1-Holladay Request for Proposals Tracking Software2026 state.pdf

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RFP: TRACKING SOFTWARE

March 2026

REQUEST FOR PROPOSALS (RFP)

for HOLLADAY TRACKING SOFTWARE

The City of Holladay, Utah (City) is soliciting a Request for Proposals (RFP) from qualified firms to provide and implement a comprehensive, fully integrated tracking software system for the City of Holladay Community and Economic Development (CED) Department, Public Services Department, and Administration Department.

It is the City's desire to enter into an agreement with a vendor that can provide a range of services including software, installation, conversion/port-in, implementation, support and training services. The new software system would manage permit applications, staff review/workflow, record keeping, inspections, scheduling/calendaring, work requests and citizen engagement while providing spatial mapping, online storage and automated reporting for all Community Development functions. The final product will result in fast, accurate, and user-friendly software that increases city staff productivity while modernizing the public’s experience. This Request for Proposal (RFP) states the overall scope of products and services desired, specific software functionality, technology foundation as well as desired vendor qualifications

Project Name Holladay Tracking Software

Deadline for Proposal Submissions Friday April 3rd 2026 at 12:00 Noon p.m. MST

Proposal Submission Submit your proposal by email (single PDF of the complete proposal that includes all required information and documents) to jteerlink@holladayut.gov with the email subject “Proposal for Holladay Tracking Software.” Proposals will not be publicly opened or read.

RFP Contact Jonathan Teerlink, Community and Economic Dev. Director

City of Holladay 4580 South 2300 East Holladay, UT 84117 Telephone: 801-527-3890 Email: jteerlink@holladayut.gov

Questions & Answers All questions must be submitted no later than March 20th 2026, at 5:00 p.m., MST. Please submit all questions in writing to jteerlink@hollasdayut.gov. The question period will open concurrently with the release of the RFP. Answers will be posted on the City’s website, www.holladayut.gov, by March 25th 2026. The City requests that interested parties coordinate with the RFP contact and refrain from communicating with other City staff or officials.

Modifications & Addenda Any modifications or addendums to the RFP will be made in redline form on the website. Please check the RFP on the website for changes.

mailto:jteerlink@holladayut.gov mailto:jteerlink@holladayut.gov mailto:jteerlink@hollasdayut.gov.%20

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SECTION I: GENERAL INFORMATION

1. City Background: The City of Holladay was officially incorporated on November 30, 1999. Although a relatively young city, the community’s rich history dates to 1847 as one Utah’s earliest settlements.

Today, the City’s approximate 8.4 square miles is home to roughly 32,000 residents. The City provides residents with the processing of construction permitting, land use entitlements and business licensing applications with associated inspection services. Administrative processes including zoning and land use, construction, utility, streets, engineering, business licensing, code enforcement, and work orders. All applications are supported by appropriate spatial mapping using Geographic Information Systems (GIS).

In 2025 the city processed over 1,000 permits, over 400 Code Enforcement Cases and maintained records for various types of licenses and land use permits. In addition, the City provides an online citizen portal which establishes efficient interactions with its residents which is enhanced by online tracking as staff process the resident submission.

As the city passes its 25th year, administrative operations and processes are modernizing. A staff of 34 employees provide current administrative processes by utilizing; permit review, response, and inspection tracking service, Microsoft Outlook (calendaring), Bluebeam (plan review) and an ESRI suite of GIS mapping tools. The city now seeks a replacement tracking software suite solution to provide seamless integration of existing tools to provide an efficient, secure and flexible interface which supports all current and future administrative requirements while providing comfortable user experiences. This new software will also provide a log-in based, cloud solution with automated workflows, integrated communication, applicant notifications, reporting and archiving solutions of applications at various benchmarks.

2. Mission Statement: The City of Holladay is committed to fostering community, safety, and responsible growth. In pursuing these ideals, we strive to honor both our history and iconic features. We do so while prioritizing open communication and quality services for all residents and businesses.

a. Key Messages and Core Values:

• Community & Belonging: Public communication, City events, and City resources contribute to a feeling of belonging for residents and businesses. We honor the diversity of all who enrich our Holladay community.

• Honoring our Roots: We are committed to preserving Holladay’s natural charm and iconic features as we celebrate the rich history of our people and stories.

• Transparency & Integrity: The City organization and administration provide transparent, direct, and up-to-date information to residents and businesses, and invite dialogue and feedback.

• Efficiency & Stewardship: We use resources responsibly and deliver high quality, efficient, responsive, and cost-effective public services.

• Responsible Growth: Our growth is culturally diverse, economically viable, and environmentally sustainable; we approach it with thoughtful land use development and well-maintained public assets.

• Quality of Life: We support the exceptional quality of life that is a hallmark of our community. We take pride in and promote our unique neighborhoods, history, high quality schools, open space, arts, cultural offerings, civic amenities, and stunning tree canopy. We do this so Holladay can remain a safe and welcoming place to live, work, and play.

