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HomeMy WebLinkAbout5G - Contract for Animal Control Services /~ /."~.~o~ 4646 Dakota Street S.E. \u ii'\ Prior Lake, MN 55372-1714 " l'11 \~ CITY COUNCIL AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: December 21, 2009 5G Randy Hofstad, Lieutenant AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE MAYOR AND CITY MANAGER TO RENEW THE CONTRACT WITH 4 PAWS ANIMAL CONTROL FOR ANIMAL CONTROL SERVICES FOR THE CITY FROM JANUARY 1,2010 THROUGH DECEMBER 31,2011. DISCUSSION: Introduction The purpose of this agenda item is to request authorization to renew the existing animal control service contract with 4 Paws Animal Control, LLC. Historv In 2005, a committee formed under the auspices of the Scott County Association for Leadership and Efficiency (SCALE) looked at three alternatives for animal control services: 1) Continue to contract the animal control services with an outside contractor; 2) Work with the other members to form a multi-jurisdictional animal control unit; or 3) Each city form its own animal control unit. The most significant finding from this investigation was that there is only one animal control provider available to serve Scott County. The alternatives of establishing a government run animal control either individually or collectively was more costly than contracting with 4 Paws. Accordingly Prior Lake, Savage, Shakopee and the Scott County Sheriffs Office have had ongoing animal control contracts with 4 Paws since this study occurred. Current Circumstances The current contract with 4 Paws expires December 31, 2009. During the length of the previous contracts we have always received good service and their response times have actually improved since the company came under new ownership in 2007. The primary reason for that is because the owners now live in Prior Lake. Scott County, Savage and Shakopee all currently contract with 4 Paws for their animal control needs. That has proven to be beneficial for citizens of the various communities because it provides consistency and continuity with the agencies that border each other. 4 Paws also serves the cities of Chaska and Mendota Heights. The police departments with in Scott County have been unable to find another vendor that can provide the level of service that we currently receive in our area. The city of Shakopee just renewed their contract with 4 Paws last spring. www.cityofpriorlake.com 'l?h(1\1~ef ~52A47,98(!Qr !:Fax 952.447.4245 Scott Hutnik, the owner of 4 Paws was contacted and asked to submit a quote for the upcoming year. Mr. Hutnik said he would like to retain the city as a client. He said he would provide the same level of service for the years 2010 and 2011 at the same cost we are currently paying. We currently pay: · $2800.00 + $192.50 (sales tax) = $2,992.50 Per Month or · $35,910 Per Year We were unable to secure a second quote since 4 Paws is the only vendor available to provide services to Scott County. Conclusion The Council should determine if it wishes to approve the requested contract renewal with 4 Paws Animal Control, LLC. ISSUES: Based on our research we have determined the following things: 1. 4 Paws is the only source currently available that is able to provide the level of service required. 2. This service can not be done cheaper by doing it ourselves or in conjunction with one another. 3. 4 Paws is providing good service. The feedback from our officers using their service have been positive and we have not received negative responses from the public. 4. 4 Paws is currently providing the same service to five other entities, including Scott County and its three largest cities. FINANCIAL IMPACT: The rates proposed by 4 Paws are as follows: January 2010 through December 2010 $2,992.50/month or 35,910/year January 2011 through December 2011 $2,992.50/month The funds for this service are already reflected in the 2010 budget. ALTERNATIVES: 1. Adopt a resolution authorizing the Mayor and the City Manager to execute the City's standard contract authorizing 4 Paws to continue to be the City's Animal Control Officer for 2010 and 2011. 2. Take no action at this time. RECOMMENDED Alternative 1. MOTION: Rerwed by: .~ Frank Bo~ es, """-- Motion By: Second By: WHEREAS, WHEREAS, The City has contracted with 4 Paws for animal control services since 2005;and The existing contract between the City and 4 PAWS expires on December 31, 2009; and WHEREAS, The City's Purchasing Policy requires the Staff to solicit quotations for the cost to provide a service if the cost is anticipated to be between $20,000 and $100,000; and WHEREAS, The City Staff has investigated whether there are other animal control providers within the geographic area to solicit cost quotes to provide animal control services to the City and determined that there is no other provider within the geographic area that provides the type and level of services required by the City; and WHEREAS, 4 PAWS has agreed to provide animal control services for the years 2010 and 2011 at the same cost as the City is currently paying: · $2800.00 + $192.50 (sales tax) = $2,992.50 Per Month or · $35,910 Per Year ; and WHEREAS, · The animal control services provided by 4 PAWS meets the needs of the City and has been provided a timely and professional manner. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. 4 PAWS Animal Control Services is designated as the City's Animal Control Officer. 3. The rates shall be $2,800.00 per month from January 2010 through December 2011. 