60-M0087-25-EM061_URGENT_SFAS Emergency Determination- Extension (1).pdf.PDF

CoSF Version 2 04.25.2023

City of Santa Fe Emergency Determination Form

The emergency procurement method may only be used as described in NMSA 1978, Section 13-1-127 and in the City’s Procurement Manual XII.

The Department that makes an emergency procurement to plan or prepare for the response to a serious threat to public health, welfare, safety or property caused by a flood, fire, epidemic, riot, act of terrorism, equipment failure or similar event shall account for the money spent in making the procurement and report on that accounting to the City’s Finance Department Director within ninety days after the end of the contract or fiscal year in which the procurement was made, whichever comes first.

I. City Contact Info:

Department: Police, City of Santa Fe Department Director: Paul Joye, Police Chief Department Contact: Tara King

Department Telephone Number: (505) 955-5004 City of SF Chief Procurement Officer: Travis Dutton-Leyda, CPO

Telephone Number: (505) 629-8351

II. Contractors’ Information:

1. Loving Care Cremation o Services: Pet cremation services, including individual and communal cremation options.

o Contact Information:

▪ Phone: (505) 466-6034

▪ Address: 8A Old Las Vegas Hwy, Santa Fe, NM 87505

2. Mosaic Animal Emergency & Specialty o Services: Emergency veterinary care, specialty services, and advanced diagnostics.

o Contact Information:

▪ Phone: (505) 216-0606

▪ Address: 20 Bisbee Ct, Santa Fe, NM 87508

3. Roadrunner Veterinary Emergency & Specialty Hospital o Services: Emergency and specialty veterinary care; surgery and diagnostic services.

▪ Phone: (505) 345-2322

▪ Address: 5 Camino Karsten, Algodones, NM 87001

4. Santa Fe Animal Shelter & Humane Society o Services: Animal sheltering, adoption, veterinary services, and public outreach.

o Contact Information:

▪ Address: 100 Caja del Rio Road, Santa Fe, NM 87507

▪ Phone: (505) 983-4309

5. Top Dog Pet Resort o Services: Pet daycare, grooming, boarding, and specialty services.

o Contact Information:

▪ Address: 100 Sun Ave, Santa Fe, NM 87505

▪ Phone: (505) 982-6080

III. Term of prospective contract: Up to 3 months

IV. Amount of prospective contract: Two hundred thousand dollars ($200,000.00)

V. Location of Services: Throughout the City of Santa Fe

VI. Please thoroughly list the services (scope of work), construction or items of tangible personal property of the contract:

Scope of Work for Animal Services Contract

The contracted provider will perform the following services to support the City of Santa Fe in meeting its urgent animal welfare, public health, and compliance needs. The contractor must ensure adherence to all applicable city ordinances, particularly SFCC 1987 Chapter V, Animal Control Ordinances, and provide consistent, humane, and timely care for animals under the city’s jurisdiction. The contractor shall comply with all provisions of law and regulations as set forth in Chapter V of SFCC 1987, pursuant to Section 5-11.1.B of the Animal Control Ordinance.

1. Shelter Operations and Animal Care

• Facility Management: Operate a safe, sanitary, and fully staffed animal shelter as a housing facility to care for and shelter stray, abandoned, or seized animals.

• Intake and Animal Control: Accept animals brought by the City’s Animal Services Officers, including stray, injured, or surrendered animals. Provide adequate housing, food, and care.

• Quarantine and Rabies Control: Confine and manage animals involved in bite incidents or suspected rabies cases. Report and deliver deceased animals as required for rabies testing.

• Feral Cat Management: Assess feral cats and, if healthy, provide sterilization before releasing them back to their original location or finding suitable alternative placements.

• Holding Period Compliance: Retain animals during the legally mandated holding period, transferring ownership to the shelter upon the hold’s expiration unless other arrangements are specified by law.

2. Veterinary Care

• Routine and Emergency Medical Services: Provide veterinary evaluations, vaccinations, routine treatments, and emergency medical care as necessary to ensure animal welfare.

• Veterinary Oversight: Ensure that all medical care decisions, including euthanasia, are made by a licensed veterinarian. Euthanize animals only when medically necessary and notify the City of such actions.

3. Licensing and Public Health Compliance

• Licensing: Oversee pet licensing processes in alignment with city regulations. Collect and retain licensing fees, maintaining records and providing the City with access as needed.

