2023200040_A1_Public Animal Shelter and Welfare Services.pdf

Request for Proposals

PUBLIC ANIMAL SHELTER & WELFARE SERVICES

Solicitation Number RFP #2023200040

Due Date and Time:

Wednesday, April 12, 2023, at 2:30PM

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

Telephone: (541) 682-5055 Office is currently not open to the public

RFP #2023200040 Public Animal Shelter and Welfare Services Page 1 of 31

I. REQUEST FOR PROPOSALS

CITY OF EUGENE REQUEST FOR PROPOSALS

Solicitation Number RFP No. 2023200040

Notice to Proposers Pursuant to ORS 279B.060 and City of Eugene Administrative Order 44-23-01, Public Contracting Rule (City Rule) 137-047-0260, sealed Proposals for Public Animal Shelter & Welfare Services for the City of Eugene will be accepted by the Purchasing Office until Wednesday, April 12, 2023, at 2:30PM. Proposals will be opened immediately thereafter on a Microsoft Teams Meeting and a record of Proposals received will be made. CLICK HERE FOR LINK TO MEETING. Proposals will not be accepted after the Request for Proposals (RFP) closing time and date. Proposals shall be valid for 90 days after opening unless otherwise specified in the specifications. This Request for Proposals does not commit the City to pay any costs incurred by any Proposer in the submission of a Proposal.

Project Description In general, work includes the general provision of public domestic animal shelter and animal welfare services which include, but are not limited to, City impounded companion or other domestic animal sheltering, spay and neuter, medical treatment, adoption, and related services.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys.

To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Proposers should submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046. Contact the Purchasing Analyst below if a Proposal cannot be submitted via OregonBuys.

Dated: March 10, 2023

Michelle Hahn, OPBC Purchasing Analyst City of Eugene MHahn@eugene-or.gov https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGJkYmFkY2EtZjU4OS00MWZjLWIzMzUtMjhhZTJkMWI3MjRi%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov mailto:MHahn@eugene-or.gov

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II. INSTRUCTIONS TO PROPOSERS

1.0 STANDARD PROPOSAL FORM

1.1. Proposals shall be submitted with the Standard Proposal Form identical to the form provided by the City. The Proposer shall make no alterations or additional stipulations on the Standard Proposal Form nor qualify the Proposal in any other manner.

Alteration of any part of the Standard Proposal Form content may cause the Proposal to be considered non-responsive.

1.2. All blanks on the Standard Proposal Form shall be filled in electronically, by typewriter or manually, in ink. Mistakes should be crossed out and corrections typed or written in ink and initialed by the party signing the Proposal. No erasures are permitted. The omission of any required information or forms may invalidate a Proposal.

1.3. Complete sets of RFP documents shall be used in preparing Proposals.

2.0 SUBMISSION

2.1 Proposers shall submit their Proposals through OregonBuys before the due date and time specified. Proposers who need assistance with OregonBuys can contact the Supplier Help Desk at support.oregonbuys@oregon.gov or 1-855-800-5046.

2.2 Proposer is responsible for submitting their Proposal prior to the closing time and date.

Late Proposals will not be accepted. The City is not responsible for any delays caused by computer/software issues.

2.3 Oral, telephonic, telegraphic, or faxed Proposals are invalid and will not be considered.

Emailed Proposals may be considered if pre-approved by the Purchasing Analyst.

3.0 SOLICITATION CLARIFICATION & CHANGE REQUESTS

Prior to the deadline for submitting a protest, a prospective proposer may request that the City clarify any provision of the solicitation document. The City’s clarification to a Proposer, whether orally or in writing, does not change the solicitation document and is not binding on the City unless the City amends the solicitation document by addendum.

3.1 Any requests for clarification regarding any provision of the RFP shall be delivered to the City’s Purchasing Analyst, by email, in conformance with City Rule 137-047- 0440(1).

3.2 Any requests for change of the requirements, specifications or sample Contract shall be delivered to the City’s Purchasing Analyst, in writing, preferably by email, not later than ten (10) days prior to the RFP closing date and time.

3.3 A request for change shall be marked “Contract Provision Request for Change” and include the solicitation number and title along with a statement of the requested change(s) to the Contract terms and conditions, including any specifications, together with the reason for the requested change.

3.4 Contents of questions, clarifications, modifications, or substitutions shall include the following, as applicable:

3.4.1 The solicitation number and title

3.4.2 A reference to the page and item being addressed

3.4.3 The reason and any proposed alterations

3.5 Proposals containing questions, clarifications, modifications, or substitutions included with the response and not submitted according to these instructions may be considered non-responsive.

https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf mailto:support.oregonbuys@oregon.gov

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4.0 SOLICITATION PROTESTS

A prospective Proposer may protest the procurement process or the solicitation document for a Contract solicited under 137-047-0730. Pursuant to 137-047-0730, before seeking judicial review, a prospective Proposer must file a written protest with the City and exhaust all administrative remedies. Protests must be submitted in writing to the City’s Purchasing Manager no less than seven (7) days prior to solicitation closing. The protest must be emailed to Eugene.Purchasing@ci.eugene.or.us, clearly identified as a protest and identifying the solicitation being protested. Faxed protests shall not be accepted.

