1-WJAS26012901 Cash Receipting Software.pdf

RFP – Cash Receipting Software (SaaS)

REQUEST FOR PROPOSALS

WJAS26012901

Cash Receipting Software (SaaS)

The City of West Jordan (City) is soliciting proposals from qualified and experienced Software as a

Service (SaaS) providers (Vendor) to deliver a comprehensive cash receipting software solution. This solution must integrate with the City’s utility billing software, SpryPoint, and the Workday ERP system and support citywide payment collection processes, both in-person and online, for various municipal services.

This RFP is designed to provide interested Vendors with sufficient basic information to submit proposals meeting minimum requirements but 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 under any agreement.

BACKGROUND

The City of West Jordan, incorporated on January 10, 1941, is located in the Salt Lake metropolitan area and spans approximately 32.02 square miles. With a current population of approximately 119,401, West

Jordan is the third-largest city in Utah and is classified as a city of the first class under state law. At full build-out, the City is projected to reach a population of approximately 175,000.

West Jordan operates as a full-service municipal government under a mayor-council form of government, implemented on January 6, 2020.

The City currently collects payments for a wide range of services, including but not limited to:

• Utility billing (water, sewer, stormwater, solid waste, streetlights, special service districts)

• Permits and licensing

• Parks and recreation programs

• Public safety fines and fees

• Special event reservations

The City operates five physical locations that accept in-person payments: Customer Service, Passport

Office, Police Records, West Jordan Justice Court, and the Animal Services Shelter. Three locations

(Customer Service, Passport Office, and Police Records) utilize Tyler Cashiering. The Justice Court utilizes CORIS, and the Animal Services Shelter utilizes Chameleon.

In addition to in-person payments, the City accepts online payments through multiple platforms based on service type:

• Invoice Cloud – Online utility payments

• CityWorks – Permitting and business licensing

• CORIS – Court fees and fines

• Chameleon – Animal licensing

• Civic Rec – Park pavilion reservations, special event registrations, and dumpster reservations

• NextRequest – Public records request payments

PROJECT DESCRIPTION

The City intends to implement a centralized, cloud-based cash receipting solution that:

• Supports multi-departmental payment types

• Provides a consistent, real-time interface for all customer-facing payments

• Fully integrates with the Workday ERP system and the City’s utility billing software SpryPoint

• Interfaces with Invoice Cloud for online utility payments

PROJECT SCHEDULE

The City currently operates on the Tyler Munis ERP system and plans to transition to Workday, with both the Workday ERP and SpryPoint Utility Billing System scheduled for go-live in July 2027.

The selected cash receipting software must be capable of integrating with both systems at go-live.

Implementation is anticipated to align with these timelines to ensure continuity of operations and minimize disruption. Proposers should include a detailed implementation schedule, key milestones, and any assumptions related to system integrations and dependencies.

SCOPE OF WORK

1. Software Functional Requirements

A. Core Cash Receipting Capabilities

The system must provide a centralized, real-time receipting solution for all City departments, enabling in-person, online, and phone-based payments. Core capabilities shall include:

• Real-time posting to the general ledger, with seamless integration to Workday ERP modules

(Accounts Payable, General Ledger, Revenue, and Customer Accounts).

• Barcode scanning and receipt printing, with support for:

o Reprinting or suppressing receipts.

o Configurable receipt formats with unlimited detail lines.

o QR/barcode on invoices embedding payment details.

• Cash drawer and safe reconciliation, including:

o Support for multiple cash registers and cash balancing by deposit.

o End-of-day checklists, bank deposit tickets, and bank bag number assignments.

o Cash batch workflows for department processing and finance approval.

• Support for manual and automated batch processing:

o Create manual batches (e.g., drop box, mail-in).

o Allow batch closing with net zero or negative balance (for adjustments).

o Batch entry, backdating, and department-level submission workflows.

• Full support for multiple Point-of-Sale (POS) terminals across departments, with end-of-day receipt consolidation.

• Configurable tender types and payment workflows, including:

o Multiple payment methods in a single transaction (e.g., cash + credit card).

o Split payments across forms or multiple cards.

o Offline payment entry and upload.

• User role permissions with full audit trail of changes, transaction history, and internal comments.

B. Integration Capabilities

The system must also provide real-time or batch integration with key City systems and 3rd-party platforms, including:

• Workday ERP (AP, GL, Revenue, Customer Accounts).

• SpryPoint Utility Billing Software.

• Invoice Cloud for online payments.

• GIS system (map views for consumption data).

