3-01 Specifications.pdf

City of Dallas

Request for Competitive Sealed Proposals (RFCSP)

Project Title: Temporary Veterinarian Help

Buyer Solicitation Number: BCZ25 - 00028310 http://www.dallascitynews.net/

Scope of Work

I. Introduction, Purpose and Intent

The City of Dallas is requesting proposals for a five-year Indefinite Delivery/Indefinite Quantity

(ID/IQ) service contract to provide temporary Licensed Veterinarians as needed. These specifications are intended to document, as fully as practicable, the requirements for providing temporary labor hereafter called “temporary employees”. An ID/IQ agreement is established when quantities of services and/or delivery schedules cannot be determined. Services under this agreement will be ordered on an as-needed basis for the term of the agreement.

The facilities/locations, as specified herein, shall be used by the temporary labor company hereafter called the “awarded agency” solely for the conduct of activities as described in the specifications, unless otherwise approved by the City’s representative. These specifications will become part of the temporary labor contract and will be binding on the parties to the contract.

II. Pre-Proposal Meeting Schedule, Questions, and Inquiries

During the solicitation process proposers are required to limit their communication regarding this project to the Buyer referenced herein. A preproposal meeting will be held by the City whereby the proposers will have an opportunity to ask the requesting department(s) questions and/or obtain clarification. The preproposal meeting will be the only time when proposers and requesting department(s) will communicate directly, thereafter, all communication associated with this project shall be addressed to the assigned Buyer. Proposers may submit their questions electronically through the City solicitation portal, https://dallascityhall.bonfirehub.com/login. All questions shall be submitted electronically; the City will respond to all questions by way of an addendum which will be posted as part of the solicitation. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

III. Submittal Qualifications

The proposers must submit the following in their proposal information about training programs and a copy of the firm’s safety handbook for full-time and contracted employees. As well as a full description of the firm’s screening processes of full-time and contracted veterinarians and veterinary technicians and a full description of firm software used to hire, track and schedule employees and the variety of reports available to the customer.

Letter of Transmittal

The letter of transmittal must include the following: clearly identify the submitting organization;

identify the name and title of the person authorized by the organization to contractually obligate the organization; identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization; identify the names, titles and telephone numbers of persons to be contacted for clarification; identify the tax identification number;

explicitly indicate acceptance of all the conditions stated in this solicitation; and be signed by the person authorized to contractually obligate the organization.

Experience and References https://dallascityhall.bonfirehub.com/login

At least five (5) years of experience in providing state licensed veterinarian care on an as needed/emergency basis for veterinary hospitals/clinics and/or animal shelters. A listing of at least three clients, with which the proposer is currently providing care or temporary employee services in the past (5) years successfully including the name and number of the contact person(s).

Proposed Team

The current number of proposed staff employees by position to include an organization chart.

Providing opportunities for licensed veterinarians to gain full time employment is important to the

City of Dallas. Information may include any benefits or programs that the vendor or vendor contracted partner agency provides to the contracted staff, including ex-offender case management assistance, assistance for ex-offenders and others to clear up or resolve employment barriers such as a suspended license, life skills training, social services resources and/or classes or programs to help employees gain full time employment.

1. Information about training programs and a copy of the firm’s safety handbook for full-time and contracted employees.

2. A full description of the firm’s screening processes of full-time and contracted veterinarians and veterinary technicians.

3. A full description of firm software used to hire, track and schedule employees and the variety of reports available to the customer.

IV. Specifications

As stated in Section I this solicitation is intended to a secure service contract for as needed temporary licensed veterinarian labor to assist the City of Dallas’ Department of Animal

Services with temporary relief, emergency and/or after-hours care. All after-hours veterinary care must be provided off-site at the veterinary provider’s facility or another pre-approved external location, Shelter facilities shall not be used for after-hours treatment. Temporary contracted veterinarian labor. The awarded agency of Group 3-Preventative Care shall provide trained and qualified temporary employee personnel as requested for scheduled work at the

Dallas Animal Services facility location.

This proposal is structured to allow the proposer to submit on one or more of the following options outlined. The following options are split into general/surgical services and emergency services.

The Shelter intends to establish contracts with one (1) or more qualified proponents who shall provide emergency and/or after-hours veterinarian care on an as needed basis.

Required Knowledge & Skills

1. Thorough knowledge of the techniques and procedures required in veterinary medical care of a variety of domestic or exotic animals.

2. Ability to diagnose and recognize illness, injury and disease in animals.

3. Ability to prepare and maintain a variety of health records and reports.

4. Ability to establish and maintain an effective rapport with all levels of management, city officials, vendors, other government agencies, other employees and the general public.

5. Ability to communicate effectively both orally and in writing.

6. Ability to supervise the work of others.

7. Current license to practice veterinary medicine in Texas and controlled substances registration with the Drug Enforcement Agency and the Texas Department of Public Safety.

