ATTACHMENT A SCOPE OF WORK

Transcription

1 Contractor shall perform the following services: ATTACHMENT A SCOPE OF WORK Phase 1: On-site Visit An on-site consultation at OC Animal Care will be conducted to review the following components of the shelter: Animal Care & Flow Thru Animal intake selection Wait time Animal intake procedures and examinations Standard intake treatments (including parasite control and vaccination) Initial diagnostic testing and screening Facilities Description, cage/run numbers, good repair, appropriate size, cleanable, etc. (capacity to be addressed in population management) Overall/General areas e.g. play yards, get acquainted areas Cat housing Dog housing Decision making Pathway planning Vaccination Re-vaccination External and internal parasite control Standard and special diagnosis and treatment Cleaning and disinfection Canine areas Feline areas Other areas (e.g. vehicles, getting acquainted areas, outdoor areas, intake rooms, walkways) Cleaning and disinfection: Other objects (dishes, litter pans, carriers, toys, other) Veterinary Services Adequacy (After hours care, availability of vet hours for medicine, surgery) Medical record keeping Treatment for common diseases Page 1 of 7 Page 1 of 7

2 Stress Reduction, Behavior, and Enrichment Canine and Feline Nutrition and Feeding Euthanasia procedure Pre-euthanasia handling and sedation Euthanasia drug handling, choice and administration Animal handling during euthanasia Confirmation of death Handling and disposal of remains Isolation and Separation Isolation procedures and facilities Quarantine Separation for juvenile animals Recommendations to be given in the form of a short bulleted outline along with oral recommendations to be presented via a conference call with management. Initial recommendations may also be given onsite but will not be provided in a written format at the time of the site visit. Any urgent animal welfare or compliance concerns will be presented verbally at the time of the site visit. Phase 1 Areas covered will be dependent on the practices of the shelter and the schedule of operations during the site visit. Timeframe: Initial site visit will be conducted between February and April of Initial recommendations can be provided within 1 month(s) of the consultation. Phase 2: Population Management & Capacity for Care (C4C) An organization s capacity for care is determined by evaluating statistics in relation to the organization s current resources. Population management is a critical component of a consultation, as it looks at historical trends to predict future needs. This component of the consultation would occur over 2 to 6 months and would entail obtaining data from the shelter for analysis. The following areas would be included in a statistical review: Overall assessment of statistical collection and reporting system Shelter Population Dynamics Length of stay outcomes Intake and Live Release trends Inventory and animal care day calculations Live release compared to intake Euthanasia compared to live release Holding capacity calculations based on population subgroups Euthanasia and adoption decision making and definitions Page 2 of 7 Page 2 of 7

3 Staffing Capacity for daily care, intake Observed physical capacity Data monitoring for population management Results to be provided as a short bulleted report with graphs. Graphs and concepts may also be discussed in a PowerPoint presentation format or in-person during a subsequent site visit. Timeframe: Data will be obtained over a one to two month period from shelter management. Analysis will be presented in six to nine months. The timeline is dependent on the quality of data obtained and if fields are being used accurately in the current Chameleon/CMS shelter software system. An emphasis will be made on capacity calculations utilized for facility design in order to assist the design process. Phase 3: Programmatic Evaluation This phase will occur concurrently with Phases 1 & 2. Contractor will conduct a site visit (either concurrently or two separate visits) to meet with individuals regarding the volunteer/community programs and foster programs. A short bulleted report will be prepared with findings. Evaluate general shelter policies, protocol development and implementation, and training for staff during initial site visit and after coordinating findings following second site visit. Timeframe: Contractor to perform evaluation of programs over a three to six month period based on the shelter s requirements and findings from initial site visits. Contractor will provide recommendations related to the volunteer program, but will not implement recommendations nor act in roles of mediators. Phase 4: Facility Design a. Contractor will review current design recommendations in a peer-review fashion. i. Infrastructure development and requirements ii. Animal health requirements iii. Administrative requirements iv. Vehicular circulation and parking v. Maintenance requirements vi. Expansion requirements vii. Program requirements for the various functions of the animal shelter Contractor shall not perform veterinary services in connection with the performance of services as set forth in this Contract, nor shall any provision of this Contract or Scope of Services be interpreted to include the provision of veterinary services. Page 3 of 7 Page 3 of 7

