Procurement_Exemption_for_Visual_Vault_System_Enhancement_Professional_Services.pdf

SOLE SOURCE

2026-PE-259

PROCUREMENT EXEMPTION FOR VISUAL VAULT SYSTEM

ENHANCEMENT PROFESSIONAL SERVICES

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: November 3, 2026

DEADLINE FOR QUESTIONS: November 10, 2026

RESPONSE DEADLINE: November 18, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Sole Source #2026-PE-259 Title: Procurement Exemption for Visual Vault System Enhancement Professional Services https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

SOLE SOURCE

Procurement Exemption for Visual Vault System Enhancement

Professional Services

1. Procurement Exemption General Requirements

2. Public Notice and Capability Statement Process

3. Capability Statement Requirements

4. Exemption Information

5. Exemption Type and Intended Vendor

6. Scope of Exemption

7. Cost and Term

8. Justification

9. Minimum Requirements

10. Market Research

11. Capability Statement

Attachments:

A - Additional Exemption Information

1. Procurement Exemption General Requirements

1.1. Public Notice and Capability Statement Process

Pierce County posts public notice of all sole source, special facility, and special market condition procurement exemptions for 10 business days. Interested vendors have 5 business days to submit questions in OpenGov. A public notice is not a competitive bid or solicitation, and any bids or proposals submitted during this process will not be accepted. At minimum, the public notice will explain the following information:

• The scope of the purchase.

• The estimated cost of the purchase.

• The estimated term of the exemption.

• The intended vendor for the purchase.

• The justification for the procurement exemption.

• Any minimum requirements for a vendor to meet the County's need.

Any entity who believes they are qualified to meet the County's need as described in the public notice may submit a capability statement by the submission deadline. The Pierce County Purchasing Agent, or designee, will evaluate the capability statement in consultation with subject matter experts as appropriate to determine whether the submitter has demonstrated that they can meet the County's need.

If the capability statement demonstrates that the submitter can meet the County's need, the County will cancel the public notice and proceed with a competitive procurement. If the County determines that the capability statement has not demonstrated that the submitter can meet the County's need, the County will proceed with the procurement exemption. Entities who submit a capability statement will receive a letter explaining the County's decision.

The County reserves the right to contact entities who submit capability statements to request more information about their capabilities and qualifications.

1.2. Capability Statement Requirements

Capability statements must be submitted in OpenGov and should use the .docx or .pdf file type, or any other standard file type that can be opened in Microsoft Word or Adobe Acrobat. There are no strict formatting requirements for capability statements. To be properly evaluated, a capability statement must include the following information:

• The name of the individual or organization submitting the capability statement.

• The name, email address, and phone number of the primary contact.

• A description of how the entity meets the County's need.

The capability statement must directly address any minimum requirements described in the public notice. Any capability statement offering to provide items or services other than those specifically requested must demonstrate that they are of matching specifications and compatible with any systems with which the items or services will be integrated.

2. Exemption Information

2.1. Exemption Type and Intended Vendor

Based on a sole source exemption, Pierce County intends to purchase software customization professional services for the County's Visual Vault system by direct negotiation. The County has determined that Visual Vault is the only entity capable of meeting the County's need as described below.

2.2. Scope of Exemption

The services to be purchased via this exemption include software design, configuration, and testing of updates to the customized software solution originally developed based on Pierce County's requirements.

2.3. Cost and Term

The contract awarded as a result of this exemption is estimated to have an initial term of 12 months and an estimated cost of $60,000 over the initial term. The County may, at its discretion and for the same general scope of services stated under this exemption and for a commensurate cost, extend the contract for a maximum term not to exceed 5 years.

2.4. Justification

Visual Vault originally developed a customized software solution for the County for the purpose of automating client authorization and demographic records, including an interface with the DSHS CARE system and generation of reports using forms required by state funding agencies such as DSHS and

DCYF.

The system requires updates to ensure compliance with new data requirements imposed by the funding agencies. As the sole owner of the Visual Vault system and the only entity with the access required to allow configuration, Visual Vault is the only entity that can meet Pierce County's need.

Additional exemption information is attached.

2.5. Minimum Requirements

The County has identified the following minimum requirements to meet the County's need:

1. Authorization by Visual Vault to access their proprietary system.

2. The ability to configure the highly customized Visual Vault system developed based on the requirements imposed on the County by funder agencies, and knowledge of DSHS and DCYF provider management systems.

3. General qualification and competency to provide software development and configuration services in compliance with County and State government data and security requirements.

2.6. Market Research

To identify qualified vendors, support the justification of this exemption, and determine the minimum requirements to meet the County's need, the County performed the following market research over a

12-month period:

• Review of the existing contracted solution.

• Review of other County Developmental Disability Program Data Management Solutions, including proprietary solutions and commercial off-the-shelf solutions.

• Feasibility analysis of utilizing existing County resources.

• Analysis of requirements and other factors.

2.7. Capability Statement

Please ensure that your capability statement meets the requirements described in this public notice.

1. Please upload your capability statement here.* The capability statement must demonstrate how you meet the requirements listed in this public notice and how you are capable of meeting the County's need.

*Response required