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HomeMy WebLinkAbout07.A- City Manager 7.A DOC ID: 3463 A Q CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Information/Report From: Allen Parker M/CC Meeting Date: 09/02/2014 Prepared by: Chris Lopez, (909) 384-5122 Dept: City Manager Ward(s): All Subject: Discuss and Take Possible Action Regarding the Request for Proposals for Animal Shelter Operations. (#3463) Current Business Registration Certificate: Not Applicable Financial Impact: Motion: Reject all bids. SYNOPSIS OF PREVIOUS COUNCIL ACTION May 5, 2014: The Mayor and Common Council adopted Resolution 2014-116 authorizing the issuance of a Request for Proposals (RFP) for Animal Control and Animal Sheltering Services. August 25, 2014: The item was heard and discussed by the Animal Control Ad Hoc Committee. ' BACKGROUND Resolution 2014-116 authorized the issuance of a Request for Proposal (RFP) for Animal Control and Animal Sheltering Services. The RFP was sent to interested organizations and listed on the City's website with an initial posting date of May 28, 2014 and a closing date of June 5, 2014. The deadline was extended due to the lack of responses and proposals from interested organizations. The final deadline for proposals was set for July 3, 2014. PROPOSALS The City received proposals from Upward Dog Rescue, and Angels n Paws Rescue Transport. The proposals were rated in a manner set forth in Section 6 of the RFP. The criteria used to evaluate the proposals are summarized below: 1. Understanding of the RFP requirements 2. Bidder's experience and ability 3. Overall cost to the city 4. References with demonstrated success with similar work to the Scope of Service 5. Financial Capability 6. Clarification, exceptions, or deviations 7. Credentials/resumes Q Updated: 8/26/2014 by Jolena E.Grider A Packet Pg. 777 3463 Staff from the Police Department and City Manager's Office received the proposals for review on August 5, 2014 and completed the ratings on August 14, 2014. Staff from the Police Department and City Manager's Office scored the proposal from Upward Dog Rescue higher than the Angels n Paws Rescue Transport proposal. Staff then conducted an analysis to determine the costs associated with the Upward Dog Rescue proposal and its impact to the San Bernardino budget. PROPOSAL SUMMARY The table below shows the costs associated with the Upward Dog Rescue Proposal. Please note that the Animal Control Field Services Function is not included in their proposal. Animals Per Animal Per Consulting Proposal Impounded Sheltering Fee Animal Partnership Cost O&M with Riverside Cost Count 16,000 $138.00 $12.00 $181,284 $2,581,284 Since the proposal was not inclusive of Animal Control Field Services, the Field Services function would still need to be handled through City operations. The table below shows the costs of Animal Control Field Services which would be handled by City staff: Pro ram Cost Field Services $545,949-Adopted FY 14/15 budget Sheltering and $2,581,284-To Upward Administration Dog Rescue TOTAL $3,127,233 The$3,127,233 figure represents the amount for field services, sheltering with Upward Dog, and a contract with Riverside County for a consulting partnership included in the Upward Dog proposal. ANIMAL CONTROL REVENUES The City currently receives revenues from neighboring jurisdictions for providing sheltering and field services. The revenues from these contracts are included below based on the agreements with each jurisdiction. Licenses and permits, fines and forfeitures, charges for services, and a transfer from the general fund to the Animal Control Fund make up the remainder of the revenues for this operation. The adopted revenues for FY 14/15 are shown in the table below: Revenue FY 14/15 Adopted Bud et Animal Shelter contracts with $986,340 neighboring cities Updated: 8/26/2014 by Jolena E.Grider A Packet Pg. 778 3463 Licenses and permits $253,520 Fines and forfeitures $60,900 Charges for services and Misc. $142,285 Receipts General Fund Transfer $588,090 TOTAL I US R 135 In order to cover the expenses not covered by Animal Control revenues the Mayor and Common Council approved a general fund transfer to the animal control fund for$588,090 which is shown in the table above. This transfer is shown on page 12 of the FY 14/15 budget adopted by the Mayor and Common Council on June 30, 2014. The transfer from the General Fund represents the amount that is not covered by revenues. CURRENT COSTS VS. PROPOSED COSTS Based on the City's current costs,the Upward Dog proposal would require an additional appropriation to cover the difference between the City's total costs and the proposed contractual costs. This is made clear in the table below: Program Current Costs-Adopted Proposal Cost FY 14/15 Budget Field Services $545,949 $545,949 Sheltering and $1,587,231 $2,581,284-To Upward Administration Dog Rescue TOTAL $2,133,180 $3,127,233 At this moment,based on adopted budget figures for FY 14/15,the proposal would require an additional appropriation of$994,053. This amount would have to come from an increase in revenues, or an increase in the transfer from the General Fund to the Animal Control fund. Staff reached out to Upward Dog to determine whether they could reduce their proposal in an attempt to reach a cost that was more in line what the funds available for the operation. Upward Dog was unable to reduce its cost in the proposal. RECOMMENDATIONS 1. Staff recommends that the Mayor and Common Council reject all bids due to the lack of available funds to cover the increased cost for the Upward Dog Proposal. 2. Staff recommends that the Mayor and Common Council direct staff to update its contract costs for neighboring jurisdictions that choose to contract with the City. Supporting Documents: Animal Shelter RFP_final7_3(PDF) Updated: 8/26/2014 by Jolena E.Grider A Packet Pg. 779 REQUEST FOR PROPOSALS ("RFP") June 19,2014—REVISED (Revision 2; deadline extended) Animal Control Shelter of the City of San Bernardino,CA("Shelter") To Provide Comprehensive Shelter Services N Please provide seven(7)hard copies of your proposal by Thursday,July 3,2014 to the r o Office of the City Manager 300 North "D" Street OCL San Bernardino,CA 92418-0001 d ATTN: Chris Lopez s co Any questions, interpretations, or clarifications, either administrative or technical, from to prospective proposers regarding this RFP must be submitted to Chris Lopez at C lopez_ch @sbcity.org. Q Section 1 —The Shelter a 0 L The City of San Bernardino ("City") is soliciting proposals from qualified firms to provide daily operation for its Shelter as detailed in Section 4.0 of this RFP. This Shelter will continue to be ° r identified as the Animal Control Center of the City of San Bernardino, and signage will include the City's logo. o: The Shelter contains 108 dog kennels, 86 cat kennels and three large animal corrals. The Shelter provides services for four cities in addition to San Bernardino and houses animals for a service M area covering approximately 161 square miles. ti In 2013, 16,045 animals were impounded of which 7,858 were adopted. Of these, 4,435 were c rescued. a U_ The Shelter is currently staffed with twenty-three full-time positions,two part-time positions and usually ten volunteers. It is open to the public five days a week from 10:00 am to 5:00 pm with field coverage 24 hours a day. cn E Proposed services to the public are animal care for impounded animals, shelter administration, a veterinary wellness care, redemptions, adoptions, dead animal disposal, animal foster care, rabies control, euthanasia services, emergency response, as well as other services found within an animal control shelter. It is expected that the shelter will be staffed daily(7 days a week, 365 days a year)to provide adequate care and treatment for shelter animals. r d Section 2 -Program Administration The Shelter shall be under the day-to-day management of successful respondent("Contractor"), but Shelter operations as pertaining to services provided to animals and the public shall be subject to the review and comment by the City. 1 Packet Pg. 780 7.A.a The City may request meetings with the Contractor, including the Contractors Shelter Director, as needed to: 1. Recommend policies and procedures pertaining to overall Shelter operations, 2. Provide a review of the financial operations of your organization, and identify financial issues to be addressed. 3. Review Shelter operations, as well as the findings and recommendations of all reports o provided to the City, and to 4. Request and receive data and reports from Contractor as defined below. n O Section 3-Philosophy a; w The mission of the Shelter is to create a humane and sustainable world for animals, promote the Cn humane treatment of animals by providing education to enhance the human/animal bond, and to E end pet overpopulation by encouraging animal owners to spay/neuter. Q Euthanasia should only occur as a last resort after adoption and veterinary care have been N exhausted. Adoption includes seeking out lifetime homes for the pets placed with families in our Q communities. Programs include educating the general public to the humane treatment of animals a increasing public awareness of the solutions and pet owner responsibility for pet-overpopulation. o w Throughout all services, maintaining positive relationships with adoption partners, local governments and volunteers to collaboratively save animal lives. Policies and procedures for Shelter services shall be based on standards and/or guidelines commonly employed in public animal control shelter operations or as required by the City. All M activities will be compliant with relevant provisions of City ordinances as well as state and Federal laws. Clinical operations must comply with all Drug Enforcement Agency (DEA) regulations regarding storage, record-keeping, inventory, use and disposal of all controlled c substances. ai LL X Any animal irremediably suffering shall be immediately euthanized and shall not be held for owner redemption or adoption. See California Food&Agriculture Code 17006. U) Animals will be categorized and information reported in accordance with the Asilomar Accords (see Exhibit A). a w Section 4—Scope of Services Required E The selected Contractor will have the proven ability to provide the required services as written within this RFP and, in particular,the following services: a 1. Shelter Administration. a. Perform administrative services to include, but not limited to, tracking all animals impounded, billings, budget monitoring, financial reporting, annual audits, computerized financial system. 2 Packet Pg. 781 b. Prepare required reports and establish communication with City Program Administrator and provide required reports. c. Designate a primary and alternate contact person for the purpose of addressing complaints. d. Provide personnel, supplies, materials, medication, pharmaceuticals, and equipment not otherwise supplied, including forms, reports and animal identification tags to perform all aspects of the shelter services program. e. Recruit and supervise, all necessary personnel for the office, kennel, veterinary and c other areas of the Shelter, including all vaccination clinics operated on behalf of the L City. Staffing shall include any and all full or part-time personnel and shall include Q the recruitment, supervision and assignment of volunteers in suitable shelter-related 0 L activities. Plan for volunteer services shall include staffing requirements using r volunteers, training for volunteers, and supervision of volunteers, methods to recruit future volunteers, and measurable goals and objectives of the volunteer program. Ua This plan must be submitted as Attachment B to the response to this RFP. E f. All data compiled and gathered in the course of doing business under this agreement Q remains the property of the City. 7i g. Coordinate and assume cost for annual audit of Contractor as proscribed by the State o of California. o L h. Undergo annual audits and quarterly inspections by City for operational and a L administrative activities undertaken in service of the agreement to provide services 0 for City. a 2. Impoundment of Animals. ce a. Impoundment, care, custody and feeding of any and all domestic animals and the impoundment of wildlife, as may be delivered and/or received at the Shelter until an M appropriate wildlife agency can be contacted and the wildlife then transferred into MI their custody. b. Posting photographs of all newly impounded animals on the Shelter website within 24 hours of impoundment, including Sundays and holidays. c. Identifying animals impounded at Shelter and searching for such animal's owner. U_ Maintenance of a process for local residents to report lost and found animals, identify L by any means available(including microchips)the animals with owner identification, and inform the inquiring public. This will include: Cn i. Providing"lost animal"forms that may be completed at the Shelter; ii. Having Shelter staff process submitted forms within 24 hours, excluding Sundays and legal holidays; Q d. Maintaining an up-to-date computerized record of all animals processed through the Shelter including, but not limited to, those animals that are impounded, adopted, E quarantined, euthanized, animals processed at immunization clinics, and any animal receiving spaying or neutering services. Animals shall include large animals such as Q equine and bovine as well as wild animals such as reptiles and coyotes with particular attention to endangered species. Contractor will provide a computerized shelter management and record keeping system. Computerized shelter management and record keeping system is subject to City approval. Records shall also be maintained for: 3 Packet Pg. 782 i. The number of animals brought in/surrendered by owners for impoundment; ii. The number of animals impounded by each city/county; iii. Total animals impounded; iv. The number of animals adopted or transferred; v. The number of stray/impounded animals returned to owner; and vi. Total animals euthanized and subtype (in accordance with Asilomar Accords —See Exhibit A.) vii. Such records shall be maintained in accordance with City policy. o e. All animals delivered by City to Shelter will have unique animal identification numbers provided by the Contractor,which must be maintained by Contractor. Q f. The City animal identification number will continue to be identified with the animal 0 L and included on all reports and queries where animals are individually identified. r g. All animals impounded by Shelter will have unique animal identification numbers M provided by Contractor and included on all reports and queries where animals are O individually identified. E h. Provider shall comply with all current state, county and City mandates for animal a retention and shall hold animals for the period established by City where: i. An administrative, civil or criminal case or proceedings necessitates an o extended holding period for the animal in question; or o ii. City at its own discretion decides to extend the holding period of an animal a L kept at the Shelter. w i. Quarantine, as prescribed by law, all animals suspected of being rabid and/or dangerous to the public at large. Written standard operating procedure for the a isolation and separation of animals must be provided as Attachment C to the RFP submittal. j. Every animal that arrives at the Shelter should receive a cursory examination within M one(1)hour by a staff member(s)trained to provide animal assessments to determine M any emergent needs, if any. A more comprehensive exam will be performed within twelve (12) hours, except after regular business hours when the examination will be performed within twenty-four(24)hours. Incoming animal assessment must include: i. A systemic physical examination to determine if a medical condition exists U_ which requires a veterinarian's attention; L ii. Vaccinations and de-worming as needed; CD iii. External parasite treatment, if necessary; iv. The animal's incoming weight; v. Scanning for microchip identification; vi. An identification device physically attached to the animal to identify the Q animal within the Shelter; CD vii. Any identifying features or abnormalities. Contractor shall properly s document on an animal-by-animal basis that an examination/assessment is performed. E viii. Any dog declared to be vicious by Contractor or by a local animal control agency (in accordance with proceedings conducted pursuant to California Food and Agricultural Code §§ 31601 et seq. and/or by local ordinance) and in custody of the Shelter either in impoundment or quarantine shall be deemed unsuitable for adoption and shall not be released except as required 4 Packet Pg. 783 by law. All confiscated animals will be held in a secure locked area that is not accessible to the public or volunteers. Animals must be locked down during non business hours because these animals are held in custody. ix. Notify City police immediately of any animal found to be missing from the Shelter that had previously been impounded and/or in protective custody. Formally notify the City in writing within three (3) business days of any animal found to be missing from the Shelter that had previously been impounded and/or in protective custody. o L 3. Behavioral Assessments. a A basic behavioral assessment for dogs and a training evaluation for puppies less than six (6) 0 L months of age to assist with the selection process of dogs available for adoption This will also include information on evaluating the temperaments and behaviors of cats within the Shelter. Submit to the City as Attachment D to this RFP its behavioral assessment system. ) E 4. Adequate Care and Treatment. Q k. Adequate care and treatment of animals while in custody at the Shelter to ensure that animals impounded are provided with humane and appropriate levels of care o including a clean environment, fresh water, adequate nutrition and appropriate o medical care including vaccination. Q. L 1. Prompt and necessary veterinary care of any and all animals impounded at the Shelter. All animals impounded shall receive appropriate medical care by or under the direct supervision of a veterinary medical doctor on site a minimum of 40 a hours/week. m. Provide adequate and species appropriate food, veterinary care and shelter for all domestic animals including but not limited to birds, fowl, reptiles, livestock, and M rabbits at the Shelter as required by California state law. M n. All animals should be fed in amounts appropriate to meet their nutritional needs. Contractor must submit a diet, including brand/type of food and feeding schedule as Attachment E to this RFP. o. All dogs and cats shall be examined, treated for parasites and vaccinated against the U_ common infectious diseases of dogs and cats. All dogs and cats, except those animals visibly ill or under quarantine, shall be vaccinated as soon as possible but under no circumstances to exceed twenty-four (24) hours of the time of U) impoundment at the Shelter(excluding Sundays and Holidays). Provide vaccination M and parasite control protocol as Attachment F to this RFP. E p. Areas of the Shelter where animals are cared for and in custody shall be under the Q supervision of a Supervising Animal Care Technician or other designated supervisory employee. Cages,pens and other areas of animal confinement shall have E appropriate locking devices to provide for animal security and safety of the public, visitors, staff and volunteers. Q 5. Redemption,Adoption, Transfer and/or Disposal of any and all Animals Impounded at the Shelter. a. Reuniting lost animals taken to the Shelter with their rightful owners. Shelter staff shall notify the owners by telephone or in person with regard to the impoundment of 5 Packet Pg. 784 their animal, within 24 hours, excluding Sundays and legal holidays and in writing via U.S. Mail of the impoundment of their animal. Reuniting lost animals taken to the Shelter with their rightful owners. Shelter staff shall notify the owners by telephone or in person with regard to the impoundment of their animal, within 24 hours, excluding Sundays and legal holidays; and in writing via U.S. Mail of the impoundment of their animal. Documentation of all such notification activity shall be maintained and made available to the City upon request. Contractor is required to uphold the provisions of City Ordinances and applicable state law for any and all o animals redeemed by owners. This includes all requirements for spay, neuter, and micro-chip,as well as the necessary citations to gain compliance. a b. Adoption of healthy domesticated animals into loving homes. The goal is to place 0 L 100% of adoptable animals into homes. To offer suitable animals for adoption, and r operate and manage adoption activities, which shall include potential pet owner N counseling and mandatory spay/neutering of all animals placed for adoption. All n animals offered for adoption shall, in Contractor's best judgment or upon veterinary E consultation, be deemed suitable for adoption and in good health except in cases a where adopting family has been made aware of special needs and has consented in writing to providing for those needs. Persons adopting animals are to be encouraged o to seek an independent veterinary examination of the animals. Successful Contractor o will be required to submit its adoption procedures and policies RFP within 30 days of a L selection. ,0 c. Pursuant to California Food & Agriculture Code § 30503 and 31751.3, no animal control or agency contracted to provide animal control services to a municipality �- shall sell or give away to a new owner any cat or dog that has not been spayed or neutered. Further, all adopted animals over the age of two months shall be spayed or neutered, except as otherwise noted in California Food& Agriculture Code § 30503 M and 31751.7.5.4. d. All dogs over the age of four months must also be licensed before being released to the new owner pursuant to California Food & Agriculture Code § 30951. These c services shall be at the owner's expense and shall be prepaid at the time of adoption. e. All dogs and cats shall be micro-chipped at the time of adoption or redemption. U_ L 6. Community Adoption Partners. a. Contractor is encouraged to utilize the resources of adoption partners to provide a N high live animal release rate. California Food & Agriculture Code, Sections § ra 31108(b) [dogs] and 31752(b) [cats] state any stray dog/cat "that is impounded pursuant to this division shall,prior to the killing of that animal for any reason other than irremediable suffering, be released to a nonprofit, as defined in Section 501(c)(3) of the Internal Revenue Code, animal rescue or adoption organization if E requested by the organization prior to the scheduled killing of that animal. In addition to any required spay or neuter deposit,the pound or shelter, at its discretion, Q may assess a fee, not to exceed the standard adoption fee, for animals released." Submit guidelines for working with breed placement and adoption partners as Attachment G to this RFP. b. Contractor is restricted from transferring animals to a parent or subsidiary organization without the written consent of the City. 6 Packet Pg. 785 7.A.a c. Animals transferred to parent or subsidiary organization with consent of City must be reported on a monthly basis. This will include two reports. i. One of animals transferred: including animal ID number, age and breed of animal. ii. Second of previously transferred animals including initial date of transfer, initial ID number and ultimate adoption fee. 7. Foster Care Placement. o A foster care placement program can assist the Shelter by improving animal care, give certain animals a better chance of adoption, and lift the spirits of staff and volunteers. No foster animal CL shall be euthanized without a written report which details the reasons for the euthanasia. O I Contractor shall outline the foster care program as Attachment H to this RFP. 2 W s 8. Rabies Control Program. n in a. Contractor shall maintain a Rabies Control program, including vaccination and E licensing in compliance with California Code of Regulations, Title 17, 2606.4, q ensuring that all dogs, four months and older, released from the Shelter are licensed and, if not licensed, to sell license to the owner or other person taking custody of o each such dog. o b. Any animal in custody redeemed by the animal's owner shall be checked for the applicable license. o c. Verify that any dog returned to the dog's owner is licensed. d. Any unlicensed dog must be licensed prior to being returned to dog's owner, including the payment of penalties, if appropriate. e. Maintain an adequate record of identifying information in connection with all license ; holders from whom license monies are collected. v £ Conduct at least six(6)one-day clinics each year,to be held on a Saturday or Sunday M at the shelter, for the vaccination of dogs and cats, at times and dates approved by n� City. i 9. Materials and Information. U_ a. Contractor shall counsel and advise animal owners. b. Offer complementary educational material and animal care information programs, including the benefits of spay/neutering and humane animal care, to the public at the N Shelter and on the website. c. Establish and maintain a shelter specific website upon effective contract date, and r_ include on this website photographs of all impounded animals within 2 hours of Q arrival to the shelter, including Sundays and legal holidays. These photographs must a be of a quality as specified by California Food&Agriculture Code § 32001 (d). E U R 10. Euthanasia Services. Q a. Contractor shall provide euthanasia service as required for any impounded stray animal held at the Shelter for the lawful number of days, if such animal is not reclaimed by said animal's owner and is deemed to be not adoptable. b. Animals that are irremediably suffering from a serious illness or severe injury shall not be held for owner redemption or adoption. 7 Packet Pg. 786 c. Only methods of euthanasia and drugs currently approved by the American Veterinary Medical Association shall be used. Euthanasia methodology shall be submitted as Attachment I to this RFP. d. Euthanasia training shall be in accordance with Section 2039 of the California Code of Regulations, Title 16, Division 20, Article 4, must be provided to all staff performing this function. Documentation that appropriate Shelter staff has been trained in this regard shall be made available on a reasonable basis to the City within 30 days of training. o e. Records will be kept on each euthanized animal including the following information: breed; sex; color; weight; other distinguishing characteristics; date,time and location where animal was found;method of euthanasia and reason for use of method. o f. Monthly euthanasia reports must be submitted to the City and must include the r information contained within Exhibit A,Asilomar Accords. Cn 11. Proper Disposal of Dead Animals. It shall be prohibited that any animal whether dead or alive, which has been impounded, in Q custody, or in quarantine at the Shelter be given away, disposed of, traded, sold or in any manner given over to another person, organization or entity for experimentation, regardless of Cn 0. purpose. Successful Contractor shall be responsible for the disposal of animal remains in its custody or control, subject to applicable laws. a � o 12. Disease Control and Sanitation. n Contractor shall maintain the Shelter in a clean and sanitary condition in order to control the growth or presence of bacteria, disease and unpleasant odors. Policies and procedures for disease control and sanitation shall be based on standards and/or guidelines commonly M employed in public animal shelter operations. Policies and procedures in this area may include M beneficial standards and/or guidelines derived from reputable animal care organizations including, but not limited to, the following: Humane Society of the United States, American Mi r. Humane Association, Riverside County Department of Animal Services and American Veterinary Medical Association. Policies and procedures for disease control and sanitation =i shall be included in this RFP as Attachment J. U- Ce L d 13. Shared Use of Shelter. -' a. Access will be provided to City for maintenance of mechanical systems, N landscape, and other maintenance as should be required by the City. b. Janitorial closets, IT closets and electrical/equipment rooms will be used only for _ the provision of services for which they were designed. a c. City shall retain sole use of specified areas of the Shelter to provide animal a control field services. E d. City staff shall share common areas of the facility included but not limited to: locker rooms,restrooms, and break room. Q 14. Maintenance of the Shelter. Contractor shall maintain the Shelter and grounds in good, operating condition to include but not limited to: a. Building interior space areas (restrooms, lobby, corridors, carpet, flooring, 8 Packet Pg. 787 employee break rooms/kitchens, office areas, doors, windows, closets, file rooms, copying and storage areas, ceiling). This does not include regular janitorial service. b. Building systems (refuse, telephone, security, etc.). Contractor will provide phone, computer and other electronic equipment and maintain services. Contractor will provide for building security. c. Building equipment (computer hardware and software, tables, desks, chairs, file cabinets, book shelves, office furniture, furnishings, etc.). o d. Provide security personnel services as needed. e. Contractor shall maintain landscape,hardscape and property cleanliness. a L Contractor shall maintain building mechanical systems (electrical, gas, water, O sewer and HVAC), building equipment (bathroom fixtures, and freezer units), building exterior areas (parking lot, grounds and landscape, exterior lighting and signage, foundation,walls, doors,windows and roofing). E 15. Shelter Furnishings,Fixtures and Equipment(FFE) Q City will provide as part of sheltering, certain furnishings, fixtures and equipment (FFE) for the provision of sheltering services. Those items remain the property of City and shall be c maintained in accordance with reasonable use. Any of the FFE that are damaged due to 0 Contractor negligence or abuse must be replaced within a reasonable period of time at a. Contractor's expense and must be of the same quality as the FFE provided by City. No FFE may be removed from the premises or replaced without prior approval of City. All additional furnishings, supplies and equipment, not provided by the City are the responsibility of and provided at the expense of the Contractor. ch 16. Emergencies. M Contractor shall have responsibility for evacuation of shelter animals in case of emergency. Any shelter emergency or request for emergency response will be forwarded by telephone and electronic mail directly to the Police Department. The Contractor shall submit emergency c response plan and shelter evacuation plan within 30 days of selection. wi a U- a! 17. Media and Public Relations. L Through its Police Department, the City has its own Public Information Officer (PIO) to handle promoting various stories involving animals impounded by the animal control officers representing the City. i Some animal cruelty cases initiated by the City will generate media interest. These cases can be E sensitive, and the PIO will determine what information should or should not be released. The Q PIO will also handle promoting animals that are impounded by the City's officers that come into the Shelter with an interesting back story(for example,a dog rescued from a well). E U The City will sometimes use the Shelter for news conferences, media tours and feature stories. The PIO will work closely with alerting the Contractor about such news events in a timely fashion. The Contractor can and is encouraged to promote Shelter animals in other manners, such as a "featured pet of the week." The City may also promote certain Shelter animals and work in 9 Packet Pg. 788 concert with the Contractor in an effort to getting the news out about adoptions. All disaster relief efforts or emergency responses involving media will be handled by the PIO. All requests by the media shall be directed to the PIO. 18. Supplementary Attachments Required by Respondent. The following attachments are required as part of the RFP in Attachment K: o a. Plan to measure customer satisfaction b. Plan for volunteer services a c. Standard operating procedure for the isolation and separation of animals 0 d. Behavioral assessment system e. Diet f. Vaccination and parasite control protocol Cn g. Guidelines for working with breed placement and adoption groups E h. Foster care program Q i. Euthanasia methodology j. Policies and procedures for disease control and sanitation o CL 0 The following will be required within 30 days of selection after selection: a a. Adoption policies and procedures b. Emergency response plan c. Shelter evacuation plan a d o: 19. Additional Contracts with Cities or Agencies. Contractor will not enter into any other contractual agreements, which directly or indirectly M involve the Shelter without written approval of the City. M I Section 5 -Required Information o c i Proposals must contain the following sections: A.Proposal Cover Page signed by an authorized representative. L B. Table of Contents. a' C. Company Profile. N This section of the proposal is designed to establish the bidder as an entity with the ability and M experience to operate the program as specified in the RFP. The Company Profile should be E concise and clear and include the following: Q 1. Organization name and legal business status(i.e.,partnership, corporation, etc.); c 2. Proof of non-profit status, if applicable; d 3. Company overview of services or activities performed, including: a. A brief history of the firm. a b. The number of years in business under the present business name, as well as prior business names. c. Number of years of experience providing the proposed, equivalent or related services. d. Company hierarchy (President, Vice President, Company Officers, etc.) and an organizational chart which clearly identify all positions that are being proposed 10 Packet Pg. 789 7.A.a to be funded under the project. 4. Whether the bidder is owned or controlled by any other person or organization. If none, that must be stated. D. Cost Proposal In this section,please complete and include the Cost Proposal Sheet attached to this RFP. Bidders may also include any other documents as information to explain the proposed costs. In terms of the annual operational costs of the Shelter,we are expecting the cost proposal to be o based on a"per animal"intake number that can move based upon actual intake numbers. Quoting a price based on last year's intake numbers(contained in Section 1) may not be valid if a one of our contract cities pulls out thus reducing both the intake numbers and revenue. O E. Credentials/Resumes/Certifications/Licenses °' This section shall state the person(s)responsible for administering or providing the services. Bidder shall specifically provide the following information on all employees to be providing ) service: E 1. Description of education; Q 2. General experience; ' 3. Experience or education related to the RFP project; o 4. Letters of reference if available; o 5. Any other information,which will assist in evaluating qualifications. a F. Company References ,o Each reference (no more than three) shall include: 1. Dates and description of work performed. a 2. Current contact person,company,address, and email and telephone number for each reference identified. G. Evidence of Insurability/Business Licenses M All bidder(s)shall submit evidence of all required insurance. An Accord cover page will suffice and if awarded the contract,the bidder has ten(10)calendar days to produce the required insurances including a certified endorsement naming the City as additionally insured. Do not purchase additional insurance until this bid has been awarded. w I. Financial Statement The bidder must submit financial statements(balance sheet and income UL statement)for its business that are dated no more than twelve(12)months prior to the date of the proposal submission and cover a period of at least one(1)year. These statements should 2 clearly identify the financial status and condition of the bidder's entire business entity. Please Cn place in a separate envelope and mark"Confidential" if your firm requires this to be kept ia confidential. However,please take note that the City does not guarantee that the financials _ submitted will be kept confidential. a J. Clarification,Exceptions or Deviations c All bidder(s) shall describe any exception or deviation from the requirements of the RFP. Each E clarification, exception or deviation must be clearly identified. If your firm has no clarification, exception or deviation, a statement to that effect shall be included in this section. a Section 6: Evaluation & Selection Process The City Manager and Chief of Police or their designees will evaluate submitted proposals based upon the criteria listed below,to include but not be limited to: 1. Overall responsiveness and general understanding of the RFQ requirements. 11 Packet Pg.790 2. Bidder's experience and ability. 3. Overall cost to the City. 4. References with demonstrated success with similar work to the Scope of Service. 5. Financial capability. 6. Clarification,exceptions or deviations. 