• Customer Information Systems and AMI Metering.

• Payment processors and lockbox vendors.

• CORIS for court payments.

• Chameleon for Animal Service payments.

• Support for APIs to enable data exchange with additional external systems.

• Imports/exports of receipts and payments from third-party vendors (e.g., online payments).

C. Online Self-Service & Customer Portals

A robust, ADA- and WCAG-compliant customer portal must be provided, offering the following capabilities:

• Secure access for customers to make one-time or recurring online payments without requiring account setup.

• Ability to support direct debit, credit card payments, and ACH withdrawals.

• Real-time display of account balances, past due amounts, and transaction history.

• Online form submission with payment integration (e.g., licenses, permits, applications).

• Rebate application and document upload functionality.

• Tools for property managers to manage multiple accounts under one login.

• Ghost/mirrored administrative access for customer service staff.

• Customer messaging and alert tools, including:

o Targeted communications (email, SMS, mail).

o Alerts triggered by login or account conditions.

o Posting of informational content and downloadable documents.

D. Reporting & Reconciliation

The system must support robust reporting and reconciliation tools, including:

• Daily cash-out and deposit reports by register and payment type.

• Departmental revenue and batch reports.

• Exception reports for voids, adjustments, or duplicate payments.

• Support for customer-specific data filtering and mass communication based on location or account status.

• Dashboard views tailored by user role, including finance, cashier, and admin staff.

E. Security & Accessibility

The system must meet modern standards for security, access control, and data protection:

• Role-based access controls and configurable user permissions.

• Multi-Factor Authentication (MFA) and Single Sign-On (SSO).

• Configurable system alerts for accounts with bad payment history.

• Hosting in U.S.-based data centers with data encryption at rest and in transit.

• Ability to prohibit selected customers from using electronic payments (e.g., due to policy violations).

2. Implementation Services

The selected vendor will work closely with the City to ensure a successful deployment through:

• Project planning and milestone tracking in collaboration with City stakeholders.

• Data conversion from legacy systems and complete system configuration.

• Parallel testing and User Acceptance Testing (UAT) across departments.

• Department-specific staff training tailored to cashiering, finance, and administrative roles.

• Comprehensive go-live support and stabilization services.

3. Ongoing Support

To maintain system performance and usability, the vendor will provide:

• 24/7 helpdesk and customer support services.

• Regular software updates, patches, and feature enhancements.

• U.S. or Canada-based support centers with knowledgeable staff who are fluent in the English language.

• Access to vendor-provided customer service via phone, web, or mobile app.

• Continued training support and documentation for new features and staff onboarding.

OPTIONAL SERVICES

Vendors may also propose the following:

• Mobile cashiering apps

• Self-service kiosks

• Integration with parks/recreation registration systems

MINIMUM MANDATORY REQUIREMENT

To be considered for evaluation, proposers must meet the following minimum mandatory requirement.

Proposals that do not clearly demonstrate compliance with this requirement will be deemed non-responsive and will not be further considered.

1. Workday ERP Integration Experience

The proposer must have successfully completed at least three (3) cash receipting software implementations that included integration with the Workday Enterprise Resource Planning

(ERP) system. These systems must be currently active and in use.

Each implementation must have been for a public sector agency or utility organization of comparable size and complexity.

Proposers shall provide a brief description of each implementation, including:

• Client name and contact information, including email and phone number

• Project scope

• Dates of implementation

• Workday modules integrated

PROPOSAL FORMAT

To promote consistency and ease of evaluation, proposers are encouraged to limit their proposal response to no more than 50 pages, excluding required forms, exhibits, and attachments.

The proposals should contain the following information in the general order listed:

1.Signed introductory letter to include a statement that your firm agrees to all the requirements and conditions stated in the RFP document and a brief overview of your solution and how it aligns with the

City's goals, including Workday and SpryPoint integration and improved utility services.

2. Include company details, relevant experience, and past performance with similar municipal clients.

3. Describe your cash receipting software, covering:

• Core functionality as listed in the Scope of Work

• Cloud/on-premise options and browser compatibility

• Integration capabilities, especially with Workday, Invoice Cloud, SpryPoint, CityWorks, and

Chameleon.

• Security and data protection

4. Provide a high-level plan with timelines, staffing, data migration, testing, training, and change management approach.

5. Describe in detail the relationship and integration you have with SpryPoint and Workday. Please list the number of successful integrations you have made, provide references, and outline the functionality of the integration with your system and these vendors.