The Purchasing Manager shall consider the protest if it is timely filed in accordance with City Rule 137-047-0730 and contains the following information: 1) sufficient information to identify the solicitation that is the subject of the protest; 2) the grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive, is legally flawed or improperly specifies a brand name; 3) evidence or supporting documentation that supports the grounds on which the protest is based; and 4) the relief sought; 5) a statement of the desired changes to the procurement process or the solicitation document that the prospective offeror believes will remedy the conditions upon which the prospective offeror based its protest. The Purchasing Manager shall issue a decision on the protest no fewer than three (3) business days before the solicitation closing, unless a written determination is made by the Purchasing Manager that the public interest requires a shorter time limit.

5.0 OR EQUAL

5.1 Whenever a process is designated or a manufacturer's name, brand, or item is designated or described, it shall be understood that the words, “or equal” follow such name, designation, or description, whether in fact they do so or not, unless no substitution is stated in the specifications. Proposers shall submit to the Purchasing Analyst their intent to offer an approved equal no later than ten (10) calendar days prior to the Proposal closing. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications.

Approval of alternate materials and equipment shall rest solely with the City and all Proposers shall be notified of such approval by addenda prior to the Request for Proposal closing.

6.0 PROPOSAL MODIFICATIONS OR WITHDRAWAL

6.1 Proposals may be modified in writing prior to closing in accordance with City Rule 137- 047-0440(1). Proposer shall submit any modification to its proposal in accordance with the requirements for submitting a proposal listed in Section II. Instructions to Proposers, 2.0 Submission.

Any modification must include Proposer’s statement that the modification amends and supersedes the prior proposal. Proposer shall mark the submitted modification as follows:

a. Proposal Modification; and

b. Solicitation Number and title

6.2 A Proposer may withdraw its Offer by written notice prior to closing in accordance with City Rule 137-047-0440(2).

mailto:Eugene.Purchasing@ci.eugene.or.us

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7.0 ADDENDA AND INTERPRETATIONS

7.1 Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Proposers shall receive addenda per City Rule 137-047-0430, and as follows: City will not mail notice of addenda but will publish any addenda on the OregonBuys site. Proposers should frequently check the OregonBuys site until closing (i.e., at least once weekly until the week of closing, and at least once daily the week of the closing period).

7.2 Any written addendum issued which includes changes, corrections, additions, interpretations, or information, and issued in accordance with City Rule 137-047- 0430(3) shall be binding upon the Proposer.

8.0 NONDISCRIMINATION

Submittal of a Proposal in response to this RFP evidences Proposer’s agreement that, in performing the work called for by this RFP and in securing and supplying materials, Proposer has not and will not discriminate against: 1) any person on the basis of race, color, religious creed, political ideas, sex, sexual orientation, source of income, age, marital status, physical or mental handicap, national origin or ancestry unless the reasonable demands of employment are such that they cannot be met by a person with a particular physical or mental handicap; and 2) a subcontractor in the awarding of a subcontract because the subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or a business enterprise that is owned or controlled by, or that employs a disable veteran as defined in ORS 408.225.

9.0 PREPARATION OF PROPOSALS

Proposers are expected to examine the specifications, schedules, and all instructions. The City is not liable for costs associated with preparation of Proposals in response to this RFP.

10.0 EMPLOYEES NOT TO BENEFIT

No employee or elected official of the City shall be permitted to receive any share or part of the Contract resulting from this RFP or any benefit that may arise therefrom.

11.0 CITY FURNISHED PROPERTY

No material, labor, or facilities will be furnished by City unless otherwise provided for in this RFP.

12.0 RESERVED RIGHTS

The City reserves the right:

12.1 To reject any Proposal not in compliance with all prescribed public bidding procedures and requirements.

12.2 To reject for good cause any or all Proposals upon the City’s written finding that it is in the public interest to do so.

12.3 To reject any and all Proposals not meeting or differing from the specifications set forth herein.

12.4 To waive any or all informalities in the Proposals submitted.

12.5 To consider the competency and responsibility of Proposers in making any awards.

12.6 If two or more Proposals are identical in price, fitness, availability, and quality, Award shall be made in accordance with City Rule 137-046-0300.

12.7 In the event any Proposer or Proposers to whom a Contract is awarded shall default in executing said formal Contract or in furnishing a satisfactory performance bond

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12.8 To extend the deadline for submitting Proposals, in according with City Rule 137-048- 0250.

12.9 To negotiate additions or deletions to goods and services requested.

13.0 CONSIDERATION OF PROPOSALS

13.1 Proposals will be opened publicly by the City of Eugene Purchasing Office on a

Microsoft Teams Meeting at the due date and time indicated in the RFP or any extension thereof made by addendum. Proposers and other interested parties are invited to attend the opening; however, the identity of the successful Proposer will not be determined at the opening time. CLICK HERE FOR LINK.

