Salt Lake City Request for Proposals SLCI26082 Citywide Cashiering and Point of Sale Solution

Salt Lake City Corporation is soliciting competitive sealed proposals for a citywide cashiering and point-of-sale solution covering all departments except the Department of Airports and Department of Public Utilities under RFP SLCI26082, with proposals due September 22, 2026.

The scope is a cloud-based Software-as-a-Service (SaaS) solution designed to consolidate and replace fragmented existing systems (Teller, TMS Cash Register, Online Cash Receipt, OpenCounter, Lightspeed, ActiveNet, PayPal, Blinkay, Passport Labs, and Square) and integrate with Workday Financial Management. The solution must support multiple payment channels including cash, checks, credit and debit cards, ACH, e-checks, online payments, IVR payments, kiosk payments, and mobile wallets across distributed city locations. Historical transaction volume averages 163,588 annual transactions totaling $150.66 million (2023–2025); 2026 estimated volume is 158,172 transactions worth $151.14 million. The system must integrate with Chase Paymentech for merchant services, support existing USB-connected peripherals (check scanners, contactless card terminals, receipt printers, barcode scanners) and future IP-based devices, apply credit card surcharges, and accommodate multiple merchant IDs by department. Technical mandates include SaaS deployment (preferred single-tenant), Microsoft Entra ID integration with multi-factor authentication, PCI DSS v4.0 compliance, AES-256 encryption at rest and TLS 1.2 or higher in transit, 99.9 percent uptime SLAs, WCAG 2.1 Level AA accessibility, audit trails with 12-month retention, and data storage within the continental United States with 60-day advance notice for relocations.

The contract term runs through June 30, 2031, with a one-time option for a three-year renewal at the City's discretion. All pricing must remain firm for the full contract duration and include licensing, hosting, support, maintenance, insurance, and customizations. Offerors must demonstrate financial strength and provide minimum three client references from government entities currently operating Workday in production within the past three years.

Evaluation comprises four stages: Stage 1 screens for mandatory requirements including SaaS certification, Chase Paymentech integration capability, surcharge collection capability, multi-divisional implementation experience, and submission of SOC 2 and PCI audit reports, architecture diagrams, test scripts, training materials, and service level agreements; offerors must also disclose generative AI use with model names and bias detection measures. Stage 2 (74% weight, 1,400 points; 980-point minimum to advance) assesses qualifications and financial strength, implementation team and staffing, proposed solution description, technical architecture, implementation and go-live procedures, support and maintenance with SLAs, and reporting and analytics. Stage 3 (11% weight, 200 points; 140-point minimum) consists of interviews and demonstrations. Stage 4 (16% weight, 300 points) evaluates cost, with the lowest-cost offeror receiving full points and others receiving proportional scoring. A single contract award is anticipated to the responsive and responsible offeror with the highest total score.