ANIMAL CARE AND BOARDING/KENNELING SERVICES

Solicitation ID:

RFP-2025-2026-001

Status:

Posted

Contact Name:

Natalia Witmer

Contact Number:

(210) 655-0022

Contact Email:

nwitmer@windcrest-tx.gov

Response Due Date:

11/14/2025

Response Due Time:

3:00 PM

Agency/Texas SmartBuy Member Number:

M0157

Posting Requirement:

21+ Days for Solicitation Notice

Solicitation Posting Date:

10/24/2025

Last Modified:

10/24/2025 10:39 am

Attachment URL: https://www.windcrest-tx.gov/400/Bid-Openings-RFQs-RFPs

Class/Item Code:

96206-Animal Care, Animal Control, Animal Health, Animal Shelter, Animal Trapping, Animal Production (Breeding), Animal Training Services, etc., Including Pet Services, All Types;
04002-Animal Carriers;
04030-Dogs, All Types;
04008-Cages/Shelters, Animal And Marine Life (See Class 495 For Laboratory Type);

1. ServicesRequested.

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

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

(a) Provide Animal Shelter and Kenneling services on anas-needed basis for the boarding of animals seized by the City under variousauthorities, including but not limited to, the animals being abused, theanimals being abandoned, the animals being designated as dangerous oraggressive, etc. The proposal sheetsubmitted should include the per unit cost per day for each type of animal withitemized charges for each element needed for care of the animal during a 24-hrperiod.

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

(c) Accept all animals presented by the City at any giventime, including peak and holiday times, for the intake of animals which can bededicated and guaranteed to the City of Windcrest. Historically, the City hasaveraged 12 animals per day in its boarding facility, and has admitted as manyas 4 animals in a single day. Theproposal sheet submitted should include the per unit cost per day for eachtype.

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

(e) Medical and emotional evaluation of animals once placedin the vendor’s care. Written presentation of recommendation to the AnimalControl Officer. Ability in an emergency situation to have access to aveterinarian.

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

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

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

1.3 Veterinarian Services not Requested. Itis the vendor’s responsibility to work with the Animal Control Officer,including allowing the Animal Control Officer regular access to animals duringadvertised business hours, and reporting medical concerns to the Animal ControlOfficer, so the Animal Control Officer can have proper veterinarian servicesprovided to the animal.

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

1.1 Inspections. The City may make unannounced inspections during normal business hours ofany operational areas of the facilities. The vendor must provide reasonableaccess and allow the inspections. Thevendor's authorized representative shall personally contact the City’sdesignated representative should any unforeseen problems arise on any given daydue to weather or any other reason.

1.2 Reports. Thevendor shall issue written weekly work reports on company letterhead or printedcompany work reports including:

• Date.

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

• All recommendations for any animals submitted tovendor’s care by the City.

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

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

1.3 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-siteor in the offices of the City to discuss modifications required to meet shortterm as well as long-term objectives and goals of the City. It is further understood that arepresentative of the vendor shall attend all job meetings of this nature.

1.4 Complaint Handling. Any complaints forwarded tothe contractor by the City of Windcrest Police Department should be resolvedwithin twenty-four hours. Procedures forresolving complaints shall include at least contact with the complainant andresponding to the City in writing with a summary of the contact communicationand a list of the steps (if any) taken to resolve the complaint.

1.5 Bidders’ Responses. Interested bidders should submit one originaland six (6) printed copies of their proposal in a single, sealed envelopeclearly marked “Confidential Response to RFP #2025-2026-001 Animal Care andBoarding/Kenneling/ Services. Do notopen before November 14, 2025, 3PM CST.” Bidders must include descriptions ofthe following information. Aquestionnaire 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 MidcrownDrive, 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 thereand the name of each bidder will be publicly read aloud.

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

2.3 Information concerning bid specifications and bidprocess/procedures may be obtained by e-mailing the City’s Finance Director atpurchasing@windcrest-tx.gov. Questions may also be submitted by mail to Attn:Finance Department, Windcrest City Hall, 8601 Midcrown Drive, Windcrest, Texas78239 or by submitting the question to the administrative desk at the sameaddress. All questions shall be submitted, in writing, by 3:00 PM CST November7, 2025. Answers, interpretations, or clarifications considered necessary bythe City in response to such questions will be issued by addenda and postedonline or otherwise delivered to all parties recorded by the City as havingreceived the RFP. Questions received after the deadline will not be answered.Only questions answered by a formal written addendum will be binding. No oraland other interpretations or clarification will be considered official orbinding.

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

2.5 RFP Evaluation. TheRFP 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 bestinterests of said City will be realized hereby. Bids will be submitted sealed and plainly marked with the date and timeof opening.

3. GENERALCONDITIONS

3.1 Addenda. Itis 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 thatends on September 30th. Because statelaw 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 approvedin the next fiscal year.

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

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

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

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

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

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

3.9 Default. Incase of default of the successful bidder, the City of Windcrest may procure theservices from other sources and hold the bidder responsible for any excess costoccasioned thereby.

