000845_Veterinary Medicines and Supplies_RFP Proposal Form.docx

Request for Proposal (RFP)

EVENT TITLE: Veterinary Medicines and Supplies EVENT #: Oak-0000000845

Distributed by:

Oakland County Purchasing Division 2100 Pontiac Lake Road, Bldg. 41W Waterford, MI 48328

Event Oak-0000000800 2 Table of Contents

Attachment A – Rate Sheet for Commonly Ordered Items Attachment B – Terms and Conditions_Services Contract Boilerplate Attachment C – Sample Insurance Requirements_Services Contract

Section 1.0: Bid Overview

1.1 Introduction

The Oakland County Purchasing Division, on behalf of the Oakland County Animal Shelter and Pet Adoption Center is seeking vendors for orders of various veterinary drugs and supplies. Items will be purchased on an “as needed” basis and no minimum order quantities are expressed.

Bid will be awarded as a 3-year contract, with an optional 2 one-year extensions. For a possible total of a 5-year contract.

The Oakland County Animal Shelter and Pet Adoption Center is a County operated facility that serves a function mandated by Michigan State law – Act 339 of 1919. It has been aiding animals by providing shelter and care while trying to find them new homes since 1980. Veterinarians are on staff and registered under the Oakland County Animal Shelter. The Oakland County Animal Shelter is the largest shelter in Oakland County and takes in about 10,000 Dogs and Cats every year.

Services provided by the shelter include the vaccination of the majority of animals. All animals that are adopted out of the facility are spayed and neutered. Resident Dogs are tested for heartworm and resident Cats for leukemia, which is then followed by treatment for these aliments if needed. The shelter provides veterinary treatment of any illnesses of resident animal upon intake to the facility, or for any illnesses that occur while they are in the care of the facility. The shelter must also treat many animals for injuries and aliments that have been sustained by abuse and neglect.

The Oakland County Animal Shelter and Pet Adoption Center can be visited online at http://www.oakgov.com/petadoption/

The purpose of this competitive Request for Proposal solicitation is to promote and ensure the fairest, most efficient means to obtain the best value to Oakland County. This shall be assessed in accordance with the established evaluation criteria outlined in this solicitation.

This document is not a contractual offer or commitment to purchase services. Proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations or failure to submit required information may be grounds for disqualification. Oakland County reserves the right to waive, at its discretion, any irregularity or informality that Oakland County deems correctable or otherwise not warranting rejection of the proposal.

Oakland County, Michigan is in southeast Michigan, immediately north of the City of Detroit. The County covers 910 square miles and encompasses 62 cities, villages and townships (CVTs). Located astride the Interstate 75 corridor and at the heart of “Automation Alley”, Oakland County is a world technology center. Oakland County’s population is approximately 1.2 million, encompasses 545,000 parcels of property, and features one of the lowest operating tax rates in the state of Michigan. Oakland County is one of the few counties in the nation with a AAA bond rating. Additional information can be found on Oakland County’s website - https://www.oakgov.com/home.

1.2 Solicitation Timeline

All documentation for this event is available on the Michigan Inter-governmental Trade Network (MITN). Bidders are to Complete Vendor Registration on the MITN website, if they have not already done so.

If help is needed, call the MITN help line 800-835-4603, or email: support@bidnet.com.

PRIMARY CONTACT: COURTNEY SCIAN - scianc@oakgov.com Requests for Clarification or Questions must be submitted for this solicitation before the date and time posted in the Solicitation Timeline, Activity List above.

All questions should be submitted in MITN and will be answered in the form of an addendum to the solicitation.

*It is the Responsibility of the Bidder to Check the MITN Website for Addendums.

PRE-BID SITE WALKTHROUGH: NA

PRE-BID CONFERENCE LOCATION: NA

Section 2.0: Bidder Information and Acceptance

1. The undersigned declares that all Solicitation Documents, including, without limitation, any Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Solicitation Documents.

3. The undersigned has reviewed the Solicitation Documents and fully understands the requirements in this Solicitation and that each Bidder who is awarded a contract shall be, in fact, a Prime Contractor, not a subcontractor, and agrees that its Proposal, if accepted by Oakland County, will be the basis for the Bidder to enter into a contract with the County in accordance with the intent of the Solicitation Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the terms, conditions, certifications, and requirements listed in Section 2.0: Bidder Information and Acceptance

6. The undersigned acknowledges that Bidder will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this solicitation and associated Solicitation Documents.

