Item C05BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
... . . . ....
MEETING DATE, MU 20,2015 �DIVISION: Public Works/ENG
BULK ITEM- Yes X No DEPARTMENT: Public Works
STAFF CONTACT PERSON/PHONE NO,: Beth Leto/292-4560
AGENDA ITEM WORDING. Approval of renewal and seventh addendum to contract with Humane Animal
Care Coalition, Inc. (HACC) to operate the Key Largo Animal Shelter and provide animal control services from
Mile Marker 70 through Mile Marker 112 including Ocean Reef and the Village of Islamorada.
ITEM BACKGROUND: The contractor has been operating the Key Largo Animal Shelter since 1997; the
current agreement ends June 30, 2015, but includes one (1) five�year renewal option. Annual contract amount
remains at $287,539.64/yr.
ROME
STAFF RECOMMENDATION: Approval.
TOTAL COST: $281,549-�4r.INDIRECT COST: —n/a BUDGETED: Yes x No
DUTERENTLAL OF LOCAL PREFERENCE: Big Acct. 001-21000-530340
COST TO COUNTY: same SOURCE OF FUNDS: ad _valorem
REVENUE GENERATED: Yes No x
APPROVED BY: Co. Atty.: D-'Lt OP&Purclng: Risk Management;
DOCUMENTATION: INCLUDED: x NOT REQUR?ED:
DISPOSITION: AGENDA ITEM #-
Humane Animal Care Coalition, Inc.
,A MumawSocwtyoofwated to the Care of Animah
105%r I Overseas Highway
Key Largo, Florida 3303:7
(305) 451-00R;
March 11, 2015
- 0 - 16 - - A . .
Is
T: MW-m-
MR W141- 41
EMME��Zl
Best regards,
* In 1997 the total Animal Control budget for all of the Florida Keys was $535,044.00, the Upper Keys
allocation of this amount was $199,384.00 or 37% of the total budget, Today the HACC contract amount
is reduced to 24% of the total Animal Control Budget for FY 2015.
P ,
KIM I � I I J, r."
Contrac -HUMANE ANIMAL CARE COALITION, INC. — Contract #
Effective Date: 07/0112015
Expiration Date: 0,6/30/2020
Contract Purpose/Description
Contract Manager,
Renewal and seventh addendum to contract
M,,eth Leto 4560
(Name) (Ext.)
-PublicWorks -#1
(Department/Stop #)
Total Dollar Value of Contract: $281.,542,.641 r. Current Year Portion: $282,108.27; �L281,549.64
plus S�58.63 or relLoactive CP1 apgroved 02118115)
Budgeted? Yes No Account Codes: 00 1-21000-530340
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs- $ MLa Jyr. For:
(Not included in dollar value above) maintenance„ janitorial , salaries, etc.)
V t A MOU UR a M W Div
AIA
Changes
Date Out
Division Director
Date in
7ZI-I f
Needed eviewer
Yes[]Nob/._1
IL5
Risk Management
L4
Yes[:] N o[3�
L
O.M.B.)Purc,�L
asing
qA��
Yes[] NoW
4County
Attorney
Yes[] No U[ X tt L_,j
Lj�
Comments:
is �......
i r:.. ! .... 1 N^ _,. -. - •. :. 1. ;: i _:.w �, i i. �' i..!! _
1 � `♦ a !^ � «! - N' k! r � ! i � � �
• . , i i. e ■ ... � .. a �• a ! .. = N. r' i M - - N
order ! provide additiona I training toCONTRACTOR as
WHEREAS, 'in order to clarify obligations and responsibilities relating to animal control investigations,
language under Section 111, paragraph B. subsection 9 of the agreement is being amended to require the
CONTRACTOR to contact law enforcement and/or the Monroe County state Attorney's office when
t e County, language is being added to the Contract to allow for such training, and
WHEREAS, in order to include and update Pet Friendly Shelter Operations as Exhibit "D" to the
AII
WHEREAS,recruitment, language in Section 111, paragraph F, of the Agreement is being revised; and
for _ ! Price
adjustment shall be calculated using the CPl for the recent 12 months ending in December of each year;
WHEREAS, In order to avoid request for retroactive CPI adjustments, language is being revised in Section
IV of the agreement to req uIre CO NTRACTOR to req uest CPl adjustments no later than jan ua ry 31; a nd
ITAEREAS, in order toclarify that theCounty"intendedreciplerve!audits,
Section
AgreementRIX of the being revised;and
WHEREAS, pursuant to F.S. 119.0701, language is being added to the Section XX of the agreement to
include public record law requirements;
1. In accordance with Section 1V of the Agreement� the County hereby exercises its option to
renew the Agreement for one additional five-year period. The renewal term shall be
effective July 1, 2015 and end at 12:00 midnight on June 30, 2020.
2. Sectio n I I AMOUNT OF AGREEM ENT/AVAI LBI LITY 0 F FU N DS sha I I be a mended to add the
following language:
The totail com pensation paid to the Contra cto r for its services u rider this agreement sha I I
not exceed the total contract sum as stated above. Reimbursement requests sha 1I be
received no later than 15 days after the end of the month.
t. Section III SCOPE OFSERVICES, A. paragraph 7. POLICIES AND PROCEDURES MANUAL: shall
be amended to add the following:
4. Section III SCOPE OF SERVICES, B, ENFORCEMENT SERVICES, Paragraph 1. shall be amende*
to add the following:
The Contractor shall attend additional training as required by the County. If there is a cost
inv- Iv
5. Section III SCOPE OF SERVICES, B. ENFORCEMENT SERVICES, Paragraph 9. shall be amended
to read as follows -
regulations relating to animal control and, when warranted by the facts, contact law
enforcement and/or Monroe county State Attorney's Office to consult on Contractor's
investigation, and potential criminal investigations and/or prosecution; issue citations
(resolution No. 290-2010 and animal control citation form attached hereto in Exhibit "0311,i
and or prosecute a I I persons charged with violation of said ordinances and regulations,
which includes representing Monroe County in court proceedings when required. Further
upon terminatio n of this agreement, the Contractor sha 1) com plete a 11 cases originated by
Contractor Including representing the County in court if necessary.
6. Section III SCOPE OF SERVICES, paragraph F. PETS IN SHELTERS shall' be amended to read as
follows-
F. PETS IN SHELTERS: Contractor shall provide the services designated for the
Supporting Agencies/Animal Control outlined in the Monroe County Emergency
Management Pet Friendly Shelter Operations Plan (See Exhibit "D"). Furthermore,
the Contractor shall assist Monroe County Emergency Management in recruiting
shelter workers from their volunteers to assist with the care of she Iterees' pets
The contract amount agreed to herein may be adjusted annually in accordance with the
most recent 12 months ending in December of each year. The Contractor shall request
anhua I CPl adjustments no later than January 31" of each year for the upcoming contract
period, Failure to timely req uest annual CPI adjustment will result in waiver of CPI
adjustment for that year.
8. Section XIX shall be amended to add the following languagi--
dit 111tellueu recipient or tne
audit,
9. Section XX Public Record shall be amended to add the following language:
y
be provided to Monroe County in a for a that is compatible with the information
technology systems of Monroe County.
The County shall have the right to unilaterally cancel this Agreement upon violation of this
provision by Contractor.
10. The remaining terms of the contract dated April 18, 2007, as amended, and not inconsistent
herewith, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Renewal and seventh addendum
to the Agreement as of the date first written above.
M
(SEAL)
Attest: AMY HEAVILiN, CLERK
By: BY:
Deputy Clerk Mayor/Chairman
CONTRACTOR
Attest
BY: BY:
WITNESS Humane Animal Care Coalition, Inc.
Print Name:
Title
By:
WITNESS
Print Name:
2
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MONROE COUNTY
EMERGENCY MANAGEMENT
PET FRIENDLY SHELTER
OPERATIONS PLAN
EXHIBIT "D"
Pet Friendly Shelter 3.25.15
I.
II.
INTRODUCTION
Purpose
The purpose of this plan is to provide standard operating procedures for operation of
the following Primary Shelters as a pet friendly evacuation shelters.
• Key West High School — #4-124 & 4-125 (Boys & Girls Locker Rooms)
• Sugarloaf School — #3-123 & 1-123 (Boys & Girls Locker Room)
• Marathon High School — #611 (Boys & Girls Locker Room)
• Coral Shores High School - # 2-004A, 2-110A, 2-1108 (Boys Locker Room)
Scope
Overall management, coordination, prioritization and identification of services and
assets needed to support humans and domestic animals being housed together in a
shelter during an emergency or disaster.
POLICIES
Authorities
In performing the functions outlined in this operations plan county and municipal
agencies are governed by the authorities of Public Law 93- 288, as amended, FS§
252, FS § 768.13 and other rules and regulations governing this agency.
AGENCY ROLES AND RESPONSIBILITIES
List of Agencies:
Primary Agencies (To be contacted only by MCEM):
Monroe County Emergency Management Department (305)289-6018
Monroe County Public Works (305)289-4560
Monroe County School District (305)293-1400
Monroe County Fire Rescue (305)289-6088
Support Agencies:
Florida Keys SPCA
(305)294-4857
Safe Harbor Animal Rescue of the Keys, Inc. (SHARK)
(305)743-4800
Humane Animal Care Coalition, Inc.
(305) 51-0088
Monroe County Sheriffs Office
(305)296-2424
Florida Fish and Wildlife Commission
(305)289-2320
University of Florida Extension Services
(305)292-4501
City of Key West Police Department
(305)809-1011
Key Colony Beach Police Department
(305)743-5380
Florida Highway Patrol
(305)289-2383
Pet Friendly Shelter 3.25.15 2
Assignment of Responsibilities:
Primary Agency
Monroe County Emergency Management is designated as the lead agency and is
responsible for duties under the Emergency Support Function (ESF) 17, as well as the
following:
• Function as the County's representative and liaison with the Emergency
Operations Center (EOC) for activities and responsibilities carried out by other
support agencies.
• Notify the primary and supporting agencies identified in this plan and implement
all or portions of it.
• Notify, activate and mobilize agencies assigned to the designated pet friendly
shelter locations.
• Coordinate and direct supporting agency actions.
• Provide emergency supplies for animal care.
• Provide and coordinate shelter managers and staff to operate the designated pet
friendly shelters.
• Coordinate the intake and placement of shelterees and their pets at the designated
pet friendly shelters.
• Provide emergency supplies for animal care.
• Coordinate requests for support and additional resources from primary and
supporting agencies and other partner ESFs represented in the EOC.
• Continue to update and refine this plan based on After Action Reports (AARs)
and lessons learned from real world response activation.
Support Agencies
Support agencies are responsible for the following:
• Notification, activation and mobilization of personnel and equipment, when
requested
• Designate and assign people for staffing all facilities as required.
• Provide support for the pets of special needs clients during an evacuation.
• Provide representation when requested by the primary agency of this PFSP
• Coordinate all actions of the support agency with the primary agency when
performing the assigned mission of this plan
• Identify all personnel and resource requirements to preform assigned missions in
excess of the support agencies' capabilities
Pet Friendly Shelter 3.25.15
Response Requirements
Federal and State assistance to this plan is provided under Public Law 93-288 and
F.S. § Chapter 252. The primary and support agencies of this plan must anticipate
being as self-sufficient as possible during the first 72 hours following an event.
Resource Coordination
This plan will provide human/animal assistance through its primary and support
agencies in coordination with other ESFs to support its missions. This plan will
allocate available resources to each mission based upon priorities identified by the
EOC. Relative to human/animal shelter matters. If animal assistance resources are
locally unavailable, the ESF will directly request assistance from its corresponding
ESF at the State EOC.
All other ESF's will coordinate with the ESF 17 representatives at EOC when
requesting emergency support or disaster assistance. If a conflict of priorities
develops, this ESF will work directly with the EOC's Operations Chief to resolve the
conflict.
Recovery Operations
Although this annex addresses recovery activities of the agencies associated with this
ESF, EOC is responsible for coordinating all recovery activities to provide animal
services to the County, as required. Therefore, recovery operations of this ESF will be
initiated commensurate with emergency priorities within the County and based on the
availability of resources.
Operating Facilities
Pet Friendly Shelter Teams:
Shelter teams will serve to augment the general shelter staffing, focus on the care of
for pets in the shelter and will consist of one Animal Enforcement Officer (AEO) and
two volunteers identified prior to event. The rest of the shelter support team will be
made up of volunteers from the individuals sheltering within the facility. The Team
will be stationed at the assigned Primary Staging Area.
Contractors:
Contractors providing animal services to Monroe County will provide shelter staffing
and ESF 17 staffing if requested by the County EOC.
Note: Monroe County understands that staffing will be stretched during times of
emergency and will work with the Contractor to address the issue in advance.
Pet Friendly Shelter 3.25.15 4
Volunteers:
Volunteers will primarily be used to assist Animal Enforcement Officer (AEO) in the
care of pets at the shelter but in the event that an AEO is not available, will serve as
the lead staff for animal care in the shelter. A volunteer may be an individual who is
affiliated with an existing animal volunteer group or a member of the community,
provided they meet the following criteria:
■ Be a Monroe County resident.
■ Be 18 years old or older and in good physical condition.
■ Have current picture identification.
