2-SBSRD-D-26-R-0004.pdf

Request for Proposals Accounting Software Solution

RFP Number: SBSRD-D-26-R-0004 Issue Date: February 4, 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. Types of Accounting Software

3. Technical Requirements

4. Functional Requirements

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

6. Implementation and Support

7. Pricing and Licensing

8. Vendor Qualifications

9. Evaluation Process

10. Submission Guidelines

11. Timeline

12. Submission Instructions

13. Terms & Conditions

ATTACHMENT A: Vendor Response Checklist

ATTACHMENT B: Mandatory Minimum Requirements for Responsiveness

ATTACHMENT C: State Of Utah Standard Terms and Conditions mailto:rparrish@basinrecreationutah.gov

1. Introduction and Background

Snyderville Basin Special Recreation District (Basin Recreation) is seeking proposals from qualified vendors for a comprehensive accounting software solution tailored to the unique needs of a public recreation district. The solution must support financial transactions, expense tracking, revenue management, payroll, grant and fund accounting, and budget forecasting. It should automate processes including accounts payable and receivable, journal entries, ledgers, and financial statements, while integrating with recreation-specific systems such as facility booking, program registration, and point-of-sale systems.

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 Enterprise Asset Management (EAM) solution. Vendors should describe how their accounting software can integrate with EAM systems for asset-related financial data exchange

The accounting software will not need to provide full asset management functionality because a dedicated EAM system will handle that.

We strongly emphasize the need for integration of 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.

1.2 Current Environment

Basin Recreation currently utilizes the Pelorus accounting system, a government-focused platform designed to meet compliance and budgeting requirements for public entities. Pelorus provides a unified accounting environment with strong support for fund accounting and fiscal planning, making it well-suited for municipal operations.

However, the system has limitations in modern integration capabilities, particularly with third-party solutions such as payroll and HR platforms, recreation management systems, and emerging technologies like AI-driven analytics. Additionally, Pelorus lacks cloud-native architecture and advanced user experience features, which may hinder scalability and remote accessibility. As Basin Recreation moves toward implementing a separate Enterprise Asset Management (EAM) solution and seeks greater interoperability across systems, these constraints highlight the need for a more flexible, integrated accounting solution.

Strengths of Pelorus

Government-Specific Design Pelorus is built for municipalities, service districts, and local governments, which means it aligns well with public sector accounting standards and compliance requirements. This specialization reduces the need for heavy customization for entities like Basin Recreation.

Integrated Accounting Environment Pelorus uses a single, unified system rather than separate modules, eliminating duplicate data entry and improving real-time data availability. This design supports efficiency in transaction recording, budgeting, and reporting.

Budgeting and Planning Tools The platform includes robust budgeting capabilities, which are critical for public organizations managing multiple funds and fiscal year planning.

Strong Customer Support Pelorus’s responsive and knowledgeable support team, which is valuable for smaller organizations without large IT departments.

Customization for Local Governments Pelorus emphasizes tailoring solutions to client needs, which can help Basin Recreation adapt the system to its unique operational structure.

Weaknesses of Pelorus

Limited Ecosystem and Integrations Pelorus is highly specialized for government accounting but lacks broad integration capabilities compared to modern cloud-based systems. Integration with HR/payroll platforms like Paylocity or recreation management systems may require custom development or middleware.

On-Premises Orientation While Pelorus offers comprehensive functionality, it is less focused on cloud-native architecture, which can limit remote accessibility and scalability compared to newer SaaS solutions.

Small Vendor Footprint Pelorus is a niche provider with a small team, which raises concerns about long-term support, innovation pace, and ability to deliver large-scale integrations or joint ventures.

User Interface and Modern Features Pelorus prioritizes functionality over user experience. It lacks advanced features like AI-driven analytics, mobile-first design, and intuitive dashboards found in newer platforms.

1.3 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.

2. Types of Accounting Software

The vendor should specify which category their solution falls under and explain their capabilities in each relevant area:

• Desktop accounting software

• Cloud-based accounting software

• Enterprise Resource Planning (ERP) systems

• Small business accounting software

• Open-source accounting software

• Industry-specific accounting software

• Online invoicing software

• Mobile accounting apps

3. Technical Requirements

The proposed accounting solution must meet the following system requirements:

3.1. Operating Environment:

• Supported OS: Windows 10/11, macOS (latest two versions).