• Public Health Reporting: Coordinate with health authorities, including the New Mexico Department of Public Health, on communicable diseases or incidents affecting public safety.

4. Storage and Disposal of Remains

• Storage of Deceased Animals: Maintain appropriate facilities (e.g., freezers) for storing the remains of deceased animals received from Animal Services Officers.

• Cremation Services: Provide timely and humane disposal of animal remains through cremation, ensuring environmental and public health compliance.

5. Administrative and Reporting Responsibilities

• Detailed Documentation and Reporting: Maintain records for each animal, including intake, care, medical treatment, and final disposition. Submit monthly status reports to the City, summarizing shelter activities and public health-related incidents.

• Collaboration with City Representatives: Work with city representatives to manage intake processes when city staff are unavailable and handle the release of impounded animals to owners outside regular operating hours.

VII. Provide an explanation for the justification of the procurement including a description of the emergency condition(s) requiring use of emergency procurement and the practicable competition utilized in compliance with NMSA 1978, Section 13-1-127.

The emergency procurement for animal services in Santa Fe is justified due to the immediate need for continued animal shelter operations, veterinary care, and compliance with public health regulations. The city’s ability to care for stray, injured, and abandoned animals is essential for public safety and animal welfare. Without an established vendor, Santa Fe faces risks, including:

1. Public Health Risks: Managing rabid or diseased animals is critical to prevent the spread of diseases like rabies. The inability to quarantine, vaccinate, or euthanize animals as necessary could pose a health risk to the community.

2. Legal and Regulatory Compliance: The city is mandated to uphold Chapter V of the Santa Fe City Code, which outlines strict requirements for shelter operations, animal handling, and licensing.

Failure to comply could lead to legal repercussions and public safety risks.

3. Immediate Animal Welfare Concerns: Without shelter and veterinary care, the city cannot meet basic animal welfare needs. This would likely lead to overcrowding in temporary holding facilities, inability to provide adequate care, and compromised humane treatment for animals.

4. Practicable Competition: In compliance with NMSA 1978, Section 13-1-127, an expedited yet practicable competitive process was utilized. Potential service providers within a reasonable distance of Santa Fe were considered, ensuring that the selected vendor meets city requirements and can initiate services without delay.

This emergency procurement process enables the city to fulfill essential animal services swiftly and within compliance, ensuring safety, welfare, and public health for the residents of Santa Fe.

VIII. Please describe what measures are being taken to minimize the duration and effect of this emergency procurement (for example: is the emergency only in place until a competitive process can be completed, etc.).

Measures to Minimize Duration and Impact of Emergency Procurement

This emergency procurement is structured as a temporary solution to address the city’s immediate need for animal services. To ensure it is in place only as long as necessary, the following measures are being taken:

1. Transition Plan to Competitive Procurement: The emergency contract will remain active only until a standard competitive procurement process can be completed. The city is actively in the process of a formal Request for Proposals (RFP) to secure long-term service providers through a competitive, transparent process.

2. Short-Term Contract with Defined Limits: The emergency procurement has clear limits in scope and duration to minimize dependency. The city has restricted services to the most critical functions, such as shelter operations, veterinary care, and public health compliance, essential for public safety and animal welfare.

3. Monitoring and Evaluation: The city will monitor the contractor’s performance under the emergency contract, using this data to refine service requirements and improve the competitive bidding process.

Monthly status reports from the contractor will ensure oversight and facilitate a smoother transition to long-term providers.

These measures are intended to minimize both the impact and duration of the emergency contract, ensuring that the city’s animal services can return to a competitively bid, stable solution as soon as possible.

IX. Describe what measures the Department will take in the future to prevent/mitigate use of emergency procurement under similar circumstances.

To prevent or mitigate the need for emergency procurements in similar situations, the Department will take the following proactive steps:

1. Immediate RFP Process: The Department is currently in the process of a Request for Proposals

(RFP) to secure long-term, competitively bid contracts for essential animal services. This proactive approach will reduce reliance on short-term emergency measures.

2. Advanced Contract Planning: In the future, the Department will implement advanced planning for contract renewals and potential vendor changes. This will include monitoring contract timelines and setting internal reminders to initiate competitive bidding well before contract expiration dates.

