Municipality of Strathroy- Caradoc Page 1 Staff Report Directed to: Mayor Vanderheyden and Members of Council Council Meeting Date: November 17, 2014 Prepared by: Angela Toth, Director, Corporate Services Attachment(s): Department: Corporate Services Department Proposal & RFP Subject: Animal Control Services Contract Recommendations: THAT: the Municipality enters into a three (3) year Contract, starting January 1, 2015 with Gertie Dieleman, Animal Care Centre, Lobo for the provision of Animal Control Services, in the amount of $86,200.00 +HST for 2015, 86,700.00 +HST for 2016 and 87,200.00 +HST for 2017. Background The current Animal Control Contract expires at the end of December, 2014. A Request for Proposal for the provision of Animal Control Services for a three year contract was posted in the Age Dispatch, Focus, and on the Municipal Website mid-october. There was one inquiry from Mumbai, India and one from Mt. Brydges; however, only one Proposal was received from Gertie Dieleman of the Animal Care Centre, Lobo. Comments Gertie Dieleman and her family have provided Animal Control Services to this Municipality for the past 25 years. The service provided is excellent and there are very few complaints. FINANCIAL IMPLICATIONS: The 2014 Contract price is $85,700.00 + HST. The increase over term of the next contract is an additional $1,500.00. $500.00 in each of the three years. Prepared by: Reviewed by: Angela Toth Director, Corporate Services Ralph Coe Chief Administrative Officer Page 1
Animal Care Centre Lobo As stated in the attachment, Animal Care Centre has been privileged to provide the services of Licensing and Animal Control, first of all for Caradoc Township, and the Town of Strathroy, and now for the municipality of Strathroy- Caradoc since 1989, or twenty-five years. It is our hope that we can continue on in the excellent relationship we have had over the years with the municipality. It is now more of a family owned and operated business with my husband Martin, and our daughter Mary Jo Mayers, taking on a very active role in getting the job done. We have not had or asked for a raise in our contract with you over the last five years. We have therefore asked for a small increase of $500.00 in each of the three years of this contract. Our costs for licensing has been reduced, but our vet bills have greatly increased, plus the rising cost of insurance and gas over the last 5 years has been substantial. We are increasingly called upon now to deal with wild life issues which have also increased our costs. All of our stray animals that are not claimed, are taken to the vet for vet checks, vaccinations and a spay or neuter before adoption. Thanks to your support, we are able to provide excellent care for all the strays that come our way. The municipality is getting excellent service, with us being on call 24 hours, 7 days a week, a service not available in most municipalities. Most calls do come in after hours and during holidays and weekends. As always, we welcome any questions you may have and trust that our relationship will continue. Sincerely, Gertie Dieleman Animal Control Officer Strathroy-Caradoc
Anima! Control RFP Quotation Bid form for Animal Control Services Gertie Dieleman 1, hereby submit the following bid to provide Animal Control Services to the Municipality of Strathroy in accordance with the general information and specifications outlined herein: Contract Cost per Year 2015: $86,200.00. + HST = $11,206.00 2016: $86,700.00 +HST= $11,271.00. 2017: $87,200.00 +HST= $11,336.00 TOTAL Contract: $260,100.00 Total HST: $33,813.00 Attachments required: a. The location of the pound facilities and proof of zoning compliance b. Name of Veterinarian(s) proposed to be used. c. Name of Animal disposal service proposed to be used. d. Ministry of Agricultural, Food, and Rural Affairs approval that the facility meets the requirements to be used as a pound facility. e. A detailed listing of animal shelter operation and animal control experience COMPANY NAME: Animal Care Centre Lobo TELEPHONE NUMBER: 519 666-1632 CONTACT PERSON: Gertie Die Ieman COMPANY ADDRESS: 5592 Egremont Drive E-MAIL ADDRESS: Gertie@acclobo.com Date: Nov.-6-14 Authorized Signature 4
