REQUEST FOR PROPOSAL HOLLADAY TRACKING SOFTWARE - Q&A Response

REQUEST FOR PROPOSALS (RFP)
for HOLLADAY TRACKING SOFTWARE
RFP QUESTION AND ANSWER RESPONSE DOCUMENT
The City of Holladay has provided answers to all questions submitted by the RFP deadline of March 20th 2026,
5:00 p.m., MST. The following answers will be posted on the City's website, www.holladayut.gov, by March 25th
2026.
RFP RFP
QUESTION # QUESTION RESPONSE
SECTION # PAGE #
"Can the City please confirm the deadline for
1 Intro, III 1,6 12:00 Noon p.m MST
submission? The RFP lists both 12pm and 5pm MST."
"Is the City open to solutions that can replace
2 I(1),(3b,c) 2,4 No
Bluebeam for plan review in lieu of an integration?"
"While the City processed over 1,000 permits in 2025, Approximately 15,000 district entries
what is the total estimated volume of historical records (permits, licenses, code enforcement
3 I 2
(permits, licenses, code enforcement cases) that must cases ) and approximately 75GB of
be migrated from iWorQ?" files
"In what format is the current data stored within
iWorQ, and will the City provide a clean database
4 I(3b) 4 CSV
export (e.g., SQL, CSV) for the conversion process? Or
does the scope include data cleaning?"
"Does the historical data include digital attachments
5 I(3b) 2,4 (PDFs, images), and what is the estimated total Yes. Approximately 75GB of PDF files
storage size of these existing files?"
"The RFP notes CivicRec is "currently in buildout
process" for park/facility rentals. iWorQ currently
handles some of those functions. Is there an
6 I(3c) 4 No.
expectation that the new tracking software will need
to co-exist with CivicRec, or replace the iWorQ
component of that function once CivicRec is live?"
Integration between the new
provider and Xpress Bill Pay may
eliminate the need for a Caselle
"For the integration with the Caselle financial system, integration; as Caselle and Xpress are
is the City looking for a real-time API-based sync or a already integrated. Assuming the
7 I(3c) 4
batch-based flat-file (CSV) exchange for accounts new provider is processing payments
payable and accounting data?" and not Xpress, a real-time API-based
sync with Caselle would be
preferrable; however, a CSV batch
would be acceptable.
"The RFP mentions Xpress Bill Pay for credit card
While maintaining compatibility with
processing. Is the new software expected to integrate
Xpress Bill Pay would provide a
8 I(3c) 4 directly with Xpress Bill Pay's gateway, or is the City
seamless integration, the city is open
open to utilizing the software's native payment
to other payment solutions.
processing if it is more cost-effective?"
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RFP: TRACKING SOFTWARE
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"Regarding the ESRI suite, does the City require
bidirectional data sync (where changes in the tracking The Offeror will provide solutions
I, I(3b),
9 2,4 software update GIS layers) or a read-only integration that are compatible with ESI suite of
I(3c)
where the software simply displays existing map software.
data?"
"Can the City provide examples of the "automated
The Offeror will provide their
workflows" they envision beyond multi-divisional
I(1), I(3), solution for automating municipal
10 2, 4 review notifications? For instance, do they require
I(3b2) workflows within the areas described
automated decision-making logic or specific "agentic"
in the RFP.
triggers based on external data?"
"For generating letters and notices, will the City The Offeror will be provided with city
provide the standard templates, or is the vendor standard templates, but the city is
11 I(3b.2) 4
expected to design the initial library of forms based on open to additional correspondence
Utah state requirements?" solutions
"The RFP cites compliance with "State of Utah Data
Privacy Standards". Can the City clarify if there are
The Offeror's solution will comply
specific statutory requirements (such as the Utah
12 I(3a) 3 with State of Utah Government Data
Consumer Privacy Act or specific government records
Privacy Act 63A-19
management acts) that the vendor must certify
compliance against?"
The City expects a vendor to provide
"While the RFP specifies "secure, client-owned cloud
a storage service. Securities are
I(3a), data storage," does the City have a preference for the
13 3,4 based on establishing best practices
I(3b.1) cloud provider (e.g., AWS, Azure, Google Cloud), or
for encryption, access control, and
must the vendor provide the hosting environment?"
threat detection.
"Are there any FEDRAMP or CJIS requirements that the
14 - - No.
software must meet?"
"The RFP asks for "automated reporting" and "variety
The Offeror will provide solutions for
of reporting functions" but doesn't define what specific
a "variety of reporting functions..." at
reports are required at go-live, or whether there's an
various benchmarks which are
15 I(3b.2) 4 expectation of a built-in report builder for staff to
expected to be functional at "go-
create ad-hoc reports. Are the quarterly/annual
live". User generated as-hoc reports
benchmark reports templated by the vendor or
are an expected feature.
configured by staff?"
"The RFP asks for "service user support to staff". What
are the City's expectations for support hours (e.g., 24/7
16 I(3a) 3 The Offeror will
vs. standard business hours) and guaranteed response
times (SLAs) for critical issues?"
"Does the City prefer "train-the-trainer" sessions, or Training schedule will be provided by
Intro,
are they looking for comprehensive training for all 34 the Offeror to ensure all users
17 I(3b.1), 1,4,5
employees, potentially including on-site sessions in become proficient with the solution.
II(4), II(7)
Holladay? Is remote-training acceptable?" Remote training would be considered
"The instructions state the proposal should not exceed
25 single-sided pages. Does this limit include the cover The Offeror proposal should not
18 II 5
letter, team member resumes, and the line-item exceed 25 single-sided pages.
budget, or are these considered appendices?"
"The criteria weight "Value and Cost" at 40% - but
the RFP doesn't clarify whether this is based on total
19 III(2) 6 cost of ownership over five years, year-one cost only,
or a lowest-bid model. This materially affects how
vendors should price their proposals."
"The RFP asks for five-year cost escalation information,
The City is seeking a broad range of
but doesn't indicate whether the city has a budget
potential subscription solutions.
ceiling, prefers a per-seat vs flat subscription model, or
20 II(7) 5 Proposal costs should be based on
how "data import and implementation/training"
the Offerors' best implementation
should be separated in the line-item budget. Knowing
program which meets the RFP goals.
whether the city is open to a phased implementation
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that spreads costs could also affect how vendors
structure their proposals."
"The schedule shows contract execution completed by
late July, with go-live timing left flexible. Given the
complexity of data migration and multi-system
21 III(3) 6 integrations, does the city have a hard go-live deadline No.
(e.g., tied to a budget year or iWorQ contract expiry),
or is a phased rollout - say, permits first, code
enforcement second - acceptable."
"Are you looking specifically for a SaaS (subscription
II(7), pricing model), a one -time license software that will
22 5, 2 Either.
Intro(1) be installed on your servers, or would either solution
work?"
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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March 2026