2-SBSRD-D-26-R-0003 .pdf

Request for Proposals Enterprise Asset Management (EAM) Software Solution

RFP Number: SBSRD-D-26-R-0003 Issue Date: February 3, 2026 Proposal Due Date & Time: March 13th, 2026 @ 5:00pm MST Contact for Questions: Robert Parrish, Executive Director, rparrish@basinrecreationutah.gov

Table of Contents

1. Introduction and Background

2. Project Objectives

3. Technical Requirements

4. Functional Requirements

5. AI-Powered Features (Optional/Future-Ready):

6. Vendor Qualifications

7. Evaluation Process

8. Submission Guidelines

9. Timeline

10. Submission Instructions

11. Regulatory Compliance Requirements

12. Terms & Conditions

ATTACHMENT A: Vendor Response Checklist

ATTACHMENT B: Facility List

ATTACHMENT C: State Of Utah Standard Terms and Conditions

ATTACHMENT D: Mandatory Minimum Requirements for Responsiveness mailto:rparrish@basinrecreationutah.gov?subject=Questions%20for%20SBSRD-D-26-R-0003

1. Introduction and Background

Snyderville Basin Special Recreation District (Basin Recreation) is seeking proposals for a comprehensive Enterprise Asset Management (EAM) software solution to optimize our asset lifecycle management processes, enhance safety, and improve operational efficiency. This RFP outlines our requirements for a robust system that will help us acquire, manage, and analyze physical assets throughout their entire lifecycle.

Basin Recreation is committed to selecting the solution that offers the best overall value, not merely the lowest cost. This RFP is structured as a best-value procurement, where technical merit, functionality, vendor qualifications, and long-term sustainability will be weighted more heavily than price alone.

Basin Recreation will implement a separate Accounting Management solution. Vendors should describe how their EAM software can integrate with accounting systems for asset-related financial data exchange

We strongly emphasize the need for integration capabilities between the accounting system and the EAM solution for financial data related to assets (e.g., depreciation, capital projects).

Vendors are encouraged to propose innovative, robust, and scalable solutions that align with the District’s operational goals and compliance requirements. Cost will be evaluated only after technical proposals are reviewed and scored.

1.1 Current Environment

1.1.1 Number and Types of Assets Managed

Open Space

• Basin Recreation owns and manages over 2,000–3,000 acres of open space in the Snyderville Basin area.

• These lands are preserved for conservation, wildlife habitat, and community recreation.

Trails

• The district has built and/or maintains approximately 150 miles of trails.

• Trails support hiking, biking, running, and winter sports, and connect neighborhoods with recreation areas.

• The district maintains 35 miles of paved urban multi-mode transportation trails

Indoor Facilities

• Fieldhouse Facility: An 83,000-square-foot indoor recreation center serving more than 265,000 visitors annually.

• Includes fitness areas, courts, turf fields, and community spaces.

Outdoor Parks & Facilities

• Multiple outdoor park facilities, including:

o Bike parks (e.g., Trailside Bike Park) o Sports fields and courts o Community ponds and open play areas o Dog parks o Groomed cross-country ski trails

Partnership Assets

• Basin Recreation collaborates with Summit County, Park City, Park City School District and organizations like the Mountain Trails Foundation to manage shared recreation resources.

A facilities list is included in Attachment B for all major built assets. The list does not include trails, paved surfaces or playground equipment.

1.1.2 Existing Systems and Processes

Data Clarity

• Fragmented Information: Data is stored across multiple spreadsheets and systems, making it difficult to consolidate.

• Version Control Issues: Multiple staff may edit spreadsheets, leading to conflicting or outdated versions.

• Limited Transparency: Lack of centralized dashboards means leadership cannot easily see accurate, real-time information.

• Error-Prone Processes: Manual data entry increases risk of mistakes, duplications, or missing records.

• Difficulty in Reporting: Generating clear reports for Summit County Council or state oversight requires manual compilation, slowing decision-making.

Operational Efficiency

• Manual Workflows: Staff spend significant time entering, reconciling, and transferring data between systems.

• Redundant Efforts: Stand-alone systems don’t integrate, forcing duplicate entry across scheduling, finance, and asset tracking.

• Slow Response Times: Without automation, responding to community requests or internal needs takes longer.

• Limited Scalability: As Basin Recreation grows (more trails, facilities, programs), manual processes cannot keep pace.

• Resource Drain: Staff time is consumed by administrative tasks rather than community engagement or program development.

Regulatory Compliance

• Audit Challenges: Dispersed records make it difficult to demonstrate compliance with

Summit County policies, Utah state financial reporting, or federal standards.

• Data Security Risks: Excel spreadsheets lack robust access controls, encryption, or audit trails required by SOC 2 or Utah DTS standards.

• Environmental & Land Use Reporting: Tracking open space, trail maintenance, and conservation obligations is harder without centralized compliance modules.

• ADA & Safety Standards: Documentation of accessibility upgrades or safety inspections may be inconsistent, risking non-compliance.

• Emergency Management Integration: Without EMS, aligning with Utah Division of

Emergency Management protocols is more manual and error-prone.

Fiduciary Responsibility

• Financial Oversight Gaps: Manual spreadsheets make it harder to track budgets, expenditures, and revenues with precision.

• Transparency Issues: Public accountability requires clear reporting; fragmented systems reduce confidence in financial accuracy.

• Grant & Bond Tracking: Basin Recreation relies on bonds and grants (e.g., open space funding); without EMS, tracking obligations and outcomes is cumbersome.

• Risk of Misallocation: Manual processes increase the chance of funds being misapplied or not properly documented.