8. Five (5) years veterinary experience is preferred.

This contract will be awarded by the following groups for a three (3) year term with two (2) one

(1) year options to renew:

Group 1-After-hours care

Emergency and after-hours care shall be provided on an as needed basis for the Shelter and be available between the hours of Monday through Friday, 5 PM to 8 AM, 24-hour(s) on Saturday and Sunday, and all State, Federal, or Local holidays. All after-hours veterinary care must be provided off-site at the veterinary provider’s facility or another pre-approved external location.

Group 2-Specialty surgery

Seeks proposals from qualified firms specialized in licensed Doctor of Veterinary Medicine

(Veterinarian) and supporting Veterinary Technicians to provide high-quality Specialty Surgeries to city of Dallas residence on an "as needed" basis. Surgical care may take place on-site of the veterinary provider’s facility, another pre-approved external location or Dallas Animal Services facility with the approval of the Director or his/ her assigned representative.

Group 3-Preventative Care

Vendor should provide temporary licensed Veterinarians and Veterinary Technicians to perform visual inspections, examinations, and treatments at all levels of care of animals brought into or held in the shelter and ensure the overall health and care of each animal. The awarded agency should provide trained and qualified temporary personnel as requested for scheduled work at the

Dallas Animal Services facility location.

The following background check restrictions must be met before assignment to work with the City:

• No felony conviction of the type on the list below (see Felony list below) within the last 5 years and a one (1) year stable work record.

• No other felonies and misdemeanors convictions (see Other Felonies and Misdemeanors list below) within the last 3 years and a one (1) year stable work record.

Felony

• Arson

• Assault

• Bribery

• Burglary

• Child Molestation

• Criminal Conspiracy/Attempt/Solicitation

• Domestic Violence

• Indecency with a child

• Kidnapping

• Manslaughter

• Murder

• Rape

• Terroristic Threat

Other Felonies and Misdemeanors

• Drugs: Cultivation

• Drugs: Intent to deliver

• Drugs: Delivery

• Drug Possession

• Child Abandonment/Endangerment

• Unlawful Carrying of a Weapon

• DWI/DUI

• Obscenity

• Obstruction

• Retaliation

• Stalking

• Theft

• Criminal Mischief

• Unlawful Restraint

• Fraud

• Credit Card Abuse

• Embezzlement

• Forgery

• Misdemeanor: Prostitution

• Misdemeanor: Indecent Exposure

• Misdemeanor: Public Lewdness

• Misdemeanors for charges in the Felony section

• Misdemeanor: False alarm report

Group 4-Spay & Neuter

Seeking proposals from Texas licensed Veterinarian(s) preferably experienced with shelter veterinary medicine and high volume spay/neuter who will perform spay and neuter services for the City of Dallas Animal Shelter. In addition, the successful Proposer will have proven medical and surgical skills, a collaborative spirit, a positive and flexible approach to problem solving, clear and compassionate communication skills, and an energetic pace. The responsibility for the care of the animals will be the sole responsibility of the Proposer from the time they are dropped off and picked up. Spay & Neuter services must be provided off-site at the veterinary provider’s facility or another pre-approved external location.

Requirements Common to Skilled or Licensed Temporary Veterinarian

All Veterinarians provided by the awarded agency shall be at least eighteen (18) years of age.

All employees provided by the awarded agency must be authorized to work in the United States.

If requested, the Awarded Agency shall use the E-Verify System through the Department of

Homeland Security to verify the work status of all temporary employees assigned to work for the

City. Awarded agency shall provide certification signed by an officer of agency to the City

Representative of the employee’s authorization to work in the United States before the employee can report to work.

The City of Dallas expects that all contracted employees will be responsible for getting to the job site and/or work location, be punctual, be dressed appropriately with the required safety equipment, and will be able to perform the assigned duties.

Awarded agency will provide employees to the City who are free of drugs and alcohol and who maintain a level of cleanliness consistent with the City staff in the same work environment. In compliance with the requirements of the Federal Drug Free Workplace Act of 1988, all employees are required to refrain from the use of alcohol and/or drugs. City of Dallas rules and regulations prohibit the use or possession of drugs or alcohol while on duty or on City property or in a City vehicle. Employees shall not report for duty or remain on duty with a blood alcohol level of 0.02 or greater or under the influence of any drug. A drug test will be conducted if the City has reasonable suspicion to believe the employee is under the influence of drugs or above the blood alcohol level of 0.02. The drug test will be provided by the awarded agency through an authorized drug testing facility. The results will be reported to the City’s representative. Random drug tests may also be required during the term of the Contract. The awarded agency shall provide notice to all employees that both for cause and random drug testing will be conducted, and the agency must maintain the appropriate employee paperwork to permit such drug testing.

