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Item C07 C.7 t, BOARD OF COUNTY COMMISSIONERS County of Monroe Mayor Sylvia Murphy,District 5 The Florida Keys � � �l'U � Mayor Pro Tern Danny Kolhage,District 1 �pw° Michelle Coldiron,District 2 Heather Carruthers,District 3 David Rice,District 4 County Commission Meeting June 19, 2019 Agenda Item Number: C.7 Agenda Item Summary #5631 BULK ITEM: Yes DEPARTMENT: Animal Control TIME APPROXIMATE: STAFF CONTACT: Tina Losacco (305) 289-6051 N/A AGENDA ITEM WORDING: Approval of IIth Amendment with Humane Animal Care Coalition, Inc. (HACC) for CPI-U adjustment of 1.9% effective July 1, 2019. The CPI-U annual adjustment was approved in the contract dated 04-18-2007. The item is funded through ad-valorem taxes and has been budgeted. ITEM BACKGROUND: On April 18, 2007, the BOCC awarded the latest bid and contract to 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 Village of Islamorada. HACC has continued to provide those services since April 18, 2007, with the appropriate renewals and other adjustments to its contract. On January 26, 2019, the Contractor requested an annual CPI-U adjustment beginning July 1, 2019. The Consumer Price Index for all urban consumers (CPI-U) for the most recent 12 months as of December 31, 2018, is 1.9%. Effective July 1, 2019, the agreement amount will increase from $297,917.92/year or $24,826.49/month to $303,578.36/year or$25,298.20/month. PREVIOUS RELEVANT BOCC ACTION: On June 20, 2018, the BOCC approved Amendment 10 for a CPI-U adjustment and updated public records language. On June 21, 2017, the BOCC approved Amendment 9 for a CPI-U adjustment and updated public records language. On February 10, 2016, the BOCC approved Amendment 8 for a CPI-U adjustment with a retroactive starting date of December 1, 2015, and continuing through June 30, 2017, per contractor request in a letter dated January 8, 2016. Language for renewal and deadline date for CPI-U request was updated. On May 20, 2015, the BOCC approved Amendment 7 activating the five (5) year renewal to contract dated April 18, 2007. In addition, this amendment also clarifies that total compensation shall not exceed total contract sum and reimbursement deadline; requires Contractor to attend additional training as required by the County; adds that County may request revisions to Contractor's policy and procedure manual; updates language to include contacting law enforcement, when warranted; requires amending Pets in Shelter section, updating pet friendly shelter plan and includes recruiting shelter worker from volunteers; clarifies CPI-U adjustment formula and requires a request of CPI-U deadline date; clarifies County is "intended recipient of audit"; and adds language required by Florida Statute in regards to public records. Packet Pg. 265 C.7 The BOCC approved CPI- U adjustments in Amendments 4, 5, and 6, between September 21, 2012, and February 18, 2015. On September 21, 2011, the BOCC approved Amendment 3 which updates the expiration date of the contract to coincide with the other Monroe County Animal Control contracts. This amendment also updates payment procedures, requires updated paperwork to be submitted by the Contractor and updates, clarifies, or adds language in reference to: services, public fees, vehicles, capital expenses and assets, donation, fundraising, inspection of books, records and policy, termination, and notices. On May 19, 2010, the BOCC approved Amendment 2 for a CPI-U adjustment. On August 15, 2007, the BOCC approved Amendment 1 to add Section E., Hurricane or Other Natural Disaster, to the contract outlining responsibility, policy, and procedures in such an event(s). On April 18, 2007, the BOCC awarded the bid and contract to 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 Village of Islamorada. CONTRACT/AGREEMENT CHANGES: CPI-U adjustment STAFF RECOMMENDATION: Approval. DOCUMENTATION: I Ith amendment CPI HACC 06-19 - DRAFT HACC CPI-U request - 01-2018 for July 2018 2018-06-20 - loth Amend-CPI-EXE 2017-06-21-9th Amend-CPI- EXE 2016-02-16- 8th Amend -CPI retro-update cpi request date -renew Lang-EXE 2015-05-20-7th Amend- RENEWAL total compensation - cpi deadline -update language 2015-02-18-6th Amend-CPI EXE 2014-04-16-5th Amend-CPI-EXE 2007-04-8 Contract-one 5yr option - EXE 2012-09-21-4th Amend-CPI-EXE 2011-09-21-3rd Amend-extension Admin Audit reimburse rollover fundraising - EXE 2010-05-19-2nd Amend-CPI- EXE 2007-08-15 1st Amend-hurricane or other natural disaster EXE FINANCIAL IMPACT: Effective Date: July 1, 2019 Expiration Date: Contract expires June 30, 2020 Total Dollar Value of Contract: $303,578.36/yr. $25,298.20/mo Total Cost to County: same Current Year Portion: $75,894.60 Budgeted: yes Packet Pg. 266 C.7 Source of Funds: Ad Valorem CPI: 1.9% Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No If yes, amount: Grant: N/A County Match: Insurance Required: Yes Additional Details: N/A REVIEWED BY: Tina Losacco Completed 06/04/2019 1:20 PM Kevin Wilson Completed 06/04/2019 3:05 PM Christine Limbert Completed 06/04/2019 3:48 PM Budget and Finance Completed 06/04/2019 4:18 PM Maria Slavik Completed 06/04/2019 4:25 PM Kathy Peters Completed 06/04/2019 4:26 PM Board of County Commissioners Pending 06/19/2019 9:00 AM Packet Pg. 267 C.7.a IIth AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 111' AMENDMENT TO AGREEMENT is entered into this 19t' day of June, 2019, 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, April 16, 2014, February 18, 2015, May 20, 2015, February 10, 2016, June 21, 2017 and June 20, 2018; WHEREAS, the parties entered into contract dated April 15, 2007 for the HACC to provide long-term animal control services and enforcement from Mile Marker 70 through Mile Marker 112 including Ocean Reef and the Village of Islamorada; and �s �s 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, HACC has timely requested a CPI adjustment as allowed E under the agreement; and 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 1.9% for the CPI for all urban consumers (CPI-U) for the most recent 12 months available ending December 2018 effective July 1, 2019. Effective July 1, 2019, the total compensation paid to the Contractor for its services under this agreement shall be Z: $303,578.36 per annum or$25,298.20 per month. a� U 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. E E [REMAINDER OF PAGE INTENTIONALLY LEFT BLANK] Page 1 of 2 11th Amendment to Agreement (Operation of the Key Largo Animal Shelter) Packet Pg. 268 C.7.a IIth AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) IN WITNESS WHEREOF, the parties have caused these presents to be executed in the respective names. Attest: KEVIN MADOK, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk Mayor/Chairman Date: �s �s HUMANE ANIMAL CARE COALITION Witness Signature INC. Print Name Date By: President U- Date: Witness Signature Address: Print Name Date i �s i Page 2 of 2 11th Amendment to Agreement (Operation of the Key Largo Animal Shelter) Packet Pg. 269 C.7.b Humane Animal Care Coalition, Inc. A.Mumaneri r (Dedicated to the Care ofArdnt fs 1 0595i Overseas fth ay Key 1-argop Florida 33037 ( fl' ) 51-0088 ...........re ° �� a x.... / W N MMA F January 28, 2018 Dear Tina LoSac o, Subject: bequest CP1 adjustment and a 5 year renewal option.. Request your consideration for a CPI adjustment beginning July, 1, 2018 and a 5 year renewal option be added to our contract. �s The HACC"s current contract with the BOCC continues to freeze the coat to operate the Key Largo Animal Shelter back to the April 18, 2007 contract price, plus the approved CPI's. If this 5 year option is approved, it will have the effect of continuing this cost freeze for 18 years,, June 30�, 2025. This coat containment stands out because of the long history of the HACC not requiring Cost increases outside of CPI's. `0 How can HACC continue to fully staff and operate the Key Largo Animal ,Shelter at the 2007 funding level" The answer,is simple, Free Spays and Neuters. Since July 2000, we have provided 9,I 58 free spays and neuters to citizens living in our service area. This has a direct effect in reducing the average number of animals coming into the ;Shelter from 1,50000 each year to 700. Last year the actual number of dogs and Cats was 61'0. This reduction allows s to easily provide all the animal services at the 2007 funding level, for example: 1) All the employees are paid an adequate wage with benefits of health insurance, retirement program, and paid leave. 