ESBD_File_332368_WC RFP for Animal Care and Control Unit FY 23-24 CV to NW 8.4.2023.docx

CITY OF WINDCREST

REQUEST FOR PROPOSALS FOR ANIMAL CARE

AND BOARDING/KENNELING/ADOPTION SERVICES

RFP-22-23-001###

CLOSING DATE:

Thursday, 8/31xx/xx/2023

20:00 PM CST

BID FOR WINDCREST ANIMAL CARE AND BOARDING/KENNELING/ADOPTION SERVICES

The following bid is made for furnishing animal care and boarding/kenneling/adoptions services for the City of Windcrest, Texas.

The undersigned declares that the amount and nature of the services to be furnished is understood and that the nature of this bid is in strict accordance with the conditions set forth and is a part of this bid, and that there will at no time be a misunderstanding as to the intent of the specifications or conditions to be overcome or pleaded after the bids are opened.

The undersigned, in submitting this bid, represents that they are an equal opportunity employer, and will not discriminate with regard to race, religion, color, national origin, age or sex in the performance of this contract.

The undersigned affirms that it is duly authorized to execute this contract and that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid.

ANIMAL CARE AND BOARDING/KENNELING/ADOPTION

RFP-22-23-001 Respectfully Submitted,

DATE

PRINTED NAME TITLE

COMPANY NAME CONTACT PERSON (Must have knowledge of Bid)

BILLING ADDRESS STREET CITY STATE ZIP

MAILING ADDRESS STREET CITY STATE ZIP

PHONE NUMBER (metro/toll free) FAX NUMBER E-MAIL ADDRESS

NO BID: If response is not received in the form of a “Bid” or “No Bid” bidder will be removed from bid list. Please give a specific reason as to why you are unable to bid, i.e.: we do not sell the required service.

No bids may be faxed

NOTICE TO BIDDERS

Sealed bids will be received by the City of Windcrest,, Texas, at the office of Finance Department, Windcrest City Hall, 8601 Midcrown Dr. , Windcrest, Texas 78239 , until the hour 21:00 PM on Thursday, 8/31x/xx/2023 at which time bids duly delivered and submitted will be opened then and there and publicly read aloud. Bids will be considered for supplying the following:

BID FOR WINDCREST ANIMAL CARE AND BOARDING/KENNELING/ADOPTION SERVICES- RFP-23-24- 001xxx

Any bid received after the stated closing time will be returned unopened. If bids are sent by mail to Finance Department, the bidder shall be responsible for actual delivery of the bid to him before the advertised date and hour for opening of bids. If mail is delayed by the postal service, courier service, an ISP – internet service provider or in the internal mail system of the City of Windcrest beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be returned unopened.

Information concerning bid specifications and bid process/procedures may be obtained by e-mailing Natalia Witmer at purchasing@windcrest-tx.gov. Questions may also be submitted by mail to Attn: Finance Department, Windcrest City Hall, 8601 Midcrown Dr., Windcrest, Texas 78239 or by submitting the question to the administrative desk at the same address. All questions shall be submitted, in writing, by 3:00 PM on 8/18x/xx/2023. Answers, interpretations, or clarifications considered necessary by the City in response to such questions will be issued by Addenda and posted online or otherwise delivered to all parties recorded by the City as having received the RFP. Questions received after the deadline will not be answered. Only questions answered by a formal written Addendum will be binding. No oral and other interpretations or clarification will be considered official or binding.

A Pre-Bid Submittal Meeting will be held on 8/24x/xx/2023 at 21:00 PM at Windcrest City Hall, 8601 Midcrown Dr., Windcrest, TX 78239.

Until the final award by the City of Windcrest, said City reserves the right to reject any and/or all bids, to waive technicalities, to re-advertise, to proceed otherwise when the best interests of said City will be realized hereby. Bids will be submitted sealed and plainly marked with the date and time of opening.

