1-HEA134676 Customizable Online Database Workflow System - FINAL.pdf

REQUEST FOR PROPOSALS

SALT LAKE COUNTY

Customizable Online Database & Workflow System

RFP # HEA134676

Date of Issue: October 14, 2026

Health Department

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 – Functionality EXHIBIT B – Pricing EXHIBIT C – Project Plan EXHIBIT D – References EXHIBIT E – Certificate of Final Acceptance EXHIBIT F – Sample Agreement 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 (County), on behalf of the Health Department is soliciting proposals from qualified firms “Proposer / Contractor” to provide a customizable online database, Client Relationship Management (“CRM”), and workflow system.

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.

Responsive 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, November 4th, 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., Oct. 21st Final day to submit questions Weds., Oct. 28th Proposal Due Date Weds., Nov. 4th https://utah.bonfirehub.com/portal/?tab=openOpportunities

Committee Meeting Weds., Nov. 11th Proposer Demos (tentative) Weds., Dec. 2nd

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, October 21, 2026 beginning at 9:30 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, October 28, 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 mission of the Salt Lake County Health Department (SLCoHD) is: “To promote and protect community and environmental health.”

We work tirelessly every day to prevent illness, injury, and disease while addressing social, economic, and environmental factors that impact overall health. Our efforts include immunizing children, inspecting restaurants, preventing tobacco access to minors, encouraging physical activity and proper nutrition, protecting our water and air, providing culturally appropriate services, and collaborating with our community partners to ensure public health works for everyone in Salt Lake County, regardless of where in the county they live.

SLCoHD is nationally accredited in public health by the Public Health Accreditation Board (PHAB). PHAB is a nonprofit organization dedicated to improving and protecting the health of the public by advancing and ultimately mailto:MEmery@saltlakecounty.gov transforming the quality and performance of state, local, tribal, and territorial public health departments. SLCoHD first received public health accreditation in 2014.

SLCoHD is the local health department serving Salt Lake County under Title 26A of the Utah Code. We are a division of the Salt Lake County government, within the Department of Human Services, and are governed by the Salt Lake County Board of Health.

SLCoHD works cooperatively with the Utah Department of Health and Human Services, Utah Department of Environmental Quality, and other state agencies, but is not an agency of state or federal government.

2.2 Scope of Work

The Salt Lake County Health Department (“SLCoHD” or “County”) is seeking a single vendor (“Contractor”) to provide an out-of-the-box, customizable online database, Customer Relationship Management (“CRM”), and workflow management system.

The proposed solution shall provide a centralized platform for managing data and information, tracking activities and workflows, automating routine processes, generating reports and dashboards, supporting collaboration, and reducing manual data entry and duplication.

The Contractor shall provide all software, licensing, implementation, configuration, data migration, training, technical support, and other services necessary to implement and maintain the proposed solution throughout the term of the resulting contract.

The proposed solution shall meet or improve upon the functionality currently available to SLCoHD and shall be fully implemented and ready for use, including configuration, data migration, testing, training, and launch, no later than May 1, 2027.

The solution shall support SLCoHD’s commitment to public transparency and the County’s obligation to maintain public records in compliance with the Government Records Access and Management Act (“GRAMA”).

2.2.1 Implementation and Configuration:

1. Provide an implementation plan that identifies:

a. major milestones,

b. deliverables,

c. responsibilities of the Contractor and County,

d. anticipated timelines,

e. testing requirements,

f. training,

g. data migration,

h. launch, and

i. post-launch support.

2. Configure the solution to meet SLCoHD’s identified business and operational needs without requiring the system to be built from the ground up.

3. Provide implementation and configuration assistance necessary to establish databases, tables, fields, forms, workflows, reports, dashboards, automations, user roles, and other functionality identified by SLCoHD.

4. As applicable, assist SLCoHD with the migration of existing data from its legacy system into the proposed solution, including:

a. identifying data migration requirements,

b. preparing data for migration,

c. transferring data,

d. validating migrated data, and

e. resolving migration-related issues.

5. Provide testing and implementation support to ensure the system is functioning as intended before launch.

6. Provide training and documentation sufficient for County administrators and end users to effectively use and maintain the system.