2) All animals Corning into the Shelter require and receive medical attention. ) Cr C We do not need to charge extra adoption fees to recover some of the cast of caring for these M animals, (contracts now permit this practice). We consider this "double dipping," since we are also being paid by the taxpayers to provide this same exact service. y We do not and never have to fundraise to pay for any of the services we provide, the contract pays for all these < services. In summation, we took a different path to managing costs* we focused on reducing the animal population in our service area by providing Free Spays and Neuters throughout the community. It wworkedl We can provide the highest level of animal services under the 2007 contract price, plus CPI's because we addressed the animal population problem. As for the free spay/neuter program, it has always been privately funded, and we plan to continue to provide this service to the community at no cost to the taxpayers. Best regards„ �.. _....._..., _. Thomas Garrettson, President HACC cc'. BOCC, Assistant County Administrator Kevin Wilson Packet Pg. 270 executed hard copy m HACC - 10-4-18 WAME NDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) 'THIS 10 AMENDMENT TO AGREEMENT is entered into this Oa day day of Julie 2018, between Monroe County Board of County Commissioners (County) aiad—Flurnane Aaalraaal Care Coalition, Ine. (HACC/Contractor), in order to amend the Agreement entered into on April 18, 2007, (Agreement), as as on August 15, 2007, May 19, 20 10, September 21, 2011, September 21, 2012, April 16, 2014, February 18, 2015, May 20, 2015, February 10, 2016, and June 21,2017; WHEREAS, the terrain 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(CMAJ)for the most recent twelve (12) nionths available; and WHEREAS, the contractor, HA,CC has timely requested a CP1 adjustment as allowed under the agreement; and IL U IN CONSIDERATION of the inutual promises contained herein, the parties hereby agree as follows: 1. In accordance with Section I'V of the Agreement, the annual contract amount is adjusted by 2.1% for the CP1 for all urban consumers (CPI,-U) for the most recent twelve (12) months available ending December 2017, effective July 1, 2018. Effective July 1, 2018, E the total compensation paid to the Contractor for its services under this agreement shall < be$297,917.92 per annum or$24,826.49 per month. w X w 2. In all other mspews, the rentaining terms of the Agreement entered into on April 18, as amended, and not inconsistent herewith,shall remain in full force and effect, NESS WHEREOF, the parties have caused these presents to be executed in the E ctiV BOARD OF COUNTY COMMISSIONERS 'LERK 0�,C UNT' , FLORIDA MAD0K. C Or- MONR E C14 yry By: 00 Ir- Deputy rk MayorlC- ri�wdn� C14 Date-, 2. E HUMANE ANIMAL CARE COALITION, INC. Witness Signature By resident AVA VAe 19 ........ Date:,-- pries Name Date Wi Ss IS1 nature Nm -6"` e MOAP C OUNI--YD NITORNEY'SOFFCE Printae at ONE ASTOF I Page I of I PATRCIA EABLES ASSISTANT COUNTY X C*M DATE- Packet Pg. 271 co" Kevin Madok, CPA r Clerk of the Circuit Court&Comptroller—Monroe County, FloridaC DATE: Junc 29, 2017 TO: Kcvin Wilson, Assistant County Administrator Public Works & Engineering VIA: Tina LoSacco Engineering FROM: Paincla G. Hancc .C. a SUBJECT: Junc 21st BOCC Mecting Enclosed is a duplicate original of Item C26, 9th Amendment to the Contract dated 04- 18-2007 with Humane Animal Care Coalition, Inc. (HACC) for operation of the Key Largo Animal Shelter for 2.1% CPI-U adjustment effective July 1, 2017, and an update to the public records language, for your handling. Should you liave any questions, please lccl lice to contact nie at ext. 3130. 'Thank you. w cc: County Attorney ciccOzonic copJ 9) Finance clectronic copJ, Filc cv KEY WEST MARATHON PLANTATION KEY PK/ROTH BUILDING 500 Whitehead Street 3117 Overseas Highway 88820 Overseas Highway 50 High Point Road Key West,Florida 33040 Marathon,Florida 33050 Plantation Key,Florida 33070 Plantation Key,Florida 33070 305-294-4641 305-289-6027 305-852-7145 305- Packet Pg. 272 91h AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 91h AMENDMENT TO AGREEMENT is entered into this 21st day of June, 2017, 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, ("Agreement"), as amended on August 15, 2007, May 19, 2010, September 21, 2011, September 21, 2012, April 16, 2014, February 18, 2015, May 20, 2015, and February 10, 2016, as follows: 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 twelve (12) months available; and WHEREAS, the contractor, HACC has timely requested a CPI adjustment as allowed under the agreement; and 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 2.1% for the CPI for all urban consumers (CPI-U) for the most recent twelve (12) months available ending December 2016, effective July 1, 2017. Effective July 1, 2017, the total compensation paid to the Contractor for its services under this agreement shall be $291,790.32 per annum or$24,315.86 per month. 2. In accordance with Section XX of the Agreement, PUBLIC RECORDS, shall read: Contractor must comply with Florida public records laws, including but not limited to Chapter 119, Florida Statutes and Section 24 of article I of the Constitution of Florida. The County and Contractor shall allow and permit reasonable access to, and inspection of, all documents, records, papers, letters or other "public record" materials in its possession or under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the County and Contractor in conjunction with this contract and related to contract performance. The County shall have the right to unilaterally cancel this contract upon violation of this provision by the Contractor. Failure of the Contractor to abide by the terms of this provision shall be deemed a material breach of this contract and the County may enforce the terms of this provision in the form of a court proceeding and shall, as a prevailing party, be entitled to reimbursement of all attorneys fees and costs associated with that proceeding. This provision shall survive any termination or expiration of the contract. The Contractor is encouraged to consult with its advisors about Florida Public Records Law in order to comply with this provision. Pursuant to Fla. Stat. Section 119.0701 and the terms and conditions of this contract, the Contractor is required to: (1) Keep and maintain public records that would be required by the County to perform the service. (2) Upon receipt from the County's custodian of records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a Page 1 of 3 Packet Pg. 273 C.7.d reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the County. (4) Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the Contractor or keep and maintain public records that would be required by the County to perform the service. If the Contractor transfers all public records to the County upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the County, �s upon request from the County's custodian of records, in a format that is compatible with the information technology systems of the County. (5) A request to inspect or copy public records relating to a County contract must be made directly to the County, but if the County does not possess the requested records, the County shall immediately notify the Contractor of the request, and the Contractor must provide the records to the County or allow the records to be inspected or copied within a reasonable time. If the Contractor does not comply with the County's request for records, the County shall enforce the public records contract provisions in accordance with the contract, notwithstanding the County's option and right to unilaterally cancel this contract upon violation of this provision by the Contractor. A Contractor who fails to provide the public records to the County or pursuant to a valid public records request within a reasonable time may be subject to penalties under Section 119.10, Florida Statutes. cv The Contractor shall not transfer custody, release, alter, destroy or otherwise dispose of any public records unless or otherwise provided in this provision or as otherwise cv provided by law. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS, BRIAN BRADLEY AT PHONE# 305-292- 3470 BRADLEY-BRIAN@MONROECOUNTY-FL.GOV, MONROE COUNTY ATTORNEY'S OFFICE 1111 12TH Street, SUITE 408, KEY WEST, FL 33040. Page 2 of 3 Packet Pg. 274 C.7.d 3. 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. (SEALS BOARD OF COUNTY COMMISSIONERS Attest: KEVIN MADOK, CLERK OF MONROE COUNTY, FLORIDA B4 By: Deputy Clerk Mayor/Chairman Date: `<< i" `7 �s HUMANE ANIMAL CARE COALITION, 1 INC. Witness Signature �`��✓ By: President Print Name Date w Date: 1, l Z 0 (L fitness Signature IS U10.1ti��bHV`G(' Print Name Date cv MONROE COUNTY ATTORNEY'S OFFICE APPROVED,AS TO FOR - � PATRICIA EABLES ASSISTANT CQUN ATTORNEY DATE: (� Z V Cu cc v © Ch 3 Ll- CV fl w ;CD CD Page 3 of 3 Packet Pg. 275 y i CPA { rAMY REAVILIN , CLERK OF CIRCUIT COURT & COMPTROLLER MONROE COUNTY FLORIDA 5 DATE: March 17, 2016 TO Doug Sposito, Director � �n Project Management E ATTN. Alice Steryou FROM: Cheryl Robertson Executive Aide to the Clerk of Court& Comptroller CA- At the February 10, 2016 Board of County Commissioner's meeting the Board granted approval and authorized execution of Item C18 Approval of 8th Amendment with Humane Animal Care Coalition, Inc. (HACC) for CPI-U adjustment of 0.8% from December 1, 2015 to June 30, 2016 and 0.7% from July 1, 2016 to June 30, 2017 and amending deadline for requesting CPI-U adjustment to May 1st. Cr 2 ICU 2 �s Enclosed is a duplicate original executed on behalf of Monroe County, for your handling. Should you E have any questions,please feel free to contact me. 00 CC: County Attorney Finance File r�.a.�rw rrcrvw�mremrmur�ummma+�w.wuwwwvnwwmaw,v. wwezmm000vwauvuwwamormaniam��sauuvuouvumn�rnnwwrww�tuuw!vuwmrurdflwauu^mrm wriunmnrvumuwtuwnfamaaunmr�ownrrvra2a;,warwuuuu auaauwwaaorornamw!uww orwaewmrunahrrwmrnmmaw�,w,auwnerow✓aimmm%awrurut,;w,»oromfmmw,eurc,irmaonuwuu wnrawwewwra awmrarrau 500 Whitehead Street Suite 101,PO Box 1980,Key West,FL 33040 Phone:305-295-3130 Fax:305-295-3563 3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025 88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax:305-852-7146 Packet Pg. 276 81h AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 81h AMENDMENT TO AGREEMENT is entered into this loth day of February, 2016, 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, April 16, 2014, February 18, 2015, and May 20, 2015; WHEREAS, the terms of the original contract provide that the contract amount may be adjusted IL 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 requested CPI increases and has also requested for the CPI-U adjustment deadline to be amended from January 31" to May 15th and the County agrees to the CPI adjustments as set forth below and to amend the CPI-U adjustment deadline to May I"; now, therefore, IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree as follows: W 1. In accordance with Section IV of the Agreement, the annual contract amount is adjusted by .8% for the CPI for all urban consumers (CPI-U) for the most recent 12 months available ending December 2014 effective December 1, 2015 to June 30, 2016; and by .7% for the period ending December 2015 effective July 1, 2016 to June 30, 2017. Effective December 1, 2015, the total compensation paid to the Contractor for its services under this agreement shall be $283,802.04 per annum or $23,650.17 per month. Effective July 1, 2016, the total compensation paid to the Contractor for its services under this agreement shall be $285,788.76 per annum or $23,815.73 per month. U) Cr 2. Section IV RENEWAL shall be amended to read as follows: 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 ending in December of each year. The Contractor shall request annual CPI adjustments CL no later than May 1"of each year for the upcoming contract period. Failure to timely request annual CPI adjustment will result in waiver of CPI adjustment for that year. IL 3. 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. N WITNESS WHEREOF, the parties have caused these presents to be executed in the respective 00 BOARD OF C"O1 T"" OMM1SSlONERS t AV:lLIN, CLERK OF MONROE A ed By: iy x<� � C rk Mayor/ hast'tt an f � Date: HUMANE ANIMAL CARE COALITION, INC. By: _._ . _ . �i ) t. . President J 471k Dater 13 2,014, Packet Pg. 277 C.7.f AMY NEAVILIN, CPA CLERK OF CIRCUIT COURT & COMPTROLLER MONROE COUNTY,FLORIDA DATE: June 8, 2015 TO: Beth Leto, Assistant Director Public Works Division ATTN: Alice Steryou FROM: Amy Heavilin, Clerk of the Circuit Court At the April 15, 2015 Board of County Commissioner's meeting the Board granted approval and execution of Item C5 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. U) 0 Enclosed is a duplicate original of the above mentioned executed on behalf of Monroe County for your handling. Should you have any questions,please feel free to contact me. L LO cc: County Attorney Finance File✓ 500 Whitehead Street Suite 101,PO Box 1980,Key West FL 33040 Phone:305-295-3130 Fax:305-295-3663 3117 Overseas Highway,Marathon,FL 33050 Phone:305-289-6027 Fax:305-289-6025 88820 Overseas Highway,Plantation Key,FL 33070 Phone:852-7145 Fax:305-852-7146 Packet Pg. 278 RENEWAL AND SEVENTH ADDENDUM TO CONTRACT BETWEEN HUMANE ANIMAL CARE COALITION,INC. AND MONROE COUNTY DATED APRIL 18,2007 IL This Renewal and Seventh Addendum to the Agreement dated April 18, 2007 is entered into this 20th day of May, 2015, 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 15, 2007, May 19, 2010,September 21,2011,September 21, 2012,April 16, 2014 and February 18,2015; and E WHERAS,Section IV of the agreement between the parties provides the COUNTY with the option to renew the agreement after June 30, 2015,for one additional five-year period;and WHEREAS,the CONTRACTOR has requested a renewal of the agreement; and WHEREAS, in order to clarify that the reimbursement amount to CONTRACTOR is not to exceed the total CL sum of the contract and to ensure that reimbursement request are timely received by the COUNTY, language under Section II in the agreement is being amended; and WHEREAS, in order to ensure that the CONTRACTOR's Policies and Procedures adequately address procedures for CONTRACTOR's staff,the language in Section III SCOPE OF SERVICES, A., paragraph 7 of the agreement is being revised to allow the County to review and request revisions as needed; and WHEREAS, in order to provide additional training to CONTRACTOR as may be requested and required by the County, language is being added to the Contract to allow for such training; and CL WHEREAS, in order to clarify obligations and responsibilities relating to animal control investigations, language under Section III, 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 warranted; and WHEREAS, in order to include and update Pet Friendly Shelter Operations as Exhibit"D"to the Agreement and to require the Contractor to assist Monroe County Emergency Management in volunteer recruitment, language in Section III, paragraph F. of the Agreement is being revised; and WHEREAS,for clarification Section IV is being revised to reflect that the Consumer Price Index(CPI) adjustment shall be calculated using the CPI for the recent 12 months ending in December of each year; and LO WHEREAS, in order to avoid request for retroactive CPI adjustments, language is being revised in Section LO IV of the agreement to require CONTRACTOR to request CPI adjustments no later than January 31;and WHEREAS, in order to clarify that the County is an "intended recipient"of all audits, language in Section XIX of the Agreement is being revised; and 1 Packet Pg. 279 t * WHEREAS, pursuant to F.S. 119.0701, language is being added to the Section XX of the agreement to include public record law requirements; IL NOW THEREFORE, in consideration of the mutual promises and considerations,the parties agree to amend the contract as follows: 1. In accordance with Section IV 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. Section II AMOUNT OF AGREEMENT/AVAILBILITY OF FUNDS shall be amended to add the following language: The total compensation paid to the Contractor for its services under this agreement shall not exceed the total contract sum as stated above. Reimbursement requests shall be received no later than 15 days after the end of the month. 