Description

This is a Request for Proposals for Animal Care and Boarding/Kenneling/ services.  It is the City of Windcrest’s preference to award this contract to one vendor but the City reserves the right to also choose one or more secondary vendors.

Requirements

1.1               Services.  Services to be provided under the Contract include:

(a)                Provide Animal Shelter and Kenneling services on an as-needed basis for the boarding of animals seized by the City under various authorities, including but not limited to, the animals being abused, the animals being abandoned, the animals being designated as dangerous or aggressive, etc.  The proposal sheet submitted should include the per unit cost per day for each type of animal with itemized charges for each element needed for care of the animal during a 24-hr period.

(b)                Animal Shelter and Kenneling services is required to hold animals up to 180 days, unless adopted out by Animal Control Office or placed in foster/rescue service by the Kennel after the 7-day holding period.

(c)                Accept all animals presented by the City at any given time, including peak and holiday times, for the intake of animals which can be dedicated and guaranteed to the City of Windcrest. Historically, the City has averaged 12 animals per day in its boarding facility, and has admitted as many as 4 animals in a single day.  The proposal sheet submitted should include the per unit cost per day for each type.

(d)                Provide a quarantine process for animals when needed. The proposal sheet submitted should include the per unit cost per day for each type of animal with itemized charges for each element needed for quarantines.

(e)                Medical and emotional evaluation of animals once placed in the vendor’s care. Written presentation of recommendation to the Animal Control Officer. Ability in an emergency situation to have access to a veterinarian.

(f)                  Providing quality food, water, medications, and other supplies, such as blankets, toys, and equipment needed to help give each animal the best chance at being adopted out of the facility.

(g)                Accepting ownership of the animal after the expiration of the 180-day placement.

1.2               Optional Services. Additional consideration will be given to bidders with an established program to permanently place animals with area rescue, foster, and adoption providers once the 7-day holding period has been lifted.  These optional services will not be contractually required, but the city will compensate the successful bidder on a per-placement basis for animals permanently placed with rescue, foster, or adoption providers by the vendor. For animals that are permanently placed by the vendor within 45 days the vendor shall be receive a bonus compensation with $650 per-placement and if permanently placed within 90 days the bonus compensation shall be $300.00.  

1.3               Veterinarian Services not Requested. It is the vendor’s responsibility to work with the Animal Control Officer, including allowing the Animal Control Officer regular access to animals during advertised business hours, and reporting medical concerns to the Animal Control Officer, so the Animal Control Officer can have proper veterinarian services provided to the animal.

1.4               Cost Basis.  The City intends to procure these services on a cost per-animal per-day cost. The proposal sheet submitted should include per-animal per-day cost for each type of animal, with itemized charges for each element needed for the animals placed in the vendor’s care.

1.5              Inspections.  The City may make unannounced inspections during normal business hours of any operational areas of the facilities. The vendor must provide reasonable access and allow the inspections.  The vendor's authorized representative shall personally contact the City’s designated representative should any unforeseen problems arise on any given day due to weather or any other reason.

1.6              Reports.  The vendor shall issue written weekly work reports on company letterhead or printed company work reports including:

      Date.

      All information on all animals submitted to the vendor’s care by the City.

      All recommendations for any animals submitted to vendor’s care by the City.

      The adoption/foster status of all animals submitted to the vendor’s care by the City.

      Total number of animals and total costs charged to the city are to be provided on a monthly basis.

1.7               Periodic Meetings.  It will be vendor's responsibility to provide adequate personnel, materials and equipment to meet the requirements of this RFP.  Periodic meetings will be held either on-site or in the offices of the City to discuss modifications required to meet short term as well as long-term objectives and goals of the City.  It is further understood that a representative of the vendor shall attend all job meetings of this nature.

1.8               Complaint Handling. Any complaints forwarded to the contractor by the City of Windcrest Police Department should be resolved within twenty-four hours.  Procedures for resolving complaints shall include at least contact with the complainant and responding to the City in writing with a summary of the contact communication and a list of the steps (if any) taken to resolve the complaint.

1.9               Bidders’ Responses.  Interested bidders should submit one original and six (6) printed copies of their proposal in a single, sealed envelope clearly marked “Confidential Response to RFP #2025-2026-001 Animal Care and Boarding/Kenneling/ Services.  Do not open before November 14, 2025, 3PM CST.” Bidders must include descriptions of the following information.  A questionnaire is provided below in Section 5.  

2.  Bidding Process

2.1               Sealed bids will be received by the City of Windcrest, Texas, at the office of Finance Department, Windcrest City Hall, 8601 Midcrown Drive, Windcrest, Texas 78239, until the hour 3:00 PM on Friday, November 14, 2025, at which time bids duly delivered and submitted will be opened then and there and the name of each bidder will be publicly read aloud.

