20250613 Employee Portal & Scheduling Platform

The Bristol Virginia Utilities Authority is soliciting bids for the development of a comprehensive employee portal and scheduling platform, with the solicitation identified as IFB 20250613. The project aims to replace existing fragmented tools with a centralized, secure, and modern web-based system that enhances internal communication, operational transparency, and scalability. The platform will include key components such as an employee directory integrated with Microsoft Entra ID for single sign-on and real-time data synchronization, an outage notification system allowing employees to report outages and notify stakeholders via email and SMS, and a scheduling system for meter read dates with both tabular and calendar views. The contract is expected to be a firm fixed-price arrangement with a total value ranging from $500,000 to $1,500,000, and the performance period is aligned with the bid submission timeline, with bids due by July 8, 2025, and the possibility of multiple awards based on the lowest responsible bid that best meets BVUA’s needs. The solicitation emphasizes strict adherence to submission guidelines, including the submission of various attachments such as a cover letter, signature sheet, scope of services, bid form, proprietary information, and authority to transact business in Virginia. The contract incorporates comprehensive FAR clauses covering legal protections, confidentiality, dispute resolution, and compliance with safety, employment, and anti-discrimination laws. It also details the evaluation process, which prioritizes responsiveness and responsibility, and reserves the right to reject any or all bids or make multiple awards. The scope of work specifies a focus on modular, test-driven development, automated testing, and post-deployment support to ensure a reliable, maintainable, and scalable platform tailored to BVUA’s operational needs.