4. The Mayor and City Manager are hereby authorized to enter into the City's standardized contract with 4 PAWS Animal Control Services. PASSED AND ADOPTED THIS 21st DAY OF DECEMBER 2009. YES NO Haugen Erickson Hedberg I LeMair I Millar Haugen Erickson Hedberg LeMair Millar Frank Boyles, City Manager www.cituofpriorlake.com ~:\.C':';~:il\2ggQ ^!jilrl':': D:prtg\12 21 QQi4 pillA'S Rii~I"';M c,-i:> ,~M Phone 952.447.9800 / Fax 952.447.4245 AGREEMENT FOR ANIMAL CONTROL SERVICES THIS AGREEMENT is made on the 21st Day of December, 2009, between the City of Prior Lake, Minnesota (hereinafter "City"), whose business address is 4646 Dakota Street SE, Prior Lake, MN 55372, and 4 PAWS ANIMAL CONTROL, LLC (hereinafter "Animal Control Officer") whose business address is 16534 Franklin Trail Se Unit 1A, Prior Lake, MN 55372 PRELIMINARY STATEMENT The City has adopted a policy regarding the selection and hiring of consultants to provide a variety of services for City projects. That policy requires that persons, firms or corporations providing such services enter into written agreements with the City. The purpose of this agreement is to set forth the terms and conditions under which 4 PAWS ANIMAL CONTROL, LLC will provide animal control services and act as Animal Control Officer to the City as outlined in this Agreement, hereinafter referred to as the "Work." RECITALS WHEREAS, the City requires the services of an Animal Control Officer for public safety reasons; and, WHEREAS, the City Council has considered alternate ways of providing animal control services; and WHEREAS, the City Council has concluded that the most cost effective way of providing such services is through contract with 4 PAWS ANIMAL CONTROL, LLC, NOW, THEREFORE, based on the mutual promises and consideration provided for herein, the sufficiency of which is not disputed, the parties agree as follows: 1. Recitals: The Recitals set forth above are incorporated by reference as if fully set forth herein. 2. Scope of Work. The Scope of the Work is setout in two documents, the City's letter dated March 1, 2005, (Exhibit A) and Proposal dated March 4, 2005, (Exhibit S.) Exhibits A and S are incorporated by reference herein as if fully set forth. Read together Exhibits A and S, and this Agreement collectively constitute the "Contract Documents" and define the Work the Animal Control Officer will perform on behalf of the City. If there is a conflict between any of the provisions in the Contract Documents, the discrepancy shall be resolved by utilizing the provision most favorable to the City. 3. Time for Performance of Services. The Animal Control Officer shall perform the services described in the Contract Documents within the timeframe specified therein unless otherwise agreed upon in writing. 4. Compensation for Services. City agrees to pay the Animal Control Officer for the period January 1, 2010, to December 31,2011, the amount of $2,800.00 per month (plus sales tax). Such amounts will be paid monthly no later than the 15th of each month for the preceding month following receipt of an invoice and monthly report. In addition to the above payments, not to exceed fees set forth above, the Animal Control Officer may seek reimbursement for reasonable out-of-pocket expenses directly associated with work expressly requested by the City. A. Any changes in the scope of the Work, as described and defined in the Contract Documents, which may result in a change in the compensation due the Animal Control Officer shall require R:\Council\2009 Agenda Reports\12 2109\4 PAWS Contract. DOC prior written approval by an authorized representative of the City or by the City Council. The City will not pay additional compensation for services that do not have prior written authorization. B. Special Consultants may be utilized by the Animal Control Officer when required by the complex or specialized nature of the Work and when authorized in writing by the City. C. City agrees to pay Animal Control Officer for extra services by the Animal Control Officer or Special Consultants when authorized in writing by the City. 5. The City agrees to provide the Animal Control Officer with the complete information concerning the Scope of the Work and to perform the following services: Access to the Area. Depending on the nature of the Work, Animal Control Officer may from time to time require access to public and private lands or property. As may be necessary the City shall obtain access to and make all provisions for the Animal Control Officer to enter upon public and private lands or property as required for the Animal Control Officer to perform such services necessary to complete the Work. Consideration of the Animal Control Officer's Work. The City shall give thorough consideration to all reports and other documents presented by the Animal Control Officer, and shall inform the Animal Control Officer of all decisions required of City within a reasonable time so as not to delay the work of the Animal Control Officer. Standards. The City is relying on the Animal Control Officer to provide and advise the City with information on any standards or criteria, including but not limited to, any and all animal control services. Citv's Reoresentative. The Police Chief, or his designee, shall interface with the Animal Control Officer with respect to the work to be performed under this Agreement. The City's representative shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the services provided or materials, equipment, elements and systems pertinent to the work covered by this Agreement. 