7. Credentials/resumes. All contacts during the review selection phase will be only through the City Manager's designated assignee, Chris Lopez. Attempts by the Contractor to contact any other City ° representative may result in disqualification of the Contractor. a 0 The City reserves the right to accept or reject any or all proposals, to request additional information concerning any proposals for purpose of clarification, to accept or negotiate any modification to any proposal following the deadline for receipt of all proposals, and to waive any U) irregularities or informalities in the proposal process, if such would serve the best interests of the E City, as determined by the City. This solicitation does not obligate the City to enter into an a agreement with any proposer. The City reserves the right to cancel this RFP at any time, at its discretion. The City is not liable for any costs or expense incurred in the preparation of a U) response to this RFP and may modify or cancel this solicitation at any time. o L The City will be the sole and exclusive judge of quality and compliance with the proposal o specifications in any of the matters set forth herein. The City reserves the right to award an y agreement in any manner it deems to be in the best interest of the City and make the selection ° based on its sole discretion. Any change to or interpretation of this solicitation by the City will be sent to each party to which the RFP has been sent, and any such changes or interpretations shall become part of the solicitation for incorporation into any agreement awarded pursuant to this RFP. ti Section 7—Contract for Services. i a. a_ The City Manager and Police Chief will recommend to the Common Council an award of a contract to the proposer who is selected to provide the services described in the RFP. The successful organization will be required to enter into a Professional Services Agreement with the City of San Bernardino, which will include the requirements of this RFP as well as other `n requirements to be determined. The City reserves the right to negotiate the price, terms and E scope of services with the proposer prior to entering into an Agreement. Q c a� E s v d 12 Packet Pg. 791 .A.a EXHIBIT A Asilomar Accords ATTACHMENTS REQUIRED WITH SUBMITTAL OF RESPONSE: ATTACHMENT B N Cost Proposal L ATTACHMENT C a Quarantine Procedures 0 a� ATTACHMENT D s Behavioral Assessment Procedures E ATTACHMENT E Q Diet& Feeding Schedules 0 ATTACHMENT F o Vaccinations & Parasite Control Protocols o. 0 ATTACHMENT G Breed Placement&Adoption Partners Protocols s d ATTACHMENT H CO Foster Care Program M ATTACHMENT I Mi ti Euthanasia Methodology 4= i ATTACHMENT J u Disease Control& Sanitation Protocols w a� ATTACHMENT K N Supplementary Attachments 'c c m E s U w 13 Packet Pg. 792 1�14OF SAN BERNARDINO (�— $ INTEROFFICE MEMORANDUM 1 CITY MANAGER'S OFFICE TO: Mayor and Common Council FROM: Chris Lopez, Office of the City Manager THROUGH: Allen Parker, City Manager SUBJECT: Animal Control and Animal Sheltering Services Proposals DATE: August 28, 2014 COPIES: Gary Saenz, City Attorney Georgeann Hanna, City Clerk Resolution 2014-116 authorized the issuance of a Request for Proposal (RFP) for Animal Control and Animal Sheltering Services. The RFP was sent to interested organizations and listed on the City's website with an initial posting date of May 28, 2014 and a closing date of June 5, 2014. The deadline was extended due to the lack of responses and proposals from interested organizations. The final deadline for proposals was set for July 3, 2014. The City received proposals from Upward Dog Rescue, and Angels n Paws Rescue Transport. The RFP and proposals are attached for your reference. The item discussing the proposals and the costs is scheduled for the September 2, 2014 Mayor and Common Council meeting. 1 t REQUEST FOR PROPOSALS ("RFP") June 19,2014—REVISED (Revision 2; deadline extended) Animal Control Shelter of the City of San Bernardino, CA("Shelter") To Provide Comprehensive Shelter Services Please provide seven(7)hard copies of your proposal by Thursday,July 3,2014 to the Office of the City Manager 300 North"D"Street San Bernardino,CA 92418-0001 ATTN: Chris Lopez Any questions, interpretations, or clarifications, either administrative or technical,from prospective proposers regarding this RFP must be submitted to Chris Lopez at lopez_ch @sbcity.org. Section 1 —The Shelter The City of San Bernardino ("City") is soliciting proposals from qualified firms to provide daily operation for its Shelter as detailed in Section 4.0 of this RFP. This Shelter will continue to be identified as the Animal Control Center of the City of San Bernardino, and signage will include the City's logo. The Shelter contains 108 dog kennels, 86 cat kennels and three large animal corrals. The Shelter provides services for four cities in addition to San Bernardino and houses animals for a service area covering approximately 161 square miles. In 2013, 16,045 animals were impounded of which 7,858 were adopted. Of these, 4,435 were rescued. The Shelter is currently staffed with twenty-three full-time positions,two part-time positions and usually ten volunteers. It is open to the public five days a week from 10:00 am to 5:00 pm with field coverage 24 hours a day. Proposed services to the public are animal care for impounded animals, shelter administration, veterinary wellness care, redemptions, adoptions, dead animal disposal, animal foster care, rabies control, euthanasia services, emergency response, as well as other services found within an animal control shelter. It is expected that the shelter will be staffed daily(7 days a week, 365 days a year)to provide adequate care and treatment for shelter animals. Section 2-Program Administration The Shelter shall be under the day-to-day management of successful respondent("Contractor"), but Shelter operations as pertaining to services provided to animals and the public shall be subject to the review and comment by the City. 1 ilk The City may request meetings with the Contractor, including the Contractor's Shelter Director, as needed to: 1. Recommend policies and procedures pertaining to overall Shelter operations, 2. Provide a review of the financial operations of your organization, and identify financial issues to be addressed. 3. Review Shelter operations, as well as the findings and recommendations of all reports provided to the City,and to 4. Request and receive data and reports from Contractor as defined below. Section 3 -Philosophy The mission of the Shelter is to create a humane and sustainable world for animals, promote the humane treatment of animals by providing education to enhance the human/animal bond, and to end pet overpopulation by encouraging animal owners to spay/neuter. Euthanasia should only occur as a last resort after adoption and veterinary care have been exhausted. Adoption includes seeking out lifetime homes for the pets placed with families in our communities. Programs include educating the general public to the humane treatment of animals increasing public awareness of the solutions and pet owner responsibility for pet-overpopulation. Throughout all services, maintaining positive relationships with adoption partners, local governments and volunteers to collaboratively save animal lives. Policies and procedures for Shelter services shall be based on standards and/or guidelines commonly employed in public animal control shelter operations or as required by the City. All activities will be compliant with relevant provisions of City ordinances as well as state and Federal laws. Clinical operations must comply with all Drug Enforcement Agency (DEA) regulations regarding storage, record-keeping, inventory, use and disposal of all controlled substances. Any animal irremediably suffering shall be immediately euthanized and shall not be held for owner redemption or adoption. See California Food &Agriculture Code 17006. Animals will be categorized and information reported in accordance with the Asilomar Accords (see Exhibit A). Section 4—Scope of Services Required The selected Contractor will have the proven ability to provide the required services as written within this RFP and, in particular,the following services: 1. Shelter Administration. a. Perform administrative services to include, but not limited to, tracking all animals impounded, billings, budget monitoring, financial reporting, annual audits, computerized financial system. 2 b. Prepare required reports and establish communication with City Program Administrator and provide required reports. c. Designate a primary and alternate contact person for the purpose of addressing complaints. d. Provide personnel, supplies, materials, medication, pharmaceuticals, and equipment not otherwise supplied, including forms, reports and animal identification tags to perform all aspects of the shelter services program. e. Recruit and supervise, all necessary personnel for the office, kennel, veterinary and other areas of the Shelter, including all vaccination clinics operated on behalf of the City. Staffing shall include any and all full or part-time personnel and shall include the recruitment, supervision and assignment of volunteers in suitable shelter-related activities. Plan for volunteer services shall include staffing requirements using volunteers, training for volunteers, and supervision of volunteers, methods to recruit future volunteers, and measurable goals and objectives of the volunteer program. This plan must be submitted as Attachment B to the response to this RFP. f. All data compiled and gathered in the course of doing business under this agreement remains the property of the City. g. Coordinate and assume cost for annual audit of Contractor as proscribed by the State of California. h. Undergo annual audits and quarterly inspections by City for operational and administrative activities undertaken in service of the agreement to provide services for City. 2. Impoundment of I;nimals. a. Impoundment, care, custody and feeding of any and all domestic animals and the impoundment of wildlife, as may be delivered and/or received at the Shelter until an appropriate wildlife agency can be contacted and the wildlife then transferred into their custody. b. Posting photographs of all newly impounded animals on the Shelter website within 24 hours of impoundment, including Sundays and holidays. c. Identifying animals impounded at Shelter and searching for such animal's owner. Maintenance of a process for local residents to report lost and found animals, identify by any means available(including microchips)the animals with owner identification, and inform the inquiring public. This will include: i. Providing"lost animal"forms that may be completed at the Shelter; ii. Having Shelter staff process submitted forms within 24 hours, excluding Sundays and legal holidays; d. Maintaining an up-to-date computerized record of all animals processed through the Shelter including, but not limited to, those animals that are impounded, adopted, quarantined, euthanized, animals processed at immunization clinics, and any animal receiving spaying or neutering services. Animals shall include large animals such as equine qnd bovine as well as wild animals such as reptiles and coyotes with particular attention to endangered species. Contractor will provide a computerized shelter management and record keeping system. Computerized shelter management and record keeping system is subject to City approval. Records shall also be maintained for: 3 i. The number of animals brought in/surrendered by owners for impoundment; ii. The number of animals impounded by each city/county; iii. Total animals impounded; iv. The number of animals adopted or transferred; v. The number of stray/impounded animals returned to owner; and vi. Total animals euthanized and subtype (in accordance with Asilomar Accords —See Exhibit A.) vii. Such records shall be maintained in accordance with City policy. e. All animals delivered by City to Shelter will have unique animal identification numbers provided by the Contractor,which must be maintained by Contractor. f. The City animal identification number will continue to be identified with the animal and included on all reports and queries where animals are individually identified. g. All animals impounded by Shelter will have unique animal identification numbers provided by Contractor and included on all reports and queries where animals are individually identified. h. Provider shall comply with all current state, county and City mandates for animal retention and shall hold animals for the period established by City where: i. An administrative, civil or criminal case or proceedings necessitates an extended holding period for the animal in question; or ii. City at its own discretion decides to extend the holding period of an animal kept at the Shelter. i. Quarantine, as prescribed by law, all animals suspected of being rabid and/or dangerous to the public at large. Written standard operating procedure for the isolation and separation of animals must be provided as Attachment C to the RFP submittal. j. Every animal that arrives at the Shelter should receive a cursory examination within one (1)hour by a staffmember(s)trained to provide animal assessments to determine any emergent needs, if any. A more comprehensive exam will be performed within twelve (12) hours, except after regular business hours when the examination will be performed within twenty-four(24)hours. Incoming animal assessment must include: i. A systemic physical examination to determine if a medical condition exists which requires a veterinarian's attention; ii. Vaccinations and de-worming as needed; iii. External parasite treatment, if necessary; iv. The animal's incoming weight; v. Scanning for microchip identification; vi. An identification device physically attached to the animal to identify the animal within the Shelter; vii. Any identifying features or abnormalities. Contractor shall properly document on an animal-by-animal basis that an examination/assessment is performed. viii. Any dog declared to be vicious by Contractor or by a local animal control agency (in accordance with proceedings conducted pursuant to California Food and Agricultural Code §§ 31601 et seq. and/or by local ordinance) and in custody of the Shelter either in impoundment or quarantine shall be deemed unsuitable for adoption and shall not be released except as required 4 by law. All confiscated animals will be held in a secure locked area that is not accessible to the public or volunteers. Animals must be locked down during non business hours because these animals are held in custody. ix. Notify City police immediately of any animal found to be missing from the Shelter that had previously been impounded and/or in protective custody. Formally notify the City in writing within three (3) business days of any animal found to be missing from the Shelter that had previously been impounded and/or in protective custody. 3. Behavioral Assessments. A basic behavioral assessment for dogs and a training evaluation for puppies less than six (6) months of age to assist with the selection process of dogs available for adoption This will also include information on evaluating the temperaments and behaviors of cats within the Shelter. Submit to the City as Attachment D to this RFP its behavioral assessment system. 4. Adequate Care and Treatment. k. Adequate care and treatment of animals while in custody at the Shelter to ensure that animals impounded are provided with humane and appropriate levels of care including a clean environment, fresh water, adequate nutrition and appropriate medical care including vaccination. 1. Prompt and necessary veterinary care of any and all animals impounded at the Shelter. All animals impounded shall receive appropriate medical care by or under the direct supervision of a veterinary medical doctor on site a minimum of 40 hours/week. m. Provide adequate and species appropriate food, veterinary care and shelter for all domestic animals including but not limited to birds, fowl, reptiles, livestock, and rabbits at the Shelter as required by California state law. n. All animals should be fed in amounts appropriate to meet their nutritional needs. Contractor must submit a diet, including brand/type of food and feeding schedule as Attachment E to this RFP. o. All dogs and cats shall be examined, treated for parasites and vaccinated against the common infectious diseases of dogs and cats. All dogs and cats, except those animals visibly ill or under quarantine, shall be vaccinated as soon as possible but under no circumstances to exceed twenty-four (24) hours of the time of impoundment at the Shelter(excluding Sundays and Holidays). Provide vaccination and parasite control protocol as Attachment F to this RFP. p. Areas of the Shelter where animals are cared for and in custody shall be under the supervision of a Supervising Animal Care Technician or other designated supervisory employee. Cages,pens and other areas of animal confinement shall have appropriate locking devices to provide for animal security and safety of the public, visitors, staff and volunteers. 5. Redemption,Adoption, Transfer and/or Disposal of any and all Animals Impounded at the Shelter. a. Reuniting lost animals taken to the Shelter with their rightful owners. Shelter staff shall notify the owners by telephone or in person with regard to the impoundment of 5 their animal, within 24 hours, excluding Sundays and legal holidays and in writing via U.S. Mail of the impoundment of their animal. Reuniting lost animals taken to the Shelter with their rightful owners. Shelter staff shall notify the owners by telephone or in person with regard to the impoundment of their animal, within 24 hours, excluding Sundays and legal holidays; and in writing via U.S. Mail of the impoundment of their animal. Documentation of all such notification activity shall be maintained and made available to the City upon request. Contractor is required to uphold the provisions of City Ordinances and applicable state law for any and all animals redeemed by owners. This includes all requirements for spay, neuter, and micro-chip,as well as the necessary citations to gain compliance. b. Adoption of healthy domesticated animals into loving homes. The goal is to place 100% of adoptable animals into homes. To offer suitable animals for adoption, and operate and manage adoption activities, which shall include potential pet owner counseling and mandatory spay/neutering of all animals placed for adoption. All animals offered for adoption shall, in Contractor's best judgment or upon veterinary consultation, be deemed suitable for adoption and in good health except in cases where adopting family has been made aware of special needs and has consented in writing to providing for those needs. Persons adopting animals are to be encouraged to seek an independent veterinary examination of the animals. Successful Contractor will be required to submit its adoption procedures and policies RFP within 30 days of selection. c. Pursuant to California Food & Agriculture Code § 30503 and 31751.3, no animal control or agency contracted to provide animal control services to a municipality shall sell or give away to a new owner any cat or dog that has not been spayed or neutered. Further, all adopted animals over the age of two months shall be spayed or neutered, except as otherwise noted in California Food & Agriculture Code § 30503 and 31751.7.5.4. d. All dogs over the age of four months must also be licensed before being released to the new owner pursuant to California Food & Agriculture Code § 30951. These services shall be at the owner's expense and shall be prepaid at the time of adoption. e. All dogs and cats shall be micro-chipped at the time of adoption or redemption. 6. Community Adoption Partners. a. Contractor is encouraged to utilize the resources of adoption partners to provide a high live animal release rate. California Food & Agriculture Code, Sections § 31108(b) [dogs] and 31752(b) [cats] state any stray dog/cat "that is impounded pursuant to this division shall, prior to the killing of that animal for any reason other than irremediable suffering, be released to a nonprofit, as defined in Section 501(c)(3) of the Internal Revenue Code, animal rescue or adoption organization if requested by the organization prior to the scheduled killing of that animal. In addition to any required spay or neuter deposit,the pound or shelter, at its discretion, may assess a fee, not to exceed the standard adoption fee, for animals released." Submit guidelines for working with breed placement and adoption partners as Attachment G to this RFP. b. Contractor is restricted from transferring animals to a parent or subsidiary organization without the written consent of the City. 6 c. Animals transferred to parent or subsidiary organization with consent of City must be reported on a monthly basis. This will include two reports. i. One of animals transferred: including animal ID number, age and breed of animal. ii. Second of previously transferred animals including initial date of transfer, initial ID number and ultimate adoption fee. 7. Foster Care Placement. A foster care placement program can assist the Shelter by improving animal care, give certain animals a better chance of adoption, and lift the spirits of staff and volunteers. No foster animal shall be euthanized without a written report which details the reasons for the euthanasia. Contractor shall outline the foster care program as Attachment H to this RFP. 8. Rabies Control Program. a. Contractor shall maintain a Rabies Control program, including vaccination and licensing in compliance with California Code of Regulations, Title 17, 2606.4, ensuring that all dogs, four months and older, released from the Shelter are licensed and, if not licensed, to sell license to the owner or other person taking custody of each such dog. b. Any animal in custody redeemed by the animal's owner shall be checked for the applicable license. c. Verify that any dog returned to the dog's owner is licensed. d. Any unlicensed dog must be licensed prior to being returned to dog's owner, including the payment of penalties, if appropriate. e. Maintain an adequate record of identifying information in connection with all license holders from whom license monies are collected. f. Conduct at least six(6)one-day clinics each year,to be held on a Saturday or Sunday at the shelter, for the vaccination of dogs and cats, at times and dates approved by City. 9. Materials and Information. a. Contractor shall counsel and advise animal owners. b. Offer complementary educational material and animal care information programs, including the benefits of spay/neutering and humane animal care, to the public at the Shelter and on the website. c. Establish and maintain a shelter specific website upon effective contract date, and include on this website photographs of all impounded animals within 2 hours of arrival to the shelter, including Sundays and legal holidays. These photographs must be of a quality as specified by California Food&Agriculture Code § 32001 (d). 10. Euthanasia Services. a. Contractor shall provide euthanasia service as required for any impounded stray animal held at the Shelter for the lawful number of days, if such animal is not reclaimed by said animal's owner and is deemed to be not adoptable. b. Animals that are irremediably suffering from a serious illness or severe injury shall not be held for owner redemption or adoption. 7 c. Only methods of euthanasia and drugs currently approved by the American Veterinary Medical Association shall be used. Euthanasia methodology shall be submitted as Attachment I to this RFP. d. Euthanasia training shall be in accordance with Section 2039 of the California Code of Regulations, Title 16, Division 20, Article 4, must be provided to all staff performing this function. Documentation that appropriate Shelter staff has been trained in this regard shall be made available on a reasonable basis to the City within 30 days of training. e. Records will be kept on each euthanized animal including the following information: breed; sex; color; weight; other distinguishing characteristics; date,time and location where animal was found;method of euthanasia and reason for use of method. f. Monthly euthanasia reports must be submitted to the City and must include the information contained within Exhibit A,Asilomar Accords. 11. Proper Disposal of Dead Animals. It shall be prohibited that any animal whether dead or alive, which has been impounded, in custody, or in quarantine at the Shelter be given away, disposed of, traded, sold or in any manner given over to another person, organization or entity for experimentation, regardless of purpose. Successful Contractor shall be responsible for the disposal of animal remains in its custody or control, subject to applicable laws. 12. Disease Control and Sanitation. Contractor shall maintain the Shelter in a clean and sanitary condition in order to control the growth or presence of bacteria, disease and unpleasant odors. Policies and procedures for disease control and sanitation shall be based on standards and/or guidelines commonly employed in public animal shelter operations. Policies and procedures in this area may include beneficial standards and/or guidelines derived from reputable animal care organizations including, but not limited to, the following: Humane Society of the United States, American Humane Association, Riverside County Department of Animal Services and American Veterinary Medical Association. Policies and procedures for disease control and sanitation shall be included in this RFP as Attachment J. 13. Shared Use of Shelter. a. Access will be provided to City for maintenance of mechanical systems, landscape,and other maintenance as should be required by the City. b. Janitorial closets, IT closets and electrical/equipment rooms will be used only for the provision of services for which they were designed. c. City shall retain sole use of specified areas of the Shelter to provide animal control field services. d. City staff shall share common areas of the facility included but not limited to: locker rooms,restrooms,and break room. 14. Maintenance of the Shelter. Contractor shall maintain the Shelter and grounds in good, operating condition to include but not limited to: a. Building interior space areas (restrooms, lobby, corridors, carpet, flooring, 8 employee break rooms/kitchens, office areas, doors, windows, closets, file rooms, copying and storage areas, ceiling). This does not include regular janitorial service. b. Building systems (refuse, telephone, security, etc.). Contractor will provide phone, computer and other electronic equipment and maintain services. Contractor will provide for building security. c. Building equipment (computer hardware and software, tables, desks, chairs, file cabinets,book shelves,office furniture, furnishings, etc.). d. Provide security personnel services as needed. e. Contractor shall maintain landscape, hardscape and property cleanliness. L Contractor shall maintain building mechanical systems (electrical, gas, water, sewer and HVAC), building equipment (bathroom fixtures, and freezer units), building exterior areas (parking lot, grounds and landscape, exterior lighting and signage, foundation,walls, doors, windows and roofing). 15. Shelter Furnishings,Fixtures and Equipment(FFE) City will provide as part of sheltering, certain furnishings, fixtures and equipment(FFE) for the provision of sheltering services. Those items remain the property of City and shall be maintained in accordance with reasonable use. Any of the FFE that are damaged due to Contractor negligence or abuse must be replaced within a reasonable period of time at Contractor's expense and must be of the same quality as the FFE provided by City. No FFE may be removed from the premises or replaced without prior approval of City. All additional furnishings, supplies and equipment, not provided by the City are the responsibility of and provided at the expense of the Contractor. 16. Emergencies. Contractor shall have responsibility for evacuation of shelter animals in case of emergency. Any shelter emergency or request for emergency response will be forwarded by telephone and electronic mail directly to the Police Department. The Contractor shall submit emergency response plan and shelter evacuation plan within 30 days of selection. 17. Media and Public Relations. Through its Police Department, the City has its own Public Information Officer (PIO)to handle promoting various stories involving animals impounded by the animal control officers representing the City. Some animal cruelty cases initiated by the City will generate media interest. These cases can be sensitive, and the PIO will determine what information should or should not be released. The PIO will also handle promoting animals that are impounded by the City's officers that come into the Shelter with an interesting back story(for example, a dog rescued from a well). The City will sometimes use the Shelter for news conferences, media tours and feature stories. The PIO will work closely with alerting the Contractor about such news events in a timely fashion. The Contractor can and is encouraged to promote Shelter animals in other manners, such as a "featured pet of the week." The City may also promote certain Shelter animals and work in 9 concert with the Contractor in an effort to getting the news out about adoptions. All disaster relief efforts or emergency responses involving media will be handled by the PIO. All requests by the media shall be directed to the PIO. 18. Supplementary Attachments Required by Respondent. The following attachments are required as part of the RFP in Attachment K: a. Plan to measure customer satisfaction b. Plan for volunteer services c. Standard operating procedure for the isolation and separation of animals d. Behavioral assessment system e. Diet f. Vaccination and parasite control protocol g. Guidelines for working with breed placement and adoption groups h. Foster care program i. Euthanasia methodology j. Policies and procedures for disease control and sanitation The following will be required within 30 days of selection after selection: a. Adoption policies and procedures b. Emergency response plan c. Shelter evacuation plan 19. Additional Contracts with Cities or Agencies. Contractor will not enter into any other contractual agreements, which directly or indirectly involve the Shelter without written approval of the City. Section 5 -Required Information Proposals must contain the following sections: A. Proposal Cover Page signed by an authorized representative. B. Table of Contents. C. Company Profile. This section of the proposal is designed to establish the bidder as an entity with the ability and experience to operate the program as specified in the RFP. The Company Profile should be concise and clear and include the following: 1. Organization name and legal business status(i.e., partnership, corporation,etc.); 2. Proof of non-profit status, if applicable; 3. Company overview of services or activities performed, including: a. A brief history of the firm. b. The number of years in business under the present business name, as well as prior business names. c. Number of years of experience providing the proposed, equivalent or related services. d. Company hierarchy (President, Vice President, Company Officers, etc.) and an organizational chart which clearly identify all positions that are being proposed 10 to be funded under the project. 4. Whether the bidder is owned or controlled by any other person or organization. If none, that must be stated. D. Cost Proposal In this section,please complete and include the Cost Proposal Sheet attached to this RFP. Bidders may also include any other documents as information to explain the proposed costs. In terms of the annual operational costs of the Shelter,we are expecting the cost proposal to be based on a"per animal"intake number that can move based upon actual intake numbers. Quoting a price based on last year's intake numbers(contained in Section 1) may not be valid if one of our contract cities pulls out thus reducing both the intake numbers and revenue. E. Credentials/Resumes/Certifications/Licenses This section shall state the person(s)responsible for administering or providing the services. Bidder shall specifically provide the following information on all employees to be providing service: 1. Description of education; 2. General experience; 3. Experience or education related to the RFP project; 4. Letters of reference if available; 5. Any other information,which will assist in evaluating qualifications. F. Company References Each reference(no more than three) shall include: 1. Dates and description of work performed. 2. Current contact person,company, address, and email and telephone number for each reference identified. G. Evidence of Insurability/Business Licenses All bidder(s)shall submit evidence of all required insurance. An Accord cover page will suffice and if awarded the contract,the bidder has ten(10)calendar days to produce the required insurances including a certified endorsement naming the City as additionally insured. Do not purchase additional insurance until this bid has been awarded. I.Financial Statement The bidder must submit financial statements(balance sheet and income statement)for its business that are dated no more than twelve(12)months prior to the date of the proposal submission and cover a period of at least one(1)year. These statements should clearly identify the financial status and condition of the bidder's entire business entity. Please place in a separate envelope and mark "Confidential" if your firm requires this to be kept confidential. However,please take note that the City does not guarantee that the financials submitted will be kept confidential. J. Clarification,Exceptions or Deviations All bidder(s) shall describe any exception or deviation from the requirements of the RFP. Each clarification, exception or deviation must be clearly identified. If your firm has no clarification, exception or deviation,a statement to that effect shall be included in this section. Section 6: Evaluation & Selection Process The City Manager and Chief of Police or their designees will evaluate submitted proposals based upon the criteria listed below,to include but not be limited to: 1. Overall responsiveness and general understanding of the RFQ requirements. 11 2. Bidder's experience and ability. 3. Overall cost to the City. 4. References with demonstrated success with similar work to the Scope of Service. 5. Financial capability. 6. Clarification, exceptions or deviations. 7. Credentials/resumes. All contacts during the review selection phase will be only through the City Manager's designated assignee,Chris Lopez.Attempts by the Contractor to contact any other City representative may result in disqualification of the Contractor. The City reserves the right to accept or reject any or all proposals, to request additional information concerning any proposals for purpose of clarification, to accept or negotiate any modification to any proposal following the deadline for receipt of all proposals,and to waive any irregularities or informalities in the proposal process, if such would serve the best interests of the City, as determined by the City. This solicitation does not obligate the City to enter into an agreement with any proposer. The City reserves the right to cancel this RFP at any time, at its discretion. The City is not liable for any costs or expense incurred in the preparation of a response to this RFP and may modify or cancel this solicitation at any time. The City will be the sole and exclusive judge of quality and compliance with the proposal specifications in any of the matters set forth herein. The City reserves the right to award an agreement in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. Any change to or interpretation of this solicitation by the City will be sent to each party to which the RFP has been sent, and any such changes or interpretations shall become part of the solicitation for incorporation into any agreement awarded pursuant to this RFP. Section 7—Contract for Services. The City Manager and Police Chief will recommend to the Common Council an award of a contract to the proposer who is selected to provide the services described in the RFP. The successful organization will be required to enter into a Professional Services Agreement with the City of San Bernardino, which will include the requirements of this RFP as well as other requirements to be determined. The City reserves the right to negotiate the price, terms and scope of services with the proposer prior to entering into an Agreement. 