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HomeMy WebLinkAboutRES 049 Draft 03 2000-2002 COUNTY OF HAWA~`I STATE OF HAWAII RESOLUTION NO. 49 Os. (Draft 3) A RESOLUTION TO AUTHORIZE AN INDEPENDENT EVALUATION OF THE ANIMAL CONTROL PROGRAM OF THE COUNTY OF HAWAII WHEREAS, Hawaii County Council Resolution No 126-99 adopted on September 9, 1999 requested that the Office of the Legislative Auditor perform a special study of the status of animal control in the County of Hawaii, and WHEREAS, Communication No 396 032 dated November 13, 2000 from Legislative Audtor Constance R Kiriu to council members transmitted a document titled Specral Study on the Status ofAnrmal Control rn Hawar'r County, and WHEREAS, the Specral Study concluded "In recent years, the County's `arm's-length' approach to animal control has placed the Hawaii Island Humane Society in a position of providing services to the public while receiving little direction from the County"; and WHEREAS, the Specral Study acknowledged that the Office of the Legislative Auditor "is not equipped with the technical knowledge or animal expertise necessary to conduct an evaluation of animal shelter operations and facilities and its management and administration"; and WHEREAS, the Specral Study recommended that "the Council should immediately procure a contractor with expertise in the field of animal service assessment to evaluate the performance of the Hawaii Island Humane Society (HIHS)" and WHEREAS, the Council is also desirous of procuring a contractor that would evaluate the animal control program of the County of Hawaii of which the Hawaii Island Humane Society rs an integral part, and WHEREAS, the Council of the County of Hawaii seeks independent and professional assessment, consultation and recommendations to guide its policy-making relating to (1) the structure and framework of the County of Hawai`i's animal control program, (2) proper administration and oversight of the County's animal control contract, (3) revision of Chapter 4, Hawaii County Code, (4) overall adequacy of funding for animal control services, (5) the suitability of maintaining one contractor to serve the enure County of Hawaii, and (6) the performance of the Hawaii Island Humane Society in the areas of (a) organizational structure, (b) deployment of resources, including enforcement duties and response to animal nuisance complaints, (c) scheduling and coverage regmrements, (d) field operations, (e) training, (f) court preparation and appearances, (g) office automation, (h) shelter operations, (i) community relations and volunteer programs, and Q) analysis of the HIHS mission statement, and WHEREAS, the Specral Study identified at least two national animal welfare organizations-the Humane Society of the United States and the National Animal Control Association--capable of performing a technical performance review of an animal humane society provider, as well as providing recommendations relating to a municipal animal control ordinance and municipal administration of an animal control program at reasonable cost and in a timely manner, and WHEREAS, findings and recommendations pursuant to an independent evaluation may assist the Council in drafting a subsequent revision of Chapter 4, Hawaii County Code, provide the Finance Department with technical information to guide its animal control contract oversight, and provide feedback to the HIHS for immediate and future courses of action and service delivery. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that it authorizes the expenditure of up to $12,000 from the Council/Clerk's Miscellaneous Contractual Services Account No. 010-101-5101.02-115 for the purpose of funding an independent evaluation of the animal control program of the County of Hawaii, to include a technical performance review of the services, shelter operations and administration of the County's present contractor, the Hawaii Island Humane Society. BE IT FURTHER RESOLVED that the Council authorizes the Legislative Auditor and the Department of Finance to immediately proceed with the procurement of an independent contractor to perform an evaluation in accordance with the provisions and specifications outlined in the attached Exhibit A, Request for Proposals for Professional Independent Evaluation of the Animal Control Program of The County of Hawai `i. BE IT FURTHER RESOLVED that the Legislative Auditor is requested to serve as liaison and facilitator between the Council and the contractor throughout the evaluation process. BE IT FURTHER RESOLVED that the Department of Finance, Police Department, Corporation Counsel, Prosecuting Attorney, and the Hawaii Island Humane Society are requested to lend their full cooperation and assistance to the contractor during the authorized evaluation. BE IT FURTHER RESOLVED that the Clerk of the County of Hawaii transmit copies of this resolution to the Honorable Harry Kim, Finance Director, Police Chief, Corporation Counsel, Prosecuting Attorney, Legislative Auditor, and the Executive Director of the Hawaii Island Humane Society. Dated at Hilo, Hawaii, this 9th day of March. 