Salt Lake City School District Purchasing Department

Request for Proposal for

Maintenance Management System for Salt Lake City School District

Solicitation No. TB2639-MMS

REQUEST FOR PROPOSALS

Maintenance Management System

Solicitation # TB2639-MMS

This Request for Proposals (RFP), having been determined to be the procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Vendors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data. Vendors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Salt Lake City School District (SLCSD) is seeking competitive sealed proposals from qualified Vendors to provide, implement, integrate and support a Maintenance Management System (MMS) software solution for use by the Auxiliary Services Department. The Auxiliary Services Department employees approximately 300 employees who provide maintenance and support services for the SLCSD’s 44 facilities and about 18,500 students.

Salt Lake City School District will not be liable for any costs a vendor may incur in the preparation or presentation of a submitted proposal.

An anticipated timeline of RFP events is provided below:

• February 23, 2026 – RFP published on Bonfire

• March 13, 2026 – Deadline for vendor Q&A on Bonfire

• March 23, 2026 – RFP closes

• March 23 – April 10, 2026 – RFP evaluations will take place

• Week of April 20, 2026 – System demonstrations with vendors meeting or exceeding minimum score thresholds

• April 27, 2026 – Required 45-day sandbox testing period for vendors meeting or exceeding minimum score thresholds

• June 16, 2026 - Contract presented to Board of Education for final approval

1.2 BACKGROUND

The SLCSD is an urban district with about 18,500 students in grades Pre-K - 12, with 59% ethnic minority and 53% economically disadvantaged. There are over 80 languages and dialects spoken in the district. The SLCSD is largely comprised of the city limits of Salt Lake City.

CURRENT MAINTENANCE MANAGEMENT SYSTEM

The SLCSD currently utilizes FAMIS 360 Lite, FAMIS 360 API, and FAMIS 360 SSO by Accruent LLC.

1.3 PROCUREMENT UNIT AND RFP SOLICITATION NUMBER

The Salt Lake City School District is both the Issuing Procurement Unit and the Conducting Procurement Unit for this RFP and all subsequent addenda relating to it. The reference number for this RFP is Solicitation # TB2639-MMS. This number must be referred to on all proposals, correspondence, and documentation relating to this RFP.

1.4 QUESTION AND ANSWER PERIOD

All questions MUST be submitted through the Bonfire platform (https://www.utah.bonfirehub.com) during the designated time for questions (“Q&A period”) listed on Bonfire. Questions submitted through any other channel will not be answered. Questions may be answered in the order they are submitted or compiled into one document and answered via https://www.utah.bonfirehub.com/ an addendum. Answers disseminated by SLCSD through the Bonfire system shall serve as the official and binding position of SLCSD and will constitute an addendum to this RFP.

Questions, exceptions, or notification to SLCSD of any ambiguity, inconsistency, excessively restrictive requirement, or error in this RFP, MUST be submitted as a question through Bonfire during the Q&A period.

Questions may be answered individually or may be compiled into one document. Questions may also be answered via addenda. An answered question or addenda may modify the specification or requirements of this RFP. Answered questions and addenda will be posted on Bonfire Source. Vendors should periodically check Bonfire for answered questions and addenda before the closing date. The vendors are responsible for submitting their proposal as required by this RFP, including any requirements in an answered question and/or addendum.

Exceptions to the scope of work or other content of the RFP that have not been previously addressed during the active Q&A period of the procurement are not allowed and may result in the Vendor’s proposal being considered non-responsive.

1.5 ADDENDA

Vendors are encouraged to periodically check Bonfire for posted questions, answers, and addenda.

Any modification to this procurement will be made by addendum issued by SLCSD Purchasing. Addenda to this RFP may be issued for the purpose of making changes to the scope of work, scheduling, qualification requirements, criteria, weighting, or other requirements of this RFP.

After the due date and time for submitting a proposal to this RFP, at the discretion of the chief procurement officer or head of a procurement unit, addenda to this RFP may be limited to vendors that have submitted proposals, provided the addenda does not make a substantial change to this RFP that likely would have impacted the number of vendors responding to the original publication of this RFP.