3.10 Indemnification. IN CASE ANY ACTION IN COURT IS BROUGHT AGAINST THE CITY, OR ANY OFFICEROR AGENT OF THE CITY, FOR THE FAILURE, OMISSION, OR NEGLECT OF THE VENDOR TOPERFORM ANY OF THE COVENANTS, ACTS, MATTERS, OR THINGS BY THE CONTRACTUNDERTAKEN; OR FOR INJURY OR DAMAGE CAUSED BY THE ALLEGED NEGLIGENCE OF THEVENDOR OR HIS SUBCONTRACTORS OR HIS OR THEIR AGENTS, OR IN CONNECTION WITH ANYCLAIM BASED ON LAWFUL DEMANDS OF SUBCONTRACTORS, WORKMEN, MATERIALMEN, ORSUPPLIERS, THE VENDOR SHALL INDEMNIFY AND SAVE HARMLESS THE CITY AND ITSOFFICERS AND AGENTS, FROM ALL LOSSES, DAMAGES, COSTS, EXPENSES, JUDGMENTS, ORDECREES ARISING OUT OF SUCH ACTION.

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

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

Rejectionof Bids . The City reserves the right to reject any orall bids or to waive technicalities at its option when in the best interests ofsaid City. Bids will be consideredirregular if they

3.1 show any omissions, alteration of form, additions, orconditions not called for, unauthorized alternate bids or irregularities of anykind. However, the City reserves theright to waive any irregularities and to make the award in the best interestsof the City. The City reserves the rightto reject any or all bids, and all bids submitted are subject to thisreservation.

3.2 Request for Non-Consideration. Bids deposited with the City will beconsidered as an open bid once submitted and cannot be withdrawn. However, if the vendor decides they no longerwant their bid to be considered, they may request non-consideration. Therequest for non-consideration of bids must be made in writing to FinanceDirector and received by the City prior to the time set for opening bids. After other bids are opened and publiclyread, the Proposal for which non-consideration is properly requested will beopened, the name of the bidder will be read aloud, and the bid will then bereturned to the bidder without consideration by the City. The Proposal may not be withdrawn andnon-consideration may not be requested after the bids have been opened, and theBidder, in submitting the same, warrants and guarantees that this bid has beencarefully reviewed and checked and that it is in all things true and accurateand free of mistakes and that such bid will not and cannot be withdrawn becauseof any mistake committed by the Bidder.

3.3 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, beseparately identified, itemized, and stated on each bid. Services billed by theawarded vendor are tax exempt. The City will provide awarded vendor with taxexemption form.

3.4 Working Hours. The City requires that the Vendorhave working business hours of at least 8:00 a.m. to 5:00 p.m. and be availableshould the City need access after hours.

4. SpecialConditions

4.1 Term of Service. This contract will begin on the date of the execution of thecontract, 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 providedboth parties are in agreement.

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

4.4 Multiple Awards. It is the City’s intention to award the entire bid to one vendor, but itreserves the right to award the bid by category. If the bid is predicated onbeing awarded multiple or all of the categories, you must provide this datawith your bid. If you fail to specify this, the City will award this bid in ourbest interest either in total or by category.

4.5 Price Increases. One price increase per calendar year will be considered providedsupporting documentation is supplied 30 days prior to desired increase date tothe Finance and Police Department via email and mail. Oncereviewed and approved a letter from the Finance Department will be issued toall parties. Price increases will be effective on the first day of the nextoptional extension.

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

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

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

4.9 References. Please provide three (3) references from municipalities or other clientsthat are currently using your kennel services on the form provided as theattached 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 beable to meet the requirements stipulated with the United States Department ofJustice Employment Eligibility Verification Form (I-9), and the vendor isrequired 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/sitemaintenance performance. An email and or letter to appropriate department andcc to purchasing@windcrest-tx.gov willsuffice. This request will be discussedfuture during the meeting prior to the start of the contract.

5. Questionnaire

BID FOR WINDCREST ANIMAL CARE AND BOARDING/KENNELING/SERVICES

The following bid is made for furnishing animal care andboarding/kenneling/ services for the City of Windcrest, Texas.

The undersigned declares that the amount and nature of theservices to be furnished is understood and that the nature of this bid is instrict accordance with the conditions set forth and is a part of this bid, andthat there will at no time be a misunderstanding as to the intent of thespecifications or conditions to be overcome or pleaded after the bids areopened.

The undersigned, in submitting this bid, represents thatthey are an equal opportunity employer, and will not discriminate with regardto race, religion, color, national origin, age or sex in the performance ofthis contract.

The undersigned affirms that it is duly authorized toexecute this contract and that this company, corporation, firm, partnership orindividual has not prepared this bid in collusion with any other bidder, andthat the contents of this bid as to prices, terms or conditions of said bidhave not been communicated by the undersigned nor by any employee or agent toany other person engaged in this type of business prior to the official openingof this bid.