• Cloud deployment or hybrid hosting options.

3.2. Hardware Requirements:

• Processor: Minimum 2.4 GHz dual-core; Recommended quad-core.

• RAM: Minimum 8 GB; Recommended 16 GB.

• Disk Space: Minimum 5 GB free for client installation.

3.3. Database Requirements:

• Supported: Microsoft SQL Server 2019 or equivalent cloud database.

• Automated daily backups and disaster recovery capability.

3.4. Network Requirements:

• Bandwidth: Minimum 10 Mbps for cloud access.

• Secure encrypted data transmission (TLS 1.2 or higher).

3.5. Browser Compatibility:

• Latest versions of Chrome, Edge, Firefox, and Safari.

3.6. Integration Capabilities:

• RESTful API support for system interoperability.

• Ability to integrate with:

– Enterprise Asset Management (EAM) system.

– Paylocity (Payroll and HR system).

– Mindbody (program and membership management).

– Recreation management platforms (e.g., RecTrac, CivicRec).

• Support for CSV, XML, and JSON data exchange formats.

• Real-time or scheduled synchronization options.

• Report and data file compatibility with Utah State Financial Reporting Standards

3.7. Security Standards:

• AES-256 encryption for data at rest; TLS for data in transit.

• Multi-factor authentication (MFA).

• Role-based access control.

• Compliance with NIST SP 800-53, FISMA, and Utah data privacy requirements.

3.8. Scalability:

Ability to support growth in users, transactions, and integrations without major overhaul.

3.9. Disaster Recovery:

• Recovery Time Objective (RTO): ≤ 4 hours.

• Recovery Point Objective (RPO): ≤ 24 hours.

3.10. Accessibility:

ADA-compliant user interface for staff and public-facing components.

4. Functional Requirements

The functional requirements below are a comprehensive list of key factors for evaluation; however each section should maintain an emphasis on:

Fund Accounting: Ability to manage multiple funds with separate budgets and reporting

Grant Management: Track grant applications, awards, and compliance

Fixed Asset Tracking: For parks, trails, vehicles, and equipment

Payroll Integration: Support for import of payroll data from Paylocity

Revenue Tracking: From facility rentals, program fees, and special events

4.1 General Ledger Management

The general ledger is the foundation of our accounting system, serving as the central repository for all financial transactions. A robust general ledger management system ensures accurate financial recording, simplifies reconciliation, and provides the basis for all financial reporting and analysis.

Requirement Sub-Requirement Y/N

General Ledger Management

Maintain company's general ledger Y

Create and modify chart of accounts Y

Journal entry creation and adjustment Y

Support for industry-specific account structures

Y

Multi-level account hierarchy Y

Automated account reconciliation Y

Historical transaction tracking Y

Account balance monitoring Y

4.2 Accounts Receivable and Invoicing

Effective accounts receivable management is crucial for maintaining healthy cash flow.

The system should automate the entire AR cycle from invoice generation to payment collection, reducing manual effort and improving accuracy.

Requirement Sub-Requirement Y/N

Accounts Receivable Customer account management N

Invoice generation and customization Y

Payment processing and tracking Y

Late payment notifications Y

Credit limit monitoring N

Customer statements generation N

Collections management N

Payment term management Y

4.3 Accounts Payable

An efficient accounts payable system streamlines vendor payments, optimizes cash flow, and ensures timely payment processing while maintaining strong vendor relationships.

Requirement Sub-Requirement Y/N

Accounts Payable Vendor account management Y

Invoice processing and approval workflows Y

Payment scheduling and execution Y

Purchase order management Y

Vendor statement reconciliation Y

Early payment discount tracking Y

Payment batch processing Y

Electronic payment capabilities Y

4.4 Financial Reporting

Comprehensive financial reporting capabilities are essential for informed decision-making and compliance, providing both standard and customizable reports that offer deep insights into financial performance.

Requirement Sub-Requirement Y/N

Financial Reporting Income statement generation Y

Balance sheet preparation Y

Cash flow statement creation N

Custom report builder Y

Real-time financial updates Y

Multiple format export options Y

Drill-down capabilities Y

Scheduled report distribution Y

4.4.1 Compliance and Reporting

State of Utah Reporting Compliance The proposed accounting solution must:

• Generate reports required by the Utah Office of the State Auditor, including:

o Annual Financial Report (AFR) / Financial Certification o Transparency Reports (Revenue/Expenditure and Payroll

Compensation)

• Support formatting and mapping to the Utah Uniform Chart of Accounts.

