2-WVC RFP AMS and PLL (1).pdf

Request for Proposals

West Valley City Corp

West Valley City, Utah

Enterprise Asset

Management and

Permitting/Licensing RFP

March 11, 2026

WEST VALLEY CITY

Utah

Contents

1. Summary and Intent of Request for Proposals ……………………………………………………… 3

2. Project Information ………………………………………………………………………………………………………. 4

2.1 Organization Background ……………………………………………………………………………… 4

2.2 Proposed Schedule …………………………………………………………………………………………. 4

2.3 Scope of Work and Key Objectives …………………………………………………………….. 5

3. Instructions to Proposers ……………………………………………………………………………………………. 6

3.1 Submissions of Proposals …………………………………………………………………………….. 6

3.2 Preparation of the Proposal …………………………………………………………………………. 6

3. 3 Questions from Proposers …………………………………………………………………………… 7

3.4 Information to be Submitted with Proposal ……………………………………………. 7

3.5 Proposal Format ………………………………………………………………………………………………. 7

4. Alternative Proposals …………………………………………………………………………………………………. 9

5. Evaluation of Proposals ……………………………………………………………………………………………… 10

6. Insurance Required …………………………………………………………………………………………………….. 11

7. Other Important Information …………………………………………………………………………………….12

Utah

1.Summary and Intent of Request for Proposal

West Valley City is soliciting proposals to replace its current Enterprise Asset Management System (EAMS) and Permitting, Licensing, and Case Management System (PLCMS). The new PLCMS must include a public-facing component that supports online business interactions such as applications, payments, and related services.

While a single integrated solution covering both systems is preferred, the City reserves the right to select separate solutions from different vendors if that approach best meets its needs.

This Request for Proposal emphasizes the completion of the Technical Requirements Worksheet, which must be fully completed for a proposal to be considered. Submissions that omit this requirement will be disqualified.

West Valley City intends to select the proposal(s) that best meet the City’s operational objectives and offer the most competitive value. The City may accept all, part, or none of any proposal. Failure to comply with any RFP requirements may result in disqualification.

The awarded vendor(s) will enter into a contract with the City to deliver the required enterprise software solutions and associated services.

Utah

2. Project Information

2.1 Organizational Background

West Valley City is the second-largest city in Utah and provides a comprehensive range of municipal services, including public safety, public works, parks and recreation, and community development.

To support these operations, the City employs enterprise software systems that manage both public and internal service requests, work orders, online permitting, licensing, and payment functions, as well as internal case and application management.

The City is dedicated to enhancing operational efficiency, promoting safety, and extending the life cycle of its assets through the implementation of modern enterprise software solutions, tools, and technologies.

2.2 Proposed Schedule

West Valley City RFP #

Date Time Milestone

Thursday, March 12, 2026 Issue RFP

Sunday, April 12, 2026 5:00 pm MDT Proposal Due Date

Thursday, May 14, 2026 Anticipated End of City Evaluation Period

End of May - June 2026 Contract Negotiation and Preparation

Tuesday, June 23, 2026 Present RFP Recommendations to City Council

July 2026 City Council Award of Contract

July 2026 Anticipated Notice of Award

August 2026 Anticipated Start of Implementation

August 2027 Anticipated Full Implementation

Utah

2.3 Scope of Work and Key Objectives

The RFP Requirements Workbook is designed to help West Valley City evaluate how well proposed solutions support the City’s asset and maintenance management needs.

Proposers must download and then complete all applicable fields for each listed capability.

Responses should reflect the solution being offered at the time of submission.

For every item, Proposers must indicate the level at which the capability is supported and identify any modules, integrations, or configurations required. Responses should be clear, specific, and concise.

Failure to provide a response where required may be interpreted as the capability not being available.

Please see RFP Requirements Worksheet for additional instructions.

3. Instructions to Proposers

3.1 Submissions of Proposals

West Valley city invites and will receive proposals for EAMS / PLCMS systems. Proposals shall be received on https://utah.bonfirehub.com/ in pdf format for written documentation, along with the RFP Worksheet excel file. Any proposal not received prior to the time described above, or as revised by addendum, shall be disqualified.

Proposals must be submitted no later than the date and time specified in the RFP table in this document. Proposals will reflect the best and most current information and offer.

All proposals must be signed by an authorized representative of the responder.

The signature on the proposal signifies the responder’s intent to comply with the terms, specifications, and conditions set forth in this request, unless specific exceptions are explicitly noted on the face of the proposal.

West Valley City reserves the right to reject any or all proposals, to waive any formality or technicality in the City’s sole discretion, or to accept any proposal deemed to be in the best interests of the City.

https://utah.bonfirehub.com/

Utah

3.2 Preparation of the Proposal

All Proposals shall be prepared and signed by the Proposer.

The legal status of the Proposer, whether a corporation, partnership, or individual, shall also be stated in the Proposal. A corporation shall execute the Proposal by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership shall give full names and addresses of all partners.

Partnership and individual Proposers shall be required to state in the Proposal the names of all persons interested therein. A limited liability company shall execute the proposal by its member or authorized manager. If the proposer is a joint venture consisting of a combination of any or all of the above entities, each joint venturer shall execute the Proposal. Anyone signing a Proposal as an agent of another or others shall submit with his Proposal, legal evidence of his authority to do so.

