Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541940 - Veterinary Services
Posted Date: Mar 11, 2020
Due Date: Apr 3, 2020
Bid Source: Please Login to View Page
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  • Status: Open
  • Time Left:22 days
  • Closing: 4/3/20 2:00 PM
  • Issued: 3/11/20 5:00 PM
  • Last Amended:
  • Buyer:Elizabeth Helms
  • 540-942-6576

  • Issued By:City of Waynesboro
  • Type:Request for Proposals (RFP)
  • Category:Professional Services
  • Work Location: Lyndhurst, VA
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:The City of Waynesboro is seeking proposals for Veterinary Services at the Shenandoah Valley Animal Services Center.

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RFP - Veterinary Services - FINAL.pdf (684.8 KB) RFP-VET SERVICES 03/11/20 Solicitation

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Request for Proposals
SVASC Veterinary Services
March 11, 2020
Requested By:
City of Waynesboro
503 W. Main St.
Waynesboro, VA 22980
Page 1 of 17
RFP SVASC Veterinary Services
March 11, 2020
The City of Waynesboro (a.k.a “City) is issuing this Request For Proposals (RFP) on behalf of the
Shenandoah Valley Animal Services Center (SVASC) for professional services of an on-site Veterinarian
(a.k.a. Contractor, or “Offeror”).
All Offerors submitting proposals shall abide by all applicable State and Federal laws and be licensed to
provide Veterinary services in the Commonwealth of Virginia.
The City does not discriminate against faith-based organizations in accordance with the Code of
Virginia, § 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age,
disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis
prohibited by state law relating to discrimination in employment. Faith-based organizations may
request that the issuing agency not include subparagraph “1.e” in General Terms and Condition “C”.
Such request shall be in writing and explain why an exception should be made in this RFP.
The Shenandoah Valley Animal Services Center, located at 1001 Mount Torrey Road, Lyndhurst, VA, is an
open admissions animal shelter and is home to dozens of animals looking for their forever homes. We
are a municipal pound for Augusta County, Staunton, and Waynesboro so we take in all strays,
abandoned animals, owner surrenders, and court case animals. We have 40 dog runs and about 85 cat
cages. The Shenandoah Valley Animal Services Center began operation in September of 2011. Since
opening, we have successfully lowered the euthanasia rates for our community! Our shelter's current
save rate is 95 percent, which is the direct result of our dedicated staff and volunteers working hard to
finding these animals their forever homes. SVASC serves approximately 2,500 dogs, cats, and other
animals each year. The facility is staffed by a Shelter Manager, Assistant Director, Kennel Manager, and
a small team of kennel attendants.
The purpose of this RFP is to establish a term contract with a qualified Contractor to provide
professional on-site veterinarian services for the SVASC.
The awarded contractor will be hired as an independent contractor and thus, agrees and understands
that they are not employed by the City or SVASC.
1. The method of procurement is competitive negotiation for professional services in accordance with
the Virginia Public Procurement Act (VPPA). Questions regarding the method of procurement shall
be in writing to:
Jim Bisbee, Purchasing
2. Questions related to the requirements of the scope of work shall be in writing to:
Hannah Richardson, Shelter Manager
Page 2 of 17
RFP SVASC Veterinary Services
March 11, 2020
The APPROXIMATE schedule for this project is as follows:
Time Activity
N/A RFP published
3/18/2020 5:00 PM E-mail receipt of questions
3/23/2020 5:00 PM Answers to questions posted to e-VA
Location (if applicable) (eVA)
E-mail questions to:
e-VA procurement website
Week of
Week of
Week of
Week of
2:00 PM
(5) Paper and (1) electronic copy of
proposals are due in a sealed envelope
clearly marked with “RFP-SVASC
Veterinary Services” appearing in the
lower left-hand corner.
City of Waynesboro
Purchasing Office
Attn: Mr. Jim Bisbee
503 W. Main St., Suite 203
Waynesboro, VA 22980
Initial evaluation of proposals
completed by selection committee
N/A Clarifications/questions if needed
N/A Evaluations complete
N/A Negotiations with Top Ranked Offeror
3. Questions shall be e-mailed. All responses to inquiries will be in writing and will be provided to all
prospective Offerors through an e-mail distribution list maintained by the City and through
publication on the e-Virginia Procurement website (eVA) which will serve as the primary mechanism
through which any and all addenda, inquiry responses, or other communiqués will be provided for
informational purposes to prospective Offerors. Questions from Offerors must be received by 5:00
p.m. EDT on March 18, 2020 in order to ensure that the answers can be sent and received by all
prospective Offerors for their consideration prior to the date proposals are due.
4. All Proposals shall be in a sealed envelope and should be clearly marked in the lower left corner:
“RFP –SVASC Veterinary Services.” Proposals sent by U.S. Mail or other carrier that requires the
use of a proprietary mailing envelope shall be in a sealed envelope INSIDE the proprietary mailing
envelope. The return address area of the sealed proposal envelope should contain the legal
company name and complete mailing address of the Offeror.
5. Five (5) paper copies and one (1) electronic copy of the proposal shall be delivered to the City
Purchasing Department at the following address:
City of Waynesboro
Attn: Mr. Jim Bisbee, CPPO, VCCO, VCO
503 W. Main Street, Suite 203
Waynesboro, Virginia 22980
Page 3 of 17
RFP SVASC Veterinary Services
