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Home My WebLink AboutSS4 - Animal Sheltering ServicesQ �gVl!Pp�T CITY OF NEWPORT ORT BEAR_ n _ °q<,FOaN� City Council Staff Report Study Session Agenda Item No. SS4 April 12, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Police Department Lieutenant Steve Koudelka 949- 644 - 3701, skoudelkaC@_nbpd.org Office of the City Manager Rob Houston, Assistant to the City Manager 949- 644 -3033, rhouston(cDnewgortbeachca.gov PREPARED BY: Anthony Nguyen, Senior Buyer APPROVED: TITLE: Animal Sheltering Services ABSTRACT: Selection of an animal shelter to provide shelter, medical treatment, spaying /neutering, impounding, adoption and licensing services for the City. RECOMMENDATION: Receive and file report.. FUNDING REQUIREMENTS: The current adopted budget of the Police Department includes adequate funding for this project. DISCUSSION: Background on Current Contract: The City of Newport Beach ( "City ") and Dover Shores Pet Care Center ( "Veterinarian "), a California corporation, entered into an Agreement on May 1, 2001 to provide shelter, medical treatment, spaying /neutering, impounding, adoption and licensing services. Per the terms, the Agreement remains in effect indefinitely until one of the parties, without cause, gives one hundred twenty (120) days' prior written notice to the other party. Animal Sheltering Services April 12, 2011 Page 2 In a letter to the City dated August 31, 2010; Dr. Bruce C. Bauersfeld, owner of Dover Shores Pet Care Center, formally submitted his one hundred twenty (120) days' written notice of intent to terminate the Agreement. Dr. Bauersfeld cited rising expenses and indicated a need for the fee schedule as stated in the Agreement to increase, despite the fact that the fees were already adjusted on a biennial basis to reflect Consumer Price Index changes. Dr. Bauersfeld's notification, combined with an analysis of the Departmental budget and the fact that a fee increase beyond the contractual allowance could not be authorized without undergoing a competitive procurement process, it was in the City's best interest to consider facilitating a formal bidding process for these services to see what options existed. Background of RFP Process: Since these services had not been subject to a formal procurement process in many years, City staff wanted to take the time to compose a thorough scope of services reflective of the current needs of the City. Additionally there was concern from City staff regarding the level of interest in this project from potential service providers for two reasons: first, there are relatively few animal shelters in or geographically near the City and second, the typical provider for this service ideally should have both a shelter and a veterinary function within the same operation. These concerns served to highlight the need to be extremely thorough in the Request for Proposal (RFP) development process. To accommodate this, an Agreement was entered into on December 28, 2010 with Dover Shores Pet Care Center to continue to provide animal sheltering services for the City until April 30, 2011. This extension allowed the City ample time to assess its animal sheltering needs, develop a thorough scope of services, facilitate a formal procurement process, and properly transition to a potential new shelter. In February of 2011 the City issued an RFP inviting proposals for animal sheltering services. In addition to being posted on the City website, the RFP was sent directly to thirty -one (31) animal shelters and veterinary practices in Orange County. After the RFP submission deadline passed only two (2) firms provided responses: Dover Shores Pet Care Center and Orange County Animal Care. However the day after the deadline passed the City was contacted by two additional firms: Back Bay Veterinary and Orange County Humane Society; both claimed that they never received the RFP documentation but had every intention of submitting a proposal. It was determined that it was in the best interest of the City to have a diverse field of responses to analyze, so due to the fact that there was no public proposal opening and the proposals from Dover Shores Pet Care Center and Orange County Animal Care were never released, Back Bay Veterinary and Orange County Humane Society were allowed three (3) days to submit a proposal. Both of the