To: Board of Supervisors
From: Ben Winkleblack, Animal Services Director
Report Title: Software Contract with HLP, Inc. for the Chameleon/CMS Software Package
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Animal Service Director, to execute a purchase order amendment with HLP, Inc. to increase the payment limit by $8,850 to a new payment limit of $44,250 for the Chameleon/CMS Software Package, a field services and shelter management software, and the expansion of mobile-access capabilities, with no change to the current term through August 31, 2026.
FISCAL IMPACT:
This contract is funded by 33% General Fund, 58% City Fees, and 9% Licenses and Fees.
BACKGROUND:
The Animal Services Department utilizes the Chameleon software system (HLP, Inc.) to manage daily shelter operations and field services activities, including animal intake, medical records, licensing, and case management. The Department maintains an evergreen agreement for this system to ensure continuity of its comprehensive operational needs.
Web Chameleon enables staff to access and manage system functions from mobile devices, improving operational efficiency by supporting real-time data entry and access in the field. This enhancement will streamline adoption processes, improve medical task documentation, and provide field services officers with immediate access to records while responding to calls.
The agreement auto-renewed at an annual cost of $35,400 for the term of September 1, 2025, through August 31, 2026. The Department is requesting approval to add Web Chameleon, a mobile companion application, at an added cost of $8,850. This addition will be incorporated under the vendor’s standard terms and conditions. This additional and renewal of software agreement terms has been reviewed and approved by County Counsel and requires Board of Supervisor approval due to terms and conditions which contain limitation of liability and warranty disclaimers.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to approve the contract renewal and associated services would disrupt the Department’s core shelter management system, adversely affecting daily operations including animal intake, medical treatment tracking, field services response, and overall case management.