HomeMy WebLinkAboutCMR- 471-02TO:
City of PMo Alto
City anager's Report 6
HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: POLICE
DATE:DECEMBER 9, 2002 CMR:471:02
SUBJECT:CONCEPTUAL APPROVAL FOR CONTRACT WITH THE CITY
OF SUNNYVALE TO PROVIDE ANIMAL SHELTERING AND
ASSOCIATED SERVICES
RECOMMENDATIONS
Staff recommends that Council conceptually approve a contract with the City of Sunnyvale to
provide animal sheltering and associated services. Staff believes that this partnership will create
efficiencies and opportunities for improved services at lower overall costs to all users of the
Palo Alto Animal Shelter (PAAS), as well as provide ongoing General Fund income.
BACKGROUND
Since 1993, the City of Palo Alto has provided regional animal control services to the cities of
Mountain View, Los Altos, and Los Altos Hills. Under the agreements with the three cities,
Palo Alto Animal Control Officers (ACOs) respond to all sick and injured, dead, aggessive and
dangerous animal calls-for-service and transport the animals-to the PAAS where they are
housed, and if necessary, receive medical attention.
Recently, representatives from the City of Sunnyvale approached Palo Alto staff regarding the
possibility of Palo Alto providing sheltering and associated services. Sunnyvale is currently a
member of a Joint Powers Authority (JPA) with six other cities that was developed to form the
Silicon Valley Animal Control Authority (SVACA), with the goal of providing animal control,
shelter, and related services to the seven cities. Under the JPA, SVACA secured an a~eement
with the Humane Society for sheltering services until such time a new SVACA shelter can be
built. Unlike the other cities, Sunnyvale elected to retain its existing anima! control services that
are administered by the Sunnyvale Department of Public Safety. After receiving information
about significantly increased operational costs, together with its very large share for the
construction of a new shelter, Sunnyvale requested a proposal from Palo Alto as a potential
alternative. This report provides information related to a proposal provided to Smmyvale,
CMR:471:02 Page 1 of 5
including cost/revenue estimates and Capital Improvement Program (CIP) cost projections. The
City of Sunnyvale has requested a similar proposal from SVACA. Sunnyvale must determine
which proposal to accept prior to December 31, 2002, so that it can notify SVACA of its
decision.
DISCUSSION
Discussions with the City of Sunnyvale were initiated in September 2002. Staff from the
Sunnyvale City Manager and City Attorney's Offices, and the Finance and Public Safety
Deparm~ents met with representatives of the Palo Alto Police Deparmaent. The purpose of these
meetings was to obtain specific information about services required by Sunnyvale and the
potential of Palo Alto providing those services. Staff from Palo Alto's Administrative Services,
Public Works, Planning, and Police Departments developed a proposal that was submitted to
Sunnyvale on November 19, outlining the services Palo Alto would be able to provide for a
minimum of 20 years. The proposal (Attachment 1)details the specific services Palo Alto would
provide, estimated ongoing operational costs, and projected capital costs that would be needed
in order to house Sunnyvale's animals, along with an estimated timeline for implementation.
This business plan has been reviewed by the City Auditor, and the Auditor's memo is included
in the Council packet.
Currently, under the agreements with Los Altos, Los Altos Hills, and Mountain View, costs for
services are based upon the actual number of animals handled for each city. A percentage is
calculated by dividing the total number of animals handled by PAAS by the number of animals
that originated from each city. Staff would use the same formula for charging Sunnyvale.
However, because Sunnyvale would continue to provide its own animal control services and
would only need sheltering and associated services, Sunnyvale would only be charged for those
specific services. Staff has contacted the other partner cities and all are supportive of this
proposal since all cities, including Pal0 Alto, would realize a reduction in ongoing operational
costs. Because the three other cities' contracts expire in July 2003, staff has already had
preliminary discussions with them regarding their agreements. While they are unable to make
any commitments at this time, .they have indicated that they would be amenable to discussing
possible longer-term agreements, especially with lower ongoing operational costs. Staff
believes the residents of Palo Alto would benefit from this arrangement both through
operational efficiencies, an expanded PAAS, and additional income to the General Fund.
Staffing - The increase in the number of animals associated with Sunnyvale will require 1.5
additional FTEs for the Police Department. Specifically, a .5 Veterinary Technician, .5 Animal
Attendant, and a .5 Animal Services Specialist would be needed. Under the proposal presented
CMR:471:02 Page 2 of 5
to Sunnyvale, the first year salary and benefit costs for these staff would be the responsibility of
Sunnyvale. In subsequent years, because Palo Alto and the other contract cities would receive
the benefit of the additional staff, the salary and benefit costs would be shared by the five cities.
Because of the addition of only 1.5 FTEs, staff believes that there will not be any impact to
supervisory span .of control.
