RFP 231-26  Web Based Visitor/Location Database Platform

Purchasing Department
12830 S Redwood Rd
Riverton, UT 84065
801-208-3175
REQUEST FOR PROPOSAL #261-26
PURPOSE OF REQUEST:
The purpose of this Request for Proposal, hereinafter referred to as RFP, is to establish a contract for
a web-based visitor/location intelligence platform, that will provide aggregated visitation, visitor origin,
demographic and market data for any location in Riverton City.
RESPONSE DATE AND LOCATION:
Offers must be received by 2:00 PM on November 3, 2026.
Offers may be electronically submitted at ccalvert@rivertonutah.gov. The reference number for this
RFP is #261-26. Any proposal that is received after this due date and time will be returned unopened
to the proposer. All proposals and communications relative to this proposal must bear RFP 261-26. If it
becomes necessary to revise the RFP in whole or in part, an addendum will be provided to all proposers
on record who received the original RFP.
ADMINISTRATIVE GUIDANCE:
The information provided herein is intended and designed to provide those interested in responding
sufficient basic information regarding minimum requirements. It is not intended to limit a proposal's
content or exclude any relevant or essential data therefrom. Proposers are at liberty and are
encouraged to expand upon the specification to evidence service capability under any agreement.
The city will not be liable for any cost proposers may incur in the preparation or presentation of this
proposal.
Proposals of the successful firm shall be open to public inspection for a period of ninety (90) days after
the announcement of the selection of the Contractor. Proposals of those who responded but are not
awarded contracts shall not be open to public inspection.
PROPOSAL CONSIDERATION:
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An evaluation team will evaluate the submitted proposals. The city reserves the right to: 1) reject
any or all proposals, or to make no award; 2) require modifications to initial proposals; 3) negotiate
or 4) make partial or multiple awards. The city further reserves the right to excuse technical defects
in a proposal when, in the sole discretion of the City, such excuse is beneficial to the city.
The city may award based on initial proposals received, without discussion of such proposals. If
required by the city, a short list of responders may be invited to make presentations/demonstrations
of proposed solution to the evaluation team, other city personnel, as deemed appropriate. To the
extent permitted by law, all documents submitted as part of the proposal will be deemed by the city
as confidential during the evaluation process, and until selection of finalists. There shall be no
disclosure of any information to competing companies prior to award of the contract.
BACKGROUND:
The city would like to use this platform to recruit retailers and developers; and to measure park, facilities
and events visitation. This information can help forecast sales tax revenue, support grant applications
and determine staffing needs, allowing the council to make location-based decisions.
TERMS OF CONTRACT:
The agreement will be in accordance with requirements set forth in the scope and terms of this RFP.
All provisions of the agreement must be in compliance with established State and Local laws and
ordinances of the State of Utah and its political subdivisions.
Any contract or contracts that may arise from this request, will include the attached terms and
conditions and the following:
- Contract term will be for a for a period of five (5) years.
- Contract may be terminated at any time by either party with advance written
notification of at least 30 calendar days, (negotiable, provide proposed
termination terms with proposal response).
- Payment will be made on an annual basis.
SCOPE OF SERVICES:
The successful vendor's platform shall provide, at a minimum, the following:
- Unlimited users. Available to all city users.
- All Data shall come from the proposed solution, code insert, and/or mobile application provider.
Data that is resold from a third-party broker is not permitted.
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- Historic and recent data covering a rolling seven (7) years and as recent as 4 days.
- Data received shall be stripped of all personal information i.e. names, device IDs, contact
information etc. The proposed solution shall not rely on personally identifiable information.
- Ability for users to draw their own points of interest. Ability for users to add as many points of
interest to the platform as desired.
- Visitation data for search categories such as, but not limited to visitors, residents, employees,
passerby's, etc. at any location in the Salt Lake Valley. Ability to provide number of visitors, visit
frequency, dwell time, daily and hourly visits, before and after stops, top visited locations, origin
markets, traffic volumes, spend habits, consumer expenditures, favorite brands, etc. Locations
could be defined as neighborhoods, parks, open spaces, campuses, corridors, buildings,
shopping centers, parking areas, vacant land, streets, highways, transit, trails, etc.
- Visitor demographics and psychographic data for visitors at any location.
- Ability to analyze visitation to City parks, recreational facilities, community events, and other
public locations. This shall include estimated attendance, visitor origins, frequency of visits, and
the ability to evaluate visitor activity at nearby businesses or other locations before and after an
event.
- Ability to provide information on developments being planned, under construction, or recently
completed near any location in the US.
- Ability to provide void analysis revealing the best-fit retailer, hotel or other development type
for any lot or vacancy. On demand retail leakage reports.