Authorized and properly issued addenda shall constitute the official and binding position of SLCSD.

Any response to this RFP which has, as its basis, any communication or information received from sources other than this RFP or related addenda, may be considered non-responsive and rejected at the sole discretion of SLCSD.

1.6 RESTRICTIONS ON COMMUNICATIONS

From the issue date of this RFP until a Vendor is awarded a contract and the award is published, Vendors are prohibited from communications regarding this RFP with the conducting procurement unit staff, evaluation committee members, or other associated individuals EXCEPT the SLCSD procurement officer overseeing this RFP. Failure to comply with this requirement may result in disqualification.

1.7 SUBMITTING YOUR PROPOSAL

By submitting a proposal, the vendor acknowledges and agrees that the requirements, scope of work, and evaluation process outlined herein are fair, equitable, understood, and not unduly restrictive. Any exceptions to the content of this RFP must be addressed within the Q&A period. The vendor further acknowledges that it has read this RFP, along with any attached or referenced documents, including the General Provisions.

All vendor costs incurred in the preparation and submission of a proposal, including those incurred during interviews, oral presentations, and/or product demonstrations are the vendor's responsibility and will not be reimbursed.

Proposals must be received by the posted due date and time posted on Bonfire (“deadline”). Proposals received after the deadline will be late and ineligible for consideration.

The only method for submitting your proposal is electronically through Bonfire.

The RFP will end at the deadline. Do not wait until the last minute. If a vendor is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by Bonfire.

Therefore, the attempted submission will be considered late and ineligible for consideration.

Electronic submissions require a vendor to upload attachments to the Bonfire system. Bonfire will accept a wide variety of document types as attachments. However, SLCSD is unable to view certain documents.

Therefore, DO NOT submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files. All documents should be uploaded in Bonfire as separate files.

1.8 CONTRACT AWARD INTENT

It is anticipated this RFP may result in a single contract award.

1.9 LENGTH OF CONTRACT

The initial contract term resulting from this RFP will be for a period of approximately five (5) years. We intend to have the contract expiration date effective at the close of a fiscal year (June 30). Therefore, this contract may be slightly more or less than five years in total to achieve this. We intend for the initial contract term end date to be June 30, 2031.

Pursuant to UCA §63G-6a-1204, we have determined this to be a core system of the district which affects a large number of employees. It is in our best interest to reduce transition costs as much as possible. Therefore, this contract will be renewable for one additional five-year term. Potentially renewable through June 30, 2036.

SLCSD reserves the right to review the contract resulting from this RFP on a regular basis regarding performance and cost and may negotiate price during the term of the contract.

1.10 PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the initial five-year term of the contract.

If the contract is renewed for the optional additional five-year term, any requested price adjustments must be offered for the entire renewal term and must be submitted at least forty-five (45) days before the renewal effective date. Each request for a price adjustment must include sufficient supporting documentation. No price adjustment or contract amendment shall be effective unless approved in writing by SLCSD. SLCSD shall receive the immediate benefit of any decrease in market pricing or increase in available discounts.

1.11 DISCUSSIONS

Discussions may be conducted with the Vendors who submit proposals determined to be reasonably susceptible of being selected for award, followed by an opportunity to make best and final offers pursuant to the Utah Procurement Code, but proposals may be accepted without discussions.

1.12 STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND NEGOTIATIONS

Any contract resulting from this RFP will include, but not be limited to, the Salt Lake City School District Standard Terms and Conditions (Attachment A).

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged. However, Vendors requesting exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal.

Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Vendors may not submit requests for exceptions and/or additions by reference to a vendor's website or URL. URLs provided with a proposal may result in that proposal being rejected as non-responsive. Vendors may submit questions during the Q&A period regarding the Standard Terms and Conditions.

