REQUEST FOR PROPOSALS

SALT LAKE COUNTY

Mainframe Tax Support Services

RFP # IT124931

Date of Issue: November 18, 2025

Information 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 – References EXHIBIT B – Sample Agreement Acceptance EXHIBIT C – Certificate of Final Acceptance EXHIBIT D – Data Privacy Terms

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 SLCo Information Technology, “County” is soliciting proposals from qualified firms “Proposer / Contractor” to provide support for the County’s aging mainframe-based Tax 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 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 Thursday, December 18, 2025, in Contracts and Procurement online solicitation system, the Utah Public Procurement Place (U3P) powered by Bonfire:

https://utah.bonfirehub.com/projects. 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 Tues., Dec. 2nd Final day to submit questions Thurs., Dec. 4th Proposal Due Date Thurs., Dec. 18th Committee Meeting Thurs., Jan. 8th Proposer Interviews Thurs., Jan. 22nd https://utah.bonfirehub.com/projects

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 Tuesday, December 2, 2025, beginning at 10:00 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 Thursday, December 4, 2025, at 1:00 pm. Answers to the questions will be posted in U3P 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

Salt Lake County Information Technology (SLCO IT) developed and continues to support the current mainframe-based tax system, originally written in the 1980s.

Maintaining this system has become increasingly difficult due to limited resources and accumulated technical debt. While SLCO IT is actively developing a modern replacement, the current system must remain operational until the new solution is fully implemented and in production. The new system is expected to be ready January 1, 2029.

Today, the mainframe-based Tax System is currently maintained by a small group of highly specialized analysts. This creates a substantial risk, as essential system knowledge is concentrated among just a few individuals whose departure could significantly impact operations. To address these risks, we recommend leveraging Business Process Management (BPM) to utilize a 3rd party to support the County’s mainframe-based Tax System.

This approach covers supporting the entire end-to-end tax process on the mainframe. We anticipate needing at least one person on-site to facilitate transition.

mailto:memery@saltlakecounty.gov

Metrics Summary

# Metric Description

1 Lines of Code COBOL: online= 266,729, batch= 1,728,098 Natural: online= 14,102, batch= 42,601

2 Number of Programs COBOL: online=250, batch=2,452 Natural: online=37, batch=104

3 Program Languages JCL, COBOL & Natural 4 Databases DB2-154 tables, VSAM-65 5 FTEs that currently support the system 3 6 Support coverage hours 24/7/365 7 What is the application availability? 99.90% 8 How many Tickets/Incidents per month? - Priority 1? 2 9 How many Tickets/Incidents per month? - Priority 2? 3

10 How many Tickets/Incidents per month? - Priority 3? 3 11 How many Tickets/Incidents per month? - Priority 4? 4

What are the resolution SLA times for the tickets?

- Priority 1

Initial Response = 1 hour Resolution = 8 hours

13 What are the resolution SLA times for the tickets?

- Priority 2

Initial Response = 4 hour Resolution = 1 day

What are the resolution SLA times for the tickets?

- Priority 3

Initial Response = 1 day Resolution = 3 days

What are the resolution SLA times for the tickets?

- Priority 4

Initial Response = 2 days Resolution = 5 days

What is the monthly average effort (in Person Hours), to make any small / medium enhancements, to address the above-mentioned tickets?

12 hours per incident

Are there any major enhancements being planned for next 2-3 years, for the Mainframe applications in-scope?

Statute requirements change every year

What are the Online and Batch process hours, for the in-scope applications?