■ Have the knowledge and skills to perform basic animal care at shelter facility
■ Be able to write legibly and provide the shelter manager with a report of hours
worked and general tasks performed
Pet Friendly Shelter Team Duties include:
• Logging in animals and owners.
• Checking the registration log for completed forms.
• Sorting animals to group kinds/types.
• Reviewing shelter rules and regulations with evacuees.
• Verifying vaccination records.
• Inspection of animal restraint equipment (cages, pens, collars, leashes)
• Providing support agencies with number of registered animals.
• Identify all animal medications brought into the shelter and insure they are in
controlled location.
• Issue identification tags and wrist bands for people/carriers/cages and animals.
• Issue cleaning supplies to evacuees as needed and available.
• Placing protective barrier between cages and the floor of the shelter.
Pet Friendly Shelter Team Maintenance Activities include:
In April of every year, check supplies in the Shelter Hurricane Kit
o Order any supplies needed.
o Prepare intake logs and forms.
o Walk through all designated pet friendly shelters to document/photograph
conditions and note any damages.
IV. EMERGENCY MANAGEMENT CENTER LEVELS OF ACTIVATION
In the event of an emergency this plan will follow the MCEM Levels of Activation
(1-3). The Monroe County Shelter Coordinator will assess the potential severity and
extent of the areas impacted by the event and will determine the appropriate pet
friendly shelter locations. In the event of a large scale disaster there may be multiple
shelters assigned.
Pet Friendly Shelter 3.25.15
Pet -Friendly Shelter Preparations:
Level 3 — Monitoring
1. Review emergency procedures.
2. Review and update organizational plans.
3. Contact support agencies.
4. Identify designated pet friendly shelter facilities.
5. Notify Pet Friendly Shelter Managers and assign duties accordingly.
6. Notify Pet Friendly Shelter Team members and direct them to prepare vehicles
and equipment.
Level 2 - Partial Activation
Danger is probable within 24 to 36 hours. Staff is briefed and municipal and county
coordination is established. Emergency Information Hotline is activated.
1. All Pet Friendly Shelter Team members are put on stand-by.
2. Pet Friendly Shelter Team members are briefed by Monroe County Shelter
Coordinator with regards to the designated pet friendly shelter locations,
assignments and given a report time.
3. Supply shelters with needed provisions (i.e. dog food, cat food, water, etc.) and
provide resource access to Pet Friendly Shelter Team members.
4. Notify volunteers to remain on stand-by.
Level 1 — Full Activation
Danger is probable within 12 to 24 hours. Shelters will be opened to the general
public and operations will begin.
1. Activate and mobilize Pet Friendly Shelter Team members.
2. Shelters will be opened to evacuees and in -processing will begin.
3. Initiate registration of animals.
4. Review rules and regulations with pet owners.
5. Verify vaccination records of incoming animals.
6. Inspection of animal restraint equipment (cages, collars, leashes, etc.)
7. Issue identification tags.
8. Provide Shelter Manager with number of animal owners and pets.
Pet Friendly Shelter 3.25.15 6
Post Event
Damage assessment is conducted, appropriately noted and conveyed to the Shelter
Manager.
Following the direction of the County EOC, the Shelter Manager will direct the Pet
Friendly Shelter Team members to begin to deactivate the shelter by:
• Verifying the all clear has been given by EOC.
• Checking registration log as people leave.
• Prepare area for Public Works to clean and disinfect animal areas of the shelter.
Returning moved items to proper place (once area cleansed).
IV DISASTER SUPPLIES/ EQUIPMENT IN -COUNTY PET -FRIENDLY
SHELTERS
Laptop computer/printer
First aid kits
iFire
Nylon leashes
extinguishers
Animal stretcher
_Pet carriers
Portable radios
Rubber boots
Leather gloves
Clipboards
Waterless hand cleaner,
Blankets
disposable towelettes, and
Catch -poles and nets
paper towels
Newspapers
Standard tool kit for minor repairs
Absorbent materials (such
Bolt cutters
as cat litter)
Nylon rope
Flashlight with battery supply
Radios with extra batteries
Plastic carcass bags
Supply of animal information forms
Manual can openers
Ball point pens and felt markers
Duct tape
ID bands, tags, or collars
Camera, film, and batteries
Air filtration masks/bandanas
Disposal litter pans
Pooper Scoopers
Waste disposal containers,
2 each (20 gal)
Leashes
Cleaning supplies, bleach,
800 MHz radio w/charger
sanifect, buckets, rubber gloves,
Chairs/ cots
garbage can liners, brooms,
hoses, paper towels, antibacterial soap
Office supplies.
Food, dry dog, dry cat, canned dog, canned cat
Bottled water.
Log forms, intake cards, ID
tags
Pet Friendly Shelter 3.25.15 7
OF
FORMS
Pet Friendly Shelter 3.25.15
HOLD HARMLESS AGREEMENT
Pet Friendly Shelter 3.25.15
HOLD HARMLESS AGREEMENT
I understand and agree that this pet registration form is not a sheltering contract and that there is no
contractual, legal or equitable right to sheltering at the Monroe County Animal Shelter (MCAS) arising
from completion and submission of registration documents or otherwise. I hereby agree to hold
harmless all persons, organizations, corporations, or government agencies involved in the care and
sheltering of my family, my pet(s) and myself at the MCAS and agree to waive any claim against such
persons, organizations, corporations or government agencies involved in the care and sheltering of
my family, my pet(s) and myself at the MCAS. I further agree to indemnify any persons or entities,
organizations, corporations or government agencies which have suffered any loss, damage, or claim
related in any way to the care and sheltering of my animal(s) at the MCAS. I also agree to undertake
the defense of any claim against the County or other governmental agencies, organizations, or
individuals arising out of the sheltering of a pet at the MCAS.
I have read and accept the above. ❑
Print Name
Date
Signature
Pet Friendly Shelter 3.25.15 10
ANIMAL SHELTER REGISTRATION
Pet Friendly Shelter 3.25.15 11
Pet Registration Form
Shelter: Key West 0 Sugarloaf 0 Marathon 0 Coral Shores
Name of
Pet Owner:
Home Address:
Home Phone:
Email Address:
Pets:
Name
Work Phone:
Age M/F Spayed Breed
Neutered
Immunization records: YES NO
Pet Medications or Dietary Supplements:
Condition Medication/Dietary Supplement
Color/Markings
How is it administered?
The information above will be provided to the animal handler for scheduling medication administration.
CAGE YES NO
FOOD YES NO
FOOD/VVATER BOWLS YES NO
Pet picked up by:
Date:
Initials
Page 1 of 1
Pet Friendly Shelter 3.25.15 12
PET CONTROL NUMBER LOG
Shelter: Key West 0 Sugarloaf Marathon Coral Shores
INCIDENT: DATE:
PC Number OWNER NAME PET NAME
Pet Friendly Shelter 3.25.15 13
THIS PAGE INTENTIONALLY LEFT BLANK
Pet Friendly Shelter 3.25.15 14
PET OWNER SHELTER AGREEMENT
Pet Friendly Shelter 3.25.15 15
AGREEMENT
I, (the owner of the pet(s) listed on the registration form)
understand that an emergency exists and that special arrangements have been made to allow my family
and pet(s) to remain together in this shelter facility. I understand and agree to abide by the pet care
rules contained in this agreement and have explained them to any other family member accompanying
my pet(s) and me.
RULES:
1. My pet(s) will remain contained in its approved carrier except at scheduled times. During scheduled
relief times, my pet(s) will be properly confined with leash, harness or muzzle (if necessary).
Scheduled times will be strictly adhered to.
2. 1 agree to supply food and bowls for food and water.
3. 1 certify that my pet(s) is current on rabies and all other vaccinations recommended
4. 1 will maintain proper identification on my pet(s) and its carrier at all times.
5. 1 will permit qualified animal shelter personnel/vet to administer medical care should it become
necessary.
6. 1 acknowledge that my failure to follow these rules may result in the removal of my pet(s) to another
location. I further understand that if my pet(s) becomes unruly, aggressive, shows signs of
contagious disease, is infested by parasites (fleas, ticks, lice, etc.) or begins showing signs of
stress related conditions, it may be removed to a more appropriate location. I understand that any
decision concerning the care and welfare of my pet(s) and the shelter population as a whole are
within the sole discretion of the shelter manager, whose decision is final.
7. 1 further understand that any damage caused by my pet(s) will be my responsibility.
I certify that my pet(s) has no previous history of aggressive behavior and has not been diagnosed
with any contagious disease for which it has not received successful treatment.
I hereby agree and hold harmless all persons, organizations, corporations, or government
agencies involved in the care and sheltering of my animal(s). I further agree to indemnify any
persons or entities which may have suffered any loss or damage as a result of the care and
sheltering of my animal(s).
SIGNED
PRINTED NAME DATE
Pet Friendly Shelter 3.25.15 16
Pet -Friendly Hurricane Evacuation Center (PHEC)
Registration Guidelines
Pre -Registration
Part 1
All residents living in the qualified areas must pre -register their families and their center acceptable
pets (a maximum of three). An adult who will be sheltering at the Pet -Friendly Hurricane Evacuation
Center (PHEC) with his or her pet(s) can call the Monroe County Emergency Management at (305)
299-6018 to receive an application packet by mail, or the applicant can complete the online packet
and mail it to the address provided. Required information will include:
• Name of each family member sheltering at the Center.
• Home address.
• Daytime phone number.
• Evening phone number.
• Cellular phone number.
• Name of pet(s).
• Description of pet(s) including gender/breed/coloring and weight.
• Medical history of pet including all current medication.
• Description of carrier/cage.
Part 2
Monroe County Emergency Management will mail a registration packet which includes:
• A tentative acceptance letter.
• Part 2 of the application which must be:
• completed in its entirety.
• notarized.
Part 3
Applicants must return the following items to be eligible for acceptance into the PHEC:
• Part 2 of the application, completed and notarized.
• A photocopy of the most recent utility bill that reflects the home address provided on the
application.
• A picture of each pet being registered (minimum size of 3"x 5").
• A photocopy of a picture identification of the adult registering/sheltering at the PHEC.
Acceptable forms of identification are:
• State of Florida Driver's License
• Current United States Passport
• State of Florida Identification
Page 1 of 8
Pet Friendly Shelter 3.25.15 17
Complete Name of
Adult Applicant:
Home Address:
Home Phone:
Email Address:
Pet -Friendly Hurricane Evacuation Center (PHEC)
Application: Part 1
Work Phone:
Family Members (first and last name, if different from above):
1 age:
2 age:
3 age:
4 age:
Pets:
Name
Age M/F Spayed Breed Color/Markings
Neutered
Pet Medications or Dietary Supplements:
Condition Medication/Dietary Supplement How is it administered?
The information above will be provided to the animal handler for scheduling medication administration.
Crate/Cage info:
Animal type Material Dimensions Access Panel Location
Page 2 of 8
Pet Friendly Shelter 3.25.15 18
Pet -Friendly Hurricane Evacuation Center (PHEC)
Application: Part 2
Instructions
I agree to read all information and follow all instructions as detailed on this registration form. I
understand that failure to do so will preclude my and/or my family's, and my pet's(s') acceptance.
At the end of each paragraph or section there is a box that must be checked acknowledging that
you read, understood, and agree to abide by the provisions therein. This form must be completed
in its entirety, notarized, and returned by mail to:
Pet -Friendly Shelter Application
c/o Monroe County Emergency Management
490 63rd Street
Marathon, Florida 33050
This form must be signed and dated by an adult who is reporting to the PHEC for sheltering. It is the
responsibility of the registrant to assure receipt of this form by the Monroe County Emergency
Management. This may be done by calling (305)289-6018.
I have read and accept the above. ❑
The information that I provided during my registration is accurate and complete. I understand that
only those family members and pets pre -registered are allowed into the PHEC.
I have read and accept the above. ❑
I agree to notify Monroe County Emergency Management as soon as possible of any changes in my
registrant status. I understand that any changes, additions or deletions, either of persons or animals,
must be made prior to a hurricane warning being issued for any one storm.
I have read and accept the above. ❑
I understand that to gain entrance into the shelter I must reside in one of the mandatory evacuation
zones. If my residence changes to an area outside a mandatory evacuation zone, or if I am no longer
residing in a home that has been deemed unsafe by Monroe County, I understand that I (and my
family and pet(s)) will no longer be eligible for sheltering at the PHEC.
I have read and accept the above. ❑
I understand that to gain entrance into the PHEC. I must arrive at the PHEC with all items outlined in
the tentative acceptance letter that accompanied this form.
I have read and accept the above. ❑
Page 3 of 8
Pet Friendly Shelter 3.25.15 19
Application: Part 2 (continued)
My animal(s) are in good health. I understand that even though pre -registered, if my pet(s) is deemed
a health or safety risk to any person or animal, entrance will be denied. This includes flea or tick
infestation or any active parasitic or fungal infection such as ringworm or mange. I agree to my pet
being examined by qualified animal shelter personnel to determine its fitness for entry. I understand
and agree that at all times, regardless of compliance with all requirements, Monroe County still
retains sole discretion in accepting persons and pets to the PHEC.