12 EXHIBIT A Asilomar Accords ATTACHMENTS REOUIRED WITH SUBMITTAL OF RESPONSE: ATTACHMENT B Cost Proposal ATTACHMENT C Quarantine Procedures ATTACHMENT D Behavioral Assessment Procedures ATTACHMENT E Diet& Feeding Schedules ATTACHMENT F Vaccinations & Parasite Control Protocols ATTACHMENT G Breed Placement& Adoption Partners Protocols ATTACHMENT H Foster Care Program ATTACHMENT I Euthanasia Methodology ATTACHMENT J Disease Control& Sanitation Protocols ATTACHMENT K Supplementary Attachments 13 Upward Dog Resca A 509(c)(3) non-profit organization P.O. Box 4023, Carlsbad, CA 92018 Tax ID 45-4892004 July 21, 2014 Mr. Allen Parker City of San Bernardino Office of the City Manager 300 North "D" St. San Bernardino, CA 92418-0001 Regarding: Request for Proposal—Animal Shelter of the City of San Bernardino Dear Mr. Parker: We are in receipt of your letter dated July 14, 2014, regarding our proposal submitted to the City on June 12, 2014. We understand the budget the council has recently adopted. After considerable research and calculations, and consulting with the team at the County of Riverside Department of Animal Services, we are unable to reduce our proposed figure ($138 per animal to care for animals from impound to adoption or alternative placement, and $12 per animal for operational and maintenance costs of the facility). We believe this is a fair number, and that it will take every cent, along with considerable public support and outside funding, to reach our goals for the animal shelter. Without the initial infrastructure investment we need from the city, we do not believe our mi6sion is possible. Our proposal clearly outlines the ways we would reduce personnel costs, and how we would use our 501(c)(3) status to pursue various funding opportunities. Please reference: • Volunteers& Intern Recruitment.....................................................Page 9 • Marketing Strategies for Adoptions to the Public............................. Page 11 • Fundraising........... .............................Page 15 We understand that the City is facing fiscal challenges and bankruptcy. However, page two of the RFP states that "Euthanasia should only occur as a last resort after adoption and veterinary care have been exhausted." With the current budget, and without a substantial outside funding source to cover adequate veterinary care for the animals, it will be impossible for us to meet the humane methodologies and significantly higher live exit rate we described in our proposal. It is not our desire to take over the management and operations of the shelter, and not be able to provide an animal shelter we can all be proud of. We hope that the City will recognize the significant investment it will take to turn things around. Should the city choose to go with another proposal, we will make every effort to continue to rescue animals from the shelter. Thank you for your consideration. Sincerely, Valerie S. Ashton, Director Upward Dog Rescue, a 501(c)(3) non-profit organization valerie @upwarddogrescue.org Upward .0, og Reseme A 501(c)(3) non-profit organization P.O. Box 4023, Carlsbad, CA 92018 Tax ID 45-4892004 June 12, 2014 Mr. Chris Lopez City of San Bernardino Office of the City Manager 300 North "D" Street San Bernardino, CA 92418-0001 Regarding: Request for Proposal —Animal Shelter of the City of San Bernardino Dear Mr. Lopez: Upward Dog Rescue is in receipt of the City of San Bernardino request for proposal to provide comprehensive shelter services at the Animal Shelter of the City of San Bernardino. We are pleased to submit this proposal for your review. Upward Dog Rescue has been an adoption partner with the City of San Bernardino since 2012. From having visited the shelter on many occasions, we realize the need for improvements to the facility and operations. Our proposal requests $138 per animal to care for animals from impound to adoption or alternative placement, and $12 per animal for operational and maintenance costs of the facility. Additionally, we request two other commitments from the city of San Bernardino: (1) Upon execution of contract, the City of San Bernardino will release monies held in the San Bernardino Shelter Improvement Fund valued at approximately $400,000 to Upward Dog Rescue for immediate facility and equipment upgrades and improvements to 333 Chandler Place facility, including but not limited to deferred maintenance, construction of additional kennels, and installation of a security system. Upward Dog Rescue supports voluntary public disclosure that provides donors with greater transparency and enhances trust and participation. Transparent financial information allows supporters and contracting entities to better understand needs and costs. Accordingly, Upward Dog Rescue will provide a comprehensive accounting of all expenditures for improvements and upgrades. We will use our 501(c)(3) exempt status to secure discounted or donated services, whenever possible. (2) Upward Dog Rescue will enter a partnership with the County of Riverside Department of Animal Services ("County"), in which County would provide consulting services for operation support of the shelter, not to exceed three one year terms. The estimated annual amount has been calculated by the following: 1.5 (FTE) x $120,856* _ $181,284"* * The cost for 1 FTE Animal Services Chief Position which includes salary, benefits and overhead expenses for 2,088 hours ** Estimated annual amount of services *** All cost is billed on actuals (projected cost is just an estimate and is not to exceed) County would receive a monthly payment from Upward Dog Rescue based on actual services rendered, calculated at an hourly rate of$57.88. Thank you for your interest in Upward Dog Rescue. We are dedicated to the mission of working together to improve the City of San Bernardino for people and animals. We envision building a successful Animal Services program that shares the vision of Riverside County: a place where the need for euthanasia is no longer. A City educated and prepared to assure a safe, healthy and caring environment for its people and animals, even during a time of financial transition and recovery for San Bernardino. Sincerely, Valerie S. Ashton, Director Upward Dog Rescue, a 501(c)(3) non-profit organization P.O. Box 4023 Carlsbad, CA 92008 (858)342-8434 phone (760)814-2536 fax valerie @upwarddogrescue.org Encl. Department of Anineal Services DEPARTMENT OF Robert Miller, Director ANIMAL SERVICES County of Riverside, California June 12,2014 Mr. Chris Lopez City of San Bernardino Office of the City Manager 300 North"D"Street San Bernardino, CA 92418-0001 Regarding: Request for Proposal -Animal Control Shelter of the City of San Bernardino Dear Mr. Lopez, The County of Riverside is in receipt of the City of San Bernardino request for proposal to provide comprehensive shelter services at the Animal Control Shelter of the City of San Bernardino ("Shelter"). We are writing this letter to offer an alternative to operating the Shelter. We would like the City of San Bernardino to consider a direct partnership proposal,between the County of Riverside Department of Animal Services("County") and Upward Dog Rescue, a 501(c) (3) non-profit organization("Rescue") whom has submitted an RFP to operate the Shelter. The County was established in 1898. The Department of Animal Services("DAS") was established in 1999. Prior to 1999, animal services, was first part of the Department of Public Health and later part of the Department of Environmental Health. Today DAS includes more than 200 compassionate, trained, animal care,veterinary, and administrative professionals. Covering an area of 7,400 square miles, DAS is responsible for animal control services and a variety of other programs including: sheltering of sick,injured, and stray animals, law enforcement, rabies control, adoptions, rescue,humane education, youth programs, volunteerism and community outreach. The Department's animal control officers respond to approximately 41,000 calls per year and our annual intake is.around 40,000 impounds. DAS operates four unlimited intake shelters; all animals that come to the Department must be taken in regardless of health or temperament. DAS is dedicated to the mission of working together to improve Riverside County for people and animals. We envision a County where the need for euthanasia is no longer. A County educated and prepared to assure a safe, healthy, and caring environment for its people and animals, even in times of utmost peril. County Shelter locations as shown below: Western Riverside County/City Animal Shelter(Main headquarters) 6851 Van Buren Boulevard Jurupa Valley, CA 92509 Coachella Valley Animal Campus 72-050 Pet Land Place Thousand Palms, CA 92276 San Jacinto Valley Animal Campus 581 S. Grand Avenue San Jacinto CA 92582 Blythe Animal Campus 245 S. Carlton Blythe, CA 92225 Under an Agreement with Rescue, County would provide consultation services for operation support of the Shelter not to exceed 3,one-year terns. The estimated annual amount has been calculated by the following: 1.5 (FTE) X 5120,856* = S181,284** All cost is billed on actuals. * The cost for 1 FTE Animal Services Chief Position which includes salary, benefits and overhead expenses for 2088 hours. **Estimated annual amount of services. (Projected cost is just an estimate and not to exceed the' amount.) County would receive a monthly payment based on the actual services rendered, calculated at and hourly rate of S57.88. If you are interested in discussing this alternative in further detail. please contact me at (951) 358-7442. Sincerely, Robert P. Miller, Director Riverside County Department of Animal Services 6851 Van Buren Blvd. Jurupa Valley, CA 92509 (951) 358-7442 phone (951) 358-7300 fax ndaudert@rcdas.org Encl. INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. O. BOX 2508 CINCINNATI, OH 45201 NOV 06 ��� Employer Identification Number: Date: v 45-4892004 DLN: UPWARD DOG RESCUE INC Contact Person: C/O VALERIE ASHTON MS. GAISER ID# 31609 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170(b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: February 10, 2012 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c) (3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221-PC, Compliance Guide for 501(c) (3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 947 (DO/CG) -2- UPWARD DOG RESCUE INC We have sent a copy of this letter to your representative as indicated in your power of attorney. Sincerely, Director, Exempt Organizations Enclosure: Publication 4221-PC Letter 947 (DO/CG) PROPOSAL FOR SAN BERNARDINO CITY ANIMAL SHELTER Prepared by: Valerie Ashton and Amber Hansen Upward Dog Rescue, Inc., a 501 (c)(3) non-profit organization Tax ID: 45-4892004 Submitted to: Chris Lopez City Manager's Office The City of San Bernardino Date: June 12, 2014 UPWARD DOG RESCUE,INC. A 501(c)(3)NON-PROFIT ORGANIZATION PAGE 2 Table of Contents Objectives .....................................................................................................................3 Introduction to Proposal...........................................................................................................3 CompanyProfile........................................................................................................................3 NewlyDesigned Website..........................................................................................................4 Constructionof New Facility....................................................................................................4 What Our Organization Offers .................................................................................4 TheCurrent Problem..................................................................................................5 OurNo Kill Mission.....................................................................................................5 Categorizing Animals Upon Intake..........................................................................................6 SavableAnimals........................................................................................................................7 Non-Savable Animals................................................................................................................7 Common Conditions Seen in Shelter Animals........................................................................7 Proposed Immediate Improvements to Existing Chandler Place Facility....9 NewCustomer Friendly Hours.................................................................................................9 Already Sterilized Dogs and Cats Available for Immediate Placement ................................9 Small Retail Store Run by Volunteers......................................................................................9 Onsite Commercial Washer and Dryer....................................................................................9 Volunteers & Intern Recruitment.............................................................................9 Veterinary Fellowship Recruitment ........................................................................................10 Volunteer Recruitment Through HandsOn Inland Empire...................................................10 Volunteer Management Through Volgistics..........................................................................10 VolunteerRecognition.............................................................................................................10 Eagle Scout /Girl Scout Gold Award Opportunities............................................................10 Dog Intake Policy Improvements.......................................................................... 10 Photography &Video for Adoptable Pet Marketing.............................................................10 Fleaand Tick Control..............................................................................................................11 Shave-Down Check for Spay Incisions.................................................................................11 Groomingof Matted Dogs......................................................................................................11 Marketing Strategies For Adoptions to the Public .......................................... 11 Listing of Pets on all Popular Adoption Websites................................................................11 Inclusion of Dog's Weight on all Databases.........................................................................12 Easy to Understand, Attractive Kennel Cards......................................................................12 Notepads and Golf Pencils For Shelter Visitors....................................................................12 Proper Breed Identification of New Intakes..........................................................................12 HolidayAdoption Specials .....................................................................................................12 Seniorsfor Seniors..................................................................................................................12 Petsfor Patriots.......................................................................................................................13 Animal Featured at City Council Meeting..............................................................................13 Animal Featured Weekly in San Bernardino Sun..................................................................13 Strategies for Keeping the Kennels and Cat Room Empty........................... 13 FlexibleFoster Program..........................................................................................................13 UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 3 Partnership with Wings of Rescue, Operation Roger (Truckers Helping Pets) and other TransportOrganizations.........................................................................................................14 Sterilization of all Companion Animals & Public Awareness Campaign............................14 LitterAbatement Program......................................................................................................14 Trap-Neuter-Return Program.................................................................................................14 Planning and Construction of New Facility ....................................................... 14 Preliminary Planning of New Facility......................................................................................14 Design, Bids and Construction of New Facility....................................................................15 Fundraising ................................................................................................................. 15 Individual/ Private Donation Efforts.......................................................................................15 DirectMail Campaign..............................................................................................................15 PublishedWish List.................................................................................................................15 GrantOpportunities ................................................................................................................16 CostProposal ............................................................................................................ 19 Summaryof New Ideas ...........................................................................................21 ContactInformation .................................................................................................21 References - Personal Contacts (Valerie Ashton)...........................................21 References - Professional Contacts (Upward Dog Rescue) ........................22 References - Upward Dog Rescue Adopters ...................................................22 Objectives Introduction to Proposal Upward Dog Rescue, Inc., a 501(c)(3) non-profit organization (UDR), proposes to contract to take over daily operations of the San Bernardino City Animal Shelter located at 333 Chandler Place, San Bernardino, CA 92408 (Chandler Place Facility), and provide the highest quality of rescue, care and treatment for homeless animals in the City of San Bernardino, CA, and all of the municipalities it supports. As an organization with humane education in mind, we will engage the hearts, hands and minds of the community and southern California region to help animals. Our desire is that the shelter be a place where both local residents and out of area people will desire to come to adopt their dogs. We have adopted out dogs all over the United States, including New York, Michigan, Montana, Texas, Arizona, Nevada, Washington, Oregon and New Mexico. Company Profile Upward Dog Rescue is a 501c3 non-profit organization incorporated in California on February 10, 2012. We have no prior business names. We are not owned or controlled by any other corporation. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 4 Founders Ryan and Valerie Ashton have two years of additional experience as fosters and volunteers for other local Southern California animal rescues prior to founding Upward Dog Rescue. Upward Dog Rescue is dedicated to saving, rehabilitating, and re-homing homeless dogs in Southern California. We are an all-breed rescue and believe all dogs deserve to be loved and cared for. Our mission is to provide care, including vaccinations and spay and neuter surgery, and ultimately find forever homes for: • Dogs in overcrowded Southern California county and city shelters that otherwise would be euthanized; • Stray, homeless street dogs from Ensenada, Rosarito and Tijuana, Mexico. • Dogs surrendered by their owners due to illness / death, foreclosure, or otherwise due to financial hardship. Newly Designed Website Following the successful model of other shelters, we would create a brand new website with the following information readily available: • Our no-kill mission • One time donations • Monthly giving sponsorship opportunities • In-kind donation needs (wish list) • Animals available for adoption • Information on our foster program • Featured videos and frequently updated YouTube channel. We like the Best Friends Animal Society website (bestfriends.org) and propose to model our website to have a similar theme, template and user experience. Construction of New Facility As soon as possible, working jointly with the City of San Bernardino, UDR will also design and construct a new, modern, animal shelter to better serve the community and its growing needs. The new facility will offer much more than just shelter services, we would like a veterinary building, an educational area, and to explore the possibility of having a dog park, dog daycare facility, do it yourself dog wash, thrift store, and other possible streams of revenue and traffic. We would like to explore the possibility of the city donating land for this project. What Our Organization Offers • 20+ years of combined animal rescue and non-profit management experience • Established rescue relationships (regionally and nationwide) with people, organizations, and other business • Employee hiring, training, and customer service expertise • Marketing and public relations experience UPWARD DOG RESCUE,INC. A 501(c)(3)NON-PROFIT ORGANIZATION PAGE 5 The Current Problem Despite decreases in euthanasia rates, the City of San Bernardino has received an increasing number of complaints regarding just about every aspect of the Animal Control program and conditions at the Chandler Place Facility. Some of allegations in the last two years include: • Shelter uncleanliness, extraordinary filth, and obvious neglect • Sweltering temperatures in summer and freezing temperatures in winter • Lack of veterinary care for injured and ill animals • Disease outbreaks, including parvo, distemper, kennel cough, and feline panleukopenia • Dogs left suffering for days with collars or ropes badly embedded in their necks. • Animals labeled as aggressive or ill by the shelter as a justification for euthanasia. • Immediate euthanasia of underage puppies and kittens • Animals given a third of required euthanasia drugs and suffered a slow death. The current Animal Control website states "Promoting, motivating and enforcing responsible pet ownership is our number one goal. Our philosophy is to keep working at the root causes of pet overpopulation and irresponsible pet ownership - to provide alternatives to indiscriminate breeding of pets, to encourage people to become better pet owners and to make our community a better place for both people and animals." As a non-profit, Upward Dog Rescue will work to promote this goal and philosophy, with the added goal of making the shelter a place people want to come to adopt pets and donate their money, a place people want to spend their time volunteering, a shelter small rescue organizations want to work with, and a non-profit organization the City is proud to work with. Our No Kill Mission A no kill, open admission shelter in San Bernardino is not an impossible dream. As directors, we will be the most important factor in the success or failure of our lifesaving mission. A no kill shelter is not possible without a compassionate shelter director and staff committed to rigorous implementation. We do not need to reinvent the wheel; the system of success has already been implemented in shelters across the country. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 6 THE PROGRAMS OF NO KILL TRADITIONAL THE NO KILL FOLIATION' SHELTER KILL SHELTER RESCUE PARTNERSHIPS VOLUNTEERS FOSTER CARE TRAP.NEUTER,RELEASE PET RETENTION COMPREHENSIVE ADOPTION PROGRAM PUBLIC RELATION S,COM MUNITY INVOLVEMENT MEDICAL&BEHAVIOR PREVENTION&REHABILITATION v HIGH-VOLUME.LOW-COST SPAY I &NEUTER y PROACTIVE REDEMPTIONS HARD-WORKING,COMPASSIONATE I SHELLER DIRECTOR %/' M. 4 01` st, nokilladvocacycenter,org As an "open admission" shelter, we will use every available resource of population control in order to avoid the euthanasia of adoptable dogs. This involves putting in place the infrastructure to save lives. We believe we can achieve this in 12-24 months. Following a commitment to be a "No Kill" facility is the need for accountability. Accountability means having clear definitions, a lifesaving plan, and protocols and procedure oriented toward preserving life. But accountability also allows, indeed requires, flexibility. Too many shelters lose sight of this principle, staying rigid with shelter protocols, believing these are engraved in stone. They are not. Protocols are important because they ensure accountability from staff. But protocols without flexibility can have the opposite effect: stifling innovation, causing lives to be needlessly lost, and allowing shelter employees who fail to save lives to hide behind a paper trail. The decision to end an animal's life is an extremely serious one, and should always be treated as such. No matter how many animals a shelter kills, each and every animal is an individual, and each deserves individual consideration. Categorizing Animals Upon Intake No matrix can conceivably cover every condition or combination of conditions that might affect an individual animal. These definitions should be utilized based on a candid and realistic assessment of each animal's condition and not based on subjective and often self-serving notions of adoptability. In cases of doubt, the default shall always be a preference for lifesaving. Additionally and importantly, an animal deemed non-savable may still be successfully cared for, or transferred or adopted to an individual i or organization capable of providing sanctuary or hospice care. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 7 Savable Animals "Savable" shall include animals who are healthy or who have treatable medical conditions. • Healthy: "Healthy" shall include any animal who is not sick or injured; or who is not a vicious dog. Conditions such as fleas, ear mites, or pregnancy do not change the animal's status from being healthy since they are resolved through professionally standard routine shelter care, such as flea preventative and spay or neuter surgery, and do not require out of the ordinary care. Healthy also includes animals who are exhibiting behaviors considered normal for the species such as house soiling, territorial marking, barking, chewing, digging or scratching behavior. Likewise feral and free roaming cats who are inhibited in social interactions with humans are not exhibiting abnormal behavior for the species.As long as a feral or free roaming cat is healthy, he meets the definition. An animal does not have to be cute and cuddly or easy to place to meet this definition. Healthy is not the same as easy to adopt. The animal may be blind, deaf, old, or missing a limb, but as long as the animal is healthy, she meets the definition. • Treatable "Treatable" shall include any animal who is sick or injured, whose prognosis for rehabilitation of that illness and/or injury is excellent, good, fair, or guarded. An animal does not have to be "cured" to be treatable. For instance, a diabetic cat may never be cured but she is likely to live a normal life if given insulin shots. Non-Savable Animals "Non-Savable" shall include: (1) animals who are severely sick or injured and whose prognosis for rehabilitation is poor or grave and (2)vicious or dangerous dogs. • Irremediably Suffering: Non-savable animals include irremediably suffering animals. "Irremediably Suffering" shall include any animal with a medical condition who has a poor or grave prognosis for being able to live without severe, unremitting pain. • Vicious Dog: "Vicious Dog" is a dog who has a propensity to cause or history of causing grievous bodily harm to people even when the dog is not hungry, in pain, or frightened, and whose prognosis for rehabilitation of that aggression is poor or grave. • Dangerous Dog: ,Dangerous Dog" is a dog adjudicated to be vicious by a court of competent jurisdiction and where all appeals of that judicial determination have been unsuccessful. Common Conditions Seen in Shelter Animals Provided is a list of common conditions seen in shelter animals categorized appropriately. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 8 Savable — Healthy: • Age (senior/geriatric animals) • Behavior issues typical with dogs and cats such as house soiling issues, social shyness, barking, escaping • Blindness • Ear mites • Missing limbs • Pregnancy Savable — Treatable: • Allergies, including dermatitis • Broken bones • Dental conditions • FeLV, FIV, asymptomatic • Heartworm positive • Hyperthyroid • Lacerations • Mange, demodectic or sarcoptic • Motherless neonates • Ocular conditions such as "cherry eye" • Otitis • Respiratory infection such as kennel cough or URI (almost all SBC dogs get this • Ringworm • Separation anxiety • Conditions resolved by surgery • Food guarding • Urinary tract infections • Stomatitis • Diabetes • Abscesses • Canine parvovirus and feline distemper (adult animals) Non-savable: (we will make every effort to transfer to qualified organizations or individuals) • Canine parvovirus and feline distemper (puppies and kittens) • Vicious dogs • Cancer with a poor prognosis • FeLV, symptomatic • Renal failure (end stage) 4 I UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 9 Proposed Immediate Improvements to Existing Chandler Place Facility New Customer Friendly Hours Currently, the Chandler Place Facility is open Tuesday-Saturday from 10:00 a.m. - 5:00 p.m. UDR would adopt the same seven-day-a-week shelter hours that are in place in Los Angeles County. The Chandler Place Facility would be open from 12 noon-7 p.m. on Monday-Thursday, and from 10 a.m.-5 p.m. on Friday-Sunday, If necessary, lighting would be added to the facility for visitors after-dark. Already Sterilized Dogs and Cats Available for Immediate Placement We will have a special area of the shelter with already spayed/neutered animals available for adoption. We will solicit corporate sponsorships from area businesses to pay for these surgeries, Currently, many potential adopters who visit the shelter are disappointed to find that although there are a large number of animals at the shelter, only a very small selection of animals are spayed or neutered and available for immediate adoption. In other words, not very many animals at the shelter can actually be adopted and go home with the adopting family. Adopters must either pay a $75 spay/neuter deposit, or pick up their pet at the vet several days later. We will solicit donations to make the investment in immediately spaying or neutering as many dogs and cats as possible (especially puppies and kittens) that we know are great candidates for adoption and rescue placement. Having animal sterilized and ready for adoption will bring more members of the public to the shelter. Small Retail Store Run by Volunteers i Following the successful model of many other successful shelters, including the San Diego Humane Society and Animal Friends of the Valleys, which operates the Wildomar Shelter, UDR would open a small on site boutique retail store staffed by volunteers. The store would carry the basics for new adopters, such as collars and leashes, pet food, shampoo, chew toys and cat boxes, as well as a few rescue-themed accessories and apparel. Onsite Commercial Washer and Dryer During the winter, the animals are cold. Currently, there are no commercial washer and dryer on premises and therefore any donated blankets are used one time and discarded. We would either purchase commercial washers and dryers or preferably, get them donated to allow the reuse of donated blankets and towels. Volunteers & Intern Recruitment A large part of the success of our efforts will be achieved through volunteers. As part of our initial volunteer recruitment, we will run a full-page advertisement in the San Bernardino Sun and hold a Grand Opening Weekend volunteer fair where interested UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 10 potential volunteers can come out and walk the facility, meet the directors, and learn about all of the different opportunities to serve. Intern Recruitment We would use Intermatch, the largest database of college internships online. Using the successful model of many rescues, including the Best Friends Animal Society and Helen Woodward Animal Center, we would partner with universities and community college internships with opportunities to learn animal care, marketing, fundraising, or event management. For students who love animals, an internship would not only be enjoyable, it would be an opportunity to gain valuable, hands-on, work experience in a real life career field. Veterinary Fellowship Recruitment Creating a partnership with Vet schools allowing veterinary students to focus on preventative medicine to avoid shelter animals to get sick and also using newly graduated students to do a one-year fellowship at the shelter. Volunteer Recruitment Through HandsOn Inland Empire We would immediately become a partner organization on HandsOn Inland Empire, which offers non-profit organizations resources, training and services to grown and strengthen volunteer programs. Website: http://www.handsoninlandempire.org. Volunteer Management Through Volgistics Following the successful model of many other animal shelters including the San Francisco SPCA, East Bay SPCA, Santa Cruz County Animal Shelter and countless others, UDR would use the proven Volgistics software system for volunteer recruitment, scheduling, tracking and communications. Volunteer Recognition We understand that volunteer recognition is important to the success of any volunteer program, and we will regularly recognize our volunteers through social media, a "Volunteer of the Month" award, and an annual luncheon for volunteers. Eagle Scout / Girl Scout Gold Award Opportunities Boy Scouts and Girl Scouts who wish to complete Eagle Scout / Gold Awards must plan and implement individual "Take Action" or service projects that reach beyond the organization and provides a sustainable, lasting benefit to the girl's larger community. We would reach out to local Boy Scouts and Girl Scout organizations in the region and let them know we would welcome projects to better the facility. Dog Intake Policy Improvements Photography & Video for Adoptable Pet Marketing All pets entering the shelter would have a photograph taken by a volunteer. Care would be taken to take a good, well-lit photo of the animal, so that it will be an attractive UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 11 candidate for adoption or rescue placement. If that means we have to take 10 photos to get one good one, we will do that. Additionally, we will take a 30 second video with the animal's intake ID number and name, their weight and approximate age, positive character attributes (gorgeous ears, shiny coat, fluffy tail, etc.) and any other special notes. Flea and Tick Control Many animals entering shelters are infected with internal and external parasites. Though not always clinically apparent, parasites can be easily transmitted, cause significant disease and suffering, persist in the environment, and pose a risk to public health. Shelters have a responsibility to reduce risk of parasite transmission to humans and animals. Following ASV Guidelines for Standards of Care in Animal Shelters, an effective parasite control program would be designed with the supervision of a veterinarian. Animals would receive treatment for internal and external parasites common to the region and for any obvious detrimental parasite infection they are harboring, Treatment and prevention schedules should be guided by parasite lifecycles and surveillance testing to identify internal and external parasites that may be prevalent in the population. Ideally, animals would receive parasite prevention on entry and regularly throughout their shelter stay to prevent environmental contamination and minimize risk to people in the shelter. At minimum, because of the public health significance, all dogs and cats must be de-wormed for roundworms and hookworms before leaving the shelter. Shave-Down Check for Spay Incisions When new stray female dogs are brought into the shelter, we would shave just where the incision would be and check for a scar. We have rescued many female dogs from the Chandler Place Facility, only to get to our vet and realize the dog is already spayed. Grooming of Matted Dogs Some animals, especially the longhaired poodle type dogs, are extremely matted upon intake. We would allow professional and trainee groomers to come volunteer at the shelter providing their services, or offer an internship experience position for those interested. Marketing Strategies For Adoptions to the Public Listing of Pets on all Popular Adoption Websites Currently, pets at the Chandler Place Facility are not listed on petfinder.com, rescueme.org, or adoptapet.com, the top online destinations for people searching for adoptable animals. Our volunteers would list all pets on these sites as part of the intake process. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 12 Inclusion of Dog's Weight on all Databases For rescuers and adopters, it can be difficult to impossible to even guess how much a dog weighs. All new intakes would be weighed on a scale, and weight would be published on their bio next to their picture and video. Easy to Understand, Attractive Kennel Cards We propose to drastically improve the existing kennel card with an attractive photograph, OR code link to website, clearly published animal availability date and time for adoption and rescue placement, as well as a more accurate breed description, estimated age, and dog's weight. Notepads and Golf Pencils For Shelter Visitors Following the model of other successful shelters, we would strive to make it easy for adopters to write down info while they are walking through the kennels and cat room. We would provide note pads with small golf size pencils for people to jot down the names or ID numbers of dogs they are interested in, and kennel numbers. Proper Breed Identification of New Intakes With some exceptions on obvious purebreds and owner surrenders, most dogs at the shelter are classified as pit bull, Chihuahua, shepherd mix, terrier, or lab mix. All new employees and volunteers will have an introduction to dog breed identification, and we will have a dog breed identification poster on site for reference. Holiday Adoption Specials Following the successful model of many other animal shelters we are familiar with, our facility would offer pet adoption specials during holidays and have adoption events to invite the public to come out. Local food trucks, grooming trucks and other vendors would be invited to come out to events. Dogs and Cats would be available for a reduced fee. Theme ideas for specials include; • Black Friday everyday- adoption specials for black dogs and cats in November • "Home for the Holidays" (adoption specials in December) • Be Mine Adopt-a-thon (adoption specials on Valentine's Day) • Saint Petrick's Day Adopt-a-thon (adoption specials on St. Patrick's Day) • "Red, White and WOOF" (adoption specials on Independence Day) Seniors for Seniors Following the successful model of many other animal shelter, UDR would offer a Seniors for Seniors "never too old to play" adoptions program. This would place senior cats and dogs (over 7 years of age) with senior citizens who are 60 years of age or older at a reduced adoption rate (to be determined, would aim for between $25-$35). UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 13 Pets for Patriots Following the model of many successful shelters, we would offer seek to partner with Pets for Patriots (httpWpetsforpatriots.or to match homeless pets with United States military veterans and their families. Animal Featured at City Council Meeting Following the successful model of the Los Angeles Board of Supervisors' weekly meetings, if desired by the San Bernardino City Council, a representative of UDR bring an adoptable dog or cat to each city council meeting and give a very brief 60 second introduction and friendly invitation for residents to come down to the shelter and see all of the cute, adoptable animals. Animal Featured Weekly in San Bernardino Sun Following the successful model of many other shelters who feature their animals in newspapers, we would arrange a "Pet of the Week" to be featured for adoption in the San Bernardino Sun and sbsun.com. Strategies for Keeping the Kennels and Cat Room Empty Flexible Foster Program Fosters play a critical role in the rescue process. From experience, we know that many people are hesitant to foster for several reasons. Some people think they will be "stuck" with a dog for an indefinite period of time, if an adopter cannot be located. Other people are hesitant to meet with adopters at their own home, or feel uncomfortable visiting the home of a new adopter (especially if they are alone). We will offer flexibility in our foster program to address the common concerns that our fosters have. Elements of our "Flexible Foster Program" would include: • For regular shelter volunteers, we will offer two night "foster sleepovers" available where dogs or cats can go stay with the foster for a weekend or two nights during the week. • We will offer a meeting area onsite so fosters can meet potential adopters at the shelter, during business hours. • We will keep a supply room or closet with crates, leashes, bowls, and other supplies for fosters who do not have pet supplies. • We will allow fosters to tell us how long they are willing to foster for, and we will allow animals to come stay at the shelter, should the foster have to travel or be unable to care for the animal for a period of time. • We would offer a monthly foster orientation onsite, and a UDR representative would do a home/yard check for all new foster families. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 14 Partnership with Wings of Rescue, Operation Roger (Truckers Helping Pets) and other Transport Organizations Following the model of other successful shelters, we will partner with transport organizations to keep kennels empty and move animals that may be put to death to areas of the country where they will have no problem finding their forever homes. We have a relationship with Wings of Rescue, a 501(C)(3) non-profit based out of Van Nuys. We would also pursue relationships with other transport organizations including Operation Roger, Pilots N' Paws, and START (Shelter Transport Animal Rescue Team). Sterilization of all Companion Animals & Public Awareness Campaign We will require that all dogs and cats be spayed or neutered, and we will support the practice of prepubescent spaying and neutering of kittens and puppies. We will provide education and incentives to the public to spay or neuter their companion animals. We believe public education is a key component to reducing the quantity of animals brought to the shelters. As an animal welfare organization, it is our responsibility to provide education and increase public awareness about the pet overpopulation problem and engage the community to act, advocate and work together to effect change locally and nationally. Litter Abatement Program Following the successful model of the San Diego Humane Society and SPCA, UDR would offer a free of charge Litter Abatement Program. UDR would take in the litter for adoption or rescue placement, and spay and neuter the parent animals free of charge. The altering of pets helps curb pet overpopulation. The goal of UDR is to save the life of every adoptable animal and the Litter Abatement Program is just another way we will strive to reach this goal. Trap-Neuter-Return Program A pair of breeding cats, which can have two or more litters per year, can exponentially produce 420,000 offspring over a seven-year period. Following the successful model of the Feral Cat Coalition and other similar programs, UDR will offer residents humane traps to borrow with the opportunity to bring in stray, unowned cats to a partner veterinarian for low-cost sterilization. We would also seek business sponsors to provide vouchers for free sterilization. Planning and Construction of New Facility Preliminary Planning of New Facility A design and plans for an animal shelter will be drawn up; this will include a bid contract such that various estimates of cost may be established from contractors. With an understanding of the cost other established animal shelters incur, an estimate will also be made of the costs to operate and maintain the proposed animal shelter. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 15 Design, Bids and Construction of New Facility Before any construction is begun, bids will be taken and designs solicited from at least three different companies. Based upon the results a company will be selected. This may also include effort through purchase, donation, or lease, land appropriate for the construction of the new facility. Once funds are raised and a contractor is selected, then construction will begin. Further discussion and exploration of this venture is needed. Fundraising We will create a culture of fundraising in our organization. Unlike organizations where there is fundraising staff (high turnover) and non-fundraising staff (lower turnover), all staff members will share fundraising responsibilities. We will bring in fundraising experts to train staff on-site, and we will recruit board members who have the expectation that they will make significant contributions to the organization and help raise funds. Individual / Private Donation Efforts Our fundraising plan will focus on maximizing resources, maximizing donations, and maximizing opportunities to accomplish our mission. We will prioritize connecting with the needs of our donors, as they are the ones responsible for our successes. If we thank them repeatedly for their gifts and supports, we will raise more funds, save more pets, and help more people and pet owners. Direct Mail Campaign Using the successful model of other non-profit organizations including the Helen Woodward Animal Center and Escondido Humane Society, UDR direct mail fundraising will deliver a simple message that includes a story with a happy ending as a demonstration of the shelter services. The frequency will be three to four times a year, with one piece sent at the beginning of December with holiday appeal. Mail will be sent to all donors and adopters from the past two years. A monthly donor report will be printed (online and mailed in donations) and volunteers will respond to donors with a handwritten thank you note. Published Wish List Donating wish list items is a popular way to support animals and make a tax-deductible gift. Following the model of the San Diego Humane Society and many other shelters, we will provide a published wish list with needed supplies: • Dog/puppy and cat/kitten food • Chew toys, stuffed animals, food dispensing toys, and enrichment supplies • Leashes, harnesses and collars • Dog bandanas, shirts and sweaters • Ziplock bags • Plastic children's pools for whelping • Office supplies and printer ink cartridges • Cleaning supplies, bleach, detergent, dish soap, paper towels, trash bags, etc. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 16 • Gift Cards. We will also publish a comprehensive Amazon.com wish list where people can purchase items and have them shipped directly to the Chandler Place Facility. Grant Opportunities Upon approval and execution of services contract, Upward Dog Rescue will immediately pursue grant funding from the following organizations offering funds to animal rescue organizations, and others that are not limited to animal rescue. Organization About Funds capital campaigns, building improvements, and American Humane equipment purchases that directly affect the welfare of animals Association in shelters. Grants may be up to $4,000. The Second Chance Fund is set up to give animal victims of abuse or neglect a second chance at life. Funding to any one agency is limited to $2,000 per fiscal year. Only animal American Humane sheltering agencies (private or public) and rescue groups are Association considered for the Second Chance Fund. Animal Welfare Trust's grant program seeks to assist organizations whose work can help alleviate animal suffering and/or raise public consciousness toward giving animals the respect they so need and deserve. Areas of priority include farm animal welfare, vegetarianism and humane education. Grants will generally be made in the $2,500 to $20,000 range, although requests outside either end of this range will be Animal Welfare Trust considered. The ASPCA's funding priorities include grants for the following purposes: Response to and prevention of animal cruelty, Emergency and disaster response and preparedness, Equine projects, Shelter and spay/neuter programs, Veterinary ASPCA outreach. Most grants range between $500 and $10,000. Does not fund the following programs: Spay, neuter or adoption programs, General humane education programs, Behavioral modification programs for pets awaiting adoption, General operating expenses, Deficit reduction or general overhead expenses, Fundraising campaigns including special Banfield Charitable events, Grants to individuals or to support business Trust enterprises, Construction costs for new buildings or remodels. Most first-time grants awarded range from $500 to $5,000. Bernice Barbour Grant types funded: spay/neuter grants, individual project Foundation grants, organization program grants, facility upgrades. UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 17 Grants will be considered for organizations working to reduce Bissell Pet the homeless pet population through: adoption, spay/neuter, Foundation microchipping, foster care, safety net programs. The Build-A-Bear Workshop Foundation is committed to Build-a-Bear improving communities and impacting lives through a grant _Workshop program that helps children's health and wellness, literacy and Foundation education, animals, and the environment. The grant committee approves grants that benefit animals and may also demonstrate a significant human element. Grants are focused on helping animals usually in a manner that helps the animals as directly as possible. Many of the grants are focused Doris Day Animal on assisting senior companion animals, whether it be assisting Foundation with their food, care, veterinary costs, or need for adoption. Edith J. Goode The Edith J. Goode Residuary Trust was established to meet Residuary!Tlust sheltering objectives for animal welfare. Elinor Patterson This trust offers grants four times a year for a wide variety of Baker Trust c/o Ann shelter needs, including prevention of cruelty, spay/neuter, Panoli shelter improvements and innovative new programs. The Fund for Wild Nature provides small grants for North American campaigns to save native species and wild ecosystems, with particular emphasis on actions designed to Fund for Wild Nature defend threatened wilderness and biological diversity. The Greg Biffle Foundation awards funds to nonprofit humane societies, spay/neuter clinics and no-kill animal shelters Greg Biffle throughout the United States. Grant funding is awarded up to Foundation $5,000. The Gus Hawthorne Foundation provides financial support to Gus Hawthorne non-profit organizations that rescue and care for domestic Foundation animals and wildlife. The majority of the Laura J. Niles Foundation's grantmaking is focused in the northeastern United States, although, occasionally, grants may be made in other regions of the Laura J. Niles_ country and/or abroad.Grants may range from a few thousand Foundation dollars up to $50,000. Maddie's Fund grants are designed to help build and sustain a no-kill nation so shelter dogs and cats can be guaranteed a loving home. Grantmaking efforts focus on organizations that honor the foundation's core values of honesty, integrity and Maddie's Fund mutual respect. The Petco Foundation has served as a voice for companion animals across the country since 1999. Each year, they help PETCO Foundation animal-welfare organizations find lifelong, loving homes for UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 18 millions of orphaned pets, as well as fund spay and neuter efforts, animal assisted therapy programs and humane education. PetSmart Charities grants more money to directly help pets in need than any other animal welfare group in North America, with a focus on funding spay/neuter services that help communities solve the problem of pet overpopulation. More than 400,000 dogs and cats find homes each year through our adoption program in all PetSmart stores and our PetSmart Charities sponsored adoption events. PetSmart Charities grants more money to directly help pets in need than any other animal welfare group in North America, with a focus on funding spay/neuter services that help communities solve the problem of pet overpopulation. More than 400,000 dogs and cats find homes each year through our adoption program in all PetSmart stores and our PetSmart Charities sponsored adoption events. PetSmart Charities grants more money to directly help pets in need than any other animal welfare group in North America, with a focus on funding spay/neuter services that help communities solve the problem of pet overpopulation. More than 400,000 dogs and cats find homes each year through our adoption program in all Pet Smart stores and our PetSmart Charities sponsored adoption events, The Planet Dog Foundation strives to support worthy organizations through a grant-making program designed to financially support not-for-profit partners across the U.S. The goal is to fund programs that train, place and support dogs helping people in need. Funding is allocated nationwide to promote and financially support service-oriented canine Planet Dog programs such as assistance dogs, therapy dogs, search and Foundation rescue programs or police, fire and military dogs. The mission of the SeaWorld & Busch Garden Conservation Fund is to work with purpose and passion on behalf of wildlife SeaWorld & Busch and habitats worldwide, encouraging sustainable solutions Garden Conservation through support of species research, animal rescue and Fund rehabilitation and conservation education. The Summerlee Foundation is a mission driven, proactive Summerlee organization with a strong desire to address significant issues Foundation in animal protection and Texas history. The purpose of the T.S. & K.D. Glide Foundation is to provide T.S. & K.D. Glide benefits for qualified organizations committed to animal Foundation protection organizations, other land and wildlife conservancy UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 19 groups, agricultural purposes, preservation of land in its natural state, and opera, symphony, and other similar civic organizations. The purpose of The Glaser Progress Foundation is to assist The Glaser Progress humane organizations in combating companion animal Foundation overpopulation in the pacific northwest. The Handsel Foundation, established in 1990, is a small family foundation that provides financial support to animal welfare organizations. Specifically, they provide grants to nonprofit organizations dedicated to ending the cruelty and neglect The Handsel suffered by too many companion animals through spay/neuter, Foundation adoptions, and related programs. Special grants, ranging from $5,000 to $20,000, are available to organizations supporting the well-being of large, mixed- breed dogs, pit-bull type dogs, and large senior dogs who have been abandoned, injured, mistreated, neglected, The Lowell Fund exploited or are otherwise in need. The William and Charlotte Parks Foundation was established to improve the status of animals worldwide through studies of The William and the science and philosophy of animal welfare/rights and to Charlotte Parks reduce, through practical efforts and initiatives, the suffering Foundation and harm inflicted on animals by human beings. The Toby Wells Foundation strives to make a positive and meaningful impact by offering programs that benefit both people and horses at Blue Apple Ranch while also assisting and working with other non-profit organizations within San Toby Well Diego County that serve youth, persons with disabilities and Foundation animals. Cost Proposal City of San Bernardino Animal Shelter - Itemization of Projected Contract Costs for Animal Shelter Services. Shelter Services Animal Shelter Services Based on prior year 16,000 animals impounded x$138 proposed rate` =$2,208,000/year "Cities that contract with San Bernardino City Shelter would enter into contracts with Upward Dog Rescue based on their prior year number of impounded animals. Operational and Maintenance (O&M) Costs: O&M Costs based on 16,000 prior year fiscal impounds x$12 proposed O&M rate = $192,000/year Large Animal Sheltering ®$20 1animal(horses, ponies, cattle)per day(billed on actual use) Large Animal Sheltering @$12 1animal(goats, sheep, swine)per day(billed on actual use). UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 20 Daily Board Fee Animals requested by San Bernardino or contracting cities to be held longer than required by state law, and not made available for public adoption, shall be charged the prevailing Daily Board Fee, as set by the San Bernardino Resolution (such instances shall include, but not limited to: animals held as "evidence"in cruelty or other court cases. Upward Dog Rescue will only provide animal housing services, licensing services, and euthanasia. Total Shelter Fees $2,400,000/year Licensing Services Upward Dog Rescue will collect the current City licensing fees from San Bernardino and contracting cities' residents. All license fees collected by Upward Dog Rescue will be remitted to San Bernardino and contracting cities with a monthly report. The animal license fees collected will offset the costs in Contractor services. License processing = $5.85 per license billed actual use Other Terms (1) Upon execution of contract, the City of San Bernardino will release monies held in the San Bernardino Shelter Improvement Fund valued at approximately 400,000 to Upward Dog Rescue for immediate facility and equipment upgrades and improvements to 333 Chandler Place facility, including but not limited to deferred maintenance, construction of additional kennels, and installation of a security system. Upward Dog Rescue supports voluntary public disclosure that provides donors with greater transparency and enhances trust and participation. Transparent financial information allows supporters and contracting entities to better understand needs and costs. Accordingly, Upward Dog Rescue will provide a comprehensive accounting of all expenditures for improvements and upgrades. We will use our 501(c)(3) exempt status to secure discounted or donated services, whenever possible. (2) Upward Dog Rescue will enter a partnership with the County of Riverside Department of Animal Services ("County"), in which County would provide consulting services for operation support of the shelter, not to exceed three one year terms. The estimated annual amount has been calculated by the following: 1 .5 (FTE) x $120,856* = $181,284** * The cost for 1 FTE Animal Services Chief Position which includes salary, benefits and overhead expenses for 2,088 hours ** Estimated annual amount of services UPWARD DOG RESCUE,INC. A501(C)(3)NON-PROFIT ORGANIZATION PAGE 21 *** All cost is billed on actuals (projected cost is just an estimate and is not to exceed) In addition to constant fundraising, UDR will work to increase revenue from: • Animal Licenses • Owner Release fees • Microchip Registrations • Vaccinations. Summary of New Ideas • Dedicated, hard-working and compassionate kennel staff • Army of volunteers and interns to support every aspect of the operation • A dedicated section of shelter with sterilized "ready to go" animals for adoption • Fun adoption events to engage the public • A foster program to keep animals out of shelter with introductions made at facility • Open door relationships with other rescues and shelters • Dedication to existing Chandler Place Facility and vision for new facility • Flexibility, marketing plan, "big picture thinking" and a desire to succeed! Contact Information Valerie Ashton Amber Hansen 2158 Twain Avenue 325 '/2 Sky Vista Way Carlsbad, CA 92008 Fallbrook, CA 92028 valerie @upwarddogrescue.org fourfasttails @yahoo.com 858-342-8434 760-846-2415 References - Personal Contacts (Valerie Ashton) Name Phone _ Email Occupation Lorraine Wood 760-845-3133 carisbadlorraine @gmail.com Council Member,City of Carlsbad Jerry Goldman 714-697-9363 jerrygoldman@cox.net Owner&President, Fields Pianos Luke Schock 760-525-5853 Ischock @silvergatebank.com CFO, Silvergate Bank Tom Zoll 760-685-0290 tzoli@nctd.org Ret. Chief of Police, City of Carlsbad Brad Huffman 760-877-9944 bradley.huffman @wellsfargo.com Financial Advisor,Wells Fargo Pamela Maes Schock 760-419-9619 pamelaschock@yahoo.com Director&Controller, Cymer Scott Ashton 619-571-5550 sashton@bergelectric.com Division Manager, Berg Electric Joanne Ciaffa 949-257-8464 joanneciaffa@yahoo.com Recruiting Manager,Wells Fargo Chris Marsh 858-551-9408 chris.marsh @ubs.com Managing Director,UBS Financial Leesa Johnson, R.N. 760-815-7639 leesapatrice23 @hotmail.com R.N., Scripps Memorial Hospital Mike Bomberger 619-922-2206 mike @estey-bomberger.com Partner Attorney, Estey&Bomberger UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 22 References - Professional Contacts (Upward Dog Rescue) Name Phone Email Zoran Djordjevich, DVM 760-729-3330 zokidjr @gmail.com Vet, Mohnacky Animal Hospital Amber Murphy,DVM 760-758-8004 amberyeleigh @yahoo.com Vet, Mohnacky Animal Hospital Athena Davis 619-481-1544 adavis @sdhumane.org Director, San Diego Humane Soc. Cassie Propst 760-453-8787 cassiopial8 @yahoo.com Director, Mohnacky Animal Hosp. Deanna Laguna 760-729-3330 deanna.laguna@yahoo.com Director,Mohnacky Animal Hosp. Sue Noble 858-793-0755 threedogsd @gmail.com Owner,Three Dog Bakery Del Mar Alyssa Lapinel 646-315-4475 legendsdogtrainer @ gmail.com Owner, Legends Dog Training Kristina De La Rosa 858-688-3814 kristinadelarosa @gmail.com Associate Attorney, Graham Hollis Jerry Johnson 760-214-3217 jerrylea @hotmail.com Sales Manager, Harley Davidson Tamara Pitman 310-857-0086 tamarapitman @gmail.com Owner, Dachshund Rescue of LA Stephanie Nisan 858-337-2582 Stephanie @theanimalpad.com Owner,The Animal Pad Rescue Ashley Steffey 619-633-0179 alcorrigan @ucsd.edu Owner,The Rescued Dog Christine and Steve Haslet 619-756-6376 woof @luckypupdogrescue.com Owners, Lucky Pup Dog Rescue References - Upward Dog Rescue Adopters Name Phone Email Name of Dog Adopted Candace Moore 858-437-2958 cmoore2175 @yahoo.com Drake-Shep mix Diana Tanner 760-759-6386 diana.tanner @riotinto.com Shelby-Beagle Ellen Sims 760-802-4955 daddeoing @yahoo.com Lucie&Howie- Dachshunds Natalie Monfort 760-685-8722 nataliepmw @aol.com Gnowee-Cattle Dog Jason Folker 619-980-4519 socalclimber @gmail.com Bella-Great Dane Mix Sydney Hastings 858-688-6752 COn8v @aol.com Little Biscuit-Chihuahua Mix Tina Beyleryan 818-634-4642 tbeyleryan @gmail.com Milkshake-Boston Terrier Mix Jim Dunphy 760-500-0866 james.dunphy @sbcglobal.net Sparky-Terrier Mix Cyndie Reinhardt 775-287-7035 cyndiefuller @msn.com Burger-Miniature Pinscher Kim Benveniste 760-579-1148 Kimbenv@cox.net Simba-Beagle Jillian Roberson 619-606-8186 jilliansroberson @gmail.com Raisin-Pit Bull Brian Amato 773-203-3314 bdanamatoOl@gmail.com Sugar-Pit Bull Jennifer Vick 702-406-0779 purplemnms98 @gmail.com Liberty-Spaniel Mix Tim Anspach 619-977-7598 tim @carealtygroup.com Buttercup-Terrier Mix I UPWARD DOG RESCUE,INC. A 501(C)(3)NON-PROFIT ORGANIZATION PAGE 23 As a parting photo, here is a picture from one of our many trips to San Bernardino City Shelter... on this particular September 2012 visit we brought Val's SUV full of food, and $400 worth of DA2PPV and bordatella vaccines from Inland Vet Supply. As an organization and as individuals, we care so much about the animals at the shelter. We are ready to begin our legacy and change lives for people and animals in San Bernardino and neighboring cities. rt _ • "Attachment B" Upward Dog Rescue Itemization of Projected Contract Costs for Animal Shelter Services Shelter Services Animal Shelter Services Based on prior year 16,000 animals impounded x$138 proposed rate' _$2,208,000/year "Cities that contract with San Bernardino City Shelter would enter into contracts with Upward Dog Rescue based on their prior year number of impounded animals. Operational and Maintenance (O&M) Costs: O&M Costs based on 16,000 prior year fiscal impounds x$12 proposed O&M rate = $192,000/year Large Animal Sheltering(x$20 1animal(horses, ponies, cattle)per day(billed on actual use) Large Animal Sheltering @$12 1animal(goats, sheep, swine)per day(billed on actual use). Daily Board Fee Animals requested by San Bernardino or contracting cities to be held longer than required by state law, and not made available for public adoption, shall be charged the prevailing Daily Board Fee, as set by the San Bernardino Resolution (such instances shall include, but not limited to: animals held as"evidence" in cruelty or other court cases. Upward Dog Rescue will only provide animal housing services, licensing services, and euthanasia. Total Shelter $2,400,000/year Licensing Services Upward Dog Rescue will collect the current City licensing fees from San Bernardino and contracting cities' residents. All license fees collected by Upward Dog Rescue will be remitted to San Bernardino and contracting cities with a monthly report. The animal license fees collected will offset the costs in Contractor services. License processing = $5.85 per license billed actual use Other Terms Additionally, we request two other commitments from the city of San Bernardino: (1) Shelter Improvement Fund: Upon execution of contract, the City of San Bernardino will release monies held in the San Bernardino Shelter Improvement Fund valued at approximately $400,000 to Upward Dog Rescue for immediate facility and equipment upgrades and improvements to 333 Chandler Place facility, including but not limited to deferred maintenance, construction of additional kennels, and installation of a security system. Upward Dog Rescue supports voluntary public disclosure that provides donors with greater transparency and enhances trust and participation. Transparent financial information allows supporters and contracting entities to better understand needs and costs. Accordingly, Upward Dog Rescue will provide a comprehensive accounting of all expenditures for improvements and upgrades. We will use our 501(c)(3) exempt status to secure discounted or donated services, whenever possible. (2) Consulting Partnership with Riverside County Department of Animal Services Upward Dog Rescue will enter a partnership with the County of Riverside Department of Animal Services ("County"), in which County would provide consulting services for operation support of the shelter, not to exceed three one year terms. The estimated annual amount has been calculated by the following: 1.5 (FTE)x$120,856*=$181,284** * The cost for 1 FtE Animal Services Chief Position which includes salary, benefits and overhead expenses for 2,088 hours '* Estimated annual amount of services ***All cost is billed on actuals(projected cost is just an estimate and is not to exceed) "Attachment C" Upward Dog Rescue Proposed Quarantine Guidelines For San Bernardino City Shelter 1. The doors leading into the Quarantine area will be locked at all times. This will prevent any unauthorized person from walking into this area. 2. All employees are to use caution when cleaning and feeding animals in the Quarantine area to ensure that no physical contact is made with any dog or cat under quarantine. This is for the safety of the employee, the public, and the animal. 3. If an employee or volunteer is accidentally bitten or scratched by any animal in the Quarantine area, they are to report the contact to their supervisor immediately. NO EXCEPTIONS. This is especially important as animals in the Quarantine area are held at the Shelter for observation to determine if they have rabies, which is transmitted through saliva. 4. At no time will any animal being housed under Quarantine be allowed to run loose outside of the kennel, nor is it to be petted, bathed, or walked while under Quarantine. 5. Because the Quarantine area houses potentially dangerous, dangerous, vicious and possibly rabid animals, members of the public are prohibited from entering this area for any reason other than for the identification of an animal. In addition, photographs of all animals being held in the Quarantine area are posted on the Quarantine Board in the lobby of the San Bernardino City Shelter for members of the public to identify. Identification of an animal by way of a picture may be used in lieu of bringing members of the public into the Quarantine area. 6. No treats, snacks or food of any type received from the public or animal owner will be given to any animal in quarantine. 7. All persons, other than employees or volunteers, who enter the Quarantine area are only allowed into the area to identify ownership of an animal and must sign in and out on a "Public Quarantine Sign-In and Sign Out" form. The form must be posted on the Quarantine area doors at all times. At no time will the public be left alone in the Quarantine area. "Attachment Y Upward Dog Rescue Proposed Behavioral Assessment Procedures For San Bernardino City Shelter PHILOSOPHY The behavior program seeks to match responsible families who can provide lifelong homes with animals that are deemed suitable for placement. It is our intention that adopters take home safe animals that will be lifetime companions. Animals with special needs/treatable behaviors should be adopted to families who have demonstrated the ability to create a lifetime home and a clear understanding of the special needs and potential of the companion animal. Aggression in dogs can be put into several major categories including: dominance, fear, interdog, protective, predatory, territorial, food related, possessive, redirected, play, pain, maternal. It is not possible to assess for all types of aggression in an assessment. Due to limited staffing most animals will not receive a comprehensive assessment; aggression categories such as food, possession, play that leads into arousal/ aggression, territorial aggression, or sensitivity issues will not be actively evaluated. Evaluating an animal based on its body language will help us to achieve our goal of placing animals in lifelong homes. Body language is an objective indicator of the animal's responsiveness to human contact. PROCEDURE: Assessment of Shelter Animals Upon Intake And While Kenneled: All incidents involving behavior that are received from the reporting party, or the owner of the animal, should be noted by staff upon intake. If an incident occurs while the animal is being impounded or in the care of shelter employees, a memo should be placed by staff under "note" in Chameleon and an email sent to the behaviorist with the animal ID. In order to maintain standardization when writing notes, staff should use the terms listed in the glossary below. The information that each employee provides that has been in contact with a shelter animal is vital to the assessment and outcome of the animals (see attached glossary). Aggression Assessment of Shelter Animals: For the safety of Upward Dog Rescue employees, assessments of aggression will be conducted only by the Behaviorist and/or other approved employees who have been trained by the Behaviorist to conduct the assessment. Evaluation scoring is based purely on the behavior displayed to maintain objectivity. Overall behavioral assessment grade of adoptable, treatable, and untreatable will be given to each animal. The grade will be given only by the Behaviorist or trained designee. The determination of the grade will be based on several factors: • Officer notes on the behavior of the animal while in the field. • Information about the animal's prior behavior given to Upward Dog Rescue by the owner or those who have interacted with the animal. • The animal's temperament while in the shelter. • The animal's temperament while being handled by shelter employees. • In cases where SAFER is used the score (1-5) from the SAFER assessment (dogs only). If the animal's behavior changes while at the shelter, the grade will be adjusted to reflect that change. The assessment of shelter dogs will be as follows: Reading notes: The Behaviorist will review the notes in Chameleon entered by shelter staff. If the animal has notes showing that his/her behavior is not suitable for adoption, the animal will be graded as noted in the definitions. Notes reflecting the grade will be added in Chameleon memo section, under BEHV GRADE and behavior grade will be updated on the kennel screen. Observation of in-kennel behavior: The Behaviorist will walk through the kennels. Animals whose behavior is not suitable for adoption will be graded as detailed in the definitions. Notes reflecting the grade will be added in Chameleon memo section, under BEHV GRADE and behavior grade will be updated on the kennel screen. Dog-to-Dog assessment: All dogs kenneled alone will be introduced to another dog by the animal behaviorist. Dogs whose behavior is not suitable for adoption or that may not be kenneled safely with other dogs will be graded as detailed in the definitions. Notes reflecting the grade will be added in Chameleon memo section under BEHV GRADE and behavior grade will be updated on the kennel screen. Handling of the animals: To better determine the animal's personality they may be handled by the Behaviorist. Animals whose behavior is not suitable will be graded as detailed in the definitions. Notes reflecting the grade will be added in the Chameleon memo section, under BEHV GRADE and behavior grade will be updated on the kennel screen. SAFER: Animals which behaviors haven't been determined due to employee's uncertainty or which are at a high risk for aggression may have a SAFER aggression assessment by the Behaviorist or other certified SAFER evaluator. They will be scored 1-5 on each item. Notes reflecting the grade will be added in Chameleon memo section, under BEHV GRADE and behavior grade will be updated on the kennel screen. The Animals are graded by the behaviorist as follows: Adoptable: Any animal without a diagnosable behavioral condition and animals impounded that appear or present to employees as behaviorally sound. Employees should read the notes and recommendations to determine the best match for these animals. Treatable: • Animals with a manageable behavioral defect that is typically responsive to reasonable behavior intervention efforts that would enable them to become behaviorally manageable pets. • Animals that exhibit severe distress in the shelter environment. This may take the form of refusing to eat, self-mutilation such as lick granulomas, constant vocalization, pacing, or cage spinning, elimination problems, depression, etc. To be considered treatable, an animal needs not be fully rehabilitated within the applicable holding period. It is the reasonableness of the behavior management and the likelihood of remediation, rather than the cost or availability of such resources in the shelter environment that is determinative. Reasonable procedures are generally considered the accepted, prevailing, usual and customary remedial measure for the particular condition among Veterinarians or Behavior Specialists (as distinguished from unconventional, untried, or experimental procedures). These animals need behavior modification before they are ready for adoption and are