7-2025 RFP - New Facility Managment System ASD12192025HM.docx

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

Request for Proposal Facility & Construction Management Platform 2025-2030 Solicitation #ASD12192025HM

Alpine School District RFP for:

Facility & Construction Management Platform ASD12192025HM

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract with a qualified, reputable vendor that can provide a Facility and Construction Management platform for Alpine School District (ASD).

SUBMITTAL DEADLINE

Submission packets will be accepted electronically through Utah Public Procurement Place (UPPP).

RFP DUE DATE: 2:00 p.m. Friday, December 19th, 2025 RFPs received after the deadline will be late and ineligible for consideration.

Submittals should be concise and address the specific items listed in the Request for Proposal.

GENERAL REQUIREMENTS & INFORMATION

Alpine School District is currently the largest district in Utah, with approximately 9,000 employees, 85,000 students, and over 100 buildings/developed sites that are managed by an internal maintenance department. Alpine School District is planned to dissolve in July 2027 with three new districts taking its place. The selected company should help the district set up the three new districts for success and preemptively set up the facility management software in preparation for the split.

All products offered in response to this solicitation shall be new, current and in ongoing productions; shall have been formally announced for general marketing purposes, shall be a model or type currently functioning in a user (paying customer) environment, and capable of meeting or exceeding all specifications and requirements set forth in this RFP. Any refurbished, demo, prototype or gray market products will not be acceptable in this bid.

The selected Facility & Construction Management platform must include the following capabilities:

· Asset Management –

· Centralized asset and equipment database for all district facilities including all asset types.

· Ability to assign assets to specific sites

· Version control and audit trial for any manual edits

· Ability to add / edit asset details

· Preventative Maintenance Management –

· Ability to store O&M manuals and supplier-specified preventative maintenance tasks

· Ability to generate maintenance schedules and alerts for upcoming, due, or overdue maintenance tasks.

· Capability to log and track completed maintenance tasks with associated costs and labor, as well as notes and photos.

· The platform needs to have an interactive dashboard for task visibility and performance metrics

· Corrective Maintenance Ticketing System –

· Work order submission from select district and school personnel using a desktop or mobile device.

· Categorization of tickets based on the type of issue, urgency, and location.

· Ability to submit photos on work order/ticket.

· Real-time status tracking, notifications, and feedback loop with submitter.

· Analytics for tracking repair times, recurring issues, and technician productivity.

· Warranty Management & Compliance Tracking

Alpine School District RFP for:

Facility & Construction Management Platform ASD12192025HM P 1 of 8

· Store and track asset warranties from manufacturer, installer, and general contractor, with associated warranty requirements and expiration dates.

· Dashboard view of all active, inactive, and voided warranties with searchable filters.

· Automated alerts for upcoming warranty expirations and required PM tasks to keep warranties active.

· Ability to link warranty contacts and submission instructions.

· Track historical records of claims submitted, approved, or denied.

· Capital Planning and Lifecycle Forecasting –

· Ability to track useful life based on asset type and manufacturer data.

· Forecasting replacement timelines and values using inflation-adjusted cost modeling.

· Capital planning reports by site and asset category, including short and long-term needs.

· System Architecture, Integration Requirements, and Support

· Cloud-hosted deployment model

· Secure multi-user access with granular permission controls.

· Ability to easily configure user roles and permissions based on access to asset management, warranty management, preventative maintenance, and capital planning.

· Mobile capabilities for both administrative users and end-users for iOS and Android.

· Systems that utilize AI to accomplish the needs/requirements specified in this RFP will be given preference. AI capabilities should include but not be limited to asset management and tracking useful life of all asset types, building preventative maintenance schedules and reminders, creating searchable records from O&M manuals, plans, and other logged documents, tracking asset warranties, and creating reports and projections on corrective maintenance, capital projects, budgeting, and labor.

· Role-based access controls

· General business hour support

· Dedicated Customer Success Manager during implementation and onboarding.

· Implementation Services & historical record integration

· Review and upload of existing building documentation including O&M Manuals, warranties, and asset inventories.

· Identification and flagging of missing documentation and retrieval of missing details.

· Entry of initial asset values, install dates, end of life dates.

· Training programs for district staff including:

· Admin Configuration

· Maintenance team onboarding

· Staff use of ticketing system

· Provide timeline and milestone tracking for full implementation by facility.

PROPOSAL REQUIREMENTS AND RESPONSE FORMAT

Mandatory Minimums These mandatory minimums can be answered in the Requested Information section of this RFP.

1. Must be able to meet the Scope of Work.

2. Must submit Schedules A, B, C, and D.

3. Must upload current business license.

4. Must upload proof of liability and workers compensation insurance.

All proposals must include the following:

1. SCHEDULE ‘A’ - CERTIFICATION OF PROPOSAL FORM. The District’s Certification of Proposal form completed and signed.

2. SCHEDULE ‘B’ -

· Provide a brief history of your company, including a general statement of interest and what sets your company apart from other potential respondents.

