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HomeMy WebLinkAboutAgenda - 06-08-2004-9aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 8, 2004 Action Agenda Item No. 9~Q - SUBJECT: Approval of Contracts With Veterinarians To Provide Spay/Neuter Surgery Services to the Orange County Animal Shelter DEPARTMENT: County Manager PUBLIG HEARING: (Y/N) No ATTACHMENT(S): Contracts w/ Soren David Windram, DVM d/b/a New Hope Animal Hospital Marat Dubrovsky, DVM d/b/a Nicks Raad Veterinary Clinic INFORMATION CONTACT: Pam .)ones, ext. 2650 Gwen Harvey, ext 2307 Joe Pulcinella, 933-3373 TELEPHONE NUMBERS: Hillsborough Chapel Hill Durham Mebane 732-8181 968-4501 688-7331 336-227-2031 PURPOSE: To approve contracts with two area veterinarians to perform spay/neuter surgeries for animals adopted from the Orange County Animal Shelter, effective .luly 1, 2004. BACKGROUND: The Board of County Commissioners at its meeting on April 20, 2004 authorized staff to proceed with actions steps necessary for the transition of the Orange County Animal Shelter from the Animal Protection Society of Orange County (APS) to direct operation by the County through the office of the County Manager. The Board was informed at that time of the need to move quickly to secure veterinarian services in order to assure every animal adopted out of the shelter has been spayed ar neutered before going home to its new owner. A proposal letter to area veterinarians was developed by asub-committee of the County management team handling transition issues, consisting of Gwen Harvey (Assistant Manager), Rosemary Summers (Health Director), Pam Jones (Purchasing/Central Services Director), Jae Pulcinella (Shelter Director), John Sauls (Animal Control Director), and Kate Wilder, DVM (Veterinarian representative on the Board of Health and member of the Animal Shelter Operations Task Force). Of the four responses received by the May 14, 2001 deadline, three were deemed responsive to the Request for Proposals terms quoted in the solicitation. These were: 1. Marat Dubrovsky, DVM Nicks Road Veterinary Clinic 2. Dawn Longo, DVM Carolina Mobile Spay-Neuter Clinic Soren David Windram, DVM New Hope Animal Hospital The sub-committee conducted telephone interviews with Drs. Dubrovsky, Longo, and Windram. On the basis of the vet's responses, the sub-committee conducted site visits and personally interviewed Drs, Dubrovsky and Windram, The flexibility in meeting the on-going surgery schedules that will be required at the Shelter were best met by Dr. Dubrovsky and Windram, therefore Dr. Longo's mobile practice was eliminated from consideration at this time, As a result of the site visits, personal interviews with the veterinarians and their support staff, and reports received from the State Veterinary Board on each vet's professional standing, the sub-committee is recommending that the Board authorize one-year proposed contracts with both Dr. Dubrovsky and Dr. Windram. Under the proposed contract, Dr. Dubrovsky will perform surgeries for the Shelter on Mondays, Wednesdays and Fridays for the basic flat rate of $60 (Spay/Neuter). Dr, Windram, under the proposed contract, will perform surgeries for the Shelter on Tuesdays and Thursdays for the basic rates of $95 -$115 (Spay) and $65-$110 (Neuter). Additionally, each veterinarian will: 1. Prepare necessary records to be maintained by the Shelter 2. Address other services, at an additional specified cost, as may requested by the Shelter or required by the animal (Proposed Contract, Appendix A) 3. Conduct a physical examination of the animal (Proposed Contract, Appendix B) 4. Be evaluated by the County on the basis of service standards included in the contract including a survey of pet owners Staff believes the proposed two-contract arrangement in this initial year would be beneficial far the following reasons: • Helps to ensure full five-day-per-week availability of spay/neuter services. Dr. Dubrovsky has provided spay/neuter surgery services to the Shelter - under APS management -for the past two years, His practice is essentially only spay/neuter surgeries, His clinic and operating equipment are provided by APS under a separate lease agreement between the Dr. Dubrovsky and APS. (The County contract would be between the County and Dr. Dubrovsky only.) County staff understand that along with the Shelter