HomeMy WebLinkAboutResolution - 2023-R0582 - Service Contract 17566, With Eila Machado, D.V.M., Veterinary Services LAS - 12/05/2023Resolution No. 2023-R0582
Item No. 5.18
December 5, 2023
12ESOLUTION
BE IT RESOLV�D BY THE CITY COUNCIL OF TIIE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for
and on behalf of the City of Lubbock, Service Contract No. 17566 for Veterinary Services as per
RFP 23-17566-KM, by and between the City of Lubbock and Cila Machado, D.V.M., of
Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in
this resolution as if fully set forth herein and shall be included in the minutes of the City
Council.
Passed by the City Council on December 5, 2023
TR�1Y PAY �, MAYOR
ATT�S"l,:
Co ney Pa�, City , ta
APPROVED AS "1'O CONTLN"1':
Bill Howe , Deputy E.ity Ma ger
APPROV�D AS "1'O FORM:
achael roster, ss stant City Attorncy
ccdocslIlRES.Service Contract 17566 Veterinary Scrvices
Resolution No. 2023-R0582
City of Lubbock
Veterinary Services
Agreement
Contract 17566
This Service Agreement (this "Agreement") is entered into as of the 2,day of December 2023
("Effective Date") by and between Eila Machado, DVM, (the Contractor), and the City of Lubbock (the
"City").
RECITALS
WHEREAS, the City has issued a Request for Proposals 23-17566-KM, Veterinary Services and
WHEREAS, the proposal submitted by the Contractor has been selected as the proposal which best
meets the needs of the City for this service; and
WHEREAS, Contractor desires to perform as an independent contractor to provide Veterinary
Services, upon terms and conditions maintained in this Agreement; and
NOW THEREFORE, for and in consideration of the mutual promises contained herein, the City and
Contractor agree as follows:
City and Contractor acknowledge the Agreement consists of the following exhibits which are
attached hereto and incorporated herein by reference, listed in their order of priority in the event of
inconsistent or contradictory provisions:
1. This Agreement
2. Exhibit A — General Requirements
3. Exhibit B — Best and Final Offer
Scope of Work
Contractor shall provide the services that are specified in Exhibit A. The Contractor shall comply with
all the applicable requirements set forth in Exhibit B attached hereto.
Article 1
1.1 The contract shall be for a term of one (1) year, with the option of four (4), one year extensions, said
date of term beginning upon formal approval. This Contract will renew automatically for the
additional terms, unless either Party gives 90-day written notice to terminate the Contract.
1.2 All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
determined by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
1.3 The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance is
on file with the Purchasing and Contract Management Department as required by contract or contract
may be terminated for non-compliance.
1.4 A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI) or
Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor, etc.
that demonstrates that the change in CPI or PPI is not sufficient, the Contractor shall provide such
documentation to the City, and at the City's sole discretion, the contractual rate may be further
adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate at the end of
the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the Director
of Purchasing and Contract Management written, quarterly documentation to justify the ongoing
adjustment. If no such documentation is timely received, the rate will automatically revert to the
initial, awarded rate.
1.5 This contract shall remain in effect until the first of the following occurs: (1) the expiration date, (2)
performance of services ordered, or (3) termination of by either party with a 30 day written notice.
The City of Lubbock reserves the right to award the canceled contract to the next lowest and best
bidder as it deems to be in the best interest of the city.
Article 2 Miscellaneous.
2.1 This Agreement is made in the State of Texas and shall for all purposes be construed in
accordance with the laws of said State, without reference to choice of law provisions.
2.2 This Agreement is performable in, and venue of any action related or pertaining to this
Agreement shall lie in, Lubbock, Texas.
2.3 This Agreement and its Exhibits contains the entire agreement between the City and
Contractor and supersedes any and all previous agreements, written or oral, between the
parties relating to the subject matter hereof. No amendment or modification of the terms of
this Agreement shall be binding upon the parties unless reduced to writing and signed by
both parties.
2.4 This Agreement may be executed in counterparts, each of which shall be deemed an original.
2.5 In the event any provision of this Agreement is held illegal or invalid, the remaining
provisions of this Agreement shall not be affected thereby.
2.6 The waiver of a breach of any provision of this Agreement by any parties or the failure of
any parties otherwise to insist upon strict performance of any provision hereof shall not
constitute a waiver of any subsequent breach or of any subsequent failure to perform.
2.7 This Agreement shall be binding upon and inure to the benefit of the parties and their
respective heirs, representatives and successors and may be assigned by Contractor or the
City to any successor only on the written approval of the other party.
2.8 All claims, disputes, and other matters in question between the Parties arising out of or
relating to this Agreement or the breach thereof, shall be formally discussed and negotiated
between the Parties for resolution. In the event that the Parties are unable to resolve the
claims, disputes, or other matters in question within 30 days of written notification from the
aggrieved Party to the other Party, the aggrieved Party shall be free to pursue all remedies
available at law or in equity.
