Request for Proposals for the Provision of Animal Control ...novascotia.ca/tenders/pt_files/tenders/MCKRFP14-01.pdf · 2014. The purpose of this proposal is to obtain the most comprehensive

Request for Proposals for the

Provision of Animal Control Services and Impounding Facilities

of the Municipality of the County of Kings

February 18, 2014

PO Box 100, Kentville, Nova Scotia Ph: (902) 690-6140 Fax: (902) 679-0911

2 The Municipality of the County of Kings Animal Control Service and Impound Facility February 18, 2014

CALL FOR PROPOSALS

The Municipality of the County of Kings

Table of Contents

Sections

1.0 General Information ............................................................................... 3

2.0 Background ........................................................................................... 4

3.0 Instructions to Bidders ............................................................................ 5

4.0 Nature of Contract .................................................................................. 6

5.0 Fuel Surcharge Adjustment ................................................................... 10

6.0 Requirements to Proposals .................................................................... 11

7.0 Evaluation Procedure ............................................................................ 14

Schedules

Schedule A: Annual Costs ................................................................................ 15

Schedule B: Experience and Qualifications of Personnel ...................................... 18

Schedule C: Statement of Equipment ............................................................... 20

Schedule D: Statement of Impounding Facility ................................................... 22

Other Information

By-Law # 12A – Animal Control By-Law and By-Law # 71A – Dog By-Law are available on

the Municipal website at http://www.county.kings.ns.ca/general/bylaws/default.asp.

http://www.county.kings.ns.ca/general/bylaws/default.asp


1.0 General Information

1.1 Confidentiality Notice

This request for proposal contains confidential information that is proprietary to the

Municipality of the County of Kings. This information is provided for the sole purpose

of permitting the recipient to evaluate the Municipality of the County of Kings animal

control services and impound facility requirements for the purpose of enabling the

recipient to prepare and submit a proposal to satisfy the animal control services and

impound facility requirements of the Municipality. In consideration of the recipient of

this document, the recipient agrees to maintain the information contained in this

Request for Proposal in confidence and to not reproduce or otherwise disclose this

information to any person outside of the group directly responsible for the evaluation

of its contents. The Municipality reserves the right to have the recipient return all

copies of the Request for Proposal at the conclusion of the Municipality‟s evaluation

process and in any event, the recipient shall immediately return all materials to the

Municipality should the recipient elect to not submit a proposal.

1.2 Definitions

„Animal‟ means a dog, cat or livestock.

„Bidder‟ means any individual, firm, partnership, or corporation submitting a proposal

for the work contemplated, acting directly or through a duly authorized

representative.

„Municipality‟ means the Municipality of the County of Kings.

„Proposal‟ refers to the written submission by a Bidder in response to this Request for

Proposal.

„RFP‟ means this Request for Proposal.


2.0 Background

The Municipality of the County of Kings is a rural municipality in western Nova

Scotia, incorporating the upper half of the Annapolis Valley and stretching from

Kingston in the southwest to Hantsport in the northwest. The largest communities

within the geographic boundaries of the county include New Minas and Greenwood.

The Municipality of the County of Kings has a population of approximately 50,000

and is the third largest municipal unit in Nova Scotia. Kings County has significant

agricultural and ecological resources to protect as we encourage new residential,

industrial and commercial development. The Municipality is proud to be a part of the

“land of Orchards, Vineyards and Tides”, Nova Scotia‟s richest agricultural region.

The Municipality has grown to more than 30,000 assessed properties and

approximately 65 employees. Its administration is concentrated in the municipal

complex located at 87 Cornwallis Street in the town of Kentville.

As part of its obligation to the public the Municipal Council has adopted the process

of reviewing professional services in accordance with our Purchasing and Tender

Policy. As part of this process the Municipality will be accepting proposals for its

Animal Control Services and Impound Facility for services to take effect as of May 1,

2014. The purpose of this proposal is to obtain the most comprehensive service in

the most cost effective manner for the Municipality.

