Animal_Cremation_Services.pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

ANIMAL CREMATION SERVICES

Brooke Roxberry, Management Analyst

Procurement Services Division

3295 Tamiami Trail East, Bldg. C2,Naples, FL, 34112 brooke.roxberry@colliercountyfl.gov

(239) 252-8941

Quick Quote Title: Animal Cremation Services

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

1. QUICK QUOTE

Animal Cremation Services

Release Project Date: May 8, 2025

Pre-Proposal Meeting (Non-Mandatory): May 15, 2025, 2:30pm https://colliercountyfl.webex.com/colliercou ntyfl/j.php?MTID=m0283fa0e399fe187548 d60a3f167dc7a

Question Submission Deadline: May 20, 2025, 3:00pm

Response Submission Deadline: May 22, 2025, 3:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Domestic Animal Services Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

The purchase order term, if an award is made it is intended to be for one fiscal year, beginning October 1, 2025 and ending September 30, 2026.

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

https://colliercountyfl.webex.com/colliercountyfl/j.php?MTID=m0283fa0e399fe187548d60a3f167dc7a https://procurement.opengov.com/portal/collier-county-fl

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the vendor with the lowest quote per cadaver.

5. SPECIFICATIONS/SCOPE OF WORK

5.1. SPECIFICATIONS/SCOPE OF WORK- ANIMAL CREMATION

SERVICES

Based on this year’s average, Collier County Domestic Animal Services anticipates an estimated $6,000 will be spent from 10/1/25-

9/30/26. This may increase or decrease over time. Service must be provided at a minimum of one (1) day per week, with the ability to pick up more frequently, or on-call, if the need arises. Pricing shall be all-inclusive associated with the specified service.

Responsibilities:

• Prior to picking up, all remains shall be placed in the designated freezers (provided by the County) and clearly tagged with a unique, identifying, ID (i.e., Animal ID). It is the County’s responsibility to ensure all remains are placed in the freezers and are properly identified for confirmation by the vendor at the time of pickup.

• The vendor shall be responsible for emptying the freezer by removing all animal remains and verifying the remains are properly identified. The vendor shall remove the remains from the freezer and load them into their vehicle for transportation.

• In the event where remains are not properly identified, the vendor must notify a supervisor prior to leaving the pickup site to try to resolve the discrepancy.

• The vendor shall be required to transport animal remains to an authorized facility for cremation. The vendor shall provide all cremation services in accordance with all licensing regulations, environmental compliance, professional and industry standards and practices.

• The vendor shall have sufficient qualified trained technicians. The vendor’s personnel shall be physically capable of conducting removals without assistance from non-contractor personnel. All personnel shall present a professional appearance while performing services.

• The vendor shall dispose of all cremated remains in a manner that is respectful, proper, and adequate.

• All pricing shall remain firm for the term period. No maximum or minimum amount of business is guaranteed, as all services shall be purchased on an as-needed basis. Pricing shall be all-inclusive associated with the specified service.

• Pick up of remains will be scheduled between the hours of 9:00 a.m. through 5:00 p.m., Monday through Saturday.

• The vendor shall provide and utilize all approved safety devices and equipment and shall exercise all care and measures necessary to safeguard property and persons. In instances where the vendor believes that an unsafe condition exists in regard to services being performed, the vendor must immediately notify the County as well as take all appropriate mitigating action.

• The County may, at its sole option, remove any of the vendor’s employees from providing service. The County requires replacement personnel to be equally or better qualified in all respects to perform the services.

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$500,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $1,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

6.4. Indemnification

To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement.

6.5. Automobile Liability

$500,000 Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile

Included

6.6. Additional Information

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The https://apps.fldfs.com/bocexempt/

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Price per cadaver (all-inclusive) 1 each

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required