2.9 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times,
reserves the right to audit Contractor's records and books relevant to all services provided to
the City under this Contract. In the event such an audit by the City reveals any errors or
overpayments by the City, Contractor shall refund the City the full amount of such
overpayments within 30 days of such audit findings, or the City, at its option, reserves the
right to deduct such amounts owing the City from any payments due Contractor.
2.10 The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court
of competent jurisdiction. Further, the City shall not be subject to any arbitration process
prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein
are cumulative and not exclusive, and may be exercised concurrently. To the extent of any
conflict between this provision and another provision in, or related to, this document, this
provision shall control.
2.11 The contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent
be given, the Contractor shall insure the Subcontractor or shall provide proof of insurance
from the Subcontractor that complies with all contract insurance requirements document, this
provision shall control.
2.12 Contractor acknowledges by supplying any Goods or Services that the Contractor has read,
fully understands, and will be in full compliance with all terms and conditions and the
descriptive material contained herein and any additional associated documents and
Amendments. The City disclaims any terms and conditions provided by the Contractor unless
agreed upon in writing by the parties. In the event of conflict between these terms and
conditions and any terms and conditions provided by the Contractor, the terms and conditions
provided herein shall prevail. The terms and conditions provided herein are the final terms
agreed upon by the parties, and any prior conflicting terms shall be of no force or effect.
2.13 Contracts with Companies Engaged in Business with Iran, Sudan, or Foreign Terrorist
Organization Prohibited. Pursuant to Section 2252.152 of the Texas Government Code,
prohibits the City from entering into a contract with a vendor that is identified by The
Comptroller as a company known to have contracts with or provide supplies or service with
Iran, Sudan or a foreign terrorist organization.
2.14 Texas Public Information Act. The requirements of Subchapter J, Chapter 552, Government
Code, may apply to this contract and the contractor or vendor agrees that the contract can be
terminated if the contractor or vendor knowingly or intentionally fails to comply with a
requirement of that subchapter. To the extent Subchapter J, Chapter 552, Government Code
applies to this agreement, Contractor agrees to: (1) preserve all contracting information
related to the contract as provided by the records retention requirements applicable to the
governmental body for the duration of the contract; (2) promptly provide to the governmental
body any contracting information related to the contract that is in the custody or possession
of the entity on request of the governmental body; and (3) on completion of the contract,
either: (A) provide at no cost to the governmental body all contracting information related to
the contract that is in the custody or possession of the entity; or (B) preserve the contracting
information related to the contract as provided by the records retention requirements
applicable to the governmental body.
2.15 No Boycott of Israel. Pursuant to Section 2271.002 of the Texas Government Code, a) This
section applies only to a contract that: (1) is between a governmental entity and a company
with 10 or more full-time employees; and (2) has a value of $100,000 or more that is to be
paid wholly or partly from public funds of the governmental entity. (b) A governmental entity
may not enter into a contract with a company for goods or services unless the contract
contains a written verification from the company that it: (1) does not boycott Israel; and (2)
will not boycott Israel during the term of the contract.
2.16 Texas Government Code 2274. By entering into this Agreement, Contractor verifies that: (1)
it does not, and will not for the duration of the contract, have a practice, policy, guidance,
or directive that discriminates against a firearm entity or firearm trade association or (2)
the verification required by Section 2274.002 of the Texas Government Code does not apply
to the contract. If Contractor is a company with 10 or more full-time employees and if this
Agreement has a value of at least $100,000 or more, Contractor verifies that, pursuant to
Texas Government Code Chapter 2274, it does not have a practice, policy, guidance, or
directive that discriminates against a firearm entity or firearm trade association; and will not
discriminate during the term of the contract against a firearm entity or firearm trade
association.
2.17 Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of
the Texas Government Code does not apply to the contract. If Contractor is a company with
10 or more full-time employees and if this Agreement has a value of at least $100,000 or
more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does
not boycott energy companies; and will not boycott energy companies during the term of the
Agreement. This verification is not required for an agreement where a governmental entity
determines that these requirements are inconsistent with the governmental entity's
constitutional or statutory duties related to the issuance, incurrence, or management of debt
obligations or the deposit, custody, management, borrowing, or investment of funds.
2.18 Confidentiality. The Contractor shall retain all information received from or concerning the
City and the City's business in strictest confidence and shall not reveal such information to
third parties without prior written consent of the City, unless otherwise required by law.
2.19 Indemnify. The Contractor shall indemnify and save harmless the city of Lubbock and its
elected officials, officers, agents, and employees from all suits, actions, losses, damages,
claims, or liability of any kind, character, type, or description, including without limiting the
generality of the foregoing, all expenses of litigation, court costs, and attorney's fees, for
injury or death to any person, or injury to any property, received or sustained by any person
or persons or property, to the extent arising out of, related to or occasioned by, the negligent
acts of the Contractor, its agents, employees, and/or subcontractors, related to the
performance, operations or omissions under this agreement and/or the use or occupation of
city owned property. The indemnity obligation provided herein shall survive the expiration
or termination of this agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the
day and year first above written. Executed in triplicate.
