Facility Scheduling Software

The Washington County School District in Utah is issuing a Request for Proposal (RFP) for a Facility Scheduling Software solution to manage comprehensive facility scheduling operations across the district. The procurement seeks a vendor with demonstrated experience providing similar software solutions to educational institutions who can deliver a comprehensive system incorporating online facility use request systems, scheduling and rental administration, facility use master calendars, user communication and notification features, insurance certificate tracking, support services scheduling, facility database management, fee tracking and invoice generation, and event availability checking. The contract is expected to commence on July 1, 2026, with an initial one-year term followed by four automatic annual renewals extending through July 1, 2031. The RFP was posted on May 8, 2026, with proposals due by May 22, 2026, at 2:00 PM (MDT); written questions must be submitted through the Utah Public Procurement Place (U3P) by May 19, 2026, at 2:00 PM (MDT). Evaluation criteria are weighted at 1,000 total points, consisting of 30 percent cost, 20 percent for licensing, technology, and Student Information System (SIS) integration capabilities, and 50 percent for technical criteria encompassing system overview, minimum requirements, training, and facility use management features. The District reserves the right to conduct a Best and Final Offer process if proposals are deemed inadequate, unclear, deficient, or exceed budget, and award will be made to the offeror providing the most advantageous value considering both price and technical evaluation factors.

The RFP documents do not identify any specific set-aside designations, restrictions on respondent types, or disadvantaged enterprise preferences. No incumbent vendors or current contractors are referenced in the available documentation. Vendor integration requirements include capability to integrate with the District's Student Information System (SIS) infrastructure, and all respondents must be properly licensed to conduct business within the RFP scope in the State of Utah. Either party may terminate the agreement without cause upon 90 days' written notice, or the District may terminate immediately for cause if performance requirements are not met. The District warrants all products for one year unless otherwise specified, with remedies including repair, replacement, or full refund at no cost to the District, and payment is typically processed within 30 days of delivery or invoice receipt. No specific budget range or award value is disclosed in the RFP documents; however, the contract covers a five-year initial period with potential for five additional annual renewal periods extending through July 1, 2031.