The Yolo County Sheriff’s Office (Sheriff’s Office) has contracted with UCD since 2004 to provide quality on-site veterinary care for the shelter population at the Yolo County Animal Services Shelter (YCAS). On December 17, 2019, the Board of Supervisors approved the current agreement with UCD, continuing the provision of on-site and relief veterinary services for the shelter animals, which includes performing spay/neuter and other soft tissue surgeries, conducting medical evaluations, directing shelter medical care, prescribing treatments, and conducting other medical administrative duties as required. The original term of the agreement was two years (from July 1, 2019 through June 30, 2021) in the amount of $798,890, with the not to exceed amounts of $321,630 in FY 19-20 and $477,260 in FY 20-21.
The Sheriff’s Office is requesting the proposed First Amendment for several reasons. In the last quarter of FY 19-20, the County’s shelter in place orders and social distancing requirements due to COVID-19 have prevented the UCD staff from being able to perform surgeries and other medical procedures at the shelter. Also, due to the projected recession, the County Administrator’s Office and all of the Yolo County City Managers requested that the FY 20-21 Animal Services budget be reduced by five percent (5%). Recognizing all the impacts caused by COVID-19, the proposed First Amendment will (a) reduce the maximum reimbursement amount from $798,890 to $752,078 and modify dollar allocations in dedicated timeframes, (b) add additional language in the Professional Veterinary Medical Services and Compensation sections under Exhibit A, and (c) add Exhibit B. The proposed detailed amendments are listed below. All other terms and conditions of the Agreement will remain the same.
Amendment #1: Under Section 3 of the existing agreement, total maximum reimbursement shall be reduced by $46,812, from $798,890 to $752,078.
Amendment #2: Under Section C. Compensation of Exhibit A, Item 1 will be amended to read as follows:
- For the services described in Section A above, and subject to the condition that the services have been completed in a manner reasonably satisfactory (based upon a reasonable and good faith determination) to the County, County shall compensate University based on the University's costs for salary and benefits of the assigned employees, up to the maximum amount of:
a. July 1,2019 - December 31,2019 -$83,000
b. January 1, 2020- June 30, 2021 - $669,078
This new language allows for unspent funds in FY 19-20 to be carried forward and encumbered as part of the FY 20-21 contract year.
Amendment #3: To clarify scheduling and time reporting for UCD employees providing service under the scope of the Agreement, Item 2c will be added under Section C. Compensation of Exhibit A.
2. County shall reimburse University for costs and expenses on a monthly basis, as follows:
c. UCD shall provide YCAS with a staff monthly schedule, timesheets, and a daily work log for each employee (see Exhibit B). The Work Task column in the daily work log does not need to be fully detailed, but should give YCAS enough information on what tasks were done during that day. Work conducted should align with one or several of the scope of work categories. UCD staff should work with their supervisors if they are unsure of the scope of work category. Monthly backup to be reviewed and verified by the Patrol Captain, Director of Animal Services, and/or their designee.
Under this amendment, the Animal Shelter Daily Work Log shall be added as Exhibit B. The Animal Shelter Daily Work Log will provide County staff with detailed backup to UCD billing. In addition to tracking the exact services provided by UCD staff, the Sheriff’s Office can also use such information to determine the future needs of the Shelter Medicine Program and provide such information to the jurisdictions contracted with YCAS, if requested.
Amendment #4: Under Section A. Professional Veterinary Medical Services of Exhibit A, additional language in several areas is requested in the First Amendment. In the current Agreement, the hiring and management of Registered Veterinary Technicians was transferred from the Sheriff’s Office to UCD. While this staffing restructure has created more efficiencies at YCAS, further language is required to clarify specific duties transferred from the Sheriff’s Office to UCD Staff. Section A, Item 4 will be amended with this additional bullet point as follows:
- The UCD veterinary staff shall monitor and maintain current inventory levels of any and all veterinary medical supplies. Notification of low inventory shall be given to YCAS, via the Veterinary Medical Supply Inventory form, stating the product and quantity needed.
Amended language to address an oversight regarding supervision of County staff by UCD staff in the Agreement will be added to Section A, Item 4, Bullet Point 6:
- Develop or consult on written protocols relating to shelter animal health and well-being, including feeding, housing, cleaning, euthanasia, recognition and treatment of common medical conditions and wellness care. Maintain medical records and population health data. Participate in selection, training and supervision of medical program personnel. Participate in UC Davis Shelter Medicine Rounds and maintain open and positive relationship between the Shelter and the Veterinary Medical Teaching Hospital. Assist the shelter with providing instruction and supervision to shelter staff, volunteers and other elements working at the shelter. The "supervision" of shelter staff would only occur when shelter staff are performing duties/tasks that require (a) a veterinary license and (b) veterinary supervision. Assist the shelter with developing written training materials regarding shelter animal health care.
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