Y25-122_SCOPE_OF_SERVICES.pdf

SCOPE OF SERVICES

I. Introduction:

The Orange County Board of County Commissioners (hereinafter, the “County”) is seeking providers of veterinary supplies for its Orange County Animal Services Division, in accordance with the terms, conditions, and specifications contained in this Invitation for Bid (IFB). The successful respondent will hereinafter be referred to as the “Contractor”.

The Animal Services Division seeks to obtain firm unit price on all items included in the Fee Schedule. Animal Services has an established full service veterinary clinic. As such, there is an ongoing need to order veterinary supplies to support this need. The County will purchase the needed supplies from the contractor on an as-needed basis to maintain a stock of veterinary medical supplies necessary to provide routine preventative, wellness and surgical care to animals in need.

II. Contractors shall be authorized distributors, dealers or service representatives who are authorized to sell the manufacturer’s products. Any respondent submitting a bit hereby acknowledges that they are an authorized distributor of the manufacturer and that the manufacturer has agreed to supply the distributor with all quantities of the items required in fulfillment of any resulting orders from the County.

Items listed in the Fee schedule are the County’s preferred brand, however, alternatives may be submitted. Any alternative item must be identified on the Fee schedule as such and specifications for alternatives must be provided with submission of bid. The Animal Services Division may request samples of any proposed alternatives to determine equivalency with the preferred brand.

III. Supplies All veterinary medical supplies provided under this Contract shall be new, unused and of the latest product in production to commercial trade. In accordance with state and federal requirements, all materials shall be labeled.

Product Stocking:

Product shelf life: Products with a limited shelf life shall have at least a six (6) month expiration date from the date the product is shipped to the County.

Out-of-Stock items on manufacturer's back-order: The Contractor shall notify the County if the contractor is out of stock on any ordered item or if the manufacturer has the item on back-order within 24 hours of an order being placed.

Discontinuations after Award In the event any item becomes discontinued by the manufacturer during the life of the contract, the Contractor shall submit a written request to remove the item or to substitute the item with the County’s Animal Services Chief Veterinarian or the delegated clinic supervisor. Requests to substitute must include an explanation of why a substitute is necessary, provide complete detailed, technical specifications for the proposed substitute item, and a sample of the proposed substitute, if requested. The County reserves the right to purchase on the open market while negotiations are being conducted. All requested substitutes are subject to the approval of the Chief Veterinarian or the delegated clinic supervisor and will be added contract via amendment.

Product Packaging All products are expected to be fully labeled and be in their original container(s) upon delivery to the designated site and must meet Federal Drug Administration (FDA) or Drug Enforcement Administration (DEA) requirements. Any product which has been exposed to rain, heat, high humidity and moisture and becomes cracked or otherwise damaged, making it unsuitable for use will not be accepted under any circumstances. All medical products must be shipped with appropriate packaging and be kept at a temperature recommended by the manufacturer.

IV. Delivery All supplies are to be delivered Free On Board (Destination-Freight Included) to the County designated facility. Cost of packaging, freight, delivery, handling and incidental charges shall be included in the bid discount(s). No Fuel Surcharges are allowed.

DELIVERY LOCATION:

Orange County Animal Services 2769 Conroy Road Orlando, FL 32839

DELIVERY SCHEDULE

Sunday through Saturday, 7:00 a.m. to 6:00 p.m.

DELIVERY SCHEDULE - HOLIDAYS

Unless requested by the County, deliveries shall not be made on County-recognized holidays. The following holidays are observed by the County:

Holiday Date Observed New Year's Day January 1 Martin Luther King, Jr.'s Birthday Third Monday in January Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Veteran's Day November 11 Thanksgiving Day Fourth Thursday in November Friday after Thanksgiving Friday after Thanksgiving Christmas Eve December 24 Christmas Day December 25

If a holiday falls on Saturday, it will generally be observed on the preceding Friday. If the holiday falls on Sunday, it will generally be observed on the following Monday.