The Bidder submitting the successful proposal will be appointed as the Municipality‟s

contractor for a five-year period provided the Municipality is satisfied with the

performance and service of the contractor.

Generally, the successful Bidder will be responsible for provision of animal control

services and impound facilities for the Municipality. This includes being available and

responding to calls at all times. In terms of complaints and enquires, there are

generally 8-10 calls per day to the answering service that could have to be

addressed.

Further information is available on the municipal website at

www.county.kings.ns.ca.

http://www.county.kings.ns.ca/


3.0 Instructions to Bidders

3.1 General

The Municipality of the County of Kings invites Proposals for its Animal Control

Services and Impounding Facilities. The Proposals will be based upon the

specifications contained in this document.

The Request for Proposal, and the supporting documents supplied with it, defines the

content required of your proposal. You are urged to structure your response in

accordance with the requirements contained in this document. It will be by these

criteria that we will determine whether a response is complete, appropriate and

competitive. Proposals that do not conform to these requirements may not be

considered.

All information supplied in response to the RFP must contain sufficient details to

support the services being proposed.

This document is not intended to limit a Bidder‟s submission, but rather to provide a

common framework for the Municipality to assess each proposal in a professional

manner, in a demonstrably fair process. Bidders are encouraged to provide any

unsolicited information or material not specifically covered in the sections of this RFP.

Please contact Terry Brown, Supervisor of Building and Enforcement Services, should

you have any questions concerning this RFP. Phone: 690-6140. Email:

[email protected].

mailto:[email protected]


4.0 Nature of Contract

4.1 Nature of Contract

4.1.1 The Bidder shall provide an animal control program and impounding facility for the

area of the Municipality of the County of Kings but excluding the Towns of Berwick,

Kentville and Wolfville.

4.2 Animal Control Services

4.2.1 The Bidder will be responsible for animal control from Monday to Friday during

normal working hours and for emergency animal control after normal working hours

and on weekends.

4.2.2 This control will involve patrolling areas of Kings County on an as-required basis,

responding to calls and complaints and the picking up of animals found at large in

the Municipality of the County of Kings.

4.2.3 The Bidder shall supply the necessary manpower and equipment to avoid any delays

in the delivery of the level of service required. It is generally anticipated that all

complaints and inquiries will be responded to within twenty-four (24) hours.

4.3 Impounding Facility

4.3.1 The Bidder shall provide and maintain pound facilities as approved by the Society for

the Prevention of Cruelty to Animals (SPCA). The facility must be accessible to the

public, by appointment, between the hours of 8:30 a.m. and 4:30 p.m. Monday to

Friday.

4.3.2 The Bidder shall provide care and maintenance for impounded animals.

4.3.3 Pursuant to the provisions of Bylaws No. 12A and 71A, the Bidder shall transport

animals to be euthanized to such facility as may be approved by the Municipality. It

is expected that, at the direction of the Supervisor of Building and Enforcement

Services, the Bidder will work with community groups or stakeholders for the

placement of domestic animals before euthanizing an animal.

4.3.4 Animals kept beyond the time stated in the Municipal Bylaws or any Provincial law

will be the responsibility of the Bidder.

4.4 Personnel

4.4.1 If you are the successful Bidder, you will be an independent contractor. The Bidder

shall pay and be fully responsible for all salaries, wages and costs associated with

the provision of the terms of the contract.

4.4.2 The Bidder and any employees shall carry at all times, when engaged in duties under

this contract, an official card which identifies them as an Animal Control Officer for

the Municipality of the County of Kings.


4.4.3 The Bidder and any employees shall be eligible for appointment as Special

Constables under the Police Act of Nova Scotia as required by the Municipality. While

on duty, the Bidder and any employees shall carry on their person identification

issued to them by the Police Commission of Nova Scotia. Awarding of this contract

shall be conditional upon all required Personnel becoming and maintaining their

status as Special Constables.

