1-Request For Proposal - Final.pdf

Request for Proposals

Operational Assessment for North Utah Valley Animal Services

Issued by:

North Utah Valley Animal Services Special Service District

193 North 2000 West

Lindon, Utah 84042

Date of Issue:

October 1, 2025

I. INTRODUCTION

The North Utah Valley Animal Services Special Service District (NUVASSSD) currently provides animal sheltering services for the following municipalities within our district boundaries: Orem, Vineyard, Lindon, Pleasant Grove, American Fork, Cedar Hills, Lehi, Saratoga Springs, Eagle Mountain, Cedar Fort, Highland, Alpine, and northern Utah County. As of 2023, Utah County had a population of 719,174; which is a 38.29% increase since 2010. NUVASSSD continues to realize an increase in shelter operating costs year over year with a current budget of $1,008,296. NUVASSSD receives animals from officer impounds in the field, found animals from the public, and owner surrendered animals. Animals received, handled, and cared for include all domestic pet animals (dogs, cats, ferrets, guinea pigs, reptiles, etc.), farmyard animals (chickens, ducks, goats, etc.), and wildlife (racoons, owls, foxes, etc.).

Since its inception in 2005, NUVASSSD has received a wide range in the number of animals brought into the animal shelter every year. The average annual animal intake from 2005 through 2023 is 4,871. The year with the highest annual animal intake was 2008 with 7,356; the year with the lowest was 2020 with 3,183.

The NUVASSSD is governed by an Administrative Control Board of Directors (BOD) comprised of representatives from each of the aforementioned municipalities. In an effort to assure operational excellence and adherence to industry best practices, the BOD is requesting proposals for professional services to conduct an operational assessment of the North Utah Valley Animal Shelter

(NUVAS).

Currently, the NUVAS is staffed by the following:

▪ Full time positions:

o One Director o One Assistant Director o Four Animal Shelter Technicians

▪ Part time positions:

o Eight Animal Care Attendants

NUVASSSD contracts with Orem, Vineyard, Lindon, Pleasant Grove, American Fork, Cedar Hills, Lehi, Saratoga Springs, Eagle

Mountain, Cedar Fort, Fairfield, Highland, Alpine, and northern Utah County to provide animal control and/or animal shelter services, to exercise all powers conferred upon such Districts by law, thereby promoting the health, safety, and welfare of people and animals in

Utah County.

II. SCOPE OF WORK

The North Utah Valley Animal Services Special Service District anticipates that any party selected through this Request for Proposal process to conduct an Operational Assessment will include, at least, the following:

A. Provide an overview of animal sheltering and adoption services in Utah County and surrounding municipalities.

B. Examine, analyze, and describe NUVAS’s current operations and ability to meet the animal care needs of NUVASSSD.

C. Examine, analyze, and describe NUVAS’s current operations and ability to meet the public’s needs of the NUVASSSD.

D. Forecast NUVAS’s ability to meet the animal care needs of NUVASSSD in future years; calculating for current and expected population growth and demographics, financial considerations and operational budgets, and staffing levels to meet all agency objectives and best industry practices.

E. Identify and evaluate efforts to achieve “no-kill” status and make recommendations, including strategies and methodology, to accomplish “no-kill” status.

E. Make recommendations that would align NUVAS with best industry practices and operations including, but not limited to:

policies, procedures, and protocols; animal medical/veterinary care and wellness; customer service; business operations; and employee wellness and compensation.

III. PROPOSAL SUBMISSION REQUIREMENTS; POTENTIAL PROPOSAL PROTECTION

A. Proposal Submission Requirements. The proposal submitted in response to this RFP must not be larger than 30 single-sided pages (with a font size of 10 or greater) and must be organized sequentially to address each of the subsections directly below

(Failure to comply with the sequential organization requirement or failure to satisfy one or more of the proposal submission requirements directly below may result in the rejection of a submitted proposal):

1. Provide a detailed description of the firm’s specific experience in performing services similar in scope, size, and complexity to the services sought through this RFP, including:

a. Analyzing operations of local governments to ascertain their ability to meet current or future needs of their service area, including preparing records/reports that articulate these analyses; and

b. Assessing the capability of animal care, control, and sheltering services performed by local government(s) and municipalities, including preparing records/reports that articulate these assessments.

2. Identify the firm’s key employees, contractors, consultants or other individuals that the firm anticipates will provide services to NUVASSSD in connection with the RFP, and for identified individual(s), provide a detailed description of each employee’s specific experience in:

a. Analyzing operations of local governments to ascertain their ability to meet current or future needs of their service area, including preparing records/reports that articulate these analyses; and

b. Assessing the capability of animal care, control, and sheltering services performed by local government(s) and municipalities, including preparing records/reports that articulate these assessments.

