REQUEST FOR PROPOSALS
ANIMAL POUND SERVICES
REQUEST FOR PROPOSALS
The City of Minot, Police Department, (City) is requesting proposals from qualified
firms to provide animal pound services. The successful service provider (Provider)
will work closely with the Minot Police Department to meet the City’s needs.
This request for proposals (RFP) does not commit the City to award a contract or
contracts and is a proprietary document issued solely for the benefit of the City.
Any response, including written documents and verbal communications, by any
Provider to this RFP shall become the property of the City and may be subject to
disclosure pursuant to state law.
Providers responding to the RFP must submit two (2) paper copies of their
proposal, signed by a representative authorized to bind the services of the
company, in a sealed envelope by 4:00 PM on March 19, 2026.
City of Minot
Attn: City Clerk Animal Pound RFP
PO Box 5006
10 3rd Ave SW
Minot, ND 58702-5006
Proposals submitted after the above-specified date and time will be rejected. Oral,
facsimile, telegraphic, electronic, or mailgram proposals will not be accepted as
fulfilling the requirements. Incomplete proposals are subject to rejection.
No proposal shall be accepted from, or contract awarded to, a firm in which any
City employee, director, or official has a direct or indirect financial interest, in
violation of applicable City rules. Entities that are legally related to each other or
to a common entity which seek to submit separate and competing proposals, must
disclose the nature of their relatedness.
The City shall not be liable for any cost associated with the development,
transmittal, or presentation of any proposals submitted in response to this RFP. It
shall be the Provider’s responsibility to review and verify the completeness of its
proposal.
Any questions pertaining to the RFP should be directed to the Minot Police
Department representative via email or phone at the following:
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Deputy Chief Dale Plessas
(701) 857-4868
dale.plessas@minotnd.gov
The City assumes no responsibility for conclusions or interpretations derived from
the information presented in this RFP or otherwise distributed or made available
during the procurement process. In addition, the City will not be bound by or be
responsible for any explanation, interpretation, or conclusions of this RFP or any
documents provided by the City other than those provided by the City through the
issuance of addenda. In no event may a Provider rely on any oral statement by the
City or its agents, advisers, or consultants. Should a Provider find discrepancies or
omissions in this, or any other documents proceeded by the City, the Provider should
immediately notify the City of such potential discrepancy in writing, and if the City
determines clarification to be necessary, a written addendum will be posted. It is
the sole responsibility of the Provider to stay informed of any addendum.
Each Provider requesting an interpretation will be responsible for delivering such
request to the City’s designated representative as indicated above.
BACKGROUND AND INTRODUCTION
It is the intent of this RFP to establish a Professional Services Agreement
(Agreement) with one or more Provider(s) for the animal pound services for the
City. The Agreement will begin at 12:01 A.M., the day after the Provider has been
notified that the Agreement has been fully executed, and it will expire at 11:59 P.M.
one (1) year after the Agreement commencement date. While the City’s intent is to
enter into a one-year Agreement at minimum, the City reserves the right to
negotiate a different term in its sole discretion.
THE CITY’s RIGHTS AND OPTIONS
City, in its sole discretion, reserves the following rights:
1. To cancel the RFP with or without the substitution of another RFP.
2. To take any action affecting this RFP, this RFP process, or the service of
facilities subject to this RFP that would be in the best interest of the City.
3. To issue additional requests for information.
4. To require one or more Providers to supplement, clarify, or provide
additional information for the City to evaluate the proposals submitted.
5. To conduct investigations with respect to the qualifications and experience
of each Provider.
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6. To waive any defect, formality, or irregularity in any proposal received.
7. To reject any or all proposals received.
8. To award all, none, or any part of the services that is in the best interest
of the City, with one or more of the Providers responding, which may be
done without re-solicitation.
9. To discuss and negotiate with the selected Provider(s), any terms and
conditions in the proposals including, but not limited to, financial terms.
10.To enter into any agreement deemed by the City to be in the best interest
of the City, with one or more of the Providers responding.
PROPOSAL CONTENT AND FORMAT
A. General Information
The proposal shall contain the following items and information:
1. Cover Letter – This should be signed by the officers of the company. The
letter should indicate that the Provider agrees to and is bound by the
proposal as submitted unless modifications are mutually agreed to by the
City and the Provider. The cover letter should also introduce the company,
describe their organizational structure, and include their contact
information.
