ESBD_369241_1721760565150_RFQ-for-Veterinarians.pdf

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VETS/RFQ-for-Veterinarians.docx

TXRC RFQ Solicitation Packet for

Veterinarians

#476-24-006

SOLICITATION #476-24-003: Published 7/23/2024 Responses due by 8/20/2024 @ 12:00pm.

SCOPE: The Texas Racing Commission (TXRC) is publishing this Request for Qualifications (RFQ) for Veterinarian Physicians to perform Veterinarian Medical Services (Class 961-86) within the State of Texas.

TXRC intends to make an award to at least one(1) or more qualified vendors. Individual Blanket Contracts will not exceed $150,000.00 per fiscal year.

TERM: The term of the contract shall be from date of fully executed contract through August 31, 2025.

Contract may be renewed for four (4) additional, one (1) year periods, provided both parties agree in writing to do so, prior to the expiration date. Any renewal shall be at the same terms and conditions, plus any approved changes. If a renewal is approved, any changes must be agreed upon at the time of renewal.

Any unused funds are automatically cancelled at the end of each term.

MINIMUM SELECTION CRITERIA: To qualify for selection, the respondent must be a Doctor of Veterinarian Medicine (DVM), licensed in Texas, and have a DEA number for controlled substances through the life of the contract with a minimum of 1 year experience as a practicing equine or racetrack veterinarian.

EVALUATION: To be considered for evaluation, respondents must submit:

1) Request for Qualifications (RFQ) Document, Parts I & II* completed, including signature.

2) Copy of current professional license.

3) Copy of DEA number/license for controlled substances

4) Copy of Liability Insurance Policy

4) If requested, be available to meet with the TXRC Chief Veterinary Medical Director.

5) Background Disclosure – Must pass eligibility screening under Texas Racing Act.

DEADLINE: Your response is to include one (1) original copy of the evaluation submittal documents listed above and must be sent to Jill.Ward@txrc.texas.gov (per RFQ Instruction Sheet) or faxed to 512-833- 6907, Attn: Jill Ward by 12:00 pm on Tuesday, August 20, 2024.

SELECTION & AWARD: A TXRC selection committee will review the submittals and make its recommendation based on demonstrated competence and qualifications to perform the services (see attached score sheet):

25% determined by applicant’s experience in regulating horse racing;

25% determined by experience in equine practice;

10% determined by other veterinary practice experience, and 40% determined by skills shown during a face-to-face interview with the Chief Veterinary Medical Director at a track (if requested)**.

**The TXRC Chief Veterinary Medical Director will schedule a meeting for the highest rated respondent(s) at a location selected by the Chief Veterinarian where they must demonstrate 1) lameness examination protocols and grading; and 2) knowledge of communicable and reportable equine diseases. DVM’s that have worked for the TXRC previously will be rated on their prior experience unless re-evaluation is requested by the Chief Veterinarian in the Comments Section, Part II of the RFQ or by the Veterinary Medical Director (40%).

Upon completion of the evaluation process by the selection committee they shall determine if the services are being provided at a fair and reasonable price. Questions concerning the request shall be submitted directly to jill.ward@txrc.texas.gov or faxed to: 512-833-6907 Attn: Jill Ward.

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A successful respondent will receive a Contract and an award Purchase Order that encompasses the respondent’s Request for Qualifications (RFQ) submittal, and the TXRC Standard Terms and Conditions.

STATEMENT OF WORK (SOW): Contractor shall perform the services of a TXRC Veterinarian based at any racetrack assigned by the Chief Veterinary Medical Director. Assignments of duties and numbers of needed Veterinarians will depend on the type of meet (Thoroughbred versus Quarter horse or Mixed Meet) combined with the number of horses anticipated on site for morning exercises or daily haul in horses in need of examination at Receiving Barn. Assignments will likely follow the posted 2024-2025 race calendar approved by the TXRC Executive Director but may include exercise works and lameness evaluations before and after race meets. These duties and functions are specified in the Texas Racing Act and Texas Racing Commission Rules as they relate to matters of racing with pari-mutuel wagering.

DELIVERABLES: The respondent will provide the following services:

• Follow written protocol for routine procedures.

• Pre-race inspections to determine horse soundness for racing.

• Perform proper triage on horses injured on the racetrack.

• Test barn sample collection for drug testing.

• Perform postmortem exam and collect required samples.

• Monitor horses during morning training if agreed upon.

• Provide accurate information for Critical Injury Reports.

The racetrack location(s) where the services are to be performed will be determined by the Chief Veterinarian and subject to the needs of the particular meet, the type of horses engaged in the meet, and anticipated exercise works surrounding the “lockdown period” as described in the approved race calendar.

Some contract Veterinarians may work one location for intermittent waves of racehorse meets, while others may be asked to travel and support live racing at all operational Texas racetracks, subject to the needs of the Texas Racing Commission and input from the Chief Veterinarian.

TRAVEL: There is no monetary compensation for travel.

PAYMENT METHOD: Payment will be made in a timely manner as invoiced based on the awarded hourly rate. Direct Deposit is required as a requirement of the contract.

SUBMITTING INVOICES AND RECEIVING PAYMENT: TXRC will pay based on itemized invoices / time sheets submitted to and approved by TXRC showing the actual deliverables provided. Itemized invoices must clearly identify the deliverables delivered, and the dates of work performed for the associated charge.

Chapter 2251 of the Texas Government Code shall govern payment and accrual of interest on any overdue payments.

