Clinic Software System

City of Tulsa Finance Department
Request for Proposal
27-911
Professional Services for: Clin ic Software System
Dep artment: 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 10/28/2026
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.
Subm it proposals (sealed) to:
Office of the City Clerk
City of Tulsa
175 E. 2ND St.
Suite 260
Tulsa, OK 74103

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 10/28/2026
Begin proposal evaluations 10/29/2026
Interviews with Respondents (anticipated) 11/05/2026
Negotiations with apparent successful 11/10/2026
Respondent begin (anticipated)
Execute contract (anticipated) 11/18/2026
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, October 28, 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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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
Any questions regarding this RFP will be handled as promptly and as
directly as possible. If a question requires only minor clarification of
instructions or specifications, it will be handled via e-mail. If any
question results in a substantive change or addition to the RFP, the
change or addition will be forwarded to all registered Respondents as
quickly as possible by addendum.
F. Proposals will be opened on the morning after the due date, at 8:30am, at
the:
Standards, Specifications, and Awards Committee Meeting
175 East 2nd Street, 2nd Floor
City Council Chamber
VIII. RESPONSE QUESTIONS AND PROPOSAL REQUIREMENTS
To be considered, interested Respondents should submit or address the
following questions or information requests:
1. Describe how your software supports high-volume, streamlined clinic workflows.
Provide a real-world example or workflow demonstration.
2. Provide evidence (VPAT, certification, or test results) that your public-facing
portal meets WCAG 2.1 AA accessibility requirements.
3. Show how your platform enables:
* Public scheduling
* Self-service registration
* Walk-in QR/URL check-in
Provide short workflow samples or screenshots.
4. Provide samples of your standard clinic reports, specifically for:
* Daily vaccine counts
* Service volume
* Microchip registrations
Describe export formats and whether users can generate reports without
Respondent involvement.
5. Demonstrate how your system captures legally compliant digital signatures and
generates rabies certificates with required fields stored in the correct animal
record.
6. Explain how role-based permissions are configured and enforced. Provide
examples of complete audit logs showing user, action, and timestamp.
7. Describe how your system performs on iPads and wireless devices, including:
* Responsive layout
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
* Touch interactions
* Performance in clinic environments
8. Explain how microchip registrations are submitted electronically from your
system. Include supported registries and error-handling processes.
9. Provide a complete pricing schedule confirming your solution can meet the
constraint of no more than $6,000 per year including licensing, hosting, support,
and maintenance.
10. Please describe the non-production environments available for client User
Acceptance Testing (UAT), including how they are refreshed and maintained.
11. Please provide your guaranteed system uptime and explain how service
availability is maintained during updates or maintenance activities.
12. Please describe your organization's standard process for deploying software
updates and notifying clients.
Please feel free to detail any additional notable features or functionality of your
system that have not already been addressed in this document.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
IX. EVALUATION OF PROPOSALS:
The approval of the selected Respondent will be subject to the final determination
of the City and will be contingent on the successful completion of a contract
between the City and the selected Respondent(s).
All Bids will be evaluated using the following criteria:
Category Total What Would a Top Score Look Like?
Points
Respondent meets or exceeds all functional
requirements for high volume veterinary
System Features & Functionality 30 clinic workflows, including clinical
recordkeeping, reporting, public service
documentation, and euthanasia
categorization. System is intuitive, efficient,
and purpose built for citizen owned animals
and their need for public veterinary services.
Implementation plan is clear, realistic, and
requires minimal City resources. Training is
Implementation, Training and 15 comprehensive, includes high-quality
Support materials, and supports onboarding of
multiple user groups. Respondent
demonstrates strong ongoing technical
support and maintenance practices.
Respondent articulates experience working
30 in the relevant areas.
Experience with Similar Projects
Extent to which the Respondent's experience
and expertise will ensure the achievement of
the objectives.
Expenses are appropriate to achieve
deliverables and consistent with the
Pricing and Cost Proposal 15 proposed technical approach.
Reasonable effort (hours) is budgeted for
team members with the skills needed and
knowledge.
Proposal is well-organized, thorough, and
responsive to all RFP requirements.
Quality & Completeness of 10
Responses are clear, detailed, and tailored
Proposal
to the City's project.
The City of Tulsa also reserves the right to evaluate based on the full list of
eligible criteria listed in Title 6, Chapter 4 of the Tulsa Revised Ordinances
(TRO): https://library.municode.com/ok/tulsa/codes/code_of_ordinances.
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RFP 27-911 | Clinic Software System | Issue Date: October 7, 2026
X. MISCELLANEOUS
A. The City expects to enter into a written Agreement (the "Agreement") with the
chosen Respondent(s) that shall incorporate this RFP and your proposal.
Further, Respondent(s) will be bound to comply with the provisions set forth in
this RFP. In addition to any terms and conditions included in this RFP, the City
may include in the Agreement other terms and conditions as deemed necessary.
Your response to this RFP will be considered part of the Agreement if one is
awarded to you.
B. All data included in this RFP, as well as any attachments, are proprietary to the
City.
C. The City notifies all possible Respondents that no person shall be excluded from
participation in, denied any benefits of, or otherwise discriminated against in
connection with the award and performance of any contract on the basis of race,
religious creed, color, national origin, ancestry, physical disability, sex, age,
ethnicity, or on any other basis prohibited by law.
D. All Respondents shall comply with all applicable laws regarding equal
employment opportunity and nondiscrimination. They shall also comply with the
Americans with Disabilities Act (ADA).
E. The use of the City's name in any way as a potential customer or contractual
partner is strictly prohibited except as authorized in writing by the City.
F. The City assumes no responsibility or liability for any costs you may incur in
responding to this RFP, including attending meetings or contract negotiations.
G. The City is bound to comply with Oklahoma's Open Records Act, and information
submitted with your proposal, with few exceptions, is a matter of public record.
For specifics on the Oklahoma Open Records Act, see the link here:
https://libraries.ok.gov/law-legislative-reference/library-laws/statutes-open-
records/.
The City shall not be under any obligation to return any materials submitted in
response to this RFP request.
H. The City shall not infringe upon any intellectual property right of any Respondent
but reserves the right to use any concept or methods contained in the proposal.
Any desired restrictions on the use of information contained in the proposal
should be clearly stated. Responses containing your proprietary data shall be
safeguarded with the same degree of protection as the City's own proprietary
data. All such proprietary data contained in your proposal must be clearly
identified.
I. The City also notifies all Respondents that the City has the right to modify the
RFP and the requirements herein, to request modified proposals from
Respondents, and to negotiate with the selected Respondent on price and other
contract terms, as necessary to meet the City's Objectives.
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