Project Information

Bid Title

RFP 257-26  Text-Based Communication Solution

Issuing Agency

City of Riverton

Location

Utah

Published Date

Jul 9, 2026

Closing Date

Jul 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

description	opening date	closing date
RFP 257-26  Text-Based Communication Solution	July 09, 2026 :	July 21, 2026 2:00 PM

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Purchasing Department

12830 S Redwood Rd

Riverton, UT 84065

801-208-3175

REQUEST FOR PROPOSAL #257-26

PURPOSE OF REQUEST:

The purpose of this Request for Proposal, hereinafter referred to as RFP, is to establish a contract for

a text-based communication solution allowing residents and City to communicate via text messaging. The

city currently has a text-based solution.

RESPONSE DATE AND LOCATION:

Offers must be received by 2:00 PM on July 21, 2026.

Offers may be electronically submitted at ccalvert@rivertonutah.gov. The reference number for this

RFP is #257-26. 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 257-26. 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 seeks to contract for a text-based communication solution allowing residents and City to

communicate via text messaging. The City’s population is approximately 52,000. The city currently has

a text-based communication solution and 17,000 residents are signed up to receive texts.

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 text-based communication solution must include the following capabilities.

1. Need to have an easy way for residents to subscribe to receive texts. Like texting a keyword to a

five-digit number, widget we can add to the app or website, etc.

2. Need to be able to create custom group lists so we can send event-related messages to an event

list, contest/campaign info to a contest/campaign list, etc.

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3. Need to have a geofence feature where we could draw on a map the area we want to send texts

to in the event of a water/power outage, water boil order, police event, etc.

4. The city has a list of 17,000 phone numbers who are currently signed up to receive texts from

the city. The proposed solution must be able to import the 17,000 contacts.

5. Should have the ability to include attachments to text messages.

6. Data ownership of all information that is gathered under the term of the agreement belongs to

Riverton City. Data is not intended for other uses and may not be used by others.

7. Must have the capability to extract the lists/numbers at any time.

8. If proposed solution is cloud service, it must be hosted on a government compliant provider.

9. Must be compliant with all texting laws in Utah, such as user consent management (opt-in/opt-

out), consent logging and audit trails, automatic handling of STOP/HELP keywords (for SMS),

data encryption and secure storage, message retention policies, user authentication and access

controls, etc.

PROPOSAL FORMAT:

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 andmailing 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.

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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 to and methodology for completing the services requested, which must

include a detailed description of the proposed approach and a preliminary proposed

timeline for implementation.

6. Proposal Costs:

Provide a price for the following:

- Software solution

- Unlimited users & departments

- Unlimited support

- 100 GB managed online data storage

- 150,000 text messages per year

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.

- The annual renewal fee for four years following the first-year.

Provide a price for the following add-on options:

- Additional 100 GB of Storage

- Additional 25,000 text messages per year

- Additional 50,000 text messages per year

- Additional 100,000 text messages per year

- Any additional add-on options proposed solution has

7. 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.

 Experience, Qualifications & Proposed Solution (firm and personnel & software) - 50%

 Cost - 30%

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 Approach, Methodology & Deployment - 20%

The city 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:

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

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Commodity Codes

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

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