• Provide export capabilities for upload to:

o Utah State Reporting System (reporting.auditor.utah.gov) o Transparent Utah portal (transparent.utah.gov)

• Vendors should describe:

o How their system meets these requirements.

o Any additional tools or services offered for compliance.

Regulatory Compliance Requirements The proposed accounting solution must comply with the following standards:

• GAAP and GASB standards for governmental accounting.

• Utah Uniform Accounting Manual and State Compliance Audit Guide.

• Ability to generate and format reports for Utah Office of the State Auditor (AFR, Transparency Reports).

• Summit County audit and fraud risk assessment requirements.

• Federal grant compliance under the Single Audit Act.

• Cybersecurity standards aligned with NIST SP 800-53, FISMA, and Zero Trust principles.

4.5 Bank Reconciliation

Automated bank reconciliation ensures accuracy in financial records while saving significant time, streamlining the matching process and highlighting discrepancies for quick resolution.

Requirement Sub-Requirement Y/N

Bank Reconciliation Automated bank feed integration Y

Transaction matching Y

Exception handling Y

Reconciliation reporting N

Historical reconciliation tracking N

Multi-account support N

Automated categorization N

Audit trail maintenance N

4.6 Multi-Currency Support

NOT NEEDED

4.7 Tax Management

NOT NEEDED

4.8 Budgeting and Forecasting

Effective budgeting and forecasting tools enable organizations to plan financial strategies, track performance against goals, and make data-driven decisions for future growth.

Budgeting Budget creation and management Y

Forecast modeling Y

What-if analysis Y

Budget vs. actual comparison Y

Rolling forecasts Y

Department-level budgeting Y

Budget revision tracking Y

Performance analytics Y

4.9 Asset Management (Integration Only):

Ability to import asset-related financial data (depreciation, acquisition costs, disposal values) from EAM system and integrate for capital project accounting. Full asset management functionality will be handled by the EAM system.

Asset Integration: Ability to import asset-related financial data (depreciation, acquisition costs, disposal values) from EAM system.

Capital Project Accounting: Integration with EAM for tracking capital improvement projects.

4.10 Inventory Management

NOT NEEDED

4.11 Payroll Integration:

Integration with Paylocity for payroll and HR data exchange; full payroll processing is not required.

4.12 Multi-Entity Support

NOT NEEDED

4.13 Audit Trail

A comprehensive audit trail system maintains transparency and accountability by tracking all system changes and user actions, providing complete history for audit purposes.

Requirement Sub-Requirement Y/N

Audit Trail Transaction log maintenance Y

Change tracking Y

User action logging Y

Time and date stamping Y

Document version control Y

System modification tracking Y

Compliance support documentation Y

Audit report generation Y

4.14 Integration Capabilities

Robust integration capabilities ensure seamless data flow between various business systems, improving efficiency and maintaining data consistency across the organization.

Requirement Sub-Requirement Y/N

Integration ERP system integration Y

CRM system integration Y

API availability Y

Custom integration support Y

Data synchronization Y

Real-time integration capability Y

Integration monitoring Y

Error handling and logging Y

4.15 Security and Access Control

Comprehensive security measures protect sensitive financial data while ensuring appropriate access levels for different user roles.

Requirement Sub-Requirement Y/N

Security Role-based access control Y

Data encryption at rest Y

Data encryption in transit Y

Multi-factor authentication Y

Security audit logging Y

Password policy management Y

Session management Y

Security compliance reporting Y

4.16 Document Management

Efficient document management capabilities streamline the storage, retrieval, and organization of financial documents while maintaining security and accessibility.

Requirement Sub-Requirement Y/N

Document Management Document storage Y

Receipt attachment Y

Invoice management Y

Contract storage Y

Document categorization Y

Search functionality Y

Version control Y

Access control Y

4.17 Customizable Chart of Accounts

A flexible chart of accounts structure allows for customization to meet specific industry needs while maintaining organizational clarity and reporting efficiency.

Requirement Sub-Requirement Y/N

Chart of Accounts Account creation Y

Account modification Y

Industry-specific templates Y

Hierarchical structure Y

Account mapping Y

Segment definition Y

Account categorization Y

Reporting configuration Y

4.18 Automated Bank Feeds

Real-time bank feed integration automates transaction import and categorization, reducing manual data entry and improving accuracy of financial records.

