Project Information

Bid Title

Request for Proposal - Boards and Commissions Software Platform (Closes 03/06/2026)

Issuing Agency

Ogden City

Location

Utah

Published Date

Feb 19, 2026

Closing Date

Mar 6, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Request for Proposal - Boards and Commissions Software Platform (Closes 03/06/2026)

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OGDEN CITY CORPORATION

REQUEST FOR PROPOSAL

Boards and Commissions Software Platform

Prepared by Chris Anwiler

Management Services/Information Technology

2/11/2026

OGDEN CITY CORPORATION

REQUEST FOR PROPOSAL

Boards and Commissions Software Platform

Advertisement

The City of Ogden, Utah, through its Records Department, is seeking proposals from qualified vendors to

provide a modern Boards and Commissions management platform. The City’s objective is to identify and

select a platform to easily centralize and standardize the management of Ogden City’s 15+ boards and

commissions while ensuring accuracy, transparency and compliance with City policies and applicable legal

requirements.

Proposal packets are available and may be downloaded from the Ogden City website at

https://www.ogdencity.gov/264/Purchasing.

Proposers are responsible for securing any and all addenda issued.

Sealed responses to this RFP shall be submitted to the Purchasing Office, c/o 2nd Floor

Information / Constable Desk, 2549 Washington Blvd, Ogden, UT, 84401 by March 6, 2026, no

later than 1 PM. LATE PROPOSALS WILL NOT BE ACCEPTED.

Ogden City reserves the right to accept or reject any proposal as it best serves its convenience

and/or is found to be in the best interest of the City.

Ad Published: February 14 & 21, 2026

Boards & Commissions Software Platform RFP | 2

OGDEN CITY CORPORATION

REQUEST FOR PROPOSAL

Boards and Commissions Software Platform

I. INTRODUCTION

The City of Ogden, Utah, through its Records department, is seeking proposals from qualified

vendors to provide a software platform to streamline and simplify the administration and

management of Ogden City’s 15+ boards and commissions. The platform must be able to support

the following goals and objectives:

Goals/Objectives

 Easily manage member rosters and allow for flexible role structures.

 Publish board/commission rosters, meeting schedules, and documents for public

viewing.

 Management of rules, terms and term limits.

 Provide automated notifications and reminders for members and staff

 Support for applications of interest to serve on a board or commissions and provide

status tracking.

 Provide role-based access control.

 Encryption of sensitive data at rest/in transit.

These goals help ensure that the RFP process addresses all critical aspects and needs of the Records

Department, leading to well-informed vendor proposals and successful project outcomes.

It is anticipated that this RFP process will result in one OR may result in multiple contracts

awarded. The RFP document will become part of the final contract. The contract will be issued for

a total period of three (3) years.

Boards & Commissions Software Platform RFP | 3

II. SCOPE OF WORK or SPECIFICATIONS – Refer to Exhibit A

III. RESPONSE TO RFP

Ogden City is seeking proposals from offerors capable of providing all the work described

in the Scope of Work, including attachments.

A. Each Proposal must include, as a minimum, the following information:

1. Authorized Representative – Indicate name, address, email, and telephone number of

the company submitting the proposal.

a. Include the name and contact information of the person designated as authorized to

contractually bind the offer.

2. Company Experience- A description of the firm’s experience and capability of

fulfilling this contract if awarded.

a. Include company history with biographies and/or resumes for principal contacts.

3. Team Information – Provide the names of any outside consultants and/or

subcontractors to be utilized, including contact information and a brief description of

their role(s) in the project.

4. Cost Proposal and Implementation Timeline – A detailed breakdown of the proposed

costs and timeframes to complete the project, including end-user training. Include a

price guarantee period.

5. System functionality and Capabilities – Provide a detailed description of the platform’s

core or key functionalities and capabilities.

6. Security, Compliance, and Risk Management - Provide your organization’s compliance

framework, data protection policies, and adherence to applicable regulations and

standards, (e.g., SOC2, HIPPA, CJIS)

7. Support Availability/SLA – Provide a description of your support model, including

coverage hours, response time commitments and escalation paths. Include a copy or

summary of your standard SLA, outlining metrics for uptime, incident response, and

resolution targets.

8. References – Provide list of at least three references; include project dates, scope,

summary of work performed, and contact information. Include letters of

recommendation, if available.

B. Proposals are to be no longer than 20 pages. Double-sided pages count as two pages.

Boards & Commissions Software Platform RFP | 4

C. For City record-keeping purposes, please do not use spiral or wire binding methods.

The following methods will be accepted:

a. Submitted as loose leaf with binder clip

b. Submitted in a regular 3-ring binder

D. Proposals submitted to Ogden City are considered public records, unless protected within

Utah Code 63G-2-1.

IV. EVALUATION OF PROPOSALS

Proposals will be evaluated in accordance with the criteria listed below:

A. System Functionality, Capabilities

30 Possible Points

B. Security, Compliance, Risk Management

25 Possible Points

C. Implementation and Training Timelines

15 Possible Points

D. Vendor Experience, Support and SLAs

15 Possible Points

E. Cost and Value

15 Possible Points

A total of 100 possible points may be awarded to one proposal.

The selection committee will primarily be composed of City employees. On occasion,

consultants may be invited to participate in the review.

Note that proposals that are received after the deadline or do not conform to the RFP

requirements may be deemed non-responsive and eliminated. Each Proposer bears sole

responsibility for the items included or not included in the response submitted by that

Proposer.

All proposals in response to this RFP will be evaluated in a manner consistent with the

Ogden City policies and procedures. Ogden City reserves the right to disqualify any

proposal that includes significant deviations or exceptions to the terms, conditions, and/or

specifications in this RFP. Ogden City reserves the right to disqualify a proposal due to

any late response, no response, or missed deadline.

In the initial phase of the evaluation process, the selection committee will review all

responsive proposals which in the judgement of the evaluation committee fail to offer

Boards & Commissions Software Platform RFP | 5

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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