For each key individual identified by the firm, provide the individual’s name, title, hourly rate, estimated number of hours that the individual will invest in this project, general role within or in connection with the firm, anticipated specific role for this project, how and why each identified individual will be successful in his/her anticipated specific role for this project, and provide any other relevant information regarding each identified individual. Additionally; identify and describe in detail at least three but no more than seven projects upon which the identified individual had a significant role that are similar in scope, size, and complexity to this project. For each project identified, provide either the owner’s name or the name of the firm’s primary contact for the project and the most current contact information for such individual(s).

3. Identify and describe in detail at least three but no more than seven projects completed by the firm that are similar in scope, size, and complexity to this project. For each project identified, provide either the owner’s name or the name of the firm’s primary contact for the project and the most current contact information for such individual(s).

4. Provide a detailed description of the firm’s proposed project approach and schedule, including a project timeline with availability, the firm’s project strategy, the methodology proposed by the firm to control costs and ensure operational effectiveness, identification of outputs to be delivered to the NUVASSSD; and identify the advantages of the firm’s proposal to the NUVASSSD (This detailed description must describe the proposed approach and applicable schedule for each of the subsections identified in the II. Scope of Work section above).

5. Complete and submit a detailed fee proposal (using Exhibit A) that identifies the firm’s proposed fees to complete the specific services sought through this RFP.

6. The Cost Proposal (Exhibit A) must be submitted as a separate document from the rest of the proposal.

7. Submit one electronic copy of the firm’s proposal via the Utah Public Procurement Place, found here:

https://utah.bonfirehub.com. Please submit proposals no later than Friday, October 31, 2025, at 5:00 p.m.

http://utah.bonfirehub.com/

B. Potential Proposal Protection

1. The electronic pdf copy of the firm’s proposal must be a full and complete copy of the firm’s proposal unless:

a. The firm’s proposal contains information that may be protected under Utah Code 63G-2-305(1), 63G-2-305(2), or both; and

b. The firm complies with Utah Code 63G-2-309.

2. If the firm satisfies subsections III.B.1.a. and III.B.1.b. directly above, the electronic pdf copy of the firm’s proposal must be a redacted copy of the firm’s proposal.

3. If the firm complies with subsections III.B.1.a., III.B.1.b., and III.B.2. directly above, NUVASSSD will release a copy of the firm’s redacted proposal upon receiving a records request for the firm’s proposal under the Utah Government Records

Access and Management Act (“GRAMA”). However, if the firm fails to comply with subsections III.B.1.a., III.B.1.b., and/or III.B.2. directly above, NUVASSSD will release a full and complete copy of the firm’s proposal upon receiving a

GRAMA request for the firm’s proposal.

IV. EVALUATION CRITERIA

The North Utah Valley Animal Services Special Service District Administrative Control Board of Directors will evaluate the proposals submitted by firms based on the following criteria:

Primary Criteria: Experience

Evaluation Percentage: 30%

The firm’s specific experience in performing services similar in size, scope, and complexity to the services sought through this RFP, including:

(a) analyzing operations of local governments to ascertain their ability to meet current or future needs of their service area, including preparing records/reports that articulate these analyses; and

(b) assessing the capability of animal care, control, and sheltering services performed by local government(s) and municipalities, including preparing records/reports that articulate these assessments.

The specific experience of each key individual identified by the firm including each individual’s experience in:

(a) analyzing operations of local governments to ascertain their ability to meet current or future needs of their service area, including preparing records/reports that articulate these analyses; and

(b) assessing the capability of animal care, control, and sheltering services performed by local government(s) and municipalities, including preparing records/reports that articulate these assessments.

Primary Criteria: Quality of Similar Projects

Evaluation Percentage: 25%

Quality of services and deliverables performed by the firm completed by the firm that are similar in scope, size, and complexity to this project; and

Quality of services and deliverables completed by each key individual identified in the firm that are similar in scope, size, and complexity to this project.

Primary Criteria: Project Approach and Schedule

Evaluation Percentage: 20%

The firm’s history of successfully completing projects within an agreed-upon timeline; and the ability of the firm to produce and provide the deliverables of this RFP within a reasonable time frame.

Primary Criteria: Cost

Evaluation Percentage: 25%

NUVAS will use the following cost formula: The points assigned to each offeror’s cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price).

