CITY OF DALLAS SPECIFICATIONS for Request for Proposals (RFP) BLZ1324

FERAL HOG CONTROL & ABATEMENT PROGRAM

PURPOSE The City of Dallas (City) is accepting proposals for a thirty-six month service contract for trapping and humane removal of feral hogs within the city limits of Dallas. The Citys intent is to award the feral hog trapping contract to an experienced trapper that uses proven methods of capturing the animal without injury or with minimal injury. Additionally, the Citys intent is to capture and remove the animal in a humane method. Putting down a captured animal is only acceptable if the trapper, or any other person, is in danger, or if the animal has been injured to the extent that it becomes unsafe or inhumane to transport the animal in such condition. The City is experiencing feral hog problems on many of its properties. This solicitation is to develop and implement a City-wide feral hog control and abatement program. The primary goal is to establish an overall approach to the significant reduction or elimination of damage to property within the City as a result of feral hog activity. The program region is identified by Attachment A. The trapping program under this agreement will be for trapping and removal from City-owned property. Proposals shall include all costs, labor, materials and equipment for the development and implementation of a feral hog control and abatement program for the term of the contract. The selected trapping contractor will be expected to make reasonable adjustments in equipment or procedures during the term of the contract, and as deemed necessary, to ensure the programs success at no additional cost to the City. The City reserves the right to short list companies submitting proposals and request presentations summarizing or clarifying their control, abatement and implementation of the program as part of the evaluation process. PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held as listed on the proposal signature sheet. Vendors are encouraged, but not required, to attend the pre-proposal conference to discuss any questions with department representative(s). This will be the only contact between the vendor and department during the bidding process. All other correspondences, prior to award by City Council shall be directed to the buyer, Sandy Baxter, (214) 670-3446, sandra.baxter@dallascityhall.com.

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METHOD OF AWARD This contract will be awarded in its entirety to the most advantageous proposer demonstrating compliance with the specifications. However, the City reserves the right to reject proposals and rebid the solicitation. SCOPE OF WORK Minimum requirements include: Successful contractor will be required to do a survey coordinate the placement of traps and any other activity related to the feral hog abatement program with the Project Coordinator. This is to ensure acceptable and safe placement of traps on public land, and to minimize exposure. The contractor will notify the City by email or in writing within 24 hours of any planned trap movement or new placement. Written description of proposed methods to implement the vendors plan as well as suggested time periods to review and evaluate the plan results with periods of adjustments as needed to ensure maximum control and abatement results; Development of a feral hog control and abatement plan to reduce/eliminate damage to City property with measurable goals by 25% per year as measured by the Project Coordinator; Deploy and maintain adequate numbers of feral hog traps and pens to achieve the above stated 25% goal with rapid, humane capture and removal; Deploy trapping devices based on land conditions to maximize hog capture while limiting citizen impact, awareness, involvement and visibility of the trapping process; Employ trapping procedures that will minimize trapping or injury to nontarget species; Incorporate adequate number of game cameras placed at strategic locations to aid in the abatement plans implementation. Photos of the trapping procedures shall be used as part of the contract to review and validate the evidence of hog activity, travel patterns, and security of trapping equipment; Bait and check traps daily, or several times daily, based on weather, conditions and needs. Newly deployed traps shall be checked daily until trapping success is achieved. Once a trapping location has proved successful, the vendor shall check the trap at their discretion, but no more than a maximum of 48 hours between physical checks of any trap/pen; Photograph with date stamp all trapped hogs before removal and forward photograph electronically to the Citys contract coordinator for record keeping; Humanely remove and transport trapped animals to a USDA approved meat processing company for disposal;
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 Attach photos and quantity receipt(s) from vendors USDA approved meat processing company with monthly invoices;) Remove any observed carcasses and dispose of in the McCommas landfill NOTE: The City reserves the right to accept or reject any form of removal and processing that is considered inhumane. QUALIFICATION OF PROPOSERS Shall have minimum of two (2) year commercial feral hog or large wild animal trapping service experience. Shall provide a minimum of two (2) verifiable references with similar services evidencing experience. Reference information should include contact information - Client Name, address, contact name with telephone number and/or email, service provided and dates of service. Shall have a current State of Texas trapping license at the time of proposal submission. Shall provide the required insurance coverage within 10 days of award. Should include information detailing their ability to provide the resources to implement a City-wide trapping program.

