Veterinary Services for the City of Buffalo Animal Shelter

Request for Proposals
VETERINARY SERVICES
FOR THE BUFFALO ANIMAL SHELTER
380 Oak Street
Buffalo, New York
Solicitation Issue Date: April 9, 2026
Proposal Due Date: May 6, 2026, 12:00PM EST
Issued by:
City of Buffalo Department of Public Works, Parks and Streets
65 Niagara Square, 502 City Hall
Buffalo, New York 14202
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Table of Contents
I. INVITATION TO SUBMIT PROPOSALS.......................................................................... 3
II. PROJECT BACKGROUND and SCOPE OF SERVICES................................................... 4
III. IMPLEMENTATION OF REQUIRED SERVICES............................................................ 7
IV. SUBMISSION REQUIREMENTS & SELECTION PROCESS.......................................... 7
V. PROJECT SCHEDULE.................................................................................................... 11
VI. TIME AND PLACE OF SUBMISSION............................................................................ 11
VII. ADDITIONAL INFORMATION...................................................................................... 12
VIII. GENERAL TERMS AND CONDITIONS........................................................................ 13
VIII. ATTACHMENTS............................................................................................................. 16
Attachment A - Proposal Form

Attachment B - Non-Collusion Certification
Attachment C - Executive Order 16-04
Attachment D - Living Wage Application
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I. Invitation to Submit Proposals
PUBLIC NOTICE
Request for Proposal for Veterinary Services for the Buffalo Animal Shelter
The City of Buffalo is soliciting proposals on the provision of various Veterinary Services for the
Buffalo Animal Shelter located at 380 Oak St., Buffalo, NY, 14203 The City invites all professional
service corporations organized and licensed for the practice of veterinary medicine and the
provision of medical services, with prior demonstrative experience in providing such services,
including but not limited to, for government entities, to submit a proposal for the City's
consideration. For purposes of this solicitation, Offeror's Veterinary Hospital must be located within
the greater Buffalo area and shall be accredited by New York State and certified with the American
Animal Hospital Association (AAHA) and Occupational Safety & Health Administration (OSHA).
The City contemplates entering into an independent agent operator agreement with the successful
applicant, for an initial term of one (1) year, with up to four (4) additional separate consecutive one
(1) year periods, such extension to be upon mutual agreement.
If you would like a walk-through of the property, please contact Jennifer L. Jacobs @
jjacobs@buffalony.gov by April 17, 2026, 4:00PM
Respondents are required to submit one (1) original and one (1) copy prior to May 6, 2026 at
12:00PM labeled "Proposal for Veterinary Services for the Buffalo Animal Shelter". Responses
shall be firmly sealed in an envelope or box and contain the Respondent's name and return address.
Under no circumstances will the City of Buffalo Department of Public Works, Parks and Streets
consider a proposal which is received after the deadline.
City's Designee for Communication
For the purposes of this solicitation, the City's Designee shall be Jennifer L. Jacobs with the Division
of Streets and Sanitation.
Jennifer L. Jacobs
Director of Street Sanitation, Department of Public Works, Parks and Streets
65 Niagara Square, Room 504
Buffalo, NY 14202
jjacobs@buffalony.gov
Copies of the request for proposal including all related documents will be made available on the
City's website and can be obtained by visiting the City's website at https://www.buffalony.gov/bids
All questions concerning this request for proposal shall be submitted no later than April 17, 2026 at
4:00PM via email by to: jjacobs@buffalony.gov
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All questions and answers will be posted to the City of Buffalo website by April 24, 2026.
II. Scope of Services
Each Offeror must submit a comprehensive and detailed description of the process by which it will
propose to perform the services described in this Request for Proposals. Offerors are free to make
recommendations of how their proposed services, and any additional features that they provide,
may be beneficial to the City meeting or exceeding its veterinary goals. All responses must include
anticipated costs.
The City intends to award a contract to the Offeror whose proposal is deemed to be in the best
interest of the taxpayers. The successful Offeror must possess a demonstrative record of providing
exceptional service and support.
CATEGORY A- GENERAL SERVICES
1. The primary purpose of the services sought from the Successful Offeror(s) is to perform
services incident to the Buffalo Animal Shelter. All examinations shall be covered under
general services. Any animal that is symptomatic in any way (coughing, sneezing etc.),
especially new intakes shall be examined/treated.
2. The Successful Offeror(s) agrees to provide:
A. Daily visits to the Small Animal Shelter, up to six (6) days a week between the hours of
approximately 7:00 A.M. to 2:30 P.M. Schedule to be agreed upon by both the Director
of the Animal Shelter and the Veterinarian. If animal becomes emergency after visiting
hours, it will be transported to hospital.
