HomeMy WebLinkAboutAgenda - 11-18-2003-9aORANGE COUNTY
Bi~ARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 18, 2003
Action Agenda
Item No. ~ - q
SUBJECT: Proposal Award ant Contract Negotiation with APS for Interim Management
and Operation Sen~ices for the Orange County Animal Shelter
DEPARTMENT: Manager's Office
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Letter to APS
APS Reply
Cost Summary
APS Presentation
County Proposed Budget Detall for
Animal Shelter Operations
INFORMATION CONTACT:
John Link, ext. 2300
Gwen Harvey, ext. 2300
Rosemary Summers, ext. 2411
Pam Jones, ext. 2650
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a proposal and entering into a contract with the Animal
Protection Society (APS) for interim management and operations of the Orange County Animal
Shelter beginning February 1, 2004 through June 30, 2004, with a provision for possible
extension, in an amount not to excE~ed $ 49,470 per month.
BACKGROUND: At its meeting on October 21, 2003, the Board of County Commissioners
directed the staff to:
1. Convey to the APS Board of Director's its decision to allocate an additional $4,229 on a
monthly basis for shelter operations through January 31, 2004, effective October 1,
2003, and request a formal viritten response from APS no later than November 5, 2003
Attached is the letter from the C~~unty Manager and the response from APS accepting those
terms and conditions.
2. Issue a Request for Proposal for Interim Animal Shelter Management and Operation
Services, with key elements ;~s approved by the Board of County Commissioners, in
sufficient time for staff to rec~;ive bids and prepare a recommendation for consideration
at the Board meeting on November 18, 2003.
As a reminder, components of the I~roposal included, but were not limited to the following:
1. Identification of the proposed management team and their qualifications to operate the
shelter.
2. Statement reflecting the phil~~sophy of shelter operations;
3. References from members of the animal shelter management industry that could attest
to the successful previous work experience of each member of the proposed
management team.
4. The team's detailed propose I detailing the manner in which they propose to address:
a. Staffing and supervision of the Shelter;
b. Volunteers; accounting for time and role in the operation of the shelter
c. Customer relations;
d. Records management;
e. Animal population control;
f. Disease prevention;
g. Reporting and communications with the County, including a narrative monthly
report discussing the previous month's operation;
h. Adoption and Reclamation Policies and Procedures;
i. After-hours emergency response service.
(Note: The proposal indicated that veterinary services would be contracted directly by
the County and should nut be included in the proposal, however both firms
interviewed indicated a willingness to provide veterinary services as an additional cost
option.)
5. Identification of any upfront costs for which the respondent expects the County to be
responsible. This could include such items as capital equipment, supplies, advance
monthly payment to cover p<~yroll, etc.
6. Insurance costs covering all business exposures of the successful respondent, including
worker's comp coverage for employees. All policies would include Orange County as an
additional insured.
7. Respondent would cite a lump sum monthly cost to perform the services contained in the
proposal.
8. The term of the agreement ~~pproved with the successful respondent would be through
June 30, 2004, with extension at the Commissioner's discretion.
Proposals were received from threE: firms:
• Animal Care and Equipment Services (ACES); Denver, CO
• Animal Protection Society (APS), Orange County
• Humane Society of Orange County (HSOC), Orange County
The Board has received copies of tie proposals from all three groups. Based on the staff
examination of the proposals, both APS and HSOC have responded to the components as
requested.
A summary of the cost proposals is on page 9. Note that per instructions in the RFP, the
respondents were to retain no revenue associated with animal adoptions, animal reclaim fees,
nor recovery of funds associated with the upkeep of evidence animals (estimated at $16,000
per month). Further, the respondents were asked to exclude the cost of veterinary services,
which were anticipated to be handlE;d through a separate contract with the County. All
respondents provided cost on that k>asis as reflected on the attached Cost Proposal Summary.