4.4.4 The Bidder shall be responsible for the issuance of Summary Offense Tickets; for

maintaining all records and information related to the enforcement of applicable

municipal bylaws; for regular consultation with municipal and legal representatives

concerning enforcement; and for attendance at Court concerning proceedings related

to enforcement.

4.4.5 The Bidder and any other Personnel appointed as Special Constables shall hold and

maintain membership with the Municipal By-law Enforcement Officers Association

and shall attend annual training seminars.

4.5 Vehicles, Equipment and Uniforms

4.5.1 The Bidder shall provide a vehicle or vehicles suitable for transporting animals in a

humane state to the pound facility. All vehicles are to have a pleasing appearance

and be kept neat, clean and in a state of good repair. All vehicles shall be identified

as vehicles of the Animal Control Officer for the Municipality of the County of Kings.

4.5.2 The Bidder shall be responsible to provide all equipment necessary to provide animal

control services and impounding facilities.

4.5.3 The Municipality shall provide the following items to the successful Bidder:

uniforms,

freezer (1),

cat traps (23).

Also, the Municipality provides dog tags and maintains the dog registration system.

4.5.4 Bidder shall be required to wear the uniform provided by Municipality when on

business for the Municipality.

4.6 Communications

4.6.1 Public inquiries will be received and forwarded to the Bidder by Valley

Communications. It shall be the responsibility of the Bidder to provide a telephone at

the impound facility and to ensure that all on duty Personnel are accessible by either

pager or cell phone.

4.6.2 Bidder must have a radio communication device capable of transmitting on TMR

Bylaw 1 and TMR Bylaw 2 during regular business hours and/or at any other time

when on business for the Municipality.


4.7 Insurance and Indemnification

4.7.1 The Bidder shall obtain and maintain, for the entire duration of the contract,

insurance coverage on the Bidder‟s vehicle(s) which are used to carry out the terms

of the contract, in the amount of one million dollars ($1,000,000) minimum.

4.7.2 The Bidder shall also obtain and maintain commercial general liability insurance

against claims for personal injury, death and property damage and this coverage

shall be a minimum of two million dollars ($2,000,000) for each occurrence and shall

include the Municipality of the County of Kings as an Additional Named Insured with

respect to liability arising from operations performed under this contract.

4.7.3 Vehicle and Liability Insurance shall be provided through an insurance company and

a policy approved by the Municipality. The Municipality shall be given a copy of these

insurance policies no later than noonhour on the 30th day of April in each year of the

contract term and to be effective 1st day of May of that year.

4.7.4 The successful Bidder shall indemnify and save harmless the Municipality of and from

all fines, suits, claims, demands, and actions of any kind or nature to which the

Municipality shall or may become liable for or suffer by reason of any negligent,

unlawful or wrongful act on the part of the successful Bidder or any of its employees

or agents.

4.8 Record Keeping and Reporting

4.8.1 The Bidder shall keep true and accurate records, as requested by the Municipality,

and provide monthly and annual reports of all animals handled by the Bidder on

behalf of the Municipality, and shall maintain a separate accounting system for the

costs of operating the services covered by the contract. These reports shall be

categorized by dogs, cats and livestock to allow the Municipality to ascertain the

amount of time and energy spent on each type of animal.

4.8.2 The Bidder shall make his records available to the Municipality from time to time, as

requested.

4.8.3 The Bidder shall collect all pound fees and fines from persons redeeming animals and

shall also collect payment according to the Municipal Bylaw from anyone purchasing

animals which are not redeemed. All such funds shall be turned over to the Finance

Office of the County of the Municipality of the County of Kings and accounted for in

financial records prepared by the Bidder.

4.8.4 The Bidder shall provide receipts to anyone paying pound lees, applicable fines, or

for the purchase of impounded animals.