Online should be up from 6 am to midnight MST and Batch processes from midnight to

6 AM MST

19 Number of Mainframe applications 5 applications (application areas)

20 Number of Prod batch cycles / jobs run in each day 50-60 21 Number of Online screens approximately 250 22 Data volumes of in-scope apps Approx. 165 Volumes 4.5TB

Approximate number of users who access Online systems each day

Number of Upstream and Downstream interfacing systems and associated interfaces approximately 5-8

What is the Testing Methodology used for mainframe Applications unit, performance, security, and user acceptance testing at a minimum;

integration and system testing if indicated

26 Tools used for Test case and Test result management typically use data provided at request

Any requirements for workforce working locally or existing workforce already working remotely? (balance local x remote?)

mixed remote and local

Experience Range of the Application Developers supporting the applications experienced but unfamiliar to SME

What is the Average Skill Level of the development team for this application portfolio (years working with the portfolio) 10.5 yrs, others 6yrs or less

30 Number of Changes/Deployments to Production per month 3-5 usually copybook updates

What is the Business Criticality of Each Mainframe Applications?

Extremely critical; primary revenue source

Is there any documentation available for each Application (Architecture Design, HLD, LLD, Test Plan) limited

33 What is the Code Development Process?

typically involves planning, requirements gathering, design, coding, testing, deployment, and maintenance.

34 What is the Process for Incident Management rotating on-call system with automatic case management; on-call resources available for reference

35 Process of Incident transfer from L1/L2/L3 Support on-call person escalates to next level after no more than 15 minutes

Tools used for Batch Job Scheduling Control-M

Application Performance Tools OMEGAMON

2.2 Scope of Work

• Full support and maintenance of the County’s mainframe-based Tax System, including:

o Application operations (batch processing, reporting) o System troubleshooting and incident resolution o Routine updates and configurations o User support and issue resolution o Customer Information Control System (CICS) application online support

• Business Process Mapping of all tax-related functions (manual and automated)

• Identification and recommended improvement of inefficient or high-risk processes

• Knowledge transfer from internal subject matter experts to vendor resources

• Development of documentation for processes and procedures

• Transition planning and onboarding of BPM provider

• Ongoing performance monitoring and service-level management

• For issues classified as Severity 1, the County may make any system modifications required to meet current or future statutory obligations.

2.2.1 Performance Measures & Guarantees

The Vendor shall adhere to the following performance measures and guarantees. All metrics and commitments will be documented in the Service Level Agreement (SLA) and reviewed periodically with the County’s IT leadership team.

1. Issue Tracking and Reporting

a. The Vendor shall maintain a centralized issue-tracking and reporting system for all incidents, service requests, and changes.

b. The Vendor shall provide the County’s IT Department with access to real-time dashboards and monthly reports summarizing ticket volumes, categories, and SLA performance.

2. Response and Resolution Times

a. The Vendor shall meet defined Response and Resolution Times based on issue criticality (e.g., Critical, High, Medium, Low).

b. The Vendor shall document escalation procedures for SLA breaches and provide incident post-mortems for major or recurring issues.

3. Transition and Onboarding Timelines

a. The Vendor shall develop and follow an approved transition plan that includes milestones, acceptance criteria, and completion dates.

b. The Vendor shall ensure full-service continuity during transition and onboarding activities.

4. Support and Communication

a. The Vendor shall provide dedicated support resources (on-site and/or remote, as required by the County).

b. The Vendor shall maintain consistent communication with internal IT staff and County departments.

c. The Vendor shall participate in scheduled service review meetings and provide timely updates during incidents or outages.

5. Training and Knowledge Transfer

a. The Vendor shall document all supported systems, configurations, and operational procedures.

b. The Vendor shall maintain a structured knowledge transfer process to ensure continuity in the event of staffing changes.

c. The Vendor shall provide refresher and onboarding training for new support personnel as needed.

6. Continuous Improvement

a. The Vendor shall conduct root-cause analyses for recurring or critical incidents.

b. The Vendor shall track performance against key performance indicators (KPIs) and present quarterly service improvement plans.

c. The Vendor shall proactively identify and recommend opportunities for process optimization, automation, and cost savings.

7. Service Level Credits and Penalties

a. The Vendor shall be subject to defined service credits or penalties for failure to meet established SLA targets.

b. The calculation method, thresholds, and conditions for credits shall be documented within the SLA.