Bank Feeds Real-time bank integration Y

Transaction import Y

Automated categorization Y

Rule-based matching Y

Exception handling Y

Multi-bank support N

Reconciliation automation Y

Security protocols Y

4.19 Recurring Transactions

Automation of recurring financial processes reduces manual effort and ensures consistency in regular transaction processing.

Requirement Sub-Requirement Y/N

Recurring Transactions Invoice automation Y

Bill payment scheduling Y

Journal entry automation Y

Schedule management Y

Template creation Y

Modification tracking Y

Notification system Y

Error handling Y

4.20 Financial Dashboards

Customizable financial dashboards provide real-time visibility into key financial metrics, enabling quick decision-making and performance monitoring.

Financial Dashboards Dashboard customization Y

KPI visualization Y

Real-time updates Y

Drill-down capability Y

Alert configuration Y

Mobile accessibility N

Export functionality N

Data filtering options Y

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

Vendors may describe AI capabilities such as predictive analytics, anomaly detection, and NLP for reporting. Advanced AI features listed below are aspirational and not mandatory.

AI features should prioritize:

• Predictive analytics for budget forecasting and seasonal revenue trends

• Anomaly detection for fraud prevention in public fund management

• Natural language processing for simplified reporting and board communication

• Sustainability reporting aligned with community and environmental goals

• Integration with EAM: Support for APIs, web services, or middleware for real-time or batch data exchange.

• Shared Data Model: Ability to align asset IDs and financial codes between systems.

5.1 AI-Powered Predictive Analytics

Advanced predictive analytics leverages machine learning to forecast financial trends and identify opportunities, enabling proactive decision-making and strategic planning.

Predictive Analytics Cash flow forecasting N

Revenue prediction N

Expense trending Y

Risk assessment Y

Market analysis Y

5.2 Natural Language Processing

NOT NEEDED

5.3 Anomaly Detection

AI-powered anomaly detection automatically identifies unusual patterns and potential fraud, enhancing security and reducing financial risks.

Requirement Sub-Requirement Y/N

Anomaly Detection Transaction monitoring Y

Pattern recognition Y

Fraud detection Y

Risk scoring Y

Alert generation Y

Investigation tools Y

Historical analysis Y

Real-time monitoring Y

5.4 Compliance Monitoring

AI-enhanced compliance monitoring ensures adherence to regulatory requirements through automated checks and updates, reducing compliance risks and costs.

Compliance Monitoring Regulatory tracking N

Policy enforcement Y

Update management Y

Risk assessment Y

Audit support Y

Documentation generation Y

Compliance reporting Y

Alert management Y

5.5 Intelligent Data Extraction

Advanced OCR and machine learning capabilities automatically extract and process financial data from various documents, reducing manual entry and improving accuracy.

Requirement Sub-Requirement Y/N

Data Extraction OCR processing Y

Document classification Y

Data validation Y

Error detection Y

Template learning Y

Handwriting recognition N

Multi-format support Y

Accuracy improvement Y

5.6 AI-Assisted Auditing

5.7 Personalized AI Insights

NOT NEEDED

5.8 AI-Powered Client Communication

NOT NEEDED

5.9 Continuous Learning

NOT NEEDED

5.10 AI-Driven Financial Planning

Advanced financial planning and analysis tools leverage AI for more accurate forecasting and scenario modeling.

Requirement Sub-Requirement Y/N

Financial Planning Scenario modeling Y

Budget optimization Y

Resource allocation N

Investment analysis N

Risk assessment N

Performance tracking N

Goal setting N

Strategy recommendation N

5.11 Advanced NLP Queries

NOT NEEDED

5.12 AI-Powered Tax Management

5.13 Process Mining

5.14 AI Cybersecurity

Advanced threat detection and prevention using AI algorithms protect financial data.