4.9 Compliance with Federal and Provincial Acts and Regulations and the

Municipal Bylaws of the Municipality of the County of Kings

4.9.1 The Bidder shall comply with all the requirements of Federal and Provincial Acts and

Regulations.


4.9.2 The Bidder shall act in accordance with and within the authority of the Municipal

Bylaws Nos. 12A and 71A of the Municipality of the County of Kings, more

particularly referred to as the Animal and Dog Bylaw and all other Bylaws of the

Municipality which are now or may in the future come into effect.

4.10 Termination of Contract

4.10.1 If:

(a) the Bidder shall fail or neglect to do or perform or observe any of the terms,

conditions or covenants contained in the contract for a period of ten (10) days or

more after the Municipality has notified the Bidder in writing of the Bidders default

hereunder and the Bidder fails to correct such default within the ten (10) day period;

or

(b) the Bidder shall be declared to be bankrupt or insolvent according to law; or

(c) the Bidder makes any assignment of its property for the benefit of its

creditors;

then, in any of the said cases or events, the Municipality may, at its option,

immediately or at any time thereafter without demand or notice, terminate this

agreement without prejudice to any other remedy which may be available to the

Municipality.

Notwithstanding any of the foregoing, or any other right and privilege of cancellation

or termination accruing to either of the parties thereto, either party to this

agreement shall have the right to terminate this agreement, with or without reason,

by serving notice on the other party by registered mail, return receipt requested of

such intent to terminate this agreement at least ninety (90) days prior to any such

proposed termination date such termination to be without recourse except for any

sums owing to either party at the date of termination.

4.11 Term of Contract

4.11.1 Subject to paragraph 4.10.1, the Contract is for a period of five (5) years

commencing on the 1st day of May of 2014 and concluding on the 30th day of April,

2019.


5.0 Fuel Surcharge Adjustment

5.1 Fuel Surcharge Adjustment

The Municipality recognizes that there have been significant price fluctuations in

petroleum fuel. As this Request for Proposals is for a five year contract period and

due to factors beyond our control in respect to fuel pricing, a formula for fuel price

adjustments has been developed to allow for comparative bidding by adjusting for

price fluctuations during volatile market conditions.

Therefore, at the time of Proposal submission, the bidders are to determine their

costs based on petroleum fuel costs of $1.38 per litre (HST included.) The per litre

price shall be determined as set by the Nova Scotia Petroleum Price Schedule, Zone

2 for Regular Unleaded, Self-Service Pump Price, MIN column. For more information

on the Province‟s Petroleum Pricing, current and archived pricing or Provincial

regulations, please refer to the Province of Nova Scotia website at

http://www.gov.ns.ca/snsmr/petroleum/.

5.2 Fuel Adjustment Calculation

The Municipality will provide adjustments of .75% per every 1 cent above $1.38 per

litre to compensate Bidders on increases in fuel prices. This increase is only on the

vehicle component of the quote as specified in Schedule A.

Example: A Bidder has quoted $8,400 per year ($700 per month) for vehicle costs.

During one month of the contract, the fuel cost averaged out to be $1.46 per litre.

The calculation would be as follows:

$1.46 – $1.38 (base rate) = 8¢

8¢ x .75% = 6%

$700 x 6% = $42.00 adjustment provided to Bidder for that month

http://www.gov.ns.ca/snsmr/petroleum/


6.0 Requirements for Proposals

6.1 Proponents must complete the following schedules

• Schedule A: Annual Costs

• Schedule B: Experience and Qualifications of Personnel

• Schedule C: Statement of Equipment

• Schedule D: Statement of Impounding Facility

These schedules must be completed for tabulation purposes. Please use additional

pages if needed.

6.2 The County is not exempt for Harmonized Sales Tax (HST) purposes. Please

show HST on Schedule A if applicable.

6.3 All proposals must be based on the enclosed specifications with any

deviations to be specifically stated in the Bidder’s tender.