• Difficulty in Forecasting: Long-term financial planning is limited by lack of integrated analytics, making it harder to justify new projects to Summit County Council.

Summary

• Without an EMS, Basin Recreation faces data fragmentation, inefficiency, compliance risks, and financial oversight challenges. These pain points directly affect the district’s ability to:

– Provide transparent reporting to Summit County and Utah regulators

– Efficiently manage growing assets (trails, parks, facilities)

– Ensure fiduciary responsibility to taxpayers and bondholders

– Scale operations to meet community demand

1.1.3 Industry-Specific Requirements Or Regulations

Basin Recreation, Summit County, and the State of Utah operate under a framework of recreation, land use, and public sector compliance regulations. These requirements ensure responsible management of parks, trails, facilities, and open space while protecting public resources and aligning with state law.

Governance & Oversight

• Basin Recreation is a Special Service District created by Summit County, governed by an

Administrative Control Board appointed by the County Council

• All policy changes, budgets, and appointments require final approval by the Summit County Council, ensuring alignment with county-level governance.

Land Use & Development Codes

• Basin Recreation must comply with the Snyderville Basin Development Code (Title 10) and

Eastern Summit County Development Code (Title 11)

• These codes regulate:

– Zoning districts and permitted uses

– Development potential and requirements

– Standards for approval of recreation-related facilities

– Affordable housing obligations tied to development projects

– Installation and guarantees for improvements (e.g., trails, parks, infrastructure)

Open Space & Conservation

• Summit County passed a General Obligation Bond (2021) to acquire and preserve open space, agricultural lands, and conservation easements.

• Regulations require responsible stewardship of conserved lands, including restrictions on trespass, wildlife protection, and dog management. 4. Funding & Financial Compliance

• Basin Recreation is funded through property taxes, user fees, grants, and bonds.

• As a public entity, it must comply with Utah state financial reporting requirements, including transparency in budgets and audits.

• Bond-funded projects must adhere to state procurement laws and public accountability standards.

Public Safety & Accessibility

• Recreation facilities must comply with ADA (Americans with Disabilities Act) accessibility standards.

• Emergency management procedures must align with Utah Division of Emergency

Management protocols.

• Parks and trails must meet Utah building codes and safety standards, including seismic resilience given Summit County’s earthquake risk.

Environmental & Natural Resource Regulations

• Summit County’s Land Use Regulations require responsible management of natural resources, including water, wildlife, and vegetation.

• Basin Recreation must comply with Utah environmental laws governing wetlands, watershed protection, and stormwater management.

• Trail and park development must undergo environmental impact review when affecting sensitive lands.

Summary For Basin Recreation’s EAM RFP, industry-specific requirements include:

• Compliance with Summit County Development Codes and Open Space Ordinances

• Alignment with Utah state financial, procurement, and emergency management laws

• Adherence to ADA accessibility, building codes, and environmental regulations

• Governance oversight by the Summit County Council and OSAC

• These standards ensure Basin Recreation operates responsibly, transparently, and sustainably within Summit County and the State of Utah.

2. Project Objectives

The primary goals and objectives of this EAM software implementation are to:

1. Establish a comprehensive asset lifecycle management system from acquisition to disposition

2. Optimize maintenance operations through preventive and predictive maintenance capabilities

3. Improve inventory control and spare parts management

4. Enhance decision-making through advanced analytics and reporting

5. Ensure regulatory compliance and risk management

6. Streamline field operations through mobile accessibility

7. Integrate with existing enterprise systems for seamless operations

3. Technical Requirements

Basin Recreation, as a Special Service District of Summit County, is committed to delivering high-quality recreation services, maintaining extensive open space and trail systems, and ensuring responsible stewardship of public resources. The Enterprise Asset Management (EAM) sought through this RFP must support these objectives by providing a reliable, scalable, and compliant technology platform.

The following Technical Requirements outline the standards vendors must meet to ensure the EAM can:

• Improve data clarity by consolidating information currently managed through spreadsheets and stand-alone systems.

• Enhance operational efficiency by automating workflows and reducing manual administrative tasks.

• Ensure regulatory compliance with Summit County policies, Utah state IT and records management standards, and applicable federal requirements.

• Strengthen fiduciary responsibility by enabling accurate financial tracking, transparent reporting, and audit readiness.

Vendors should recognize that Basin Recreation’s operations span diverse assets including trails, parks, facilities, and open space and serve a broad community base. The EAM must therefore be flexible enough to support recreation-specific functions while meeting enterprise-level performance, security, and compliance expectations.

Responses to the Technical Requirements should be detailed, evidence-based, and demonstrate how the proposed solution aligns with Basin Recreation’s mission, Summit County governance standards, and the State of Utah’s public sector technology benchmarks.

Vendors are expected to meet all standards and requirements as outlined in this RFP. In the event that a vendor proposes a deviation or alternative to any specified standard, the deviation must be clearly identified and documented in the proposal. For each deviation, the vendor must provide a detailed explanation of how the proposed alternative will achieve the intent of the requirement, including evidence of equivalency or mitigation measures. Basin Recreation, Summit County, and the State of Utah reserve the right to evaluate the adequacy of such alternatives and determine whether they satisfy the objectives of the EAM project.

