HomeMy WebLinkAboutContract #: 1204 - From: 07-01-2019 To: 06-30-2020 - PetData - Town Clerk TOWN OF NORTH ANDOVER
STANDARD SHORT FORM CONTRACTDOCUMENT
CONTRACT NO; CAN
Contractor Legal Name: Town Department Name:
PetData Town Clerk
..........1.............. ..........
Mailing Address:
8585 N Stemmons Fwy, Ste 11 OON PO Box 141929
Dallas, TX 75247 Irving, TX 75014-1929
Contractor Vendor ID: 22163 IT
......................... .........
Contract Details:
Description of Scope(Attach support documentation)
Managed dog registration and licensing services including online,phone,and mail support.
Begin Date: 07/01/2019 EW Date:
Rate:$ Not to Exceed Arnount$
Contract Signatures
Finance Director Contractor Departnicrit Head
Approved as to the availability of AGREES TO PROVIDE THE ATTACH ALL REQUIRED
appropriations GOODS OR SERVICES AS DOCUMENT'S
INDICATED ACCORDANCE
WITH THESE CONTRACT
DOCUMENTS AS DEFINED IN
THE NORTH ANDOVER
In the amount of STANDARD CON'TRACT
G EN ERA 1,CON DYT ION S
Si=Hato Si nature &i'natU
Date: Titlea Title: Town Clerk
Date; 6-atc 77— t;—A"'P 0 21.............
Town Manager: Town C o u n s,iti ti—A—pr—J'p)'ro1v le as to
Form:
tc"I�
Data
TOWN OF NORTH ANDOVER
STANDARD CONTRACT GENERAL CONDITIONS1
Article I. Definition of Terms: The following terms in these Contract Documents shall be construed as follows:
2. "Town"shall mean the Town of North Andover, Massachusetts
3. "Contract,Agreement,and Contract Documents"shall include the Town's Standard Contract General
Conditions,the Invitation for Bids, Requests for Proposals or other solicitations,the contractors response including
Contract Certifications and Applications excluding any language stricken by the Town as unacceptable and
including any negotiated statements of work contemplated by the solicitation,Technical Proposals,Contractor's
Price Proposals, Performance Bonds,which documents are incorporated herein by reference. Any conflict between
the Town's standard contract general conditions and the Contractor's bid proposal or any other submission will be
resolved in favor of the Town's standard contract general conditions which shall preempt all other submittals.
4."Contractor"shall mean the individual,partnership,corporation or other entity to which this Contract is
awarded.
Article II. Performance: The Contractor shall provide the services to undertake and perform all appropriate tasks
described in the Contract Documents. The Contractor shall upon written request remove from Town premises or
work sites and replace all individuals in the Contractor's employ whom the Town determines to be disorderly,
careless or incompetent or to be employed in violation of the terms of this Contract. Performance under this
contract shall include services rendered,obligations due, costs incurred good and deliverable proved and accepted
by the Town. The Town shall have a reasonable opportunity to inspect all goods and delivers, services performed
by and work product of the Contractor and accept or reject such goods,deliverable, services or work product.
Article III.Time of Performance: The Contractor shall commence work immediately upon execution of this
Agreement. if the Contractor fails to work at a reasonable speed or stops work altogether without due cause,as
determined by the Town,the Town may give notice in writing to proceed with the work or to carry on more
speedily. Three days after presentation of the notice if the work is not proceeding to the satisfaction of the Town,
the Contractor shall be considered in default in the performance of the Contract. This Agreement may be extended
or renewed upon agreement of the parties and only upon execution of written agreement.
Article IV. Revisions in the Work to be Performed: If the Town requires revisions or other changes to be made
in the scope or character of the work to be performed,the Town will promptly notify Contractor. For any changes to
the scope of work,the Contractor shall notify the Town of associated costs in writing. The Contractor shall make
the necessary changes only upon receipt of a written acceptance of the costs and a written request from Town. The
Contractor shall not be compensated for any services involved in preparing changes that are required for additional
work that should have been anticipated by Contractor in preparation of the bid documents as reasonable determined
by the Town.
Article V. Payment for Services: The Town shall make payment to the Contractor as on the schedule and based
on the milestones and deliverables set forth in the Contract Documents or on a periodic basis.
Article VI. Ownership and Confidentiality of Material,Work Products.
(a) Subject to the provisions of paragraph(b)of this Article VI,all information produced for Town
by Contractor and delivered to Town pursuant to Contractor's performance of the services(collectively,the"Town
Information")shall be the property of Town. At the completion or termination of this Contract copies of all original
Town Information shall be promptly turned over to the Town,which may be accomplished electronically.The Town
may use the Town Information for any lawful purpose, but Contractor shall not be responsible for any use other than
for the purposes of this Contract. The Town agrees,to the extent permitted by law,to hold the Contractor harmless
from any claims, losses, or damages arising out of any use or changes to the Town Information other than for the
purposes of this Contract. The Contractor shall not use the Town Information for any purposes other than the
purpose of this Contract without prior written consent of the Town.The parties acknowledge that Town Information
may be subject to the Massachusetts Records Retention Schedule and Public Records Law.
(b) Notwithstanding the provisions of paragraph(a)of this Article VI, Town acknowledges that
Contractor has developed and coordinated proprietary means and methods of performing the services and related
know-how,skills, and property(collectively,the"System").The System includes, among other items, an interactive
website, databases, software, and related items, and also includes any and all modifications or enhancements to the
' These Standard Contract General Conditions apply to contracts procured pursuant to M.G.L. c. 30B or for exempt
good and services.
1
System that may be made during the term of this Contract, regardless of source. The System is special and unique to
Contractor and has been developed by Contractor at great cost and expense to Contractor. Town acknowledges that
Town is not acquiring any rights in or to the System,that the System is and will remain the sole and exclusive
property of Contractor,and that no part of the System constitutes Town Information. However,Contractor shall be
solely responsible, as between the parties, for preserving the confidentiality of all confidential information related to
the System and Town shall have no liability, obligation,or duty to determine whether any information related to the
System that may be disclosed to Town is confidential or to preserve or attempt to preserve the confidentiality of any
information related to the System that may be disclosed to Town.Town agrees that it will not attempt to discover,
duplicate,or replicate the System in any manner.
Article VII. Release of Town: The Contractor agrees that acceptance of what the Town tenders as the final
payment for final services under this Agreement shall be deemed to release of the Town forever from all claims,
demands, and liabilities arising from,out of, or in any way connected with this Agreement. The Contractor shall
execute a release if asked to by the Town.
Article VIII. Indemnification: The Contractor shall indemnify,defend and hold harmless the Town and all of its
officers,agents and employees,with counsel acceptable to the Town,from all suits, claims,demands, losses and
liabilities brought against them and based upon or arising out of any act or omission of the Contractor,its agents,
officers,employees,or subcontractors in any way connected to this Agreement. The Contractor agrees that it shall
be solely responsible for the conduct, health,and safety of its employees during the term of this contract and shall
hold the Town harmless for any injuries,damages or losses incurred by its employees while working on this project.
The Contractor's agreement to indemnify the Town shall not be deemed to be released,waived or modified in any
respect by reason of any surety or insurance provided by the Contractor under the Agreement.