7. It is the responsibility of each Bidder to be familiar with all of the specifications, terms and conditions of this solicitation and, if applicable, the site condition. By the submission of a Proposal, the Bidder certifies that if awarded a contract they will make no claim against Oakland County based upon ignorance of conditions or misunderstanding of the specifications.

8. Insurance certificates are not required at the time of the proposal submission. However, if awarded, the Bidder acknowledges and agrees to provide the minimum insurance requirements identified in the terms and conditions that are supplied with the bid notice – the Sample Services Contract Boilerplate and Insurance Requirements.

2.1 Bidder Profile

☐ Corporation ☐ Joint Venture ☐ Limited Liability Partnership ☐ Partnership ☐ Limited Liability Corporation ☐ Non-Profit / Church ☐ Other:

Street Address:

City:

Website:

Primary Contact Name:

Primary Contact Phone Number:

Primary Contact Email Address:

Has your company ever been debarred by the Federal Government? ☐ Yes ☐ No

If yes, when? Has it been lifted and if so, when?

Has Your Company Ever Been Debarred by Any State or Local Governments? ☐ Yes ☐ No

If yes, when? Has it been lifted and if so, when?

Is Your Company:

☐ Minority Owned ☐ Woman Owned ☐ LGBTQ Owned ☐ Veteran Owned Business

Is Your Company a: ☐ Certified Diverse Business

The individual below is authorized to sign on behalf of the company submitting this proposal.

Proposals must be signed by an official authorized to bind the provider to its provisions for a period of at least 90 days.

Signature:

Name and Title of Signer:

Date:

*Please Include a Signed Current W-9 with Bid Submission

2.2 References

1. Provide the names and telephone numbers and e-mail addresses of at least three (3) persons representing Bidder for whom the Bidder has performed work similar to that proposed, and who may be contacted as references. Preferably, these references should include Municipalities or Utilities similar to the County and should include the types of recent projects cited above.

2. Provide a List of any contracts which have been terminated, including the circumstances surrounding the termination. Provide the name and telephone number of your client's representatives of any such contracts.

3. List all legal proceedings, lawsuits, or claims which have been filed against any of Bidder’s past or present employees within the last five (5) years. Indicate circumstance where you paid all or part of the claim.

Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

Oakland County is not responsible for representations made by any of its officers or employees prior to the execution of the Professional Services Agreement unless such understanding or representation is included in the Professional Services Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the Oakland County Chief Procurement Officer’s sole judgment and their judgment shall be final.

3.3 Bidders Questions

Bidders may submit written questions regarding this solicitation in MITN. All questions must be received by the date and time specified in the timeline in Section 1.2 Solicitation Timeline.

All questions, without identifying the bidder, will be compiled with the appropriate answers and issued as an addendum to the bid.

When submitting questions please specify the bid section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the solicitation. The County reserves the right to group similar questions when providing answers.

Oakland County may modify the solicitation at any time during the solicitation process. All changes to the solicitation will be posted as an Addendum under the Solicitation number on Bidnet/MITN, each posting officially revises the solicitation.

3.4 Preparation of the Proposal

Each Bidder must submit a complete proposal in response to this solicitation. The proposal must remain valid for at least 120 days from the closing date for responses to this solicitation.

3.5 Adherence to Mandatory Requirements (Pass/Fail)

Oakland County Chief Procurement Officer or their designee shall review the Proposal and determine if the Bidder meets the minimum requirements as outlined in this solicitation.

Failure of the Bidder to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present.

3.6 Evaluation Process

All proposals will be reviewed for compliance with the mandatory requirements stated within this solicitation. Proposals not meeting the mandatory requirements will be deemed non-responsive and eliminated from further consideration. Oakland County reserves the right to withdraw the solicitation to award one respondent, or to any combination of Respondents, by item, group of items, or total response. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present. Oakland County may contact the Bidder for clarification of the Bidder’s Proposal. Oakland County may use other sources of information to perform the evaluation. Oakland County may require the Bidder to submit additional and/or supporting materials.

Responsive proposals will be evaluated on the factors identified in this solicitation. The Bidder(s) whose proposal is most advantageous to the Oakland County, taking into consideration the evaluation factors, will be recommended for award approval.