March 11, 2020
and will be accepted until 2:00 p.m. EDT on April 3, 2020 at which time they will be opened and
recorded as received. Any proposal received after this time and date will not be considered. The
Offeror has the sole responsibility to have the proposal received by the City Purchasing Office at the
above address and by the above stated time and date. The City is not responsible for delays in the
delivery of the mail by the U.S. Postal Service, private couriers, or the inter-office mail system.
Proposals with proprietary information must submit one (1) additional copy that has the
proprietary information redacted.”
6. The Offeror shall submit a proposal which demonstrates and provides evidence that the Offeror has
the capabilities, professional expertise, and experience to perform the services described herein.
7. Offerors are responsible for familiarizing themselves with the conditions and objectives of the
proposed scope of work. A pre-proposal conference will not be held.
8. The selection process will be governed by and completed in accordance with the Virginia Public
Procurement Act (VPPA). If any provision of this Request for Proposal is found to be inconsistent or
in conflict with such policy, the terms of the VPPA shall govern.
1. Using the criteria in Section VII below and with emphasis on professional competence, the City’s
Selection Committee; comprised of at least a three (3) member committee will review all proposals
received to determine those Offerors who are fully qualified, responsive, responsible and suitable to
provide the services set forth by this RFP.
2. The Selection Committee may hold one or more discussion meetings and/or interviews with the
Offerors who have been deemed to be fully qualified, responsive, responsible, and suitable to
provide the services set forth by this Request for Proposal. Such discussions and interviews will
gather additional information pursuant to the Offerors’ qualifications, expertise, and experience
pertinent to the services described by this Request for Proposal. During the discussions and
interviews stage, the Offerors and the Selection Committee may pursue alternative concepts and
approaches for the project and non-binding cost estimates.
3. Using all of the information developed during the proposal review, discussion, and interview stages,
the Selection Committee will rank the Offerors according to the evaluation criteria. The Selection
Committee will then select in order of preference one (1) or more Offerors whose professional
qualifications are deemed most meritorious. Negotiations will then be conducted beginning with
the Offeror ranked first. If a contract satisfactory and advantageous to the City can be negotiated at
a price considered fair and reasonable, the award will be made to that Offeror. Otherwise
negotiations with the Offeror ranked first will be formally terminated and negotiations will be
conducted with the Offeror ranked second, and so on until such a contract can be negotiated at a
fair and reasonable price.
1. The supervising Veterinarian-In-Charge (VIC) shall be on-site at minimum two times per week. There
shall be at least two days in-between visits. At least one day of the week should be predetermined
at the contract date. All work shall be scheduled with the Animal Shelter Manager.
Page 4 of 17
RFP SVASC Veterinary Services
March 11, 2020
2. The contractor/ supervising VIC shall attend the 2.5-day Animal facility operators’ school within one
year of the initial contract unless he/she has previous public animal shelter medicine experience.
(See below pg. 9) This class has Veterinarians from the Virginia Department of Agriculture and
Consumer Services (VDACS) and inspectors within VDACS that are directly involved in how we should
operate to include disease management, emergency vet care and directive compliance information)
3. The contractor shall be licensed by the State of Virginia in accordance with VA Administrative Code
2VAC5-111-30. Some professional clinical experience preferred with emphasis in animal shelter
4. The services provided shall be in accordance with the requirements of Chapter 38 of title 54.1 of the
Code of Virginia Veterinary Medicine and Regulation 18VAC 150-20-10 Virginia Board of Veterinary
5. Typical services include, but not limited to, the following:
a. Court appearance for expert testimony;
b. Euthanasia Training;
c. Urinalysis;
d. Ear Cytology;
e. Ear Mite exam;
f. Ear Hematoma Drain Tube;
g. Rabies Vaccine;
h. Eye Stain;
i. Bloodwork small and large panel;
j. Prescription Filling;
k. Fecal;
l. Aspiration;
m. ** Skin Scraping;
n. ** Ultrasound;
o. ** X-Ray.
**SVASC is not a full-service clinic and therefore is unable to perform surgical procedures on-
site. These procedures require the animal to be taken off-site to Contractors facility.
6. The contractor shall assign a VIC registered with the Virginia Board of Veterinarian medicine in order
to operate in the shelter veterinary establishment and serve as the Supervising Vet for the facility.
The VIC must have a current license posted at all times in the shelter veterinary establishment.
7. The contractor shall be responsible to ratify or develop protocols in consultation with shelter
management. The services shall be provided in accordance with the standards established by
VDACS to include: Va. Code 54.1-3423, Va. Administrative Code 2VAC5-111-30 and VDACS Directive
79-1. Protocols shall be established for:
a. Determining if an ill, injured, or otherwise compromised animal requires veterinary
b. Creating nutrition and feeding protocols
c. Control of infectious and contagious disease; and
d. Management of neonatal and medically compromised animals; and
Page 5 of 17

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