CITY OF LUB
Tray Payne, a r
AST: r;E�:
Courtney Paz, City Secretary
APPRO D AS TO CONTENT:
Steven Greene, Director of Animal Services
APPROVED AS TO FORM
PA /I I I,-,, I � r"�A
Rachel Foster, As ista t ity Attorney
CONTRA TOR
BY:
Authorized Representative
Print Name
Sqp$ I VA lk
Address
LV6 o(X-U
City, State, Zip Code
City of Lubbock, TX
RFP 23-17566-KM
Veterinary Services
GENERAL REQUIREMENTS
1. INTENT
Exhibit A
1.1 The City of Lubbock (hereinafter called "City") is seeking proposals from Veterinary Clinics
and individuals, (hereinafter called "Proposer") to provide veterinary services for the
Animal Services Department on a daily basis. The Animal Services Department receives
approximately 12,000 animals into the shelter and provides veterinary service to a maximum
of 4,000 animals annually.
1.2 Offerors are invited to submit demonstrated competence and qualifications of their firm for
providing these services.
1.3 The information contained within this document is intended to provide interested firms with
the requirements and criteria that will be used to make the selection.
2. BACKGROUND
2.1 The Animal Services department provides animal adoption promotions throughout the year
which includes spay/neuter surgeries, as well as rabies vaccination clinics for local net
owners. The objectives of the Animal Services department are to ensure responsible pet
ownership and humane treatment of animals while protecting the public.
3. SCOPE OF WORK
3.1 The Proposer shall perform veterinary services during the business hours of 8:00 A.M. to
12:00 P.M., Monday — Friday at the following locations: 3323 SE Loop 289, Lubbock, TX.
The responsive party must complete their services by 12:00 P.M. daily to allow eligible
animals for redemption starting at 1:00 P.M.
3.2 Hours of operation may be negotiated for reasonableness for minimal disruption to the
contracting veterinarian's private practice and while maintaining a high quality standard for
citizen customer satisfaction in redemption and adoption of animals.
Veterinary Services for Quarantine Facility Services
3.3 Provide health inspection of animals quarantined for rabies observation during the ten (10)
day period at all Animal Services quarantine facilities approved by the Texas Department of
State Health Services;
3.4 If the animal becomes ill during the observation period, the "performing agency" will make
a recommendation to the Director of Animal Services on the first day of observed animal
illness as to whether in the interest of public safety the animal should be humanely
euthanized and submitted for rabies testing;
3.5 At the end of the mandatory quarantine period, vaccinate the animal against rabies and
release the animal from quarantine by signing off on the bite report in accordance with the
Texas Health and Safety Code, Chapter 826; and
3.6 Provide quarterly inspection of ALL City of Lubbock Animal Services quarantine
facilities, file copies of the report with the Director of Animal Services on form prescribed
by the Texas Department of State Health Services in accordance with the Texas Health and
Safety Code, Chapter 823 and euthanasia (EU) solution usage, records and storage.
3.7 Animal Services will provide all necessary supplies for vaccination and city registration
including syringes, vaccine (as purchased by the City of Lubbock under the direction and
control of the contracting veterinary), and registration tags.
Consulting and Medical Treatment Services:
3.8 In accordance with procedures based on the Texas Health and Safety Code, regulations of
the Texas Veterinary Medical Association, and generally accepted standards of care:
a) Approve procedures and standing orders for medical treatment of adoption or pre -
selected and screened adoption animals at all City of Lubbock Animal Services facilities
by kennel attendants;
b) Provide consultation services on animals brought in to all City of Lubbock Animal
Services facilities that are injured, sick, diseased, or dangerous, so that they can be
separated from healthy animals in accordance with Texas Health and Safety Code,
Chapter 823;
c) Provide rabies vaccinations for all reclaimed animals and adoption animals, as well as
immunizations of all adoption dogs, cats and ferrets at all City of Lubbock Animal
Services facilities.
d) Provide an annual audit in writing to the Director of Animal Services on the EU
solution usage, records and storage.
e) The City of Lubbock Animal Services will provide all necessary supplies for
vaccination, city registration and minor treatment regimes including syringes, vaccine
(as purchased by the City of Lubbock under the direction and control of the contracting
veterinary), registration tags, antibiotics and vaccination, as well as antibiotic treatment
for reasonably expensed recoverable animals.
