14.C.
City Council Meeting - FINAL
- Meeting Date:
- 10/16/2018
- From:
- Walt Miller, Deputy Chief
Information
TITLE:
Consideration and Adoption of Resolution No. 2018-47: A resolution approving an Intergovernmental Agreement/Third-Party Agreement between the City of Flagstaff, Coconino County, and Paw Placement of Northern Arizona for Animal Shelter Services.
STAFF RECOMMENDED ACTION:
1) Read Resolution No. 2018-47 by title only
2) City Clerk reads Resolution No. 2018-47 by title only (if approved above)
3) Adopt Resolution No. 2018-47
2) City Clerk reads Resolution No. 2018-47 by title only (if approved above)
3) Adopt Resolution No. 2018-47
Executive Summary:
Approval of an IGA with Coconino County for animal shelter service will provide service to the City of Flagstaff. The animal shelter will be located in a state of the art facility located at 11665 N. Highway 89. This is the former Second Chance Center for Animals, which was built in 2005 and was designed specifically for animal care. Under this IGA the service provider, Paw Placement of Northern Arizona (PPNAZ) will provide a variety of services include adoption, sheltering, spaying, and neutering, licensing, vaccinations, euthanasia and community outreach.
Financial Impact:
The annual fee for our current services with Coconino Humane Society is $250,000 per year. This contract was approved and adopted in June of 2016. The proposed contract by PPNAZ requests $280,500 from the City, which is an increase of $30,500 per year. The County has also approached the City asking if we would be willing to provide $12,390 annually for the five (5) year initial term to assist with facility and maintenance. The County will match this amount for a combined total of $24,780.
Policy Impact:
None.
Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
8) Improve the effectiveness of notifications, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments.Has There Been Previous Council Decision on This:
No.
Options and Alternatives:
1. Approve the Intergovernmental Agreement /Third-Party Agreement (IGA) with Paw Placement of Northern Arizona (PPNAZ). This IGA will provide animal control professional services for the City of Flagstaff in collaboration with Coconino County.
2. Not approve this IGA and continue with the current contract with Coconino Humane Association.
3. Direct staff to work collaboratively with Coconino County to go back out with a new request for proposal solicitation.
2. Not approve this IGA and continue with the current contract with Coconino Humane Association.
3. Direct staff to work collaboratively with Coconino County to go back out with a new request for proposal solicitation.
Background and History:
The City has contracted with the Coconino Humane Association to provide animal shelter services for approximately 16 years. The Coconino Humane Association was typically the only organization in Flagstaff that could provide much-needed program services, including adoption, shelter, spaying, and neutering, licensing, vaccinations, euthanasia and community outreach and provide and perform these animal control services in conformity with the National Animal Control Association (NACA) policies. Over the years, when formal competitive Requests for Proposals (RFP) were advertized, the Coconino Humane Association has been typically the only organization that has responded to the such RFPs from the City.
One year ago the City of Flagstaff was approached by the Coconino County and asked if the City would be interested in a joint County/City Request for Proposals (RFP) for Animal Shelter Services. The owner of the Second Chance Center for Animals (SCC) inidicated a possible interest in donating the property and building to Coconino County if the primary use and purpose were for an animal shelter. On April 27, 2018, a joint County/City request for Proposals (RFP) was advertised and two (2) Proposers responded; Coconino Humane Society (CHA) and Paw Placement of Northern Arizona (PPNAZ).
After the initial evaluation/scoring process of the written responses (phase 1), both Proposers were invited to participate in the interviews/presentations (phase 2). After aggregating the scores from both phase 1 and phase 2, PPNAZ ended up being the highest scoring responsible and responsive Proposer. The County and the City collectively began negotiations with PPNAZ and after several negotiation meetings, we have a proposed IGA which is attached to this staff summary and presented here for approval by Council. In addition, it is staff's understanding that this same IGA will be presented on October 16, 2018 to the Coconino County Board of Supervisors for approval. The initial term of the contract is for five (5) years, with one (1) additional five (5) year extension upon mutual written agreement.