8. Security and Compliance

a. The Vendor shall ensure that all personnel assigned to County work pass a security background check prior to assignment.

b. The Vendor shall comply with all County security policies, confidentiality agreements, and applicable federal, state, and local data protection standards.

9. Performance Reporting Frequency

a. The Vendor shall provide monthly performance reports and quarterly executive summaries to the County’s IT leadership.

b. Reports shall include SLA compliance results, KPI metrics, trend analysis, and improvement actions.

10. Customer Satisfaction

a. The Vendor shall participate in periodic customer satisfaction surveys involving County departments and internal IT customers.

b. Survey results shall be reviewed during quarterly service meetings and incorporated into service improvement planning.

11. Disaster Recovery and Business Continuity

a. The Vendor shall maintain and annually test a documented disaster recovery and business continuity plan aligned with the County’s continuity requirements.

12. Change Management

a. The Vendor shall follow ITIL-aligned change-management processes for all configuration or service changes.

b. The Vendor shall provide appropriate documentation, testing evidence, and County approval prior to implementation of any production change.

c. The Vendor shall coordinate with SL County Change Management

Processes

2.3 Length of Agreement

The contract resulting from this solicitation will become effective on the date of execution with a three (3) year term.

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

2.4 Fee and Escalation Clause

The price(s) proposed must be guaranteed through the contract term.

2.5 Insurance Requirements

Insurance Requirements. Insurance Standard Level Insurance will be required per the amounts listed below. Please refer to the attached example agreement for information concerning insurance requirements.

A. Workers' compensation and employer's liability insurance as required by the State of Utah.

B. Commercial general liability insurance in the minimum amount of $500,000 per occurrence with a $1,000,000 general policy aggregate.

C. Professional liability insurance in the minimum amount of $1,000,000 per occurrence with a $2,000,000 annual policy aggregate limit.

D. Commercial automobile liability insurance that provides coverage in the minimum amount of $100,000 per occurrence per person/ $300,000 per accident I $50,000 property damage OR single combined limit of $500,000.

-OR IF THERE WILL NOT BE ANY VEHICLE OPERATIONS-

E. The Contractor shall not operate a vehicle in connection with any services rendered under this Agreement. Inasmuch as the Contractor agrees not to operate a vehicle in connection with services rendered under this Agreement, the County shall not require the Contractor to provide commercial automobile liability insurance.

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 [25-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 70% of the scoring and the pricing proposal is 30% 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% Relevant Experience/Qualifications. 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.

Provide a brief description of your firm, the scope and nature of projects routinely provided by Proposer on projects of this nature. 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.

Describe your staffing resources to accomplish the scope of these services and tasks.

1. What experience do you have with tax systems for local governments?

Please provide references.

2. How have you approached similar challenges?

40% Proposed Approach. Describe how the Proposer will approach each task of the project to meet the requirements. Describe your method of scheduling and routing for these services. 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 project and identifying unique practices of your firm.

1. What makes you better at BPM for Salt Lake County than your competitors?

2. What does a transition like this normally entail? (Time, Salt Lake County support, etc.)

3. What are the biggest risks for a project like this? How does your company mitigate them?

4. What is the typical implementation timeline for a project our size?

What are the normal Key Performance Indicators for a project like this?

2. Pricing Proposal:

The pricing proposal will be reviewed separately.

20% Proposed Pricing/Costs/Fees. The proposal must include pricing for each of the tasks stated under scope of work and any additional tasks Proposer's firm recommends. Proposer must price any recommended additional tasks separately. The proposal must include a total "not-to exceed" price for the delivery to County of all services required to complete the project herein which includes any and all professional fees; and any and all costs the Proposer may incur, including any costs for transportation, lodging, communication, printing, etc. The proposal must also include an hourly rate for each team member who the Proposer plans to utilize in completion of the project. County is not willing to pay an hourly fee for travel time. No additional reimbursement beyond the "not to exceed" price 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 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 bear 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.

https://corporations.utah.gov/

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 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

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 B – Sample Agreement Acceptance or Alternate Proposed

Choose the option below that applies regarding acceptance of the sample agreement included in the Request for

Proposal (RFP).

