HomeMy WebLinkAboutVet Services Scope of Work1. Purpose
The purpose of this Scope of Work is to deflne the requirements for a qualifled veterinary service
provider to deliver comprehensive medical care to animals in the care of Denton Animal Services.
The selected vendor shall furnish licensed veterinarians and veterinary technicians to ensure
timely, humane, and compliant treatment of animals.
2. Service Requirements
The vendor shall provide the following services:
A. Staffing
• Assign one or more licensed veterinarians to oversee medical care, including diagnosis,
treatment, surgery, and euthanasia as needed.
• Provide credentialed veterinary technicians to provide timely and appropriate care services
including but not limited to; medication administration, preventative and diagnostic care,
testing and screening, routine health exams, vaccinations, microchipping, treatment, and
recordkeeping.
• Ensure coverage during regular shelter hours and availability for emergency consultation or
services as needed.
• Work Hours
• Regular Hours (Technicians): Monday through Sunday, 7:00 a.m. – 6:00 p.m.
• Regular Hours (DVM’s and Regular Business Hours Urgent Veterinary Care Services):
Monday through Friday, 8:00 a.m. – 5:00 p.m.
• All other hours are considered outside of regular business hours. Listed holidays will
be considered outside of regular business hours regardless of time of day.
• Holidays: If a legal holiday falls on a Saturday, it will be observed the preceding
Friday. If a Legal Holiday falls on a Sunday, it will be observed on the following
Monday.
• New Year’s Day (observed)
• MLK Day
• Memorial Day
• Juneteenth
• 4th of July
• Labor Day
• Veterans Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve (observed)
• Christmas Day (observed)
Note: If services are rendered by offsite subcontractors, please note this on the pricing sheet and in
the bid response.
• Staffing Consistency Requirement- The Contractor shall provide a consistent team of
personnel to fulflll the obligations under this Scope of Work.
• To ensure continuity of services and reduce variability in performance, the
Contractor shall assign a dedicated staff cohort for the duration of this engagement.
• Substitute staff may only be used in cases of illness, emergency, or approved leave,
and must be adequately trained and briefed to maintain service standards.
• The Contractor shall make every reasonable effort to minimize turnover and shall
notify the City of any changes in assigned personnel.
B. Medical Services
• Intake exams, vaccinations, parasite control, and health assessments
• Diagnostic testing (e.g., bloodwork, fecal exams, radiology coordination)
• Treatment of illness, injury, and chronic conditions
• Sterilization and other various surgical procedures and post-operative care
• Wound care, pain management, and infection control
• Administration of sedation, analgesia, and anti-emetics per approved protocols
• Recommendations for medical intervention
• Humane euthanasia in accordance with shelter policy and applicable laws
C. Compliance and Documentation
• Maintain detailed medical records in the shelter’s designated system
• Maintain, monitor, and coordinate ordering and inventory management of controlled drugs,
medical, and clinic supplies
• Comply with all local, state, and federal regulations, including controlled substance
handling and reporting
• The contracted veterinarian must obtain and maintain a U.S. DEA Registration that lists the
physical address of the Denton Animal Shelter as a registered practice location for the entire
term of the agreement
D. Coordination and Communication
• Collaborate with shelter management to create and maintain approved written treatment
protocols for common medical conditions and infectious disease outbreaks. These
protocols will serve as standing orders for credentialed veterinary technicians to ensure
consistent care and align with shelter workfiows.
• Participate in staff training sessions on animal handling, disease prevention, emergency
response, and other various care related trainings
• Ensure continuous on-call support through coordination with subcontracted emergency
veterinary facilities
• Provide a clear outline of each veterinarian’s surgical capacity and average completion
times for various procedures
3. Types of Veterinary Services
Item 1 – In-House Licensed DVM Services
The vendor shall provide a licensed DVM and veterinary technicians (preferably with experience in a
high volume spay/neuter or shelter setting).
Technician Schedule
The following outlines the typical daily coverage required to meet shelter needs:
• Monday, Tuesday, Thursday, and Friday:
o Three (3) surgery technicians
o Two (2) intake technicians
o One (1) foster technician
o One (1) administrative technician
• Wednesday (TNR Program Focus, as needed):
o Three (3) surgery technicians
o One (1) intake technician
o One (1) foster technician
o One (1) lead technician
• Saturday:
o Two (2) intake technicians
o One (1) foster technician
• Sunday:
o One (1) foster technician
Optional Bid Item: Lead Veterinary Technician
In addition to the staffing requirements outlined above, vendors may provide an optional,
separate quote to furnish a Lead Veterinary Technician. This position would be primarily
administrative and supervisory, with the following responsibilities:
• Managing and coordinating the daily surgery schedule based on veterinarian availability,
including rescheduling procedures as needed.
• Providing administrative supervision and workfiow guidance for the on-site team of intake
and surgery technicians.
• Overseeing and assisting with the accurate and timely entry of all surgical and medical
records into the shelter’s designated system.
• Greeting and managing the intake process for surgical patients in the morning, which
requires being on-site at 8:00 AM Monday-Friday for morning check-ins.
• Scheduling referral appointments with off-site veterinary care providers for shelter animals,
including those in foster care, that require specialized treatment.
• Maintaining the schedules for all on-site DVMs and veterinary technicians and
communicating these schedules effectively with shelter management and the vendor.
