SOUTHWEST COMMUNITIES FINANCING AUTHORITY – JPA ANIMAL SHELTER
STAFF REPORT
DATE: February 4, 2016
AGENDA ITEM NUMBER: 6E
SUBJECT: Performance Review and Ombudsman Services [-0-]
RECOMMENDED MOTION: RECEIVE AND FILE
REPORT:
Contract History
On July 2, 2015 the Board of Directors (BOD) Meeting approved a procurement process for selection of a contractor to perform the Annual Operational Performance Review and Ombudsman services at the Animal Shelter. On September 18, 2016 the County Purchasing Department issued RFP #EOARC-037 to agencies recommended by Animal Friends of the Valleys (AFV) and the Executive Management Committee (EMC). The RFP closed on October 6, 2015. Of the eight agencies solicited, two responses were received and evaluated: 1) Animal Shelter Services, LLC; and 2) American Humane Association. On October 8, 2015 four (4) EMC members met and evaluated the proposals, and on October 28, 2015 the BOD approved the contract award to Animal Shelter Services, LLC, giving the Program Administrator authority to finalize the agreement pending any non-substantive changes.
Contract negotiations were unsuccessful with the Animal Shelter Services, LLC. Subsequent to BOD approval the consultant requested changes to the approved contract. Staff was unable to negotiate acceptable terms and the contractor did not sign the agreement. The Helen Woodward Animal Center has agreed to perform the services free of charge; the EMC negotiated an agreement with the Helen Woodward Animal Center for Michael Arms to provide the Performance Review of the AFV Animal shelter. The Ombudsman services will also be provided pro bono. The Scope of Work is attached, although slightly different than the previously approved agreement.
Time Line of Services
It was originally anticipated that the performance review recommendations would be available in January, but due to the challenges contracting for the services, the report is now expected in February. The final report, with input from the CRC and AFV, will be presented at a joint meeting of the EMC and AFV for development of recommendations for implementation. The recommendations will be submitted to the SCFA Board for consideration.
Frequency of Performance Reviews
Pursuant to Section 9(d) of the Animal Shelter Operations Agreement, the Contract Review Committee (CRC) may recommend and order annual performance reviews by an independent third party agreed upon by AFV to perform a review of AFV’s services and operations of the shelter. The term of Performance Review and Ombudsman Services Agreement with the Helen Woodward Center is through June 30, 2016.
(Ref: BOD 7/2/15, Items 8A & 8B; BOD 10/28/15, Item 6B)