(___) 1. Proposer affirms acceptance of the Request for Proposal (RFP) and included sample agreement, and Proposer takes no exception, nor will put forth any additional or conflicting terms and conditions, contracts, or third-party agreements for consideration should the Proposer be awarded the contract.

(___) 2. Proposer takes exception to the sample agreement included in the Request for Proposal and includes those exceptions below along with proposed terms and conditions, additional contracts, or third-party agreements the Proposers requests County to consider should the Proposer receive an award of the contract. Proposer understands that deviations from the Example Agreement are made at the County’s sole discretion.

REQUIRED IF EXCEPTIONS TAKEN: A concise written statement below detailing exceptions to the sample agreement included as part of the Request for Proposal. Include additional pages and attachments as necessary such as terms and conditions, contracts, and/or third-party agreements also to be considered.

NOTE: Failure to submit this exhibit as part of proposal will be considered affirmation of acceptance of the

Request for Proposal (RFP) and included sample agreement and Proposer takes no exception, nor will put forth any terms and conditions, contracts, or third-party agreements for consideration should the Proposer be awarded the contract.

County reserves its right to award the next highest ranked proposer should an acceptable agreement cannot be reached between Proposer and County.

Exhibit C

Certificate of Final Acceptance

Project Name: ____________________ Contract#: _________________________

Project#: _________________________ Date of Final Acceptance: _____________

Location: _______________ __________ Contractor__________________________

Address: __________________________ Address: ___________________________

Signing of the Final Acceptance form shall certify that the work contained in the subject contract has been inspected by the parties listed below and all requirements contained in the proposal including the items listed below have been substantially completed, that the Contractor has fulfilled all contractual obligations that the warranties have been accepted and the Contractor may be authorized to receive payment as specified in the contract.

1) Statement of work ___ 2) Functional Requirements ___

2) Technical Requirements: ___ 3) Project plan complete ___

The first day of the month following the Date of Final Acceptance begins Year two (2) through

Year five (5).

SIGNATURES

Project Lead Date

Chief Information Officer Date

Contractor Date

EXHIBIT D: DATA PRIVACY TERMS

1. Disputes & Governing Law: For purposes of this Agreement, Proposer agrees to be subject to the laws of the State of Utah and comply with Part 4 of the Utah Government Data Privacy Act, Utah Code Sec. 63A-19-401 et seq.

2. Data Protection and Security: Proposer shall implement and comply with federal and state technical, physical, and administrative regulations to ensure the security and confidentiality of Salt Lake County’s data. Proposer shall employ industry-standard security measures and best practices to safeguard the data. Such measures may include, but are not limited to, encryption, access controls, firewalls, intrusion detection systems, regular security assessments, and employee training on data protection and security.

3. Confidentiality: Proposer shall maintain the strict confidentiality of Salt Lake County’s data and shall not disclose it to any third party without obtaining Salt Lake County’s prior written consent. Proposer shall ensure that its personnel involved in the processing of data are subject to confidentiality obligations and are aware of the importance of maintaining the security of the data.

4. Use of Data Proposer shall use Salt Lake County data solely for the purposes explicitly specified in the contract and may not use the data for any other purpose without obtaining Salt Lake County’s prior written consent and is specifically forbidden to sell or otherwise monetize the client’s data.

5. Subcontracting: In the event that Proposer intends to subcontract any services under this contract, they shall ensure that subcontractors comply with the privacy clauses required by the Proposer and obtain Salt Lake County’s approval of the subcontractors engaged.

