Unified Fire Authority Request for Proposal #2025-16 Logistics Supply ERP and Consulting Services

INFORMATION & REQUIREMENTS

I. OVERVIEW & OBJECTIVE

Unified Fire Authority (UFA) is accepting proposals from qualified, reputable firms to implement a cloud-based enterprise resource planning (“ERP”) solution with electronic document interchange (“EDI”) vendor integrations and in addition, consulting services for restructuring the warehouse ordering and stocking processes, with improvements aligned with the ERP solution. The ERP software will be used to operate a single warehouse located or possibly one or more of our 27 fire stations as a warehouse in conjunction with the Unified Fire Authority Logistics Center located at 6726 Navigator Dr, West Jordan, UT 84084.

All products offered in response to this solicitation shall be new, current, and in ongoing production; shall have been formally announced for general marketing purposes; shall be a model or type currently functioning in a user (paying customer) environment; and shall be capable of meeting or exceeding all specifications and requirements outlined in this solicitation. Used, refurbished, demo, prototype, or gray-market equipment will not be acceptable for this Bid. All products must be supplied through an authorized distribution channel. All products listed below are for reference only; any equal or greater product from any vendor can be substituted.

Please quote all line items separately, hardware, software, professional services including a description, part number(s), quantity, and amounts. As UFA may choose to implement in phases over a few budget years, due to cost and complexity.

II. CRITERIA FOR EVALUATION

Awards of orders will be on the basis of:

Qualifications and Experience_____ 20% Scope of Work and Technical Specifications 25% Approach to Services ___ ___ 25% Fee Proposal ____ 30%

III. QUALIFICATION OF OFFERORS

Offerors will not be considered unless they meet the following requirements:

All work as defined in the proposal content must be completed without the need for additional requests for proposal or bids.

IV. PROPOSAL SUBMISSION

Sign and return the Proposal Response Cover Sheet (ATTACHMENT 1). The form must be signed by a company representative authorized to bind the Offeror contractually.

Submit all required information as outlined in the Proposal Content and Evaluation Criteria section of ATTACHMENT 1.

UFA allows for quotations to be submitted electronically. Electronic quotations should be submitted through a secure mailbox at Bonfire (U3P) https://utah.bonfirehub.com/portal/?tab=openOpportunities until the date and time as indicated in this document. It is the sole responsibility of the supplier to ensure their quotation reaches Bonfire before the closing date and time. There is no cost to the supplier to submit Unified Fire Authority electronic quotations via Bonfire. Here is a link to the Division of Purchasing's website where it provides training materials for vendors on the Bonfire platform -https://share.vidyard.com/watch/nRJyoedyaNwRaWv43chZje Electronic quotations may require the uploading of electronic attachments. The submission of attachments containing embedded documents is prohibited.

Submission Deadline: Tuesday, January 13, 2026 at 11:00 AM (MST)

Proposals received after the deadline will not be considered.

Proposals will then be sent to UFA appointed Selection Committee for evaluation.

V. ACCEPTANCE

A. Any proposal received will be considered an offer, which may be accepted by UFA based upon initial submission without discussions or negotiations.

B. By submitting a proposal in response to this Request, Offeror agrees that any proposal it submits may be accepted by UFA at any time within ninety (90) days from the date of submission deadline.

C. UFA reserves the right to reject any or all proposals and to waive minor technicalities and irregularities in proposals received, and/or to accept any portion of the https://utah.bonfirehub.com/portal/?tab=openOpportunities https://share.vidyard.com/watch/nRJyoedyaNwRaWv43chZje offer if deemed in the best interest of UFA. Failure of Offeror to provide, in its proposal, any information requested in the RFP may result in rejection for non-responsiveness.

D. The UFA may accept all or part of any offer and may make multiple awards.

Offerors shall identify volume discounts if any or all products are selected.

VI. ADDITIONAL INFORMATION

For additional information concerning the services specified in this Request for Proposal, interested parties should post any inquiries to the Bonfire platform. Correspondence between suggested offerors and UFA must be in written format.