Alternate / Consulting and Medical Treatment Services, including Sterilization:
3.9 In accordance with procedures based on the Texas Health and Safety Code, regulations of
the Texas Veterinary Medical Association, and generally accepted standards of care:
a) Approve procedures and standing orders for medical treatment of adoption or pre -
selected and screened adoption animals at all City of Lubbock Animal Services
facilities by kennel attendants;
b) Provide consultation services on animals brought in to all City of Lubbock Animal
Services facilities that are injured, sick, diseased, or dangerous, so that they can be
separated from healthy animals in accordance with Texas Health and Safety Code,
Chapter 823;
c) Provide rabies vaccinations for all reclaimed animals and adoption animals, as well
as immunizations of all adoption dogs, cats and ferrets at all City of Lubbock Animal
Services facilities.
d) Provide sterilization of all animals that, as a result of a second impoundment, are
in violation of the City of Lubbock Ordinances, Chapter 4, Sec.4.02.005(d)(5).
e) The City of Lubbock Animal Services will provide all necessary supplies for
vaccination, city registration and minor treatment regimes including syringes,
vaccine (as purchased by the City of Lubbock under the direction and control of
the contracting veterinary), registration tags, antibiotics and core vaccinations as
well as antibiotic treatment for reasonably expensed recoverable animals.
Surgical Services: Sterilization of Animals at Lubbock Animal Shelter Adoption Center
Summary: Sterilization surgeries will be performed every Tuesday and Thursday between the hours of
1 Oam and 2pm after which routine medical rounds of the facility will be performed.
Surgical duties will include:
• Pre -surgical physical exams of patients
• Measurement of hematocrit, packed cell volume, blood glucose, and fecal parasite load if
deemed appropriate based on physical exam findings
• Pre -surgical sedation administration
• Induction and intubation
• Perform ovariohysterectomy (OVH) on female patients and/or scrotal or prescrotal
orchiectomy (castration) on male patients.
• Extubate, and provide appropriate warming measures to animals recovering from
anesthesia.
• Post -operative monitoring of patients and administration of appropriate post -operative pain
control
4. QUALIFICATIONS
a) Must have a current Doctor of Veterinary Medicine (DMV) license in good standing
with the State of Texas 2.4.2
b) Must have a current Department of Public Safety certificate.
c) The offeror shall supply three (3) references who can verify your performance as
a vendor. Performance should include goods or services, similar to those in this
proposal, within the last twenty-four (24) months.
5. COST PROPOSAL
5.1 Prices shall include travel required to and from respective sites. Offeror's pricing shall
include service call charge, all of the overhead, including, but not limited to, trip related
charges and mileage.
5.2 The successful Contractor shall provide services Monday through Fridays throughout
the year, except for official City Holidays according to Exhibit C. The Offeror shall
provide a price deduct according to the City's holiday schedule. The Offeror shall submit
pricing on Price Sheet, Exhibit B, including after hour emergency service calls.
5.3 The contract shall be for a term of 1 year, with the option of four (4), one (1)
year extensions, said date of term beginning upon formal approval. This contract shall
remain in effect until the expiration date, performance of service ordered, or termination
by either party with a thirty (30) day written notice. Such written notice must state the
reason for cancellation. The City of Lubbock does not guarantee any specific amount
of compensation, volume, minimum, or maximum amount of services under this proposal
and resulting contract. The Contractor must maintain the insurance coverage required
during the term of this contract including any extensions. It is the responsibility of the
Contractor to ensure that valid insurance is on file with the Purchasing and Contract
Management Department as required by contract or contract may be terminated for non-
compliance.
5.4 A deduction will be made for not providing services on a scheduled workday.
6. REPORTING REQUIREMENTS
6.1 The Contractor shall maintain a City -approved electronic database for reporting
purposes. Monthly reports of the previous month's activities will be due to the City by
the 15t' day of each month. Annual reports will be due 60 days following the completed
fiscal year. At a minimum, the Contractor shall include in each monthly report the
following information:
• Date, type of animals and services provided.
7. EVALUATION CRITERIA
7.1. The following criteria will be used to evaluate and rank submittals:
7.1.1. Experience — 25 Points
7.1.1.1. The offeror's experience in providing the services as requested in the specifications.
7.1.2. Responsibility — 20 Points
7.1.2.1. The offeror who has the capability, in all respects, to perform fully the contract
requirements and the moral and business integrity and reliability that will assure good
faith performance as required by these specifications.
7.1.3. Capability and Skill —10 Points
7.1.3.1. Offeror's capability, flexibility and skill to perform the services stated in the
specifications.
7.1.4. Responsiveness —10 Points
7.1.4.1. The degree to which the offeror has responded to the purpose and scope of
specifications.
7.1.5. References —10 Points
7.1.5.1. Record of performance based on previous work with the City and/or other client
references.
7.1.6. Cost — 25 Points
Exhibit B
City of Lubbock, TX
RFP 23-17566-KM
Veternary Services
BAFO
Eila Machado, DVM
Location
Total Cost
$72,520.00
Quantity
Unit
Total
#
Description
Required
UOM
Price
Cost
#0-1
Veterinary Services for Quarantine Facility Services, per month as
12
Monthly
$1,890.00
$22,680 00
specified herein.
#0-2
Consulting and Medical Treatment Services, per month as specified
12
Monthly
$4,320.00
$51,840.00
#0-3
Deduct for City Holiday as listed in Exhibit C
-1
LS
$2,000.00
($2,000)
#0-4
After -Hour Emergency Service Call
0
EA
No Bid
No Bid
#I -I
Consulting and Medical Treatment services including sterilization, per
12
Monthly
No Bid
No Bid
month as specified herein.