Requirement Sub-Requirement Y/N

Cybersecurity Threat detection Y

Risk assessment Y

Attack prevention Y

Access monitoring Y

Behavioral analysis Y

Incident response Y

Security updates Y

Vulnerability scanning Y

5.15 Financial Data Governance

NOT NEEDED

5.16 Explainable AI

NOT NEEDED

5.17 Sustainability Reporting

NOT NEEDED

6. Implementation and Support

Vendors must specifically detail:

• Experience working with public sector or recreation organizations

• On-site and remote training options for staff

• Support for data migration from current systems

• Ongoing support and maintenance plans In addition, provide details on:

• Installation and setup services

• Training and onboarding program including timelines and schedules

• Technical support availability

• Service level agreements

• Support escalation procedures

• Knowledge base and documentation

7. Pricing and Licensing

Provide detailed pricing for:

• Government pricing models

• Licensing for seasonal staff and volunteers

• Transparent cost breakdowns for modules, users, and support

• Multi-year pricing options and renewal terms

• Software licensing (subscription/perpetual)

• Implementation services

• Training services

• Support services

• Additional modules/features

• Volume discounts

• Payment terms

• Renewal terms

8. Vendor Qualifications

8.1 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 Accounting Software System 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.

8.2 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.

8.3 Experience and References

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

• Similar Implementations: Vendor must provide examples of EMS 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.

8.4 Support Capabilities

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

9. 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.

Attachment B contains the Mandatory Minimum Requirements

9.1 Evaluation Categories

Proposals will be evaluated based on:

Solution Capabilities and Features (25%) This criterion evaluates how well the proposed solution meets Basin Recreation’s functional requirements, including fund accounting, grant management, payroll integration, and Utah state reporting compliance. The system must support GAAP and GASB standards for governmental accounting and provide tools for budgeting, forecasting, and financial reporting. Preference will be given to solutions that offer intuitive dashboards, recreation-specific features, and compliance with Utah’s Uniform Accounting Manual and State Compliance Audit Guide.

Technical Architecture and Security (20%) The proposed system must demonstrate a modern, scalable architecture that supports cloud deployment, remote access, and high availability. Security measures should align with NIST SP 800-53, FISMA, and Zero Trust principles to protect sensitive financial data. Vendors should detail encryption methods, multi-factor authentication, and disaster recovery capabilities. Compliance with federal cybersecurity standards and Utah data privacy requirements is mandatory.

Integration with EAM System (10%) Since Basin Recreation will implement a separate Enterprise Asset Management (EAM) solution, the accounting system must provide seamless integration for asset-related financial data such as depreciation, capital project costs, and disposal values. Vendors should describe supported integration methods (API, middleware, web services) and any experience integrating with EAM platforms.

Integration should maintain compliance with Utah reporting standards and Summit County internal controls.

Implementation and Training Approach (15%) Successful implementation is critical to minimizing disruption and ensuring staff adoption. Vendors should outline their project management methodology, timeline, and approach to data migration from Pelorus. Training plans should include on-site and remote options, tailored for finance staff and seasonal employees, and provide ongoing learning resources. Vendors must also ensure that implementation supports compliance with Utah’s State Compliance Audit Guide and federal grant reporting requirements under the Single Audit Act.

Vendor Experience and Stability Including Public Sector and/or Parks & Recreation (10%)

Vendors with proven experience serving public sector organizations, particularly parks and recreation agencies, will be scored higher. This includes demonstrated knowledge of government accounting standards (GAAP/GASB), Utah compliance requirements, and recreation-specific operational needs. Financial stability and long-term viability are also key considerations.

Support and Customer Service (10%) Post-implementation support is essential for system reliability. Vendors should detail their support structure, including availability (business hours vs. 24/7), response times, escalation procedures, and access to knowledge bases or user communities. Strong customer service and proactive communication will be valued, especially for maintaining compliance with state and county reporting deadlines.

Total Cost of Ownership (10%) Evaluation will consider all costs associated with the solution, including licensing, implementation, training, support, and any additional modules or integration fees. Vendors should provide transparent pricing and multi-year cost projections to help Basin Recreation assess long-term affordability.

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 mandatory minimum requirements will be eliminated from further consideration.

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 Capabilities and Features 250

Technical Architecture and Security 200

Integration with EAM System 100

Implementation and Training Approach 150

Vendor Experience and Stability 100

Support and Customer Service 100

Total Cost of Ownership 100

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

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.

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

10. 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 B. 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 V1.1 through V1.11. 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 V2.1 through V2.4.

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:

V1.1. Executive Summary

• Brief overview of the proposed solution.

• How the solution meets Basin Recreation’s objectives and unique needs.