Both APS and the HSOC indicated that they were willing and able to contract for veterinary
services if that was desired by the (;ounty. APS estimates the additional cost for vet services to
be $11,000 per month. The Board may note that APS also submitted an alternative proposal
cost that basically reflects the current arrangement with APS, in whiich they retain the revenue
for adoptions, reclaims, etc. and al:~o pay for veterinarian services.
A copy of the proposed budget for ;~ County operated Shelter as presented in the preliminary
staff report on shelter operations d~~ted August 28, 2003 is also attached for your information.
It should also be noted that each rE~spondent took into consideration the best practices and
items for improvement contained within the HSUS Final Report to the County.
The Manager's interview team, consisting of John Link, Gwen Harvey, Greg Wilder, Rosemary
Summers and Pam Jones, conducted interviews with both APS and HSOC. An interview was
not conducted with ACES since their bid was judged to be less responsive given the greater
cost projection and the lack of com ~arably detailed information. Based on proposal contents
and results of the two interviews, the Manager recommends that the Board consider awarding
the bid to the APS for the period FE~bruary 1, 2004 through June 30, 2004. A copy of the
presentation by the APS is attached.
Both APS and HSOC provided exa~llent information through their proposals and expressed a
sincere desire in their oral presentations to provide capable and compassionate care for the
animals. Staff will be prepared if the; Board wishes to provide additional comparative analysis.
The interview team cites the following reasons for their recommendation of APS.
1. Restructured APS Managerr~ent Team.
APS has restructured its management team at the shelter to include:
a. Shelter Director
Previously the APS Executive Director also served as Shelter Director. The
restructuring will allow the Shelter Director to focus solely on Shelter operations.
Representative duties of this position include, but are not limited to: establishing and
implementing appropriate standard operating procedures, community relations,
financial management, interactions with County staff, shelter businesses and other
community partners, hurnan resources activities such as staffing, training and
evaluations.
A complete job descripti~m is included in the Appendix of the proposal, previously
provided to the Board. ~~usan Armstrong Cooke is currently serving as Interim
Animal Shelter Director until a new, permanent Director can be named. APS has
indicated that they want representation from the County on the selection committee
for the next Director, and County Manager John Link has agreed to serve in that
capacity.
b. Shelter Operations AAanager
Representative duties of this position include, but are not limited to: the overall health
care and general conditicns of all sheltered animals,, will oversee the Emergency
Animal Rescue Service (I=ARS) program, ensure disease management protocols are
being followed, order supplies, ensure appropriate traininga for employees and hire
and terminate shelter employees with appropriate input.
4
A complete job description is included in the Appendix of the proposal, previously
provided to the Board. Nicole A. Carper will serve as Shellter Operations Manager.
c. Customer Relations Manager
Representative duties of this position include, but are not limited to: managing all
customer relations activities, overseeing the volunteer program, including scheduling
and training, oversee adoption program, conduct adoption counseling and training,
plan and implement cust~~mer and community outreach programs, respond directly to
customer inquiries and c~~mplaints.
A complete job description is included in the Appendix of the proposal, previously
provided to the Board. Amy Michelle Eller will serve as Customer Relations Manager.
2. Total Out-of-Pocket Cost
Although the usual basis of ~~ward for a professional services agreement is qualification
rather than strict cost, cost i:~ still a consideration. While the monthly cost proposed by
HSOC was $42,366 per month vs. $49,470 per month for APS, the capital items required
by any new vendor raise the total out of pocket cost for the five-month contract to
$348,228 for HSOC vs. $244,000 for APS.
3. APS Acceptance of Stronge~ Managerial Oversight and Contract Administration by the
County Manager
During the presentation, the APS Interim Shelter Manager, Operations Manager and
Customer Relations Manager all articulated a renewed spirit of collaboration,
communications, and overal welcome of County management involvement and
oversight, which they indicated was also the point of view held by the APS Board.