Eila Machado, DVM
5908 76" St
Lubbock, TX 79424
(413)320-1182
Emachado@mylubbock.us
10/02/2023
ADDITIONAL FEE PROPOSALS
Here I will include fees included in my proposal to be considered in addition to those in the
provided Excel Bid Table (BT 69CJ):
Description
Price
Surgical Services spay/neuter
$90/hour
Licensure Fees (DVM, DEA, USDA)
$600/year
CE Allowance (conference, travel)
$2,000/year
VENDOR ACKNOWLEDGEMENT
In compliance with this procurement, the undersigned offeror having examined the request for
proposal, instructions to offerors, documents associated with the request for proposals, and being
familiar with the conditions to be met, has reviewed the information regarding:
• Insurance Requirements
• Suspension and Debarment Certification
• Texas Government Code Section 2252.152
• Texas Government Code Section 2271.002
• Texas Government Code 2274
An individual authorized to bind the company must sign the following section. Failure to execute this
portion may result in proposal rejection.
C.'Oftfullf,
uthorized Signature
Print/Type Name
Company Name
Title
Dare
Address
Lv#� o c , tx 7TN244
City, State Zip Code
Contact for questions, clarifications, etc.
Name and Title: 61CA, Nkar AAn 1pVkA
Mailing Address: 6 S� _
City, State, Zip: Z`'{
Telephone No: 3
Fax No:
E-Mail: _�>vt.ac�.adD�Wtc�W.bbOck-' U-S !—
Exhibit C
INSURANCE REQUIREMENTS
Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance
Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL
HAVE NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH
CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
The City reserves the right to review the insurance requirements of this section during the effective
period of the contract and to require adjustment of insurance coverages and their limits when
deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are
approved by the City, the Contractor shall obtain and maintain in full force and effect for the
duration of this contract, and any extension hereof, at Contractor's sole expense, insurance
coverage written by companies approved by the State of Texas and acceptable to the City, in the
following type(s) and amount(s):
Auto Liability Requirements: $1 M/occurrence is needed
Commercial General Liability Requirements: $2M occurrence / $4M aggregate (can be
combined with an Excess Liability to meet requirement). Commercial General Liability to
include Products — Completion/OP, Personal and Advertising Injury, Contractual Liability,
Fire Damage (any one fire), and Medical Expenses (any one person).
Professional Liability Requirements: $1 M occurrence $2M
aggregate
Workers Compensation Requirements: Statutory. If the vendor is an independent contractor
with no employees and are exempt from providing Workers' Compensation coverage, they must
sign a waiver (obtained from COL Purchasing) and include a copy of their driver's license.
Employer Liability ($1 M) is required with Workers Compensation.
Special Insurances
Crime Protection Coverage Requirements: Employee Dishonesty or Fidelity Bond coverage
REQUIRED in an amount equal to the maximum exposure.
• The City of Lubbock (including its officials, employees and volunteers) shall be
afforded additional insured status on a primary and non-contributory basis on all
liability policies except professional liabilities and workers' comp.
• Waivers of Subrogation are required for CGL, AL, and WC.
0 To Include Products of Completed Operations endorsement.
• Carrier will provide a 30-day written notice of cancellation, 10-day written notice for
non-payment.
• Carriers must meet a A.M. Best rating of A- or better.
• Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all
endorsements thereto and may make any reasonable request for deletion, revision, or modification
of particular policy terms, conditions, limitations, or exclusions (except where policy provisions
are established by law or regulation binding upon either of the parties hereto or the underwriter of
any of such policies). Upon such request by the City, the Contractor shall exercise reasonable
efforts to accomplish such changes in policy coverages, and shall pay the cost thereof. Any costs
will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts
and certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment,
the following required provisions:
Name the City of Lubbock and its officers, employees, and elected representatives
as additional insureds, (as the interest of each insured may appear) as to all
applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material
change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers,
employees, and elected representatives for injuries, including death, property
damage, or any other loss to the extent same may be covered by the proceeds of
insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard
of care together with the indemnification provision, shall be underwritten by
contractual liability coverage sufficient to include such obligations within applicable
policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such
notices not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314Avenue K, 9 h Floor
Lubbock, Texas 79401
Approval, disapproval, or failure to act by the City regarding any insurance supplied by the
Contractor shall not relieve the Contractor of full responsibility or liability for damages and
accidents as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial
of liability by the insurance company exonerate the Contractor from liability.