2001 INT~R/O~~DUCED BY~~ COUNCIL MBER, COUNTY OF HAWAII COUNTY COUNCIL ROLL CALL VOTE County of Hawaii AYES NOES ABS EX Hilo, Hawaii ARAKAKI X CHUNG I hereby certify that the foregoing RESOLUTION was by ELARIONOFF X The vote indicated to the right hereof adopted by the COUNCIL of the 1ACOBSON County of Hawaii on March 9, 2001 R LEITHEAD-TODD PIStCCH10 g ATTEST: SAFAR[K X TYLER g YAGONG Reference: C-114.5/P-Council '~"Gt 49 01 COUNTY CLERK CHAIRMAN & PRESIDING OFFICER RESOLUTION NO. (Draft 3) AL KONISHI DONALD IKEDA County Clerk Deputy County Clerk CONSTANCE R. K[RIU Legislative Auditor Telephone (808)961-8388 Facsimile (808) 961-8572 OFFICE OF THE COUNTY CLERK County of Hawai ~ Hawai ~ County Buildrng 25 Aupuru Street Hilo, Hawai ~ 96720 REQUEST FOR PROPOSALS FOR PROFESSIONAL INDEPENDENT EVALUATION OF THE ANIMAL CONTROL PROGRAM OF THE COUNTY OF HAWAII HAWAII COUNTY COUNCIL OFFICE OF THE COUNTY CLERK LEGISLATIVE AUDITOR'S OFFICE, ROOM 208 25 AUPUNI STREET HILO, HAWAII 98720 Tel: (808) 981-8388 Fax: (808) 981-8572 EXHIBIT A HAWAII COUNTY COUNCIL REQUEST FOR INDEPENDENT EVALUATION PROPOSALS 1 INTRODUCTION A Generallnforination The Council of the County of Hawaz't, pursuant to adoption of Resolution No ,finds that tt is to the public interest to contract the sernces of an established atumal welfare organt~ation to conduct an independent evaluation of the anunal control program of the County of Hawaz't The evaluation with recommendations is intended to provide (1) An assessment of the structure and framework of the County of Hawaz't's animal control program and the adequacy of animal control enforcement provisions performed by the present contractor, to include an evaluation of interagency coordmaoon between the Hawaz`~ Island Humane Society and the Hawaz't County Police Department, Prosecutor's Office, and Corporation Counsel's Office, (2) An assessment of the present administration and oversight of the County's anunal control contract by the Department of Finance, to include recommendations for contractual performance, goals and objectives, and standards of compliance subject to agreement by humane society providers and the County of Hawaz'~, (3) An analysis of Chapter 4, Hawaz't Counri Code, to include recommendations for a revised animal control ordinance, (4) An assessment of the overall adequacy of funding for animal control services and the recommended county appropriation for animal control services, (S) An assessment of the suitability of mazntazmng one contractor to serve the enure County of Hawaz`t (6) An expert, technical assessment of the animal sheltering and atttmal control operations presently funded by the County of Hawaz't B Contract Engagement Term, Execution The Council anuopates and prefers that the agreement entered into, as authorized by Counal resolution, will not exceed four (4) months C Rights, Reservations and Constderaaons The County reserves the right to investigate the experience and records of each proposer, and to requee further information from any proposer The County shall be the sole judge of the facts as to the reliability of the proposer Should the proposer fazl to meet the qualifications stated herein or fazl to subtrut additional mformauon requested by the County, the County may refuse to accept or consider any proposal submitted by such proposer There is no expressed or unplted obligation for the County of Hawaz't to reunburse responding fvms or organizations for any expenses incurred in preparing proposals to response to this request Such costs should not be included m the proposal llnless othervvise expressly provided to the contract, all provisions of these spenficauons and instructions shall be considered to be part of the contract entered into by the County and the Contractor The "General Terms and Conditions for Goods and Services," incluchng exhibits of appropriate contract and bond documents, dated July 1, 1994, shall be a part of any contract entered Into as a result of ilia proposal All proposers are responsible to be faznihar with thex general terms and conditions, a copy of which is on file at the Purchasmg Ihvision and will be made avazlable to any mterested person upon request at no charge Where any conflict might appear, the specilications shall have precedence over the General Terms and Conditions The County shall have the right to suspend performance of the services under the agreement or terminate the agreement m whole or in part at any time by vvntten notice to the Contractor with good cause It is understood and agreed that any services to be provtded in accordance with the terms of