REQUEST FOR PROPOSAL HOLLADAY TRACKING SOFTWARE

REQUEST FOR PROPOSALS (RFP)
for HOLLADAY TRACKING SOFTWARE
The City of Holladay, Utah (City) is soliciting a Request for Proposals (RFP) from qualified firms to provide and
implement a comprehensive, fully integrated tracking software system for the City of Holladay Community
and Economic Development (CED) Department, Public Services Department, and Administration Department.
It is the City's desire to enter into an agreement with a vendor that can provide a range of services including
software, installation, conversion/port-in, implementation, support and training services. The new software
system would manage permit applications, staff review/workflow, record keeping, inspections,
scheduling/calendaring, work requests and citizen engagement while providing spatial mapping, online
storage and automated reporting for all Community Development functions. The final product will result in
fast, accurate, and user-friendly software that increases city staff productivity while modernizing the public's
experience. This Request for Proposal (RFP) states the overall scope of products and services desired, specific
software functionality, technology foundation as well as desired vendor qualifications
Project Name Holladay Tracking Software
Deadline for Proposal Submissions Friday April 3rd 2026 at 5:00 p.m. MST
Proposal Submission Submit your proposal by email (single PDF of the complete
proposal that includes all required information and
documents) to jteerlink@holladayut.gov with the email
subject "Proposal for Holladay Tracking Software." Proposals
will not be publicly opened or read.
RFP Contact Jonathan Teerlink, Community and Economic Dev. Director
City of Holladay
4580 South 2300 East
Holladay, UT 84117
Telephone: 801-527-3890
Email: jteerlink@holladayut.gov
Questions & Answers All questions must be submitted no later than March 20th
2026, at 5:00 p.m., MST. Please submit all questions in
writing to jteerlink@hollasdayut.gov. The question period
will open concurrently with the release of the RFP. Answers
will be posted on the City's website, www.holladayut.gov, by
March 25th 2026. The City requests that interested parties
coordinate with the RFP contact and refrain from
communicating with other City staff or officials.
Modifications & Addenda Any modifications or addendums to the RFP will be
made in redline form on the website. Please check the RFP
on the website for changes.
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RFP: TRACKING SOFTWARE
March 2026

SECTION I: GENERAL INFORMATION
1. City Background: The City of Holladay was officially incorporated on November 30, 1999. Although a
relatively young city, the community's rich history dates to 1847 as one Utah's earliest settlements.
Today, the City's approximate 8.4 square miles is home to roughly 32,000 residents. The City provides
residents with the processing of construction permitting, land use entitlements and business licensing
applications with associated inspection services. Administrative processes including zoning and land use,
construction, utility, streets, engineering, business licensing, code enforcement, and work orders. All
applications are supported by appropriate spatial mapping using Geographic Information Systems (GIS).
In 2025 the city processed over 1,000 permits, over 400 Code Enforcement Cases and maintained
records for various types of licenses and land use permits. In addition, the City provides an online citizen
portal which establishes efficient interactions with its residents which is enhanced by online tracking as
staff process the resident submission.
As the city passes its 25th year, administrative operations and processes are modernizing. A staff of 34
employees provide current administrative processes by utilizing; permit review, response, and
inspection tracking service, Microsoft Outlook (calendaring), Bluebeam (plan review) and an ESRI suite
of GIS mapping tools. The city now seeks a replacement tracking software suite solution to provide
seamless integration of existing tools to provide an efficient, secure and flexible interface which
supports all current and future administrative requirements while providing comfortable user
experiences. This new software will also provide a log-in based, cloud solution with automated
workflows, integrated communication, applicant notifications, reporting and archiving solutions of
applications at various benchmarks.
2. Mission Statement: The City of Holladay is committed to fostering community, safety, and responsible
growth. In pursuing these ideals, we strive to honor both our history and iconic features. We do so while
prioritizing open communication and quality services for all residents and businesses.
a. Key Messages and Core Values:
* Community & Belonging: Public communication, City events, and City resources
contribute to a feeling of belonging for residents and businesses. We honor the diversity
of all who enrich our Holladay community.
* Honoring our Roots: We are committed to preserving Holladay's natural charm and
iconic features as we celebrate the rich history of our people and stories.
* Transparency & Integrity: The City organization and administration provide transparent,
direct, and up-to-date information to residents and businesses, and invite dialogue and
feedback.
* Efficiency & Stewardship: We use resources responsibly and deliver high quality,
efficient, responsive, and cost-effective public services.
* Responsible Growth: Our growth is culturally diverse, economically viable, and
environmentally sustainable; we approach it with thoughtful land use development and
well-maintained public assets.
* Quality of Life: We support the exceptional quality of life that is a hallmark of our
community. We take pride in and promote our unique neighborhoods, history, high
quality schools, open space, arts, cultural offerings, civic amenities, and stunning tree
canopy. We do this so Holladay can remain a safe and welcoming place to live, work,
and play.