SLCSD may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

In a multiple award, SLCSD reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Vendor having the least number of exceptions and/or additions and concluding with the Vendor submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

If negotiations are required, Vendor must provide all documents in Microsoft Word format for redline editing. Vendor must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of a Vendor’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this RFP is subject to successful contract terms and conditions negotiation (if required). SLCSD, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Vendor and SLCSD may move to the next eligible Vendor.

1.13 PROTECTED INFORMATION

The Government Records Access and Management Act (GRAMA), UCA § 63G-2-305, provides in part that:

the following records are protected if properly classified by a government entity:

(1) trade secrets as defined in Section 13-24-2, the Utah Uniform Trade Secrets Act, if the person submitting the trade secret has provided the governmental entity with the information specified in UCA § 63G-2- 309 (Business Confidentiality Claims);

(2) commercial information or non-individual financial information obtained from a person if:

(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 the governmental entity to obtain necessary information in the future;

(b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and

(c) the person submitting the information has provided the governmental entity with the information specified in UCA § 63G-2-309;

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections (1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties,…

Pricing may not be classified as confidential or protected and will be considered public information after award of the contract.

Process for Requesting Non-Disclosure: Any Vendor requesting that a record be protected shall include with the proposal a Claim of Business Confidentiality. To protect information under a Claim of Business Confidentiality, the Vendor must complete the Claim of Business Confidentiality form, which is provided as a separate attachment with this solicitation, and include the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the state, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA §63G-2- 309(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. Copy must clearly be marked “Redacted Version.”

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY”, and if so identified, shall be considered non-responsive unless the Vendor removes the designation.

Redacted Copy: If a Vendor submits a proposal that contains information claimed to be business confidential or protected information, the Vendor must submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes, clearly marked as "Protected Business Confidential."

1.14 INTERVIEWS AND PRESENTATIONS

If it is determined to be in the best interest of the Conducting Procurement Unit, interviews and presentations may be held at the option of SLCSD. SLCSD shall establish a date and time for the interviews or presentations and shall notify eligible Vendors of the procedures. Vendors invited to interviews or presentations shall be limited to those Vendors meeting the minimum requirements and minimum technical score threshold specified in the RFP. Representations made by a Vendor during interviews or presentations shall become an addendum to the Vendor's proposal and shall be documented. Representations must be consistent with the Vendor's original proposal and may only be used for purposes of clarifying or filling in gaps in the Vendor's proposal. Interviews and presentations will be at the Vendor's expense.

PART 2: SCOPE OF WORK AND REQUIREMENTS

2.1 DETAILED SCOPE OF WORK AND ADDITIONAL REQUIREMENTS

The SLCSD seeks a vendor who is able to provide, implement, integrate and support a MMS software solution for use by the Auxiliary Services Department.

The following sections describe the basic functionality that a proposed system should be able to provide.

1. Global Features And Functionality

a. Online help and support for both the supervisory desktops and employee mobile devices

b. Online training for new employees

c. On-premise solutions preferred; Web and/or cloud-based solutions accepted.

d. District retains permanent ownership of all data, setup files, transaction files, etc.

2. Desktop Application/Web Portal

a. Assign work orders to employees

b. Set/change/upgrade work order priority

c. Set/change work order type (emergency, repair, replace, install new, PM, etc.)

d. Track work order status and work-in-progress. Enter and associate vendor invoices to specific work orders. Ability to scan and attach invoices preferred.

e. Track asset inventory.

i. Ability to automate portions of asset inventory preferred. Ability to mass update inventory.

f. Ability to classify equipment with at least three tiers/or levels.

g. Ability to print QR codes that allow staff to view information associated with specific asset/equipment.

h. Create labor and material statements and invoices for work orders/contracted work

i. Create/schedule/track preventative maintenance work orders and tasks to maintain District assets, systems and equipment.

j. Asset inspection tracking with the ability to create custom inspection checklists. Ability to attach photos taken during the inspection to the inspection record.

k. Manage district fleet including maintenance tracking, mileage tracking, and depreciation.

i. Ability to track tool kits associated with each vehicle.

