1-Final Approved Ride On RFP.docx

Park City Municipal Corporation (“PCMC” or “City”)

REQUEST FOR PROPOSALS (“RFP”) (NON-BID) FOR

Ride On Transportation Demand Management Software

Respondents or their agents are instructed not to contact or seek references from City employees, agents or contractors of the City, selection committee members, the Mayor’s office or staff, members of the City Council and Planning Commission, or attempt to externally manipulate or influence the procurement process in any way, other than through the instructions contained herein, from the date of release of this RFP to the date of execution of the agreement resulting from this solicitation. City, in its sole discretion, may disqualify a Respondent for violation of this provision.

REQUEST FOR PROPOSALS (NON-BID)

PCMC is inviting proposals from qualified persons or firms (“Respondent”) to provide the City’s Ride On transportation demand management software.

PROPOSALS DUE: By 5:00 p.m. M.T. on Friday, July 31, 2026.

Submit proposals electronically via Utah Public Procurement Place (“U3P”). The proposals will be opened after the submission deadline.

RFP AVAILABLE: The RFP will be posted on U3P on July 17, 2026. Any modifications to the RFP or responses to questions submitted will be added as an addendum to the RFP posted on U3P. It is the responsibility of Respondents to regularly check for addenda.

QUESTIONS: All questions regarding this RFP must be submitted in writing to U3P by 5:00 p.m. on Friday, July 24, 2026. Please do not submit the same question multiple times.

PROJECT DESCRIPTION: PCMC is seeking a transportation demand management software solution to help incentivize sustainable commuting.

PROJECT DEADLINE (if applicable): October 1, 2026

Proposals will remain valid for 90 days after submission. PCMC reserves the right to reject any or all proposals received for any reason. Furthermore, PCMC reserves the right to change dates or deadlines related to this RFP. PCMC also reserves the right to waive any informality or technicality in proposals received when in the best interest of PCMC.

I. Introduction.

PCMC is seeking proposals from qualified vendors for the purchase and implementation of a comprehensive Transportation Demand Management (“TDM”) software platform to support regional TDM programs and policies. The selected vendor will play a critical role in advancing PCMC and its partners' sustainability, mobility, and congestion-mitigation goals by encouraging a shift away from single-occupancy vehicle travel toward more efficient, sustainable transportation modes.

This software will be used to manage Park City’s Ride On program, which, through partnerships with Summit County, the Chamber of Commerce, and key regional employers, encourages more sustainable commuting, particularly during peak winter months. The program aims to reduce regional vehicle miles traveled, traffic congestion, and air pollution while promoting long-term behavior change and increased adoption of alternative transportation modes.

The City seeks a modern, scalable software solution from a qualified vendor specializing in TDM and commuter engagement, capable of supporting long-term program growth and regional coordination.

II. Scope of Project.

The proposed platform should serve as a centralized, user-friendly hub for multimodal trip planning, enabling users to seamlessly plan trips across carpooling, transit, biking, walking, and other modes. It should include robust ride-matching capabilities to proactively connect users with similar routes and schedules, as well as provide intuitive tools for trip logging and automated or manual trip tracking with appropriate validation measures. The system should prioritize a seamless and intuitive user experience to maximize participation across a diverse user base.

The platform should provide flexible tools for administrators to design, implement, and manage incentive programs, including challenges, rewards, and targeted campaigns for specific user groups or partners. In addition, the system should include comprehensive data analytics and reporting capabilities, enabling the City and its partners to track key performance metrics, such as participation rates, mode shift, vehicle miles traveled (“VMT”), and emissions impacts of various programs.

Finally, it would be an added benefit if the solution could support a regional, multi-partner structure by allowing multiple organizations to operate within a single platform through sub-networks and customizable branding. The selected vendor will work closely with City staff and stakeholders to configure, implement, and maintain the platform, ensuring it is scalable, adaptable, and aligned with PCMC’s evolving transportation and sustainability objectives.

Vendors are encouraged to demonstrate how their solution goes beyond the baseline assumptions listed above by incorporating advanced features that enhance program effectiveness, the user experience, and long-term behavior shift. This may include real-time data integrations, passive trip detection, and personalized or dynamic incentive structures to reward users based on their travel behavior or impact to peak travel conditions. The platform should support regional employer engagement by providing tools that enable both small and large organizations to independently manage and customize their commuter programs under the broader Ride On umbrella, including dashboards, reporting, and incentive administration. Additionally, solutions that incorporate first- and last-mile trip optimization, equity-focused design (e.g., multilingual access and low-tech participation options), and advanced engagement strategies such as gamification, behavioral nudges, and automated campaign management are strongly preferred.