13.2 The City intends to award a Contract to the responsible Proposer submitting the most advantageous Proposal, based on evaluation factors contained in the Proposal, provided the Proposal has been submitted in accordance with the requirements of the RFP documents, and does not exceed the funds available.

13.3 The City shall provide written notice by email of the City’s intent to award the Contract.

Award shall not be final until the later of the following:

13.3.1 Seven (7) calendar days after the date of the Notice of Intent to Award; or

13.3.2 City provides a written response to all timely filed protest, if any, that denies the protest and affirms the award.

13.3.3 Proposers may protest the intended Contract award in accordance with City

Rule 137-047-0740.

14.0 CONTRACT AWARD

Submittal of a Proposal evidence Proposer’s intent to execute and be bound by the terms of the attached Contract. The City will enter into Contract negotiations as permitted by City Rules 137- 047-0262 regarding any open terms. During negotiations, the City may require any additional information it deems necessary to clarify Proposer’s approach and City’s understanding of the requested goods or services. Any changes agreed upon during Contract negotiations will become part of the final Contract. The negotiations will identify a level of work and associated fees and costs that best represent the goods and services required.

15.0 PUBLIC RECORDS

This RFP and one (1) copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a Contract, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection. If a Proposal contains any information that is considered trade secret under ORS 192.345(2), each sheet of such information must be marked with the following;

“This data constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.“

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance" ORS 192.345(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a Proposal may depend upon official or judicial determinations made pursuant to the Public Records Law. The restrictions above may not include cost or price information which must be open to public inspection.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGJkYmFkY2EtZjU4OS00MWZjLWIzMzUtMjhhZTJkMWI3MjRi%40thread.v2/0?context=%7b%22Tid%22%3a%220c0d3453-aa1d-41bc-8aa3-5c843d4ca0e8%22%2c%22Oid%22%3a%22201568ab-e8e0-498f-ac1b-b397783a096c%22%7d

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III. SUSTAINABILITY & SOCIAL EQUITY

The City is interested in products and services that have a reduced impact on human health and the environment and that more fully support communities and economies when compared to competing products and services serving the same purpose. For more information regarding sustainability in procurement and related City policy and plans, please refer to the City’s Sustainable Purchasing website at http://www.eugene-or.gov/sustainpurch. The awarded Proposer will be expected to support the City’s goals by implementing the following strategies where applicable.

1.0 WASTE REDUCTION

Pursuant to City Zero Waste efforts, the City aims to prevent waste where possible. In order to increase efficient use of resources, the awarded Proposer shall adhere to the following items as applicable.

1.1 Unnecessary packaging for goods, beyond packaging compliance or practical safe shipping methods, shall be reduced. Proposer to ship goods utilizing one or more of the following methods:

1.1.1 Ship products in reusable, refillable, or returnable containers. For example, reusable trays or totes, which can be stored and returned.

1.1.2 Minimal packaging material used inside containers. This includes eliminating or reducing the amount of non-recyclable bubble wrap, foam pellets or other like material.

1.1.3 Eliminate non-essential parts of packaging, such as individual wrapping of components.

1.1.4 Use packaging made with recycled content, biodegradable, and/or non-toxic materials.

1.1.5 No point of purchase material or promotional literature.

1.2 The awarded Proposer is to duplex all paper materials that are prepared for the City under the Contract, whether such materials are printed or copied, except when impracticable to do so due to the nature of the product being produced.

1.3 Proposer is expected to prevent, reduce, recycle or otherwise divert waste generated from the provision of services procured by the City. City may request information about diversion tactics utilized and quantities of waste materials diverted.

2.0 IDLING REDUCTION

In the interest of reducing air and noise pollution and promoting energy conservation, all gasoline and diesel-powered vehicles and equipment shall be idled only as necessary to perform the required duties, including delivery, and for the essential function(s) of the equipment. A driver of a vehicle must turn off the engine upon stopping at the destination and must not cause or allow an engine to idle at any location for more than 20 seconds. This idling policy applies except in the following situations:

2.1 The health and safety of employees, sub-contractors or public is compromised in turning off the vehicle.

2.2 The engine is required to power auxiliary equipment (e.g., hoist, lift platforms, hydraulic tools, inverters, compactors, medical equipment, specialized public safety radio communication and computer systems, etc.)

2.3 Vehicle/equipment manufacturer requires additional idle time for warm up or cool down for efficient and proper mechanical or functional operation of the unit.

http://www.eugene-or.gov/sustainpurch

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3.0 ENVIRONMENTALLY PREFERRED PRODUCTS

3.1 To promote and encourage environmentally sustainable practices for companies doing business with the City, the City requests vendors under City contract use environmentally preferable products in production of City work products.