6. Breach Notification: Proposer shall promptly notify Salt Lake County within 24 hours of any verified or suspected breach of data security, unauthorized disclosure, or misuse of Salt Lake County data, as defined by federal and state law. Further, if it is unclear whether an event may be considered a breach, unauthorized disclosure, or misuse of data as defined in the contract, Proposer shall err on the side of caution and disclose the event to Salt Lake County. Proposer shall fully cooperate with Salt Lake County during the investigation and mitigation of the breach and shall provide Salt Lake County with all relevant details regarding the breach, including the nature of the breach, the data affected, the potential consequences, and any remedial actions taken or proposed to address the breach. Proposer is obligated to get Salt Lake County’s approval before circulating a notice of breach to the impacted individuals or regulatory bodies.

7. Data Deletion: Upon termination of the contract, Proposer shall securely delete or return all of Salt Lake County’s data as specified in the contract, ensuring that the data is securely and irreversibly deleted to prevent unauthorized access or recovery and providing a Certificate of Destruction within 14 days from contract termination.

8. Liability and Insurance: Proposer shall assume full liability for any damage or loss arising from a confirmed or suspected breach of data security or privacy, or its investigation, and shall maintain adequate insurance coverage that specifically includes data privacy protection throughout the term of the contract as well as throughout the term the Proposer holds or in any way uses Salt Lake County data Proposer shall provide to Salt Lake County a certificate of insurance satisfactory to Salt Lake County before services provided.

Proposer acknowledges that its liability for any damage or loss arising from or connected to a data security breach or privacy violation shall not be limited solely to the extent of insurance coverage, and the Proposer remains fully responsible for any liabilities beyond the insurance coverage limits.

9. Audit Clause: Salt Lake County has the right to conduct audits of all public-facing systems, at its own expense, no more than once per calendar year, during normal business hours to verify Proposer’s compliance with the contract. Salt Lake County may choose to conduct the audit themselves or engage a third-party auditor, and Proposer shall fully cooperate with the audit process.

Attachment A - Request for Proposals Cover Summary t

Legal Name

Doing Business As (if applicable)

Address City State Zip Code

Contact Person after contract award Telephone Number

E-mail Contact

I certify that to the best of my knowledge the information contained in this proposal is accurate and complete and that I have the legal authority to commit this organization to a contractual agreement. I realize the final funding for any service is based upon funding levels and the approval of the Mayor for Salt Lake County.

Proposer Authorized Representative Type or Print Name

Date

Position or Title

Signature required when submitting hard copy.

Electronic signature acceptable if an electronic proposal is allowed.

X

Proposer

Please include one or two e-mail address for notification of an interview.

Name, telephone number, E-mail address

Attachment B

REQUEST FOR PROTECTED RECORD

(Business Confidentiality Claim)

I request that the attached/enclosed information (record) provided to Salt Lake County, or any of its agencies (divisions or programs), be considered confidential and given protected status as defined in Utah’s Government Records Access and Management Act (“GRAMA”).

Name and Address of business and representative making this confidentiality claim:

Description of the information (record) which is to be covered by this confidentiality claim and which you believe qualifies for protected status:

The following reasons support this claim of business confidentiality and protected status under Utah Code Ann. § 63G-2-305 (please check all of the following that apply):

(___) 1. The record provided is a trade secret as defined in Utah Code Ann. § 13-24-2 (See Utah Code Ann. §§ 63G-2-305(1) and 63G-2-309).

(___) 2. The record is commercial or non-individual financial information and: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of Salt Lake County, or its agencies, to obtain necessary information in the future; and (b) the interest of the provider in prohibiting access to the information is greater than the interest of the public in obtaining access. (See Utah Code Ann. §§ 63G-2-305(2) and 63G-2-309).

REQUIRED: A concise written statement supporting a business confidentiality claim, as required by Utah Code Ann. § 63G-2-309(1). Attach additional sheets if necessary.

