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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: May 15, 2024
To: Honorable Mayor and City Council Members
From: Charles A. Montoya, City Manager;
Kris Watson, Director of Animal Services
Department: Animal Services
Subject: Increase Vendor Contract Amount (All Wards)
Recommendation
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-098, authorizing:
1. The Director of Finance and Management Services to amend the FY 2023/24 Animal Services budget in the amount of $150,000, appropriated for expenses, and;
2. The City Manager to execute Amendment No. 1 to the contract with Victor Medical, increasing the annual contract amount by $150,000 for an annual total of $300,000 for Veterinary Medical Supplies.
Executive Summary
On December 17, 2023, the Mayor and City Council approved contract negotiations with the cities of Colton, Fontana, Grand Terrace, Loma Linda, and Rialto for shelter services beginning on July 1, 2024. All of the cities have approved the contract with the City of San Bernardino for Animal Services effective June 1, 2024. The Department expects an increase of animals beginning on July 1, 2024, and needs to purchase vaccines and other necessary medical supplies prior to the contract start date to ensure we have sufficient inventory to care for the influx of animals. Staff recommend a contract amount increase of $150,000 annually to cover the additional costs.
Background
On March 2, 2022, the Mayor and City Council approved a 3-year contract with Victor Instruments, Inc. for an annual not to exceed amount of $150,000. On December 17, 2023, the Mayor and City Council authorized the City Manager to conduct negotiations with the cities of Colton, Fontana, Grand Terrace, Loma Linda and Rialto for shelter services. All of the cities have approved the contract and will start housing their animals with the City of San Bernardino beginning on July 1, 2024. The Department is expecting
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the annual number of pets impounded at the shelter to double as a result of the contracts. The Department is asking for the annual contract amount with Victor Instruments, Inc. to be increased to an amount not to exceed $300,000.00 annually.
This increased amount will allow the Department to order the necessary medical supplies to care for the additional animals impounded from the contract cities.
Discussion
The department expects to double the number of animals impounded at the shelter once the contract period begins on July 1, 2024. In anticipation of the increase of animals, the Department needs to amend the agreement with Victor Instruments, Inc. to increase the annual contract amount to purchase vaccines and other necessary veterinary medical supplies to care for the animals in the shelter. The Department is requesting the increased contract amount to be applied to this fiscal year as well as next fiscal year so that we can purchase the goods now to ensure supplies are on hand and available for use beginning in July and August.
The increased contract amount will be shared with the other contract cities according to the executed agreements. Each of the cities will be billed quarterly for actual costs based on their share of expenses, including veterinary medical supplies. 2021-2025 Strategic Targets and Goals
The request for an amendment to the contract with Victor Medical aligns with Strategic Target #1 – Improved Operational & Financial Capacity by creating a framework for spending decisions.
Fiscal Impact
The Animal Services Fund’s expense budget will be increased by $150,000, of which $47,000 will be reimbursed by the other contract cities.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution No. 2024-, authorizing:
1. The Director of Finance and Management Services to amend the FY 2023/24 Animal Services budget in the amount of $150,000, appropriated for expenses, and;
2. The City Manager to execute Amendment No. 1 to the contract with Victor Medical, increasing the annual contract amount by $150,000 for an annual total of $300,000 for Veterinary Medical Supplies.
Attachments
Attachment 1 Resolution 2024-098
Attachment 2 Purchase Agreement with Victor Instruments Inc – 2022 Attachment 3 Victor Instruments Inc Contract Extension Option Year 1 Attachment 4 Contract Amendment No.1 with Victor Instruments Inc
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Ward:
All Wards
Synopsis of Previous Council Actions:
On March 2, 2022, the Mayor and City Council adopted Resolution No. 2022-41, approving an annual agreement with Victor Medical in an annual not to exceed amount of $150,000.00. On December 17, 2023, the Mayor and City Council approved contract negotiations for shelter services with the cities of Colton, Fontana, Grand Terrace, Loma Linda and Rialto.