The City of Windcrest City Hall is wheelchair accessible. For accommodations or sign interpretive services needed for bid openings, please contact the Finance Office 48 hours in advance at (210)655-0022.

City of Windcrest, Texas Finance Department/Purchasing

Publication Dates: Wednesday, 8/16x/xx/2023

Wednesday, 8/23x/xx/2023

Pre-Bid Submittal Meeting: ThursdayWednesday, 8/24x/xx/2023 at 1:00 PM CST

Closing Date: Thursday, 8/31x/xx/2023 at 1:00 PM CST

GENERAL CONDITIONS

ADDENDA

It is the responsibility of the vendor to check for addenda. Addenda will be posted to the City’s website:

ANNUAL CONTRACT FUNDING

The City operates on a fiscal year that ends on September 30th. Because state law mandates that a municipality may not commit funds beyond a fiscal year, this bid is subject to cancellation if funds for this service are not approved in the next fiscal year.

ASSIGNMENT OF BID/CONTRACT

The successful bidder may not assign its rights and duties under a contract award without the written consent of the City’s Finance Director. Such consent shall not relieve the assignor of liability in event of default by its assignee.

BID CONSIDERATION / TABULATION

After bids are opened and publicly read, the bids will be tabulated for comparison on the basis of the best value method shown in the RFP. Until final award of the Contract, the City reserves the right to reject any or all bids, to waive technicalities, and to re-advertise for new bids, or proposed to do the work otherwise in the best interests of the City.

The following items will be considered to determine best value:

· The purchase price;

· The reputation of the bidder and of the bidder’s goods or services;

· The quality of the bidders’ services;

· The extent to which the services meet the municipality’s needs;

· The bidder’s past relationship with the municipality;

· The impact on the ability of the municipality to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

· The total long-term cost to the municipality to acquire the bidder’s services; and

· Any relevant criteria specifically listed in the request for bids.

BID SUBMISSION

Bids may be submitted in person or by mail.

· Submit bids via mail to Windcrest City Hall, Attn: Finance Department/Purchasing, 8601 Midcrown Dr., Windcrest, TX 78239.

· To submit a bid via mail, all documents must be returned and an original signature provided on the proposal to bidders sheet.

· Bids will not be accepted in either format without a signature.

· The City is not responsible for mail service. See page 2, paragraph 2 of the Notice to Bidders.

CANCELLATION OF BIDS

Bids may be cancelled with 30 days written notice with good cause.

CHANGES OR ALTERATIONS

No part of this bid may be changed/altered in any way. Vendors must submit written requests to change any specifications/conditions with their bid. Changes made to this bid without submission of a written request to this bid will result in disqualification.

COMPLETING INFORMATION

Bidder must fill in all information asked for in the blanks provided under each item. Failure to comply may result in rejection of the Bid at the City’s option.

CONTRACT CLAUSE

All bidders understand and agree that the vendor’s bid response will become legally binding upon acceptance in writing by the City. The bid will be for a more extensive contract that will be prepared by the city.

DEFAULT

In case of default of the successful bidder, the City of Windcrest may procure the services from other sources and hold the bidder responsible for any excess cost occasioned thereby.

DELIVERY

The City reserves the right to demand a performance bond to guarantee performance of the services.

INDEMNIFICATION

In case any action in court is brought against the City, or any officer or agent of the City, for the failure, omission, or neglect of the vendor to perform any of the covenants, acts, matters, or things by the contract undertaken; or for injury or damage caused by the alleged negligence of the vendor or his subcontractors or his or their agents, or in connection with any claim based on lawful demands of subcontractors, workmen, materialmen, or suppliers, the vendor shall indemnify and save harmless the City and its officers and agents, from all losses, damages, costs, expenses, judgments, or decrees arising out of such action.

INSURANCE

Deductibles, of any type, are the responsibility of the vendor/contractor. Please refer to p.18 for liability insurance requirements.