3.2 The awarded Proposer should use environmentally preferable materials that meet performance requirements wherever practical in the fulfillment of this agreement.

Environmentally preferable products and services have characteristics that include but are not limited to the following:

• Energy Efficient

• Reusable or upgradeable

• Recyclable

• Contain post-consumer recycled materials

• Produce fewer polluting by-products and/or safety hazards during manufacture, use or disposal, and/or

• Are certified by an independent accredited third-party program such as EcoLogo or ENERGY STAR.

3.3 The City desires the use of post-consumer recycled content, chlorine-free paper to encourage environmentally preferable practices for City business wherever practical in the fulfillment of the scope of work.

4.0 SOCIAL EQUITY

Economic prosperity through diversity and collaboration is fundamental to the Equity in Contracting program. Part of Eugene’s City Council Vision states that we will “Encourage a strong, sustainable and vibrant economy, fully utilizing our educational and cultural assets, so that every person has an opportunity to achieve financial security.” The program aims to reduce barriers for local, small, minority and women-owned businesses to leverage all that our community has to offer, strengthening the business community as a whole.

The City supports the utilization of Minority, Women, Emerging Small Businesses (M/W/ESB), local businesses, Disadvantaged Business Enterprises and Oregon Forward Contractors (OFC) at both a prime and subcontracting and/or supply chain level. The City encourages eligible suppliers to gain certification and encourages the awarded proposer to use the following voluntary practices to promote open competitive opportunities for disadvantaged businesses in the fulfillment of the scope of work:

a. Access lists of certified minority, women, emerging small business or disadvantaged business enterprises from the Certification Office of Business Inclusion and Diversity (COBID) by visiting their website at:

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp to find certified businesses from whom to procure products or services.

b. Visit the Oregon State Oregon Forward Program website at http://ofp.dasapp.oregon.gov/ to search for Oregon Forward Program contractors from whom to procure products or services.

https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp http://ofp.dasapp.oregon.gov/

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IV. ANTICIPATED PROPOSAL SCHEDULE

The following is the anticipated schedule for submission and review of Proposals and award of the desired Contract. This schedule is subject to change by the City at its sole discretion. Any change to the Proposal submittal deadline will be done by an addendum to the RFP.

ACTIVITY DATE

Request for Proposal issued ..................................................................... March 10, 2023

Last date to request solicitation clarification or change .................................. April 2, 2023

Last date for solicitation protests………………………...…...………….….........April 5, 2023

RFP closing and public opening of Proposals………. ………April 12, 2023 at 2:30 PM

Proposal evaluation period……………………………………….…..April 17 – April 28, 2023

Notice of Intent to Award……………………………………………..no later than May 3, 2023

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V. REQUIREMENTS / SPECIFICATIONS

The City of Eugene (City) seeks to establish one or more multi-year Contract(s) for the general provision of public animal shelter and animal welfare services. A Proposer may submit a Proposal for all or some of the services as described and explained below. Public animal shelter and animal welfare services for the purposes of this RFP and the required services herein shall be for:

• Impounded animals such as dogs and cats.

• Humanely trapped cats trapped within Eugene city limits as part of the Trap, Neuter, Return (TNR) program.

• And certain “livestock” and “small” animals which, for the purposes of this RFP, means chickens and domestic fowl, rabbits, miniature goats and pigs, guinea pigs, hamsters, pet birds, reptiles, and aquatic life that are occasionally impounded due to neglect, abandonment or environmental hazard.

• Wildlife is excluded and is not part of the RFP services herein.

INTRODUCTION

The City’s Animal Welfare Unit is part of the Eugene Police Department (EPD). The unit currently has two Animal Welfare Officers and an Animal Welfare Supervisor whose work includes picking up stray dogs, picking up sick/injured animals, investigating abuse, neglect, and abandonment cases, and enforcing the City’s animal ordinances including potentially dangerous dog classifications and dog licensing. Additionally, the City operates the City of Eugene Spay and Neuter Clinic. Additional information regarding current services may be accessed at www.eugene-or.gov/animalservices

HISTORICAL DATA

The following data is a summary based on monthly Greenhill Humane Society reports on public drop-offs and City impounds for the City of Eugene during both 2021 and 2022. Impound numbers reflect the number of animals brought in by the City. Public drop-offs are animals brought in by a member of the community.

This data is offered for estimation purposes re: the number of City impound animals requiring services from the Proposer. The data does not include DOA’s (dead on arrival).

Animals 2021 Public drop-off

2021 City impounds totals

Public drop-off

2022 City impounds totals

Cat intake 423 71 494 395 178 573

Cats returned to owner 39 74

Dog intake 301 213 514 388 208 596

Dogs returned to owner 405 486

Total animal intake 724 284 783 386 http://www.eugene-or.gov/animalservices http://www.eugene-or.gov/animalservices

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SHELTER FEES

Shelter fees are to remain consistent with current fees established by City Manager of the City of Eugene. Any shelter facility may retain these impound and daily boarding fees when the impounded animal is collected by its owner. Current fees are set by Administrative Order 56-17- 03 and are listed in the table below:

Activity Fee per Incident or Activity

First Impoundment Incident* $25.00

Second Impoundment Incident $50.00

Third and Subsequent Impoundment Incidents $100.00

Daily Care Per Day Maximum $15.00

*If a dog is displaying a current license and is redeemed by owner within the first business day, and it is the first time within a 12-month period, there are no impound fees.