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RFP: TRACKING SOFTWARE
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3. Permit Application Tracking: The City's method of tracking administrative processes historically
consisted of spreadsheet-based solutions with hardcopy filing. In 2014 the City converted to an online
solution which assisted departments in the effort of converting to a completely digital submittal and
review process. The current solution has undergone updates and modifications over the years and the
City desires to contract with a company which supports fully digital, secure and, in appropriate
situations, automated workflows of the administrative review of construction drawings, applications
with integrated tracking, mapping, scheduling and reporting solutions.
a. Goals
* Establish a high-quality, cloud-based reliable tool for residents, construction
contractors, businesses and visitors to navigate various city applications and processes.
* Enhance communication with residents and applicants with tools and main portal to
access City services and resources.
* Features easy customization to support fast-paced policy and process changes.
* Ensure the service is user-friendly utilizing modernized features that are intuitive and
provide maximum utility across various devices.
* Provide a log-in based, integral dialog feature which enhances communication between
the city and applicants. Eliminating reliance upon email tools outside of the software.
* Compliance with State of Utah Data Privacy Standards
* Embrace the City's branding to positively reflect Holladay's unique community qualities.
* Support flexibility to integrate existing and future website capabilities and functionality
as needed.
* Report on various benchmarks on a quarterly and yearly basis.
* Provide service user support to staff
b. Scope of Work - The information listed below is intended to provide interested firms with a
preliminary scope of work but is not meant to limit a potential contract for services or exclude
any relevant or essential data, tasks or project steps. The City and the selected firm will finalize
the scope of work and implementation schedule during the contract negotiation period. The
intent of this RFP is to enable the City to acquire the most appropriate, financially attractive
solution from a qualified vendor. The general capabilities of the software solution chosen not
only needs to replace the functionality of the City's current solution but is also expected to offer
staff, residents and applicants new and enhanced solutions and capabilities. The City is open to
suggestions other than those listed in this request, which the firm believes would be of value to
producing the desired outcomes. The proposed software solution is anticipated to include the
following
1. Core Functions:
* User friendly, mobile web-based permit, planning and zoning, code enforcement and
business license application portal, with forward compatibility with web browsers
and operating systems
* Citizen engagement portal
* Work orders, capital projects and/or fleet management
* Property focused database, with routine updates
* Application review workflows that automate multi-divisional reviews
* Document management
* Applicant/city communications within one, log-in based solution
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RFP: TRACKING SOFTWARE
March 2026

* Inspection scheduling - calendar view of availability and cancelation tools
* Online payments
* Reporting
* Integrated mapping compatible with existing ESRI suite of GIS software
* Secure, client-owned cloud data storage
* Maintenance, Training and Support
2. Capabilities needed to include, but are not limited to the following:
* Import of past application data with search capabilities
* Public portal
Application submittal with simplified document upload capabilities
o
Check the status (including business licensing)
o
View available inspection times
o
Request inspections
o
View inspection results
o
Searchable
o
Secure with login-in based applicant access
o
* Flexibility for city staff to change or modify workflow, communication, fees, etc.
* Force require a complete application prior to submittal
* Integration with the existing financial system
* Integration with Microsoft Outlook for efficient staff scheduling
* Integration with Bluebeam for plan review processing capabilities
* Secure electronic document management, online storage featuring routine backups
* Variety of reporting functions; type, status, fee, reviewer, inspection, date, etc.
* Automated workflows for each specific city process including business license
approvals
* Ability to generate letters, notices and other forms
Auto-populate with given data
o
Flexibility to create pre-formatted email responses for review processes
o
and inspection activities.
Auto email letters in additional to printing
o
* Fee computation based on ICC formulations
* Mobile/ field for Staff use
Access of permit/license data and property information/history
o
Ability to, apply, review, approve and issue permits
o
Ability to add/update date remotely
o
* Payment Processing for Permits and Business Licensing
c. Existing Third-Party Programs the City Uses
* iWorQ - building permits, code enforcement, citizen requests, business licenses and
park facility and room rentals
* ESRI Online Pro - GIS mapping suite
* Bluebeam - PDF management
* Microsoft Outlook - staff availability and email correspondence
* Xpress Bill Pay - credit card processing
* Caselle - accounts payable, accounting and payroll
* CivicRec - park facility and room rentals, sports use contracts, registration, ticketing
(currently in buildout process)
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SECTION II - SUBMISSION REQUIREMENTS AND INSTRUCTIONS
The responding consultant must address and clearly label all items indicated in this section within their
proposal in the order as outlined below. The proposal should not exceed twenty-five (25), 8.5"x11", single-
sided pages. The City may reject any incomplete proposals during the selection process.
Submission Requirements
1. Letter of Interest/Executive Summary
a. Overview of how your company will approach the project.
b. Statement that the company has read and understands this RFP and accepts the written
instructions contained herein.
c. Identification of the consultant's primary point of contact for the RFP that is responsible for
disseminating information to the consultant team; include the person's name, direct phone
number, email address and mailing address.
d. Signature of an officer or employee authorized to bind the company contractually.
