SLED Opportunity · UTAH · CANYONS DISTRICT PROCUREMENT
AI Summary
Canyons School District seeks proposals for merchant account services to update and integrate payment processing systems across multiple schools, including online and onsite payments, with strong security and reporting features. Contract is one year with possible extensions.
The purpose of this Request for Proposal (RFP) is to solicit competitive from qualified Suppliers for a merchant account services program for Canyons School District (CSD). CSD operates twenty nine (29) elementary schools, eight (8) middle schools and five (5) high schools and three (3) alternative schools. CSD has determined the need to update online payment products, integrated point-of-sale (POS), ticketing and events, online forms and schedules (camps, clinics, field trips, tournaments, student travel, etc.), reoccurring payments, registration payments, community education catalogs, etc. No manual entry will be required by CSD. It is anticipated that this RFP may result in a contract award to a qualified (Supplier) as needed and as defined further in the Event Details. This RFP is designed to provide interested Suppliers with sufficient basic information to submit proposals meeting minimum requirements, but is not intended to limit a proposal’s content or exclude any relevant or essential data. All proposal preparation costs and any associated activities related to this RFP are the sole responsibility of the Supplier. When using Utah State Contract pricing, please reference a contract number. All solicitation responses must be submitted electronically through Ion Wave. Eligibility Requirements The proposing Supplier must be properly licensed to do business in the State of Utah. Credit Card Payment Experience The firm must have three (3) years of accepting credit card payments and be Payment Card Industry (PCI) and Data Security Standard (DSS) compliant. Auto Uploading & Interfacing Experience The firm must be able to upload and interface with the Skyward software system now updated to Q by Skyward. This includes online payment products, integrated point-of-sale (POS), ticketing and events, online forms and schedules (camps, clinics, field trips, tournaments, student travel, etc.), reoccurring payments, registration payments, community education catalogs, etc. No manual entry will be required by CSD. Payment Acceptance The firm must be able to accept card, eCheck, Apple Pay and Microsoft Wallet payments online, through mobile devices, and at onsite locations (i.e. school’s front office) and offsite locations (events sales and concessions). Canyons has 8 middle schools, 5 high schools, 3 specialty schools, 1 community education and the district office that will accept payments. The hope is to expand to include event payments by mobile device and if possible school lunch programs for 29 elementary schools. Refund Issuance Process The firm must be able to have a process for issuing refunds and allow for voids. Multiple Location Capabilities The firm must allow for a merchant account at various locations throughout CSD see map included under the attachments tab. Fund Deposit Timeline The firm must deposit funds into each individual school or CSD bank account within 48 hours of payment. Security The firm must indicate security plans to protect information and detail the back-up process of data, as well as daily back-up plans for server down time. Detail secured access by user per location account. Monthly Reports The firm must detail reporting capabilities by location account, type of reports available (daily, monthly, etc.), and reconciliation reports. General Information A. Inquiries All inquiries relative to this RFP must be submitted through Ion Wave and will be answered through and Ion Wave up to the Q & A deadline. B. RFP Award When the award is made, it will be posted in Ion Wave. In the event that the RFP is canceled after the closing date, that information will be posted on Ion Wave as well. C. Right of Rejection CSD reserves the right to reject the low bid if the products bid are not equal to or better than the items listed on the Price Schedule and/or are not acceptable in appearance, durability, and performance (applicable if samples are requested and evaluated). D. Contract Period This agreement shall commence on the date of the RFP award by the Board of Education and continue for one (1) year. Each bid must include an option whereby CSD, at its sole discretion, can extend the contract annually for up to four (4) additional years with the same terms, prices, and conditions set forth in this document and/or as negotiated between the successful supplier and the Procurement Officer. The option shall be exercisable at the end of the first year. If the option is not exercised, then the contract shall automatically expire at the end of the contract term. Notice of exercise of the option must be given at least thirty (30) days prior to the end of the contract term. E. Contract Pricing The contract will be a Firm Fixed Price Contract. Consideration for bid price increases or decreases will be made only for extreme changes in market conditions, as determined and agreed upon by the CSD Procurement Officer and the supplier. F. Oral Presentations An oral presentation by the proposing Supplier to expand on their submitted proposal may be required. Presentations will be scheduled after the submission of proposals. More information about the required presentation content will be addressed at that time. Technical Proposal Requirements Proposing Suppliers are expected to complete Schedules A-E (in Attachments) and upload as part of of their proposal. Schedule F (Price) should be uploaded as a separate file. Evaluation of Proposals Evaluation Criteria CSD will evaluate each proposal submitted based on responsiveness to CSD’s overall needs. The award of contract, if made, will be to the supplier(s) who are responsive and responsible to all administrative and technical requirements of the RFP; who has demonstrated competence and qualifications in regards to providing the services required; the pricing for the services offered; and who receives the highest rating based upon all of the criteria set forth in the RFP. n/a: Certification of Proposal (Schedule A) 10 Points: Executive Summary (Schedule B) 20 Points: Qualifications/Experience (Schedule C) 30 Points: Detailed Response (Schedule D) 10 Points: References (Schedule E) 30 Points: Price Proposal (Schedule F) Evaluation Method The schedules will be scored by an evaluation committee. Evaluators will score each section 1-5 (1 being low and 5 being high). Scores will then be multiplied by a specified number (see the example evaluation sheet.) Schedule F (Price) will be evaluated by the Purchasing Agent using the following point weight method: (Lowest Proposed Price / Each Individual Proposed Price) x 30 Points. NOTE: If price proposals are unclear and clarification is needed, the Purchasing Agent reserves the right to request a best and final offer from all submitting Suppliers. --- Q&A --- Q1: Can the district confirm the targeted go-live date. A1: April 2026 Submitted: 1/28/2026 07:59:47 AM (MT) Q2: In evaluating Schedule F pricing, will proposals be compared based on: Blended effective rate, or Individual line-item fees by card type and volume tier? A2: Mostly Blended effective rate, it would just depend on how the fees are presented. Submitted: 1/23/2026 05:17:07 PM (MT) Q3: What is the District’s desired go-live date for a new solution? A3: April 2026 Submitted: 1/23/2026 05:16:51 PM (MT) Q4: Would the District consider passing transaction or platform fees to end users to minimize costs paid by the District? A4: Potentially, though the School Board has been resistant in the past to do this. They will be the final approvers of the project. Submitted: 1/23/2026 05:15:36 PM (MT) Q5: What are the current payment processing rates paid by the District (percent and per-transaction fees)? A5: We are looking for a solution that costs us less than we pay now. Just over 3% on all Credit Card Transactions and close to the same on eCheck (ACH payments). RevTrak recently added a per transaction fee and we can't continue on a model like this. Submitted: 1/23/2026 05:15:21 PM (MT)
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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