SCOPE OF SERVICES

The following Scope of Services includes all services needed by the City. For the specific services listed below, Proposer may submit a Proposal that includes all or some of the services that they have the capacity and capability to provide to the City.

• Dog Intake & Shelter: Must include intake of City impounded dogs described under Animal Intake—Animals / Impound.

• Cat Intake & Shelter: Must include intake of City impounded cats described under Animal

Intake—Animals / Impound.

• Court Holds Intake and Shelter: Must include intake and longer-term shelter for City impounded animals as described under Animal Intake—Court Holds.

• Trap/Neuter/Return (TNR): Must include intake for City impounded cats as described under Animal Intake—Community Cats.

The City has a not-to-exceed Biennium budget of $415,933.00 which is $207,966.50 per year. These figures are fixed and are not subject to negotiation.

1. Public Animal Shelter Facilities

a. Shelter Standards

i. Proposer will follow the Association of Shelter Veterinarians’ Guidelines for Standards of Care in Animal Shelters—December 2022 to ensure the health and welfare of City impounded animals, which is the primary consideration in sheltering practices.

ii. The Proposer will develop and follow a clear set of operation policies including, but not limited to, animal intake and outcome procedures, care https://www.sheltervet.org/guidelines-for-standards-of-care-in-animal-shelters

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iii. The Proposer will hire or appoint staff with experience and certifications appropriate for their positions. Staff licensing and certifications must be kept current. The Proposer will provide any necessary training to ensure their staff can perform their roles in a safe and professional manner.

b. Shelter Facilities and Operation

i. Secure, well-equipped shelter and adoption facilities must be within 70 miles from the Eugene metro area.

ii. The shelter will maintain regular, convenient weekday and weekend public hours of access. For City impound animals, the Proposer must provide procedures for City to drop off found animals on days the shelter is closed to the general public or after regular business hours.

2. Animal Intake

a. Animal/Impound Intake. All animals impounded by the City and delivered to the

Proposer’s facility by the City must be accepted. The City will strive to deliver impound animals between 7:00 AM to 6:00 PM daily. The Proposer will also accept City impound animals outside of these business hours. Animals delivered to a public sheltering and adoption facility by City of Eugene citizens are not part of the Scope of Services for this RFP.

i. The City may deliver animals to the Proposer and their facility under these circumstances:

1. If dogs are found stray

2. If found sick, injured, or in danger

3. If found, unsocial or social kittens up to 12 weeks of age

4. To quarantine them because of the animal biting a human or potentially dangerous dog classification.

5. For a temporary “safe keep” if an owner is arrested or experiences a medical emergency or is deceased and there is no one to provide immediate care to their animal.

6. Animals impounded in a case involving abuse, neglect, abandonment, or for other violations of local or state laws.

7. Dead on arrival (DOA) intake—an impound animal who is dead or had died upon arrival to the shelter facility. For these animals, the Proposer will provide:

a. Refrigerated storage for appropriate hold time,

b. Microchip scanning to determine the animal’s owner,

c. Contacting the owner if found, and

d. Cremation.

ii. Each animal will be assessed, and observations will be conducted upon arrival regarding their physical condition, medical needs, and initial behavior.

iii. Veterinary services will be provided by the Proposer to maintain minimum care of the animal.

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b. Community Cat Intake.

i. Community cat is a term used to describe outdoor, unowned, free-roaming cats. These cats can be friendly, feral, adults, kittens, healthy, sick, altered, and/or unaltered.

ii. City impound of community cats is part of the Proposer’s participation in the Trap Neuter Return (TNR) program. A nationally recognized model, TNR is a method of humanely trapping, sterilizing and ear-tipping, and returning cats to the same area where found.

iii. The Proposer will accept the City’s impounded community cats to the Proposer’s facility for Services. Cats who are identified and treated as part of the TNR program are not subject to City Code minimum holding requirements. The City agrees to use Tru-Catch traps or an equivalent type of trap when bringing the impounded cat to the Proposer’s facility.

iv. The Proposer will provide the City with weekly TNR appointments for City impounded community cats.

c. Court Holds. These are City impounded animals who need to be sheltered longer due to being labeled as “Do Not Release”. They are regarded as seized property in conjunction with an arraignment involving their owner and/or a court trial involving their owner. Intake services will follow the animal intake requirements above.

i. The Proposer must accept City impound animals who are designated as Court Holds.

ii. The Proposer must be capable and have capacity to adhere to the “long-term stays” standards in the Association of Shelter Veterinarians’ Guidelines for Standards of Care in Animal Shelters—December 2022 for the duration that the animal is under the Court Hold designation.

iii. For Court Hold animals, the Proposer will conduct a health and/or behavioral examination from a veterinarian and provide analysis of medical prognosis and behavioral rehabilitation.

iv. The Proposer will consult and discuss with City whenever an impounded Court Hold animal’s medical condition and proposed treatment requires emergency medical care or euthanasia.