animals, Dr, Dubrovsky intends to continue working with the APS animals that will be adopted out of its new facility, performing surgeries on the pets from the general public who purchase low cost spay/neuter vouchers through APS, and servicing the feral cat program administered by APS. Dr, Windram is equipped to dedicate the space and support staff projected to handle a Tuesday and Thursday surgery schedule in this trial contract period. This schedule would avoid a direct conflict with his normal practice that typically includes weekend boarding and non-Animal Shelter client business, It is important that the Shelter have access to service five days a week because it allows staff to mast efficiently manage kennel and cage space, Twc complementary contracts will provide the County with the best assurance for uninterrupted, professional-quality surgeries for Shelter animals, • Allows for a comprehensive evaluation during a full 12-month trial period, yet provides for cancellation of the contract with 30 days written notice should significant performance issues surface. Veterinarian performance under the agreement will be closely monitored throughout the year on the basis of service standards included in the contract, County staff will also develop and administer a survey to receive input and feedback from pet owners who adopt from the Shelter, The last quarter of a full contract year (July 1 -June 30) would allow for an intensive staff review and a time frame (the last quarter, April - .June) for issuing a new request for proposal, if necessary, A six-month contract would drastically shorten the time frame for a thorough, thoughtful review or reassessment. The proposed 12-month contract can be terminated sooner should there be performance issues, Dr. Windram has indicated his need to retain the services of an additional, part-time veterinarian technician for the purposes of this contract and it would be difficult to engage competent staff on less than a full year commitment. Provides for increased flexibility through abuilt-in back up and a means to handle the unexpected. Both Drs. Dubrovsky and Windram are aware of and supportive of the proposed arrangement, They see this as a favorable combination that adds flexibility and offers abuilt-in back up for the unexpected -scheduling issues or service considerations - no one can fully anticipate at this stage, County staff envisions a highly cooperative and complementary relationship, FINANCIAL IMPACT: An estimate of $132,000 was provided in the Manager's Recommended Budget to cover the cost of spay/neuter services for the Animal Shelter in Fiscal 2004-2005 with off setting revenue through adoption fees estimated at $154,400, The veterinarians will be paid on an actual fee for service basis. Staff estimates at this time that, based on a projection of 10 surgeries per day (50 per week) multiplied by the basic rates with each veterinarian for the contract year, overall costs to the County could be in the range of $132,000 to $190,440. (According to staff calculations, the contract with Dr. Dubrovsky has an estimated value of $93,600 and the contract with Dr. Windram has an estimated value of $ 96,540, creating a combined estimated value of $190,440, with off setting revenue currently projected at $154,000,) There is no precise way to predict the exact number of surgeries over the course of the upcoming year -spay v. neuter, cats v, dogs, animal weights, day of the week any given animal is delivered for surgery, or exact medical condition, Many factors can only be known at the time of need or surgery event. Surgeries; however, are tied directly to Shelter adoptions so that as adoptions increase (along with adoption fee income), euthanasia can decrease, These are highly desirable and positive outcomes in overall Shelter management and animal welfare, County staff will closely monitor and evaluate the progress of both contracts in terms of spend rates and qualitative results throughout the budget year and keep the BOCC apprised accordingly. RECOMMENDATION(S): The Manager recommends that the Board: A, Approve a contract with Dr. Marat Dubrovsky, d/b/a Nicks Road Veterinary Clinic for spay/neuter services for the Orange County Animal Shelter. B. Approve a contract with Dr. Soren David Windram, d/b/a New Hope Animal Hospital for spay/neuter services for the Orange