7. Complete implementation and launch no later than May 1, 2027.

2.2.2 Database and Data Management:

The proposed solution shall provide functionality that allows SLCoHD to create, manage, relate, search, update, and report on data in a centralized system.

1. An activities table to track SLCoHD work, with the ability to accommodate up to 200 fields and 5,000 records.

2. An organizations table to manage shared organization information, with the ability to accommodate up to 200 fields and 5,000 records.

3. A contacts table to manage contact information, with the ability to accommodate up to 200 fields and 5,000 records.

4. Relationships between tables and records, including one-to-many and many-to-many relationships. For example, the system should be capable of associating multiple contacts with multiple organizations while maintaining shared information appropriately.

5. Document creation and document uploads associated with applicable records.

6. Importing and exporting data in commonly usable formats.

7. As applicable, migration of existing SLCoHD data from its legacy system and the ability for SLCoHD to extract its data from the proposed system if SLCoHD transitions to another platform.

8. Data management capabilities that reduce duplicate data entry and allow information to be shared across applicable tables, records, workflows, and processes.

2.2.3 Forms and Public Facing Functionality:

The proposed solution shall support public-facing functionality that allows SLCoHD to collect, display, and share information without requiring members of the public to purchase a license or create login credentials.

1. Online forms accessible to members of the public without a paid user license or login credentials.

2. The ability for members of the public to save a partially completed form and return to complete and submit the form without requiring a paid license or login credentials.

3. Public-facing reports, dashboards, and other information-sharing tools.

4. Forms that comply with applicable accessibility requirements.

5. The ability to control what information is publicly accessible and what information is restricted to authorized users.

2.2.4 Workflow and Automation:

The proposed solution shall provide configurable workflow and automation capabilities that allow SLCoHD to track processes, assign and monitor work, automate routine activities, and reduce manual administrative tasks.

1. Configurable workflows based on SLCoHD business processes.

2. Automated tasks, notifications, reminders, and email communications.

3. Workflow routing and assignment of activities to appropriate users or groups.

4. Tracking of workflow status and progress.

5. Automated actions based on defined conditions, events, dates, or changes to information.

6. User-configurable workflows and automations to the extent supported by the system without requiring vendor development for routine changes.

2.2.5 Reporting and Dashboards:

The proposed solution shall provide reporting and dashboard capabilities that allow SLCoHD to monitor activities, analyze information, communicate results, and meet programmatic and grant reporting requirements.

1. Configurable reports based on data maintained within the system.

2. Charts, graphs, and other visualizations to summarize data.

3. Dashboards that can be configured for different users, programs, or purposes.

4. Cadenced reporting capabilities appropriate for grant reporting.

5. Filtering, sorting, and analysis of data.

6. Public-facing dashboards or reports when appropriate and authorized by SLCoHD.

2.2.6 User Roles, User Access, and Security:

If the Proposer is offering a per-user licensing model, SLCoHD would prefer the licenses be transferrable though transferrability shall not be considered a required component.

The County anticipates the following user types:

Standard SLCoHD Users: County employees who require routine, day-to-day access to the system to enter, view, update, manage, or report on information in support of their assigned job duties. The County anticipates up to fifty (50) Standard SLCoHD Users.

SLCoHD Administrative/Backend Users: Designated County personnel who require elevated access to administer, configure, develop, maintain, or manage the system. These users may require access to functionality beyond that available to Standard SLCoHD Users, including creating or modifying databases, tables, fields, forms, workflows, automations, reports, dashboards, integrations, user roles, and permissions. The number of Administrative/Backend Users will be determined by the County based on operational needs.

External Partner Users: Authorized individuals who are not SLCoHD employees but require access to the system to enter, view, update, or manage information in support of programs, services, data collection, reporting, or other activities conducted in coordination with SLCoHD. External Partner Users may require limited or program-specific access and shall not automatically receive the same access or permissions provided to SLCoHD Users.

1. Proposers shall clearly identify how the proposed solution defines and licenses each type of User and shall identify any additional user types, licensing categories, minimum user commitments, or usage-based pricing models applicable to the proposed solution.

