6-TB2626-AS - School Attendance Management System RFP.pdf

Salt Lake City School District Purchasing Department

Request for Proposal

For

School Attendance Management & Family Engagement

Solicitation No. TB2626-AS

REQUEST FOR PROPOSALS

School Attendance Management System & Family Engagement Solicitation # TB2626-AS

This Request for Proposals (“RFP”), having been determined to be the appropriate procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Vendors with sufficient basic information to submit proposals. It is not intended to limit a proposal's content or exclude any relevant or essential data.

Vendors are at liberty and are encouraged to expand upon the specifications to evidence service capability. This RFP is issued in accordance with State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this RFP conflicts with the UCA or UAC, the UCA or UAC will take precedence.

PART 1: OVERVIEW AND INSTRUCTIONS

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this RFP is to enter into a contract with a qualified Vendor to provide a School Attendance Management & Family Engagement system for the Salt Lake City School District (SLCSD) that measurably reduces chronic absenteeism from 28% to 10% by 2029. The system must enable proactive, two-way communication with families of absent students, help the SLCSD understand reasons for absences, and coordinate timely, supportive interventions that remove barriers to regular attendance.

A brief timeline of RFP events is provided below:

• September 17, 2025 – RFP published on Bonfire

• October 3, 2025 – Deadline for vendor Q&A on Bonfire

• October 10, 2025 – RFP closes

• October 11, 2025 – October 22, 2025 – RFP evaluations will take place

• November 3-4, 2025 – System demonstrations with vendors meeting or exceeding minimum score thresholds

• November 10, 2025 – Required 30-45 day sandbox testing period for vendors meeting or exceeding minimum score thresholds

• January 6, 2026 - Contract presented to Board of Education for final approval

1.2 BACKGROUND

The SLCSD is an urban district with about 20,000 students in grades Pre-K - 12, with 59% ethnic minority and 53% economically disadvantaged. There are over 80 languages and dialects spoken in the district. The SLCSD is largely comprised of the city limits of Salt Lake City.

There are 23 Elementary Schools, 1 K-8 School, 5 Middle Schools, 5 High Schools, and 2 Charter Schools in the district.

A full list of all schools can be found at the following link: https://www.slcschools.org/schools.

1.3 PROCUREMENT UNIT AND RFP SOLICITATION NUMBER

The SLCSD is both the Issuing Procurement Unit and the Conducting Procurement Unit for this RFP and all subsequent addenda relating to it. The reference number for this RFP is Solicitation # TB2626-AS. This number must be referred to on all proposals, correspondence, and documentation relating to this RFP.

1.4 QUESTION AND ANSWER PERIOD

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

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

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

1.5 ADDENDA

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

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

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

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

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

1.6 RESTRICTIONS ON COMMUNICATIONS

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

1.7 SUBMITTING YOUR PROPOSAL

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

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

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

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

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

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

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

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

1.8 CONTRACT AWARD INTENT

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

1.9 LENGTH OF CONTRACT

The contract resulting from this RFP will be for a period of approximately five and a half (5.5) years. We intend to have the contract expiration date effective at the close of a fiscal year (June 30). Therefore, this contract may be slightly more or less than 5.5 years in totality to achieve this. We intend for the contract end date to be June 30, 2031.

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

1.10 PRICE GUARANTEE PERIOD

All pricing must be guaranteed for the duration of the contract term.

1.11 DISCUSSIONS

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

1.12 STANDARD CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND NEGOTIATIONS

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

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

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

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

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

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

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

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

1.13 PROTECTED INFORMATION

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

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

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

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

(a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future;

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

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

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

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

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

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

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

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

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

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

1.14 INTERVIEWS AND PRESENTATIONS

If it is determined to be in the best interest of the SLCSD, interviews and presentations may be held. SLCSD shall establish a date and time for the interviews or presentations and shall notify eligible vendors of the procedures. Vendors invited to interviews or presentations shall be limited to those vendors meeting any minimum requirements and/or minimum technical score threshold specified in the RFP.

Representations made by a vendor during interviews or presentations shall become an addendum to the vendor’s proposal and shall be documented. Representations must be consistent with the vendors original proposal and may only be used for purposes of clarifying or filling in gaps in the vendor’s proposal. Interviews and presentations will be at the vendor’s expense.

PART 2: SCOPE OF WORK AND REQUIREMENTS

2.1 DETAILED SCOPE OF WORK AND ADDITIONAL REQUIREMENTS

The desired outcome for this RFP is to contract with a qualified Vendor to provide an Attendance Management & Family Engagement system. The SLCSD has a goal to measurably reduce chronic absenteeism from 28% to 10% by 2029. Any proposed system must help us achieve this goal. The system must enable proactive, two-way communication with families of absent students, help the SLCSD understand reasons for absences, and coordinate timely, supportive interventions that remove barriers to regular attendance.

The following scope of work provides a list of services and capabilities expected to be provided by the successful Vendor(s). This is not a comprehensive list of services but should give a Vendor sufficient understanding of what to anticipate. To be considered for an award, a Vendor must be capable of meeting SLCSD’s requirements and qualifications in a cost-effective, reliable, and efficient manner consistent with industry standards. Techniques employed must be research-based and statistically meaningful with an extremely high confidence level.

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

Based upon our current student information system and communications needs, a proposed solution must meet or exceed the essential functions noted herein. The SLCSD currently utilizes PowerSchool as its student information system (SIS).

