1-AGS133512 Scheduling Software RFP COMPLETE.pdf

REQUEST FOR PROPOSALS

SALT LAKE COUNTY

Rides for Wellness Scheduling Software

RFP # AGS133512

Date of Issue: September 16, 2026

Aging & Adult Services

TABLE OF CONTENTS

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals

1.2 Deadline for Proposal Submission

1.3 Projected Schedule for the RFP Process

1.4 Pre-Proposal WebEx Meeting

1.5 Question Submission

Part 2: Scope of Work and Requirements

2.1 Background

2.2 Scope of Work

2.3 Length of Agreement

2.4 Fee and Escalation Clause

2.5 Insurance Requirements

2.6 Proposal Format / Submission Requirements

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

3.2 Written Agreement Required

3.3 Notice to Proposers

EXHIBIT A – Exhibit A Functional Technical Specifications EXHIBIT B – Pricing Schedule EXHIBIT C – References EXHIBIT D – Project Plan EXHIBIT E – Sample Agreement Acceptance EXHIBIT F – Certificate of Final Acceptance EXHIBIT G – Privacy Criteria

ATTACHMENT A – Proposal Cover Summary ATTACHMENT B – Request for Protected Status ATTACHMENT C – Procurement Preference System ATTACHMENT D – Environmental Compliance Practices ATTACHMENT E – Example RFP Contract

Part 1: Overview and Instructions

1.1 Purpose of the Request for Proposals “RFP”

Salt Lake County, on behalf of Aging & Adult Services, “County” is soliciting proposals from qualified firms, “Proposer / Contractor” to provide a vendor hosted Rides for Wellness scheduling software, preferably completely web based.

This RFP is intended to provide interested Proposers with sufficient minimum requirements. The requirements in the Scope of Work for this RFP are not intended to limit a proposal's content or creativity. Proposers may submit innovative ideas, new concepts, and optional features in response to this RFP.

Proposers are encouraged to expand upon the specifications to give additional evidence of their ability to provide the services requested in this RFP. However, Proposers must address the needs and requirements stated in the Purpose and

Scope of Work of this RFP.

The award of additional features beyond the minimum requirements is in the

County’s sole discretion and will be clearly identified in the resulting contract if it is deemed appropriate by the County and falls in line with the initial RFP Scope of Work.

1.2 Deadline for Proposal Submission

Proposals must be uploaded before 1:00 PM on Wednesday, October 7, 2026 in Contracts and Procurement online solicitation system, the Utah Public Procurement Place (U3P) powered by Euna:

https://utah.bonfirehub.com/portal/?tab=openOpportunities No proposals will be accepted after the closing date and time.

1.3 Projected Schedule for the RFP Process

County reserves the right to modify the following schedule at its discretion:

Activity Date

Pre-Proposal WebEx Meeting Weds., Sept. 23rd Final day to submit questions Weds., Sept. 30th https://utah.bonfirehub.com/portal/?tab=openOpportunities

Proposal Due Date Weds., Oct. 7th Proposer Interviews (If needed) Weds., Oct. 21st

1.4 Pre-Proposal WebEx Meeting

Interested Proposers are invited to participate in a pre-proposal WebEx meeting to discuss the project and to ask questions about this RFP. It will be held on Wednesday, September 23, 2026 beginning at 10:30 am. Please contact Michael Emery, Jr. at MEmery@saltlakecounty.gov to request the WebEx meeting information.

Proposers are encouraged to submit their questions in writing before the meeting through the county’s online solicitation system the Utah Public Procurement Place (U3P) powered by Bonfire. The meeting is for informational purposes only and is not binding. If the RFP needs to be modified or clarified, the County will issue a written amendment on U3P.

1.5 Question Submission

Questions may be submitted through U3P until the deadline for questions submission, which is Wednesday, September 30, 2026 at 1:00 pm. Answers to the questions will be posted in U3P Bonfire for everyone to view. Do not contact County officers or employees, or selection committee members.

Part 2: Scope of Work and Requirements

2.1 Background

The Agency mission is: Promoting Independence through Advocacy, Engagement, and Access to Resources. For over 45 years, Salt Lake County Aging and Adult Services has been the designated Area Agency on Aging (AAA) for the Salt Lake County geographical area. The AAA provides the Older Americans Act mandated services. These services include transportation to older adults. Aging and Adult Services has chosen to prioritize the transportation services available to medical rides. Other services provided by Aging and Adult Services include Meals on Wheels home delivered meals, Congregate Nutrition at 15 local senior centers, In-home services and Case Management, Outreach and Referral services and Volunteer Services. In an effort to not duplicate services, SLCO Aging and Adult Services collaborates with other community agencies and organizations that provide services to older adults within the Salt Lake County area. SLCO Aging and Adults Service is the primary service provider to older adults in Salt Lake County.

mailto:MEmery@saltlakecounty.gov

The Rides for the Wellness (RFW) Program with 25 vehicles provides 3,000 monthly/ 36,000 yearly rides to older adults 60 years of age or older in Salt Lake County to essential medical appointments. The Older Americans Act (OAA) contains a transportation service segment for older adults. Partial funding is received through the OAA to provide these services. The target population and service delivered in each Area Agency on Aging is somewhat different, but the priority set forth through the OAA states that transportation must be provided for those most in need, which includes low income and minorities. Clients accessing service must be 60+ and reside in Salt Lake County. Aging and Adult Services has chosen to prioritize services to medical appointments and for life treatments such as chemotherapy, dialysis and radiation.