3. Section III SCOPE OF SERVICES,A. paragraph 7. POLICIES AND PROCEDURES MANUAL: shall be amended to add the following: The County may review and request revisions to the Policies and Procedures Manual as needed. 4. Section III SCOPE OF SERVICES, B. ENFORCEMENT SERVICES, Paragraph 1. shall be amended to add the following: U The Contractor shall attend additional training as required by the County. If there is a cost involved with the training,the County will pay directly for such cost or reimburse for such cost separate from and not counting against the Contractor's monthly reimbursement amount. 0 5. Section III SCOPE OF SERVICES, B. ENFORCEMENT SERVICES, Paragraph 9.shall be amended to read as follows: 9. Investigating all reports of violation of local ordinances,state statutes and other rules and 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"G3"; and or prosecute all persons charged with violation of said ordinances and regulations, which includes representing Monroe County in court proceedings when required. Further LO upon termination of this agreement,the Contractor shall complete all cases originated by LO Contractor including representing the County in court if necessary. cv 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 2 Packet Pg. 280 t f C.7.f 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 shelterees' pets IL 7. Section IV RENEWAL shall be amended to read as follows: 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 ending in December of each year. The Contractor shall request annual CPI adjustments no later than January 315Y of each year for the upcoming contract period. Failure to timely request annual CPI adjustment will result in waiver of CPI adjustment for that year. 8. Section XIX shall be amended to add the following language: CL The County is an "intended recipient" of the audits required by this agreement.The CPA performing said audits shall provide the audits to the County as an intended recipient of the audit. 9. Section XX Public Record shall be amended to add the following language: Pursuant to Florida Statute §119.0701, Contractor and its subcontractors shall comply with all public records laws of the State of Florida, including but not limited to: (a) Keep and maintain public records that ordinarily and necessarily would be required by CL C Monroe County in the performance of this Agreement. (b) Provide the public with access to public records on the same terms and conditions that Monroe County would provide the records and at a cost that does not exceed the cost provided in Florida Statutes,Chapter 119 or as otherwise provided by law. (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. (d) Meet all requirements for retaining public records and transfer, at no cost, to Monroe County all public records in possession of the contractor upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to Monroe County in a format 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. `O L 10. The remaining terms of the contract dated April 18, 2007, as amended,and not inconsistent cv 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. 3 Packet Pg. 281 8 (SEAL) `°., •�� Attest: A c 4•,CLERK BOARD OF COUNTY COMMISSIONERS O ONROE COUINl, FL c By: By: Clerk Mayotlehairman ►S CONTRACTOR By: By:Attest: C� _ ? ci.S�� - WITNESS Humane Animal Care Coalition, Inc. Print Name:L c oe 6�� Title By: WITNESS Print Name: ca U) MONROE C, JJ'11,'TY` r,TTORNEY 0 � Ai'PT , n- i%' `Q f0 ORM: PA CNRISTIN IM, !.,io;! *:RT-BARROWS ASSISTANT (',,-)!-; ;,, TORNEY Date , . `__ LO LO 4 Packet Pg. 282 C.7.f MONROE COUNTY EMERGENCY MANAGEMENT Top U) PET FRIENDLY SHELTER OPERATIONS PLAN Lo Lo 0 EXHIBIT "D" Pet Friendly Shelter 3.25.15 1 Packet Pg. 283 I. INTRODUCTION Purpose IL 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. II. 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. 0 III. AGENCY ROLES AND RESPONSIBILITIES List of Agencies: o Primary Agencies(To be contacted only by MCEM): Monroe County Emergency Management Department (305)289-6418 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 LO University of Florida Extension Services (305)292-4501 LO 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 i Packet Pg. 284 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. 0 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 LO LO cv 0 Pet Friendly Shelter 3.25.15 3 Packet Pg. 285 C.7.f 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 a. 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. 0 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 LO emergency and will work with the Contractor to address the issue in advance. LO CD 0 Pet Friendly Shelter 3.25.15 4 Packet Pg. 286 C.7.f 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. 0 Pet Friendly Shelter Team Maintenance Activities include: 0 • 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 LO extent of the areas impacted by the event and will determine the appropriate pet LO friendly shelter locations. In the event of a large scale disaster there may be multiple shelters assigned. Pet Friendly Shelter 3.25.15 5 Packet Pg. 287 C.7.f Pet-Friendly Shelter Preparations: Level—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. 0 Level 1 —Full Activation U) 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. o 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. cv LO LO cv 0 Pet Friendly Shelter 3.25.15 6 Packet Pg. 288 C.7.f Post Event Damage assessment is conducted, appropriately noted and conveyed to the Shelter Manager. �s 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 _Nylon leashes _Fire extinguishers _Animal stretcher _Pet carriers Portable radios _Rubber boots _Leather gloves _Clipboards _Waterless hand cleaner, c� _Blankets disposable towelettes, and Catch-poles and nets paper towels Newspapers _Standard tool kit for minor repairs _Absorbent materials (such o 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 masksibandanas _Disposal litter pans Pooper Scoopers _Waste disposal containers, E 2 each (20 gal) _Leashes _Cleaning supplies, bleach, _800 MHz radio w/charger sanifect, buckets,rubber gloves, _Chairs/cots LO garbage can liners, brooms, LO 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 Packet Pg. 289 C.7.f CL 0 C APPENDIX OF FORMS C C 0 C 0 Lo CD CD 4i C 0 0 Pet Friendly Shelter 3.25.15 $ Packet Pg. 290 C.7.f IL 0 C HOLD HARMLESS AGREEMENT 0 C 0 Lo CD Lo CD 4i C 0 0 Pet Friendly Shelter 3.25.15 9 Packet Pg. 291 C.7.f 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. ❑ 0 Print Name Signature 0 Date cv L LO cv 0 Pet Friendly Shelter 3.25.15 10 Packet Pg. 292 C.7.f CL 0 C ANIMAL SHELTER REGISTRATION C U) C 0 C 0 Lo CD Lo CD 4i C 0 0 Pet Friendly Shelter 3.25.15 11 Packet Pg. 293 C.7.f Date: Pet Control Number: M p® l+u/ pp®q pl+u/q l+u/ Pet Registration Form Shelter: Key West ❑ Sugarloaf ❑ Marathon ❑ Coral Shores ❑ Name of .� Pet Owner: Home Address: Home Phone: Work Phone: CL Email Address: Pets: Name Age M/F Spayed Breed Color/Markings Neutered — — o U) Immunization records: YES ❑ NO ❑ 0 Pet Medications or Dietary Su[mlements: 0 Condition Medication/Dietary Supplement How is it administered? The information above will be provided to the animal handler for scheduling medication administration. CAGE YES NO cv FOOD YES NO eO era FOODMATER BOWLS YES NO N Pet picked up by: Date: Initials e� Page 1 of 1 Pet Friendly Shelter 3.25.15 12 Packet Pg. 294 C.7.f PET CONTROL NUMBER LOG Shelter: Key West ❑ Sugarloaf ❑ Marathon❑ Coral Shores❑ INCIDENT: DATE: .� PC Number OWNER NAME PET NAME CL CL 0 cv eO eO cv Pet Friendly Shelter 3.25.15 13 Packet Pg. 295 C.7.f CL 0 0 U) C THIS PAGE INTENTIONALLY LEFT BLANK 00. 0 C 0 L CD Lo CD 4i C 0 0 Pet Friendly Shelter 3.25.15 14 Packet Pg. 296 . C.7.f IL 0 C C 0 U C PET OWNER SHELTER AGREEMENT E 0 C 0 Lo CD Lo CD 4i C 0 0 Pet Friendly Shelter 3.25.15 15 Packet Pg. 297 C.7.f 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 �3 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). 0 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 c 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 c 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). 