3. Contingency Partnerships: The Department will work to establish contingency agreements with additional animal service providers to ensure a rapid response in the event of vendor loss or service disruption. By having alternative providers identified, the Department can reduce delays and maintain service continuity.

4. Regular Market Assessments: Conducting periodic market assessments will help identify qualified vendors within the region, ensuring that the city has a pool of providers ready to respond to an RFP, if needed. This process will also aid in securing providers who meet the city's specific needs, reducing the likelihood of service disruptions.

By taking these steps, the Department aims to enhance preparedness and reduce reliance on emergency procurement, securing uninterrupted, compliant, and humane animal services for the City of Santa Fe.

Certified by:

City Chief Procurement Officer, Travis Dutton-Leyda Date

City Approval by:

Department Director, Paul Joye, Police Chief Date

______________________________on behalf of___ _______________ City Attorney, Erin McSherry Date

City Manager, Mark Scott Date

Finance Director, Emily Oster Date

Note: All emergencies must be posted to the SPD website:

https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx and the City of Santa Fe’s website:

https://santafenm.gov/finance-2/purchasing-1/solicitations

Paul Joye (Jul 3, 2025 15:54 MDT) 07/03/2025

07/03/2025

Marcos Martinez (Jul 3, 2025 17:00 MDT) Marcos Martinez 07/03/2025

07/03/2025

Mark Scott (Jul 7, 2025 15:48 MDT) 07/07/2025 https://www.generalservices.state.nm.us/statepurchasing/submit-emergency.aspx https://santafenm.gov/finance-2/purchasing-1/solicitations https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAYh8ClbPClppqsBmNm20_XH6fOMJafJvJ https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAYh8ClbPClppqsBmNm20_XH6fOMJafJvJ https://adobecancelledaccountschannel.na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAYh8ClbPClppqsBmNm20_XH6fOMJafJvJ https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAAYh8ClbPClppqsBmNm20_XH6fOMJafJvJ https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAABsacu3T9oZ2REu803fNMbCYzNje5rtdc

CoSF Version 7 6.20.2025

Item #: ____________ Munis Contract #: __3250332____

Original Contract Item #: ___25-0011____ SWPA/GSA/Coop/RFP/ITB #: Emergency #50-M0087-24-EM158_

CITY OF SANTA FE, POLICE DEPARTMENT]

AMENDMENT No. 1 TO

Contract # 3250332

Santa Fe Animal Shelter Services Contract

This AMENDMENT No. 1 (the "Amendment") amends the CITY OF SANTA FE CONTRACT, dated

January 14, 2025 (the "Contract"), between the City of Santa Fe (the "City") and Santa Fe Animal Shelter and

Humane Society, Inc. (the "Contractor"). The date of this Amendment shall be the date when it is executed by the

City and the Contractor whichever occurs last.

RECITALS:

A. Under the terms of the Contract, Contractor has agreed to provide the City professional services, in accordance with the terms and conditions hereinafter set out, and the Contractor understanding and consenting to the foregoing is willing to render such professional services as outlined in the Contract.

B. Pursuant to Article 14 of the Contract, and for good and valuable consideration, the receipt and sufficiency of which are acknowledged by the parties, the City and the Contractor agree as follows:

1. COMPENSATION.

Article 3, paragraph A of the Contract is amended to increase the amount of compensation by a total of

$150,000 so that Article 3, paragraph A reads in its entirety as follows:

A. The City shall pay to the Contractor in full payment for services satisfactorily performed based on the per hour/per treatment costs listed in Attachment A. Such compensation shall not exceed two hundred seventy-eight thousand dollars ($278,000), including gross receipts tax (“NMGRT”). NMGRT will be paid at the rate of 8.1875%. The total amount payable to the Contractor under this Contract, including gross receipts, tax and expenses, shall not exceed ($278,000).

2. TERM:

Article 4 of the Contract is hereby deleted in its entirety and substitute the following Article 4 in its place:

THIS CONTRACT SHALL NOT BECOME EFFECTIVE UNTIL APPROVED BY THE CITY. This Contract shall terminate 6 months from the date of signature unless terminated pursuant to paragraph 5 (Termination) and paragraph 6 (Appropriations).

3. CONTRACT IN FULL FORCE.

Except as specifically provided in this Amendment, the Contract remains and shall remain in full force and effect, in accordance with its terms.