6.4 Bidders Meeting

6.4.1 A Bidders Meeting will be held at the Municipal Complex, 87 Cornwallis Street,

Kentville, Nova Scotia to answer questions on the RFP. The meeting is tentatively

scheduled for Tuesday, February 25, 2014 at 10:00 am. Attendance by the Bidders is

optional, but the meeting may assist the Bidders with submission of a timely and

complete proposal.

6.5 Proposal Regulations

6.5.1 The Municipality reserves the right to reject any or all proposals, not necessarily

accept the lowest proposal, or to accept any proposal that it may consider to be in its

best interest. The Municipality also reserves the right to waive formality, informality

or technicality in any proposal.

6.5.2 All proposals shall be and remain irrevocable unless withdrawn prior to the

designated closing time.

6.5.3 Late proposals will be rejected.

6.5.4 No fees or other payments will be made to contractor for any costs incurred in the

preparation and submission of Proposals, or for participation in the Request for

Proposal process.

6.5.5 The Request for Proposal and its support documents must be considered as

proprietary and confidential.


6.5.6 Municipality‟s Right to Reject:

The Municipality may, at its discretion:

(a) select any one Proposal

(b) reject all Proposals

and in so doing develop additional evaluation criteria. In selecting any Proposal, the

Municipality is not obligated to select the one with the lowest cost.

6.5.7 No Adjustments to Proposals

No adjustments to submitted Proposals will be allowed. Bidders may however

withdraw their Proposal prior to the closing date and time for the submission for

Proposals. After the closing date and time, the Proposal is binding on the Bidder.

Incomplete Proposals will not be entertained.

6.5.8 The successful Bidder will be required to enter into a signed agreement with the

Municipality.

6.5.9 Proposals shall be valid for a period of ninety days from the closing date.

6.6 Questions Concerning the Requirements

Questions regarding the RFP should be directed to:

Terry Brown, Supervisor of Building and Enforcement Services

The Municipality of the County of Kings P.O. Box 100, 87 Cornwallis Street Kentville, Nova Scotia B4N 3W3 Tel: (902) 690-6140 Fax: (902) 679-0911 E-mail: [email protected]

The Municipality reserves the right to make any or all questions and answers

available to all other Bidders at its discretion.

The Municipality will respond to requests for clarification as soon as is reasonably

possible. The Municipality will respond in writing or orally as deemed appropriate in

the circumstances. Generally, only substantial questions and answers of a

clarification nature will be distributed.

No oral response or clarification will be binding on the Municipality.


6.7 Submission of Proposals

6.7.1 Completed Proposals for the Provision of Animal Control and Impounding Facilities

and other correspondence should be submitted to:

Terry Brown, Supervisor of Building and Enforcement Services

The Municipality of the County of Kings

P.O. Box 100, 87 Cornwallis Street

Kentville, Nova Scotia

B4N 3W3

6.7.2 The Customer Service Representative at the Finance Office of the Municipal Complex,

87 Cornwallis Street, P.O. Box 100, Kentville, Nova Scotia, B4N 3W3, will accept

sealed Proposals up to 2:00 p.m., March 4, 2014. Late proposals will regrettably

not be accepted and will be returned unopened.

6.7.3 Proposals and the attached proposal form must be signed by an officer of the Bidder

to indicate acceptance of the conditions outlined in this Request for Proposal.

6.7.4 Please provide Four (4) copies of your proposal.

6.8 Key Dates Affecting Your Submission

This Request for Proposal process will be governed by the following timetable of

events. Although the Municipality will attempt to meet all dates, it specifically

reserves the right to modify any date(s) at its sole discretion by notifying all Bidders

in writing at the addresses noted in the Proposals submitted to the Municipality.

