Cash Receipting Software (SaaS)

The City of West Jordan, Utah, is soliciting proposals from qualified Software as a Service (SaaS) providers to deliver a comprehensive cash receipting software solution through a formal Request for Proposals process. The solution must integrate with the City's utility billing software (SpryPoint) and Workday ERP system to support citywide payment collection processes for both in-person and online payments across multiple municipal services and departments. Key deliverables include real-time integration with Workday ERP modules (Accounts Payable, General Ledger, Revenue, and Customer Accounts), interfaces with existing systems including Invoice Cloud, CityWorks, CORIS, and Chameleon, 24/7 helpdesk support staffed by English-fluent personnel in U.S. or Canada-based centers, comprehensive implementation services encompassing project planning, data conversion, parallel testing, User Acceptance Testing, department-specific training, and go-live support, regular software updates and patches, and web-based training on an eight-hour day basis. A mandatory requirement stipulates that proposers must demonstrate successfully completed implementations of cash receipting software with Workday ERP integration for at least three public sector agencies or utilities of comparable size and complexity. Evaluation criteria consist of six components: Vendor Experience and Qualifications (70 points), Proposed Solution Fit and Functionality (50 points), Implementation Plan and Schedule (50 points), Support and Maintenance Services (20 points), Data Security (50 points), and Cost Proposal (60 points), for a total of 300 points. The City anticipates inviting up to three highest-scoring vendors for oral presentations and software demonstrations lasting up to two hours per vendor plus one additional hour for questions. Proposals are due electronically through the Utah Public Procurement Place by 2:00 p.m. Mountain Time on Thursday, February 26, 2026, with written questions required by Thursday, February 19, 2026, at 10:00 a.m. MST. Proposals should not exceed 50 pages excluding required forms, exhibits, and attachments.

The RFP documents do not reference any set-aside designations or restrictions limiting proposal submissions to disadvantaged enterprises or specific organizational categories. The City is procuring this software solution to align with its transition from Tyler Munis to Workday and SpryPoint systems, with go-live anticipated in July 2027, indicating integration with newly implemented infrastructure. There is no identified incumbent vendor or current contractor listed in the solicitation materials. The selected vendor will be awarded an initial contract term of five years through June 30, 2031, with software licensing fees billed annually, and either party may terminate for convenience with 120 days' written notice. The Cost Sheet attachment requires vendors to provide total annual licensing and support costs for each of the five contract years, initial integration and setup costs, web-based training costs, additional yearly costs with descriptions, one-time system support costs, and hourly rates for work performed outside the scope of work, though specific budget ranges or award values are not disclosed in the solicitation materials. The vendor must maintain comprehensive insurance coverage including General Liability ($1,000,000 per occurrence/$2,000,000 aggregate), Cyber Liability ($5,000,000 per claim), Professional Liability/Technology Errors & Omissions ($3,000,000 per occurrence/$3,000,000 aggregate), and Workers' Compensation at statutory levels.