Clinic Software System

City of Tulsa Finance Department
October 23, 2026
Request for Proposal 27-911
Addendum #1
Please note the following changes which have been made for clarification to this Request for
Proposal. This addendum must be listed as Addendum #1 on the ACKNOWLEDGMENT OF
RECEIPT OF ADDENDA/AMENDMENTS of the bid package as verification that you have
received and are aware of the information contained herein.
QUESTIONS/CLARIFICATION/CHANGES:
QUESTIONS:
1. Is the incumbent system being fully replaced, or will integration with existing systems be
required? The incumbent system is being fully replaced.
2. Approximately how many active and historical animal records will need to be migrated?
The City will not be expecting to migrate any records over. They will be starting with a
clean slate.
3. Are integration specifications available for Paymentus and microchip registry systems?
a. Paymentus currently functions as a front-end payment collection solution for card-based
transactions at Tulsa Animal Services. Currently, it does not integrate with any back-end
systems, and no biller accounts are configured. While integration and biller account
functionality are not required for current operations, they would be beneficial
enhancements.
4. What is the expected number of named users at go-live? Approximately 30.
5. What is the desired implementation timeline and target go-live date? Ideally 90-120 days.
6. Is a SaaS subscription model acceptable? Yes
1. Pricing (Response Question 9 and Exhibit A): Is the $6,000 per year limit firm, and does it
cover recurring costs only (licensing, hosting, support and maintenance), with one-time
implementation, configuration and training priced separately? If one-time costs are allowed,
should they be shown in Year 1 of the Exhibit A Price Sheet or listed separately? Tulsa Animal
Services would want the one-time implementation, configuration and training priced within that
$6,000 a year budget as well but they can submit their costs as they would need, and we can
evaluate if we can absorb any additional first year costs.
2. Paymentus (Section E): Which Paymentus products does the City use today for counter
payments, for example Paymentus Agent Dashboard or a Paymentus-provided card reader?
Should clinic payments go to an existing City biller account, or will the City set up a new one?
Is a Paymentus-hosted payment page plus a Paymentus card reader at the counter acceptable,
with the clinic system recording the confirmation number and holding no card data? Paymentus

RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
currently functions as a front-end payment collection solution for card-based transactions at
Tulsa Animal Services. Currently, it does not integrate with any back-end systems, and no
biller accounts are configured. While integration and biller account functionality are not
required for current operations, they would be beneficial enhancements.
3. Card readers: Will the City supply the card reader hardware through Paymentus, or should the
Respondent include it? Tulsa Animal Services already has card reader hardware in place we can
utilize.
4. Data migration: Does the City expect existing records (owners, animals, vaccination history)
to be migrated from Chameleon or another system into the clinic system? If so, roughly how
many records, and can the City provide an export? The City will not be expecting to migrate any
records over. They will be starting with a clean slate.
5. Volume: About how many clinic visits per month and how many staff users does the City
expect, and how many clinic days or locations? This will vary depending on veterinary
availability. Once the City hires another full-time vet this will be utilized more frequently.
Estimated 1-2 clinics per quarter initially, 1-2 days per clinic.
6. Microchip registration (C.5): Which microchip brands or registries does the clinic use today?
Would the City accept electronic submission to each registry beginning once that registry
approves the integration, with registrations tracked in the system and submitted on the registry's
site until then? Datamars
7. Text messages (C.6): Does the City have an existing text-messaging provider or short code it
prefers, or should the Respondent's messaging service be used? We will be using the
Respondents message service.
8. State reporting (C.3): Which municipal or Oklahoma veterinary reports does the clinic need to
submit today, for example rabies vaccination reports to a county health department? We must
have the ability to submit reports to the State if they are requested. This will not be a routine
thing.