Capital Improvements - Because Palo Alto has reached its capacity for kenneling and housing
for dogs and cats, in order to provide services to Sunnyvale, additional kennel space, cat rooms,
and veterinary treatment rooms would be required. Specifically, the cat rooms would have to be
enlarged, eight new dog kennels with an adjoining storage area would have to be added, and
additional space for a small animal room and veterinary receiving/treatment area would be
required. The increased kennel space need is estimated to be about 2,448 square feet and the
additional shelter space is estimated to be about 2,023 square feet.
Planning staff has reviewed the proposed addition to the current PAAS to determine whether it
is consistent with the Pa!o Alto Municipal Services Center (MSC) Master Plan (Attachment 2).
Three components to the PAAS complex were included in the plan that was adopted by the City
Council in 1987:500 square feet of additional office space, 2,000 square feet of wildlife
administrative functions, and a wildlife rehabilitation area.
While the wildlife rehabilitation area is not quantified in the narrative portion of the Master
Plan, based upon the schematic portion of the plan, about 5,000 square feet was designated for
that area. The original intent for the use of the rehabilitation area at the time the Plan was
adopted was for the use by Wildlife Rescue, the organization that the City contracts with for
handling live wildlife. In 1997, Wildlife Rescue initiated a capital campaig~ in efforts to raise
money to help fund a wildlife facility adjacent to PAAS. However, it determined that it was not
feasible to direct its resources for a new facility.
Planning staff has concluded that the additional kennels needed for expansion are comparable to
the cages, shelters and aviaries that would have been built if the wildlife facility had been
located on the site. As a result, the 2,448 square feet needed for the new kennels would be
consistent with the MSC Master Plan and is considerably less square footage than the 5,000
square feet planned for the wild life rehabilitation area. The 2,023 square feet needed for
additional cat rooms, veterinary examination and small animal rooms results in a total expansion
of PAAS of 2,483 square feet, which is less than the 5,000 square feet of additional
office/administration space allowed by the MSC Master Plan. As a result, staff believes that the
proposed expansion is consistent with the current MSC Master Plan.
CMR:471:02 Page 3 of 5
Sunnyvale has indicated it would not have a challenge in meeting its share of capital costs. In
Palo Alto's Infrastructure Management Plan (IMP), two major projects are scheduled to be
completed at PAAS, one in 2004-05 and the other between 2008-2011. These projects would
need to be completed regardless of providing services to Sunnyvale. Palo Alto and the three
other contract cities would pay for the costs related to Americans with Disabilities Act (ADA)
modifications, seismic upgrades, and other renovations. In order to expedite this project,
Sunnyvale would be willing to work with the other contract cities to potentially front their share
of the capital costs. Staff believes that the services can be provided to the City of Sunnyvale
without any adverse impact to the residents of Palo Alto or the three current contract cities.
Staff would return to Council with the finalized a~eement for approval.
RESOURCE IMPACT
The proposed agreement with Sunnyvale would be for a minimum of 20 years, with an option
for an additional 10 years. Included in the attached proposal are operational cost breakdowns
based upon 2001-2002 actual costs. Using 2002 dollars, Palo Alto's anticipated revenue with
the addition of Sunnyvale would be approximately $80,000 for the first year of service. As
stated earlier, because Palo Alto and the three other contract cities would begin paying a share
for the additional 1.5 FTEs in the second and subsequent years, Palo Alto's net annual revenue
would be approximately $40,000 in 2002 dollars from that point forward.
Based upon the experience with the other contract cities, additional revenue may be expected for
Palo Alto as Sunnyvale residents utilize the services of the SpayiNeuter, impound and
vaccination fees, and retail sales. Staff anticipates that approximately $17,000 in additional
annual revenue, all of which would belong to Palo Alto, would be expected. Staff has also had
conversations with Sunnyvale regarding a potential annual surcharge or "host fee" in the mnount
of $15,000 to $20,000 that Palo Alto would receive from Sunnyvale. The specific amount of
this surcharge would be determined at the time of actual contract negotiations.
Palo Alto's estimated share of expansion costs are about $480,000. As noted above, in the 10-
year IMP approximately $526,000 had been identified for various physical improvements to the
PAAS. They include CIP 10500 for mechanical and electrical renovations in the amount of
$193,000 that had been proposed for 2004-2005 and $163,000 for a new roof, flooring and
painting that would have been proposed within the next five to seven years. Approximately
$10,000 is included in Public Works budget for ADA modifications for PAAS. Included in the
2002-03 Capital Improvement Plan (CIP) is a $160,000 project (10306) for isolation kennels.
This project was identified as a safety issue and because it has no relationship to the possible
CNIR:471:02 Page 4 of 5
provision of services for Sunnyvale, Sunnyvale would not be charged for this project.
Attachment 3 reflects Palo Alto's estimated capital costs.