Award Methodology:

If an award is made and, based upon the Evaluation Criteria, NUVAS will award the RFP to the highest scoring vendor.

V. REQUEST FOR PROPOSAL PROJECTED SCHEDULE

The NUVASSSD reserves the right to modify the following projected schedule for this Request for Proposal process at its sole discretion.

Issuance of Request for Proposals by NUVASSSD 10/1/2025

Deadline for proposal submissions 10/31/2025 by 5:00 pm

Proposals will be opened in the order that they are received, beginning on October 31, 2025. The evaluation process will begin for each proposal directly after opening.

Issuance of Notice of Intent to Engage in Contract Negotiations To Be Determined

VI. QUESTIONS DEADLINE

All questions relating to this RFP must be directed to Tug Gettling, Director, NUVAS, via email at togettling@orem.gov. The deadline to submit questions regarding this RFP is Friday, October 24, 2025, at 3:00 p.m. Mountain Time. NUVASSSD may reject any proposal submitted in response to this RFP if one or more employees, agents, representatives or otherwise contacts any other

NUVASSSD employee, agent, or representative regarding this RFP.

VII. PROTESTS

Firms may file a protest relating to this RFP pursuant to the NUVASSSD’s purchasing policy and procedures governing requests for proposals (the “RFP Policy”). Firms may receive a copy of the RFP Policy by requesting a copy of the RFP Policy through an email sent to togettling@orem.gov.

VIII. REQUEST FOR PROPOSAL IS BINDING

I. Firms Are Bound by this RFP and the RFP Policy.

By submitting a proposal in response to this RFP, each firm agrees to be bound by this RFP and the RFP Policy, including the following:

A. Proposals Must Remain Constant. Proposals, including all proposed prices and costs, must remain constant from the proposal submission date through the execution of a contract between the NUVASSSD and a firm for the services sought through this

RFP. A firm that submits a proposal that will not remain constant for this required time period may be rejected by the

NUVASSSD.

B. Termination or Debarment Certification. Federal and state regulations require certification by firms as to current history regarding debarment, eligibility, indictments, convictions, or civil judgements. Firms must submit a certification that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from soliciting work by any governmental department or agency. Firms must also certify that neither it nor its principals have been terminated during the performance of a contract or withdrew from a contract to avoid termination. If a firm cannot certify these two statements, the firm shall submit a written explanation of the circumstances for review. A firm must submit these certifications with its proposal.

C. Governing Law; Jurisdiction; Venue; Restriction on Assignment. All contracts between the NUVASSSD and a firm for the services sought through this RFP will be interpreted, construed, and given effect according to the laws of the state of Utah and mailto:togettling@orem.gov the ordinances and policies of the NUVASSSD. The courts within Utah County, Utah will have exclusive jurisdiction and be the exclusive venue regarding any matter regarding such contract(s) or any matter regarding this RFP. No such contract may be assigned, in whole or in part, without the written consent of the NUVASSSD.

D. Licensing. A selected firm shall obtain all applicable federal, state, and local licenses before a contract for the services sought through this RFP and between the NUVASSSD and the selected firm is executed. These licenses must be maintained by the firm for the duration of the contract between the NUVASSSD and the firm.

E. Registration. Firms shall be registered with the Utah Department of Commerce, Division of Corporations and Commercial

Code. Firms may obtain forms and information regarding this registration requirement by calling (801) 530-4849 or 1-877-

526-3994, or by accessing the following website: www.commerce.utah.gov.

F. Proposal Modifications: A firm may modify its proposal at any time prior to the deadline to submit proposals, which is set forth in the above section V. “Request for Proposal Projected Schedule.” After the deadline to submit proposals, changes may not be made to the proposal unless otherwise permitted by the RFP policy or this RFP.”

G. Independent Contractor. Each firm agrees that, if it enters into a contract with the NUVASSSD, the firm will be an independent contractor, and, thus, the firm will not have the authority, express or implied, to bind the NUVASSSD to any agreements, settlements, liability, or understanding whatsoever with any third party, and the firm will not have an interest in any benefits provided by the NUVASSSD to its employees.

H. Free and Competitive Bidding. Any agreement or collusion among firms to fix a price, limit competition, or other similar conduct relating to this RFP shall render the proposals of such firm(s) void.

I. Warranties. A selected firm shall warrant, under a contract with the NUVASSSD for the services sought through this RFP, that all services performed by it under such a contract shall be of reasonable quality, shall be free from faults, shall be free from defects, shall conform with reasonable professional standards, and shall conform to applicable codes, regulations and rules.