PROVISIONAL CLAUSES

The City of Windcrest will not enter into any contract where the cost is provisional upon such clauses as are known as “escalator” or “cost-plus” clauses.

REJECTION OF BIDS

The City reserves the right to reject any or all bids or to waive technicalities at its option when in the best interests of said City.

Bids will be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, unauthorized alternate bids or irregularities of any kind. However, the City reserves the right to waive any irregularities and to make the award in the best interests of the City.

The City reserves the right to reject any or all bids, and all bids submitted are subject to this reservation. Bids may be rejected, among other reasons, for any of the following specific reasons:

· Bids received after the time limit for receiving bids as stated in the advertisement.

· Bids containing any irregularities.

· Unbalanced value of any items.

Bidders may be disqualified and their bids not considered, among other reasons, for any of the following specific reasons:

· Reason for believing collusion exists among the Bidders.

· Reasonable grounds for believing that any Bidder is interested in more than one bid for the work contemplated.

· The Bidder being in any litigation against the City.

· The Bidder being in arrears on any existing contract or having defaulted on a previous contract.

· Lack of competency as revealed by a financial statement, experience and equipment, questionnaires, etc.

· Uncompleted work, which in the judgment of the City will prevent or hinder the prompt completion of additional work if awarded.

REQUEST FOR NON-CONSIDERATION

Bids deposited with the City cannot be withdrawn prior to the time set for opening bids. Request for non-consideration of bids must be made in writing to Natalia Witmer and received by the City prior to the time set for opening bids. After other bids are opened and publicly read, the Proposal for which non-consideration is properly requested may be returned unopened. The Proposal may not be withdrawn after the bids have been opened, and the Bidder, in submitting the same, warrants and guarantees that this bid has been carefully reviewed and checked and that it is in all things true and accurate and free of mistakes and that such bid will not and cannot be withdrawn because of any mistake committed by the Bidder.

SALES TAX

The total for each bid submitted must include any applicable taxes. Although the City is exempt from most City, State, or Federal taxes, this is not true in all cases. It is suggested that taxes, if any, be separately identified, itemized, and stated on each bid. Services billed by the awarded vendor are tax exempt. The City will provide awarded vendor with tax exemption form.

SPECIAL CONDITIONS

1. Length of this price agreement shall be for twelve (12) months with the option to renew the contract for two additional one year period, provided both parties are in agreement.

2. This contract will begin in October of 2023 and will end September 30, 2024.

3. The City of Windcrest reserves the right to make a bid award to either one vendor whose bid is the best value for the City, or to multiple vendors. If the award is made to multiple vendors, it will be either as one vendor being the primary vendor and the other vendor the secondary vendor, or both vendors awarded jointly.

4. It is the City’s intention to award the entire bid to one vendor, but we reserve the right to award the bid by category. If your bid is predicated on being awarded multiple or all of the categories, you must provide this data with your bid. If you fail to specify this, the City will award this bid in our best interest either in total or by category.

5. Quantities as shown on the proposal sheet are estimates. City of Windcrest reserves the right to increase or decrease these quantities during this agreement upon usage.

6. One price increase per calendar year will be considered provided supporting documentation is supplied 30 days prior to desired increase date to the Finance and Police Department via email and mail. Once reviewed and approved a letter from the Finance Department will be issued to all parties.

7. The City of Windcrest reserves the right to cancel the contract upon forty-five (45) days written notice with or without cause.

8. The services are on an as-needed basis depending on the number of animals possessed by the City at any given time and the particular needs of such animals. As a result, the term sheet should account for a lack of animals submitted for services and a per-animal as well as a per-service amount.

9. Vendor must submit proof of insurance (by means of the attached insurance requirement affidavit) which meets or exceeds the limits stated within the bid documents.

10. Please provide three (3) municipal references that are currently using your kennel services. References must have the following information and must be accompanied by this bid to be considered.