0 SIGNED c PRINTED NAME DATE c 0 LO LO Ir- cv c 0 0 Pet Friendly Shelter 3.25.15 16 Packet Pg. 298 C.7.f % 5 p® p® l+u/ 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. CL • Daytime phone number. • Evening phone number. • Cellular phone number. E • 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 U Monroe County Emergency Management will mail a registration packet which includes: CL •A tentative acceptance letter. o • Part 2 of the application which must be: •completed in its entirety. 0 • 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 Xx 5"). •A photocopy of a picture identification of the adult registering/sheltering at the PHEC. N Acceptable forms of identification are: LO•State of Florida Driver's License •Current United States Passport `O •State of Florida Identification cv Page 1 of 8 Pet Friendly Shelter 3.25.15 17 Packet Pg. 299 C.7.f Pet-Friendly Hurricane Evacuation Center (PHEC) Application: Part 1 Complete Name of Adult Applicant: Home Address: .� Home Phone: Work Phone: Email Address: 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 CL 0 0 — — o 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: cv Animal type Material Dimensions Access Panel Location LO eO cv Page 2 of 8 Pet Friendly Shelter 3.25.15 18 Packet Pg. 300 C.7.f ,M1 Pet-Friendly Hurricane Evacuation Center (PHEC) Application: Part 2 Instructions 1 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 63`d 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. El 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. ❑ LO CD I understand that to gain entrance into the PHEC. I must arrive at the PHEC with all items outlined in LO the tentative acceptance letter that accompanied this form. cv I have read and accept the above. ❑ Page 3of8 Pet Friendly Shelter 3.25.15 19 Packet Pg. 301 C.7.f r IL 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 0 retains sole discretion in accepting persons and pets to the PHEC. 0 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 CL that failure to provide these items will preclude entrance into the shelter. I have read and accept the above. 1 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 0 I have read and accept the above. CL 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. 0 I have read and accept the above. 1 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. El I have read and accept the above. `O LO CD Page 4 of 8 Pet Friendly Shelter 3.25.15 20 Packet Pg. 302 C.7.f IL 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, E 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. E 0 Print Name Signature CL 0 Date Stamp seal here Notary Public Date N LO LO N Page 5 of 8 Pet Friendly Shelter 3.25.15 21 Packet Pg. 303 C.7.f r 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 63`d 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 0 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 o 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 LO imperative that your animal is clean, healthy, and that all vaccinations are up to date. It is within the LO County's sole discretion to determine whether any pet will be accepted at the PHEC. cv Page 6 of 8 Pet Friendly Shelter 3.25.15 22 Packet Pg. 304 C.7.f �x IL 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: CL Housing must be large enough to allow the animal to stand, turn around, and fully recline. It should be 0 constructed of wire or heavy plastic and must be well ventilated. Crates/cages excessive in size and E 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 g Distemper/Parvo Bordetella Coronavirus 0 All cats must have the following current vaccinations: Rabies 0 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: cv eO Rabies LO Distemper cv Page 7 of 8 Pet Friendly Shelter 3.25.15 23 Packet Pg. 305 C.7.f Y IL 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. CL Sincerely, Irene Toner Director Monroe County Emergency Management U) CL ca cv eO eO cv Pet Friendly Shelter 3.25.15 24 Packet Pg. 306 C.7.f C 0 PET SHELTER VOLUNTEER FORMS C 0 C 0 Lo CD Lo CD 4i C 0 0 Pet Friendly Shelter 03/27/2015 25 Packet Pg. 307 • C.7.f Monroe County Emergency Management Department Pet-Friendly Shelter Team NAME: 490 63'd 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 timeIL in and time out.It is very important that these procedures are followed so that MCEMD can properly acknowledge volunteers for the work they d> 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. U TODAY'S DATE: ADDRESS: STREET: CITY/STATE/ZIP CODE: HOMEPHONE# NAME OF EMERGENCY CONTACT PERSON CL 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(DATECL ) U HAVE YOU COMPLETED THE MONROE COUNTY VOLUNTEER REGISTRATION FORM? ❑YES ❑NO IF NO,VOLUNTEERS MUST COMPLETE THIS FORM BEFORE JOINING THE TEAM. 0 DO YOU HAVE A CURRENT PICTURE I.D.? ❑YES ❑NO 0 NAME OF EMERGENCY CONTACT PERSON RELATIONSHIP OF EMERGENCY CONTACT PERSON HOME PHONE NUMBER OF EMERGENCY CONTACT PERSON CHART USE ONLY ❑VOL APP ❑CTY FORM ❑EMG ❑PICT LD ❑CERT ❑LTR ❑TS ❑WS INFO cv CONT eO era cv Pet Friendly Shelter 03/27/2015 26 Packet Pg. 308 • C.7.f MCEMD Daily Volunteer Log �s EVENT: SIGN-IN LOG TALLY SHEET INSTRUCTIONS: ON THE FIRST LINE IN COLUMN "A" FILL IN THE DATE AND YOUR TIME IN AND TIME OUT, AND THEN ►VOLUNTEER'S NAME: TOTAL YOUR HOURS FOR THAT DAY.CONTINUE TO DO THIS as FOR EACH DAY THAT YOU VOLUNTEER. IF YOU REACH THE N SUMMARY OF VOLUNTEER HOURS N BOTTOM LINE OF COLUMN "A" CALCULATE YOUR SUB- TOTAL AND THEN CONTINUE KEEPING TRACK OF YOUR TIME as IN COLUMN "B." WHEN YOU ARE DONE VOLUNTEERING ►START DATE: /FINAL DATE: WRITE IN YOUR TOTAL HOURS AND MINUTES AT THE BOTTOM OF COLUMN"B." /TOTAL DAYS: /TOTAL HOURS: COLUMN"A" COLUMN"B" CL DATE TIME IN TIME OUT TOTAL DATE TIME IN TIME OUT TOTAL Mo.&Day A.M.or P.M. A.M.or P.M. Hr.&Min. Mo.&Day A.M.or P.M. A.M.or P.M. Hr.&Min. 0 U) 0 0 cv era era cv SUB-TOTAL FINAL TOTAL Pet Friendly Shelter 03/27/2015 27 Packet Pg. 309 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 DRIVERS LIC#/STATE ADDRESS CITY/STATE/ZIP CODE as HOME PHONE WORK PHONE PAGER CELL CONTACT RELATIONSHIP CL ADDRESS PHONE CELL DO YOU HAVE HEALTH CARRIER POLICY NUMBER c� INSURANCE?❑NO ❑YES DO YOU HAVE A CURRENT IF NOT,YOU MUST GET ONE.PROOF OF THE VACCINATION WILL BE NEEDED PRIOR TETANUS VACCINATION? ❑NO ❑ TO ALLOWING YOU TO VOLUNTEER YES IF YES.DATE OF LAST TETANUS VACCINATION? ARE YOU ON LONG TERM DO YOU HAVE ANY MEDICAL CONDITIONS THAT HCAS SHOULD BE AWARE OF IN 0 MEDICATIONS? THE EVENT OF AN EMERGENCY?❑NO ❑YES IF YES,EXPLAIN 91 ❑NO ❑YES IF YES,TYPE 0 DO YOU HAVE ANY MEDICAL 0ARE 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 ❑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? cv era era N 0 Pet Friendly Shelter 03/27/2015 28 Packet Pg. 310 . C.7.f IL 0 SHELTER PHONE LOG 12 FOR SHELTER MANAGER USE ONLY 0 C 0 C4 r- 0 0 Pet Friendly Shelter 03/27/2015 29 Packet Pg. 311 C.7.f PHONE LOG LOCATION TODAY'S DATE Page_of e� TIME YOUR NAME FROM FOR COMMENTS ACTION REQUIRED FOLLOW-UP (NAMEINUMBER) (NAME/NUMBER) COMPLETED 91 c e� 91 O O U O O O Pet Friendly Shelter 3.23.11 24 cv era CD era T_ CD cv O Packet Pg. 312 4 C.7.f IL 0 C SHELTER SUPPLY REQUEST FORM—FOR SHELTER MANAGER ONLY C U) C 0 C 0 Pet Friendly Shelter 3.23.11 25 [Type text] Lo CD era It- CD cv 4i C 0 0 Packet Pg. 313 C.7.f CL 0 ca THIS PAGE INTENTIONALLY LEFT BLANK C 0 C 0 L CD Lo CD C 0 0 Pet Friendly Shelter 03/27/2015 27 Packet Pg. 314 C.7.f 24 SUPPLY REQUEST FORM cm LOCATION TODAY'S DATE Page_of_ cm REQUESTED BY # ITEM DESCRIPTION PURCHASE SOURCE RECEIVED BY REC'D DATE/ COST AND COMMENTS AUTHORIZED TIME IF NEEDED Im O Im O U) Im O O O Im Pet Friendly Shelter 3.23.11 26 ey era CD era T- CD cv Im O Packet Pg. 315 6'h AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 6th AMENDMENT TO AGREEMENT is entered into this le 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; 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 fi consumers (CPI-U) 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. E 2. In all other respects, the remaining terms of the Agreement entered into on April 18, W 2007, as amended, and not inconsistent herewith, shall remain if full force and effect. X W H: IN WITNESS WHEREOF, the parties have caused these presents to be executed in the e names. Qz E BOARD OF COUNTY COMMISSIONERS t Y HEAVILIN, CLERK OF MONROE COUNTY,FLORIDA 00 C14 'qv 13 LO B y: C14 Deputy Clerfk "rvrayo4hairman Date:— drhi HUMANE ANIMAL CARE