I have read and accept the above. ❑
My pet(s) will be current on all required vaccinations as noted on the acceptance letter. I will provide
proof of all required vaccinations at check -in as well as current rabies tag(s) as required. I understand
that failure to provide these items will preclude entrance into the shelter.
I have read and accept the above. ❑
I understand and agree that at least one (1) adult family member will reside in the shelter with the
pet(s) at all times and that if at any time my pet(s) is(are) left in the shelter without at least one (1)
adult family member that the animal(s) is then considered abandoned and will be immediately
surrendered to
I have read and accept the above. ❑
I understand and agree that if for any reason my animal is left behind, it is thereby considered
abandoned and I will be responsible for any and all fees, fines, or monetary remittance payable to
under their adoption, reunification, or euthanasia policy.
I have read and accept the above. ❑
I understand and agree that upon entrance to the PHEC access to the animal(s) is limited and will be
allowed contingent upon the needs of the animals, staff, or PHEC staff.
I have read and accept the above. ❑
I understand that the feeding, replenishing of water, and removal of waste materials from the cage is
the responsibility of the adult family member. Immediately upon request of PHEC staff to report to the
animal area, I will do so and perform any feeding, watering, or waste removal necessary.
I have read and accept the above. ❑
Page 4 of 8
Pet Friendly Shelter 3.25.15 20
I understand and agree that this PHEC registration program is not a sheltering contract and that there
is no contractual, legal or equitable right to sheltering at the PHEC arising from completion and
submission of registration documents or otherwise. I hereby agree to hold harmless all persons,
organizations, corporations, or government agencies involved in the care and sheltering of my family,
my pet(s) and myself at the PHEC and agree to waive any claim against such persons, organizations,
corporations or government agencies involved in the care and sheltering of my family, my pet(s) and
myself at the PHEC. I further agree to indemnify any persons or entities, organizations, corporations
or government agencies which have suffered any loss, damage, or claim related in any way to the
care and sheltering of my animal(s) at the PHEC. I also agree to undertake the defense of any claim
against the County or other governmental agencies, organizations, or individuals arising out of the
sheltering of a pet at the PHEC.
I have read and accept the above. F-1
Print Name
Date
Notary Public
Date
Signature
' a 'yip seal her
Page 5 of 8
Pet Friendly Shelter 3.25.15 21
Pet -Friendly Hurricane Evacuation Center (PHEC)
Tentative Acceptance Letter
Dear Applicant:
This letter serves to acknowledge receipt of Part 1 of your application for the Monroe County Pet -
Friendly Hurricane Evacuation Center (PHEC). For the registration process to be complete, you must
fill out and return Part 2 of the application and return it to:
Pet -Friendly Shelter Application
c/o Monroe County Emergency Management
490 63rd Street, Suite 150
Marathon, FL 33050
Failure to return the form negates your application and hurricane evacuation center eligibility. It is
your responsibility to contact the Monroe County Emergency Management at (305)289-6018 to
assure that the form was received and that your registration is complete.
This PHEC is the first of its kind in Monroe County and we are working to assure a successful
operation. However, the success of this pet -friendly hurricane evacuation center depends upon you.
On Part 2 of the application you acknowledged and agreed to certain provisions regarding shelter
management. You are expected to abide by these provisions. Any infraction can result in your
removal from the registration database and denial of use of the PHEC for current and future storms.
You should understand that this letter, your application, or your compliance with all PHEC
requirements do not constitute a binding commitment or contract that you and your pets will be
accepted at the PHEC. The purpose of this application process is to facilitate the accommodation of
applicants. However, everyone should understand that even if they comply with all application
requirements and receive this letter, there is no guarantee or contractual commitment that you and
your pets will be accepted at the PHEC.
If you live in one of the County's hurricane evacuation zones, mobile homes, or in a structure that has
been deemed unsafe by the County, you must monitor the hurricane event and listen for the
mandatory evacuation order. Upon issuance of a mandatory evacuation order for your area, you
should report to the PHEC with all of the items listed in this letter. It is important to note that opening
of this shelter is at the sole discretion of Monroe County and that you need to have a contingency
plan for yourself and your pet(s) if this shelter is not opened for any reason, or if you and your pet are
not accepted in the PHEC.
Upon arrival at the PHEC, all animals will be examined by a qualified shelter personnel / licensed
veterinarian. The veterinarian will only examine the animal and will not vaccinate or offer medical
treatment. This examination will determine if the animal presents a health or safety risk to any human
or other animal. All proof of vaccinations must be presented at this time. Any animal deemed a risk to
humans or other animals, due to illness or behavioral problems, will not be allowed to enter. It is
imperative that your animal is clean, healthy, and that all vaccinations are up to date. It is within the
County's sole discretion to determine whether any pet will be accepted at the PHEC.
Page 6 of 8
Pet Friendly Shelter 3.25.15 22
01
Items you must bring to the PHEC:
• Valid photo identification and recent utility bill showing current address for adult registrant
• Proof of all current required vaccinations for each pre -registered pet (list appears on page)
• All personal hygiene items, medications, and bedding supplies for each member of your family
• A three (3) day supply of non-perishable food and water for each member of your family and each
pet; any medications for each pet.
• Appropriate bowls or dishes for each pet's food and water.
• Appropriate crate/cage for each pet; bedding (specifications are below).
• A sheet or other covering material for each crate to reduce the visual stimuli of the animal.
• A secure collar and sturdy leash for each dog.
Although we do not list numeric specifications for the size of any one crate or cage, the following
criteria apply for dogs and cats:
Housing must be large enough to allow the animal to stand, turn around, and fully recline. It should be
constructed of wire or heavy plastic and must be well ventilated. Crates/cages excessive in size and
exercise pens are not allowed. Smaller dogs and cats may be housed together as a species as long
as they are fully socialized and the provisions for movement are met for each animal.
All dogs must have the following current vaccinations:
Rabies
Distemper/Parvo
Bordetella
Coronavirus
All cats must have the following current vaccinations
Rabies
Feline Leukemia
Rhinotracheitis
Calicivirus
Panleukopenia (distemper)
Ferrets: Housing for ferrets must allow ample room for movement, constructed of wire or heavy
plastic, and allow for the appropriate bedding material without spillage. Up to three (3) ferrets may be
housed together as long as they are fully socialized and the provisions for movement are met for
each animal.
All ferrets must have the following current vaccinations:
Rabies
Distemper
Page 7 of 8
Pet Friendly Shelter 3.25.15 23
Small mammals: Housing for small mammals (gerbils, guinea pigs, hamsters, mice, rabbits, rats) that
provides space for ample movement. Cages must be chew -proof, such as wire or plastic, and have a
base deep enough to hold appropriate bedding. Small mammals normally housed together may stay
together as long as the aforementioned provisions for movement are met for each animal.
Birds: Cages must allow for adequate movement, minimal flight and be fully ventilated. Up to three (3)
birds may be housed together as long as they are fully socialized. Food and water dishes must be
easily accessible and not require the opening of main access. Covers need to be provided to deter
noise and reduce stress.
Thank you for pre -registering your family and pets. Please review all of the criteria listed in this packet
before submitting and address any questions to Emergency Management at 305-289-6018.
Sincerely,
Irene Toner
Director
Monroe County Emergency Management
Pet Friendly Shelter 3.25.15 24
PET SHELTER VOLUNTEER FORMS
Pet Friendly Shelter 03/27/2015 25
Monroe County Emergency Management Department
Pet -Friendly Shelter Team NAME:
490 63rd Street Suite 150
Marathon, FL 33050
(305)289-6018
The information in the box below is filled out the first time you volunteer. Then, each time you return, enter on the back side of this log your time
in and time out. It is very important that these procedures are followed so that MCEMD can properly acknowledge volunteers for the work they
have done, and to keep our internal records current. If you have any questions about the log, those working in the volunteer sign -in area will be
glad to help you.
TODAY'S DATE:
ADDRESS:
STREET:
CITY / STATE / ZIP CODE:
HOME PHONE#
NAME OF EMERGENCY CONTACT PERSON
HAVE YOU COMPLETED THE MONROE COUNTY SHELTER MANAGER TRAINING? ❑ YES ❑ NO
IS THIS THE FIRST TIME YOU HAVE VOLUNTEERED WITH MCEMD? ❑ YES ❑ NO
PLEASE NOTE: IT IS RECOMENDED THAT PET -SHELTER VOLUNTEERS ARE CURRENT ON THEIR TETANUS
VACCINATION BEFORE THEY CAN START WORKING!
CHECK WHICH OF THE FOLLOWING VACCINATIONS YOU ARE UP-TO-DATE ON:
❑ TETANUS (DATE ) ❑ HEPATITIS A (DATE ) ❑ RABIES PRE -EXPOSURE (DATE
HAVE YOU COMPLETED THE MONROE COUNTY VOLUNTEER REGISTRATION FORM? ❑ YES ❑ NO
IF NO, VOLUNTEERS MUST COMPLETE THIS FORM BEFORE JOINING THE TEAM.
DO YOU HAVE A CURRENT PICTURE I.D.? ❑ YES ❑ NO
NAME OF EMERGENCY CONTACT PERSON
HOME PHONE NUMBER OF EMERGENCY CONTACT PERSON
RELATIONSHIP OF EMERGENCY CONTACT PERSON
CHART USE ONLY
❑ VOL APP ❑ CTY FORM 1 ❑ EMG ❑ PICT LD 1 ❑ CERT ❑ LTR ❑ TS ❑ WS INFO
CONT
Pet Friendly Shelter 03/27/2015 26
MCEMD Daily Volunteer Log
EVENT:
SIGN -IN LOG TALLY SHEET
► VOLUNTEER'S NAME:
1/ SUMMARY OF VOLUNTEER HOURS 1/
► START DATE: ► FINAL DATE:
► TOTAL DAYS: ► TOTAL HOURS:
INSTRUCTIONS: ON THE FIRST LINE IN COLUMN "A" FILL IN
THE DATE AND YOUR TIME IN AND TIME OUT, AND THEN
TOTAL YOUR HOURS FOR THAT DAY. CONTINUE TO DO THIS
FOR EACH DAY THAT YOU VOLUNTEER. IF YOU REACH THE
BOTTOM LINE OF COLUMN "A" CALCULATE YOUR SUB-
TOTAL AND THEN CONTINUE KEEPING TRACK OF YOUR TIME
IN COLUMN "B." WHEN YOU ARE DONE VOLUNTEERING
WRITE IN YOUR TOTAL HOURS AND MINUTES AT THE
BOTTOM OF COLUMN "B."
Pet Friendly Shelter 03/27/2015 27
MCEMD VOLUNTEER REGISTRATION
By completing this form, you are registering as a volunteer with Monroe County Emergency Management Department.
DATE
LOCATION OF DISASTER
NAME
SSN
ADDRESS
DRIVERS LIC # / STATE
CITY/ STATE / ZIP CODE
HOME PHONE WORK PHONE PAGER CELL
IN CASE OF
CONTACT RELATIONSHIP
ADDRESS
PHONE CELL
MEDICAL•' •
DO YOU HAVE HEALTH CARRIER POLICY NUMBER
INSURANCE? ❑ NO ❑ YES
DO YOU HAVE A CURRENT
TETANUS VACCINATION? ❑ NO ❑
YES
IF NOT, YOU MUST GET ONE. PROOF OF THE VACCINATION WILL BE NEEDED PRIOR
TO ALLOWING YOU TO VOLUNTEER
IF YES. DATE OF LAST TETANUS VACCINATION?
ARE YOU ON LONG TERM
MEDICATIONS?
❑ NO ❑ YES IF YES, TYPE
DO YOU HAVE ANY MEDICAL CONDITIONS THAT HCAS SHOULD BE AWARE OF IN
THE EVENT OF AN EMERGENCY? ❑ NO ❑ YES IF YES, EXPLAIN
DO YOU HAVE ANY MEDICAL ARE YOU ALLERGIC TO ANY ANIMALS? ARE YOU AFRAID OF ANY ANIMALS?
ALLERGIES? ❑ NO ❑ YES IF YES, ❑ NO ❑ YES IF YES, TYPE ❑ NO ❑ YES IF YES, TYPE
EXPLAIN
ANIMAL 1LING EXPERIENCE
❑ DOGS ❑ CATS ❑ HORSES ❑ DONKEYS ❑ CATTLE ❑ SHEEP ❑ GOATS ❑ PIGS
❑ BIRDS ❑ REPTILES -TYPE ❑ WILDLIFE -TYPE
❑ EXOTIC ANIMALS -TYPE
WHAT PREVIOUS ANIMAL RELATED EXPERIENCE DO YOU HAVE? DOES ANY OF YOUR EXPERIENCE INCLUDE HELPING
ANIMALS DURING A DISASTER?
Pet Friendly Shelter 03/27/2015 28
SHELTER PHONE LOG
FOR
SHELTER MANAGER USE ONLY
Pet Friendly Shelter 03/27/2015 29
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Pet Friendly Shelter 03/27/2015 27
6" AMENDMENT TO AGREEMENT
(Operation of the They Largo Animal Shelter)
THIS 6"AMENDMENT TO AGREEMENT is entered into this !! day of February,
2015, between Monroe County Board of County Commissioners (County) and Humane Animal
Care Coalition, Inc. (HACC/Contractor), in order to amend the agreement entered into on April
18, 2007, as amended on August 15, 2007, May 19, 2010, September 21, 2011, September 21,
2012, and April 16, 2014-1
WHEREAS, the terms of the original contract provide that the contract amount may be
adjusted annually by the percentage change in the Consumer Price index (CPI) for all urban
consumers (CPI -I) for the most recent 12 months available; and
WHEREAS, the Contractor has requested a CPI increase; now, therefore,
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
1. In accordance with Section IV of the Agreement, the annual contract amount is adjusted
by .8% CPI for all urban consumers (CPI-U) for the most recent 12 months available.