ilia agreement may be terminated immediately, in whole or in part, upon a findmg by the County that these services must be provtded by public employees, pursuant to Ctnl Service Laws or that such services vnll be discontinued It is further understood that, should such a finding be made, the County will not be liable under the agree- ment for any resultviq damages, and such a termination will not be considered a breach of the agreement D Contact Person, Questions and Clanfications Deadbne, RFP Deadline Questions or clarifications about the Request for Proposals may be directed m vvritmg to Constance R Kuiu, Legislative Auditor, Haw•azi County Building, 25 Aupum Street, Hilo, HI 96720 at Tel 808 961- 8388,Fax 808-961-8x72 An unbound onginal proposal and four (4) additional copies shall be mailed or delivered to Council Chazr James Y Arakalu, c/o Purchasing Division, Room 118, Hawaz'i County Building, 25 Aupuni Street, Htlo, HI 96720 The proposal must be received by the Purc}iasmg Dtviuon no later than 4 00 p m on Fnday, March 30, 2001 II SCOPE OF SERVICE A Defwtions "CONTRACTOR" shall mean the person, company, or nonprofit orgamzation awarded the work "COUNTY" shall mean the County Council of the County of Hawaz'i B Form, Content and Disinbution of Fvial Report The Contractor's final written report shall be addressed to the "Chou and Members of the County Counal, County of Hawaii, Hilo, Hawaz'i," and shall contain the following parts 1 Title of report The title of the report shall be as follows "Independent Evaluation of the Animal Control Program of the County Of Hawaz'i " 2 A foreword, to include a summary description of nationally established and acQedited protocols and standards of ammo] control shelters and the organization of mtmiapal animal control programs 3 .A table of contents 4 An introduction consisting of a statement of the purpose of the report, a brief description of the scope of the evaluation conducted by the Contractor, and an outline of the organization of the material in the report 5 The report shall present detailed findings and recommendations relating to each of the areas speafied to the "Speaficanons" below 2 6 Prior [o submittal of the final written report to the County, the Contractor shall submit its report to the following parties for renew and written response (a) Executive Director, Hawaii Island Humane Soaety, (b) Hawaii County Finance Department, (c) Hawa'i County Police Department, (d) Prosecutor's Office, (e) OIAce of the Corporation Counsel The written responses of all the aforementioned parties shall be included in the Contractor's final report submitted to the County The Contractor shall deliver an unbound original and two (2) copies of the complete evaluation report to the I.egislauve Auditor no later than Friday, July 27, 2001 C Spealicauons The Contractor, as an independent contractor, shall perform and carry out in a satisfactory and proper manner, as reasonably determined by the County, all work regtured to conduct a thorough evaluation of the anunal control program of the County of Hawaii, to include a site assessment of the three animal shelters operated by the Hawaii Island Humane Society and its management and admwstrauon The work shall commence upon award of the agreement and shall be completed in wntten report form not later than June 22, 2001 Services to be provided shall include, but not be limited to, the following 1 The Contractor shall produce a detailed, written report addressing the following areas for evaluation and recommendations to the County as enumerated below (a) Structure and framework of the County of Hawai'i's animal control program, to include comments and recommendations for clear designation of animal control responsibilities among relevant County departments and coordination of sernces with a contracted humane soaety (b) Assessment of the administration and oversight of the County's anunal control contract by the Department of Finance, to include recommendations for contract standards for sernce delivery and measurements and reporting protocols to assure contract compliance, (c) Assessment of Chap[er 4, Hawaz'i County Code, to include recommendations for amendments of the County's anunal control ordinance deemed appropriate based upon assessment of the scope of animal control services required by the County of Hawaii and its auzens and knowledge of successful anunal control programs m other counties and muniapalmes (d) Assessment of the adequacy of County funding for anunal control sernces, to include recommended funding levels to address the msts of shelter operations, spay/neuter sernces, anunal control enforcement functions, and recommended licensing fees for pet owners and breeders (e) Assessment of the swtabibty of maintaining one contractor to serve the enure Island of Hawaii versus two or more convactors sernng distinct