Town of Windham Request for Proposals (RFP s) for Animal Control Services

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1 Town of Windham Request for Proposals (RFP s) for Animal Control Services PART A: PURPOSE OF REQUEST The Town of Windham is seeking Proposals from individuals or organizations interested in providing animal control services within the Town. Such Proposals may include, but not be limited to, interlocal agreements. The Town of Windham currently provides animal control services in-house at its own facility and desires to get out of the business of providing such services and to turn over full responsibility and authority for animal control services to an independent contractor and/or municipal entity operating out of its own facility under a fixed price, all-inclusive, not-to-exceed contract and/or interlocal agreement. This RFP represents a solicitation by the Town of Windham for the services of such an independent contractor and/or municipal entity. The Town s estimated cost for animal control services is between $80,000 and $100,000 per year in its entirety, inclusive of all costs connected with operating a dog pound and providing field services. The Town of Windham is committed to the humane treatment of all animals. Individuals or organizations interested in submitting a Proposal must hold that same commitment and reflect that commitment in their Proposal. Any Contractor providing services under this contract shall comply with all federal, state, county and Town codes or regulations applicable to such work. This RFP is intended to encourage Proposers to clearly show that they are qualified to provide animal control service in a humane, efficient, and cost-effective manner for one (1) year, with the possibility of two (2) one-year extensions upon mutual agreement of the Town and successful Proposer. Each Proposer must clearly identify their knowledge of animal control service operations, best practices in the humane treatment of animals, contract relations and demonstrate financial stability. Requirements and Town needs are outlined in this RFP. The successful Proposer is expected to be at full staffing, including facility, vehicle(s), equipment, training, insurances, licensure, and certification requirements met, no later than ninety (90) days of approved contract. Any Proposer must evidence certification under General Statutes of completion of any training program required to provide animal control services. The Town of Windham reserves the right to reject any submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the Town to pay any costs incurred by Respondents in the preparation and submission of a Proposal. Furthermore, the RFP does not obligate the Town to accept or contract for any expressed or implied services. {! DOC; v.}1

2 PART B: RFP SELECTION PROCESS AND SCHEDULE The Town s proposed timetable and schedule for review of the RFP Submittals and final selection of the Contractor is as follows: September 20 RFP issued September 27 Deadline for submitting written questions: 5:00 PM October 4 RFP Submittal Deadline: 12:00 PM October 7-11 Town s Public Safety Committee reviews and scores RFP submittals; oral interviews, if needed October 11 Committee recommendation to the full Town Council October 15 Contract awarded by Town Council January 15, 2014 Contract implemented and services begin These dates are estimates and subject to change by the Town. PART C: SUBMITTAL INSTRUCTIONS Proposals must be received no later than 12:00 PM on Friday October 4, Paper Proposals may be mailed or delivered to the Willimantic Police Department at the address shown below. As an alternative, Proposals may be sent as attachments. a. Paper Proposals must be mailed or delivered to: The Town of Windham Attn: Lt. Jack Reed Animal Control Services 22 Meadow Street Willimantic, CT b. ed Proposals should include Animal Control Services RFP in the subject line, be addressed to: and be received before the due date and time. ( ed Proposals must be in MS Word or PDF format and cannot exceed 10MB). Incomplete Proposals and Proposals that arrive after the due date and time will not be accepted. The Town of Windham accepts no liability for misdirected or lost documents. The Town of Windham reserves the right to reject any or all submittals and to waive any irregularities and/or informalities. Submittals will not be returned. A Respondent may withdraw a submittal at any time prior to the final submission date by sending written notification of its withdrawal, signed by an agent authorized to represent the agency. The Respondent may thereafter submit a new submittal prior to the final closing date given above. {! DOC; v.}2

