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Request for Proposal City of Tulsa Finance Department Request for Competitive Sealed Proposal TAC -1202 Addendum 3 Animal Shelter Operations NIGP Commodity Code(s): 962 -06-00 Animal Care, Animal Health, Animal Shelter, Animal Production (Breeding), Animal Training Services, etc. (Including Pet Services, All Types) 962 -10-00 Animal Trapping Services 962 -25-00 Disposal and Removal, Dead Animals Submit proposals (sealed) to: Deputy City Clerk City of Tulsa 175 E. 2ND St. Suite 260 Tulsa, OK 74103 Table of Contents I. STATEMENT OF PURPOSE: ........................................................................ 1 II. INSTRUCTIONS FOR SUBMITTING A PROPOSAL: .................................... 1 A. GENERAL REQUIREMENTS .............................................................................................. 1 B. GENERAL NOTIFICATIONS ............................................................................................... 2 III. CONTEXT: .................................................................................................. 3 IV. SCOPE OF WORK: .................................................................................... 4 A. COORDINATION WITH CITY PERSONNEL AND THE ANIMAL WELFARE COMMISSION ...................................................................................................................... 5 B. FACILITIES DEVELOPMENT AND EXPANSION ............................................................... 5 C. MAINTENANCE AND ENHANCEMENT OF PROFESSIONAL RELATIONSHIPS ............ 5 D. SHELTER SERVICES ......................................................................................................... 6 E. MEDICAL SERVICES .......................................................................................................... 7 F. PUBLIC SERVICES ............................................................................................................. 7 G. ADMINISTRATIVE SERVICES ............................................................................................ 9 V. DELIVERABLES: ........................................................................................ 9 VI. RESPONDENT AND PROPOSAL REQUIREMENTS .............................. 10 VII. EVALUATION OF PROPOSALS: ............................................................. 10 VIII. TIME FRAME FOR REVIEW: ................................................................... 10 IX. AWARD OF PROPOSALS: ....................................................................... 10 X. MISCELLANEOUS: ................................................................................... 11 INTEREST AFFIDAVIT ....................................................................................... 13 NON-COLLUSION AFFIDAVIT ........................................................................... 14 AFFIDAVIT OF CLAIMANT ................................................................................ 15 ACKNOWLEDGMENT OF RECEIPT OF ADDENDA/AMENDMENTS ............... 16 RESPONDENT INFORMATION SHEET ............................................................ 17 PRICE SHEET SUMMARY ................................................................................. 18 CITY OF TULSA GENERAL CONTRACT TERMS ............................................. 19 ATTACHMENTS FOLLOW THE SOLICITATION ii Issued March 25, 2020 Addendum #3 Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This addendum must be listed as Addendum #3 on Form #6 Acknowledgment of Receipt of Addenda/Amendments of the bid package as verification that you have received and are aware of the information contained herein. CHANGES/QUESTIONS/CLARIFICATION: CHANGE: 1. The due date for submitting a proposal has been extended to Wednesday, April 08, 2020. 2. The direction for recording Addendum #2 was corrected to: “This addendum must be listed as Addendum #2 on Form #6 Acknowledgment of Receipt of Addenda/Amendments . .” iii Issued March 12, 2020 Addendum #2 Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This addendum must be listed as Addendum #2 on Form #6 Acknowledgment of Receipt of Addenda/Amendments of the bid package as verification that you have received and are aware of the information contained herein. CHANGES/QUESTIONS/CLARIFICATION: CHANGE: Answers for questions 37 and 38 were unclear or incorrect as published in Addendum 1 and have been corrected as given here. QUESTIONS/CLARIFICATION: 37. Question: Will the Management Organization (MO) keep administration fees for (pet) licensing? Response: Pet licensing fees are currently collected by the City’s Finance Department; however, the subject of facilities generated revenue may be negotiated. 