3. Public Animal Welfare

a. Medical Treatment

i. The Proposer employs certified, licensed veterinarians and veterinary technologists or technicians as key staff at the Proposer’s facility, or through Proposer contracting with local veterinarian businesses at their respective facilities to give medical assessments and treatment including, but not limited to, vaccinations, X-rays, medications, and surgery to City impound animals.

ii. Proposer’s veterinarians will be available seven days a week to assess sick and injured animals impounded by City.

iii. The Proposer will approve or deny transfer of City impounded animal to their facility within 12 hours of notification from the Emergency Veterinary Hospital.

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b. Spay and Neuter. Sterilization surgeries for the following animals will be provided:

i. City impounded animals up for adoption; spayed or neutered as a condition of adoption.

ii. City impounded community cats as part of TNR program.

c. Euthanasia

i. The Proposer will make every effort not to euthanize any healthy animal.

ii. An average live release rate for dogs and cats of 90% or higher will be the goal of the Proposer.

iii. The Proposer will make reasonable attempts to locate suitable community resources including rehabilitative or training resources, transferring the animal to a 501(c)3 rescue agency prior to deciding to euthanize the animal, when it is safe to do so.

iv. The Proposer will develop and follow a clear protocol on the use of euthanasia.

v. Euthanasia using the most modern and humane method available is to be carried out by certified Euthanasia Technicians under the provisions established by Oregon law.

4. Animal Adoption, Placement, or Transfer

a. Every reasonable effort will be made to identify each impounded animal’s owner and return the animal to its owner prior to release of the animal through adoption or transfer to a rescue agency. The Proposer will be held in accordance with City code regarding making notification to an owner of a licensed dog.

b. Adoption will be promoted through a variety of outreach strategies including advertising, internet, and offsite events open to the general public.

c. As a condition of adoption, impounded cats and dogs must be spayed or neutered and microchipped.

d. Adult dogs within City of Eugene must be current on rabies shots and City license prior to release through adoption or return to owner. Licenses and necessary paperwork will be provided by the City.

e. All impounded animals, excluding community cats, will be held in accordance with City Code prior to eligibility for adoption or transfer to another rescue agency.

Minimum holding requirements are as follows:

i. Dogs that are either unlicensed or their owner is unknown shall be held for 72 hours before being eligible for adoption or transfer.

ii. Holding requirements for other impounded animals is also 72 hours when their owner is unknown.

iii. If an animal’s owner is known, the owner must be notified within 24 hours and the animal must be held for 120 hours after notification to the owner before being eligible for adoption or transfer.

iv. Impounded animals classified as potentially dangerous or under legal holds are subject to additional holding requirements. Once the owner has received notice of the dog's classification as potentially dangerous, the owner shall comply within ten days, unless the owner appeals to a hearings official. The dog shall be impounded pending completion of all appeals.

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5. General Administration

a. Reporting Requirements. The Proposer will maintain accurate, up-to-date recordkeeping and tracking of individual animals as part of their public animal welfare, shelter, and adoption services.

i. Monthly reports on the activities of public sheltering and adoption services and disposition of animals will be made by Proposer to the City in Excel format. These reports will be made available to the public. Reports will include the following data for all City animals impounded:

1. Number of impounded animals by species received from the City of Eugene

2. Number of animals returned to owners

3. Number of animals adopted

4. Amount of shelter fees paid

5. Amount of adoption fees paid

6. Number and destinations of animals transferred out of shelter to another rescue agency

7. Number of animals that are dead upon arrival

8. Number of animals that died while in care of the shelter

9. Number of animals euthanized and reason for euthanasia

10. Live Release rate

11. Summary of donations received

12. Number of TNR surgeries of City community cats

13. EPD case number and/or incident number and correlating Animal number(s)

14. Emergency Veterinary Hospital Transfers (Intake Date, Animal

Number, Outcome). If RTO, owner name, address, and phone number.

15. Other data as requested

b. Public notice and information. The Proposer will provide current content for their website, allowing the public access to information concerning public shelter, adoption, and related services. This will include information on how to report a lost or found animal, information on unclaimed animals in the Proposer’s care, animals available for adoption, opportunities to volunteer or foster, and other relevant program information.

c. Shelter and adoption fees. The City intends that the shelter and adoption program Contractor will retain all shelter and adoption fees paid for animals that originated from the City of Eugene as additional compensation to the Contractor of the public shelter and adoption program. In 2021, the current vendor’s shelter and adoption fee revenue was $75,128.00. In 2022, $89,331.00 was collected.

