Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: June 4, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Pethealth Services (USA) Inc., for microchips and
cloud-based data management software for Denton Animal Services; providing for the expenditure of funds
therefor; and providing an effective date (RFP 8500 – awarded to Pethealth Services (USA) Inc., for one
(1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-to-
exceed amount of $207,000.00).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Support Healthy and Safe Communities.
INFORMATION/BACKGROUND
The Linda McNatt Animal Care & Adoption Center serves as a vital hub for animal care and reunification
efforts within the Denton community. The procurement of a cloud-based data management system and
microchips will play a pivotal role in enhancing operational efficiency and improving service delivery. It
will facilitate the tracking of all animal dispositions, including intake, outcomes, and clinical procedures
such as microchipping, sterilizations, euthanasia, and other medical interventions. The software is
accessible from any location with internet connectivity, ensuring real-time access to critical animal data for
authorized staff, including field personnel.
Recently, changes to Chapter 6 of the Code of Ordinances, Sec. 6-14 Registering of cats and dogs, resulted
in microchipping requirements, allowing for the microchipping of all animals upon intake and allowing for
Animal Services to offer microchipping services to the public for a nominal fee to be set by Council.
Microchips serve as a crucial tool in identifying and reuniting lost pets with their owners.
Previously, contract 8160 was executed on December 31, 2022, with a not-to-exceed (NTE) value of
$49,000. In the fiscal year 2022-2023, a total expenditure of $15,000 was incurred. This expenditure
breakdown includes $4,000 allocated for the implementation of the data management system and $11,000
designated for the purchase of 2,000 microchips. With increases in both people and pet populations, staff
anticipates this number will increase each year.
The procurement of a cloud-based data management system represents a significant step forward in
enhancing the operational capabilities and animal welfare services provided by Denton Animal Services.
By integrating microchip technology and comprehensive data management functionalities, the system will
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
contribute to more efficient operations, improved animal identification, and enhanced reunification efforts
within the community.
Project Description Estimated 5-Year Expenditure
Year 1 $41,400
Year 2 41,400
Year 3 41,400
Year 4 41,400
Year 5 41,400
Total $207,000
Request for Proposals was sent to 78 prospective suppliers, including three (3) Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. Two (2) proposals were received, references were checked, and proposals were
evaluated based upon published criteria including delivery, compliance with specifications, probable
performance, and price. Best and Final Offer (BAFO) was requested from the top firm. Based upon this
evaluation, Pethealth Services (USA) Inc. was ranked the highest and determined to be the best value for
the City.
NIGP Code Used for Solicitation:
495 - Laboratory and Field Equipment
and Supplies: Biology, Botany,
Geology, Microbiology, Zoology, Etc.
& 875 - Veterinary Equipment and
Supplies (See Class 325 for Vitamins
and Supplements for Animals)
Notifications sent for Solicitation sent in IonWave: 78
Number of Suppliers that viewed Solicitation in IonWave: 8
HUB-Historically Underutilized Business Invitations sent out: 8
SBE-Small Business Enterprise Invitations sent out: 43
Responses from Solicitation: 2
RECOMMENDATION
Award a contract with Pethealth Services (USA) Inc., for microchips and cloud-based data management
software for Denton Animal Services, in a one (1) year, with the option for four (4) additional one (1) year
extensions, in the total five (5) year not-to-exceed amount of $207,000.
PRINCIPAL PLACE OF BUSINESS
Pethealth Services (USA) Inc.
Buffalo, NY
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as needed basis.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Monica Benavides, 940-349-7598.
Legal point of contact: Marcella Lunn at 940-349-8333.