Article IX. Insurance: The Contractor shall secure and maintain insurance adequate to meet its obligations
hereunder and shall provide the Town with certification of such. The Contractor shall at its own expense maintain
motor vehicle liability insurance policies,workers compensation, and general liability coverage.For Contracts for
professional services,the Contractor shall carry professional liability or Errors and Omissions liability insurance
with a minimum limit of$1,000,000.00 per occurrence,$2,000,000.00 aggregate with a maximum deductible of
$25,000.00.
Article X.Assignment: The Contractor shall not assign,transfer,delegate or subcontract any interest in this
Agreement without the prior written consent of the Town.
Article XI. Relationship with the Town: All services to be performed under the terms of this contract will be
rendered by the Contractor as an independent Contractor. None of the terms of this contract shall create a principle-
agent,master-servant or employer-employee relationship between the Town and the Contractor. The Contractor
shall have no capacity to bind the Town in any contract nor to incur liability on the part of the Town and if the
Contractor employs or proposes to employ any person during the term of this contract,the employment or proposal
shall not obligate the Town in any manner to any such employee.
Article XII.Compliance with Laws and Contractors Responsibilities: The Contractor certifies that it and its
subcontractors has complied with all applicable laws and is eligible to work in the Commonwealth of Massachusetts
and that it is in compliance with Federal and State Tax laws. The Contractor shall not discriminate against any
employee, or applicant for employment because of race, age, color, religious creed sexual orientation or
identification, handicap,ancestry,sex or national origin. The Contactor will in all solicitations or advertisement
form employees placed by or on behalf of the contractor, state that all qualified applicants will receive equal
consideration for employment without regard to race, age, color, religious creed, sexual orientation or identification,
handicap,ancestry sex or national origin. If applicable,as determined by the Massachusetts Department of Labor
Standards,the Contractor shall comply with the Massachusetts Prevailing Wage an shall cause its subcontractors to
comply with M.G.L.c. 149, s. 2713,which requires that a true and accurate record be kept of all person employed on
a project for which the prevailing wage rates are requires. The Contractor shall and shall cause its subcontractors to
submit weekly copies or their weekly payroll records to the City,the extent the Prevailing Wage is applicable.
If an employer,the Contractor certifies compliance with applicable state and federal employment laws and
regulations, including but not limited to minimum wages and prevailing wages programs and payments,
unemployment insurance and contributions,workers compensation and insurance,child labor laws, human
trafficking,fair labor practices, civil rights laws,non-discrimination laws and any and all other applicable laws.
The Contractor agrees to be responsible for and warranty the work of its subcontractors listed in the Contract
Documents and to ensure their compliance with all applicable legal, quality and performance requirements of the
Contract Documents. The Contractor may not use subcontractors not named in the Contract Documents without the
prior written consent of Town,which will not unreasonably be withheld. The Contractor agrees to pay all debts for
labor and/or services and materials contracted by it, if any, and for the rental of any office space,equipment or
2
machinery hired by it, if any,for and on account for the services to be performed hereunder. The Contractor shall
not take any action that causes any public official to be in violation of the State Ethics Law, M.G.L. c.268A. The
Contractor certifies that it and its subcontractors are not currently debarred or suspended by the U.S. government,
the Commonwealth or any of its subdivisions,and that it nor any of its subcontractors have been subject to a federal
or state criminal or civil judgement, administrative citation,order for violation of M.G.L.c. 149, s. 151 or the Fair
Labor Standards Act within three years prior to the date of the contract. The Contractor certifies that it has not
declared bankruptcy.
Article XIII. Severability: In the event any provision of this Agreement is found by a court of appropriate
jurisdiction to be unlawful or invalid,the remainder of the Agreement shall remain and continue in full force and
effect.
Article XIV. Termination of Agreement: The Town may terminate this Agreement upon immediate written
notice should the Contractor fail to perform substantially in accordance with the terms of the Agreement with no
fault attributable to the other. In the event of a failure to materially perform by the Contractor the notice of such
breach shall be accompanied by the nature of the failure, and the Town shall set a date at least 10 days later by
which Contractor shall cure the failure. If the Contractor fails to cure within the time as may be required by the
notice,the Town may at its option,terminate the Agreement. The Town may terminate this agreement without
cause at any time,effective seven days beyond a termination date stated in a written notice of termination. In the
event of termination,the Contractor shall be compensated for work product and services performed prior to the date
of termination. In no event shall the Contractor be entitled payment for any services performed after the effective
date of termination, and under no circumstances shall the total price exceed the contract price.
Article XV. Governing Law and Jurisdiction: This Agreement shall be governed by the laws of the
Commonwealth of Massachusetts. Any actions arising out of this contract shall be brought in a state or federal court
in the County of Essex,Commonwealth of Massachusetts,which shall have exclusive jurisdiction thereof.
3
EXHIBIT A
Description of Services
This exhibit is attached to and a part of the above and foregoing Agreement for Animal Licensing Services
(Agreement). Terms used in this exhibit that are not defined in this exhibit but which are defined elsewhere in
the Agreement shall have the respective meanings given to them in the other provisions of the Agreement. In
the event of any conflict between any of the provisions of this exhibit and the other provisions of the
Agreement,the other provisions of the Agreement shall control.
CONTRACTOR'S SYSTEM
TOWN acknowledges that CONTRACTOR has developed and coordinated proprietary means and methods of
performing the Services and related know-how, skills, and property (collectively, the "System"). The System
includes, among other items, an interactive website, databases, software, and related items. The System is
special and unique to CONTRACTOR and has been developed by CONTRACTOR at great cost and expense
to CONTRACTOR. TOWN acknowledges that TOWN is not acquiring any rights in or to the System, and that
the System is and will remain the sole and exclusive property of CONTRACTOR. TOWN further
acknowledges and agrees that any information that TOWN obtains related to the use, formulation or operation
of the System that is not generally known is CONFIDENTIAL, may only be used by TOWN for the limited
purposes described in this Agreement, and may not be disclosed to any third parties except as may be required
under applicable law or with CONTRACTOR's prior, express written consent in CONTRACTOR's sole
discretion. Upon the termination of this Agreement, any information and materials, in whatever media or
format, related to the System that TOWN has in its possession will be returned to CONTRACTOR or
destroyed at CONTRACTOR's option. TOWN agrees that it will not attempt to discover, duplicate, or
replicate the System in any manner.
COVENANTS REGARDING DATA
CONTRACTOR agrees that it will not, without TOWN's consent, use personal data collected on behalf of
TOWN other than for the performance of the Services or other uses permitted by this Agreement or under
applicable law. Further, CONTRACTOR agrees that it will not sell, or intentionally transfer or release, to any
third party personal data that CONTRACTOR has collected in performing the Services, except as may
otherwise be required by this Agreement or applicable law, and that it will take commercially reasonable
measures to prevent the unauthorized release of any such third party personal data.
Upon the termination of this Agreement, CONTRACTOR agrees to return or transfer to TOWN, in a mutually
acceptable format, all animal licensing data maintained by CONTRACTOR under this Agreement within 15
business days after CONTRACTOR has received all sums due CONTRACTOR under this Agreement.
