Salt Lake City Corporation Request for Proposals SLCI26092 Agenda and Minutes Software RFP

Salt Lake City Corporation is requesting competitive sealed proposals for agenda and minutes software through RFP SLCI26092, with proposals due July 8, 2026. The solicitation is issued on behalf of Salt Lake City Corporation, the Department of Airports, the Community Reinvestment Agency, the Salt Lake City Foundation, and the Local Building Authority of Salt Lake City. The solution must be a cloud-based Software-as-a-Service offering with data hosted in the United States.

Offerors must demonstrate successful completion of at least three similar or larger implementations and disclose any use of Generative Artificial Intelligence technology, including GenAI models, applications, use cases, and bias detection safeguards. Failure to provide GenAI disclosure details may result in disqualification. The system must achieve 99.99% availability and implement SSO/SAML authentication, two-factor authentication, TLS 1.2 encryption with 256-bit standards, and comprehensive audit logging. Cloud or SaaS providers must maintain SOC 2 Type 1 or Type 2 certification and FIPS 140-2 or 140-3 compliance. Functional requirements include agenda and minutes management, document embedding and redaction, mobile accessibility, integrations with Zoom, WebEx, YouTube, and Laserfiche, voting functionality, and live streaming with on-demand video. All data ownership remains with the City.

The resulting contract carries a five-year term with pricing guaranteed for the entire duration. Insurance requirements include workers' compensation, commercial general liability of $1 million per occurrence with $2 million general aggregate, professional liability of $1 million per occurrence, and cyber risk insurance of $1 million per claim. Contractors must comply with the Utah Government Data Privacy Act and assume full liability for data incidents, with notice required within 24 hours of discovery.

Evaluation occurs in four stages: responsiveness review, technical proposal evaluation (700 points, 58% weighting, minimum 455 points to advance), interview and demonstration (200 points, 17% weighting, minimum 120 points to advance), and cost proposal evaluation (300 points, 25% weighting). Offerors must register with SAM.gov and E-Verify prior to contract execution and comply with Salt Lake City Code Chapter 3.24 procurement regulations.