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HomeMy WebLinkAbout07 - Animal Sheltering Services��WPORr CITY OF NEWPORT BEACH' Q p Cq<1 c00.�•P City Council Staff Report Agenda Item No. 7 April 26, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Police Department Lieutenant Steve Koudelka 949 - 644 -3701, skoudelka(a-)nbpd.org Office of the City Manager Rob Houston, Assistant to the City Manager 949 - 644 -3033, rhouston(a)newportbeachca.gov PREPARED BY: Anthony Nguyen, Senior Buyer APPROVED: tom\ TITLE: Animal Sheltering Services ABSTRACT: Selection of an animal shelter to provide shelter, medical treatment, spaying /neutering, impounding, adoption and licensing services for the City. RECOMMENDATION: Approve the execution of an agreement with the Orange County Humane Society for the provision of animal sheltering services in an amount not to exceed $94,000 annually for a period of two (2) years, with the City option to renew for three additional one -year terms. FUNDING REQUIREMENTS: The current adopted budget includes sufficient funding for this purchase. It will be expensed to the Professional and Technical Services account in the Police Department, 1840 -8080. DISCUSSION: Background of RFP Process: The City of Newport Beach ( "City ") and Dover Shores Pet Care Center ( "Veterinarian "), a California corporation, entered into an Agreement on May 1, 2001 to provide shelter, 1 Animal Sheltering Services April 26, 2011 Page 2 medical treatment, spaying /neutering, impounding, adoption and licensing services. A Request for Proposal (RFP) process was initiated by the City after Dr. Bruce C. Bauersfeld, owner of Dover Shores Pet Care Center, formally submitted his written notice of intent to terminate the Agreement. Dr. Bauersfeld cited rising expenses and indicated a need for the fee schedule as stated in the Agreement to increase, despite the fact that the fees were already adjusted on a biennial basis to reflect Consumer Price Index changes. Dr. Bauersfeld's notification, combined with an analysis of the Departmental budget and the fact that a fee increase beyond the contractual allowance could not be authorized without undergoing a competitive procurement process, it was in the City's best interest to consider facilitating a formal bidding process for these services to see what options existed. There was concern from City staff regarding the level of interest in this project from potential service providers for two reasons: first, there are relatively few animal shelters in or geographically near the City and second, the typical provider for this service ideally should have both a shelter and a veterinary function within the same operation. These concerns served to highlight the need to be extremely thorough in the RFP development process. In February of 2011 the City issued an RFP inviting proposals for animal sheltering services. In addition to being posted on the City website, the RFP was sent directly to thirty -one (31) animal shelters and veterinary practices in Orange County. In total, four (4) responses were received from: Back Bay Veterinary, Dover Shores Pet Care Center, Orange County Animal Care, and Orange County Humane Society. Given the concerns mentioned above, this response rate is seen as responsive. In accordance with the City's RFP evaluation procedures, a Review Board convened to evaluate and rank the proposals. This Review Board consisted of: Rob Houston, Assistant to the City Manager; Police Lieutenant Steve Koudelka; Hortensia Mato, Revenue Auditor; Valerie Schomburg, Senior Animal Control Officer; and Mike Teague, Animal Control Officer. Background of Proposals Received: All four (4) proposals received were different not only in the actual contract rate proposed but also in the structure of the contract rate proposed. That is, some firms proposed a contract rate that included boarding and spaying /neutering fees whereas some firms specifically noted their proposed contract rate excluded those fees. In order to accurately compare the proposals a cost analysis was performed on each proposal. The analysis took into consideration each proposed annual contract rate, boarding fees, spaying /neutering fees, and medical treatment fees for 696 animals, which is the projected annual number of animals the City handles; this projection was also provided in the RFP document for all firms to factor in to their proposals. The subtotal of annual costs was then reduced by any portion of fees agreed to be returned to the City. Below is a discussion of each proposal in ascending order of Review Board rank. A summary 2 Animal Sheltering Services April 26, 2011 Page 3 of all proposals, including cost, was presented to the City Council during the April 12, 2011 Study Session. Proposal Rank N /A: Back Bay Veterinary: After proposals were evaluated, the City was contacted by Dr. George Katcherian who formally requested to withdraw Back Bay Veterinary's proposal. Dr. Katcherian cited the lack of space and resources to accommodate the City's needs and came to this realization only after he submitted his proposal. City staff obliged and formally withdrew Back Bay Veterinary's proposal. Proposal Rank #3: Dover Shores Pet Care Center: The proposal from Dover Shores Pet Care Center, the City's current provider of animal sheltering services, contained the highest cost of all the respondents. Attributing to the high cost was the fact that this was the only proposal to charge the City boarding fees in addition to the proposed contract rate. Additionally, Dr. Bauersfeld refused to agree to contractual requirements to furnish financial statements; in the RFP documentation it was listed that the provision of financial statements was a requirement of the firm selected by the City to provide these services. Proposal Rank #2: Orange County Animal Care: The proposal from Orange County Animal Care contained the second - lowest cost and an agreement to provide financial statements. However this organization has a very high euthanasia rate of over 30 %. As well the location of the Orange County Animal Care shelter was a concern because it is located fourteen (14) miles from the City which would add burden to the City's Animal Control Officers who frequent the shelter multiple times per day and make it inconvenient for City of Newport Beach citizens who need to visit the shelter to adopt or recover an animal. Proposal Rank #1: Orange County Humane Society: The proposal from the Orange County Humane Society contained the lowest cost of all the respondents and an agreement to provide financial statements. The location of the Orange County Humane Society shelter was also favorable because it is located within three (3) miles of the City. Recommended