Effective July 1, 2014, the total compensation paid to the Contractor for its services
under this agreement shall be $281,549.64 per annum. or $23,462.47 per month.
2. In all other respects, the remaining terms of the Agreement entered into on April 18,
2007, as amended, and not inconsistent herewith, shall remain if full force and effect.
IN WITNESS WHEREOF, the parties have caused these presents to be executed in the
ve names.
BOARD OF COUNTY COMMISSIONERS
Y HEAVILIN, CLERK OF MONROE COUNTY, FLORIDA
- - ------ - By-
�'vfay(AO#Nairrnan
utv Cler Dep .
Date:
B y:
President
Date:
-
51h AMENDMENT TO AGREEMENT
(Operation of the Key Largo Animal Shelter)
THIS 5`h AMENDMENT TO AGREEMENT is entered into this 161h day of April, 2014,
between Monroe County Board of County Commissioners (County) and Humane Animal Care
Coalition, Inc. (HACC/Contractor), in order to amend the agreement entered into on April 18,
2007, as amended on August 15, 2007, May 19, 2010, September 21, 2011, and September 21,
2012;
WHEREAS, the terms of the original contract provide that the contract amount may be
adjusted annually by the percentage change in the Consumer Price Index (CPI) for all urban
consumers (CPI-U) for the most recent 12 months available; and
WHEREAS, the Contractor has request a CPI increase; now, therefore,
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
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1. In accordance with Section IV of the Agreement, the annual contract amount is adjusted
by 1.6% CPI for all urban consumers (CPI-U) for the most recent 12 months available.
Effective July 1, 2013, the total compensation paid to the Contractor for its services under
this agreement shall be $279,315.12 per annum or $23,276.26 per month.
2. In all other respects, the remaining terms of the Agreement entered into on April 18,
2007, as amended, and not inconsistent herewith, shall remain if full force and effect.
tt-.-IN WITNESS WHEREOF, the parties have caused these presents to be executed in the
names.
a HEAVILIN, CLERK
BOARD OF COUNTY COMMISSIONERS
ItPi��-..QI-IE-£�I, Rom-
OF MONROE COUNTY, FLORIDA
By:
'?
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Deputy Clerk
L
Mayor/Chairman
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Date:
(Sp
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HUMANE ANIMAL CARE COALITION,
INC.
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
By.
.
CHRISTI E M. LIMBERT-BARROWS President
ASSISTANT COUNTY ATTORNEY
Date 14- Date:
4"' AMENDMENT TO AGREEMENT
(Operation of the Key Largo Animal Shelter)
THIS 4th AMENDMENT TO AGREEMENT is entered into this 21 st day of September,
2012, between Monroe County Board of County Commissioners (County) and Humane Animal
Care Coalition., Inc. (HACC/Contractor), in order to amend the agreement entered into on April
18, 2007, as amended on August 15, 2007, May 19, 2010, and September 21, 2011;
WHEREAS, the terms of the original contract provide that the contract amount may be
adjusted annually by the percentage change in the Consumer Price Index (CPI) for all urban
consumers (CPI-U) for the most recent 12 months available; and
WHEREAS, the Contractor has request a CPI increase; now, therefore,
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
I. In accordance with Section IV of the Agreement, the annual contract amount is adjusted
by 1.7% CPI for all urban consumers (CPI-U) for the most recent 12 months available.
Effective October 1, 2012, the total compensation paid to the Contractor for its services
under this agreement shall be,$274,916.46 per annum, or $22,909.71 per month.
1 In all other respects, the remaining terms of the Agreement entered into on April 18,
2007, as amended, and not inconsistent herewith, shall remain if full force and effect,
IN WITNESS WHEREOF, the parties have caused these presents to be executed in the
respective names,
(SEAL)
Attest: DANNY L. KOLHAGE, CLERK
Deputy Clerk
yoMill
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By:'�J
Wayor/Chairman
Date: C1 - a- I - I
HUMANE ANTMA1 CARE COALITION,
INC.
By -
President
Date:
THIRD AMENDMENT TO CONTRACT
BETWEEN HUMANE ANIMAL CARE COALITION INC.
AND MONROE COUNTY DATED APRIL 18, 2007
z
This Third Amendment to the agreement entered into on April 18, 2007 is entered into this a day
of September, 2011, between Humane Animal Care Coalition, Inc., a Florida non-profit corporation,
("CONTRACTOR") and Monroe County ("COUNTY").
WHEREAS, the parties entered into an agreement on April 18, 2007, as amended on August 17,
2007, and May 19, 2010; and
WHEREAS, pursuant to a request by the County Administrator the three animal control
contractor were audited by the Clerk of the Court, including the Human Animal Care Coalition; and
WHEREAS, the audit report of Humane Animal Care Coalition made findings and
recommendations; and
WHEREAS, the auditor's recommend that the contract for animal services be revised to require
pre -audit of contractor expenditures on a reimbursable basis similar to contracts with other agencies
and private non -profits that provide public services; and
WHEREAS, in order to ensure that expenditures public funds are appropriate and ensure that
funds and donations are appropriately reported and spent; and
WHEREAS, in order address the findings of the audit and to continue a contractual relationship
between the CONTRACTOR and COUNTY; and
WHEREAS, the County seeks to extend this contract to June 30, 2015 and to provide for all the
animal control contracts to end concurrently;
NOW THEREFORE, in consideration of the mutual promises and considerations, the parties
agree to amend the contract as follows:
1. Section 1 Term of Agreement of the contract shall be amended to read as follows:
The term of this agreement shall begin on October 1, 2011 and end at 12:00 midnight on June 30, 2015.
2. Section II Payment of the contract shall be amended to read in its entirety as follows:
II. AMOUNT OF AGREEMENT/AVAILABILITY OF FUNDS
The County, in consideration of the Contractor substantially and satisfactorily performing and carrying
out the duties of the County as to providing animal control services and enforcement of laws related to
animals in Monroe County, Florida, shall pay to the Contractor the sum of Two hundred seventy
thousand three hundred and twenty-one DOLLARS ($270,321) per year on a reimbursement basis equal
to 1/12 of this amount or $22,526.75 per month. If a reimbursement request is less than the per month
reimbursement amount of $22,526.75, the unused balance will be rolled over and available for future
reimbursement request.
if funds cannot be obtained or cannot be continued at a level sufficient to allow for continued
reimbursement of expenditures for services specified herein, this agreement may be terminated
immediately at the option of the Board by written notice of termination delivered to the Contractor.
The Board shall not be obligated to pay for any services or goods provided by the Contractor after the
Contractor has received written notice of termination, unless otherwise required by law.
A. PAYMENT
Payment will be made periodically, on a reimbursement basis, as hereinafter set forth. Reimbursement
requests will be submitted to the Public Works Department. The County shall only reimburse, subject to
the funded amounts below, those reimbursable expenses which are reviewed and approved as
complying with this Agreement, Monroe County Code of Ordinances, State laws and regulations and
Attachment A - Expense Reimbursement Requirements. Evidence of payment by the Contractor shall be
in the form of a letter, summarizing the expenses, with supporting documentation (e.g. copies of
invoices) attached. The letter should contain a notarized certification statement. An example of a
reimbursement request cover letter is included as Attachment B. The Contractor's final invoice must be
received within sixty (60) days after the termination date of this contract as shown in Article 1 above.
After the Clerk of the Board examines and approves the request for reimbursement, the Board shall
reimburse the Contractor. However, the total of said reimbursement expense payments in the
aggregate sum shall not exceed the annual total amount shown in Article 11 of this agreement.
The Contractor shall furnish to Public Works Department within ten days of the date of this amendment
the following:
(a) IRS Letter of Determination indicating 501(c)(3) status;
(b) List of the Organization's Board of Directors of, for each board member please indicate when
elected to serve and the length of term of service;
(c) Evidence of annual election of Officers and Directors;
(d) IRS Form 990 from most recent fiscal year for all organizations;
(e) Organization's Corporate Bylaws, which must include the organization's mission, board and
membership composition, and process for election of officers;
(f) Organization's Policies and Procedures Manual which must include hiring policies for all staff, drug
and alcohol free workplace provisions, and equal employment opportunity provisions;
The Contractor shall cooperate with County monitoring visits that the County may request during the
contract year, and shall provide such other reasonable reports and information related to compliance
with applicable laws, contract provision and the scope of services that the County may request during
the contract year.
3. Section 110)(1) STAFF shall be amended by adding the following:
2
The Contractor shall provide a list of employees by name and title, including but not limited to, shelter
manager(s) and animal control officer(s).
4. Section III(A)(3)(d) shall be amended to read in its entirety as follows:
(d) The Contractor shall provide heartworm testing to all adoptable dogs, provide deworming to all
adoptable animals, and shall have a program in place for flea and tick control. The Contractor shall
provide FIV and Feline leukemia testing for all cats retained in the facility for adoption.
5. Section III(C) FEES, shall be amended by adding the following:
In addition to the transactional fees as set forth in the resolutions and as required to be remitted to the
county pursuant to Sec. 4-39, Monroe County Code, the animal control contractors may charge animal
owner(s) or potential adopter(s) for services, including sterilization pursuant to Sec. 823.15,Florida
Statutes, vaccinations not covered by the County, and any other services provided to the public which
are not required by the County contract. The Contractor shall charge no more to the public than the
average cost of any of the services provided which are not required under this contract.
6. Section III(D) REPORTS shall be shall be amended to read in its entirety as follows:
On a bi-weekly basis, Contractor shall provide the Director of Public Works or designee with copies of all
bite reports and citations that are issued. On a monthly basis, Contractor shall submit a statistical report
utilizing the form marked as Exhibit "G4" as same may be amended from time to time.
7. Section IV RENEWAL shall be amended to read as follows:
The County shall have the option to renew this agreement, after June 30`h, 2015, for one (1) additional
five-year period.
8. Section IX VEHICLES shall be amended by adding the following:
Contractor is not permitted to take a County vehicle out of Miami -Dade County unless prior written
approval is received from the Director of Public Works or designee. In the event of a manmade or
natural disaster for which there is adequate objective evidence available to justify the inability to obtain
prior written approval, the Contractor shall obtain the approval within 30 days of the disaster event. If
the contractor acquires or uses any other vehicle(s) in performing/providing services under this
agreement, the contractor shall include and list those vehicle(s) under this agreement with the VIN
(vehicle identification number) and the contractor must adhere to all insurance coverage requirements
under this contract. If County funds are used to acquire any vehicles, then upon termination or
expiration of the contract those assets will become the property of Monroe County, unless otherwise
agreed to by the County.
9. Section XII FACILITIES AND EQUIPMENT shall be amended by adding the following:
A capital asset is tangible property or fixtures estimated to cost or be valued at $1,000 or more. Prior to
purchasing a capital asset with County funds, the Contractor shall notify and seek approval in writing
from the Public Works Department.
If County funds are used to acquire any capital assets, then upon termination or expiration of the
contract those assets will become the property of Monroe County, unless otherwise agreed to by the
County. The Contractor shall maintain a list of all capital assets even those purchased without County
funds, noting whether acquired with County funds or other funding sources and the Contractor shall
provide said list to the Public Works Department, as amended, when additional capital assets are
acquired. Property acquired with County funds will be inventoried pursuant of Chapter 274, Florida
Statutes.
10. Section XI DONATIONS shall be amended to read in its entirety as follows:
XI. DONATIONS AND GRANTS:
The Contractor shall issue numbered receipts, keep appropriate records, and account separately for all
donations and grants received by Contractor:
(a) At any Monroe County Animal Shelter;
(b) For the benefit of animals in Monroe County; or
(c) Off of Monroe County premises for which the donors have a reasonable expectation that the
funds may be used out of County
Said donations and grants shall be used by Contractor only for the benefit of animals in Monroe County
or other services not mandated by the contract and may only be applied to the organization's
operational mission within Monroe County unless there is documentation that the donor wanted the
donation to be used for any mission purpose, whether in or out of the County, or the fundraising fliers
and other materials make it clear that the funds are to be used outside the County.
11. Section XVII FUNDRAISING shall be amended to read in its entirety as follows:
FUNDRAISING:
The Contractor may not use the Shelter facilities for fundraising events or for selling merchandise or
services unless requested in writing and approved in writing by the County Administrator and unless the
funds raised, less related costs, are used for the benefit of the animals in Monroe County. Requests for
events shall be requested by the Contractor in writing and approved by the County Administrator in
writing, but may be made for more than one event or sales program at a time.
The Contractor shall collect on behalf of the County the fines as listed in Monroe County Code Section 4-
39, 4-45, 4-46 and 4-66, and the fees listed in the Fee Resolutions attached hereto as Exhibit 'B," as
same may be amended from time to time. Said fines and fees shall be remitted to the County as set
forth in Sec. 4-39 of Monroe County Code.
