Kristie Lecaros Completed 07/30/2021 11:38 AM
Laura Flamion Completed 07/30/2021 11:39 AM
Katrina Holman Completed 08/04/2021 9:24 AM
Donna Weidman Completed 08/04/2021 1:21 PM
James McGuire Completed 08/04/2021 3:16 PM
Jeffrey Martynowicz Completed 08/10/2021 10:59 AM
Katrina Holman Completed 08/10/2021 11:08 AM
Animal Services Committee Pending 08/17/2021 7:30 AM
6.B
Packet Pg. 28
Form under revision control 04/13/2021
Procurement Review Comprehensive Checklist Procurement Services Division
This form must accompany all Purchase Order Requisitions
SECTION 1: DESCRIPTION
General Tracking Contract Terms
MINUTETRAQ ID#: RFP, BID, QUOTE OR RENEWAL #:
COMMITTEE:
ANIMAL SERVICES
TARGET COMMITTEE DATE:
08/17/2021
CURRENT TERM TOTAL COST:
$29,000.00 Vendor Information
VENDOR:
Jessica L. Von Waldau, DVM
VENDOR #:
28483 VENDOR CONTACT:
Jessica L. Von Waldau, DVM
VENDOR CONTACT PHONE:
773-680-0276 VENDOR CONTACT EMAIL:
VENDOR WEBSITE:
INITIAL TERM WITH RENEWALS: INITIAL TERM TOTAL COST:
PROMPT FOR RENEWAL:
3 MONTHS
CONTRACT TOTAL COST WITH ALL RENEWALS:
$29,000.00 MAX LENGTH WITH ALL RENEWALS:
ONE YEAR DEPT CONTACT PHONE #:
x2803
DEPT CONTACT EMAIL:
[email protected] DEPT REQ #:
Overview
DESCRIPTION Identify scope of work, item(s) being purchased, total cost and type of procurement (i.e., lowest bid, RFP, renewal, sole source, etc.).
Other Professional Services to include high-volume spay/neuter and outreach veterinary services for rescue partners and the public; and backup veterinary services for DCAS from September 1, 2021 - August 31, 2022. All services included in this contract are funded via a grant from DuPage Animal Friends.
JUSTIFICATION Summarize why this procurement is necessary and what objectives will be accomplished
The mobile veterinary program utilizing Dr. Von Waldau enables DCAS to meet the community's needs by performing high volume targeted spay/
neuter surgeries decreasing the number of unwanted cats and dogs, providing affordable veterinary services and programs for at-risk pets with the aim to keep the pet with their owner thus preventing the animal from entering the shelter system, and providing emergency disaster veterinary response services for natural disasters. This contract also makes it possible to maintain a high level of care for DCAS shelter and foster animals by providing backup veterinary services with a veterinarian highly experienced in shelter medicine.
SECTION 2: FUNDING SOURCE
Budgeted for in the following accounts: Company:
5000
Accounting Unit:
1310 DUPAGE ANIMAL FR
Account Code:
53090
Fiscal Year:
FY2021
Budget Transfer Date: Additional Information:
SECTION 3: DECISION MEMO REQUIREMENTS
DECISION MEMO NOT REQUIRED Select an item from the following dropdown menu to identify why a Decision Memo (Section 4) is not required.
DECISION MEMO REQUIRED Select an item from the following dropdown menu to identify why a Decision Memo (Section 4) is required.
OTHER PROFESSIONAL SERVICES (DETAIL SELECTION PROCESS ON DECISION MEMO)
6.B.a
Packet Pg. 29
Attachment: VonWaldau Electronic Procurement Review Comprehensive Checklist_for minutetraq (2021-69 : Dr. Jessica Von Waldau)
Form under revision control 04/13/2021
SECTION 4: DECISION MEMO
STRATEGIC IMPACT Select an item from the following dropdown menu of County’s strategic priorities that this action will most impact.
CUSTOMER SERVICE
SOURCE SELECTION Describe method used to select source.
There are a limited number of veterinarians in the Chicagoland area that are experienced in high-volume surgeries on a mobile vehicle where the working conditions are significantly different than a typical veterinary clinic setting. Additionally, there are only a select few veterinarians that are experienced in high volume feral cat spay/neuter and shelter medicine. The department has consulted with other veterinarians and has made attempts to recruit and train new veterinarians in this area, but availability and interest continues to be very low. There are only a handful of specialty veterinary vehicles in the area, PAWS Chicago being the other organization with one in operation. In 2018, Dr. Von Waldau was identified as a proven leader and pioneer in the area of mobile veterinary and shelter medicine and previously worked on the PAWS Chicago vehicle. She is highly sought-after, reliable and has proven an invaluable resource for DCAS's mobile surgery program for the past four years.