A. Two-Way Text Messaging (No Mobile App Required): Ability to send SMS to parents/guardians and receive direct replies without requiring an app. Maintain conversation threading by student, auto-match inbound numbers to contacts, and support standard STOP/START/HELP keywords and opt-out logging. Provide message templates and scheduling.

B. Language Access: Support translation for outgoing and incoming messages across the SLCSD’s language needs;

auto-detect and store preferred language per contact. Messages should be clear, culturally responsive, and at appropriate reading levels.

C. Robust User Training: Vendor should provide an initial round of training prior to “go-live” within the district.

Following go-live, vendor should provide periodic training for new SLCSD staff and families within the community. Some of the post go-live training may be fulfilled through quick-start guides, short videos, etc.

While the following are not required features nor functionality, these are areas of interest and/or preference to the SLCSD that we think may bring added value to a solution:

A. AI-Powered Family Support: An integrated AI assistant that provides empathetic responses, shares attendance tips and resources (transportation, illness guidance, counseling, etc.), and suggests supportive measures. Must offer transparent hand-off to school staff at any time, maintain auditable transcripts, and allow content governance (approved knowledge base, guardrails, escalation keywords).

B. Automated Absence Notifications: Generate and send district-standard absence notices at 5, 10, and 15 days (configurable) via SMS/email and printable PDF letters. Track and report when notices are generated, sent, viewed (if available), and delivered/undeliverable; retain artifacts for compliance.

C. Teacher Alerts with Context: When a student is marked absent, automatically notify the corresponding teacher via email (and optionally SMS/in-app), including the general family-reported reason (e.g., illness, transportation, family emergency) when provided. Allow school/teacher notification preferences, throttling, and daily roll-ups.

2.2 MANDATORY MINIMUM REQUIREMENTS/QUALIFICATIONS

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

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

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

A. Integration with Current District Systems

i. Vendor must guarantee the proposed solution provides full API integration with the SIS or provide alternate solution for updating data in PowerSchool in a secure and timely fashion

ii. Solution must provide single sign-on capabilities through PowerSchool SIS or Microsoft

iii. Vendor shall also include the following details:

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

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

c. Server location and configuration.

d. Required bandwidth.

e. Desktop and/or mobile requirements.

f. Security requirements including firewall configurations.

g. Backup requirements system and data

B. Data Security

Vendor must agree to establish a mutually agreeable version of the Utah Standard Student Data Privacy Agreement included with this RFP as Attachment B. These terms are negotiable, but negotiations may be limited in scope. Negotiations will follow a similar process as outlined in RFP Section 1.12.

C. Availability for System Demonstration Vendors achieving minimum score thresholds will be asked to demonstrate their proposed solution to the SCLSD evaluation committee. Demonstrations will be held November 3-4, 2025 and can be conducted in-person or remotely via Microsoft Teams or Zoom.

2.3 DETAILED TECHNICAL RESPONSE

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

A. COMPANY EXPERIENCE AND QUALIFICATIONS OF KEY PERSONNEL

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

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

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

B. APPROACH TO SCOPE OF WORK AND REQUIREMENTS

Vendor is instructed to provide narratives highlighting their approach to the scope of work outlined in Section 2.1 above. This includes a point-by-point response to RFP Section 2.1, subsections A-F. Vendors should give a detailed description of how their solution accomplishes the need outlined within each section.

C. IMPLEMENTATION PLAN

Provide a spreadsheet outlining the week-to-week plan to ensure proposed solution is fully operational as quickly as possible. Assume a contract start date of January 7, 2026. Include profiles of the key personnel who will be assigned the SLCSD account and will oversee implementation.

Include a written narrative outlining why this is the best implementation approach and indicate any potential constraints in achieving full implementation in a timely manner.

D. REFERENCES

Provide the names and contact information for five (5) client references who have utilized your services within the past five (5) years. Preference will be given for references from school districts of similar or larger size.

Other public/private industry references may also be given, but the SLCSD prefers school district references. The SLCSD reserves the right to contact these references for verification. In addition, the SLCSD reserves the right to contact any known current customers of a vendor for further verification.

E. VALUE-ADDED SERVICES

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

As noted in Section 2.1 above, there are some areas of interest and/or preference the SLCSD feels would bring added value to a solution. Please address those areas in this section.

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

PART 3: INFORMATION REQUIRED IN SUBMISSION OF A PROPOSAL

3.1 PROPOSAL FORMAT

Proposals should be concise, straightforward and prepared simply and economically. Expensive displays, bindings, or promotional materials are neither desired nor required. However, there is no intent in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

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

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

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

2. Section Title: Protected Information. All protected/proprietary information must be identified in this section of the proposal by completing “Attachment C - Claim of Business Confidentiality” referenced in Section 1.12.

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

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

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

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

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

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

5. Section Title: Detailed Technical Proposal.

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

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

6. Section Title: Price Proposal.

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

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

PART 4: PROPOSAL EVALUATION

4.1 PROPOSAL EVALUATION

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

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

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

4.2 PROPOSAL EVALUATION PROCESS

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

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

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

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

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

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

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

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

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

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

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

4.3 DETERMINATION OF BEST VALUE

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

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

PART 5: PROPOSAL AWARD PROCESS

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

5.1 AWARD OF CONTRACT

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

5.2 PUBLICIZING AWARD

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

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

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