l. Provide a library of specific maintenance tasks that can be reviewed, modified and appended to preventative maintenance work orders by the supervisor

m. Ability to export any CMMS data in CSV or tab delimited form to MS Excel

3. Mobile Device Environment

a. Proposed solution should allow both Android and IOS devices

b. Enter shift start/stop, break start/stop and lunch start/stop times

c. Receive work orders/requests as dispatched from supervisors

d. Enter individual labor hours associated with specific work order(s) and other repetitive tasks

e. Start/stop/suspend/cancel work orders

f. Entry percentage completion of work orders in progress

g. Enter material items, part numbers, quantities and costs associated with work orders

h. Enter invoice number(s) for purchased materials and associate them with specific work orders

i. Take photographs and associate them with specific work orders

j. Add notes associated with specific work orders

k. View parts lists for selected assets

l. View vendor phone numbers and addresses

m. Review and complete inspection check lists

n. Scan QR codes to view safety labels

o. Scan QR codes attached to equipment to view information about asset.

4. Reporting

a. Custom query and report configuration

b. Standard reports

i. Work order time and cost by site, employee, trade, work order type or asset over selectable time periods

ii. Work order days to completion by site, employee, trade, work order type or asset over selectable time periods

iii. Work order aging over selectable time periods

iv. Number of work orders by site, employee, trade, employee assignment (crew) or asset over selectable time periods

v. Site costs by total, trade or work order type over selectable time periods

vi. Asset costs over selectable time periods

vii. Project time, labor costs, material costs with complete detail, e.g. invoices

viii. Equipment/fleet maintenance pattern analysis.

ix. Ability to compare inspections side by side.

5. Administrative Functions

a. Hierarchical structure with one CMMS administrator and controllable levels of access privileges

b. Password security at all levels – Ability to integrate with District employee Microsoft authentication processes required.

c. Flexible configuration/set up to add/change/delete sites, personnel, assets

6. Training And Support

a. Vendor is to provide technical support (on-site when necessary) during migration and implementation of the new software.

b. Vendor is to provide onsite training for staff during the initial migration and implementation. Training should be available for a minimum of twenty-five (25) SLCSD employees per session. The SLCSD anticipates needing a total of thirty (30) hours of training. Training hours will be placed into a “pool” to be used at mutually agreed upon times between SLCSD and vendor. All training should be reviewed and approved by the administrator overseeing the SLCSD Auxiliary Services Department.

c. Webinars and virtual web-based training should be available, at no extra cost, for the duration of the contract. All training should be reviewed and approved by the administrator overseeing the SLCSD Auxiliary Services Department.

d. Vendor is to provide user support from 8 am to 5 pm Mountain Time, Monday thru Friday. Vendor is to provide a reasonable response time to support requests. A reasonable response time would be within a few hours. Please fully describe support response times within the submitted proposal.

The SLCSD would prefer some type of tiered approach for support requests. This may include different response timeframes for high, medium, and low priority support.

e. Vendor is to provide clear and precise information about what resources will be required from the SLCSD Information Technology department to support the software. This includes the type of technical knowledge desktop technicians will need to assist with support. Vendor should be able to provide ongoing support and training to SLCSD Information Technology technicians.

7. Data Migration

a. Vendor should provide path for migrating data from existing system as needed.

b. Vendor to provide district IT department with data dictionary in order to assist with data migration.

8. Data & System Security

a. Vendor must provide detailed information about platform security.

b. If solution is cloud-based, vendor must provide information about cyber security framework compliance, data center location, and system uptime metrics.

c. Vendor must provide information regarding security practices followed by support staff;

including multi-factor authentication.

d. Describe user authentication methods.

e. Describe how the system tracks and audits administrative actions and user activity.

f. Describe system patching and vulnerability management.

g. For cloud-based systems, please include Recovery Time Objective (RTO) and Recovery Point

Objective (RPO) metrics.

h. Describe data encryption practices (at rest? In-transit?)

i. Describe third-party and subcontractor access to the system.

9. Other Value-Added Features or Services Not Mentioned Above

i. Vendor may provide information related to other functionality or features not specifically noted above, but bring an added value to the SLCSD.

ii. Provide information about any third-party products that may be needed to meet the requirements above.