Invoices/time sheets must also include the TXRC Purchase Order number, Contractor’s Texas Identification Number, Contractor’s address, Contractor’s contact person, Contractor’s e-mail address, and Contractor’s phone number. All invoices/time sheets must be submitted to the Veterinary Medical Director and the Deputy Executive Director for approval. Once approved, forms should be forwarded to payables@txrc.texas.gov for payment processing. Pay periods are from the 1st through the 15th of the month and the 16th through the last day of the month. Timesheets will be on approved TXRC forms.

When Contractor submits an invoice, Contractor certifies the following:

1. That invoices have been carefully reviewed for detailed description of the deliverables;

2. That the deliverables are in compliance with the Contract;

3. That the charges shown on the invoices are reasonable and necessary; and,

4. That all appropriate and required supporting documentation is attached.

mailto:payables@txrc.texas.gov https://txrcracing.sharepoint.com/sites/Staff/Shared Documents/Dept-Finance/Purchasing/RFQ#476-24-005-

TXRC may, in its sole discretion, require additional documentation to support payment, and Contractor shall respond to any such requests within five (5) calendar days of receipt. Neither TXRC nor the State will incur any penalty for late payment if the invoice was not sent to the appropriate address identified herein. If TXRC, for any reason, including lack of supporting documentation, disputes any items in any invoice submitted by Contractor, TXRC will notify Contractor in a timely manner of the dispute and may request clarification and/or remedial action.

TXRC will reimburse the purchase of any drugs needed with appropriate receipts; however, all purchased drugs must stay at the track where they were administered and are considered the property of TXRC.

https://txrcracing.sharepoint.com/sites/Staff/Shared Documents/Dept-Finance/Purchasing/RFQ#476-24-005-

Request For Qualification (RFQ) Process for Veterinarians

NIGP Commodity Code(s) 961-86

• Respondents - Read the RFQ, fill out Parts I & II of the RFQ document and return the form with your proposal and a copy of your current professional license.

• Filling Out RFQ - Part I & II of the RFQ document can be filled out on the computer or be printed and filled out by hand. If you are filling out the document on the computer, use the arrow keys or the mouse to move around the application. For any section of the document that has a check box , simply double click on the check box, click on "checked" and then click OK.

• Visit Site - Go to the TXRC website (below) and review the TXRC procurement Terms & Conditions http://www.txrc.texas.gov/ OR see attached Terms & Conditions.pdf By signing the signature block in Part I the Respondent is binding the firm to the contract and acknowledging that they have read, understood and accept the TXRC Standard Terms and Conditions.

• Send All Materials To - After you have finished filling out the RFQ

• document and attached your proposal and

• A copy of the professional license(s), email the

• Evaluation package to: jill.ward@txrc.texas.gov

• OR fax to: (512)833-6907, Attn: Jill Ward

• OR mail to the address below:

• Texas Racing Commission

• Attn: Jill Ward, CTCD, CTCM

• 1801 Congress, Suite 7.600

• Austin, TX 78701

Thank you for your interest and cooperation with our RFQ Process. The Texas Racing Commission is an Equal Opportunity Employer.

IMPORTANT: Submittals, whether emailed, faxed or mailed, must be signed. Follow the RFQ Instructions carefully. Failure to follow the directions could cause your submittal to be non-responsive and not be considered.

This document is best seen in MS Word print layout view.

http://www.txrc.texas.gov/ mailto:jill.ward@txrc.texas.gov https://txrcracing.sharepoint.com/sites/Staff/Shared Documents/Dept-Finance/Purchasing/RFQ#476-24-005-

REQUEST FOR QUALIFICATIONS (RFQ) DOCUMENT FOR VETERINARIANS

PART I - Respondent Information

Fill in form below. Respondents are to attach proposal & a copy of their key personnel’s professional license.

1. Contractor or Business Information

Name

Street Address E-Mail Address

City State Zip Code

Contact Name: Phone Number: Fax Number

Signature: Binds Contractor & acknowledges the TXRC Standard T&C’s Employer Identification Number

2. Personnel Please list the key personnel to be used for this project.

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

3. Three References Please list names, phone numbers and emails.

a) b) c) https://txrcracing.sharepoint.com/sites/Staff/Shared Documents/Dept-Finance/Purchasing/RFQ#476-24-005-

PART II Key Personnel General Information

Each Key Personnel must fill out Part II below. Please answer the following questions concerning your Professional Qualifications, Location Preferences, and any other Remarks or information that you feel will be relevant for your application.

Professional Qualifications

a) Please print your Professional License(s) in the Box below:

b) Relevant Professional Associations:

c) c) Professional Honors & Awards:

d) Other professional education:

Comments:

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Evaluation Team Group Score Sheet for RFQ

(Group Consensus)

DATE _________________________

AWARD EVALUATION PROCESS for _____________________________

This evaluation will be done utilizing the RFQ process based demonstrated Competence and Qualifications to perform the services based on the criteria listed below:

This vendor is responsive and meets the minimum requirements.

RESPONSIVE VENDORS

(Per Min. Selection Criteria, Pg #1)

Max.

Points

Evaluation Team

C & Q Score

1. Respondent’s experience in regulating horse racing (Pg #1

Selection & Award Section)

25%

2. Respondent’s experience in equine practice (Pg #1 Selection & Award

Section)

25%

3. Respondent’s other veterinarian practice experience (Pg #1 Selection &

Award Section)

10%

4. Demonstration of lameness, exam protocols & grading; knowledge of communicable diseases to the Chief

Veterinarian

40%

Total 100%

Comments (if applicable):

Evaluation Team Signatures

____________________________ Dr. Steven Bond – Chief Veterinarian Signature

____________________________ Aaron Grigsby – Deputy Executive Director Signature

____________________________ Amy Cook – TXRC Executive Director Signature