E. Telephone Number 11.

The City is asking all vendors to provide a list of all sub-contractors that your firm may use in the performance of your contract. Please list that information below. The City intends to monitor performance of your work to ensure compliance with the specifications listed in the bid. If the required specifications are not met, the City will notify the vendor of the problem and ask for immediate resolution. The City will make every effort to work with the winning vendor to get back in compliance. However, if a resolution is not reached in 24 hours from notice to the vendor, the City will reserve the right to directly contact your sub-contractor and ask them for immediate intervention to “catch up” according to the specifications listed in this bid. It will continue to be the vendor’s responsibility to pay the sub-contractor for all City of Windcrest work. The ability of a vendor to list a sub-contractor will be one of the considerations in the bid award consideration as allowed under the "Best Value" bid award criteria.

If your company does not use sub-contractors, please state that below.

Sub-contractor Company Name ________________________________________________

Contact Person ________________________________________________

Telephone Number ________________________________________________

Sub-contractor Company Name ________________________________________________

Contact Person ________________________________________________

Telephone Number ________________________________________________

12. The vendor and contractors will assign only qualified, trained, competent and reliable personnel to perform the services. All employees must be able to meet the requirements stipulated with the United States Department of Justice Employment Eligibility Verification Form (I-9), and the vendor is required to have this information available for review by the City at any time.

13. It is the vendor’s responsibility to perform a self-guided site visit to all locations included in this bid package, to gain a scope of the areas and work indicated in this bid.

14. Vendors will be required to give a post weekly job review/site maintenance performance. An email and or letter to appropriate department and cc to purchasing@windcrest-tx.gov will suffice. This request will be discussed future during the meeting prior to the start of the contract.

Criteria:

This is a Request for Bids for Animal Care and Boarding/Kenneling/Adoption services. It is the City of Windcrest’s preference to award this contract to one vendor but the City reserves the right to choose secondary vendors also.

Services to be provided under the Contract include:

1. Boarding of animals seized by the City under various authorities, including but not limited to, the animals being abused, the animals being abandoned, the animals being designated as dangerous or aggressive, etc. The proposal sheet submitted should include the per unit cost per day for each type of animal with itemized charges for each element needed for care of the animal during a 24-hr period.

2. A set number of spaces at any given time, including peak and holiday times, for the intake of animals which can be dedicated and guaranteed to the City of Windcrest. The proposal sheet submitted should include the per unit cost per day for each type.

3. Vaccinations administered upon intake, medications when needed, the scanning of microchips for ownership identification, and the services needed to make the animals available for return to the identified owner, when appropriate. The proposal sheet submitted should include the per unit cost per animal.

4. Providing quality food, water, medications, and other supplies, such as blankets, toys, and equipment needed to help give each animal the best chance at being adopted out of the facility if the animal is abandoned or unclaimed.

5. If and under what conditions the vendor can assume ownership of animals after a certain period of time at vendor’s facility.

6. Medical and emotional evaluation of animals placed in the vendor’s care.

7. Have a process for adoption, fostering, and if necessary and in extreme cases, humane euthanizing of animals. The proposal sheet submitted should include the per unit cost per day for each type of animal with itemized charges for each element needed to accomplish adoption of the animals placed in vendor’s care.

8. Provide a quarantine process for animals when needed. The proposal sheet submitted should include the per unit cost per day for each type of animal with itemized charges for each element needed for quarantines.

Bidders must include descriptions of the following:

1. Name and address of facility location where boarding and services are to be performed.

2. Description of facility and any amenities and the costs available for animals placed in vendor’s care by the City.

3. Principle contact information, including phone, email, and text to be utilized by authorized City personnel.

4. Breakdown of supplies and costs for monthly preventative and grooming supplies to be provided for animals placed in vendor’s care.