Proposal: Following this formal procurement process, City staff recommends the Orange County Humane Society as the provider of animal sheltering services to the City for the following reasons: 3 Animal Sheltering Services April 26, 2011 Page 4 Proposed Cost: The proposal from Orange County Humane Society represented the lowest proposed cost of all the respondents. Proximity: A shelter location within three (3) miles of the City of Newport Beach presents a favorable situation that is evident on many levels. First, the City's Animal Control Officers who typically frequent the shelter multiple times per day will not have a far distance to travel. Second, because of the reduced staff level, Police Officers currently will be assigned to handle animal control - related matters. Having a nearby shelter will enable these officers to handle these animal control - related matters in a timely manner and enable them to continue to carry out their primary designated duties of public safety. Third, the City's citizens will not have a far distance to travel when adopting or recovering animals. Operation: The Orange County Humane Society operates within the same building as AAA Animal Hospital, which carries out all medical treatment for the shelter. The proximity of the shelter to the hospital ensures that the City's animals will receive timely care and attention. The City's euthanasia rates have historically been low when compared to neighboring cities; the shelter understands the significance of a low euthanasia rate to the City and assures that not only will euthanasia rates remain low, but also animal adoption efforts will be facilitated. Organization: The Orange County Humane Society is also a non - profit society, which presents some benefits. First, a society will be more inclined and capable to work with volunteers. Second, financial statements for non- profit entities are readily available on the internet for auditing and compliance review purposes; securing financial statements of the animal sheltering services provider has always been a problem in the past when dealing with private entities. The City feels that the provision of financial statements is significant because it assures financial solvency and satisfies financial disclosure requirements. Experience: Animal sheltering efforts on the part of the Orange County Humane Society date back to 1949. The shelter also provides the same services to the Cities of Costa Mesa and Westminster, and both of those cities have not reported any major problems with the shelter. Key Aspects of Negotiated Agreement Terms: In accordance with Council Policy F -14: Authority to Contract for Services, City staff exercised the option to negotiate specific agreement terms with the most qualified r Y Animal Sheltering Services April 26, 2011 Page 5 proposer. The following is a discussion of the key aspects of these negotiated agreement terms with the Orange County Humane Society: Low Euthanasia Rate: Maintaining a low euthanasia rate has always been a primary objective of the City in regards to animal shelter operations. Specific terms were negotiated in the proposed agreement that call for any City - impounded animal to be automatically placed on a two -day hold once it is slated to be euthanized. The purpose of this two -day hold is to allow Animal Control Officers time to find an alternative to euthanizing these animals by reaching out to rescue groups and other community organizations. Rescue Groups and Organizations: The City's current animal shelter is able to maintain a low rate of euthanasia largely in part due to the efforts of the various animal rescue groups and organizations that volunteer to work with the City. These groups rescue approximately 100 feral cats each year before they are to be euthanized, effectively lowering the euthanasia rate from 22% to 9 %. Willingness to work with these groups is essential for any firm operating the City's animal shelter; to that end specific terms were negotiated in the proposed agreement that enable these groups to continue their efforts with the Orange County Humane Society, ensuring the City's low euthanasia rate will be maintained. Special Handling Holds: Animals involved in cases in which there are animal cruelty hearings, pending court cases, or those in which the owners are arrested or otherwise incapacitated must typically be housed in the animal shelter for periods of time exceeding the standard hold times. Typically the City has paid for the safekeeping of these animals on a daily basis, however the specific terms negotiated in the proposed agreement include 45 days of animal safekeeping when dealing with these special circumstances at no extra charge to the City. o Cost: The base contract value for this project is $84,000 with estimated medical expenses of $10,000 annually, resulting in an amount not to exceed $94,000 for the first year of the agreement. This amount represents a cost savings of $5,745 when compared to the current animal sheltering agreement. There is an annual 3% contract rate increase built into the contract which results in a possible total annual contract cost in year 5 of the agreement of $105,000 if the City chooses to renew the contract for the entire 5 year term. 5 Animal Sheltering Services April 26, 2011 Page 6 of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by: a 1/0011 - Rob Houston Assistant to the City Manager Attachments: Exhibit A — Proposed agreement with the Orange County Humane Society Exhibit B — Map showing new shelter location 0 PROFESSIONAL SERVICES AGREEMENT WITH ORANGE COUNTY HUMANE SOCIETY FOR ANIMAL SHELTERING SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES ( "Agreement ") is made and entered into as of this day of April, 2011 by and between the CITY OF NEWPORT BEACH, a California Municipal Corporation ( "City "), and ORANGE COUNTY HUMANE SOCIETY, a California nonprofit corporation ( "Contractor "), whose address is 21632 Newland Street, Huntington Beach, California 92646 and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. In accordance with Chapter 7.16 of the City's Municipal code, all dogs, fowl or other Animals found running at large on the streets, alleys, parks, beaches or other public places in the City may be impounded. C. City does not currently own or operate any facilities suitable for impounding and caring for dogs, cats, fowl, or other Animals that may be impounded. D. City desires to engage Contractor to provide facilities for receiving, sheltering and caring for dogs, cats, fowl and other Animals that may be picked up running at large on the City streets and to provide related services as more specifically outlined in the Scope of Services attached in Exhibit A. ( "Project "). E. Contractor possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement. F. The principal member of Contractor for purposes of Project, shall be Debbie Gonzales. G. City has solicited and received a proposal from Contractor, has reviewed the previous experience and evaluated the expertise of Contractor, and desires to retain Contractor to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the above written date, and shall terminate on April 30, 2016 unless terminated earlier as set forth herein. 