Agenda 05/10/2022 Item #16D 6 (Expenditures for Off-Site Veterinary Services for DAS)16.D.6
05/10/2022
EXECUTIVE SUMMARY
Recommendation to approve expenditures on exemptions to the formal competitive process for up
to $500,000 for off -site veterinary medical services.
OBJECTIVE: To approve expenditures on the existing waiver of the formal competitive process for up
to $500,000 to enable Domestic Animal Services (DAS) to continue to purchase lifesaving emergency
veterinary services, spay/neuter services, and other veterinary medical services on an as -needed basis.
CONSIDERATIONS: On June 12, 2018, the Board of County Commissioners (Board) approved a
Waiver of Competitive process: Agenda Item #16D14. The Agenda Item provides for the care and
treatment of animals when the Shelter Veterinarian is not available or does not possess the necessary
equipment to diagnose, treat, or perform vital lifesaving measures or surgery. At the time of its approval,
the estimated annual cost for the services was $250,000.
Since the approval of the waiver of the formal competitive process in 2018, there have been significant
cost increases for veterinary services and supplies. These cost increases have coincided with recent labor
market volatility. DAS like many County divisions and local employers has experienced staffing turnover
during the past year. DAS is currently operating without a full-time veterinarian on staff. Since the
position vacated earlier this year, staff has been actively attempting to fill the vacant veterinarian position.
Staff has also sought out volunteer veterinarian help in the interim and has worked with community
partners to achieve the greatest public value.
DAS is entrusted with the appropriate medical care for all animals collected as strays or surrendered to
the shelter. Staff has been coordinating with local veterinarian service providers to provide legally
required services, while also containing costs. The increase in demand for outsourced veterinarian service
for spay/neuter, fractures, disease, neglect, and a host of other maladies has increased substantially. DAS
is presented daily with a high volume of significant or severe injuries needing immediate and often rather
expensive medical attention and treatment, as well as animals requiring routine medical care. To sustain
needed services, as of April 1, 2022, DAS had expended $107,519.52 from the Domestic Animal Services
Trust Fund (180), Animal Care Sterilization Trust Fund (610), and General Fund (001) on veterinarian
services, and as expected, expenses are continuing to be incurred daily.
Approval of this item provides the continued ability to purchase these services on an as -needed basis, and
ensure DAS's ability to deliver on its mission to return strays to its owners and promote the adoption of
homeless animals to new families. Animals will continue to receive the routine or significant medical
attention required.
FISCAL IMPACT: The estimated annual costs for these services is expected to reach between $350,000
and $500,000. The veterinary expenses are currently being paid using funds from the Domestic Animal
Services Trust Fund (180), Animal Care Sterilization Trust Fund (610), and General Fund (001). The
annual cost will decrease significantly as soon as suitable shelter veterinarians can be hired to fill
vacancies. The multiple exemptions from local veterinarians will be valid through FY2025.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this
action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality and requires majority vote for approval. -JAK
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16.D.6
RECOMMENDATION: To approve and authorize the Chairman to approve expenditures on the current
exemptions from the formal competitive process for off -site veterinary services for up to $500,000.
Prepared By: Jeffrey Newman, Financial and Operational Support Manager, Operations and Veteran
Services Division
ATTACHMENT(S)
1. Agenda 06_12_2018 Item #16D14 (PDF)
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16.D.6
05/10/2022
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.6
Doe ID: 21837
Item Summary: Recommendation to approve expenditures on exemptions to the formal
competitive process for up to $500,000 for off -site veterinary medical services.
Meeting Date: 05/10/2022
Prepared by:
Title: — Operations & Veteran Services
Name: Jeff Newman
04/01/2022 1:18 PM
Submitted by:
Title: Division Director - Ops Support — Operations & Veteran Services
Name: Kimberley Grant
04/01/2022 1:18 PM
Approved By:
Review:
Procurement Services
Ana Reynoso
Level 1 Purchasing Gatekeeper
Procurement Services
Catherine Bigelow
Additional Reviewer
Domestic Animal Services
Marcy Perry
Additional Reviewer
Operations & Veteran Services
Kimberley Grant
Additional Reviewer
Procurement Services
Sandra Herrera
Additional Reviewer
Public Services Department
Todd Henry
PSD Level 1 Reviewer
County Attorney's Office
Jeffrey A. Klatzkow
Level 2 Attorney Review
Public Services Department
Tanya Williams
PSD Department Head Review
Office of Management and Budget
Debra Windsor
Level 3 OMB Gatekeeper Review
County Attorney's Office
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Growth Management Operations Support
Christopher Johnson
County Manager's Office
Dan Rodriguez
Level 4 County Manager Review
Board of County Commissioners
Geoffrey Willig
Meeting Pending
Completed 04/05/2022 3:26 PM
Completed 04/06/2022 7:23 AM
Completed 04/12/2022 11:25 AM
Completed 04/13/2022 2:32 PM
Completed 04/14/2022 11:34 AM
Completed 04/14/2022 4:08 PM
Completed 04/15/2022 9:55 AM
Completed 04/18/2022 11:52 AM
Completed 04/18/2022 11:58 AM
Completed 04/19/2022 1:10 PM
Additional Reviewer Completed
Completed 05/04/2022 7:55 AM
05/10/2022 9:00 AM
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16.D.6.a
06/12/2018
EXECUTIVE SUMMARY
Recommendation to Waive the formal competitive process to purchase off -site veterinary medical
services.