6. Summarize support services, helpdesk hours, and update schedule.

7. Detail costs for licensing, implementation, training, and support.

8. Describe any added features or tools that go beyond the minimum requirements.

SUBMITTAL REQUIREMENT

Submit your proposals electronically through the Utah Public Procurement Place (U3P) by 2:00 p.m. current Mountain Time on Thursday, February 26, 2026. Proposals submitted electronically through the Utah Public Procurement Place may require uploading of electronic attachments. The U3P will accept a wide variety of document types as Word, Excel, and PDF attachments but not all. You

MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files or password protected files, etc. Such actions may cause your proposal(s) to be deemed as “Non-responsive”.

When submitting an offer electronically through the U3P, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the offer. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your offer will not be received by the system. It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted up to the due date and time.

If you have any questions or need assistance while using the platform, please consult the online knowledge base, explore the FAQs, or contact the Bonfire Support Team at support.bonfire@eunasolutions.com.

Vendors are responsible for ensuring that their U3P registration information is current and correct.

Stakeholders shall not be responsible for missing or incorrect information contained in the offeror registration in the U3P. Incorrect or missing offeror registration information may result in failure to receive notification from the U3P regarding this procurement.

Proposals received after this deadline will be late and ineligible for consideration. Following the deadline, the names of those responding to the RFP may be made public.

It is the intention of the City to issue a purchase order (or contract) with reasonable promptness, to the highest scoring responsive and responsible offeror that meets the RFP requirements and specifications;

however, the City does not guarantee to make any purchase based upon this RFP.

https://vendorsupport.gobonfire.com/hc/en-us https://vendorsupport.gobonfire.com/hc/en-us mailto:support.bonfire@eunasolutions.com

An evaluation committee shall review the submittal material.

There should be no contact made with members of the West Jordan City Council, the Mayor, or any other city official or department personnel other than Krista Smith, Purchasing Agent, or designee regarding this RFP.

If only one proposal is received in response to the RFP, the purchasing agent, based on feedback from the department, may re-solicit for the purpose of obtaining additional proposals.

QUESTIONS

Questions arising subsequent to the issuance of this RFP, that could have a significant impact on the responses to the request, should be submitted in the bid Question and Answer section Event Number

#WJAS26012901, on Utah Public Procurement Place. All such questions should be received by

Thursday, February 19, 2026 @ 10:00 a.m. MST. Answers to questions will be posted on the Utah

Public Procurement Place website which will then email the answer to all Vendors that downloaded the

RFP.

Only written clarifications and addenda issued by the Purchasing Department will be binding for RFP evaluation and award of a contract or purchase order.

INITIAL PROPOSAL SCORING

Proposals will be initially scored using the criteria listed below. The City reserves the right to award the highest scoring Vendor without further discussion, or the City may invite the highest scoring Vendors to provide an oral presentation and software demonstration as listed below.

1. Vendor Experience and Qualifications 70-Points

2. Proposed Solution Fit and Functionality 50-Points

3. Implementation Plan and Schedule 50-Points

4. Support and Maintenance Services 20-Points

5. Data Security 50-Points

6. Cost Proposal 60-Points

DISCUSSIONS WITH VENDORS (ORAL PRESENTATION)

An oral presentation and demonstration by a Vendor may be required for up to the three (3) highest scoring Vendor(s). Oral presentations will be made at the Vendor's expense. Each Vendor will be given a maximum of two (2) hours to demonstrate the functionalities of their proposed software. One (1) additional hour may be given to address questions by the evaluation committee.

Advanced Vendors will be reviewed and ranked (1 to # of invitees) based upon, but not limited to:

Demonstration of system functionality, performance quality, customer service, ease of use, methodologies, and professional recommendations, along with questions and answers provided during the presentation.

The highest-ranked Vendor (1 ranking) may be awarded a contract upon successful negotiations.

Should negotiations fail, the City reserves the right to open negotiations with the next highest-ranked

Vendor(s) until a successful negotiation has been completed.

TERM OF AGREEMENT

Vendors must submit a copy of their proposed software licensing agreement with their RFP response.

The City reserves the right to review, negotiate, reject, or require modification of any proposed licensing agreement at any time during the RFP process.

Subject to successful contract negotiations and satisfactory performance, the selected Vendor may be awarded a contract with an initial term of five (5) years, anticipated to run through June 30, 2031.

Software licensing fees will be billed and paid on an annual basis.

Contract continuation is subject to ongoing performance and service reviews. Either the City or the

Vendor may terminate the agreement for convenience with one hundred twenty (120) days’ written notice.