V1.2. Solution Capabilities

• Detailed description of core features (fund accounting, grant management, payroll integration, Utah reporting compliance).

• Screenshots or examples of dashboards and reporting tools.

• Explanation of how the solution supports GAAP/GASB standards, Utah’s

Uniform Accounting Manual, and State Compliance Audit Guide.

V1.3. Technical Architecture & Security

• System architecture diagram (cloud/on-premise/hybrid).

• Security protocols (data encryption, MFA, role-based access).

• Compliance with NIST SP 800-53, FISMA, and Zero Trust principles.

• Disaster recovery and backup procedures.

V1.4. Integration Capabilities

• Approach for integrating with:

• Enterprise Asset Management (EAM) system.

• Paylocity (Payroll/HR).

• Recreation management systems (e.g., RecTrac, CivicRec).

• Supported methods (API, middleware, file-based).

• Examples of successful integrations.

V1.5. Regulatory Compliance

How the solution meets:

• GAAP/GASB standards.

• Utah state reporting requirements (AFR, Transparency Reports).

• Summit County audit and fraud risk assessment requirements.

• Federal grant compliance (Single Audit Act).

• Tools for generating and formatting reports for Utah systems.

V1.6. Implementation Plan

• Project timeline with milestones.

• Data migration strategy from Pelorus.

• Testing and validation approach.

• Risk mitigation plan.

V1.7. Training & Change Management

• Training options (on-site, virtual, self-paced).

• Materials provided (manuals, videos, knowledge base).

• Ongoing learning and support resources.

V1.8. Vendor Experience & References

• Company background and financial stability.

• Experience with public sector and parks/recreation organizations.

• Case studies or references from similar clients.

V1.9. Support & Maintenance

• Support hours and response times.

• Escalation procedures.

• Update and patch management schedule.

• Service Level Agreements (SLAs).

V1.10. Joint Solution Proposal (Optional)

• If partnering with an EAM vendor:

o Integration architecture.

o Unified reporting capabilities.

o Combined implementation plan.

V1.11. Compliance Certifications Copies of certifications or attestations for security and compliance (SOC 2, ISO 27001, etc.).

Volume II:

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.

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

• Fill in all gray cells with pricing details.

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

• Ensure quantity and pricing values are positive; the Extended Price column will auto-calculate.

• Review the Summary and TCO Calculator tabs before submission to confirm totals.

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

• For integrations, provide pricing lines for Paylocity and Mindbody (pre-filled rows provided).

V2.1 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.

V2.2 Implementation Costs

• Project management fees: Cost for planning and oversight.

• Configuration & customization: Itemized costs for tailoring the system to Basin

Recreation’s needs.

• Integration: Costs for connecting EMS 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.

V2.3 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.

V2.4 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.

11. 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@BasinRecreationUtah.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 and Summit County Council

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

12. Submission Instructions

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

contracting@BasinRecreationUtah.gov

13. Terms & Conditions

See Attachment C for contract terms and conditions.

mailto:contracting@BasinRecreationUtah.gov?subject=Proposal%20for%20SBSRD-D-26-R-0004 mailto:contracting@BasinRecreationUtah.gov?subject=Proposal%20for%20SBSRD-D-26-R-0004

ATTACHMENT A: Vendor Response Checklist

☐ Executive Summary included

☐ Solution capabilities detailed

☐ Technical architecture and security described

☐ Integration approach (EAM, Paylocity, Mindbody) provided

☐ Regulatory compliance addressed (GAAP/GASB, 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

☐ Joint solution proposal (if applicable) included

☐ Compliance certifications attached

ATTACHMENT B: Mandatory Minimum Requirements for

Responsiveness

1. Complete Submission Proposal must include two separate volumes:

• Volume I: Technical Proposal (Executive Summary, Detailed Response, Implementation Plan)

• Volume II: Pricing Proposal (completed Schedule of Values spreadsheet)

• All required sections listed in Attachment A: Vendor Response Checklist must be addressed.

• Electronic submission by the stated deadline.

2. Core Solution Proposed solution must support:

• Fund accounting (GAAP/GASB compliant), Grant management, Payroll integration (Paylocity), Revenue tracking, Utah State reporting compliance (AFR, Transparency Reports).

3. Technical Compliance

• Deployment: Cloud-based or hybrid option available.