QUESTIONS ABOUT THE REQUEST FOR PROPOSAL AND RELATED ISSUES During your review of the proposal specifications and preparation of proposals, proposers may discover certain errors, omissions or ambiguities. If this is the case, or if the meaning of any part of this proposal package is unclear, proposers must submit written questions to the buyer, below, at least 72 hours before the opening date, and in time to allow the City to answer the questions and distribute written responses to all proposers before the said opening date and time. All inquiries must be directed in writing to the buyer, below. City staff is instructed NOT to discuss this solicitation with proposers. The buyer will make all necessary arrangements for direct contact with other City departments, if required. If proposers do not ask questions or clarify any assumptions, the City will assume proposers understand the Citys requirements and that the proposers offerings will meet those needs at the price stated. Do not rely on oral instructions or clarifications. The Citys official position to questions or concerns will be posted as an addendum on the Citys website, www.bids.dallascityhall.org, by the buyer. Please direct your inquiries to the buyer in writing: Sandy Baxter, Buyer III Business Development and Procurement Services sandra.baxter@dallascityhall.com
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PROCEEDS FROM TRAPPING AND REMOVAL OF ANIMALS Continual performance of trapping duties is critical for the success of the abatement program. However, a performance based payment method is not part of this agreement. In lieu of a performance based payment plan, the City will allow the successful vendor to retain any residual compensation from the animal processing plant. PROPOSAL EVALUATION PROCESS A. Evaluation Process All proposals submitted in response to the RFP shall be reviewed by the Evaluation Committee. B. Proposal Evaluation Committee The Evaluation Committee shall be comprised of persons designated by the City. The Committee shall determine the most advantageous proposer pursuant to selection criteria listed below. C. Evaluation Criteria - All Proposals shall be evaluated using the same criteria and scoring process. The maximum number of evaluation points per criteria is listed on the right of each item. The following criteria shall be used by the Committee to evaluate proposals:

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1)

Proposed Cost Experience, Reputation, Demonstrated Ability - Offerer shall provide a detailed description or resume outlining the firms overall experience and reputation, including resumes of key personnel proposed to be assigned to this project.

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2) Proposer shall provide specific examples of projects completed that demonstrate the individuals AND firms ability to perform the work described in the proposal, particularly examples involving projects performed in the public sector. Capacity to Meet Materials Requirements of Proposal Proposer shall provide detailed information on the capacity to meet the requirements outlined in the proposal, including, but not limited to, materials and methods used in the trapping process, humane removal of trapped animals, number of other projects/assignments/clients that would be on-going concurrent with this project, etc. TOTAL

30

3)