Any resulting contract will be based on an annual software licensing agreement and may be renewed annually at the City’s discretion for as long as the City requires the software solution.

If a Vendor does not submit a licensing agreement with its proposal, the City will assume the Vendor agrees to be bound by the City’s Standard Agreement, including all Terms and Conditions, without exception.

In the event of a conflict between the Vendor’s proposed licensing agreement and the City’s Standard

Agreement, the City’s terms shall govern unless otherwise agreed in writing.

INSURANCE REQUIREMENT

Vendor and Sub providers (if any) shall at all times during the term of this Agreement, without interruption, carry and maintain insurance from an insurance company authorized to do business in the

State of Utah, with an AM Best rating of A and a financial size category of X, with the types and limits of insurance as set forth in this Section. The Provider shall provide a Certificate of Insurance with a copy of all endorsements and declarations to the City five (5) days after a request by the City; if no request has been made by the City, the Provider shall provide a Certificate of Insurance to the

City no later than thirty (30) days after the execution of the Agreement entered into by the Parties.

The provider must add the City as an additional insured for ongoing and completed operations. The provider expressly agrees to waive all rights of subrogation on the part of the insurer against the City.

Failure to provide proof of insurance, as required, will be deemed a material breach of the Agreement.

The Provider shall not cancel or allow the insurance policy to expire unless written notice has been given to the City at least thirty (30) days prior to the cancellation or expiration. The Provider’s failure to maintain the insurance requirements below for the term of the Agreement will be grounds for immediate termination of the Agreement.

The liability limits in this Section are the minimum requirements. To the extent the Provider maintains or causes to be maintained on its behalf, liability limits that are higher than the minimum limits stated in this Section, higher liability limits shall be required of the Provider.

A. General Liability Insurance. Bodily injury and property damage in the amount not less than $1,000,000 per occurrence and $2,000,000 aggregate. General property damage liability insurance in an amount not less than $1,000,000 per occurrence and $2,000,000 aggregate. Products and Completed Operations liability in an amount not less than

$1,000,000 per occurrence and $2,000,000 aggregate.

B. Automobile Liability Insurance. Automobile liability insurance for the Provider’s liability arising out of the use of owned (if any), leased (if any), non-owned, and hired vehicles of the Provider, with no less than $1,000,000 limit per accident for combined bodily injury and property damage and containing no-fault insurance provisions wherever applicable.

All owned and/or leased automobiles shall be covered using the symbol “1” (any auto).

Not required if all work and training are performed remotely.

C. Cyber Liability Insurance. Cyber Liability Insurance for Provider’s liability arising out of the handling, storage, or access to protected information, and shall respond to the loss or theft of protected information, including all legal and forensic expenses, voluntary notifications, credit monitoring expenses, and subsequent third-party liability claims arising from the cyber event. Coverage shall apply to business associates and subcontractors. Limits shall be provided not less than $5,000,000 for each claim.

D. Workers’ Compensation. Statutory workers' compensation insurance (Part A). Such insurance shall also include employer’s liability (Part B) insurance with a limit of no less than $1,000,000 for each accident, disease, and employee. No owner or officer may be excluded from coverage.

E. Professional Liability (Technology Errors & Omissions). Professional Liability Insurance for Contractor’s liability arising out of the rendering of professional services, including design, programming, security, and any other information technology-related work, with not less than $3,000,000 per occurrence and $3,000,000 aggregate

F. Excess Liability Insurance. The amounts of insurance required in the foregoing subsections may be satisfied by the Provider purchasing coverage in the amounts specified or by any combination of primary and excess insurance, so long as the total amount of insurance meets the required limits specified above, and the Excess Liability policy includes/in excess of all required underlying endorsements. Evidence of excess liability or umbrella policies shall include a schedule of underlying coverages.

The selected COMPANY's General Liability and, Automobile Liability insurance shall at all times name the City of West Jordan, its officers, employees, and volunteers as additional insured for ongoing and completed operations, on a primary and non-contributory basis with respect arising from any work that results from this bid/contract. The COMPANY shall waive subrogation (rights of recovery) against the

City on their General Liability, Automobile Liability, and Workers’ Compensation policies.

