Appendix A-Required Specifications-Pheasants-Final-Ver2.docx

COMMONWEALTH OF MASSACHUSETTS

DIVISION OF FISHERIES AND WILDLIFE

Appendix A-Required Specifications-Pheasants

RFR#: DFW-2023-025

CONTRACT PERFORMANCE AND BUSINESS SPECIFICATIONS:

1. Vendors who have not previously received an award for game birds from the Commonwealth must stipulate that they have at least three years’ experience in production of game birds of the type bid upon prior to this bid opening date. Vendors, who did not provide birds to this agency in 2021, must include references from two clients to whom they have provided game birds during the previous three years. The references must demonstrate vendor's ability to supply game birds on time of the quality and at least the minimum quantity as specified in the RFR.

2. Vendors who do not meet the required three years production experience as stipulated above may bid. This Agency may elect to accept such a bid if there are not enough acceptable bids to fulfill the Agency's requirements, and if the Agency is convinced after inspection, that the vendor would be able to supply the number of birds indicated in the bid proposal. It is required that vendors in this category also include references from two clients to whom they have provided game birds.

3. A vendor does not have to bid on each item

4. No vendor will be awarded more than 50% of the total number of birds needed for each age class unless either of the following occurs:

a. No other qualified vendors bid on the particular age.

b. Not enough birds from qualified vendors were bid.

5. The bidders, whose bid is determined the best value for the Commonwealth, will be awarded a contract. "Best value" will be determined by cost, quality of product (from agency experience or references), quality of service (from agency experience or references), Massachusetts Agricultural Preference, proximity to pick up sites and multiple delivery location bids. Bidders must bid the requirements specified to be considered for an award.

6. Agency personnel may visit any vendor's facility to determine if the vendor has the ability to supply on time the quantity and quality of game birds specified in the RFR. Any site visit will be during normal working hours and no prior notification need be given by the Commonwealth.

7. The vendor's facility should be no more than 200 driving miles from the delivery site. Vendor facilities located more than 200 driving miles from the delivery site may bid but must satisfactorily explain in their bid how they can deliver birds in good condition to the delivery sites on a timely basis.

8. Agency personnel may cancel scheduled deliveries due to hazardous or inclement weather and storm events. Agency personnel will provide at least 24 hours of advance notice of a cancellation to the vendor.

9. All birds will be used to provide hunting opportunity t for licensed hunters. They must be healthy, fully feathered, full winged and strong fliers. There must be an equal number of male and female birds in each delivery, except where noted.

10. Medications must be withdrawn from pheasants 14 days prior to delivery.

11. Any bird found dead, injured, sick or not in compliance with RFR specifications will be rejected, and the vendor will be required to replace those defective birds at the next scheduled delivery. The Commonwealth will not pay for unsatisfactory birds.

12. Birds must be provided adequate ventilation during shipping and boxes must be kept under waterproof covering in rain or snow periods. Agency supplied boxes must contain no more than four (4) adult pheasants or no more than eight (8) week old pheasants. An equal number of male and female birds must be packed in each box. There may, however, be several shipments in which a vendor will be required to ship boxes of all one sex.

13. Vendors must comply with all other state and federal regulations including, but not limited to, transportation and testing of live birds, prior to importation into Massachusetts and prior to transporting and delivery of birds within Massachusetts.

TESTING REPORTING REQUIREMENTS

1. Vendors must either provide to the Agency certification that the birds are from a National Poultry Improvement Plan (NPIP) Avian Influenza monitored flock as determined by the State of origin conduct official avian influenza testing of flock(s) according to the following specifications: 1) Cloacal or tracheal swab samples for official tests shall be taken by an NPIP Authorized agent or State Inspector and tested by an NPIP authorized Laboratory. 2) The minimum number tested shall be 30 birds per flock from the age group to be released, with at least 1 bird taken from each segregated flight pen. 3) The birds sampled must have negative avian influenza test results within 30 days of delivery and the test results must be furnished to the Agency prior to delivery. This means that vendors, supplying birds for a period greater than 30 calendar days, may need to sample birds more than once.

2. Vendors must furnish to the Agency one month prior to delivery date and must accompany each delivery with a USDA NPIP Form 9-3. Blood sampling may be done by the Mass. Dept. of Food and Agriculture at delivery sites.

3. PHEASANT REQUIREMENTS

Adult Ring-Necked Pheasants:

Quantity: 40,000 birds (estimated total requirement).

Bird Requirements: Birds must be at least 20 weeks of age at time of delivery.

Male birds must weigh 2 and 1/2 pounds or more, have a full ring and have tail feathers at least 8 inches long. Female birds must weigh 2 pounds or more and have tail feathers at least 6 inches long. Beaks must not be deformed and mandibles must be fully beaked, having not more than 3/16 of an inch difference between lower and upper mandible.

Packing/Shipping/Delivery: Pheasants must be packed by the vendor in shipping boxes supplied by the Agency. Alternate boxes may be used to extentuating circumstances but must receive prior approval by the Agency. The vendor is responsible for picking up shipping boxes at the delivery sites.

Delivery period is 09/02/2023 to 11/24/2023. On scheduled delivery dates birds must be delivered by 8:00 am to the designated delivery site, Southeast District by 1:00pm. The agency may elect to pick up birds at the vendor's location for the Young Adult Youth Hunts held prior to the start of the fall pheasant season.

Eight Week Old Ring-Necked Pheasants:

Quantity: up to 8,000 birds (estimated MAXIMUM requirement).

Bird Requirements: These birds must have "peepers" or blinders attached when delivered. Beaks must not be deformed, and mandibles must be fully beaked, having not more than 3/16 of an inch difference between lower and upper mandible.

Packing/Shipping/Delivery: Pheasants must be packed by the vendor in shipping boxes supplied by the Division. The vendor is responsible for picking up these boxes at the delivery location. Delivery period is between July 10, 2023, and July 21, 2023.

DISCLAIMER LIABILITY CLAUSE

The Contractor will release and agree to hold blameless the Commonwealth of Massachusetts, Division of Fisheries and Wildlife, its employees and agents acting within the scope of their official duties from any and all liability or loss resulting from acts or omissions except willful torts.

BUDGET AND SCHEDULE OF PAYMENT

Payment shall be made upon the DFW/DFG's determination of satisfactory delivery of birds, and shall be made by the Division within forty-Five (45) days of receipt of an invoice. This provision shall not apply if Division notifies the Contractor of insufficiencies in the work or non-compliance with the contract terms within thirty (30) days of receipt of said invoice. If so notified, the invoice amount will not be remitted and no invoice or demand for payment will be accepted until the contract compliance has been met. Once compliance has been met, payment after resubmission of an invoice will be made within forty-Five (45) days.