3.1 Deployment and System Architecture

• Cloud-based (SaaS) and/or on-premises deployment options

• Support for hybrid deployment models

• Scalable and modular architecture

• Support for distributed environments

• Robust database management system

• Data backup and recovery capabilities

• High availability and disaster recovery

3.2 Security Requirements

• End-to-end encryption

• Role-based access control

• Multi-factor authentication

• Compliance with industry security standards (ISO 27001)

• Secure communication protocols

• Data masking and protection

• Security incident response management

• Access logging and monitoring

3.3 Integration Requirements

• RESTful API support

• ERP system integration capabilities

• IoT platform integration

• Third-party system connectivity

• ArcGIS integration

• Data import/export utilities

• Real-time integration support

• Integration monitoring and logging

• Error handling and recovery

3.4 Performance Requirements

Vendor must demonstrate compliance with industry benchmarks, including response times <2 seconds for common transactions, 99.9% system availability, RPO ≤15 minutes, RTO ≤4 hours, and support for at least 25 concurrent users. Vendor must provide documented performance testing results, monitoring tools, and load balancing capabilities aligned with Utah DTS standards and NIST cloud resilience guidelines.

3.4.1 Response Time Standards

• User interface response: < 2 seconds for common transactions (login, search, record retrieval).

• Complex queries/reports: < 5 seconds for standard reports; < 30 seconds for large data sets.

• API calls: < 300 milliseconds average latency.

3.4.2 Concurrent User Support

• Must support minimum 25 concurrent users (scalable to 100+) without degradation.

• Stress-tested at peak loads (e.g., community program registration days).

• Benchmarked using load testing tools (e.g., JMeter, LoadRunner).

3.4.3 System Availability Targets

• Uptime SLA: ≥ 99.9% monthly availability (excluding scheduled maintenance).

• High availability architecture: Redundant servers, failover clustering.

• Monitoring: Real-time alerts for outages and performance degradation.

3.4.4 Backup & Recovery Objectives

• Recovery Point Objective (RPO): ≤ 15 minutes for transactional data.

• Recovery Time Objective (RTO): ≤ 4 hours for critical EAM functions.

• Backup frequency: Daily full backups + incremental backups every 15 minutes.

• Testing: Annual disaster recovery drills with documented results.

3.4.5 Scalability Metrics

• Must scale to support 50% growth in users and data volume over 5 years.

• Horizontal and vertical scaling supported (cloud or hybrid).

• Elastic resource allocation during seasonal demand spikes.

3.4.6 Resource Utilization Limits

• CPU utilization: ≤ 70% under peak load.

• Memory utilization: ≤ 75% under peak load.

• Database query optimization: No single query should consume > 20% of resources.

• Benchmarked against industry norms for enterprise SaaS systems.

3.4.7 Performance Monitoring Tools

• Integrated monitoring dashboards (e.g., New Relic, Datadog, or equivalent).

• Real-time metrics for CPU, memory, I/O, and network latency.

• Automated alerts for threshold breaches.

• Compliance with Utah DTS IT monitoring standards.

3.4.8 Load Balancing Capabilities

• Must support automatic load balancing across servers and regions.

• Failover routing: Seamless redirection during outages.

• Geographic distribution: United States-based data centers with redundancy in adjacent states.

• Benchmarked against NIST Cloud Computing Standards for resilience.

3.5 Data Management

Vendor must demonstrate compliance with ISO 8000, ISO 25012, SOC 2 Type II, and NIST SP 800-53 standards. Data migration must achieve ≥99.5% accuracy, audit trails must be immutable and retained for ≥7 years per Utah GRAMA requirements, and archival policies must align with Utah State Archives schedules. Vendor must provide documented evidence of compliance and performance benchmarks.

3.5.1 Data Migration Tools

• Must support automated migration utilities with rollback capabilities.

• Benchmarked against ETL (Extract, Transform, Load) standards such as ISO/IEC 19592 for data portability.

• Require error rate <0.5% during migration testing.

3.5.2 Data Validation Procedures

• Vendors must implement automated validation rules (format, completeness, referential integrity).

• Require ≥ 99.5% accuracy in migrated data.

• Compliance with NIST SP 800-53 Rev. 5 controls for data integrity.

3.5.3 Master Data Management (MDM)

• Must support single source of truth for core data entities (assets, facilities, users).

• Benchmarked against ISO 8000 (Data Quality Standard).

• Require duplicate record rate <1% across master data sets.

3.5.4 Data Archival Policies

• Archival must comply with Utah State Archives retention schedules and Summit County records management policies.

• Archived data must remain searchable and retrievable within 24 hours.

• Storage must meet SOC 2 Type II and NIST 800-88 sanitization standards.

3.5.5 Data Retention Compliance

• Vendors must demonstrate compliance with:

o Utah Public Records Act (GRAMA) for government transparency.

• Require configurable retention rules by data type (financial, recreation, operational).

3.5.6 Database Maintenance

• Must include automated indexing, patching, and optimization.

• Benchmarked against ANSI SQL standards for relational databases.

• Require downtime <1% annually for maintenance windows.

3.5.7 Data Quality Assurance

• Vendors must provide ongoing data profiling and cleansing tools.

• Benchmarked against ISO 25012 (Data Quality Model).

• Require ≥ 98% data accuracy and completeness in operational datasets.

3.5.8 Audit Trail Maintenance

• Must maintain immutable audit logs of all user and system actions.

• Benchmarked against NIST SP 800-92 (Guide to Computer Security Log Management).

• Require log retention ≥ 7 years in compliance with Utah public records law.

• Audit trails must be tamper-evident and accessible to Summit County auditors.

4. Functional Requirements

4.1 Asset Management

Implement comprehensive asset lifecycle management to ensure complete visibility and control over organizational assets, from acquisition through retirement, while maintaining accurate records and ensuring compliance with regulatory requirements.

