City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: DECEMBER 19, 2023 FROM: PUBLIC WORKS DEPARTMENT WARDS: ALL
SUBJECT: ANIMAL FIELD SERVICES PROGRAM UPDATE AND THIRD AMENDMENT TO
AGREEMENT FOR ANIMAL CONTROL FIELD SERVICES WITH THE COUNTY
OF RIVERSIDE, DEPARTMENT OF ANIMAL SERVICES, IN THE AMOUNT OF $1,657,852.40 $1,521,290.00 FOR A TERM OF JANUARY 1, 2024, THROUGH JUNE 30, 2024
ISSUES:
Receive an Animal Field Services Program Update; approval of a Third Amendment to the Agreement for Animal Control Field and Licensing Services with the County of Riverside, Department of Animal Services in the amount of $1,657,852.40 $1,521,290.00 for a term of January 1, 2024 through June 30, 2024.
RECOMMENDATIONS:
That the City Council:
1. Approve the Third Amendment to the Agreement for Animal Control Field Services with the County of Riverside, Department of Animal Services for a term of January 1, 2024 through June 30, 2024, in the amount of $1,657,852.40 $1,521,290.00;
2. Authorize the City Manager, or designee, to execute the Amendment, including making minor and non-substantive changes; and
3. Receive an Animal Field Services Program update.
BACKGROUND:
The Riverside County Department of Animal Services (DAS) has provided animal control field, shelter, and intermittent licensing services to the City of Riverside since 1995. Both agencies have partnered to promote animal welfare, public health and safety, and quality of life within the City of Riverside through two separate contracts, one for shelter services and a second for field services. The shelter services agreement has a term which runs through 2035. A review of Animal Services available to City of Riverside residents is available at:
https://riversideca.gov/publicworks/other-services/animal-services.
CC Date: 12-19-23
Item No.: 54REVISED
Animal Services Agreement ● Page 2
The County of Riverside Board of Supervisors Policy B-4 (Attachment 1) requires County departments to recover the full costs associated with contracted services provided and DAS began working toward a full cost recovery in Fiscal Year 2019-20.
On September 17, 2019, the City Council approved the Agreement for Animal Control Field and Licensing Services between the City of Riverside and County of Riverside, Department of Animal Services (DAS) from July 1, 2018 through December 31, 2020.
On October 26, 2021, the City Council approved the First Amendment to Agreement for Animal Control Field and Licensing Services between the City of Riverside and County of Riverside, DAS from January 1, 2021 through December 31, 2022.
On October 10, 2023, the City Council approved the Second Amendment to Agreement for Animal Control Field and Licensing Services between the City of Riverside and County of Riverside, DAS from January 1, 2023 through December 31, 2023. City Council directed staff to research and evaluate alternatives to decrease Animal Control Field Services costs including issuing a Request for Proposals to compare and evaluate outsourcing field and shelter services, perform a cost evaluation on in-sourcing animal control services, to share the results of the outsourcing RFP and in-sourcing cost evaluation, and share County of Riverside Department of Animal Services Approved Rates for Fiscal Year 2024-25 with the Land Use, Sustainability and Resilience Committee.
DISCUSSION:
The proposed Third Amendment (Amendment) will extend the term from January 1, 2024 through June 30, 2024, and allow the Riverside County Department of Animal Services (DAS) to continue providing field services. This proposal also removes the two Licensing Officers, one Animal Control Officer and institutes software for constituents to license their pet. DAS has already implemented this solution successfully in other communities without a reduction in licensing activities. DAS has confirmed that the Licensing Officer positions can be removed without adversely affecting the department as staff reduction is possible due to attrition or reassignment.
Over the past year, City staff have had numerous discussions with County personnel regarding increased costs as the County’s rates have increased over the years. City staff reviewed the increased costs of the Animal Control Officer and found that this wrap rate includes personnel costs for Animal Control Officers along with administrative staff, veterinarians, and overhead associated with the services required to keep the shelter operating. Overhead includes expenses such as vehicles, fuel, equipment, technology, support staff.
DAS has disclosed that they are currently under contract with a consultant who is performing a cost-of-service study in order to ensure the appropriate rate is being charged to its member agencies. The cost-of-service study is expected to be shared with the County’s member agencies in early 2024. In order for DAS to evaluate the impacts of the cost-of-service study, they have indicated that the pricing schedule will remain constant through June 30, 2024.
This Amendment will extend the current agreement for six (6) months. The City recognizes that the current costs are not sustainable, and staff has investigated alternatives to alleviate the rising services and overhead costs. This includes examining the methodology and pricing of neighboring cities, issuing an RFP, overseeing overtime, and working with the County on ways to decrease costs. The City and County will also continue the discussion regarding the reduction in Animal Control Officers and our intent to monitor lead times and service levels while also providing joint Animal Services Agreement ● Page 3
regular communications to elected officials.
