TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Leigh Sharp, Deputy Director of Public Works
SUBJECT: Approve Agreement No. 250266B with Matrix Consulting Group, Ltd. to prepare a cost allocation alternatives analysis for the Napa County Animal Shelter and Adoption Center
RECOMMENDATION
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Approve and authorize Agreement No. 250266B with Matrix Consulting Group, Ltd with maximum compensation of $28,500 through June 30, 2025 to prepare a cost allocation alternatives analysis for the Napa County Animal Shelter and Adoption Center. (Fiscal Impact: $28,500 Expense; Animal Shelter Fund; Budgeted; Discretionary)
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BACKGROUND
On October 13, 2009, Napa County entered into Professional Service Agreements with the City of Napa, the City of American Canyon, and the Town of Yountville (collectively referred to as “Agency Partners”) to provide animal shelter services with compensation based upon a direct allocation method whereby Agency Partners pay the County for costs associated with accepting and providing care, shelter, and other services for those animals brought to the Animal Shelter from their jurisdictions. The cost methodology was based on each jurisdiction’s population divided by the population of all the Agency Partners (population proportion). These Agreements were terminated as of June 30, 2019 and they were superseded with new Agreements that became effective on July 1 2019. The new Agreements largely stayed the same but included minor modifications to the compensation methodology to allow the Animal Shelter to retain an agreed upon fund balance for unanticipated expenditures. The cost methodology continued to be based upon each jurisdiction’s population proportion. These Agreements will expire on June 30, 2025.
The Agency Partners are interested in continuing to receive animal welfare services from Napa County and negotiations for a new contract are underway. An important part of negotiations includes agreement on the compensation method. The Agency Partners expressed a need to analyze the current cost methodology and to explore alternative methods as part of negotiations. Given the complexities of Animal Shelter operations and variables that impact costs, the County and Agency Partners agreed that review by third party experts would be beneficial. As a result, County and Agency Partner staff worked together to prepare a scope of work and to request quotes for preparation of a cost allocation alternatives analysis for the Napa County Animal Shelter and Adoption Center. Through an inclusive process with Agency Partner staff, Matrix Consulting Group, Ltd. was selected as the consultant that would best meet the needs of the group.
Requested Action: Approve and Authorize Agreement No. 250266B with Matrix Consulting Group, Ltd. with maximum compensation of $28,500 through June 30, 2025 to prepare a cost allocation alternatives analysis for the Napa County Animal Shelter and Adoption Center.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Fund 5040, Subdivision 5040000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
An analysis of alternative cost allocation methods is needed to negotiate a new service agreement with City of Napa, City of American Canyon, and Town of Yountville (Agency Partners) |
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Is the general fund affected? |
No |
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Future fiscal impact: |
No future fiscal impact is anticipated. |
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Consequences if not approved: |
Negotiation of a new contract between Napa County and Agency Partners would be delayed, leaving services to those agencies and their financial contribution to the Animal Shelter operations uncertain for fiscal year 2026 and beyond. |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 153878 (State CEQA Guidelines) and therefore CEQA is not applicable.