2. Executive Summary that contains a summary of the Proposal,
3. The Proposal itself, to include:
a. Organizational Background – including the company’s history,
incorporation information or legal status, nature of the Provider’s
business, mission, staffing, and relevant experience.
b. Statement of Qualifications – as described in Paragraph B below.
c. Facility Description (if any) – including the location, capacity,
veterinary services (if any), and hours of operation. Photographs of
the facility are optional.
d. Scope of Work – as described in Paragraph C below.
e. Approach to Services – intake, care, adoption, and any euthanasia
policies.
f. Reporting & Accountability – data management, record-keeping,
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and fee collection processes. Monthly expense reporting will be
required to include balance sheets and profit and loss statements.
g. Insurance Documentation – proof of coverage, or ability to
obtain coverage, as described in Paragraph D below.
h. Proposed Rate Schedule showing fees for impoundment and/or
veterinarian services to be performed in accordance with the RFP,
including any proposed annual/monthly fees, fee credit structures,
and itemized costs for additional services.
i. References – Provider should list at least three references for similar
services, including their name, address, phone number, and contact
person. By submitting this information, the Provider understands and
hereby agrees that such persons or entities may be contacted by the
City for references. In addition, by submitting the proposal, the
Provider agrees that the City may, as part of the background
investigation of the Provider, contact any other client or jurisdiction
for whom the Provider has done a similar service. The Provider
likewise understands that such references may be used by City in
evaluating the proposals submitted.
j. Subcontractor Disclosure – as described in Paragraph E below.
B. Statement of Qualifications
1. Each Provider must submit a Statement of Qualifications that describes with
specificity the service the Provider intends to provide.
2. Each Provider should provide a general description of their experience
rendering the service they intend to Provide and their qualifications to
render that service(s).
3. The Provider should describe any experience or background in developing
animal pound services for any other municipality, government agency, or
private entity.
4. The Provider should describe its Affirmative Action policies.
5. The Provider shall furnish any other information which may support and
document its experience and qualifications to perform this project, including
published articles and anecdotal documentation from companies that have
utilized the services described in the proposal submitted.
6. The Provider shall furnish annual financial statements, such as an annual
profit and loss statement, and a balance sheet.
C. Scope of Work
Provider may furnish any or all of the following services, including boarding and/or
care of: Cats, Dogs, Exotic Animals/Livestock, and Veterinarian Services. Provider
must detail limitations if not able to fulfill all animal, space, medical, or
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administrative requirements. (i.e., dog only) The preferred requirements for
providing these services are as follows:
1. The impound facility(s) will have the capability to house a minimum of ten
(10) dogs and fifteen (15) cats separately; with five (5) kennels being fully
enclosed with a top. Dog kennels shall be a minimum of six (6) feet in height.
The facility will have a separate area to hold animals that are either injured,
sick or suspected of having the rabies virus or other contagious disease(s).
Ability for the staff to handle and a facility to house reptiles, rodents, birds,
and all other animals as needed, to include medium-sized livestock.
2. A veterinarian available on an on-call basis, twenty-four (24) hours a day,
seven (7) days a week.
3. A 24-hour disposal area for dogs, cats, and other pets as well as other
animals and livestock. In lieu of disposal, the Provider must include the
associated costs with alternatives, such as cremation.
4. A minimum of one (1) veterinary technician and one (1) kennel support
staff, available during normal business hours and available on an on-call
basis for assistance to the Minot Police Department (MPD) as needed.
Routine animal care will be managed by the veterinary technician and
kennel support staff.
5. Animal examinations requested by the Minot Police Department (MPD) will
be done at no charge to the City unless drugs or other veterinary supplies
are used or needed.
6. The Provider agrees or adheres to the following procedures:
a. Animals will be held for a minimum of three (3) business days.
Monday through Friday is considered business days. For example: If
an animal is impounded on Friday, that animal will be held Saturday,
Sunday, Monday, Tuesday, and Wednesday for a total of five (5)
days. Saturday and Sunday would not count as the first two (2) days
of impoundment. If an animal is impounded before 8:00 AM, that
day will count as the first day. Otherwise, the first full day is
considered day one (1).
b. The animals are to be fed at least once a day. Water is given as
needed.
c. The animals are to be checked on between the hours of 7:00 AM and
9:00 AM, 12:00 (noon) and 1:00 PM, and between 4:00 PM and 5:30
PM.
d. The kennels shall be cleaned and disinfected daily.
7. A police department supervisor or a Community Service Officer will
determine to what extent an injured animal will be treated. No animal will
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