6. Method of Payment. The Animal Control Officer shall submit to the City, on a monthly basis, itemized bills for animal control services performed under Section 4 of this Agreement. Bills submitted shall be paid in the same manner as other claims made to the City. A. Proaress Pavment. For work reimbursed on an hourly basis, the Animal Control Officer shall indicate for each employee, his or her name, job title, the number of hours worked, rate of pay for each employee, a computation of amounts due for each employee, and the total amount due for each project task. Animal Control Officer shall verify all statements submitted for payment in compliance with Minnesota Statutes Sections 471.38 and 471.391. For reimbursable expenses, if permitted in Exhibit A, the Animal Control Officer shall provide such documentation as reasonably required by the City. B. Abandoned or Susoended Work. If any work performed by the Animal Control Officer is abandoned or suspended in whole or in part by the City, the Animal Control Officer shall be paid for any services performed on account of it prior to receipt of written notice from the City of such abandonment or suspension, all as shown on Exhibit A attached hereto and incorporated herein by reference. R:\Council\2009 Agenda Reports\12 21 09\4 PAWS Contract.DOC 2 1. Project Manager and Staffing. Scott Hutnik shall serve as the Animal Control Officer. 2. Standard of Care. All Work performed pursuant to this Agreement shall be in accordance with the standard of care in Scott County, Minnesota for services of the like kind. 3. Audit Disclosure. The Animal Control Officer shall allow the City or its duly authorized agents reasonable access to such of the Animal Control Officer's books and records as are pertinent to all services provided under this Agreement. Any reports, information, data, etc. given to, or prepared or assembled by, the Animal Control Officer under this Agreement which the City requests to be kept confidential shall not be made available to any individual or organization without the City's prior written approval. All finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports prepared by the Animal Control Officer shall become the property of the City upon termination of this Agreement, but Animal Control Officer may retain copies of such documents as records of the services provided. 4. Term. The term of this Agreement is defined in the Contract Documents. 5. Termination. This Agreement may be terminated by either party by one hundred twenty (120) days written notice delivered to the other party at the address written above. Upon termination under this provision if there is no fault of the Animal Control Officer, the Animal Control Officer shall be paid for services rendered and reimbursable expenses until the effective date of termination. If however, the City terminates the Agreement because of the Animal Control Officer has failed to perform in accordance with this Agreement, no further payment shall be made to the Animal Control Officer. 6. Subcontractor. The Animal Control Officer shall not enter into subcontracts for services provided under this Agreement except as noted in the Scope of Work, without the express written consent of the City. The Animal Control Officer shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Animal Control Officer's receipt of payment by the City for undisputed services provided by the subcontractor. If the Animal Control Officer fails within that time to pay the subcontractor any undisputed amount for which the Animal Control Officer has received payment by the City, the Animal Control Officer shall pay interest to the subcontractor on the unpaid amount at the rate of 1.5 percent per month or any part of a month. The minimum monthly interest penalty payment for an unpaid balance of $100 or more is $10. For an unpaid balance of less than $100, the Animal Control Officer shall pay the actual interest penalty due to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the Animal Control Officer shall be awarded its costs and disbursements, including attorney's fees, incurred in bringing the action. 7. Independent Consultant. At all times and for all purposes herein, the Animal Control Officer is an independent contractor and not an employee of the City. No statement herein shall be construed so as to find the Animal Control Officer an employee of the City. 8. Non-Discrimination. During the performance of this Agreement, the Animal Control Officer shall not discriminate against any employee or applicants for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, or age. The Animal Control Officer shall post in places available to employees and applicants for employment, notices setting forth the provision of this non-discrimination clause and stating that all qualified applicants will receive consideration for employment. The Animal Control Officer shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. 9, Assignment. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. R:\Council\2009 Agenda Reports\12 2109\4 PAWS Conlract.DOC 3 10. Services Not Provided For. No claim for services furnished by the Animal Control Officer not specifically provided for herein shall be honored by the City. 11. Severability. The provisions of this Agreement are severable. If any portion hereof is, for any reason, held by a court of competent jurisdiction to be contrary to law, such decision shall not affect the remaining provisions of this Agreement. 12. Entire Agreement. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 13. Compliance with Laws and Regulations. In providing services hereunder, the Animal Control Officer shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. The Animal Control Officer and City, together with their respective agents and employees, agree to abide by the provisions of the Minnesota Data Practices Act, Minnesota Statutes Section 13, as amended, and Minnesota Rules promulgated pursuant to Chapter 13. Any violation of statutes, ordinances, rules and regulations pertaining to the services to be provided shall constitute a material breach of this Agreement and entitle the City to immediately terminate this Agreement. 14. Waiver. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 15. Indemnification. Animal Control Officer agrees to defend, indemnify and hold the City, its officers, and employees harmless from any liability, claims, damages, costs, judgments, or expenses, including reasonable attorney's fees, resulting directly or indirectly from a negligent act or omission (including without limitation errors or omissions) of the Animal Control Officer, its agents, employees, or subcontractors in the performance of the services provided by this Agreement and against all losses by reason of the failure of said Animal Control Officer fully to perform, in any respect, all obligations under this Agreement. 16. Insurance. A. General Liabilitv. During the term of this Agreement, Animal Control Officer shall maintain a general liability insurance policy with limits of at least $600,000 for each person, and each occurrence, for both personal injury and property damage. This policy shall name the City as an additional insured for the services provided under this Agreement and shall provide that the Animal Control Officer's coverage shall be the primary coverage in the event of a loss. The policy shall also insure the indemnification obligation contained in Paragraph No. 21. A certificate of insurance on the City's approved form which verifies the existence of this insurance coverage must be provided to the City before work under this Agreement is begun. B. Worker's Comoensation. The Animal Control Officer shall secure and maintain such insurance as will protect Animal Control Officer from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage which may arise from the performance of Animal Control Officer's services under this Agreement. C. Personal Liabilitv Insurance. The Animal Control Officer agrees to provide to the City a certificate evidencing that they have in effect, with an insurance company in good standing and authorized to do business in Minnesota, a professional liability insurance policy. Said policy shall insure R:\Council\2009 Agenda Reports\12 21 09\4 PAWS Contract.DOC 4 payment of damage for legal liability arising out of the performance of animal control services for the City, in the insured's capacity as the Animal Control Officer, if such legal liability is caused by an error, omission, or negligent act of the insured or any person or organization for whom the insured is legally liable. Said policy shall provide an aggregate limit of $1,000,000. 23. Records Access. The Animal Control Officer shall provide the City access to any books, documents, papers, and records which are directly pertinent to the specific contract, for the purpose of making audit, examination, excerpts, and transcriptions, for three years after final payments and all other pending matters related to this contract are closed. 24. Ownership of Documents. All plans, diagrams, analyses, reports and information generated in connection with the performance of the Agreement ("Information") shall become the property of the City. The City may use the Information for its purposes and the Animal Control Officer also may use the Information for its purposes. Reuse of the Information for the purposes of the work contemplated by this Agreement ("Work") does not relieve any liability on the part of the Animal Control Officer, but any reuse of the Information by the City or the Animal Control Officer beyond the scope of the Project is without liability to the other, and the party reusing the Information agrees to defend and indemnify the other from any claims or liability resulting therefrom. 25. Governing Law. This Agreement shall be controlled by the laws of the State of Minnesota. Executed as of the day and year first written above. Reviewed for form: CITY OF PRIOR LAKE City Attorney Mayor City Manager 4 PAWS ANIMAL CONTROL, LLC Scott Hutnik, Business Manager R:\Council\2009 Agenda Reports\12 21 09\4 PAWS Contract.DOC 5 .~ X' v-~....,~~ 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372 ,.. -- - ... - . ...._".-._-,-_._. ." .--- --.. ..".. . ---... -...-- Date: March 1, 2005 To: Curt Finch, dba 4 Paws Animal Control Dana Christian, dba American Boarding Kennel From: Frank Boyles. City Manager Subject: Interview to discuss animal control services As you may know. Scott County and the SMSC. together with the cities of Shakopee, Prior Lake, Jordan. New Prague, and Belle P/aine. are seeking animal control services beginning April 1 , 2005, through December 31, 2005. We are seeking to learn more about the services you can supply and the cost of each. We are asking that each of you make a presentation to representatives of each of the units of government on Friday, March 4, 2005, at Prior Lake Fire Station 1. Each proposer will have 30 minutes to make a presentation followed by a 20 minute question/answer period. The schedule is as follows: 10 a.m. Curt Finch 11 a.m. Dana Christian 952-707-6967 952-894-8841 c: 612-743-7678 Theresa.finch@comcast.net dana@americanboardingkenne/.com The Prior Lake Fire Station is located at 16776 Fish Point Road, which is at the intersection of County Road 21/Eagle Creek Avenue and Fish Point Road. Please be prepared to respond to at least the following questions: 1. Will one phone number be dedicated to animal control service requests for the above communities? 2. Will the phone number be answered by a human between 7 a.m. and 6 p.m. Monday through Friday, and 10 a.m. - 4 p.m. Saturday and Sunday? 3. How is telephone service provided for the following: a. after hours? b. holidays? c. when the phone is busy? 4. Will callbacks be made within 30 minutes of the initial call after hours or in the event of a busy signal? 5. Where will animals be boarded for pick up by owners? 6. Describe the boarding facility, its capacity, amenities and location. When is the facility open for pick up? 7. Will you provide inoculation/medical services? Please describe. 