The Corporation of The City Of Woodstock Project Number: 1-2014 Request for Proposal to Provide Animal Control Services General Information 1. The Corporation reserves the right to accept or reject all bids or to accept any part of any bid. Lowest or any bid will not necessarily be accepted. The bidding process will conform to City of Woodstock procurement by-law, and the Accountability and Transparency Policy as determined by Woodstock City Council. 2. The Corporation reserves the right to cancel the Agreement if the service is not provided in accordance with the Terms of the Agreement. 3. Proposals having any erasures or corrections thereon may be rejected unless explained or noted over the signature of the Bidder. 4. The Bidder, if awarded the agreement or contract, agrees to protect, defend and save harmless the Corporation against any demand for payment for the use of an patented material, process, or device that may enter into the manufacture, construction or form a part of the work covered either by the agreement or contract and the Bidder further agrees to indemnify and save harmless the Corporation from suits or actions of every nature and description brought against if for or on account of any injuries or damages received or sustained by any party or parties, by or from any of the acts of the contractor, his servants or agents, save and except for damage caused by the negligence of the Corporation or its employees. 5. The Bidder shall maintain and pay for insurance requirements. The standard insurance minimums are as follows: $2 million - general liability policy (must include per occurrence coverage of Third Party Bodily Injury and Property Damage). $2 million - automobile liability policy $1 million - homeowners (e.g. for rental of facilities) $1 million - professional errors and omissions liability
The Policy shall include the Corporation of the City of Woodstock as an additional named insured in respect of all operations performed by or on behalf of the Bidder. The Policy shall not be altered, cancelled or allowed to expire or lapse, without thirty (30) day prior written notice to the Corporation of the City of Woodstock. The Bidder shall protect the work and the Corporation s property, and property adjacent to the place of work, from any damage, and shall be responsible for any damage. Certificate of such insurance in a form satisfactory to the City Clerk shall be filed with the Corporation upon award of the contract. 6. The Bidder shall agree to fulfill all of its obligations in compliance with the Occupational Health and Safety Act in relation to any violation of the said Act arising out of this agreement, the Bidder shall indemnify and save harmless the municipality from any and all charges, fines, penalties, and costs that may be incurred or paid by the municipality. 7. The bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005 and the Regulations there under with regard to the provision of its goods or services to persons with disabilities. Without limitation, if applicable, pursuant to Ontario Regulation 429/07 and Regulation 191/11, the Bidder shall ensure that all of its employees, agents, volunteers, or others for whom it is at law responsible, receive training about the provision of its goods and services to persons with disabilities. The Bidder acknowledges that pursuant to the Accessibility for Ontarians with Disabilities Act, 2005, The City of Woodstock must, in deciding to purchase goods or services through its procurement process, consider the accessibility for persons with disabilities to such goods or services. 8. Quote Harmonized Sales Tax EXTRA 9. The successful Bidder shall be expected to sign an agreement/ contract with the Corporation which will incorporate the requirements included in the specifications. 10. The agreement/ contract will be for a three year period with an option to renew for a further two years. Page 2 of 10
11. The Bidder shall supply with their tender submission, the following: a) The location of the pound facilities and proof of zoning compliance; b) Name of veterinarian(s) proposed to be used and the per hour rate; c) Name of the animal disposal service proposed to be used and the costs; d) Ministry of Agricultural, Food, and Rural Affairs approval that the facility meets the requirements to be used as a pound facility. 12. All proposal inquiries shall be directed to; Louise Gartshore, City Clerk at 519-539-2382 - Extension 2500 Amy Humphries, Deputy City Clerk, 519-539-2382 - Extension 2501. 13. The bid shall be submitted in an enclosed envelope and shall be sealed with a return address on the envelope. The sealed envelope shall be clearly marked Animal Control Services and returned to the below captioned address: The Corporation of The City of Woodstock, Clerk s Department 500 Dundas Street P.O. Box 1539 Woodstock, Ontario N4S 0A7 13. Proposals will be received up to and including: 2:00 P.M. Local Time: Tuesday February 18 th, 2014 Page 3 of 10