CONTRACTOR RESPONSIBILITIES
1. Process License Applications
A. Receive and process animal license applications through the mail.
B. Provide online licensing and process applications initiated through CONTRACTOR's website.
C. Enter new and renewal license applications into CONTRACTOR's proprietary database.
D. Deposit, or transmit for deposit, all receipts collected for license fees, with the exception of those
payments made via credit card, into a Bank Account.
E. Mail license tags within 10 business days after receipt of payment and complete documentation as
required by local ordinance and/or TOWN policy.
- 1 -
F. Update license information in CONTRACTOR'S database and issue replacement tags as needed.
G. If CONTRACTOR collects any payments due TOWN from Licensees via credit card transactions
that are paid to CONTRACTOR, those payments will be deposited, or transmitted for deposit,
into a Bank Account within 15 business days after the end of the calendar month in which
collected.
2. Mail License Notices
A. Mail renewal and reminder notices for expiring animal licenses. Renewal notices will be mailed in
the month prior to the license expiration date, or as otherwise agreed upon between
CONTRACTOR and TOWN.
B. Mail billing notices to pet owners who have vaccinated a pet against rabies but have not licensed,
if TOWN collects rabies vaccination reports from veterinarians.
3. Customer Service for Licensing Program
A. Provide customer service to pet owners via phone, email and mail, and respond to requests in a
timely fashion.
B. Provide customer service to TOWN staff, and respond to TOWN requests in a timely fashion.
C. Provide online access to licensing data to appropriate personnel via CONTRACTOR's proprietary
website, at no additional charge.
4. Manage Reports from Authorized Registrars and Veterinary Clinics
A. Process and enter license sales records from any registrars and veterinary clinics authorized to sell
animal licenses.
1) Track tag inventories at all authorized registrars, and reconcile reports.
2) Invoice authorized registrars for licenses sold as needed
B. Process and enter rabies vaccination records from local veterinary clinics if rabies reporting is
required by TOWN.
C. Follow up with delinquent clinics and registrars and report delinquent clinics and registrars to
TOWN as needed.
5. Provide veterinarians and other authorized registrars with reasonable quantities of supplies (reporting
forms, applications or vaccination certificates, citizen mailing envelopes, etc.)necessary to sell license
tags and/or report rabies vaccinations to CONTRACTOR. Supplies are to be printed in one color with
the design and layout to be determined by CONTRACTOR.
6. Reporting to TOWN
A. Send reports to TOWN within 15 business days after the end of each month including the number
of licenses sold at each location.
B. Provide statistical reports to TOWN as requested within a timely manner. Depending on the
information requested, CONTRACTOR can provide most reports within five business days.
C. Process donations on behalf of TOWN when a donation is made with the purchase of a license, if
TOWN requests donations be collected.
D. Provide an online tag search to the public if TOWN wishes to have CONTRACTOR's online tag
search enabled.
TOWN RESPONSIBILITIES
-2 -
1. Purchase license tags to CONTRACTOR's specifications and ship them to CONTRACTOR.
CONTRACTOR recommends that tags be shipped directly from tag vendor to CONTRACTOR to
reduce shipping costs.
2. Report TOWN license sales electronically or by mail at least monthly by the loth calendar day of the
month for the prior month's sales.
3. Give CONTRACTOR at least 60 days' notice of license fee or ordinance changes.
4. Respond to CONTRACTOR inquiries in a timely fashion.
5. Provide feedback to CONTRACTOR regarding program and customer matters.
6. If TOWN requests that CONTRACTOR utilize specific supplies in connection with the performance
of the Services, such as, for example, forms, brochures, or rabies books, TOWN will provide those
supplies to CONTRACTOR without charge.
-3 -
EXHIBIT B
Description of Compensation and Terms
1. BANK ACCOUNTS
Licensing fees and any other amounts that are collected by CONTRACTOR for the benefit of TOWN under
this Agreement will be deposited into an account of the following type that is from time to time designated by
TOWN (a"Bank Account"):
A. An account established and maintained by TOWN in its name at a bank or other financial institution(a
"TOWN Account").
TOWN will initially designate Bank Account to be utilized hereunder in a notice that TOWN will deliver to
CONTRACTOR during the Transition Phase in accordance with Section 11.TOWN may thereafter change the
designation of the type of Bank Account to be utilized hereunder from time to time upon notice to
CONTRACTOR, and CONTRACTOR will have a reasonable time in order to effect any such requested
change. TOWN will reimburse CONTRACTOR for all out-of-pocket expenses incurred by CONTRACTOR in
connection with any change in the type of Bank Account utilized hereunder.
2. COMPENSATION TO CONTRACTOR
In consideration of the Services, CONTRACTOR shall be entitled to the following compensation:
A. Basic Fees.
TOWN shall pay to CONTRACTOR the following fees for all animal licenses issued during the term of this
Agreement, regardless of whether they are issued by TOWN, CONTRACTOR, veterinarians, or any other
persons:
1) $4.20 for each one-year license or replacement tag and for the first year for each multi-year
license(which amount is subject to adjustment as provided below).
2) $2.00 for each additional year after the first year for each multi-year license.
3) $2.50 collection service fee for each late fee, if any,paid by a Licensee during the term of this
Agreement.
An animal license will be considered "issued" for purposes of this Agreement regardless of the means, method,
program, process, or agency used for the issuance or registration of the license, and whether or not a fee or
other consideration is charged or received by the TOWN for the license. Without limiting the generality of the
foregoing,an animal license that is donated or issued free of charge by the TOWN or that is issued as part of a
bundling of TOWN services or programs will be considered "issued" for purposes of this Agreement. Further,
any animal license that is processed by CONTRACTOR for TOWN during the term of this Agreement will be
considered "issued" for purposes of this Agreement, whether or not the license was or is actually issued or
delivered before, during, or after the term of this Agreement, provided the license is issued within 30 days of
the termination of this agreement
Notwithstanding the preceding provisions of this Section 6A, the parties agree that CONTRACTOR's
minimum aggregate fees under this Section 6A are$6,000.00 per calendar year.
-4 -
As used in this Agreement, the term "Licensee" refers to any person who applies for an animal license to be
issued by or on behalf of TOWN.
B. Start-Up Fee.
TOWN shall pay to CONTRACTOR, a $1,000, one-time only, "Start-Up Fee". The Start-Up Fee is due and
payable within fifteen business days after the Execution Date. There are no Start-Up Fees for term extensions
or any renewals of this Agreement that may hereafter be entered into by the parties.
C. Additional Service Fees or Costs.
The following fees or cost reimbursements will apply to the extent that the corresponding services described
below are requested by TOWN:
1) Cost of Bank Account. TOWN will be responsible for all out-of-pocket costs related to any
Bank Account. TOWN will reimburse CONTRACTOR on a monthly basis for any out-of-
pocket costs for a Bank Account that are paid by CONTRACTOR. TOWN may request
copies of the bank statements for a Maintained Account at any time and CONTRACTOR will
provide available bank statements for that Maintained Account within five business days after
a request is received by CONTRACTOR.