8. Will you provide euthanasia and disposal services? Describe your policy for informing owners, including timelines. www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 9. Will you pick up dead animals of all kinds and sizes (domestic, farm, wild or exotic) in the right of way or public property? 10. Will you provide patrol services? Can individual units of government select the amount of patrol hours desired per month? 11. Will you provide response for public safety emergencies as identified by the cities/county? 12. What is your procedure for dog bites including timeline and notifications? 13. What monthly reporting will you provide uniformly to all governmental units? 14. Please specify all fees uniformly for each governmental unit by service provided including the following and specifying who will pay the fee (city or pet owner). a. Boarding (day) b. Inoculation (rabies/distemper) c. License fees d. Late fees e. Emergency response (by call or per hour) f. Patrol (per hour) g. Dead animal pick up (if not during patrol) h. Live animal pick up (if not during patrol) i. Cost for quarantine (day) j. Monthly retainer fee (what is included) k. Euthanasia/disposal cost. 15. Describe any licenses or certificates held by the persons providing the above services. 16. Do you warrant that you are and will remain in full compliance with any and all applicable codes, regulations or laws related to the services outlined above? 17. Describe the patrol vehicle to be used. 18. Describe the employee(s) who will provide the above described services. Provide references. 19. Describe your availability .and capacity to provide the above services based upon the individual needs of each governmental unit. 20. Any additional information you believe which is relevant to this request. We appreciate your interest. We intend to evaluate each proposal and enter into one or more individual contracts with the vendor who can best serve our needs. It is possible that some governmental units will decide not to participate in this joint effort. We hope this memorandum helps you to prepare for the interview. If you have questions, please call me at 952- 447-9801. Cc: Scott County, Rob Boe and Brian Kanninen SMSC, Lester Morris and Bill Rudnicki Shakopee, Mark McNeill and Dan Hughes Savage, Barry Stock Prior Lake, Randy Hofstad and Bill O'Rourke Jordan, Linda Waite Smith New Prague, Jerry Bohnsack e.r-\...\ b" r .l) 31~lo~ 4 PAWS Animal Control Response to submitted questions 1. Will one phone number be dedicated to animal control service requests for the above communities? Yes. We do plan on operating an impound facility and office in Scott County and that would include a dedicateclline for the Scott County area. We also use cell phones to back up our land lines. Calls are automatically forwarded to cell phones whenever we leave the pound. We want to make sure that we are there to answer every call for the convenience of callers and to facilitate a rapid response. 2. Will the phone number be answered by a human between 7 a. m. and 6 p.m. Mon- day through Friday, and 10 a.m. - 4 p.m. Saturday and Sunday? Our phones are answered by a real-live person, 24 hours per day, 365 days a year. That way we can respond immediately after getting all pertinant information from the caller while the other guys are still waiting for someone to listen to their mes- sage. For us, that delay is unacceptable. We also believe that callers are frustrated when they are not able to talk to a human. We take the time to assure the caller that we unde. ,:)land the problem and we are responding and we are concerned about their problem. 3. How is telephone service provided for the following: a. after hours? We don't have "after hours." We respond in person to every call at all times. b. holidays? As far as we know, animals do not celebrate holidays and neither do we. We answer our phones and respond in person 24 hours per day, every day of the year, even hOlidays. c. when the phone is busy? We have several phone company "features" to enhance our phone service to make sure we get our calls. We have call waiting to let us know when another call is coming in and we are on the line. Whenever possible we politely bring our first call to an end or ask to put the first caller on hold to check on the nature of the second call. If it isn't a call that requires immediate attention we return to the first caller and com- plete that call. When we leave the office our calls are automatically forwarded to a cell phone and just to be sure we also forward our calls to another cell phone. That way the first call rings to the first cell phone and if we are already on the line and we can't break away for the call waiting signal, the call will go to the second cell phone number. If we just can't break away from the first call for the second call then we do have voice messaging on all phones just in case. 4. Will callbacks be made within 30 minutes of the initial call after hours or in the 3/<fIO~ event of a busy signal? If we do miss a call it is because we were not able to break away from our origi- nal caller. In that case voice messaging immediately notifies us that there is a mes- sage(we would be aware of the message because of the call waiting notification as well). We return calls immediately. 