Alcohol - Alcohol or any beverage containing more than one-half percent of alcohol by volume, which is capable of use for beverage purposes, either when alone or when diluted.

Drug - A controlled substance as defined by Section 1.02 the Texas Controlled Substance Act and/or Section 202, Schedules I through V of the Federal Controlled Substance Act, including but not limited to marijuana, hashish, cocaine, heroin, morphine, codeine, opiates, amphetamines, barbiturates and hallucinogens.

The awarded agencies shall upon request provide to the City evidence of a negative drug screen on all employees provided. The negative results of the tests shall be certified in writing by an officer of the awarded agencies as to all employees assigned to work with the City and submitted to the City’s representative. For the awarded agency of Group 3 (Preventative Care), a weekly report of the drug tests conducted, or screenings may be requested by the City’s representative.

The City has a zero-tolerance for workplace violence. The awarded agency will ensure that all employees refrain from reporting for duty or having at any time in their possession of City property or in a City vehicle a weapon classified by the City while performing duties specified herein. The

City will not tolerate loud, boisterous, rude and disrespectful treatment of others.

Weapons are instruments capable of causing bodily injury. Possession of such an instrument is prohibited on City property, unless it is specifically authorized and work related. Prohibited weapons can include but are not limited to:

(a) Any firearm.

(b) Any illegal knife, including but not limited to:

(c) A knife with a blade over five and one-half inches.

(d) A hand instrument designed to cut or stab another by being thrown.

(e) A dagger, including but not limited to a dirk, stiletto, or poniard.

(f) A bowie knife.

(g) A sword; and

(h) A spear.

(i) A switchblade knife.

(j) Any type of club; including but not limited to:

(1) A blackjack.

(2) A nightstick

(3) A mace

(4) A tomahawk

(k) Any explosive weapon or device.

(l) A firearm silencer.

(m) Brass knuckles.

(n) Ammunition.

(o) A zip gun.

(p) Any chemical dispensing device; and

(q) Any caustic or corrosive liquid, such as acid or lye, capable of causing serious bodily harm.

All employees of the agency must be fully screened by a criminal background check. The awarded agency shall conduct a criminal background check on all employees. Awarded agency shall provide certification signed by an officer of agency to the designated contact in the Department of

Animal Services that the employee background checks have been conducted and the contracted staff meet the criteria as listed below before the employee can report for work. Even if an employee was suggested by City management, the awarded agency must do a complete background check as described below.

Any of the above violations are grounds for removal of the contracted employee from assignment at Dallas Animal Services and City facilities. The awarding agency will ensure contracted staff are trained to communicate with City employees and citizens in a pleasant and professional manner.

The awarded agency shall provide contracted staff who are able to understand and follow specific oral and/or written instructions.

The complete background check must contain the following search types:

• SSN Validation

• National Criminal Database Search

• 50 State Sex Offender Search

• Must include primary (legal) name searches as well as any AKA’s.

Photo IDs

The awarded agencies temporary contract employees should arrive at Dallas Animal Services with a government issued photo ID as a means of identification to verify that the contracted employee is employed by the awarded agency.

Contract employees without proper identification will not be allowed entry into Dallas Animal

Services facilities. It will be the responsibility of the awarded agency to replace any temporary contract employee rejected by the City for lack of proper identification within two (2) hours. A penalty of $75.00 per occurrence assessed for each temporary contract employee not replaced within the 2-hour limit; the penalty will be deducted from the awarded agency’s invoice for non-performance. Repeated instances shall be considered a breach of the contract.

Use of City Owned Equipment/Vehicles

Contract employees will not be allowed to drive City equipment/vehicles on behalf of the City of

Dallas. “City Equipment” includes trucks, backhoes, cranes, bicycles, boats, aircraft, and all automotive equipment, both licensed and non-licensed, on-or off-the-road vehicles whether City-owned, leased, rented, loaned to, or donated to in which the operator or driver may ride upon and drives or controls the equipment and shall also refer to and include privately owned vehicles which are driven in the course and scope of City business.

Injuries

The awarded agency will provide detailed medical instructions to all employees, and it’s designated on-call company representative, for any medical emergencies and Workers’

Compensation related injuries that occur while its employee is assigned to work under a contract.

In the event of an employee injury, the City’s representative will immediately notify the awarded agency and the user Department’s Workers’ Compensation representative of the injury. The awarded agency is required to manage all work-related injuries once notified of the injury, the awarded agency’s designated on-call representative is required to immediately within (1) hour report to the medical facility where the employee is being treated and begin assisting the injured employee with obtaining the correct level of medical care necessary and completing appropriate related documents/forms. The awarded agency will also be required to provide a drug screen on the injured employee and submit the results back to the City’s representative. It is the responsibility of the awarded agency to establish the correct legal procedures and paperwork to all assigned employees regarding the requirement for a mandatory post-injury drug screen.