The proposed solution shall provide appropriate controls to protect County information and restrict access based on user responsibilities.

1. Configurable user roles and permissions that allow SLCoHD to establish, manage, modify, and revoke access controls at the County level without requiring vendor intervention for routine changes.

2. Restrictions on access to applicable tables, records, fields, forms, reports, dashboards, and other system functions.

3. Appropriate safeguards for information maintained within the system.

4. The ability to support HIPAA-compliant functionality upon request by SLCoHD, although HIPAA compliance is not required for the initial implementation.

a. Any additional cost associated with enabling HIPAA-compliant functionality shall be identified by the Contractor.

2.2.7 Integrations, Data Exchange, and Data Portability/Transition:

The proposed solution should provide the ability to exchange data with other applications and systems used by SLCoHD.

1. API connectivity and integration capabilities.

2. Documentation regarding available APIs, integration methods, and applicable limitations.

3. Support for importing and exporting data between the proposed solution and other systems.

4. Identification of any additional licensing, fees, configuration, or professional services required for integrations.

Because SLCoHD requires the ability to maintain access to its information throughout the life of the system and to transition to another solution if necessary, the Contractor shall provide reasonable means for SLCoHD to export and retrieve its data.

Upon expiration or termination of the resulting contract, the Contractor shall cooperate with SLCoHD to facilitate the orderly transition of County data to the County or another designated provider, subject to the terms of the resulting contract.

In its proposal, the Contractor shall identify any costs, limitations, formats, or other conditions applicable to data extraction, transfer, or transition.

2.2.8 Mobile and Off-Site Use

The proposed solution shall support both SLCoHD employees who perform work outside of County office locations, and public-facing users.

At a minimum, the Contractor shall provide:

1. An application or mobile-optimized access for off-site use.

2. Functionality that allows authorized users to access and update applicable information from mobile devices.

3. Offline capabilities, where available, including the ability to collect or update information without an active internet connection and synchronize information when connectivity is restored.

2.2.9 Training, Technical Support, and Ongoing Services

The Contractor shall provide appropriate training and ongoing technical support throughout the term of the resulting contract.

The Contractor shall clearly identify:

1. Initial implementation and training services included with the proposed solution.

2. Ongoing technical support and troubleshooting services.

3. Whether the Contractor will assist SLCoHD with building or modifying databases, forms, workflows, reports, dashboards, and other system features or whether support is limited to troubleshooting.

4. Availability of a user community, knowledge base, online forum, documentation, or other resources through which SLCoHD users can obtain assistance.

5. Availability and cost of professional services for system configuration, development, or other assistance requested by SLCoHD after implementation.

6. Applicable support hours, response times, and escalation procedures.

2.2.10 Optional Services

While not a required component to this RFP, Proposers should identify whether the proposed solution includes, or can provide through an integrated module or additional service, grant management functionality.

1. Proposers shall separately identify any additional licensing, implementation, configuration, integration, training, or other costs associated with the optional grant management functionality.

2. Desired functionality may include but is not limited to:

a. Grant lifecycle management

b. Funding and financial management

c. Workflow and compliance management

d. Document and data management

e. Reporting functionality

2.2.11 Mandatory Requirements

HIPAA-Compliance Though SLCoHD does not need HIPAA-compliance at this time, any selected vendor must be able to offer HIPAA compliance upon request (additional expense allowable).

Business Continuity Any selected vendor must have been continuously providing the proposed software solution, or substantially similar software services, for a minimum of five years.

Provide at least three current customer references (additional past customer references optional) that have used the proposed solution for a minimum of two years, including at least one current customer with a comparable organizational size, complexity, or public-sector environment.

County Contract and End-User Agreements The Proposer must identify in its proposal any end-user agreement or other standard vendor terms that will be required for the County or its authorized users to access or use the proposed solution.

The Proposer shall provide copies of such agreements with its proposal.

The Proposer must acknowledge and agree that the resulting County agreement, including its terms and conditions, will take precedence over and control in the event of any conflict or inconsistency between the County agreement and any such end-user agreement or other standard vendor terms.