NOT adoptable at this time. These may be good candidates for an adoption partner (rescue), or for a home with someone such as an animal trainer or someone that has experience dealing with the animal's particular problem. Please see "Exceptions" below. Behavior-Untreatable: Animals (other than feral animals) observed to be dangerous or fractious to people or other animals. Please see "Exceptions" below. Exceptions: Treatable: These animals can NOT be adopted without (1) approval from a Behaviorist, (2) an Adoption Waiver (Attachment A) signed by the adopter and (3) microchipping of the dog. Untreatable: These animals are NOT allowed to be adopted without (1) approval from a Behaviorist, (2) an Adoption Waiver (Attachment A) signed by the adopter and (3) microchipping of the dog. Treatment of Animals: The behaviorist may treat animals using a behavior modification prescription. Animals will be assessed weekly to determine if the animal's behavior grade has changed. If an employee is interested in working with an animal to help improve their behavior score, they must see a Behaviorist who will approve or deny the request based on safety and treatment resources available. If approved, the employee will get a behavior modification prescription that will include the amount of time the employee needs to commit to working with the animal. The employee will be responsible to follow the prescription, keep up with the time commitment needed and put progress notes in Chameleon daily. Animals will be assessed weekly by the Behavior Team to determine if the animal's behavior grade has changed and/or if treatment will continue. SUB CATEGORIES: Glossary of terms defined: Arousal: A change in the physiological state caused by excitement that can sometimes lead to aggression. During arousal the dogs tail will be perpendicular to the spine, ears forward, and the dogs will sometimes body-slam and mouth with pressure. Hair is frequently raised (pioloerect). Attempt, or try, to bite: The dog attempts to bite but is foiled due to proper handling. Body block: Dog moves around the resource (food bowl, toy, rawhide, etc.) and places his body directly in between the handler and the resource. Or dog stands over or lies on top of resource. The behavior is replicated when you reposition your body with respect to the resource. Body slam: Dog firmly jumps with two or four feet on the handler with a stiff/tense body and then turns away from handler. Body weight back: Dog's body is leaning away from handle, carrying the bulk of his weight over his back legs. Body weight forward: Dog's body is leaning toward the handler, carrying the bulk of his weight over his forelegs. C shaped pucker: Lips pulled back exposing teeth, mouth wide open in C shape. Ear back: Dog lays ears flat to the head and the tips of the ears are pointing to the rear of the dog. Variations will occur depending on the breed of the dog and the shape of the ears. Ears forward: The base of the ear is brought further towards the front of the head. Oftentimes, the dog's forehead will be furrowed when the ears are forward. EY-es Hard eyes: Dog's eye is large, whites are likely visible, dog is likely stiff or is freezing. Sometimes called whale eye. Soft ey (blinking): Dog's eye is an almond shape. The whites can barely be seen and the dog is likely blinking. Squinty eye: Dog's eyes appear to be partially closed and relaxed. They are smaller than almond shaped. Fearful: A physiological state which can be observed as dilated pupils, ears back, tail tucked, body low to the ground. Dog may freeze or try to exit. Freeze: Dog temporarily ceases all movement, stops breathing and becomes stiff. Furrowed brow: There are wrinkles across the forehead and brow. Head flip: Dog swiftly turns head towards Assessor's hand with closed mouth. This behavior may be paired with a muzzle punch. Huffing (laughing): A short repetitive pant that the dog exhibits during play. Lip-lenath Long lip: Dog's lip is long and stretched towards the ear. Pursed lip: Dog's lip is tense and short. Lip curl: Dog's lip is lifted to expose teeth. Lip lick: Dog licks his lips out of the context of food or eating, sometimes called tongue flick. Look away: Dog clearly avoids eye contact with another human or dog by obviously turning his head sideways. Loose and wiggly: Dog's entire body is relaxed. His body, from neck to tip of the tail is wagging back and forth. Mouths: Dog places mouth on handler, another dog or leash or item and can use pressure on the scale of ranging from no pressure up to extreme pressure leaving tooth impressions on skin. This behavior is seen in many different contests, including play, expression of discomfort, frustration and arousal. Mouth position Closed mouth: Dog brings upper and lower jaw, lips and teeth together. He is unable to pant through his mouth. Open mouth: Dog's jaw is relaxed with the lower jaw separated from the upper jaw and lip. Muzzle punch: Dog firmly hits handler's body or hand with his muzzle- he likely has a closed mouth. Panting Relaxed panting: Dog's overall body is relaxed and has a soft face, his mouth is open. Dog is calmly breathing through his mouth at a fairly normal respiration rate. Stress panting: Dog's mouth is open and is breathing at a rapid rate. Oftentimes, there are significant tight facial wrinkles. Paw lift: Dog hold's one of his front paws off the floor. Play bow: Dog lowers the front of his body to the floor with his legs outstretched in front of him with his rear elevated to initiate play. Popping body movements: Dog makes quick, dramatic, short movements with his body and stops or becomes still in-between each movement to initiate play. Prolonged Stare: Dog holds eye contact for a few seconds without looking away. The rest of the body is likely stiff and the eyes hard. Shoulder rub: Dog leans his body into the handler and in short but deliberate move, rubs with his shoulder then moves away and tends to other stimuli. The dog may appear unconnected to the handler. Snaps: Dog quickly brings upper and lower jaw together. Usually, only the front incisors are visible and contact is not made. Stiff: The muscles in the dog's body are taut. Stress yawn: The dog yawns out of the context of sleep or being tired. Submissive grin: Dog lifts his lips and exposes his teeth upon greeting. The rest of his body is likely loose and wiggly, his ears are back, his eyes are soft or squinty and his tail and body are low. Sometimes called a smile. Submissive rollover: Dog rolls onto back and exposes his belly. His ears are back, eyes are soft and tail low or tucked. He may urinate a bit. Sweating paws: A stress response that causes the pads of the dog's feet to sweat. Wet spots are left behind on the floor where the dog walks. Tail posture Tail down: Dog's tail runs parallel to his rear legs. Tail Neutral: The dog's tail is at spine level or parallel to the spine Tail perpendicular to spine (tail above spine): Dog's tail is above spine level and makes a 90 degree angle where it attaches to the body. Stiff tail: Dog's tail is not moving or is flagging back and forth and paired with a stiff body. Tail is likely tucked or perpendicular to the spine. Trail tucked: Dog's tail is tucked under the dog's body and is covering his/her genitalia. Or the docked tail is pressing down, tight to the body. Tail wag. Tail wags should be put in context with above postures. Circle wag: Dog moves tail in a circle. Flagging: Tail is stiff and tall. Tip of tail is moving in short rapid back and forth movements. Observed with tail high and tail at spine level. (not to be confused with the female who "flags" her tail to one side when touched on the rear). Sweeping: Tail moving back and forth in a sweeping motion. Urine marking: Dog lifts his leg or positions his body to urinate on an item, another dog or a person. it "Attachment E" Upward Dog Rescue Proposed Diet & Feeding Guidelines For San Bernardino City Shelter In the pursuit of improved animal diets and proper routine feeding schedules, the following guidelines have been established: All shelter animals, regardless of their term of residence, should receive a good- quality, balanced diet that is appropriate for their life stage. Food selected should be produced by a company that guarantees complete and balanced nutrition. To meet animals' needs, Upward Dog Rescue will require the following: 1 . General Guidelines a, All animals will be offered water at all times. b. The shelters should have a sufficient number of adequately sized stainless steel food and water bowls to accommodate all animals. Puppies and kittens who are six (6) to twelve (12) weeks of age must be fed three (3) times per day. Puppies and kittens who are twelve (12) weeks to twelve months (12) should be fed twice a day and adults must be fed at least once a day. c. All food shall be stored in air-tight plastic containers to prevent spoilage and to avoid attracting rodents and insects. d. All animal food used by Upward Dog Rescue will be in-date and enclosed in manufacturers sealed bags. e. Every attempt will be made to keep the brand and type of food consistent for each species of animal. 2. Newly Impounded Animals All new impounds will be offered water while being processed. The processing time for new impounds shall not exceed one hour. i i i 3. Newborn Animals a. All newborns without mothers shall be fed every two to four hours, depending on age, and shall be fed an appropriate milk replacer in a foster care or nursery environment separate from the general population, b. All newborns with mothers shall be housed separate from the general population with an increase in the food intake for the mother to support milk production demands. 4. Sick or Injured Animals All sick or injured animals' diets shall be under the supervision and direction of veterinary services. Changes to the diet of a clinic patient shall only be made under the direction of the veterinary staff. 5. Puppies and Dogs a. Dry food can be made palatable to the greatest number of dogs as follows: • Mix one-half can of wet food with one pound of dry dog food for each adult dog. Add enough warm water to mix well; mix and feed. • Dry puppy food must be moistened for young pups. • Dry puppy chow and adult dog food may be left in self-feeders. b. If animals are fed between 1 pm and 3pm, their stools can be removed before closing and the dogs will be in clean runs overnight. c. Puppies and dogs must be fed enough food to meet their nutritional needs based on such factors as body weight and label instructions. Check food bowls after approximately 20 minutes. If an animal has eaten all his/her food, place an additional small amount of food in the run or cage. 6. Kittens and Cats a. Feed cats and kittens dry or canned cat food. Do not feed dog food to cats (or vice versa). b. Generic pet foods are not recommended. Often, the nutrients in generic pet foods are not readily available for digestion and absorption by an animal. Recent tests have shown that puppies and kittens that were fed generic pet foods had a greater incidence of illness, improper growth, and other physical abnormalities and required one-and-one-third times as much food per pound of weight gained. Use only products that are i made by major national pet food companies and are 100% nutritionally complete. 7. Small Critters and Birds All critters such as rabbits, rats, mice, guinea pigs and others, along with birds, shall be free fed appropriate food to the diet of such species. Water will also be available at all times. S. All Other Animals Other species not included in this protocol shall be fed at the Chief Veterinarians' direction. "Attachment F" Upward Dog Rescue Vaccine Protocols For San Bernardino City Shelter Core vaccines are vaccines indicated for virtually all shelter animals, and include vaccines against those agents which are very likely to be a threat and for which vaccines are at least somewhat protective. Limiting vaccines to core components reduces cost and incidence of adverse reactions. Dog Vaccines Core Vaccines for dogs in shelters • Distemper (CDV) • Adenovirus-2 (CAV-2/hepatitis) • Parvovirus (CPV) • Parainfluenza (MV) • Bordetella bronchiseptica The first four antigens are often grouped into one vaccination (DA2PP or DHPP) administered by a single injection given under the dog's skin (subcutaneously/ SQ.).Puppies should be vaccinated With DHPP starting at 4-6 weeks of age and revaccinated every 2-4 weeks until 18-20 weeks of age (start at the earlier end of age range and vaccinate at the shorter interval when infectious disease risk is high). Adult dogs should be vaccinated with DHPP once at intake. If resources permit, a second vaccination 2-4 weeks later may be beneficial, especially for dogs that were in poor health when the initial vaccine was given. Vaccines for Bordetella bronchiseptica are available with or without canine parainfluenza and canine adenovirus-2. A recent study showed modest benefit even in a shelter where dogs were likely exposed to high levels of disease early in the shelter stay. [Edinboro, 2004 #7621 In general, intranasal vaccination is recommended due to the demonstrated rapid onset of immunity (3-5 days) and the potential benefits of local IgA derived protection. Additionally, this vaccine can be used in puppies as young as 2-3 weeks of age, and may provide local immunity even in the face of maternal antibody. All puppies and dogs should be vaccinated once on intake with a MLV intranasal vaccine containing at least Bordetella and parainfluenza. Revaccination or booster vaccination is generally not necessary with the exception of puppies initially vaccinated prior to 6 weeks of age: revaccinate when the puppy is at least 6 weeks old, no sooner than two weeks after the previous vaccine. Rabies There is minimal risk of transmission of rabies within a typical shelter environment, but there is great public health benefit in ensuring that all dogs and cats leaving animal shelters are vaccinated for rabies. Rabies vaccination in shelters, however, is complicated by variable local regulations regarding the level of veterinary supervision required for administration. In some cases it is not permissible to give the rabies vaccine without direct veterinary supervision. If local regulations/veterinary staffing permit, rabies vaccine should be be given at intake for dogs for whom a long term shelter stay is anticipated, and for all dogs in shelters where virtually all dogs are adopted. For open-intake shelters, rabies vaccination at the time of release if often more practical. Although ideally vaccines are not given less than two weeks apart, the public health benefit of giving rabies vaccine for all animals on release outweighs this concern, and rabies vaccine should be given even if core intake vaccines were given less than two weeks previously. If local regulations prohibit shelter staff from vaccinating or adequate veterinary supervision is unavailable, the adopter should be urged to have the animal vaccinated by their new veterinarian. A deposit system can help ensure compliance (e.g. where the adopter pre-pays for the vaccine and license and has their money refunded when they return with proof of vaccination). Cat Vaccines Core Vaccines for cats in shelters • Feline herpesvirus-1 (feline viral rhinotracheitis/FHV-1) • Feline calicivirus (FCV) • Feline panleukopenia (FPV) Feline vaccinations are usually grouped into one vaccination (FVRCP). Modified live subcutaneous vaccination is generally recommended because of demonstrated rapid onset of protection and good efficacy in the face of maternal antibody. Kittens should be vaccinated starting at 4-6 weeks of age and revaccinated every 2-4 weeks until 18 -20 weeks of age (start at the earlier end of age range and use the shorter interval when infectious disease risk is high). Adult cats should be vaccinated once at intake. If resources permit, a second vaccination 2-4 weeks later may be beneficial especially if poor health prevented an optimal response to the vaccine given on intake. "Attachment G" Upward Dog Rescue Alternative Placement & Rescue Partner Protocol For San Bernardino City Shelter The purpose for this program will be to maintain successful working relationships between Upward Dog Rescue (UDR) and other animal placement organizations, including Adoption Partners and 501 c3 animal placement organizations. The Humane Alternative Pet Placement Initiative (HAPPI) Coordinator will serve as the primary UDR contact for all external organizations with regard to alternative placement. Adoption Partners 1 .Adoption Partners will maintain positive and open communication when interacting with UDR staff and volunteers. 2. Adoption Partners are to address any questions or concerns directly with the HAPPI Coordinator. 3.Adoption Partnership will extend beyond the release of an animal to include: a. Opportunities to partner at community events b. 10% discount on all food and supplies at the UDR Retail Store, renewed annually c. Listing of Adoption Partner's organization on the UDR website d. Sharing of networks and resources, including excess supplies and donations when available 4. Steps to become an Adoption Partner: a. Complete and submit an Adoption Partner Questionnaire. i. The Questionnaire will be available on our website ii. Questionnaires and additional information may also be requested by contacting the HAPPI Coordinator at info @upwarddogrescue.org. iii. Proof of tax-exempt status should be submitted with the Adoption Partner Questionnaire. 5. Adoption partners will re-home animals responsibly, with community and animal safety in mind. 6. Adoption partners will maintain facilities that are clean, safe, and adequate for housing animals. 7. Adoption partners will utilize humane training methods. 8. Adoption partners will be flexible and communicative with the UDR at all times when discussing a UDR animal. 9. Reasons for denial/termination of Partnership include, but are not limited to: a. Inhumane or unsanitary housing conditions b. Substantiated history of animal abuse or neglect or other unlawful history relating to the care and placement of animals c. Use of an animal for food consumption, fighting, or as a working guard dog d. Becoming verbally abusive toward UDR staff 10. UDR reserves the right to terminate an Adoption Partnership at any time. 11. Every animal will be evaluated for alternative placement on a case-by-case basis. Once approval has been given and alternative placement is deemed the preferred option for an individual animal, the HAPPI Coordinator will contact the appropriate Adoption Partner or other animal placement organization. 12. UDR works primarily with local animal placement organizations, but may contact organizations outside of Southern California on a case-by-case basis. Transfer Process 1. For legal and safety reasons, only authorized representatives can interact with and physically transfer animals. These representatives will be able to request information, interact with, and transfer animals from the shelter. Additional representatives can always be added by notifying the HAPPI Coordinator. 2. Once an animal is approved for transfer, and the animal placement organization has agreed to accept the animal, the animal will be picked within three days of agreement, unless UDR requires additional time to ready the animal for disposition i.e. spay/ neuter, completion of medical care, etc. 3. If an Adoption Partner or 501(c)3 animal placement organization is interested in an animal at the shelter, the organization is to notify the HAPPI Coordinator and provide the name, animal ID#, and location of the animal, if known. 4. The HAPPI Coordinator or designated staff will provide requesting organizations with pertinent information on the specific animal, including behavior, medical, current status, and any known history. "Attachment H" Upward Dog Rescue Proposed Foster Care Program Policy For San Bernardino City Shelter PURPOSE:_Fostering is a method of caring for adoptable animals that have special needs. The purpose of this document is to establish a standard in providing temporary care for adoptable animals that have special needs. POLICY: Upward Dog Rescue Foster Pet program provides temporary care for adoptable animals with special needs that cannot be easily provided at the shelter. Animals are fostered with screened and trained volunteers who can offer the animals a temporary home. The goal of the Foster program is to ultimately find a permanent home for the animal. The Shelter Manager and the Volunteer Coordinator shall be responsible for carrying out the Foster Pet program. FOSTER CAREGIVER RESPONSIBILITIES: Foster caregiver volunteers will provide the following: 1 . Clean, safe home environment in which to care for the animal, prevent injury and spread of disease including: food, water, milk replacer, shelter, flea control, litter, exercise, socialization, and training. a. Special considerations for fostering dogs: Foster caregivers must have a securely fenced yard or dog run with some form of shelter (any exceptions must be approved by Shelter Manager.) Additionally, a place should be provided in the home where the dog is welcome as they are social animals who crave interaction with people. If a foster caregiver rents, landlord approval is required. b. Special considerations for fostering cats: All cats fostered from UDR must be kept indoors at all times to prevent injury and the spread of disease. If a foster caregiver rents, landlord approval is required. 2. Veterinary Care: Foster caregivers are expected to use the healthcare services offered by UDR. With a veterinarian on staff and certified vet technicians, UDR provides health exams, vaccinations, spay/neuter surgery, and diagnostic services for animals in foster care. Medications prescribed by shelter veterinarians will be provided at no cost. a. Foster pet parents will follow medical instructions given by the shelter vet. b. Appointments are required for a foster animal to be seen by the shelter vet for an examination. 3. Finding a home for the foster animal: a. Evaluative dog foster caregivers are not required to find an adoptive home but can return the animal to UDR after the term of foster. Foster caregivers must make arrangements with Animal Care and/or the Dog Foster Coordinator about scheduling the foster dog's return to the Shelter. b. Cat foster caregivers are not required to find an adoptive home; the cats can be returned to UDR. Foster caregivers must make arrangements with Animal Care about scheduling the cat's return. UPWARD DOG RESCUE RESPONSIBILITIES: Upward Dog Rescue is responsible for determining which animals are available for the foster pet program. UDR will provide the following: 1 . Health screen a. Basic vaccinations, worming, and follow-up exams by appointment UDR will screen for FELV/FIV. 2. Behavior assessment for dogs 3. If the animal meets age requirements, it will receive the following: microchip, license, and spay/ neutering before going into the foster home. 4. Counseling: UDR will offer guidance when the foster caregiver picks up the foster animal. The volunteer cat or dog foster coordinator will continue to guide the foster caregiver through the process and will provide educational resources for foster caregivers to use in caring for the foster animal. The shelter vet and animal care staff will also be available for counseling. 5. Adoption outreach resources: UDR will provide assistance to foster caregivers in finding potential adopters for the foster animals in their care through a variety of resources including foster board at shelter, and foster listings on web sites, outreach opportunities at the Shelter, and outreach opportunities at approved sites and events in the community. FOSTER AGREEMENT AND REQUIREMENTS: Potential foster caregivers will complete a written application form, attend a foster orientation, and complete an interview with an Adoption Counselor in which this policy will be fully discussed. At the time of fostering, foster caregivers will sign a written Foster Pet Agreement for each animal or litter. This agreement includes a promise by the foster caregiver to: provide humane care and treatment, appropriate socialization, use the medical services provided by UDR Animal Health, comply with all laws and ordinances, make no claim against UDR and/or the rightful owner for any expenses including upkeep incurred while the animal is in custody; not attempt to hold UDR responsible for any illness or damage which the animal may do to any person or property; and return the animal to UDR if requested by UDR. If the foster caregiver wishes to discontinue the foster relationship, the foster animal must be returned to UDR. The Foster Pet Agreement includes: date, name of foster caregiver, address, phone, animal numbers, animal descriptions and impound date. The foster pet agreement will be signed by the foster caregiver and Animal Care Adoption Counselor at time of picking up the foster animal(s). ADOPTION OF FOSTER ANIMALS: Foster caregivers may personally adopt the animal they are fostering. However, if it is their first foster animal, the Shelter Manager must approve the adoption. Foster caregivers will go through UDR adoption procedures and payment of adoption fees. While attempting to find a permanent home for the foster animal, foster caregivers trained in the adoption process may interview potential adopters to facilitate that process. Potential adopters must fill out UDR adoption forms and fulfill adoption criteria. All adoption fees will be paid to UDR. FOSTER PERIOD: The foster period shall be for no more than 60 days. If the foster caregiver needs more time to develop the animal under UDR adoptability standards, the caregiver must make additional arrangements with an Animal Care Adoption/Foster Counselor. "Attachment I" Upward Dog Rescue Proposed Euthanasia Methodology For San Bernardino City Shelter Pur ose: To ensure the accuracy, competency, and compassion of the euthanasia process for Upward Dog Rescue. All euthanasia is accomplished in accordance with State and Federal laws and guidelines and in accordance with recommendations of the American Veterinary Medical Association (AVMA) and other national organizations. It is the purpose of this policy to promote great effort and diligence of staff to identify any and all animal owners' information prior to considering or performing euthanasia, and to see every possible alternative for live outcome before committing to a procedure as permanent as euthanasia. Philosophy: It is the policy of the State of California that no adoptable or treatable animal should be euthanatized if it can be adopted into a suitable home. Upward Dog Rescue is also dedicated to reducing the euthanasia of adoptable and treatable animals. We firmly believe that the problem of pet over-population cannot be solved by any one organization standing alone, but rather that it takes the efforts of organizations and citizens united to stem the increasing tide of unwanted pets that enter our shelters. Working together to improve San Bernardino for people and animals" will be part of the mission of Upward Dog Rescue. As it indicates, community collaboration as a solution to ending euthanasia is at the heart of our fundamental beliefs. The word euthanasia literally means "good death" and refers to the act of inducing a painless death. From ma historical perspective, euthanasia was utilized in the nineteenth and twentieth centuries primarily as a means to control rabies epidemics, but was done neither painlessly or humanely. The twentieth century saw the birth of animal shelters and an ever-growing animal population. New euthanasia methods were developed as an acceptable method to reduce over-population. Towards the end of the twentieth century, shelter best practices focused on lowering animal euthanasia rates and increasing live animal release rates. Now in the twenty-first century, spay and neuter efforts for dogs and cats have made a significant impact on the total number of animals euthanatized nationally, yet shelter population numbers still out-distance shelter capacity. Animal shelters continue to be negatively impacted by limited shelter space and surge capacity, irresponsible or unplanned animal breeding within communities, and limited adoptions for hard-to- market breeds, species, or medically/behaviorally challenged animals. The San Bernardino City Shelter is mandated to be an open-door facility; this means denying admittance to certain species/breeds or quantities of animals is not an option. Animal havens, sanctuaries, no-kill organizations and other limited-intake facilities may be selective relative to the type and number of animals permitted through the front doors. The open-door mandate crates an environment that will require Upward Dog Rescue to provide euthanasia when the animal shelter Population exceeds the carrying capacity of the shelter. Upward Dog Rescue will ensure compassion and humane treatment is provided to all of the animals we shelter and protect, which includes those selected for euthanasia. Research has shown that euthanasia of animals takes a considerable emotional toll on humans and the negative influence is felt throughout the communities and organizations we serve. A "caring-killing" paradox is created which can lead to euthanasia-related stress (Compassion Fatigue). We strongly believe in proper training, veterinary oversight, humane techniques, and compassionate care from our euthanasia program. We will strive to create a safety net for staff involved in the euthanasia process by offering rotating schedules, scheduled "out-of-rotations", required annual training for euthanasia recertification and compassion fatigue for staff exposed to the euthanasia process, and employee assistance services for issues arising from "Compassion Fatigue". As an alternative to euthanasia, Upward Dog Rescue will commit resources to adoption and adoption partner programs, veterinary care of injured or ill animals, pet identification programs, foster care, pet behavior training programs, and spay/neuter programs designed to reduce the surplus pet problems within the Inland Empire. To ensure that these alternatives are considered, euthanasia decisions will be made by the Animal Placement Evaluation Team (APE_] which is will be comprised of employees from both the Veterinary Services Division and Operations division. Policy: It is the policy of Upward Dog Rescue that no adoptable or treatable animal should be euthanized if reasonable means are available to house, rehabilitate, or treat the condition of the animal. It is further the policy of Upward Dog Rescue that no healthy, behaviorally sound, adoptable animal is to be euthanized unless shelter best practices are being violated due to an excessive animal shelter population. Animal shelter best practices are based on national and local animal husbandry recommendations from veterinarians, schools or universities, and animal welfare organizations. All animals selected for euthanasia who fall into the category of adoptable must meet the following qualifiers: I 1. The animal must be of any species or individual breed that is over represented within the current animal shelter population. 2. The animals selected from that species or breed must have the lowest probability for adoption and have spent the greatest amount of time within the shelter. 3. Such consideration shall only be undertaken for animals impounded for 14 or more consecutive days and all required holding periods must have expired. All adoptable animals euthanized must meet the requirements defined above. It is the policy of Upward Dog Rescue to not euthanize healthy, adoptable animals at an owner's request. All requests for such service will be referred to any local veterinary or veterinary clinic/hospital. Animals that are irremediably suffering or newborns requiring maternal care may be euthanatized without being held for owner redemption or adoption (Food & Agricultural Code sec 17006). Such animals may be euthanized by an animal control officer. Shelter staff may euthanize such animals with the approval of a veterinarian, registered veterinary technician (RVT), veterinary technician or other staff as defined in the above categories. The same documentation and effort is made to seek out all the possible solutions for care or placement prior to euthanasia. All applicable department staff members involved in the euthanasia process are expected to perform this responsibility in a humane and respectful manner with compassion towards the animals and in accordance with the departmental Euthanasia Standard Operating Procedure. Any breach of procedure or policy will be subject to immediate corrective action and all acts constituting neglect, abuse, or wrongful euthanasia of any animal may lead up to and/or include termination. "Attachment X Upward Dog Rescue Proposed Disease Control & Sanitation Guidelines For San Bernardino City Shelter Introduction Cleaning and disinfection are not trivial concerns in shelters. Careful and effective cleaning by well-trained employees is literally life saving. Although the main purpose of cleaning animal areas is prevention of infectious disease spread, an additional benefit is increased willingness of the public to adopt from and support a shelter that looks and smells clean. Because of its importance for animal health, cleaning should be approached systematically, and a well thought out plan developed, implemented and periodically revisited to make sure it is still functional. Time and money spent on training and supplies for an effective cleaning program will be amply repaid in decreased costs due to disease. What needs to be cleaned? When we think of cleaning protocols, often the focus is on cleaning cat cages and dog kennels. However, germs are tracked by human and animal traffic throughout any shelter. Additionally, germs are spread by hands, on doorknobs, clothing, carriers, exam tables, instruments, animal transport vehicles, and so on. Different protocols and products may be needed for different areas; following is a list of some areas and item s to consider; • Office areas • Main lobbies and hallways • Dog runs, including central walkways, walls, doors, gates, etc. • Cat rooms, including floors, walls, doorknobs, as well as cages. • Quarantine areas. • Isolation areas. • Medical/surgical areas, including instruments and equipment • Other indoor animal areas, such as grooming, treatment rooms, intake rooms, visiting rooms, training areas, etc. • Exercise yards or other outside areas • Vehicles • Carries and transport cages • Employee clothing (separate clothing should be worn while doing heavy cleaning or handling Cleaning Inside Dog Kennels General Not only does a thorough and effective cleaning of the Animal Shelter prevent the spread of communicable diseases, but it creates a better environment for animals, staff, and visitors. Animals enter the Shelter from different locations with unknown medical histories and varied past exposure to disease. Cleaning dog kennels correctly ensures a healthy, less stressful stay . All dog kennels should be cleaned and disinfected during the morning cleaning shift. The products to use, and the rotation of the disinfectants, shall be determined by the Shelter Manager, explained in de tail to cleaning staff and substituting volunteers, and visibly posted at the Shelter. A. Remove Dog from Inside Kennel. Open the guillotine door and let the dog into the outside kennel, and then close the guillotine door. B. Remove all Blankets and Toys. Place soiled blankets and all toys in a basket to be washed and disinfected. Blankets that are only slightly "used" and not soiled may be reused by the same dog. C. Remove all Food and Water Dishes. Empty the water into the inside kennel, and deposit an y leftover food into the trash can (lined with the larger black plastic bags). Fill the sink half full of hot water, add detergent and 112 cup of bleach, D. Remove Solid Waste. Rid the kennel of all solid waste, such as feces, clumps of hair, and dry food on the floor. Using the pooper scooper, place the solid waste in the trash can. E. Spry the Kennel with Water. Thoroughly spray the entire kennel with plain water using the pressure washer system on the " HI" wand setting. Hose down the walls, floors, kennel beds, and all sides of the kennel wires, including the doors, hinges and latches. Tough to clean portions may need to be washed using the "TURBO " wand setting. Please follow posted instructions concerning the proper use of the pressure washing system. Note: The Pressure Washer is designed for COLD water only. Hot water will cause the safety pressure valve to release, and there will be water every w here. It is also important to turn the unit off, and press the trigger on the gun to relieve the pressure in the hos e when not in u se. If the u n it is subjected to hi h temperatures and is 9 left on extensively, the seals in the unit and the seals in the hose reel will need to be replaced. F. Fill Dispensing Unit with disinfectant. Verify that there is adequate disinfectant in the dispenser. If more is needed, follow posted instruction s for mixing. G. Spray the Kennel with Disinfectant. Thoroughly spray the entire kennel area with the disinfectant using the pressure washer s y stem on the "LO" wand setting, It m a y take a few moments for the disinfectant to siphon into the hose and reach the wand. The disinfectant must remain on all surfaces for a minimum of 10 minutes. Be sure to disinfect both the top and bottom of the kennel bed. H. Wash Dishes and Toys. Wash the dishes and to y s using the small scrub brush marked for dishes, thoroughly rinse with plain hot water, and place in the dish rack to air dry. I. Rinse the Kennels. After the disinfectant has set for at least 10 minutes, thoroughly spray the kennels with water using the pressure washer system on the " Hl" wand setting. Remember to check the drain traps for hair, food, etc. and remove the clog if necessary. J. Squeegee the Floor. Dry the floor as much as possible using a large squeegee, directing the water to the back trench. K. Blankets, Pads. Place a clean blanket or pad on the kennel bed. L. Fresh Water. Place a clean dish of fresh water in the kennel. M. Food Dishes, Treats, Toys. Place the food dish in the kennel, In the morning, e ach dog receives an appropriate toy and, occasionally, a treat. The dogs do not receive a toy at night; night time is for sleeping. N. Bring Dog Back In. Open the guillotine door and let the dog in side, and then close the guillotine door. CLEANING OUTSIDE DOG RUNS General. The outside dog runs are cleaned of feces at the end of each shift. A. Clean-Up During Visiting Hours. When dogs are in the outside runs, any feces should be removed as soon as possible. B. Best Time to Disinfect. The best time to disinfect the outside runs is in the morning, after the inside cleaning is finished and once the dogs are returned to their inside kennels. This allows plenty of time for the 10 runs to dry before the next shift. C. How Often to Disinfect Outside Runs. Outside runs are disinfected during each morning cleaning shift. Exercising an animal in a confined area without routine disinfecting contaminates the area and the subsequent animals. D. Use the Extra Length of Hose on the Outside of the Runs. After depressurizing the pressure washing system, the wand can be removed fro m the hose using the quick disconnect, the extra length of hose can t h en be installed between the wand and the original hose. This will provide sufficient length to reach all outside dog runs. E. Fill Dispensing Unit with disinfectant. Verify that there is adequate disinfectant in the dispenser. If more is needed, follow posted instructions for mixing. F. Spray the Runs with Disinfectant. Spray all the outside runs thoroughly, including the walls and fencing. There is no need to rinse off the disinfectant. Let the areas dry fully before putting the dogs into the runs, y i 1 Office of the City Manager 300 North"D" Street San Bernardino, CA 92418-0001 ATTN: Chris Lopez _ T 2 Due to recent developments with Angels N Paws Rescue, they have asked us to withdraw them from the proposal. Our group, The Animal Alliance Foundation of San Bernardino, was in partnership with Angels N Paws Rescue. We prepared, wrote, printed, and handed in our proposal and final bid for the city to review. The Animal Alliance Foundation of San Bernardino requested from Angels N Paws a partnership to better assist in the overcrowding of shelter with their rescue ranch, to better help raise funding, and to help assist in solicitation for volunteers/fosters. One of the factors in contacting Angels N Paws to partner with us is their 501 c3 status. Our group has been in the process of getting the final stages of our nonprofit completed for the last 7 months,but due to the overwhelming need of animals in the shelters and on the streets, we are always approached with a decision, do we spend the money we have on our 501 or do we use it to save this animal from death?We always come to the same conclusion,we spend it on the animals. Most of the time it comes straight from our own pockets in order to ensure the animal gets the vetting it needs. With that being said, Angels N Paws Rescue is removing themselves from this proposal due to their team being needed at the ranch to get it ready and prepare for the animals who will in turn stay there for either sanctuary or until transport is provided to their new destination. Angels N Paws are concerned that they would not be able to oversee the shelter operations as needed, while being so focused on the ranch. 