4 EXPANDED SCOPE OF WORK Contractor shall perform the following services: Task: Strategic Planning and Leadership Development Assess team readiness for 360 assessments Conduct 360 assessments Create strategy development plan Develop outline for planning retreat Conduct 360 debriefs Conduct "Leading Effectively" workshop Finalize strategic planning blueprint Conduct 2-day planning retreat Meet with Working Group to hone key strategies Draft full strategic plan Finalize strategic plan and deliverables Conduct leadership team review Conduct quarterly reviews with Working Group and Leadership Team Timeframe: Assessments and workshops will be conducted in January and February, The planning retreat and working sessions will be conducted in March The task will conclude in May 2018 with the delivery of the strategic planning documentation. Task: Volunteer Program Analysis of County Outreach team and roles Create transition team of staff and volunteers Develop volunteer program mission statement Task identification for volunteers Engage staff and employee association in developing of volunteer roles Implement Volgistics and other useful technology Identify new roles to fill gaps Develop schedule for volunteers Develop training program Develop mentorship program Timeframe: Analysis will occur during January and February, Volunteer task identification and mission statement will be created beginning March and continue through June 2017 followed by the development of the volunteer and mentor training programs which is scheduled to conclude February Page 4 of 7 Page 4 of 7

5 Task: Foster Care Program Review all existing materials and data Conduct Interviews Create new, tiered foster care structure Create new foster care training program Develop case manager system Identify and recruit community resources Review and develop recruiting materials and process flow Develop and update foster care program manual Timeframe: Review of existing materials and interviews will be conducted in January and February, 2017 followed with development of the new training program in June Creation of the case management system will occur concurrently and conclude in September An updated foster care program manual will be developed October through December Task: Community Outreach Evaluate shelter public relations communications Develop prioritized recommendations for public relations Evaluate proactive community outreach and engagement efforts Timeframe: Evaluation of the existing Community Outreach program will begin September and conclude November The final steps of evaluating existing communication efforts and develop recommendations will begin in April and conclude during May, Page 5 of 7 Page 5 of 7

6 ATTACHMENT A-2 ADDITIONAL SCOPE OF WORK I. JVR Shelter Strategies provides consulting services on an extended basis to animal welfare organizations requesting assistance beyond an initial evaluation. The following services would be provided to OC Animal Care: A. Statistics Review A.1 Quarterly review of existing statistics to validate numbers and ensure compliance with Shelter Animals Counts (SAC) matrix guidelines as follows: A.1.1 Intake data for adult and juvenile cats and dogs A.1.2 Outcome data for adult and juvenile cats and dogs A.1.3 Live release rates calculated the three separate ways (save rate, LRR, including owner requested euthanasia) A.1.4 Euthanasia percentage A.1.5 All data above is calculated using Mathematica and Python programs to utilize all raw data from the year and compared with previous years A.2 Annual review of C4C (capacity for care) calculations and LOS (length-ofstay) calculations with staff to serve as metric for program determinations. This would be based on past statistics and serve as baseline for future comparison. A.2.1 Staffing for daily care A.2.2 Staffing for intake A.2.3 LOS to all outcomes for adult and juvenile cats and dogs A.3 Creation of new statistics to serve as a baseline for determining success of new programs. New statistics include: A.3.1 Data specific to kitten programs A.3.2 Data related to RTF (Return to Field) and community cats A.3.3 Ways to track enrichment goals A.3.4 Other specific areas as determined in meetings with staff B. Operations Assistance B.1 Review and offer recommendations on existing and revised SOP s (Standard Operating Procedures) associated with OC Animal Care s new shelter and programmatic changes including but not limited to the following: B.1.1 Pathway planning B.1.2 Cleaning B.1.3 Feeding Page 6 of 7 Page 6 of 7

7 B.1.4 Intake B.1.5 Adoptions process B.2 Assistance with the creation and evaluation of new SOP s for new facility such as: B.2.1 Housing choices B.2.2 Enrichment B.2.3 Daily monitoring B.3 Four onsite visits to assist with implementation of programs at new facility B.4 Dr. Robertson will additionally serve as an advisor to the shelter on an asneeded basis to answer questions related to operations, programs, and metrics II. Deliverables: 1. Four site visits to review processes and meet with shelter leadership 2. Review of statistics quarterly 3. Strategic plan metrics meeting with shelter leadership to determine baseline metrics for new programs (to be conducted during one of the four site visits) 4. Editing of SOP s that are provided by staff and input on creating new SOP s as requested 5. Ongoing phone and communications with a minimum of two phone/online Zoom one-hour meetings, monthly for a minimum of 24 meetings III. Timeline: 1. Duration of services is one calendar year starting June 1, 2018, to be completed May 31, IV. Fee for Service: The services outlined above would be provided at a flat fee of $84, Breakdown of fees as follows: Statistics and associated meetings/phone calls: $39,000 Operations and associated on-site meetings: $45,250 Fees are inclusive of site visits and travel expenses. Page 7 of 7 Page 7 of 7