The intent of this initiative is to solicit information from vendors to compare features, enhancements, and cost of transportation scheduling software currently available. Upon selecting a vendors’ product that meets the requirements and can enable the organization to continue to meet clients demands for rides, the product will be implemented.

2.2 Scope of Work

Recognizing that the software for the Rides for Wellness Program is fundamental to the program’s effective and efficient operations, please complete Exhibit A detailing the functional and technical requirements of the scheduling software.

We anticipate having the following level of users:

User Type Number

Administrative Up to 12

Dispatch Up to 6

Reservationists Up to 6

Drivers (Access to Tablets Only) Up to 30

Current System Environment:

Third party software applications currently in use will utilize a variety of database management systems including SQL.

Expected Benefit:

The expected benefit from a hosted partnership is minimum down-time of mission critical applications due to hardware and/or software failure.

2.3 Mandatory Requirements and Minimum Qualifications

Minimum Specified Requirements Proposer must address the requirements detailed in Exhibit A. Proposer shall complete the exhibit by answering in the affirmative or offer a satisfactory explanation for any deviations from the specified requirements.

Proposer must have 5 years of experience providing transportation scheduling software.

Proposer must have a business plan or business agreement for security of confidential information including information covered under Health Insurance Portability and Accountability Act.

Performance is important to County. Proposer will put at risk a proposed percentage of the monthly fees for failure to meet the following:

• Timely implementation and other key benchmarks as identified in the project kick-off meeting

• 99.5 system up time

• Other guarantees proposed

2.5 Length of Agreement

The contract resulting from this solicitation will become effective on the date of execution with a two (2) year term with four (4) two (2) year renewal periods.

If maintenance and support is proprietary to the software it may be renewed yearly for as long as the software is used.

There is no guarantee that contract(s) will be awarded from this solicitation.

2.6 Fee and Escalation Clause

The price(s) proposed must be guaranteed for the initial two (2) year period. The County’s budget is on a calendar year. Thereafter, a price adjustment must be requested by July 30th for the following year. A request for a price increase must include sufficient documentation supporting the request. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

All pricing shall be firm for the initial two (2) year Term of the Agreement. Should the agreement be renewed beyond the initial Term, Provider may petition the

County for a maintenance cost increase for each one (1) year renewal term. Any request for a maintenance cost increase must be submitted in writing, with supporting documentation, at least thirty (30) days prior to the end of the initial Term (or thirty (30) days prior to the end of each renewal term, if any. Any price increase request not granted in writing by the County is to be deemed denied thirty (30) days after the date of submission of each written price adjustment request.

2.7 Insurance Requirements

Insurance Requirements. Contractor agrees to secure and maintain the following required policies of insurance before commencing work on the project:

2.7.1 Workers’ Compensation. Workers’ compensation insurance with statutory limits as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law and Employers Liability insurance with minimum limits of $1,000,000 per Accident;

$1,000,000 Disease per employee; $1,000,000 Disease per policy. The policy shall be endorsed to include a written waiver of the insurer's right to subrogate against County. This requirement includes contractors who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships.

2.7.2 Commercial General Liability. Commercial general liability insurance on a standard occurrence form, in the minimum amount of $500,000 per occurrence with a $1,000,000 general policy aggregate. If Contractor maintains higher limits than the specified minimum limits, County requires and shall be entitled to coverage for the higher limits maintained by Contractor. The policy shall protect County and Contractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Contractor’s acts or omissions under this Contract, whether performed by Contractor itself, any subcontractor, or anyone directly or indirectly employed by either of them.

Such insurance shall provide coverage for premises operations, acts of independent contractors, and completed operations. Completed operations insurance shall be maintained for three (3) years after the end of the warranty period.

2.7.3 Commercial Automobile Liability. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, in the minimum amount of $500,000 per person, $1,000,000 per accident, $250,000 property damage or a single combined limit of $1,000,000.

2.7.4 Errors and Omissions. Contractor shall carry errors and omissions insurance in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate.

2.7.5 General Requirements for Liability Insurance.

2.7.5.1 Salt Lake County shall be endorsed as an additional insured on all liability policies. The endorsement shall include liability arising out of ongoing and completed operations by or on behalf of the Contractor in the performance of the Contract. Required policies shall be endorsed to include a written waiver of the insurer's right to subrogate against all persons or entities that are, or are required to be, additional insureds.

