Utah’s Bureau of Forensic Services (BFS) Document Control System RFP

The State of Utah Division of Purchasing, procuring on behalf of the Department of Public Safety's Bureau of Forensic Services, is requesting proposals for updates, support, and maintenance of the Qualtrax Document Control System under RFP Solicitation AK27-106, with proposals due October 16, 2026. A single contract will be awarded to the responsive and responsible vendor with the highest evaluation score.

The vendor must demonstrate experience with Qualtrax systems or equivalent document control platforms and maintain appropriate certifications. Key deliverables include system administration, user support, training, system upgrades, maintenance of system availability, implementation of security and access controls, and assurance of data integrity and audit-trail capabilities. The vendor must comply with NIST 800-53 and GovRAMP security standards, maintain three environments (development, test, and production) for contractor-hosted solutions, encrypt data in transit and at rest, and restrict all non-public data processing to United States locations. Cybersecurity insurance coverage ranging from $2,000,000 to $10,000,000 aggregate is required depending on data risk level. Federal criminal background checks and drug testing are mandatory for employees accessing secure facilities or state data.

The contract term is five years. Vendors must guarantee pricing for a minimum of one year, with clearly defined cost structures for subsequent years subject to evaluation. All proposed costs must be submitted on the required cost sheet with fixed pricing for year one; any deviations from the required format result in disqualification. Offerors may not alter cost-sheet formulas.

The contract permits termination for convenience with thirty days' written notice and requires full ownership transfer of custom deliverables to the State. Contractors must destroy or return all state data within ninety days of contract termination and provide transition assistance at no additional charge. One-year hardware and software warranties with repair or replacement remedies are required.

Proposals must include redacted and non-redacted versions for any claimed business confidential information in accordance with Utah's Business Confidentiality Claim procedures.