3 Questions Questions regarding this RFP should be addressed to Lt. Jack Reed at in writing. Please allow at least one (1) business day for responses. Contract The contract shall consist of the following documents: This RFP, the accepted Proposal, a General Services Contract written by the Town Attorney, and any agreed upon written changes to any of the foregoing documents. PART D: SCOPE OF SERVICES General Information The Town of Windham is presently providing animal control services in-house. The Town desires to get out of the animal control business by turning over full authority and responsibility to an independent contractor and/or municipal entity in accordance with this RFP. The statistics attached as Exhibit A are based on historical records compiled by Windham Animal Control Services and show the annual number of animals handled, and services requested and received during FY Scope Detail 1. Management and Operation of Public Call-In System: The successful Proposer shall manage and operate an Animal Control phone number that is accessible to the Town s residents five (5) days per week for a minimum of eight (8) hours per day (normal business hours). After hours calls will be directed by the successful Proposer to the emergency phone system or the non-emergency number for Windham Dispatch, ; if a municipal entity is the successful Proposer, that entity otherwise may handle the calls directly. 2. Management and Operation of an Animal Control Facility: The successful Proposer shall manage and operate an Animal Control Facility that complies with state and local law and that is accessible to Town residents during normal business hours. The successful Proposer s animal control facility shall be conducive to making animals available for viewing by the public who may wish to adopt them. All animals the successful Proposer deem to be adoptable shall be advertised for adoption on available media sites. 3. Animal Control Response and Prioritized Dispatch: The successful Proposer shall prioritize animal control response to field service calls and dispatch calls, including responding with appropriate law enforcement personnel to vicious animal complaints, and, as applicable, to other requests by the Willimantic Police Department, Connecticut State Police and/or Windham Code Enforcement for animal control assistance. {! DOC; v.}3

4 4. Enforcement and Field Operations: The successful Proposer shall be fully responsible for taking animals into custody, transportation of animals to its shelter facility, administration and enforcement of animal control regulations, investigation of animal control complaints, as well as imposing penalties in accordance with the Windham Municipal Code and state law. Full services are required in the Town of Windham including, but not limited to, enforcing the leash-law and animal defecation laws. A. Enforcement Hours: The successful Proposer shall provide for a minimum/maximum range of field operation services each week to include, for example, patrol, enforcement, investigation of complaints and impoundment of animals. The Town recognizes that the amount of field operation hours may vary and, therefore, requires that the successful Proposer provide a minimum of twenty (20) hours of field operation services per week and be capable and responsive to levels of activity, including Police Department approved call-outs, that may require up to forty (40) hours per week, as need dictates. Within this inclusive range, the Contractor shall be responsible for all such services. B. Emergency Response: The successful Proposer shall be available twentyfour (24) hours a day, seven (7) days a week, on an emergency-response basis. Emergency response shall be for: i. Vicious animals, animals running at large, or animals that may reasonably constitute a hazard to persons or other animals or threaten public safety. ii. Injured or very sick animals. iii. Animals in distress, such as those caught in traps. iv. Hardship cases or law enforcement (Willimantic Police Department or Connecticut State Police) assistance matters. C. Complaints and Referrals: The successful Proposer shall investigate and follow up on all animal control complaints referred to it by the public, appropriate officers, health services, or other entities where the complaints constitute potential violations of the Windham Municipal Code or to applicable provisions of the Connecticut General Statutes. D. Distressed Animals: Animals in distress, including hardship cases, such as owner arrest or house fires, must be taken to the animal shelter. E. Hazard Removal: Vicious animals at large must be impounded. Where violations of the Windham Municipal Code or state law are observed, animals likewise shall be impounded. F. Disposal of Dead Animals: The Windham Public Works Department, not the successful Proposer, is responsible for, and shall pick up and dispose of small or large dead animals from Town streets. {! DOC; v.}4

5 G. Animal Transport Equipment: The successful Proposer shall maintain such vehicles and related equipment as is required for its operation and shall bear full responsibility for fuel, maintenance and/or liability for the same. H. Defining Costs: The successful Proposer shall present the cost per year of operating its animal control facility, including all utilities and insurances. Minimum acceptable insurance includes: i. Commercial General Liability not less than $1,000,000 for each occurrence, ii. General Aggregate not less than $2,000,000, iii. iv. Automobile Liability not less than $1,000,000 per accident, and Such Workers Compensation insurance as required by the State of Connecticut. All insurances shall name the Town of Windham, Windham Town Council, and all Windham employees as additional insureds for all claims arising out of the operation of the animal control facility or Contractor s services. All insurances shall be reviewed and approved as to form by the Town Attorney. I. Court Appearances: The successful Proposer s personnel may, on occasion, be required to appear in court in support of enforcement actions. The successful Proposer shall provide all necessary investigation, enforcement, testimony, follow-up and administrative hearings as may be required to fulfill the Town's legal responsibility regarding animals, violations of law, and animal control issues. The successful Proposer shall not receive additional compensation for these appearances. Such appearances would be within the regular duty hours. J. Quarantine Services: The successful Proposer shall provide quarantine services as required by state law and local ordinance, and, in addition, any other service necessary to determine if rabies is present. 5. Animal Licensing: The Windham Town Clerk, not the successful Proposer, is responsible for animal (dog) license sales and license renewals. The Contractor shall cooperate in the sales of animal licenses necessary for the Town to fulfill its legal licensing responsibility under state law or Windham Municipal Code; stray animals and/or adopted animals shall not be released from animal control facilities until a valid Town license is obtained. 6. Promote Responsible Pet Stewardship: The successful Proposer shall promote responsible animal stewardship. 7. Legislation: As requested, the successful Proposer shall provide continuing assistance and advice to the Town on the updating and revision of its animal control provisions in the Windham Municipal Code. {! DOC; v.}5

