Veterinarian Services

Finance | Procur ement Division
8800 Courthouse Road | Spotsylvania, VA 22553
Phone: 540-507-7596
County of Spotsylvania
Request for Proposal (RFP) No. 26-28-TO
Veterinarian Services
February 20, 2026
SOLICITATION CLOSING
Due Date & Time: March 26, 2026 2:00PM
RFP DATA
Questions Deadline: March 6, 2026, 12:00PM
Procurement Contact: Tina Ownes, VCA - TOwens@Spotsylvania.VA.us
RFP No. 26-28-TO | Page 1 of 11

Table of Contents
I. Purpose .................................................................................................................................3
II. Scope of Services .................................................................................................................3
III. Offeror's Instructions ...........................................................................................................6
IV. Proposal Requirements ........................................................................................................8
V. Proposal Evaluation Criteria ..............................................................................................10
ATTACHMENTS
A - RFP General Terms and Conditions
B - Special RFP Terms and Conditions
C - Offeror Information
D - References
E - Trade Secrets/Proprietary Information Identification
F - Veterinarian / Discipline Summary
G - Cost Proposal
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I. Purpose
The County of Spotsylvania, Virginia is seeking bids from qualified veterinary firms to provide
professional veterinary care, equipment, and pharmaceuticals for the Sheriff's K-9 Unit and
animals housed at the County Animal Shelter. The County intends to award contract(s) for the
services described herein in accordance with the Scope of Services set forth in Section II of this
Request for Proposals (RFP).
To be eligible, providers must be within the following travel distance from Spotsylvania, Virginia:
* 1-2 hours from the Sheriff's K-9 Unit, Animal Shelter, and Emergency Services
* 3-4 hours for Livestock and Poultry Services
Offerors may propose for one or more of the service categories listed in Attachment F -
Veterinarian / Discipline Summary. The County may award contracts to multiple providers to
ensure adequate and continuous services.
II. Scope of Services
The County requires a licensed and certified veterinarian to provide professional veterinary care
for animals in the care of the Sheriff's Office K-9 Unit and the Animal Shelter.
Offerors may submit proposals for one or more of the following service categories:
1. Sheriff's Office K-9 Unit Veterinary Services
2. Animal Shelter and Animal Control Veterinary Services
3. Emergency Veterinary Care Services
4. Livestock and Poultry Veterinary Services
A. General Requirements (All Service Categories)
For all services proposed, the Offeror shall demonstrate within its technical proposal the
ability and capacity to provide services including, but not limited to, the following:
1. Perform veterinary services in accordance with professional, ethical, and industry
standards of practice.
2. Ensure humane treatment of animals and maintain compliance with all federal, state,
and local animal welfare laws.
3. Maintain all required professional, business, and regulatory licenses, permits, and
certifications.
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4. Provide medical treatment of animals including minor surgical procedures and
suturing, during normal business hours (8:00 a.m. to 6:00 p.m., Monday through
Friday).
5. Provide on-site or readily accessible diagnostic imaging services, including x-ray
services.
6. Maintain complete, accurate medical records for all animals treated, including
diagnoses, treatments rendered, medications dispensed, and follow-up care.
7. Provide boarding and kennel facilities capable of safely housing dogs over 100 pounds.
8. Submit itemized invoices at the time services are rendered, including date of service,
handler or deputy name (if applicable), animal identification, services provided,
medications dispensed, and total cost.
9. Provide expert witness testimony in court proceedings upon request.
B. Sheriff's Office K-9 Unit Veterinary Services
The Spotsylvania County Sheriff's Office K-9 Unit includes eight deputies and eight Police
Service Dogs (PSDs) trained in patrol, narcotic, and explosives detection, supporting law
enforcement operations, evidence recovery, missing person searches, and community
outreach.
Offerors shall provide comprehensive veterinary services for PSDs, including, but not limited
to, the following:
1. Initial, annual, and as-needed physical examinations and administer all required
vaccinations.
2. Perform Fitness for Duty evaluations, including hip, joint, and other diagnostic x-rays
as required.
3. Consultations with Sheriff's Office command staff and K-9 training personnel
regarding PSD health, physical conditioning, and deployment readiness.