25

100

D. Oral Presentations After review of the responses received, the Evaluation Committee may determine that oral presentations are required before making a final decision. Oral presentations will be on an individual basis and closed to third parties and other Proposers. During the presentations, the Proposer will review in detail all aspects of the Citys requirements and the proposal. The City may accept an initial proposal without presentations if the City determines such proposal to be far superior to all other competing proposals. E. Selection of Qualified Proposals The City may at any time investigate a Proposers ability to perform work. The City may ask for additional information about a company and its work on previous contracts. Proposers may choose not to submit such information in response to City request; however if failure to submit such information does not clarify the Citys questions concerning the ability to
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perform, the City may discontinue further consideration of a particular proposal. The City would typically be interested in previous experience in performing similar or comparable work, staffing and personnel turnover, financial statement of resources for current and past periods and other relevant information. Please be aware that the City may use sources of information not supplied by the Proposer concerning the abilities to perform this work. Such sources may include current or past customers of the organization; current or past suppliers; articles from industry newsletters or other publications or from non-published sources made available to the City. F. Rejection, Acceptance or Disqualification of Proposals This Request for Proposals does not commit the City to award any contract. The City reserves the right to reject any or all proposals, to waive technicalities or minor irregularities, and to accept any proposal it deems to be in the best interest of the City. The City shall not be liable for any costs incurred by any firm responding to this RFP. Proposers may be disqualified for any but not limited to the following reasons: 1. Reason to believe collusion exists among the Proposers; 2. The Proposer is involved in any litigation against the City; 3. The Proposer is in arrears on an existing contract or has failed to perform on a previous contract with the City; 4. Lack of financial stability; 5. Failure to use the Citys approved forms. EVALUATION OF AWARDED CONTRACTORS ABATEMENT PLAN The success of the feral hog abatement program is of the highest importance to the City. To determine the programs success, the City will require periodic evaluations. Final determination of how many evaluations and when they may be scheduled will be determined after the review of the abatement proposals. The final evaluation plan for the program shall be detailed in awarded vendors best and final offer; which will be an exhibit to the executed agreement. Regardless of any agreement, the City reserves the right to request an evaluation at its convenience should the programs success be in question. COMMUNICATION The feral hog abatement program will be assigned to a Project Coordinator who will be the Citys primary point of contact. All correspondence regarding a hog
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issue or request for response should be coordinated through the Project Coordinator. Vendors shall answer written correspondence from the City within three (3) working days, Phone messages left by City personnel shall be returned within four (4) hours or if left after business hours, shall be returned by 12:00 noon of the next business day. INSURANCE REQUIREMENTS The successful contractor will be required to purchase, within ten (10) days of award, and maintain, during the term of the contract, insurance as described in Attachment 1 and agrees to the indemnification agreement therein. PERMITS AND COMPLIANCE WITH LAWS AND REGULATIONS Prior to commencing any service, the successful contractor shall obtain any and all necessary permits required by City ordinance or State or Federal law for the performance of those services. The City has developed an Environmental Management System (EMS), based upon International Standards Organization (ISO) Standard 14001. As part of the EMS, the City has adopted an environmental policy. Vendor acknowledges receipt of the environmental policy, as evidenced by the Environmental Record Affidavit, as a part of this solicitation and shall adhere to the policy and provide information to City in the form as requested, and at the times requested, by City in furtherance of the policy. Vendor shall, comply with all applicable City codes and ordinances and all applicable State and Federal laws, rules and regulations during the performance of this Contract. INVOICE REQUIREMENTS Invoices submitted for payment must include the following information: Name and address of the Project Coordinator Date of service (month ending, mo/day/year) Delivery order number (DO#) that authorized the service Photographs of hogs trapped during that service period (date stamped) Delivery tickets of hogs purchased by the contractors USDA approved meat packing company Update of how many traps, pens trapping/baiting devices currently in use under the contract or receipt from landfill if there was removal of feral hog remains.

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Invoices submitted without this information will be returned to the supplier, and payment will not be made until required information is provided on the invoice. PAYMENT Projected payment terms are net 30. Payment will be made within thirty (30) days of receipt and approval of a correct invoice as detailed above. Payments will not be made from statements. Successful vendor will ensure that the correct mailing and remittance addresses are on file with the City. TERMINATION The City may terminate this agreement in whole or in part by giving ten (10) days written notice thereof to vendor. The City will compensate vendor in accordance with the terms of the agreement for all goods and services delivered and accepted prior to the effective date of such termination notice. ADD-ON: The City reserves the right to add, delete and/or acquire other product/services that the vendor can supply which are similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows: Procurement or the using department will obtain from the Vendor a letter (on his/her letterhead) verifying the items to be added. The letter shall include the complete description of the item, the location (if applicable), the bid number, bid scheduled number, the price to the City and the applicable contract period; and upon receipt and approval by the Procurement Department shall automatically become part of the contract. The City, however reserves the right to accept or reject the letter and to acquire the supplies or materials in the open market.

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