9. Data Rider (Exhibit B): Exhibit B is marked "if required." Does it apply to this procurement,
and does the City's Seller Due Diligence process require a SOC 2 Type 2 report, or will a
completed security questionnaire suffice? For this use case, the Critical Questionnaire is
necessary. https://forms.cloud.microsoft/g/u2XWtVAAwz
The form is encrypted, but the vendor should not include sensitive information. ("Advanced
Firewall with antimalware" rather than "Cisco Firepower 3160") If the vendor has a security
professional, that'll ensure the best answers and protection of their information. The data Rider is
marked Required on page 15.
10. Submission: May the digital copy on the USB drive be a single PDF? A single PDF will be
sufficient.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
1. Please confirm whether the $6,000 annual maximum must include implementation and
onboarding, SMS usage, payment-processing or gateway charges, microchip-registry fees,
and all other third-party pass-through costs, or whether any of these items may be priced
separately. Tulsa Animal Services would want the one-time implementation, configuration
and training priced within that $6,000 a year budget as well but they can submit their costs
as they would need, and we can evaluate if we can absorb any additional first year costs.
2. Please provide the technical documentation and certification requirements for the required
Paymentus integration, including the approved card-reader models and whether the City
expects payments to be initiated within the clinic platform or through a separate Paymentus
interface. Paymentus currently functions as a front-end payment collection solution for card-
based transactions at Tulsa Animal Services. Currently, it does not integrate with any back-
end systems, and no biller accounts are configured. While integration and biller account
functionality are not required for current operations, they would be beneficial enhancements.
3. Does the scope require migration or synchronization of existing animal, owner, appointment,
service, or clinical data from Chameleon or other sources? If so, please identify the systems,
approximate record volumes, available export formats, required history, and expected
ongoing integration. This is a clean slate and does not require any migration or
synchronization.
4. Which microchip registries must be supported for direct electronic registration at go-live, and
would an API-based connection to the City's designated registry satisfy this requirement?
Datamars is the vendor and information can be found here: Integration - PetLink
5. Please clarify the expected delivery method and format for the nightly full copy of Protected
Data and confirm whether SOC 2 Type 2 certification is mandatory for this procurement or
will be determined through the City's post-selection risk assessment. For this please use the
Critical Questionnaire. https://forms.cloud.microsoft/g/u2XWtVAAwz The form is
encrypted, but the vendor should not include sensitive information. ("Advanced Firewall
with antimalware" rather than "Cisco Firepower 3160") If the vendor has a security
professional, that'll ensure the best answers and protection of their information. The data
Rider is marked Required on page 15.
CHANGES:
Submission Due Date Was: Wednesday, October 28, 2026
Submission Due Date is Now: Wednesday, November 4, 2026
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
Insurance Requirements were:
Commercial General Liability: $2,000,000.00
$1,000,000 each occurrence (Annual Aggregate)
Workers' Compensation (Statutory limits)
Cyber Liability (Annual Aggregate) $5,000,000.00
Insurance Requirements changed to:
Commercial General Liability: $2,000,000.00
$1,000,000 each occurrence (Annual Aggregate)
Technology Professional Liability (Errors & $2,000,000.00
Omissions / E&O) $1,000,000 per claim (Annual Aggregate)
Workers' Compensation (Statutory limits)
$5,000,000.00
Cyber Liability $1,000,000 per claim
(Annual Aggregate)
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
Request for Proposal
27-911
Professional Services for: Clinic Software System
Department: Tulsa Animal Services
NIGP Commodity Code(s): 208-68, 209-38, 208-81, 208-37,
958-23, 208-11, 208-60
RFP Schedule
EVENT DATE
RFP Issue Date 10/07/2026
Pre-Proposal Conference No Pre-Proposal Conference
Deadline for Questions 10/19/2026
Submit to assigned buyer via email. 10 Days prior to RFP due date
Proposal Due Date 1104/2026
Mail or deliver to City Clerk address. Proposals are open
the day after the due date.
If You have any questions or need additional information, contact the Assigned Buyer:
Donny Tiemann | dtiemann@cityoftulsa.org
All questions should be emailed with RFP 27-911 in the subject line.