2) Bank Deposit Mailing Fees. if TOWN requires CONTRACTOR to deposit money into a
TOWN Account other than at a branch located in the TOWN where CONTRACTOR's
principal office is located, CONTRACTOR may make any deposit to that TOWN Account by
means of any form of U.S. Mail or overnight delivery service, and the actual cost to transmit
the deposits to the required bank location will be borne by TOWN and included in invoices
submitted to TOWN for the Services.
3) Postal Box/Mail Forwarding Fee. If TOWN requests CONTRACTOR to establish a local
post office box for mail collection and forwarding, TOWN will pay or reimburse
CONTRACTOR for the actual costs of mail box rental,mail forwarding and postage fees.
4) Supply Fee. If TOWN requests changes to supplies or notices that it has previously
approved, including but not limited to fee or program changes, TOWN will be responsible for
the actual costs associated with changing, replacing or discontinuing the use of the previously
approved supplies. if TOWN terminates this Agreement for any reason other than for cause,
TOWN will remain responsible for the actual cost of supplies purchased on its behalf.
5) Lock Box Fees. If TOWN utilizes a lockbox, the actual fees and costs associated with the
lockbox, including the cost to forward mail to CONTRACTOR from a lockbox, shall be
borne solely by TOWN.
D. Charizes to Licensees.
TOWN agrees that CONTRACTOR may charge and collect the following fees directly from Licensees, and
CONTRACTOR shall be entitled to retain any such fees so collected as part of CONTRACTOR's
compensation under this Agreement, except as otherwise provided below:
1) $2.00 for each on-line transaction engaged in by a Licensee.
2) CONTRACTOR may charge a fee to a Licensee of no more than $25.00 (or, if lower, the
maximum amount permitted by applicable law from time to time in effect) for each check or
-5 -
other payment from that Licensee that is returned uncollected for any reason. Any such
returned item fee related to a Maintained Account that is actually collected shall be deposited
into the Maintained Account and shall be for the benefit of TOWN; otherwise the fee shall be
retained by CONTRACTOR.
3. PAYMENTS
A. TOWN Account Used. If and for so long as a TOWN Account is utilized hereunder, the following
provisions shall apply(and the provisions of Section 9B shall be inapplicable):
Within 15 business days after the end of each calendar month, CONTRACTOR will submit to TOWN an
invoice with supporting documentation for the compensation due CONTRACTOR under this Agreement for
that calendar month. TOWN will pay CONTRACTOR the invoiced amount by means of check, ACH
payment or other form of payment acceptable to CONTRACTOR within 30 days after the date
CONTRACTOR submits the invoice to TOWN. Invoices that are not timely paid will, at CONTRACTOR's
option, bear interest from the 30th day after the date that CONTRACTOR submits the invoice to TOWN until
paid at a rate equal to the lesser of(i) 18% per annum or (ii) the maximum annual rate of interest permitted
from time to time under applicable law (or if those rates are the same, then at the rate determined under either
clause). Invoices will be submitted electronically to the e-mail address that TOWN shall from time to time
provide CONTRACTOR for the submission of invoices or in such other manner as TOWN may from time to
time request in writing to CONTRACTOR and that is acceptable to CONTRACTOR.
C. Direct Collections by TOWN. If TOWN collects any animal license fee or any other amount that is
subject to this Agreement directly from a Licensee, veterinarian or other source, other than CONTRACTOR,
TOWN may retain the amount. TOWN shall report the amount so collected to CONTRACTOR in accordance
with Section 8B so that the fee(s) due CONTRACTOR hereunder with respect to the amount collected by
TOWN may be determined and paid in accordance with this Agreement.
4. TERM
The initial term of this Agreement will commence on the Execution Date and will expire at the close of
business on the last day of the 12th full calendar month after the Commencement Date, unless this Agreement
is sooner terminated in accordance with other provisions of this Agreement. Two additional l 2-month renewal
options, at this Agreement's rate as outlined in Section 6, may be exercised based on the mutual acceptance of
CONRACTOR and TOWN.
5. TRANSITION PHASE
The period beginning on the Execution Date and expiring at the close of business on the 60th day thereafter is
referred to as the"Transition Phase."CONTRACTOR shall begin processing licenses within a reasonable time
following the Transition Phase subject to TOWN's timely fulfillment of its obligations under this Section 11.
CONTRACTOR, in its discretion, may begin processing licenses prior to the expiration of the Transition
Phase. TOWN acknowledges that any delay in the performance of its obligations under this Section 1 1 may
result in a delay in the commencement of the Services. The date on which CONTRACTOR commences the
processing of licenses hereunder is referred to in this Agreement as the "Commencement Date."
CONTRACTOR shall notify TOWN of the Commencement Date within a reasonable period before or after
the Commencement Date.
-6 -
During the Transition Phase:
A. License Data.
TOWN shall provide historical license data files consisting of licenses older than 90 days within fifteen days
after the Execution Date. The said historical data shall be made available to CONTRACTOR in an electronic
format that is readily importable by CONTRACTOR.
B. Deliverables.
Within ten days after request from CONTRACTOR, TOWN shall provide to CONTRACTOR agreed upon
supplies, data, feedback, process information, the initial designation regarding the type of Bank Account under
Section 5, and required approvals for items such as form designs (collectively, "Deliverables"). Deliverables
may be requested throughout the Transition Phase.
C. Tags.
TOWN shall purchase, at TOWN's expense, and cause to be delivered to CONTRACTOR license tags that
meet CONTRACTOR's specifications, which have been provided to TOWN.
6. NOTICES
Notices to CONTRACTOR shall be addressed as follows:
Chris Richey, President
PetData, Inc.
P.O. Box 141929 (if mailed)
Irving,Texas 75014-1929
8585 N Stemmons Fwy, Suite 1100N (if delivered)
Dallas,Texas 75247
214-82]-3106 (facsimile)
Any such notice shall be effective (a) if delivered personally or by courier, when received, (b) if sent by
overnight courier, when received, (c) if mailed, on the second business day after being mailed as described
above, and (d) if sent by confirmed (either personal or machine) written telecommunication, when dispatched.
Any party may change any of its contact information for notices upon not less than ten (10) days' prior notice
to the other party in accordance with this Section. The provisions of this Section shall not govern the means of
submission of invoices by CONTRACTOR to TOWN under this Agreement.
-7 -
SOLE SOURCE STATEMENT February 28 2019
PetData inc. is the largest animal licensing organization in the U.S. and is the only
private company currently providing a custom and comprehensive turnkey animal
licensing program 1omunicipalities. VVe are a full-service Business Process[}u1source
solution and as such, PetUata utilizes our own proprietary and confidential assets to
run Animal Licensing Services for our clients. PetData does not require access toany
of our clients' |T assets or resources at any time. PetData's animal licensing service is
also not shelter-software specific. Our clients utilize animal shelter software from a
variety of vendors, including PetPoint, Chameleon, Shelter Buddy and others. When
a municipality contracts with PetDa1a for animal licensing, they are free from the
worry ofhaving animal licensing permanently tied to one specific software program.
As part of our licensing service, Pet0ata provides all labor, tools, supervision and
supplies necessary to manage and operate our client's animal licensing program.
