DATE: November 28, 2023
TO: Board of Supervisors
SUBMITTED BY: David Luchini, RN, PHN, Director, Department of Public Health
SUBJECT: Agreement with Kirkland Foundation
RECOMMENDED ACTION(S):
TITLE
1. Under Administrative Policy No. 34 for competitive bids or requests for proposals (AP 34), determine that an exception to the competitive bidding requirement under AP 34 is satisfied and a suspension of competition is warranted due to unusual or extraordinary circumstances, and that the best interests of the County would be served by entering into an agreement with the Kirkland Foundation as this vendor is specialized in providing the requested services at a cost that maximizes available funding; and
2. Approve and authorize the Chairman to execute an Agreement with the Kirkland Foundation to pilot a low-cost spay and neuter program, effective upon execution, not to exceed two consecutive years, which includes a one-year base term and one optional one-year extension, total not to exceed $508,800.
REPORT
There is no additional Net County Cost associated with the recommended actions, which allows the Kirkland Foundation (Kirkland) to operate a low-cost spay and neuter pilot program to cat and dog owners residing in the unincorporated areas of the County. The Department of Public Health (Department) will oversee program operations and contractor performance. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the Department would not be able to quickly implement the pilot program with the Kirkland Foundation, instead, the more lengthy Request for Proposals process would have to be implemented causing unnecessary delays.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
It is requested the County find under AP 34 that an exception to the competitive bidding requirement is satisfied, and a suspension of competition is warranted due to unusual or extraordinary circumstances, as Kirkland is in a unique position to operate the spay and neuter pilot program. Kirkland was founded in 2016 and has since created an extensive network of animal rescue organizations and interest groups, local businesses, national charities and foundations, and veterinarians. Kirkland partners with the Palm Bluff Veterinary Clinic to provide low-cost spay, neuter and rabies vaccination services to the community. Kirkland is able to secure up to 30 spay and/or neuter appointments each weekday, which alleviates the longstanding challenge the County has traditionally faced. Agencies that have comparable costs cannot provide the County with enough appointment slots to keep up with demand. Additionally, Fresno Humane Animal Services and Valley Animal Center are collaborating with the City of Fresno on their spay and neuter program, further stressing the already limited appointment availability. The Internal Services Department - Purchasing concurs with the Department’s assessment that this satisfies the exception to the competitive bidding process required by AP 34.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The maximum compensation for the recommended agreement is $508,800. Sufficient appropriations are included in the CAO's Interest and Miscellaneous Expenditures Org 2540 FY 2023-24 Adopted Budget.
DISCUSSION:
On October 22, 2019, your Board approved Agreement No. A-19-562 with Fresno Humane Animal Services (FHAS) to provide animal control, sheltermaster, veterinary, and leash law enforcement services for animals from the unincorporated areas of the County. The budget exhibit to this agreement includes $50,000 a year to spay and neuter animals in the shelter.
In September 2023, Kirkland approached the County with a proposal to subsidize a low-cost spay and neuter pilot program, including rabies vaccinations. This program aims to reduce pet overpopulation and prevent the incidence of rabies by providing low-cost spay, neuter and rabies vaccination services to the program’s target population. Spay and neuter pilot program services include, but not limited to spay and neuter procedures for cats and dogs, mandatory rabies vaccines when medically permitted, develop forms and outreach materials, schedule appointments for services, and collect data to determine outcomes.
Having negotiated rates with a local veterinarian and currently providing these services to the community, Kirkland’s proposal included cost-efficient rates, an established workflow, and potential transportation solutions for the rural communities. Furthermore, Kirkland has an existing application, waiver and consent forms, marketing materials, as well as the ability to fulfill the administrative functions, such as scheduling appointments, coordinating with the veterinarian’s office, collecting and reporting data, and invoicing the County.
The recommended Agreement gives the County an opportunity to collect valuable data to quantify the need for these services and evaluate the most effective, efficient and resourceful strategy to sustainably support these efforts in the future.
The recommended Agreement varies from County standard language in that it allows for mutual termination without cause with at least 30 days advance written notice.
REFERENCE MATERIAL:
BAI #7, October 22, 2019
ATTACHMENTS INCLUDED AND/OR ON FILE:
Suspension of Competition
On file with Clerk - Agreement with Kirkland Foundation
CAO ANALYST:
Ron Alexander