7 2. SERVICES TO BE PERFORMED City and Contractor acknowledge that the above Recitals are true and correct and are hereby incorporated by reference. City and Contractor acknowledge that the above Recitals are true and correct and are hereby incorporated by reference. Contractor shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference ( "Work" or "Services "). The City may elect to delete certain tasks of the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE Time is of the essence in the performance of Services under this Agreement and the Services shall be performed to completion in a diligent and timely manner. The failure by Contractor to perform the Services in a diligent and timely manner may result in termination of this Agreement by City. Notwithstanding the foregoing, Contractor shall not be responsible for delays due to causes beyond Contractor's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice to the other party so that all delays can be addressed. 3.1 Contractor shall submit all requests for extensions of time for performance in writing to the Project Administrator not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Contractor's control. 3.2 For all time periods not specifically set forth herein, Contractor shall respond in the most expedient and appropriate manner under the circumstances, by either e-mail, telephone, fax, hand - delivery or mail. 4. COMPENSATION TO CONTRACTOR 4.1 City shall pay Contractor for the Services on a time and expense not -to- exceed basis, in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. No rate changes shall be made during the term of this Agreement without the prior written approval of the City except for the annual adjustment to the rates as more particularly described Section 4.2 below. Contractor's total compensation for Services performed in accordance with this Agreement, including all reimbursable items, shall not exceed One Hundred Five Thousand Dollars and 00 /100 ($105,000.00) per contract year without written amendment to the Agreement, subject to the annual adjustment in accordance with Section 4.2. 4.2 Upon the first annual anniversary of the Commencement Date and upon each annual anniversary of the Commencement Date thereafter, the base monthly contract rate to be paid by the City as set forth in Exhibit B shall Orange County Humane Society Page 2 0 be increased by 3.0% per contract year. No other billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.3 Contractor shall submit monthly invoices to City describing the Work performed the preceding month. Contractor's bills shall include the base monthly contract fee, and a description of any reimbursable itemized expenditures such as: controlled substances for Animal Control Officers, emergency and non - emergency medical care, quarantine holding fees, and hold extensions. City shall pay Contractor no later than thirty (30) days after approval of the monthly invoice by City staff. 4.4 City shall reimburse Contractor only for those costs or expenses specifically approved in this Agreement, or specifically approved in writing in advance by City. Unless otherwise approved, such costs shall be limited and include nothing more than the following costs incurred by Contractor: 4.4.1 The actual costs of subcontractors for performance of any of the Services that Contractor agrees to render pursuant to this Agreement, which have been approved in advance by City and awarded in accordance with this Agreement. 4.4.2 Approved reproduction charges. 4.4.3 Actual costs and /or other costs and /or payments specifically authorized in advance in writing and incurred by Contractor in the performance of this Agreement. 4.5 Contractor shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER Contractor shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Contractor has designated Debbie Gonzales to be its Project Manager. Contractor shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. Contractor, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Orange County Humane Society Page 3 0 Contractor warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Police Department. The Traffic Services Lieutenant or his or her designee, shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator or his /her authorized representative shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES In order to assist Contractor in the execution of its responsibilities under this Agreement, City agrees to, where applicable: 7.1 Provide transport of animals to the shelter's designated drop -off areas. 7.2 Assist Contractor in locating and notifying owners of missing pets. 7.3 Coordinate with Contractor in developing a working relationship with animal rescue groups and organizations. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Contractor or under Contractor's supervision. Contractor represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards. All Services shall be performed by qualified and experienced personnel who are not employed by City, nor have any contractual relationship with City. By delivery of completed Work, Contractor certifies that the Work conforms to the requirements of this Agreement and all applicable federal, state and local laws and the professional standard of care. 8.2 Contractor represents and warrants to City that it has, shall obtain, and shall keep in full force in effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Contractor to practice its profession. Contractor shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Contractor shall not be responsible for delay, nor shall Contractor be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, or acts of God, or the failure of City to furnish timely information or to approve or disapprove Contractor's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. Orange County Humane Society Page 4 10 :Al:fo]q-lI.U.4, 111IM-P, To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties ") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims "), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Contractor's presence or activities conducted on the Project (including the negligent and /or willful acts, errors and /or omissions of Contractor, its principals, officers, agents, employees, vendors, suppliers, subcontractors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). Notwithstanding the foregoing, nothing herein shall be construed to require Contractor to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorney's fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by the Contractor. 