General Information

Government Type

Municipality

Entity

Vernal

Public Body

City Council

Notice Information

Add Notice to Calendar

Notice Title

Request for Proposal and Market Information

Notice Type(s)

Notice

Event Start Date & Time

June 25, 2026 09:01 AM

Event End Date & Time

July 9, 2026 05:00 PM

Event Deadline Date & Time

07/09/26 05:00 PM

Description/Agenda

REQUEST FOR PROPOSAL / MARKET INFORMATION HYDROVAC EXCAVATION SERVICES Issued By: Utilities Department, City of Vernal Date of Issuance: June 25, 2026 1. Purpose & Objective The City of Vernal Utilities Department is seeking proposals and market pricing from qualified contractors regarding the availability and cost of hydrovac excavation services. The City is currently evaluating the feasibility of utilizing contracted services as an alternative to purchasing, maintaining, and operating a City-owned hydrovac truck. To make an informed, data-driven decision, the City intends to utilize contracted services on an as-needed trial basis. This request is issued solely to gauge market interest and determine competitive pricing; it does not obligate the City to enter into a contract or award work. Due to the variable nature of utility operations, the City anticipates utilizing multiple qualified vendors and does not intend to award an exclusive contract at this time. 2. Scope of Work The City requires qualified operators and fully equipped hydrovac trucks to perform intermittent, utility-related excavation and support work. This includes, but is not limited to: Daylighting underground utilities (potholing) Water and sewer utility repair excavations Main valve, water meter, and service line exposures Confined-space or limited-access excavation support Emergency utility break/leak response work Miscellaneous public works and stormwater excavation support Work will occur unpredictably throughout the year and will encompass both planned, scheduled projects and urgent emergency responses. 3. Requested Information & Submission Format Interested contractors must provide a formal response detailing the following components: A. Company Profile Official company name and business address Primary contact person (Name, Title, Phone, Email) Number of years providing commercial hydrovac services A brief statement of safety record/policy (OSHA compliance) B. Equipment & Operational Capabilities Number, type, and age of hydrovac units in your local fleet Technical specifications of available equipment (tank size, water capacity, CFM/vacuum power, boom reach) Standard mobilization response times for scheduled work vs. short-notice emergencies C. Rate Sheet & Pricing Structure Please provide a comprehensive, transparent breakdown of your rates: Standard hourly rate (Truck + Operator) Hourly rate for an additional swamper/laborer (if required or requested) Minimum hourly charge per mobilization or callout Premium rates (Overtime, after-hours, weekends, and holidays) Travel, portal-to-portal, or standby charges (if applicable) Emergency response premium rates (less than 4-hour notice) Fuel surcharges or miscellaneous fees (must be explicitly defined) 4. Spoils Disposal & Environmental Requirements City Site Disposal: At the start of each assignment, the contractor's debris tank may be inspected by City personnel. If the tank is certified empty and free of oils, hydrocarbons, or other environmental contaminants, the contractor will be permitted to dispose of the job's spoils at a designated City facility at no cost. Contaminated Materials: If a tank contains remnants of oil, hydrocarbons, or hazardous materials from a previous job, or if contaminated soils are encountered during the City excavation, the contractor is solely responsible for lawful disposal at a certified, approved third-party facility. Cost Exclusions: The City will not pay for disposal fees, additional travel time, or hauling costs associated with handling pre-existing or contractor-introduced contaminated materials. 5. Work Expectations & City Protections The frequency, duration, and volume of work will vary significantly based on seasonal needs and utility failures. Consequently, the City of Vernal makes no guarantees regarding: Minimum or maximum volume of work Frequency of service requests Guaranteed minimum annual hours or billings Exclusivity of services 6. Insurance & Compliance Requirements Respondents must confirm they can provide a Certificate of Insurance (COI) meeting or exceeding the following minimums prior to starting any work: General Liability: $1,000,000 per occurrence / $2,000,000 aggregate Automobile Liability: $1,000,000 combined single limit Workers' Compensation: Statutory limits as required by the State of Utah 7. Submission Details Please submit your response electronically via email or via physical mail to: Ivan Merrell, Utilities Superintendent City of Vernal Utilities Department 374 East Main St., Vernal, UT 84078 Email: imerrell@vernal.gov Phone: (435) 781-7132 Response Deadline: July 9, 2026, by 5:00 PM MDT 8. Reserved Rights of the City The City of Vernal explicitly reserves the right to: Request clarifying information or interviews from any respondent Accept or reject any or all submissions in whole or in part Utilize multiple separate contractors simultaneously based on rates, real-time availability, and project value Proceed with the independent purchase of City-owned equipment at any time without penalty or obligation to respondents

Notice of Special Accommodations (ADA)

NOTE: In compliance with the Americans with Disabilities Act, individuals needing special accommodations during this meeting should notify Ivan Merrell at 374 East Main, Vernal, Utah 84078, telephone: 789-2255.

Notice of Electronic or Telephone Participation

NA

Meeting Information

Meeting Location

374 East Main
Vernal, UT 84078
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Contact Name

Katherine Flaniken

Contact Email

kflaniken@vernal.gov

Notice Posting Details

Notice Posted On

June 25, 2026 09:02 AM

Notice Last Edited On

June 25, 2026 09:02 AM

Deadline Date

July 9, 2026 05:00 PM

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