3 This development does not weaken or indicate that the structure of our group, The Animal Alliance Foundation of San Bernardino is compromised. We are a dedicated team of individuals who have, for the last 14 years, given everything we have to the animals in our communities. As an example, to help the community and keep the animals from entering the shelter, we just rescued three abandoned dogs from a house in Fontana that were used for backyard breeding. The owners drove away laughing at the dogs while the dogs chased their owners down the street. After taking these dogs to the vet, we found just how neglected they truly were. The dogs have now gone to foster with one of our team members, Lori Lambert. We do not only help the animals in the shelter system, we also help the animals in the community. We believe education is key to making changes in our communities, which would in turn change the number of animals entering the shelter system. The Animal Alliance Foundation of San Bernardino would like a chance to stand by our proposal and bid, as it was based on what our group could do. We are prepared to manage and operate the shelter without Angels N Paws partnership. The Animal Alliance Foundation of San Bernardino has been in contact with The Humane Network (Bonnie Brown) and have asked them to come on board. It is our hope that within the next year through various contacts such as, Lowes, Home Depot, Operation Blankets of Love, and Diane Warren, there will be a new shelter built that will have the hold capacity for the animals that are coming in. Within the next year we will also be developing and implementing outreach programs for the community through education and support. 4 We would appreciate your consideration for this revised proposal and bid. Our hope is that through a partnership with the City we can make positive changes with the animals and community of San Bernardino. Dora Holmes The Animal Alliance Foundation Of San Bernardino Team 951-941-0922 sbcshelterreformAgmail.com (personal) taafsb(a,gmail.com (Organization) Running Head: SHELTER PROPOSAL 1 Office of the City Manager 300 North "D"Street San Bernardino, CA 92418-0001 ATTN: Chris Lopez SHELTER PROPOSAL 2 Angels N Paws Rescue—Transport Organization is a 5010 nonprofit in the state of California dedicated to improving the lives of animals and people through advocacy, education, and support. Dedicated individuals who strive to provide the very best veterinarian care and animal training to optimize adoptability of shelter animals. Our mission and vision: A new shelter that will be a thriving center, an uplifting place to visit, and attract active community interest and participation. To abolish cruelty, neglect and violence involving animals,in order to improve the quality of life and safety. As well as the lives and safety of the people in our communities. Educate all members of our community to promote compassion as a practice, public safety and violence prevention and develop a culture wherein all residents are empowered to participate. Company Overview: Our organization has been providing services for the San Bernardino and Devore area since 2010 and became a nonprofit in 2011. We have a great group of team players who are always ready for any animal that may come along needing out assistance. The main team members are as follows: 1. Royce Bordes—CEO/President 4/2011-present: President of Angels n Paws Rescue. 3/2010-present; Animal Welfare/Rescue. 2/1997-present: business owner;BDS Docu-sign,Athens Financial Funding, Royce Bordes Real Estate. As director- supervises all officers and agents of the organization to assure duties are performed properly;meets at such times and places as required by the bylaws;plans, organizes and SHELTER PROPOSAL 3 monitors the activities of the organization. - supervises and controls the affairs of the organization and the activities of the officers; acts as the chairperson of the board and presides at all the meetings of the board. Education: General Education Chaffey College, Real Estate License,Notary Public 2. Deborah Ferguson—Secretary Riverside Community College: Graphics Designer Designs logos,banners, organizes events. Education: Bachelor's Degree(BA) in Arts/Graphic Design 3. Pattie Lopez—Treasure Credit Manager/Collector- 25 yrs experience 5 yrs experience coordinating rescue pulls/transportation for various rescue groups from Devore Shelter Education: General Education at Community College 4. Dora Holmes—Volunteer,Rescue, and Transport Coordinator Startup fundraising for organizational needs. Ongoing fundraisers for vetting, transport, and training. Coordinating Volunteers, fosters, and rescues(rescues for transfer) Organizing, filing, and documenting all volunteers',rescues, and fosters up to date information. Organizing, filing, and documenting every animal (what shelter he/she came from, vetting and training received, outcome of the animal, and which foster is housing the animal.Researching grant applications. Filing tax information to be sent off to the Accountant. Organizing adoption SHELTER PROPOSAL 4 events, transports, and benefits. Gathering local artist(such as myself)to bring items to be auctioned off or coordinate with elementary schools for children to craft tile art for auctions. Most of these were done with special needs children. Host benefits such as— Push-ups for T-cups (men),Palates for pups(women), Peddle for medical, Walk a mile to see a senior smile, Walk for Pities' Sake(Pit bull awareness). Education: University studies: Business Administration and Accounting Educational Institution: Everest University Date: 1/2012—present Currently fulfilling academic requirements for a degree in Business Administration and Marketing 5. Lori Lambert—Financial Advisor Six Sigma Fundamentals, Risk Management, Compliance Controls, and Various Accounting Functions(payable,receivable, ect) Our core values is something we take very seriously with each individual we meet,bring into our group (volunteer or otherwise), and those who just need advice. Our core values are as follow: 1. Compassion, Care,Respect for All Animals and People 2. Promotion of the Human/Animal Bond 3. Collaboration and Partnerships 4. Exceptional Customer Service 5. Accountability SHELTER PROPOSAL S 6. Appreciation of Staff,Volunteers, and Supporters 7. Healthy Work Environment Here at Angels N Paws Rescue—Transport we set long term and short term goals to make sure that we all are on the level of importance when it comes to the animals. We have finally reached one of our goals and that is to have a Rescue Ranch in Devore where the animals may decompress, get healthy, and receive socialization training as needed. Some of our goals are still in the works,but nonetheless, we strive to reach them in the best way possible. Here are some of our goals set forth (in conjunction with the operational control of the animal shelter): Short Term: Increase the number of adoptions Increase awareness of the Animal Shelter to contracted cities Foster programs (this is to bring more people into the foster program through education and awareness on the lives saved through this comprehensive program) Long Term: Raise capital funds to build a new"green"animal shelter Creating an adoption screening process so that shelter dogs meet their match, in turn decreasing "returns" Provide a unified,harmonious and safe working environment for staff and volunteers SHELTER PROPOSAL 6 Successful partnership between city, Angels and Paws Rescue—Transport, and local veterinarians One of the ways our organization thrives is through donations and each donation is tax deductible for all who are involved in helping to save the lives of these innocent animals. We are able to raise funds through benefits, fundraising events and adoption sells of merchandise donated by generous individuals, community yard sales, and specialty events for the holidays. We keep records of all our financial incoming and outgoing funds. We keep files and records of all animals that have come through our rescue regardless of the length of time they were here. However, sharing that information before the decision is made worries me a little, because the city cannot promise that it is to be kept confidential. There are too many people in the world that use your information unprofessional like and we do not want to become a victim of identity theft, a scam, or worse yet,hackers. Please understand that we have built an amazing organization through hard work and dedication. We do not want it ruined if our personal information was passed along to the wrong people. Our organization is connected and has worked with several people all over the west coast. Our reference base is highly respected and would appreciate no less from the City with their information and only use it for the purpose intended. Our references are as follows: 1. Alta Loma Animal Hospital 7289 Amethyst Ave Alta Loma, CA 91701 (909) 987-6224 SHELTER PROPOSAL 7 http://altalomaanimalhospital.com/ 2. New Beginnings for Animals P.O. Box 2444 Mission Viejo, CA 92690 Lorie Armbruster—(949) 929-9342 http://www.greatpets.org/ 3. Cheryl Meyers, Animal Advocate/Coordinator (949) 614-9455 Mission Viejo, CA The cost analysis is subject to many items within the shelter. What the city is paying and what the city is contracting for. However, because there is no"cost analysis sheet"attached as indicated in the email received, our projection is simple. For the animals housed and cared for at the shelter,there should be a minimum of$150.00 per animal that comes into the shelter as a "stray". Which each city would still be responsible for the first 3 days of the animal of any veterinarian care was needed immediately up to an additional $75.00. Owner turn ins are subjected to their own penalties. The cost to run the shelter overall is roughly$600,000.00(give or take as with the season changes the bills will raise or lower,also with the use of certain appliances, cleaners, and heavy duty equipment will vary throughout the year). The administration staff and kennel attendants are paid in accordance with the contract through the union and the city which does not affect our budget,because whether we are there or not,they are still to be paid their salaries, hourly, or compensation pay. On another note, if the organization was to"take over"the shelter and the contracts, the employees, shelter, animals, .ri SHELTER PROPOSAL 8 and all maintenance would be the responsibility of the organization assuming operational control. These are items that should be discussed through a meeting set forth with the City Manager, Mayor, and Chief of Staff to make sure all information is accurate and up-to-date. Along with this proposal you will have our policies and procedures in accordance with the shelter of San Bernardino. Which covers every area in which you have listed on the RFP. Alongside this is the implementation plan to ensure everyone in the shelter is striving to come together and make a team effort in the betterment of the animals and the perception the community has on the city shelter. Thank you for your review and consideration. It is our privilege to work with your city and come to a common place for everyone involved. I understand that there are stipulations in this process,but as we have stated,we are willing to share our financial reports,just not in this proposal as the city will be contracting with us,thus our private information is not deemed necessary until the decision is made. Again thank you for your time and look forward to meeting with you soon! Royce Bordes and Team Angels N Paws Rescue—Transport angelsnpawsresq(a),aol.com 909-559-4593 SHELTER PROPOSAL 4 r ► Angels n Paws Rescue&TRAIN Transport ► ► 5016 nonprofit organization r (909) 743-4656 1 r an elsn.pawsresq @aol.com r r Dear Sir and Ma'am, r Per the previous discussions on the operational control of the shelter and Animal Control r r services, you will find in our proposal the following: r r • Company Profile and overview r • Cost Analysis r r • Policies and Procedures • Implementation Plan 1 • Company References i • Proof of 5016 Information Please review and discuss with your colleagues the information provided to you about our ` organization. We are a group of dedicated individuals seeking nothing more than an opportunity to bring the shelter back to a shining light in your cities community. Thank you, Royce Bordes 1 Angels N Paws Rescue and Transport i 1 1 1 M 1 1 i pa 05—V� vk to 1 1 I i a POLICIES PROCEDURES AND OPERATIONS Angels and Paws Rescue and Transport June 1 st, 2014 TABLE OF CONTENTS Section I: General Operations Section H: Intake of Animals Section III: Feeding Dogs Section IV: Medicating Dogs Section V: Cleaning Inside Dog Kennels Section VI: Cleaning Outside Dog Runs and Yard r r Section VII: Feeding Cats r Section VIII: Medicating Cats r r Section IX: Cleaning Cat Cages r Section X: Placement of Animals r Section XI: Referral Services r Section XII: Grooming r r Section XIII: Payment of Fees M Section XIV: Lost and Found r Section XV: Mandatory Spay and Neuter r Section XVI: Special Requests r Section SVII: Animal Rescue and Control r ' Section XVIII: Natural Disasters Section XIX: Quarantined and/or Dangerous Animals r Section XX: Animal Bites; Injuries at the Shelter Section XXI: Volunteers Section XXII: Employment 1 1 1 1 I. GENERAL OPERATIONS General. The San Bernardino Animal Shelter is operated by the Angels and Paws Rescue and Transport. The hours r of operation are designed to ensure that all the animals are properly and humanely cared for and that the public has M adequate and ample opportunity to conduct business at the San Bernardino Animal Shelter (hereafter "Shelter," "Animal Shelter"or"APRT"). r A.Location. The physical address of the Animal Shelter is 333 Chandler Place San Bernardino,California. r B. Telephone. A telephone is available for outgoing calls at the Animal Shelter. When no one is available to r take incoming calls, they are serviced by a voicemail, and messages are regularly retrieved. The telephone r number is The fax line is r C.Business Hours. The Shelter is open daily for all animal-related services r r D.Visiting Hours. The Shelter is open for visiting and adopting animals during the following hours: r Monday—Friday loam to 7pm(Closed on Wed.) Saturday and Sunday l lam to 7pm r E. Holiday Hours. The Shelter is open for all animal-related services and visiting and adopting animals on r all holidays except Thanksgiving, Christmas, and New Year's Day. On all other holidays, the hours for r operation are as set forth above. F. Emergency Service. The shelter staff will promptly respond to animal emergencies 24 hours a day,every ` day of the year. Any situation is considered an emergency in which an animal is in danger or is creating a danger, and staff will make every effort to help connect callers with the appropriate law enforcement 1 agency.There is a List of Law Enforcement Contacts on the bulletin board in the office. 1 G.Owner Requests for Euthanasia. The Shelter does not perform euthanasia for citizens requesting it for 1 their pets. Callers are referred to their veterinarian. 1 1 H.Public Relations. Establishing good public relations with community members and the media creates a favorable and lasting impression. Each time a pet is adopted from the Shelter, a perception of the City, 1 Shelter, and APRT thus is carried into the community. Adoption-related activities can promote the Shelter 1 as a caring,professional and successful facility. 1 U. INTAKE OF ANIMALS 1 General. Accurate and consistent record keeping and tracking of all animals housed at the San Bernardino Animal 1 Shelter are essential for overall control and evaluation. Intake of animals will fall into two categories — owner surrenders and strays. Policies and procedures for each follow. 1 A. Whether an Owner Surrender or a Stray, there are certain procedures that apply to all: 1 1. Collars. Each dog should be fitted with an appropriate-sized collar. When a dog is walked, gentle leaders should be used. Dogs with behavioral issues will only be taken out by the funded trainer. 2. Kennel/Cage. Place the animal in an appropriate kennel or cage with a bowl of fresh water and food. Nursing mothers and their young are housed together. Puppies and kittens from the same ' litter may be housed together,at the discretion of the Shelter Manager. 1 2 3. Shelter Identification. Each animal is assigned an intake number. The intake number is ' recorded on all applicable documentation(Animal Intake Form,Cage Card,etc.). ' 4. Processing Paperwork. Make sure that all information is recorded appropriately on the Log Sheet, on the Intake Form, Initial Observation and Evaluation Form, Cage Card and animal's folder. a. Log Sheet. Every animal that comes into the Shelter is assigned a number and a corresponding folder. If an animal leaves the Shelter on one day and is brought back in the next day, he is treated as a new animal and is assigned a new intake number. Document the date, description of the animal (including breed, color, sex, and whether or not the dog is ' altered),the vaccination given, and tag number,if any. Information regarding vaccinations is added to the Log Sheet. The final disposition of the animal is also recorded on the Log Sheet, ' along with the individual's name if returned to owner(hereafter"RTO") or adopted. (A copy r of the Log Sheet is attached as Appendix A.) b. Animal Intake Form. The intake of all animals is handled on a three-part form called an ' Animal Intake Form. Document all available information on the Animal Intake Form. The Animal Intake Form and the Surrender Form are placed in a folder marked with the animal's name and intake number. The yellow copy of the Animal Intake Form will be completed and submitted to the Treasurer after final disposition. The pink form is placed on the animal's cage or kennel. (A copy of the Intake Form is attached as Appendix B.) c. Cage Cards. Cage Cards are filled out when the animal is available for adoption and attached to the front of each cage or kennel. It provides interested adopters with a general description and profile of the animal. The Cage Card is completed by staff. (A copy of a Cage Card is attached as Appendix C.) ' B. Owner Surrenders - Owner surrenders are taken on a limited basis, only if there is room at the Shelter, and only on a case by case basis. Intervention programs are in place to help owner surrendered pets get ' placement before entering the shelter system. 1. Owner Surrender Form. Every individual surrendering an animal must sign a statement that ownership of the animal is relinquished to the Shelter. In every case, staff must ask the person to ' sign the form. The Surrender Form also attests to the knowledge of the individual as to whether the animal has bitten a human or other animal within ten (10) days of surrender, per Wisconsin State Statutes. (A copy of the Owner Surrender Agreement is attached as Appendix D.) Shelter staff will make certain that individuals surrendering their pets understand that relinquishment is final and the animal will not be returned to them. Those individuals will not, depending upon the circumstances of relinquishment of the animal, be banned from adopting animals in the future. They will,however,be required to go through the entire adoption process. 2. Surrender Fee. Surrender fees are$50 for adult(4 months or older)dogs and cats that are up to t date on all shots. Surrender fees for a litter of kittens or puppies is $l0lanimal. Commercial surrender fee is $109.50 per animal. The surrender fee for any animal surrendered by an owner where the animal was impounded by Law Enforcement is $50. (A copy of the Owner Surrender ' Agreement—for Law Enforcement is attached as Appendix E.) 3. Personal Property. Any toys, blankets, collars, etc. that are brought in with the dog or cat become the personal property of the animal, and should be recorded on the Intake Form. The dog 1 or cat may feel more comfortable when he has something with him that he recognizes by smell. When removing the items from the kennel or cage for cleaning purposes, be sure to keep them 1 3 1 r separate so they can be returned to the animal. If the dog or cat is subsequently adopted, those r possessions are given to the new owner. 4. Initial Observations and Evaluation. An initial observation and evaluation is performed on the animal by qualified appointed staff and appropriately noted on the Initial Observation and r Evaluation Form. If the animal is entered into the Shelter, a separate behavior evaluation will be administered after the dog has acclimated to the Shelter, with a minimum of 4 days prior to ' administration of the evaluation but possibly longer. 5. Behavior Evaluation for Doas. A behavior evaluation is currently under development. Once r the evaluation has been finalized, all shelter animals will be evaluated according to the following r schedule: r a. Once the dog has had a chance to acclimate to shelter routine (at least 3 days, but r preferably within-'the first week), a behavior evaluation is performed by designated r staff or volunteers. r b. Further evaluations will be performed as determined by the Shelter Manager. r c. Any results will be kept in the animal's file and made available to potential adopters. r r d. In addition to the behavior evaluations, all dog walkers and handlers of the dogs, including staff, will complete a short form to keep track of the dog's attitude and r demeanor, his spirit, condition of feces, etc. (A copy of the Pet Temperament and r Evaluation Form is attached as Appendix F.) r 6. Vaccination Information. If the individual surrendering the animal has vaccination information, that r information is made available to the Shelter at the time of the animal's acceptance and entry to the r shelter, and placed in the animal's file. If no vaccination information is available, the surrendered animal,upon arrival,receives the Shelter's standard vaccinations,as shown in Section II.B.9. r r C. Strays - Dogs and cats are admitted by the Shelter Manager or trained staff, and brought to the shelter by the city of San Bernardino Animal Control. r 1. Secure Animal. Immediately secure the animal in a cage or kennel or on a leash prior to r initial inspection, and follow handling procedures specific to dangerous or injured animals when applicable. r r 2. Check for Identification. Check crates and transport vehicle for any identification, such as r license, ID tag, or Rabies tag. Check the animal for branding, and ears and inner thighs for tattoos. Check for a microchip using the scanner. Remove the collar, if applicable, and check for identification information on its underside. 3. Document Information. Document all information found on the animal, including the date and where found, type, sex, tag and/or microchip number, and color of collar, on the Intake Form and on the Log Sheet. 4. Initial Observations and Evaluation. An initial observation and evaluation is performed on the animal by qualified trained staff and appropriately noted on the Pet Temperament and 1 Evaluation Form. Physically inspect the animal, and document the physical description in the appropriate areas on the Animal Intake Form, Intake Log, and Pet Temperament and Evaluation Form. Any injuries or symptoms of illness are documented on the Evaluation ' Form. Document any behavior problems or observations relayed by the citizens or County or City officials, if applicable. If an animal shows signs ! 4 1 of severe neglect or abuse, it is brought to the attention of the Shelter Manager, who, in turn, ' notifies the Sheriff's Office. Note any observable behavior that requires special handling on the Cage Card or Kennel Card. 5. Behavior Evaluation for Dogs. All shelter animals will be evaluated according to the following schedule: a. Once the dog has had a chance to acclimate to shelter routine (at least 3 days, but ' preferably within the first week), a behavior evaluation is performed by designated staff or volunteers. b. Further evaluations will be performed as determined by the Shelter Manager. c. Any results will be kept in the animal's file and made available to potential adopters. ' d. All observations will be noted on the animal's Pet Temperament and Evaluation Form. (A copy of the Pet Temperament and Evaluation Form is attached as Appendix C.) ' 6. Animals without Identification. Animals without identification are held for ten (10) days to give owners time to reclaim their animals. Every effort is made to find the owner during this ( time, as discussed in Section XIV of these Policies and Procedures. On the I Ph day, the animal is available for adoption, unless designated otherwise by the Shelter Manager. 7. Inform Media. Shelter staff and designated volunteers notify at least two media sources for each stray animal. They also cross-check the Lost and Found forms at the Shelter. 8. Vaccinations/Treatments upon Entry. All healthy animals are vaccinated and treated within ► 48 hours of their entry to the Shelter(by Shelter staff, unless otherwise indicated), as follows: 1 a. All Dogs, Cats, Puppies and Kittens 8 Weeks or Older receive one distemper series vaccine. Kittens will receive at least I booster 3-4 weeks after the initial vaccination. E b. All Dogs, Cats, Puppies and Kittens are de-wormed with a broad-spectrum wormer for hookworms, roundworms, and whipworms. If tapeworms are seen or suspected,the worm medication needs to also be effective against tapeworms. No fecal exam is i required prior to medication. i c. All Dogs and Cats 4 Months or Older receive a Rabies vaccination by a licensed veterinarian as soon as possible after the 10 day holding period is over. No animal will be moved to Adoption Areas without a Rabies vaccination. d. Animals are treated for Fleas and Ticks. All animals are treated with Frontline, Frontline Plus or comparable flea product. Follow manufacturer's directions, paying particular attention to the weight of the animal and treatment of puppies and kittens. e. Pregnant Animals are de-wormed, treated for fleas and ticks, and receive a Rabies vaccination, but other vaccinations are withheld until after birthing. f. Unhealthy Animals are not vaccinated until examined by a licensed veterinarian, treated and healthy. g. Record the Date, Vaccinations and Treatment Given on the animal's Intake Form and Medical Record, along with your initials. (A copy of the Medical Record is attached as Appendix I.) 5 r r ' h. Other Vaccinations and/or Special Medications may be administered depending upon the health and condition of the animal. r i. Follow-Up Vaccination Procedures. i) Puppies and Kittens Eight Weeks or Older receive additional distemper vaccines at r 3-4 week intervals until about 16 weeks of age. r ii) Puppies and Kittens up to Three Months are de-wormed every two weeks, or as r necessary. ' 10. Injured Animals. Animal Control may transport an injured stray animal to the Animal Shelter. In those cases, the Animal Control Officer will first attempt to contact the Shelter r Manager, and if s/he's unavailable, contact other Shelter Staff or member of the Board of Directors of APRT. A list of the Shelter Manager, Shelter Staff and the Board of Directors of the APRT is kept up-to-date, and posted at the Animal Shelter. The person contacted will call M a licensed veterinarian for examination immediately. A list of local veterinarians is posted in r the office for reference. Injured or sick dogs may be held for observation at the veterinarian's office or in a foster home, as directed by the Shelter Manager. (A List of Veterinary Clinics ' and Veterinarians in Vernon County is attached as Appendix M.) 11. Spay and Neuter the Animal. The San Bernardino Animal Shelter has adopted a mandatory r spay and neuter policy for all animals prior to adoption. All dogs, cats, puppies, and kittens shall be spayed or neutered upon veterinarian recommendation unless the health of the animal would be compromised by the surgical procedure. In such cases, spay/neuter surgery will take place as soon as the health of the animal permits. ` 12. Outdoor Exercise Yards for Adoption Dogs. While staff is working at the shelter,-dogs housed in the Dog Adoption Areas can be put in one of the Outside Exercise Yards (one dog per yard.) Every effort should be made to rotate dogs to allow each one to get some exercise. Under ` certain circumstances, 2-3 dogs at one time are allowed to socialize together in an outdoor exercise yard, but ONLY after the Shelter Manager has evaluated the dogs and is assured that they are compatible playmates. III. FEEDING DOGS General. Though a dog's stay at the San Bernardino Animal Shelter is temporary,it is important that he is provided a r regular feeding schedule of the highest quality food that Shelter finances permit. A. Feeding Procedures. The animals are fed dry food according to the instructions provided. Dogs are fed r the proper amount of food based on the size and physical condition of the animal. M 1. Adult Dogs of Normal Weight are fed twice a day. Half of their portions are fed in the morning and the remaining half in the evening. 2. Obese or Overweight Adult Dogs are fed smaller portions twice a day. 3. Underweight Adult Dogs and Puppies are fed larger portions twice a day, or more often depending upon the circumstances. 4. Other Special Needs Dogs are fed as indicated on the Food Prep Room Bulletin Board. r B. Quantity of Food. The amount of dry dog food recommended for healthy adult dogs aged 1-6 years is listed in the chart below. It is understood that the chart is a guide only and that individual variations may ' be indicated. 6 Weight of Dog Dry Food lbs. Amount per Day 5 lbs. 1/2 to 2/3 cups 10 lbs. 3/4 to 1-1/8 cups r 20 lbs. 1-1/3 to 1-3/4 cups i 40 lbs. 2-1/4 to 3 cups r 60 lbs. 3 to 4-1/4 cups 80 lbs. 3-3/4 to 5-1/4 cups 100 lbs. 4-1/2 to 6-1/4 cups ` C. Water. All dogs are given fresh water at every shift and water bowls refilled when necessary. Sterilize water bowls between shifts if the water is appreciably dirty. D. Incoming Strays. All incoming strays are fed and watered immediately, as there is no way to know when they last ate. IV. MEDICATING DOGS ` General. To prevent the spread of disease and to provide animals with the best possible medical care while in the care of the San Bernardino Animal Shelter, dogs are inoculated against certain diseases within 48 hours upon entry into the shelter. They are also de-wormed and treated for fleas as described in Section II.B.9. Other types of medical treatment are administered on a case-by-case basis. A. Medical Record. Beginning with entry into the shelter, a medical record is maintained for all animals, including information on inoculations,de-worming and flea treatment. This information tracks the dates an animal is scheduled for a distemper inoculation, de-worming and flea treatments and also provides pet adopters with a complete medical history of the animal while housed at the shelter. The medical record is ` kept in the animal's file and is made available to potential adopters. It stays with the animal, whether he's returned to his owner or adopted.(A copy of the Medical Record is attached as Appendix H.) B. Medication Card. A brightly colored note on the Cage Card identifies dogs receiving medical treatment ' at the shelter. Such treatment could include medications for an ear infection or a skin disorder. This information is recorded by staff for each dog receiving medication on the Medical Record and the form is initialed each time the animal is treated. (A copy of the Medication Form is attached as Appendix I.) C. Vaccinations Within 48 hours of Entry. All healthy animals are vaccinated within 48 hours of their entry to the shelter,as described in Section H.B.9. ' D. Follow-Up Vaccinations. Follow-up vaccinations are administered as described in Section II.B.9. ` E. Intestinal Parasites. Common types of worms found in dogs are roundworms, hookworms, whipworms, and tapeworms. Dogs are treated for roundworms and hookworms upon intake. If warranted, a fecal sample will determine if another type of parasite is present and what type of treatment is needed. ' F. Change in Medications. Any switch or change in medications for any dog requires the prior approval of the Shelter Manager or attending veterinarian. G. Administration of Medications. Medication may be administered in pill or liquid form. Medication instructions are on the Medication Form, and must be followed as written. 