NOTE: Claimant shall be notified if a record claimed to be protected is classified public or if the determination is made that 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 an appeal expires or the end of the appeals process, including judicial appeal, unless the claimant, after notice, has waived the claim by not appealing within thirty (30) calendar days. See Utah Code Ann § 63G-2-309(2). The procedure to appeal a GRAMA classification within thirty (30) calendar days is described in Countywide Policy 2040, which can be found on the County’s website www.slco.org or by typing the following link into your address bar:

https://slco.org/globalassets/1-site-files/policies/countywide/2040.pdf?v=03282022114310737.

Signature of Claimant Representative: _________________________________ Date: ____________________

Claimant Representative Name and Title: ________________________________________________________ http://www.slco.org/ https://slco.org/globalassets/1-site-files/policies/countywide/2040.pdf?v=03282022114310737

Preference System Updated 5.5.23

SALT LAKE COUNTY CONTRACTS & PROCUREMENT

ATTACHMENT C - PREFERENCE SYSTEM

Salt Lake County may award bids or adjust scoring to a proposal through a preference system. One or more preferences may accrue to vendors who submit responsible, responsive offers if other factors are met.

Vendors may request the following preferences:

• Employee Health Care Preference

• Veterans and Companywide Hiring Preference

Employee Health Care Preference The Health Care Preference shall accrue to vendors who currently provide and will maintain the following through the term of the contract with the County:

• A health benefit plan, as defined by Utah Code Ann. § 26-40-115(1), made available to the vendor’s covered employees and their dependents.

• A copy of the health benefits certificate or a letter signed by the vendor's carrier detailing coverage and dates of coverage of the health care benefits.

Veterans and Companywide Hiring Preference The Veterans and Companywide Hiring Preference shall accrue to vendors who currently provide and will maintain all of the following through the term of the contract with the County:

For veterans:

• A completed and signed certificate explaining its program to actively recruit and employ veterans that includes the success rate of its program by listing the percentage of its workforce that qualifies as veterans under this policy;

• A completed and signed certificate verifying that a vendor has employed, and is currently employing, at least one veteran under its recruitment program;

Companywide:

• A drug and alcohol testing policy that applies to all covered individuals employed or hired by the vendor and requires covered individuals to submit to random testing;

• A job training program recognized by a federal, state, or local governmental entity; and,

• A job safety program that complies with job safety and health standards of the Occupation and Safety Health Administration (OSHA) or the state standards which are at least as effective as the federal standards.

https://le.utah.gov/xcode/Title26/Chapter40/26-40-S115.html?v=C26-40-S115_2019051420190514

Preference System Updated 5.5.23

REQUIREMENTS

If required certification form and preference documentation is not received with the proposal, the County will not consider the preference request.

The County maintains the right to monitor the vendor's compliance of any preference status. Violation of this contract condition shall be the basis for immediate termination of the contract for default by the vendor.

Request for Proposals (RFPs) A proposer may receive one (1) point added to the total score of its proposal for each of the preferences offered herein for which the proposer qualifies.

Updated 5.5.23 Preference System

PREFERENCE CERTIFICATION FORM

YOU MUST CHECK THE BOX FOR EACH PREFERENCE OPTION CLAIMED

If you do not include this completed certification form along with required documentation with your bid or proposal submission, your preference request will not be considered.

Employee Health Care Preference – Currently provide and will maintain qualifying health benefits to covered employees and dependents through the term of the contract with the county. A copy of the health benefits certificate or a letter signed by the vendor's carrier detailing coverage and dates of coverage of the health care benefits must accompany the bid or proposal to have the preference request accepted.

Veterans and Companywide Hiring Preference – Currently provide and will maintain all of the following programs through the term of the contract with the county:

Veterans and Companywide Hiring Preference Certification Form

Company Name:

Explanation of Program to Actively Recruit and Employ Veterans*:

Percentage of workforce that qualifies as veterans:

Vendor has…