotes submitted in response to this RFQ are subject to Utah's public records laws (GRAMA). If a respondent claims any portion of its quote is protected, it must clearly mark the specific portions as 'Confidential' and provide a brief written explanation of the legal basis for the claim. The Town's disclosure obligations will be governed by GRAMA and applicable law. 10.14 Conflict of Interest The selected firm shall disclose any actual or potential conflicts of interest that could affect its objectivity or performance. The Town may deem a conflict of interest disqualifying or require mitigation as a condition of award. 10.15 Term and Termination The contract term is anticipated to begin upon execution and continue for an initial period of [Three (3) years], with renewal options at the Town's discretion (if included in the final contract). Termination for Convenience: The Town may terminate the agreement at any time, with or without cause, upon written notice to the firm. The firm will be paid for authorized work performed up to the termination effective date, subject to contract terms and budget authority. Termination for Cause: The Town may terminate for cause if the firm materially breaches the agreement, fails to perform, or fails to maintain required licenses/insurance. 10.16 Non-Discrimination The selected firm shall comply with applicable federal and Utah non-discrimination laws in hiring and employment practices and in performance of services. 10.17 Governing Law and Venue Any contract resulting from this RFQ shall be governed by the laws of the State of Utah. Venue for any action shall lie in a court of competent jurisdiction in Utah County, Utah, unless otherwise required by law. Sincerely, Wyatt Cook Mayor, Cedar Fort Town, Utah wcook@cedarfort.gov

Notice of Special Accommodations (ADA)

Pursuant to the Americans with Disabilities Act, individuals needing special accommodations during this meeting should notify the Town Clerk, at 801-768-2147 at least 24 hours priors to the meeting.

Notice of Electronic or Telephone Participation

NA

Meeting Information

Meeting Location

50 East Center Street
Cedar Fort, UT 84013
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Contact Name

Kandice Johnson

Contact Email

clerk@cedarfort.gov

Notice Posting Details

Notice Posted On

March 09, 2026 10:30 PM

Notice Last Edited On

March 09, 2026 10:30 PM

Deadline Date

March 13, 2026 05:00 PM

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