Bill Howerton
Changed On
Description
Before
After
08/28/2023
Geo Rules Caller Type
None
Submittal —Received
08/28/2023
Completed
No
Yes
08/28/2023
Complete Date
[none]
8/28/2023
08/28/2023
Item Review Status ID
Under Review
Approved
08/28/2023
Passed
No
Yes
08/28/2023
Submittal Status ID
Under Review
Approved
Cheryl Brock
Current Balance
Cost of Good/Services
Additional Info
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
$43,532.00
$100,000.00
Plan Submittal Item Review (Assistant City
Manager/CFOtree)
$43,532.00
$100,000.00
Plan Submittal Item Review (Assistant City
Manager/CFOtree)
$43,532.00
$100,000.00
Plan Submittal Item Review (Assistant City
Manager/CFOtree)
$43,532.00
$100,000.00
Plan Submittal Item Review (Assistant City
Manager/CFOtree)
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
Changed On
Description
Before
After
Current Balance
Cost of Good/Services
Additional Info
10/30/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
10/30/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan Submittal Item Review (Budget Director)
10/30/2023
Complete Date
[none]
10/30/2023
$43,532.00
$100,000.00
Plan Submittal Item Review (Budget Director)
10/30/2023
Item Review Status ID
Under Review
Approved
$43,532.00
$100,000.00
Plan Submittal Item Review (Budget Director)
10/30/2023
Passed
No
Yes
$43,532.00
$100,000.00
Plan Submittal Item Review (Budget Director)
10/30/2023
Submittal Status ID
Under Review
Requires Resubmission
$43,532.00
$100,000.00
Plan submittal text: (10/20/2023)
EnerGov Service
Changed On
Description
Before
After
Current Balance
Cost of Good/Services
Additional Info
08/23/2023
GeoRulesSubmittal
[none]
009fOfcc-27ba-4a45-9407-5bc4111132c
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
b
08/23/2023
Plan Submittal added
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
O8/23/2023
Start Date
[none]
8/23/2023
$43,532.00
$100,000.00
Plan workflow step action text: (Department
Head)
08/23/2023
Workflow Status
Not Started
Started
$43,532.00
$100,000.00
Plan workflow step action text: (Department
Head)
08/23/2023
Plan Submittal added
$43,532.00
$100,000.00
Plan submittal text: (8/2312023)
08/23/2023
Start Date
[none]
8/23/2023
$43,532.00
$100,000.00
Plan workflow step action text: (Assistant City
Manager/CFO)
08/23/2023
Workflow Status
Not Started
Started
$43,532.00
$100,000.00
Plan workflow step action text: (Assistant City
Manager/CFO)
08/23/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/23/2023
Complete Date
[none]
8/23/2023
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/23/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/23/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step action text: (Risk
Management Coordinator)
08/23/2023
Plan workflow status change.
Department Head v.1 Auto Received :
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Plan workflow status change.
Assistant City Manager/CFO v.1 Auto
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
Received
08/28/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/28/2023
Complete Date
[none]
8/28/2023
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/28/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/28/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step action text: (Assistant City
Manager/CFO)
08/30/2023
End Date
[none]
8/30/2023
$43,532.00
$100,000.00
Plan workflow step text: (Purchasing
Approval)
08/30/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step text: (Purchasing
Approval)
08/30/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/29/2023)
08/30/2023
Complete Date
[none]
8/30/2023
$43,532.00
$100,000.00
Plan submittal text: (8/2912023)
08/30/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (8/29/2023)
08/30/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step action text: (Final
Purchasing Approval)
08/30/2023
Plan workflow status change.
Purchasing Approval v.1 Approved
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
10/30/2023
End Date
[none]
10/30/2023
$43,532.00
$100,000.00
Plan workflow step action text: (Create Final
Approvals)
10/30/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (10/20/2023)
10/30/2023
Complete Date
[none]
10/30/2023
$43,532.00
$100,000.00
Plan submittal text: (10/20/2023)
10/30/2023
Needs Resubmit
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (10/20/2023)
10/30/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (10/20/2023)
10/30/2023
Workflow Status
Started
Failed
$43,532.00
$100,000.00
Plan workflow step action text: (Create Final
Approvals)
10/30/2023
Plan Workflow Step Action ai
$43,532.00
$100,000.00
Plan workflow step action text: (Create Final
Approvals)
11/06/2023
End Date
[none]
11/6/2023
$43,532.00
$100,000.00
Plan workflow step text: (Final Approvals)
11/06/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step text: (Final Approvals)
11/06/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (11/6/2023)
11/06/2023
Complete Date
[none]
11/6/2023
$43,532.00
$100,000.00
Plan submittal text: (11/6/2023)
11/06/2023
Completed
No
Yes
$43,532.00
$100,000.00
Plan submittal text: (11/6/2023)
11/06/2023
Workflow Status
Started
Passed
$43,532.00
$100,000.00
Plan workflow step action text: (Create Final
Approvals)
11/06/2023
Plan workflow status change.