For information concerning Request for Proposal procedures and regulations (i.e., submission deadline, forms required, etc.), or Americans with Disabilities (ADA) accommodations, interested parties may contact Erica Langenfass, Purchasing Agent, via e-mail at elangenfass@unifiedfireut.gov or Telecommunications Relay Services (TRS) at 711.

mailto:elangenfass@unifiedfireut.gov

ATTACHMENT 1

Proposal Response Cover Sheet

TO: Unified Fire Authority

3380 South 900 West Salt Lake City, Utah 84119

The undersigned, having carefully read and considered the Request for Proposal to provide a Logistics Supply ERP and Consulting Services does hereby offer to perform such Plan on behalf of UFA, in the manner described and subject to the terms and conditions set forth in the attached proposal.

OFFEROR

Company Name: _________________________________________________________________

Doing business as: [ ] an individual [ ] a partnership ] a corporation (mark appropriate box), duly organized under the laws of the State of _____________________________________.

BY: ______________________________________ ____________________________________

(Signature of authorized representative) (Please Print or Type Name)

PRINCIPAL OFFICE ADDRESS:

Street Address _____________________________________________________________________

City ________________________________________________ County ______________________

State ________________________________________________ Zip Code____________________

Telephone ( ) Fax ( ) _

Mailing Address ____________________________________________________________________

E-mail Address ____________________________________________________________________

TAXPAYER IDENTIFICATION NUMBER:

(Attach IRS Form W-9 “Request for TIN and Certification”)

Employer I.D. No. ______________________ OR Social Security No. _____________________

(Corporation or Partnership) (Individual)

ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE PROPOSAL

CONTENT & EVALUATION REQUIREMENTS LISTED ON NEXT PAGE

PROPOSAL CONTENT & EVALUATION CRITERIA

LOGISTICS SUPPLY ERP AND CONSULTING SERVICES

PROPOSALS SUBMITTED FOR EVALUATION MUST INCLUDE, AT A MINIMUM, THE

FOLLOWING INFORMATION AND MATERIALS:

A. GENERAL

The offeror shall furnish a Logistics Supply ERP and Consulting Services solution. The offeror shall be able to comply with the following:

Please see the attached documents for recommended specifications and scope of work.

Please see “Exhibit A” for technical and general questions.

B. QUALIFICATIONS

• A statement of the company’s experience and qualifications to meet the requirements of Unified Fire Authority Scope of Work. Describe any experience directly with the fire service industry. Include a general overview and history of your company, years in business, number of employees, corporate headquarter location, and where you do business.

• Identify proposed staff members who would be involved in providing the services requested herein and submit statements or resumes detailing their qualifications.

• Detail your company’s experience in providing the services requested herein for similar customers of similar size, with dates of performance and/or completion, customer name, contact person and telephone numbers. Also provide at least one customer that has not renewed their contract or terminated services in the last 1-3 years.

• Provide an organizational chart and an organizational chart for the primary project team.

• Provide details regarding your 3-5-year plan, including possible acquisitions, projects and development that are forthcoming.

• In addition to the information and qualifications specified above, identify any special knowledge or skills provided by your firm that may be related or helpful to the services requested herein.

C. PROPOSED APPROACH TO SERVICES

A. Provide a statement of your understanding of the service requested and a general description of your proposed approach to the Scope of Work.

B. Detail how your proposed program works.

• Describe the software program you will use and include how it functions, appearance, ease of use, etc.

• What does UFA have to do or provide to start using the system? List all UFA responsibilities in regard to starting the exchange of information through the proposed system.

C. Describe the training that you will provide to UFA.

D. Provide a detailed listing of any and all ongoing maintenance and product support recommendations or support/maintenance packages you offer (if any) that would be available.

E. Include what technical support you provide and your ability to respond to problems, including (1) online availability of support information; (2) 24-hour or other telephone support; and (3) expected response times after problems are report.

F. Describe any system security features, such as passwords (including changes and deletions) and user identification numbers. Identify any limitations on the number of UFA users authorized to use the system/software.

G. Include a copy or sample of any software licensing agreement that you require to be signed by UFA. Include a description of ownership of software during the term of the resulting agreement and after termination.

D. PROPOSED FEES

Provide a complete description of all fees to be billed to UFA (Exhibit B – Pricing Schedule). Fees not listed on the RFP response will not be allowed.