5. Breakdown of each category of charges which the vendor can provide, per animal.

6. Specific intake procedures needed for the City to entrust the care of an animal to vendor.

7. Specific procedures for the owners of any animals the City have placed into vendor’s care to retrieve the animals and any categories of charges which are normally charged the owner for retrieval.

8. Specific procedures for adoption which vendor can utilize for animals placed in vendor’s care.

9. Specific procedures for utilizing veterinary services for animals placed in vendor’s care and any costs which are controlled by vendor.

An RFP format allows for price negotiations after the bid opening, so Windcrest has chosen this bid format as a way of protecting vendors against future price increases. We have also built into this bid the ability to increase or decrease prices based on market conditions and verification. Both are listed below.

MARKET VERIFICATION

Please state below the method of how your company proposes to confirm price changes to the City for commodities on this RFP:

RFP EVALUATION

The RFP will be awarded using the following criteria:

· The purchase price;

· The reputation of the bidder and of the bidder’s goods or services;

· The quality of the bidders’ services;

· The extent to which the services meet the municipality’s needs;

· The bidder’s past relationship with the municipality;

· The impact on the ability of the municipality to comply with laws and rules relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities;

· The total long-term cost to the municipality to acquire the bidder’s services; and

· Any relevant criteria specifically listed in the request for bids.

BID AWARD AND PRICING

After your response to this RFP is submitted, the City will negotiate a final price which is then approved by City Council. Prior to City Council approval, if any market changes occur the responding vendor must notify the Finance department of this immediately. Once this Council approval occurs, pricing will be subject to the Market Verification terms listed above for price increases and decreases.

Winning vendor(s) agree to commit to a minimum of a 12 month contract with the City of Windcrest to supply requested services. This contract will be renewable with or without price increases if mutually agreed upon by the Police Department and Finance Department and the vendor(s) for two additional 1 year periods.

After the bid award, vendors who have been awarded a contract and wish to propose adjusted pricing to the agreement due to changes in the market must do so through certified mail or via e-mail to the Finance Department. Documentation verifying the reason for the price increase must be sent as part of the request. Upon review of adjusted proposals, the City of Windcrest may elect to dissolve the existing contract upon its expiration date or accept the vendor’s proposal.

REFERENCES

Please list four references of governments, individuals or companies that have used your sponsorship services. Government references are preferred:

1.

COMPANY NAME OR CONTACT PERSON

STREET ADDRESS CITY STATE ZIP

CONTACT PERSON TELEPHONE NUMBER

PRODUCTS/SERVICES USED

2.

COMPANY NAME OR CONTACT PERSON

STREET ADDRESS CITY STATE ZIP

CONTACT PERSON TELEPHONE NUMBER

PRODUCTS/SERVICES USED

3.

COMPANY NAME OR CONTACT PERSON

STREET ADDRESS CITY STATE ZIP

CONTACT PERSON TELEPHONE NUMBER

PRODUCTS/SERVICES USED

4.

COMPANY NAME OR CONTACT PERSON

STREET ADDRESS CITY STATE ZIP

CONTACT PERSON TELEPHONE NUMBER

PRODUCTS/SERVICES USED

INSPECTIONS

1. The City may make an inspection of any portion of the facilities which vendor must provide reasonable access and allow the inspections.

2. The vendor's authorized representative shall personally contact the City’s designated representative should any unforeseen problems arise on any given day due to weather or any other reason. The vendor shall issue written weekly work reports on company letterhead or printed company work reports including:

a) Date.

b) All information on all animals submitted to the vendor’s care by the City.

c) All recommendations for any animals submitted to vendor’s care by the City.

d) The adoption status of all animals submitted to the vendor’s care by the City.

e) Total number of animals and total costs charged to the city are to be provided on a monthly basis.

Site reports are to be filed with the City’s designated representative at the completion of each work day.