After prospective Bidder(s) have been selected, Oakland County and the prospective Bidder(s) will negotiate an Agreement. If a satisfactory Agreement cannot be negotiated, Oakland County may, at its sole discretion, begin negotiations with the next qualified bidder who submitted a proposal.

Evaluation Criteria and Award An evaluation committee at the County will evaluate each Bidder’s proposal to determine if the Bidder meets the qualification criteria and if the technical specifications in the proposal are acceptable. The evaluation committee, at its discretion, will recommend Bidder(s) for award of an Agreement. The agreement(s) will be awarded to the qualified Bidder(s) whose proposal is most advantageous to the County, based upon the following evaluation criteria:

The final award, when made, will be awarded to the Bidder determined by Oakland County, at its discretion, to have submitted the best proposal, taking into consideration the Bidder’s qualifications, proposed program of services and the cost thereof.

The successful Bidder shall commence work only after the transmittal of a fully executed contract and after receiving written notification to proceed from Oakland County. Failure of the successful Bidder to accept these obligations may result in cancellation of the award.

3.7 Optional Tools to Enhance Evaluation Process

Oakland County during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Oakland County:

· Clarifications

· Deficiency Report

· Oral Presentation

· Site Visit

· Best and Final Offer (BAFO)

· Negotiations

3.8 Oakland County Option to Reject Proposals

Oakland County may, in its sole and absolute discretion, reject any or all proposals submitted in response to this solicitation. The County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any proposal. Oakland County reserves the right to waive inconsequential disparities in a submitted proposal.

3.9 Freedom of Information Act

All information submitted to Oakland County by the Bidder is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

3.10 Contacts with Oakland County Personnel

All contact with Oakland County regarding this solicitation or any matter relating thereto must be in e-mail to the primary Purchasing contact listed in the MITN bid notice and in the Solicitation Timeline Section 1.2.

If it is discovered that a Bidder contacted and received information regarding this solicitation from any Oakland County personnel other than the Purchasing Contact, Oakland County, in its sole discretion, may disqualify its proposal from further consideration. Only those communications made by Oakland County Purchasing in writing will be binding with respect to this solicitation.

3.11 Final Agreement Award Determination

Oakland County reserves the right to make one total award, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more proposals, the terms of any resultant agreement, and the determination of which, if any, proposal best serves the interests of Oakland County.

3.12 Changes and Addenda to Proposal Documents

Each change or addendum issued in relation to this solicitation will be on the Bidnet/MITN website and on file in the Purchasing Office. It is the Bidder’s responsibility to acquire knowledge of any changes, modifications or additions to the authorized version of the solicitation. No award will be made to any Bidder who fails to submit the Addendum Signature Page(s), if applicable.

3.13 Reservation of Rights

Oakland County reserves the right to reject any and all proposals, to negotiate the terms and conditions of all and any part of the proposals, to waive irregularities and/or formalities, and in general to make award in the manner as determined to be in the County’s best interest and its sole discretion.

Oakland County reserves the right to modify this solicitation at any time prior to the due date, or to extend the due date, or to cancel this solicitation at any time. Oakland County further reserves the right to reject any and all proposals in whole or in part for good cause when in the best interests of the County. Oakland County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any proposal.

3.14 Withdrawal of Proposal

Proposals may be withdrawn in person by a Bidder, or authorized representative, provided their identity is made known and a receipt is signed for the solicitation but only if the withdrawal is made prior to the stated Proposal deadline. No proposal may be withdrawn for at least 90 days after the submission deadline except the successful Bidder whose prices shall remain firm for the entire contract period.

In case of error by the Bidder in making up a proposal, the Chief Procurement Officer may, in their sole discretion, reject such a proposal upon presentation of a letter by the Bidder which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

3.15 Cancellation

The solicitation may be cancelled or any or all proposals may be rejected in whole or in part as may be specified in the solicitation, when it is in the best interest of the County.

Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

Consistent with State law and the County adopted Standards of Conduct, Elected Officials, Department Heads, and/or County Employees will not be offered or entitled to earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason of their official business.

4.2 Interests of Bidder and County

The bidder assures that they have no interests which would conflict with the performance of services required by the Contract, if awarded. The Bidder also assures that, in the performance of a Contract, no officer, agents, employee of the County, or member of its governing bodies, may participate in any decision relating to the Contract which affects his/her personal interest or the interest of any corporation, partnership or association in which he/she is directly or indirectly interested or has any personal or pecuniary interest. However, this paragraph does not apply where specifically exempt under Michigan Law.

