Procurement Exemption for Visual Vault System Enhancement Professional Services

Pierce County, Washington is issuing a sole-source procurement exemption for Visual Vault System Enhancement Professional Services, directly negotiating with Visual Vault under special facility and special market condition authority. Questions are due November 10, 2026, and capability statements are due November 18, 2026 at 5:00 p.m. through the OpenGov portal. Vendors who believe they can meet the requirements must submit a capability statement; the county has determined Visual Vault is the only entity able to meet the need.

Minimum requirements are authorization by Visual Vault to access its proprietary system, the ability to configure the customized Visual Vault system with knowledge of DSHS and DCYF provider management systems, and general qualification to provide software development and configuration services that comply with county and state government data and security requirements. The county justifies the exemption on the grounds that changing vendors would cost it significantly because of standardization and the system's unique design. The request includes no federal funding.

The scope covers software design, configuration, and testing of updates to the customized Visual Vault solution, which automates client authorization and demographic records and interfaces with the DSHS CARE and DCYF ESIT systems. The updates address new data requirements from funding agencies, including DSHS and DCYF, and program growth. The county conducted a 12-month market research process before selecting this approach.

The estimated cost is $60,000 over an initial 12-month term. The county may extend the contract for up to 5 years at its discretion for the same general scope, with extension costs commensurate with the initial term. The Statement of Work, billing system requirements, and billing and outcomes specifications will be posted on OpenGov for 10 business days once the exemption is approved.