COALITION, INC. By: President I'S W 3Q Date: Packet Pg. 316 C.7.h 51h AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 5`h AMENDMENT TO AGREEMENT is entered into this 16`h 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, �s 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 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. N WITNESS WHEREOF, the parties have caused these presents to be executed in the �s s names. HEAVILIN, CLERK BOARD OF COUNTY COMMISSIONERS R-K- OF MONROE COUNTY, FLORIDA 1ti By: o '' Deputy Clerk Mayor/Chairman CC �z Date: 14a 14 CC dig t ,_ ')o HUMANE ANIMAL CARE COALITION, t+. INC. MONROE COUNTY ATTORNEY APPROVED AS TO FORM: By: CHRISTI E M. LIMBERT-BARROWS President Date ASSISTAN— COU1N4T-Y ATTORNEY Date: Packet Pg. 317 C.7.i CONTRACT THIS CONTRACT, entered this � day of 2007, by and Between the Board of County Commissioners of Monroe County, Florida COUNTY), and 1-1,uyy\P,r,e (CONTRACTOR). Cow\ -k"0'-' , mac• 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 IL 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, �[ 2007 and ending at 12:00 midnight on __ c�c=, 3 0 , 2012. The term of this agreement shall be renewable in accordance with Section IV. II. PAYMENT: 0 The total compensation to be paid to the Contractor in consideration of its services under this Agreement shall be $ 3L,4` -1 In 1. OCR 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 $ 0G3. er month. `O The Contractor shall provide a monthly invoice on the I" day of each month to the Division of Community Services, and payment shall be made on or about the Ist 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. U The County will not be obligated to pay for any services provided by the Contractor after the Contractor I 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. I. 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 M Packet Pg. 318 C.7.i not limited to Rules 64D-3.040, Procedures for Control of Specific Communicable Diseases and Chapter 64B 16-29, 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 CL 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 E 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. CL 0 (d) The Contractor shall provide heartworm testing to all adoptable dogs, provide Ln deworming to all adoptable animals, and shall have a program in place for flea and as tick control. Contractor shall seek funding sources to enable provision of feline 0 leukemia virus testing and, upon obtaining such funding, shall provide feline leukemia virus testing for all adoptable kittens and cats. 0 4. MAINTENANCE OF PREMISES: The Contractor shall maintain the Shelter, including kennel area, cages and euthanasia roorn, and all equipment in a clean, safe, and sanitary manner, 5. ADOPTIONS: as (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 Packet Pg. 319 C.7.i 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 ffi, requirements have been satisfied by an applicant prior to issuing a license certificate and shall remit all fees therefor to the County. ° 7. 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: I. Goals and Objectives of the Organization. 2. Protocols for intake, care, adoption, return to owners, and other disposal of animals. E 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 r_ a. prerequisites for certain positions CL b. keeping staff current o 6. Training provided* shall include: a. Shelter Policies &Procedures (required of all staff, including volunteers) as b. Basic Pet Care c. Veterinary Health Care d. Animal Behavior e. Animal Handling o f. Breed Identification & characteristics 00 g. Obedience Training ° h. Behavior Problem Solving i. Counseling Methods j. Conflict Management(required of all law enforcement personnel) k. Grief Counseling °b E 1. 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. 7. Adoption Guidelines, which shall absolutely require sterilization ofall animals prior to release to ado ter. 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 Packet Pg. 320 C.7.i 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 I0:00 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. IL Hours of operation may be adjusted only upon mutual written consent of the County and the i 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 W 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: LO a. Injured animal; o b. Bite cases; person bit by any warns-blooded creature, C. Animal bites to other animals; d. Wild animal in home, U e. Dangerous dog investigations; 00 f. Animal cruelty investigations; g. Law enforcement requests. cv 3. Patrolling service area on a regular and consistent basis; 4. Picking up dogs that are running at-large; c, 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; 7. 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 Packet Pg. 321 C.7.i 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 E 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 g designee with copies of all bite reports and citations that are issued on a bi-weekly basis. Contractor 0 shall submit on a monthly basis to Director of Community Services Division the following reports. Ln as (1) Adoption Reports, by species & age (maturahmmature), 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. E (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 Packet Pg. 322 C.7.i F. PETS IN SHELTERS: Contractor shall provide the services designated for the Animal ControlJShelter 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. E V. CONTRACTOR'S LICENSE: The Contractor shall secure, maintain and pay all applicable fees III 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 g approvals shall be submitted to the County upon request. The Contractor has, and shall maintain o 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. O 0 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 U 00 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. cv 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. VIII. 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 Packet Pg. 323 C.7.i 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 V2 TON(ON ORDER/UNIT 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 E 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 2 CL performed. Nothing herein shall prevent the County from inspecting the vehicle at any reasonable time. X. HOLD HARMLESSANSURANCE REQUIREMENTS: 0 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 00 with, or by reason of services provided by the Contractor or any of its Subcontractor(s) in any tier, V occasioned by the negligence, errors, or other wrongful act of omission of the Contractor or its CD Subcontractors in any tier, their employees, or agents. CD The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements contained within this agreement. E e 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 WC I, GL1, GLS, GIR 1, and VL1, 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 Packet Pg. 324 C.7.i 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: a 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: 0 The Contractor hereby agrees that he has carefully examined the premises provided by the County and the LO 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 0 this Contract be more strongly construed against the Owner than against the Contractor. 00 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 0 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 Packet Pg. 325 C.7.i 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 �s basis of race, color or national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), 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 'a 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) 0. The Americans with Disabilities Act of 1990 (42 USC s. 1201 Note), as maybe amended from time to 0 time, relating to nondiscrimination on the basis of disability; 10) Monroe County Code Ch. 13, Art. VI, LO 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: 00 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 N 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 0 this agreement for a period of three years after term expires. ca 0 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. XXII. CAT/RACCOON TRAPS: 26 Packet Pg. 326 C.7.i 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 furnished 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. 