2. Company Profile
a. Company overview and history.
b. Number of current employees.
c. Location of team members, including support and development staff.
3. Local Government Experience
a. Include a minimum of three (3) local government references, with client name, contact person,
direct phone number and email address.
b. Describe local-government specific approaches that you have implemented to address unique
needs like software tool flexibility/adaptability, data conversion, support, applicant feedback
etc.
4. Scope of Services: Provide the proposed scope of services and approach in response to this RFP. At a
minimum, this should include a description of the software, technical requirements, training options,
importation of past data, support and maintenance. The timeframe for the scope should be included
showing projected timeframe for completion of phases.
5. Project Development
a. Approach to meet software goals and preliminary scope of work
b. A description of the software's technical requirements
c. Estimated timeline/schedule.
d. Process used to determine software interface and dashboard tool needs.
e. Most important import issues to consider, both generally and specific to local government.
f. Number and types of contact with the City during the design and implementation phases.
6. Project Manager + Key Project Personnel (Please only include team members that will directly work on
the project.)
a. Identification of the project manager.
b. Names, titles, experience, and roles of key team members.
c. Subcontractor(s) role and history working together on past projects. (if applicable)
7. Proposed Fees
a. Provide fees based on the information provided in the proposed Project Development section.
b. Include a line-item budget for data import and implementation/training
c. Include any escalation of subscription costs within a five (5) year period.
d. Provide your firm's proven strategies to keep the project on-time and on-budget.
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Submission Instructions: Submit your proposal by email (single PDF of the complete proposal that includes
all required information and documents not exceed twenty-five (25), 8.5"x11", single-sided pages) by
Friday, April 3rd, 2026 at 12:00 p.m. Noon MST to jteerlink@holladayut.gov with the email subject
"Proposal for Holladay Tracking Software." Proposals will not be publicly opened or read. It is the
consultant's sole responsibility to read and interpret this RFP and the written instructions contained herein.
Responses to the RFP that are not received prior to the time and date specified will be considered late. The
City reserves the right to reject any late, incomplete or irregular response and reserves the right to waive
any non-material irregularity in responses.
SECTION III - SELECTION PROCESS AND CRITERIA
1. Selection Process: The City will make every effort to ensure that all responses are treated fairly and
equally throughout the selection process.
a. Selection Committee - The City will form a Selection Committee comprised of a City Council
Member and key staff to review the submitted responses and provide recommendations.
b. Identify a Short-list of Finalists - The Selection Committee will score and rank the written
proposals to determine a shortlist of finalists.
c. Finalist Interviews to Identify a First and Second Ranked Consultant - The City will notify the
consultant if selected for the shortlist and may ask them to participate in an interview. The City
may select a first-ranked and second-ranked consultant.
d. Negotiations with First Ranked Consultant - The first-ranked consultant will be given a defined
period of time to negotiate and execute a service agreement with the City. In the event that
exclusive negotiations are conducted and an agreement is not reached, the City reserves the
right to enter into negotiations with the next highest ranked consultant without the need to
repeat the formal solicitation process.
2. Selection Criteria: The following criteria that will be used in evaluating the responses received.
a. Overall Proposal Suitability (30%) - Proposed project approach must meet the scope,
requirements and needs included herein and be presented in a clear and organized manner.
b. Value and Cost (40%) - Proposals will be evaluated on the cost of their services based on the
work to be performed in accordance with the scope of this project.
c. Organizational Experience (15%) - Proposals will be evaluated on the experience of their firm
as it pertains to the scope of this project. Consultants will be evaluated on examples of their
work, notably, their ability to produce successful local government tracking software.
d. Technical Expertise (15%) - Consultants must provide descriptions and documentation of the
technical expertise of their firm and team members.
3. Anticipated Selection Schedule (subject to change)
Mar 9th Issue RFP
Mar 20th Last day to submit questions
Mar 25th Post Q&A on website
April 3rd RFP deadline
Mid April Determine shortlist of finalists
Late April Conduct finalists' interviews
Early May Present recommendation to City Council
Late May-July Negotiate and execute contract
**Setup, Data port-in, and Launch of new service tool (flexible per selected consultant)
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SECTION IV - SPECIAL CONDITIONS FOR PROPOSALS
1. All information submitted to the City by the consultant will be binding upon the consultant.
2. All responses, including attachments, supplementary materials, and addenda shall become the
property of the City at the time of submission and will not be returned to the consultant.
Information contained in the response will be available to the public upon inquiry or GRAMA
request immediately following the execution of a written agreement with the consultant selected
by the City.
3. The City reserves the right to negotiate changes in the terms of services with the selected
consultant as may be required.
4. The City reserves the right to withdraw or suspend the RFP.
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RFP: TRACKING SOFTWARE
March 2026