- Ability to provide retail recruitment and site selection capabilities, including identification of
potential locations for specific retail establishments, evaluation of market demand,
identification of underserved retail categories, and analysis of consumer shopping patterns
within and outside Riverton City.
- Unlimited number of exports to PDF, CSV, JPEG, SHP, KMZ, Excel, KML.
- An AI chat function
- where any user can ask a question in laymen's terms and receive a data-backed answer. The AI
should be able to produce finished deliverables from a single prompt. The AI should be able to
complete proactive search analyses that is relevant to Riverton City.
PROPOSAL FORMAT:
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Proposals must be concise and in outline format. Please furnish one (1) original copy and one (1)
committee member copy of your proposal. Both are to be electronic, in pdf format and should not
exceed a file size of 5 MG. The committee member copy is not to include pricing, do not include
anything regarding pricing in the committee member copy; only purchasing will know the pricing during
the scoring, committee members will not know the pricing. Pertinent supplemental information should
be referenced and included as attachments. All proposals must be organized and tabbed to comply
with the following sections. If they are not, they may be rejected. Each tabbed section must clearly
and fully address the subject and be understandable. Failure to do so will negatively impact the
evaluation of your submitted RFP. Proposals should be long enough to expand on the qualifications and
experience; however, lengthy, encyclopedic RFPs are not encouraged. Proposals should not exceed
twenty (20) pages, including covers, dividers and resumes.
Each proposal shall include, at a minimum, the following information:
1. Primary Contact. Provide the name and title of the person who will be the primary contact
and manager for the contract, plus contact phone number(s), email and mailing address.
2. Company Information. Provide an overview of the history of the company, such as, but not
limited to, range of services typically provided, expertise, key personnel and role for each.
Include professional resumes of key personnel and any relevant previous work product as
deemed appropriate by the vendor.
3. Executive summary of the offering. Provide a detailed description of the proposed
solution. The detailed description may include literature, power point slides, etc.
4. Approach, Methodology & Deployment Plan. Review the scope of services and provide a
detailed approach, methodology and timeline for completing the services requested, which
must include implementation schedules, training plans, data migration strategy, and post-
implementation support to ensure a smooth transition from the City's current agenda
management and streaming systems.
5. Proposal Costs:
Provide a price for the following:
- Proposed solution
- Unlimited users & departments
- Unlimited support
The price should be a "Not to Exceed" lump sum price for:
- The first year's price, which is to include the deployment/set-up fee and the first-year
software fee, if any.
- The annual renewal or license fee for four years following the first-year.
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Provide a price for the following add-on options:
- Any additional add-on options proposed solution may have
6. References. The proposer shall submit a minimum of four (4) references. These should
be of similar City's or governmental entities that have deployed a similar solution and
must include: The name of the institution, phone number, business address, and the
name of a contact person.
EVALUATION CRITERIA:
All proposals will be evaluated and ranked by a review committee. The selected committee members
will receive an electronic copy of the summited proposal, excluding the costs section. The award of the
contract shall be based upon the following factors and are listed in order of importance of evaluation.
Proposed Solution (software, data, AI analyst, etc.) - 40%
Experience and Qualifications (firm, personnel, support and references) - 25%
Cost - 25%
Approach, Methodology & Deployment - 10%
The city may award based on initial proposals received or may select a short list of responders to
provide a demo of the proposed solution. The city may require additional information from those
vendors chosen for demos.
Understandability and comprehensiveness of information supplied in this RFP will affect the evaluation
of the above criteria.
The City may issue Best and Final Offers (BAFO) after the due date and before the award of the RFP to
make clarifications in the scope of work, changes to contract terms and conditions and/or clarifications
in pricing.
PROPRIETARY INFORMATION:
Proposers are required to mark any specific information contained in their proposal which is not to be
disclosed to the public or used for purposes other than the evaluation of the proposals. A declaration
must accompany the proposal stating the reasons the information should not be disclosed. Any
proposal that is marked confidential in its entirety will be questioned. Pricing and service elements of
the successful proposal will not be considered proprietary. All materials become the property of
Riverton City and may be returned only at the City's option. Proposals submitted may be reviewed and
evaluated by any person, not competing proposers, at the discretion of the City.
ELEMENT INFORMATION:
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Reimbursement will not be made for costs incurred prior to a formal award. The proposal must be
comprehensive and specify how the firm would complete all of the elements of the "Scope of
Services".
SUBCONTRACTING:
The selected firm will agree not to assign or sublet the whole or any part of the contract
without the prior written consent of the city.
CHANGES IN SCOPE OF SERVICES:
The city must be contacted prior to any change of scope in the work to be performed after the
original contract has been signed which is expected to result in an increase of cost in excess of
quoted fees, prior to commencement of the work. An agreed change of scope in the work to be
performed shall be documented as a written change order, be accepted by all parties, and made a
part of the original contract by addendum.
