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7895_Scope_of_WorkRFP 7895 SCOPE OF WORK VETERINARY MEDICINE SERVICES FOR CITY OF DENTON The scope of work shall be finalized upon the selection of the Individual or Firm. The respondent’s submission shall accurately describe an understanding of the objectives and scope of the requested products and services and provide an outline of the contractor’s process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: Three (3) types of veterinary medicine services – 1. The Contractor will be a specific individual, limited liability company (LLC), or corporation that can provide an in-house licensed Doctor of Veterinary Medicine (DVM) to treat incoming animals to the City of Denton Animal Shelter. The DVM will be responsible for providing a full-time licensed, registered veterinary technician at the City of Denton Animal Shelter. 2. The Contractor will provide for a licensed DVM provider that can deliver unscheduled urgent care to animals coming into the City of Denton Animal Shelter requiring outside of regular business hours. The DVM must be capable of providing unscheduled services on nights and weekends; and 3. Contractor will provide a licensed DVM provider that can deliver unscheduled urgent care to animals coming into the City of Denton Animal Shelter during regular business hours when the in-house DVM is not on site. Item 1 – In-house Licensed DVM Services • Individuals, LLCs, or corporations wishing to provide in-house licensed DVM services to the City of Denton Animal Shelter shall meet the following criteria: o The contractor shall be able to provide a licensed Doctor of Veterinary Medicine on site for a minimum of thirty-two (32) hours per week at a minimum of four (4) days. This will result in a schedule of Monday, Tuesday, Wednesday, and Friday. ▪ The contractor shall provide proof of valid and current Veterinary License issued for the State of Texas. o The DVM shall at their expense provide four licensed registered veterinary technicians, one of whom has a minimum of (5) years’ experience operating an animal hospital/ clinic. Registered veterinary technicians will be on site a minimum of forty (40) hours per week per veterinary technician and a minimum of five (5) consecutive days per week. With one of the four veterinary technicians being dedicated to foster and intake management. o The contractor shall be able to interface with the medical module of the City of Denton Animal Services ShelterPro software or other applicable software. o The contractor will provide, licensing, continuing education and the following insurance for: ▪ General Liability (GL) - At least: $1MM each occurrence, $3MM aggregate RFP 7895 SCOPE OF WORK VETERINARY MEDICINE SERVICES FOR CITY OF DENTON ▪ Professional Liability - At least: $1MM each occurrence, $3MM aggregate ▪ Worker’s Compensation - Standard requirements ▪ Auto - Standard requirements The contractor should be able to deliver the following services with the understanding that this list is not exhaustive, and contingencies may arise such as emergency (urgent) services: Dog Services • Spay or Neuter • Rabies Vaccination (if too young-appointment to return for vaccination) • Bordetella • DHPP- or applicable vaccine • First treatment for fleas and ticks • First Month Heartworm Preventative • Heartworm Testing (when applicable) • First Treatment for intestinal parasites • Pre and Post-Surgical pain medication • Micro chip • Parvo Virus Test (when applicable-this should be done prior to the other medical work if the veterinarian or shelter management believes the animal may be sick) Cat Services • Spay or Neuter • Rabies Vaccination (if too young- appointment to return for vaccination) • FVRCP - or applicable vaccine • First treatment for fleas and ticks • First Treatment for intestinal parasites • Treatment for Ear Mites • FIV & FeLV Testing • Microchip A list of other services that may be requested include but are not limited to the following: • Heartworm Treatment by weight • Dental/Cleaning/Teeth Pulling • Treatment and medication for demodectic and sarcoptic mange. • Treatment and medication for Upper Respiratory Infection (URI) • Antibiotics for infection • Packing ears for ear infection • Ear Mite Medication and treatment RFP 7895 SCOPE OF WORK VETERINARY MEDICINE SERVICES FOR CITY OF DENTON The City will provide the surgical equipment necessary for the above aforementioned services that are expected to be performed excluding X-Ray equipment. X-Rays will be performed offsite at the contracted regular or after business hours urgent/emergency veterinary care services facilities (Items 2 and 3 of these specifications). Veterinary Practices, Consultations and Reporting Requirements 1. Identify the method and procedures for operating an independent sterilization and rabies vaccination program. Specifically, the contractor shall state their methodology or procedures related to: a. pre-surgical physical examinations to determine surgical qualification b. administering pre-surgery anesthetics c. surgical techniques d. post-operative recovery care and monitoring e. providing post-operative pain medication f. animal discharge care/complication instructions g. post-surgical inquires and/or complications related to sterilization surgery h. controlled drug control, inventory and record keeping 2. Identify what additional medical services are provided that may impact the sterilization of the animal. E.g., Umbilical hernias, neutering of male dogs and cats afflicted with