Contractor shall account separately for all donations and funds received:
a) At any Monroe County Animal Shelter;
b) For the benefit of animals in Monroe County; and
c) Off of Monroe County premises for which the donors have a reasonable expectation that the
funds may be used out of Monroe County.
4
Funds raised by the Contractor from fundraising events at the Monroe County shelter and donations
received at Monroe County Animal Shelters shall only be used to benefit the animals in Monroe County
or other services not mandated by the contract and may only be applied to the organization's
operational mission within Monroe County unless there is documentation that the donor wanted the
donation to be used for any mission purpose, whether in or out of the County, or the fundraising fliers
and other materials make it clear that the funds are to be used outside the County.
12. Section XIX INSPECTION OF BOOKS AND FACILITIES/AUDIT/ACCOUNTING shall be amended
to read in its entirety as follows:
XIX. INSPECTION OF BOOKS AND FACILITIES/AUDIT/ACCOUNTING:
Contractor shall keep and maintain all books, records, and documents directly pertinent to performance
under this Agreement in accordance with generally accepted accounting principles consistently applied.
Each party to this Agreement or their authorized representatives shall have reasonable and timely
access to such records of each other party to this Agreement for public records purposes during the
term of the Agreement and for five (5) years following the termination of this Agreement. If an auditor
employed by the County or Clerk determines that monies paid to the Contractor pursuant to this
Agreement were spent for purposes not authorized by this Agreement, the Contractor shall repay the
monies together with interest calculated pursuant to Sec. 55.03, FS, running from the date the monies
were paid to Contractor.
In addition, the Contractor shall, at its expense, provide the County with an annual audit prepared by an
independent Certified Public Accountant; said audit shall conform to generally accepted auditing
standards and shall be submitted to the County within one hundred eighty (180) days following the
close of the Contractor's fiscal year. If this agreement is terminated early, the County has a right to
demand an accounting of all funds held by the Contractor.
The Contractor shall also allow the County to inspect the shelter property, facilities or vehicles at any
reasonable time.
13. Section XXIV. TERMINATION WITHOUT CAUSE shall be amended to read in its entirety as
follows:
TERMINATION WITHOUT CAUSE:
The County and/or HACC may terminate this agreement without cause by providing the County and/or
HACC with written notice of termination at least sixty (60) days prior to the date of termination.
14. Section XXIX NOTICE REQUIREMENTS shall be amended to read in its entirety as follows:
NOTICE REQUIREMENT:
Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed,
postage prepaid, to the other party by certified mail, returned receipt requested, to the following:
FOR COUNTY:
Monroe County Administrator and
1100 Simonton Street
Dent Pierce, Director and
Monroe County Public Works
5
County Attorney
1111 12`h St., Suite 408
Key West, FL 33040
FOR CONTRACTOR:
Thomas Garrettson, President
283 Saint Thomas Avenue
Key Largo, FL 33037
1100 Simonton St., Rm. 2-231 PO Box 1026
Key West, FL 33040 Key West, FL 33041-1026
15. Section III(A)(1), 111(A)(3)(c), III(A)(5)(b), III(A)(7)(d), III(B)(1), I11(C), III(D), and IX shall be
amended to delete "Director of Community Services" and replace with:
"Director of Public Works"
16. The remaining terms of the contract dated April 18, 2007, the First Amendment dated
August 15, 2007, not inconsistent herewith, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
AKeement as of the date first written above.
L. KOLHAGE, CLERK
BOARD OF COUNTY COMMISSIONkRS
OF MONROE COUNTY, FLOIDA
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By:
Deputy Clerk
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CONTRACTOR - --
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Attest:
By:
By:2L.,A�'
WITNESS
Thomas Garrettson, President � ofr' ,Hu
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Animal Care Coalition, Inc.
Print Name:
By:
WITNESS
Print Name:
6
APPROVFD AS TO FORM:
CHRISTINE M. LINIBERT-BARROWS
ASSISTANT C(r)UNTY ATTORNEY
ratite If 1.1.l., .s
EXHIBIT 66G4"
FORMS REQUIRED TO BE USED BY CONTRACTOR
MONTHLY STATISTICAL REPORT FORM
Inc.
ANIMAL SHELTER
DATA FOR MONTH OF:
DOGS CATS
Animals Brought In:
Animals Picked Up:
Animals Adopted:
Animals Redeemed:
Animals Transferred':
Animals Escaped:
Animals Born at Shelter:
Animals DOA:
Animals Euthanlzed"
•' number sick, Injured, or dangerous
Other Animals
how many what
Animals on Hand
NOTES:
Service Calls:
Bite Reports: 'List how many, type of animal and where
animal was transferred
Cruelty Cases:
COUNTY FEES COLLECTED
Failure to Spay/Neuter:
Exemption License:
License:
Pick -Up
Boarding:
Adoption:
Disposal:
Euthanasia:
Total County Fees Collected: $ -
REPORTED BY:
Date Reported:
8
Other Fees Collected:
Ora nts:
Fundralsers:
ATTACHMENT A
Expense Reimbursement Requirements
This document is intended to provide basic guidelines to Human Service and
Community -Based Organizations, county travelers, and contractual parties who
have reimbursable expenses associated with Monroe County business. These
guidelines, as they relate to travel, are from the Monroe County Code of Ordinances
and State laws and regulations.
A cover letter (see Attachment B) summarizing the major line items on the
reimbursable expense request needs to also contain the following notarized certified
statement:
"I certify that the above checks have been submitted to the vendors as noted
and that the attached expenses are accurate and in agreement with the records of
this organization. Furthermore, these expenses are in compliance with this
organization's contract with the Monroe County Board of County Commissioners
and will not be submitted for reimbursement to any other funding source."
Invoices should be billed to the contracting agency. Third party payments will not
be considered for reimbursement. Remember, the expense should be paid prior to
requesting a reimbursement.
Only current charges will be considered, no previous balances.
Reimbursement requests will be monitored in accordance with the level of detail in
the contract. This document should not be considered all-inclusive. The Clerk's
Finance Department reserves the right to review reimbursement requests on an
individual basis. Any questions regarding these guidelines should be directed to
305-292-3534.
Data Processing, PC Time, etc.
The vendor invoice is required for reimbursement. Inter -company allocations are
not considered reimbursable expenditures unless appropriate payroll journals for
the charging department are attached and certified.
Payroll
A certified statement verifying the accuracy and authenticity of the payroll expense
is needed. If a Payroll Journal is provided, it should include: dates, employee
name, salary or hourly rate, total hours worked, withholding information and
payroll taxes, check number and check amount. If a Payroll Journal is not
provided, the following information must be provided: pay period, check amount,
check number, date, payee, support for applicable payroll taxes.
9
Postage, Overnight Deliveries, Courier, etc.
A log of all postage expenses as they relate to the County contract is required for
reimbursement. For overnight or express deliveries, the vendor invoice must be
included.
Rents, Leases, etc.
A copy of the rental or lease agreement is required. Deposits and advance
payments are not allowable expenses.
Reproductions, Copies, etc.
A log of copy expenses as they relate to the County contract is required for
reimbursement. The log must define the date, number of copies made, source
document, purpose, and recipient. A reasonable fee for copy expenses will be
allowable. For vendor services, the vendor invoice and a sample of the finished
product are required.
Supplies, Services, etc.
For supplies or services ordered, a vendor invoice is required.
Telefax, Fax, etc.
A fax log is required. The log must define the sender, the intended recipient, the
date, the number called, and the reason for sending the fax.
Telephone Expenses
A user log of pertinent information must be remitted including: the party called,
the caller, the telephone number, the date, and the purpose of the call.
Travel and Meal Expenses
Travel expenses must be submitted on a State of Florida Voucher for
Reimbursement of Travel Expenses. Travel reimbursement requests must be
submitted and will be paid in accordance with Monroe County Code of Ordinances
and State laws and regulations. Credit card statements are not acceptable
documentation for reimbursement. If attending a conference or meeting a copy of
the agenda is needed. Airfare reimbursement requires the original passenger
receipt portion of the airline ticket. A travel itinerary is appreciated to facilitate the
audit trail. Auto rental reimbursement requires the vendor invoice. Fuel purchases
should be documented with paid receipts. Taxis are not reimbursed if taken to
arrive at a departure point: for example, taking a taxi from one's residence to the
airport for a business trip is not reimbursable. Parking is considered a reimbursable
travel expense at the destination. Airport parking during a business trip is not.
A detailed list of charges is required on the lodging invoice. Balance due must be
zero. Room must be registered and paid for by traveler. The County will only
reimburse the actual room and related bed tax. Room service, movies, and
personal telephone calls are not allowable expenses.
10
Mileage reimbursement shall be at the rate established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. An odometer reading must be included on the state travel voucher for
vicinity travel. Mileage is not allowed from a residence or office to a point of
departure. For example, driving from one's home to the airport for a business trip
is not a reimbursable expense.
Meal reimbursement shall be at the rates established by ARTICLE XXVI, TRAVEL,
PER DIEM, MEALS, AND MILEAGE POLICY of the Monroe County Code of
Ordinances. Meal guidelines state that travel must begin prior to 6 a.m. for
breakfast reimbursement, before noon and end after 2 p.m. for lunch
reimbursement, and before 6 p.m. and end after 8 p.m. for dinner reimbursement.
Non -allowable Expenses
The following expenses are not allowable for reimbursement: capital outlay
expenditures (unless specifically included in the contract), contributions,
depreciation expenses (unless specifically included in the contract), entertainment
expenses, fundraising, non -sufficient check charges, penalties and fines.
11
ATTACHMENT B
ORGANIZATION
LETTERHEAD
Monroe County Board of County Commissioners
Finance Department
500 Whitehead Street
Key West, FL 33040
Date
The following is a summary of the expenses for (Organization name) for the time period
of to
Check # Payee
Reason
Amount
101
Company A
Rent
$ X,XXX.XX
102
Company B
Utilities
XXX.XX
104
Employee A
P/R ending 05/14/01
XXX.XX
105
Employee B
P/R ending 05/28/01
XXX.XX
(A) Total $ X.XXX.XX
(B) Total prior payments $ X,XXX.XX
(C) Total requested and paid (A + B) $ X,XXX.XX
(D) Total contract amount $ X,XXX.XX
Balance of contract (D-C) $ X,XXX,XX
I certify that the above checks have been submitted to the vendors as noted and that the
expenses are accurate and in agreement with the records of this organization.
Furthermore, these expenses are in compliance with this organization's contract with the
Monroe County Board of County Commissioners and will not be submitted for
reimbursement to any other funding source.
Executive Director
Attachments (supporting documentation)
Sworn to and subscribed before me this day of 200
by who is personally known to me.
Notary Public Notary Stamp
12
2"d AMENDMENT TO AGREEMENT
(Operation of the Key Largo Animal Shelter)
THIS 2nd AMENDMENT TO AGREEMENT is entered into this le —day of May, 2010,
between Monroe County Board of County Commissioners (County) and Humane Animal Care
Coalition, Inc. (HACC), (Contractor) in order to amend the agreement entered into on April 18,
2007, as amended on August 15, 2007;
WHEREAS, the terms of the original contract provide that the contract amount may be
adjusted annually by the percentage change in the Consumer Price Index (CPI) for all urban
consumers (CPI-U) for the most recent 12 months available; and
WHEREAS, the contractor did not receive an annual CPI adjustment in 2008 or 2009,
and
WHEREAS, the Contractor has request a CPI increase of 2.1% effective May 1, 2010;
now, therefore,
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
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1. In accordance with Section IV of the Agreement, the annual contract amount is adjusted
by 2.1 % CPI for all urban consumers (CPI-U) for the most recent 12 months available.
Effective May 1, 2010, the total compensation paid to the Contractor for its services
under this agreement shall be $270,321 per annum or $22,526.75 per month.
2. In all other respects, the remaining terms of the Agreement entered into on April 18,
2007, as amended, and not inconsistent herewith, shall remain if full force and effect.
WITNESS WHEREOF, the parties have caused these presents to be executed in the
KOLHAGE, CLERK
6,De& -9
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LLI = '_
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Secretary
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Date: MAY 1 9 2010
HUMANE ANIMAL CARE COALITION,
INC.
I•
President
ov AsXF te:PEDR0 J. /'
J-, r .''Y�;4I1./i :i =Y
FIRST AMENDMENT TO CONTRACT
BETWEEN HUMANE ANIMAL CARE COALITION, INC.
AND MONROE COUNTY DATED APRIL 18, 2007
THIS FIRST AMENDMENT is entered into on the � day of August 2007,
to the Contract between Humane Animal Care Coalition, Inc. ("CONTRACTOR") and
Monroe County ("COUNTY") dated April 18, 2007.
WHEREAS, the Contract between CONTRACTOR and COUNTY was entered
into on the 18`h day of April, 2007, to provide animal control services and enforcement of
laws related to animals; and
WHEREAS, the parties agree that the Contract should be amended to clarify the
responsibilities of CONTRACTOR in case of hurricane or other natural disaster.