The awarded agency will be responsible for any injuries to its personnel, including all state and federal reporting and insurance requirements relating to the injured temporary employee. The City may require the awarded agency to provide updates on injured employees; the awarded agency will within 2 days of the request provide written updates to the Animal Services representative.

Uniform/Personal Protective Equipment (PPE) Requirements

The award agency will provide employees that are dressed appropriately for the type of work assigned or as requested by the department. Standard requirements for proper attire include scrub top and scrub pants or jeans. Scrub tops must have sleeves (short or long), be in good condition and cannot contain unacceptable slogans or language that could be deemed hostile or offensive.

Scrub pants or jeans should come to the ankles (no shorts or capris), be made of durable material

(i.e. denim, cotton, polyester or mixed). All clothing should fit the temporary employee properly and cannot be worn in an unacceptable manner. Loose clothing is not acceptable. Footwear shall meet safety standards (as determined by Dallas Animal Services) for the type of work being performed or as required by the department. Footwear should be closed-toed, hard-soled, steel-toed shoes or boots for all temporary employees as required for the department. Tennis or athletic shoes are acceptable. Baseball caps are acceptable but cannot contain unacceptable slogans or language that could be deemed hostile or offensive. Temporary employees will be issued City logo gear to wear that is to be returned upon completion of assignment.

Dallas Animal Services shall provide safety related equipment on an “as needed” basis, such as eye and hearing protection, respiration devices, dosimeter badges, exam and surgical gloves, in the event such items are needed.

Temporary Contract Employee Assignments

There will be no unauthorized access to work sites by temporary contract employees at any City facility. The awarded agency will provide contact person(s) that can be reached during the City’s business day beginning at 6:00 am for (8-hour, 10 hour or 12-hour work schedules) for placement needs or issues regarding assigned temporary employees.

All fees and charges are to be included in the proposed rates. The City of Dallas will not pay any additional fees or charges if the City hires a temporary employee any time after twelve (12) consecutive weeks of work as a temporary employee. It is the awarded agency’s sole responsibility to handle pay issues with their temporary contracted staff. Any pay issues are to be resolved with awarded agency management or on-site coordinator within 24 hours but shall be addressed “off the clock” and shall not disrupt daily operations. The Awarded Agency shall notify their contracted staff that any pay issues must be raised with the Awarded Agency directly and not the

City of Dallas or their supervisor/manager with the Dallas Animal Services.

Pay issues not corrected within 24 hours (1 workday) will be considered non-performance. A penalty of $75.00 per day for each occurrence for each employee involved will be deducted from the agency’s invoice for non-performance. Repeated instances shall be considered a breach of the contract.

Temporary contract employees may, upon the City’s preapproval, regularly work over 40 hours per work week. The City acknowledges that temporary employees working more than 40 hours per week will have all hours over 40 billed at a time and a half. It is the awarded agency’s responsibility to review and calculate employee’s time to account for regular and overtime regardless of work assignments at multiple locations. If a temporary contract employee works for more than one supervisor during a week, it is the awarded firm’s obligation to notify the second and any subsequent supervisor of the hours already worked, so the temporary is not inadvertently scheduled for more than 40 hours.

The City will pay the regular hourly or daily rate for temporary contract employees who work during these holidays: Thanksgiving, Christmas, and New Year’s Day. The City will not pay for laborers who are not working during these holidays.

The awarded agency will be responsible for fully complying with all laws and rules applicable to the provision of health insurance for temporary contract employees. The City will not provide any additional funding for such compliance, and the City will not provide City health or any other City benefits to contracted employees.

Overtime

It is the City’s goal to minimize overtime hours of Temporary Employees. The Awarded Vendor should monitor weekly hours, and alert Dallas Animal Services representatives of the option to assign alternative Temporary Employees to assignments as each Temporary Employee accumulates 36 hours in a work week with one or more workdays remaining in the work week.

Temporary Employees may, upon the City’s pre-approval, work over 40 hours per work week.

The City acknowledges that Temporary Employees working more than 40 hours per week will have all hours over 40 billed at time and a half. It is the Awarded Vendor’s responsibility to review and calculate employee’s time to account for regular and overtime.

By each Tuesday during the contract term, the awarded vendor shall provide Animal Services with a report of overtime hours worked from the previous week, and a summary of alerts sent to Animal

Services representatives regarding impending overtime of Temporary Employees.

Start-Up

Awarded agency may choose to offer employment to any or all personnel from the current contractor, if applicable, who chose to be employed by the awarded agency with the approval of

Dallas Animal Services, and agency understands that at the conclusion of the term of the contract or the termination of the contract by the City, the same opportunity must be provided to a successor agency without charge for the hiring by the new agency of any temporary employee who elects to continue a temporary assignment with the City. The required hiring process must be followed regarding all such transition employees.

