SBSRD-D-26-R-003 Basin Recreation - Enterprise Asset Management (EAM) Software Solution

Snyderville Basin Special Recreation District (Basin Recreation), a special service district of Summit County, Utah, has issued a best-value Request for Proposals (RFP) for a comprehensive Enterprise Asset Management (EAM) software solution to optimize asset lifecycle management across its diverse portfolio. The procurement seeks a cloud-based SaaS and/or on-premises EAM system capable of managing over 2,000-3,000 acres of open space, approximately 150 miles of trails (including 35 miles of paved urban multi-mode transportation trails), an 83,000-square-foot indoor fieldhouse facility serving 265,000 annual visitors, and multiple outdoor parks and facilities. Key requirements include robust security features meeting ISO 27001 compliance standards, multi-factor authentication, role-based access controls, RESTful API integration with ERP and accounting systems, ArcGIS integration, data migration accuracy of 99.5%, immutable audit trails retained for seven years per Utah GRAMA requirements, performance monitoring tools, geographic load balancing with U.S.-based data centers, and compliance with Utah state financial reporting, Summit County Development Codes, ADA accessibility standards, and NIST Cloud Computing Standards. The evaluation will prioritize technical merit, functionality, vendor qualifications, and long-term sustainability over cost considerations. Questions must be submitted by March 9, 2026, at 5:00 PM MST/MDT to rparrish@basinrecreationutah.gov, and completed proposals are due March 13, 2026, at 5:00 PM MST/MDT, submitted electronically to contracting@BasinRecreationUtah.gov with a 1GB limit per file upload.

The RFP documentation does not identify specific set-aside designations, restrictions on respondent types, or disadvantaged enterprise requirements. Basin Recreation currently operates fragmented asset management systems utilizing multiple spreadsheets and stand-alone platforms, which the successful vendor must replace while integrating with existing Finance System, HR/Payroll (Paylocity), and GIS connections as specified in the Schedule of Values template. No incumbent vendors, existing contractor information, or specific contract award values and budget ranges are disclosed in the available solicitation materials. Pricing proposals must be submitted using the provided Schedule of Values template, which includes a five-year Total Cost of Ownership (TCO) calculator organized into four categories: Licensing Model, Implementation Costs, Support Fees, and Additional Services. Vendors are required to complete all pricing cells in gray-shaded areas, designate line items as Included or Optional, and provide detailed itemization of unit quantities, unit prices, extended prices, public sector discounts, renewal terms, and price escalation caps. Basin Recreation's funding sources include property taxes, user fees, grants, and bonds, including a 2021 General Obligation Bond for open space acquisition and preservation.