10. INDEPENDENT CONTRACTOR It is understood that City retains Contractor on an independent contractor basis and Contractor is not an agent or employee of City. The manner and means of conducting the Work are under the control of Contractor, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to constitute approval for Contractor or any of Contractor's employees or agents, to be the agents or employees of City. Contractor shall have the responsibility for and control over the means of performing the Work, provided that Contractor is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Contractor as to the details of the performance or to exercise a measure of control over Contractor shall mean only that Contractor shall follow the desires of City with respect to the results of the Services. 11. COOPERATION Contractor agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Contractor on the Project. Orange County Humane Society Page 5 11 12. CITY POLICY Contractor shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Contractor is responsible for keeping the Project Administrator and /or his /her duly authorized designee informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Contractor's indemnification of City, and prior to commencement of Work, Contractor shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. 14.1 Proof of Insurance. Contractor shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this contract. City reserves the right to require complete, certified copies of all required insurance policies, at any time. Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the Work hereunder by Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be included in Contractor's bid. 14.2 Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 14.3 Coverage Requirements. 14.3.1 Workers' Compensation Coverage. Contractor shall maintain Workers' Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at least one million dollars ($1,0.00,000)) for Contractor's employees in accordance Orange County Humane Society Page 6 12 with the laws of the State of California, Section 3700 of the Labor Code In addition, Contractor shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subcontractor's employees. Any notice of cancellation or non - renewal of all Workers' Compensation policies must be received by City at least thirty (30) calendar days (ten (10) calendar days written notice of non- payment of premium) prior to such change. Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees and volunteers. 14.3.2 General Liability Coverage. Contractor shall maintain commercial general liability insurance in an amount not less than one million dollars ($1,000,000) per ' occurrence for bodily injury, personal injury, and property damage, including without limitation, blanket contractual liability. 14.3.3 Automobile Liability Coverage. Contractor shall maintain automobile insurance covering bodily injury and property damage for all activities of the Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit for each accident. 14.3.4 Professional Liability (Errors & Omissions) Coverage. Contractor shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of one million dollars ($1,000,000) limit per claim and in the aggregate. 14.4 Other Insurance Provisions or Requirements. The policies are to contain, or be endorsed to contain, the following provisions: 14.4.1 Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Contractor or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its subcontractors. Orange County Humane Society Page 7 13 14.4.2 Enforcement of Contract Provisions. Contractor acknowledges and agrees that any actual or alleged failure on the part of the City to inform Contractor of non - compliance with any requirement imposes no additional obligations on the City nor does it waive any rights hereunder. 14.4.3 Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. 14.4.4 Notice of Cancellation. Contractor agrees to oblige its insurance agent or broker and insurers to provide to City with thirty (30) days notice of cancellation (except for nonpayment for which ten (10) days notice is required) or nonrenewal of coverage for each required coverage. 14.5 Timely Notice of Claims. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor's performance under this Agreement. 14.6 Additional Insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or joint - venture or syndicate or cotenancy, which shall result in changing the control of Contractor. Control means fifty percent (50 %) or more of the voting power, or twenty - five percent (25 %) or more of the assets of the corporation, partnership or joint- venture. 16. SUBCONTRACTING The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Contractor. Assignments of any or all rights, duties or obligations of the Contractor under this Agreement will be permitted only with the express written consent of City. Contractor shall not subcontract any portion of the Work to be performed under this Agreement without the prior written authorization of City. Orange County Humane Society Page 8 14 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents "), prepared or caused to be prepared by Contractor, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Contractor or any other party. Contractor shall, at Contractor's expense, provide such Documents to City upon prior written request. Documents, including drawings and specifications, prepared by Contractor pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Contractor will be at City's sole risk and without liability to Contractor. Further, any and all liability arising out of changes made to Contractor's deliverables under this Agreement by City or persons other than Contractor is waived against Contractor and City assumes full responsibility for such changes unless City has given Contractor prior notice and has received from Contractor written consent for such changes. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City authorizes in writing the release of information. 19. INTELLECTUAL PROPERTY INDEMNITY The Contractor shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in Contractor's drawings and specifications provided under this Agreement. 