0 XXIV. TERMINATION WITHOUT CAUSE: o LO 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. e XXV. TERMINATION WITH CAUSE: 0 The County may terminate this agreement for cause if the Contractor shall default in the performance of 00 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 0 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 Packet Pg. 327 C.7.i 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 tenninate 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. 112.311, et. seq., E 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. 0 XXVIII. FINANCIAL RESPONSIBILITY: o LO 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. 0 XXiX. NOTICE REQUIREMENT: U 00 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: N FOR COUNTY: Monroe County Administrator and County Attorney 1100 Simonton Street PO Box 1026 e 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: 2s Packet Pg. 328 C.7.i 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. IL 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: $25,000,00). XXXN. AUTHORIZED SIGNATORY: CL The signatory for the Contractor, below, certifies and warrants that: >, LO (a) The Contractor's name in this agreement is its full name as designated in its corporate charter. (b) He or she is empowered to act and contract for Contractor. (c) This agreement has been approved by the Contractor's Board of Directors. 0 Further, Contractor shall, upon execution of this agreement, provide proof of incorporation and a list of its 00 Board of Directors. XXXV. ENTIRE AGREEMENT: cv This agreement constitutes the entire agreement between the County and the Contractor for the services 0 contemplated herein. Any amendments or revisions to this agreement must be in writing and be executed in the same manner as this agreement. IN WITNESS WHEREOF the parties hereto have executed this Agreement on the day and date first written above in four(4) counterparts, each of which shall, without proof or accounting for the other counterparts, be deemed an original contract. ttast�\JJA�TY OLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY,FLOIDA '$y' 7 By. 29 6 Packet Pg. 329 C.7.i (SEAL) CONTRACTOR Attest: By: By: WITNESS �y Title: Title: WITNESSIL Title: MO OE COUNTY ATTORNEY A ROV D AS O A. YNTHIA L. LLo ASSISTANT COUNTY ATTORNEY Date 3 �C 0 cv e.s o � C) r*i w -� 71 -*�� 1'• to c� cz; 30 Packet Pg. 330 C.7.i NON-COLLUSION AFFIDAVIT I, nom,2.5 jE lGotrrejtt�,,W of the city of K2 L.a.r according to law on my oath, and under penalty of perjury, depose and say that: 1. I am A-0-s toi evil __ __of the firm of J&omme Awing t 6a c Ca f,f';, the bidder making the Proposal for the project described in the Notice for Calling for Bids for: D e W s e' 2. I executed the said proposal with full authority to do so. �s 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. S. 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. r_ 0 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 LO for said project. 2 a o `1 (Signature of Bidder) (Date) 0 00 STATE OF: W 12 i Z)R COUNTY OF: UY1n l,f QD E PERSONALLY APPEARED BEFORE ME,the undersigned authority, m provided as proof of identity, or O is personally known to me, and having been first sworn by me, affixed his/her signature in the space provided above on this day of i . 2007 CHRiSTINE G BULLOCK NOTARY PUBLIC Notary Public-State of Pbrida y ' WC0ffrr w8p6wJ'12,2007 y Commission Expires: oLai a Commission#DD222480 Bonded ByNational NotaryA4ssn. 34 Packet Pg. 331 C.7.i SWORN STATEMENT UNDER ORDINANCE NO. 10-1990 MONROE COUNTY, FLORIDA ETHICS CLAUSE _Z oma s _.F r ea rr re i`s c►i —T 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 �s County officer or employee. (Signature) !f'�riwlr t o n 7 W (Date) STATE OF _FW(zl J4 0 COUNTY OF V1 btuLO 0 PERSONALLY APPEARED BEFORE ME,the undersigned authority, Tim nrn A S . F 9lte L;-7rl S who, after first being sworn by me, afffxed(6�her signature (name of 0 individual signing) in the space provided above on this (Zttj day of MLOC-L-L - C �32 NOTARY PUBLIC My commission expires: (_�[Z� OMB—MCP FORM#4 CHMSTINE G BULLOCK 4•:Notary Public-Stale of Florida ' -MYCamrT"0nEPYes"12,2007 Commission#DD222480 ' Bonded BY Naflona!Notary Assn. 35 Packet Pg. 332 C.7.i DRUG-FREE WORKPLACE FORM The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that: r ct r6 ( 0411 (1 ION ki (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. g 0 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. 0 6. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of this section. U As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. I�C 1Ae / 2Oa rJ Bidder's Signature Date c� 36 Packet Pg. 333 C.7.i INSURANCE AGENT'S STATEMENT I have reviewed the above requirements with the bidder named below. The following deductibles apply to the corresponding policy. POLICY DEDUCTIBLES �s �s �s Liability policies are Occurrence Claims Made Insurance Agency Signature 0 BIDDERS STATEMENT I understand the insurance that will be mandatory if awarded the contract and will comply in full with all O the requirements. 0 Bidder Signature 00 cv 37 Packet Pg. 334 PUBLIC gNTITY 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 Zomcs F Ga r re sn►tl (Respondent's name) nor any Affiliate has been placed on the convicted vendor list within the last 36 months. (Signature) s 0 Date: !1? LO 1 O _ STATE F: FU 2 COUNTY OF: 6 N 0 U 00 Subscribe and sworn to (or affirmed) before me on M q Pc G t z- zoo-7 N (date) by yvr �+Q o (name of affiant).4She is Personally known to me or has produced�FL , L (type of identification) as identification. CHRISTINE G BULLOCK NOTARY PUBLIC Notary Public-State of Florida ry MYCarr *5knBpokw*Jun72.2007 ``� Bonded BCommission Nation.i°222 y As My Commission Expires: c c j °„.�'' r, 3s Packet Pg. 335 MAR-30-2007 12:32 GENTZLER & SMITH 717 741 4720 P.61/01 C.7.i "ixon+'Y�r i AC . CERTIFICATE OF LIABILITY INSURANCE o3/zo Wf rRooucER 53.6 a22-6810 FAX (516All-6564 TM CERTRFICATE O3 OMUND As A MATTER OF INFORMATION I'ri nce Assotd ales Inc. 0mLY AND CONI: NO RWW3 UPON THE CERTIFICATE 133 Broadway NHO LDDE L THIG OMRTIFICATE DON NCO R T AI ,EiETERD O Hicksville, NY U861 IN1UItE!!A AMORDpsi G011RRAOE HMO n01ma SURE AWML rAR9 MMM DC w/URENA: St. P�w Travelers In. Co. 213 Saint Thomas Awave mkftRt Mrtford Tmuraace Co. Key Largo. FL 11037 w.uxeRc: allk"D > e: THE POLICIES{OF INWRANCE UWM 311LOW HAVE KffX WK)ED TO THE WM=NAMED AdOVIii FOR THE POLICY Mp0INDICATED.NOTWITHSTANDWO ANY PAQUIREMFNT,TEW OR CONDITION OF ANY CONTRACT OR OYnER DOCUMENT WRH RESPECT TO WENCH TM CERTIFICATE ANY s[186M OR MAY PERTAIN.THE INSURANCE AFFORM RYTHT POLICW D63CRIDED HCFMI 13 3UNAICY TO ALL TIFIR TEMta.EXCLt SKMAND comon IDNB OF SUCH 10OLIG10,A0GRERAT9 LWM SHOIIMN AMY MAVE BEEN f1E WED NY PAID CLAIA[4. tn6Rm WW= 369=0 ►on GVVJtAL UAW" 166091460762COF06 1 200 04/01/Z003 EACM OCCURpEFICE 6 1,000. 771 CAANAf A/ADi OCCUI 6*0 E11A'4"�poop t ; 1 �$ A AMtONI1L i ACY NitURY S 1.000. GENSMLAGORftWX s Z.g00 I' IMULAGWWA7fUWNftW5PEN: rRaaucla.GOYI'!OrAOG s z,00d III rm"FIM I L AW ONOWS I.W u rf IZOEC M46S 04/01/2007 04/01/ZOot comm nau u T s x AW AUTO a1°�a•"I 1 000 AU,0W WG AUf" OODRY 64A RY E SCIM"iOuIED AiTTOm ��q i e MW40AYT% WOL YAilRr i Mol�ow!®wT00 Ip- 1F i WAGELMMJIY MMOILY-EAACNOUT i O ANY A M pyl1ER TFYW �►ACC i AUTO OIt.Y: AGO i I O EAC NSME NLLA LIAMAIY EACH OCCO SLO j OCCUR Cl"WM O OEDifCII % i RE'1lNigM ! i k � walllaNtcawMliAralAHo 1 93 04 03 1/ZOOT 04 01/ZD N' $ ANY IMOrRlf(MUMR lilw[ ILL EACH ACON"T S 0 Of>:1MgMwEMS�ER� i lw cnw.+IN-EA m++rLOYE s 1fs0 ft" M ~, �xaln rr e.L .wucr uwr s S 00 OTWM 04 f � spCaarnCw or OMe11AAorq 1 LOCATiONi IYaNCLES I elxLUilONi AOMb w aloaRuarellflaraxiAL PmCvl:�n { ,�, rtificate Holder is included as Additional TASUrtd with raprd to Animal Control and as agreed to Y a signed written a9mbomint/contract. ' 1- i two"WIC OF"M AM M ON CIMR MUMM K GANCKUP W"RE THE Nonrva County Hoard of Commission ela.wtnollaAtg,IleaoF.Tlm/#tltlQblaNliltIlR1.l104YIpRTOaAN Attn: Risk NMmger -.° +s+ * ► Tie>nsa�ceRn�ureslaLaeRNlwaomTllsL r, I100 SimmUn Street �ITFiMLutE�nEwLwcnwart�EauuLwrOi@raaeLNMITNXIo*>,MURfry j Room Z-2-611 OPwNYmet#oN7lite151JIMnVA>GEOicR7 xnlRl Key West, FL 33"0 Avarol�nNeweieM7xuMlr Crai rmsln ACORD 25 i24WM) OACrORD CORPORATION 1EER TOTAL P.01 Packet Pg. 336 4'h AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 4t" AMENDMENT TO AGREEMENT is entered into this 21st 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: 1. 