The Scope of Work is subject to change based upon the awarded contract(s).

2.2 MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS

This section contains mandatory minimum requirements that must be met in order for a proposal to be considered responsive. If required, Vendors shall include a detailed narrative outlining how the proposed solution meets the following minimum mandatory requirements. For ease of evaluation, a Vendor’s proposal must be a point-by-point response, addressing in detail each area of the mandatory minimum requirements and/or qualifications.

Failure to meet any one of the mandatory requirements/qualifications will result in the proposal being rejected in accordance with the Utah Procurement Code and the proposal will not move forward in the evaluation process.

All the items described in this section are non-negotiable. A rejection of a proposal due to a proposal not meeting mandatory minimum requirements can occur at any time in the evaluation process.

A. Integration with District Systems

i. Solution must provide single sign-on capabilities through Microsoft Entra or another approved method

ii. Vendor shall also include the following details:

a. Service Level Agreement (SLA) information regarding system uptime and support response time

b. Security measures used by vendor support staff when assisting district staff with problems. Response should include information about identify verification, vendor implementation of Multi Factor Authentication among all staff, etc.

c. Server location and configuration.

d. Required bandwidth.

e. Desktop and/or mobile requirements.

f. Security requirements including firewall configurations.

g. Backup requirements system and data

B. Confidentiality Agreement Vendor must agree to the confidentiality terms located within Attachment B. These terms are not negotiable.

C. Availability for On-Site Demonstration Vendors achieving minimum score thresholds will be asked to demonstrate their proposed solution on-site and in-person to the SLCSD evaluation committee. Demonstrations will be held during the week of April 20, 2026 at the SLCSD Auxiliary Services campus located at 995 West Beardsley Place, Salt Lake City, UT 84119.

Please note, any product features/functionality that rely on a third-party must be highlighted within the demonstration. That vendor must have representation at the on-site interview/system demonstration.

D. Product Testing

Following Stage 3 evaluations, the top scoring vendor(s) may be required to provide a “sandbox” environment where SLCSD personnel will be able to test the systems for a period of up to forty-five (45) days at no charge to the SLCSD. Following the testing period(s), solution must be uninstalled and a complete analysis of test data will be compiled and evaluated.

Testing periods may not run concurrently. In addition, the SLCSD may choose to cancel the RFP if a suitable system is not found.

2.3 DETAILED TECHNICAL RESPONSE

To determine which proposal provides the best value to SLCSD, the evaluation committee will evaluate each responsive and responsible proposal that has not been disqualified or rejected using the following criteria:

A. COMPANY EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

i. Provide a narrative outlining the qualifications and history of the company as a whole. Provide an organization chart and brief biographies of executive management.

ii. Provide narratives outlining the training, education, work history, and other qualifications of the key personnel who will be assigned to the SLCSD account. Please include where these individuals will be physically located during the term of this contract.

iii. Indicate any subcontractor’s that will be utilized to fulfill any portion of the scope of work. Outline their qualifications and experience.

B. APPROACH TO SCOPE OF WORK AND REQUIREMENTS

Vendor is instructed to provide narratives highlighting their approach to the scope of work outlined in Section 2.1 above. This includes a point-by-point response to RFP Section 2.1. Vendors should give a detailed description of how their solution accomplishes the need outlined within each section. Please separate this section in the proposal to the following categories:

i. Global Features and Functionality

ii. Desktop Application/Web Portal

iii. Mobile Device Environment

iv. Reporting

v. Administrative Functions

vi. Training And Support

vii. Data Migration

viii. Data & Security System Security

ix. Other Value-Added Features or Services Not Mentioned Above

C. IMPLEMENTATION PLAN

i. Include a written narrative outlining why this is the best implementation approach and indicate any potential constraints in achieving full implementation by the target date of November 1, 2026.

ii. Provide a document outlining the week-to-week plan to ensure proposed solution is fully implemented and operational by November 1, 2026. Assume a contract start date of June 17, 2026.

iii. Provide a plan that outlines how data will be migrated from our current system (FAMIS 360 Lite, FAMIS 360 API, and FAMIS 360 SSO by Accruent LLC) into the system being submitted in your proposal.