SPECIFICATIONS 1. The Contractor shall provide a cost to provide animal control service based on a per call basis. No regular patrols are required under the contract, however, the contractor shall provide a cost on a per hour basis to provide patrol service if requested by the City Clerk or his or her designate during the term. 2. The Contractor shall provide and maintain a pound facility and offer animal control services in accordance with all relevant legislation and regulations, including, but not limited to: the Animals for Research Act, the Pounds Act, the Health Protection and Promotion Act (rabies), applicable Municipal by-laws, the Municipal Act, and any rules or regulations established by Ontario Ministry of Agriculture, Food, and Rural Affairs. The facility will include an indoor and outdoor run area as well as holding cages. 3. The contractor must operate and be licensed under the rules and regulations of The Ontario Ministry of Agriculture, Food and Rural Affairs. The contractor shall be a member in good standing of The Association of Animal Shelter Administrators of Ontario. 4. Animal control facilities should be capable of housing enough animals for periods beyond the required three day stay, in an effort to promote adoption. 5. All facilities must meet the criteria required by legislation and must be inspected on an annual basis by OMAFRA. The contractor must show a good disease prevention program including cleaning, quarantine, and a vaccination schedule. 6. The facility must be capable of housing a minimum of thirty dogs and thirty cats in accordance with the regulations. 7. Contractor must be familiar with and comply with the Health Protection and Promotion Act regarding any animal bite or other animal contact that may result in rabies in persons. Contractor must contact Board of Health as per legislative requirements. A dog or cat requires a 10-day observation period where the animal is confined and isolated from all animals and persons (except the person caring for the dog or cat) for at least 10 days from the date of exposure in accordance with legislation. Page 4 of 10
8. The pound facility shall be open to the public during regular office hours of 8:30 a.m. to 4:30 p.m., Monday through Friday, and Saturday from 8:30 a.m. to 12:00 p.m. 9. The Contractor shall be responsible to provide the necessary staff, equipment and supplies to ensure that all animals impounded are kept clean, well cared for and fed during the time of confinement. 10. The contractor should be equipped to trap and remove dogs and cats 11. The Contractor shall provide the service of Animal Control Officer within the City Limits and agrees to respond to all requests for pick of confined dogs and/ or cats during the hours of 8:00 a.m. to 8:00 p.m. The term confined shall be defined as kept or restricted within certain limits such as but not limited to the animal being kept or restricted to the interior of a garage or a fenced in area. 12. The Contractor shall maintain a communications system for 24 hr. service including, pagers, cellular phones, and personal business lines for guaranteed and expedient response time. 13. The City shall be responsible for costs associated with the trapping of dogs or cats if the dogs are injured or vicious, provided prior authorization has been obtained by the City Clerk or designate. Any person, who requests the trapping of animals that are not injured, shall be responsible for all costs including boarding and disposal. 14. Notwithstanding specification Number 13, the Contractor shall provide the service of Animal Control Officer within the City limits and agrees to respond to all requests for the pick up of dogs at large that are deemed vicious, injured or when requested by Woodstock Police Services for humane reasons or the City Clerk or designate on a twenty four (24) hour basis. 15. The Contractor shall ensure that all sick or injured dogs or cats receive immediate medical attention by a qualified veterinarian. 16. Veterinary services must be available on twenty-four hour basis to handle emergencies. Page 5 of 10
17. The Contractor shall keep records and provide monthly reports by the 10 th day of each month of all animals impounded and their disposition in a manner approved by the City and acceptable to the Ontario Ministry of Agriculture, Food, and Rural Affairs. 18. The monthly statement will include a list of events, pickups, dispositions and cost. 19. The contractor shall provide bi-monthly reports by the 10 th of the month of all animals adopted or disposed of in a manner approved by the City Clerk. 20. The Contractor will not be paid a monthly retainer in addition to call out, per diem, veterinary costs, and euthanization costs. 21. The Contractor shall keep all dogs impounded for a minimum of three (3) days, holidays included, or longer, at the discretion of the Animal Control Officer. The Contractor shall attempt to contact the owner of the dog impounded as quickly as possible. 22. After attempting to contact the owner of a cat with no success (within one day of pickup) and provided the cat is social able and not sick or injured, the Contractor shall contact one of the City contracted veterinarians to have the animal spayed or neutered. Once the procedure has been completed, the cat will recuperate in Contractor facilities. Once the cat has recupated (maximum 5 days), every attempt to adopt the cat shall be made. However, if the cat is not adopted within a total of 5 days from the date of pick up, the cat will become the property of the contractor. If the cat is adopted, the adoption rate shall be $85.00; $65.00 of which shall be returned to the City of Woodstock. 23. The Contractor is encouraged to keep the animal longer than the required number of days at the Contractor s expense to promote adoptions and cost savings. 24. The City shall pay a per diem rate for each dog impounded for a maximum of three (3) days unless the Animal Control Officer is required by law to keep the dog for a longer period of time. Proof may be required. Page 6 of 10
