UTAH COUNTY ANIMAL SHELTER REQUEST FOR PROPOSALS FOR VETERINARY SERVICES

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1 S FOR VETERINARY SERVICES

2 Page 1 SECTION 1 ADMINISTRATIVE OVERVIEW 1.1 BACKGROUND 1.2 PURPOSE The Utah County Animal Shelter s mission is to promote the health and safety of pets and people in Utah County Through this Request for Proposals (RFP), Utah County intends to evaluate qualified veterinarians interested in contracting for veterinary services with the Utah County Animal Shelter(the Shelter). 1.3 VETERINARIAN RESPONSIBILITY 1. Veterinarian will be responsible to provide the following services: a. Cat or dog neuter or cat or dog spay for all animals adopted from the Shelter as requested by the person adopting the animal or as required by law. Billing and collection will be the responsibility of the veterinarian. All monies will be paid by pet owners to Veterinarian. County will have no obligation to Veterinarian for services rendered pursuant to this Agreement. b. In your proposal please state any additional services that you are willing to provide at the Shelter for the general public or County and what you will charge, as well as proposed hours of operation and the number of employees that will work for you at the Shelter. 2. The contracting veterinarian will provide all necessary equipment and medication not currently provided for use by the Shelter as listed in section 1.4 below. Veterinarian will sterilize surgical packs provided by County, clean and disinfect all medical equipment and replace or repair equipment provided by County if damaged by Veterinarian, its agents, employees or volunteers. 3. The services provided by Veterinarian shall be performed by or under the supervision and direction of a licensed veterinarian as required by state law. Employees of Veterinarian shall hold and act within the scope of any

3 Page 2 state required licenses. 4. Veterinarian will maintain in good standing, and shall provide to COUNTY proof of malpractice insurance in the minimum amounts of $600,000 per person, $1,200,000 per occurrence. 5. Veterinarian staff will make all appointments, and perform all intake, surgery, recovery, discharge and any and all other operations and activities of Veterinarian 6. Veterinarian will comply with all state, federal and local laws, rules, regulations and ordinances, including zoning and business regulations of Spanish Fork City. Veterinarian will provide County with verification of compliance with zoning and business regulations of Spanish Fork City prior to commencing operations at the Shelter. 1.4 THE UTAH COUNTY ANIMAL SHELTER WILL PROVIDE: a. The grooming room in the Shelter for Veterinarian s activities in the Shelter. b. Additional space at the Shelter will be provided as available for preoperation and post-operation animal patients. c. Space for one secretary in the Shelter front lobby. d. Medical equipment: 1. operating table with seat 2. exam light 3. autoclave 4. sonic cleaner 5. anesthesia machine with vaporizer 6. various surgical packs with instruments Veterinarian will provide all other equipment, medication and supplies, including office machines, supplies, appliances and phone/internet service. 1.5 INDEPENDENT CONTRACTOR: a. Veterinarian states and affirms that it is acting as an independent contractor, holding itself out to the general public as an independent

4 Page 3 contractor for other work or contracts as it sees fit; that it advertises its services as it sees fit to the general public, maintains an office or place of employment separate from Utah County, and that this agreement is not exclusive of other agreements, contracts or opportunities. b. The parties intend that an independent contractor relationship will be created by this agreement. Utah County is interested only in the results to be achieved, and the conduct and control of the work will lie solely with Veterinarian. Veterinarian is not to be considered an agent or employee of Utah County for any purpose, and the employees of Veterinarian are not entitled to any of the benefits that Utah County provides for County's employees. It is understood that Utah County does not agree to use Veterinarian exclusively. It is further understood that Veterinarian is free to contract for similar services to be performed for others while working under the provisions of this agreement with Utah County. c. Both parties agree that Veterinarian shall be deemed an independent contractor in the performance of this agreement, and shall comply with all laws regarding unemployment insurance, disability insurance, and workers compensation. As such, Veterinarian shall have no authorization, express or implied, to bind Utah County to any agreement, settlement, liability, or understanding whatsoever, and agrees not to perform any acts as agent for Utah County. 1.6 INDEMNIFICATION: a. To the extent resulting from the negligence of its employees, agents or assigns, the County agrees to indemnify and hold harmless Veterinarian for any claims, loss, damages or liabilities whatever. County s agreement to indemnify is limited to, and is not a waiver of, the limits of liability contained in the Governmental Immunity Act, Section , et seq., Utah Code Annotated, 1953, as amended. The liability of the COUNTY is in all instances governed by the provisions of the Governmental Immunity Act, Section , et seq., Utah Code Annotated, 1953, as amended. b. Veterinarian shall defend, indemnify, save and hold harmless Utah County, its officers, employees, and agents, from and against any and all claims, demands, causes of action, orders, decrees, judgments, losses, damages, and liabilities (including all costs and attorney s fees incurred in defending any claim, demand, or cause of action) occasioned by, growing out of, or arising or resulting from (a) Veterinarian, its subcontractors, agents, volunteers or employees performance of this agreement or the provision of any services required herein to be performed by Veterinarian or its subcontractors, agents, volunteers or employees, and (b) any act or

