ANIMAL CONTROL SOFTWARE

Agency:	County of Clark
State:	Washington
Type of Government:	State & Local
NAICS Category:	511210 - Software Publishers 541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services
Posted Date:	Dec 6, 2023
Due Date:	Jan 10, 2024
Solicitation No:	RFP Number: 879
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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REQUEST for PROPOSAL #879

PROFESSIONAL, TECHNICAL AND EXPERT SERVICES

Clark County Washington

RELEASE DATE: WEDNESDAY, DECEMBER 6, 2023

DUE DATE: WEDNESDAY, JANUARY 10, 2024 by 1:30 pm

Request for Proposal for:

ANIMAL CONTROL SOFTWARE

SUBMIT:

One (1) Original

Four (4) Complete Copies

of the Proposal to:

Shipping Method of your Choice or Hand Delivery

United States Postal Service

Clark County

ATTN: Office of Purchasing

1300 Franklin Street, 6th Floor, Suite 650

Vancouver WA 98660

564-397-2323

Clark County

ATTN: Office of Purchasing

PO Box 5000

Vancouver WA 98666-5000

564-397-2323

Office Hours: 8:00 am – 3:00 pm, Monday – Friday, except Legal Holidays.

No electronic submissions.

**Proposals must be delivered to the Purchasing office – No Exceptions

**Proposals must be date and time stamped by Purchasing staff by 1:30 pm on due date.

**Proposal shall be sealed and clearly marked on the package cover with RFP #, Title & Company Name

Refer Questions to Project Manager:

Mark Elworthy

IT Project Manager

Mark.Elworthy@clark.wa.gov

564-397-4577

General Terms and Conditions

ADMINISTRATIVE REQUIREMENTS - Contractors shall comply with all management and

administrative requirements established by Washington Administrative Code (WAC), the

Revised Code of the State of Washington (RCW), and any subsequent amendments or

modifications, as applicable to providers licensed in the State of Washington.

ALL proposals submitted become the property of Clark County. It is understood and agreed

that the prospective Proposer claims no proprietary rights to the ideas and written materials

contained in or attached to the proposal submitted. Clark County has the right to reject or

accept proprietary information.

AUTHORSHIP - Applicants must identify any assistance provided by agencies or indivi-

duals outside the proposers own organization in preparing the proposal. No contingent

fees for such assistance will be allowed to be paid under any contract resulting from this

RFP.

CANCELLATION OF AWARD - Clark County reserves the right to immediately cancel an

award if the contractual agreement has not been entered into by both parties or if new state

regulations or policy make it necessary to change the program purpose or content,

discontinue such programs, or impose funding reductions. In those cases where

negotiation of contract activities are necessary, Clark County reserves the right to limit the

period of negotiation to sixty (60) days after which time funds may be unencumbered.

CONFIDENTIALLY - Proposer shall comply with all applicable state and federal laws

governing the confidentiality of information.

INDEPENDENT PRICE DETERMINATION - The prospective contractor guarantees that,

in connection with this proposal, the prices and/or cost data have been arrived at

independently, without consultation, communication, or agreement for the purpose of

restricting competition. This does not preclude or impede the formation of a consortium

of companies and/or agencies for purposes of engaging in jointly sponsored proposals.

INTERLOCAL AGREEMENT - Clark County has made this RFP subject to Washington

State statute RCW 39.34. Therefore, the proposer may, at the proposers option, extend

identical prices and services to other public agencies wishing to participate in this RFP.

Each public agency wishing to utilize this RFP will issue a purchase order (or contract)

binding only their agency. Each contract is between the proposer and the individual agency

with no liability to Clark County.

LIMITATION - This RFP does not commit Clark County to award a contract, to pay any

costs incurred in the preparation of a response to this RFP, or to procure or contract for

services or supplies.

LATE PROPOSALS - A proposal received after the date and time indicated above will not

be accepted. No exceptions will be made.

ORAL PRESENTATIONS - An oral presentation may be required of those prospective

contractors whose proposals are under consideration. Prospective contractors may be

informed that an oral presentation is desired and will be notified of the date, time and

location the oral presentation is to be conducted.

CONFLICT OF INTEREST - All proposals submitted must contain a statement disclosing

or denying any interest, financial or otherwise, that any employee or official of Clark County

or the appropriate Advisory Board may have in the proposing agency or proposed project.

OTHER AUDIT/MONITORING REQUIREMENTS - In addition, auditing or monitoring for

the following purposes will be conducted at the discretion of Clark County: Fund

accountability; Contract compliance; and Program performance.

CONSORTIUM OF AGENCIES - Any consortium of companies or agencies submitting a

proposal must certify that each company or agency of the consortium can meet the

requirements set forth in the RFP.