This contract will have an initial term of two years, with the option to extend for up to three additional one-year terms at the sole discretion of the City.

A. Contents of Proposal and Evaluation Criteria.

Proposals will be evaluated on the criteria listed below. Proposals are limited to 15 pages. Vendors should submit a proposal based on the scoring criteria below.

Vendor proposals will be scored using the following criteria:

1. Vendor experience – 10 Points

2. Ability to meet the scope of work - 40 Points

3. Customer support – 20 Points

4. Value add – 10 Points

5. Cost – 20 points

a. Cost will be based on a one-year subscription term.

b. The annual budget for the software is $20,000.00.

If the Respondent proposes to use a third party (subcontractor, subconsultant, etc.) for completing all or a portion of the scope of work requirements, state the name and identify the portion of the scope of work to be completed by a third party.

The selection committee will consider all documents, the presentation/interview if applicable, the response to the RFP, information gained while evaluating responses, and any other relevant information to make its determination. The committee will select the Respondent which, in the committee's sole judgment, is best able to provide software to manage the implementation and incentivization of TDM policies and programs.

COST PROPOSAL: Vendors should include cost proposals in their response, as it is an evaluation criteria metric.

NOTE: Price may not be the sole deciding factor.

PCMC reserves the right to reject any and all proposals for any reason. Proposals lacking required information will not be considered. The award of a contract may be subject to approval by City Council.

III. Government Records Access and Management Act.

PCMC will maintain a nonpublic process for the duration of this solicitation in accordance with Government Records Access and Management Act, Title 63G, Chapter 2 of the Utah Code (“GRAMA”). Pursuant to Utah Code § 63G-2-305(6), all records related to this RFP, including but not limited to proposals, evaluation, and selection procedures, and any records created during the evaluation and selection process will remain nonpublic records. After execution of a contract, all submittals will be treated as public records in accordance with the requirements of GRAMA unless otherwise claimed by the Respondent as exempt from disclosure pursuant to Utah Code § 63G-2-309, as amended. The burden of claiming an exemption shall rest solely with each Respondent. Respondent shall submit any materials for which Respondent claims an exemption from disclosure marked as “Confidential” and accompanied by a statement from Respondent supporting the exemption claim. PCMC shall make reasonable efforts to notify Respondent of any GRAMA requests for documents submitted under an exemption claim. Respondent waives any claims against PCMC related to disclosure of any materials pursuant to GRAMA. Please note the following:

a. Respondent must not stamp all materials confidential. Only those materials for which a claim of confidentiality can be made under GRAMA, such as trade secrets, pricing, non-public financial information, etc., should be stamped.

b. Respondent must submit a letter stating the reasons for the claim of confidentiality for every type of information that is stamped “Confidential.” Generally, GRAMA only protects against the disclosure of trade secrets or commercial information that could reasonably be expected to result in unfair competitive injury. Failure to timely submit a written basis for a claim of “Confidential” may result in a waiver of an exemption from disclosure under GRAMA.

c. For convenience, a Business Confidentiality Request Form (“BCR Form”) is attached to this RFP as Attachment 1. Respondent must submit a completed BCR Form at the time of submission of any proposal.

IV. Ethics.

By submission of a proposal, Respondent represents and agrees to the following ethical standards:

REPRESENTATION REGARDING ETHICAL STANDARDS: Respondent represents that it has not: (1) provided an illegal gift or payoff to a city officer or employee or former city officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, or brokerage or contingent fee, other than bona fide employees of bona fide commercial selling agencies for the purpose of securing business; (3) knowingly breached any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code; or (4) knowingly influenced, and hereby promises that it will not knowingly influence, a city officer or employee or former city officer or employee to breach any of the ethical standards set forth in the City's conflict of interest ordinance, Chapter 3.1 of the Park City Code.

V. Selection Process.

Proposals will be evaluated on the criteria listed in Section II A, Contents of Proposal and Evaluation Criteria, above.

The selection process will proceed on the following anticipated schedule:

a. August 3 – 14, 2026: A selection committee comprised of qualified persons, which may include City staff or representatives from other public and private stakeholders, will open, review and evaluate all proposals.

b. August 5 – 12, 2026: The selection committee may conduct interviews with the highest-ranked Respondents. If applicable, interview requirements will be provided to those Respondents selected for further consideration.

c. August 14, 2026: Final selection of the top-ranked proposal and preparation of the contract.

d. All contracts with an aggregate cost over the term that exceeds $100,000 require approval of the City Council.

e. Contract execution.

Following completion of the evaluation and establishment of the ranking, negotiations for contract purposes may be initiated with the top-ranked Respondent. In the event that an agreement is not reached, PCMC may enter into negotiations with the next highest-ranked Respondent.