3. It will be vendor's responsibility to provide adequate personnel, materials and equipment to meet his participation and commitments to these schedules. Periodic meetings will be held either on-site or in the offices of the City to discuss progress made to date and modifications to the schedule required to meet short term as well as long-term objectives and goals of the City. It is further understood that a representative of the vendor shall attend all job meetings of this nature.

GENERAL CONDITIONS

COMPLIANCE PROCEDURE:

Complaints from residents resulting from work done under this contract will be received and recorded by the Police Department, City of Windcrest. The complaints will then be forwarded to the Contractor. The contractor will make contact with the person or persons registering the complaint within twenty-four (24) hours and do whatever is necessary to investigate the situation and make a sound judgment as to its authenticity. If, in fact, a liability situation does exist, every effort will be taken to ensure that the claim is settled as expeditiously as possible. In each case the Police Department, City of Windcrest will be kept informed as to the deposition of complaints.

AVAILABILITY:

The contract must have at least one responsible member of the company on call/available twenty-four (24) hours per day to respond to service and inspection requests from residents of Windcrest, Texas. A list of names, titles, addresses and telephone numbers of these responsible individuals will be furnished to the City’s Animal Care Person.

CONTRACT TIME AND EXTENSION:

This contract is for 12 months. However, the contract may be extended for up to two additional one-year period if mutually agreed to by the Contractor and the City of Windcrest. The contract amount will remain the same as the bid amount unless the contractor can provide proof of increases in labor, material, insurance, etc. which exceeds five (5) percent. Payroll records and/or receipts of materials shall be submitted to the City in order to substantiate increase approvals.

INSURANCE REQUIREMENTS

3. Worker's Compensation and Employers' Liability: Statutory. Employers Liability policy limits of $500,000.00 for each occurrence, $500,000.00 Aggregate - Disease.

Finance Department/Purchasing 8601 Midcrown Dr.

Windcrest, TX 78239

6. Insurance Certificate must be submitted and issued with the City listed as the certificate holder.

Cancellation Policy must read as follows:

"Should any of the above described polices be cancelled before the expiration date thereof, the issuing insurer will mail a 30 days written notice to the certificate holder named to the left. "

INSURANCE REQUIREMENT AFFIDAVIT

TO BE COMPLETED BY APPROPRIATE INSURANCE AGENT.

I, the undersigned agent, certify that the insurance requirements contained in this bid document have been reviewed by me with the vendor identified below. If the vendor identified below is awarded this contract by the City of Windcrest, I will be able, within ten (10) working days after being notified of such award, to furnish a valid insurance certificate to the CITY meeting all of the requirements contained in this bid.

Agent Signature Printed Name

Name of Insurance Carrier

Address of Agency City State Zip

Phone # Fax # Email Address

Vendor / Contractor Name

Acknowledgement

Subscribed ad Sworn before me by the above named

On this day of , 20__.

(seal)

Notary Public in and for the State of

NOTICE TO THE AGENT

If this time requirement is not met, the City has the right to declare this vendor non-responsible and award the contact the next bidder meeting the specifications. If you have any questions concerning these requirements, please contact Natalia Witmer, City of Windcrest Purchasing at 210-655-0022 ext.2820

CONFLICT OF INTEREST QUESTIONNAIRE

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code went into effect which requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the City Secretary of the City of Windcrest not less than the 7th business day after the person becomes aware of facts that require the statement to be filed.

A recent amendment to this state law that went into effect on September 1, 2007 now allows for two changes to the original statute:

1. The Conflict of Interest Questionnaire only needs to be filled out and returned with your bid if you or your company are aware of a conflict, and,

1. If the amount of the conflict exceeds $2,500

It is the responsibility of every vendor filling out and returning this bid to determine if there is a conflict meeting the parameters listed above. If so, the City of Windcrest requires that this Questionnaire be completed and turned in with your bid. If there is no conflict, or if the amount of the conflict is less than $2,500, then you are not required to submit the Questionnaire with your bid.

See Section 176.006, Local Government Code which reads “A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor.”

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