RESPONSE MATERIAL OWNERSHIP:
All material submitted regarding this RFP becomes the property of Riverton City and will only be
returned to the consultant at the city's option. Riverton City has the right to use any or all ideas
presented in reply to this RFP. Disqualification of consultant does not eliminate this right.
The City will establish a question and answer sheet for this RFP. Please direct questions concerning this
RFP in writing to:
ccalvert@rivertonutah.gov
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ATTACHMENT 1
Proposal Submittal Cover Sheet
RFP No. 258-26
PROPOSAL FOR A WEB-BASED VISITOR/LOCATION INTELLIGENCE PLATFORM
The undersigned, having carefully read and considered the Request for Proposal to provide a web-based
visitor/location intelligence platform, does hereby offer to provide such services on behalf of the City, in the
manner described and subject to the terms, conditions and pricing set forth in the attached proposal.
OFFEROR
Company Name:______________________________________________________
Doing business as: [ ] an individual [ ] a partnership [ ] a corporation [ ] a limited liability company (mark
appropriate box), duly organized under the laws of the State of _________________.
BY: _ _________________________ _ _____________________________ __
(Signature of authorized representative) (Please Print or Type Name)
PRINCIPAL OFFICE ADDRESS:
Street Address______________________________ __________________________
City ________ ________________ __________ County ____________ _________
State ________ ____________________________ Zip Code___________________
Telephone ( ) FAX ( ) _
E:mail Address __________________ ______________________________________
TAXPAYER IDENTIFICATION NUMBER:
Employer I.D. No. ___________ __ _ _OR Social Security No. _____ ________________
(Corporation or Partnership) (individual)
ALL PROPOSALS MUST INCLUDE THIS COVER SHEET & THE PROPOSAL CONTENT & EVALUATION REQUIREMENTS
LISTED IN THE RFP.
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ATTACHMENT "A"
STANDARD CONTRACT TERMS AND CONDITIONS
TERMS OF AGREEMENT
In the event of any conflict between these standard terms and conditions and any other terms and
condition included in this agreement, these standard contract terms and conditions, Attachment "A", will
govern.
NON-AVAILABILTY OF FUNDS
It is understood that if the department fails to receive sufficient appropriation of funds or authorization
for the expenditure of sufficient funds to provide for the continuation of the contract or the lawful order
issued in or for any fiscal year during the Term of this contract, the contract and all lawful order's issued
shall terminate on the date said funds are no longer available without any termination charges or liability
incurring to the City. The City shall certify and warrant in writing that sufficient funds have not been
appropriated or authorized to continue this amendment. Non-Availability of Funds or failure to receive
authorization for the expenditure of sufficient funds as used herein means a level of funding that results
in less funding than that which was allocated to department in the immediately preceding fiscal year.
INDEMNIFICATION
The consultant agrees to defend, indemnify and hold Riverton City, the City Council, the Mayor, and all
employees (collectively the "Indemnities") free and harmless from and against all losses, claims, liens,
demands, lawsuits, judgments or liability including but not limited to general liability, automobile, and
professional errors and omissions liability, arising out of the negligent acts, errors and omissions of the
consultant in performing the services described including the amount of judgment, penalties, interest,
court costs and legal fees incurred by the Indemnities or any of them in defense of the same, arising in
favor of any party, including governmental agencies or bodies, on account of, but not limited to, taxes,
claims, liens, debts, personal injuries, death or damages to property (including property of Indemnities).
The Consultant further agrees to; investigate, handle, respond to, provide defense for and defend any
such claim, demand or cause of action at its sole expense, and agrees to bear all other costs and expenses
related thereto, and, release, indemnify and hold the City, its officers, agents and employees harmless
from liability of any kind or nature, including the consultant use of any copyrighted or uncopyrighted
composition, secret process, patented or unpatented invention, article or appliance furnished or used in
the performance of this contract.
Riverton City is a governmental entity under the Governmental Immunity Act and waives no defenses,
limits of liability or other rights.
INSURANCE
Riverton City requires the insurance provider to be rated an A- or better or a financial category of VII (7)
or Higher as rated by AM Best Ratings.
Workers Compensation insurance, sufficient to cover all employees in the employ during the term of the
contract including any renewal thereof must be maintained. Coverage amount should be a required by
Utah Workmen's Compensation Laws. All subcontractors are required to also carry workers
compensation insurance as specified above. The City will require employees from companies who choose
to not carry workers compensation insurance, (three or less employees) to obtain a Workers
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Compensation Waiver Form from the State of Utah.
