City of Tulsa - Professional Services for Clinic Software System - RFP 27-911 (2026)
City of TulsaCity · Tulsa, OK- Due
- Oct 28, 2026
- Deadline passed
- Posted
- Oct 7, 2026
- Contract term
- 1 year
- Primary contact
- Donny Tiemann
The 30-second brief
The City of Tulsa is soliciting proposals for a fully cloud-based veterinary clinic software solution for Tulsa Animal Services under RFP 27-911. The system must support high-volume public services and clinical workflows for citizen owned animals, including public spay/neuter, vaccinations, microchipping, minor outpatient services, and owner-requested euthanasia. Key requirements include support for 60-100+ users, iPad/wireless device compatibility, WCAG 2.1 AA accessibility for the public-facing portal, QR code walk-in registration, digital signatures, role-based access control, and integration with the Paymentus payment application. Proposals are due by October 28, 2026, 5:00 p.m. CST, with questions due by October 19, 2026. The contract budget constraint is a maximum of $6,000 per year.
Fully configured, Cloud-based veterinary clinic software meeting all Scope of Work requirements, Configuration documentation detailing user roles, Workflow settings, Intake forms, And service types, Training materials, Live training sessions, And ongoing access to user support resources, Implementation and onboarding plan, Including verification of system readiness and go-live support, Reporting tools enabling analysis of service volume and program performance, Customer support, Maintenance, And system update services throughout the contract, Data export capabilities and documentation explaining the export process and data fields
System Features & Functionality (30), Experience with Similar Projects (30), Implementation, Training and Support (15), Pricing and Cost Proposal (15), Quality & Completeness of Proposal (10)
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Summary
The City of Tulsa is soliciting proposals for a fully cloud-based veterinary clinic software solution for Tulsa Animal Services under RFP 27-911.
The system must support high-volume public services and clinical workflows for citizen owned animals, including public spay/neuter, vaccinations, microchipping, minor outpatient services, and owner-requested euthanasia. Key requirements include support for 60-100+ users, iPad/wireless device compatibility, WCAG 2.1 AA accessibility for the public-facing portal, QR code walk-in registration, digital signatures, role-based access control, and integration with the Paymentus payment application. Proposals are due by October 28, 2026, 5:00 p.m. CST, with questions due by October 19, 2026. The contract budget constraint is a maximum of $6,000 per year.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
Fully configured, Cloud-based veterinary clinic software meeting all Scope of Work requirements, Configuration documentation detailing user roles, Workflow settings, Intake forms, And service types, Training materials, Live training sessions, And ongoing access to user support resources, Implementation and onboarding plan, Including verification of system readiness and go-live support, Reporting tools enabling analysis of service volume and program performance, Customer support, Maintenance, And system update services throughout the contract, Data export capabilities and documentation explaining the export process and data fields
REQUIRED ATTACHMENTS
7- Cover Letter
- Proposal Narrative
- Respondent Information Sheet
- Price Sheet Summary
- Data Rider
- Affidavit (Non-Collusion, Interest & Claimant)
- Acknowledgement of Receipt of Addenda
- Submit to
- Office of the City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103
- Duration
- 60 months
- Scope location
- Tulsa, OK
Questions about this RFP
How do I respond to this RFP from City of Tulsa?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 28, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Office of the City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103. For questions, contact Donny Tiemann.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Tulsa in OK, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Donny Tiemann. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Fully configured, Cloud-based veterinary clinic software meeting all Scope of Work requirements, Configuration documentation detailing user roles, Workflow settings, Intake forms, And service types, Training materials, Live training sessions, And ongoing access to user support resources, Implementat. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "System Features & Functionality (30), Experience with Similar Projects (30), Implementation, Training and Support (15), Pricing and Cost Proposal (15), Quality & Completeness of Proposal (10)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Tulsa?
All active and historical solicitations from City of Tulsa are tracked and searchable. As a city agency, City of Tulsa regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Cover Letter, Proposal Narrative, Respondent Information Sheet, Price Sheet Summary, Data Rider, Affidavit (Non-Collusion, Interest & Claimant), Acknowledgement of Receipt of Addenda. Review the full document from City of Tulsa for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Tulsa, OK. Review the full solicitation for detailed scope requirements.