NOW THEREFORE, in consideration of the mutual promises and
considerations, the parties agree to amend the Contract as follows:
1. Section E. of the Contract shall be amended to read in its entirety as follows:
"E. HURRICANE OR OTHER NATURAL DISASTER: It is the intention of
the parties that all animals under its care should be properly and safely housed and
cared for during a hurricane or other natural disaster either outside the shelter or
evacuated from the County.
a) In the event that no mandatory evacuation has been ordered by the
COUNTY, the CONTRACTOR shall designate employees who will remain in the
COUNTY prior to, during and following the disaster to care for the animals, or
make the determination to evacuate.
b) In the event a mandatory evacuation is ordered or the
CONTRACTOR makes the determination that evacuation is necessary, the
CONTRACTOR shall make arrangements, in anticipation of evacuation, to
provide for the orderly evacuation of all animals in its care, and to ensure the
proper care is given to the animals prior to, during and after the evacuation.
c) In either of the events listed above in (a) and (b), CONTRACTOR
shall insure that a complete record is kept of the whereabouts of all animals.
CONTRACTOR shall notify the Division Director of Community Services of the
evacuation plan being implemented for each event prior to moving of the animals
from the shelter; and shall supply the names and addresses of all the employees
who are entrusted with the care of animals prior to, during and following a
disaster to the Division Director of Community Services."
Page 1 of 2
2. The remaining terms of the Contract, not inconsistent herewith, shall remain in
full force and effect.
IN WITNESS WHEREOF, the
date first written above.
r`
`Attest:
Danny L. Kohlage Clerk
Clerk
Date:'' A
Witness to CONTRACTOR:
Signature
Print Name
Address:
DATE:
CDCV
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parties hereto have been executed this Agreement as of
Page 2 of 2
Board of County Commissioners
Of Monroe County
By:
Mario Di Gwri, Mayor
Date:IUIn ?007
CONTRACTOR,
Signature -
10rhas F Gaore spw
Print Name
Fr e a 1,4 n H-102 .C'n e
Print title
DATE: "Tt/, 31, 2-00?
MONROE COUNTY ATTORNEY
PPROVED AS TCASSERLM:
NATILEENE W.
ASSISTANT CO PITY ATTORNEY
Date
CONTRACT
THIS CONTRACT, entered this � day of ,r-, 2007, by and Between the Board of
County Commissioners of Monroe County, Florida COUNTY), and H q • -A C
(CONTRACTOR). Cc�.l �t`� p%ti ,7C!+r\c.
WHEREAS, County has certain responsibilities under State and County laws, to provide animal control
services and enforcement of laws related to animals; and
WHEREAS, it has been determined that it is in the best interest of the residents of and visitors to the
County that a contract with a private provider of such services, NOW THEREFORE
IN CONSIDERATION OF the mutual promises contained herein, the parties agree as follows:
I. TERM OF AGREEMENT:
This agreement shall be for a five (5) year period beginning, ` WN A y , 1 2007 and
ending at 12:00 midnight on _ Q 2012. The term of this agreement shall be
renewable in accordance with Section IV.
II. PAYMENT:
The total compensation to be paid to the Contractor in consideration of its services under this Agreement
shall be $ Z�,y 1 lc 1. Dd per annum. The County shall pay the Contractor on a per month in
arrears basis in an amount equal to 1/12 of the total cost of the contract, or $ U!o 3. er month.
The Contractor shall provide a monthly invoice on the lgt day of each month to the Division of
Community Services, and payment shall be made on or about the lst day of the following month. In the
event that funds are partially reduced or cannot be obtained or continued at a level sufficient to allow for
the purchase of the services contemplated, then the contract may be terminated immediately at the option
of the County upon written notice of termination being delivered in person or by mail to the Contractor.
The County will not be obligated to pay for any services provided by the Contractor after the Contractor
has received written notice of immediate termination.
III. SCOPE OF SERVICES:
A. The Contractor shall provide all staffing, equipment, and supplies necessary to operate the Key
Largo Animal Shelter located at 105951 U. S. Highway 1, Key Largo, Florida 33037, and
provide complete animal control and enforcement services from Mile Marker 70 through Mile
Marker 112 including Ocean Reef and the Village of Islamorada.
1. STAFF: The Contractor will fully staff, operate and perform all current functions of the
Shelter, as further identified in the training manual to be prepared by Contractor; said training
manual will be reviewed and approved by the Director of Community Services Division or his
designee prior to implementation.
2. COMPLIANCE WITH LAW: The Contractor shall cooperate with the Monroe County
Health Department and follow all local and state laws, regulations and procedures, including but
18
not limited to Rules 64D-3.040, Procedures for Control of Specific Communicable Diseases and
Chapter 641316-29, Animal Control Shelter Permits.
3. CARE OF ANIMALS:
(a) The Contractor will receive and properly confine all animals that are brought to the
Shelter or which become the responsibility of the Shelter. All animals in the
custody of the Contractor shall have a constant supply of fresh water and be fed a
diet appropriate for their species, breed, age and physical condition.
(b) The Contractor shall provide appropriate care for sick and injured animals in its
custody and shall obtain the services of a veterinarian who is licensed by and in
good standing with the Board of Veterinary Medical Examiners for the State of
Florida for consultations and/or professional services.
(c) The Contractor shall provide the personnel and materials necessary to humanely
euthanize all animals designated for euthanasia by the supervisors or designees of
the Shelter. The primary drug to be utilized for euthanasia shall be sodium
pentobarbital, and the Contractor shall administer euthanasia to those animals
designated for destruction in a humane manner and consistent with state and county
laws and regulations. The Contractor's personnel who perform euthanasia will
have appropriate certificates attesting to the employee's authority to perform
euthanasia, and copies of the certificates will be forwarded to the Director of
Community Services Division or his designee.
(d) The Contractor shall provide heartworm testing to all adoptable dogs, provide
deworming to all adoptable animals, and shall have a program in place for flea and
tick control. Contractor shall seek funding sources to enable provision of feline
leukemia virus testing and, upon obtaining such funding, shall provide feline
leukemia virus testing for all adoptable kittens and cats.
4. MAINTENANCE OF PREMISES: The Contractor shall maintain the Shelter,
including kennel area, cages and euthanasia room, and all equipment in a clean, safe,
and sanitary manner.
5. ADOPTIONS:
(a) The Contractor shall ensure that rabies inoculations will be given to all adopted and
redeemed animals as required by law.
(b) The Contractor will provide an adoption service through the Shelter for the
purpose of securing suitable homes for adoptable animals. The Contractor shall
follow appropriate criteria to insure that each companion animal is given a suitable
home through basic screening procedures that evaluate both the animal to be
released and the potential adopter in an effort to assure that the animals adopted are
being placed in long-term homes. The screening procedures shall be reviewed
periodically by the Director of Community Services Division or his designee as to
form and practicality. All adoptable animals will be available for inspection by the
public during normal working hours. The Contractor shall utilize the Adoption
19
Agreement attached hereto unless modified by written and signed directive from
the Director of Community Services Division.
(c) The contractor shall enforce the provisions of the contract, including, but not
limited to, taking any action necessary to ensure that an adopted animal is spayed
or neutered prior to releasing the animal or transferring ownership to its adopter.
6. ISSUANCE OF COUNTY LICENSES: The Contractor will issue license certificates
for dogs as required by the Monroe County Code and collect the fees established by
County Resolution therefor. The Contractor will be responsible for determining that all
requirements have been satisfied by an applicant prior to issuing a license certificate
and shall remit all fees therefor to the County.
POLICIES AND PROCEDURES MANUAL: The Contractor shall maintain a Policies
and Procedures Manual for guidance of all staff. At a minimum, it shall set forth the
following:
1. Goals and Objectives of the Organization.
2. Protocols for intake, care, adoption, return to owners, and other disposal of animals.
3. Protocols for responding to calls for animal control services, whether in the nature
of law enforcement, pick-up of dead animals, or other.
4. Protocols for daily maintenance of premises and equipment, including vehicles.
5. Training Staff
a. prerequisites for certain positions
b. keeping staff current
6. Training provided* shall include:
a, Shelter Policies & Procedures (required of all staff, including volunteers)
b. Basic Pet Care
c. Veterinary Health Care
d. Animal Behavior
e. Animal Handling
f. Breed Identification & characteristics
g. Obedience Training
h. Behavior Problem Solving
i. Counseling Methods
j. Conflict Management (required of all law enforcement personnel)
k. Grief Counseling
I. Telephone Manners and Customer Service Skills
*Items a & j must be at least in part provided in a classroom or seminar type
setting, with live or video teaching. All other training may be self -study,
although some in -person or video training is highly recommended.
Training shall be provided appropriate to the position filled by the worker,
whether that worker is an employee or a volunteer.
'. Adoption Guidelines, which shall absolutely require sterilization of all animals
p for to release to adopter. Other guidelines shall address, at a minimum:
a. Consultation with the prospective adopter.
b. Prospective adopter's commitment to be responsible for providing care, safe
environment, veterinary bills for life of the animal.
20
c. Animal's disposition and that of members (human and animal) of the
household to enhance as well as possible the probability of successful
placement.
d. Requirement that County's Adoption Agreement (or similar adoption
agreement approved in writing by County's Director of Community Services
Division) by utilized for each and every adoption and enforced if the animal is
not spayed or neutered at the time of the transfer of ownership.
8. HOURS OF OPERATIONS: At a minimum, the Shelter shall be open to the public
from 10:00 a.m. to 6:00 p.m., Eastern Time, Monday through Friday, and from 10:00 a.m. to 2:00
p.m., Eastern Time, on Saturdays.
Hours of operation may be adjusted only upon mutual written consent of the County and the
Contractor.
B. ENFORCEMENT SERVICES: The Contractor will provide complete animal control and
enforcement services within the Service Area described above, including, but not limited to:
1. Training of Animal Control Officers: The Contractor shall provide that all animal
control officers complete the mandatory certification program outlined by F.S. 828.27 (40 hours of
training curriculum approved by the Florida Animal Control Association); said training shall be
completed on a timely basis after a 90-day probationary period. The Contractor is to provide the
Director of Community Services Division, or his designee, with copies of the Animal Control
Officer Training Program Certificates.
2. Emergency services (24-hours per day/7-days a week) for Priority One calls which are:
a. Injured animal;
b. Bite cases; person bit by any warm-blooded creature;
C. Animal bites to other animals;
d. Wild animal in home;
e. Dangerous dog investigations;
f. Animal cruelty investigations;
g. Law enforcement requests.
3. Patrolling service area on a regular and consistent basis;
4. Picking up dogs that are running at -large;
5. Picking up cats or raccoons captured in cat or raccoon traps;
6. Non -emergency animal pick up from residential homes during normal operating hours;
Picking up dead animals along County or City rights -of -way and arrange for proper
disposal in accordance with all applicable laws, regulations and ordinances;
8. Disposing of any animals that are euthanized or that expire while in the care, custody, or
control of the Contractor, in accordance with all applicable laws, regulations and
ordinances,
21
9. Investigating all reports of violation of local and state ordinances and regulations relating
to animal control and, when warranted by the facts, issue citations and/or prosecute all
persons charged with violation of said ordinances and regulations, which includes
representing Monroe County in court proceedings when required. Further, upon
termination of this agreement, the Contractor shall complete all cases originated by
Contractor including representing the County in court if necessary.
10. Complying with all applicable County ordinances and regulations as well as the laws of the
State of Florida.
C. FEES. The Contractor shall collect and remit to the County all funds that are collected for fees,
license certificates, citations, penalties, adoptions, etc. In this regard, the Contractor shall issue
receipts and keep appropriate records of all funds received and shall provide the Director of
Community Services Division or his designee with copies of daily cash reconciliation forms, daily
bank deposit information and original license certificates that are issue on a bi-weekly basis. All
funds must be deposited into specific Monroe County bank accounts, and all requests for waiver of
any fines or fees owed to the County must be submitted in writing on the County -approved affidavit
form to the Director of Community Services Division or his designee, said affidavit form is attached
hereto and marked Exhibit "B." The Contractor shall only charge fees as outlined in Monroe
County Resolution No. 599-2006, as same may be amended from time to time; said Resolution is
attached hereto and marked Exhibit "B." The Contractor shall not charge any other fees for services
at the Shelter unless authorized by the County to do so.
D. REPORTS. The Contractor shall provide the Director of Community Services Division or his
designee with copies of all bite reports and citations that are issued on a bi-weekly basis. Contractor
shall submit on a monthly basis to Director of Community Services Division the following reports-
(1) Adoption Reports, by species & age (mature/immature), with separate accounting showing
Pure breed; returns and reasons; adoption denials.
(2) Complaint Reports, showing numbers for bites, nuisances, cruelty, other; also showing manner
received (telephone call, letter, visit to office, encounter in course of duties); and the action
taken for each.
(3) Euthanasia, by species & age (mature/immature), and showing number which were feral,
diseased or injured.
(4) Number of animals taken in, by species & age (mature immature) and showing numbers
brought in, picked up & redeemed.
(5) County Fees collected, designating the fees collected for each of the following: licenses,
pick-up, intake, boarding, adoption, disposal & euthanasia.
(6) Average number of days of boarding by species & age (mature/immature).
(7) Total number of animals (by species) at the shelter at beginning of month and the total number
of animals (by species) at the shelter at the end of the month.