Animal Care Centre Lobo Contract for 2015,2016 & 2017 ATTACHMENTS AS REQUE:STED FOR PROPOSAL( A) We are centrally located in the heart of Middlesex County at 5592 Egremont Drive, just 10 minutes from Strathroy with quick response times for any animal control related problems. We are in an agricultural zone, with permitted use of a kennel by Middlesex Centre since 1982. B) The Strathroy Animal Clinic is the veterinarian used by our kennel since the inception of our facility. C) The Animal disposal service is provided by Gateway. Located: 170 Southgate Drive, Guelph, On. D) We are regularly inspected by an inspector with the Ministry of Agriculture, Food, and Rural Affairs. Gerrit Rietveld, V.T. Animal Care Specialist can be contacted for up to the date information concerning our kennel at 519 846-3395 or email: gerrit.reitveld@ontario.ca We have not only maintained but exceeded requirements after each inspection. We have always had praise for our cleanliness of the kennel and excellent care of the animals. E) We provide the services of Adoptions, Boarding, Grooming of animals, & Animal Control to the surrounding community we live in. Currently we have contracts with Lucan/Biddulph, Middlesex Centre, North Middlesex, and Strathroy Caradoc. A.C.C.Lobo has been providing the service of Animal Control and Licensing of Dogs to Strathroy Caradoc for 25 years, starting in 1989. I, Gertie, initially started into the field of licensing and animal control for Lobo Township in 1978. There have been numerous training and educational seminars attended on a regular basis to keep us on top of issues dealing with animal control and animal care. It is a family owned operation, with my husband, Martin, and our daughter Mary Jo Mayers being a huge support. The contract will include our daughter, as part owner of our business. She has been with us since 1992 and knows all aspects of running the kennel and doing the job of Animal Control.
REQUEST FOR PROPOSAL FOR ANIMAL CONTROL SERVICES The Municipality of Strathroy-Caradoc is seeking Proposals to engage the services of a qualified contractor to provide Animal Control Services for The Corporation of the Municipality of Strathroy- Caradoc for a period of three (3) years. The Specifications and Bid Form can be obtained from The Corporate Services Department, Town Hall, 52 Frank Street, Strathroy Ontario, or by accessing The Municipality of Strathroy-Caradoc s website at www.strathroy-caradoc.ca. Bids must be received in accordance with the specifications and no later than 2:00 p.m. local time, on November 7, 2014. Angela Toth Director of Corporate Service/Clerk atoth@strathroy-caradoc.ca Phone: (519) 245-1105, Ext. 224
Animal Control RFP October 1, 2014 The Corporation of the Municipality of Strathroy-Caradoc Request for Proposal to Provide Animal Control Services General Information 1. The Corporation reserves the right to accept or reject all bids or to accept any part of any bid. Lowest or any bid will not necessarily be accepted. 2. The Corporation reserves the right to cancel the Agreement if the service is not provided in accordance with the terms of the Agreement. 3. The bidder shall indemnify the Municipality against all actions, causes of action, suits, claims or demands whatsoever which may arise, either directly or indirectly by reason of the Bidder undertaking or failing to undertake the Municipal services and other obligations as will be determined in an agreement. 4. The Bidder, shall, supply the Municipality with a Comprehensive General Liability Insurance Policy and Vehicle Insurance Policy with a minimum coverage of One Million Dollars ($1,000,000). The Policy shall include the Corporation of the Municipality of Strathroy-Caradoc as an additional named insured in respect of all operations performed by or on behalf of the Bidder. 5. A Certificate of such insurance shall be filed with the Municipal Clerk upon the award of the contract and signing of an agreement for the provision of services. 6. The Bidder shall agree to fulfill all of its obligations in compliance with the Occupational Health and Safety Act in relation to any violation of the said Act arising out of this agreement, the Bidder shall indemnify and save harmless the municipality for any and all charges, fines, penalties, and costs that may be incurred or paid by the municipality. 7. The Bidder shall comply with the provisions of the Accessibility for Ontarians with Disabilities Act, 2005 and the regulations there under with regard to the provisions of its goods or services to persons with disabilities. 1
Animal Control RFP October 1, 2014 8. The Bidder shall submit a quotation using the form attached and quote Harmonized Sales Tax EXTRA. 9. The successful Bidder shall sign an agreement/contract with the Corporation which will incorporate the requirements included in the specifications. 10. The agreement/contract will be for a three year period. 11. The Bidder shall supply with their tender submission, the following: a. The location of the pound facilities and proof of zoning compliance b. Name of Veterinarian(s) proposed to be used. c. Name of Animal disposal service proposed to be used. d. Ministry of Agricultural, Food, and Rural Affairs approval that the facility meets the requirements to be used as a pound facility. e. A detailed listing of animal shelter operation and animal control experience. 