Submit proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
I. OVERVIEW AND GOALS:
With this Request for Proposal (RFP), the City is soliciting proposals to secure
professional services to provide a cloud-based veterinary clinic software solution
for the City of Tulsa Animal Shelter.
We enthusiastically look forward to receiving Your proposal.
II. BACKGROUND:
The City of Tulsa Animal Shelter currently utilizes the Chameleon system, which is
designed primarily for the management of impounded animals. The system's data
structures and functional capabilities do not support outpatient or pet wellness and
support services. As a result, staff must employ alternative processes outside the
system's intended workflows. These operational constraints contribute to
inconsistent documentation, classification challenges, and reporting gaps for
community programs.
The organization requires a system that provides a reliable, structured method
for recording and managing clinical information for animals that are not admitted
as impounds.
III. TIMELINE:
The schedule below provides estimated dates for the RFP and contracting
process. The City of Tulsa may adjust this schedule as needed.
EVENT DATE
RFP Issue Date 10/07/2026
Pre-Proposal Conference No Pre-Proposal Conference
Deadline for Questions 10/19/2026
PROPOSAL DUE DATE 11/04/2026
Begin proposal evaluations 11/05/2026
Interviews with Respondents (anticipated) 11/16/2026
Negotiations with apparent successful 11/24/2026
Respondent begin (anticipated)
Execute contract (anticipated) 11/25/2026
Begin service delivery (anticipated) TBD
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
IV. SCOPE OF WORK:
The selected Respondent shall provide a fully cloud-based veterinary clinic
software system purpose-built for high-volume public services and clinical
workflows for citizen owned animals. The system must meet all functional,
operational, compliance, and reporting needs described by Tulsa Animal
Services.
The system must require no City-managed hosting, servers, VPN, or
infrastructure, and must be optimized for use in high-traffic clinic environments.
The system must meet all City security standards appropriate for its role and
data, as identified in the Due Diligence process.
The Respondent shall:
A. Provide and Configure the System
1. Deliver a fully cloud-based platform requiring no City-managed
infrastructure.
2. Configure user roles, workflows, service types, and documentation
templates appropriate for public spay/neuter, vaccinations,
microchipping, minor outpatient services, and owner-requested
euthanasia.
3. Ensure workflows support high-volume, streamlined clinic operations.
4. Provide secure, role-based access control for City staff.
5. Public facing portal that meets WCAG 2.1 or higher accessibility
standards.
6. Ensure that the software can be fully used on iPad/wireless devices.
7. The software must support 60-100+ users without additional licensing
costs.
8. The software must support QR codes or links for walk-in registration.
B. Clinical Record Keeping Requirements
1. Create and manage records for citizen owned animals.
2. Document all services performed, including spay/neuter, vaccines,
microchipping, and euthanasia.
3. Ensure proper categorization of owner-requested euthanasia as a
community service rather than a negative clinical outcome.
4. Maintain audit trails and user activity logs. Allow a user to have admin
privileges to add or remove users, as well as monitor user activity.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
5. Generate discharge and medical history for each animal. Rabies
certificates and vaccine history. Microchipping printing and emailing
aftercare instructions. Register microchips directly from the platform.
C. Reporting Requirements
1. Provide reporting capabilities for service volume, procedure types,
vaccine counts, and program utilization.
2. Allow the City to generate and export reports without Respondent
intervention.
3. Support compliance with applicable municipal or state veterinary
reporting requirements.
4. Legally complaint digital signature capture for consent forms, procedure
authorizations and rabies certificates.
5. Automatically submit registrations to supported registries electronically.
6. Software must be able to communicate effectively with citizens through
automated reminders, confirmations, follow-up instructions and
notifications via email, printable documents and text messages.
D. Training and Support
1. Provide training for all designated City staff.
2. Deliver training materials, including user guides and online resources.
3. Provide customer support and technical assistance throughout the
contract term.