ORAL INTERVIEWS AND ONSITE INSPECTIONS MAY BE CONDUCTED WITH ONE OR

MORE PROSPECTIVE OFFERORS.

THE DECISION OF UFA'S SELECTION COMMITTEE SHALL BE FINAL AND

CONCLUSIVE.

ATTACHMENT 2

General Proposal Instructions & Information

I. AWARD BY WRITTEN AGREEMENT

The Offeror selected to provide the services/products will be required to enter into a written agreement.

• Signature on the Proposal Cover Sheet acknowledges that the Offeror is willing to enter into an Agreement if awarded the contract.

• If Offeror has any exceptions to request, the procedures stated under Paragraph IV, EXCEPTIONS, of this section must be followed.

II. PREPARATION OF PROPOSALS

A. Failure to read the Request for Proposal and these instructions will be at the Offeror's own risk.

B. All prices and notations must be typewritten or printed in ink. Erasures are not permitted. Errors may be crossed out and corrections made in ink or by typewriter adjacent to the corrected error. All corrections must be initialed in ink by the person signing the proposal.

C. Corrections and/or modifications received after the closing time specified will not be accepted.

III. PROPOSAL INFORMATION

A. Discussions with Offerors. UFA may conduct discussions and site inspections with Offerors who submit proposals determined to be reasonably susceptible to being selected for award. However, proposals may be accepted without such discussions or inspections, at UFA's option.

B. Equal Opportunity. UFA will make every effort to ensure that all Offerors are treated fairly and equally throughout the entire advertisement, review and selection process. The procedures established herein are designed to give all parties reasonable access to the same basic information.

C. Cost of Developing Proposals. All costs related to the preparation of the proposals and any related activities are the sole responsibility of the Offeror. UFA assumes no liability for and will not reimburse any costs incurred by Offerors throughout the entire selection process.

D. Proposal Ownership. All proposals, including attachments, supplementary materials, addenda, etc., shall become the property of UFA and will not be returned to the Offeror.

E. Rejection of Proposals.

• UFA reserves the right to reject any or all proposals received. Furthermore, UFA shall have the right to waive any informality or technicality in proposals received when in the best interest of UFA.

• No proposal shall be accepted from, or agreement awarded to, any person, firm or corporation that is in arrears to UFA, upon debt or contract or that is a defaulter, as surety or otherwise, upon any obligation to UFA, or that, based upon its past business practices, may be deemed irresponsible or unreliable by the Chief Financial and Legal Officers. Offerors may be required to submit satisfactory evidence that they have the necessary financial resources to perform and complete the work outlined in this RFP.

F. Failure to Submit a Proposal. Failure to submit a proposal (or to advise UFA’s

Chief Financial Officer that future Requests for Proposal are desired) may result in the removal of your firm from the prospective Offerors list.

IV. EXCEPTIONS TO PROPOSAL

An exception to any term or condition set forth in this proposal must be clearly identified in the response to this RFP. Exceptions or deviations to any of the terms and conditions must not be added to the proposal pages but must be submitted in a separate document accompanying Offeror's proposal identified as “Exceptions.”

Such exceptions shall be considered in the evaluation and the award processes. UFA shall be the sole determiner of the acceptability of any exception.

V. CONFIDENTIALITY

All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the Offeror that is submitted to UFA, as part of the proposal or otherwise, shall become the property of UFA when received by UFA and may be considered public information under applicable law.

UFA is subject to the disclosure requirements of the Government Records Access and Management Act, (“GRAMA”) Title 63G, Chapter 2, Utah Code Annotated. UFA generally considers proposals and all accompanying material to be public and subject to disclosure.

Any material considered by the Offeror to be proprietary must be accompanied by a written claim of confidentiality and a concise written statement of reasons supporting the claim as required by GRAMA §63G-2-309. Blanket claims that the entire RFP is confidential will be denied. UFA cannot guarantee that any information will be held confidential. If the Offeror makes a claim of confidentiality, UFA, upon receipt of a request for disclosure, will determine whether the material should be classified as public or protected, and will notify the Offeror of such determination. The Offeror is entitled under the GRAMA to appeal an adverse determination. UFA is not obligated to notify the Offeror of a request, and will not consider a claim of confidentiality, unless the Offeror's claim of confidentiality is made in a timely basis and in accordance with the GRAMA.