4. Prescription and non-prescription medications, including monthly preventative
treatments.
5. Complete, accurate, and readily accessible veterinary medical histories for all PSDs,
and make such records available to authorized Sheriff's Office personnel upon request.
6. Supply and replenish drug exposure antidote kits, including Naloxone (Narcan) and
other emergency medications as required.
7. Twenty-four (24) hour, seven (7) days per week emergency consultation services.
8. Major surgical procedures and dental services as needed.
9. Annual emergency care and first-aid training to PSD handlers.
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C. Animal Shelter and Animal Control Veterinary Services
The Spotsylvania County Animal Shelter, located at 450 TV Drive, Fredericksburg, Virginia,
provides care for approximately 4,100 animals annually and supports County animal control
operations, cruelty investigations, and wildlife management activities.
Offerors shall provide veterinary services in support of Animal Shelter and Animal Control
operations, including but not limited to, the following:
1. Routine medical care on staggered weekly schedules, as coordinated with Shelter
management and staff.
2. Assist with case evaluations and provide professional opinions and recommendations to
the County.
3. Consultations with Shelter management and staff regarding treatment plans, medical
protocols, and standards of care.
4. Intake assessments for all incoming animals, including bite incidents.
5. Humane euthanasia services when authorized by the County and in accordance with
applicable laws and professional standards.
6. Serve as the Supervising Veterinarian responsible for oversight of Shelter medical
protocols, procedures, and applicable licensing and regulatory requirements.
7. Be available for two (2) County-sponsored rabies vaccination clinics annually (Spring
and Fall).
8. Professional consultation availability during normal business hours.
D. Emergency Veterinary Care Services
Animal Shelter and Sheriff's Office K-9 operations require reliable access to emergency
veterinary services due to after-hours animal intake, law enforcement deployments, and
unforeseen medical emergencies.
Offerors shall provide emergency veterinary services, including, but not limited to, the
following:
1. Emergency hours are considered between the hours of 6:00 p.m. and 8:00 a.m.,
Monday through Friday and twenty-four (24) hour coverage on weekends and County
recognized holidays.
2. Establish and implement a clear and efficient communication protocol to ensure timely
coordination between the County and veterinary staff (for example: calls, emails, etc.).
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3. Demonstrate experience and proficiency in emergency and critical care veterinary
medicine.
E. Livestock and Poultry Veterinary Services
The County includes rural areas in which Animal Control personnel frequently encounter
livestock and poultry requiring specialized veterinary evaluation and treatment.
Offerors shall provide livestock and poultry veterinary services, including, but not limited to,
the following:
1. Twenty-four (24) hour consultation, examination, and treatment services.
2. Establish and implement a clear and efficient communication protocol to ensure timely
coordination between the County and veterinary staff (for example: calls, emails,
etc.).Demonstrate experience and competency treating livestock and poultry species
commonly encountered within the County.
III. Offeror's Instructions
A. This procurement shall be conducted in accordance with the competitive negotiation
procedures of the Spotsylvania County Procurement Policy. The Procurement Policy is
available at: http://www.spotsylvania.va.us/377/Spotsylvania-County-Policies.
B. Electronic Procurement/Late Proposals. Offeror shall follow instructions for submittal
electronically via eva.virginia.gov. It is the Offeror's sole responsibility to ensure timely
submission by the stated date and time on page 1 of this RFP. The County cannot accept late
Proposals. Offeror shall assume full responsibility for timely submission of their proposal.
Please check for updates prior to submission a Proposal. The County encourages early
submission.
NOTE:
* The County is not responsible for any website (eVA) related issues. If the issues
result in late Proposal submission, the County will not be able to accept your
Proposal.
* Please contact eVA Customer Care at 1-866-289-7367 or
eVACustomerCare@DGS.Virginia.gov for all website related issues.
C. Terminology. As used in this RFP, the terms "must", "shall", "should" and "may" identify the
criticality of requirements.
a. "Must" and "shall" identify requirements whose absence will have a major negative impact
on the suitability of the proposed solution. Depending on the overall response to the RFP,
some individual "must" and "shall" items may not be fully satisfied, but it is the intent to
satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to
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satisfy a "must" or "shall" requirement does not automatically remove that Offeror from
consideration; however, it may seriously affect the overall rating of the Offerors' proposal.
b. "Should" or "may" identify requirements that are highly desirable, although their absence
will not have a large impact and would be useful but are not necessary.