Ccunty Animal Shelter. C. Authorize the Chair to sign the contracts with Drs. Dubrovsky and Windram following final review by the County Attorney and County Manager, NORTH CAROLINA ORANGE COUNTY AN AGREEMENT BETWEEN ORANGE COUNTY AND SOREN DAVID WINDRAM, DVM, DBA NEW HOPE ANIMAL HOSPITAL, HEREINAFTER THE COUNTY AND THE VETERINARIAN, FOR THE PERFORMANCE OF SPAY/NEUTER SURGERY SERVICES WHEREAS, the Orange County Board of Commissioners does appropriate funds for the 2004-2005 fiscal year for the performance of spay/neuter surgery services for animals adopted from the Orange County Animal Shelter (Shelter), WITNESSETH A. The Veterinarian agrees to perform the following services, 1-Spay and Neuter of animals presented by the Shelter will be sterilized at a minimum age of eight weeks. Appendix A is the Veterinarian's Fee Schedule, 2- Provide suitable facilities for surgeries and related procedures at the time animals are presented. Shelter animals will be presented on Tuesday and Thursday. (Arrangements to accommodate Veterinarian vacation, sick, or other leave will be negotiated with the Shelter Director as necessary.) The Veterinarian will house the animals in a humane manner consistent with industry standards and requirements. Surgery will be performed in a tirnely manner so that animals can be released for return to the Shelter by 3:30 pm on the day of surgery. If for any reason the animal needs additional hospitalization the Veterinarian will provide suitable facilities arrd the appropriate monitoring until such time as the animal is able and can be returned to the Shelter, The Veterinarian will provide the Shelter with after hours contact information, 3-Conduct an examination of the animal's heart, lungs, gums and other° areas deemed appropriate to determine suitability for surgery to be perforred by the Veterinarian. Any major problems which present upon 6 examination will be reported to the Shelter and will either disqualify the animal for surgery, at which time the Veterinarian will hold the animal until its regular time for return, or a decision will be made in conjunction with the Animal Shelter Director or appropriate designee. Minor problems can be addressed and all problems will be noted accordingly. Appendix B represents areas to be examined by the Veterinarian during the physical and documented for Shelter record keeping purposes. 4-Remove the rear dewclaws if it deemed appropriate to avoid future problems. Restraining devices, such as an Elizabethan Collar, will be provided if deemed necessary. 5-Administer a rabies vaccination if requested by the Shelter and provide the necessary records. 6- Implant microchips at the request of the Shelter and provide the necessary paperwork to the Shelter. 7-Prescribe pain medication when deemed appropriate or requested by client. 8-Prepare and return to the Shelter along with the animals all paperwork related to the services provided herein, including detailed records of the services provided and any other information relevant to the humane treatment, health, comfort, and safety of said animals. 9.Maintain all required licenses and certifications as well as the level of expertise and education to keep abreast of current industry standards and practises. 1 Q,Maintain all necessary insurance policies as may be prescribed by the County's Risk Manager. Veterinarian agrees to obtain personal liability insurance and agrees that Veterinarian is operating as an independent contractor and that no benefits, including Worker's Compensation coverage, is available to Veterinarian from the County, Proof of insurance will be presented to the County annually. The Veterinarian agrees to hold the County harmless from any and all accidental injury or personal loss while providing services to the County. 