When a Dallas Animal Service manager or his/her assigned representative places an order for a temporary employee(s), he or she will give the awarded agency the City department and “unit” code that will be used in billing. The City will inform the awarded agency of any special skills or workload requirements for specific tasks. All temporary employees are expected to arrive properly attired.

Sub-Contracting

The awarded agency may propose the use of subcontractors, if needed. If the awarded agency proposes using a subcontractor to provide a portion of the Temporary employees, the awarded agency is responsible to the City for ensuring the subcontractor meets all the qualifications and requirements of these specifications. The City expects all temporary employees, whether from awarded agency or a subcontractor, to meet the same prime contractor requirements listed in these specifications, including but not limited to being paid a “living wage”, certification of having passed the hearing, background screening, drug screening and authorization to work in the United

States, being properly attired, receiving any required safety equipment, following written and oral directions, having received safety training, having received training in the case of a medical emergency, etc. Prior to placing temporary employees through a subcontractor, the awarded agency must ensure that the subcontractor provides an insurance certificate that meets the same requirements of the specifications to the City for approval. The City reserves the right to make a final determination on the usage of any subcontractor. Subcontractor temporary employees will report to a work location designated by the City Representative.

If the awarded agency is unable to fulfill a specific request within the allotted time they will be in breach of contract and the contract may be terminated if the problem is not corrected in the allotted time. The awarded firm must notify the City any time a laborer is placed who is employed or under contract by a sub-contractor instead of the awarded firm. The awarded agency remains ultimately responsible for the performance of any and all Temporary employees provided by agency and any approved subcontractor.

A contract meeting between the awarded agency and the City may be scheduled to take place once each month from the inception of the contract until completion. Additional meetings between the

City and the awarded agency may occur based upon the needs of the City.

Contract

Upon selection of a successful Proposer, the City and the Proposer will negotiate a final contract, based on the terms outlined in this RFCSP. A sample agreement, with the general terms for the final contract, is attached as Sample Contract for Services. By submitting a proposal, the Proposer agrees to be bound by these terms and conditions unless otherwise noted in the Submittal. The final contract is subject to City Council approval.

Requirements Specific to Temporary Labor of Licensed Veterinarians

Veterinarian Duties

1. Provides clinical and preventive care for domestic or exotic animals; performs examinations, identifies diagnosis, and determines treatment.

2. Interacts, engages, and communicates with staff pertaining to issues associated with health, feeding, husbandry, nutrition, breeding and diseases, and injuries to keep all parties informed of the status of animals.

3. Coordinates the administration of various aspects of animal care to effectively care for animals and control animal-related human health problems.

4. Consults and collaboration with other medical professionals to facilitate specialty animal care services and state and county health agencies regarding public health issues.

5. Coordinates the planning of the daily activities of the veterinary function to ensure efficient and effective operation.

6. Orders, issues, and administers drugs and medical supplies in compliance with federal, state, and local requirements.

7. Assists, supports, and helps managers in the development and implementation of policies which impact animals and, indirectly, human health.

8. Perform all other work as needed or assigned.

Special Requirements:

The awarded Vendor’s employees who perform work on City property shall be familiar with the

City’s environmental policy, especially regarding spill response and proper chemical storage. The

City will provide the Awarded Vendor with the necessary information to share with their employees.

Physical Requirements:

Temporary employees must be able to: bend, stoop, stand for extended periods of time, walk for extended periods and distances, lift and carry up to (50) pounds, push and or pull up to (90) pounds, work outdoors continuously under all weather conditions and be able to tolerate foul odors.

Due to the danger of severe injury or death resulting from an assigned temporary employee not being able to hear an audible warning sound from backing trucks and equipment in the assigned work area or to hear warning calls from other workers, temporary employees must be able to meet standard hearing acuity: perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound. The awarded agency shall provide hearing tests on temporary employees before being assigned to a work location. A statement certified by an officer of the awarded agency affirming that each temporary employee assigned to work at the City has successfully passed the hearing screening test shall be submitted to the City Representative before the temporary employee can report to work.

Work Locations:

The awarded agency will assign all temporary employees to work in the Dallas Animal Services building. Temporary employees will not be allowed to work outside of their assigned work location without the approval of the assigned work location Manager or his/ her assigned representative.

The awarded agency will provide trained and qualified temporary employee personnel as requested for scheduled work at the following Animal Services facility locations.