4.3 Indemnification and Hold Harmless

The bidder shall, at its own expense, protect, defend, indemnify and hold harmless Oakland County, its elected and appointed officers, employees and agents from all claims, damages (including but not limited to direct, indirect, incidental, consequential, special and punitive damages), costs, lawsuits and expenses including, but not limited to, all costs from administrative proceedings, court costs, and attorney fees, that they may incur as a result of any acts, omissions or negligence of the selected firm, its employees or agents or its subcontractors of sub-subcontractors, or any of their officers, employees or agents which may arise out of the contract.

The bidder’s indemnification responsibilities shall include the sum of damages, costs and expenses which are in excess of the sum paid out on behalf of or reimbursed to Oakland County or its elected and appointed officers, employees, or agents by the insurance coverage obtained and/or maintained by the selected firm pursuant to the requirements of this RFQ and the contract entered into.

4.4 Taxes & Payment Terms

Oakland County is exempt from Federal Excise and State Sales Tax. Bidder is required to pay all applicable taxes lawfully assessed in connection with its performance of the awarded Contract.

4.5 Equal Employment Opportunity

The bidder and its subcontractors, as required by law, shall not discriminate against the employee or applicant for employment with the respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly relates to employment, because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the awarded Contract.

The Bidder agrees to post notices containing this policy against discrimination in conspicuous places available to applicants for employment and employees. All solicitations or advertisements for employees, placed by or on the behalf of a Contract, if awarded, will state that all qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, age, height, weight, marital status and religion.

4.6 Nondiscrimination

The Bidder, its contractors and subcontractors, as required by law, shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position, height, weight, or marital status. Breach of this Section shall be regarded as a material breach of the contract.

4.7 Governing Law and Venue

The Bidder shall be governed by the laws of the State of Michigan. In the event any actions arising under a Contract, resulting from this solicitation, are brought by or against the County of Oakland, the venue for such actions shall be established in accordance with the statutes of the State of Michigan and/or Michigan Court Rules. In the event that any action is brought under the Contract in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Eastern District, Southern Division.

4.8 Compliance with Laws and Regulations

The Bidder shall render the services required by this solicitation in complete compliance with all applicable Federal, State and local laws, ordinances, rules and regulations.

4.9 Advertising

The Bidder shall not advertise, issue a press release or otherwise publish information concerning this solicitation or contract without prior written consent of the County. The County shall not unreasonably withhold permission.

5.0 Scope of Services

The Scope of Services for this Proposal is to solely represent the interests of the County.

A. THE BIDDER(S) WILL BE RESPONSIBLE FOR SERVICES INCLUDING, BUT NOT LIMITED TO:

a. Availability of all medicines and supplies necessary

b. Stocking commonly ordered items listed in Excel sheet

c. Delivery within a couple days after placing ordering

d. Responding to any customer service issues in a timely manner

Please provide responses to the following questions. There is also a separate Excel Document with the commonly used item and supply list.

1. Is there access to weekly special pricing that your company would offer?

1. Provide information regarding manufacturer pricing and discounts.

1. Provide information regarding any shelter programs or volume purchasing programs.

1. Ordering policies: Will your firm accept p-cards, purchase orders, or both?

1. Provide turnaround time from order date to shipment of goods.

1. Provide website of entire product line or catalog list:

1. Provide Entire Product Line price list discount: Price less %

1. Ease of your ordering system. Do you have online ordering capabilities or accept email orders? Please explain process.

1. Do you have a Dedicated Customer Service Area with a direct email or phone number? Please explain how you contact your Customer Service.

1. What is your average response time for customer service issues after someone contacts you?

1. Provide references – At least three clients of similar size with contact information

5.1 Qualifications

Minimum Qualifications (If any of these items are not submitted or fulfilled by the vendor, their bid will be disqualified)

Proposals will only be accepted by the County from Bidders that:

A. Have items readily available to ship B. Provide lead time for ordering and delivery timeframe C. Offer a percentage discount on item list D. Provide 3 references with contact information E. Provide entire list of medicines and supplies available for purchase, preferably via a website F. Can supply all commonly ordered items listed on separate Excel spreadsheet G. Provides answers to all 11 questions provided in the scope of services image1.png