7 1 10 r V. CLEANING INSIDE DOG KENNELS r r General. Not only does a thorough and effective cleaning of the Animal Shelter prevent the spread of communicable diseases, but it creates a better environment for animals, staff, and visitors. Animals enter the Shelter from different r locations with unknown medical histories and varied past exposure to disease. Cleaning dog kennels correctly ensures r a healthy,less stressful stay. r All dog kennels should be cleaned and disinfected during the morning cleaning shift. The products to use, and the r rotation of the disinfectants, shall be determined by the Shelter Manager, explained in detail to cleaning staff and substituting volunteers,and visibly posted at the Shelter. r A. Remove Dog from Inside Kennel. Open the door and let the dog into the outside kennel, and then close the door. B. Remove all Blankets and Toys. Place soiled blankets in a laundry basket and place all toys by the sink to be washed and disinfected. Blankets that are only slightly "used"may be reused by the same dog. C. Remove all Food and Water Dishes. Empty the water into the inside kennel, and deposit any leftover food into the trash can (lined with the larger black plastic bags). Fill the sink half full of hot water, add detergent and 1/2 cup of bleach. D. Remove Solid Waste. Rid the kennel of all solid waste, such as feces, clumps of hair, and dry food on ® the floor. Using the pooper scooper, place the solid waste in the large "toilet' by the side door in the dog adoption area. E. S»ray the Kennel with Water. Thoroughly spray the entire kennel with plain water using the pressure washer system on the "HI" wand setting. Hose down the walls, floors, kennel beds, and all sides of the kennel wires, including the doors, hinges and latches. Tough to clean portions may need to be washed using the "TURBO" wand setting. Please follow posted instructions concerning the proper use of the pressure washing system. F. Fill Dispensing Unit with disinfectant. Verify that there is adequate disinfectant in the dispenser. If more is needed,follow posted instructions for mixing. r G. Wash Dishes and Toys. Wash the dishes and toys using the small scrub brush marked for dishes, thoroughly rinse with plain hot water,and place in the dish rack to air dry. H. Squeegee the Floor. Dry the floor as much as possible using a large squeegee,directing the water to the back trench. M I. Blankets,Pads. Place a clean blanket or pad on the kennel bed. J. Fresh Water. Place a clean dish of fresh water in the kennel. K. Food Dishes, Treats, Toys. Place the food dish in the kennel. For feeding instructions,please refer to the section on Feeding Dogs in Section III. In the morning, each dog receives an appropriate toy and, occasionally, a treat. The dogs do not receive a toy at night; night time is for sleeping. L. Bring Dog Back In. Open the door and let the dog inside, and then close the door. M. Medicate Dogs. At this time, medicate any dogs as instructed. Check the Medical Record for specific instructions. Please refer to the section on Medicating Dogs in Section IV. 1 1 8 R N. Clean Outside Runs and Yard. After all of the dogs are back inside, feces should be removed from all of the outside runs and the yard. Morning shift will disinfect the outside runs, evening shift remove feces only. Be sure to note any blood or worms in the stool, loose stool, or diarrhea by leaving a note for the Shelter Manager. O. Lights and Radio. During the daytime, the radios are left on. Since animals hear much better than we do, please keep that in mind when setting the volume on the radios. After the evening cleaning shift, the lights and radios are turned off. VI. CLEANING OUTSIDE DOG RUNS AND YARD General. The outside dog runs are cleaned of feces at the end of each shift. A. Clean-Up During Visiting Hours. When dogs are in the outside runs or in the yard during visiting hours,any feces should be removed as soon as possible. B. Best Time to Disinfect. The best time to disinfect the outside runs is in the morning, after the inside cleaning is finished and once the dogs are returned to their inside kennels. This allows plenty of time for the runs to dry before the next shift. C. How Often to Disinfect Outside Runs. Outside runs are disinfected during each morning cleaning r shift. Exercising an animal in a confined area without routine disinfecting contaminates the area and the subsequent animals. D. Use the Extra Length of Hose on the Outside of the Runs. After depressurizing the pressure washing system, the wand can be removed from the hose using the quick disconnect, the extra length of hose can then M be installed between the wand and the original hose. This will provide sufficient length to reach all outside dog runs. E. Fill Dispensing Unit with disinfectant. Verify that there is adequate disinfectant in the dispenser. If more is needed,follow posted instructions for mixing. F. Spray the Runs with Disinfectant. Spray all the outside runs thoroughly, including the walls and fencing. There is no need to rinse off the disinfectant. Let the areas dry fully before putting the dogs into the runs. VII. FEEDING CATS General. The cats are dry food. Cats are fed after cages have been cleaned. A. Feeding Procedures. Dry cat food is provided for cats on a free-feeding basis, because they tend to eat ' several small meals during the day. Be sure that the cat food dishes are placed as far away as possible from the litter pan. B. Special Needs. Kittens and nursing mothers are fed kitten food. Obese cats are fed either"light'food, or less dry and canned food. Cats with known kidney or other problems are fed a special diet as recommended by a licensed veterinarian. Cats with upper respiratory infection or poor appetite are fed a ' type of food that promotes eating that is recommended by a licensed veterinarian. It may be warmed in the microwave to enhance its smell. C. Water. All cats and kittens are given fresh water at each shift, and water bowls are refilled when necessary. 1 D. Incoming Strays. All incoming strays are fed and watered immediately, as there is no way to know when they last ate. 1 9 1 1 1 1 VIII. MEDICATING CATS General. To prevent the spread of disease and to provide animals with the best possible medical care while in the care 1 of the San Bernardino Animal Shelter,cats are inoculated against certain diseases within 48 hours of their entry into the shelter. Other types of medical treatment are administered on a case-by-case basis. 1 A. Medical Record. Beginning with entry into the Shelter, a medical record is maintained for all animals, including information on inoculations,de-worming and flea treatment. This information tracks the dates an animal is scheduled for a distemper inoculation or for de-worming and flea treatment and also provides pet adopters with a complete medical history of the animal while housed at the shelter. The medical record is kept in the animal's file and is made available to potential adopters. It stays with the animal, whether he's returned to his owner or adopted. (A copy of the Medical Record is attached as Appendix H.) B. Medication Card. A brightly colored note on the Cage Card identifies cats receiving medical treatment at ' the shelter. Such treatment includes medications for Upper Respiratory Infection,ear mites, a skin disorder, etc. This information is recorded by staff for each cat receiving medication and initialed each time the animal is treated. (A copy of the Medication Form is attached as Appendix 1.) C. Vaccinations upon Entry. All healthy animals are vaccinated upon entry to the shelter, as described in Section II.B.9. ! D. Follow-Up Vaccinations. Follow-up vaccinations are administered as described in Section II.B.9. E. Upper Respiratory Infection. Upper Respiratory Infection ("URI") is a highly contagious air-borne infection. URI quickly debilitates cats in a shelter environment. Sneezing and runny eyes are some symptoms of URI. FURI is a self-limiting disease in adult cats. However, secondary infections can occur t in adult cats,and kittens are more at risk from the disease. A licensed veterinarian may prescribe antibiotics to combat the infection. Infected cats are quarantined and are not allowed to interact with the other cats in the shelter. . F. Change in Medications. Any switch or change in medications for any animal requires the prior approval of the Shelter Manager or attending veterinarian. ' G. Administration of Medications. Medication may be administered in pill or liquid form; some medications need to be administered with food. Medication instructions are on the Medication Form, and must be followed as written. IX. CLEANING CAT CAGES General. Not only does a thorough and effective cleaning of the Animal Shelter prevent the spread of communicable ' diseases, it creates a better environment for animals, staff, and visitors. Animals enter the Shelter from different ` locations with unknown medical histories and varied past exposure to disease. Cleaning cat cages correctly will ensure a healthy,less stressful stay. All cat cages should be spot cleaned at least once daily, generally in the evenings, and cleaned and disinfected at least once daily generally by the morning cleaning shift. The products to use, and the rotation of the disinfectants, shall be determined by the Shelter Manager. A. Spot Cleaning. All cat cages are spot cleaned at least once daily. Keeping articles in the cage that smell "familiar"to the cat lessens stress. ' 1. Remove the Cat. Let the cat out of the cage to exercise and play in their designated room, or place the cat in a portable cat carrier. Disinfect the carrier after each use to prevent the 10 R spread of disease. Some cats are allowed to interact with other cats during the cleaning process,at the discretion of the Shelter Manager. r 2. Remove the Blanket or Towel and Toys. Shake the blanket or towel over the garbage can to remove any spilled litter or food. When the blanket or towel is considerably soiled, R place it in a laundry basket. Otherwise, set it aside to put back into the cage later. Place toys with the blanket or towel. When a toy is soiled, however, place it by the sink to be washed and disinfected. 3. Remove all Food and Water Dishes. Empty the water dish, rinse it and set it aside. Check the food dish and add more dry food as necessary. When the food dish is contaminated with litter,empty it and place it by the sink to be washed and disinfected. 4. Remove the Solid Waste. All waste is removed from the litter pan and placed in the garbage can. Add one scoop of clean litter, 2 scoops if the box is shared with another cat. If r the litter pan is excessively dirty, empty the entire contents,set the pan aside to be washed and disinfected,and use a clean litter pan. 5. Remove any Debris from Cage. Self-explanatory 6. Replace "Familiar" Articles. After the cage is clean, put the litter pan back in the cage; add the cat's basket, blanket, or towel,filled food and water dishes,and toys. B. Cleaning and Disinfecting. All cat cages should be cleaned and disinfected at least once daily. generally by the morning cleaning shift i 1. Remove the Cat. Let the cat out of the cage to exercise and play in the Shelter,or place the cat in a portable cat carrier. Disinfect the carrier after each use to prevent the spread of disease. Some cats are allowed to interact with other cats during the cleaning process, at the ' discretion of the Shelter Manager. 2. Remove the Blanket or Towel and To-vs. Shake the blanket or towel over the garbage r can to remove any spilled litter or food. When the blanket or towel is considerably soiled, place it in a laundry basket. Otherwise, set it aside to put back into the cage later. Place toys with the blanket or towel. When a toy is soiled, however, place it by the sink to be washed and disinfected. 3. Remove all Food and Water Dishes. Empty the water and food dishes and place them by the sink to be washed and disinfected. 4. Remove the Solid Waste. All waste is removed from the litter pan and placed in the ` garbage can. Wash and disinfect the litter pan. To the clean or a new litter pan,add one scoop R of clean litter,2 scoops if the box is shared with another cat. 5. Disinfect and Scrub the Cage. Remove any loose litter from the cage. Mix disinfectant and water in a small bucket, following manufacturer's instructions. Use a clean, soft cloth to wipe down the cages. Be sure to rinse out the cloth in the disinfectant mixture thoroughly before washing the next cage. 6. Replace Items in Cage. Replace all cage items including bedding, a clean litter pan, food, fresh water,and a toy. r C. Central Vacuum System. The Shelter has been equipped with a Central Vacuum System that can aid in ' keeping cat areas clean. By plugging the provided hose into the wall plate. ONLY use this unit to vacuum up 1 1 DRY material. Unplug the hose when not in use. If you go to use the system and you can hear that someone 1 else is currently using it in some other location,you must wait until they are done. It is designed to be used by one person at one outlet at a time. 1 1 X. PLACEMENT OF ANIMALS 1 1 General. Adoptable domestic animals housed at the Animal Shelter leave in one of three ways: they're returned to owners,adopted or transferred to a breed rescue or other humane shelter. A fourth option,the Foster Program, exists to 1 rehabilitate sick, injured and poorly behaved pets so they can be placed. It is the goal of the San Bernardino Animal 1 Shelter to find a loving, responsible and permanent home for every adoptable dog and cat. 1 A. Return to Owners - Persons claiming a stray animal as their own must provide evidence of ownership, 1 such as a bill of purchase, pictures that document ownership over time, (i.e. puppy through adult pictures), 1 proof of Rabies vaccination or licensing, and/or medical records. Furthermore, pet owners will have to pay applicable fees to reclaim the animal. The owner's name, address, and telephone number and the date of return 1 are noted on the Animal Intake Form. 1 1. License Data. All license data must be added to the Log Sheet and Animal Intake Form. 1 1 2. Rabies Certificate. Animals over the age of 4 months are required by State Statute to be 1 vaccinated for Rabies. A valid Rabies Certificate or County Rabies Tag must be presented at the time an animal is reclaimed by its owner. Owners unable to provide proof of rabies 1 inoculation must pay a refundable deposit. This deposit will be refunded if the owner / provides proof of Rabies vaccination within ten(10)days of reclaiming their animal. 1 3. Boarding Fees. For each night the animal is housed at the Shelter, a boarding fee is charged. 1 Owners of unaltered pets will have their pets spayed or neutered before pick-up. Boarding 1 fees are posted at the shelter. B. Adoptions - Guidelines for adoption procedures and the handling of Adoption Applications ensure that potential adopters are given an equal opportunity to adopt from the San Bernardino Animal Shelter. Staff is responsible for following adoption procedures, for reviewing Adoption Applications, scheduling home visits when necessary, and for handling Adoption Agreements and fees. The following procedures are designed to ` help place an animal in a suitable home. 1 1. Application. Potential pet adopters must complete an Adoption Application, and must reside in the home where the animal would be placed. No one is permitted to complete an Adoption Application on behalf of a potential pet adopter. Under extenuating circumstances, exceptions to this rule may be made by the Shelter Manager. This information provides staff r with a better understanding of the pet adopter's past animal history and the environment in which a new animal would be placed. (A copy of the Pet Adoption Application is attached as Appendix J.) ! 2. Family/Household Members. Because the decision to adopt a lifelong companion is a big step in one's life, all family and household members must participate in the selection of a pet. It is also required that dogs in current households meet the shelter dog before the adoption 1 process is finalized. Under extenuating circumstances, exceptions to this rule may be made by the Shelter Manager. 1 1 3. Adoption Applicants. All individuals or families who have met the adoption guidelines, 1 completed an Adoption Application are considered Preference may be given to the order in which the applications were received, but what is in the best interest of the animal is / paramount. Shelter staff review each application to determine if the individual is able, 1 emotionally and financially,to provide a permanent,stable,and loving home for a pet. r 12 r r r r 4. Back-up Applicants. If the animal is adopted, staff call back-up applicants to inform them r of the adoption and encourage them to revisit the shelter. Any pending applicants are notified that the animal has been placed and notations to this effect are made on the application. There may be occasions where an application is pending because other family members need to visit the selected pet, need authorization from rental property owners or for other reasons. Applicants are given until close of the second day on the selected animal to r complete the needed steps. 5. Denying an Applicant. Shelter staff carefully reviews each application. The adoption may be denied for a variety of reasons. These may include an individual appearing unstable, r someone who does not agree to abide by the adoption conditions, or someone with a poor track record with the shelter or staff. Justification for the denial is given to the individual i and, if handled tactfully, can be an excellent opportunity to educate. Staff writes the reason for denial on the application. A file folder of denied applicants is kept up-to-date at the shelter. 6. Adoption Agreement. Staff review with the applicant the costs and responsibilities of pet ' ownership, including a thorough discussion of the adoption rules Adopters are required to carefully read the Adoption Agreement and affix their signatures to this document indicating agreement to its terms, conditions, and health exam requirements. A staff member witnesses and dates the Agreement. The pet adopter receives his or her copy of the Agreement. The original Agreement is kept in the pet's file at the shelter. 7. Payment of Adoption Fees. Adoption fees vary and are posted at the Shelter. The San Bemardino Animal Shelter accepts cash,personal checks and MasterCard or VISA. 8. Sterilization of the Animal. The San Bernardino Animal Shelter strives to ensure that the ' animals placed for adoption do not contribute to companion animal over-population. All animals will be spayed or neutered prior to adoption unless the health of the animal does not permit such surgery. ' 9. Medical Record. Upon adoption, the animal's Medical Record is provided to the new owner. If an animal's medical history exists from a previous owner, any reference to the previous owner, including the address and telephone number, must be removed prior to the release of such medical information. 10. Forms. The Log Sheet and Intake Form are updated to record the date of adoption and the ' name, address, and telephone number of the adopter. Evaluation and temperament forms are offered to the new owner. . 11. Refunds. No matter how careful the shelter is in attempting to match the right pet with the right family,there are occasions where animals are returned to the shelter. Adoption fees are nonrefundable, except at the discretion of the Shelter Manager. Those fees are considered a donation. 12. Animal Returns. For adopted animals returned to the shelter at any time, staff records the 1 information on the Log Sheet. The adopter must return the Rabies tag,the Rabies Certificate, and any other information pertinent to the returned animal that was given to him or her at the time of adoption. At the Shelter Manager's digression, another animal may be chosen to adopt within a 30 day limit. I C. Transfer to Breed Rescue or other Humane Organization - In an effort to keep the animal population under control at the San Bernardino Animal Shelter, purebred animals are oftentimes transferred to 13 breed rescues. At times, other humane organizations will accept qualified animals. (A copy of the Animal Transfer Form is attached as Appendix L) D. Foster Program - The San Bernardino Animal Shelter has a Foster Program for those animals who ' cannot or should not be housed at the shelter. The Foster Program is an avenue to rehabilitate "special needs" i animals and house animals too young for adoption. (A copy of the Foster Agreement is attached as Appendix N.) E. Euthanasia - The San Bernardino Animal Shelter strives to demonstrate a respect for quality of life for its animals. The San Bernardino Animal Shelter operates as a low-kill facility. The shelter does not euthanize animals to make space for other animals. Although euthanasia is the final act of kindness that we can show a critically ill, seriously injured, or dangerous animal, it is viewed as an alternative, only after very careful consideration, and always as a last resort. It is the policy of the San Bernardino Animal Shelter that animals to be euthanized are handled with respect and sensitivity, and protected from stress, fear, discomfort, and pain. 1. Authorization Procedures. The decision to euthanize animals is made on a case-by-case basis. When deemed necessary for medical or behavioral reasons, and approved as indicated below, ' animals are humanely euthanized. 2. Medical Reasons. Critically ill or seriously injured domestic animals may be euthanized prior to ' conclusion of the 10-day holding period (the normal time allotted for owners to reclaim their pets). Those situations need immediate consideration and require approval by the Shelter Manager and attending veterinarian. ' 3. Behavioral Reasons. The decision to euthanize dogs and cats for behavioral reasons requires approval by the Shelter Manager, in consultation with the shelter veterinarian and shelter staff. Twenty-four (24) hour prior notification by the Shelter Manager to the Board is required. ' Questions or concerns of the Board should be brought to the attention of the shelter manager within the time limit indicated. Under no condition may an animal that is under consideration for euthanasia for behavioral reasons be released from the shelter for adoption or foster whether it be to ' the public, volunteer, or staff member. 4. "Authorization to Perform Euthanasia" Form. Prior to euthanasia, an "Authorization to Perform Euthanasia" Form (provided by the veterinarian) must be completed by the Shelter ` Manager and witnessed by the attending veterinarian. The Form attests to the fact that the animal has not bitten anyone within the past ten(10)days. The Form states the reason for,and date of,the euthanasia, and is signed by both the Shelter Manager and the recommending veterinarian. If an animal has bitten someone within the past 10 days, the attending veterinarian must ensure that the head and remains of the animal are processed in accordance with the State Rabies Control Statute. A copy of the Authorization to Perform Euthanasia Form will be placed in the animal's file 5. Where the Animal will be euthanized. The euthanasia is performed at the veterinary clinic whenever possible. If, however, a dog is euthanized inside the Shelter, it will be done in the Medical/Intake Room. 6. Humane Disposal. The remains will be humanely disposed of by the Veterinary Service Provider. ! XI. REFEREL SERVICES ! General. Unfortunately, the San Bernardino Animal Shelter is not equipped nor staffed to handle all animal situations. However,we do our best to refer those inquiries to others who may be able to help,as follows: I 14 �> A. Wildlife Animals. Inquiries about wildlife animals are referred to the B. Rehabilitation. Animals in need of rehabilitation services not provided at the Shelter are referred to XII. GROOMING 0 General. Simply stated, clean animals are more adoptable than dirty animals. They are also more comfortable and M generally healthier, all of which makes for a positive image to potential pet adopters. Shelter Staff or volunteers who wish to bathe and/or groom the dogs and cats may do so whenever possible. For animals whose fur is severely matted, the services of professional groomers are used. XIII. PAYMENT OF FEES M General. No animal may leave the Shelter unless all fees are paid, including, but not limited to, adoption fees, boarding fees,vaccination fees,mileage for transporting the animal to the Shelter(in retum-to-owner cases), and fines. A. Receipt. At the time money is received for a transaction, a receipt is completed. The receipt shows the name of the person making the payment, the date, method of payment, amount of the transaction, and 1 initials of the shelter staff receiving the money. The original of the receipt is given to the payer, the yellow 1 copy is inserted in the animal's folder and retained at the Shelter, and the pink copy remains in the booklet. The amount,method of payment, and check number are recorded on the Intake Form. 1 1 B. Checks. Checks should be made payable to the"San Bemardino Animal Shelter." 1 C. MasterCardNISA. San Bernardino Animal Shelter accepts MasterCard and VISA with a$20 minimum 1 purchase. D. Deliver Money to Treasurer. The Shelter Manager is responsible for ensuring money is delivered to 1 / XIV. LOST AND FOUND 1 General. It is the goal of the San Bernardino Animal Shelter to return all strays entering the Shelter to their owners. Shelter staff and volunteers also provide assistance to those who have lost pets or to individuals who have found 1 animals. A Lost and Found reporting system has been developed to return lost or found animals to their owners whenever possible. 1 A. "Lost" and "Found" Forms. The description and name of the animal, date lost or found, location where l the animal was lost or found, and any forms of identification are important factors used for matching animals. Information received on every lost or found animal is posted on a form and placed on the Lost and Found bulletin board. I B. Petfinder. Shelter staff or a designated volunteer posts descriptions of strays brought to the Shelter on the Internet at www.petfinder.om. A picture is included if one is available. Individuals are encouraged to post the animals they've lost or found on Petfinder. C. Stray Animals Brought to the Shelter i 1. First Thine. It is important to educate the public that picking up and dealing with stray animals is the responsibility of each and every municipality. While individuals picking up an animal may be doing what they feel is a good deed, things become complicated. Making a 15 phone call to the proper authority is foremost. Shelter staff should make the phone call while the person bringing in the animal is still there as there are oftentimes questions that only the person finding the animal can answer. They will need to know exactly where the animal was found: (Fire Number or address, Road, Township, Village, City, etc.) The person's name, address, and contact information should be written on the Animal Intake Form. If the animal is from a municipality that has contracted with the San Bernardino Animal Shelter, then the r animal will be processed as any other stray. 2. General. When a stray animal is brought to the Shelter and the intake paperwork is finished, ' Shelter staff or a volunteer promptly checks the Lost&Found bulletin board. 3. If a Match is made the potential owner is called immediately and informed of the process involved in returning animals to owners,as discussed in Section X.A. of these Policies and Procedures. ' Shelter staff indicates on the Animal Intake Form the name, address, and telephone number of the potential owner and date of communication. 4. If No Match is Made, Shelter Staff or a volunteer posts the information with the media ' outlets listed above. A photo is taken of the animal and the information is also posted on the Internet at www.petfinder.org. r D. Calls from Citizens Reporting Lost Animals 1. General. When an individual calls or visits the Shelter to report a lost animal, staff obtains r as much detailed information as possible. Animal Intake Forms, the Found Forms, and other media ` sources are promptly checked. 2. If a Match is Made. If an animal matches a Found Form, the person is given the name of the individual holding the animal, unless the Shelter was given alternative instructions. If the description of the lost animal matches an animal currently at the Shelter, staff informs the individual of the process involved in returning animals to owners and indicates on the Animal Intake Form the name, address, and telephone number of the potential owner and date of communication. 3. If No Match is Made, The staff will inform the caller of all applicable State Statutes. Shelter staff instructs the individual to report the lost animal to other area shelters, to post signs in the neighborhood where the animal was lost, to advertise in his local newspaper or the Broadcaster, to frequently scout the area, and to talk to neighbors. They are encouraged to post the information on the Internet at www.petfinder.org. Above all,callers should he reminded to "never give up." Shelter staff 1 will also fill out a Lost Form for the Lost and Found bulletin board. 1 E. Calls from Citizens Reporting Found Animals 1 1 1. General. When an individual calls or visits the Shelter to report a found animal,Shelter staff obtains as much detailed information as possible. It is vitally important to know exactly where the 1 animal was found. Lost Forms are immediately checked. The individual who found the animal may hold the animal at his residence,but should be informed to call the Sheriff's Department or local Police Department to inform them of the situation. He should also be informed that when a found animal 1 stays at his home for more than two weeks, the animal is considered his, and any relinquishment of the 1 animal to the Shelter after that time is considered a Surrender whereupon restrictions and fees will apply. In the alternative, he can call the Police Department, depending upon his location, and if the 1 municipality in which the animal was found is currently contracting with San Bernardino, someone 1 will come to their residence and transport the animal to the Shelter. 16 2. If a Match is Made, the potential owner of the animal is immediately notified, and given the name and telephone number of the individual holding his animal. 3. If No Match is Made, staff will inform the caller of applicable State Statutes, Shelter staff should encourage the person to report the found animal to other area shelters, to post signs in the area the animal was found, advertise in a local newspaper. The caller is encouraged to post the information on the Internet at www.petfinder.org . Staff will also fill out a Found Card and file it in the Lost and Found file. XV. MANDATORY SPAY AND NEUTER General. The San Bernardino Animal Shelter ensures that animals placed for adoption do not contribute to companion animal overpopulation. All shelter animals shall be spayed or neutered prior to adoption. Exceptions will ` only be made if the surgery poses a significant health risk to the animal. XVI. SPECIAL REQUESTS General. Many potential pet adopters call or visit the Shelter in search of a specific type of pet. This could be a purebred dog or cat, a declawed cat, or an animal of a specific age, size, or type of behavior, such as a small, housebroken dog. Since the specific type of animal may not be available at the time the request is made, a special request card is kept on file for thirty (30) days to enable contact with the potential adopter if an animal matching the request is received at the Shelter. 1 XVII. ANIMAL RESCUE AND CONTROL General. It is the goal of the San Bernardino Animal Shelter to promptly and professionally assist citizens in r every way legally possible with the following: to rescue animals in distress; to enforce all City and State ` animal-related laws; to protect animals from neglect, mistreatment and abuse; to respond to emergency situations in which an animal is in danger or creating a danger; and to educate the public about animals and r responsible pet care. Callers will be directed to the appropriate law enforcement agency, depending upon i where the call originates. There is a List of Law Enforcement Contacts on the bulletin board in the office. r A. Emergency Service Hours. The Shelter staff promptly responds to animal emergencies 24 hours a day, r every day of the year. Any situation is considered an emergency in which a domestic animal is in danger or is r creating a danger,and staff will make every effort to help connect callers with the appropriate law enforcement agency. r r XVIII. NATURAL DISASTERS r General. Although no procedures are in place for domestic animals left behind due to natural disasters,acts of God or r the like,the subject is currently under discussion. r r XIX. QUARANTINED AND/OR DANGEROUS ANIMALS r General. To ensure the safety of Shelter staff, volunteers and visitors, personal interaction with animals held in r quarantine, or declared dangerous or vicious by City or County ordinance, is prohibited. In addition, animals declared dangerous or vicious by City or County ordinance may be immediately euthanized. If, however, an animal must be r quarantined,the protocol in working with these animals follows. 1 A. Dangerous Dogs 1. General. Our highest priority is the safety of staff,volunteers and visitors. 17 r r r r 2. Aggressive, Frightened or Ouestionable Dogs. If a dog is considered to be "aggressive," r "frightened" or"questionable," it is visibly posted on the Cage Card, and a padlock is placed on the kennel door during regular visiting hours. In addition, a "WARNING" sign is placed r on the front of the kennel to warn Shelter Staff, volunteers and visitors to beware. 3. Dangerous or Vicious Dogs. If a dog is declared "dangerous" or "vicious," it is visibly r posted on the Cage Card,and there is a padlock on the kennel door. Only the Shelter Manager r or attending veterinarian is allowed access to the animal. In addition, a"WARNING" sign is placed on the front of the kennel to warn staff,volunteers and visitors to beware. r r 4. Euthanasia. When euthanizing a dog that has been in quarantine or declared dangerous or r vicious, a pre-euthanasia tranquilizer is always administered to minimize the risk of injury to staff,as well as to minimize stress for the dog. 1 r 5. Safety Equipment. Appropriate safety equipment is always available for use, including i heavy-duty leather gloves,a snatch pole and safety glasses. B. Dangerous Cats 1. General. There is no City or County ordinance pertaining to cats being declared dangerous. r Our highest priority is the safety of staff, volunteers and visitors. Manager or attending r veterinarian may declare a cat to be "dangerous," "frightened" or "questionable," and r precautions are taken to avoid injury by the animal. To protect the safety of the staff, volunteers, and visitors, personal interaction with animals held in quarantine, or declared r dangerous or vicious is prohibited. In addition, animals declared dangerous or vicious may be immediately euthanized. If, however, an animal must be quarantined, the protocol in working with these animals follows. r 2. Aggressive, Frightened or Ouestionable Cats. If a cat is declared "aggressive," "frightened" or"questionable," it is visibly posted on the Cage Card, and a padlock is placed r on the cage door during regular visiting hours. In addition, a"WARNING" sign is placed on r the front of the cage to warn Shelter Staff,volunteers and visitors to beware. 3. Dangerous or Vicious Cats. If a cat is declared "dangerous" or "vicious," the animal is r placed in a double, partitioned cage. The designation is visibly posted on the Cage Card, and there is a security clip on the cage door. Only the Shelter Manager or attending veterinarian is allowed access to the animal. In addition,a"WARNING" sign is placed on the front of the r cage to warn staff,volunteers and visitors to beware.The Shelter 4. Do Not Disturb. All new cats brought to the Shelter showing signs of being aggressive, r frightened or questionable are placed in a double,partitioned cage with a towel or other cloth placed over the entrance to the cage. After 24 hours,the towel/cloth is placed to allow the cat to see and hear the activities in the shelter. Over a period of several days, the open area is r slowly made bigger and the towel/cloth is eventually removed. r 5. Help the Cat Adjust. Each day, the towel covering the cat box is raised a few inches so the cat can gradually get used to the environment while maintaining a feeling of safety. It may take up to three days or longer for the new cat to adjust. When the cat is comfortable, he will make his first appearance. Do not attempt to handle the new cat too early. N 6. Medical Care. If the cat requires care for a medical problem, such care must be authorized ' by the Shelter Manager. Medication should be administered by the Shelter Manager, 18 designated staff or the attending veterinarian according to the instructions on the Medication Form, 7. Euthanasia. When euthanizing a cat that has been in quarantine or declared dangerous or vicious, a pre-euthanasia sedative is always administered to minimize the risk of injury to staff,as well as to minimize stress for the cat. 8. Safety Equipment. There is safety equipment at the Vernon County Humane Society 1 Shelter. They include heavy-duty leather gloves, a snatch pole and safety glasses. Shelter Staff is trained to use the equipment. XX. ANIMAL BITES; INJURIES AT THE SHELTER M ` General. The State of Californoa requires all animal bites to be reported immediately to the local Police Department. A. Animal Bite Order. All animal bites occurring at the San Bernardino Animal Shelter that break the skin are taken very seriously. An Animal Bite Order Form must be filled out promptly by a law enforcement officer. The California Rabies Control Law requires a dog or cat which has bitten a person be delivered to a veterinarian for examination within twenty-four(24) hours after receipt of the form. The animal must be quarantined for a period of not less than ten (10) days. During that 10-day period, a licensed veterinarian must examine the animal at least three times, and a final examination shall be conducted ten (10) days following the bite. (A copy of the Animal Bite Order is attached as Appendix O.) B. Other Injuries. If a volunteer or visitor sustains an injury, s/he is to make a written report and give it to the Shelter Manager. The Shelter will keep the injury report on file in case the injury develops into something that needs medical attention. M XXI. VOLUNTEERS General. Volunteers generally help socialize animals, assist with animal caretaking, counsel prospective pet adopters and participate in special fundraising events. Their special skills and talents make a positive difference in the lives of shelter animals, and their recruitment is essential for good shelter operations. 