Requirement Sub-Requirement Y/N

Asset Hierarchy Ability to create and manage multi-level asset hierarchies

Y

Parent-child relationship management Y

Custom hierarchy definitions Y

Visual hierarchy representation Y

Lifecycle Management Acquisition process tracking Y

Installation and commissioning documentation Y

Operational status monitoring Y

Retirement and disposal management Y

Information Management

Asset specification records Y

Technical documentation storage Y

Warranty information tracking Y

Maintenance history records Y

4.2 Maintenance Management

Enable efficient maintenance operations through integrated scheduling, work order management, and condition monitoring capabilities while optimizing resource allocation and ensuring timely completion of all maintenance activities.

Requirement Sub-Requirement Y/N

Preventive Maintenance Maintenance schedule creation Y

Task template management Y

Resource allocation planning Y

Schedule optimization Y

Work Order Management Work order creation and tracking Y

Priority assignment Y

Resource assignment Y

Cost tracking Y

Condition Monitoring Real-time asset monitoring Y

Sensor data integration Y

Alert generation Y

Performance trending Y

Cost Management Fuel cost tracking N

Vendor price comparison Y

Budget forecasting Y

ROI analysis Y

4.4 Inventory Control

Manage spare parts and materials effectively through automated tracking, reordering, and integration with procurement systems, ensuring optimal inventory levels while minimizing carrying costs and preventing stockouts.

Requirement Sub-Requirement Y/N

Parts Management Parts catalog maintenance Y

Stock level tracking Y

Location management Y

Part usage history Y

Automated Ordering Reorder point setting N

Order automation N

Vendor management Y

Order tracking N

Integration Procurement system integration Y

Supplier portal access N

Cost center allocation Y

Budget tracking Y

4.5 Financial Management (Integration Focus):

Track and analyze financial aspects of asset management, including depreciation and maintenance costs, while ensuring integration with the accounting system. Full accounting functionality is not required.

Requirement Sub-Requirement Y/N

Asset Valuation Depreciation tracking Y

Asset lifecycle costing Y

Valuation reporting Y

Replacement cost analysis Y

Cost Analysis Maintenance cost tracking Y

Labor cost analysis Y

Parts cost tracking Y

Contractor cost management Y

Budget Management Budget planning tools Y

Expense tracking Y

Budget vs. actual analysis Y

Cost forecasting Y

4.6 Compliance and Risk Management

Ensure regulatory compliance and effective risk management through comprehensive tracking, monitoring, and reporting capabilities while maintaining detailed audit trails and supporting documentation requirements.

Requirement Sub-Requirement Y/N

Regulatory Compliance Not Required N

Safety Management Safety protocol tracking Y

Incident reporting Y

Safety audit management Y

Corrective action tracking Y

Environmental Impact Environmental compliance monitoring N

Impact assessment tracking N

Sustainability reporting Y

Environmental audit management Y

4.7 Mobile Accessibility

Enable comprehensive mobile access to system functionality, supporting field operations with robust offline capabilities and ensuring real-time data synchronization when connectivity is restored.

Requirement Sub-Requirement Y/N

Field Service Support Mobile app functionality Y

Work order management Y

Asset information access Y

Digital forms and checklists Y

Offline Capabilities Offline data access Y

Work completion offline Y

Data caching Y

Automatic sync when online Y

Real-time Sync Instant data updates Y

Bi-directional sync Y

Conflict resolution Y

Change tracking Y

4.8 Integration Capabilities

Implement robust integration frameworks that enable seamless data exchange with enterprise systems, supporting real-time synchronization while maintaining data integrity and security across the technology ecosystem.

Requirement Sub-Requirement Y/N

API Support RESTful API availability Y

ERP system integration Y

CMMS integration Y

Custom API development Y

Data Exchange Import/export functionality Y

Data mapping tools Y

Batch processing Y

Real-time data exchange Y

Third-party Integration Add-on support Y

Extension framework Y

Partner ecosystem Y

Integration marketplace Y

4.9 User Management and Security

Establish comprehensive security controls and user management capabilities that protect system assets while enabling appropriate access levels and maintaining detailed audit trails of all user activities.

Requirement Sub-Requirement Y/N

Access Control Role-based access Y

User group management Y

Permission inheritance Y

Custom role creation Y

Authentication Multi-factor authentication Y

SSO integration Y

Password policies Y

Session management Y

Data Security End-to-end encryption Y

Secure communications Y

Data masking Y

Audit logging Y

4.10 Scalability and Customization

Deploy a flexible and scalable system architecture that can grow with organizational needs while providing extensive customization options to adapt to specific business requirements and operational processes.

Requirement Sub-Requirement Y/N

Volume Management Not Required N

Customization Field customization Y

Workflow configuration Y

Form designer Y

Report builder Y

Multi-site Operations Not Required N

4.11 Reporting and Analytics

Provide comprehensive reporting and analytics capabilities through customizable dashboards, KPI tracking, and advanced analytics tools while enabling data-driven decision-making across the organization.

Requirement Sub-Requirement Y/N

Dashboard Management Customizable dashboards Y

Real-time updates Y

Interactive visualizations Y

Role-based views Y

KPI Setup Custom KPI definition Y

Target setting Y

Benchmark creation Y

Metric weighting Y

KPI Tracking Performance monitoring Y

Trend analysis Y

Alert configuration Y

Monitoring Real-time tracking Y

Performance dashboards Y

Alert thresholds Y

Trend analysis Y

Reporting Automated reporting Y

Comparative analysis Y

Performance forecasting Y

ROI calculation Y

Advanced Analytics Asset performance analytics Y

Reliability analysis Y

Cost optimization analysis Y

Predictive modeling Y

5. AI-Powered Features (Optional/Future-Ready):

Vendors may propose advanced AI capabilities such as predictive maintenance and NLP. These features are aspirational and not mandatory.