Final Approvals v.1 Approved
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
Jill MacDougall
Changed On
Description
Before
After
Current Balance
Cost of Good/Services
Additional Info
08/23/2023
Attachment deleted
$43,532.00
$100,000.00
Attachment (02457-Prof Services Insurance
Requirements (Non IT) submitted by sandy
mcelfresh.pdf)
08/23/2023
Attachment added
$43,532.00
$100,000,00
Attachment (PUR-17566 Ins Req.pdf)
08/23/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Plan Note added
$43,532.00
$100,000.00
Plan note text: (Attached approved insurance
requirements)
November 06, 2023
Page 2 of 8
08/23/2023
Workflow Status Not Started Started
$43,532.00
$100,000.00
Plan workflow step text: (Initial Approvals)
08/23/2023
Plan Submittal added
$43,532.00
$100,000.00
Plan submittal text: (8/23/2023)
08/23/2023
Start Date [none] 8/23/2023
$43,532.00
$100,000.00
Plan workflow step action text: (Risk
Management Coordinator)
08/23/2023
Workflow Status Not Started Started
$43,532.00
$100,000.00
Plan workflow step action text: (Risk
Management Coordinator)
Kristine Dills
Changed On Description Before After
10/24/2023 Geo Rules Caller Type None Submittal —Received
10/24/2023 Plan Note added
10/24/2023 Completed
10/24/2023 Complete Date
10124/2023 Item Review Status ID
Marta Alvarez
Changed On
Description
08/29/2023
Geo Rules Caller Type
08/29/2023
Workflow Status
08/29/2023
Plan Submittal added
08/29/2023
Start Date
08/29/2023 Workflow Status
Sandra McElfresh
Changed On Description
08/23/2023 Plan added
08/23/2023 Attachment added
No
10/24/2023
Under Review
Before
None
Not Started
[none]
Not Started
Before
Yes
10/24/2023
Requires Resubmission
Current Balance
Cost of Good/Services
Additional Info
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
$43,532.00
$100,000.00
Plan note text: (The contract and portal
insurance requirements need to be corrected
to match and reflect the correct
requirements.)
$43,532.00
$100,000.00
Plan Submittal Item Review (Risk Management
Coordinator)
$43,532.00
$100,000.00
Plan Submittal Item Review (Risk Management
Coordinator)
$43,532.00
$100,000.00
Plan Submittal Item Review (Risk Management
Coordinator)
After
Current Balance
Cost of Good/Services
Additional Info
Submittal —Received
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
Started
$43,532.00
$100,000.00
Plan workflow step text: (Purchasing
Approval)
$43,532.00
$100,000.00
Plan submittal text: (8/29/2023)
8/29/2023
$43,532.00
$100,000.00
Plan workflow step action text: (Final
Purchasing Approval)
Started
$43,532.00
$100,000.00
Plan workflow step action text: (Final
Purchasing Approval)
After Current Balance Cost of Good/Services Additional Info
$43,532.00 $100,000.00 Plan (PUR-2023-17566)
$43,532.00 $100,000.00 Attachment (02457-Prof Services Insurance
Requirements (Non IT) submitted by sandy
mcelfresh.pdf)
08/23/2023 Scope
[none] SCOPE OF WORK
The Proposer shall perform
veterinary services during the business
hours of 8:00 A.M. to 12:00 P.M., Monday
— Friday at the following locations: 3323
SE Loop 289, Lubbock, TX. The
responsive party must complete their
services by 12:00 P.M. daily to allow
eligible animals for redemption starting at
1:00 P.M.
Hours of operation may be
negotiated for reasonableness for
minimal disruption to the contracting
veterinarian's private practice and while
maintaining a high quality standard for
citizen customer satisfaction in
redemption and adoption of animals.
Veterinary Services for
Quarantine Facility Services
Provide health inspection of animals
quarantined for rabies observation during
the ten (10) day period at all Animal
Services quarantine facilities approved
by the Texas Department of State Health
Services;
If the animal becomes ill during the
observation period, the "performing
agency" will make a recommendation to
the Director of Animal Services on the
first day of observed animal illness as to
whether in the interest of public safety
the animal should be humanely
euthanized and submitted for rabies
testing;
At the end of the mandatory quarantine
period, vaccinate the animal against
rabies and release the animal from
quarantine by signing off on the bite
report in accordance with the Texas
Health and Safety Code, Chapter 826;
and
Provide quarterly inspection of ALL City
of Lubbock Animal Services quarantine
$43,532.00 $100,000.00 Plan (PUR-2023-17566)
November 06, 2023
Page 4 of 8
facilities, file copies of the report with the
Director of Animal Services on form
prescribed by the Texas Department of
State Health Services in accordance with
the Texas Health and Safety Code,
Chapter 823 and euthanasia (EU) solution
usage, records and storage.
Animal Services will provide all
necessary supplies for vaccination and
city registration including syringes,
vaccine (as purchased by the City of
Lubbock under the direction and control
of the contracting veterinary), and
registration tags.