2.7.5.2 Required policies shall cover inter-insured suits between Contractor and the additional insureds and shall include a “separation of insureds” or “severability” clause which treats each insured separately.

2.7.5.3 Contractor shall furnish certificates of insurance, acceptable to County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

2.8 Proposal Format / Submission Requirements

Submit proposals in the online solicitation system (U3P). All proposals should be formatted as three (3) separate PDFs: 1) Program Proposal; 2) Pricing Proposal; and 3) Supplemental Attachments (Optional). NO MORE THAN

THREE (3) SEPARATE DOCUMENTS SHOULD BE SUBMITTED.

Proposers must submit a narrative response to the elements outlined in 3.1 Evaluation and Scoring Criteria and conform to the submission requirements listed below.

Proposals not following the Proposal Format/Submission Requirements outlined herein, may result in being deemed non-responsive.

1. Program Proposal (PDF #1):

A. Document #1 (Program Proposal) should begin with the completed Attachment A Proposal Cover Summary (Required). Attachment A is not included in the page count.

a. Table of Contents should be included, organized in the same order as the Evaluation Criteria in Section 3.1 (not included in the page count).

b. Format should be 1) 8-1/2 X 11 size with white background 2) portrait layout only and 3) black 12-point font. Section headings may be in color and a larger font.

c. The PDF view should be in Single-Page layout.

d. Title page, cover letters are not required but are acceptable (not included in the page count).

B. The narrative response to the elements outlined in 3.1 Evaluation Scoring Criteria may not exceed [30-pages].

C. The Program Proposal should include within the PDF all exhibits (Resumes count toward the narrative limit, all other exhibits do not count toward the narrative limit).

D. The Program Proposal PDF with all attachments, exhibits, appendices, etc., is limited to 10 MB to allow for electronic distribution.

2. Pricing Proposal (PDF #2):

A. Excel in lieu of PDF documents are acceptable unless otherwise specified in the RFP.

3. Attachments (PDF #3)

A. Attachments B, C, D, E (Optional)

1. If requesting protected record status complete Attachment B and upload a redacted program proposal.

• All documents submitted in response to this RFP will be treated as public records in accordance with GRAMA unless a claim of business confidentiality is submitted. Refer to Section 3.3.A.

• Failure to provide a redacted copy, or otherwise comply with the requirements, waives your request for protected record.

2. If requesting preferences, include the completed Attachment C and proof. Refer to Section 3.1.A.

3. Attachment D County’s Environmental Compliance Practices and Non-

Debarment Certification compliance. Proposers should attest to the Attachment D compliance statement in the U3P event Questions Section. Proposers are not required to submit a signed Attachment D.

4. If requesting alterations to Attachment E or the RFP per Section 3.2 of this RFP, include a PDF of items requested and reasonable alteration desired.

Part 3: Response Evaluation and Notice to Proposers

3.1 Evaluation and Scoring Criteria

Response to the program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation utilizing the point system listed below. Committee Members individually score the proposals and rank them 1st, 2nd, 3rd, etc. according to their total score. The following point system is utilized:

Excellent (5): If the proposal offer exceeds expectations, with an excellent probability of success in achieving all requirements of the RFP, and is very detailed in providing innovative ideas, new concepts or optional features applicable to the project; a score of “5” is given.

Good (4): If the proposal offers a very good probability of success, achieves all requirements of the RFP in a reasonable fashion and provides some innovative ideas, new concepts or optional features applicable to the project; a score of “4” is given.

Acceptable (3): If the proposal offers a reasonable probability of success, but some of the requirements may not be met and does not include innovative ideas, new concepts or optional features applicable to the project; a score of “3” is given.

Poor (1-2): If the proposal falls short of expectations and has a low probability of success; a score of “1-2” is given.

Unacceptable: If the approach completely fails the requirements; a score of “0” is given.

Proposals will be evaluated, scored, and ranked on the following criteria. The program proposal is 65% of the scoring and the pricing proposal is 35% for a total of 100.

1. Program Proposal The program proposal will be evaluated, scored, and ranked by a Selection Committee. Each member of the committee will be provided a score sheet to complete the proposal evaluation.

10% Proposer's Team Qualifications:

Provide a brief description of Proposer's background. Identify the type of business (corporation, partnership, sole proprietor, etc.) under which Proposer's firm operates, date business started, and license number to do business in the State of Utah. If any part of the work will be provided by a subcontractor(s), please state their company name, their role in a resulting contract, and the estimated amount of time.

The proposed project staff shall include the account manager, project manager, lead trainer, technical architect, and all other key staff to be assigned to the County's project. Proposers must provide an outline of all proposed individuals, including their major areas of responsibility during the project and the percentage of time that each will be dedicated to the project. Exhibit D shall be included in this section.