E. HURRICANE OR OTHER NATURAL DISASTER: In the event of a hurricane or other
natural disaster, the Contractor shall make its best efforts to properly house and care for all animals. In
this regard, the Contractor shall designate at least three (3) employees who will be able to remain in the
County to care during the disaster for the animals which have not been evacuated and after the disaster for
animals not evacuated and any animals which are at large. The Contractor will supply those employees'
names, addresses and telephone numbers to the County Administrator who may, at his discretion, require
the Contractor to have the listed employees remain in the County during and after a Category 1, 2 or 3
Hurricane or natural disaster.
22
F. PETS IN SHELTERS: Contractor shall provide the services designated for the Animal
Control/Shelter Contractor in the Pet Friendly Special Needs Clients Sheltering Plan to provide
evacuation of pets of Special Needs Clients and assistance with care of said pets.
No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce
or attempt to enforce or attempt to enforce any third -party claim or entitlement to or benefit of any service
or program contemplated hereunder, and the County and the Contractor agree that neither the County nor
the Contractor or any agent, officer, or employee of either shall have the authority to inform, counsel, or
otherwise indicate that any particular individual or group of individuals, entity or entities, have
entitlements or benefits under this Agreement separate and apart, inferior to, or superior to the community
in general or for the purposes contemplated in the Agreement.
IV. RENEWAL:
The County shall have the option to renew this agreement after five (5) years, for one (1) additional five-
year period. The contract amount agreed to herein may be adjusted annually in accordance with the
percentage change in the Consumer Price Index (CPI) for all urban consumers (CPI-U) for the most recent
12 months available.
V. CONTRACTOR'S LICENSE: The Contractor shall secure, maintain and pay all applicable fees
for any permits and licenses necessary to operate the Shelter. By signature hereon, the Contractor
warrants that it is authorized by law to engage in the performance of the activities herein described,
subject to the terms and conditions set forth in these contract documents. Proof of such licenses and
approvals shall be submitted to the County upon request. The Contractor has, and shall maintain
throughout the term of this contract, appropriate licenses and approvals required to conduct its business,
and that it will at all times conduct its business activities in a reputable manner.
VI. INDEPENDENT CONTRACTOR:
At all times and for all purposes, the Contractor, its agents and employees are strictly considered to be
independent contractors in their performance of the work contemplated hereunder. As such, the
Contractor, its agents and employees shall not be entitled to any of the benefits, rights or privileges of
County employees. The provider shall at all times exercise independent, professional judgment and shall
assume professional responsibility for the services to be provided.
VII. STAFFING:
Since this contract is a service agreement, staffing is of paramount importance. Contractor shall provide
services using the following standards, as a minimum requirement:
A. The Contractor shall provide at its own expense all necessary personnel to provide the services
under this contract. The personnel shall not be employees of or have any contractual
relationship with the County.
B. All personnel engaged in performing services under this contract shall be fully qualified, and,
required, to be authorized or permitted under State and local law to perform such services.
VI11. UTILITIES: The Contractor shall be responsible for payment of all utility charges for the Shelter.
All utility accounts will be held in the Contractor's name.
23
IX. VEHICLES:
The County hereby leases to the Contractor two (2) County vehicles currently assigned to the Shelter
identified as follows:
1999 Chevrolet Astro Van (Unit 0911/020)
2000 Dodge 1500 Pickup Truck (Unit 0911-021)
NOTE: 1999 CHEVROLET ASTRO VAN UNIT (0911-020) IS BEING
REPLACED WITH A 2007 FORD CARGO VAN V, TON (ON
ORDERIUNIT NUMBER ASSIGNED WHEN RECEIVED FROM
COMPANY)
The Contractor shall be responsible for payment of all fuel, oil, and other supplies necessary to operate
said vehicle. In addition, the Contractor shall be responsible for repairs to said vehicle and shall maintain
it in accordance with the maintenance schedule attached hereto as Exhibit "E." The Contractor shall
provide an average of four (4) oil changes annually for said vehicle, and shall schedule vehicle
inspections with Monroe County Fleet Management no less than three times annually. The Contractor
may choose the option of paying Fleet Management for oil changes and preventative maintenance, at
Fleet's current annual rates, or utilize private garages and provide receipts to the Director of Community
Services Division or his designee to document and verify that the required maintenance has been
performed. Nothing herein shall prevent the County from inspecting the vehicle at any reasonable time.
X. HOLD HARMLESS/INSURANCE REQUIREMENTS:
The Contractor covenants and agrees to indemnify and hold harmless Monroe County Board of County
Commissioners and the County Court of Monroe County from any and all claims for bodily injury
(including death), personal injury, and property damage (including property owned by Monroe County)
and any other losses, damages, and expenses (including attorney's fees) which arise out of, in connection
with, or by reason of services provided by the Contractor or any of its Subcontractor(s) in any tier,
occasioned by the negligence, errors, or other wrongful act of omission of the Contractor or its
Subcontractors in any tier, their employees, or agents.
The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements
contained within this agreement.
Prior to execution of this agreement, the contractor shall furnish the Owner Certificates of Insurance
indicating the minimum coverage limitations as indicated by an "X" on the attached forms identified as
INSCKLST 1-5, as further detailed on forms WC1, GL1, GLS, GIR 1, and VLI, each attached hereto and
incorporated as part of this contract document, and all other requirements found to be in the best interest
of Monroe County as may be imposed by the Monroe County Risk Management Department,
XI. DONATIONS:
The Contractor shall issue receipts and keep appropriate records of all donations received at the Shelter by
Contractor. Said donations shall be used by Contractor only for the benefit of shelter animals or animals
for which Contractor provides spay/neuter or other services, and shall not be used to defray or reduce
24
County funding in the future. In the case of donations solicited by third parties on behalf of the
Contractor, the donating entity must make its financial records pertaining to the donated funds available to
representatives of the Contractor and the County during regular business hours (Monday through Friday,
9:00 a.m. to 5:00 p.m., excluding holidays) in order to insure that all monies collected on behalf of the
Contractor, minus an amount not to exceed 5% of the total collected for administrative expenses, are in
fact donated to the Contractor for the benefit of shelter animals. If a prospective donating entity is
unwilling or unable to comply with the foregoing requirement, then the Contractor may not accept any
donations from that entity.
XII. FACILITIES AND EQUIPMENT:
The Contractor hereby accepts the Shelter facilities and equipment in "as is" condition and the Contractor
shall allow the County to inspect said facilities and equipment at any reasonable time. In addition, all
operating supplies and any additional equipment such as catch-all sticks, cages and the like shall be the
responsibility of the Contractor.
XIII. INVENTORY:
Prior to commencement of the service contemplated herein, the County shall perform an inventory of all
supplies, materials, medicines and equipment at each Shelter and the inventory lists prepared therefrom
shall be signed by both parties hereto.
XIV. CONTRACTOR'S ASSUMPTION OF PREMISES AND CONDITIONS:
The Contractor hereby agrees that he has carefully examined the premises provided by the County and the
district for which he shall provide services and has made investigations to fully satisfy himself that such
site(s) is (are) correct and suitable for this work and he assumes full responsibility therefor. The
provisions of the Contract shall control any inconsistent provisions contained in the specifications. All
specifications have been read and carefully considered by the Contractor, who understands the same and
agrees to their sufficiency for the work to be done. Under no circumstances, conditions, or situations shall
this Contract be more strongly construed against the Owner than against the Contractor.
XV. MAINTENANCE:
The Contractor shall maintain and be responsible for the costs of repairs to the Shelter buildings, grounds,
and equipment in order to keep same in proper working condition. Prior to commencement of repairs, the
County must be notified, in writing, of repairs estimated to cost over $1,000,00. If such repairs are
approved by the County, the Contractor shall pay the first $1,000.00 of cost regardless of the total cost of
said repairs.
XVI. IMPROVEMENTS OR MODIFICATIONS TO FACILITIES:
No improvements or modifications may be made to the Shelter, appurtenances, or surrounding properties
without the prior written approval of the County.
XVII. FUNDRAISING:
The Contractor may use the Shelter for fundraising or for selling merchandise after its items have been
reviewed and approved by the Director of Community Services Division or his designee. Requests for
25
events shall be requested by the Contractor in writing and approved by the County Administrator in
writing. Funds raised by the Contractor from fundraising or events at the Shelter shall only be used to
benefit the shelter animals or animals for which Contractor provides spay/neuter or other services, and
shall not be used to defray or reduce County funding in the future.
XVIII. NON-DISCRIMINATION:
County and Contractor agree that there will be no discrimination against any person, and it is expressly
understood that upon a determination by a court of competent jurisdiction that discrimination has
occurred, this Agreement automatically terminates without any further action on the part of any party,
effective the date of the court order. County or Contractor agree to comply with all Federal and Florida
statutes, and all local ordinances, as applicable, relating to nondiscrimination. These include but are not
limited to: 1) Title VI of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the
basis of race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20
USC ss. 1681-1683, and 1,685-1686), which prohibits discrimination on the basis of sex; 3) Section 504
of the Rehabilitation Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the
basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42 USC ss. 6101- 6107) which
prohibits discrimination on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL
92-255), as amended, relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as
amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health
Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to
confidentiality of alcohol and drug abuse patent records; 8) Title VIII of the Civil Rights Act of 1968 (42
USC s. et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; 9)
The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as maybe amended from time to
time, relating to nondiscrimination on the basis of disability; 10) Monroe County Code Ch. 13, Art. Vl,
prohibiting discrimination on the bases of race, color, sex, religion, disability, national origin, ancestry,
sexual orientation, gender identity or expression, familial status or age; and 11) any other
nondiscrimination provisions in any Federal or state statutes which may apply to the parties to, or the
subject matter of, this Agreement.
XIX. INSPECTION OF BOOKS AND FACILITIES/AUDIT/ACCOUNTING:
The Contractor shall maintain the financial records in accordance with generally accepted accounting
principles, and allow the County to inspect its books and records and the shelter facilities at any
reasonable time. In addition, the Contractor shall, at its expense, provide the County with an annual audit
prepared by an independent Certified Public Accountant. Contractor shall retain all records pertaining to
this agreement for a period of three years after term expires.
XX. PUBLIC RECORDS:
The Contractor shall comply with the Public Records laws of the State of Florida, subject to any
provisions providing exemption from disclosure.
XXI. MEDICAL RESEARCH:
In no event shall any animals under the care, custody, or control of the Contractor be given, bartered or
sold to any medical research company.
XX1I. CAT/RACCOON TRAPS:
26
The County hereby leases its cat/raccoon traps to the Contractor for the Contractor to rent to the public
upon payment of a deposit fee. All deposit fees collected by Contractor shall be returned to the renter
upon return of the trap or, if the trap is not returned to Contractor, the deposit fee will be retained by the
Contractor in order to purchase replacement traps. At the end of this agreement, the Contractor will
return the same number of cat/raccoon traps to the County as the County had provided at the beginning of
this agreement. Nothing herein shall preclude Contractor from purchasing and renting its own cat and
raccoon traps.
XXIII. BREACH OF TERMS BY CONTRACTOR:
The passing, approval, and/or acceptance by the Owner of any defect in the services fumished by the
Contractor, shall not operate as a waiver by the County of strict compliance with the terms of this
Contract, and specifications covering the services. County may immediately terminate the Agreement due
to any violations by Contractor of criminal statutes governing humane and cruel treatment of animals.
Any other Contractor breach of this agreement shall be governed by the article above on termination for
cause.
The Contractor agrees that the County Administrator may designate representatives to visit the
facility(ies) periodically to inspect Contractor's maintenance of the premises, and care provided to
animals. The Contractor agrees that the County Administrator may designate representatives to visit the
facility(ies) periodically to conduct random open file evaluations during the Contractor's normal
business hours.
XXIV. TERMINATION WITHOUT CAUSE:
The County may terminate this agreement without cause by providing the Contractor with written notice
of termination at least sixty (60) days prior to the date of termination.
XXV. TERMINATION WITH CAUSE:
The County may terminate this agreement for cause if the Contractor shall default in the performance of
any of its obligations under this agreement. Default shall include the occurrence of any one of the
following events and same is not corrected to the satisfaction of the County within fifteen (15) days after
the County provides the Contractor with written notice of said default:
a. Failure to provide food or water for animals in the custody of Contractor.
b. Failure to procure appropriate veterinary care for any sick or injured animal in the custody of
the Contractor.
c. Failure to administer euthanasia in a humane manner.
d. Failure to maintain the Shelter in a clean, safe and sanitary manner.
e. Breach of any other term, condition or requirement of this agreement.
XXVI. ASSIGNMENT:
The Contractor shall not assign or subcontract its obligations under this agreement, except in writing and
with the prior written approval of the Board of County Commissioners of Monroe County and Contractor,
which approval shall be subject to such conditions and provisions as the Board may deem necessary. This
paragraph shall be incorporated by reference into any assignment or subcontract and any assignee or
subcontractor shall comply with all of the provisions of this agreement. Unless expressly provided for
27
therein, such approval shall in no manner or event be deemed to impose any additional obligation upon
the board.