J. Insurance. Each firm agrees that prior to entering into a contract with the NUVASSSD for the services sought through this RFP and for the duration of such contact, the firm shall secure and maintain, at its own expense, insurance coverage that satisfies the following:

1. Professional liability insurance, including $1,000,000 per occurrence and $2,000,000 aggregate;

2. Occurrence form commercial general liability insurance with the following minimum limits:

a. Each occurrence - $1,000,000.00;

b. Damage to Rented Premises - $100,000.00;

c. Medical Expense (any one person) - $5,000.00;

d. Personal and Adv. Injury - $1,000.000.00;

e. General Aggregate - $2,000,000.00; and

f. Products – Comp/Op Agg. - $1,000,000.00;

3. Automobile liability insurance, including a combined single limit for each accident that satisfies the minimum Utah statutory requirements; and

4. Workers compensation and employer’s liability, including minimums that satisfy the Utah statutory requirements.

K. Indemnification. A selected firm shall agree to the following indemnification provision: “With respect to any judicial, administrative, or arbitration action, suit, claim, investigation, or proceeding (“Proceeding”) against NUVASSSD, its officers, employees, agents, consultants, advisors, and other representatives, and each of their heirs, executors, successors, and assignees

(“NUVASSSD Indemnitees”) that arises out of this contract or the acts or omissions of the firm (each, a “Claim”), the firm shall, for the duration of this contract and for a period of six years after the termination of this contract, indemnify those

NUVASSSD Indemnitees against any amount awarded in, or paid in settlement of any Proceeding, including interest (“Loss”), and any expense incurred in defending a Proceeding or in any related to investigation or negotiation, including court filing fees, court costs, arbitration fees, witness fees, and attorneys’ and other professionals’ fees and disbursements (“Litigation Expense”)

(Loss and Litigation Expense means “Indemnifiable Losses”) arising out of that Proceeding, except to the extent that http://www.commerce.utah.gov/

NUVASSSD negligently or intentionally caused those Indemnifiable Losses. The firm’s compliance with any provision of this agreement to secure and maintain insurance shall not waive or limit the obligations of this indemnification provision.

L. Conflicts. Any conflicts between one or more of the following shall be resolved in the following order:

1. Once signed, the contract between the NUVASSSD and a firm for the services sought through this RFP;

2. The RFP Policy;

3. The NUVASSSD’s other policies and procedures;

4. This RFP; and

5. The proposal submitted by a firm in response to this RFP.

IX. PROPOSAL FORM

The Proposal Form, Exhibit A, must be submitted with the RFP.

X. COST INFORMATION WAIVER

Statement Waiving Prohibition in Utah Code 63G-6a-707(7)

EXHIBIT A

(Proposal Form)

PROPOSAL FORM

Name: ______________________________________________________________________________________________________

(Provide the complete legal name of the firm)

Address: ____________________________________________________________________________________________________

City:____________________________________________________ State: _____________________ Zip: ____________________

List one person who the NUVASSSD may contact concerning the firm’s proposal.

Name: ______________________________________________________________________________________________________

Telephone Number:

E-Mail:

I certify that to the best of my knowledge the information contained in this proposal is accurate and complete. I further certify that I am legally authorized by the firm to submit this proposal and bind the firm.

By:_______________________________________________

Printed Name:______________________________________

Position or Title:_____________________________________

Date:______________________________________________

EXHIBIT B

(Statement Waiving Prohibition in Utah Code 63G-6a-707(7) )

Statement Waiving Prohibition in Utah Code 63G-6a-707(7)

While drafting a request for proposals for an operational assessment, the Administrative Control Board of Directors (the

“Board”) of the North Utah Valley Animal Services Special Service District (NUVASSSD) has determined that the evaluation committee members should know and have access to information relating to the cost of each proposal while conducting its evaluation.

This statement is written pursuant to Utah Code 63G-6a-707(7)(b), in order to waive the prohibition in 707(7)(a).

Allowing the evaluation committee members to know and have access to information relating to the cost of each proposal, and to consider cost while scoring each proposal, is in the best interest of NUVASSSD. One of the primary criteria that the evaluation committee will use to assign scores to each proposal is how well the proposed budget would be utilized, a factor that directly relates to the value and quality of the project.

[Provide further explanation about why the Board would like the evaluation to include cost, and how that would be for

NUVASSSD’s best interest]

Date: _________ ____, 2025

[signature]

[Name]

[Position] of the Administrative Control Board of

Directors of the North Utah Valley Animal Services

Special Service District.