Note, this revenue reflects city impounds and public drop-offs.

CONTENT OF PROPOSALS

In response to this RFP, Proposers should fully answer each question in the Proposal Questionnaire form found in Section VIII. REQUEST FOR PROPOSAL FORMS.

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VI. PROPOSAL SUBMITTAL REQUIREMENTS

Proposals must be submitted in accordance with the submission requirements listed in SECTION II, INSTRUCTIONS TO PROPOSERS. Proposals must contain all of the information requested in the submittal category below. Each submitted Proposal will be checked for completeness. A complete submittal designates the Proposer a “Responsive Proposer” whose submittals can then be further evaluated for possible inclusion in a Competitive Range as described below.

Submittals

1. Proposal Questionnaire Form addressing each item in Section V.

2. Proposal Financial Data Form. Complete the Proposal Financial Data Form in Section VIII.

Refer to Section II. Instructions to Proposers, Item 15 Public Records for information regarding how to protect financial and trade secrets from public disclosure.

3. Signed Standard Proposal Form. Complete the Standard Proposal Form in Section VIII.

attesting to adherence with the requirements of this Request for Proposals.

4. Reference Form. Offeror shall supply three references with their Proposal response on the included Reference Form in Section VIII. The City reserves the right to contact companies or agencies and verify information provided.

Evaluation Criteria Evaluation of the written response portion to the RFP will be based on a point system. The written responses may be used to establish a Competitive Range of Proposers for further evaluation. The possible point values are listed by each evaluation category. Items will be scored up to the maximum point value indicated in parentheses. An evaluation committee will review the Proposals and score points for each category. Please see the following SECTION VII. PROPOSAL EVALUATION PROCEDURES for a summary of the complete evaluation process.

The Proposal Questionnaire sections will be scored up to the maximum point value indicated in parentheses.

1. Business Structure, Experience & Qualifications (20 points)

2. Animal Intake (25 points)

3. Animal Shelter and Welfare (25 points)

4. Animal Adoption, Placement, or Transfer (15 points)

5. General Administration (10 points)

6. Sustainability & Diversity-Equity Efforts (5 points)

Written Proposal Total Possible Points: 100

The Purchasing Agent responsible for the solicitation may contact Proposers for clarification of Proposals;

however, no additions, deletions, or substitutions may be made to Proposals that cannot be termed as clarifications. Proposer’s responses to questions should restate the question and provide the clarification requested.

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VII. PROPOSAL EVALUATION PROCEDURES

A. DETERMINING RESPONSIVENESS OF WRITTEN PROPOSALS

Each Proposal submitted in response to this RFP that conforms in all material respects with the requirements set forth in the Solicitation Documents and all requirements of the Oregon Public Contracting Code and City of Eugene Public Contracting Regulations shall be deemed a “Responsive Proposal”. The City will notify any Proposers who submitted a Non-Responsive Proposal to inform them that it did not meet the requirements and will therefore not be considered for Contract Award.

B. EVALUATION OF WRITTEN PROPOSALS:

The City will evaluate each Responsive Proposal according to the criteria described in this RFP on a point system.

Evaluation of all written Proposals may result in the establishment of a Competitive Range from which the final selection will be made. As provided for in 137-047-0261, the City may award to the highest ranked Proposer at any tier.

C. COMPETITIVE RANGE, DISCUSSIONS, & NEGOTIATIONS:

Pursuant to 137-047-0262, the City may establish a Competitive Range after evaluating all Responsive Proposals in accordance with the evaluation criteria set forth in the RFP. After evaluation of all Proposals in accordance with the criteria set forth in the RFP, the City may determine and rank the Proposers in the Competitive Range.

After determination of the Competitive Range the City may either: Provide written notice to all Proposers of its intent to award the Contract to the highest-ranked Proposer in the Competitive Range; or engage in discussions with Proposers in the Competitive Range and accept revised Proposals from them and following such discussions and receipt and evaluation of revised Proposals, conduct negotiations with the Proposers in the Competitive Range.

Notice of Competitive Range. The City shall provide written notice to all Proposers identifying Proposers in the Competitive Range. The City provides an opportunity for Proposers excluded from the Competitive Range to protest the City’s evaluation and determination of the Competitive Range in accordance with Rule 137-047-0720.

Competitive Range Discussions and Revised Proposals. The City may choose to enter into discussions with Proposers in the Competitive Range as outlined in 137-047-0262(2).

D. SELECTION PROCESS AND NOTICE OF INTENT TO AWARD:

Notice of the intent to award will only be given to the Competitive Range Proposers. Final award will depend upon the execution of an acceptable Contract and delivery of performance bond and evidence of insurance, if required, and may be withdrawn by the City at any time prior to execution of the Contract by the City.

Proposers in the Competitive Range may protest the City’s intent to award in accordance with Rule 137-047-0740.

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VIII. REQUEST FOR PROPOSAL FORMS

CITY OF EUGENE STANDARD PROPOSAL FORM

Solicitation Number RFP #2023200040.