The Proposer shall not rely on or incorporate additional terms, conditions, policies, or agreements that conflict with or modify the resulting County contract unless expressly agreed to in writing by the County in accordance with the applicable contract and RFP processes.

Service Level Agreement Requirements Bidder must provide their standard SLA as part of their application and must acknowledge that they are open to County redlines and negotiations.

Any agreed upon SLA may not override or circumvent the order of precedence and interpretation established within the resulting County contract.

Failure to disclose proposed deviations, required end-user agreements, or other terms that would conflict with the County's requirements may be grounds for determining a proposal nonresponsive or for rejecting the proposed terms.

Accessibility Compliance

Bidder acknowledges updates made to Title II of the Americans with Disabilities Act accessibility requirements, including the U.S. Department of Justice final rule issued in April 2024, and agrees that all such public-facing content shall be fully compliant no later than April 2027. Bidder shall ensure that any public-facing sites, modules, components, frames, or content provided under this Agreement, including content embedded within County websites, comply with the Web Content Accessibility Guidelines (“WCAG”) at the current version(s) required by applicable law.

2.2.12 Demonstration/Trial Period

o Selected top-scoring Proposers shall provide an in-depth demonstration

• The County may require selected top-scoring Proposers to:

o Participate in a no-cost trial use period of the proposed solution prior to final contract award.

▪ Please confirm whether the Proposer is willing and able to provide a two-week trial period at no cost to County. If so:

• Describe the functionality, user access, technical support, configuration assistance, and other services that would be available to the County during the trial period.

• Identify any limitations, restrictions, or additional costs associated with the trial.

2.3 Length of Agreement

The contract resulting from this solicitation will become effective upon execution and fully ready for use (to include data migration, launch, etc.) no later than May 1, 2027. The term of the agreement is from the date identified upon execution of a written agreement for one (1) year with five (5) additional one (1) year renewal periods available (6 years total).

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

There is no guarantee that a contract will be awarded or that any future contract renewals will be awarded.

County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

2.4 Fee and Escalation Clause

The proposed price must be guaranteed for 12 months. 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. Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer or it cannot exceed 3% annually. The County may reject or accept price escalation at its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement. EXHIBIT E – Certificate of Final Acceptance must be fully executed before monthly fees will be paid.

2.5 Insurance Requirements

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

2.5.1 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.

2.5.2 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.

2.5.3 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.

2.5.4 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.

2.5.5 General Requirements for Liability Insurance.

2.5.5.1 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.

2.5.5.2 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.

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

2.6 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 Initial 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.

40% Proposed Approach.

The proposed approach score will be based on two components:

1. Written Narrative/Response – A detailed, written narrative/response is required as indicated within column E of Exhibit A.

Describe how the Proposer will approach the tasks stated and any additional tasks the Proposer recommends. Describe the overall philosophy and how it will be applied. Give a full description of the methodology to be employed in completing the tasks and deliverables of this RFP. Rather than stating commonly followed practices, focus on discussing issues and ideas that are unusual to this service and identifying unique practices of your firm.

2. Full Completion of Exhibit A – Proposer must complete Exhibit A in full to be considered responsive.

a. Column D must be filled in whether column C indicates the function as “yes” required or “no”, not required.

b. If proposer has indicated “yes” or “other” within column D, column E must contain either a general written narrative/response, or other response/action as requested within column E.

20% Proposer’s Qualifications.

Provide a brief description of your firm, the scope and nature of services routinely provided by Proposer. Demonstrate the ability to perform the required services at specified levels described in this RFP. Indicate your understanding of the purpose and scope of the proposed services as evidenced by the quality of the proposal submitted. Identify the type of business (corporation, partnership, sole proprietor, etc.) under which your firm operates, date business started, and license number to do business in the State of Utah.

2. Pricing Proposal

The pricing proposal will be reviewed separately using a scale of 0-30. The points assigned to the pricing proposal will be based on the lowest proposed price. The Proposer with the lowest proposed price will receive 100% of the pricing points. All other Proposers will receive a portion of the total pricing points based on the lowest price divided by the Proposer’s price multiplied by the total possible points.