D. REFERENCES

Provide the names and contact information for three (3) client references who have utilized your software within the past three (3) years. References should be from school districts of similar or larger size. Private industry references may also be given, but the SLCSD prefers school district references.

E. VALUE-ADDED SERVICES

Provide a narrative outlining additional products or services that have not specifically been asked for in the Scope of Work (reference Section 2.1 above). Indicate why these additional services may be needed/desired and the benefit they may bring to the SLCSD.

For ease of evaluation, the proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria, including addressing how the point-by-point response addresses the issues discussed in this RFP. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Vendors are at liberty and are encouraged to expand upon the criteria to demonstrate the Vendor’s capability to provide SLCSD with a solution.

PART 3: INFORMATION REQUIRED IN SUBMISSION OF A PROPOSAL

3.1 PROPOSAL FORMAT

Proposals should be concise, straightforward and prepared simply and economically. There is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

All materials submitted become the property of SLCSD. Materials may be evaluated by anyone designated by SLCSD as part of the proposal evaluation committee. Materials submitted may be returned only at SLCSD’s option.

Organize the proposal using each of the following specific headings. Failure to format the proposal as follows may result in disqualification.

1. Executive Summary. The executive summary is to briefly describe the Vendor's proposal. This summary should highlight the major features of the proposal. The reader should be able to determine the essence of the proposal by reading the executive summary.

2. Protected Information. All protected/proprietary information must be identified in this section of the proposal by completing the Claim of Business Confidentiality Form referenced in Section 1.12.

If the Vendor’s proposal contains protected/proprietary information (refer back to the Protected Information section of this RFP for additional information), then Vendor must submit a redacted copy of the proposal at the same time Vendor submits its proposal. The redacted copy of the Vendor’s proposal must be submitted in compliance with other sections of this RFP.

If there is no protected information, write “None” in this section.

Failure to comply with this Section and Section 1.12 of this RFP releases the SLCSD from any obligation or liability arising from the inadvertent release of Vendor information.

3. Potential Conflicts of Interest. Vendor must identify any conflict, or potential conflict of interest, that might arise during the contract. If no conflicts are identified or expected, write “None” in this section.

4. Exceptions and/or Additions to the Standard Terms and Conditions. Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted in this section. Vendor must provide all proposed exceptions and/or additions, including a Vendor’s terms and conditions in Microsoft Word format for redline editing. Vendor must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations.

If there are no exceptions or additions to the Standard Terms and Conditions, write “None” in this section.

5. Detailed Technical Proposal.

As described in Section 2.3, this section should constitute the major portion of the proposal and must be a concise overview of the Vendor's assessment of the work to be performed, the Vendor’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Vendor's understanding of the desired overall performance expectations, deliverables, if any, and outcomes. Clearly indicate any options or alternatives proposed. In any case wherein the Vendor cannot comply with an evaluation criterion outlined in Section 2.3, such inability must be stated in response to the applicable requirement. Vendors should reference the Scope of Work in Section 2.1 in their response.

For ease of evaluation, the Detailed Technical Proposal Section must be a point-by-point response, addressing in detail each area of the evaluation criteria. Proposals will be evaluated against the proposal evaluation criteria described in Section 2.3 and listed in Attachment E: RFP Evaluation Score sheet (“Attachment E”). Attachment E provides the scoring methodology, states the relative weight that will be given to each score for the criteria, and the minimum scoring thresholds associated with the evaluation criteria.

6. Price Schedule.

Please enumerate all costs on either (or both) of the following documents:

Price will be evaluated independently from the Detailed Technical Proposal and must be submitted separately from the Detailed Technical Proposal. Inclusion of any cost or pricing data within the Detailed Technical Proposal may result in the proposal being judged as non-responsive.