3.3 Questions from Proposers

Explanations desired by a prospective Proposer shall be done within the solicitation on https://utah.bonfirehub.com/, and if explanations are necessary, they will be given within the solicitation with visibility to all proposers. Any verbal statements regarding this Request for Proposals, by any person, shall be unauthoritative and not binding.

3.4 Information to be Submitted with Proposal

Supporting data shall be submitted with the Proposal in the form of additional PDF files uploaded to https://utah.bonfirehub.com/ to assist in determining whether the Proposer is qualified, responsible, and adequately prepared to fulfill the Contract. The experience and qualifications of a parent corporation or subsidiaries may satisfy any or all of the requirements of this section. Failure to submit any required data may be cause for rejection. Proposers may submit such other data as they deem appropriate, however, voluminous or overly elaborate proposals are discouraged.

Utah

3.5 Proposal Format

Proposals should be structured in the following order in pdf format (RFP Worksheet excel file):

1. Executive Summary

2. Implementation Plan & Timeline

3. Support & Training Approach

4. Data Migration Plan

5. Cost Proposal

6. Vendor Background & References

7. Exceptions to RFP or Contract Terms

8. Completion of RFP Requirements Worksheet

Page limits are not imposed but proposers are encouraged to be clear and concise in the proposal language. Long submissions are discouraged.

4. Alternative Proposals

Alternative proposals, including proposals which may deviate from specific sections of this Request for Proposals or the proposed Contract Documents may be submitted by Proposers provided such proposals fully disclose alternatives and costs.

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5. Evaluation of Proposals

The City may consider non-responsive any Proposal not prepared and submitted in accordance with the provisions hereof and may waive any informalities or reject any or all Proposals for lack of formalities.

Acceptance of a Proposal shall not be construed as an acceptance of the Proposer as a qualified, responsible Proposer. The City reserves the right to determine the competence and responsibility of a Proposer from its knowledge of the Proposer’s qualifications or from other sources after conducting a review thereof.

Proposers considered for award may be requested to make an oral presentation, provide a demo to a selection board or to submit additional data.

Only proposals submitted by responsible and responsive responders as defined by the West Valley City Code will be considered. Proposals will be evaluated according to the following criteria. Proposals will be scored in each area, with the score given the weight indicated below. Proposers should demonstrate their abilities in the following areas:

Criteria Weight

Cost 40%

Functional Fit to Requirements 30%

Implementation & Support 10%

Vendor Experience & References 10%

Reporting & Analytics Capabilities 10%

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6. Insurance Required

The selected contractor shall maintain Commercial General Liability insurance with per occurrence limits of at least $3,000,000 and general aggregate limits of at least $4,000,000.

If the coverage described above is not in place at the time a proposal is submitted, the proposer should describe in detail what types and levels of coverage are in place currently and clearly indicate the proposer's ability and willingness to obtain the above-listed coverage required by the City. The City reserves the right to require additional coverage from that presented, at the proposer's expense for the additional coverage.

The proposer shall maintain all employee-related insurance, in the statutory amounts, such as unemployment compensation, worker's compensation, and employer's liability, for its employees or volunteers involved in performing services pursuant to this contract.

Proposer shall also maintain "all risk" property insurance at replacement cost applicable to proposer's property or its equipment.

The proposer's insurance carriers and policy provisions must be acceptable to West Valley City and remain in effect for the duration of the contract. The City shall be named as an additional insured on the Commercial General Liability insurance policy by endorsement. Proposer will cause any of its subcontractors, who provide materials or perform services relative to this contract, to also maintain the insurance coverage and provisions listed above.

The proposer shall submit certificates of insurance as evidence of the above-required coverage to the City prior to the commencement of any contract. Such certificates shall provide the City with thirty (30) calendar days’ written notice prior to the cancellation or material change of the applicable coverage, as evidenced by return receipt or certified mail, sent to the City Hall address in paragraph II above.

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7. Other Important Information

The City reserves the right in its sole discretion to reject any and all responses to this Request for Proposals. The City reserves the right to, in its sole discretion, waive any requirement set forth in this Request for Proposals, or cancel this Request for Proposals. The City reserves the right in its sole discretion to negotiate with responders prior to final award.

Response to this Request for Proposals is at the responder’s sole risk and expense. The City anticipates selecting one of the responders, but there is no guarantee that any responding proposal will be selected.

All responses to this Request for Proposals are subject to the Governmental Records Access Management Act (“GRAMA”).

Non-Discrimination

It is the City’s policy to encourage equal opportunity in the award of contracts. The City endeavors to do business with responders that share the City’s commitment to equal opportunity and will not do business with any company that discriminates on the basis of race, religion, color, ancestry, age, gender, sexual orientation, disability, medical condition, or place of birth. Responder shall comply with the Title VI general assurances promulgated by the federal government and available at https://udot.utah.gov/connect/docs/usdot-order-1050-2a-standard-title-vi-assurances-with-instructions/.

The City appreciates in advance the efforts that responders will make and looks forward to participating with responders in the selection process.