From
Lily Yap, Animal Services Manager
Title
Price Agreement for animal welfare software from HLP Chameleon (up to $14,400 annually) for one year with the option to renew for nine additional one year periods totaling $129,600 if all extensions are exercised and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City’s obligation during the renewal terms
Presenter
Lily Yap, Animal Services Manager
Recommended Action
Approve
Analysis
Software of this nature is critical for both onsite sheltering, field, and program operations. Any animal entering the shelter is tracked (physically, medically, and behaviorally) through this software to ensure proper care and disposition from intake to outcome. Person records ensure that field histories are stored for progressive enforcement or efficient pet/owner reunions. As programs grow to increase life-saving abilities, software can decrease the burden of manual entries and emails on staff. Day-to-day accounting for adoption/redemption fees and donations are all stored and recorded in the database as well.
Notice of bid #20030 was advertised in the Fort Worth Star Telegram and Bid Sync; it was distributed to fifty-six (56) vendors. There were no Grand Prairie vendors available for this commodity. Three (3) bids were received as shown on attachment A.
The award was based on best value criteria set up in the specification, including material markup, reputation, quality of service, price, past relationship with the city and other municipalities, if they were local, and other relevant criteria as listed in the specification.
HLP Chameleon meets specifications and is recommended for award due to competitor’s lack of key requirements for Prairie Paws operations (including, but not limited to, automated messaging system, medicine tracking, and lack of integration with our microchip tracking and scanning hardware).
Financial Consideration
Funds are available in FY 2019/2020 budget 151010 - 63165 for computer software maintenance and will be charged accordingly on orders through the end of the current fiscal year. Funding for future fiscal years will be paid from that year’s approved budgets.