Increased involvement by th~~ County Manager's office will be evident through the
following agreements.
o The County Manager, John Link, will serve on the selection committee for the new
Shelter Director.
o The Assistant to the County Manager, Greg Wilder, will have at least weekly
interface with the APS- Shelter Management Team (Cooke, Carper, and Eller) on
operational and management support issues.
o The Orange County Chief Information Officer, Todd Jones, will be highly involved
in assisting the APS ~~helter Management Team in implementing a
comprehensive and verifiable automated records management system.
o The County's Shelter Management Team -including the County Manager,
Assistant County Manager, Assistant to the County Manager, Health Director,
Finance Director, and Chief Information Officer -will have on-going review of APS
progress reports and direct access to the APS Shelter Management Team on
needs, issues, and concerns.
o APS will submit written progress reports by the 10th of each month that include
operational statistics rind narrative detail. The APS Shelter Management Team will
be available, if desired by the Board of County Commissioners, to present
highlights or respond 1:o questions at the second Board meeting of each month.
o The APS Shelter Management Team will cooperate fully with a Board of County
Commissioner-appointed Task Force to review and prioritize the
recommendations contained in the final report of the Humane Society of the
United States.
o APS will provide, to tl'ie level of satisfaction desired by the County, a cost proposal
detail that specifically separates Shelter from non-Shelter operations.
o The APS Interim Animal Shelter Director will serve as the chief spokesperson for
the Animal Shelter OI>eration with the press and public.
o A trained, organized, and loyal cadre of volunteers willl remain a strong and
integral part of shelter operations, an asset stressed by APS in their bid
presentation.
o APS is prepared to w~~rk with the County to transition management and operation
to a more permanent model in July 2004, should that be the decision of the Board
of County Commissioners, otherwise continued management by APS could be
determined and negotiated based upon successful interim performance.
o All animal adoption r~;cords, financial records, animal log sheets, and other
documents that pertain to the operation of the animal :shelter (with the exception of
personnel documents) are considered public records and are subject to North
Carolina public records laws.
o The APS will consult ~Nith the County Manager prior to restricting access to the
public facilities that comprise the shelter.
o The APS will conduct and submit an annual financial audit.
In summary, County staff believes chat the inclusion of the aforementioned conditions and
assurances within the final contract, the renewed dedication by APS to a fiscal and operational
partnership with the County first forded in 1979, and the submission of a competitive cost
proposal, support a recommendation to the Board of County Commissioners to consider
awarding the proposal and authorizing staff to enter into formal contract negotiations with the
APS for interim management and operations services for the Orange County Animal Shelter.
The final contract, in an amount not: to exceed $49,470 will be brought back to the Board for
approval in December.
FINANCIAL IMPACT: The Managf;r recommends that the Board appropriate the funds needed
to support the increased contract through June 30, 2003 from the General Fund-Fund Balance.
The total amount needed will be based on the successfully negotiated amount of the contract,
which will be presented for Board c~~nsideration in December. The supporting budget
amendment would be included for E3oard consideration in tandem with the contract approval as
well.
The Board may wish to note that th~~ alternate quote by APS, which represents the status quo to
the existing contract, reflects a monthly cost of $44,470, which is approximately $1,900 less per
month than previously requested bar the APS in their September 13, 2003 correspondence to
the Board.
6
RECOMMENDATION(S): The Manager recommends that the Board award the proposal and
authorize County staff to enter into formal contract negotiations with the Animal Protection
Society for Interim Management and Operation Services for the Orange County Animal Shelter,
for the period of February 1, 2004 --June 30, 2004, in an amount not to exceed $49,470 per
month.
ORANGE COUNTY
HILLSBOROUGH
NORTH CAROLINA
l~ana9er's ~~ce
November 3, 2003
VIA FAX and HARD COPY
Pat Beyle
APS President
503 Landerwood Lane
Chapel Hill, NC 27517
Dear Ms. Beyle:
7
~isla~fr~ieo~I7S2
This letter is to formally conve y the decision reached by the Board of County
Commissioners at their meeting; on October 21St relative to the APS request for additional
funding during the contract extension period for operation of the Orange County Animal
Shelter. As you are aware, our :Board authorized an additional allocation of $4,229 per
month through January 31, 2004, with the increase to be effective October 1, 2003.