25. The City shall pay a per diem rate if the Animal Control Officer is required by law to keep a cat for a longer period of time. Proof may be required. 26. The City shall pay a per diem rate for cat impounded in accordance with the provisions in Section 22. 27. The City shall pay all veterinary costs and disposal costs subject to prior approval of the rates being assessed. Veterinary costs and disposal invoices shall be submitted directly to the City for payment. 28. The Contractor shall be responsible to ensure that animals are euthanized by a qualified veterinarian. 29. The Contractor shall be responsible to dispose of all euthanized animals. Disposal shall be done by cremation, and under the rules and regulations of the Animals for Research Act. 30. The City agrees to pay the Contractor on a monthly basis, subject to the submission of an invoice outlining the service, costs and revenue payable to the City in a manner approved by the City. 31. The Contractor shall provide patrols if and when requested by the City Clerk or designate. The costs of patrol shall be provided in the tender proposal. 32. The Contractor shall provide a comprehensive adoption program. The details of the program shall be provided with the tender submission. 33. The Contractor shall not release a dog to the owner or adoptive owner unless the aforementioned has purchased a current year tag. The Contractor shall be responsible to sell tags and remit all monies and records of tags sold to the City with the invoice referred to in Item #17. 34. The City shall provide the Contractor with a supply of current year tags sold to date. The list of tags sold shall be provided to the Contractor on a monthly basis when the Contractor s invoice is submitted. 35. The Contractor shall provide the necessary vehicle and equipment to suitably pick up animals. The vehicle shall be maintained in a tidy condition. The Contractor shall provide a Safety Standard Certificate on an annual basis. Page 7 of 10
36. The vehicle(s) used for animal control services shall be equipped with trained staff in the care and handling of injured or difficult animals. The equipment in the vehicles shall include cages, tranquilizer guns, bear repellant, snares, and nets. 37. The vehicle or its driver shall be equipped with a paging device to allow communication with the vehicle. 38. The Contractor shall ensure that all staff is adequately trained in the capture, confinement and care of animals. 39. The Contractor shall be responsible for all costs including fuel, operation, maintenance, licence and insurance of all equipment and vehicles used to supply the Animal Control Service. 40. The City shall supply two portable signs having the wording City of Woodstock Animal Control Services, to be installed on each side of the vehicle when providing animal control services. 41. The Contractor agrees to answer all telephone inquiries and/ or complaints as quickly as possible. 42. The Contractor should respond to all calls concerning animal control and related subjects in a timely manner. As a representative of the city, employees shall be capable of dealing with the public in a professional courteous manner. 43. The Contractor shall charge the pet owner the sum of the call out fee plus the per diem boarding fee, additional costs incurred such as spayed or neutering if applicable when the owner redeems the pet. These funds shall be deducted from the City s monthly invoice. 44. The Contractor and his/or her employees shall be civil and behave courteously when dealing with the public. 45. The Contractor and his or her employees shall be properly dressed, well groomed, neat and clean in personal appearance. 46. The Contractor shall advise the By-law Officer when a second offence occurs. Page 8 of 10
47. The agreement shall provide that either party may terminate the agreement upon 90 days written notification. 48. The Contractor agrees to provide interact, Mastercard and Visa services. Page 9 of 10
I, hereby submit the following bid to provide Animal Control Services to the City of Woodstock in accordance with the general information and specification outlined. Rate per call for animal pickup Rate of Veterinarian Services per hour Rate for Animal Euthanization Rate per diem for boarding of animals Rate per hour for patrol Rate per call for wild animal pick-up Cost of disposal Have you attached the name or names of Veterinarian(s) Adoption Rates Company Name Company Address City Province Postal Code Telephone fax Number e-mail address Contact Person Date Authorized Signature Page 10 of 10