20. RECORDS Contractor shall keep records and invoices in connection with the Work to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Contractor shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. Orange County Humane Society Page 9 15 21. WITHHOLDINGS City may withhold payment to Contractor of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Contractor shall not discontinue Work as a result of such withholding. Contractor shall have an immediate right to appeal to the City Manager or his /her designee with respect to such disputed sums. Contractor shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Contractor which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Contractor, the additional design, construction and /or restoration expense shall be borne by Contractor. Nothing in this paragraph is intended to limit City's rights under the law or any other sections of this Agreement. 23. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS City reserves the right to employ other Contractors in connection with the Project. 24. CONFLICTS OF INTEREST The Contractor or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act "), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. If subject to the Act, Contractor shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Contractor shall indemnify and hold harmless City for any and all claims for damages resulting from Contractor's violation of this Section. 25. NOTICES All notices, demands, requests or approvals to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first -class mail, addressed as hereinafter provided. All notices, demands, requests or approvals from Contractor to City shall be addressed to City at: Attn: Traffic Services Lieutenant Police Department City of Newport Beach 870 Santa Barbara Drive Orange County Humane Society Page 10 16 Newport Beach, CA 92660 Phone: 949 - 644 -3740 Fax: 949 - 644 -3794 All notices, demands, requests or approvals from CITY to Contractor shall be addressed to Contractor at: Attention: Debbie Gonzales Orange County Humane Society 21632 Newland Street Huntington Beach, CA 92646 Phone: 714 - 718 -4175 Fax: 714- 536 -8480 26. CLAIMS The Contractor and the City expressly agree that in addition to any claims filing requirements set forth in the Contract and Contract documents, the Contractor shall be required to file any claim the Contractor may have against the City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 27. TERMINATION In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non - defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. Notwithstanding the above provisions, City shall have the right, at its sole discretion and without cause, of terminating this Agreement at any time by giving seven (7) calendar days prior written notice to Contractor. In the event of termination under this Section, City shall pay Contractor for Services satisfactorily performed and costs incurred up to the effective date of termination for which Contractor has not been previously paid. On the effective date of termination, Contractor shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 28. COMPLIANCE WITH ALL LAWS Contractor shall at its own cost and expense comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Contractor shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. Orange County Humane Society Page 11 17 29. WAIVER A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 30. INTEGRATED CONTRACT This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 31. CONFLICTS OR INCONSISTENCIES In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 32. INTERPRETATION The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 33. AMENDMENTS This Agreement may be modified or amended only by a written document executed by both Contractor and City and approved as to form by the City Attorney. 34. SEVERABILITY If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 35. CONTROLLING LAW AND VENUE The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange. 36. EQUAL OPPORTUNITY EMPLOYMENT Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Orange County Humane Society Page 12 a 37. NO ATTORNEY'S FEES In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorney's fees. 38. COUNTERPARTS This Agreement may be executed in two or more counterparts, each of which shall be deemed an original and all of which together shall constitute one and the same instrument. Orange County Humane Society Page 13 19 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY OF NEWPORT BEACH, OFFICE Of TH CITY ATTORNEY A California municipal corporation Date: Date: By: By: M e e eaiamp Michael F. Henn Assistan City ney Mayor ATTEST: Bv: Leilani I. Brown City Clerk CONTRACTOR: ORANGE COUNTY HUMANE SOCIETY, a California nonprofit corporation —i7r. S�iir r3ouos Owner Date: 4412-X � 2-011 Milad Saad C.F.O. Attachments: Exhibit A – Scope of Services Exhibit B – Schedule of Billing Rates Orange County Humane Society Page 14 20 ANIMAL SHELTERING SERVICES EXHIBIT A - SCOPE OF SERVICES 1. Animal Acceptance 1.1 Acceptance of Animals. The Contractor shall accept any dog, cat, bird, fowl; reptile, guinea pig, hamster, pot - bellied pig, or any other animal (e.g. small livestock and other exotic animals) on behalf of the City of Newport Beach that are brought in by Newport Beach Police Department staff. This includes live strays, deceased animals for disposal, and owner - releases for adoption or euthanasia. 1.2 Provisions. The Contractor shall ensure that proper housing and food are available for all animals accepted. In the case that the shelter accepts an animal that requires food and /or supplies that is not regularly stocked at the shelter, a reasonable effort should be made to obtain said food and /or supplies on an as- needed basis. 1.3 Drop -off Procedures. The Contractor shall provide a procedure whereby animals may be delivered to the shelter. The procedure shall provide Newport Beach Animal Control staff with flexibility in drop -off times for animals; Newport Beach Police Department staff must be able to access the shelter portion of the facility and disposal freezers 24 hours per day. Newport Beach Police Department staff will assume primary responsibility in contacting owners of impounded animals. 1.4 Holding Periods. The following holding periods, as determined by State of California regulations, shall apply to those animals delivered to the Contractor by Newport Beach Animal Control Officers (ACO), or Police Department staff or relinquished by a citizen of the City of Newport Beach: 1.4.1 Stray Animals: 5 calendar days (hold released on the 6th day) 1.4.2 Owner - Relinquished Animals: 3 calendar days (hold released on the 4th day) 1.4.3 Feral Cats: 3 calendar days (hold released on the 4th day) 1.4.4 Bite Quarantines: 14 calendar days (hold released on the 15th day) 1.4.5 Special Handling Holds: 45 calendar days (City has the option to extend this hold beyond the initial 45 calendar days for $10 per day, per animal). These holds are reserved only for instances in which an animal is in protective custody pending a court hearing, animal cruelty cases, and cases in which the owner is incapacitated. 