PetQa1a's licensing service fee includes, but is not limited to: providing supplies of
, forms; processing of rabies vaccination certificates; processing of licenses;
distribution of tags; data entry; response to citizens, municipal staff and veterinarian
inquiries; providing printing, mailing and processing of license renewals and billing
es notices from vaccination data; handling depositing and reconciliation of license fees;
^ w�~ -- --- -- --~~� and both custom and standard reporting. PetData also provides onUne license tag
� An��L���Mm���
lookup tothe public that returns the owner's last name,any available phone numbers
and the peL's name and description.
PetData's service should not be confused with software orservice providers that offer
a solution limited to a data entry module and check processing and/or |ockbou
services. Where we differ is the level of service provided, and the requirement
software providers have to install and use their system on municipal-owned
computers. Software providers require certain operating systems. They also require
municipal staff to do all of the work associated with an animal licensing program,such
as data entry,creating reports,printing(and associated postage),and handling phone
calls from citizens.
PetData provides all services and materials for the ongoing comprehensive
management of our client's Animal Licensing Programs. PetData processes pet
license applications,verifies eligibility, issues pet licenses,collects and deposits fees,
works with Animal Services togenerate marketing ideas, and generates reports as
requested by the city. PetData also provides full-service pet licensing program
administration for licenses purchased online via PetLicense,through the US Mail,and
over the counter at authorized Registrars. In addition, PetOata provides each of our
clients a dedicated toll-free number for customer service.
Please don't hesitate to contact me if you have any further questions. Thank you.
Christopher A. Richey
President
NoRT;14 0OVER
9Aassachus00 Christopher McClure<cmcclure@northandoverma.gov>
PetData proposal
Ann Campbell<acampbell@petdata.com> Tue,Jan 22,2019 at 4:51 PM
To:"cmcclure@northandoverma.gov"<cmcclure@north and overma.gov>
Hi Chris!Thanks for taking time to speak with me this afternoon! One of the things I hear most often from our clients is how
important PetData's track record was when they contracted with PetData. We are currently celebrating our 25th anniversary,
and we process more than 1.7 million license records and rabies vaccination certificates annually for over 75 clients in 22
states.
As you are aware, animal licensing is a time-consuming and labor—intensive program, and it can be especially difficult for an
agency to effectively run a program by allocating sufficient funds and staff time to field phone calls related to licensing, process
the mail, enter records in a database and issue a license tag or receipt. By hiring PetData to do all these tasks, town staff are
free to provide more direct services to the community.
Animal licensing is PetData's sole business and we have a highly efficient process that takes advantage of our economies of
scale. Our service includes printing, mailing and processing of all renewal notices, issuing of tags and receipts, entering
vaccination data and much more. Each year we mail over 2.2 million items including renewal notices, billing notices, exception
letters, license tags and receipts to pet owners. We also handle over 100,000 customer service calls and emails. In addition,
PetData is fully PCI compliant, and has maintained PCI compliance since 2006.
PetData's animal license service provides:
Customized Forms
Customized Website
Customized Phone Greeting and Professional Call Center
PetLicense Online Licensing for Citizens
Accept Donations from Citizens
Online Tag lookup
PetData also:
Mails all notices, including renewal notices and billing notices
Enters, verifies and processes all vaccination data from veterinarians
Processes all licenses
Reports license activity monthly
Provides custom reports upon request
Provides 24/7 secure access to data via PetAccess
I have attached a proposal for your review. I'm also happy to set up a Go To Meeting call/demonstration when it's most
convenient for you. I'm out of the office through the 29th, but I'm fairly flexible beginning February 1. Please let me know if
you have any questions, and also what date and time work best for you!
-Ann
Ann Campbell
Director, Sales and Marketing
PetData, Inc.
8585 N Stemmons Fwy, Suite 110ON
Dallas, TX 75247
800-738-3463 ext. 525
PetDataProposal North Andover 2019.pdf
212K
PetData Proposal.
North Andover, Massachusetts
PetData is the largest animal licensing organization in the U.S.
and is the only private company currently providing a
comprehensive turnkey animal licensing program to
municipalities. Saving money, increasing revenues and
Pet freeing up staff time are some of the primary reasons that
J municipalities hire PetData.
Animal Licensing Made Easy!
• 91% of PetData's contracts have been renewed since
our founding.
• Our clients, on average, have increased licensing
compliance by 42% after hiring PetData.
• Since PetData was founded, we have processed more
than 16.2 million animal licenses and rabies
vaccination certificates.
Experience
With 25 years' experience providing animal licensing services to municipalities, PetData has an excellent
track record increasing licensing for our clients. On average, our client's licensing increases 42% after hiring
PetData. For clients collecting rabies vaccination data from veterinarians, the average improvement is even
higher, with a 72% increase in revenue. In addition to increasing revenue for our clients, PetData also lowers
cost. Based on analyses conducted by several of our clients, PetData's fees are 40%to 60% lower than
what a municipality spends to do the same service.
Managing animal licensing programs is our sole business and we dedicate 100%of our time and resources
to managing and improving animal licensing programs for our clients. We are constantly striving to develop
and create innovative technological solutions to benefit our clients. PetData currently administers animal
licensing programs for over 75 Cities, Counties, and States.
Our current clients include:
Albuquerque, NM Edmonds,WA Lenexa, KS Sahuarita,AZ
Alexandria,VA Eugene, OR Lewisville,TX San Clemente-Dana Point, CA
Anacortes,WA Fayette County,TN Lynwood,CA San Luis Obispo, CA
Antioch, CA Foothills Animal Shelter- Manatee County, FL San Mateo County, CA
Jefferson County, CO
Asheville, NC Fort Pierce, FL Marana,AZ Santa Barbara, CA
Baltimore, MD Frisco, TX Matthews, NC Solano County, CA
Beaumont, CA Fulton County, GA Morgan Hill, CA Southern Brazoria SPCA, TX
Bothell,WA Garden Grove, CA Nevada County,CA Sterling Heights, MI
Cedar Park, TX Gilroy, CA Newport Beach, CA Suffolk,VA
Charlotte-Mecklenburg County, NC Hawthorne, CA Norman, OK Sunnyvale, CA
Citrus County, FL Hernando County, FL Oakland, CA Torrance, CA
Citrus Heights, CA Highland Village, TX Pasco, WA University Park, TX
Contra Costa County, CA Irving,TX Palm Beach County, FL Virginia Beach,VA
Culver City, CA Jo Daviess County, IL Plano, TX West Richland,WA
DeKalb County, GA Kansas City, MO Prescott,AZ Weston,WI
State of Delaware Kirkland, WA Prescott Valley,AZ Waukee, IA
Denver, CO Lake County, CA Rancho Cordova, CA Waunakee, WI
Dubuque, IA Lakewood, WA Rocklin, CA
Eagle County, CO Las Vegas, NV Roseville, CA
q fiden � 2
Reasons to Hire PetData
There are several reasons why municipalities decide to hire PetData, including saving money, increasing
revenues and freeing up staff time.
Saving Money
Over a decade ago, two major metropolitan areas did internal cost analyses of their licensing
programs and discovered they were spending over$5.00 per license just to process the license.