5 Page 4 omission of Veterinarian, or its subcontractors, agents, volunteers or employees. Veterinarian shall assume sole liability, indemnify and hold County harmless for all injuries or damages caused to a third party as a result of the fulfillment of this agreement including strict liability for Shelter animals in Veterinarian control for offsite promotions or adoptions. 1.7 INSURANCE: a. Veterinarian agrees to carry Commercial General Liability Insurance coverage equal to or greater than $600,000 for one person in any one occurrence, $1,200,000 for two or more persons in any one occurrence, and $250,000 for property damage in any one occurrence, or as modified by the risk manager pursuant to state statute during the term of this agreement. This coverage shall provide liability insurance to cover the activities of Veterinarian including Veterinarian agents, employees, volunteers and subcontractors, and for all equipment and vehicles, public or private, used in the performance of this agreement. This insurance shall name 'Utah County, 100 East Center, Provo, Utah 84606' as an additional insured. Veterinarian shall submit a certificate of insurance to Utah County naming Utah County as an additional insured in the minimum amounts indicated above before commencing any activities under this agreement. b. Veterinarian shall furnish a Certificate of Insurance to Utah County evidencing that Veterinarian has Workers Compensation Insurance for Veterinarian including, all subcontractors, volunteers and all employees of Veterinarian and/or subcontractors before Veterinarian can commence activities under this agreement. 1.8 RFP ORGANIZATION Pursuant to this RFP, a contract will be executed. A sample copy is attached as Exhibit A. The Contract period will be for a term of approximately 1 year, commencing when executed and terminating December 31, Utah County shall have an option, pursuant to that contract, to renew the contract for two additional one-year periods, upon the same terms and conditions as those executed in the original contract. This RFP is organized into six (6) sections plus Exhibits and a signature page. Section 1, Administrative Overview-outlines general information on the

6 Page 5 objectives of this RFP, background information on the issuing entity, and the organizational structure of the RFP. Section 2, Procurement Rules and Procedures-outlines the rules and schedules for this procurement. Section 3, Instructions for Proposal Preparation-outlines the precise manner in which proposals must be submitted for consideration. Failure to adhere to these guidelines may result in the rejection of the proposal. Section 4, Proposal Requirements-outlines the inclusion requirements for consideration of proposals. Section 5, Evaluation Procedures-describes how proposals will be evaluated by the issuing entity. Section 6, Terms and Conditions-outlines certain terms and conditions under which the contract must be performed. SECTION 2 PROCUREMENT RULES AND PROCEDURES 2.1 PROCEDURE The Procedure for the issuance of this RFP, evaluation of proposals, and selection of a provider is as follows: a. Interested entities will prepare and submit their proposals according to the Procurement Timetable contained in Subsection 2.3. b. Utah County and/or its representatives will evaluate all submitted proposals to determine acceptance or rejection of the proposals. c. The selected provider will be required to sign the contract which is attached as Exhibit A. 2.2 RULES OF PROCUREMENT For this procurement, all proposals will be submitted in the proposal format outlined in Section 3 (Instructions for Proposal Preparation) of this RFP. All prospective providers must meet the enclosed criteria as of the date of submission. Respondents will provide all requested information in the Detailed Information Response Forms. Utah County has established certain requirements with respect to proposals to be