PART 4: PROPOSAL EVALUATION

4.1 PROPOSAL EVALUATION

All proposals in response to this RFP will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies and the evaluation criteria in this RFP.

Vendors bear sole responsibility for the items included or not included within the proposal submitted by the Vendor.

Each area of the evaluation criteria must be addressed in detail in the proposal.

4.2 PROPOSAL EVALUATION PROCESS

Stage 1: Initial Review In the initial phase of the evaluation process, the procurement unit will review all proposals timely received. Non-responsive proposals not conforming to RFP requirements or unable to meet the minimum and/or mandatory requirements will be eliminated from further consideration.

Stage 2: Initial Proposal Evaluation Responsive proposals will then be evaluated by an evaluation committee appointed by the procurement unit against the proposal evaluation criteria noted in Attachment E. Attachment E establishes the minimum score threshold for Stage 2.

Vendors that achieve minimum score thresholds (please refer to Attachment E) will proceed to Stage 3:

Interviews/Discussions. Vendors with a score of less than the minimum required technical points will be deemed non-responsive and ineligible for further consideration.

Stage 3: In-Person Interviews/System Demonstrations Vendors who meet or exceed minimum score thresholds from Stage 2 will be invited to interviews/discussions. As noted in Section 1.13 above, Vendors will be invited to an on-site interview/discussion with the evaluation committee.

Following the interviews/discussions, the evaluation committee may adjust their proposal evaluation score.

Please note, any product features/functionality that rely on a third-party must be highlighted within the interview/demonstration. That vendor must have representation at the on-site interview/system demonstration.

Vendors that achieve minimum score thresholds (please refer to Attachment E) will proceed to the Final Stage: Price Proposal Evaluation. Vendors with a score of less than the minimum required technical points will be deemed non-responsive and ineligible for further consideration.

Stage 4: Product Testing Vendors who meet or exceed minimum score thresholds from Stage 3 will be invited to the product testing evaluation.

Product testing must allow the SLCSD to fully demonstrate and test the proposed solution in a “real world” environment.

Vendor(s) will be required to provide and install their proposed solution in a “sandbox” environment at no charge to the SLCSD. The testing period will last for a period of up to forty-five (45) days. After the test period(s), the proposed solution must be fully uninstalled, and a complete analysis of test data will be compiled and evaluated. The evaluation committee may adjust their proposal evaluation score.

Final Stage: Price Proposal Evaluation Vendors successful in the technical evaluation will advance to the Final Stage: Price Proposal Evaluation, as noted in Attachment E. In the scenario where a solution is available via both Hosted or On-Prem, the SLCSD will choose whichever method deemed in our best interests.

4.3 DETERMINATION OF BEST VALUE

The evaluation committee will determine which proposal provides the best value to the procurement unit. Pursuant to UCA §63G-6a-Part 7, the evaluation committee will prepare and submit a written statement that recommends a proposal for contract award, contains the score awarded to that proposal based upon the evaluation criteria contained in the RFP, and explains how the recommended proposal provides best value to the procurement unit.

SLCSD reserves the right to award the contract to a technically qualified vendor(s) with a lower score in the event the high scoring offer is determined to not be the best value offered to SLCSD, based on a cost benefit analysis.

PART 5: PROPOSAL AWARD PROCESS

After the proposal evaluation process is finished, the evaluation committee shall submit the proposals, evaluation scores, and written statement to the procurement official (or designee) for review and final determination of a contract award.

5.1 AWARD OF CONTRACT

In accordance with the Utah Procurement Code, and after the evaluation and final scoring of proposals is completed, the SLCSD shall award the contract as soon as practicable to the responsive and responsible Vendor with the highest total score. However, the RFP may be canceled in accordance with UCA §63G-6a-119.

5.2 PUBLICIZING AWARD

The procurement unit shall, on the next business day after the award of a contract is announced, make available to each Vendor and to the public a written statement that includes:

A. the name of the Vendor to which the contract is awarded, and the total score awarded by the evaluation committee; and

B. the total score awarded by the evaluation committee to each Vendor to which the contract is not awarded, without identifying which Vendor received which score.