5. Where will animals be boarded for pick up by owners? We have always tried to house our animals near our service area to make it easy for owners to pick up their animals. But because of the wide area we currently cover we haven't always been able to have a pound in every city or even an adjacent city. We have tried to stay close by leasing smaller buildings but that proved to be too costly. We tried leasing space from area vets and even the Humane Society but that wasn't always convenient or proved to be too costly as well. We found the best solu- tion for our current situation was to deliver animals for owners at no additional charge. That is convenient for owners and it keeps our trucks on the road and it allows us to house the animals in one area, even if it is away from our service area. But for Scott County we do plan on leasing a building in a central location (based on geography and call volume). Our building will be open at least 4 hours ev- ery day for animal pick ups and other visits. We would be willing to make arrange- ments to meet owners at almost any other time as well or we may even continue to deliver animals if that turns out to be most convenient for owners. 6. Describe the boarding facility, its capacity, amenities and location. When is the fa- cility open for pick up? Our Scott County facility will be designed in accordance with humane society gUidelines including: -placement and design of animal housing to minimize stress and disease trans- mission -equipment for kenneling and caging, and its best placement -quarantine and isolation areas -drainage -temperature control -ventilation -noise abatement -lighting -equipment for animal care and handling -equipment for shelter cleaning Our facility and our procedures will be designed to protect the animals, the staff, as well as the visiting public from the day the animals arrive to the day they are reclaimed or put up for adoption. Our dog kennels will be at least 25 square feet in size. The pound will be centrally located in Scott County based on expected volume and convenience for the public and for a rapid response by our personnel to calls for service. The pound will be open at least 4 hours every day for publiC visits and ar- rangements for additional visits will be available. 3/tfro~ 7. Will you provide inoculation/medical services? Please describe. Animals requiring medical services are transported to an area vet for treatment. In most cases animals are stabilized only until an owner is located and can authorize additional treatment by the vet. After hours emergencies would be transported to an emergency vet. Under the flat fee system we propose our service would cover all vet costs except when an owner is identified. All vet service costs would then be recovered from the animal owner. We do not give inoculations. Unclaimed animals which we give to Last Hope are given all inoculations and routine medical care prior to adoption or placement in a foster home. 8. Will you provide euthanasia and disposal services? Describe your policy for inform- ing owners, including timelines. We use a vet for all euthanasia services. We encourage owners to bring ani- mals to their own vet for euthanasia and also disposal to save them money. If we transport animals to a vet for these services we do charge for the service. We will pro- vide these services for owners if they just can't bring themselves to deal with the situ- ation, but we do charge for our service as well as for the cost of the vet service. Fortunately, almost all of our unclaimed animals are given to Last Hope for adoption so our euthanasia needs are minimal. We do make use of vets for our pet disposal needs. We always try to notify owners immediately in every situation where an owner is identifiable. 9. Will you pick up dead animals of all kinds and sizes (domestic, farm, wild or exotic) in the right of way or public property? We do include dead animal pick up on public roads and property under the flat fee proposal we are offering. All animals of all sizes would be included except that deer on county and state roads would not be included at this time. We currently con- tract with the Scott County Highway Department for deer pick up on county roads and the State picks up on its own roads. When an owner of an animal is identified we would recover disposal costs from the owner. 10. Will you provide patrol services? Can individual units of government select the amount of patrol hours desired per month? Patrol and visibility are very important deterrents to would be violators and so we do include a range of patrol hours in our flat fee proposal. Patrol hours are based on population and requests by callers. We would be willing to increase patrol hours beyond the maximum of our pro- posal at an additional cost but we believe we do provide a workable range. 11. Will you provide response for public safety emergencies as identified by the cities! county? Response to all emergencies involving animals would be included in our flat fee 3/'110 {' proposal. We respond to accidents, arrests, fires, search warrants, and any other pos- sible emergency. If you need us just call us and we will respond. Within reason and good taste, we will try to recover fees from owners whenever an owner is identifiable. For example we would try to recover boarding costs for pets picked up from an arrest or disposal costs for an animal killed in a fire. We always try to wait as long as we can under the circumstances and if it seems like a bill might be in bad taste then we would absorb the costs. We are a business and we like to make money but we are also human. 