5.1 Advanced Predictive Maintenance

Leverage artificial intelligence and machine learning algorithms to analyze historical and real-time data, enabling accurate prediction of equipment failures and optimization of maintenance schedules across the asset portfolio.

Requirement Sub-Requirement Y/N

Failure Prediction Equipment failure forecasting Y

Pattern recognition algorithms N

Risk assessment modeling Y

Maintenance interval optimization Y

Data Analysis Historical data analysis Y

Real-time data processing Y

Sensor data integration Y

Performance trend analysis Y

5.2 Natural Language Processing

Implement advanced natural language processing capabilities to enable intuitive system interaction through voice commands and text queries while supporting multiple languages and contextual understanding.

Not Required

5.3 Generative AI for Diagnostics

Utilize advanced AI capabilities to analyze asset history and current conditions, providing intelligent diagnostic suggestions and recommended actions while considering past maintenance experiences and outcomes.

Not Required

5.4 Machine Learning for Data Consistency

Employ machine learning algorithms to ensure data accuracy and consistency across all asset-related information, automatically identifying and correcting inconsistencies while maintaining data quality standards.

Not Required

5.5 Autonomous Agents

Deploy AI-powered autonomous agents to automate complex tasks and decision-making processes, leveraging large language models and machine learning to optimize workflows and reduce manual intervention.

Not Required

6. Vendor Qualifications

Vendor Qualifications Overview

Basin Recreation, as a Special Service District of Summit County, is entrusted with managing extensive community assets, including trails, parks, facilities, and open space, while ensuring responsible stewardship of public funds. The successful implementation of an Enterprise Asset Management (EAM) requires a vendor partner with proven stability, expertise, and capacity to support both current operations and future growth.

This section outlines the qualifications vendors must demonstrate to be considered for award.

Vendors are expected to provide evidence of financial stability, industry experience, and technical capability, as well as references that validate their ability to deliver solutions in a public sector and recreation environment. Particular emphasis is placed on vendors’ ability to support Basin Recreation and Summit County with reliable implementation services, ongoing technical support, and compliance with Utah state and county standards.

Vendors should provide detailed responses to each qualification area, including company profile, relevant experience, references, and support capabilities. Any deviations or alternative approaches must be clearly documented with explanations of how the intent of the requirement will still be met. Basin Recreation and Summit County will evaluate vendor qualifications not only on compliance with these standards, but also on demonstrated commitment to long-term partnership, innovation, and community service.

6.1 Company Profile

Vendors must provide a comprehensive company profile that demonstrates their ability to support Basin Recreation and Summit County operations within the State of Utah.

• Years in Business & Financial Stability: Vendor must show a minimum of 5 years of continuous operation in enterprise or recreation management systems, with audited financial statements for the past 3 years to demonstrate fiscal stability.

• Market Presence & Industry Expertise: Preference will be given to vendors with proven experience serving public sector recreation agencies, municipalities, or county-level organizations in Utah or similar jurisdictions.

• Research & Development Capabilities: Vendor must demonstrate ongoing investment in product innovation, including enhancements relevant to recreation management, community engagement, and compliance with Utah state IT standards.

• Regional Support Infrastructure: Vendor must maintain support resources within Utah or neighboring states, ensuring timely response to Basin Recreation and Summit County needs.

• Customer Base & References: Vendor must provide references from at least two Utah-based public sector or recreation organizations, with preference for Summit County or comparable regional entities.

6.2 Experience and References

Vendors must demonstrate relevant experience and provide references that validate their ability to deliver EAM solutions in a public recreation and county government context.

• Similar Implementations: Vendor must provide examples of EAM implementations for recreation districts, county governments, or municipal agencies.

• Industry-Specific Experience: Preference will be given to vendors with direct experience in recreation management, facility scheduling, asset tracking, and community program administration.

• Client Testimonials: Vendors must include testimonials from Utah-based clients or similar parks & recreation sector organizations.

• Case Studies: Vendors must provide at least one case study highlighting measurable improvements in recreation operations, asset management, or community engagement.

• Success Metrics: Vendors must demonstrate quantifiable outcomes such as improved efficiency, cost savings, or increased community participation.

6.3 Support Capabilities

Vendors must outline their support capabilities to ensure Basin Recreation and Summit County can maintain reliable EAM operations.

• Technical Support Availability: Vendor must provide 24/7 technical support with escalation paths tailored to Utah time zone operations.

• Implementation Services: Vendor must offer structured implementation services including project management, system configuration, and integration with Basin’s IT infrastructure.

• Training Programs: Vendor must provide training tailored to Basin Recreation staff, including onsite sessions in Summit County and online learning modules.

• Ongoing Maintenance: Vendor must commit to regular system updates, security patches, and proactive monitoring in compliance with Utah DTS standards.

• Emergency Support Procedures: Vendor must maintain documented emergency response procedures, including disaster recovery protocols aligned with Summit County’s emergency management framework.

7. Evaluation Process

The Technical Proposal will be evaluated independently of the Pricing Proposal to ensure an objective assessment of technical merit. Only proposals that fall within the competitive technical range will proceed to the Vendor Presentation and pricing evaluation stages.

Proposals will be evaluated based on:

7.1 Solution Completeness (25%)

• Feature coverage – breadth of functionality offered to meet Basin Recreation’s operational needs.

• Technical requirements fulfillment – compliance with specific technical standards outlined in the RFP.

• Integration capabilities – ability to connect with Summit County systems (GIS, Building Permits, etc.).

• Scalability potential – capacity to grow with Basin Recreation’s expanding assets and user base.