The Board asked that the APS :3oard of Directors indicate their willingness to accept this
additional amount through_formal written response to my office by November 5, 2003.
We look to receive your response as we continue. to plan and move forward in improving
overall operations at the facilit;T.
Sincerely yours,
~~ /'
John Link
County Manager
cc: Laura Walter, APS Executive Director
Rorie Summers, Director, Health Department
AREA CODE (919) 245-2300 688-7331 FAX (919) iS44-3004
Ext. 2300
ANI g
MAL PROTECTION SOCIETY OF ORANGE COUNTY
M''~~ `: ~ ~''~u:~_ 1 061 AIFaPORT ROAD CHAPEL FiILL, NORTH CARQLINA 87;51 4
TELEPHONE 91 6-9B7-7393 FAX 91 9-967-7517
ME MORANDi1M
November 4, 2003
T0: John Link, Cotutty Manager
FROM: Pat Deyle, AP;I President (p/g,
COPY TO: [,aura Walters, APS Executive Director
This memorandum is to formally accept on behalf of the APS Board of Directors, the
County Commissioner's offer of additional funding through January 31, 2004 during the
contract extension period for operation of the Orange County Animal Shelter.
Please contact me should you .need any further information.
9
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The Animal Protection St)ciety of
~' ~ Orange County
,: ,.
~~..-
-.
Proposal for the Orange County
Animal Shelter Services Contract for
Interim Management and Oper.tions
November ]0, 2003
Susan Cooke, Nicole Carper, Amy Eller
The Animal Protection Society
~- ,..-.
> APS is committed to managing the Animal Shel er
efficiently, effectively, and in cooperation with grange
County
> APS has trained, dedicated staff
> APS has long-time, devoted volunteers
> APS has the resources available to continue a seunless
transition
> APS has an established relationship with a velar narian
clinic
> APS has established partnerships in the commur ity
~`~~ The Animal Protection Society of
~~ nl'AnOP. ('nnnly
APS is dedicated to promoting
respect for all living creatures,
preventing cruelty to animals, and
relieving their suffering.
~I~
°-Shelter Management Philosophy
i ~ i.
> Our approach to shelter management is
realistic, practical, and as progressive as
possible within the confines of an of en-
door county shelter. This includes:
> Maintaining an excellent adoption rate
> Continuing progressive spay/neuter program:
> Improving the health and well being of the ar imals in
our care and minimizing euthanasia
> Providing our community with programs to a icourage
the human-animal bond and
> Operating a shelter that the public is proud to visit.
~j~
' , ~ APS Programs and Services
> Adoption Programs
> Dog Training
> Spay/Neuter Clinic
> Volunteer Opportunities
> Education and Outreach
> Emergency Animal Rescue Service
> Pet Behavior Counseling
> Foster Programs
> Animal Control
~' ~_ _
APS Management Team
i'~
> Shelter Director--Open Position
> Search in process
> Shelter Operations Manager--Nicole Carper
>5 years experience in Shelter Operations
> Customer Relations Manager--Amy Eller
>Background in volunteer program ~ and
public relations
2
Id
~'
APS Staffing and Supervision
> APS Board and Shelter Committee-•
Management Oversight
>Managers--Small, cohesive team
>Specialists--Finance and Record keeping
>Administrative Staff--Trained in customer
service
>Health Technicians--Trained by
veterinarian
>Kennel Technicians--Trained in SOPS
f
APS Volunteers
> Committed group of devoted volunteers
> Provide an additional 3-4 person da:rs of
support each week
> Effective training program
> Continually building volunteer base
> Volunteer opportunities are endless
S Customer Relations
> Re-structuring and training staff
> Attention to customers
> Reorganizing front lobby
> Adding volunteer greeters
> Enhancing web site
> Open houses
3
i~
~~
Education and Outreach
a~
> Partnerships