6 8. Temporary Acceptance and Care of Animals: Humane care and treatment shall be given to all animals held in temporary custody. Adequate housing, care, and nourishment shall be provided and the animal control facility shall not be overpopulated. 9. Certification: The animal control facility shall comply with all licensing, certification, or accreditation as required by the laws and regulations of the State of Connecticut for such facilities and programs. 10. Other: The successful Proposer shall not be expected to operate beyond the scope of the contract and/or agreement in the Town s interest unless specifically requested to do so by an authorized representative of the Town. PART E: CONTRACTOR QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES Provide a statement of qualifications, certifications and relevant experience of individual(s) who will be involved in the contract and/or agreement, demonstrating a successful history of providing like or significant services to a municipality sufficient to support the conclusion that the Proposer has the ability and the operational capacity to provide the services required in this RFP. The successful Proposer and all its employees engaged in fulfilling this contract and/or agreement: Must successfully complete a background investigation. Must be 21 years of age or older and possess a high school diploma or equivalent. Must have a valid Connecticut Driver's License. Demonstrate to the Town s satisfaction that it has the financial strength and stability to assume the responsibilities required under this RFP and to successfully fulfill the contract/agreement. Demonstrate to the Town's satisfaction that the Proposer has the staffing capacity, vehicle(s), facilities, equipment, training, licensure and certification requirements necessary to assume the responsibilities required under this RFP and to successfully fulfill the contract/agreement. Demonstrate to the Town's satisfaction that the Proposer is committed to the humane treatment of animals. Demonstrate to the Town's satisfaction that the Proposer has the ability to work with the public in sensitive situations. Demonstrate to the Town's satisfaction that the Proposer has the ability to provide on-call emergency services as required. {! DOC; v.}6

7 PART F: REQUIREMENTS Please note the following general requirements are mandatory to all Proposals. Proposals submitted after the deadline date or lacking one or more of the following requirements will not be accepted. 1. Include your name; business name; address; address; phone number. 2. All Proposals sent electronically must be in a PDF or Word document. 3. All Proposals must include the legal name of the organization, firm, and/or individual submitting the RFP. Include the address of the principle place of business; phone numbers; primary person to contact; and be signed by an official who is legally authorized to bind the organization. 4. All Proposals must include a detailed description of the Proposer's qualifications and relevant experience of individuals(s) who will be involved in this contract/agreement. A. Company/entity overview B. Proposer s contact for services C. Sample monthly field activity reports D. Narrative outlining the Proposer s animal control field process/approach Illustrate successful history of providing like or significant services to the Town or other similar entity sufficient to support the conclusions that the Proposer has the ability and the operational capacity to provide the services required in the RFP. Provide all references and materials required by the RFP instructions. PART G: ADMINISTRATION The Windham Town Council and State of Connecticut Animal Control Officer shall have authority to establish policies and procedures pertaining to: a. Training of animal control officers regarding proper conduct and enforcement actions. b. Setting guidelines regarding legal enforcement issues and standards for the limited commission of the successful Proposer s enforcement personnel. c. How and when citations will be issued and notifications of same shall be made. The Town Manager or Town Employee Designee shall administer all other aspects of the resulting contract/agreement. Animal Control Officers 1. Authority: The successful Proposer shall act as the Town s Animal Control Officer and Agency for enforcement of animal control and related ordinances and statutes. {! DOC; v.}7

