7-QUO 07 Software Functionality Matrix.pdf

SOFTWARE FUNCTIONALITY MATRIX

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Offeror Company Name:

Solicitation No.: QUO26-73

Solicitation Title: Animal Shelter and Animal Control Management Software

Instructions for Offerors: The following are minimum features and functionality requested by the County. For each line item, indicate if the functionality is provided as described below in the legend and provide a description of how the Solution provides the requested feature or if an alternate solution is proposed. County reserves the right to award to any Offeror whose combination of functionality or proposed alternate solutions best meets the County’s needs. Offerors should prepare to, at a minimum, present all of the features and functionalities below during their scheduled demonstrations, if selected as Finalist(s) for Step 2.

Legend:

S = Standard functionality out-of-the-box or meets requirement fully

M = Modification required (i.e. standard script or other work-around)

T = Provided by a third-party. Name the third party and describe Offeror’s relationship with the third-party.

C = Requires customization to the base code/API

N = Unable to currently provide this feature or requirement

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

1 Integration With County Systems

1.1

The solution must export financial activity, including licensing revenue, adoption fees, citations, refunds, and deposits, in structured CSV or XLSX

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution formats compatible with Tyler Munis General Ledger, Accounts Receivable, and Accounts Payable modules. Offerors must provide a data dictionary, schema documentation, and sample export files. If direct API integration is not available, a secure scheduled export process is acceptable.

1.2 Allow the County to add, modify, and remove user accounts and permissions.

1.3

Offerors must describe available integration methods, including secure file transfer and microchip registry integration. Documentation must clearly describe how data enters and exits the system.

2 General Functionality

2.1

The solution must support concurrent access for shelter staff, animal control officers, and supervisors.

Offerors must describe how user provisioning and role assignment are managed.

2.2

All standard upgrades, feature enhancements, and security patches must be included. Offerors must describe release frequency and how updates are deployed with minimal

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution operational disruption.

2.3

The system must allow staff to create and edit animal records, owner profiles, incident reports, citations, medical records, quarantine tracking, and licensing data. Administrators must be able to configure custom data fields without Offeror programming. Offerors must demonstrate how to add a custom field and report on it.

2.4

The solution must support granular role-based permissions. Access to financial records, enforcement data, and sensitive case notes must be configurable by department and user role.

2.5

Users must be able to configure dashboards displaying operational metrics such as intake volume, kennel capacity, bite incidents, open citations, and licensing compliance.

Dashboard creation must not require technical expertise. Offerors must demonstrate dashboard customization.

2.6

The solution must allow users to personalize views, filters, and layouts. Preferences must persist per user without affecting others.

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

2.7

The system must store and associate digital documents and images, including contracts, quarantine forms, rabies certificates, citations, court documentation, and photographs.

Document retention must align with public records requirements.

2.8

Administrators must be able to add fields and immediately include them in searches and reports. No base code modification should be required for routine configuration.

2.9

The solution must support compliance with New Mexico animal control statutes, public records retention rules, and audit requirements. The system must maintain an exportable audit trail of user activity and record changes.

2.10

The solution must comply with Section 508 and WCAG accessibility standards. Offerors must provide documentation verifying compliance.

2.11

Software should be designed to be accessible for people with disabilities and verifiably compliant with applicable standards and laws, which may include but is not limited to, sections of Section 508 of the

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

Rehabilitation Act of 1973, which defines standards of electronic and information technology and web-based applications and Web Content Accessibility Guidelines, which defines how to make Web content more accessible for people with disabilities.

2.12

The solution must support separation between Animal Control, Shelter Operations, and Administration.

Offerors must demonstrate the ability to restrict financial or investigative data based on user role.

2.13

The system must support configurable approval workflows for enforcement actions, dangerous animal designations, fee waivers, euthanasia authorizations, and refund approvals. Workflow history must be logged.

2.14

The system must provide fast global search across animals, owners, addresses, citations, microchip numbers, and license numbers.

Offerors must demonstrate search functionality during presentations.

2.15

The solution must support configurable status categories for animal and enforcement cases.

Status transitions must be date-

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution stamped and logged by the user.

2.16

The system must maintain detailed audit logs that capture user logins, record edits, financial transactions, and status changes. Logs must be exportable for review.

2.17

The solution must calculate and report operational metrics, including live release rate, average length of stay, return-to-owner rate, intake trends, citation activity, and bite-case frequency. Offerors must explain how calculations are performed.

2.18

The system must generate operational and statistical reports, including intake and outcome summaries, bite case reports, citation summaries, and licensing compliance reports. Reports must be exportable.

2.19

Public-facing citizen portal for adoptions, lost pets, providing citizen self-service, online applications, real-time adoptable listings, and lost pet reporting.

2.20

The solution must track charges, payments, deposits, refunds, and daily reconciliation totals. The system must function as a feeder system to Tyler Munis and not as a replacement for the County’s master

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution accounting system.

2.21 All reports and data must be exportable in CSV, XLS, or XLSX and PDF formats.

2.22 Users must be able to create, save, and schedule custom reports without Offeror intervention.

2.23

Routine operational report customization must not require additional licensing or development fees. Offerors must disclose any reporting limitations.

2.24

Offeror must provide ongoing online training, onboarding support, documentation, and defined support response times. Offerors must describe available support hours and escalation procedures.

2.25

Offeror must provide unlimited online training resources throughout the term of the agreement at no additional cost.

Additional or Optional Features and Technical Specifications

Describe any additional or optional features and technical specifications not already stated that may be relevant or offered to County. Use a separate document if more space is needed.

Describe whether the feature is provided as part of the standard base proposal or if it is offered optionally for free or for a fee. Include all costs for these

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution additional or optional features in the Cost Proposal

Online payment processing, defined under financial operations in Tyler/Munis, should require disclosure and security documentation.

Field Officer Mobile Access for incident entry, citations, photos, and record lookup in the field.

Offline capability is defined as an operational resilience feature. Data will be synced when connectivity is restored.

GIS Mapping of Incidents for analysis and reporting of enforcement and incidents.

Microchip Registry integration of supported registries and real-time lookup capability.

E-Signature Pad Compatibility for document execution.

Data Migration Services and implementation support. Data that could describe methodology, timeline, sample migration testing, and cost structure.

Cloud-hosted deployment with documented disaster recovery, which

Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution would require documentation of:

• Data center certifications

• Geographic redundancy

• Backup frequency

• Recovery time objective

• Recovery point objective

• Uptime SLA

• Data ownership and exit strategy

Deployment, hosting, and implementation for cloud hosting, disaster recovery, data migration, security documentation, and SLA requirements.