> Educational programs
> Summer camps
> Community outreach
~~~
APS Records Management
> Log sheets--monitor intake and disposition
> Animal identification and tracking
> Health records
> Daily animal counts
> Weekly review of animals in system
> Daily financial recording
~i~
,;'-Animal Population & Control
> Spay/neuter program
>Low cost
>Pit bulls
> Microchips
> Feral cat program
> Animal control liaison
> Education and outreach
4
l~{
~~
_,
°-~isease Prevention
> Facility organization and animal
management
> Isolation areas
> Cleaning protocols
> Inoculations
> Training and standard operating proi:edures
> Regular observations
Vii/
~; ;; =Reporting and Communications
> Regular phone/e-mail communications
>Shelter managers
> Shelter Committee
>APS Board
> Monthly reports
> F inanci al--Qu i ckbooks
>Shelter report--Excel
>Progress report on services contra~~t
1,
-~ Adoption and Reclamation
> Adoption guidelines--Strict but flexible
> Adoption process
>Application
>Spay/neuter and final health check
>Counseling
> Animals eligible for adoption
>All breeds--not feral cats
> Reclamation process
5
~J
;emergency Response Service
~~' ~ _ ~
> APS Emergency Animal Rescue Service
(EARS)
>Operates 7-days a week after business
hours
>Stafftraining and schedules
>EARS van
~~ ~
~~-iTpfront Costs
tai
> APS well equipped
>Resowces include equipment, vehicles,
computers, security system
> Minimal request
>Commercial grade dishwasher--$1,000
>Power washer for kennels--$550
`i~
Veterinary Services
~l1
> Established relationship with Nick' > Road
Animal Clinic
> Veterinarian provides daily evaluations of
ill/injured animals
> Volunteer veterinarians assist
6
/6
__
~--Costs
b~E
> Scenario 1
> $52,000/month
> No revenues included
> No veterinary service
costs
> Assumes Towns will
continue support of
EARS
> Scenario 2
> $47,000/month
> Revenues credited
Income $16,i 100/month
> Veterinary service
Cost$11,00(~/month
> Assumes Towns will
support EAR`..
~~
- e-Short-term Goals
> Continua) improvement
> Increased oversight
> Maintain high adoption rate
> Continue progress with spay/neuter
programs
> Support County plans for new shelt~:r
> Build public confidence by managing a
shelter that the community appreciates
~~~
. -APS and Orange County
i ~~;
> APS has long-standing reputation a~ a
progressive animal welfare organization
> APS has established staff, volunteers,
resources, community partnerships, and
veterinarian services
> APS is open and willing to work in close
cooperation with the County
7
l7
Orange County Animal Services
FY 04-05 FY 05-06
FY 2002-03 FY 2003-04 Projected Projected
Actuals Budget Budget (*) Budget (**)
Health Department) AC Expenditures
Personnel Services 345,269 364,387 364,387 (~~ 364,387 (~)
Operations 93,011 93,758 93,758 (z) 93,758 (a)
Capital Outlay 2,426 0 0 0
Total Health Dept/Animal Control
Expenditures (withoutAPS~shelter) 440,706 458,145 458,145 458,145
Animal Protection S~ ~ciety 428, 818 428, 818 cancel contract 0
Orange County-Operated Animal Shelter 0 0 1,108,038 964,943
(incl add'I Animal Control Officer, trucks & mot ~r pool)
Total Animal Svcs Expenditures 869,524 886,963 1,566,183 1,423,088
Revenues -- Health Degt/Animal Control
Animal Tax 91,755 105,000 105,000 105,000
Kennel 197 625 625 625
Fines 5,357 5,400 5,400 5,400
Revenues --County-Operated Shelter 0 0 173,860 173,860
Total Animal Svcs Revenue 97,309 111,025 284,885 284,885
Net County Cost 772,215 775,938 1,281,298 1,138,203
Additional County Cost /Year (vs, cost of APS shelter) 505,360 362,265
(') includes start-up capital,• (*) projected ongoing c osts
(1) salary increases due to pay & classification study 'mplementation not projected /calculated in this buiiget;
(2) increase in operating expenditures not projected ii i this budget