COST OF PROPOSAL & AWARD - The contract award will not be final until Clark County

and the prospective contractor have executed a contractual agreement. The contractual

agreement consists of the following parts: (a) the basic provisions and general terms and

conditions, (b) the special terms and conditions, (c) the project description and goals

(Statement of Work), and (d) the budget and payment terms. Clark County is not

responsible for any costs incurred prior to the effective date of the contract. Clark County

reserves the right to make an award without further negotiation of the proposal submitted.

Therefore, the proposal should be submitted in final form from a budgetary, technical, and

programmatic standpoint.

DISPUTES - Clark County encourages the use of informal resolution to address complaints

or disputes arising over any actions in implementing the provisions of this RFP. Written

complaints should be addressed to Clark County – Purchasing, P.O. Box 5000, Vancouver,

Washington 98666-5000.

DIVERSITY IN EMPLOYMENT AND CONTRACTING REQUIREMENTS - It is the

policy of Clark County to require equal opportunity in employment and services subject

to eligibility standards that may be required for a specific program. Clark County is an

equal opportunity employer and is committed to providing equal opportunity in

employment and in access to the provision of all county services. Clark County's Equal

Employment

Opportunity

Plan

available

http://www.clark.wa.gov/hr/documents.html. This commitment applies regardless of

race, color, religion, creed, sex, marital status, national origin, disability, age, veteran

status, on-the-job injury, or sexual orientation. Employment decisions are made without

consideration of these or any other factors that are prohibited by law. In compliance with

department of Labor Regulations implementing Section 504 of the rehabilitation Act of

1973, as amended, no qualified handicapped individual shall be discriminated against

in admission or access to any program or activity. The prospective contractor must agree

to provide equal opportunity in the administration of the contract, and its subcontracts or

other agreements.

ENVIRONMENTALLY RESPONSIBLE PURCHASING PROGRAM - Clark County has

implemented an Environmentally Responsible Purchasing Policy with a goal to reduce

negative impacts on human health and the environment. Negative environmental

impacts include, but are not limited to, greenhouse gases, air pollution emissions, water

contamination, waste from the manufacturing process and waste in packaging. This

policy also seeks to increase: 1) water and energy efficiency; 2) renewable energy

sources; 3) use of products with recycled content; 4) product durability; 5) use of

products that can be recycled, reused, or composted at the end of its life cycle. Product

criteria have been established on the Green Purchasing List

https://clark.wa.gov/sites/default/files/dept/files/general-

services/Purchasing/ERP%20Policy.pdf

PRICE WARRANT - The proposer shall warrant that the costs quoted for services in

response to the RFP are not in excess of those which would be charged any other individual

or entity for the same services performed by the prospective contractor, in a similar

socioeconomic, geographical region.

PROTESTS - Must be submitted to the Purchasing Department.

PUBLIC SAFETY - May require limiting access to public work sites, public facilities, and

public offices, sometimes without advance notice. The successful Proposer’s employees

and agents shall carry sufficient identification to show by whom they are employed and

display it upon request to security personnel. County project managers have discretion

to require the successful Proposer’s employees and agents to be escorted to and from

any public office, facility or work site if national or local security appears to require it.

ACCEPTANCE or REJECTION OF PROPOSALS - Clark County reserves the right to

accept or reject any or all proposals received as a result of this RFP, to negotiate with any

or all prospective contractors on modifications to proposals, to waive formalities, to

postpone award, or to cancel in part or in its entirety this RFP if it is in the best interest of

Clark County to do so.

SUBCONTRACTING - No activities or services included as a part of this proposal may

be subcontracted to another organization, firm, or individual without the approval of

Clark County. Such intent to subcontract shall be clearly identified in the proposal. It is

understood that the contractor is held responsible for the satisfactory accomplishment

of the service or activities included in a subcontract.

VERBAL PROPOSALS - Verbal proposals will not be considered in making the award of

any contract as a result of this RFP.

WORKERS COMPENSATION INSURANCE – The contractor shall comply with R.C.W.

Title 51- with minimum coverage limits of $500,000 for each accident, or provide

evidence that State law does not require such coverage.