Item Date

Availability of RFP February 18, 2014

Bidders Meeting February 25, 2014

Proposal Submission March 4, 2014

Submission Evaluations March 5, 2014

Interview with Short Listed Respondents (if necessary) March 6, 2014

Recommendation to Council April 1, 2014


7.0 Evaluation Procedure

7.1 Evaluation of Proposals

All proposals will be evaluated for completeness and suitability for the

requirements. Bidders will be contacted, if necessary, to clarify any major

items in question. Based on the analysis of the Proposals, a ranking of

Bidders will be established. Proposals will be ranked on their ability to meet

the present and future needs of the Municipality and ranked on the basis as

set out in Section 6.1. A short-list of Bidders will be finalized and interviews

may be required. A successful Bidder will be selected and will be

recommended to the Municipal Council of the County of Kings.

Award of contract shall be based on the following criteria:

a) Cost 35%

b) Experience and qualifications of personnel 25%

c) Quality of Impound Facility 20%

d) Quality of Equipment 10%

e) Quality and Completeness of Proposal 10%

Proposals will be evaluated by staff using the above noted points system and

a recommendation will be taken to Executive Committee which in turn will

make a recommendation to Council.

7.2 Acceptance

Your response to the Request for Proposal will indicate your acceptance to the

conditions outlined in this RFP.


Schedule A: Annual Costs

The Municipality of the County of Kings request for animal control services and

impounding facilities for the next five (5) years beginning May 1, 2014 and ending

April 30, 2019.

BIDDER

ADDRESS

PHONE NO. FAX NO.

NAME OF PERSON SIGNING FOR BIDDER

POSITION OF PERSON SIGNING FOR BIDDER

I/We, the undersigned, having examined the attached Request for Proposal for

Animal Control Services and Impounding Facilities, and having read, understood, and

accepted the conditions outlined in the Request for Proposal, each and all of which

form a part of this proposal, hereby offer to supply animal control services and

impounding facilities in strict accordance with the conditions hereto attached and as

outlined in this Proposal.

SIGNED AT THE OF IN

THE COUNTYOF THIS DAY

OF , 2014.

(1)

Authorized Signature Signature and Address of Witness

(2)

Authorized Signature Signature and Address of Witness


Schedule A: Annual Costs (con’t)

The Contract for this service must be quoted on a yearly amount for the periods

shown below:

Period Component Quote HST

(if applicable) Total

May 1, 2014 to

April 30, 2015

Wages

Vehicles

Facility

Other

Subtotal

May 1, 2015 to

April 30, 2016

Wages

Vehicles

Facility

Other

Subtotal

May 1, 2016 to

April 30, 2017

Wages

Vehicles

Facility

Other

Subtotal

May 1, 2017 to

April 30, 2018

Wages

Vehicles

Facility

Other

Subtotal

May 1, 2018 to

April 30, 2019

Wages

Vehicles

Facility

Other

Subtotal


Schedule A: Annual Costs (con’t)

The Municipality will make monthly payments equal to 1/12 of the annual contract

price in each year.

The Municipality reserves the right to accept or reject any or all pricing.

In witness whereof the Bidder has herewith set his/her hand and seal this day

of 2014.

Witness Signature of Bidder

Address of Bidder

Telephone number


Schedule B: Experience and Qualifications of Personnel

List of similar work which the Bidder has successfully completed within the last ten

(10) years and qualifications of personnel:


Schedule B: Experience and Qualifications of

Personnel (con’t)

Please attach additional sheets if necessary.


Schedule C: Statement of Equipment

List of Equipment to be used to perform this Contract (vehicles & trailers, animal

capture or storage equipment, electronic & communication devices, office equipment,

etc.) All vehicles must comply with Motor Vehicle Act and other Highway Regulations.


Schedule C: Statement of Equipment (con’t)



Schedule D: Statement of Impounding Facility

Description, diagram and pictures of the existing or proposed impound facility:


Schedule D: Statement of Impounding Facility (con’t)

Diagram



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Documents

Request for Proposals for the Provision of Animal Control ...novascotia.ca/tenders/pt_files/tenders/MCKRFP14-01.pdf · 2014. The purpose of this proposal is to obtain the most comprehensive