Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
title
MOTION TO APPROVE Agreement between Broward County and PetData, Inc., for Animal Tag Licensing Program, Request for Proposals (RFP) No. GEN2126725P1, for the Animal Care Division, in a maximum not-to-exceed amount of $4,774,700; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
What Action Accomplishes
Provides a qualified firm to develop and administer an animal tag licensing program.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None.
Summary Explanation/Background
THE PURCHASING DIVISION AND THE ANIMAL CARE DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) did not assign Small Business Enterprise (SBE) or County Business Enterprise (CBE) goals for this project (Exhibit 2).
The purpose of this Agreement is to engage a qualified firm to develop and administer an animal tag licensing program (Program). This Program will create a new and enhanced level of pet licensure for all pet-owning Broward County residents. The Program’s goals include increased licensure effectiveness and efficiency, an improved service experience for pet owners, increased registration compliance, enhanced resident and animal safety, and facilitation of the quick return of lost pets to their homes.
The services in this Agreement include: processing pet registrations, collection and remittance of license tag fees, payment processing and reconciliation, managing customer service call center representatives for the Program, website access (staff and public), County data integration, and notification/reporting functions. Additionally, services include a “found pet tag” lookup to the public 24-hours, 7 days a week via website.
The RFP was advertised on November 14, 2023, and, at the time of the submittal deadline on January 5, 2024, two firms submitted proposals: PetData, Inc., and Pet Parent, LLC.
On June 17, 2024, an Initial Evaluation Committee (EC) meeting was held. The EC determined that both firms were responsive and responsible to the RFP requirements and could proceed to the Final EC meeting to be numerically scored and ranked by the EC.
On July 16, 2024, a Final EC meeting was held. After presentations, evaluation, scoring and ranking, the EC named PetData, Inc. as the first-ranked firm.
The EC’s proposed recommendation of ranking was posted on the Purchasing Division website from July 19 - 24, 2024, which provided an opportunity for any proposer or interested party to file an objection. No objection was received.
The EC’s final recommendation of ranking was posted on the Purchasing Division website from July 25 - 31, 2024, which provided an opportunity for any aggrieved proposer to file a protest. No protest was received.
On August 1, 2024, since there were no vendor objections, protests, or pulls from the Board for this RFP ranking, in accordance with Procurement Code Section 21.42(f), the ranking of the qualified firms became final; and, in accordance with Procurement Code Section 21.42(k), staff proceeded with negotiations.
Four negotiation meetings were held to negotiate the Agreement with PetData, Inc.: December 10, 2024; December 11, 2024; December 17, 2024, and December 18, 2024. These meetings were attended by representatives from PetData, Inc., the Animal Care Division, the County Attorney’s Office, the Enterprise Technology Services Division, and the Purchasing Division.
The Agreement has been approved as to form and legal sufficiency by the County Attorney’s Office. The Agreement contains certain non-standard terms for disclosure to the Board:
• Removal of Limitation of Liability,
• Exceptions to Enterprise Technology Services Security Requirements,
• Reduction of Insurance Requirements (specific policy and limits).
Additional supporting documentation provided to the EC regarding this procurement can be found on the Purchasing Division website at <https://www.broward.org/Purchasing/Pages/Repository.aspx>.
The initial Agreement period begins on the date of award and terminates three years from
that date. Additionally, the Agreement provides for up to an additional two one-year extensions.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070
Fiscal Impact
Fiscal Impact/Cost Summary
The total not-to-exceed expenditure amount for all products and services provided under this five-year Agreement is $4,774,700. This assumes that the vendor achieves the targeted number of 1,158,675 registrations sold. The net revenue to be potentially realized by this Agreement is estimated at $13,490,300 over the five-year period. This Agreement impacts recurring revenues and recurring expenses for three County funds including the General Fund, Adoption Trust Fund, and the Sterilization Trust Fund.
Requisition No. ACA0000596