D. Proposals may be withdrawn at any time before the proposal due date and time. Any Offeror
wishing to withdraw the Proposal after proposal due date and time may do so in accordance
with Spotsylvania County Procurement Policy. All Proposals not so withdrawn shall constitute
an irrevocable offer for a period of 180 days.
E. Questions from Offeror's shall be emailed to the Procurement Officer and received by the date
and time identified on Page 1 of this RFP, in order to ensure that the answers can be sent and
received by prospective Offerors for their consideration prior to the proposal due date. The
County is not responsible for verbal clarification of information.
F. All responses to inquiries will be in writing in the form of an Addendum and will be posted on
eVA, www.eva.virginia.gov and on the Procurement Division website at
https://www.spotsylvania.va.us/374/Solicitations.
G. All updates are posted on the Spotsylvania County website at
https://www.spotsylvania.va.us/374/Solicitations and www.eva.virginia.gov. It is the
responsibility of the Offeror to check for additional updates prior to submission of
Proposal.
H. All costs for proposal preparation, submission, presentation, travel and/or other expenses
associated with proposal submission shall be borne by each Offeror. The County is not liable
for any cost incurred by the Offeror prior to issuance of a contract.
I. Should the Proposal contain proprietary information, Offeror shall provide one (1) redacted
copy of the proposal and attachments with proprietary portions removed or blacked out. This
copy shall be clearly marked "Redacted Copy". The classification of an entire proposal
document, line-item prices and/or total proposal prices as proprietary or trade secrets is not
acceptable. The County shall not be responsible for the Contractor's failure to exclude
proprietary information from this redacted copy. No other distribution of the proposal shall be
made by the Offeror. Offeror shall also return with their proposal submission Attachment F,
Trade Secrets/Proprietary Information Identification Form.
J. The Offeror shall submit a proposal that demonstrates and provides evidence that the Offeror
is able to provide suitable services and has the capabilities, professional expertise, and
experience to provide the proposed goods/services to Spotsylvania County.
K. Inclement Weather. In the event that Spotsylvania County is closed during the scheduled
times for Proposals to be received or a Pre-Proposal conference; those scheduled dates/times
will occur on the next business day that Spotsylvania County is open at the appropriate times
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as stated in the RFP. Please contact the Procurement Officer as stated in the RFP for
information pertaining to this procurement.
L. Any vendor transacting business with Spotsylvania County may be asked to provide proof of
registration with the State Corporation Commission (SCC), as required by Sections 13.1 or
Title 50 of the Code of Virginia.
IV. Proposal Requirements
A. All information requested shall be submitted. Failure to submit all information requested
may result in the County of Spotsylvania requiring prompt submission of missing
information and/or the Offeror may receive a lower evaluation on their Proposal. Proposals
which are substantially incomplete, or lack key information may be considered
nonresponsive by the County. Mandatory requirements are those required by law or
regulation or are such that they cannot be waived and are not subject to negotiation.
B. The proposal shall provide information necessary for Spotsylvania County to evaluate the
qualifications, experience, and expertise of the proposing firm to provide services
identified herein. Proposals should be prepared simply and economically, providing a
straightforward, concise description of capabilities to satisfy the requirements of the RFP.
Emphasis should be placed on completeness and clarity of content.
C. The proposal shall clearly indicate primary contact and assigned personnel. Offeror shall
provide the name of the Offeror and firm, if any, the address and telephone number, and
the name and title of the primary and secondary individuals who would be responsible for
providing these goods and/or services to the County.
D. Proposals should be organized in the order in which the requirements are presented in the
RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should
reference the paragraph number of the corresponding section of the RFP. It is also helpful to
cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the
RFP. If a response covers more than one page, the paragraph number and subletter should be
repeated at the top of the next page. The proposal should contain a table of contents which
cross-references the RFP requirements. Information which the Offeror desires to present that
does not fall within any of the requirements of the RFP should be inserted at an appropriate
place or be attached at the end of the proposal and designated as additional material. Proposals
that are not organized in this manner risk elimination from consideration if the evaluators are
unable to find where the RFP requirements are specifically addressed.