Proposer must have a business plan or business agreement for security of confidential information including information covered under Health Insurance Portability and Accountability Act. Include the business plan or business agreement in your proposal or a link where the Selection Committee Members can view.

10% Relevant Experience & References: Provide detailed relevant experience for projects of similar scope and comparable size which shall include the following: name of client, contact person and current phone number, brief description of project, date, total contract amount, and any other pertinent information regarding the experience. County may contact any or all of your clients for a reference.

Identify the number of current customers using the proposed transportation scheduling system. Please complete Exhibit C - References for three (3) of your customers that have used the same software proposed to the County for a minimum of 5 years.

We expect to receive positive feedback from three current clients who utilize the products or features you are proposing, and if requested see them in use by said clients. The County may contact any or all of the Proposer's clients for a reference.

35% System Functionality: Provide a detailed response to each question in Exhibit A - Functional and Technical Requirements as well as the proposed solution as demonstrated and set forth in the complete proposal including all exhibits.

Demonstrate how your solution will comply with applicable federal, state, and local data privacy laws and best practices and maintain data encryption in transit and at rest and ensure user access controls and audit trails are in place.

10% Project Management Plan: Each Proposer is required to provide a high-level project plan that includes elements of project management. County is requesting a "Go-Live" date of January 1, 2027.

1. Include a timeline with milestones and deliverables.

2. Provide details as to what the County’s responsibility is and what is the Proposer's responsibility.

3. Include names of personnel, their capacity, ability, and hours that each will spend on this project.

4. Describe the County personnel and the skill level needed.

5. Describe the communication plan.

6. Proposer should also discuss any foreseen risks in meeting the County's go-live date.

a) Approach: Proposers must provide a description of how they will successfully conduct the complex aspects of budget, scope, and aggressive schedule management, as well as the project management methodology to be utilized, including a list of any supporting software. This description shall include information about overall project management techniques, issue management approaches, status reporting, meeting facilitation, and staffing.

b) Quality Assurance: Proposer must include a description of the QA process to be utilized for the project tasks, schedule, deliverables, and testing. Address how Proposer will ensure that work related to production is acceptable, deliverables are on track, and expectations are met or exceeded. The QA process is expected to be proactive to ensure not only that the schedule is met, but also that product and service quality is maintained.

c) Project Schedule: The project schedule must include a timeline identifying all major tasks. This schedule will contain a breakdown of all tasks and subtasks required to successfully complete the project. For each identified subtask, the Proposer shall include the following information:

i. Resource assignments (e.g., solution provider staff, local agency staff)

ii. Milestones

iii. Key dates

iv. Deliverables

d) Service Level Standard: Proposer shall submit their sample service level standard agreement for review by the Selection Committee. If not covered in SLA, submit the following information:

i. Technical support hours for MST including weekends and holidays

ii. Remediation escalation

iii. Downtime for patches and upgrades

iv. Quarterly partner business meetings

e) Performance Guarantees: Performance is important to County. Proposer will put at risk a proposed percentage of the monthly fees for failure to meet the following:

• Timely implementation and other key benchmarks as identified in the project approach, quality assurance and schedule

• 99.5 system up time

• Guarantees proposed concerning service level

• Other guarantees proposed

15% Technical Compliance: The technical requirement questions in Exhibit A will be scored by the selection committee and also subject matter experts

2. Pricing Proposal:

The pricing proposal will be reviewed separately.

20% The pricing proposal will be scored by Contracts and Procurement.

Complete Exhibit B - Pricing Schedule.

In scoring each pricing proposal, Salt Lake County will consider its total cost of ownership. Thus, the County will factor all necessary costs and expenses it would incur - in addition to the price stated in the proposal - incidental to the proposal. Such costs and expenses may include implementation costs, staff time, security costs, and ongoing support and maintenance costs provided by Salt Lake County.

Salt Lake County reserves the right to adjust its rates or methods if necessary to consider an unanticipated proposal or solution.

County is not willing to pay an hourly fee for travel time. No additional reimbursement beyond the fees specified will be considered.

A. Preference System Salt Lake County may adjust scoring pursuant to its Preference System established by ordinance and policy. Please complete Attachment C preference system and include the required proof of request.

B. Interview, Demonstration, and Site Visit.

The Selection Committee may invite Proposers for an interview, demonstration, or conduct a site visit. The purpose is clarification and verification of the written proposal. The Selection Committee may re-score the proposal after the interview, demonstration, or site visit.

C. Recommended Award After the Selection Committee has completed their evaluation, they will notify the County Mayor of the top-ranked Proposer. Award is conditioned upon the execution of a satisfactory contract.

D. Debrief Meetings Debrief meetings with the selection committee members will not be allowed, however, a Proposer may discuss the RFP process with the chair/facilitator of the committee at any time.

