RFB26702 Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To provide veterinary services including treatment for after-hours emergency services and spay and neuter services. The services provided are for citizen-owned pets and shelter pets, through existing programs, intended to improve the Contracting Entity’s live release rate and other services as needed. The Contracting Entity intends to award to multiple Bidders to ensure adequate coverage is provided.

It is anticipated that the pricing agreement will be effective on November 22, 2025. The current agreement expires on November 21, 2025.

REQUIREMENTS:

1. Services provided to animals under this agreement shall be performed by Veterinarians currently licensed to practice veterinary medicine in the State of Oklahoma, and who must adhere to federal and state laws related to the practice of veterinary medicine and the purchase, storage, use and reporting of drugs regulated by the Drug Enforcement Administration, and by the Oklahoma State Bureau of Narcotics and Dangerous Drugs (OBNDD).

Proof of the Veterinarian’s license to practice veterinary medicine and the Veterinarian’s OBNDD permit must be made available to the Contracting Entity upon request.

2. Veterinarians providing services shall provide veterinary care in accordance with federal and state laws and regulations and shall adhere to professionally recognized standards of humane treatment, care, and medical practice.

3. Bidders must be willing to accept animals directly from the Animal Shelter.

4. The number of animals and ratio of cats and dogs to be spayed/neutered each week varies. The Contracting Entity will drop off the animals in the morning for them to be spayed or neutered and pick them up in the late afternoon unless other arrangements have been made with the Bidder. Bidders must state their recommended schedule for accepting animals in the Solicitation Questionnaire.

5. Veterinary technicians or veterinary assistants under the direct supervision of the licensed Veterinarian may perform routine tests and treatments as prescribed by the veterinarian.

6. Services provided include all necessary medical treatment associated with spay and neuter services and include, but are not limited to anesthesia, pain medication, drugs, surgical supplies, costs for sterilization procedures, and any other related costs. Bidders are expected to perform minor laceration and hernia repairs, if necessary, during the surgery. All expected costs for these services shall be incorporated.

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7. Other emergency services include but are not limited to euthanasia, examination, monitoring and testing, hospitalization, etc. All treatment options shall be provided to the Contracting Entity. Treatments may be necessary after-hours. Please provide Bidder’s hours of operation on the Solicitation Questionnaire.

8. When treatment is expected, the attending Veterinarian shall provide the Contracting Entity with the treatment options and expected cost. Other treatment may only be performed if authorized by the Contracting Entity. The Veterinarian may provide medicine and other drugs, including pain medication, to the Contracting Entity’s employee to take with the animal to the animal shelter, in accordance with all Federal, State, and Municipal laws, ordinances, and regulations. If the attending Veterinarian determines that follow-up care is needed, written documentation and instruction must be provided and returned with the animal.

9. When spay or neuter services only are requested, the following shall not be provided unless otherwise authorized by the Contracting Entity: routine vaccinations, routine veterinary medical care (other than laceration or hernia repair), micro chipping, boarding, or other surgical procedures not authorized by the Contracting Entity.

SOLICITATION QUESTIONNAIRE: The Solicitation Questionnaire must be completed in the electronic bidding system to be considered for award.

PRICING: Pricing must be submitted through the Item Response area of the electronic bidding system.

TECHINCAL QUESTIONS: All technical questions are to be addressed through the electronic bidding system, and the Buyer will respond electronically and issue addenda, if necessary.

RFB.SP.VI.2025 Page 3

1. INSURANCE REQUIREMENTS

Bidder must carry such insurance and provide a certificate of insurance evidencing the insurance policies and coverage required here in the Special Provisions.

A. Any issue a Bidder may have with insurance requirements should be raised during the Question-and-Answer period before bid submission so that the Contracting Entity can determine whether a change, by Addenda, will be made to the insurance requirements for all potential bidders.

B. Bidder may not take exception to insurance requirements after the Question-and- Answer Period.

C. The following insurance requirements are applicable and must be obtained prior to contract award if the bid submitted includes on-site installation, on-site maintenance services or other repair services to be performed on the Contracting Entity’s property, or if insurance coverage is otherwise requested by the Contracting Entity here in the Special Provisions.

i. Worker’s Compensation & Employer’s Liability Insurance: Bidder shall carry Worker's Compensation Insurance in amounts prescribed by the laws of the State of Oklahoma, if any. If Bidder is exempt from compliance with Oklahoma’s worker’s compensation requirements, Bidder shall provide a certificate (Affidavit of Exempt Status Under the Administrative Worker’s Compensation Act) from the Workers’ Compensation Commission indicating such exemption. The certificate can be completed online at www.ok.gov/wcc.

ii. General Liability Insurance: Bidder shall carry a general liability insurance policy to protect the Bidder and the Contracting Entity shall be an Additional Insured from claims for property damage and bodily injury including death, or other loss which may arise directly or indirectly from the activities, omissions, and operations of the Bidder under the Pricing Agreement, whether such activities, omissions, and operations be by the Bidder, its subcontractor, or by any one employed by or acting for the benefit of the Bidder in conjunction with this Pricing Agreement. The general liability policy shall have at a minimum, the following coverage amounts:

1. Property Damage Liability - Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any single claim for damage to or destruction of property arising out of a single act, accident, or occurrence.

2. All Other Liability - In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including http://www.ok.gov/wcc

RFB.SP.VI.2025 Page 4 accidental death, personal injury, and all other claims to any one person out of a single act, accident, or occurrence.

3. General Aggregate Limit- In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single act, occurrence or accident.

iii. Automobile Liability Insurance: The Bidder shall maintain automobile insurance coverage in, at a minimum, the amounts required by Oklahoma law as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles and equipment when said vehicles or equipment is utilized to meet the requirements of this Pricing Agreement.

D. The insurance policies required herein shall be issued by a company authorized to do business in the state of Oklahoma.

E. The Contracting Entity shall be furnished with a Certificate of Insurance evidencing all the above-referenced requirements before Pricing Agreement award.

F. All policies shall be in the form of an “occurrence” insurance coverage or policy.

If any insurance is written in a “claims made” form, the Bidder shall also provide tail coverage that extends a minimum of two years from the expiration of the Pricing Agreement.

G. Unless stated otherwise above, all policies must be fully insured with any single deductible not exceeding $25,000.

H. Bidder or Bidder’s insurance company must provide Contracting Entity at least thirty (30) days’ prior written notice of any cancellation or material coverage change in their policies.

I. Unless otherwise approved by the Contracting Entity prior to Pricing Agreement award, self-insured retentions will not be accepted unless accompanied by a bond or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration, and defense expenses not otherwise covered by the Bidder’s self-insured retention.

2. ACORD FORM

A. The Contracting Entity to this Pricing Agreement, whether named herein or by reference only, shall be named as additional insured on the Bidder’s insurance policies, except Worker’s Compensation and Employer’s Liability Insurance, to the full limits of the policies and consistent with the same coverages available to the named insured.

i. Any blanket additional insured endorsement which limits coverages to any Contracting Entity is not compliant with this Pricing Agreement and will be considered a breach. Contracting Entity must be provided with a Certificate of Insurance or Endorsement evidencing Contracting Entity’s additional insured status prior to contract award.

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B. The policy description shall state the following:

i. “Additional insured(s) on the listed policies are those required in the contract.” [The City of Oklahoma City and its participating public trusts]

ii. The solicitation number BID26702.