12. All proposal inquires shall be directed to: Angela Toth, Municipal Clerk at (519) 245-1070 13. The bid shall be submitted in an enclosed envelope and shall be sealed with a return address on the envelope. The sealed envelope shall be clearly marked Animal Control Services and returned to the undersigned by no later than 2:00 p.m., local time, Friday, November 7 th, 2014. The Corporation of the Municipality of Strathroy-Caradoc 52 Frank Street Strathroy, Ontario N7G 2R4 Attention: Angela Toth, Director of Corporate Services/Clerk Specifications 1. The Bidder shall be appointed as Animal Control Officer for the Municipality of Strathroy- Caradoc. 2. The Animal Control Officer shall provide a service on the basis of irregular patrols, as required, plus 24 hours per day, 7 days per week response to calls. All complaints or request for service shall be followed up by a visit or phone call from the Animal Control Officer or her designate. 3. The term of this contract will be for 3 years, starting January, 1, 2015 until December 31, 2017 4. The Animal Control Officer shall accept stray cats and kittens at no charge, at her discretion and subject to the availability of space at her facility, and when she has determined the cats are strays and not owner cats. 5. The Animal Control Officer shall develop and maintain a volunteer cat registration program. Cat tags will be offered free of charge and the Animal Control Officer shall maintain a cat registration data base. 6. The Animal Control officer shall distribute dog tags, free of charge, supplied by the Municipality, for the purposes of registering and licensing dogs in the Municipality. 2
Animal Control RFP October 1, 2014 7. The Animal Control Officer shall maintain a database for all dog and cat licenses and registrations in accordance with the Animal Control Bylaw and the database shall be available to the Municipality as required. 8. The Animal Control Officer shall administer and enforce provisions of the Municipality s Animal Control Bylaw and have general knowledge of provincial and other legislation with respect to Animals. 9. The Animal Control Officer shall respond to and investigates all complaints with respect to animal abuse and neglect and be responsible to also direct the complaint to the London Humane Society when warranted. 10. The Animal Control Officer shall respond, when requested by Strathroy-Caradoc Police Service or Municipal Staff, to remove injured domestic animals from public property and shall take the animal to the appropriate facility for treatment, and the cost of the treatment shall be included in the contract price. 11. The Animal Control Officer shall assist, when possible, with complaints with respect to issues with Wildlife on public property. 12. The Animal Control Officer shall provide Council with a written report annually, and at other times, if requested, which contains, but is not limited to the following: a. number and types of complaints received and investigated; b. number of fines issued and the result; c. number of dogs and cats brought into the shelter; d. number of dogs and cats euthanized; e. number of dog and cat tags distributed. 13. The Animal Control Officer shall maintain, at his/her expense, Pound Facilities in accordance with the provisions as set out in the Animals for Research Act, R.S.O. 1990, as amended. Said facility shall be inspected annually by the appropriate Ministry and the report of the inspection shall be filed with the Municipal Clerk. 14. The Animal Control Officer shall maintain, at his/her expense a comprehensive adoption program. The details of the program shall be provided with the tender submission. 15. Fines paid under the Municipality s Animal Control Bylaw shall be retained by the Municipality. 16. Kennel fees for unclaimed dogs and euthanasia fees are included in the amount paid to the Animal Control Officer under this contract. 17. The Animal Control Officer shall, maintain at her/his expense a web-site promoting adoptions, hours of operation, contact information and other information for the public. 3
Animal Control RFP October 1, 2014 Quotation Bid form for Animal Control Services 1, hereby submit the following bid to provide Animal Control Services to the Municipality of Strathroy in accordance with the general information and specifications outlined herein: Contract Cost per Year 2015: + HST = 2016: +HST= 2017: +HST= TOTAL Contract: Total HST: Attachments required: a. The location of the pound facilities and proof of zoning compliance b. Name of Veterinarian(s) proposed to be used. c. Name of Animal disposal service proposed to be used. d. Ministry of Agricultural, Food, and Rural Affairs approval that the facility meets the requirements to be used as a pound facility. e. A detailed listing of animal shelter operation and animal control experience COMPANY NAME: TELEPHONE NUMBER: CONTACT PERSON: COMPANY ADDRESS: E-MAIL ADDRESS: Date: Authorized Signature 4