3.2 Written Agreement Required

The selected Proposer must agree to all requirements in the RFP scope of work.

The selected Proposer must also be willing to enter into a written agreement with County and agree to all the terms set forth in the Example Contract, attached to this RFP.

If you wish to request alterations to the RFP, including any of the terms of the example RFP Contract (Attachment E), or any of the exhibits, attachments, or addenda, the alterations must be specifically identified in your proposal with reasonable alternatives presented. Any such exceptions must be submitted as a separate PDF and labeled “Requested Alterations.” Only those alterations so specified will be available for discussion or negotiation. Proposer understands that deviations from the Example Contract are made at the County’s sole discretion.

Proposers 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 Proposer prior to full execution of a written agreement is done at the Proposer’s sole risk.

3.3 Notice to Proposers

By submitting a proposal to this RFP, Proposer understands and agrees to the following:

A. Government Records Access and Management Act (GRAMA):

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 all of the following: (1) a written claim of business confidentiality, (2) a concise statement of reasons supporting the claim of business confidentiality, and (3) a separate copy of the proposal with the information requested to be protected redacted. Failure to comply with any of the three requirements for a claim of business confidentiality waives the request for protected record. 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.

B. Copyrighted Material Waiver: In the event that the proposal contains copyrighted or trademarked materials, by submitting its proposal the Proposer grants the County the right to use, reproduce, and publish the copyrighted or trademark materials in any manner the County deems necessary for conducting County business and for allowing public access to the responses under GRAMA or otherwise, including but not limited to photocopying, County Intranet/Internet postings, broadcast faxing, and direct mailing.

If the proposal contains materials whose copyright or trademark is held by a third party, it is the Proposer’s sole responsibility to obtain permission from that third party for the County to reproduce and publish the information.

By submitting its proposal, the Proposer certifies that it owns or it has obtained all necessary approvals for the reproduction or distribution of the contents of the 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.

C. Restrictions On Communications: From the issue date of this solicitation until a Proposer is selected and the selection is announced, Proposers are prohibited from communications regarding this procurement with agency staff, evaluation committee members, or other associated individuals EXCEPT the Buyer overseeing this procurement. Failure to comply with this requirement may result in disqualification.

D. 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. Proposer 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.

E. 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.

F. Costs: Proposers 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.

G. Licensing: All applicable federal, state, and local licenses must be acquired before the contract is entered into between County and the selected Proposer. 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: https://corporations.utah.gov/.

H. Changes or Modifications: Any changes or modification to the RFP will be made by written addendum. Proposer submitting a proposal based on any information other than that contained in County’s RFP and any amendments (addenda), do so at their own risk.

I. Receiving Proposals: Contracts and Procurement will administer receipt and opening of all proposals. After the closing time, only the identity of each Proposer will be made public. If only one proposal is received in response to County request, Contracts and Procurement, in coordination with the agency requesting the project, may recommend entering into a contract to the single Proposer if the conditions cited above are met.

Alternatively, Contracts and Procurement may re-solicit for the purpose of obtaining additional proposals.

J. 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.

K. Protests: Pursuant to Salt Lake County Code of Ordinances § 3.20.150, a https://corporations.utah.gov/ protest in regard to the RFP document must be submitted in writing prior to the RFP closing date. All other protests must be submitted in writing within five (5) business days after notification of the award is posted on U3P. A protestor may file only one (1) protest after the RFP closing date.

Protest letters must specifically and completely state the facts that the protestor believes constitute error in the RFP document or the award.

L. Free and Competitive Selection: Any agreement or collusion among prospective Proposers to fix a price or limit competition will render the proposal void, and such conduct is unlawful and subject to criminal sanction. By submitting a proposal, the Proposer hereby certifies that no one in its firm or company has either directly or indirectly restrained free and competitive selection, participated in any collusion, or otherwise taken any action unauthorized by County Purchasing Ordinances or applicable law.

M. Ethical Standards: Proposer represents that it has not: (a) provided an illegal gift to any County officer or employee, or former County officer or employee, or to any relative or business entity of a County officer or employee, or relative or business entity of a former County officer or employee; (b) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees of bona fide commercial agencies established for the purpose of securing business; (c) breached any of the ethical standards set forth in State statute or Salt Lake County Code of Ordinances § 2.07; or (d) knowingly influenced, and hereby promises that it will not knowingly influence, any County officer or employee or former County officer or employee to breach any of the ethical standards set forth in State statute or Salt Lake County ordinances.

N. Campaign Contributions: The Salt Lake County campaign finance disclosure ordinance limits campaign contributions by Proposers to County candidates. Salt Lake County Code of Ordinances § 2.72A.