Claims-Made Policies: If any policies are written on a claims-made basis, the policy shall provide the

COMPANY the right to purchase, upon cancellation or termination by refusal to renew the policy, an extended reporting period (Tail) of not less than two years. The COMPANY agrees to purchase such an extended reporting period if needed to ensure continuity of coverage. The COMPANY’S failure to purchase such an extended reporting period as required by this paragraph shall not relieve it of any liability under this Contract. The retroactive date of any such policy shall be no later than the date this

Contract is executed by the parties hereto. If the COMPANY purchases a subsequent claims-made policy in place of any prior claims-made policy, the retroactive date of such subsequent policy shall be no later than the date this Contract is executed by the parties hereto. The Provider agrees to maintain and evidence any claims made policies for four years beyond the expiration date of this contract.

FORMATION OF THE CONTRACT WITH THE SELECTED APPLICANT

After selecting an Vendor, the City may conduct additional negotiations with the Vendor to arrive at a best and final offer. When both parties are in agreement, a contract will be entered into and executed by the Mayor. The selected Vendor will be bound by provisions of the Sample Contract attached to this

RFP.

REPRESENTATION REGARDING ETHICAL STANDARDS FOR CITY OFFICERS AND

EMPLOYEES AND FORMER CITY OFFICERS AND EMPLOYEES

By submitting a proposal in response to this Request for Proposals, the Vendor, or contractor represents that they have not: 1) provided an illegal gift or payoff to a city officer or employee or former city 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 as exempted in the city conflict of interest ordinance; or 3) knowingly influenced (and hereby promises that it will not knowingly influence) a city officer or employee or former city officer or employee to breach any of the ethical standards set forth in the city conflict of interest ordinance, title 1, chapter 11 of the West Jordan city code.

OTHER REQUIRED INFORMATION & MATERIALS

For all service-related purchases, the contractor will be required to sign the City Agreement for Services.

A draft copy is provided below.

A. Exceptions. If the Vendor takes exception to any term, condition, or requirement set forth in this Request for Proposal or the Agreement and any of its Exhibits and Attachments, said exceptions must be clearly identified and included in the response to this RFP. The City may not accept exception requests after the due date has expired and responses have been received.

1. Exceptions or deviations to any of the terms, conditions, or requirements must not be added to the proposal pages but must be submitted as a separate document accompanying the offeror's proposal identified as “Exceptions.”

However, any exceptions submitted may render the submission non-responsive to the requirements listed. The City shall be the sole determiner of the acceptability of any exception. Therefore, we encourage you to SUBMIT your questions or concerns using the

Question-and-Answer process as defined in the RFP (Questions and

Clarification), rather than submitting Exceptions as part of your proposal. If allowed by the City, exceptions will be considered in the evaluation, award processes, and any future contract negotiations.

PROTECTED INFORMATION

(a) The Government Records Access and Management Act (GRAMA), codified as Utah Code

Ann., Subsection 63G-2-101, et seq., as amended, allows for limited protection of disclosure of certain confidential records. Subject to Subsection (b), all information contained in any RFPs submitted to the

City shall be classified as public, but only after the City has awarded and executed a Contract with the winning Vendor.

(b) Any Claim of Business Confidentiality submitted pursuant to Utah law and in accordance with GRAMA may, in the sole discretion of the City, be classified as protected information. By submitting this RFP, the Vendor agrees to be bound by the City’s classification of its information submitted with its RFP and releases from liability and agrees to indemnify the City for any disclosure of confidential information. The Vendor must clearly identify and describe on the Protected

Information Request Form any specific information for which an offeror claims business confidentiality protection as "PROTECTED".

(c) The City reserves the right to classify as a public record any proposal submitted that does not comply with the GRAMA statute without further discussion with the Vendor. The City may decline to designate any information as PROTECTED if the Vendor uses a blanket claim of business confidentiality and/or fails to adequately describe or specify its confidentiality claims in sufficient detail, as determined in the City’s sole discretion.

d) All materials submitted become the property of the City, including originals, and will not be returned. Materials may be evaluated by anyone designated by West Jordan as part of the proposal evaluation committee.

APPLICABILITY OF CITY CODE

The West Jordan City Code applies to this proposal process, including, but not limited to, Title 3

Chapter 1 of said code.

REJECTION OF PROPOSALS

The City reserves the right to reject any or all proposals received, and to select the proposal deemed to be the most advantageous and in the best interest of the City. Non-acceptance of a proposal will mean that one or more others were deemed more advantageous to the City or that all proposals were rejected.

INCURRING COSTS

West Jordan City will not be liable for any cost that Vendor may incur in the preparation of their proposals. Proposals should be concise, straightforward, and prepared simply and economically.

Expensive displays, bindings, or promotional materials are neither desired nor required.