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File #: 15-137    Version: 2 Name:
Type: Staff Report Status: Passed
File created: 2/23/2015 In control: Council
On agenda: 3/2/2015 Final action: 3/2/2015
Title: Animal Management Services Proposal, Award of Contract

REQUEST FOR DECISION

 

DATE:                       February 24, 2015                     Report No. CSS-15-006

TO:                       Laurie Hurst, Chief Administrative Officer                                           

FROM:                      Blair McDonald, Director, Community Safety Services

SUBJECT:

 

Title

Animal Management Services Proposal, Award of Contract End

 

RECOMMENDATION:

 

Recommendation

That Council:

1.                     Direct staff to enter into negotiations with Victoria Animal Control Services Ltd. to finalize the contract for animal control services; and

2.                     Once the contract details have been finalized, authorize the Mayor and Corporate Officer to execute the contract with Victoria Animal Control Services Ltd. for a three year period with the net contract cost being approximately $226,860.00 (plus GST).

Body

 

RELEVANT POLICY:

 

Animal Bylaw, 2002, No. 2595

Purchasing and Disposal Bylaw, 2014, No. 2845

 

STRATEGIC RELEVANCE:

 

This report does not relate directly to any of Council’s Strategic Priorities.

 

BACKGROUND:

 

The enforcement of animal management in the Township is governed by the Animal Bylaw, 2002, No. 2595. This Bylaw lays out the requirements for animal management for various types of animals. Historically, the enforcement of the Bylaw has been carried out by contractor as opposed to Township staff. The current service provider is Victoria Animal Control Services Ltd. (VACS).

The current contract expires on March 31, 2015.  On January 22nd, 2015, a request for proposals (RFP) was released to request proposals from interested parties. The RFP closed on February 13th 2015. The proposed new contract will have a term life of three years with the option to extend one year at a time, for two years total, with the consent of both parties. There was only one proposal received and that proposal was submitted by VACS.

Within the RFP is an evaluation process. This process would be utilized to determine a preferred proponent for the contract. Once the preferred proponent was identified, the Township and the preferred proponent would enter into negotiations to finalize any concerns (if any). With completion of this process, the two parties would then enter into a formal contract.

The proposal submitted by VACS was evaluated according to the criteria established in the RFP.  The criterion was broken down into various categories with associated weights, as follows:

•                     Cost of contract - 35 points

•                     Service provision methodology and task list - 30 points

•                     Experience and capacity of the proponent - 25 points

•                     Past performance of the proponent as determined by references - 10 points

 

The VACS proposal was found to meet all of the evaluation criteria as established.  The proposal provides for similar patrol time and services as provided under the current contract.

 

 

ISSUES: 

 

1.  Rationale for Selected Option

The VACS proposal was the only proposal received.  Having said that, the proposal is similar to the proposal submitted by VACS the last time an RFP was advertised.  VACS was the recommended proponent at that time and the service levels in the current proposal are similar.  VACS have provided quality service over the last three year contract period and it is expected that same service will be delivered in the upcoming contract period.

 

2.  Organizational Implications

     There are no organizational implications expected.

 

3.  Financial Implications

There is a modest increase required to the Animal Management budget (an increase of $15,460.00 for the three year term of the contract, or approximately $5,150.00 per year).

 

4.                     Sustainability & Environmental Implications

There are no sustainability or environmental implications.

 

5.  Communication & Engagement 

An announcement will be made via the Township website and social media advising that VACS has been awarded the contract and contact number(s) will be provided as a reminder to the public to contact VACS in the event of any animal management issues.

 

ALTERNATIVES:

 

1.  That Council:

1.                     Direct staff to enter into negotiations with Victoria Animal Control Services Ltd. to finalize the contract for animal control services; and

2.                     Once the contract details have been finalized, authorize the Mayor and Corporate Officer to execute the contract with Victoria Animal Control Services Ltd. for a three year period with the net contract cost being approximately $226,860.00 (plus GST).

 

2.                     That Council direct staff to pursue an alternate course of action.