Agenda 05/14/2024 Item #16D 1 (Domestic Animal Services Division to continue participating in the Vetcove cash-back rebate program)05/14/2024
EXECUTIVE SUMMARY
Recommendation that the Board approve authorizing the Domestic Animal Services Division to continue
participating in the Vetcove cash-back (rebate program).
OBJECTIVE: To continue to participate in the Vetcove cash-back program, in the form of receiving checks for
cash-back amounts, to help increase the Domestic Animal Services (DAS) revenue and reduce reliance on the
general fund.
CONSIDERATIONS: Vetcove is a website that works directly with product manufacturers to obtain medications
and animal care items. DAS uses this vendor to obtain quotes for medications and animal care items needed for the
treatment and care of animals in DAS custody or recently adopted animals. The website provides one location to
obtain multiple quotes to ensure the best price for the County on the medications or animal care products. Once the
lowest vendor price is identified the purchase is then completed with that vendor through this website, with
Vetcove as the intermediary, but they do not receive payments from the County since they are not the vendor and
are only used as a pass-through.
By using Vetcove DAS is able to obtain special pricing, promotional deals, discounts rebates, cash-back, etc. on
products that are consistently used for animal care. There is no limit on the amount of cash -back rewards that can
be obtained and the amount of cash-back per product varies. Additionally, the items are not typically able to be
directly purchased through the manufacturers, so this is one of the main methods used for purchase. Vetcove is a
pass-through website and not the vendor that is used for the purchases. The vendors that the County uses are synced
to the website to consolidate them all into one place, obtain benefits for the consolidation, and make it easier to
obtain quotes for multiple vendors.
DAS has been participating in this program for approximately three to four (3-4) years. In the past, DAS has not
received a high cash-back amount as the program was not as robust as it is now; however, currently, the balance in
the account is approximately $2,000. It is anticipated that the amount will fluctuate, but as medications are
purchased a few thousand dollars could be obtained annually. It is unknown for the exact amount that has been
available over past years or how it was received by the County. This item is to correct the method going forward
and implement proper controls to the program.
When participating in the cash-back program, as purchases are completed the cash-back box is checked prior to
completing the purchase. Then the “cash-back” balance for the account is maintained as a running total of available
cash-back funds. The use of “claim Vetcove rewards” (cash-back) is limited to the user's permission to provide
controls over who is able to use these funds. Additionally, controls are in place to ensure that the checks are issued
directly to the Collier County Board of County Commissioners (Board), rather than an individual. When these
checks are received then the funds will be recognized in the DAS revenue accounts.
The cash-back program provides options to obtain gift cards or a check for the funds that have been earned. There
is a nominal processing fee of $1 (subject to increases with inflation over time) that is charged when checks are
requested for redeeming the cash. To ensure proper controls, gift cards will not be allowed to be redeemed as part
of this program.
If participation in this program is approved, then the only option that will be allowed or used for redemption of the
cash-back rewards will be checks to ensure the funds are deposited into the DAS budget to help offset general fund
costs.
FISCAL IMPACT: The cash-back funds in the amount of approximately $2,000 will be requested from Vetcove
and deposited in the General Fund (0001) in Cost Center 155410.
GROWTH MANAGEMENT IMPACT: There is no Growth Management impact associated with this action.
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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: That the Board authorize the Domestic Animal Services Division to continue
participating in the Vetcove cash-back rebate program.
Prepared By: Megan Gaillard, Division Director, Corporate Compliance and Continuous Improvement Division
ATTACHMENT(S)
1. Vetcove Cash Back Options (PDF)
2. Vetcove Terms and Conditions (PDF)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.1
Doc ID: 27666
Item Summary: Recommendation that the Board authorize the Domestic Animal Services Division to continue
participating in the Vetcove cash-back rebate program.
Meeting Date: 05/14/2024
Prepared by:
Title: Manager Corp Compliance and Continuous Improvement – Corporate Compliance and Continuous
Improvement
Name: Megan Gaillard
01/05/2024 7:33 PM
Submitted by:
Title: – Domestic Animal Services
Name: Marcy Perry
01/05/2024 7:33 PM
Approved By:
Review:
Procurement Services Francheska Correa Level 1 Purchasing Gatekeeper Completed 04/18/2024 12:42 PM
Domestic Animal Services Marcy Perry Division Director Completed 04/18/2024 1:39 PM
Operations & Veteran Services Jeff Weir OVS Director Review Completed 04/22/2024 2:53 PM
Public Services Department Todd Henry Level 1 Department Review Completed 04/22/2024 3:45 PM
Public Services Department Todd Henry Additional Reviewer Completed 04/23/2024 7:28 AM
Procurement Services Sandra Srnka Procurement Director Review Completed 04/24/2024 11:26 AM
Public Services Department Geoffrey Willig PSD Department Head Review Skipped 05/01/2024 12:43 PM
Corporate Compliance and Continuous Improvement Megan Gaillard Additional Reviewer Completed
05/01/2024 12:47 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 05/01/2024 1:55 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 05/01/2024 3:28 PM
Office of Management and Budget Blanca Aquino Luque OMB Reviewer Completed 05/02/2024 9:12 AM
County Manager's Office Dan Rodriguez Level 4 County Manager Review Completed 05/06/2024 11:27 AM
Board of County Commissioners Geoffrey Willig Meeting Pending 05/14/2024 9:00 AM
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Packet Pg. 1147 Attachment: Vetcove Cash Back Options (27666 : DAS Vetcove Rebate Program)
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