FOR ALTERNATIVE FORMATS

Clark County ADA Office: V: 564-397-2322

ADA@clark.wa.gov

Request for Proposals

Table of Contents

PART I

PART II

PROPOSAL REQUIREMENTS

Section IA: General Information

1. Introduction

2. Background

3. Scope of Project

4. Project Funding

5. Timeline for Selection

6. Employment Verification

Section IB: Work Requirements

1. Required Services

2. County Performed Work

3. Deliverables and Schedule

4. Place of Performance

5. Period of Performance

6. Prevailing Wage

7. Debarred / Suspended

8. Americans with Disabilities Act (ADA) Information

9. Public Disclosure

10. Insurance/Bond

11. Plan Holders List

PROPOSAL PREPARATION AND SUBMITTAL

Section IIA: Pre-Submittal Meeting/Clarification

1. Pre-Submittal Meeting

2. Proposal Clarification

PART III

Section IIB: Proposal Submission

1. Proposals Due

2. Proposal

Section IIC: Proposal Content

1. Cover Sheet

2. Project Team

3. Management Approach

4. Respondent’s Capabilities

5. Project Approach and Understanding

6. Proposed Cost

7. Employment Verification

PROPOSAL EVALUATION & CONTRACT AWARD

Section IIIA: Proposal Review and Selection

1. Evaluation and Selection

2. Evaluation Criteria Scoring

Section IIIB: Contract Award

1. Consultant Selection

2. Contract Development

3. Award Review

4. Orientation/Kick-off Meeting

ATTACHMENTS

A: Proposal Cover Sheet

B: Letter of Interest

C: Certification Regarding Debarment, Suspension and Other Responsibility Matters Form

D. Software Requirements

E. Cybersecurity Questionnaire

Request for Proposal #879

Animal Control Software

Part I

Proposal Requirements

Section IA

1. Introduction

General Information

This RFP is presented to secure Professional Services to develop, configure, implement, host,

support and maintain Animal Control software to replace that in current use by Clark County.

It includes replacement of the software that is specifically used for Pet Licensing plus Animal

Control Complaint Administration and Case Management & Enforcement. Additionally, to

include implementation of software to be used for Animal Facility License application and

management.

The primary drivers for this project are modernization that will promote increased online

business and provide broader integration in support of department operations.

This project’s success will be based on the alignment of Clark County’s requirements and the

Out-Of-Box solution proposed. The high-level requirements provided cover the Animal

Control Department’s needs for Pet Licensing, Animal Protection & Control Administration,

and Animal Facility Licensing. The proposers will compare these requirements to their own

Out of Box Solution to develop a proposal. A well-qualified proposal will provide a solution

that is favorably matched to Clark County’s requirements at minimal cost, with minimal

configuration and no customization.

If your company contact details are not on the Plan Holder List at

https://clark.wa.gov/internal-services/request-proposal-1

Attachment B, Letter of Interest must be submitted to participate in this RFP.

Proposers shall respond to all sections to be considered.

Clark County has made this Request for Proposal subject to Washington State statute RCW

39.34. Therefore, the proposer may, at the proposers’ option, extend identical prices and

services to other public agencies wishing to participate in this RFP. Each public agency wishing

to utilize this proposal will issue a purchase order (or contract) binding only their agency. Each

contract is between the proposer and the individual agency with no liability to Clark County.

2. Background

The current systems used by Clark County Animal Control will be replaced by this project. The

systems in scope are used for Pet Licensing, Animal Protection & Control Administration, and

Animal Facility Licensing.

Pet License – Currently Pet Licensing is a stand-alone application that utilizes our Tidemark

database. Much of the current Tidemark system use has already been replaced with the goal

of retiring the system soon after this project is implemented.

Animal Protection & Control Administration - Replacement of the current Rescue Connections

system supporting Animal Control Complaint and Case Management & Enforcement.

Animal Facility Licensing – Replacement of the current manual business process.

The most successful Proposals will deliver functionality that meets Clark County’s needs in

replacement of the above as fully as possible directly Out of the Box.

Request for Proposal #879

Animal Control Software

3. Scope of Project

The scope of this project is established by the effective replacement of the Animal Control

business functions which are listed below in general terms. The Animal Control Software

Requirements (Attachment D) provides further depth regarding the functional and technical

needs.

Pet Licensing

• Pet Licensing – new & renewal (including Retail Lockbox)

• Jurisdiction validation

• Fee Payment

o Online, E-check, check & cash

o Multiple discounts, including Age Verification & special cases

• Agent Support – shelters & vets

• Rabies Certificates

• Tag Management

• Data Conversion – required (all data starting 2020)

• Donations

Animal Protection & Control Administration

• Complaint Management

• Jurisdiction validation

• Case Management & Enforcement

• Fine payment

o Online, E-check, check & cash

o Support payment plans

• Dangerous Dog & Wild Animal Inspections Management

• Data Conversion – limited manual conducted by Clark County

Animal Facility License

• Animal Facility Licensing – new & renewal

• Jurisdiction validation

• Inspections Management

• Fee payment

o Online, E-check, check & cash

• Data Conversion – limited manual conducted by Clark County

Technical

• Out of Box Solutions with “minimal” configuration

• Hosted Soluti8on (preferred)

• Public Portal – mobile friendly

• Mobile “inspections” are optional, but highly desirable

Integration

• Point and Pay (preferred)

• GIS (preferred)

ANIMAL CONTROL SOFTWARE

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