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Item 1.B.
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| City Council Regular | |
| Date: | 11/24/2025 |
| Title: | Yellowstone Valley Animal Shelter short-term services agreement |
| Presented by: | Gina Dahl |
| Department: | Legal |
| Presentation: | No |
| Legal Review: | Yes |
| Project Number: | N/A |
RECOMMENDATION
Staff recommends Council approve the short-term agreement with Yellowstone Valley Animal Shelter (YVAS).
BACKGROUND (Consistency with Adopted Plans and Policies, if applicable)
On October 15, 2025, YVAS terminated the lease and shelter services contract with the City based on allegations of breach of contract and failure to cure. However, YVAS also indicated a willingness to enter into a short-term agreement with the City to provide services through January 2026 as previously provided under the terminated agreement. The previous agreement would have expired January 31, 2026, and the proposed new short-term agreement would replace the previous agreement.
On August 21, 2025, the City issued an RFP for shelter services with a deadline for submitting proposals of December 5, 2025, and it was anticipated YVAS would submit a proposal in response. After further discussion with YVAS about the proposed short-term agreement for services, they requested the agreement be extended through June 30, 2026. They have also asked the City to reissue the RFP for shelter services in six months because YVAS staff will be moving and focused on getting settled in their new location. They will be in a better position to submit a proposal if given some additional time to adjust to these changes.
City policy requires that the City solicit proposals through a competitive process for services in excess of $50,000. Given the unique circumstances, City staff believe it would be in the best interest of all stakeholders to enter into this short-term agreement until an RFP can be reissued.
On August 21, 2025, the City issued an RFP for shelter services with a deadline for submitting proposals of December 5, 2025, and it was anticipated YVAS would submit a proposal in response. After further discussion with YVAS about the proposed short-term agreement for services, they requested the agreement be extended through June 30, 2026. They have also asked the City to reissue the RFP for shelter services in six months because YVAS staff will be moving and focused on getting settled in their new location. They will be in a better position to submit a proposal if given some additional time to adjust to these changes.
City policy requires that the City solicit proposals through a competitive process for services in excess of $50,000. Given the unique circumstances, City staff believe it would be in the best interest of all stakeholders to enter into this short-term agreement until an RFP can be reissued.
STAKEHOLDERS
City residents
Yellowstone Valley Animal Shelter
City of Billings, Police Department, and Animal Control
Yellowstone Valley Animal Shelter
City of Billings, Police Department, and Animal Control
ALTERNATIVES
City Council may:
- Approve; or,
- Not Approve
FISCAL EFFECTS
The original agreement required a payment of $30,038.75 per month by the City to YVAS for the services provided and YVAS paid $2,000 per month for leasing the City facility. The proposed short-term agreement requires the City to pay YVAS $30,038.75 per month for the services, but there is no longer a lease payment since YVAS has relocated. For details about the specific services, see the attached agreement. The services are essentially the same without substantive change.