Table 1 below displays a cost comparison of animal control services for neighboring cities for FY 2023/24. This includes the published annual adopted budget values. The City of Riverside has and will continue to review potential cost-savings measures for this service.
Table 1 – Cost Comparison
City Annual Cost Yearly Price per Resident
Irvine $ 5,015,833 $16.30
Moreno Valley $ 3,373,121 $16.17
Riverside** $ 4,175,096 $13.26
Jurupa Valley $ 1,102,275 $10.53
Santa Ana $ 3,259,330 $10.51 *
Corona $ 1,590,558 $10.12
*Vet costs may be embedded in other line budgets.
**Costs include Animal Field Services Agreement and Animal Sheltering Agreement.
It is important to note that the annual cost for Riverside (FY 2023/24) shown in Table 1 includes 6 months of service that have largely already been delivered under the existing agreement with DAS. The City of Riverside costs reflected in Table 1 show Animal Field Servicing agreement costs totaling $3,600,000.00, and Animal Shelter Agreement costs which include Shelter rent, maintenance, and utilities totaling $575,096. If the cost savings achieved in Riverside for the proposed 6-month amendment were to be applied to over a 12-month period, the City’s yearly price per resident would then be reduced to $12.35 11.49.
Costs between cities also vary based on the number of animals served each year. According to the United States Census Bureau’s 2021 Household Pets publication, the Riverside Metro Area ranks #2 in pet ownership amongst the top 15 largest metro areas nationwide.
Figure 1: US Census Bureau 2021 Household Pets Report
This item is in compliance with Purchasing Resolution 23914, Article Seven: Acquisition of Services, Section 702 “Exceptions” which states that “Competitive Procurement through the Informal Procurement and Formal Procurement process shall not be required in any of the following circumstances: …(g) Where payment for Services is to be made to a Federal, State, and/or other public entity”. This item is also in compliance with Purchasing Resolution 23914,
Animal Services Agreement ● Page 4
Article 1104: Purchase Order and Purchase Requisition Procedures, Section 1104 “Modifications to a Purchase Order shall be made only by Change Order. Subject to the availability of funds, Change Orders may be utilized for purposes of…. (5) modifying contract completion time or the term of a contract…”.
The Purchasing Manager concurs that the recommendation to approve is in compliance with Purchasing Resolution 23914.
STRATEGIC PLAN ALIGNMENT:
This Agreement supports Strategic Priority 2 – Community Well-Being and aligns with Goal 2.3 - Strengthen neighborhood identities and improve community health and the physical environment through amenities and programs that foster an increased sense of community and enhanced feelings of pride and belonging citywide; and Goal 2.4 - Support programs and innovations that enhance community safety, encourage neighborhood engagement and build public trust.
Furthermore, this project aligns with each of the five Cross-Cutting Threads:
1. Community Trust – Providing animal licensing and field services to the public not only meets state and local ordinances but is also an integral component of the statewide rabies control effort. These services, along with related enforcement activities, help promote safe communities.
2. Equity – All animal services are available to all Riverside residents and business owners.
3. Fiscal Responsibility – This proposed amendment exemplifies the partnership between the City of Riverside’s Public Works Department and the County of Riverside Department of Animal Services and demonstrates responsible management of the City’s financial resources while providing quality public services to all.
4. Innovation – This proposed amendment provides an opportunity for both the City and the County to prepare for the future by leveraging their collaborative partnership to create adaptive processes in future agreements.
5. Sustainability & Resiliency – Maintaining service agreements such as this allows the City of Riverside to meet the needs of the present without compromising the needs of the future and ensures the City’s capacity to persevere, adapt and grow during good and difficult times alike.
FISCAL IMPACT:
The fiscal impact for the Third Amendment to the Agreement with the County of Riverside for Animal Control Field Services is $1,657,852.40 $1,521,290.00. Sufficient funds are budgeted and available in the FY 2023/24 budget in the General Fund, Non-Departmental – Public Works, Riverside County Animal Control account 7241000-450319.
Table 2 shows a breakout of the projected costs associated with the Third Amendment to the Agreement for the January 1, 2024 through June 30, 2024 contract term.
Animal Services Agreement ● Page 5
Table 2 – Projected Costs
Description Jan 1, 2024 – Jun 30,
2024 Term Monthly Cost
Field Services (Fixed) $ 819,374.40
$682,812.00
$ 136,562.40
$113,802.00
Overtime (Estimated) $ 145,478.00 $ 24,246.33
Animal Sheltering $ 548,400.00 $ 91,400.00
Deceased Animal - Pickup &
Disposal $ 57,600.00 $ 9,600.00
Wildlife $ 10,800.00 $ 1,800.00
Licensing $ 76,200.00 $ 12,700.00
TOTAL CONTRACT $1,657,852.40
$1,521,290.00
$ 276,308.73
$253,548.33
Prepared by: Kristy Garcia, Fiscal Manager
Approved by: Gilbert Hernandez, Public Works Director
Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
1. Board of Supervisors
2. Agreement for Animal Control Field and Licensing Services