· Provide a profile of your company including the number of employees, qualifications, company experience, and years in business, etc. Included in this schedule there should be information on your customer service department, including ability to support the District after the sale is completed, and ongoing software support.

· Provide estimated delivery timeline including onboarding, implementation, and training.

· Explain how data from Alpine’s current system will be integrated into the new system, and detail Alpine’s involvement.

· List any experience with the Alpine School District and/or similar organizations. List experience and services provided, including description of work or services performed, dates, contact information, etc.

· Provide a minimum of three (3) references for similar service contracts or work performed.

· Indicate any items called out in this RFP that you are not qualified or licensed to perform.

Note: Successful vendor must submit and pay for background checks for any employee that will be working at a building site. (See enclosed document)

3. SCHEDULE ‘C’ - COST PROPOSAL. Cost will be evaluated using the formula and system shown in the following section. Please enumerate all costs on the attached schedule ‘C’ Cost Proposal Form.

4. SCHEDULE ‘D’ – GENERAL TECHNICAL REQUIREMENTS. This questionnaire is required by Alpine School District Technology department to determine integration capabilities, network/infrastructure needs, and district security standards.

AWARD AND CONTRACT

The District will evaluate each vendor against the weighted criteria stated below to determine the vendor/s that will provide the best overall value for the District. This contract shall commence after acceptance by the District and award of the contract. The vendor must guarantee its pricing for one (1) year and may continue for five (5) years (detailed explanation on Schedule ‘C’ – Cost Proposal Form). The contract may be canceled upon giving thirty (30) day notice due to lack of funding or poor performance.

In the event the District is dissolved or reconfigured, the awarded vendor shall honor the pricing provided to the District and allow any newly formed districts resulting from such dissolution or reconfiguration (“New Districts”) the opportunity to enter into an agreement with the awarded vendor under the same terms (including pricing) and for the same duration as are set forth in this contract. It is anticipated that Alpine School District will be reconfigured effective July 1, 2027, into three separate Districts temporarily called Lake Mountain, Aspen Peaks, and Timpanogos.

PROPOSAL EVALUATION CRITERIA

The evaluation will be completed in two (2) stages per Part 7 of the Utah Procurement Code and Rule. A committee will evaluate each proposal against the following stage one criteria. A minimum threshold of 80% (560 points) is required in stage one to be considered in stage two. Stage one points will then be added to stage two points to determine the Vendor that will provide the best overall value for the District.

WEIGHTED CRITERIA: STAGE ONE CRITERIA250pts Company History and Profile

· Provide a brief history of the company, including a general statement of interest and what sets your company apart from other potential respondents.

· Provide a profile of your company including the number of employees, qualifications, company experience, years in business, location of operations, etc.

· Provide information on your customer service department, including hours available for support, and onboarding and implementation procedures.

300pts Demonstrated Technical Capability and Expertise: Each vendor will be given a past performance rating based on past projects with Alpine School District or similar entities.

· List any experience with the Alpine School District and/or similar organizations.

· List experience and services provided, particularly with the systems mentioned in this RFP.

· Provide an estimated timeline of delivery, including onboarding, implementation, and training. Explain how data from Alpine’s current system will be integrated into the new system, and detail Alpine’s involvement.

· Provide information on your customer service department, including your ability to support the District after the sale is completed, and ongoing software support.

150pts References: ASD reserves the right to contact other references and/or entities of the submitting firm that are not specifically included or listed in the RFP.

· Provide a minimum of three (3) references for similar service contracts or work performed including a description of work or services performed, dates, costs, contact information (name, phone, email, etc.).

STAGE TWO CRITERIA

*Evaluation of cost proposals:

Proposed costs will be evaluated based on the following:

The vendor with the Lowest total cost will receive the full 300 points.

All other vendor proposals will receive a percentage of the 300 points based on the following formula:

(Lowest Total Cost / Proposed Total Cost) x 300 Proposed Vendor points awarded.

Example: $1,000,000 / $1,150,000 = (87%) 87% x 300 Points 261 Points Awarded

490 N State Street, Lindon, UT, 84042 phone (801) 610-8049 fax (801) 796-3116

SCHEDULE ‘D’ – GENERAL TECHNICAL REQUIREMENTS

Facility & Construction Management Platform Please answer the following questions. If there is a question or requirement that is not applicable to your platform, please indicate with either N/A or ‘Not Applicable’.

Background Information:

· Alpine School District has approximately 9,000 employees, 85,000 students, and over 100 buildings/sites.

· Employees have Google and Active Directory accounts.

Application Integration:

1. Alpine is prepared to integrate with RESTful apis. Describe what RESTful apis are currently available for the product. Explain all the input mechanisms available where Alpine may input data into the product. Explain all the output mechanisms. Describe and include the fields available for both date models.

2. Explain how an Identity Management solution would integrate this product. Detail IDM products that have been integrated with the proposed solution.