One technician must be dedicated to foster and intake management, and one (with 5+ years
of experience) shall be designated as the lead technician.
Services and Software
• The provider must interface with PetPoint or other applicable software
• Dog Services Include but are not limited to: Spay/Neuter, Rabies, Bordetella, DHPP,
fiea/tick treatment, heartworm prevention/testing, parasite treatment, pain meds,
microchip, and Parvo testing (if applicable)
• Cat Services Include but are not limited to: Spay/Neuter, Rabies, FVRCP, fiea/tick
treatment, parasite treatment, ear mite treatment, FIV/FeLV testing, microchip
• Additional Services May Include but are not limited to: Heartworm treatment, dental
care, mange treatment, URI treatment, antibiotics, ear infection treatment
Note: The City will provide surgical equipment (including X-ray equipment).
Item 2 – After-Hours Emergency Veterinary Care Services (Off-Site)
• Provide a licensed DVM to treat animals after 5:00 PM on weekdays, on weekends, and
holidays.
• To minimize transport time for critically ill or injured animals, the Contractor's facility must
be located within a 10-mile radius of the Denton Animal Shelter at 3717 N Elm St, Denton,
TX.
• Must have a system in place to provide a prompt response to after-hours emergency calls
from Animal Services staff. This system must allow for the immediate transport and
acceptance of animals requiring emergency care without undue delay.
• Must provide all necessary equipment for emergency diagnosis and treatment, including X-
ray capabilities. The Contractor must also ensure all equipment is properly maintained,
calibrated, and compliant with any applicable state and federal inspection requirements.
• Must provide complete medical records for any services rendered. These records must be
sent with the animal upon discharge to ensure timely and accurate entry into the shelter’s
designated system.
Item 3 – Regular Business Hours Urgent Veterinary Care Services
• Provide a licensed DVM to treat animals during regular business hours when the in-house
DVM is unavailable.
• To minimize transport time for critically ill or injured animals, the Contractor's facility must
be located within a 10-mile radius of the Denton Animal Shelter at 3717 N Elm St, Denton,
TX.
• Must be available without prior notice or scheduling.
• Must provide all necessary equipment, including X-ray capabilities. The Contractor must
also ensure all equipment is properly maintained, calibrated, and compliant with any
applicable state and federal inspection requirements.
• Must provide complete medical records for any services rendered. These records must be
sent with the animal upon discharge to ensure timely and accurate entry into the shelter’s
designated system.
4. Limitations
• All providers are independent contractors, not City employees.
• Providers must maintain their own licenses, continuing education, and insurance.
• Providers may only treat animals maintained by the City of Denton Animal Shelter,
including foster animals.
5. Required Qualifications
• Minimum of two (2) years’ experience providing the proposed services.
• In-House Providers: Experience managing or supplying DVMs to shelters or clinics.
• After-Hours Providers: Experience operating a clinic open during non-standard hours and
ability to provide after-hours emergency medical services
• Urgent Care Providers: Experience operating a clinic during regular business hours and
ability to provide emergency medical services.
6. Veterinary Practices, Consultations, and Reporting
• Describe sterilization and rabies vaccination procedures, including:
• Pre-surgical exams, anesthesia, surgical techniques, recovery, pain management,
discharge instructions, post-op care, and drug inventory
• Identify additional services that may impact sterilization (e.g., hernias, cryptorchidism,
pregnancy)
• State minimum sterilization age
• Provide monthly statistics on sterilizations and rabies vaccinations
• Report dog/cat deaths by cause
• Ensure DVM remains on-site post-surgery for monitoring
• Performs examinations and prescribes treatment as needed
• Describe communication protocols for:
• Voicemail/call responses
• Temporary staffing requests and absences
• Performance evaluations and improvement plans
7. Invoicing
• All invoices must be itemized
• Invoices for Item 1 – In-House Licensed DVM Services must be submitted weekly and
include:
o Service descriptions
o Service dates
o Timesheets
• Invoices for Item 2 - After-Hours Emergency Veterinary Care Services (Off-Site) and Item 3 -
Regular Business Hours Urgent Veterinary Care Services must be consolidated, submitted
monthly, and include:
o Subcontractor invoice numbers
o Original price
o Discounted price
o Final price with markup
o Copies of subcontractor invoices including:
▪ Original price
▪ Discounted price
8. Record Retention and Access
• Retain all medical reports per Texas Administrative Code §169.29(c)
• Retain rabies certiflcates for at least flve (5) years
• Make records available to the City upon request
9. Evaluation Criteria
Proposals will be evaluated based on detailed criteria, including, but not limited to, the following:
• Experience, qualiflcations, and performance (Weight – 30%)
• Cost proposal (Weight – 40%)
• Compliance with speciflcations (Weight – 30%)
10. Submission Responses
The submission must include the following information in the order listed below, with each section
clearly labeled including numbered pages.
• Agency cover letter providing a brief overview of the agency including years in business,
company headquarter location, and number of employees.
• Narrative demonstrating vendor’s ability to provide services under each section of the
statement of work.
• Provide three references for similar services completed within the past six years. Include
reference contact information for each project, including an e-mail and phone number for
the primary contact.
• Provide a sample invoice.
• If bidder is using a subcontractor or third party to provide services specifled in items 2
and/or 3, bidder will provide a list of proposed subcontractors including name, address, and
years of experience providing services requested.
• Pricing sheet