Proposer acknowledges and understands those limitations on campaign contributions mean that any person, business, corporation or other entity that enters into a contract or is engaged in a contract with County is prohibited from making campaign contributions in excess of $100 to County candidates during the term of the contract and during a single election cycle as defined in the ordinance. Proposer further acknowledges that violation of those provisions governing campaign contributions may result in criminal sanctions as well as termination of the Contract.

O. Reasonable Accommodations: Reasonable accommodations for qualified individuals to attend meetings may be provided upon receipt of a request with two (2) working days’ notice. Please contact Contracts and

Procurement at 385.468.0300. TTY users may call 711.

P. Environmentally Responsible Procurement Practices: County has implemented environmentally responsible procurement practices. Please refer to Attachment D.

Q. Notice to Retirees of Utah Retirement Systems (“URS”)

County is a URS “participating employer.” Entering into an agreement with County may affect a URS retiree’s retirement benefits including, but not limited to, cancellation of the retiree’s “retirement allowance” due to “reemployment” with a “participating employer” pursuant to Utah Code Ann. § 49-11-504 to -505. In addition, Proposer is required to notify County immediately if a retiree of URS is the Proposer; or an owner, operator, or principal of the Proposer. Proposer may refer the URS retiree to the URS Retirement Department at 801-366-7770 or 800-695-4877 for all questions about post-retirement employment regulations.

R. Employee Status Verification System Proposer shall register and participate in the Status Verification System before entering into a contract with County as required by Utah Code Ann.

§ 63G-12-302. The Status Verification System is an electronic system operated by the federal government, through which an authorized official of a state agency or a political subdivision of the state may inquire by exercise of authority delegated pursuant to 8 U.S.C. § 1373 to verify the citizenship or immigration status of an individual within the jurisdiction of the agency or political subdivision. Proposer is individually responsible for verifying the employment status of only new employees who work under Proposer’s supervision or direction and not those who work for another Proposer or subcontractor, except each Proposer or subcontractor who works under or for another Proposer shall certify to the main Proposer by affidavit that the Proposer or subcontractor has verified, through the Status Verification System, the employment status of each new employee of the respective Proposer or subcontractor. The Proposer shall comply in all respects with the provisions of Utah Code Ann. § 63G-12-302.

Proposer’s failure to comply with this requirement may result in the immediate termination of its contract with County.

EXHIBIT A

FUNCTIONAL AND TECHNICAL SPECIFICATIONS QUESTIONNAIRE

Proposer’s Name ____________________________________________________________

Please provide answers to the following questions by indicating ‘Yes’ if the function or feature is available as described, ‘No’ if the function or feature is unavailable, ‘Partial’ if the function or feature varies from the description provided or ‘Custom’ if function or feature must be modified or created to meet a requirement. Please include a description or reference additional information provided in your proposal if the function or feature varies from the stated requirement.

ID/Functions Description Yes No Partial Custom Description or References

1. General

1.1 Please describe how the system allows for

building and defining custom roles. Describe how the system supports the Principle of Least

Privilege (PoLP) for these roles.

1.2 Please describe how role-based security is

used.

1.3 Describe your design concept and plan to

ensure ease-of-use of the system for the end user.

1.4 Describe how your system is recognized in the

industry.

1.5 Ability to apply SLCO branding (e.g. logo, fonts, colors, etc.) to look and feel of the system.

1.6 System can log every reservation transaction.

1.7 List the language options available to the end

user.

1.8 Ability to capture information on:

1.8.1 Type of Ride

1.8.2 Type of Canceled Ride

1.8.3 Type of Denied Ride

1.8.4 No Show and Not Ready

1.8.5 Rebooked Ride

1.8.6 Total Number of Trips

1.9 Provide user authentication for both drivers

and office staff.

1.10 If your current system is the system in use by

Salt Lake County/the RFP host, describe your data conversion from Salt Lake County system to your system (e.g. csv file, sql to sql database transfer, etc.)

1.11 Describe how you license your system (i.e.

read-only license, administrator’s license, etc.)

2. Driver

2.1 Provides access to demographic information, notes, and any special requests.

2.2 Provide turn-by-turn GPS direction assistance.

2.3 Ability to review traffic conditions for the next

destination in real time.

2.4 Verifies that the client was provided a ride and

retains the ride data for historical and donation purposes.

2.5 Ability for the driver to communicate

electronically with dispatcher/reservation manager.

2.6 Ability to log every pick-up and delivery.

2.7 Ability to provide duplicated and unduplicated

counts of service and participation.

3. Interactive Voice

3.1 Ability to use Internet-based calling in addition

to land-based phone calls/lines.

3.2 Ability to customize phone notifications.

3.3 Ability to schedule reminder calls, multiple

daily reminder calls, and the ability to call the rider close to their pickup time.

4. Office Staff

4.1 Provide real time data changes across all in use

user sessions. No user action is required for a user to see the latest changes from other users. See Fran’s copy

4.2 Ability to capture no shows, not ready’s and

cancellations. Provide a way to send warning and suspension letters for violators. Ability to differentiate between client requested cancellation and Admin error cancellation.