Dallas Animal Services

1818 North Westmoreland Road

Dallas, TX 75212

Temporary Employee Assignments

Dallas Animal Services Medical Managers will place a request for a temporary employee(s) emailing, calling or entering requests online to the awarded agency’s office. Temporary employees that are not correctly dressed will be rejected by the City and not used. It is the responsibility of the awarded agency to replace any temporary employee due to inappropriate attire within two (2) hours. Each placement request will be made via email as temporary employees are needed for the awarded firm. The awarded firm will attempt to fill these requests on time and if unable to do so, will communicate immediately with the City representative as to how quickly the laborer(s) will be placed. An effort should be made to have the fill rate time at 95%.

Start-Up

Initial placement requests are to be completed within two (2) business days of the request (the two

(2) business days applies only to the start of the contract or a newly created division(s) of Animal

Services). The request will specify the quantity and duration of temporary employees’ needs. In emergency situations, outside normal daily operational needs, the City may request temporary employees with as little as four hours’ notice. The awarded agency will attempt to fill these “short notice” requests, and if unable to do so, will communicate immediately with the City representative as to how quickly temporary employee (s) will be placed. These timelines apply to only the Initial start-up of the contract.

V. Award Method

The City’s intent is to award this solicitation by a group, but the City reserves the right to award in the method that is most advantageous to the City.

The City reserves the sole discretion to determine whether a solicitation response is responsive.

The City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any solicitation response as may be in the best interest of the City. Late bids will not be considered for the award.

VI. Location and Invoicing – The City shall pay invoices in 30 days. For the City to pay invoices in 30 days, the vendor’s invoice must be correct, and reflect the work or goods delivered to the City. The 30 days begin when the City has received a correct invoice reflecting the work or goods delivered. If the City receives an invoice that is not correct and/or reflective of work or goods that have been delivered, the City will request a corrected invoice, and the 30-day period will begin once the correct invoice has been received. All work described in the vendor invoice must have been delivered in compliance with the terms of the contract.

All invoices will be submitted weekly to the Dallas Animal Services department electronically.

Group 3(Preventative Care) Invoices will list all temporary employees working in each division during the billing period, the Unit code for the assigned work area, and the total hours worked by temporary contracted employees (split by regular, and overtime).

Invoices will be reviewed and approved by Dallas Animal Services and then will be forwarded to the City Controller’s Office for payment. Payments will be made within 30 days of receipt of undisputed invoices.

Each invoice submitted for payment shall include, at a minimum, the following information:

• Name and address of the department for which services were provided.

• Contact information of City staff who placed order (name, phone number, department)

• Date of order or Service

• Detailed description of each service

• Price goods or services (charges for all services covered by this contract are to be separately stated and explained

• Total cost of goods/services

Submitting invoices without the above information may cause delays in payment processing.

Incorrect invoices or invoices sent to the wrong address will delay payment. Vendors who fail to follow this procedure risk having the contract with the City cancelled.

If more than 40 hours are worked by any employee, a copy of the City’s approval for overtime must be included. Sub-contractors should bill and receive payments from the awarded firm. The

City will not pay subcontractors directly. Laborers supplied by a sub-contractor must use the awarded firm’s timecards.

Invoice disputes

The awarded agency will submit all documentation clearly indicating the reason for the dispute to the Dallas Animal Services representative and be available to meet with the Dallas Animal

Services representative. The City representative will notify the agency of the schedule for the meeting a minimum of 5 days prior to the meeting date, unless otherwise agreed to by both parties in writing. The City will charge the agency a $25.00 per hour fee for the research/ review of all disputed invoices, which will be deducted from the City’s payment to the agency.

The awarded agency must make financial records, related to invoicing, available 3 days after written request to the City for review or audit.

The City contracts with and pays the awarded agency only. Subcontractors should bill and receive payments from the awarded agency. The City will not pay subcontractors directly. Temporary employees supplied by a subcontractor must use the awarded agency’s electronic time clock.

Agency will be responsible for providing timely information to its subcontractors to allow timely payment of subcontractor employees.

VII. Evaluation Criterion

1. Experience and Capabilities – 30 points

• The proposed agency should have been in the business of providing veterinarian care for a minimum of 2 years. Proposals should include a letter of demonstrated experience in the field of providing veterinarian services which should be supported by verifiable references.

2. Approach- 30 points

▪ Proposers should demonstrate the ability to respond promptly and professionally to urgent medical needs occurring inside and/or outside of the shelter’s standard operating hours. Detailed plan for delivering the required services, including response times and availability, communication procedures with shelter staff, facility location(s) and resources and any limitations or exclusions. Proposals should include a plan to transition the service from the current agency to minimize service disruption

3. Cost - 35points

• Is defined as the amount of money proposed for the services requested.

4. Local Preference Program – 5 points

• The City of Dallas aims to maximize economic return in the procurement of goods and services with the Local Preference Program. The City’s Local Preference

Program values the participation of companies who have their principal place of business in the City of Dallas and who hire City of Dallas residents. 5 points will be awarded to those Suppliers that qualify for the Local Preference points on a pass/fail basis. Supplier shall fill out the Local Preference Affidavit to be eligible for Local Preference points.