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3. Permit Application Tracking: The City’s method of tracking administrative processes historically consisted of spreadsheet-based solutions with hardcopy filing. In 2014 the City converted to an online solution which assisted departments in the effort of converting to a completely digital submittal and review process. The current solution has undergone updates and modifications over the years and the City desires to contract with a company which supports fully digital, secure and, in appropriate situations, automated workflows of the administrative review of construction drawings, applications with integrated tracking, mapping, scheduling and reporting solutions.

a. Goals

• Establish a high-quality, cloud-based reliable tool for residents, construction contractors, businesses and visitors to navigate various city applications and processes.

• Enhance communication with residents and applicants with tools and main portal to access City services and resources.

• Features easy customization to support fast-paced policy and process changes.

• Ensure the service is user-friendly utilizing modernized features that are intuitive and provide maximum utility across various devices.

• Provide a log-in based, integral dialog feature which enhances communication between the city and applicants. Eliminating reliance upon email tools outside of the software.

• Compliance with State of Utah Data Privacy Standards

• Embrace the City’s branding to positively reflect Holladay’s unique community qualities.

• Support flexibility to integrate existing and future website capabilities and functionality as needed.

• Report on various benchmarks on a quarterly and yearly basis.

• Provide service user support to staff

b. Scope of Work – The information listed below is intended to provide interested firms with a preliminary scope of work but is not meant to limit a potential contract for services or exclude any relevant or essential data, tasks or project steps. The City and the selected firm will finalize the scope of work and implementation schedule during the contract negotiation period. The intent of this RFP is to enable the City to acquire the most appropriate, financially attractive solution from a qualified vendor. The general capabilities of the software solution chosen not only needs to replace the functionality of the City’s current solution but is also expected to offer staff, residents and applicants new and enhanced solutions and capabilities. The City is open to suggestions other than those listed in this request, which the firm believes would be of value to producing the desired outcomes. The proposed software solution is anticipated to include the following

1. Core Functions:

• User friendly, mobile web-based permit, planning and zoning, code enforcement and business license application portal, with forward compatibility with web browsers and operating systems

• Citizen engagement portal

• Work orders, capital projects and/or fleet management

• Property focused database, with routine updates

• Application review workflows that automate multi-divisional reviews

• Document management

• Applicant/city communications within one, log-in based solution

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• Inspection scheduling – calendar view of availability and cancelation tools

• Online payments

• Reporting

• Integrated mapping compatible with existing ESRI suite of GIS software

• Secure, client-owned cloud data storage

• Maintenance, Training and Support

2. Capabilities needed to include, but are not limited to the following:

• Import of past application data with search capabilities

• Public portal o Application submittal with simplified document upload capabilities o Check the status (including business licensing) o View available inspection times o Request inspections o View inspection results o Searchable o Secure with login-in based applicant access

• Flexibility for city staff to change or modify workflow, communication, fees, etc.

• Force require a complete application prior to submittal

• Integration with the existing financial system

• Integration with Microsoft Outlook for efficient staff scheduling

• Integration with Bluebeam for plan review processing capabilities

• Secure electronic document management, online storage featuring routine backups

• Variety of reporting functions; type, status, fee, reviewer, inspection, date, etc.

• Automated workflows for each specific city process including business license approvals

• Ability to generate letters, notices and other forms o Auto-populate with given data o Flexibility to create pre-formatted email responses for review processes and inspection activities.

o Auto email letters in additional to printing

• Fee computation based on ICC formulations

• Mobile/ field for Staff use o Access of permit/license data and property information/history o Ability to, apply, review, approve and issue permits o Ability to add/update date remotely

• Payment Processing for Permits and Business Licensing

c. Existing Third-Party Programs the City Uses

• iWorQ – building permits, code enforcement, citizen requests, business licenses and park facility and room rentals

• ESRI Online Pro – GIS mapping suite

• Bluebeam – PDF management

• Microsoft Outlook – staff availability and email correspondence

• Xpress Bill Pay – credit card processing

• Caselle – accounts payable, accounting and payroll

• CivicRec – park facility and room rentals, sports use contracts, registration, ticketing

(currently in buildout process)

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SECTION II – SUBMISSION REQUIREMENTS AND INSTRUCTIONS

The responding consultant must address and clearly label all items indicated in this section within their proposal in the order as outlined below. The proposal should not exceed twenty-five (25), 8.5”x11”, single-sided pages. The City may reject any incomplete proposals during the selection process.

Submission Requirements

1. Letter of Interest/Executive Summary

a. Overview of how your company will approach the project.

b. Statement that the company has read and understands this RFP and accepts the written instructions contained herein.

c. Identification of the consultant’s primary point of contact for the RFP that is responsible for disseminating information to the consultant team; include the person’s name, direct phone number, email address and mailing address.

d. Signature of an officer or employee authorized to bind the company contractually.