7 Page 6 submitted by respondents. The use of shall, must, or will, in this RFP indicates a requirement or condition from which a material deviation will not be approved by Utah County. 2.3 PROCUREMENT TIMETABLE Below is the Procurement Timetable that has been established for this RFP. REQUIRED ACTIVITY SCHEDULED DATE RFP Issue Date November 18, 2004 Closing Date for Receipt of Proposals December 2, QUESTIONS AND CLARIFICATIONS Questions regarding this RFP should be directed prior to the submission deadline date either by fax or telephone to the Utah County Security Center, Attention: Lieutenant Grant Ferre Business Hours: 9:00 a.m. to 5:00 p.m. MST Telephone Number: (801) After proposals have been submitted, Utah County officials may arrange to meet with a proposed provider to clarify issues pertaining to the RFP or proposed service. 2.5 EVALUATION CRITERIA An evaluation system will be used to rank the proposals. Percentages have been assigned to each category in accordance with the County s view of their relative importance. The evaluation components are listed below with their assigned percentage weights. a. Experience, Education and Credentials 10% c. Cost of Services Provided 25% d. Veterinarian/Staff Time Spent at Shelter 25% e. Benefit to Utah County 40%

8 Page 7 SECTION 3 INSTRUCTIONS FOR PROPOSAL PREPARATION 3.1 PROPOSAL ORGANIZATION AND NUMBER OF COPIES Each respondent must submit four (4) copies of its proposal to the Utah County Purchasing Agent. The proposal must be delivered to: Susan Shepherd Utah County Purchasing 100 East Center, Suite 3600 Provo, Utah The proposal must include (in the following order): Transmittal letter describing background of respondent and the intent to participate in the contract. Completed detailed information response forms provided in the RFP (including all requested attachments). Signature page certifying that the respondent understands the terms and conditions of the RFP and intends to abide by them if awarded a contract. Proof of Liability and Workers Compensation insurance. 3.2 PROPOSAL INCLUSION REQUIREMENTS In order to be considered, a proposal must contain all sections as described in Subsection 3.1. Additionally, all respondents must answer all questions contained in Subsections 4.2 and 4.3. Requested documentation relating to these forms must be attached. Responses must be on the included forms. No exceptions or substitutions will be allowed. If the respondent requires additional space, (a) plain sheet(s) of paper may be used and attached to the form(s). The occurrence of any of the following may result in disqualification of a respondent: a. Failure to respond within the established timetable. b. Failure to completely answer all questions on the proposal. c. Use of any other type of form or format other than those indicated in the RFP. d. Failure to provide requested documentation at the time of proposal submission.

9 Page 8 e. Illegible responses. f. Failure to sign and return the Signature Page. Offerors are requested to mark any specific information contained in their proposal which is not to be disclosed to the public or used for purposes other than the evaluation of the proposals. Pricing and service elements of the successful proposal will not be considered proprietary. All materials become the property of Utah County. Proposals submitted may be reviewed and evaluated by any person at the discretion of Utah County. SECTION 4 PROPOSAL REQUIREMENTS 4.1 LETTER OF TRANSMITTAL The letter of transmittal shall be on official business letterhead and shall include: A statement that the respondent will comply with all terms and conditions as indicated in the RFP. A statement indicating whether the respondent is a corporation or other legal entity. A statement of affirmative action that the respondent does not discriminate in its employment practices with regard to race, color, religion, age (except as provided by law), sex, marital status, political affiliation, national origin, or handicap. A certification statement to the effect that the person signing the proposal is authorized to do so on behalf of the respondent. Names of the key contact persons with their title and telephone numbers. Also, indicate first and second back-up contact persons if the person signing the proposal is not available to take the call from Utah County. Name and complete mailing address of the respondent along with telephone number and fax number. 4.2 DETAILED INFORMATION RESPONSE FORM The detailed information response form attached as Exhibit B must be completed and included in the submission.