11) Comply with all applicable Federal, State, and Local laws, including non-discrimination laws as maybe applicable in fulfilling this agreement, B. This agreement shall exist and continue from July 1, 2004 through and including June .30, 2005, unless sooner termination as provided for herein. This agreement may be terminated with 30 days written notice by either party. C. This agreement may be terminated with 30 days written notice by either party. D. Veterinarian performance under this agreement will be evaluated by the County according, but not limited to, the following service standards: 1) Ability to Meet Contract Workload and Timeframes 2) Incidence of Post-Surgical Corrrplications and How Resolved 3) Accuracy, Completeness, and Timeliness of Records 4) Effective Customer Service (Responsiveness to Shelter Staff) 5) Pet Owner Feedback -Survey to be administered by the County E, Terms of Payment: Veterinarian shall submit for payment monthly invoices to the County for fees charged for spay and neuter services provided to the animals presented by the Shelter according to the Fee Schedule attached as Appendix A. Invoices should be addressed to: Joe Pulcinella, Shelter Director Orange County Animal Shelter 1018 Airport Road Chapel Hill, NC 27514 (919)933-3373 In witness whereof, the parties hereunto cause this agreement to be executed in their respective names. This the day of , 2004. ORANGE COUNTY BOARD OF COMMISSIONERS CHAIR, BARRY JACOBS NEW HOPE ANIMAL HOSPITAL 5016 Durham Chapel Hill Boulevard Durham, NC 27707 (919)490-2000 SOREN DAVID WINDRAM COUNTY CLERK ATTEST APPROVED AS TO FORM: COUNTY ATTORNEY This instrument has been pre-audited in the manner required by the Local Government and Fiscal Control Act BY: FINANCE DIRECTOR 9 Appendix A Spat//Neuter Fee Schedule: The doctor will be paid according to the following fee schedule: Basic Rate Over 40# Over 65# female dog $11S male dog $110 female cat $95 male cat $115 Additional fees: dogs in heat pregnant and/or lactating dogs cats in heat pregnant and/or lactating oats cryptorchid dogs cryptorchid cats rabies vaccination unbilical hernia repair dewclaw removal Elizabethan collar Micro-chipping $20 $20 $15 $15 $60-110 $60-110 $S (if applicable) $35 $15 each, if unattached $6-12 No charge w/OCAS chips 10 Appendix B Physical Examination The Spay/Neuter Vet will check and note any abnormalities in the following in the physical examination: 1, Weight 2. Temperature 3. Pulse 4. Respiration 5. Mucus Mem 6. CRT 7. Teeth 8. Hydration 9, Mentation 10. Skins 11. Eyes 12. Ears 13. Nose 14. Neuro 1S. Feet 16, GI 17. GU 18, LN The Orange County Animal Shelter will be responsible for: 1. Dewornring w/Strongid 2. Rabies vaccinafion (if older than 3 months) -Doctor maybe requested to perform by Shelter 3, DHLLP vaccination -Dogs 4. Kennel Cough 5. Heartworm Testing 6. Fecal Test 7. Lukenria Test -Cats 11 NORTH CAROLINA ORANGE COUNTY AN AGREEMENT BETWEEN ORANGE COUNTY AND MARAT DUBROVSKY, DVM, DBA NICKS ROAD VETERINARY CLINIC, HEREINAFTER THE COUNTY AND THE VETERINARIAN, FOR THE PERFORMANCE OF SPAY/NEUTER SURGERY SERVICES WHEREAS, the Orange County' Board of Commissioners does appropriate funds for the 2004-2005 fiscal year for the performance of spay/neuter surgery services for animals adopted from the Orange County Animal Shelter (Shelter). WITNESSETH A. The Veterinarian agrees to perform the following services. 1-Spay and Neuter of animals presented by the Shelter will be sterilized at a minimum age of eight weeks. Appendix A is the Veterinarian's Fee Schedule. 2- Provide suitable facilities for surgeries and related procedures at the time animals are presented. Shelter animals will be presented on Monday, Wednesday, and Friday. (Arrangements to accommodate Veterinarian vacation, sick, or other leave will be negotiated with the Shelter Director as necessary,) The Veterinarian will house the animals in a humane manner consistent with industry standards and requirements. Surgery will be performed in a timely manner so that animals can be released for retunr to the Shelter by .3;30 pm on the day of surgery. If for any reason the animal needs additional hospitalization the Veterinarian will provide suitable facilities and the appropriate monitoring until such time as the animal is able and can be returned to the Shelter. The Veterinarian will provide the Shelter with after hours contact information. 3-Conduct an exanunation of the animal's heart, lungs, gums and other areas deemed appropriate to determine suitability for surgery to be performed by the Veterinarian. Any major problems which present upon 12 examination will be reported to the Shelter and will either disqualify the animal for surgery, at which time the Veterinarian will hold the animal until its regular time for return, or a decision will be made in conjunction with the Animal Shelter Director or appropriate designee. Minor problems can be addressed and all problems will be noted accordingly. Appendix B represents areas to be examined by the Veterinarian during the physical and documented for Shelter record keeping purposes. 