VI. REPRESENTATION REGARDING ETHICAL STANDARDS

The Offeror certifies that it has not: (1) provided an illegal gift or payoff to a UFA officer or employee or former UFA officer or employee, or his or her relative or business entity; (2) retained any person to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, other than bona fide employees or bona fide commercial selling agencies for the purpose of securing business;

or (3) knowingly influenced, and hereby promises that it will not knowingly influence, any UFA officer or employee or former UFA officer or employee to breach any ethical standards set forth in UFA’s conflict of interest policy or any of the provisions of Utah Code Title 67, Chapter 16.

Exhibit “A”

SCOPE OF WORK AND TECHNICAL SPECIFICATIONS

Logistics ERP and Consulting Services

Unified Fire Authority (“UFA”) is accepting proposals from qualified, reputable firms to implement a cloud-based ERP solution with EDI vendor integrations and in addition, consulting services for restructuring the warehouse ordering and stocking processes, with improvements aligned with the ERP solution. The ERP software will be used to operate a single warehouse located or possibly one or more of our 27 Fire Stations as a warehouse in conjunction with the Unified Fire Authority Logistics Center located at 6726 Navigator Dr, West Jordan, UT 84084.

Bids will be evaluated, and each requirement will be scored. A higher emphasis will be placed on initial licensing, yearly maintenance, and support costs.

Please address the following elements when submitting your proposal:

Scope of Work and Standards

1. An appropriately sized cloud-based ERP solution with licensing for 5-10 users.

2. Cost per warehouse, as Stations possibly be configured as a warehouse.

3. Any ongoing EDI integration costs must be called out on a separate line.

4. Subscription or licensing with software support is both acceptable.

5. ERP solution must allow for SSO Azure Enterprise Application for Authentication and

MFA.

6. ERP solution must have an API for additional integrations.

7. ERP must have an acceptable picklist and backordering features

8. ERP must be able to handle expiry items, as UFA stocks medication and medical supplies.

9. ERP must allow for the warehouse item barcode. RFID item support is a plus.

10. Optional ability to integrate with Caselle for PO creation.

11. Optional ability to integrate with our LightspeedHQ for a retail frontend or provide an alternative.

12. UFA logistics will provide item images and descriptions.

Only the UFA IT Manager or the UFA Logistics Chief may allow changes or substitutions. No changes are allowed without their written authorization.

Implementation and Consulting Services An objective of UFA's ERP acquisition is to refactor the warehouse process to align with the software's capabilities. The contractor shall provide training and knowledge transfer of the ERP solution. Additionally, assist in providing guidance to Logicists Supply personnel by completing warehouse processes that complement the ERP solution. EDI configuration, with the ability to troubleshoot any issues. Set up workflows for approvals, orders, and the creation of purchase orders. UFA Technology Division will provide end user, scanners, server, and storage, or additional connectivity as outlined by the contractor to meet software requirements.

Appendix A - Supply Vendor List

UFA Logistics spends approximately $4.3 million on supplies that keep our fire station operational. These supplies are anything from cleaning supplies, medical supplies, medications, and other fire/EMS equipment. Below is a list of vendors that the contractor will respond to if their ERP solution can create an EDI, API, or B2B interface to increase the automation of product resupply.

Primary Suppliers for EDI

LN Curtis SeaWestern Forestry Suppliers Henry Schein Johnson Plastics Plus Paul Conway Grainger STA Flag Store USA Teleflex Bound Tree UCI Rhinehart Oil Life-Assist Lowe's EagleEye Promo Amazon.com Galls Stryker Medical Grainger CLN State Fire JPPlus Speeds Power Equipment McKesson NAPA Zoll Costco Waxie Grainger PPE

Appendix B – Project Compliance

Additional guidance regarding telecommunications equipment Any vendor offering cameras, technology, and communications devices shall ensure that offered equipment and services comply with the Secure and Trusted Communications Networks Act of 2019, the National Defense Authorization Act (NDAA), the Office of Foreign Assets Control (OFAC). Additionally, offerors are advised to access the links below to ensure compliance and to avoid offering prohibited equipment or dealing with disallowed foreign companies when responding to this RFP.

