REQUEST FOR PROPOSALS RFP # SCOPE OF WORK
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1 Materials Management Department 901-B Texas Street Denton, Texas REQUEST FOR PROPOSALS RFP # The City of Denton is seeking the best value solution for the: SUPPLY OF VETERINARY SERVICES NIGP CLASS and ITEM Issue Date: January Response due Date and Time (Central Time): Thursday, February 1, 2018, 11:00 A.M. C.S.T The City highly recommends that respondents do not wait until minutes before the due date and time to a submission. It can take significant time for the submissions to reach the City. RFP# 6624 EXHIBIT 3 1
2 The scope of work shall be finalized upon the selection of the Individuals or Firm. The respondent s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provide an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: Three (3) types of veterinary medicine services 1. The City of Denton (City) is searching to contract with a specific individual, limited liability company (LLC), or corporation that can provide an in-house licensed doctor of veterinary medicine (DVM) to treat incoming animals to the City of Denton Animal Shelter. The DVM will be responsible for providing a full-time licensed, registered veterinary technician at the City of Denton Animal Shelter. 2. The City is searching for a licensed DVM provider that can deliver unscheduled urgent care to animals coming into the City of Denton Animal Shelter requiring urgent care outside of regular business hours. The DVM shall be capable of providing unscheduled services on nights and weekends. 3. The City is searching for a licensed DVM provider that can deliver unscheduled urgent care to animals coming into the City of Denton Animal Shelter during regular business hours when the in-house DVM is not on site. Item 1 In-house Licensed DVM Services Individuals, LLCs, or corporations wishing to provide in-house licensed DVM services to the City of Denton Animal Shelter shall meet the following criteria: o They shall be able to provide a licensed doctor of veterinary medicine on site for a minimum of twenty-four (24) hours per week at a minimum of three (3) noncontiguous days. This will result in a schedule of Monday, Wednesday, and Friday; or, Tuesday, Thursday, and Saturday. o The DVM shall at their expense provide two licensed registered veterinary technician on site a minimum of forty (40) hours per week and a minimum of five (5) consecutive days per week. o The provider shall be able to interface with the medical module of the City of Denton Animal Services ShelterPro software. o The provider will provide a DVM to participate in an advisory panel to assist with designing and modifying protocols for treating animals at the City of Denton Animal Shelter. RFP# 6624 EXHIBIT 3 2
3 o The provider will provide all insurance, licensing, and continuing education required for fulfilling this contract. The provider should be able to deliver the following services with the understanding that this list is not exhaustive and contingencies may arise: Dog Package Spay or Neuter Rabies Vaccination (if too young-appointment to return for vaccination) Bordetella DHLPP- or applicable vaccine First treatment for fleas and ticks First Month Heartworm Preventative Heartworm Testing (when applicable) First Treatment for Tape Worms, Hook worms, and Round worms Pre-Surgical pain medication Micro chip Parvo Virus Test (when applicable-this should be done prior to the other medical work if the veterinarian believes the animal may be sick) Cat Package Spay or Neuter Rabies Vaccination (if too young- appointment to return for vaccination) FDRT - or applicable vaccine First treatment for fleas and ticks First Treatment for Tape Worms, Hook worms, and Round worms Treatment for Ear Mites Micro Chip A list of other services that may be requested include but are not limited to the following: Heartworm Treatment by weight Dental/Cleaning/Teeth Pulling Procedure for demodectic and sarcoptic mange treatment. Treatment and medication for Kennel cough Antibiotics for infection Packing ears for ear infection Ear Mite Medication and treatment The City will provide the surgical equipment necessary for the above aforementioned services that are expected to be performed. RFP# 6624 EXHIBIT 3 3
