TITLE
Recommendation to adopt resolution authorizing City Manager, or designee, to execute a contract, and any necessary amendments, with PP-CA LP, dba Long Beach Animal Emergency, of Long Beach, CA, for providing emergency veterinary services, in an annual contract amount of $250,000, with a 15 percent contingency of $37,500, for a total annual contract amount not to exceed $287,500, for a period of two years, with the option to renew for three additional one-year periods, at the discretion of the City Manager; and
Increase Munis Contract No. 3183400013 with PP-CA LP by $69,883, for a revised total contract amount not to exceed $209,833. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with PP-CA LP, dba Long Beach Animal Emergency (LBAE), for providing emergency after-hours veterinary services, in an annual amount not to exceed $287,500, inclusive of a 15 percent contingency, and increase Munis Contract No. 3183400013 by $69,883, for a total contract amount not to exceed $209,833, for providing emergency after-hours veterinary services during Fiscal Year 2019 (FY 19).
Request for Proposals Nos. RFP PR17-064 and RFP PR17-092 were solicited in 2017 for emergency after-hours veterinary services; however, no responsive proposals were received. The Parks, Recreation and Marine Department (PRM) sought alternative procurement options, and identified a local business, LBAE, willing to provide emergency after-hour veterinary service at a discounted rate. Given the nature of 24-hour emergency services, LBAE’s location within the City is critical to quickly and efficiently provide overnight emergency care for animals.
In FY 18, PRM established Blanket Purchase Order No. BPPR18000013 with LBAE for $40,000, utilizing the City’s procurement processes. In FY 19, the agreement was amended and Munis Contract No. 3183400013 with LBAE was executed for $100,000 through September 30, 2019, for a total amount of $140,000. Subsequently, PRM’s Animal Care Services Bureau implemented the Compassion Saves model of saving all healthy and treatable dogs and cats. This change in policy increased the annual need for emergency after-hours veterinary services, which caused PRM to exceed its original purchasing authority with LBAE. The request to amend Munis Contract No. 3183400013 to pay for FY 19 services and establish a new contract with LBAE is necessary to ensure emergency after-hours veterinary services are available to support Compassion Saves.
Section 1834 of the California Civil Code states, “A depositary of living animals shall provide the animals with necessary and prompt veterinary care, nutrition and shelter, and treat them kindly. Any depositary that fails to perform these duties may be liable for civil damages as provided by law.” In order to maintain the level of care to support the Compassion Saves model and meet State regulatory requirements, PRM is requesting to continue utilizing LBAE for emergency after-hours veterinary services.
City Charter Section 1801 requires contracts for City purchases be awarded to the lowest responsible bidder after a competitive bid process, but allows for awards without a competitive bid process if accompanied by a Resolution adopted by City Council.
This matter was reviewed by Deputy City Attorney Arturo D. Sanchez on January 28, 2020, Purchasing Agent Tara Yeats on January 16, 2020, and by Revenue Management Officer Geraldine Alejo on January 23, 2020.
TIMING CONSIDERATIONS
City Council action to adopt a Resolution and increase the contract authority is requested on March 10, 2020, to ensure the contract is in place expeditiously.
FISCAL IMPACT
The recommendation increases the existing contract with LBAE by $69,883, for a revised total contract amount not to exceed $209,833. The contract increase will support services performed during the term ending September 30, 2019 and is budgeted in the General Fund Group in the Parks, Recreation and Marine Department.
The annual amount for the new contract with LBAE will not exceed $287,500, inclusive of a 15 percent contingency, and is budgeted in the General Fund Group in the Parks, Recreation and Marine Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with City Council priorities. This contract will provide continued support to our local economy by assisting in the preservation of employment for 27 employees residing in Long Beach.
SUGGESTED ACTION
Approve recommendation.
BODY
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Respectfully Submitted,
STEPHEN P. SCOTT
INTERIM DIRECTOR OF PARKS,
RECREATION AND MARINE
APPROVED:
THOMAS B. MODICA
ACTING CITY MANAGER