4.3 Provide real time view of vehicle location and

speed.

4.4 Ability to manage the private transportation

contractor (cabs) ride requests with type of ride.

4.5 Ability to communicate with the drivers.

4.6 Provide option to create and print manifests, including exporting to CSV or Excel file.

4.7 Provide the ability to create custom reports

including, but not limited to:

4.7.1 Cost for Mileage

4.7.2 Vehicle Usage

4.7.3 Vehicle Maintenance

4.7.4 Driver Hours

4.7.5 Drop Off Locations

4.7.6 Registration Information

4.7.7 Activity Logs By Driver or Vehicle

4.7.8 Categories of Rides

4.7.9 Data elements specific to client (see

list in 5.12)

4.8 Ability to search all data fields.

4.9 Describe how data and reporting can be

exported as a file. Specify which formats like

JSON, XML, or CSV would be available for export.

5. Reservation Management

5.1 Provide real time monitoring of driver

performance.

5.2 Ability to view the current location of the fleet.

5.3 Ability to narrow the view of the fleet to a

specific location or area of the County.

5.4 Ability to customize or minimize access to a

rider’s PPI information.

5.5 Ability to assign rides according to location

while scheduling a ride.

5.6 Ability to create a standing order (reoccurring

scheduled) ride on demand.

5.7 Ability to schedule riders into vehicles on

demand rather than fixed routes.

5.8 List your mapping and GPS provider.

5.9 Ability to coordinate trips to keep the drop off

point and pickup points in the same area to prevent deadheading.

5.10 Provide automated scheduling using common

location optimization for grouping trips in the same general location.

5.11 Provide a free text note field in the system.

5.12 Ability to capture data on these types of rides:

5.12.1 Audiology, cancer, dental, dialysis, mental health, optical, primary medical, etc.

5.12.2 Not assigned

5.13 Ability to use GPS mapping to schedule trips

and times with constantly updating road conditions, traffic, and construction alerts.

5.14 Provide initial optimization when booking the

initial ride request and continually ride optimization up to and including the day of the ride.

5.15 Provide the ability to dynamically change the

view and configuration of the available fleet in real time.

6. Tablet

6.1 Describe the user interface (UI) and user

experience (UX) on a smartphone. Specify whether the UI on a smartphone is better fit for an IOS device or an Android device, or both.

o What can smartphone users

(drivers) mobile app (e.g. GPS direction mode; detailed client notes view; lock screen/lock mode; vehicle maintenance mode).

6.2 Describe your back up to business process

when an electronic device fails.

6.3 Describe how dispatch alerts are processed

through the electronic device and are they audible or text based or both?

6.4 Do you offer real time traffic alerts in your GPS

directions?

6.5 Are your electronic devices encrypted and if so

list the type of encryption used?

6.6 Is encryption used during transmission of data

to and from the electronic device?

6.7 Do you offer real time two-way

communication between the electronic device and dispatch and if so is that communication text based or audio based?

7. Technical Requirements

7.1 The County’s data retention policy is six years.

Describe your data retention policy and capability.

7.2 Describe what warranties are included in the

system.

7.3 Describe your COOP (Continuity of Operations

Plan) plan in case of a disaster scenario.

7.4 Describe the documentation provided with the

system to the end user and administrator. If applicable, describe the documentation provided for the installation, customization, setup and on-going maintenance of the

7.5 Describe the parts of your system that can be

configured or customized, and by whom.

7.6 Describe how the system enforces password

and login protection, such as multi-factor authentication and password requirements.

7.7 Do you work with other vendors in your

system and if so are there any required licenses from the vendors?

7.8 Is there any need for 3rd party software to be

installed on SLCO devices for maintenance/backup? If so, list the name, vendor and version.

7.9 Describe the scalability/provisioning ( to meet

both increasing and decreasing needs) for the solution and how it is achieved with cost?

7.10 What level of SOC compliance do you currently

hold?

7.11 Describe how you maintain HIPAA information.

7.12 What processes and policies are in place to

allow SLCO to get a complete copy of our data?

7.13 In the event the business relationship is

terminated, what processes do you have that allow the data to be transferred back to Salt

Lake County?

7.14 If you have suffered a data breach or breaches, list when they occurred, what was compromised, how you resolved the breach, and when and how you notified the client/customer. Also, list what mitigation steps were put in place to prevent a future breach from occurring.

7.15 Describe how you encrypt our data. Is the data

encrypted in motion or at rest?

7.16 How is personal identifiable information (PII)

secured?

7.17 Explain the system's ability to restrict access to

its settings and programs (e.g. driver access -locked down or administrator access).

7.18 Explain your mitigation practices and polices

when disruptions occur at the ISP level?