• Regulatory compliance – adherence to Utah DTS IT standards, Summit County codes, ADA accessibility, SOC 2, HIPAA/CJIS if applicable.

• Data management standards – migration accuracy, audit trail maintenance, and retention compliance with Utah GRAMA.

7.2 Vendor Capability (20%)

• Experience and expertise – proven track record in EAMor recreation/public sector systems.

• Support infrastructure – availability of local/regional support resources in Utah or neighboring states.

• Implementation methodology (general) – vendor’s established approach and past practice for system rollouts.

• Innovation track record – history of product enhancements and responsiveness to evolving client needs.

• Public sector references – successful projects with recreation districts, municipalities, or county governments in Utah or similar jurisdictions.

• Financial stability – audited financials and evidence of long-term viability.

7.3 Implementation Approach (20%)

• Project methodology (specific) – tailored plan for Basin Recreation’s EAM implementation.

• Resource allocation – staffing plan and commitment of qualified personnel.

• Risk management – identification and mitigation strategies for project risks.

• Timeline feasibility – realistic schedule aligned with Basin Recreation and Summit

County governance processes.

• Governance alignment – coordination with Basin Recreation Administrative Control

Board and Summit County Council.

• Training and change management – structured plan for Basin Recreation staff, including onsite and online training.

• Stakeholder engagement – inclusion of community and county stakeholders during rollout.

7.4 Total Cost of Ownership (20%)

• License costs – subscription, perpetual, or usage-based fees.

• Implementation fees – project management, configuration, integration, and migration costs.

• Maintenance charges – ongoing support, updates, and patching.

• Training expenses – initial and ongoing training costs.

• Transparency of pricing – itemized costs with no hidden fees.

• Scalability costs – clear pricing for adding users, modules, or storage.

• Public sector discounts – disclosure of government or recreation district pricing models.

7.5 Technology and Innovation (15%)

• AI capabilities – advanced features such as predictive analytics or automation.

• Mobile features – mobile accessibility for staff and community users.

• Future roadmap – vendor’s planned enhancements and long-term product vision.

• Technology stack – underlying architecture, tools, and compatibility with Summit

County IT standards.

• Disaster recovery capabilities – alignment with Utah Division of Emergency

Management protocols.

• Cybersecurity resilience – compliance with NIST SP 800-53 and SOC 2 standards.

• Future adaptability – ability to integrate emerging technologies and expand functionality as Basin Recreation grows.

7.6 Stage 1: Initial Review

In the initial phase of the evaluation process, the Procurement Unit will review all responsive proposals. Non-responsive proposals not conforming to RFP requirements or unable to meet the mandatory minimum requirements will be eliminated from further consideration.

7.7 Stage 2: Technical Proposal Evaluation

Responsive proposals will then be evaluated by an evaluation committee appointed by the Procurement Unit against the technical criteria noted in this RFP. Proposals will be evaluated against the technical criteria as follows:

Evaluation Component Possible Points

Solution Completeness 250

Vendor Capability 200

Implementation Approach 200

Total Cost of Ownership 200

Technology & Innovation 150

Total Points Possible: 1,000

Responses that achieve a minimum score threshold of 750 points will proceed to the Vendor Presentation and Cost Proposal Evaluation. Responses with a score of less than the minimum technical points will be eliminated and will not move to the interview presentation.

The evaluation committee, for this RFP, will tally the final scores for criteria other than cost to arrive at a consensus score by the following method: an average of the individual scores.

Scores for each criterion and sub-criterion will receive weighted scores based on the following raw scores:

• 0 = Fail, the proposal fails to address the requirements or criteria described in the RFP or cannot be assessed due to missing information

• 1 = Poor, the proposal inadequately addresses the requirements or criteria described in the RFP or cannot be assessed due to incomplete information

• 2 = Unsatisfactory, the proposal addresses the requirements or criteria described in the RFP in an unsatisfactory manner

• 3 = Satisfactory, the proposal addresses all requirements or criteria described in the RFP in a minimum satisfactory manner

• 4 = Good, the proposal addresses all requirements or criteria described in the RFP and in some respects exceeds them

• 5 = Excellent, the proposal addresses and exceeds all of the requirements or criteria described in the RFP

7.8 Stage 3: Interview Presentation

Responsive proposals that meet the minimum score threshold from Stage 2 will move onto the Interview Presentation. A total of 500 demonstration points is possible. Offerors will be given 30 minutes maximum to demonstrate their response to the Technical Proposal for the evaluation committee. The committee will evaluate the offeror on how well they would execute and perform the RFP services and scope of work.

Basin plans to hold these demonstrations in person at our office located at 5715 Trailside Drive Park City. UT 84098. We have listed the anticipated date but will let all Offerors know who qualify for the exact date and time.

If an in-person demonstration will not work, we will set up Microsoft Teams to present virtually if needed.

7.9 Final Stage: Cost Proposal Evaluation

Vendors meeting the minimum technical score threshold of 750 and completing the interview presentation with a score of above 350 will move to the contract cost evaluation.

Cost will be scored separately and capped at 100 points to ensure technical merit remains the dominant factor.

Formula:

Cost Points = (Lowest Price ÷ Proposed Price) × 100

Total Possible Points:

Technical Proposal: 1,000 points Demonstration: 500 points Cost Proposal: 100 points Grand Total: 1,600 points

Compliance with Utah Procurement Code:

This evaluation process complies with Utah Code §63G-6a-707(2) and (4).

(2) The evaluation committee shall evaluate proposals strictly in accordance with the process described in this RFP.

(4) Criteria not described in this RFP will not be used to evaluate any proposal.