E. Proposal Format. In order to facilitate the analysis of responses to this RFP, Offerors
should prepare the proposal in accordance with the instructions outlined in this Section and
should structure the proposal so that it contains individual attachments detailing proposed
goods/services described herein. The Offeror must submit their proposal package with the
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following documents attached. Each document listed below shall be a separate attachment
and titled as indicated.
1. [Offeror's Name]_Introductions Letter (PDF)
2. [Offeror's Name]_Executive Summary (PDF). Provide a narrative, prepared
in non-technical terms, summarizing the Offeror's proposal.
3. [Offeror's Name]_Attachment C - Offeror Information (PDF)
4. [Offeror's Name]_Attachment D - References
5. [Offeror's Name]_Attachment E - Trade Secrets/Proprietary
Information Identification (PDF or Word). Please see attachment and
Attachment A, RFP General Terms and Conditions, Paragraph X, Freedom of
Information for details.
6. [Offeror's Name]_Attachment F - Veterinarian / Discipline Summary
(PDF)
7. [Offeror's Name]_Addendum No.; please include all Addendums as separate
attachments in either PDF or Word.
F. Technical Proposal. The proposals submitted by the Offeror shall include at a minimum,
the following:
1. Qualifications and Experience - 25 Points
a. Provide professional licenses, certifications, and credentials of the Offeror and
assigned personnel.
b. Demonstrate experience by providing veterinary services comparable in scope and
complexity to those required by this RFP.
c. Provide experience by offering services to governmental entities, law enforcement
K-9 units, animal shelters, animal control agencies, or similar organizations.
d. Provide experience for emergency veterinary services and, if applicable, livestock
and poultry care.
e. Provide quality and relevance of references.
Offerors shall demonstrate extensive, relevant experience and strong professional
qualifications.
2. Understanding of Scope of Services and Technical Approach - 25 Points
a. Show a clear understanding of the Scope of Services and County operational needs.
b. Provide clarity, completeness, and feasibility of the proposed service delivery plan.
c. Provide proposed methods for coordination, communication, and documentation.
d. Show the ability to identify potential challenges and propose effective solutions.
Offerors shall present a clear, well-organized, and practical approach tailored to the
County's needs.
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3. Responsiveness and Availability - 25 Points
a. Demonstrate responsiveness to routine, urgent, and emergency service requests.
b. Provide availability of personnel, facilities, and equipment to meet service
requests.
c. Provide emergency coverage, including after-hours, weekends, and holidays.
d. Provide past performance in responsiveness and service reliability.
Offerors shall demonstrate superior responsiveness and service availability.
4. Hours and Operations and Proximity - 25 Points
a. Provide regular and after-hours operations hours.
b. Provide proximity to County facilities and service areas.
c. Provide the anticipated travel times and impact on response.
d. Provide your ability to accommodate on-site or emergency service needs.
Offerors shall provide hours and locations that best support timely and efficient service
delivery.
G. Cost Estimates. Do not submit with the proposal response. The cost estimate will be
requested by the Procurement Division at the completion of the evaluation from firms
selected for further consideration. Pricing shall be submitted using Attachment G - Cost
Proposal (Excel). Costs must include all items such as professional time, travel, data
processing, forms, printing, or other expenses included in the proposed cost. Job
classifications and the fixed billable rates shall also be included for the Offeror and for any
subconsultants the Offeror is proposing. Offerors shall be aware that throughout the
duration of any awarded contract, Spotsylvania County will not allow the awarded Offeror
to exceed the Federal Government's (GSA) prescribed rates for mileage, lodging, meals
and any other travel/reimbursable related accommodations. GSA per diem rates can be
located at: http://www.gsa.gov/perdiem.
V. Proposal Evaluation Criteria
Selection of the successful Offeror(s) will be based upon submission of proposals meeting the
evaluation criteria. Proposals should be as thorough and detailed as possible so that the County
may properly evaluate Offeror's capabilities to provide the required goods/services. The
Evaluation Committee will use the following criteria in its review and evaluation of the Proposals:
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