38. Question: Is (pet) licensing a function of Animal Control Operations? Response: Animal Control Operations i.e., ACO field services, do not currently issue pet licenses. At this time, pet licensing along with business licensing is managed by the City’s Finance Department. Pet licenses may be purchased at the shelter or at City Hall. iv Issued March 11, 2020 Addendum #1 Please note the following changes which have been made for clarification to this Invitation for Sealed Bid. This addendum must be listed as Addendum #1 on Form #6 Acknowledgment of Receipt of Addenda/Amendments of the bid package as verification that you have received and are aware of the information contained herein. CHANGES/QUESTIONS/CLARIFICATION: CHANGE: 1. The last day to submit a proposal has been extended to Wednesday, April 01, 2020 2. The fourth bullet point under section 3 Context has been changed. Received $132,000 of specific use grant funding from Watershed Animal Fund, enabling the City to microchip every animal released by TAW and to hire a Community Outreach & Volunteer Coordinator and a Pet Diversion Specialist/Helpline Coordinator. This was part of a $715,000 grant given to The Coalition for Tulsa Pets. QUESTIONS/CLARIFICATION: 1. Question: There is a requirement that facilities be ADA compliant. Is the building currently in compliance Response: The Animal Shelter was evaluated and addressed in conjunction with a 2013 ADA Self-Evaluation and Transition Plan Update (see https://www.cityoftulsa.org/media/1198/2013-adaupdate.pdf). The report specific to the Animal Shelter is attached. Substantial renovation or construction would likely result in additional compliance requirements, which would be factored into the costs of construction. 2. Question: Can I please have a breakdown of intake numbers by species and also by type (owner surrender, stray, seized, etc.) Response: - See Attachment A 3. Question: Can I have a breakdown of what owner surrenders were classified as (unhealthy/untreatable, treatable-manageable, treatable- rehabilitatable, or healthy)? Response: Currently, that information is not recorded at intake and is unavailable. 4. Question: Can you provide the official live release rate? Response: See Attachment A 5. Question: Under Medical Services, #6 on page 7 it talks about medical staff meeting certification and/or licensing requirements. Does it also dictate what staff is needed? For example, do you have to have licensed vet techs or is it just saying if you have them they need to meet requirements? Response: The Request for CSP does not specify what staff is needed. To the extent medical staff is required to meet the objectives, they must meet applicable licensing and certification requirements. 6. Question: Under heading “F” – Public Services, #4 on page 8 – Can you provide more information on what you are looking for with the customer satisfaction survey? Is this something you anticipate people filling out v onsite, online, both, direct mail outreach? Response: An operator would have flexibility to design customer feedback tools that meet the objectives of capturing the voice of the customer to inform continuous improvements. 7. Question: Under heading “F” – Public Services, #5 on page 8 – It says develop and implement a plan to achieve 80% or higher for all animals. By when do you expect to hit 80%? Year one? Year two? Response: There is no specific target date. An operator would have flexibility to develop an ambitious, but realistic, plan and timetable. 8. Question: Under heading “F” – Public Services, #6 on page 8 For licensing, will the payment processor have to be city approved? Response: Treasury staff would consider this as an operational agreement similar to ASM Global managing the BOK and Cox Convention Centers, Billy Casper Golf managing municipal golf courses, etc., in which the third-party management companies have their own processing agreements, which do not require City Approval. Those management companies do, however, maintain separate bank accounts with BOK, in which revenues are deposited and from which operations are funded. The structure of this arrangement is part of the City’s overall “family” of accounts that our Finance group would also have access to and general oversight of. 9. Question: Under heading “F” – Public Services, #11 on page 8 – The initial response to a complaint must occur within 24 hours – can that initial response be automated? Response: - When Tulsa Animal Welfare (TAW) receives an inquiry via telephone or KANA System, the initial response is provided by our Dispatchers. The citizen is either answered immediately by the Dispatcher or an Animal Control Officer (ACO) is dispatched to respond in person the same day. If an ACO is dispatched, the call is entered in Chameleon where it is time-stamped,
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