Animal Shelter and Animal Control Management Software

The Incorporated County of Los Alamos is requesting quotes for animal shelter and animal control management software supporting core operations including animal intake, adoption processing, records management, and field services, with quotes due September 4, 2026 at 2:00 p.m. Mountain Daylight Time under Solicitation QUO26-73.

Offerors may request local, resident, Native American resident, or veteran business preference under Los Alamos County Code Section 31-261(b) and NMSA 1978 Section 13-1-21 by submitting a completed preference form with valid supporting documentation (state-issued preference certificates and, for local preference, current Los Alamos County Business License verifying principal office location within the county). The County will verify all preference claims.

The scope encompasses a comprehensive integrated system serving shelter staff, animal control officers, supervisors, and the public, with 25 core functionality requirements including role-based access controls, customizable dashboards and reports, document management, audit trails, Section 508 and WCAG accessibility compliance, workflow automation, and optional features such as online payment processing, field officer mobile access, GIS mapping, and microchip registry integration. The solution must integrate with Tyler Munis accounting modules and comply with Los Alamos County technology standards: on-premise or cloud-hosted deployment with U.S.-based data centers; Microsoft Windows Server 2019 or above (on-premise) or FedRAMP certification (if storing critical infrastructure data); Microsoft SQL Server 2019 or above; Microsoft Entra ID with multi-factor authentication; SSL/TLS encryption; desktop environments on Windows 11 Enterprise; and mobile support for Windows, iOS, and Android with Intune enrollment. County data ownership must remain with the County, with 48-hour maximum export compliance in industry-standard formats. The solution must comply with HIPAA, CJIS, and PCI DSS where applicable and support New Mexico animal control statutes and public records retention.

The contemplated contract term is up to 15 years. Offerors must propose costs for all services across the full contract period with itemized pricing for software subscription or license fees, document storage, project initiation, implementation, data migration, maintenance and support, training, and travel. All pricing must be in U.S. currency with escalation mechanisms (fixed dollar amount, percentage, capped not-to-exceed, or indexed formulas such as Producer Price Index or Consumer Price Index) subject to County approval; unprovided years default to 5% annual escalation. Cost-plus-a-percentage-of-cost contracts are prohibited. Travel costs are capped at $250 per night lodging and $90 daily meals for multi-day or $40 single-day travel. Evaluation is weighted equally at 50 points each for Cost and Description of Services and Ability to Meet Scope, totaling 100 points. A non-mandatory pre-quote conference is scheduled August 11, 2026 at 2:00 p.m. MDT via virtual format. Questions are due August 28, 2026 at 5:00 p.m. MDT. Step 2 finalist demonstrations are estimated between September 21 and October 23, 2026, with contract award estimated November 16, 2026. The procurement is not anticipated to be grant-funded. Submissions must be made electronically through the County's Procurement Portal (Euna Procurement powered by Bonfire). All quotes are public records under the New Mexico Inspection of Public Records Act.