island districts, (E] Assessment of the current sernce delivery of the Hawaii Island Humane Socety in the areas enumerated below i Orgacuutronal Structiu•e and Flierarchy as it Pertains to Aiumal Control Arnnues • Governing board • Contractual obligations under County contract • Standard operating procedures for animal control operations • Staff sham of command and supernsion • Job descriptions • Recruitment, selection and career development 3 • Procedures for personnel evaluation NOTE The Contractor shall be prohubtted from accessing personnel documents protected by confidentiahty~ • Stall vacancies and attrition • Grievance procedures and Employee Assistance Program ¦ Fiscal procedures current, valid, written u Deployment of Resources and Suggested Productivity Improvements • Geographical service areas supported by HIHS shelters ¦ Terms of leased fanbties • Shelter construction and materials used • Use of space and storage, including public access areas • Security • Egwpment inventory • Suggested productivity unprovements m Scheduling and Coverage Regwrements • Hours of operation • Analyses of public use and convenience • Staff coverage • On-call procedures • Animal intake procedures • Emergency procedures iv Field Operations • Vehucles type, appearance, identification • Communications radios, dispatch and procedures • Field equipment capture and safety • Calls For field services • Response to public complaints/barking dogs • Intervention and mediation pohcaes and practices • Record keeping in the field • Procedures for handling dangerous, wild or stray livest«k • Dog brie im•esugauons • Procedures for handling dangerous dogs • Procedures for handling wild animal problems ¦ Tracking of lostanvnals • Handling of animal cruelty/neglect complaints • Dead animal pick-up operations and pr«edures • Patrol schedules and dupes • Animal yapping equipment and procedures • Coordination with the Hawaii County Pobce Deparunent v Officers' and Supernsors' Training • External and in-service training provided to stall and volunteers • Certification of professional standards • Board training vi Court Prepuauon and Appearances ¦ Investigative problems encountered • Method of preparation and documentation of court appearance 4 • Legal training provided by County of Hawaz't Corporation Counsel and Prosecuting Attorney's Office • Coordination month Hawaii County Police Department • Polices and procedures for tssuantt of atations • Enforcement and investigative procedures vu Office Automation • Data collection of impounded, clazmed, adopted and euthamzed anunals • Record accountabd~ty • Computer eginpment and networlang • Bookkeeping and internal audit procedures r<ti Shelter Operations • Euthanasia methods, safety and humaneness • Adoptions counseling, procedures, public promotion, appropriateness and legality of the HIHS' poltry relating to adoption of dogs by hunters • Spay/neuter budget, program promotion and public education, including spay/neuter "techntaan" services to supplement veterinary services • Disease conVOl • Samtaaon • Av exchange • Adequacy of animal housing, kennel and animal holding areas • Food storage and feeding schedules • Ltcenazng of adopted pets • Cat identification program • Fee collection • CPR trazmng, hazardous materials, DEA-scheduled drug mazntenance • Analysts of decibel levels m animal housing areas tx Effectiveness of Commumty Relations and Volunteer Programs ¦ Public education programs ¦ Pet training programs • Fundrazstng • Public relations • OuVeach • Interagency relationslvps, including the Hawaz't County Police Department • Volunteer assignments, supervision, trazntng and morale x Analyazs of the Mtsmon Statement of the Hawaz't Island Humane Soaety 2 The Contractor shall notify the County Legislative Auditor to writing of any stgruficant defiaency to internal control or unusual financial transactions or practices tmmedtately upon discovery during the course of the evaluation 3 Reportable conditions encountered by the Contractor, including disagreement vnth the management of the Hawaii Island Humane Sonety or dtfHcvlaes encountered to performing the evaluation, shall be reported to a separate letter to the County Legislative Auditor 5 Iil CONSULTATION ON REPORT FINDINGS AND RECOMMENDATIONS Subsequent to completion of the work required, the Contractor shall, as part of the contract, be avazlable for a telephone conference call with the Counal's Committee on Fcoance to d1SCU95 the fcodings and recommendations contained in the evaluation and to answer questions perWrung thereto IV BUDGET LIMITATIONS AND TIME REQUIREMENTS A Budget Lvnitations 1 The total sum to be allocated for conducting the codependent evaluation of the Hawaz'i Island Humane Society shall be limited to the extent of funds appropriated for tjus purpose and the continued avazlability of such funds during