3. Explain how extensible attributes are used in this product (DB extension).

4. Explain how this product is or can be integrated with Alio/Linq (Alpine’s HR/Finance System). Explain integration options like those of clever, etc.

5. Explain how data from Alpine’s current system will be consumed by the new system and detail Alpine’s involvement. Explain how the old system would be phased out.

6. Explain the scope of effort required by Alpine, to implement and integrate (if applicable) the proposed solution. Detail the number of people, time required and what expertise will be required.

7. Explain mobile capabilities both from an administrative perspective and end-user perspective.

Client, Server and Network Infrastructure:

1. Is the solution SaaS or On Premise based, Or are both options proposed and/or available?

2. If the product is to be a local Alpine installation, please include a list of all equipment Alpine must install and any associated licenses/fees for the installation.

3. Explain requirements for the clients (plug-ins, extensions, local software install, dependencies on other software on the workstation (e.g. java), and workstation resources). List devices, browsers, and software that are not supported. (This may be done in general terms).

4. Does the product offer a DEV environment so Alpine can test features before deployment? If so, include in the cost of the product and include any limitations of the DEV environment.

5. Outline all URLs, Ports, protocols, and domains associated with the solution being proposed and how each is used within the network or solution.

6. Detail server OS and DB platforms required for the proposed solution.

7. What system housekeeping of the servers, firmware, and patches would Alpine be expected to complete, and which updates and patches would you as a solutions provider be required to

Alpine School District RFP for:

Facility & Construction Management Platform ASD12192025HM P 6 of 8 perform? Please include EDR, Firewall expectations, ports needed for network traffic, and URL expectations needed to make the product function properly.

8. If the patches and updates are performed by the solution provider, how is this process pursued?

9. Explain the testing that has been done to ensure Alpine will not run into scale or performance issues.

Installation and Support:

1. Explain the tech support model and how Alpine would access support. Explain the escalation process and timeframes associated with support.

2. What is Alpine’s engineering/support obligation for implementation and support of the proposed system?

3. When are the next major changes to the proposed solution going to be released for general use?

4. Explain how maintenance on the product is done such as patches, fixes, and upgrades.

5. Explain any archival capabilities, features and/or requirements.

6. Detail the proposed integration timeline and integration process.

7. Will you commit a dedicated project manager from start to full implementation of the solution?

8. Explain how updates are managed on the system including application software, OS updates, and device firmware. Are there any update limitations to keep in mind? (example: Cannot upgrade the OS past Windows 10 without breaking the software).

Security:

1. Vendor is willing to sign (without modification) the National Data Privacy Agreement (NDPA).

2. How does your organization stay informed about and address emerging security threats and vulnerabilities relevant to the software solutions you provide?

3. Does your organization have documented security policies and procedures in place? If so, can you provide a summary or share relevant documentation?

4. What encryption mechanisms are employed to protect data both in transit and at rest within your software solution?

5. How is sensitive information, such as user credentials and personally identifiable information (PII), protected within your software solution?

6. Describe the access control mechanisms implemented in your software solution. How are user roles and permissions managed?

7. What authentication methods are supported by your software, such as SAML, OAuth, etc.? Explain the multi-factor authentication options that are available with the product.

8. Can your solution be integrated with existing identity management systems, such as LDAP, Active Directory, ADFS, or others?

9. What is your organization’s incident response plan? How are security incidents handled, and what is the communication process in the event of a security breach?

10. Describe the login and monitoring capabilities within your software solution. What types of events and activities are logged, and how are logs protected?

11. Does your solution provide support for a SIEM for centralizing logs?

12. What measures are in place to address and remediate security vulnerabilities identified during development or through third-part testing?

13. How does your organization handle data retention and disposal, especially concerning sensitive or personally identifiable information?

14. Where is the software hosted, and what security measures are in place to protect the hosting infrastructure?

Scalability and Performance:

1. From current installations of this product, describe performance and scalability in environments of the size comparable to Alpine.

2. Explain any known or identified performance issues documented indicating that interaction with an Antivirus/Malware solution may interfere with the solution that you are proposing.

User Accounts – Authentication and Authorization:

1. Alpine depends on auto-provisioning user accounts. The number of accounts in Alpine makes manual provisioning prohibitive. Explain how Alpine can automatically provision, manage, and inactivate user accounts. This would include provisioning new users, deactivating users, and changing user attributes. Confirm that unique User IDs are used as a primary key and give an example of a unique user ID. Include requirements needed to do this including formats of files apis available, etc. Alpine uses employee email prefixes as user long IDs.

2. Explain how user groups are created and maintained.

3. Alpine currently assigns ‘roles’ to each employee. Roles are used for authorization and approvals. Explain the role-based implementation of the product. Explain how the product can consume Alpine’s roles on a regular basis and how Alpine will manage rights for those roles.

4. Submit the login screens for administrative users and end-users.

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