B. Examination and certification of health status of all rabies observation cases, also to
include providing and the administration of rabies shots/tags.
C. Examination and emergency treatment of all other animals in the Shelter's care, and
provide written reports of same.
D. Be available to provide emergency care seven (7) days a week within thirty (30)
minutes of being notified of the emergency.
E. Provide a qualified, currently registered/licensed Veterinary Technician on an as-
needed, on-call basis.
F. Inspection of facilities and vehicles with quarterly written reports.
G. Aid in acquiring controlled substances for tranquilizer gun.
H. Make recommendations based on professional knowledge for improvements in
sanitation, nutrition and disease control at the Shelter.
I. Be available to handle any public relations matters that the shelter Director may
request aid with.
J. Perform intravenous euthanasia at the Buffalo Animal Shelter pursuant to the
amendment to New York State Agriculture and Marketing Law and Public Health Law
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in relation to providing for humane disposition of dogs and cats in animal shelters and
pounds. Aid from Buffalo Shelter staff shall be limited to help in restraining in event of
euthanasia.
K. Supply all personnel necessary to perform euthanasia as described in Paragraph 1
above. Minimum of two (2) people required. Any procedure that requires the use of a
needle cannot be performed by Buffalo Shelter staff (other than Vet. Tech).
L. Tranquilize all aggressive and excitable animals prior to euthanasia so as to make such
euthanasia procedure as painless and humane as possible. Buffalo Shelter staff may
assist in restraining the animals.
M. Perform said euthanasia's six (6) days a week between 7:00 A.M. to 10:00 A.M. or at
the request of the Shelter's Director when necessary.
N. Perform individual euthanasia's on an emergency basis as requested by the Shelter's
Director within 30 minutes of notification, seven (7) days a week or at the request of
the Director of the Animal Shelter.
O. Purchase Sodium Pentobarbital necessary to perform required euthanasia's at the
Animal Shelter.
P. Maintain accurate records of euthanasias performed. Records must include:
1. Date euthanasia performed.
2. Description of animal euthanized.
3. ID number assigned by the Shelter to the individual animal.
4. Amount of sodium pentobarbital used to perform euthanasia.
5. Name of person performing euthanasia.
6. Submit all euthanasia records to the Department Public Works/Div. of Street
Sanitation on a quarterly basis within two weeks of the conclusion of each quarter.
Q. Complete records maintained by the Shelter.
R. Prepare all euthanized animals for disposal in an anesthetically accepted manner.
S. Administer feline combo test upon request of the Director of Animal Shelter. Every cat
going for spay/neutering requires a Combo Test prior to procedure. The City of Buffalo
to provide the test kit.
T. Unforeseen surgical procedures of excessive costs under this category will be
negotiated per case at the discretion of the Director of the Animal Shelter.
CATEGORY B- VACCINATIONS: See price list for items included (pg.18)
A. Provide and administer various vaccinations used in standard veterinarian practices as
requested by the Director of the Animal Shelter to include but not limited to feline
distemper vaccine, feline virulent calicivirus vaccine, canine distemper vaccine, canine
parvo vaccine, worming and bordetella/intrac. This category must be completed by the
proposer, as it is contingent upon Category A and/or C.
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CATEGORY C- REGULAR ELECTIVE SURGICAL PROCEDURES: See price list for items included (pg.19)
A. The City requires and will provide a Combo test for spaying/neutering of each cat. Up to
five animals per day are anticipated to be adopted by the City of Buffalo Animal Shelter.
Foster animals needing appointments for spay/neuter need to be scheduled in a timely
fashion. Minimal wait time no more than one/two weeks.
B. Potential vendors need to provide the following in a detailed proposal:
C. A general health evaluation to be conducted on all animals prior to surgery to determine
any illnesses or physical conditions which may cause additional costs for treatment
beyond the scope of services being proposed here.
1. It is the responsibility of the vendor to notify the Buffalo Animal Shelter as well as
the new owner to discuss any postponements and/or medical issues along with
treatment and cost as they arise.
D. The exact services to be provided
1. Spay and Neuter
2. Implant micro-chip subcutaneously.
E. Responsibility for the care of the animals shall be the sole responsibility of the vendor
from the time they are dropped off, until they are picked up by their owners.