2.2               Any bid received after the stated closing time will be returned unopened.  If bids are sent by mail to Finance Department, the bidder shall be responsible for actual delivery of the bid to him before the advertised date and hour for opening of bids. If mail is delayed by the postal service, courier service, an ISP – internet service provider or in the internal mail system of the City of Windcrest beyond the date and hour set for the bid opening, bids thus delayed will not be considered and will be returned unopened.  

2.3               Information concerning bid specifications and bid process/procedures may be obtained by e-mailing the City’s Finance Director at purchasing@windcrest-tx.gov. Questions may also be submitted by mail to Attn: Finance Department, Windcrest City Hall, 8601 Midcrown Drive, Windcrest, Texas 78239 or by submitting the question to the administrative desk at the same address. All questions shall be submitted, in writing, by 3:00 PM CST November 7, 2025. Answers, interpretations, or clarifications considered necessary by the City in response to such questions will be issued by addenda and posted online or otherwise delivered to all parties recorded by the City as having received the RFP. Questions received after the deadline will not be answered. Only questions answered by a formal written addendum will be binding. No oral and other interpretations or clarification will be considered official or binding.  

2.4               A non-mandatory Pre-Bid Submittal Meeting for bidders and potential bidders will be held on November 4, 2025, at 3:00 PM CST at Windcrest City Hall, 8601 Midcrown Drive, Windcrest, TX 78239.

2.5               RFP Evaluation.  The RFP will be awarded on the basis of “best value,” using the following criteria:

Criteria                                                                                  Max Points
  Qualifications of the individuals performing the tasks       150
  Cost to the City                                                                   120
  Experience and Expertise                                                     90
  References                                                                           60
  Past Performance                                                                 30
 

2.6               City reserves the right to reject any and/or all bids, to waive technicalities, to re-advertise, to proceed otherwise when the best interests of said City will be realized hereby.  Bids will be submitted sealed and plainly marked with the date and time of opening.

2.7               The City of Windcrest City Hall is wheelchair accessible.  For accommodation or sign interpretive services needed for bid openings, please contact the Finance Office 48 hours in advance at (210) 655-0022.
 

3.  GENERAL CONDITIONS

3.1               Addenda.  It is the responsibility of the vendor to check for addenda.  Addenda will be posted to the City’s website.

3.2               Annual Contract Funding.  The City operates on a fiscal year that ends on September 30th.  Because state law mandates that a municipality may not commit funds beyond a fiscal year, this bid is subject to cancellation if funds for this service are not approved in the next fiscal year.

3.3               Assignment of Bid/Contract. The successful bidder may not assign its rights and duties under a contract award without the written consent of the City’s Finance Director.  Such consent shall not relieve the assignor of liability in event of default by its assignee.

3.4               Bid Consideration/Tabulation.  After bids are opened and publicly read, the bids will be tabulated for comparison on the basis of the best value method shown in the RFP.  Until final award of the Contract, the City reserves the right to reject any or all bids, to waive technicalities, and to re-advertise for new bids, or proposed to do the work otherwise in the best interests of the City.

3.5               Bid Submission. Bids may be submitted in person or by mail.  Submit bids via mail to Windcrest City Hall, Attn: Finance Department/Purchasing, 8601 Midcrown Drive, Windcrest, TX 78239.  To submit a bid via mail, all documents must be returned and an original signature provided on the proposal to bidders sheet.  Bids will not be accepted in either format without a signature. The City is not responsible for mail service.  

3.6               Changes or Alterations.  No part of this bid may be changed/altered in any way.  Vendors must submit written requests to change any specifications/conditions with their bid.  Changes made to this bid without submission of a written request to this bid will result in disqualification.

3.7               Completing Information.  Bidder must fill in all information asked for in the blanks provided under each item.  Failure to comply may result in rejection of the Bid at the City’s option.

3.8               Contract Clause.  All bidders understand and agree that the vendor’s bid response will become legally binding upon acceptance in writing by the City.  The bid will be for a more extensive contract that will be prepared by the city.

3.9               Default.  In case of default of the successful bidder, the City of Windcrest may procure the services from other sources and hold the bidder responsible for any excess cost occasioned thereby.

3.10           Indemnification.  IN CASE ANY ACTION IN COURT IS BROUGHT AGAINST THE CITY, OR ANY OFFICER OR AGENT OF THE CITY, FOR THE FAILURE, OMISSION, OR NEGLECT OF THE VENDOR TO PERFORM ANY OF THE COVENANTS, ACTS, MATTERS, OR THINGS BY THE CONTRACT UNDERTAKEN; OR FOR INJURY OR DAMAGE CAUSED BY THE ALLEGED NEGLIGENCE OF THE VENDOR OR HIS SUBCONTRACTORS OR HIS OR THEIR AGENTS, OR IN CONNECTION WITH ANY CLAIM BASED ON LAWFUL DEMANDS OF SUBCONTRACTORS, WORKMEN, MATERIALMEN, OR SUPPLIERS, THE VENDOR SHALL INDEMNIFY AND SAVE HARMLESS THE CITY AND ITS OFFICERS AND AGENTS, FROM ALL LOSSES, DAMAGES, COSTS, EXPENSES, JUDGMENTS, OR DECREES ARISING OUT OF SUCH ACTION.