10 Page SIGNATURE PAGE A signature page in the form attached as Exhibit C must be executed and included in the submission. SECTION 5 EVALUATION PROCEDURES This process will include, but not be limited to, proposal evaluation and verification by appropriate Utah County Sheriff s Office staff and/or its authorized representatives. 5.1 ACCEPTANCE OF PROPOSAL Utah County reserves the right to reject any or all proposals or waive minor irregularities when to do so would be in the best interests of Utah County. Minor irregularities are those which will not have a significant adverse effect on overall competition or performance levels. The responding party agrees that Utah County may terminate this procurement procedure at any time, and Utah County shall have no liability or responsibility to the responding party for any costs or expenses incurred in connection with this RFP or such party s response. 5.2 DISPOSITION OF PROPOSALS All proposals (and the information contained therein) shall become the property of Utah County. No proposals shall be returned to the respondent regardless of the outcome of the selection process. All proposals will be evaluated by authorized representatives of Utah County. SECTION 6 TERMS AND CONDITIONS 6.1 GENERAL Utah County will award a contract in reliance upon the information contained in proposals submitted in response to the RFP. Utah County will be legally bound only when and if there is a definitive signed agreement with the awarded provider. It is vitally important that any person who signs a proposal or contract on behalf of a provider organization certifies that he or she has the authority to so act. The provider who has its proposal accepted may be required to answer further questions and provide further clarification of its proposal and responses.

11 Page 10 Receiving this RFP or responding to it does not entitle any entity to participation, services, or transactions resulting from or arising in connection with this RFP. Utah County shall have no liability to any person or entity under or in connection with this RFP, unless and until Utah County and such person shall have executed and delivered a definitive written agreement. By responding to this RFP, each responding party acknowledges that neither Utah County nor any of its representatives is making or has made any representation or warranty, either express or implied, as to the accuracy or completeness of any portion of the information contained in this RFP. The responding party agrees, that neither Utah County nor any of its representatives, will be liable or bound in any manner to respondent as a result of the preparation, submission, evaluation or use of the information contained in this RFP. Only those particular representations or warranties which may be contained in any definitive agreement when, as and if executed, and subject to such limitations and restrictions as may be specified therein, may be relied upon by the parties in any manner or having any legal effect whatsoever. 6.2 INSURANCE The provider agrees to maintain professional malpractice insurance in an amount acceptable to Utah County. The selected provider must furnish a certification evidencing Utah County as an additional insured under provider s insurance policies.

12 Page 11 EXHIBIT B DETAILED INFORMATION RESPONSE FORM In order to receive full consideration, submitted proposals must contain responses to all questions. Failure to respond to all questions may result in exclusion from participating in this RFP. 1. Licensing Requirements. It is required that the selected provider will have its state veterinarian license in good standing. To meet this requirement, please respond to the following questions: YES NO Is your State Veterinary License in good standing? Have you included copies of your License? 2. Proof of insurance. It is required that the selected provider obtain a Certificate of Insurance for professional errors and omissions coverage, general commercial liability and workers compensation insurance as provided in sections 1.7 and 1.3(4). To meet this requirement, please respond to the following question: YES NO Have you included proof of insurance in the required amounts for your proposal? 3. Provision of Services. It is required that the selected provider be able to provide veterinary services on an emergency basis, if and when necessary. To meet this requirement, please respond to the following questions: YES NO Can you provide services on an emergency basis and consultation services on a 24 hour per day basis through a beeper service? 4. Provision of medications. It is required that the selected provider have the ability to prescribe and dispense prescription and non-prescription medications for treatment of shelter animals. To confirm this requirement, please respond to the following questions: YES NO Do you have the ability to prescribe and dispense medications?

13 Page Company Background. In the space provided, or on a separate sheet of paper please provide information about the organization of your practice. Include number of years in business, ownership information, types of services provided, total number of employees, etc. YES 6. Are you willing to participate in inservice training of county employees in care and maintenance of all shelter animals? NO 7. Costs. Please list your charges for the following items: 1. Cat neuter 2. Cat spay 3. Dog neuter 4. Dog Spay 8. Additional Services. If you are willing to provide the following services at the Shelter, please indicate your charges for the following items 1. Cryptorchid for dog 2. Cryptorchid for cat 3. Rabies vac 4. Combo vac 5. Microchip insertion 9. Please state the amount of time you will spend at the Utah County Animal Shelter and hours of operation. hrs/wk.

14 If you have additional staff members, please list titles and the hours/week they will spend at the Utah County Animal Shelter Page 13 In the space provided, please describe in detail including charges, any other services you offer which may be of benefit to Utah County, the public or shelter animals.

15 Page 14 EXHIBIT C SIGNATURE PAGE All sections and exhibits of the RFP are understood and agreed upon. I will also allow UTAH COUNTY to perform any and all background checks, including any information regarding claims made against my malpractice insurance. Signature Title

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