Consulting and Medical Treatment
Services:
In accordance with procedures based on
the Texas Health and Safety Code,
regulations of the Texas Veterinary
Medical Association, and generally
accepted standards of care:
a) Approve procedures and standing
orders for medical treatment of adoption
or pre -selected and screened adoption
animals at all City of Lubbock Animal
Services facilities by kennel attendants;
b) Provide consultation services on
animals brought in to all City of Lubbock
Animal Services facilities that are injured,
sick, diseased, or dangerous, so that
they can be separated from healthy
animals in accordance with Texas Health
and Safety Code, Chapter 823;
c) Provide rabies vaccinations for all
reclaimed animals and adoption animals,
as well as immunizations of all adoption
dogs, cats and ferrets at all City of
Lubbock Animal Service facilities.
d) Provide an annual audit in writing to
the Director of Animal Services on the EU
solution usage, records and storage.
e) The City of Lubbock Animal
PLAN HISTORY CASE FOR PUR-2023-17566 FOR THE CITY OF LU OCK
Services will provide all necessary
supplies for vaccination, city registration
and minor treatment regimens including
syringes, vaccine (as purchased by the
City of Lubbock under the direction and
control of the contracting veterinary),
registration tags, antibiotics and
vaccination, as well as antibiotic
treatment for reasonably expensed
recoverable animals.
Alternate / Consulting and Medical
Treatment Services, including
Sterilization:
In accordance with procedures based on
the Texas Health and Safety Code,
regulations of the Texas Veterinary
Medical Association, and generally
accepted standards of care:
Approve procedures and standing
orders for medical treatment of adoption
or pre -selected and screened adoption
animals at all City of Lubbock Animal
Services facilities by kennel attendants;
Provide consultation services on animals
brought in to all City of Lubbock Animal
Services facilities that are injured, sick,
diseased, or dangerous, so that they can
be separated from healthy animals in
accordance with Texas Health and
Safety Code, Chapter 823;
Provide rabies vaccinations for all
reclaimed animals and adoption animals,
as well as immunizations of all adoption
dogs, cats and ferrets at all City of
Lubbock Animal Service facilities.
Provide sterilization of all animals that, as
a result of a second impoundment, are in
violation of the City of Lubbock
Ordinances, Chapter 4, Sec.4.02.005(d)
(5).
The City of Lubbock Animal Services will
provide all necessary supplies for
vaccination, city registration and minor
November 06, 2023 Page 6 of 8
treatment regimens including syringes,
vaccine (as purchased by the City of
Lubbock under the direction and control
of the contracting veterinary),
registration tags, antibiotics and core
vaccinations as well as antibiotic
treatment for reasonably expensed
recoverable animals.
08/23/2023
Current Account Balance
$1.00
$43,532.00
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Budget Amount for Goods Sc
$1.00
$100,000.00
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Account @ Row 1
1234
164.8313
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Funds @ Row 1
$1,234.00
$124,000.00
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/23/2023
Target Council Date
[none]
10/24/2023
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Originating Department
[none]
Animal Services
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Contact Name
[none]
sandy mcelfresh
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Telephone No
[none]
8067752710
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Vendor Name
[none]
Eila Machado, DVM
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
08/28/2023
Department Notes
[none]
Please note that our veterinarian is paid
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
using revenue from the sale of city
licenses.
08/28/2023
Department Notes
Please note that our
Please note that our veterinarian is paid
$43,532.00
$100,000.00
Plan (PUR-2023-17566)
veterinarian is paid
using revenue from the sale of city
using revenue from
licenses. As per our financial analyst the
the sale of city
above amounts are currently up-to-date
licenses.
as of 08/24/2023.
08/28/2023 Attachment added
08/28/2023 Attachment added
08/28/2023 Attachment added
$43,532.00
$43,532.00
$43,532.00
$100,000.00
$100,000.00
$100,000.00
08/28/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
08/28/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
08/28/2023
Plan Review Team Member;
$43,532.00
$100,000.00
08/28/2023
Plan Review Team Member;
$43,532.00
$100,000.00
08/28/2023
Plan Review Team Member;
$43,532.00
$100,000.00
08/28/2023
Geo Rules Caller Type
None
Submittal —Received
$43,532.00
$100,000.00
08/28/2023
Plan Submittal added
$43,532.00
$100,000.00
08/28/2023
Start Date
[none]
8/28/2023
$43,532.00
$100,000.00
08/28/2023 Workflow Status Not Started Started
$43,532.00 $100,000.00
Attachment (Amendment 1 - to increase
Amount.doc)
Attachment (RFP 19-14321-SG Veterinary
Services.docx)
Attachment (RFP 19-14321-SG Veterinary
Services.doc)
Plan (PUR-2023-17566)
Plan (PUR-2023-17566)
Plan (PUR-2023-17566)
Plan submittal text: (8/28/2023)
Plan workflow step action text: (Budget
Director)
Plan workflow step action text: (Budget
Director)
Steven Greene
Changed On Description
08/28/2023 Complete Date
08/28/2023 Not Required
09/15/2023 Not Required
Before After Current Balance Cost of Good/Services Additional Info
[none] 8/28/2023 $43,532.00 $100,000.00 Item Review (Purchasing Approval)
No Yes $43,532.00 $100,000.00 Item Review (Purchasing Approval)
No Yes $43,532.00 $100,000.00 Item Review (Purchasing Approval)
November 06, 2023 Page 8 of 8