Basin Recreation commits to the following:

• All evaluation criteria, weights, and scoring methods are published in this RFP.

• No additional or undisclosed criteria will be applied during evaluation.

• The evaluation committee will follow the stages and scoring methodology exactly as outlined herein.

• A documented trade-off analysis will justify any award to a higher-priced proposal based on technical superiority and reduced risk.

• Transparency and defensibility will be maintained throughout the procurement process.

Basis of Award:

Award will be made to the Offeror whose proposal represents the best overall value to Basin Recreation, considering technical merit, implementation risk, and total cost of ownership. Basin Recreation reserves the right to select a higher-priced proposal if its technical superiority and reduced risk justify the additional cost. This determination will be documented through a formal trade-off analysis.

Tie-Breaker:

In the event of a tie, preference will be given to proposals with greater Utah-specific law and policy application, stronger compliance readiness, and superior implementation and support capabilities for parks & recreation assets.

8. Submission Guidelines

Note on Responsiveness: Proposals must address each bullet point listed in this section. If a vendor is unable to provide specific information, a clear explanation must be included.

Proposals that fail to address all required elements, or that omit requested information without justification, will be deemed non-responsive and will not be considered for evaluation.

Mandatory Minimum Requirements

Vendor proposals must meet and submit the Mandatory Minimum Requirements for Responsiveness listed in Attachment D. This document outlines the minimum criteria required for a proposal to be considered responsive.

Proposal Format and Separation of Content Vendors must submit their proposals in two separate documents:

Volume I: Technical Proposal – This document must include all information requested in Sections 8.1 through 8.3 (Executive Summary, Detailed Response, and Implementation Plan). No pricing information should be included in the Technical Proposal.

Volume II: Pricing Proposal – This document must include all pricing details as outlined in Section 8.4 (Pricing Structure).

The Technical Proposal will be evaluated independently of the Pricing Proposal to ensure an objective assessment of technical merit. Only proposals that fall within the competitive technical range will proceed to the pricing evaluation stage.

All proposals must include and/or address:

Volume I:

8.1 Executive Summary

The Executive Summary must include:

• Solution overview

• Key differentiators

• Implementation approach

• Value proposition

• Organizational fit with Basin Recreation’s mission and Summit County governance standards

• Public sector experience, particularly within Utah or comparable jurisdictions

8.2 Detailed Response

The Detailed Response must include:

• Technical specifications

• Functional capabilities

• Integration approach

• Security measures

• Compliance with Utah Department of Technology Services (DTS) policies, Summit

County development codes, ADA accessibility, SOC 2, and other relevant standards

• Data management approach, including migration, retention, archival, and audit trail procedures

• Scalability and performance benchmarks (response times, uptime, concurrent users)

• Disaster recovery and continuity protocols, including alignment with Utah Division of

Emergency Management standards

• Documentation of any deviations or alternatives, with justification and evidence of equivalency

8.3 Implementation Plan

The Implementation Plan must include:

• Project timeline

• Resource requirements

• Risk mitigation strategies

• Quality assurance measures

• Governance and oversight approach, including coordination with Basin Recreation’s

Administrative Control Board and Summit County Council

• Training and change management plan tailored to Basin Recreation staff

• Stakeholder engagement strategy

• Post-implementation support plan, including service level agreements (SLAs) and escalation procedures

• Testing and acceptance criteria, including user acceptance testing (UAT) protocols and measurable success metrics

Volume II:

8.4 Pricing Structure

Vendor must provide a detailed pricing structure including licensing model, implementation costs, support fees, and additional services. Pricing must be itemized, transparent, and aligned with public sector procurement standards in Utah. Vendor must disclose any optional services, scalability costs, and long-term total cost of ownership.

Vendors must complete and submit the EAM Schedule of Values (SOV) spreadsheet provided by Basin Recreation.

• Enter pricing in gray input cells; Extended Price auto-calculates.

• Use Included/Optional and License Type drop-downs.

• Ensure positive quantities and consistent currency values.

• Review Summary and TCO Calculator tabs for totals before submission.

• Disclose public sector discounts, renewal terms, and price escalation caps.

• Provide itemized pricing for integrations with Finance, HR/Payroll (Paylocity), and GIS

(pre-filled lines provided).

8.4.1 Licensing Model

• Type of license: Perpetual, subscription (annual/monthly), or usage-based.

• User tiers: Pricing for named users, concurrent users, or enterprise-wide licensing.

• Scalability: Costs for adding users, modules, or storage capacity.

• Public sector discounts: Any special pricing for government or recreation districts.

• Cloud vs. on-premise: Clarify differences in licensing costs.

8.4.2 Implementation Costs

• Project management fees: Cost for planning and oversight.

• Configuration & customization: Itemized costs for tailoring EAM to Basin Recreation’s needs.

• Integration: Costs for connecting EAM with existing Summit County systems (finance, HR, GIS).

• Data migration: Pricing for migrating Excel spreadsheets and stand-alone systems into

EMS.

• Testing & validation: Costs for user acceptance testing and quality assurance.

• Travel & onsite services: If vendor staff must be onsite in Summit County.

8.4.3 Support Fees

• Annual support & maintenance: Percentage of license cost or flat fee.

• Helpdesk availability: 24/7 vs. business hours, with associated costs.

• Service Level Agreements (SLAs): Pricing tied to response/resolution times.

• Updates & patches: Clarify if included or billed separately.

• Training support: Ongoing training sessions or refresher courses.

8.4.4 Additional Services

• Training programs: Costs for onsite training in Summit County and online modules.