F. The City of Buffalo Animal Shelter will provide transportation services Monday thru
Saturday. Transportation will take place by 6 P.M. the night before or by 9:30 the day of
surgery, Monday thru Friday and by 11:00 A.M. on Saturday, based on the availability of
space and transportation.
G. The Successful Offeror(s) of veterinary medicine will be available to handle any public
relations matters pertaining to the spay/neuter of animals.
H. The successful Offeror(s) of veterinary medicine shall maintain accurate records of all
procedures performed. Records must include:
1. Date and time when animal is transported to vendor
2. The date when the surgery is performed
3. The exact procedures and services provided while in the care of the successful
Offeror(s) of veterinary medicine.
4. Please note that if a standard form is currently being used for record keeping
regarding procedures and services provide, please submit a copy of this form along with
the proposal.
5. The date when the animal was released to the owner.
I. ALL PRICES ABOVE SHALL INCLUDE ALL LABOR AND MATERIALS REQUIRED
PERFORMING THE SERVICES AS SPECIFIED IN THE PROPOSAL.
J. IF THERE ARE ANY ADDITIONAL CHARGES FOR HOUSING BEYOND THE REQUIRED
RECOVERY PERIOD, PLEASE PROVIDE THIS INFORMATION.
CATEGORY D- MEDICATION AND PROCEDURES: See price list for items included (pg.20-22)
A. Provide and administer various medications and perform various procedures used in
standard veterinarian practices as requested by the Director of the Animal Shelter to
include, but not limited to Category D- Medications / Procedures listed on page 20-22 of
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this RFP. This category must be completed by the proposer, as it is contingent upon
Category A and/or C.
B. Pain medications should be generic.
C. Bulk Pricing per bottle.
III. Implementation of Required Services
It shall be the responsibility of successful Offeror(s) to provide veterinary medical services in
conformity with the generally accepted practices in the industry.
1. License, Training & Other Requirements
All personnel shall be trained and licensed in accordance with the laws of the State of New
York and shall further comply with any and all other applicable State and Federal laws in
the performance of their duties.
The successful Offeror shall be required to provide a copy of its Veterinarian License and
the Veterinary Technician license(s) and any training certifications for each of its'
personnel that would be assigned or dedicated to providing services for the City with the
submission of the proposal. The successful Offeror shall not permit any of its personnel
with an expired license or a training certification to perform work for the City. The
successful Offeror shall ensure that the City maintains a current copy of all such required
licenses and training certificates for its staff throughout the life of any contract arising
from this Request for Proposals, including any renewals or extensions thereof.
The cost for the successful Offeror's staff training shall be considered as part of the
successful Offeror's operational expenses and must be considered when calculating an
overall hourly rate. The time spent by staff in any training or continuing education
programs, though required, shall not be billable to the City.
2. Successful Offeror's Record Keeping
The successful Offeror shall maintain an accurate and complete records relative to the
services provided under any contract arising from this Request for Proposals. All required
documentation shall be readily available for inspection by any authorized City
representative, during the course of any contract arising from this Request for Proposals,
including any extensions or renewals thereof. The successful Offeror further agrees to
provide reports, documents or testimony, if requested, in any litigation matter which may
arise with regard to any contract arising from this solicitation and/or the services provided
thereunder.
IV. Submission Requirements & Selection Process
a. Proposal Requirements
Prospective operators are required to submit one (1) signed original and one (1) copy of
respondent's proposal submission. The proposal submission responsive to this RFP shall be
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limited to no more than approximately 30 double-sided pages (minimum 11-point font
preferred) that shall be bound.
Responses should demonstrate an understanding of the requirements and present the following
information in the same chronology as presented below clearly divided by the numbered
sections, along with all required appendices/attachments. Respondents should provide the
following:
i. Cover Letter
Summarize your organization's ability to undertake the requirements sought in this
request for proposals - your overall approach for implementing and monitoring the
described services, including and proposed approach to project management, strategies,
tools and safeguards for ensuring performance of all required services, equipment,
software and firmware considerations, training and ongoing support, any distinguishing
factors on why your organization should be selected.
ii. Organization Information
A. Full legal company name, organization structure (e.g., corporation, partnership, joint
venture) of respondent(s), and complete contact information including mailing
address, phone and fax numbers, and email address.
B. A brief description of firm. Including the number of years in business, major markets
served, company history, relevant operating segments, primary vision and strategy,
number of employees, office location(s) and any Joint Venture Partners.
C. A copy of Offeror's Veterinarian License evidencing that you are duly licensed to
practice veterinary medicine in New York State as required under Article 135, section
6704 of New York's Education Law and Part 62 of the New York State Commissioner of
Education Regulations.