2. Company Profile

a. Company overview and history.

b. Number of current employees.

c. Location of team members, including support and development staff.

3. Local Government Experience

a. Include a minimum of three (3) local government references, with client name, contact person, direct phone number and email address.

b. Describe local-government specific approaches that you have implemented to address unique needs like software tool flexibility/adaptability, data conversion, support, applicant feedback etc.

4. Scope of Services: Provide the proposed scope of services and approach in response to this RFP. At a minimum, this should include a description of the software, technical requirements, training options, importation of past data, support and maintenance. The timeframe for the scope should be included showing projected timeframe for completion of phases.

5. Project Development

a. Approach to meet software goals and preliminary scope of work

b. A description of the software’s technical requirements

c. Estimated timeline/schedule.

d. Process used to determine software interface and dashboard tool needs.

e. Most important import issues to consider, both generally and specific to local government.

f. Number and types of contact with the City during the design and implementation phases.

6. Project Manager + Key Project Personnel (Please only include team members that will directly work on the project.)

a. Identification of the project manager.

b. Names, titles, experience, and roles of key team members.

c. Subcontractor(s) role and history working together on past projects. (if applicable)

7. Proposed Fees

a. Provide fees based on the information provided in the proposed Project Development section.

b. Include a line-item budget for data import and implementation/training

c. Include any escalation of subscription costs within a five (5) year period.

d. Provide your firm’s proven strategies to keep the project on-time and on-budget.

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Submission Instructions: Submit your proposal by email (single PDF of the complete proposal that includes all required information and documents not exceed twenty-five (25), 8.5”x11”, single-sided pages) by Friday, April 3rd, 2026 at 12:00 p.m. Noon MST to jteerlink@holladayut.gov with the email subject “Proposal for Holladay Tracking Software.” Proposals will not be publicly opened or read. It is the consultant’s sole responsibility to read and interpret this RFP and the written instructions contained herein.

Responses to the RFP that are not received prior to the time and date specified will be considered late. The City reserves the right to reject any late, incomplete or irregular response and reserves the right to waive any non-material irregularity in responses.

SECTION III – SELECTION PROCESS AND CRITERIA

1. Selection Process: The City will make every effort to ensure that all responses are treated fairly and equally throughout the selection process. The RFP will be awarded to the highest scoring responsive and responsible proposal, meeting the stated RFP requirements.

a. Selection Committee - The City will form a Selection Committee comprised of a City Council Member and key staff to review the submitted responses and provide recommendations.

b. Identify a Short-list of Finalists - The Selection Committee will score and rank the written proposals to determine a shortlist of finalists.

c. Finalist Interviews to Identify a First and Second Ranked Consultant - The City will notify the consultant if selected for the shortlist and may ask them to participate in an interview. The City may select a first-ranked and second-ranked consultant.

d. Negotiations with First Ranked Consultant - The first-ranked consultant will be given a defined period of time to negotiate and execute a service agreement with the City. In the event that exclusive negotiations are conducted and an agreement is not reached, the City reserves the right to enter into negotiations with the next highest ranked consultant without the need to repeat the formal solicitation process.

2. Selection Criteria: The following criteria that will be used in evaluating the responses received.

a. Overall Proposal Suitability (30%) – Proposed project approach must meet the scope, requirements and needs included herein and be presented in a clear and organized manner.

b. Value and Cost (40%) – Proposals will be evaluated on the cost of their services based on the work to be performed in accordance with the scope of this project.

c. Organizational Experience (15%) – Proposals will be evaluated on the experience of their firm as it pertains to the scope of this project. Consultants will be evaluated on examples of their work, notably, their ability to produce successful local government tracking software.

d. Technical Expertise (15%) – Consultants must provide descriptions and documentation of the technical expertise of their firm and team members.

3. Anticipated Selection Schedule (subject to change)

Mar 9th Issue RFP Mar 20th Last day to submit questions Mar 25th Post Q&A on website April 3rd RFP deadline Mid April Determine shortlist of finalists Late April Conduct finalists’ interviews Early May Present recommendation to City Council Late May-July Negotiate and execute contract **Setup, Data port-in, and Launch of new service tool (flexible per selected consultant) mailto:jteerlink@holladayut.gov

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SECTION IV – SPECIAL CONDITIONS FOR PROPOSALS

1. All information submitted to the City by the consultant will be binding upon the consultant.

2. All responses, including attachments, supplementary materials, and addenda shall become the property of the City at the time of submission and will not be returned to the consultant.

Information contained in the response will be available to the public upon inquiry or GRAMA request immediately following the execution of a written agreement with the consultant selected by the City.

3. The City reserves the right to negotiate changes in the terms of services with the selected consultant as may be required.

4. The City reserves the right to withdraw or suspend the RFP.