4 X-Ray equipment will not be provided by the City. X-Rays will be performed offsite at the contracted regular or after business hours urgent/emergency veterinary care services facilities (Items 2 and 3 of these specifications). Veterinary Practices Consultation and Reporting Requirements 1. Identify the method and procedures for operating an independent sterilization and rabies vaccination program. Specifically, the contractor shall state their methodology or procedures related to: a. pre-surgical physical examinations to determine surgical qualification b. administering pre-surgery anesthetics c. surgical techniques d. post-operative recovery care and monitoring e. providing post-operative pain medication f. animal discharge care/complication instructions g. post-surgical inquires and/or complications related to sterilization surgery h. controlled drug control, inventory and record keeping 2. Identify what additional medical services are provided that may impact the sterilization of the animal. E.g. Umbilical hernias, neutering of male dogs and cats afflicted with Cryptorchidism, pregnant females, etc. 3. Identify the minimum sterilization age of an animal 4. Identify available financial resources and references that indicate consultants capability of performing services 5. Provide the number of dog and cat deaths by causes (e.g., anesthetic, hemorrhage, anaphylactic, etc.) 6. Provide statistics related to the number of dogs and cats sterilized and vaccinated for rabies 7. Clarify it is your intent to have a doctor in place after surgery to determine complications, and offer post-operative care 8. Contractor shall provide an annual report within fifteen days after the end of the calendar year which includes the number of cats and dogs sterilized (by age group as specified by the City of Denton), number of animals treated for parvo virus, and number of animals treated for kennel cough. RFP# 6624 EXHIBIT 3 4
5 A. Working Paper and Rabies Vaccination Certificate Retention and Access to Working Papers and Rabies Certificates 1. All working papers or medical reports must be retained at the contractor s expense. In accordance with Section (c) of the Texas Administrative Code Title 25 Part A copy of each rabies vaccination certificate shall be retained and readily retrievable for a period of not less than five years from the date of issuance. 3. The contractor will be required to make working papers or medical reports available to the city upon request. B. Full Shot Package: The full shot package is identified as in addition to the Rabies vaccination: Dog- DHLPP and Bordetella Cat- FVCRP and Fel/Aids Item 2 After Hours Emergency Veterinary Care Services Individuals, LLCs, or corporations wishing to provide after hours emergency veterinary care to animals in the City of Denton Animal Shelter will meet the following criteria: o They shall be able to provide a licensed doctor of veterinary medicine to treat sick or injured animals after 4 p.m. every day of the week, on weekends, and during holidays. o They shall be able to provide all reasonable equipment (including x-ray equipment) needed to treat injured or sick animals. Item 3 Regular Business Hours Urgent Veterinary Care Services Individuals, LLCs, or corporations wishing to provide emergency or urgent veterinary care to animals in the City of Denton Animal Shelter during regular business hours when the in-house DVM is not present will meet the following criteria: o They shall be able to provide a licensed DVM willing to treat sick or injured animals during regular business hours without prior notice or scheduling. o They shall be able to provide all reasonable equipment (including x-ray equipment) needed to treat injured or sick animals. Limitations (All Aforementioned Services): RFP# 6624 EXHIBIT 3 5
6 All providers are considered independent contractors. They are not employees of the City of Denton and are not entitled to any employee benefits provided by the City of Denton. All providers, at their own expense, are required to maintain their own license, continuing education, and insurance. Providers will be prohibited from treating animals, who do not reside and are maintained by the City of Denton Animal Shelter staff, at the shelter facility. Required Qualifications to be considered as a Responsive Proposer: Provider shall have a minimum of two (2) years experience providing the services they are submitting proposals for: o The in-house provider shall have two (2) years experience in managing or supplying licensed DVMs to offsite locations which could include government managed shelters, non-profit shelters and/or rescues, or relief services to privately run animal hospitals/clinics. o The afterhours emergency care providers shall have two (2) years experience operating an animal hospital/ clinic that has been available to the public during non-standard hours of operation that includes weekends and holidays. o The urgent care/regular business hours provider shall have two (2) years of operating an animal hospital/ clinic that has been available to the public. o All providers shall submit three (3) letters of reference related to the services they are proposing to provide. RFP# 6624 EXHIBIT 3 6
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