IN WITNESS WHEREOF, the parties have executed this Amendment No. 1 to the Contract as of the dates set forth below.

CITY OF SANTA FE: CONTRACTOR:

Santa Fe Animal Shelter and Humane Society, Inc.

ALAN WEBBER, MAYOR JACKIE ROACH, Chief Executive Officer

DATE:____________________ ____________________________

TITLE

DATE: _______________________

NMBTIN: _________________

ATTEST:

CITY CLERK

07/03/2025 https://na2.documents.adobe.com/verifier?tx=CBJCHBCAABAApS8mL0wabJwieHqjRZIEZD4PPa4X60bv

CITY ATTORNEY’S OFFICE:

SENIOR ASSISTANT CITY ATTORNEY

APPROVED FOR FINANCES:

FINANCE DIRECTOR

Christoher W. Ryan (Jul 3, 2025 10:24 MDT) Christoher W. Ryan

URGENT_SFAS Emergency Determination- Extension Final Audit Report 2025-07-03

Created: 2025-07-03

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAAYh8ClbPClppqsBmNm20_XH6fOMJafJvJ

"URGENT_SFAS Emergency Determination- Extension" History Document created by Kristy Miera (kamiera@santafenm.gov) 2025-07-03 - 9:49:01 PM GMT- IP address: 63.232.20.2

Document emailed to Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) for signature

2025-07-03 - 9:51:37 PM GMT

Document emailed to Paul Joye (pmjoye@santafenm.gov) for signature

2025-07-03 - 9:51:37 PM GMT

Document emailed to Marcos Martinez (mdmartinez@santafenm.gov) for signature

2025-07-03 - 9:51:37 PM GMT

Document emailed to EMILY OSTER (ekoster@santafenm.gov) for signature

2025-07-03 - 9:51:38 PM GMT

Email viewed by Paul Joye (pmjoye@santafenm.gov) 2025-07-03 - 9:53:21 PM GMT- IP address: 166.137.163.18

Document e-signed by Paul Joye (pmjoye@santafenm.gov) Signature Date: 2025-07-03 - 9:54:21 PM GMT - Time Source: server- IP address: 166.137.163.18

Email viewed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) 2025-07-03 - 9:57:43 PM GMT- IP address: 104.47.65.254

Document e-signed by Travis Dutton-Leyda (tkduttonleyda@santafenm.gov) Signature Date: 2025-07-03 - 9:59:12 PM GMT - Time Source: server- IP address: 174.240.16.253

Restricted visibility Email viewed by Marcos Martinez (mdmartinez@santafenm.gov) 2025-07-03 - 9:59:24 PM GMT- IP address: 63.232.20.2

Restricted visibility Document e-signed by Marcos Martinez (mdmartinez@santafenm.gov) Signature Date: 2025-07-03 - 11:00:00 PM GMT - Time Source: server- IP address: 63.232.20.2

Email viewed by EMILY OSTER (ekoster@santafenm.gov) 2025-07-03 - 11:05:58 PM GMT- IP address: 104.47.64.254

Document e-signed by EMILY OSTER (ekoster@santafenm.gov) Signature Date: 2025-07-03 - 11:07:57 PM GMT - Time Source: server- IP address: 63.232.20.2

Agreement completed.

2025-07-03 - 11:07:57 PM GMT

URGENT_SFAS Emergency Determination- Extension Final Audit Report 2025-07-07

Created: 2025-07-07

By: Kristy Miera (kamiera@santafenm.gov)

Status: Signed

Transaction ID: CBJCHBCAABAABsacu3T9oZ2REu803fNMbCYzNje5rtdc

"URGENT_SFAS Emergency Determination- Extension" History Document created by Kristy Miera (kamiera@santafenm.gov) 2025-07-07 - 2:37:55 PM GMT- IP address: 75.241.61.156

Document emailed to Mark Scott (mscott@santafenm.gov) for signature

2025-07-07 - 2:42:21 PM GMT

Email viewed by Mark Scott (mscott@santafenm.gov) 2025-07-07 - 9:47:42 PM GMT- IP address: 104.47.64.254

Document e-signed by Mark Scott (mscott@santafenm.gov) Signature Date: 2025-07-07 - 9:48:04 PM GMT - Time Source: server- IP address: 63.232.20.2

Agreement completed.

2025-07-07 - 9:48:04 PM GMT