D. The respondent should indicate if the company has been a party in any legal suit,
action or contractual event of default in the last five (5) years. If so, provide
explanation.
iii. Experience and References
Each Offeror must provide a summary of their professional qualifications and the experience
of all staff who will be assigned or dedicated to the services described in this Request for
Proposals. For each person identified, describe the following information:
A. Title and reporting responsibility;
B. Proposed role in this project, including the functions and tasks for which they will have
prime responsibility (also indicate areas of secondary responsibility, if appropriate);
C. Pertinent areas of expertise and past experience;
D. Base location (local facility, as applicable);
E. Curriculum vitae and corporate personnel profiles which describe their overall experience
and expertise.
F. New York State Veterinary Technician License for each member of Offeror's staff that may
be assigned or dedicated to providing the services described in this Request for Proposals.
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The same will be required for any newly hired personnel that the successful Offeror hires
and assigns to providing said services.
G. Certifications for each member of Offeror's staff that may be assigned or dedicated to
providing the services described in this Request for Proposals. The same will be required
for any newly hired personnel that the successful Offeror hires and dedicates to providing
said services.
H. List any contracts that have been terminated or have been renewed within the last five
(5) years, and include the name of a contact person. Contacts provided should be
individuals who are capable of speaking to the management entity's performance on the
contract cited.
b. Selection Process
The City's evaluation process will be structured to secure a highly skilled, diligent, responsive and
experienced veterinarian that will be effective in providing the highest quality of services that the
City requires. Offerors are encouraged to submit proposals that fully meet and/or exceed the
specifications contained in this solicitation by providing recommendations of alternatives,
enhancements or improvements in available equipment, coverages, etc., as options for consideration
by the City.
Offerors must specifically identify any requirement contained in this solicitation that they are unable
to satisfy. Offeror's recommended features that enhance the City's veterinary needs, or
recommendations for additional forms of service and/or equipment, must be separately identified in
the proposal, including their cost, so as to not impact the evaluation of the proposal where they
contribute to an additional cost. The City will consider such options, in its sole discretion, as
supplements to any contract arising from this solicitation after the determination to award has been
made.
After receiving the responses, the City's selection committee will review them and may narrow down
to the top respondents based on the written response and perform interview. Selection for interviews
will be based on an independent evaluation based on a point system of 100 total points. The
submitted proposals will be evaluated using the following criteria:
1. Compliance with Request for Proposals requirements [10%]
2. Demonstrative experience and ability to fulfill the requirements contained in the
Request for Proposals; [30%]
a. Qualifications and resumes of staff providing veterinary services;
b. Staff availability to perform tasks, including experience and ability to have staff
dedicated to providing services at the Buffalo Animal Shelter;
c. Proposed plan and methodology to achieve desired results;
d. Estimated time frame to commence providing services;
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3. Proposed cost [30%]
4. References and other factors which the City considers relevant [10%]
5. Diversity Practices [20%]
a. Offeror's minority workforce development, community involvement and
vendor policies [15%]; and
b. Offeror's women workforce development, community involvement and
vendor policies [5%]
Proposals that are incomplete and missing key components necessary to fully evaluate the proposal
may, at the sole discretion of the committee, be rejected from further consideration due to "non-
responsiveness" and rated non-responsive. Proposals providing responses to all sections will be
eligible for detailed analysis.
Company Profile
Offeror is required to prepare and submit a brief description of the Offeror's firm, company, or
corporation, which must include:
i. Name, mailing address, telephone number and fax number of the primary contact
person for the firm;
ii. A brief description of the firm, including but not limited to the firm's history; number of
years in business; size; office locations;
a. Workforce: Offerors should describe any programs or actions they undertake to
attract, recruit, train, retrain and promote minority and female employees, partners
and associates and current representation of minorities and women.
b. Community Involvement: Offerors should describe any programs or initiatives they
sponsor or support that furthers the development of minority or women-owned
business enterprises within the City of Buffalo.
c. Vendor Policies: Offerors should describe any procurement policies or practices they
have adopted that provide M/WBE suppliers or services business opportunities.
Final selection will be based on the above factors, as well as interview performance if interviews are
conducted. The City of Buffalo Department of Public Works, Parks and Streets reserves the right to
award the contract to other than the proposer presenting the lowest overall cost. The contract
resulting from this RFP will be awarded to the qualified proposer whose proposal that City of Buffalo
Department of Public Works, Parks and Streets determines to be the most advantageous to the City
of Buffalo based on the evaluation of the criteria outlined above.
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