original submitting firms were notified directly of this allowance and were assured that none of their proposals were released; additionally these firms were allowed to make any changes or additions to their original proposals within the same three -day period. Animal Sheltering Services April 12, 2011 Page 3 In total, four (4) responses were received from: Back Bay Veterinary, Dover Shores Pet Care Center, Orange County Animal Care, and Orange County Humane Society. Given the concerns mentioned above, this response rate is seen as responsive. In accordance with the City's RFP evaluation procedures, a Review Board convened to evaluate and rank the proposals. This Review Board consisted of: Rob Houston, Assistant to the City Manager; Police Lieutenant Steve Koudelka; Hortensia Mato, Revenue Auditor; Valerie Schomburg, Senior Animal Control Officer; and Mike Teague, Animal Control Officer. Background of Proposals Received: All four (4) proposals received were different not only in the actual contract rate proposed but also in the structure of the contract rate proposed. That is, some firms proposed a contract rate that included boarding and spaying /neutering fees whereas some firms specifically noted their proposed contract rate excluded those fees. In order to accurately compare the proposals a cost analysis was performed on each proposal. The analysis took into consideration each proposed annual contract rate, boarding fees, spaying /neutering fees, and medical treatment fees for 696 animals, which is the projected annual number of animals the City handles; this projection was also provided in the RFP document for all firms to factor in to their proposals. The subtotal of annual costs was then reduced by any portion of fees agreed to be returned to the City. Below is a discussion of each proposal in ascending order of Review Board rank. A summary of all proposals is also attached as Exhibit A. Proposal Rank N /A: Back Bay Veterinary: After proposals were evaluated, the City was contacted by Dr. George Katcherian who formally requested to withdraw Back Bay Veterinary's proposal. Dr. Katcherian cited the lack of space and resources to accommodate the City's needs and came to this realization only after he submitted his proposal. City staff obliged and formally withdrew Back Bay Veterinary's proposal. Proposal Rank #3: Dover Shores Pet Care Center: Total Annual Cost: $971,536.00. The proposal from Dover Shores Pet Care Center, the City's current provider of animal sheltering services, contained the highest cost of all the respondents. Attributing to the high cost was the fact that this was the only proposal to charge the City boarding fees in addition to the proposed contract rate. Additionally, Dr. Bauersfeld refused to agree to contractual requirements to furnish financial statements; in the RFP documentation it was listed that the provision of financial statements was a requirement of the firm selected by the City to provide these services. Animal Sheltering Services April 12, 2011 Page 4 Proposal Rank #2: Orange County Animal Care: Total Annual Cost: $117,807.00. The proposal from Orange County Animal Care contained the second - lowest cost and an agreement to provide financial statements. However the location of the Orange County Animal Care shelter was a concern because it is located fourteen (14) miles from the City which would add burden to the City's Animal Control Officers who frequent the shelter multiple times per day and make it inconvenient for City of Newport Beach citizens who need to visit the shelter to adopt or recover an animal. Proposal Rank #1: Orange County Humane Society: Total Annual Cost: $103,680. The proposal from the Orange County Humane Society contained the lowest cost of all the respondents and an agreement to provide financial statements. The location of the Orange County Humane Society shelter was also favorable because it is located within three (3) miles of the City. Background on Recommended Proposal: Following this formal procurement process, City staff recommends the Orange County Humane Society as the provider of animal sheltering services to the City for the following reasons: Proposed Cost: The proposal from Orange County Humane Society represented the lowest proposed cost of all the respondents. o Proximity: A shelter location within three (3) miles of the City of Newport Beach