12. What is your procedure for dog bites including timeline and notifications? We are all about rapid responses and in bite cases that is even more essential. In every City we currently provide service for, the police respond to bites to take an initial report because they can usually get their the quickest. In most cases it involves an animal which is already held and our response would be to pick up animals which are not current on vaccinations and hold them for quarantine for from 10 to 14 days depending on the ordinance. If an animal is still at large -then the police notify us and we immediately begin searching for the animal. If necessary, live traps would be set up. When I worked at the City of Edina I was the first response and report-taker on all animal bites, so if a city wanted us to take the report we could certainly do so with confidence. Depending on the ordinance quarantines are 10 to 14 days in duration. If an animal is at the stage where he can transmit the rabies virus then it would develop symptoms within that timespan. When animals are in our pound for quarantine we watch the closely for symptoms and would report any symptoms to victims immedi- ately so that they could begin the shots or we can get the animal tested by the State Health Department. We are authorized to submit animals for testing at the University of Minnesota Vet Diagnostic Lab. Wild animals involved in bites which are known as poSSible rabies carriers are euthanized immediately and tested for rabies. There is no effective quarantine period for wild animals. If the animal passes quarantine without exhibiting any symptoms of rabies we would notify the police department and the victim of the results at that time. Quarantines for animals with owners are at the expense of the owner and fees would be recovered. Unclaimed animals would be euthanized and disposed of by our vet. We do not give animals with bite histories to shelters for adoption. Under the terms of our flat fee proposal cities/counties would not be charged anything additional for any quarantine services. Animals with current rabies vaccinations are usually quarantined at home under strict rules. We would make mid- and post quarantine inspections of the animal and report our findings immediately to the police and the victim. Quarantined animals which do not have current vaccinations and which pass quarantine will be required to be transported to a vet immediately upon release and be vaccinated for rabies. Verifi- cation from vets would be required. 3Nlo( 13. What monthly reporting will you provide uniformly to all governmental units? Our reports include all significant dates and times as well as incident informa- tion, enforcement activities, and a final disposition. We also include all animal infor- mation and description as well as owner information whenever an owner is identified. We submit our paperwork as soon as reasonably possible after the end of the month. 14. Please specify all fees uniformly for each governmental unit by service provided including the following and specifying who will pay the fee (city or pet owner). Flat fee proposal Owners Amount e, Inoculation (rabies/di,)l.......,..... ) f. License fees not given not given dogs: $15.00 day cats: $12.00 day nla d. Boarding (day) included recovered h. Emergency. ...,),. u..5e (by call per hour) included from owners if applicable recover fees from owners as per ordinance nla eoUeet fees for city collect fees for city g. Late fees not applieable i. Patrol (per hour) included at set range included not applicable pick up and board fees where applicable nla k. live animaI pick up I. Cost for quarantine included recover from owners Large dog-$95 Small dog-$75 Cat-$75 $30.00 j. Dead animaI pick up recover from owners n. Euthanasia/disposal cost 80 cents per penon per year. aU services are included. total bid per month $6,700.00 included not applicable pick up and board fees where applicable nla included recover from owners m. Monthly retainer fee(what is included) recover f":" L. owners Large dog-$95+$30 Snudldog-S75+$25 Cat-$75+$20 Our proposal calls for a set monthly fee based on a charge of 80 cents per person per year with no additional charges for the cities/counties -except for applicable sales and use taxes- with all services included. For all of the cities/counties included in this request for bids our monthly flat fee would be $6,700.00. Owners would pay for fees associated with impound services. >\+ ()~ 15. Describe any licenses or certificates held by persons providing the above services. While at Edina I attended many training sessions and I have tried to train my fellow workers with the same information. We do not currently have any licenses or certificates but we do have plenty of common sense and experience. We also try to always be courteous but serious about the importance of what we are doing. 16. Do you warrant that you are and will remain in full compliance with any and all codes, regulations or laws related to the services outlined above? We are in compliance and we will remain in compliance with all regulations. We cur- rently have all insurances and coverages for our vehicles and our business as required by Scott County and all of the cities we service. 17. Describe the patrol vehicle to be used. We currently use 3 pick ups with toppers, a suburban, and a jeep as patrol vehi- cles. The vehicles are marked for patrol although we are currently changing the de- sign of our markings and we will be changing our vehicles soon. We are changing our name from 4 PAWS Animal Control to 4 PAWS Animal Care and Control. All of our ve- hicles are equipped with kennels, animal stretchers, leashes, nets, control poles, and other capture equipment. We always operate our vehicles in a safe manner to protect the public and ourselves, and all animals. 