ANIMAL CARE AND BOARDING/KENNELING/ RFP-25-26-001

Respectfully Submitted, _____________________________

Signature

_____________________________

Federal IDNumber:

_____________________________

Printed Name

_____________________________

Date

No Bid: Please give a specific reason as to why youare unable to bid. If response is notreceived in the form of a “Bid” or “No Bid” bidder will be removed from bidlist. No bids may be faxed.

Each bidder should complete the following questionnaireregarding the services to be provided to the City. Do not leave any question blank. Unanswered questions will be scored as if thebidder responded “We do not provide this service.”

1. Nameand address of facility location where boarding and services are to beperformed.

_____________________________________________________________________________________

Facility Location: Street City State Zip

_____________________________________________________________________________________

Billing Address: Street City State Zip

_____________________________________________________________________________________

Mailing Address: Street City State Zip

2. Principalcontact information, including phone, email, and text to be utilized byauthorized City personnel.

_____________________________ _____________________________

Company Name ContactPerson

(Must haveknowledge of Bid)

_____________________________________________________________________________________

Phone Number (Metro/Toll Free) E-Mail Address

_____________________________________________________________________________________

Fax Number Textnumber

1. Listthe foster/adoption agencies, rescue services, breed associations, and otherorganizations to which the contractor has transferred animals in the last year,and the number of animals transferred.

Agency Name Numberof Animals

______________________________________________________ ___________________

______________________________________________________ ___________________

______________________________________________________ ___________________

______________________________________________________ ___________________

______________________________________________________ ___________________

______________________________________________________ ___________________

2. Describe the amount of total space the facilityand any amenities for animals placed in vendor’s care by the City.

a. Totalsquare footage of facility: ___________________

b. Totalsquare footage of kenneling in the facility ___________________

c. Totalnumber of individual kennels in facility: ___________________

d. Squarefootage of individual kennels: ___________________

e. Totalnumber of quarantine kennels in the Facility: ___________________

3. Describethe specific procedures for evaluating market rates prior to requesting anyprice adjustments.

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

4. Have any formal, written complaints been filedagainst the vendor with San Antonio Animal Care Services since January 1, 2024?

NO_____ YES_____ If so, how manycomplaints were filed? ________

Did any complaint result in disciplinaryaction against the vendor, e.g. fines, sanctions, etc.?

NO_____ YES_____

5. AdditionalForms. Proposals should includethe following additional documents:

a. InsuranceAffidavit. Respondents should include the completed, signed and notarizedInsurance Requirement Affidavit from the bid packet.

b. References.At least three (3) municipal references currently using theboarding/kenneling services of the respondent should be filled in on thereferences form included in the packet.

c. CIQ. A completed, signed Conflict of InterestQuestionnaire (FORM CIQ) should be attached to the response.

d. Itemized Charges. Respondent should list allexpenses, cost, etc. on the attached Exhibit A.

3. Describethe specific qualifications and certifications that are needed to be possessedby the hired personnel of the facility. (Please attach copies of said copies ofthe qualifications and certifications that are possessed by the employedpersonnel.)

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

INSURANCE REQUIREMENTS

1. Commercial General Liability:$1,000,000.00 combined single limit per occurrence for Fire Damage, MedicalExpenses, Personal & Advertising Injury, General Aggregate andProducts–Completed Operations Aggregate. This policy shall have no coverage removed by exclusions.

2. Automobile Liability: $500,000.00combined single limit per accident for bodily injury and property damage. Coverage should be provided as a "Code1," any auto.

3. Worker'sCompensation and Employers' Liability: Statutory. Employers Liability policy limits of$500,000.00 for each occurrence, $500,000.00 Aggregate - Disease.

Other Insurance Provisions

1. TheCity must be named as an additional insured on the Commercial General Liabilityand Automobile Liability Insurance policies. These insurance policies must contain the appropriate additional insuredendorsement signed by a person authorized by the insurer to bid coverage on itsbehalf.

2. Eachinsurance policy required by this clause shall be endorsed to state thatcoverage shall not be suspended, voided, canceled, reduced in coverage or inlimits except after thirty (30) days prior written notice has been provided tothe City. If the policy is canceled fornon-payment of premium, only ten (10) days notice is required.

3. Insuranceis to be placed with insurers with an AM Best rating of no less than “A.” The company must also be duly authorized totransact business in the State of Texas. Bidders can check their insurance provider’sAM Best rating online at https://web.ambest.com/home.

4. Workers'Compensation and Employers' Liability Coverage: The insurer shall agree towaive all rights of subrogation against the City, its officials, employees, andvolunteers for losses arising from the activities under this contract.

5. Certificatesof Insurance and Endorsements effecting coverage required by this clause shallbe forwarded to:

City of Windcrest

FinanceDepartment/Purchasing

8601 Midcrown Drive

Windcrest, TX 78239

6. I nsuranceCertificate must be submitted and issued with the City listed as thecertificate holder.

Cancellation Policy mustread as follows:

"Should any of the above described polices becancelled before the expiration date thereof, the issuing insurer will mail a30 days written notice to the certificate holder named to the left. "

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