1.4.6 Newport Beach ACO Hold: 2 calendar days (This hold is utilized after applicable holding periods have expired and when an animal delivered to the Contractor by Newport Beach Police Department staff or relinquished by an owner who is a citizen of the City of Newport Beach is determined to be in need of euthanasia for non - medical reasons. Newport Beach Police Department staff will have two days to transfer these animals to a rescue society or coordinate an alternative to euthanasia). Orange County Humane Society Page 15 21 1.4.7 Upon expiration of the designated holding periods, ownership of animals will transfer from the City of Newport Beach to the Orange County Humane Society. 1.4.8 Any holding days that expire on an approved holiday as listed in Section 4.1 shall resort to the next business day. Owner Relinquished Pets. The Contractor shall accept those animals that are willingly relinquished by citizens of the City of Newport Beach. The owner must provide proof of ownership of the animal, a current Drivers License showing a City of Newport Beach address, a copy of a current utility bill showing a City of Newport Beach address, and complete necessary relinquishment forms required by the Contractor and City. Owner shall be responsible for paying vaccination fees if the relinquished animal is determined not to be current on vaccinations, as well as an Owner Relinquishment Fee as determined by the Contractor. 1.6 Feral Cats. The Contractor shall have appropriate procedures for handling and minimizing stress in feral cats. The Contractor shall have a designated area for feral cats that isolates said cats from the general public. TNR (trap /neuter /release) program shall be implemented when requested and authorized by Newport Beach Police Department staff. 2. Shelter Operations 2.1 Facility Requirements. The Contractor shall have an adequate number of dog kennels, cat cages, and isolation facilities for quarantined animals, hereby defined as a minimum of ten (10) dog cages and fifteen (15) cat cages designated for the City throughout the entire facility located at 21632 Newland Street, Huntington Beach, California 92646 (the "Shelter "). Cat cages must utilize actual cat /kitty litter as opposed to paper or any other substitute. The Shelter shall be maintained in a clean and sanitary condition. The Shelter shall comply with the standards set forth in the Humane Society's Uniform Standards Guidelines (HSUS) for the operation of an animal shelter. The Newport Beach Police Department staff reserve the right to enter and inspect the premises during regular business hours for the purpose of inspecting the Shelter for compliance. 2.2 Care. The best possible care and treatment shall be given to all animals held in the custody of Contractor. Adequate housing and food shall be provided and the Shelter shall not be overpopulated. The Contractor should have veterinary services available during normal business hours. Pet owners of impounded animals would remain responsible for all routine /emergency veterinary care costs. The Contractor shall provide means for the isolation of contagious animals that will allow for humane care and not expose other sheltered animals to risk. 2.3 Special Handling. The Contractor must ensure that animals with Police holds, quarantines, or pets held in protective custody shall be in an isolated area not Orange County Humane Society Page 16 22 permitting the public to have access or visit. If an animal is in protective custody, Newport Beach Police Department staff would have permission to extend a pet's stay if necessary until a case is resolved, e.g. pending cruelty, court case, etc. These animals shall not be removed from the isolated area without approval from Newport Beach Police Department staff. 2.4 Euthanasia. The Contractor shall arrange and /or provide for the humane euthanasia and disposal of unwanted animals. This shall be accomplished in a manner approved by Federal or State regulations, which shall not subject such animals to any unnecessary pain. The Contractor shall also accept owner - relinquished animals for euthanasia and disposal. The primary veterinarian of the Contractor shall be the authority in opting for euthanasia for medical reasons. The Contractor shall contact Newport Beach Police Department staff no fewer than two (2) days prior to euthanizing any animal for non - medical reasons; the purpose of this coordination is to allow Newport Beach Police Department staff time to arrange an alternative to euthanasia, if possible. Maintaining the lowest euthanasia rate as practically possible is an essential component of this Agreement. 2.5 Emergency Veterinary Care. The City may choose to have the Contractor perform emergency veterinary care on a case by case basis. This type of service should be performed as deemed necessary by Newport Beach Police Department staff. 2.6 Supply Controlled Substance. The Contractor shall be licensed to dispense and supply the Animal Control Officers employed by the City of Newport Beach with the controlled substances necessary for performance of field captures and euthanasia. The Senior Animal Control officer, or his /her designee, shall be responsible for - placing orders for controlled substances through the Contractor, allowing the Contractor with one (1) week to order and receive the requested supplies. Excess controlled substances shall be stored at Newport Beach Police Department headquarters. The following is a current list of controlled substances and the estimated amounts needed: 2.6.1 Telozol (class III drug, 100 mg /ml concentrate, used primarily in dog capture); 2.6.2 Ketamine (class III drug, 100 mg /ml for cats and subhuman primates, also used in dog capture); 2.6.3 Euthanol (class II drug, 250 ml bottle, for euthanasia only). 2.7 Coordination with Rescue Groups. The City has traditionally worked with various animal rescue organizations and groups toward rescuing animals that are up for euthanasia, particularly feral cats and kittens. Contractor shall put forth a reasonable effort toward coordinating with City- designated rescue organizations and groups. Contractor shall also not charge these City- designated rescue organizations and groups any fees for rescued animals. However, Contractor is Orange County Humane Society Page 17 23 authorized to charge the City for spaying /neutering fees for these unaltered rescued animals at a rate of fifty percent of the adoption fee based on the type of animal. 