One year ago the City of Flagstaff was approached by the Coconino County and asked if the City would be interested in a joint County/City Request for Proposals (RFP) for Animal Shelter Services. The owner of the Second Chance Center for Animals (SCC) inidicated a possible interest in donating the property and building to Coconino County if the primary use and purpose were for an animal shelter. On April 27, 2018, a joint County/City request for Proposals (RFP) was advertised and two (2) Proposers responded; Coconino Humane Society (CHA) and Paw Placement of Northern Arizona (PPNAZ).
After the initial evaluation/scoring process of the written responses (phase 1), both Proposers were invited to participate in the interviews/presentations (phase 2). After aggregating the scores from both phase 1 and phase 2, PPNAZ ended up being the highest scoring responsible and responsive Proposer. The County and the City collectively began negotiations with PPNAZ and after several negotiation meetings, we have a proposed IGA which is attached to this staff summary and presented here for approval by Council. In addition, it is staff's understanding that this same IGA will be presented on October 16, 2018 to the Coconino County Board of Supervisors for approval. The initial term of the contract is for five (5) years, with one (1) additional five (5) year extension upon mutual written agreement.
Key Considerations:
Animal shelter services are a critical need for the City of Flagstaff. It has been expressed that by moving into a newer and updated facility it will enhance the overall services not only to the citizens but also to the animals that are in need of shelter and care. It has been proposed that PPNAZ believes that the way we make 21st Century animal welfare a reality for our community is through collaboration. In addition to the City and County collaborating for shared services, there are also plans in place by PPNAZ to develop a ‘Destination Program’ for a Veterinary Technician Training in collaboration with Coconino Community College (CCC). This would allow the PPNAZ to leverage the medical space available in the building which will not only be a valuable education resource for CCC students, but it will also enhance the overall care of the animals in the care of PPNAZ.
To ensure that County and City requirements are met or exceeded, PPNAZ will utilize a Governance Board approach for oversight, transparency, and accountability of shelter operations. In support of this PPNAZ will contract for an annual CPA-overseen, independent audit. PPNAZ is also committed to providing professional services and programs to the community that include; public education (rabies, pet care, bite safety), adoption services, low-cost spay/neuter for dogs/cats, lost and found, and pet food banks for low-income assistance.
PPNAZ is committed to adherence to the requirements of the American Society for the Prevention of Cruelty to Animal (ASPCA) by putting Association of Shelter Veterinaries (ASV) Guidelines into action and these guidelines are incorporated into the IGA.
To ensure that County and City requirements are met or exceeded, PPNAZ will utilize a Governance Board approach for oversight, transparency, and accountability of shelter operations. In support of this PPNAZ will contract for an annual CPA-overseen, independent audit. PPNAZ is also committed to providing professional services and programs to the community that include; public education (rabies, pet care, bite safety), adoption services, low-cost spay/neuter for dogs/cats, lost and found, and pet food banks for low-income assistance.
PPNAZ is committed to adherence to the requirements of the American Society for the Prevention of Cruelty to Animal (ASPCA) by putting Association of Shelter Veterinaries (ASV) Guidelines into action and these guidelines are incorporated into the IGA.
Community Benefits and Considerations:
The additional cost to the City, at a minimum, would be $30,500 in the first year of the contract over and above what we are currently paying CHA. There is an escalator clause which allows for price adjustments each year, based on the CPI index, and only payable upon mutual written agreement with PPNAZ. The City’s portion shall be $280,500 ($23,375 per month) Note: The City will pay their portion directly to the County and the County will remit the entire monthly payment to PPNAZ. The County has agreed to provide an additional $12,390 annually for five (5) years for facility and equipment maintenance and under the IGA the City matches this amount.
Community Involvement:
The City of Flagstaff benefits by having an updated facility that will accept and provide care and shelter for the adoption of stray dogs and cats.
Expanded Options and Alternatives:
Inform
Consult
Involve
Collaborate
Consult
Involve
Collaborate