1 A. Selection of Volunteers/Age Requirements. Most volunteers are individuals who have visited or adopted from the Shelter, have been referred by community service agencies or are students. Volunteers aged 17 years and under must be accompanied by a parent or guardian. (A copy of the Volunteer Information Form 1 is attached as Appendix P.) B. Volunteer Application. Individuals wishing to become a part of the Shelter's volunteer team are asked to complete a Volunteer Application that is submitted to the Volunteer Coordinator. The Coordinator reviews all applications and calls potential volunteers to advise them of the process involved for bringing new volunteers on board. All volunteers will attend an orientation. (A copy of the Volunteer Information Form is attached as Appendix P.) ` The Volunteer Application contains questions designed to help understand why individuals want to volunteer and what they hope to accomplish. Likewise, a person's feelings about euthanasia, spaying and neutering, keeping pets indoors/outdoors and other animal-related experiences help the Coordinator formulate an opinion as to how the individual will fit into a shelter work environment. Since most volunteers interact in one way or another with the public,it is important that their relations with animals are humane,respectful,and kind. 1 C. Orientation. An orientation session is an important first step in acquainting prospective volunteers about Shelter operations and programs. This session allows interested persons to evaluate their level of interest and time commitment. The Volunteer Coordinator contacts potential volunteers to advise them of the date and time an orientation session is scheduled. 19 r r r r D. Non-Acceptance of Volunteers. Not all potential volunteers are accepted to work at the Shelter. Some r possible reasons are that the service offered is not needed, they may have an incompatible schedule, or they may have a poor or abusive history with animals. The Volunteer Coordinator will tactfully explain the r reason why they are not being accepted and offer suggestions, if appropriate, for working at other organizations. r The Coordinator will write the reason for non-acceptance on the volunteer's Application. The Application will r be kept on file in the event the individual reapplies or a problem surfaces regarding the handling of denial. E. Acceptance of Volunteers. If the volunteer is accepted: r 1. The Coordinator gives the volunteer a copy of the Volunteer Manual, which addresses, in part: the Mission Statement,placement of volunteers,Shelter forms,safety, and dress code. 2. The volunteer attends a"welcome"orientation session. 3. Training sessions are scheduled. 4. The Coordinator establishes a personnel file for each volunteer. This file includes, at the minimum, the individual's Application, Release of Liability Form, training schedules, evaluations and commendations by staff and a record of the number of hours volunteered at the Shelter. F. General Rules. As with shelter staff, volunteers are expected to follow certain rules of conduct and behavior in order to provide a safe and productive work environment. These general rules are included in t the Volunteer Handbook and are reviewed during orientation. 1. Conduct. Volunteers are expected to dress appropriately for the particular activity or event. Although euthanasia is discussed with volunteers, they should not interfere with euthanasia decisions and/or procedures. Volunteers are expected to do their work in a professional manner, to be constructive at all times, and should assist in any work they are asked to perform, as determined by their Application. They should refer visitors to Shelter staff if questions are asked and the proper answer is not known. 2. Adoption. Volunteers are required to go through the same adoption process as the general public. 3. Time Commitment. Because Shelter staff workload is dependent upon a volunteer's time commitment,volunteers are expected to work according to the established shelter schedule. 4. Volunteer Log Sheet. Each volunteer signs a Volunteer Log Sheet for every visit to the Shelter. This is particularly important for students and community service workers who have a set amount t of hours to fulfill. The Log Sheet serves as the only form documenting the dates and times volunteers are at the Shelter or assisting with special projects. The Volunteer Log Sheet also gives an overall picture of the impact of volunteer contribution. The Log Sheet is kept in a prominent place at the office. (A copy of the Volunteer Log Sheet is attached as Appendix Q.) Any volunteer student fulfilling a class requirement or community service worker who falsifies his or her time is immediately terminated. G. Volunteer Programs. Making a good match between a volunteer's particular area of interest and I the needs of the Shelter help further the mission of the agency in providing care and ' 20 r r companionship for homeless animals. It is also important for the volunteer's self-esteem and i feelings of contribution. r After the orientation, the Volunteer Coordinator discusses the various volunteer opportunities r available, either within the Shelter itself or outside of the Shelter. Many volunteers may already have r a special skill that they are willing to contribute, such as graphic art design, calligraphy or photography or may desire to groom animals, or assist with legal matters, as indicated on their application. r r H. Typical Volunteer Programs. r 1. Socialization. Both cats and dogs housed at the Shelter need socializing for bonding, exercise, r companionship, and reducing stress. Volunteers socialize only those animals available for adoption. No volunteer is permitted in the quarantine and cat isolation rooms unless specifically authorized by Shelter staff, i.e.,kittens and puppies needing to be socialized to become adoptable. r r Socializers should direct questions regarding adoption to staff. Time commitment for socialization is based on the volunteer's schedule, although they will follow a certain time frame. Training is provided by staff. r a. Cats. Cat socializers interact one-on-one with homeless cats to ensure that their time at the Shelter r is as enjoyable and stress-free as possible. Cat socializers pet, groom, and play with the animals, r tidy the cat's living area, and interact with potential pet adopters. At no time will cat socializers allow cats to roam free in the Shelter. Cat socializers are instructed to disinfect hands between handling each cat, which will discourage the potential spread of any infection or disease, and to monitor the public's contact with the animals. r b. Dogs. Generally, dog socializers walk dogs, an important activity that provides play and exercise time. Volunteers are instructed to properly leash and collar dogs, to scoop any excrement while walking and to secure dogs in their runs upon returning to the Shelter. Dog walkers must choose r only dogs that they are able to keep under control at all times. Dog walkers must control dogs so that they do not jump on people or other dogs, and at no time are dogs allowed off a leash. 2. Kennel Work. Many volunteers want to interact directly with animals. Kennel volunteers may perform a wide variety of tasks ranging from cleaning kennel runs and cat cages, feeding, assisting with medicating and grooming to carrying out administrative and laundry chores. Training is provided by the staff. Volunteers are scheduled to work based upon the needs of the Shelter and are expected to follow a designated work schedule. 3. Administrative Work. On occasion Shelter staff need assistance with a variety of projects. These projects may include typing or computer work, filing, mailings, coordination of humane education or adoption packets or following up on lost and found reports. Time commitment for administrative work is on an as-needed basis. Training is provided by the Shelter staff or Volunteer Coordinator. I. Training. Before any volunteer begins work at the Shelter,he or she must attend a Volunteer Orientation. The Volunteer Coordinator introduces volunteers to all Shelter staff whenever possible. For example, individuals wishing to learn animal caretaking duties or administrative duties will be referred, respectively, to a staff member or appropriate committee chair. The Volunteer Coordinator is responsible for developing a training schedule, complete with dates, times, and duties to be undertaken. The schedule is provided to the shelter so that there are no misunderstandings. 21 M J. Role of Shelter Staff. Shelter staff is expected to keep the Volunteer Coordinator well informed of the volunteer's progress and work habits. This is important for students, as the individual's teacher may contact the Volunteer Coordinator or Shelter Manager on a regular basis for status reports. Any problems with volunteers should be promptly reported to the Volunteer Coordinator. There are also times when the Shelter Manager will authorize an individual to work as a volunteer at the shelter as part of a community service program. The shelter staff is likewise expected to keep the Shelter Manager well informed of the volunteers progress and work habits, as the individual's probation officer may contact the Shelter Manager for status reports. Volunteers generously give of their free time to help homeless animals and significantly complement the work of animal care professionals. Shelter staff should always find time to verbally thank volunteers for their help. Staff may also want to add a nice touch by writing thank you notes to volunteers. All volunteers should be treated by Shelter staff with courtesy,respect and appreciation. K. Termination. Like Shelter staff, volunteers can be terminated for a variety of reasons. Poor performance, disruptive behavior, habitual tardiness or absenteeism, or falsification of work hours by student volunteers or community service workers, will result in termination. In most situations, any problems brought to the attention of the Volunteer Coordinator will be discussed with the Shelter Manager. A meeting will be called with the volunteer for the purpose of discussing the reason for termination. The Volunteer Coordinator or Shelter Manager is expected to document in writing the events leading up to the termination, including discussions held at the meeting itself, and add this information to the volunteer's personnel file. Should there be an extremely serious incident that would warrant the volunteer leaving immediately, the staff on duty has the authority to direct the volunteer to leave. The Shelter staff will promptly notify the Volunteer Coordinator or Shelter Manager and will prepare written documentation about the incident. 1 For community service workers, the Shelter Manager will contact the probation officer to inform them of the 1 termination. In regards to students, the Shelter Manager or the Volunteer Coordinator will contact the teacher 1 to inform them of the termination. 1 XXII. EMPLOYMENT 1 1 San Bernardino Animal Shelter does not discriminate on the basis of race, color, sex, religion, national origin, age, disability, sexual orientation, or any other legally protected characteristic. 1 A. Policy. Open paid staff positions at San Bernardino Animal Shelter will be filled in a timely manner. ' In the case where equally qualified candidates are being considered for a single position, preference shall be given to current staff and volunteers. B. Procedure. If necessary, current shelter staff will fill an open position on an interim basis, and the pay rate will be commensurate with the position's approved salary.A position will be filled on an interim basis 1 for not more than 6 months. 1 1. A job advertisement and description will be posted on the staff and volunteer bulletin boards at the 1 shelter, and a job advertisement and description shall be posted in any or all of the following: San l Bernardino Website (A copy of the Shelter Manager Duties and Responsibilities is attached as Appendix R.) 1 1 2. The Shelter Manager shall interview and hire the subordinate shelter staff. 3. The Board of Directors shall interview and hire the Shelter Manager.g (A List of the Board of Directors and Shelter Staff is attached as Appendix S.) 22 R R 1 R Rx r ► 0 � � r 0 CD ' O o o � n m C1 m LA 03 ro �� ° moo H � m m � o m�a = N fl p a � 23 Animal Intake Code: G) Dog pp Cat t Date: Name: Sex: M/F Breed: Color: Size: S /M/L/XL Altered: Y /N Microchip: Y/N: OO Stray from: 1 Brought in by: # 1 Found by: 1 1 Location: 1 Collar: Y/N Color: Tag: Y/ N: Fee: 1 1 OO Owner Surrender from: Phone: 1 / Address: 1 City: State: Zip: 1 1 Rabies Vaccination: Y/N Year: Tag #: Clinic: 1 Date of Birth: Shots up to Date: Y/N Clinic: 1 1 Stray Boarding Fees: Owner Surrender Fees: r r First Day: $15 (If still in Intake:$5) . . Dog or Cat: $25. . . . . . . . . . . . . . . / r Each Additional Day: $10. . . . . . No Rabies Proof. add $10. . . . . . r r r No Proof of Rabies: $20 . . . . . . . Unaltered: add $25 . . . . . . . . . . . . r (refundable upon proof) ► Puppy or Kitten: $10 ea. " " " ' ► TOTAL: ► (50%refundable upon proof of mother being ► spayed) 1 1 1 TOTAL: / / I ' I I 1 I 1 I Movement: I ® Adoption Name: Date: © Reclaimed by Owner (within to days) Address: © Transferred I Reason: I © Euthanized City: State: Zip: Phone: 1 1 r r r 1 / 1 / / / 1 / 1 1 1 / 1 ANIMAL SURRENDER AGREEMENT 1 The San Bernardino Animal Shelter desires to be a service source where potential pet adopters can be matched with animals in need of new homes. We recognize that unfortunate circumstances can develop in responsible pet owners'lives that cause them to consider parting with a beloved pet. However, surrenders are only taken if there is room at the Shelter. Please note that San Bernardino Animal Shelter requires a non-refundable surrender fee of $50. This fee is used to help defray expenses (veterinary care,food,shelter, etc.) related to animal care. In an effort to make this parting (and subsequent search for a new home) less traumatic, we ask that you complete the Animal ® Surrender Questionnaire on the reverse side of this document to aid in the search. It will also be very helpful if you provide us with your pet's veterinary records, and any toys or favorite blanket when you surrender your pet,to help him or her acclimate to its new surroundings. Pet Owner's Information: Name: Cs Moving to New Home Ts Unable to Care for Pet Address: © Incompatibility Issues O No Longer Wanted City: State: Zip: 1 © Other: Phone: Pet Information: O Dog O Male © Rabies Tag #: Clinic: O Cat O Female O Spayed/Neutered Name: Breed: Color: Date of Birth: Agreement: • By leaving this animal with the San Bernardino Animal Shelter I am relinquishing all rights of ownership. • 1 understand that by relinquishing ownership of this animal, I will not be able to determine its final placement. I understand that the placement options include adoption, foster home while awaiting adoption, transfer to breed appropriate animal rescue, or (under certain circumstances) humanely euthanized. San Bernardino Animal Shelter cannot guarantee that any animal will be adopted. • 1 understand that if I seek to reclaim this animal, I will have to go through the regular adoption procedure. • To the best of my knowledge,this animal 1S NOT sick and HAS NOT bitten anyone within the past ten (10)days. • I also affirm that I am the legal owner of this animal and have not taken this animal from another person without that person's consent. 1 The amount of the non-refundable surrender fee for this animal is: IMPORTANT NOTICE: This Agreement is not complete until this document is signed by you, the non-refundable surrender fee is paid in full, and this document is signed by an authorized SBAS representative. UNTIL SUCH TIME AS THESE CONDITIONS ARE MET,YOU REMAIN THE LEGAL OWNER OF THE ABOVE-DESCRIBED ANIMAL. ' Signature of Pet Owner Date Signature of VCHS Representative M 1 1 r r i i Please Rate Your Good Bad Don't i Pet in Regards to: 1 2 3 4 5 Know Explanation (If Needed) r r Interaction with Dogs Os O O O O O r i Interaction with Cats OO 0 OO Os OO Os i i Interaction with Kids O O O O Os O r Interaction with Strangers O Os Os D Os Os i r Interaction with Livestock r 0 0 0 0 0 O Being Housebroken O O O O O O r r Obedience while Off Leash O O O O O O r Being Left Alone O O O O O Os Eating Habits r O O O O O O r Being Groomed O O O O O O M Riding in Car OO Os OO © © O This Pet Stays: O Inside Only Os Outside Only O Inside and Outside r When outside, it is: O Tied up Os In Pen (3) In Fenced Yard O Free Roaming r Special Needs: Bad Habits: Advice for New Owner: d r Appendix F r Pet Temperament Status Form � �ppcnt3ix t 5`�at�T���plunts�r Name rff c#o�,(ca,1 _._. Date Intake*: Ktand Acquisitions General M(itude 3 easy to remove from kennel very high activity level 4 shy,took scime enw�ins atfive Q difTcuk to obtain:playfulAby somewhat reserved,little activity 0 unable to obtain:.growlinwbissing eery shy 0 other: jumps on pcopleUdy slams mouthing; handsbody CANOM Walking on leash leans on poOplc,clingy pulls hash fQmwd hi�yint,,lclai�ing. ' 0 lags behind Z excitement submissivoe urinatm'defecatcs I ' n wallet.Meel �calml 5 purring/affectionate C unable to walk-on leash i nervous shedding/nervous purring 0 ►ding owi ing at other bogs as passing other: -. 0.4 other: Handouts Recommended E 804 ssensm%ity 1 U easy to touch and PCL affactionatt 1 0 slightly fearful,shy 1 1 0 very shy, fromn l :1 growling,Mssing 1 0 srtappe d,attempted to bite 1 t?other: I Comments: I Gentr ttl�>3trdlittg IJ easy to do,no resistance resisted,struggled: littlelsometrauch 5 gmorled/hissed snapped/attempted to bite other: 28 1 1 1 1 Humane Organizations 1 In 1 Southern California 1 1 1 1 1 1 1 M 1 M / 1 ! 1 1 1 1 1 1 1 i 1 1 1 1 1 I 29 Ik I 1 1 I Medical Record for , Code # 1 I Thank you for adopting from San Bernardino Animal Shelter! Your new pet has already received the following veterinary care: I I I Vaccinations: Date By I Date By I Date By 1 Date By 1 I Date By 1 Date By 1 1 Medications: Date By ! 1 Date By 1 Date By 1 1 Date By 1 Date By 1 I Date By 1 Date By 1 1 Date By Alteration Date: By 1 i Other: 1 1 1 1 1 1 1 I San Bernardino Animal Shelter ' Date of Application: Time of Day: ` Pet Name (if selected): ' Application Accepted By: I PET ADOPTION APPLICATION Please read (his application.fill in the blanks.sign it,and return it to us at the address shown.The information you provide ' in this application and during our interview will help us find a good match for you. MY PREFERENCES EXERCISE 1 ' I like pets that are: I prefer a pet whose energy level is: high Short hair Medium hair Long hair Any medium low I prefer a male female I prefer a pet that: kitten/puppy adult any age will enjoy living indoors will enjoy being outside while I'm with him/her Please describe the temperament and activity level you will come and go independently are looking for in a cat. Check all that apply. will enjoy living in our barn zippy,high-energy,kitten/puppy-like mellow,easy-going a lap cat/dog very affectionate GENERAL responsive My ideal pet would: independent talkative quiet Bad pet habits that I just can't tolerate are: Someone in my home is nervous or unsure of pets... very moderately some(no experience with pets) N/A Please tell us anything else you would like us to know ABOUT ME AND MY HOUSEHOLD about you or the pet you're looking for: M ' I share my home with adults and children. ` Ages of children: I have children that visit or live next door. How will your new pets end its days?P y (Circle all that Ages of children: apply): Indoors Outdoors Crated Basement Garage I have indoor cat(s), in/out cats, Porch Yard Barn Locked in room ( dogs,and these other pets and livestock: How will your new pet spend its nights?(Circle all that The noise/activity level in my home is usually apply): low medium high PP Y)� l g Indoors Outdoors Bedroom Kitchen Crated i When it comes to keeping a clean and tidy house I am Basement Garage Porch Barn Locked in room very particular particular easy going i I need a pet that will tolerate being alone hours/day. weekends for frequent short trips I'd enjoy brushing or grooming my pet: rarely occasionally weekly daily r r San Bernardino Animal Shelter r Date of Application: r Time of Day: Pet Name (if selected): r Application Accepted By: r ► PET ADOPTION APPLICATION r r Name(First,Middle initial,Last) Date of Birth Day phone r r Spouse or partner's name Date of Birth Evening phone r r Street address Do you: Landlord's name r own your home r rent r City, State,Zip Landlord's phone r How long at current address? If less than one(1)year,please show previous address: r r Are you: Employer's name: r working attending school retired r homemaker other: r Employer's phone: r r What pets have you owned in the past five(5)years? r Pet's name Breed/type of pet Age and sex Spayed/neutered Do you still r have this pet? r M F Y N Y N r r M F Y N Y N r M F Y N Y N r r M F Y N Y N r M F Y N Y N r r Who is/has been your veterinarian? Veterinarian's phone r r Veterinarian's address r r Please list two(2)personal references(not related to you): r r r Name Address Phone r r Name Address Phone r r I certify that the information I have given is true,and I authorize the Vernon County Humane Society,Inc.to contact r veterinarians,landlords and references to investigate all statements in this application,and to do follow-up property checks. r Signature: Date: ' Spouse/Partner/Roommate Signature: Date: 1 r Notes: 1 1 1 1 1 r San Bernardino Animal Shelter 1 1 1 1 1 ! 1 I I r r ADOPTION AGREEMENT FOR A PET r r The San Bernardino Animal Shelter, and the undersigned (the"Adopter"or"you"),in ' consideration of the mutual promises in this Agreement and other good and valuable consideration, intending to be legally bound by this Agreement, agree to the following: 1. The Pet. We are place the following described pet with you,the Adopter, for adoption by you as a companion pet(the "Pet"): Male—Neutered Female _Spayed Name: ' Color/Markings/Breed/Mix: Approximate Age: ' Distinguishing marks(if any): Intake#: Vaccinations&Date: Spay/Neuter Date: Fe/Luk or Heartworm: De-worming Date: ' Adoption Fee. We require and adoption fee of$ . The adoption fee is not refundable except under the circumstances listed in item#3. However, if the Pet is returned to us for any reason within thirty(30) days, you have the option of choosing another Pet from us within six(6)months of the original adoption return. Any donation you can make in addition to the adoption fee would be ' greatly appreciated. 1 Veterinary Care. You agree to take the Pet to a veterinarian of your choice within ten(10) days from the date of this adoption. If the veterinarian, upon first examination, should find a 1 life-threatening health condition (such as a heart problem, diabetes, etc.), you have the option of returning the Pet to us within five(5) days from the date such condition is found. I 1 Routine Care. You agree to take the Pet to a veterinarian for yearly examinations, and 1 vaccinations as needed and to procure immediate veterinary care, at your own expense should ` the Pet become ill or injured. Care of the Pet. You agree to provide the pet with fresh water, wholesome food, adequate exercise and affection. You will never allow the animal to roam free unsupervised. You will treat the animal as a household pet, companion and family member, and not leave the Pet chained,cooped, and/or otherwise confined for extended periods of time. You agree never to use the Pet for fighting or any other"sport"in which one animal is pitted against another, 1 never to beat or taunt the animal in order to promote aggressive characteristics, and never sell the Pet to be used for medical or experimental purposes. Transfer; Euthanasia. You agree not to abandon, give away,sell, or dispose of the Pet in anyway except to another person who wants to adopt the Pet as a house P pet, and who will provide the same care for the Pet as you are required to provide under this agreement. You agree that you may not euthanize the Pet except in the case of terminal illness or injury, and in that case a licensed veterinarian must perform the euthanasia. Requirements. You agree to license the Pet in compliance with the laws and ordinances in force in the municipality in which you reside. Lost Pet. You agree to make a serious effort to find the Pet if it becomes lost, by immediately (a) filing lost reports with the local police, animal control authorities, animal shelters,and local veterinarians, (b)posting lost pet signs and (c) contacting us for additional advice. No Representations. You agree that we are making no representations or warranties about the condition,personality, or temperament of the Pet. You agree to release us of all liability once the Pet is in your possession. ' Breach of Agreement;Liquidated Damages. In the event that you do not comply with the terms of this Agreement,or the Pet is abused or neglected, one of our remedies will be to recover the Pet from you upon demand. Promptly after the demand we will come to your residence and you will surrender the Pet to us immediately. In addition, without waiving any ' of our rights under this Agreement,if you do not surrender the Pet to us, you will be obligated to pay all costs associated with the recovery of the animal, said amount to be not less than $500.00, to compensate us for our costs and expenses in connection with your breach of this Agreement. ' No Liability. San Bernardino Animal Shelter is not liable for any claims,legal actions, losses, injuries, damages, costs, expenses, or liabilities whatsoever in connection with your adoption or ownership of the Pet. ' Entire Agreement; Modifications; Binding Effect. This Agreement is the entire agreement between you and us, and supersedes any prior understandings between you and us with the i respect to the subject matter of this Agreement. No modifications of this Agreement will be r valid unless in writing duly signed by both you and us. Dated ' ADOPTER ' San Bernardino Animal Shelter Rep. ' Signature Signature Print Name Print Name&Title ` Street Address ' City,State,Zip r Telephone ' Signature of Spouse/Partner/Roommate 1 ! 1 1 1 RESCUE AGREEMENT 1 agree to take (dog/cat) to my rescue 1 for the purpose of finding them new homes. Upon signing this agreement I accept full ownership of the animal(s) and release the San ' Bernardino Animal Shelter from any responsibility for the maintenance or actions of the i animal(s). Print Name Date Address Phone Signature of Rescue Rep. ' Shelter Manager Date Appendix M 1 1 1 1 1 1 1 1 I I 1 1 1 1 37 1 Veterinary Clinics and Veterinarians 1 In 1 Southern California 1 r ► r r r r i r 38 I r Volunteer Information Form Mail to: IInstructions for use:Type In gray areas,save, and email San Bernardino Animal Shelter r My Personal Contact Information My Name: Street Address: r Home Phone: City: r Work Phone: State: rHome Email: Zip Code: S Work Email: Date of Birth: ' Best Way To > Today's Date: Contact: r My Emergency Contact Information rIn case of an emergency,the Vernon County Humane Society will act immediately to contact your preferences below: ' Primary Relationship: > Contact: r Phone Other Phone Number: No.: Please note: Volunteers who work directly with shelter pets will be exposed to dog and cat dander; dog and cat hair; cleaning chemicals; pet foods with preservatives; bouncy animal activity; and other potential hazards. Some lifting and labor may occasionally be asked of volunteers. r r My Volunteer Interests r Check all boxes that apply. Walking dogs Baking for fundraisers Public relations r Cat cuddling Clerical/office work Fostering animals rKennel aid Housekeeping Dog training Telephone calls Adoption screening and follow-up Off-site adoption days rVolunteer coordination Laundry Public education Yard maintenance Grooming Pet visits to nursing homes rVet runs Fundraising r r For Youth Volunteers Only r Because we value your children we want to ensure their safety while they are volunteering at the Animal Shelter. We welcome parents or guardians who want to work with their child during their volunteer time to r help build a parent-child relationship. Youth volunteers must be 13 years of age or older to volunteer at the M shelter while accompanied by a parent. r Permission Slip and Liability Waiver. [ ], the parent of [ ], do hereby give permission for my minor child to volunteer at the San Bernardino Animal Shelter. I understand that my child will be working with and around animals and may be r asked to do physical labor such as sweeping, mopping, cleaning, and will be walking dogs and handling cats and kittens and puppies. I hereby knowingly, freely, and voluntarily waive any right or cause of action of any kind whatsoever arising as a result of such activity from which, and liability may or could accrue, against the San Bernardino Animal Shelter or its agents or employees jointly or individually. 1 ' Parent's Sionature: Date: Parent's Name Printed:fNot applicable for digital forml 1 San Bernardino Animal Shelter Info Form i 1 M Volunteer Sign In/Out r Volunteer Name Date Time In Time Work Performed 1 Out / r / r i ! / / ! ! 1 / / / / 1 1 1 ! r I ! 1 ! ! r r r 1 rSan Bernardino Animal Shelter r 1 • r r r Medication Form Intake g. D"m C Cast rl Sex: &I T= Breed/Coker: Medication Prescrib d: _ Dosa TJa1e: Given BY '' Date f Giv:raiB « ' Dec Date , ' VJ,Cinatiolts.%V,)M crs,etc. __ y !tt Y . ,�Giy6n 1C?info: - ' �µ 1 1 r 1 Institute Euthanasia Checklist 1 • Call source to give last opportunity to save • Check rescue partners 1 i • Ensure animal has had opportunities to be found by owner • Plea to foster Fair chance - every animal has opportunity to be seen by adopters • Veterinary or Behaviorist signature that pet is untreatable Recommendations III Increase Live Outcomes Increase Citizens' Accessibility to Shelter Pets • The shelter should be open during he peak sho 7pm Mon-Sun. g p Aping times, until at least Revamp website • All animals are visible online within 1 hour of arrival at shelter. o The site will enable first time visitors and longtime friends of the Animal Center to connect immediately with the resources, including adoption/fostering resources, lost/found help and options to volunteer/donate. • Easily marketable and memorable URLs will be available. Increase Returns to Owners r 1 1 1 • Following footsteps of Washoe County Animal Services, ACO will return 1 10% of in the field strays to owners while still in the field using foot 1 searching techniques. 1 1 • In shelter Lost and Found program staff and volunteers will institute 1 sign/flyer hanging campaigns, customer services and craigslist to reunite pets with owners. Volunteers will be needed. r 1 • Elimination of the night drop boxes in the shelter allows for contact info and 1 history on every pet to be acquired before surrender. 1 1 Increase Adoptions 1 • Audit Adoption Policies: 1 1 o Ensure that the adoption policies follow Open Adoption Guidelines ► promote education and antidiscrimination while simultaneously ► ensuring safety of adopted pets 1 o Adopters should be treated like gold and even late arrivals are accommodated. 1 1 o Customer Service needs to be excellent 1 o Pricing needs to be consistent with perceived desirability / 1 o Make harder to place animals more desirable by offering medical 1 and behavioral care short term after adoption 1 Hold Regular Adoption Events at Shelter 1 1 o Special pricing and promotions for holidays, local events, or just weekends to invite the public in to the shelter i 1 Hold Regularly Scheduled Off-Site Adoptions o Bring the animals into the community on a regular basis i o Allows people to avoid the shelter if they desire 1 I o Shelter pets go to adopters rather than adopters having one venue to choose from i 1 i 1 1 I 1 I I Increase Transfers to Rescue Groups and other Shelters 1 1 Help Rescue Groups take more animals by offering incentives ($ for medical or behavioral care) for animals that are less desirable (predefined I as pit bull over 3 months, sick animals, behaviorally challenged dogs, ! bottle babies) and ensuring that animals are kept healthy while in the ! shelter. Offering free spay/neuter and testing would further incentivize 1 groups to take more animals. ► Recommendations IV ! ! ► Increase Medical and Behavioral Care ► Medically Treat Every Animal As If It Will Live ► • Enforce Intake Vaccine Policy 1 ► o All animals over 4 weeks of age are vaccinated with the exception of being sick or deathly ill before entering main kennel area or being ► exposed to other animals. ► ► Fund Make-Ready Capacity o Increase veterinary capacity to spay/neuter, vaccinate, test, i minimally treat at least 90% of the animals entering the City shelter b • Audit Make Ready Efficiency o Ensure that animals are ready to go (spayed/neutered) immediately before or after chosen by "adopter interest" to limit use of cage 1 space at shelter. Increased turnover= increased lives saved. o Ensure that all animals are available for "adoption interest" immediately upon entry into shelter regardless of condition. Additional Veterinary Capacity for Injured/III Shelter Animals o Provide additional capacity for treating injured/ill animals that are candidates for re-homing. 1 o Continue to treat known issues for adopters until resolved to M decrease burden on citizens while still yielding live outcomes ! o Provide care for fostered pets on out-patient basis 1 o Provide isolated wards for caring for specific types of diseases such ! as Parvovirus, Ringworm, and Upper Respiratory Disease. ! ! o Provide nursery ward for un-weaned kittens while searching for ! foster. 1 Behavior Program 1 Fund a behaviorist position to create programs that assist sheltered 1 animals that have behavior issues and to create programs that reduce ! shelter intake. 1 Recommendations V ! Empower the Community Large Scale Volunteer Program at City Shelter 1 ! Volunteers are used in every aspect of city - shelter work - barely 1 distinguishable from staff especially in marketing, in shelter customer 1 service, adoption processing, and animal care 1 Donation Programs • Allow the public to be part of the solution by asking for and providing receptacles for donations both tangible and monetary. M • Online, onsite, and via mail i • Fund programs that directly save lives. • Thank the community and show them how they helped. A Robust Foster Program t� At any one time, over 50% of animals should be in foster. Building a foster network is key to increasing "cage" capacity and decreasing costs associated with animal care r Recommendations VI t� Limit Intake ► Counseling at Intake to provide alternatives to shelter ► surrender ► (PASS-Positive Alternatives to Shelter Surrender) ! Trained staff provides additional owner relinquishment counseling at all ! open hours of shelter and information regarding pet retention and alternative re-homing options. Staff is there during all open hours. r Provide Sterilization Services for Owned Cats and dogs i • Provide funding for free sterilization of owned cats and dogs. Target to people who make contact with the city shelter needing to relinquish, asking for help, or being cited. 1 Community Hospital i . Provides very basic medical and surgical care for owned animals that are in immediate danger of relinquishment to the shelter. • CH is not advertised but is only used when animals are presented for possible surrender and these people are referred through the shelter Intake Staff (PASS) after trying other veterinary alternatives first. • Low fees are charged as able to recoup costs. Stray Cat Trap-Neuter-Return (Release)se) Program • Return stray cats back in to the community from where the spaying or neutering them. Y came, after • The City works with community stakeholders to develop related procedures and protocols to address this item and prevent unnecessary euthanasia of wild and semi-wild cats. I� C' r r INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. 0. BOX 2508 CINCINNATI, OH 45201 (r`_`1 Employer Identification Number: Date: { [} Q �' 45-2427018 Z [°` DLN: 17053200314023 ANGELS N PAWS RESCUE Contact Person: 7211 HAVEN AVE STE E-430 MICHAEL CONDON ID# 31170 ALTA LOMA, CA 91701-6064 Contact Telephone Number: (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) Form 990 Required: Yes Effective Date of Exemption: April 27, 2011 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: we are pleased to inform you that upon review of your application for t:x exempt status we have determined that you are exempt from Federal income tax under section 501 (c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devise,-, transfers or gifts under ;section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c) (3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed iii the heading of this letter. Please see enclosed Publication. 4221-PC, Compliance Guide for 501(c) (3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Sincerely, Y-6-i e- (, - ... — Director, Exempt Organizations Enclosure: Publication 4221-PC Letter 947 (DO/CG)