2.8 Contractor shall provide support in animal cruelty investigations by performing examinations, necropsies, reports, or other procedures necessary to a case. 3. Adoption Protocol 3.1 Adoption. The Contractor shall be responsible for making every reasonable effort to prepare and present animals for adoption by the public and to facilitate the adoption process. The Shelter Coordinator, as provided for in section 4.3 below, shall make an effort to find an adoption home for all adoptable animals in the shelter. All adoptable animals are eligible to be placed for adoption once the holding period is up for the animal's owner to claim. 3.2 Adoption Fees. The following fees shall be charged to the public for the adoption of animals. Below is a description of all the services included in every adoption. The Contractor shall notify the City in the event any of the adoption fees are changed. All adoptable animals prior to adoption shall be vaccinated to the extent that they are brought current with vaccinations; the vaccination amounts listed below are assumed for animals that are either born in the Shelter or otherwise have not received any vaccinations. 3.2.1 Cat: $90 The cat adoption fee includes a basic shelter vaccination package with each adoption including: a veterinarian exam, 1 FVRCP vaccine, 1 rabies vaccine, 2 intestinal de- worming treatments, flea treatment medications, neuter /spay, and microchip implant. 3.2.2 Kitten: $110 The kitten adoption fee includes a basic shelter vaccination package with each adoption including: a veterinarian exam, 2 FVRCP vaccine, 1 rabies vaccine, 2 intestinal de- worming treatments, flea treatment medications, neuter /spay, and microchip implant. 3.2.3 Dog: $130 The dog adoption fee includes a basic shelter vaccination package with each adoption including: a veterinarian exam, 1 DHPP /BOR (intranasal) vaccine, 1 rabies vaccine, 2 intestinal de- worming treatments, flea treatment medications, neuter /spay, and microchip implant. 3.2.4 Puppy: $150 The puppy adoption fee includes a basic shelter vaccination package with each adoption including: a veterinarian exam, 2 DHPP /BOR (intranasal) vaccines, 1 rabies vaccine, 2 intestinal de- worming treatments, flea treatment medications, neuter /spay, and microchip implant. Orange County Humane Society Page 18 24 4. Administrative Protocol 4.1 Inspection Hours. Visitors shall be permitted to view all impounded animals at the Shelter during normal inspection hours. Inspection hours shall be posted so as to be easily observable at the front exterior of the Shelter. The Shelter shall be closed on the following holidays and their extensions; Holidav Independence Day Labor Day Thanksgiving Day Christmas Day New Year's Day Easter Memorial Day Holiday Description July 4 15i Monday in September 4`h Thursday in November December 25 January 1 Designated Sunday in March /April Last Monday in May 4.2 Standards of Practice. The Contractor shall be responsible to comply with the following standards of practice, as required by the City: 4.2.1 Require an experienced veterinary technician under the supervision of a licensed veterinarian during all business hours; 4.2.2 Frequency of Shelter and cage cleaning; 4.2.3 Veterinarian and Shelter both must be licensed by the California Department of Consumer Affairs State Board of Veterinary Medicine (under the California Veterinary Practice Act); 4.2.4 Shelter and standard of veterinary medicine practiced are in full compliance with California Veterinary Practice Act. 4.3 Shelter Coordinator. The Contractor shall make available to the City a Shelter Coordinator. The duties of this position shall include: 4.3.1 Reviewing Shelter practices and procedures to ensure efficient and economical use of resources; 4.3.2 Cleaning and disinfecting Shelter areas /cages; 43.3 Maintaining records on animals in the Shelter; 4.3.4 Provision of animal behavior evaluation upon expiration of hold period; 4.3.5 Contacting local rescue groups as needed for long -term animals; 4.3.6 Assisting with various adoption /fundraising events; 4.3.7 Ability to work well with the general public; 4.3.8 The Shelter Coordinator shall be relied upon as the City's primary point of contact pertaining to daily sheltered animal - related matters and as such, should have a designee in his /her absence who is also aware of daily operational matters. Orange County Humane Society Page 19 25 4.4 Pet Licensing. The Contractor shall be able to sell City of Newport Beach Dog Licenses and accordingly, mail copies of such licenses as well as any monies collected through such sales to City vendor'Petdata.' Contractor shall also provide its staff with some sort of electronic (i.e. computer) means to access and verify current dog license information when an owner arrives to reclaim a dog._ 4.5 Collection of Fees. The Contractor shall be responsible for collecting all fees (Examples: license fees, etc.) due to the City, issuing receipts for payment and remitting monies due directly to the City. The collected fees shall be deposited into an on -site safe designated for City fees. The funds in this safe shall be collected by Newport Beach Police Department staff and returned to the City for deposit. 4.6 Record Keeping. 4.6.1 Contractor shall keep at the premises records for a period of not less than three (3) years after the expiration of the calendar year; 4.6.2 Contractor shall provide signed and certified financial statements prepared by an independent firm of certified public accountants, or signed copies of the Contractor's Form 990 prepared by a certified public accountant. These records shall be required to be provided to City before commencement of the Agreement and again each time before the Agreement term is to be extended; 4.6.3 Contractor shall keep records (computer - generated and in an Excel - compatible format). The Contractor shall be required to develop its own record - keeping procedure and maintain records of all animals it handles in the performance of the Agreement. The reports shall at the minimum include the number of impounds, disposition of animals, and fees collected that are payable to the City. The following is a more comprehensive list of the information that shall be included in the monthly report. 