• Security: AES-256 encryption, TLS 1.2+, MFA, role-based access control;

compliance with NIST SP 800-53 and Utah data privacy.

• Integration: Must support integration with EAM system, Paylocity, Mindbody, and recreation platforms (RecTrac, CivicRec).

• Performance: RPO ≤ 24 hours, RTO ≤ 4 hours; scalable to support growth.

• Accessibility: ADA-compliant user interface.

4. Regulatory & Accessibility

• Compliance with GAAP/GASB standards.

• Utah Uniform Accounting Manual and State Compliance Audit Guide.

• Federal grant compliance under Single Audit Act.

• Summit County audit and fraud risk assessment requirements.

5. Vendor Qualifications

• Minimum 5 years in business delivering enterprise or recreation management systems.

• Provide audited financial statements for the past 3 years.

• At least two references from public sector or recreation organizations.

o Utah-based preferred for municipality o Recreation & Parks preferred over others

• United States based Regional support infrastructure.

• 24/7 technical support availability with escalation paths.

6. Pricing Transparency

• Completed Schedule of Values (SOV) spreadsheet with itemized costs for

Licensing, Implementation, Support, Training, Additional Services, and

Integrations.

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

7. Implementation & Support

• Project timeline with milestones and risk mitigation plan.

• Training plan (onsite + online) with materials.

• Post-implementation support with SLAs and escalation procedures.

8. Responsiveness to Instructions

• No pricing in Volume I.

• Deviations from requirements must be clearly documented with justification.

• Proposal must be signed by an authorized representative.

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, including personal information. The State Entity reserves the right to identify, during and after this Contract, additional reasonable types of categories of information that must be kept confidential under federal and state laws.

“Contract” means the Contract Signature Page(s), including all referenced attachments and documents incorporated by reference. The term “Contract” shall include any purchase orders that result from this Contract.

“Contract Signature Page(s)” means the State of Utah cover page(s) that the State Entity and

Contractor signed.

“Contractor” means the individual or entity delivering the Procurement Item identified in this

Contract. The term “Contractor” shall include Contractor’s agents, officers, employees, and partners.

“Custom Deliverable” means the Work Product that Contractor is required to deliver to the

State Entity under this Contract.

"Procurement Item" means a supply, a service, Custom Deliverable, construction, or technology that Contractor is required to deliver to the State Entity under this Contract.

“Response” means the Contractor’s bid, proposals, quote, or any other document used by the

Contractor to respond to the State Entity’s Solicitation.

“Solicitation” means an invitation for bids, request for proposals, notice of a sole source procurement, request for statement of qualifications, request for information, or any document used to obtain bids, proposals, pricing, qualifications, or information for the purpose of entering into this Contract.

“State Entity” means the department, division, office, bureau, agency, or other organization identified on the Contract Signature Page(s).

“State of Utah” means the State of Utah, in its entirety, including its institutions, agencies, departments, divisions, authorities, instrumentalities, boards, commissions, elected or appointed officers, employees, agents, and authorized volunteers.

“Subcontractors” means a person under contract with a contractor or another subcontractor to provide services or labor for design or construction, including a trade contractor or specialty contractor.

“Work Product” means every invention, modification, discovery, design, development, customization, configuration, improvement, process, software program, work of authorship, documentation, formula, datum, technique, know how, secret, or intellectual property right whatsoever or any interest therein (whether patentable or not patentable or registerable under copyright or similar statutes or subject to analogous protection) that is specifically made, conceived, discovered, or reduced to practice by Contractor or Contractor’s

Subcontractors (either alone or with others) pursuant to this Contract. Work Product shall be considered a work made for hire under federal, state, and local laws; and all interest and title shall be transferred to and owned by the State Entity. Notwithstanding anything in the immediately preceding sentence to the contrary, Work Product does not include any State

Entity intellectual property, Contractor’s intellectual property (that it owned or licensed prior to this Contract) or Third Party intellectual property

2. GOVERNING LAW AND VENUE: This Contract shall be governed by the laws, rules, and regulations of the State of Utah. Any action or proceeding arising from this Contract shall be brought in a court of competent jurisdiction in the State of Utah. Venue shall be in Salt Lake

City, in the Third Judicial District Court for Salt Lake County.

3. LAWS AND REGULATIONS: At all times during this Contract, Contractor and all

Procurement Items delivered and/or performed under this Contract will comply with all applicable federal and state…