Regular Meeting
12/16/24 06:00 PM
City Manager Department
Andy Espinoza Jr.
Contract
Doc ID: 5836
AGENDA ITEM
AGENDA MATTER:
APPROVAL OF ANIMAL SHELTERING AGREEMENT BETWEEN THE CITY OF BARSTOW AND THE
BARSTOW HUMANE SOCIETY
EXECUTIVE SUMMARY:
Following Council’s direction that City staff re-evaluate SpecPro’s bid to provide City with animal sheltering services against Barstow Humane Society’s competing bid, the City reviewed and evaluated both proposals and selected Barstow Humane Society. The City and Barstow Humane Society collectively drafted a Term Sheet and used those collaborative points to negotiate and draft a proposed Animal Sheltering Services Agreement (Exhibit “A”), which sets forth the proposed terms and conditions under which Barstow Humane Society would provide animal sheltering services to the City.
DISCUSSION:
Background:
California requires that cities and counties provide animal control and sheltering services for the purpose of ensuring the safety of people and animals; proper care and temporary housing for lost, abandoned or neglected animals; maintaining rabies control and prevention programs, licensing domestic animals, and similar services. There are several ways local jurisdictions meet these requirements; some public agencies manage their own animal shelters and animal control services, while others partner with other nonprofit organizations or other entities for animal control and/or animal sheltering services to take advantage of economies of scale that reduce costs.
On April 10, 2024, the City released a Request for Proposals seeking animal sheltering services. SpecPro submitted a bid in response to the Request for Proposals, which was reviewed by the Council during the June 17, 2024 Council Meeting. After reviewing the bid and hearing from Barstow Humane Society regarding their interest in providing animal sheltering services to the City, Council tabled further action on the SpecPro bid and scheduled a special meeting for June 26, 2024, to enable staff to further negotiate the terms of a potential animal sheltering agreement with Barstow Humane Society and SpecPro and bring back the respective proposals to the Council for review and approval at the special meeting. Council directed the City Manager to meet with members of the Barstow Humane Society to evaluate their ability to provide animal sheltering services to the City.
Following City staff’s meeting with Barstow Humane Society concerning its fiscal health, contract obligations, personnel, and equipment, and after Interim City Manager Andrew Espinoza Jr. and Lt. Frank Benitez’s inspected Barstow Humane Society’s facilities, Barstow Humane Society submitted a bid for animal sheltering services. The City reviewed and vetted the proposals submitted by SpecPro and Barstow Humane Society and chose Barstow Humane Society because of its history of providing animal sheltering services for the City as well as its understanding of and willingness to meet the City’s animal sheltering needs. Initially, City staff had reservations regarding the conditions of Barstow Humane Society’s facilities. Following several meetings where those concerns and issues were discussed, the City proposed funding options that could assist with certain capital improvements. Barstow Humane Society’s willingness to accept the funding conditions and to make the necessary improvements resolved those concerns.
Regular Meeting
12/16/24 06:00 PM
City Manager Department
Andy Espinoza Jr.
Contract
Doc ID: 5836
AGENDA ITEM
The City and Barstow Humane Society collectively drafted a Term Sheet that included the general terms for a professional services agreement for animal sheltering services. The City and Barstow Humane Society collectively negotiated and drafted the Animal Sheltering Services Agreement (Exhibit “A”) consistent with the Term Sheet. The Animal Sheltering Services Agreement only concerns sheltering services, as the City through its Police Department will provide animal control services for the City.
Analysis:
An executed Animal Sheltering Services Agreement allows Barstow Humane Society to provide the City with animal sheltering services, which includes, without limitation, providing a temporary home for stray, lost, abandoned, or surrendered dogs, cats, and other animals that may be reunited with their owners or offered for adoption or rescue. An overview of the key terms included within the Animal Sheltering Services Agreement include the following components:
Compensation and Agreement Term
. While Barstow Humane Society makes capital improvements to its facilities, it will provide animal sheltering services to the City at a rate of $211.50 per animal. . Once the capital improvements have been made, the City will:
a. Pay Barstow Humane Society $423,000.00 per year (plus a cost of living adjustment applied in the second and subsequent years) for animal sheltering services, paid in equal monthly payments;
b. Pay Barstow Humane Society $60,000 per year to fund capital improvements; and c. Provide Barstow Humane Society with a $310,000.00 line of credit with an interest rate of
0.0% and a repayment term of 60 months. Barstow Humane Society’s repayments will be deducted from the City’s payments for animal sheltering services. A promissory note concerning the line of credit will be entered into by the parties at a future date.
3. Barstow Humane Society will remit to the City all animal services fees received under the agreement except for adoption fees.
4. Once the capital improvements have been made, the term of the agreement will be for five years, with an option for the parties to renew the agreement for one additional five-year term.
5. Either party may terminate the Agreement with 180 days’ prior written notice.
Scope of Services
. Barstow Humane Society will provide the following animal sheltering services:
a. Impounding and caring for domestic and wild animals delivered by the City; Regular Meeting
12/16/24 06:00 PM
City Manager Department
Andy Espinoza Jr.
Contract
Doc ID: 5836
AGENDA ITEM
b. Providing adoption and redemption services;
c. Having all dogs and cats sterilized prior to adoption; d. Sheltering up to 2,000 animals per year;
e. Maintaining regular business hours;
f. Allowing the City after-hours access for animal drop-offs; g. Maintaining records of animal services provided; and h. Allowing City to conduct monthly inspections of the animal shelter.
ENVIRONMENTAL REVIEW:
The City’s entry into the Animal Sheltering Services Agreement is not considered a Project within the meaning of the California Environmental Quality Act (CEQA). Further, this action is exempt per CEQA Guidelines Section 15301, Existing Facilities.
FISCAL IMPACT:
Under the proposed Animal Sheltering Services Agreement, the City would pay Barstow Humane Society $423,000.00 per year (plus a cost of living adjustment in the second and subsequent years) for animal sheltering services. The City would also pay Under the proposed Animal Sheltering Services Agreement, the City would pay Barstow Humane Society $423,000.00 per year (plus a cost of living adjustment in the second and subsequent years) for animal sheltering services. The City would also pay Barstow Humane Society $60,000.00 per year for capital improvements to Barstow Humane Society’s animal shelter. The City would also provide Barstow Humane Society with up to $310,000.00 as a line of credit to be repaid over 60 months through deductions from the City’s monthly payments to Barstow Humane Society.
Payments to Barstow Humane Society under the proposed Animal Sheltering Services Agreement would be within the existing budget for such services. The City also expects that the net cost of animal shelter services to the City will be less than the costs of contracting with SpecPro pursuant to its bid and less than the costs of continuing to receive services from Route 66 Animal Shelter.
RECOMMENDED ACTION:
Staff recommends that the City Council approve the proposed Animal Sheltering Services Agreement and authorize the City Manager to execute the agreement.
Attachments:
1. Exhibit A: Animal Sheltering Services Agreement