RECOMMENDATION AND
TWO ALTERNATIVES
Describe staff recommendation and provide justification. Identify at least 2 other options to accomplish this request, including status quo, (i.e., take no action).
Barbara Hanek, DVM, Administrator Veterinarian, recommends this contract due to Dr. Von Waldau's proven track record and years of experience within the traditional clinic setting, shelter setting, and mobile veterinary vehicle environment.
Options:
1. Approve the contract as requested
2. Do not approve the contract and not provide or severely delay the needed services to the DuPage County community FISCAL IMPACT
AND COST SUMMARY
Provide projected cost, approved budget amount, and expenditure account codes for each fiscal year. Explain any other relevant fiscal issues, such as source of funds, in the Additional Fiscal Notes Section. Five-year contracts are only allowed with advanced approval from the Chief Financial Officer and the Chief Procurement Officer.
Fiscal Year Projected Cost Amt Budgeted Amt Company Accounting Unit Account Code
Year 1
FY2021 $29,000.00 $29,000.00 5000 1310 DUPAGE ANI 53090 Year 2
Year 3
Year 4
Year 5
Additional Fiscal Notes:
This contract spans:
FY21: September 1, 2021-November 30, 2021 FY22: December 1, 2021-August 31, 2022
All services included in this contract are funded via a grant from DuPage Animal Friends.
SECTION 5: SOLE SOURCE MEMO/JUSTIFICATION
JUSTIFICATION Select an item from the following dropdown menu to justify why this is a sole source procurement.
NECESSITY AND
UNIQUE FEATURES Describe the product or services that are not available from other vendors. Explain necessary and unique features or services. Attach letters from manufacturer, letters from distributor, warranties, licenses, or patents as needed. Be specific.
MARKET TESTING List and describe the last time the market has been tested on the applicability of the sole source. If it has not been tested over the last 12 months, explain why not.
AVAILABILITY Describe steps taken to verify that these features are not available elsewhere. Included a detailed list of all products or services by brand/manufacturer examined and include names, phone numbers, and emails of people contacted.
6.B.a
Packet Pg. 30
Attachment: VonWaldau Electronic Procurement Review Comprehensive Checklist_for minutetraq (2021-69 : Dr. Jessica Von Waldau)
Form under revision control 04/13/2021
SECTION 6: Purchase Requisition Information
Send Purchase Order To: Send Invoices To:
Vendor:
Jessica L. Von Waldau, DVM
Vendor#:
Jessica L. Von Waldau, DVM
Email:
2050 N Dayton Street
City:
Chicago
Address:
120 N. County Farm Rd.
City:
Send Payments To: Ship to:
Vendor:
Jessica L. Von Waldau, DVM
Vendor#:
Jessica L. Von Waldau, DVM
Email:
2050 N Dayton Street
City:
Chicago
Address:
120 N. County Farm Rd.
City:
Payment Terms:
PER 50 ILCS 505/1
FOB:
Destination
PO20 Delivery Date: Requisitioner:
Contract Administrator (PO25): Laura Flamion Contract Start Date (PO25):
Sep 1, 2021
Contract End Date (PO25):
Aug 31, 2022
Purchase Requisition Line Details
LN Qty UOM Item Detail
(Product #) Description FY Company AU Acct Code Sub-Accts/
Activity Code Unit Price Extension
1 270 EA Rescue Partner/Public
Veterinary Services: Surgery, Dentals, Exams, Vaccines, Other Misc. Veterinary ($100 per hour)
2021 5000 1310 DU
53090 DAFUNR21 100.00 27,000.00
2 20 EA DCAS Backup Veterinary
Services: Surgery, Dentals, Exams, Vaccines, Other ($100 per hour)
2021 5000 1310 DU
53090 DAFUNR21 100.00 2,000.00
Requisition Total $ 29,000.00 6.B.a
Packet Pg. 31
Attachment: VonWaldau Electronic Procurement Review Comprehensive Checklist_for minutetraq (2021-69 : Dr. Jessica Von Waldau)
Form under revision control 04/13/2021
Comments HEADER COMMENTS Provide comments for P020 and P025.
SPECIAL INSTRUCTIONS Provide comments for Buyer or Approver (not for P020 and P025). Comments will not appear on PO.
INTERNAL NOTES Provide comments for department internal use (not for P020 and P025). Comments will not appear on PO.
APPROVALS Department Head signature approval for procurements under $15,000. Procurement Officer Approval for ETSB.
The following documents have been attached: ✔ W-9 ✔ Vendor Ethics Disclosure Statement
6.B.a
Packet Pg. 32
Attachment: VonWaldau Electronic Procurement Review Comprehensive Checklist_for minutetraq (2021-69 : Dr. Jessica Von Waldau)