7.19 Explain how the system can integrate with

other systems via export, API’s, reports, direct interface, etc. Specify if the integration must route through existing integration platforms or an Enterprise Service Bus (ESB).

8. Technical Considerations/Support

8.1 Describe solution’s database environment.

8.2 Ability to customize fields by type or reason.

8.3 Ability to customize fields to turn on or off.

8.4 Ability to incorporate use of scanners, touchscreens, tablets, etc. to enter data into

8.5 Ability to integrate data from multiple service

entry points, real time update capability.

8.6 Describe approach that will be taken to

migrate data from existing systems into proposed system.

8.7 Is product a web hosted solution?

8.8 Is product compatible with a Cognos

environment?

8.9 Is product capable of terminal services remote

desktop connection.

8.10 Please describe how updates will be provided

and applied.

8.11 Describe vendor support for technical issues, the support escalation process, and expected turnaround time to resolve issues.

8.12 How many concurrent users can the proposed

solution accommodate?

8.13 Describe the software and hardware

requirements to operate this solution.

8.14 Please describe in detail the software license

model.

8.15 Please describe the typical upgrade process.

Include customer and vendor resources required to complete the process.

8.16 What is the recommended hardware/software

required to support this application.

8.17 Please indicate the type and version of the

supported browsers.

8.18 Does the application require any software or

registry entries on the desktop? If yes, please describe.

8.19 Please describe the preferred enterprise back

end and recovery solution.

9. Records Retention Considerations

9.1 Describe how solution is compliant with HIPPA

Regulations.

9.2 Describe systems document retention

functionality.

9.3 Describe how the vendor manages records

deletions in accordance with retention schedules.

9.4 Describe how the vendor has ability to manage

legal holds.

9.5 Describe how vendor ensure access to records

during legal action.

9.6 Does the vendor have the ability to respond to

records requests under GRAMA (Government

Records Access and Management Act) including redaction of non-public information?

9.7 Describe how vendor will return data in event

of contract termination?

9.8 Has vendor established an effective co-

location where data can be accessed in case of emergency?

9.9 Does vendor have security features to protect

data from climate, theft or breach of system and/or facility?

9.10 Provide detail of systems data back-up

schedule.

9.11 Has vendor established protection of data

from malware, spyware, etc.?

9.12 Detail provision of service in event of

hardware or server failure, or loss of facility.

10. Optional

10.1 Ability to conduct surveys on programs, services.

10.2 Ability to document incoming calls.

EXHIBIT B - PRICING SCHEDULE

All proposals must include a price schedule in the format shown below.

DELIVERABLE COSTS

The table below presents the total fixed cost for the satisfactory completion of each deliverable specified in the RFP.

DELIVERABLE

NOT TO EXCEED

Project Management

�et-up Fees

Data Conversion

Onsite Training

* Onsite training must include all professional fees and expenses, including travel to complete the training.

Other:

TOTAL

ANCILLARY HARDWARE AND SOFTWARE

The following hardware, software, and other ancillary commodities are required to implement the system. Proposer warrants that the hardware, software, licenses, and other products specified in the table below are sufficient to effectively and efficiently implement the proposed software.

HARDWARE/SOFTWARE

UNIT

PRICE

QUANTITY

TOTAL COST

HARDWARE/SOFTWARE

UNIT

PRICE

QUANTITY

TOTAL COST

TOTAL

The following is the complete list of assumptions used in determining the hardware, software, licenses, and other commodities that are required for the system.

ANNUAL FEES

The following fees include annual license fees, maintenance, technical support, and upgrades.

Description Year 1 Year2 Year3 Year4 Total$

Annual License Fees

Additional Licenses

Maintenance

Technical Support

Upgrades

Future Onsite Training

Hourly Rate*

Other

GRAND TOTAL:

EXHIBIT C

Reference Form

Proposer: please request references from 3-5 of your customers. As least one reference in the public sector.

Customer: please complete this reference form and return to requester at your earliest convenience.

Proposer’s Name

Name of customer

Customer contact name, email address and phone number

Number of years contracted

Contract annual $ value

Describe services, company size, industry, length of association.

Other pertinent information

*Customer service

*Communication

*Met project benchmarks and timeline

*Overall satisfaction

*Selection committee member:

rate quality of reference

*Selection committee member:

rate work performed relevant to

County RFP

*Rubric

5 excellent

4 very good

3 average

2 fair

1 poor

EXHIBIT D - Project Plan

Please update this table to represent your firm's project phases. Include hours by phase for both your resources and the expected SLCo resources.

Month 1 Month 2 Month 3 Month 4 Month 5 Month 6

Kick Off

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

PLANNING

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Functional/Technical Specification

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Develop/Build /Integrate

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Migration

Firm's FTE Monthly Hrs.

SLCo FTE Monthly Hrs.

Test/Train

QA

Firm's FTE Monthly Hrs.

SLCo FTE…