The actual costs are higher today—between $6.70 and $7.47 per license, depending on the size
of the metropolitan area. Nearly every municipality that PetData has worked with has seen a
decrease in the cost to administer the program. This is due to a number of efficiencies that
PetData has developed in its processing. PetData can also be more flexible in its personnel levels
to ensure coverage of higher-volume periods, as well as be more flexible in its purchasing in order
to take care of pet owner and veterinary clinic needs in a timely fashion.
Increasing Revenue
PetData's only business is animal licensing/registration. We have a dedicated, intense focus on
animal licensing. As a result, PetData has a proven track record of increasing licensing for its
clients. The average increase is 42%. Additionally, because of our fee structure where we get paid
per license sold, PetData has tremendous motivation to increase licensing for our clients. Even
with the best of intentions, most cities simply are not able to dedicate the time and resources to
this area that they wish.
More Staff Time To Devote To Animal Welfare
Animal licensing is a time-consuming, extremely labor-intensive program. Most animal welfare
agencies do not have sufficient staff to meet the needs of their residents, much less to have time
for animal licensing. Therefore, it is a difficult for an agency to allocate sufficient staff time to field
the hundreds and thousands of phone calls related to animal licensing, to process the mail, to
enter all of the records in the database and the many, many other tasks associated with running a
successful animal licensing program. By hiring PetData to do all of the tasks, an agency's staff is
freed up to provide more direct animal services to the community.
Predictable Program Costs
Because PetData works under contract for a specified period of time, the cost to the municipality
for administration of animal licensing remains consistent over the period of the contract with no
surprises from increased supply costs, postage costs, benefits costs or employee overtime. This
makes it much easier to prepare and adhere to a budget.
Co ftidenficl-3
Standard Fees
Base Fees
The Standard Fees are not charged until the license is issued. Data entry of rabies vaccination certificates and
incomplete licenses, which may or may not result in a license, are included at no extra charge. An agreed-
upon method to follow-up with pet owners who did not respond to a prior notice is also included at no
additional cost. This structure is designed to 1)ensure that PetData is working on behalf of the client to
increase licensing; and 2) provide the client with more control and certainty by establishing a set price for
results and not charging simply for individual tasks associated with licensing. Pricing is based on contract
term commitment.
Pricing for a 1-year Agreement, with option to renew at current going rate:
$4.35 per license for a one-year license or a replacement tag for Year 1.
$2.00 for each additional year after year one if there are multi-year licenses.
$2.50 Collection Service Fee for each late fee collected during the term of this Agreement, if
applicable.
Pricing for an initial 3-year Agreement, with option to renew for two additional 1-year periods(5 years total).
$4.20 per license for a one-year license or a replacement tag for Years 1 -3.
$4.30 per license for a one-year license or a replacement tag for Years 4 and 5.
$2.00 for each additional year after year one if there are multi-year licenses.
$2.50 Collection Service Fee for each late fee collected during the term of this Agreement, if
applicable.
IMPORTANT: PetData is paid for all licenses issued during the contract period, including those licenses
issued by Animal Services, Veterinarians, and any authorized registrars or agents.
Start-Up Fee
$1,000 one-time only start-up fee. The Start-Up Fee covers all aspects of the client's Start-Up with PetData,
and includes PetData's creation of manuals, reports, license renewal/billing forms, web pages, auto-attendant
phone scripts and all database preparation. Additional fees and/or go-live date may be delayed if requirements
are changed after they have been finalized and signed off by Client.
Convenience Fee (paid by licensee, not municipality)
PetData provides the option of licensing online via PetLicense and does not charge the municipality for this
service. If the pet owner chooses to license online, PetData charges a convenience fee of$2.00 per
transaction. Multiple pets may be licensed per transaction. Pet owners may choose to mail in their application
if they do not wish to pay the convenience fee.
NOTE. if a client requests non-standard or additional services additional charges and/or minimum contract
guarantees may apply. Contract minimum is$6,000.00/year(approximately 1,500 one-year licenses).
fudernl 01..4
Scope of Services
PetData Responsibilities
1. Process License Applications
A. Receive and process animal license applications through the mail.
B. Provide online licensing and process applications initiated through PetData's website.
C. Enter new and renewal license applications into PetData's proprietary database.
D. Deposit,or transmit for deposit, all receipts collected for license fees,with the exception of those
payments made via credit card, into a Bank Account.
E. Mail license tags within 10 business days after receipt of payment and complete documentation as
required by local ordinance and/or client policy.
F. Update license information in PetData's database and issue replacement tags as needed.
G. If PetData collects any payments due client from Licensees via credit card transactions that are paid to
PetData,those payments will be deposited, or transmitted for deposit, into a Bank Account within 15
business days after the end of the calendar month in which collected.
2. Mail License Notices
A. Mail renewal and reminder notices for expiring animal licenses. Renewal notices will be mailed in the
month prior to the license expiration date, or as otherwise agreed upon between PetData and client.
B. Mail billing notices to pet owners who have vaccinated a pet against rabies but have not licensed, if
client collects rabies vaccination reports from veterinarians.
3. Customer Service for Licensing Program
A. Provide customer service to pet owners via phone, email and mail, and respond to requests in a timely
fashion.
B. Provide customer service to client staff, and respond to client requests in a timely fashion.
C. Provide online access to licensing data to appropriate personnel via PetData's proprietary website, at no
additional charge.
4. Manage Reports from Authorized Registrars and Veterinary Clinics
A. Process and enter license sales records from any registrars and veterinary clinics authorized to sell
animal licenses.
1) Track tag inventories at all authorized registrars, and reconcile reports.
2) Invoice authorized registrars for licenses sold as needed
B. Process and enter rabies vaccination records from local veterinary clinics if rabies reporting is required
by client.
C. Follow up with delinquent clinics and registrars and report delinquent clinics and registrars to client as
needed.
5. Provide veterinarians and other authorized registrars with reasonable quantities of supplies(reporting forms,
applications or vaccination certificates, citizen mailing envelopes, etc.) necessary to sell license tags and/or report
rabies vaccinations to PetData. Supplies are to be printed in one color with the design and layout to be determined
by PetData.
6. Reporting to Client
A. Send reports to client within 15 business days after the end of each month including the number of
licenses sold at each location.
B. Provide custom statistical reports to client as requested within a timely manner. Depending on the
information requested, PetData can provide most reports within five business days
7. Provide an online tag search to the public if the municipality wishes to have PetData's online tag search enabled.
8. Process donations on behalf of the municipality when a donation is made with the purchase of a license, if
municipality request onations be oollec.ted. Confldentlpl- S
. .
Scope of Services
Client Responsibilities
1. Purchase license tags to PetData's specifications and ship them to PetData. We recommend that tags be
shipped directly from tag vendor to PetData to reduce shipping costs.
2. Report client license sales electronically or by mail at least monthly by the 10th calendar day of the month for
the prior month's sales.
. Give PetData at least 60 days' notice of license fee or ordinance changes.
. Respond to PetData inquiries in a timely fashion.