XXVII. COMPLIANCE WITH LAW:
In providing all services/goods pursuant to this agreement, the Contractor shall abide by all statutes,
ordinances, rules and regulations pertaining to, or regulating the provisions of, such services, including
those now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and
regulations shall constitute a material breach of this agreement and shall entitle the Board to terminate this
contract immediately upon delivery of written notice of termination to the contractor. The contractor shall
possess proper licenses to perform work in accordance with these specifications throughout the term of
this contract.
XXVII DISCLOSURE AND CONFLICT OF INTEREST:
A. The Contractor represents that it, its directors, principles and employees, presently have no
interest and shall acquire no interest, either direct or indirect, which would conflict in any manner
with the performance of services required by this contract, as provided in Sect. I 12.311, et. seq.,
Florida Statutes.
B. Upon execution of this contract, and thereafter as changes may require, the Contractor shall notify
the County of any financial interest it may have in any and all contracts with Monroe County.
XXVIII. FINANCIAL RESPONSIBILITY:
The Contractor shall not pledge the County's credit or make it a guarantor of payment or surety for any
contract, debt, obligation, judgment, lien, or any form of indebtedness. The Contractor further warrants
and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms of
this contract.
XXIX. NOTICE REQUIREMENT:
Any notice required or permitted under this agreement shall be in writing and hand delivered or mailed,
postage prepaid, to the other party by certified mail, returned receipt requested, to the following:
FOR COUNTY:
Monroe County Administrator and County Attorney
1100 Simonton Street PO Box 1026
Key West, FL 33040 Key West, FL 33041-1026
and
Deb Barsell, Director
Monroe County Community Services Division
1100 Simonton Street, Rm. 2-256
Key West, FL 33040
FOR CONTRACTOR:
XXX. TAXES:
28
The County is exempt from payment of Florida State Sales and Use taxes. The Contractor shall not be
exempted by virtue of the County's exemption from paying sales tax to its suppliers for materials used to
fulfill its obligations under this contract, nor is the Contractor authorized to use the County's Tax
Exemption Number in securing such materials. The Contractor shall be responsible for any and all taxes,
or payments of withholding, related to services rendered under this agreement.
XXXI. GOVERNING LAWS:
This Agreement is governed by the laws of the State of Florida. Venue for any litigation arising under
this Agreement must be in Monroe County, Florida. In the event of any litigation, the prevailing party is
entitled to attorney's fees and costs.
XXXIII. PUBLIC ENTITY CRIME STATEMENT:
A person or affiliate who has been placed on the convicted vendor list following a conviction for public
entity crime may not submit a bid on a contract to provide goods or services to a public entity, may not
submit a bid on a contract with a public entity for construction or repair of a public building or public
work, may not submit bids on leases of real property to public entity, may not be awarded or perform
work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and
may not transact business with any public entity in excess of the threshold amount provided in Section
287.017, F.S. for CATEGORY TWO for a period of 36 months from the date of being placed on the
convicted vendor list. (CATEGORY TWO: $25,000.00).
XXXiV. AUTHORIZED SIGNATORY:
The signatory for the Contractor, below, certifies and warrants that:
(a) The Contractor's name in this agreement is its full name as designated in its corporate charter.
(b) He or she is empowered to act and contract for Contractor.
(c) This agreement has been approved by the Contractor's Board of Directors.
Further, Contractor shall, upon execution of this agreement, provide proof of incorporation and a list of its
Board of Directors.
XXXV. ENTIRE AGREEMENT:
This agreement constitutes the entire agreement between the County and the Contractor for the services
contemplated herein. Any amendments or revisions to this agreement must be in writing and be executed
in the same manner as this agreement.
IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day and date first
written above in four (4) counterparts, each of which shall, without proof or accounting for the other
counterparts, be deemed an original contract.
rtst`� yOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLOIDA
By: 4
By:
29
6�
(SEAL)
Attest:
By:
Title: _
By:
Title:
WITNESS
WITNESS
CONTRACTOR
By:
Title:
30
CroAX%N-'.orc-
M0OE COUNTY ATTORNEY
A Ehlboov D AS O
A.
YNTHIA L. L
ASSISTANT COUNTY ATTORNEY
Date �' ' -
m
C)
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cm
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mo
3
O
NON -COLLUSION AFFIDAVIT
I, npM4,5 jE J!,otrpd]tt1,9W of the city of _Aese A t r according to
law on my oath, and under penalty of perjury, depose and say that:
1. lam Pre s toi a l _ __ of the firm of t 6a c the bidder
making the Proposal for the project described in the Notice for Calling for Bids for:
D0, e W s e'
2. I executed the said proposal with full authority to do so.
3. The prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter relating to
such prices with any other bidder or with any competitor.
4. Unless otherwise required by law, the prices which have been quoted in this bid have not been
knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to bid
opening, directly or indirectly, to any other bidder or to any competitor.
5. No attempt has been made or will be made b the bidder to induce any other person, partnership or
corporation to submit, or not to submit, a bid for the purpose of restricting competition.
6. The statements contained in this affidavit are true and correct, and made with full knowledge that
Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts
for said project.
(Signature of Bidder)
STATE OF: (o Q i Z) R
COUNTY OF: MnNj �_O e
(Date)
PERSONALLY APPEARED BEFORE ME, the undersigned authority, M
provided rL D L . as proof of identity, or ( ) is personally known to me, and
having been first sworn by me, affixed his/her signature in the space provided above on this _i2JL day of
M A iLC-� _ . 2007
��u' � e Ck__
CHRISTINE G BULLOCK NOTARY PUBLIC
Notary Public -State of Florida
• •=NhlCorrmf%ion6P6es.kn12,2�i y Commission Expires: oLai a
Commission # DD222480
EO ;",•' Bonded ByNallonalNotaryA wn.
34
SWORN STATEMENT UNDER ORDINANCE NO. 10-1990
MONROE COUNTY FLORIDA
ETHICS CLAUSE
F-Garreifsod warrants that he/it has not employed, retained or
otherwise had act on his/its behalf any former County officer or employee in violation of Section 2 of
Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10-
1990. For breach or violation of this provision the County may, in its discretion, terminate this contract
without liability and may also, in its discretion, deduct from the contract or purchase price, or otherwise
recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former
County officer or employee.
2
(Signature)
t' �A7
(Date)
STATE OF Fi 4 (z-i ) A
COUNTY OF 61 UN U l"—
PERSONALLY APPEARED BEFORE ME, the undersigned authority, A S . F _CK9P';-77S-a ,)
who, after first being sworn by me, afffxed(k�her signature (name of
individual signing) in the space provided above on this Qt� day of Mk" -W .
OMB — MCP FORM #4
ae--
NOTARY PUBLIC
My commission expires: o _7
;;•.,, CHRISTINE G BULLOCK
�s
;' ; �g•: Notary Public - State of Flortdo
'' " ' •=ti1YCormilsbnE�ies.kn]2,2007
Commission # DD222480
'•�''R; Bonded By WOW NofaryAssn.
35
DRUG -FREE WORKPLACE FORM
The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that:
w ct L° C�Dr�I i 60 N
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that
will be taken against employees for violations of such prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance
programs, and the penalties that may be imposed upon employees for drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services that are under bid
a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of working on
the commodities or contractual services that are under bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any
state, for a violation occurring in the workplace no later than five (5) days after such conviction.
S. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community, or any employee who is so
convicted.
6. Makes a good faith effort to continue to maintain a drug -free workplace through implementation of
this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
4/44
/pCe 1,4e (ZOo7
Bidder's Signature Date
36
INSURANCE AGENT'S STATEMENT
I have reviewed the above requirements with the bidder named below. The following deductibles apply
to the corresponding policy.
POLICY
Liability policies are Occurrence Claims Made
Insurance Agency
DEDUCTIBLES
BIDDERS STATEMENT
Signature
I understand the insurance that will be mandatory if awarded the contract and will comply in full with all
the requirements.
T Bidder Signature
37
PUBLIC ENTITY CRIME STATEMENT
"A person or affiliate who has been placed on the convicted vendor list
following a conviction for public entity crime may not submit a bid on a
contract to provide any goods or services to a public entity, may not submit a
bid on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to
public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity, and may
not transact business with any public entity in excess of the threshold amount
provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list."
I have read the above and state that neither 7Wojmds F 6a r-
(Respondent's naive) nor any Affiliate has been placed on the convicted
vendor list within the last 36 months
(Signature)
Date: J Zao
STATE OF: FL) 2
COUNTY OF: I(R 6 N 013 E
Subscribe and sworn to (or affirmed) before me on M A 12-Z vG 7
(date) by 'JAI mAEs oyRkEt on! %_ (name of affant). *She is
personally known to me or has produced
(type of identification) as identification.
P7L. b , L_
CHRISTINE G BULLOCK NOTARY PUBLIC
6! Notary Public - Stafe of Fbdda
;MyCorrunis w 6q�ires.km 12, 2007
.F -, Commission # DD222480 My Commission Expires: 6W07
°�. " Bonded By National NotaryAsan.
38
LnM G-5
Dear Mayor and County Commissioners,
May 20, 2015
The recent front page headlines coverage in the Free Press and the Key West Citizen about
"Killing" of unadoptable animals at all the Florida Keys Animal Shelters has exposed these
newspapers failed journalistic reporting standards. This negative, agenda -driven context was to
provide a shock narrative of Killing that drove this bad reporting, not the facts. Even some of the
simple math was not correct and the use of the melodramatic word "killing" was misused, the correct
word is euthanasia. If the reporter had performed basic analysis of the numbers he was using, the
following facts would emerge: 1) The total number of unadoptable animals at all the Keys shelters is a
small yearly number, in the Upper Keys, it represents less than 1 % of the work that we do. 2) This
activity is one of the basic functions of why public animal shelters exist in communities across the
country. Public animal shelters are required to take in unwanted unadoptable animals including the
sick, injured and dangerous. The thankless job of euthanizing the unadoptable animals, to relieve
their suffering, and provide safety to the community is a requirement. The unthinkable alternative is
to turn these animals away to be abandoned in the community, this is not humane, and against
animal protection laws. 3) The fact that one shelter has more of this activity than the others is a direct
result of more citizens using that particular animal shelter to get rid of their unadoptable animals.
Trying to making this activity bad for any shelter is simply failed reporting that has no basis of fact.
Accurate reporting would require the Editor of these papers to report: "euthanasia is a necessary and
required service that all Public Animal Shelters must provide for the unadoptable animals that are
turned over to animal shelters. Also each animal that is turned over has a unique story; it is not just a
simple number to add to a grand total.
Why is the Upper Keys Animal Shelter getting more unadoptable animals from the community? This
is mostly a feral cat story. Business owners and citizens are trapping and removing feral cats from
their property. Even the Federal and State Governments are trapping and removing feral cats.
Perhaps we take in more "feral cats" because our community feels more comfortable trapping these
cats and bringing them into our shelter (compared to the other shelters in the Mid and Lower Keys),
or maybe there are just more feral cats since we cover more geography in our service area and we
are located next to Miami Dade?
The Upper Keys Community needs to use their local Animal Shelter to take these unadoptable
animals. When a few citizens complain about euthanizing of unadoptable animals, their focus for
complaining is often misplaced. They blame the animal shelters, not the people that created this
problem. Experts agree unwanted animals are a community problem.
Some facts you may not know about your Upper Keys Animal Shelter:
• One manager for 20 years that is well known and respected in the Community.
• Have provided Free Spays and Neuters of 8,320 Community owned animals over the last 15
years. The following are some of the results of this privately funded program that has provided
over 2 million dollars in value to the community we serve:
a) After 5 years the animal population coming into the shelter was reduced by about 50%.
b) Unlike most public animal shelters, no adoptable animals needed to be euthanized
because of space limitations for over 10 years in the Upper Keys.
c) It is routine that all Sick and injured adoptable animals receive long term treatments before
adopted, because we are not overcrowded, we have the funding, and animal care is the
highest priority at our shelter.
d) 1998 the number of dogs that come in was 501, last year it was 257. This large %
reduction clearly shows our efforts of spaying community owned animal's works.
e) 1998 numbers of cats that came in was 876, last year it was 558, mostly unadoptable feral
cats. In recent years we have seen several spikes in the feral cat numbers because of
increased community and business owners trapping feral cats.
f) We believe without the free spay and neuter program for community owned animals, the
population would soon return to 1,500 or more animals each year.
• Only shelter that has never added any user fees to the adoption cost. If we spend hundreds of
dollars on an adopted animal, the cost for the adoption has always been the $10.00 County
fee. Even the expensive feline leukemia test has always been provided free.
• Euthanasia of dogs. No adoptable dogs are euthanized at our shelter; this is a fact for the last
10 years. The small numbers of unadoptable dogs that are euthanized each year fall into
three categories: 1) Owner requested end of life euthanasia. 2) The next category is
dangerous dogs. Most owners brought these dogs to the animal shelter and reported their
dangerous activity. 3) Sick and/or injured. These are mostly older dogs that owners have
given up on, they have major multiple health problems, the owners believe the animal has no
more use, and have dumped the animal at tax payer's expense.
We are very proud of our accomplishments over the last 20 years of very hard work, including the
high standards of humane care for each animal; the large reduction of unwanted animals coming into
our shelter each year because of our free spay and neuter clinic; and community support. Come visit
your shelter and see for yourself.
Best regards,
Tom Garrettson, President Humane Animal Care Coalition