8 2. Qualifications and Training: The successful Proposer assumes full responsibility for the selection, qualification, and training of its animal control officers. 3. Staff Strength: The successful Proposer shall provide at least a minimum of twenty (20) hours and up to forty (40) hours weekly of field service time to carry out its obligations under the contract/agreement and shall ensure that at least one (1) officer and vehicle are available during normal business hours. The hours and days of coverage will be adjusted according to season and complaint load for a schedule approved by the Town. 4. Non-discrimination in Employment and Client Services: The successful Proposer agrees to abide by all Federal, State and/or Town ordinances prohibiting discrimination with regard to employment and client services. If the Contractor subcontracts, said subcontract shall include appropriate safeguards against discrimination in client services and employment binding upon each Contractor or subcontractor. The Contractor shall take such action as may be required to insure full compliance with this clause, including sanctions for noncompliance. 5. Requirements, Standards, and Permits: Proposals shall meet all pertinent Federal, State, and local requirements and standards. Proposers shall acquaint themselves with all relevant statutes and Windham Municipal Code provisions and shall be responsible for obtaining all necessary approvals and permits. The successful Proposer shall be given a reasonable period of time to bring operations into compliance with all laws and standards. Reports and Record Keeping 1. General Records: The successful Proposer shall maintain a complete system of records in compliance with State statutes and/or regulations, and which otherwise shall identify, in part, the kinds and number of animals in its custody obtained from within the Town, the locations where such animals were found, the reasons for collection, and final disposition. Such reports shall be subject to audit at any time by the Town and/or State. 2. Financial and Activity Report: At the close of each month and as a prerequisite for receiving payment for services rendered during the month, the successful Proposer shall submit financial and activity reports to the Town Manager or Town Employee Designee, copy to the Town of Windham s Public Safety, Public Works, Culture and Recreation Committee, to the Town s specifications and in compliance with generally accepted accounting principles. 3. The financial records shall be subject to audit by any governmental agency with jurisdiction at a time and place mutually convenient to the parties. 4. Submission of Documentation Regarding Costs: The successful Proposer shall keep a comprehensive set of records on all animal control bills incurred by it in fulfilling this contract/agreement. At the close of each quarter, the successful Proposer shall submit a report to Windham Finance Department. {! DOC; v.}8

9 PART H: BUDGET AND LENGTH OF CONTRACT The Town s estimated cost for animal control services is between $80,000 and $100,000 per year in its entirety. Payment amounts and schedules will be based on the Proposal and, if selected, subsequent negotiations. The length of the contract/agreement for animal control services will be for a period of one (1) year with the possibility of two (2) one-year extensions upon mutual agreement of both parties. The successful Proposal under this RFP shall constitute the contract base amount. PART I: SELECTION CRITERIA AND EVALUATION PROCESS A selection committee consisting of the Town of Windham s Public Safety, Public Works, Culture and Recreation Committee will review all Proposals, select finalists for interviews (if necessary), and make a final recommendation to the full Town Council. All Proposals will be evaluated using the same criteria. The criteria used will be: Ability to Perform Required Services The Town will consider all the relevant material submitted by each Proposer, and other relevant material it may otherwise obtain, to determine whether the Proposer is capable of providing services of the type and scope specific to the RFP. The following elements may be given consideration by the Town in determining whether a Proposer is capable: 1. Experience, integrity and reputation of the Proposer and other information that has a direct bearing on the decision to award a contract. 2. Quality, ability, capacity, and skill of the Proposer to perform the scope of services and responsiveness of the proposed program/methods. 3. Fees proposed for services to be performed. 4. Provide all information and meet requirements under Part F: Requirements" of this RFP. 5. The Town may conduct interviews and site visits as part of the final selection process. 6. Any other factors that the Town believes would be in the Town s best interest to consider which were not previously described. Failure to provide a complete Proposal, clearly provide the elements of proof required, or demonstrate the elements stated above shall be cause for the rejection of any Proposal. {! DOC; v.}9

10 PART J: TERMS AND CONDITIONS 1. All Proposals submitted become public information. 2. In the event it becomes necessary to revise any part of this RFP, addenda shall be provided to all Proposers by the Willimantic Police Department. 3. Direct all questions in writing about the specifications to Lt. Jack Reed, Willimantic Police Department at 4. It is understood that the successful Proposer and its employees will be independent from the Town and will not be employees of the Town. 5. The successful Proposer shall make such arrangements as may be necessary to commence operation on January 15, The Town of Windham may request additional information or clarification from any Proposer. 7. Proposals may not be modified or withdrawn after the time set for the opening of this Proposal. 8. The Town of Windham may choose to interview for clarification of written Proposals. The Town may also request additional information from the Proposer. An appointment to visit Proposers' facilities may be requested. {! DOC; v.}10

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