VI. PCMC Standard Agreement Required.

a. The successful Respondent will be required to enter into PCMC’S standard Professional Services Cyber Agreement. A form of the standard agreement is attached to this RFP as Exhibit “A” and incorporated herein.

b. ANY REQUEST FOR CHANGES TO PCMC’S STANDARD AGREEMENT, INCLUDING ITS INDEMNIFICATION OR INSURANCE PROVISIONS, MUST BE SUBMITTED NO LATER THAN THE PROPOSAL/SUBMITTAL DEADLINE. ANY REQUESTED CHANGES MAY BE APPROVED IN THE SOLE DISCRETION OF PCMC.

A Respondent must be authorized to do business in Utah at the time of contract execution. If Respondent’s address is within the Park City limits, a valid PCMC business license is required.

VII. General Provisions.

a. No Representations or Warranty. It is the responsibility of each Respondent to carefully examine this RFP and evaluate all of the instructions, circumstances and conditions which may affect any proposal. Failure to examine and review the RFP and other relevant documents or information will not relieve Respondent from complying fully with the requirements of this RFP. Respondent’s use of the information contained in the RFP is at Respondent's own risk and no representation or warranty is made by PCMC regarding the materials in the RFP.

b. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the Respondent. PCMC assumes no liability for any costs incurred by Respondents throughout the entire selection process.

c. Equal Opportunity. PCMC is committed to ensuring equitable and uniform treatment of all Respondents throughout the advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same fundamental information.

d. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., will be retained as property of PCMC and will not be returned to the Respondent.

e. Modification of RFP. PCMC reserves the right to cancel or modify the terms of this RFP and/or the project at any time and for any reason preceding the contract execution. PCMC will provide written notice to Respondents of any cancellation and/or modification.

f. Financial Responsibility. No proposal will be accepted from, or contract awarded to, any person, firm or corporation that is in arrears to PCMC, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the PCMC, or that may be deemed irresponsible or unreliable by PCMC. Respondents may be required to submit satisfactory evidence demonstrating the necessary financial resources to perform and complete the work outlined in this RFP.

g. Local Businesses. PCMC's policy is to make reasonable attempts to promote local businesses by procuring goods and services from local vendors and service providers, in compliance with Federal, State, and local procurement laws.

VIII. Attachment 1: Business Confidentiality Request Form Exhibit “A Sample Professional Services Agreement – Cyber Standard

RFP Non-Bid Template 3-26

ATTACHMENT 1

BUSINESS CONFIDENTIALITY REQUEST FORM

(Business Confidentiality Claims under Utah’s Government Records Access and Management Act (“GRAMA”), Utah Code § 63G-2-309)

A claimant MUST submit a redacted and non-redacted version of their proposal. The entire proposal may NOT be redacted. PCMC will not redact a proposal on behalf of a claimant if they fail to upload a redacted copy of their proposal.

I request that the described portion of the record provided to Park City Municipal Corporation be considered confidential and given protected status as defined in GRAMA.

Name:

Address:

Description of the portion of the record provided to Park City Municipal Corporation that you believe qualifies for protected status under GRAMA (identify these portions with as much specificity as possible) (attach additional sheets if necessary): ______________________ ________________________________________________________________________

The claim of business confidentiality is supported by (please check the box/boxes that apply):

( ) The described portion of the record is a trade secret as defined in Utah Code § 13-24-2.

( ) The described portion of the record is commercial or non-individual financial information the disclosure of which could reasonably be expected to result in unfair competitive injury to the provider of the information or would impair the ability of the governmental entity to obtain the necessary information in the future and the interest of the claimant in prohibiting access to the information is greater than the interest of the public in obtaining access.

( ) The described portion of the record would cause commercial injury to, or confer a competitive advantage upon a potential or actual competitor of, a commercial project entity as defined in Utah Code § 11-13-103(4).

REQUIRED: Written statement of reasons supporting a business confidentiality claim as required by Utah Code § 63G-2-305 (1) –(2) (attach additional sheets if necessary):

NOTE: Claimant shall be notified if the portion of the record claimed to be protected is classified as public or if the determination is made that the portion of the record should be disclosed because the interests favoring access outweigh the interests favoring restriction of access. Records claimed to be protected under this business confidentiality claim may not be disclosed until the period in which to bring the appeal expires or the end of the appeals process, including judicial appeal, unless the claimant, after notice, has waived the claim by not appealing the classification within thirty (30) calendar days. Utah Code § 63G-2-309(2).

Signature of Claimant:

Date:

EXHIBIT “A”

SAMPLE PROFESSIONAL SERVICES AGREEMENT – CYBER STANDARD