4-Remove the rear dewclaws if it deemed appropriate to avoid future problems. Restraining devices, such as an Elizabethan Collar, will be provided if deemed necessary. 5-Administer a rabies vaccination if requested by the Shelter and provide the necessary records. 6- Implant microchips at the request of the Shelter and provide the necessary paperwork to the Shelter. 7-Prescribe pain medication when deemed appropriate or requested by client. 8- Prepare and return to the Shelter along with the animals all paperwork related to the services provided herein, including detailed records of the services provided and any other information relevant to the humane treatment, health, comfort, and safety of said animals. 9.Maintairr all required licenses and certifications as well as the level of expertise and education to keep abreast of current industry standards and practices. l O,Maintain all necessary insurance policies as Wray be prescribed by the County's Risk Manager, Veterinarian agrees to obtain personal liability insurance and agrees that Veterinarian is operating as an independent contractor and that no benefits, including Worker's Compensation coverage, is available to Veterinarian from the County, Proof of insurance will be presented to the County annually. The Veterinarian agrees to hold the County harmless from any and all accidental injury or personal loss while providing services to the County, 1.3 11) Comply with all applicable Federal, State, and Local laws, including non-discrimination laws as maybe applicable in fulfilling this agreement, B. This agreement shall exist and continue from July 1, 2004 through and including June 30, 2005, unless sooner termination as provided for herein. This agreement may be terminated with 30 days written notice by either party, C. Veterinarian performance under this agreement will be evaluated by the County according, but not lirrrited to, the following service standards: 1) Ability to Meet Contract Workload and Timeframes 2) Incidence of Post-Surgical Complications and How Resolved 3) Accuracy, Completeness, and Timeliness of Records 4) Effective Customer Service (Responsiveness to Shelter Staffj S) Pet Owner Feedback -Survey to be administered by the County D. Terms of Payment: Veterinarian shall submit for payment monthly invoices to the County for fees charged for spay and neuter services provided to the animals presented by the Shelter according to the Fee Schedule attached as Appendix A. Invoices should be addressed to: Joe Pulcinella, Shelter Director Orange County Animal Shelter 1018 Airport Road Chapel Hill, NC 27514 (919)933-3373 14 In witness whereof, the parties Hereunto cause this agreement to be executed in their respective names. This the day of , 2004, ORANGE COUNTY BOARD OF COMMISSIONERS CHAIR, BARRY .TACOBS NICK'S ROAD VETERINARY CLINIC 6311-C Nicks Road Mebane, NC 27302 (919) 304-2337 MARAT DUBROVSKY, DVM COUNTY CLERK ATTEST APPROVED AS TO FORM: COUNTY ATTORNEY This instrument has been pre-audited in the manner required by the Local Government and Fiscal Control Act BY: FINANCE DIRECTOR 15 Appendix A Spat/ Neuter Fee Schedule: The Veterinarian will be paid according to the following fee schedule: Basic Rate Over 40# Over 6S# female dog $60 male dog $60 female cat $60 male cat $60 Additional fees: dogs in heat $10-20 pregnant and/or lactating dogs $10-20 oats in heat $10-20 pregnant and/or lactating cats $10-20 cryptorchid dogs $20 cryptorchid cats $20 rabies vaccination $5 umbilical hernia repair $20 dewclaw removal $15 Elizabethan collar $10 Micro-chipping $30 16 Appendix B Physical Examination: The Spay/Neuter Veterinarian will check and note any abnormalities in the following in the physical examination: 1. Weight 2. Temperature 3. Pulse 4. Respiration 5, Mucus Mem 6. CRT 7. Teeth 8. Hydration 9. Mentation 10, Skins 11. Eyes 12. Eai°s 13. Nose 14. Neuro 15. Feet 16, GI 17. GU 18. LN The Orange County Animal Shelter will be responsible for: 1. Deworming w/Strongid 2. Rabies vaccination (if older than 3 months) -Veterinarian maybe requested to perform by Shelter 3. DHLLP vaccination -Dogs 4. Kennel Cough 5. Heartworrn Testing 6. Fecal Test 7. Lukerrua Test -Cats