VIII. Transition

At the end of the Term or if the Contract is terminated by the City prior to the expiration of the

Contract, the awarded proposer shall transition the services in a cooperative manner to the successful proposer approved by the City Council at the expiration date of the term of the Contract or on an earlier termination date. The transition shall be seamless without any break in services, and Contractor shall fully cooperate to make certain that this occurs.

IX. Documents Submitted with Proposal or upon Request

1. Business Information Form (OPS-02)

2. Conflict of Interest Policy and Questionnaire (OPS-06, State Form CIQ)

3. Statement of Insurability and Quote (OPS-04)

4. Payment and Performance Bonds (OPS-05)

5. Team Make-Up and Local Workforce Form (OPS-FRM-640)

6. Living Wage Affidavit (OPS-3)

7. Sample Contract with markups

8. Any other City documents as required

X. Opening Proposals

The City will open proposals during the bid reading. The proposed names will be publicly read at the bid reading which takes place at 2:00 p.m. on Fridays and can be viewed on the City’s website.

It is the responsibility of the proposer to clearly mark and identify all portions of the proposal, which, in the proposer’s opinion, contain trade secrets, confidential information and other proprietary information. All proposals are subject to the Texas Open Records Act process.

XI. Review of Proposals

1. The City will review and evaluate the proposals submitted to determine if submitted proposals demonstrate the required experience and qualifications to fulfill the obligations of the services identified in this RFCSP.

2. The City may conduct all necessary inquiries or investigations, including but not limited to, contacting references to verify the statements, documents, and information submitted in connection with the Proposal. The City may also seek clarification from the referenced

Proposers about any financial and experience issues.

3. Please be aware that the City of Dallas may use sources of information not supplied by the proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City of Dallas.

XII. Proposal Pricing

1. Proposed pricing shall be firm for the entire contract. The Contract shall commence on the date of award by the Dallas City Council and upon the execution of the Contract.

2. Costs not included or calculated in the applicable unit prices as proposed will not be paid by the City, regardless of the intentions of the proposer when the proposal was submitted and although those costs were actually incurred.

XIII. Insurance and Bonding Requirements

Insurance: The successful contractor will be required to purchase, within fifteen days of the award, and maintain, during the term of the contract, insurance as described in Attachment 1.

Bonding: Awarded agency will be required to secure payment bonds in the form required by the

City and maintain them for the term of the contract. The performance and payment bonds will be

25% of the annual amount of the contract and must be renewed every year. Bonding requirements are the responsibility of the prime contractor. It is the prime contractor’s responsibility to obtain and maintain the required bonding throughout the term of the contract.

XIV. Discussion with Reasonably Qualified Proposals

1. The City reserves the right to engage in discussions or conduct interviews, either oral or written, with the proposers determined by the evaluation criteria to be reasonably viable to being selected for the award. If discussions or interviews are held, the buyer may request the best and final offers. The request for best and final offers may include:

• Notice that this is the opportunity to submit written best and final offers

• Notice of the date and time for submission of the best and final offer

• Notice that if any modification is submitted, it shall be received by the date and time specified or it will not be considered

• Notice of any changes in the Proposal requirements

2. Following evaluation of the best and final offers, purchasing may select for negotiations the offer that is most advantageous to the City, considering price or cost and the evaluation factors in the RFCSP.

3. After the most advantageous proposer(s) has been identified, Contract negotiations may commence. If at any time Contract negotiation activities are judged to be ineffective, Office of Procurement Services will cease all activities with the proposer and begin Contract negotiations with the next highest ranked proposer. This process may continue until either both the proposer and Office of Procurement Services executes a completed Contract or

Office of Procurement Services determines that no acceptable alternative proposal exists.

4. The City reserves the right to reject any or all proposals received or to award, without discussions or clarifications, a Contract based on initial proposals received. Therefore, each proposal should contain the Proposer’s best terms from a price and technical standpoint.

Also, only the proposers submitting a proposal will be notified of any communications after the RFCSP closing.

XV. Rejection or Acceptance of Proposals

1. This RFCSP does not commit the City to award any Contract. The City reserves the right to reject any or all proposals, to waive technicalities or irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any company responding to this RFCSP.

2. The City will require the recommended proposer to sign the necessary Contract documents prepared by the City Attorney's Office. A sample Contract is included as an attachment.

Proposer must take exception to any term of the Contract to which it will not agree in its proposal.

XVI. Late and Withdrawn Proposals

Proposals are required to be submitted electronically at using the City procurement website https://dallascityhall.bonfirehub.com/login. The system will not accept submittals after the due date and time, hard copy submittals are not permissible.