OBJECTIVE: To enable the Domestic Animal Services (DAS) Division to purchase lifesaving
emergency veterinary services, spay/neuter services, and other veterinary medical services on an as -
needed basis.
CONSIDERATIONS: The purpose of these purchases is to care for and treat animals when the Shelter
Veterinarian is not available or does not possess the necessary equipment to diagnose, treat, or perform
vital lifesaving measures or surgery.
Animals may be the property of DAS, or they may be ill, or injured, stray animals that are picked up in
the field by Animal Control Officers. Animal Control Officers work around the clock and often pick up
animals after hours that have been hit by a car, or otherwise injured, and constitute a medical emergency.
These animals need to be examined by a licensed Veterinarian in order to determine the severity of their
injuries, administer pain medication if required, determine if humane euthanasia is necessary, and
medically stabilize the animal until the Shelter Veterinarian is able to take over the care and treatment.
Without the examination and treatment of these animals outside of regular business hours, the animals
would be left to suffer and possibly expire.
DAS does not possess the requisite equipment for radiographs or specialized treatments and procedures,
such as orthopedic surgeries, and must send animals to outside veterinary clinics for these diagnostics and
procedures when medically necessary. In addition, state law requires that all animals adopted from the
shelter be spayed or neutered and have a current rabies vaccine prior to leaving the shelter. It is
sometimes necessary to employ the services of outside veterinary clinics or on -site Relief Veterinarians to
administer these vaccines and perform these surgeries when the Shelter Veterinarian is on leave and not
available to do so.
On two separate occasions, the Procurement Services Division made attempts to solicit for both specialty
veterinary services and veterinary medications and supplies. Once on October 17, 2017, the Procurement
Services Division released notices of Request for Proposal No. 17-7215 to 384 vendors for Veterinary
Specialists. Three (3) bid packages were downloaded, and no offers were received on November 16,
2017. Then again on January 23, 2018, the Procurement Services Division released notices of Invitation
to Bid No. 18-7272 to 1,664 vendors for Veterinary Medications and Supplies. Thirty-one (31) bid
packages were downloaded, and no offers were received on February 23, 2018. A list of providers
recommended by DAS was also contacted with no outcome.
Cost is only one consideration when purchasing these services; skill, medical specialty, availability, and
geographic proximity are all important factors in determining what is in the best interest of the animal,
particularly during a medical emergency. DAS uses the services of a variety of emergency pet hospitals,
local veterinary clinics, and on -site Relief Veterinarians to ensure that all medical cases are treated, and
required surgeries are performed in a timely manner. DAS will continue to reach out to various clinics for
these services based on the needs of each case and the availability of the various providers.
Without the ability to purchase these services on an as -needed basis, there would be an immediate impact
on DAS' ability to deliver on its mission to return strays to their owners and promote the adoption of
homeless animals to new families. Animals could not be vaccinated against rabies or sterilized and
therefore would be forced to remain at the shelter; injured or ill animals would be left to suffer,
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16.D.6.a
06/12/2018
undiagnosed and untreated, until the Shelter Veterinarian returns to duty.
FISCAL IMPACT: The estimated annual costs for these services are $250,000 and are paid for using
funds from the Domestic Animal Services Trust Fund and the Animal Care Sterilization Trust Fund. This
action will result in no Fiscal impact to the General Fund, and no additional increase in fees is required.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact.
LEGAL CONSIDERATIONS: This Item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: To authorize an exemption from the competitive process to DAS for the
purchase of off -site veterinary services.
Prepared By: Darcy Andrade, Director, Domestic Animal Services Division
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16.D.6.a
06/12/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.13.14
Doe ID: 5733
Item Summary: Recommendation to Waive the formal competitive process to purchase off -site
veterinary medical services.
Meeting Date: 06/12/2018
Prepared by:
Title: Administrative Assistant — Domestic Animal Services
Name: Kellie Carroll
05/21/2018 10:34 AM
Submitted by:
Title: Division Director - Domestic Animal Svc — Domestic Animal Services
Name: Darcy Andrade
05/21/2018 10:34 AM
Approved By:
Review:
Operations & Veteran Services
Procurement Services
Procurement Services
Procurement Services
Procurement Services
Domestic Animal Services
Public Services Department
Public Services Department
Procurement Services
County Attorney's Office
Office of Management and Budget
Budget and Management Office
County Manager's Office
Board of County Commissioners
Sean Callahan
Additional Reviewer
Viviana Giarimoustas Additional Reviewer
Ted Coyman
Additional Reviewer
Catherine Bigelow
Additional Reviewer
Sara Schneeberger Additional Reviewer
Darcy Andrade
Additional Reviewer
Todd Henry
Level 1 Division Reviewer
Steve Carvell
Level 2 Division Administrator Review
Opal Vann
Level 1 Purchasing Gatekeeper
Jeffrey A. Klatzkow
Level 3 County Attorney's Office Review
Valerie Fleming
Level 3 OMB Gatekeeper Review
Ed Finn
Additional Reviewer
Nick Casalanguida
Level 4 County Manager Review
MaryJo Brock
Meeting Pending
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05/25/2018 9:54 AM
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05/30/2018 9:46 AM
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Completed 06/03/2018 8:49 PM
06/12/2018 9:00 AM
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