the courx of the project T•he annapated cost of the performance evaluation is between f5000-f 8,000, plus travel expenses 2 The method of payment for sernces provided by the Contractor, whether m lump sum or co increments, shall be agreed to mutually by the Contractor and the County Should progress or incremental payments be agreed upon as the method of payment, the following conditions shall apply a The amount of each progress payment shall be subject to agreement b In no event shall a final payment be made except upon the delnery of a (coal report acceptable to the County Counal c The County reserves the right to determine and prescribe such other conditions as are appropriate under which progress payments shall be allowed B Tune Regturements The timetable for issuance of the foul report shall be established by the Lcgislauve Auditor The timenble may be modified upon justifiable reasons submitted in writuig by the Contractor and upon finding that such modifications will not jeopardize the successful completion and submittal of the evaluation report antiapated m July, 2001 V ASSISTANCE PROVIDED TO THE CONTRACTOR AND REPORT PREPARATION A Upon award of the contract, the Legislative Auditor immediately shall ftumsh copies of the following documents to the Contract or Eor its review and reference • Spena/ Study on the Status ofAntma/ Control m the County of Hawaii A Report to the Ha war i County Council, Octobcr1AG10 • Chapter 4, IYa wail County Codc • Current fiscal year Hawaii County conVact vnth the Hawaz'i Island Humane Society • 1999 Annual Report, Hawaz'i Island Humane Socety B Worlung papers and documents reviewed by the Legislative Auditor to conduct the Spena/ Study will also be made available to the contractor at the request of the Contractor C Immediately following the contras award, the Legislative Auditor will fanlitate the scheduling of a site visihuon by the Contractor to the Hawaz'i Island Humane Socety and appropriate internews with the County Finance Department, Police Department, Corporation Counsel, Prosecuting Attorney's OfAce, and a progress conference with the Legislative Auditor 6 D During «s stte vtsttation to antmal control faahties and county offices on the Island of Hawu't, the County vnll provide the Contractor avtth reasonable access to telephone hoes, photocopying, and facsuntle egwpment E A designated staff member of the Office of the Legislative Auditor will accompany the Contractor team during its site visitations on the Island of Hawaz'i VI ADDfI'IONAL TERMS AND CONDITIONS A As national animal welfare organizations mazntam headquarters outside the State of Hawaz't, the County of Hawaz't antinpates that the Contractor's place of busmess is on the U S maznland Acmrdutgly, the Contractor shall conduct its site visitation and mspearon of the three shelter Faahties mazntamed by the Haw•at't Island Humane Society for a period of at least six (6) worlang days, to include a Saturday for purposes of observing public use of a shelter Fac~hty and us staff operations B The Contractor shall submit its bid for costs for travel to and from the U S maznland not to exceed the foflowtng budget 1 R/T aufare at coach class rate for no more than two (2) evaluation team members 2 Hotel accommodations for not more than seven days w Hawaz't not to exceed 5120/day per evaluation team member, including hotel room tax 3 Rental car and gas/oil expenses not to exceed S50/day for seven days on the Island of Hawaz't 4 Per diem for meals and miscellaneous expenses not to exceed S50/day for each evaluation team member 5 Expenses for taxi to/from home or place of busmess to azrport not to exceed S50 per evaluation team member C QUALIFICATIONS The Contractor 1 Must provide written documentation to show that the propoxr has experience m furtttsfung written technical and on-site evaluations of atmal control/welfare agenaes Such docwnentanon should include four (4) copies of actual reports prepared For at least two muntapal or county lurtsdtcnons during the last two years, and 2 Must provide references from no less than three muniopal or county lurtsdtctions of satisfactory performance of a contracted performance evaluation of an animal control program during the last two years D Factors for rating of proposals received by the Counh' of Hawaz't, m order of unportance, are as follows 1 Qualifcauons and experience w the operation and accepted protocols of animal shelter/welfare and experience m providing evaluative reporting to counties and/or muniapalmes funding animal control programs = 4i points 2 Speafic plan or methodology to be used to perform the service = 20 points 7 3 Documented references from muntapal or county governments of satisfactory performance of preparing profess,ona] evaluations and recommendations relating to the operation of animal mntrol programs = 20 points 4 Pnce = IS points 8