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. 2. In all other respects, the remaining terms of the Agreement entered into on April 18, E 2007, as amended, and not inconsistent herewith, shall remain if full force and effect. < W X IN WITNESS WHEREOF, the parties have caused these presents to be executed in the W respective names. (SEAL) BOARD OF COUNTY COMMISSIONERS E Attest: DANNY L. KOLHAGE, CLERK OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk tvlayor/Chairman Date: CT - C)- E HUMANE ANIMAL CARE COALITION, INC. By: 4 President MONROE COUNTY ATTORNEY Date:-&,,�, APPROVED AS TO FORM: y7i 77 CHRISTINE V. LIMBE RT-BARROWS ASSISTA T CO NTY ATTORNEY Date Packet Pg. 337 C.7.k THIRD AMENDMENT TO CONTRACT BETWEEN HUMANE ANIMAL CARE COALITION INC. AND MONROE COUNTY DATED APRIL 18,2007 IL This Third Amendment to the agreement entered into on April 18, 2007 is entered into this a1V 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 W WHEREAS,the audit report of Humane Animal Care Coalition made findings and CD recommendations;and A 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 0 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: 7, 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 `d 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 1 Packet Pg. 338 C.7.k 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 IL 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 Us 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. 0 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; g (c) Evidence of annual election of Officers and Directors; (d) IRS Form 990 from most recent fiscal year for all organizations; X (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 III(A)(1)STAFF shall be amended by adding the following: 2 Packet Pg. 339 C.7.k 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: IL (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 W 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: 0 On a bi-weekly basis,Contractor shall provide the Director of Public Works or designee with copies of all o 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 U) approval is received from the Director of Public Works or designee. In the event of a manmade or r_ 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 an other vehicles in q y ( ) 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. 3 Packet Pg. 340 C.7.k 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 t� 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 2 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 0 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. x 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 Packet Pg. 341 C.7.k 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 �s 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. 0 In addition,the Contractor shall, at its expense, provide the County with an annual audit prepared by an U) 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 g 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: v 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: E Monroe County Administrator and Dent Pierce, Director and County Attorney 1100 Simonton Street Monroe County Public Works 111112`h St.,Suite 408 5 Packet Pg. 342 C.7.k Key West, FL 33040 1100 Simonton St., Rm. 2-231 PO Box 1026 Key West, FL 33040 Key West, FL 33041-1026 FOR CONTRACTOR: Thomas Garrettson, President 283 Saint Thomas Avenue Key Largo, FL 33037 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 W 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 ® ¢; eement as of the date first written above. 1 2s 9� 0 L. KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONkRS OF MONROE COUNTY, FLOIDA �• By: Deputy Clerk r. -7i _ �j) , - -� -I CONTRACTOR --o Attest: By: By: 2L.,A�' WITNESS Thomas Garrettson, President ofr",Hu e o Animal Care Coalition, Inc. Print Name: By: WITNESS N Print Name: /APPROVFD AS TO FORM: CHRISTINE M. LIMBERT-BARROWS ASSISTANT Cr")UNTY ATTORNEY Date _q 6 Packet Pg. 343 C.7.k A a� 0 EXHIBIT "G4" U) FORMS REQUIRED TO BE USED BY CONTRACTOR MONTHLY STATISTICAL REPORT FORM E U) cv CD Ir- Ir- CD cv 0 7 Packet Pg. 344 C.7.k , Inc. ANIMAL SHELTER DATA FOR MONTH OF: Other Animals DOCKS CATS how many what Animals Brought In: Animals Picked Up: C3 Animals Adopted: Animals Redeemed: Animals Transferred-: Animals Escaped: Animals Born at Shelter: Animals DOA: Animals Euthanlzed" "number sick,Injured,or dangerous A Animals on Hand 4- NOTES: 0 Service Calls: O Bite Reports 'List how many,type of animal and where animal was transferred Cruelty Cases: U) COUNTY FEES COLLECTED Failure to Spay/Neuter: Exemption License: License: Pick-Up U) Boarding: x Adoption Disposal: Euthanasia: Total County Fees Collected: _ - Other Fees Collected: cv Donations: REPORTED BY: Grants: cv Date Reported: Fundralsers: Other: $ - 8 Packet Pg. 345 C.7.k ATTACHMENT A Expense Reimbursement Requirements �s 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 a 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 0 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. X 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 Packet Pg. 346 C.7.k 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. �s 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. U) 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 U) 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 Packet Pg. 347 C.7.k 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 �s is not a reimbursable expense. �s 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. 0 U) U) X 0 11 Packet Pg. 348 C.7.k ATTACHMENT B ORGANIZATION LETTERHEAD Monroe County Board of County Commissioners Finance Department U 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 A 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 0 (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. U) x Executive Director Attachments (supporting documentation) cv Sworn to and subscribed before me this day of 200 by who is personally known to me. cv Notary Public Notary Stamp 12 Packet Pg. 349 C.7.1 2"d AMENDMENT TO AGREEMENT (Operation of the Key Largo Animal Shelter) THIS 2 d 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; �s now,therefore, �s 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 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 E -is c dames. o t BOARD OF COUNTY COMMISSIONERS KOLHAGE, CLERK OF MONROE COUNTY,FLORIDA `O r' "X' Cd L�Z By: C5 D1); erk 4&yorthairman �= •Q Date: MAY 1 9 2010 C7 Ln t - - lt1 � `- -Attel <�- HUMANE ANIMAL CARE COALITION, `1.4 INC. By: By: Secretary / President C4J.,v i" a C.+U 1191 1 iJ f—t `y :ov As47 P DrRO J. RCADO Packet Pg. 350 C.7.m 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 I' day of August 2007, to the Contract between Humane Animal Care Coalition, Inc. ("CONTRACTOR") and Monroe County ("COUNTY") dated April 18, 2007. FL �s WHEREAS, the Contract between CONTRACTOR and COUNTY was entered �s 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. E NOW THEREFORE, in consideration of the mutual promises and W 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: cu A "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 E 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), CONTRACTORLO 17 shall insure that a complete record is kept of the whereabouts of all animals. 00 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 Packet Pg. 351 2. The remaining terms of the Contract, not inconsistent herewith, shall remain in fail force and effect. IN WITNESS WHEREOF, the parties hereto have been executed this Agreement as of tl date first written above. Board of County Commissioners Of Monroe County �s `Attest: �/1 Danny L. Kohlage Clerk B jlz Mario Di G� rQ, May0o� Date: i1U1� 1 2 07 y,ClFrk Date: '' A 70 T E Witness to CONTRACTOR: CONTRACTOR: W Signature - g Signature t) 7.—�orlas F Garre , oaw Print Name Print Name Address: P e e tfftCC �� e Print title DATE:_ DATE: Zot It 3! 2 ao'7 MONROE COUNTY ATTORNEY � PPROVED AS TO ORM: NATILEENE W, CASSEL ASSISTANT CO NTY ATTORNEY Date t) era 00 CD iV C) L? C) t— Cat UM a �! » S, CZI O `" i Page 2 of 2 Packet Pg. 352