Workers Compensation insurance, sufficient to cover all employees in the employ during the term of the
contract including any renewal thereof must be maintained. Coverage amount should be a required by
Utah Workmen's Compensation Laws.
Professional Liability insurance in the amount of $1,000,000.00 must be maintained during the term of
the contract.
Commercial General Liability insurance in the amount of $1,000,000.00 per occurrence with an aggregate
of $2,000,000.00.
Commercial Auto insurance in the amount of $1,000,000.00 per occurrence with an aggregate of
$2,000,000.00. The insurance must apply to hired, not owned and owned vehicles.
Insurance needs to include Project Name with the location and description of the project, and the Project
Number and Bid Number (if known). Insurance must name as the certificate holder; Riverton City, its
elected officials, appointed officials, officers, employees and volunteers. Coverage is for all operation
performed by or on behalf of the named insured.
Riverton City will assume no liabilities for the contractor including any of the contractor's representatives,
employees or properties, and agrees to, at all times, protect, indemnify, defend and hold harmless the
City and City employees from any and all claims
Insurance provided is required to be primary and non-contributory.
Proof of coverage must be provided before work can begin, and agrees to provide proof of insurance
upon demand by the City throughout the terms of the contract. The insurance must have a 30 day written
cancelation notice. If any of the required insurance coverage is cancelled or lapse, the City may at the
City's discretion, obtain substitute coverage at reasonable rates. The City may deduct the cost of such
coverage, plus 10% for administrative charges, from any monies that are owing to contractor.
INDEPENDENT CONTRACT
It is understood and agreed by the parties that the consultant is to act in the capacity of an independent
contractor and as such will have no authorization, express or implied to bind Riverton City to any
agreements. Consultant's officers and employees shall not be considered as employees or officers of the
City and shall not be entitled to any employee benefits as City employees as a result of the execution of
this agreement.
ASSIGNMENT
The consultant shall not assign this agreement or assign, pledge transfer or otherwise dispose of its
interest or this agreement, without the specific consent of the City, and that no such assignment, pledge,
mortgage, transfer, or other disposition shall relieve the consultant of its obligations hereunder, nor shall
such an assignment of other disposition terminate any such claim or defense which the City may have.
Riverton City may assert any claim or defense it may have against the consultant and against any such
assignee.
WORKFORCE
The consultant agrees to register and participate in a Status Verification System such as E-Verify, to verify
the work eligibility status of the consultant new employees that are employed in the state. The consultant
further agrees to have each contractor or subcontractor who works for or under main consultant, certify
by affidavit that the contractor or subcontractor has verified through a Status Verification System the
employment status of each new employee of the respective contractor or subcontractor.
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STANDARD OF CARE
Consultant services shall be performed in accordance with the skill and care ordinarily exercised by
members of the same profession performing the same or similar services at the time consultant's services
are performed. Consultant shall, at consultant's sole expense, redo any services not meeting this
standard.
TAXATION
It is understood and agreed that the contractor shall pay and discharge all license fees, assessments, sales,
use, property and other tax or taxes lawfully imposed.
NOTICES
All notices to be given under this agreement shall be made in writing and mailed to the other party at its
address as set forth herein or at such other address as the party may provide in writing from time to time.
Such notice shall be mailed, return receipt requested, to the parties as follows:
Consultant __________________________________________
__________________________________________
__________________________________________
NO OFFICER OR EMPLOYEE INTEREST
It is understood and agreed that no officer or employee of Riverton City has or shall have any pecuniary
interest, direct or indirect, in this agreement or the proceeds thereof. No officer or employee of the
consultant or any member of their families shall serve on any City board or committee or hold any such
position which either by rule, practice, or action nominates, recommends, or supervises consultant's
operations, or authorizes funding of payments to the consultant.
AFFIDAVITS
At the time of, or prior to, commencing work, the consultant shall submit a sworn affidavit from each
officer, employee or agent of the consultant who has been in contact or communicated with any officer,
agent, or employee of the City during the past calendar year concerning the provision of these goods and
services. The affidavit shall contain the following statement:
"I do solemnly swear that neither I, nor to the best of my knowledge, any member of my firm or company,
has either directly or indirectly restrained free and competitive bidding by entering into any agreement,
participating in any collusion, or otherwise taken any action unauthorized by the governing body of the
City, or in violation of applicable law to secure favorable treatment with respect to being awarded this
contract."
At the time of, or prior to, contracting, the contractor shall submit a sworn affidavit that the company is
not currently engaged in a boycott of the State of Israel, or an economic boycott. The company further
agrees not to engage in a boycott of the State of Israel for the duration of the contract and to notify the
City in writing if the company begins engaging in an economic boycott.
U.C. Section 63G-27-201.
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