I, the undersigned, and authorized representative of (Company Name) certify the following:

Acknowledgement of terms, conditions and specifications

1. The Proposer represents that Proposer is properly licensed and adequately experienced, equipped, organized, financed, and has the ongoing capacity to furnish and deliver the equipment specified and perform the services required.

2. The Proposer has carefully checked the figures entered in the Form, has carefully reviewed for accuracy all statements in this Proposal and attachments, and agrees that the City will not be responsible for any errors or omissions of the Proposer in preparing this Proposal. The Proposer agrees that this Proposal may not be revoked or withdrawn for ninety (90) calendars days after the date on which Proposals are received.

3. Contract Execution. The Proposer agrees that if this Proposal is accepted it will, within 45 calendar days after having received the Notice of Award, they will execute and return to the City the Contract as included in this RFP and will, at or before that time, deliver the insurance documentation as required.

4. Addenda. The Proposer acknowledges that it has received the following Addenda No(s):

and agrees that all addenda issued are a part of the Contract Documents and have been considered in preparing this Proposal. (Proposer:

insert the number of each addendum received; if no addenda were received, write “NONE” in the space.)

Compliance with Laws

Proposer hereby agrees to comply with all applicable Oregon public contracting code provisions, as more specifically described in the attached Contract and associated Exhibit A. Proposer attests that it complied with the applicable state and local tax laws including, but not limited to, ORS 305.385, ORS 305.620, ORS chapters 316, 317, and 318 for no fewer than six years into the past from signature and will continue to comply with the tax laws during the term of this Contract. ____ initials.

Access to Plant or Place of Business

Proposer agrees that the City may enter a Contractor's or subcontractor's plant or place of business during normal business hours for the following purposes: inspect and/or test supplies or services for acceptance by the City pursuant to the terms of the Contract and investigate the Proposer's minority business certification or other Proposer qualifications.

Certification of Nondiscrimination

Proposer has not and will not discriminate against a subcontractor in the awarding of a subcontract because a subcontractor is a minority, woman, or emerging small business enterprise certified under ORS 200.055, or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225.

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Noncollusion

The Proposer certifies that the Proposal has been arrived at by the Proposer, independently, and has been submitted without collusion with, and without any agreement, understanding or planned course of action with, any other contractor, Proposer, or vendor on materials, supplies, equipment or services, described in the solicitation documents, designed to limit independent offers or competition. The contents of the Proposal herein presented and made have not been communicated by the Proposer or their employees or agents to any person not an employee or agent of the Proposer or its surety on any bond furnished with the solicitation and will not be communicated to any such person prior the closing time of the solicitation.

We therefore offer the following equipment/service at the prices indicated hereon in fulfillment of the requirements and specifications contained within the solicitation documents and all addenda.

Required Submittals:

Item Initials Signed Standard Proposal Form

Completed Proposal Questionnaire Form Completed Proposal Financial Data and 2 Years of Tax Forms

Completed Reference Form

Company: Date:

Signature:

Title:

Name (Print):

Phone:

Address:

Email:

Company contact for this project (if different from above):

Name: Title:

Phone:

Email:

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PROPOSAL QUESTIONNAIRE FORM—RFP#2023200040

Proposer: Respond fully to the questions and criteria listed below, giving complete information and offering current and relevant references. Answers will be evaluated and scored as outlined in Section VI. PROPOSAL SUBMITTAL REQUIREMENTS, Evaluation Criteria.

SECTION PROPOSER ANSWERS

A. Business Structure, Experience, & Qualifications – 20 Points

1. Business name, address, telephone, website, and primary contact name and email.

2. Which animals does your business handle? Dogs, cats, livestock, small animals, or all of the above. NOTE:

This question will not be scored

3. Describe your business operations and facility. Include number of years in operation, mission statement, numbers of paid staff and/or volunteers.

4. Provide a summary of your experience in providing animal sheltering and welfare services.

5. Is your business a registered 501(c)(3) organization, public agency, or a private entity?

6. List the current certifications and licenses your business holds.

7. List staff and their current certifications and licenses.

8. Describe your business’s experience working with public agencies, volunteers, other animal welfare entities, and citizens.

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B. Animal Intake – 25 Points

1. Describe in detail your intake process of impounded dogs and cats.

2. Under what circumstance would a City-impounded animal not be accepted for intake?

3. Describe in detail your intake process for impounded dogs acting aggressively or identified as “potentially dangerous”, including behavioral assessment and placement philosophy.

4. Describe in detail both your intake process for impounded animals who are designated as “do not release/court holds”, and the required enrichment plan for long-term housing.

5. What are your procedures for intaking sick/injured animals? Please describe how animals are assessed upon arrival (description of a routine medical assessment) and include procedures for providing ongoing medical care.

6. Under what circumstances are sick/injured animals not accepted for intake?

7. The City contracts with Emergency Veterinary Hospital for impound /City sick or injured animals.