XVII. Confidentiality

Any information deemed confidential shall be clearly noted as such on each page of the solicitation response. The City cannot guarantee it will not be compelled to disclose all or part of any public record under the Texas Open Record Act. Proposals will be opened by the City to avoid disclosure of contents to competing Respondents and kept secret and confidential during the solicitation https://dallascityhall.bonfirehub.com/login process and prior to the award. Respondents who include information in a proposal that is legally protected as trade secret or confidential shall clearly indicate the information which constitutes a trade secret or confidential information by marking that part of the proposal “trade secret” or

“confidential” at the appropriate place. If a request is made under the Texas Open Records Act to inspect information designated as trade secret or confidential in a proposal, the Proposer shall, upon request, immediately furnish sufficient written reasons and information as to why the information designated as a trade secret or confidential should be protected from disclosure, for the City Attorney to present the matter to the Attorney General of Texas for final determination.

XVIII. Disqualification of Proposers

Proposers may be disqualified for, but not limited to, the following reasons:

• Reason to believe collusion exists among the proposers.

• The proposer is involved in any litigation against the City of Dallas

• The proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City of Dallas

XIX. Permits Required by Law

The contractor shall comply with all requirements of federal, state, and local statutory requirements and regulations pertinent to or affecting any phase of this contract.

XX. Records and Audit

The Contractor shall keep accurate records of all components of invoices to the City, including but not limited to times and payroll receipts for hourly personnel utilized by this Contract. These records shall be retained for a minimum of two years after the conclusion of the Contract. The City reserves the right to audit any records it deems necessary for the execution of this Contract.

XXI. Assignment of Contract

The Contractor shall not assign, transfer, sublet, convey or otherwise dispose of the Contract of any part therein or its right, title or interest therein or its power to execute the same to any other persons, firm, partnership, company or corporation without the prior written consent of the City.

Should the Contractor assign, transfer, sublet, convey or otherwise dispose of its right, title or interest or any part thereof in violation of this section, the City may, at its discretion, cancel the

Contract and all rights, title and interest of the Contractor shall therein cease and terminate, and the Contractor shall be declared in default.

XXII. Default by Contractor

The following events shall be deemed to be events of default by Contractor under the Contract:

• Contractors shall become insolvent, or shall make a transfer in fraud of creditors, or shall make an assignment for the benefit of creditors;

• Contractor attempts to assign the Contract without the prior written consent of the City.

• Contractor shall fail to perform, keep or observe any term, provision or covenant of the

Contract; or

• Contractor fails to properly and timely pay Contractor personnel, suppliers or other contractors and the failure impacts the City or its Facility in any manner.

In the event a default occurs, the Director shall give the Contractor written notice of the default.

If the default is not corrected to the satisfaction and approval of the Director within the time specified in such notice, the City may immediately cancel the Contract. At the direction of the

Director, the Contractor shall vacate the facility, if applicable, and shall have no right to further operate under the Contract.

The Contractor, in accepting the Contract, agrees that the City shall not be liable to prosecution for damages or lost anticipated profits if the City cancels or terminates the Contract.

No Waiver: No waiver by the City of any default or breach of any covenant, condition, or stipulation shall be treated as a waiver of any subsequent default or breach of the same or any other covenant, condition, or stipulation.

XXIII. Termination

The City may terminate this agreement in whole or in part by giving thirty days written notice thereof to the Contractor. The City will compensate the Contractor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice.

XXIV. Miscellaneous

1. After executing the Contract, no consideration will be given to any claim of misunderstanding.

2. Proposers shall submit with the Proposal, the required Contractor’s qualification statement with supporting information as stated herein along with all other supporting documentation requested.

3. Proposers shall thoroughly familiarize themselves with the provisions of these Specifications and the Facilities.

4. The City reserves the right to reject all Proposals and to waive any minor irregularities.

5. A Proposal may be disqualified if the corporation or individual Proposer is in arrears or in default to the City for delinquent taxes or assessments or on any debt or Contract, whether as defaulter or bondsman; or who has defaulted upon any obligation to the City by failing to perform satisfactorily any previous agreement or Contract within the past seven years. Also, Proposers may be disqualified for poor prior performance on similar Contracts with other entities.

6. The Contract with the Contractor will be drawn by the City and may contain such other provisions as are deemed necessary to protect the interests of the City.

7. The Contractor agrees to abide by the rules and regulations as prescribed herein. The

Contractor will, in all solicitations or advertisements for personnel to perform services under the Contract, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, or national origin.

8. If either party hereto is prevented from completing its obligations under the Contract by act of

God, strike, lockout, material or labor restrictions by any governmental authority, civil riot, flood, or any other cause beyond the control of the parties hereto, then such party shall be excused from such performance for…