presents a favorable situation that is evident on many levels. First, the City's Animal Control Officers who typically frequent the shelter multiple times per day will not have a far distance to travel. Second, because of the reduced staff level, Police Officers currently will be assigned to handle animal control - related matters. Having a nearby shelter will enable these officers to handle these animal control - related matters in a timely manner and enable them to continue to carry out their primary designated duties of public safety. Third, the City's citizens will not have a far distance to travel when adopting or recovering animals. Operation: The Orange County Humane Society operates within the same building as AAA Animal Hospital, which carries out all medical treatment for the shelter. The proximity of the shelter to the hospital ensures that the City's animals will receive timely care and attention. The City's euthanasia rates have historically been low when compared to neighboring cities; the shelter understands the significance of a low euthanasia rate to the City and assures Animal Sheltering Services April 12, 2011 Page 5 that not only will euthanasia rates remain low, but also animal adoption efforts will be facilitated. Organization: The Orange County Humane Society is also a non - profit society, which presents some benefits. First, a society will be more inclined and capable to work with volunteers. Second, financial statements for non- profit entities are readily available on the internet for auditing and compliance review purposes; securing financial statements of the animal sheltering services provider has always been a problem in the past when dealing with private entities. The City feels that the provision of financial statements is significant because it assures financial solvency and satisfies financial disclosure requirements. o Experience: Animal sheltering efforts on the part of the Orange County Humane Society date back to 1949. The shelter also provides the same services to the Cities of Costa Mesa and Westminster, and both of those cities have not reported any major problems with the shelter. Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: f Rob Houston Assistant to the City Manager Attachments: Exhibit A — Analysis of RFP Proposals ATTACHMENT A -ANALYSIS OF BFP PROPOSALS Pra osal M..thI,8asi,Faa Yearly Base Fee 0 ... di 5 a &Nautering Non-EmergenaY Medico)Treatment Subtatal of Yearly Costs LCis: Fees Paid by Owners or Adaptlpns Boarding Fees far Clahned Animals Impound Fees Ado dons 11rn ses Total 0. Dover Shares Pet Care Center 5 19,037.00 S 236,44440 5 M.992.0 5 26.740.00 $ 51,0&040 5 1,1)5,656.0 5 (201,600.001 512,520.0) xodnYbD1 Nevr e:u0ry Swi,536.0 DCHumane5auet 5 6400.00 $ 7.000.00 Included in Base Fee lndudetlln Adoption Fee 5 51,480.0 5 223.4W,0 5 (17,280.00) 5j2,520.0 No vlheuv Dly Nv oflul tv4p $103,600.0 OC Anlrtul Care 5 IA4>ISD 5 221,65300 IilclutletlNBasa Fea Pail by edppdoaz lndutletl In BazeGee $ 221,259.00 $ (31,101401 12.96BD0 5 (54,142.00) $ 5,65.001 $11.7,80).00 Back Ba $ ]!:230.00 5 134,)60,00 Indutled in Pau Gee $ 36,'eW.00 5 13.200.00 $ IW, >60.00 (35,)1240) 512,52400) xa a9v.uv Utv NO 011ut to Cky $I26j26.00 N9 ££ M.a m tyc .nwvMra.s.1 m wn u ®a9 srn (CNndrnr nn+pbpndiW4rn VW �Fa+n¢rlwuwaaa \ «�buulV.xdxd4VlrptMLaV FVMrnexnrmpl0 G,n MANDATES Health and Safety Code section 121690(e) It snot be the dory of Me powaln0 body of each My and rounry, or aunty to annmm ar ararA efas Me aranwran a of a pound system and a rabies antral wewam • 42 US.C. 51966' szx M s tm STATE AND 1 t EMEI Fvcy PMERYIrD OPERATMNM PUNS, pNs E.zuXion end Transp .. Standards Ax, d 2006, Section 613 at lire Rohm T SteXad pasta wig eM Emer,ercy Asustance Pct Section ]Irl Standards fer State and laal Man rmme that suh plans tote into aunt Me needs of maieiduals with household pea a d service anlmols pda % dutlnp, andfollowlna o mo/a, dil., or emer,,earl 'I6b mnW .aexM Ory mrprrtr.MxrrxulbraMUIr.6W tmshamlFMetn Ww. K wa,.a.m..,,•d•.. "RECD tf I ' q 7(2-1 // City of Newport Beach Animal Sheltering Program INTRODUCTION 04/12/2011 The City of Newport Beach has been providing Animal Control services for it's residents since 1948. The City has been contracting with Dover Shores Pet Care for veterinary and sheltering services since March 1991. SHELTER SERVICES The animal services that the