cryptorchidism, pregnant females, etc. 3. Identify the minimum sterilization age of an animal 4. Work with shelter management to identify available financial resources and references that indicate consultant’s capability of performing services 5. Provide the number of dog and cat deaths by causes (e.g., anesthetic, hemorrhage, anaphylactic, etc.) 6. Provide monthly statistics related to the number of dogs and cats sterilized and vaccinated for rabies 7. State that a doctor shall and will remain in place after surgery to determine complications and offer post-operative care. 8. Contractor shall provide a description of how the DVM and veterinary staff members will ensure communication with the City of Denton for the following: a. Response to telephone or voicemail messages pertaining to shelter animals b. Filling of routine temporary staffing requests; and RFP 7895 SCOPE OF WORK VETERINARY MEDICINE SERVICES FOR CITY OF DENTON c. Reporting of temporary veterinary staff absences and same-day replacement if requested d. A description of how the contractor would respond to the City if these guarantees above were not met. 9. Contractor shall provide a description of the following employment related practices: a. Description of the contractors ongoing recruitment and selection process used to maintain an ample pool of qualified temporary staff. Include the total number of individuals that are currently available to fill vacant staff positions. b. Description of the process the contractor uses to assess the job specific skill levels of veterinary technicians. c. Description of the process the contractor would use to involve the City in the interviewing and selection process for potential candidates. d. Description of the process the contractor would use to involve the City in ongoing performance evaluation including performance improvement for deficiencies in the performance of duties. 10.Contractor shall provide a monthly report within fifteen days after the end of each month which includes the number of cats, dogs and rabbits sterilized, and the number of elective surgeries performed in addition to sterilizations. A. Working Paper and Rabies Vaccination Certificate Retention and Access to Working Papers and Rabies Certificates 1. All working papers or medical reports must be retained at the contractor’s expense. In accordance with Section 169.29 (c) of the Texas Administrative Code Title 25 Part 1. 2. A copy of each rabies vaccination certificate shall be retained and readily retrievable for a period of not less than five years from the date of issuance. 3. The contractor will be required to make working papers or medical reports available to the city upon request. B. Full Vaccination and Treatment Package: The full vaccination and treatment package is identified in addition to the Rabies vaccination: Dog- DHPP and Bordetella Cat- FVRCP Item 2 – After Hours Emergency Veterinary Care Services • Individuals, LLCs, or corporations wishing to provide afterhours emergency veterinary care to animals in the City of Denton Animal Shelter will meet the following criteria: RFP 7895 SCOPE OF WORK VETERINARY MEDICINE SERVICES FOR CITY OF DENTON o They shall be able to provide a licensed Doctor of Veterinary Medicine to treat sick or injured animals after 4 p.m. every day of the week, on weekends, and during holidays. o They shall be able to provide all reasonable equipment (including x-ray equipment) needed to treat injured or sick animals. Item 3 – Regular Business Hours Urgent Veterinary Care Services • Individuals, LLCs, or corporations wishing to provide emergency or urgent veterinary care to animals in the City of Denton Animal Shelter during regular business hours when the in-house DVM is not present will meet the following criteria: o They shall be able to provide a licensed DVM willing to treat sick or injured animals during regular business hours without prior notice or scheduling. o They shall be able to provide all reasonable equipment (including x-ray equipment) needed to treat injured or sick animals. Limitations (All Aforementioned Services): • All providers are considered independent contractors. They are not employees of the City of Denton and are not entitled to any employee benefits provided by the City of Denton. • All providers, at their own expense, are required to maintain their own license, continuing education, and insurance. • Providers will be prohibited from treating animals, who do not reside, apart from foster animals, and are maintained by the City of Denton Animal Shelter staff, at the shelter facility. Required Qualifications to be considered as a Responsive Proposer: • Provider shall have a minimum of two (2) years’ experience providing the services for which they are submitting proposals: o The in-house provider shall have two (2) years’ experience in managing or supplying licensed DVMs to offsite locations which could include government managed shelters, non-profit shelters and/or rescues, or relief services to privately run animal hospitals/clinics. o The afterhours emergency care providers shall have two (2) years’ experience operating an animal hospital/ clinic that has been available to the public during non- standard hours of operation that includes weekends and holidays. o The urgent care/regular business hours provider shall have two (2) years of operating an animal hospital/ clinic that has been available to the public. o All providers shall submit three (3) letters of reference related to the services they are proposing to provide.