SBSRD-D-26-R-0004 Basin Recreation - Accounting Software Solution

Snyderville Basin Special Recreation District (Basin Recreation), a Special Service District of Summit County, Utah, is issuing a Request for Proposals to procure a comprehensive accounting software solution to replace its current Pelorus system. The procurement seeks a modern, cloud-based or hybrid accounting platform that supports fund accounting, grant management, payroll integration with Paylocity, revenue tracking, and compliance with Utah state reporting requirements. Deliverables include system licensing (perpetual, subscription, or usage-based models), implementation services, data migration, testing and validation, training programs, ongoing technical support with 24/7 availability, annual maintenance, custom reporting and analytics, and integrations with Enterprise Asset Management systems and recreation management platforms including RecTrac, CivicRec, and Mindbody. The solution must comply with GAAP/GASB standards, Utah's Uniform Chart of Accounts, and Utah Office of the State Auditor reporting requirements, while incorporating security measures including AES-256 encryption, multi-factor authentication, role-based access control, NIST SP 800-53 compliance, and FISMA requirements. Vendor qualifications require a minimum of five years in business with audited financial statements for the past three years, references from at least two Utah-based public sector or recreation organizations, and demonstrated 24/7 technical support with documented escalation procedures. The evaluation process awards 1,000 points for technical merit, 500 points for vendor presentations, and up to 100 points for cost (maximum 1,600 total points), with proposals achieving at least 750 technical points advancing to presentation and cost evaluation stages. Critical deadlines include a written questions cutoff of March 9, 2026, at 5:00 PM MST, proposal submission deadline of March 13, 2026, at 5:00 PM MST, vendor presentations scheduled for April 1-3, 2026, and a selection decision by April 10, 2026, with project kickoff on May 11, 2026.

No set-aside designations or restrictions on organization types responding to this procurement have been specified in the solicitation documents. The current accounting system is Pelorus, which will be replaced by the new solution; there is no indication of an incumbent vendor or preference toward specific organization classifications such as disadvantaged enterprises. Vendors must submit proposals electronically to contracting@BasinRecreationUtah.gov with a maximum single file upload limit of 1GB, with proposals organized into two separate documents: a Technical Proposal (Volume I) and a Pricing Proposal (Volume II) using the provided Schedule of Values spreadsheet. The pricing template encompasses multiple cost categories including perpetual or subscription licensing, named and concurrent user licensing, project management, configuration and customization, system integration, data migration, testing, travel and onsite services, annual maintenance, helpdesk availability, service level agreements, updates and patches, training, consulting services, disaster recovery services, custom reporting and analytics, future expansion capabilities, and specific integrations with Paylocity and Mindbody platforms. All contracts are subject to State of Utah standard terms and conditions, including compliance with federal and state employment laws, records retention for six years, and indemnification provisions. No specific award value or budget range has been disclosed in the solicitation documents; evaluation will be based on best overall value with technical merit weighted more heavily than cost alone.