SLCoLIB124229 Consolidated Notices & Mass Marketing Email System

The Salt Lake County Library Services issued a comprehensive RFP seeking a qualified vendor to deliver an integrated notification and marketing email system compatible with their existing Innovative Polaris Integrated Library System. The system must support various notice types—such as holds, overdue, and pre-due notices—delivered via email, SMS, and phone, with capabilities for customization, branding, and personalization. Additionally, the marketing component should enable advanced features like drag-and-drop email creation, segmentation, triggered campaigns, and integration with the library’s catalog and website. The project emphasizes data security, compliance with accessibility standards, and the ability to handle large message volumes monthly. The contract, governed by county-specific terms, Utah law, and referenced federal standards, is expected to span six years, with an initial implementation period and options for renewal. Key contractual clauses include strict adherence to laws, confidentiality, security protocols—including background checks for personnel—and provisions for contract modifications, subcontracting, and performance acceptance. The procurement process involves a detailed evaluation based on a program proposal (weighted at 75%) and pricing (25%). Proposals must be submitted electronically via the Bonfire portal by October 23, 2025, in three separate PDFs: a narrative limited to 25 pages, a detailed pricing document, and optional supplemental attachments. The contract stipulates clear milestones, acceptance procedures at the County’s facilities, and quality standards aligned with technical specifications and professional practices. Additional special requirements include mandatory background checks for personnel accessing secure facilities or data, certifications for environmental compliance, employment verification via the Utah Status Verification System, and adherence to preferences for veteran employment and health benefits. The agreement’s structure emphasizes a strict order of precedence among contract documents, detailed invoicing procedures, and the need for compliance with security, confidentiality, and licensing requirements, ensuring a robust framework for project delivery and ongoing support.