SLCo HEA134676 Custom Database Workflow

Salt Lake County Health Department is requesting proposals for a customizable online database, CRM, and workflow management system under RFP HEA134676, with proposals due November 4, 2026 at 1:00 PM and a pre-proposal WebEx meeting on October 21. The County seeks a single vendor providing an out-of-the-box, configurable solution without ground-up custom development as the central capability requirement.

The system must support three primary tables (activities, organizations, and contacts) with up to 200 fields and 5,000 records each, configurable workflows and automations, reporting dashboards, mobile access, and integration capabilities. Implementation, data migration from legacy systems, testing, training, and full launch are required by May 1, 2027. The vendor must provide HIPAA compliance upon request, maintain a minimum five-year history providing the proposed or substantially similar software solution, and supply at least three current customer references with minimum two-year usage including one from a comparable public-sector environment. A standard Service Level Agreement negotiable by the County is mandatory; the vendor must disclose all end-user agreements and standard terms with acknowledgment that the County contract takes precedence over conflicting vendor terms.

The resulting contract is effective upon execution for one year with five additional one-year renewal periods available (six years total). Pricing proposals must guarantee rates for twelve months; subsequent adjustments cap at 3% annually unless justified by independent indexing. Cost proposals must separately itemize one-time costs (implementation, training, data migration, configuration, integration, travel) and recurring costs (user licensing by type, storage, support, updates, integration fees), with professional services and data portability costs itemized separately. The County anticipates up to fifty Standard Users, an undefined number of Administrative/Backend Users, and External Partner Users. Insurance requirements include commercial general liability of $500,000 per occurrence / $1,000,000 aggregate and errors and omissions coverage of $1,000,000 per occurrence / $2,000,000 aggregate, with Salt Lake County named as additional insured.

Written questions are due October 28, 2026. Top-scoring proposers will be invited for demonstrations on December 2, 2026, with a committee meeting scheduled for November 11.