shelter provides include: ✓ Receiving lost /stray animals ✓ Providing vet services for injured animals ✓ Housing Animal Control impounded animals ✓ Assisting in Adoption Services ✓ Assisting Rescue Organizations in placement of homeless animals ✓ The safe containment of lost /stray animals. ✓ The return of lost /stray animals to their owners ✓ These services are done in partnership with the City's Animal Control program CURRENT SHELTER • Dover Shores Pet Care is located at 2075 Newport Blvd., in the City of Costa Mesa. • The last negotiated contract with Dover Shores was signed in May 2001. • Current budget for these services is $99,745 • Dover Shores Pet Care gave the City notice in December 2010 requesting termination of the current contract on April 30, 2011 The Contracting Process • Developing the RFP- Outreach to Animal Advocate groups — Philosophy —Low Euthanasia rates — Volunteer /Community involvement — Location • Receiving responses • Reviewing and scoring the proposals • The most responsive Proposal 04/12/2011 2 ORANGE COUNTY HUMANE SOCIETY Close Proximity to City limits Newly remodeled facility Allows City to maintain control over animals to insure small euthanization rate Non - Profit Society Allows both shelter and Vet services at one location Good fit for City's needs 04/12/2011 ORANGE COUNTY HUMANE SOCIETY Will Provide Services the City Requires: ✓ Adoption Assistance ✓ Will Accept Volunteers ✓ Will Accept Donations -'Will Assist in Rescue /Placement of Homeless Animals ✓All vet and boarding services ✓24 hour access for PD Staff Low euthanasia rates �, � � ,,,� _ ~- ,..� 1 z City of Newport Beach Animal Sheltering Program INTRODUCTION • The City of Newport Beach has been providing Animal Control services for it's residents since 1948. • The City has been contracting with Dover Shores Pet Care for veterinary and sheltering services since March 1991. MANDATES ' Health and Safety Code section 121690(e): It shall be the duty of the governing body of each city and county, or county to maintain or provide for the maintenance of a pound system and a rabies control program. 42 U.S.C. 5196b* STANDARDS FOR STATE AND LOCAL EMERGENCY PREPAREDNESS OPERATIONAL PLANS, Pets Evacuation and Transportation Standards Act of 2006, Section 613 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act: Section 2(g)- Standards for State and Local shall insure that such plans take into account the needs of individuals with household pets and service animals prior to, during, and following a major disaster or emergency. *This section allows the City to request reimbursement for animal related costs from FEMA in times of declared emergencies. SHELTER SERVICES The animal services that the shelter provides include: ✓ Receiving lost /stray animals ✓ Providing vet services for injured animals ✓ Housing Animal Control impounded animals ✓ Assisting in Adoption Services ✓ Assisting Rescue Organizations in placement of homeless animals ✓ The safe containment of lost /stray animals. ✓ The return of lost /stray animals to their owners ✓ These services are done in partnership with the City's Animal Control program CURRENT SHELTER • Dover Shores Pet Care is located at 2075 Newport Blvd., in the City of Costa Mesa. • The last negotiated contract with Dover Shores was signed in May 2001. • Current budget for these services is $99,745 • Dover Shores Pet Care gave the City notice in December 2010 requesting termination of the current contract on April 30, 2011 U wJpr ) r 'lI sea�C;I1 1 WN �v,��., in) P, pd ej The Contracting Process • Developing the RFP- Outreach to Animal Advocate groups — Philosophy — Low Euthanasia rates — Volunteer /Community involvement — Location • Receiving responses • Reviewing and scoring the proposals • The most responsive Proposal ORANGE COUNTY HUMANE SOCIETY ORANGE COUNTY HUMANE SOCIETY • Close Proximity to City limits • Newly remodeled facility • Allows City to maintain control over animals to insure small euthanization rate • Non - Profit Society • Allows both shelter and Vet services at one location • Good fit for City's needs ORANGE COUNTY HUMANE SOCIETY • Will Provide Services the City Requires: ✓Adoption Assistance ✓ Will Accept Volunteers ✓ Will Accept Donations ✓ Will Assist in Rescue /Placement of Homeless Animals ✓AII vet and boarding services ✓ 24 hour access for PD Staff ✓ Low euthanasia rates Ak ,j i 1