4. Provide system updates and routine maintenance without service
interruption.
E. Payments and Fee Processing
1. Accept and record payments for clinical services utilizing the City of
Tulsa's approved payment application Paymentus.
2. Ensure that payments can be processed through a credit card reader
using tap, insert, or swipe, including support for modern contactless
payment methods (e.g., Apple Pay, Google Pay).
3. The software must support service packaging and a la-carte selection of
different services provided.
4. Directly process or retain NO PCI-DSS card data.
5. Create no additional PCI-DSS burdens on the City.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
V. DELIVERABLES:
The products, reports, and plans to be delivered to the City will include:
1. Fully configured, cloud-based veterinary clinic software meeting all Scope of
Work requirements.
2. Configuration documentation detailing user roles, workflow settings, intake
forms, and service types.
3. Training materials, live training sessions, and ongoing access to user support
resources.
4. Implementation and onboarding plan, including verification of system
readiness and go-live support.
5. Reporting tools enabling analysis of service volume and program
performance.
6. Customer support, maintenance, and system update services throughout
the contract.
7. Data export capabilities and documentation explaining the export process
and data fields.
VI. PERFORMANCE METRICS AND CONTRACT MANAGEMENT:
Performance Metrics
The following performance metrics highlight key priorities that will be analyzed
with the awarded Respondent collaboratively during the life of the contract. This
is not an exhaustive list, but rather an indication of significant performance
metrics of interest to City of Tulsa.
The City looks forward to working with awarded Respondents ("Seller") to define
additional important performance metrics during contract negotiations.
The final set of performance metrics and frequency of collection will be
negotiated by the successful Respondent and the City prior to the finalization of
an agreement between parties and may be adjusted over time as needed.
Performance Metric Data Source Data Collection Data Collection
Frequency Responsibility
Completed Deliverables Scope of Work Weekly or Bi-weekly Vendor
Project Status Meetings, Seller Weekly or Bi-weekly Vendor prepares and
including delivery of delivers materials;
agenda, progress updates, Customer reviews and
risks, action items, and confirms completeness.
follow up documentation.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
Contract Performance Monitoring
As part of the City of Tulsa's commitment to becoming more outcomes-oriented,
we seek to actively and regularly collaborate with awarded Respondents to
enhance contract management, improve results, and adjust service delivery
based on learning what works. Reliable and relevant data is necessary to drive
service improvements, ensure compliance, inform trends to be monitored, and
evaluate results and performance. During the regular meetings that occur
throughout the term of the contract, it is anticipated that the following topics will
be regularly discussed:
* Current status of performance metrics
* Topics of interest or concern to the Respondent
* Discussion and troubleshooting of challenges
* Review of activities on the horizon
* Review of budget and spending this year-to-date
VII. INSTRUCTIONS FOR SUBMITTING A PROPOSAL:
A. Proposals must be received by 5:00 p.m. on
Wednesday, November 4, 2026, Central Daylight Time.
Please place proposals in a sealed envelope or box
clearly labeled "RFP 27-911, Clinic Software System".
Proposals received late will be returned unopened.
B. Interested Respondents should submit:
One (1) unbound original and three (3) bound copies of
the proposal plus one (1) digital copy (USB drive).
C. Proposals shall be delivered and sealed to:
Deputy City Clerk
City of Tulsa
175 E. 2nd St.
Suite 260
Tulsa, OK 74103
D. All interested Respondents (Sellers) are required to register with the
Buyer in order to receive updates, addenda or any additional information
required. You can learn more about the registration process on the
following website:
https://www.cityoftulsa.org/government/departments/finance/selling-to-
the-city/register-as-a-vendor/.
The City is not responsible for any failure to register.
E. Inquiries or questions to the Buyer requesting clarification regarding the
Request for Proposal must be made via e-mail and must be received prior
to the end of the business day on Monday, October 19, 2026.
Donny Tiemann, Project Buyer dtiemann@cityoftulsa.org
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