Park City School District - Form Automation & Workflow Solution

Park City School District is requesting proposals for a comprehensive Software as a Service (SaaS) platform providing form automation and workflow solutions, with proposals due October 7, 2026 at 2:00 p.m. MDT via the Public Bonfire website.

The scope is a full cloud-based SaaS architecture to digitize and automate the District's currently paper-based approval workflows across professional development travel requests, employee changes, special assignments, and position postings. Mandatory minimum requirements include documented customer support and administrative training resources, execution of a Student Data Privacy Agreement, and unlimited electronic signatures. Desirable features include no-code visual rule builders, API and webhook access for open integration, and integration with Google SSO. The platform must support conditional logic and automated routing with multi-level approvals across human resources, business administration, and teaching and learning departments. All contractors and subcontractors must provide proof of passing background checks.

Offerors must complete a Cost Proposal Form detailing online software access costs, professional development and training costs, ongoing support and customer service costs, and any other applicable costs. Pricing must be guaranteed through June 30, 2027, with subsequent price adjustments based on fiscal year periods (July 1 to June 30) and submitted by February 1. The resulting contract runs for one year with optional year-to-year renewal provisions; the District reserves the right to cancel with 30 days written notice.

Evaluation criteria, weighted at a total of 10x plus 35 points for cost, are firm and team member experience (3x), technical capabilities (2x), ability to meet District objectives including implementation and support (6x), and references (2x). Vendor presentations are potentially scheduled for October 12, 2026. Award notification is anticipated October 16, 2026, with a contract start date of October 28, 2026. Offerors must certify whether goods or services are produced in Utah and disclose any conflicts of interest.