4.6.3.1 Description of the animal, including its breed, color, size, sex, disposition 4.6.3.2 Who brought in the animal, date animal was brought in, where and how the animal was obtained 4.6.3.3 The animal's owner 4.6.3.4 Duration of stay 4.6.3.5 When the animal was redeemed, who redeemed the animal 4.6.3.6 When the animal was adopted, who adopted the animal and when 4.6.3.7 Name and address of new owner 4.6.3.8 When the animal was euthanized 4.6.3.9 Disposition of all complaints regarding animals 4.6.3.10 All dangerous or potentially dangerous animals and dog -bite incidents Orange County Humane Society Page 20 26 4.6.3.11 All criminal citations issued and their final disposition 4.6.3.12 Fees collected 4.6.3.13 Records of licenses sold with names and addresses 4.6.4 The Contractor shall keep accurate records of dog licenses sold. Verify dog licenses are current and valid before billing owner for a new license. The Contractor shall maintain all rabies records and be able to furnish said records upon request. 4.6.5 The City may claim reimbursement for certain animal sheltering costs from the State of California under S13-90, State Mandates. Contractor shall collect and maintain records identified by the City's Revenue Manager, or his or her designee, as necessary for filing of SB -90 claims during the normal course of business. Contractor shall provide copies of identified records within ten (10) working days of request. 4.6.6 The City shall have the right, subject to reasonable written notice, to conduct a compliance review of the books and records of the Contractor and Shelter. Contractor shall provide copies of records within ten (10) working days of request. 4.6.7 Contractor shall fully cooperate with City to conduct compliance review. If, upon the completion of compliance review of records, it is determined that expenditures billed to the City by the Contractor were not in compliance with this contract, the Contractor shall reimburse the City all such funds within thirty (30) days of the date the City notifies Contractor in writing of the amount owed the City. Contractor shall reimburse City for City's costs in performance of a review if, as a result of the review, it is determined that a discrepancy of ten percent (10 %) or more of the contract service fees paid during the period reviewed is due. Contractor shall reimburse the City for costs within thirty (30) days of the date the city notifies Contractor in writing of the amount of City's cost. Orange County Humane Society Page 21 27 ANIMAL SHELTERING SERVICES EXHIBIT B — SCHEDULE OF BILLING RATES 5. Fees Payable to Contractor by City On a monthly basis the Contractor shall bill the City for charges incurred during the preceding month. Contractor shall provide a summary sheet listing the charges for each fee and service, which shall include copies of a Shelter log, spay and neuter log, and medical treatment log. The monthly bills to the City shall encompass only the following components: 5.1 Base Monthly Contract Rate: $7000 per month Contractor shall bill City a base monthly contract rate which includes all non - itemized items and administrative costs of operating the animal shelter on a monthly basis, including the boarding of unclaimed animals, basic medical care, euthanasia, and disposal of euthanized animals. 5.2 Controlled Substances: Contractor shall bill City for any medical supplies received by Newport Beach Police Department staff, as designated in the Scope of Services. 5.3 Misc. Non - Emergency Medical Care: Contractor shall bill City for any services requested by Newport Beach Police Department staff to be performed above and beyond those non - emergency medical care services that are included in the Base Monthly Contract Rate. Per the negotiated terms of this Agreement, all non - emergency medical care billed to the City shall be charged at 40% off the normal rate. 5.4 Emergency Medical Care: Contractor shall bill City for the provision of reasonably necessary and prompt medical procedures by a veterinarian or someone under the supervision of the veterinarian to stabilize and /or relieve the suffering of an injured animal delivered by the City. The City shall be responsible for paying fees for this service except for those instances in which an owner claims an animal, in which the owner shall be responsible for emergency medical care fees. 5.5 Quarantine Holding Fees: $50 for the first day; $10 per day thereafter Contractor shall bill City for the holding of quarantined animals on a case -by -case basis when deemed medically necessary. These animals are not subject to the holding periods as listed in the Scope of Services. 5.6 Hold Extensions: $10 per animal for each day beyond the 45th day As part of the base monthly contract rate, Contractor agrees to include a 45 -day "Special Handling" hold for those animals needing safekeeping (i.e. animal cruelty Orange County Humane Society Page 22 Z cases, pending court cases, owner incapacitation). Contractor shall bill City for any hold extensions requested beyond the provided 45 days. 5.7 Spaying /Neutering Fee for Rescued Animals: Contractor shall bill the City for spaying /neutering unaltered animals that are designated for rescue by the various City- designated rescue groups and organizations. The fees billed to the City for these services shall be fifty percent of the adoption fee based on the type of animal. 6. Fees Remitted to City by Contractor The Contractor shall be responsible for collecting all fees (Examples: license fees, etc.) due to the City, issuing receipts for payment and remitting monies due directly to the City. The collected fees shall be deposited into a safe designated for City fees at the Shelter. The funds in this safe shall be collected by Newport Beach Police Department staff and returned to the City for deposit. 6.1 Pet Licensing Fees: Contractor shall remit to the City any fees generated from the sale of pet licenses for the City of Newport Beach. 6.2 Unaltered Animal Fees: In accordance with State of California Food and Agricultural Code Sections 30804.7 and 31751.7, Contractor shall collect an unaltered pet fee for any animals delivered to the shelter whose owner has not spayed or neutered their pet. The current charges to be collected are as follows: First occurrence (impoundment): $35 Second occurrence (impoundment): $50 Third occurrence (impoundment): $100 NOTE: The above charges will be automatically deemed amended to correspond with any changes in these fees that are approved, implanted or adopted by the State of California Any and all fees collected in this matter shall only be expended by the City for the purpose of humane education, programs for low cost spaying and neutering, and any additional costs incurred by Newport Beach Police Department staff, society for the prevention of cruelty to animals shelter, humane society shelter, or rescue group. Orange County Humane Society Page 23 29 5" if by or f Animal Shelter Relocation Sao. IV Ar• inaunnpu City of Newport 1-0 1 ,, it,' 11 R.1 kne "'a" munsivt,� I il Ittalty I*jr;l li — , i, r�—, N W. -age" -V r I 1� I- I , Fki� AV i ,J Park Biqa o Costa Mesa Pff tj� Golf 10;g"L Y W ILI COU19. 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