L- Lowest Price

P- Proposer Price

T- Total Possible Points for Pricing

Score = L/P*T

30% Proposed Pricing/Costs/Fees:

3.2 Second Round Evaluations

Following the initial evaluation and scoring of written proposals, the County may invite the top-scoring Proposers to participate in a second-round evaluation consisting of a system demonstration and/or hands-on evaluation of the proposed solution. Proposers may be provided with specific scenarios or use cases to demonstrate during the second-round evaluation.

The second-round evaluation will be scored separately based on the demonstration and/or hands-on evaluation using the criteria below:

25% Administrator Ease of Building and Maintaining. Proposers will be evaluated on how easily County administrators and back-end users can create and modify tables, fields, relationships, forms, permissions, workflows, automations, reports, and dashboards without coding or routine vendor assistance.

20% End-User Ease of Use. Proposers will be evaluated on ease of navigation, data entry, search, filtering, record updates, document management, mobile access, accessibility, and the amount of training routine users would need.

10% Workflow and Automation Capabilities. Proposers will be evaluated based on the ease, functionality, and effectiveness of completing a standardized workflow. The specific workflow scenario will be provided to Proposers upon invitation to participate in the second-round evaluation.

10% Reporting and dashboards. Proposers will be evaluated on the ease of creating, modifying, filtering, scheduling, sharing, and exporting reports and dashboards using the County’s sample data.

5% Overall readiness. Proposers will be evaluated on system stability, transparency about limitations, consistency with the written proposal, quality of available resources, and confidence that implementation can be completed by May 1, 2027.

3.2.1 Pricing Proposal

The pricing proposal will be reviewed separately using a scale of 0-30. The points assigned to the pricing proposal will be based on the lowest proposed price. The Proposer with the lowest proposed price will receive 100% of the pricing points. All other Proposers will receive a portion of the total pricing points based on the lowest price divided by the Proposer’s price multiplied by the total possible points.

L- Lowest Price

P- Proposer Price

T- Total Possible Points for Pricing

Score = L/P*T

30% Proposed Pricing/Costs/Fees.

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.

3.3 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.

3.4 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 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 https://corporations.utah.gov/ 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.

Required By

SLCoHD?

Ability to

Accomplish?

(Y/N/Other)

Narrative and/or proposed approach

(as applicable)

Has an implementation and configuration plan addressing the following been included in your proposal?

(Each listed component must be labeled as a-i and addressed within your narrative/response.)

a. major milestones,

b. deliverables,

c. responsibilities of the Contractor and County,

d. anticipated timelines,

e. testing requirements,

f. training,

g. data migration,

h. launch, and

i. post-launch support

Y

Does your proposal discuss how the solution can be configured to meet

SLCoHD's business and operational needs without requiring the system to be built from the ground up?

Y

Customizable Online Database and Workflow System RFP

Exhibit A - Functionality

Proposals will be considered non-responsive/responsible if 1) column D is left blank; 2) column C indicates the component is a required function and the proposer indicates in column D it cannot be accomplished; and/or 3) if the proposer has indicated "yes" or "other" in column D and has failed to include a narrative/proposed approach in column E or within a separate written narrative/response, including clear direction on where to find that response within the narrative.

Desired Function

Implementation and Configuration

To be included in separate written narrative/response.

To be included in separate written narrative/response.

Does your proposal discuss how you plan to provide implementation and configuration assistance necessary to establish databases, tables, fields, forms, workflows, reports, dashboards, automations, user roles, and other functionality identified within the RFP?

Y

Does your proposal discuss how you plan to assist SLCoHD with the migration of existing data from its legacy system into the proposed solution?

(Each listed component must be labeled as a-e and addressed within your narrative/response.)

a. identifying data migration requirements,

b. preparing data for migration,

c. transferring data,

d. validating migrated data, and

e. resolving migration-related issues.

Y

Does your proposal discuss how you intend to provide testing and implementation support to ensure the system is functioning as intended before launch?

Y

Does your proposal discuss your approach to providing training and documentation sufficient for County administrators and end users to effectively use and maintain the system?

Y

Does your proposed…