• Consulting services: Strategic planning, process optimization, or compliance advisory.

• Disaster recovery services: Optional add-ons for enhanced backup and recovery.

• Custom reporting/analytics: Costs for advanced dashboards or compliance reporting.

• Future expansion: Pricing for additional modules (e.g., asset management, community engagement).

• Third-party integrations: Costs for connecting with GIS, financial systems, or Utah state reporting tools.

9. Timeline Milestone Date / Range Notes

RFP Release Date Feb 4, 2026 Official publication of the RFP Questions Due March 9, 2026 Questions will be compiled, answered and published by 5pm MST on the Friday of each week of the questions period.

Final Responses to Questions

March 11, 2026 Final responses to questions posted by 5pm MST

Proposal Due Date Mar 13, 2026 Submitted to:

contracting@BasinRecreationUtha.gov

Vendor Presentations

Apr 1-3, 2026 One week window for demos/presentations to Basin Recreation and Summit County evaluators

Selection Decision Apr 10, 2026 Decision finalized by Basin Recreation Administrative Control Board

Project Kickoff May 11, 2026 Allows 30+ days for contracting, onboarding, and scheduling before implementation begins

10. Submission Instructions

By 5pm MST/MDT of deadline, please submit electronic proposals and questions to:

contracting@BasinRecreationUtah.gov

11. Regulatory Compliance Requirements The proposed EAM solution must comply with or support the following standards:

• Summit County development codes and governance standards.

• Utah state IT, records management, and financial reporting requirements.

• ADA accessibility standards and Utah building codes.

• Environmental regulations for land use and conservation.

• Cybersecurity standards aligned with NIST SP 800-53, SOC 2, and Utah DTS policies.

12. Terms & Conditions See Attachment B for contract terms and conditions.

mailto:contracting@BasinRecreationUtah.gov?subject=Solicitation%20SBSRD-D-26-R-0003:

ATTACHMENT A: Vendor Response Checklist

☐ Executive Summary included

☐ Solution capabilities detailed

☐ Technical architecture and security described

☐ Integration approach (Accounting, GIS, HR) provided

☐ Regulatory compliance addressed (Utah, Summit County)

☐ Implementation plan with timeline included

☐ Training and change management plan included

☐ Vendor experience and references provided

☐ Support and maintenance details included

☐ Pricing structure completed in Schedule of Values spreadsheet

☐ Compliance certifications attached

ATTACHMENT B: Facility List

All addresses are for Park City, UT 84098, or listed by GPS Coordinate

Facility Name Address Square Footage Year Built Basin Recreation Fieldhouse 1388 Center Drive 87,000 2004

Discovery Ridge Trailhead Restroom

4207 West Discovery Way 175 sq. ft. 2021

East Canyon Creek Trailhead Restroom

8566 North Blue Bird Lane 250 sq. ft. 2016

Ecker Hill Baseball Shaded Bleachers (2)

40.739285, -111.565280 700 sq. ft. each 1996

Ecker Hill Maintenance Garage 40.738649, -111.563823 1000 sq. ft. 1996 Ecker Hill Pavilion 40.739399, -111.564993 800 sq. ft. 1996 Ecker Hill Upper

Restroom/Storage 40.739399, -111.564993 1500 sq. ft. 1996

Matt Knoop Medium Pavilions (2) 4056 Shadow Mountain Drive

400 sq. ft each 2012

Matt Knoop Park Restroom and Maintenance Building

4056 Shadow Mountain Drive

2000 sq ft. 2012

Matt Knoop Small Pavilions (6) 4056 Shadow Mountain Drive

200 sq ft. each 2012

RTS Trailhead Vault Toilet 2432 Olympic Parkway 100 sq. ft. 2024 Run-A-Muk Lower Trailhead Vault

Toilet 2400 Olympic Parkway 100 sq. ft. 2024

Spring Creek Trailhead Large Pavilion

6671 Glenwild Drive 600 sq. ft. 2013

Spring Creek Trailhead Restroom 6671 Glenwild Drive 400 sq. ft. 2013 The Wood’s Trailhead

Restroom/Maintenance Building 4275 Sunrise Dr Park City 700 sq. ft. 2014

Trailside Admin Building 5715 Trailside Drive 10,000 sq. ft. 1999 Trailside East Park

Restroom/Pavilion Building 5650 Trailside Drive 1,500 sq. ft. 2022

Trailside East Pavilion 5650 Trailside Drive 1,000 sq. ft. 2022 Trailside East Transit Shelter 5650 Trailside Drive 500 sq. ft. 2022

Trailside Greenhouse 40.711747, -111.504115 800 sq. ft. 2022 Trailside Large Pavilions (3) 5715 Trailside Drive 800 sq. ft. each 1999

Trailside Park Room Building 5705 Trailside Drive 4,000 sq. ft.. 1999 Trailside Upper Restroom

Building 40.712075, -111.504294 1,500 sq. ft. 1999

Willow Creek Large Pavilion (1) 4460 Split Rail Lane 1,200 sq. ft. 2005 Willow Creek Park Maintenance

Building 4460 Split Rail Lane 1,800 sq. ft. 2005

Willow Creek Park Restroom 4460 Split Rail Lane 800 sq. ft. 2005 Willow Creek Park Trailhead

Restroom 4460 Split Rail Lane 350 sq. ft. 2005

Willow Creek Small Pavilions (3) 4460 Split Rail Lane 400 sq. ft. 2015

ATTACHMENT C: State Of Utah Standard Terms and Conditions

1. DEFINITIONS: The following terms shall have the meanings set forth below:

“Confidential Information” means information that is deemed as confidential under applicable state and federal laws,…