RFP - Maintenance Management System for SLC School District

The Salt Lake City School District (SLCSD) is procuring a Maintenance Management System (MMS) software solution through Request for Proposals (RFP) solicitation TB2639-MMS to support its Auxiliary Services Department, which employs approximately 300 staff members maintaining and operating 44 facilities serving approximately 18,500 students. The procurement requires vendors to provide, implement, integrate, and support a comprehensive MMS with mandatory functionality including work order management, asset inventory tracking, preventative maintenance scheduling, mobile device capabilities for both Android and iOS platforms, customizable reporting, administrative controls with Microsoft Entra integration, data migration from the current FAMIS 360 system, and robust security features. Vendors must submit proposals through the Bonfire system by March 23, 2026, with a vendor question-and-answer deadline of March 13, 2026. The evaluation framework allocates 1,000 possible points, with 700 points (70%) awarded for technical criteria encompassing company experience, key personnel qualifications, references, product functionality, training and support, implementation planning, and system requirements, and 300 points (30%) for price evaluation; vendors must achieve a minimum score of 525 technical points to remain eligible for award consideration. The evaluation process includes four stages: initial review, technical proposal evaluation, on-site system demonstrations scheduled for the week of April 20, 2026, and product testing in a sandbox environment for up to 45 days, with final price evaluation determining the award anticipated for Board of Education presentation on June 16, 2026, and contract commencement on June 17, 2026. The initial contract term spans approximately five years with an intended expiration date of June 30, 2031, includes an option to renew for one additional five-year term through June 30, 2036, and targets full implementation and operational status by November 1, 2026. Vendors must meet mandatory minimum requirements including single sign-on capabilities through Microsoft Entra, provision of Service Level Agreements detailing system uptime and support response times, comprehensive security documentation, server location and configuration details, bandwidth requirements, desktop and mobile specifications, firewall configuration details, and backup requirements.

The RFP documents do not identify specific set-aside designations or restrictions limiting responses to particular types of organizations or disadvantaged enterprises; however, vendors must comply with Utah Procurement Code requirements, provide Utah sales tax license numbers, certify they are not debarred or suspended from government contracts, and comply with all applicable federal and state laws. The incumbent system comprises FAMIS 360 Lite, FAMIS 360 API, and FAMIS 360 SSO by Accruent LLC, and the selected vendor must successfully migrate data from this existing platform and integrate with the district's current systems. The RFP incorporates strict contractual terms including minimum insurance requirements ($1,000,000 per occurrence and $3,000,000 aggregate general liability coverage), confidentiality and non-disclosure agreements protecting sensitive student and employee information, a one-year warranty with repair or replacement within ten business days, and compliance with Utah Code §63G-6a-1203 governing procurement contract provisions. All pricing must be guaranteed for the initial five-year contract term, with any price adjustments for renewal terms submitted at least 45 days prior to the renewal effective date. No specific award value or budget range is disclosed in the RFP documents; vendors must complete the pricing matrix in the Price Schedule attachment with proposed costs for licensing, implementation, configuration, training, support, and optional additional services. A single contract award is anticipated, and the SLCSD reserves the right to cancel the RFP if no suitable system is identified or to select a lower-scoring technically qualified vendor if determined to provide better overall value based on cost-benefit analysis.