3.11           Insurance.  Deductibles, of any type, are the responsibility of the vendor/contractor. Please refer to p.13 for liability insurance requirements.

3.12           Provisional Clauses.  The City of Windcrest will not enter into any contract where the cost is provisional upon such clauses as are known as “escalator” or “cost-plus” clauses.

3.13 Rejection of Bids.  The City reserves the right to reject any or all bids or to waive technicalities at its option when in the best interests of said City.  Bids will be considered irregular if they show any omissions, alteration of form, additions, or conditions not called for, unauthorized alternate bids or irregularities of any kind.  However, the City reserves the right to waive any irregularities and to make the award in the best interests of the City.  The City reserves the right to reject any or all bids, and all bids submitted are subject to this reservation.  

3.14              Request for Non-Consideration.  Bids deposited with the City will be considered as an open bid once submitted and cannot be withdrawn.  However, if the vendor decides they no longer want their bid to be considered, they may request non-consideration. The request for non-consideration of bids must be made in writing to Finance Director and received by the City prior to the time set for opening bids.  After other bids are opened and publicly read, the Proposal for which non-consideration is properly requested will be opened, the name of the bidder will be read aloud, and the bid will then be returned to the bidder without consideration by the City.  The Proposal may not be withdrawn and non-consideration may not be requested after the bids have been opened, and the Bidder, in submitting the same, warrants and guarantees that this bid has been carefully reviewed and checked and that it is in all things true and accurate and free of mistakes and that such bid will not and cannot be withdrawn because of any mistake committed by the Bidder.

3.15               Sales Tax.  The total for each bid submitted must include any applicable taxes.  Although the City is exempt from most City, State, or Federal taxes, this is not true in all cases.  It is suggested that taxes, if any, be separately identified, itemized, and stated on each bid. Services billed by the awarded vendor are tax exempt. The City will provide awarded vendor with tax exemption form.

3.16              Working Hours. The City requires that the Vendor have working business hours of at least 8:00 a.m. to 5:00 p.m. and be available should the City need access after hours.

4.  Special Conditions

4.1               Term of Service.  This contract will begin on the date of the execution of the contract, and will end one year from the date of execution of the contract.

4.2               Optional Extensions.  The contract may be extended for two additional one-year periods provided both parties are in agreement.

4.3               Best Value.  The City of Windcrest reserves the right to make a bid award to either one vendor whose bid is the best value for the City, or to multiple vendors. If the award is made to multiple vendors, it will be either as one vendor being the primary vendor and the other vendor the secondary vendor, or both vendors awarded jointly.

4.4               Multiple Awards.  It is the City’s intention to award the entire bid to one vendor, but it reserves the right to award the bid by category. If the bid is predicated on being awarded multiple or all of the categories, you must provide this data with your bid. If you fail to specify this, the City will award this bid in our best interest either in total or by category.

4.5               Price Increases.  One price increase per calendar year will be considered provided supporting documentation is supplied 30 days prior to desired increase date to the Finance and Police Department via email and mail.    Once reviewed and approved a letter from the Finance Department will be issued to all parties. Price increases will be effective on the first day of the next optional extension.

4.6               Cancellation.  The City of Windcrest reserves the right to cancel the contract upon forty-five (45) days written notice with or without cause.

4.7               As-Needed Services.  The services are on an as-needed basis depending on the number of animals possessed by the City at any given time and the particular needs of such animals. As a result, the term sheet should account for a lack of animals submitted for services and a per-animal as well as a per-service amount.

4.8               Proof of Insurance.  Vendor must submit proof of insurance (by means of the attached insurance requirement affidavit) which meets or exceeds the limits stated within the bid documents.

4.9               References.  Please provide three (3) references from municipalities or other clients that are currently using your kennel services on the form provided as the attached Exhibit “C”.

4.10           Qualified Personnel.  The vendor and contractors will assign only qualified, trained, competent and reliable personnel to perform the services. All employees must be able to meet the requirements stipulated with the United States Department of Justice Employment Eligibility Verification Form (I-9), and the vendor is required to have this information available for review by the City at any time.

4.11           Weekly Review.  Vendors will be required to give a post weekly job review/site maintenance performance. An email and or letter to appropriate department and cc to purchasing@windcrest-tx.gov  will suffice.  This request will be discussed future during the meeting prior to the start of the contract.

For complete RFP please visit our website https://www.windcrest-tx.gov/400/Bid-Openings-RFQs-RFPs