5. Provide feedback to PetData regarding program and customer matters.
Confid-t 1 6
Description of Services
Daily Operations — Mail Processing
PetData processes all incoming mail, including individual registration applications from pet
owners, vaccination reports from veterinarians, and tag sales reports from veterinarians. PetData
ensures that all paperwork and fee requirements are met.
Daily Operations — Data Entry
PetData's data entry process has been highly refined over the years. Many of the rules and
processes of a municipal licensing program are unique to the client and will be coded into the
database so that entry will be as accurate and efficient as possible. Several programming checks
are also written in to prevent many kinds of errors. Data entry operators are well trained and are
monitored constantly for accuracy.
Because accuracy is so important, each batch is also re-checked after data entry, and the total
payments entered in the batch are reconciled with the check totals.
Daily Operations — Revenue Deposits
PetData will deposit all registration monies in a financial institution specified by the Municipality. In
order to provide the highest level of accountability and customer service both to the Municipality
and to citizens, PetData scans and images all checks and money orders it receives. Thus,
PetData can provide back-up data for all deposits of a municipality's revenue and can deliver the
images on a CD-ROM upon request. PetData utilizes these images to verify citizen payments, to
balance and reconcile all of the money that is deposited into the bank account and to provide
excellent customer service to pet owners.
Daily Operations —Tag Mailings
Two different types of mailings are generated from batches of mail depending on whether the
application was complete or not. A tag receipt is generated for each completed mail-in or online
registration. An exception letter is generated for each incomplete registration. PetData enters the
record in the database, the check is deposited, and a letter is mailed to the pet owner to instruct
them on what is needed to complete their license. A license is not issued until all requirements
have been met. PetData will also issue replacement license or registration tags upon request for
tags that have been lost, stolen or damaged, according to its client's preferred procedure.
Veterinarian Reports
For vaccination reports from veterinarians, PetData enters each record in its database for owners
residing in within the client's jurisdiction. The vaccination data will be used to inform residents who
have not yet registered their pet of the requirement to register and how to obtain the registration.
For tag sales reports from veterinarians, PetData receives and verifies all records of tags sold, and
can also receive and reconcile the payments for the sales if desired by the client. Tag sales
records are entered within 30 days of receipt, and PetData keeps an inventory of tag sequences
at each sales location. PetData will notify either the veterinary clinic, client, or both, regarding
vaccination or tag sales reports that are not submitted on a timely basis.
Co Eiderit. I-7
Description of Services
Mailings
Based on the vaccination records received from veterinarians, PetData mails out first billing
notices to pet owners who have vaccinated but have not registered or licensed their pets. If the
pet owner has not responded within 45 days, PetData mails a second notice and, if applicable,
adds the fee for late registration or license.
Prior to the expiration of a registration or license, PetData also sends out a renewal notice to pet
owners who have previously registered or licensed their pet. A second renewal notice is mailed to
those who do not respond to the first notice and, if applicable, adds the fee for late registration or
late license per ordinance. Pet owners who have not responded to the renewal or billing notices
are reported to Animal Services via an enforcement list that can be sorted by zip code, city and
street address.
Supplies
All forms used for animal registration or licensing including notices, applications, brochures, etc.
will be submitted for approval prior to being mailed out. Once approved, PetData will purchase
supplies and distribute them to Animal Services and veterinary clinics as requested. Supply
requests are mailed within 1 business day of request.
PetData will distribute registration or license tags as needed and maintain an annual inventory of
tag sequences distributed to each sales location. The inventory ensures that each location has a
sufficient supply of tags to sell, that all tag numbers can be traced in the event a pet is lost before
the record has been sent to PetData, and that tag numbers cannot be duplicated in the database.
Customer Service
PetData prides itself upon providing a high level of customer service, and does so in many
different capacities. Our primary method of providing customer service is over the phone. PetData
will provide a unique telephone number for a municipality's residents, and will establish an auto-
attendant on behalf of each client which provides answers to common registration questions. The
auto-attendant is available 24 hours a day, 7 days a week, and approximately 37% of all callers
utilize this service during our regular work hours even though live operators are available.
PetData has highly trained customer service representatives available to answer calls Monday
through Friday. Queries from animal service officers are responded to within fifteen minutes. Our
highly sophisticated phone system has 32 phone lines, which guarantees that the citizen will not
be greeted with a busy signal, and that their call will be met with the quality that it deserves.
PetData also provides customer service online via our customized web site. The website features
an online tag search and answers to the most common questions of how to register a pet, such as
the registration fees, mailing address and required paperwork. Several feedback forms are
available for citizens to submit changes of address, phone number, and the status of their pet or to
ask us other questions. For veterinarians, we offer the ability to order applications and tags(if
applicable) online as well.
AAA Cn �1 en
�M r:
Description of Services
Online Licensing via PetLicense
In addition to processing payments through the mail, PetData provides pet owners with the option
to pay for a registration online at its web site: www.petdata.com. Payment is made via major credit
card, and a convenience fee of$2.00 is charged to the citizen per transaction to help defray
PetData's cost of providing this option. Multiple pets may be licensed per transaction. This fee is
not paid by the municipality and is optional for the pet owner. Pet owners may choose to mail in
their payment and paperwork if they do not want to license online.
Donations
PetData has established an easy way for people to make donations to their local animal shelter
while they are paying for their registration. Donations can be made through the mail via
information on mailings or applications.We also can provide citizens with the option to give a
donation while they are paying for a registration online. PetData will account for the donations and
deposit the money as agreed upon with the client.The process is easy and secure, and PetData
does not charge a fee for this service.
Reports
Within fifteen days of the end of each month, PetData will submit a report of all registrations or
licenses processed during the preceding calendar month. The registration summary report will
include counts of registrations sold, broken down by sales location, and will be in a format to be
mutually agreed upon. Additional reports can also be provided on a monthly basis.
PetData's flexible and expandable software allows for reports based on a wide range of criteria.
Reports may be generated either at a pre-determined interval or as requested by the client. Most
reports can be provided within 5 business days, depending on the data requested.
State and Local Laws
PetData will comply with all state and local laws governing animal rabies vaccinations and pet
registration programs, as may be amended from time to time.
C0 fry nt 1-9
Database Capability and Features
Software
PetData has developed its own proprietary database solution developed specifically to manage all
aspects of the licensing process. TAILS 3.0 (The Animal Information & Licensing System) is based
on a powerful client-server database platform, and all animal licensing data is stored in this
application. This proprietary solution has the necessary flexibility for customization to meet the
specific needs of each municipal client, while also providing a standard data architecture for all
licensing data. TAILS is the third-generation of our management software, and the product of
thousands of hours in development and refinement. Key features include:
• Address Correction—Full support for USPS CASS address validation and NCOA update.
Addresses are processed real-time during data entry to ensure accuracy of address
information, and further verified against the USPS NCOA Move Database to maximize
deliverability of mailings.
• Entry Validation—TAILS performs multiple levels of consistency checks for entered and
imported data, ensuring enforcement of business rules and improving overall accuracy.
• Licensing History—Maintains a complete licensing history for owners and animals including
license payments, vaccinations, and incomplete applications.
• Mailing History—Maintains a complete history of mailings sent to citizens, and provides
extensive reporting on response rates that help us to adjust mailing timetables to generate
the highest rate of returns.
