Animal Licensing System and Related Services

RFP for a cloud-based animal licensing SaaS platform to streamline licensing, registration, and renewal processes for various animal types in California.

Proposer must have at least three years of experience within the past five years providing animal licensing system and related services to animal sheltering agencies or humane societies that process at least 20,000 licenses annually.
Proposer must have at least two years of experience providing services to at least one government agency within the United States.
Proposer's animal licensing system must be capable of mailing and emailing license renewal and expiration notices to residents.
Proposer's animal licensing system must be capable of processing payments by credit card, cash, and check, and offer payment processing by mail, telephone, in-person, and online.
System must be a cloud-based Software as a Service (SaaS) platform.
System must license dogs, cats, and other animal types specified by the County, with the ability to add new types of licenses.
System must store and cross-reference license tag number, microchip number, County's Chameleon Animal ID number, and Person ID number associated with each owner and address.
Contractor will issue license tags and send them to animal owners, and provide tags to County for on-site issuance.
Contractor must send multiple notices on upcoming animal license renewals and past due accounts via email, text, and regular mail at specified intervals.
System must allow the County to delete, deactivate, reimburse, or process other updates to an issued animal license.
System must provide configurable workflows for County administrators to customize approval steps or documentation requirements.
System must include ad hoc reporting tools, data export (CSV, XML, etc.), and API access for integration with County reporting systems.
System must maintain a complete audit trail of all user and system actions, accessible to authorized County staff.
System must support historical data migration from legacy systems with reconciliation to ensure no loss of data or revenue information.
System must track changes made by animal owners and maintain an audit history for accountability.
System must provide automated alerts for anomalies in license counts, duplicate records, or fee discrepancies.
System must distinguish between jurisdictions within and outside of Los Angeles County and redirect animal owners to the appropriate jurisdictional authority if not within County jurisdiction.
System must be able to make jurisdictional updates or revisions and keep jurisdictions up to date throughout the contract term.
System must be able to implement unique fees for each jurisdiction within Los Angeles County's service areas.
System will need to charge license fees according to customer residence, age, or special circumstances (e.g., discounted rates for veterans, service animals).
System must be able to update fee schedules, license types, and business rules upon request within two weeks.
System needs to be able to incorporate amnesty programs where late fees are waived for a specific period.
System must only allow for the correct number of animals in each city or county jurisdiction.
System must validate and standardize customer addresses using United States Postal Service or County GIS data.
Contractor must provide County with quarterly audits of GIS mapping and jurisdiction assignment accuracy and document resolution of discrepancies.
Contractor must provide a process for County to report suspected jurisdiction errors and correct reported errors within a defined timeframe (e.g., 5 business days).
System must accept payments processed by County field staff using a mobile device for credit and debit card payments in the field.
System must include real-time reconciliation of payments by transaction, customer, type, payment method, processing fees, net-County amounts, and collection point, with full audit tracking and real-time access.
System must support refunds, adjustments, and reallocation of payments with full audit tracking and real-time access.
System must conform to current County payment methods and requirements, with integration with County's existing payment gateway preferred.
System payment processing must comply with Data Security Guidelines and all credit/debit card payment processing rules and regulations.
System and Contractor or relevant subcontractor must be certified as compliant with Payment Card Industry Data Security Standard, Payment Application Data Security Standard, and PIN Transaction Security.
System must provide automated reporting.
System and Contractor must comply with Los Angeles County information technology security policies, data retention requirements, and applicable privacy standards.
System must have ad hoc reporting with mapping capabilities.
System must show trends in compliance based on historical licensing data.
System must have formal procedures in place to protect User information and back-up System.
System must support data transfer and integration with the current DACC Case Management System (CMS) using Application Programming Interface (API) methods.
System must be able to capture various data points and animal designations as required by County.
System must support Single Sign-On (SSO) authentication for County staff to securely log into the System.
System must receive, process, and store rabies vaccination certificates from veterinary offices by appropriate owner/animal.
System must provide secure API endpoints or automated upload tools for veterinarians to transmit vaccination data directly.
System will monitor information received on rabies vaccination certificates and notify veterinarians or partners when data submissions are incomplete, inaccurate, or rejected.
System must support future integration with rabies tag suppliers and veterinary partners to automate updates and ensure accurate vaccination data.
The online System platform must be user-friendly, fully functional, and accessible via mobile devices and a desktop platform.
The System must be accessible via modern web browsers (Chrome, Edge, Safari, Firefox) on a 24-hour per day, 7-days per week basis.
The System website must meet access and functional needs and be available in both Spanish and Mandarin, and be fully ADA compliant.
System must allow animal owners to look up historical information on all animals they have stored in the System.
System must provide animal owners with the ability to retrieve historical pet license and service records, including associated payment history.
Animal owners must be able to update their animal's status via the System to potentially cease renewal notices.
System must process new and updated renewal licenses daily.
System must prevent duplicate owner or animal records using combinations of name, address, and microchip number.
System must include a public-facing license verification tool allowing anyone to confirm a pet's valid license by tag or microchip number.
System must include automated address validation to ensure customers are correctly routed to their jurisdiction.
System must process documentation submitted by clients: rabies vaccination certificates, spay and neuter certificates, and microchip information.
System must allow customers to select and purchase licenses with one-year or three-year terms.
System must provide online license purchasers with an option to donate to the Los Angeles County Animal Care Foundation.
Contractor will monitor requests for support with a tracking system and provide County with a unique identifier and estimated timeframe of resolution.
Live agent technical support must be available to County during business hours and within 24 hours of opening a request for support outside business hours.
Contractor must have a telephone answering service and/or online chat bot 24/7.
Contractor will provide live agent support for customers via telephone, email, and/or online chat during Pacific Time business hours.
Contractor must have a self-help section or FAQ section on their website for County staff and customers.
Contractor will provide Revisions to the Licensed Software to keep current with hosting technology standards, industry standards, Third-Party Product upgrades, enhancements, updates, patches, and bug fixes.
Contractor will provide maintenance of all hosted environments for the System.
Contractor will provide for both the regular backup of standard file systems and databases and the timely restoral of such data on request by County due to a site failure.
County Data must be stored on redundant applications and database hardware in Contractor Primary Data Center and replicated to Contractor Secondary Data Center.
Contractor will be responsible for disaster recovery services and update its formal Disaster Recovery/Business Continuity Plan.
Contractor must comply with Digital Accessibility Requirements (Exhibit G).
Contractor must comply with Information Security and Privacy Requirements (Exhibit K).
Contractor must comply with Artificial Intelligence Application requirements if AI Applications are used in the Animal Licensing System.