18. Describe the employee(s) who will provide the above services. Provide refer- ences. I will be the primary service provider for the Scott County area. I have 30 years experience as a dogcatcher/animal control officer. Our company has been providing service in this area since December of 1991 with various City/County units of government. Prior to that I was an animal control of- ficer at the City of Edina for 10 years as well as the dogcatcher for the cities of Morris and Herman, Minnesota while I was attending college at the University of Minnesota- Morris. We are currently providing animal control service to: The City of Savage The City of Farmington The City of Mendota Heights the developed areas of Empire Township in Dakota County We also provide a roadkill disposal service for several other areas including: Scott County Washington County Dakota County Oakdale Grant '3 ~, 0 ~ Eagan lakeville Apple Valley Afton Shorewood Elko Baytown Township Credit River Township Ravenna Township Eureka Township References: City of Savage- Colleen Johnson- Code Enforcement City of Farmington- Police Chief Dan Siebenauler City of Mendota Heights- Officer Scott Patrick Scott County (roadkill deer pickup)- Gene Busacker- Highway Department Washington County (roadkill deer pickup)- Doug Johnson- Highway Department/south Dakota County (roadklll deer pickup)- Bob Egan- Highway Department City of Eagan- Kurt- Street Department 19. Describe your availability and capacity to proVide the above selVices based upon the individual needs of each government unit. We do plan on keeping our current areas of selVice separate from the Scott County area. We will be based in Scott County and we will establish a pound and an office in a central location based, in part, on geographiC location, roadway access, zon- ing regulations, and the number of calls generated in each area. Our goal is to arrive on location on most calls within 15 minutes from the time we receive the complaint. We hope we can respond to almost every call and every location within 25 minutes. There will be times when we will have multiple calls and in those cases we will respond to calls which pose the greatest threat to public safety first and after that we will re- spond to calls in the order they were received. We would not hesitate to reassign one of trucks from our eastern area (Dakota County) to assist as needed. 20. Any additional information you believe which is relevant to this request. We have over 30 years experience handling animal calls and complaints. We have encountered many different situations so we are know how to handle many types of problems and we also have accumulated many different reference materials to guide us as well. But we aren't perfect. We are a business and many decisions we make are intended to make money, although we are committed to never making a business decision at the expense of an animal. Working with the public and with cities/counties can be difficult at times. We have managed to alienate several of each. '!./'f{oS But we always try to learn from such encounters and we believe that our service im- proves after every problem we encounter. We are a better service than we were 10 years ago and we are a better service than we were last week and we get better ev- ery day. We hope you will invest in our service for your area. ;\~lcS- Components and inclusions of flat fee proposal Our proposal for providing animal control service for Scott County and the several cities included in the proposal is based on a flat fee determined by the population of the areas involved. All animal control services are included and the only cost to the county/ cities is the monthly fee (except that the county/cities are responsible for all applicable sales and use taxes). When an owner is identified, the owner shall be required to pay all im- pound and pick up fees and all other relevant charges. Flat fees allow county/cities to make better budget plans and projections because it does away with variations and fluctuations. Our serVice includes: -24 hour coverage'every day of the year, -patrol as needed'based on calls and complaints and need for visibility,as provided in patrol 'range -phones answered by real people at all hours for customer convenience, -reasonable response times,' .... -compassion and quality care for all animals -collecting fees for the county/cities, -an animal impound facility located in the County, -Vet care and disposal of unclaimed animals, -DOA pick up and disposal, -Record maintenance -The county/cities would not be charged for unclaimed animals or any other services. 4 PAWS ANIMAL CONTROL 952-894-9065 !>N t)~ The amounts in this proposal are made under the condition that a substantial number of the county/cities units involved in this request for proposals do opt for ac- cepting this flat fee proposal at this rate. This is a discounted rate which is only avail- able under those circumstances. Determining ftat fee based on population for this proposal Location 2005 population esti- mates as provided by cities' counties 27,000 annualfee population estimate x .80 monthly fee Shakopee $21,600 $1,800.00 Prior Lake 18,100 $14,480 $1,206.67 Belle Plalne 5,000 $4,000 $333.34 Jordan 4,900 $3,920 $326.66aprx New Prague 5,500 $4,400 $366.66aprx Scott County 22,000 $17,600 ... $1,466.67 Chaska 18,000 $14,400 $1,200.00 TOTAL 100,500 $80,400 annual fee $6,700.00 monthly fee >/Y o~ This rate is offered as our regular flat fee rate. If a substantial majority of units in your group do not choose to use our service at the discount rate then this regular rate would be in affect for county/cities units which wish to participate. This flat fee rate would also be available to county/cities units which choose not to be a part of the group. Determining flat fee based on population at our usual rate for bids/proposals Location Shakopee Prior Lake Belle Plaine Jordan New Prague Scott County Chaska TOTAL 2005 population esti- mates as provided by dliesl counties 27,000 18,100 5,000 ~-----_.~-- . , 4,900 5,500 22,000 18,000 100,500 annual fee population estimate x 1.00 per person per year $27,000 $18,100 $5,000 $4,900 $5,500 ,'- $22,000 $18,000 $100,500 per year monthly fee $2,250.00 $1,508.34 $416.67 $408.34 $458.34 $1,833.34 $1,500.00 $8,375.00 per month aprx