TAILS 3.0 is capable of accessing external and remote data sources through industry-standard
ODBC connectivity, as well as data import and export. Supported data formats include, but are
not limited to XML, delimited text, DBF, and SQL dump. This capability facilitates the development
of gateways between TAILS and shelter management packages.
Backup Systems
PetData backs up all databases twice during the working day. Nightly, all databases and key
systems are backed up to high-capacity magnetic drives, which are set up in a 4-week rotation
and stored off-site. Client data is also copied to redundant secure cloud-based storage in US
data centers. This backup configuration allows for recovery of the complete licensing database
even in the event of a major failure or severe damage to our facilities. PetData does not collect
or store personally identifiable information. In the event of termination of the contract, PetData
will return client data in a mutually agreed upon format.
Data Protection
PetData agrees that animal licensing data at all times belongs to the municipality and that at no
point in time does PetData ever own the data. PetData will not use personal data collected on
behalf of the municipality for any purposes other than those described in the included Scope of
Services unless specifically directed by the municipality. Furthermore, PetData specifically agrees
that it will never sell, transfer, or release personal data it has collected in fulfilling the terms of this
contract to a third party.
C fid- fi: 1- 10
Database Capability and Features
Credit Card Information Security/PCI Compliance
PetData has been fully PA-DSS and PCI-DSS complaint since 2006. As part of our compliance,
PetData does not store any personal credit card information at any time. PetData agrees to
remain in compliance with the Payment Card Industry Security Program at all times.
As part of maintaining PCI Compliance, PetData undertakes a regular review of all security
policies and procedures. Further, all public IP addresses, including websites and office WAN, are
subject to regular vulnerability scanning to identify any potential security threats.
Data Access via PetAccess
PetData has developed PetAccessTMto provide password-protected, online access to license
data. There is no additional charge for PetAccess. This easy-to-use, browser-based application is
secure to ensure that appropriate personnel in a municipality can access the data in a timely
manner. PetAccess allows animal services staff to perform tag searches and look up licensing
information in several ways, including by owner name, phone number, and address. Updates to
the online system are made daily, and the system is available 24/7. In addition, PetAccess logins
may be provided to shelter staff, Emergency Dispatch and/or other authorized departments that
need immediate access to licensing information. PetAccess is an excellent way to provide a wide
variety of personnel with access to licensing data via the Internet without having to access a
shelter software application or to pay additional seat license fees.
Data Access via Data Transfer
While several clients choose to use PetAccess exclusively to access their animal licensing data,
some clients prefer to integrate the licensing data into their shelter software. While PetData has
the capability to exchange data with many existing databases, the municipality must provide
access to its database so that PetData can transfer data. PetData cannot access and transfer
data into a Municipality's database without explicit Municipality approval and the approval of the
software vendor. Depending on the software used by the Municipality and the particular software
license that has been executed, the Municipality may or may not already have permission to
access its own database and to permit direct data transfers. PetData requires the support and
cooperation of the client's software vendor in order to reintegrate data into the client's database.
NOTE: PetData does not charge any fees for PetAccess or for data transfers. However, if you are
interested in data transfers, your shelter software vendor may charge additional fees. Please
consult your software vendor directly for more information.
References are available upon request
Ca�idenfi I-1 I
e�A f 0 man fe Yt
TI ICA► F LIABILITY INSURANCE
111201
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTSUPON THE CERTIFICATE BOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW, CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED
REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER.
IMPORTANT. If the certificate holder Is an ADDITIONAL INSURED,the policy(i )must have ADDITIONAL INSURED provisions or Ise endorsed.
If SUBROGATION IS WAIVED,subjeO to the ternis and conditions of the policy,certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such endors nt s
PRODUCER CAO NTAC Jen VVlerzba
i r7 F iili Ci Mike Baker v 214 780 Q9�Q � ,AX �1�713t1 i�Ql�
F ____. t�C, *
3400 Carlisle St Ste 470 jerI.avilerzba nn5is statefarrrl
Gallas.TX 752 _ YNSUR R s AFFoltP116lIG Gov E ,.. _ _ , C
INsaRERA: State Farris Lloyds 43419
INSURED INsuR e: State Farris Fire and Casually Cornpalry 2514
____..,,_... ..�_ __.. __. ._
PetOata,Inc INeSURER C
PO Box 141929
INStBRER 73;
r 75014 INSURER E:
IN511RER F
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CER71FY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WTH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN Y_HAVE BEEN REDUCED BY PAID CLAIMS,
TYPE OF INSURANCE ! L .. Y ExVPL wyn CE LNSER LIMITS
EACH OCCURRENCE S 2,Ot3.COMMERCIAL GENERAL LIABILITY OMONO
pp _
r u..Alus ix OCCUR 1I74i t"r C _ ._.....,300,000
s�txEaI ,t ,r
...G PERSONAL S ADV INJURY �
A Y Y 93'-TV-3354•d� 1111312018 111/1312019 � s 2,
CEWL FA REG�tTV:•UMIT APPL BS PEW GENERAL _ �.,..._.._._. _..._..
a _ AGGRtcrArl: s
._. 1_,0,,.0 0.„00 0
POLK,"r PR ca��ao�Agra s �, 0000s ._
... _..
OTHER,
AUTOMOBILE LLAWA ITv COMBINED SINGLE'LIMIT
.
A�'IVY AUTO BODILY (P I
2 R i „ 5
I:�km ..
TOS SP"piElyUV,.ErM BODILY IVUURY
HIRED �NON-OVMED PROPERTY DAMAGE
AUTO$ONLY �AUTOS ONLY E lar acc demml
UMBRELLA LLAB (AnCk.R EACH C GUr�RE .£
C&.dA4Mt.>-PudJAG7E; A�S4S.._.._,w..�...._...._....._._».._�_.___.,®,....._.............m._...._.._ EXCESS W FCI GATE $
C)ED RETENTION S S
WORKERS COMPENSATION
f I2015 r'Ee2 H
3 8 N � ST TR9T�., _. _ER
B ONYPROPRIET LARTNEI E>�UTWE N/A 93-CS-26 9 07P1 07P11d2010 E•L EAACHAc 1I�En1�.._ s 1,000,000
(Mandatory In NH) I � E.L.DI SEA,SE-EA CMPLOYE Sn.,t.°...._,000
Br yyd<deg a under �_,.....__
fl:lE:SI�`RIPTI OF OPERATIONStm i E.k.IXSEASE-P�tl�'�LlfdlT S 1,000,000
I d
I
DESCRIPTION OF OPERATIONS I LOCATIONS A VEHICLES IAC 101,Addktonal Sotadkda, be aftwattod It mom spaGe Is )
Animl LicensirQ
CERTIFICATE BOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
E EXPIRATION DATE THEREOF, NOTICE V61LL BE DELIVERED IN
TowrI of North Andover ACCORDANCE WWITH THE POLICY PROVISIONS.
120 Main Street
North AMover,MA 01845 AU REPRESEIt, ti
I p 0 ,w,8-201�A EORPO TION, All rightsreserved.
ACORD 26(20'16/03) The C name and I are 1169istered marks of ACORD