$500,000 – $2,000,000

RFP Release Date: February 11th, 2026

Solicitation Requirements Review Request Due: February 25th, 2026, 5 PM PT

Deadline to Register for Mandatory Virtual Proposer's Conference: March 3rd, 2026, 5 PM PT

Mandatory Virtual Proposer's Conference: March 4th, 2026, 10 AM PT

Written Questions Due: March 5th, 2026, 5 PM PT

Questions and Answers Released via Addendum: March 25th, 2026

Proposals Due: April 8th, 2026, 4 PM PT

Anticipated Contract Term Commencement: Fall 2026

County of Los Angeles Department of Animal Care and Control

Organization overview and procurement intelligence available on paid plans.

A California county agency is seeking a vendor to provide a cloud-based Software as a Service (SaaS) animal licensing system and related services. The platform should streamline the processes of animal licensing, registration, and renewal for various animal types, including dogs, cats, and others as specified, such as pot belly pigs. The system must offer flexibility to add new license types if needed over the life of the contract.

Key requirements include the ability to store and cross-reference datasets for efficient management. The system should also support automated communication by sending multiple notices regarding upcoming license renewals and overdue accounts via email, text, and regular mail, enhancing compliance and community engagement.

The contract will be awarded for a period of three years. Interested vendors are required to attend a mandatory pre-bid meeting and submit any questions by the specified deadline.

Animal Licensing System and Related Services

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