Federal Communications Commission (FCC) List of Equipment and Services That Pose National Security Threat: The Federal Communications Commission publishes a list of communications equipment and services considered a threat to national security under the Secure and Trusted Communications Networks Act of 2019.

https://www.fcc.gov/supplychain/coveredlist National Defense Authorization Act (NDAA) Prohibitions: The NDAA, in some of its iterations, has included provisions that prohibit U.S. government agencies and contractors from using telecommunications and surveillance equipment produced by certain specified companies.

This is particularly relevant for products like security cameras and intrusion detection systems.

The NDAA prohibits the use of equipment from certain Chinese manufacturers. This link provides details on how to comply with these restrictions.

https://blink.ucsd.edu/technology/security/ndaa/index.html# State Department Master Sanctions Chart: https://www.state.gov/wp-content/uploads/2023/08/MASTER-Sanctions-chart-508-Updates-Aug-2023.pdf https://www.fcc.gov/supplychain/coveredlist https://blink.ucsd.edu/technology/security/ndaa/index.html https://www.state.gov/wp-content/uploads/2023/08/MASTER-Sanctions-chart-508-Updates-Aug-2023.pdf https://www.state.gov/wp-content/uploads/2023/08/MASTER-Sanctions-chart-508-Updates-Aug-2023.pdf

Sanctions Programs and Country Information by the Office of Foreign Assets Control (OFAC): OFAC administers and enforces economic and trade sanctions based on U.S. foreign policy and national security goals. https://ofac.treasury.gov/sanctions-programs-and-country-information CISA (Information and Communications Technology) ICT Supply Chain Resource Library:This library is a non-exhaustive list of free, voluntary resources and information on supply chain programs, rulemakings, and other activities from across the federal government.

The resources provide a better understanding of the wide array of supply chain risk management (SCRM) efforts and activities underway or in place. https://www.cisa.gov/ict-supply-chain-resource-library CISA Cybersecurity Alerts & Advisories: CISA provides advisories on cybersecurity threats, including those posed by foreign companies' products. https://www.cisa.gov/news-events/cybersecurity-advisories https://ofac.treasury.gov/sanctions-programs-and-country-information https://ofac.treasury.gov/sanctions-programs-and-country-information https://www.cisa.gov/ict-supply-chain-resource-library https://www.cisa.gov/ict-supply-chain-resource-library https://www.cisa.gov/news-events/cybersecurity-advisories https://www.cisa.gov/news-events/cybersecurity-advisories

Exhibit "B"

PRICE SCHEDULE

LOGISTICS ERP AND CONSUTLING SERVICES

I. GENERAL

A. The responses must include: initial costs (e.g. implementation and interface costs, software costs, training), ongoing costs (e.g. annual maintenance fees, support fees, licenses), implementation duration and UFA staff support requirements, solution description and architecture.

B. UFA is exempt from sales, use, and federal excise taxes on these products and/or services. Exemption certificates will be furnished upon request.

C. Prices stated and discounts offered will be firm for the term of this Agreement.

Requests for price adjustment thereafter will follow requirements specified in Paragraph III, Price Adjustments.

II. PRICE ADJUSTMENTS

All discounts must be guaranteed for the entire length (including renewals) of the contract. Pricing must be firm for the duration of this Agreement unless the manufacturer’s price to Supplier increases, in which case Supplier will provide written notice to UFA at the time of such increase by the submittal of an updated Price List. It is understood that in the event of a reduction in manufacturer’s price, UFA will be given the full benefit of such decrease immediately and the Price List will be altered to reflect the reduction.

III. INVOICING AND PAYMENT

After acceptance of the items and/or parts, UFA shall make payment to Supplier for all services performed by Supplier pursuant to this Agreement. Supplier shall submit written invoice for services rendered and UFA shall pay the invoiced fee within thirty (30) days, if not in dispute. Final invoices should include the UFA contract number and purchase order if applicable. UFA reserves the right to return or adjust any invoice that reflects incorrect pricing. Electronic invoices are preferred (as email, PDF attachments).

Original invoices (with PO#) will be submitted to: Unified Fire Authority Attn: Accounts Payable 3380 South 900 West Salt Lake City, Utah 84119 accountspayable@unifiedfireut.gov