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Cloud-Based Foster Management Software

OklahomaOklahoma, USADue Wednesday, November 4, 2026
Client
Oklahoma
RFP Number
SW-120843
Posted
10/16/2026
Category
Software, System and Application
Budget
Looking for Proposals
NAICS
—
Set-aside
—
Contact
—

Description

AI Generated

The City of Tulsa Finance Department, on behalf of Tulsa Animal Services, is soliciting proposals for RFP 27-913 to procure professional services for a fully cloud-based foster management software system. The buyer requires a system to manage high-volume shelter operations, foster onboarding, volunteer coordination, animal transport, placement matching, automated application routing, and integrated multi-channel messaging. The system must also include reporting tools, mobile and desktop accessibility, legacy form migration, staff training, 24/7 technical assistance, and compliance with City IT security standards and nightly data transfer requirements. Eligibility is restricted to onshore USA organizations. Questions regarding the solicitation must be submitted via email to assigned buyer Donny Tiemann ([email protected]) with "RFP 27-913" in the subject line no later than October 26, 2026. Sealed proposals must be mailed or delivered to the Office of the City Clerk in Tulsa, OK, by November 4, 2026, and responses can also be submitted digitally via email or online. The source text does not specify evaluation criteria, a contract term, or a fixed budget limit, noting only that the buyer is looking for proposals.

Key solicitation details

AI-extracted from rfp27-913-foster-management-software-system.pdf. Confirm against the original documents before bidding.

The City of Tulsa is issuing this Request for Proposal to secure professional services for a fully cloud-based foster management software system for Tulsa Animal Services. The system will support high-volume shelter operations, foster management, volunteer coordination, animal transport, and community assistance programs. Interested onshore vendors from the USA are eligible to submit proposals.

Issued by
City of Tulsa
RFP Issue Date
10/15/2026
Pre-Proposal Conference
No Pre-Proposal Conference
Deadline for Questions
10/26/2026
Proposal Due Date
11/04/2026 by 5:00 p.m.
Proposal Opening
morning after the due date, at 8:30am
Begin proposal evaluations
11/06/2026
Interviews with Respondents (anticipated)
11/16/2026
Negotiations begin (anticipated)
11/19/2026
Execute contract (anticipated)
11/25/2026
How to submit
Sealed hard copy delivered or mailed
Submission details
Proposals must be received by 5:00 p.m. on 11/04/2026. Submit sealed proposals to Office of the City Clerk, City of Tulsa, 175 E. 2nd St., Suite 260, Tulsa, OK 74103. Respondents must register with the City of Tulsa.
Place of performance
Offsite / City of Tulsa Animal Services, Tulsa, OK
Insurance and bonding
Cyber liability insurance with limits of no less than $1,000,000. Workers' Compensation and Employer's Liability insurance in statutory limits.

How proposals are evaluated

Functional Requirements and Solution Capabilities30 Points
Experience with Similar Operations/Organizations30 Points
Pricing and Cost Proposal15 Points

Scope of work

  • Configurable online application portal for foster onboarding, surrender requests, and volunteer engagement
  • Migration of legacy foster, surrender, and volunteer forms into new digital application formats
  • Automated routing and intake processing of submitted applications based on predefined rules
  • Centralized dashboard for staff to evaluate and assign animal pathways and schedule foster pickups
  • Storage and display of animal records including breed, weight, sex, and name for foster matching
  • Integrated communication tools supporting email, SMS, and app messaging
  • Reporting tools to track program performance, application volume, foster activity, and animal outcomes
  • Daily full copy data delivery and complete data dictionary provided for disaster recovery and analytics

Minimum qualifications

  • Registered as a Seller with the City of Tulsa
  • Authorized by insurer to transact business in the State of Oklahoma
  • Demonstrated evidence that public-facing portal meets WCAG 2.1 AA accessibility requirements
  • Capability to provide 24/7 continuous assistance for foster and veterinary support questions
  • Compliance with City of Tulsa IT security standards and participation in Seller Due Diligence Program

Documents to include with the bid

  • Proposal Narrative
  • Real-world example or workflow demonstration
  • Evidence of WCAG 2.1 AA compliance (VPAT, certification, or test results)
  • Complete pricing schedule / Fee Schedule
  • Respondent Information Sheet
  • Price Sheet Summary
  • Data Rider
  • Affidavit (Non-Collusion, Interest, and Claimant)
  • Acknowledgement of Receipt of Addenda

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Document check

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