POLICY IMPLICATIONS
Approval of the a~eement is consistent with existing City policies.
ENVIRONMENTAL ASSESSMENT
An environmental review would be completed at the time of final desiro-n. The proposed PAAS
facility expansion is consistent with the Baylands Master Plan.
ATTACHMENTS
Attachment 1"
Attachment 2:
Attachment 3:
PREPARED BY:
Animal Sheltering Services Proposal for the City of Sunnyvale
Municipal Services Center Master Plan portion related to Animal Services
Complex
Matrix Reflecting Palo:~-',Alto's
i /
Assistant Police Chief
DEPARTMENT HEAD:
PATRICK
Chief of Police
CITY MANAGER APPROVAL:
HARRISON
Assistant City Manager
CMR:471:02 Page 5 of 5
A~'ACHHENT
City of Palo Alto
Police Department
Proposal To Provide the City of Sunn)wale
Animal Sheltering and Associated Services
Patrick D~9,er
Chief of Police
The City of Sumayvale has requested the City of Palo Alto to provide a proposal for
sheltering and associated services for domestic animals belon~ng to
residents for a minimum of twenty (20) years. This document includes a detailed list
of the services to be provided, estimated ongoing costs, estimated capital
improvement estimated costs, and a timeline for implementation.
The City of Palo Alto believes that it can provide professional, cost-efficient, and
effective sheltering and associated services to the City of Smm?~,ale without an?,
adverse impact to the level of service provided to the residents of Palo Alto and the
other contract cities.
BackRround
From 1934 to 1972, the Palo Alto's Animal Control Program consisted of Animal
Control Officers who enforced the City's Municipal Code sections regarding the care
and keeping of animals. The City of Palo Alto opened the Animal Services and
Placement Center on East Bayshore Road in 1972. The Low-Cost Spay and Neuter
Clinic opened approximately One year later in August 1973.
h~ mid-1993, the City of Palo Alto entered into a~eements with the cities of
Mountain View, Los Altos and Los Altos Hills for regional animal control services.
The current contracts with these cities include emergency animal control services
and sheltering and enforcement of State and local laws and dog licensing. Palo Alto
Anima! Control Officers (ACOs) respond to all sick and injured, dead, ag~essive
and dangerous animals. Aa<timals are transported to Pa!o Alto Animal Services
(PAAS), where they are housed, and if necessary, receive medical treatment. Palo
Alto employs a full-time veterinarian who provides required medical care. After
hours, Palo Alto has a contract with South Peninsula Emergency Veterinary Clinic
and several other local veterinarians to care for sheltered animals dm-ing times when
the City veterinarian is not available.
Attempts to reunite lost pets with their owners are a priority. Currently, PAAS
return-to-owner rate for dogs is about 65 percent. Those animals that are not
redeemed are evaluated to determine their adoptability. Of those dogs and cats that
are put up for adoption, about 95 percent are successfully placed in new homes.
PAAS staff members who are certified as euthanasia technicians humanely euthanize
animals that are deemed unadoptable due to their medical condition or behavioral
275 Forest Avenue
Palo Alto, CA 94301
650.32%2406
650.3292565 fax
650.617.3!20 Administration fax
problems. Euthanasia is done by an injection of sodium pentobarbital. Animals that
are approved for adoption are held for an indeterminate amount of time (average of
two to four weeks) with the hopes of finding an appropriate new home.
Palo Alto operates a Spay/Neuter Clinic and provides vaccination and microchipping
services for animals. These services would be available to Sunnyvale residents.
Because the costs to provide these services are not shared by contract cities, all
revenue associated with them are retained by the City of Palo Alto.
Disposal of dead animals is currently done by Koefran Industries. Koefran offers
both communal and private cremation and the cost is charged to the animal owner.
Proposed Services for the City of Smmwale
Based upon Sunnyvale's 1,829 average total of dogs, cats and others, the City of
Palo Alto offers the following services that would be the responsibility of Palo Alto
staff:
1)General care of all animals arriving at PAAS including: daily feeding,
sheltering, cleaning and required medical care.
2)Holding of all stray animals for seven days for owner redemption.
3)Attempts would be made to match lost animals with their owners.
4)Evaluation of al! animals for adoption.
5)Maintenance of records on each animal.
6)Perform spay/neuter surgeries and microchip all adoptable animals.
7)Humanely euthanize animals m~available for adoption because of health or
behavior.
8) Disposal of all dead domestic and wild animals (except adult deer).
9) Provide intake services for any surrendered animal from residents of
Sunnyvale.
10) Provide witness testimony as to the temperament of animals being sheltered at
PAAS.
ll)Provide training .to Sunn}~,ale's ACOs regarding PAAS policies and
procedures. Surmyvale's ACOs would be required to become State certified
euthanasia teclmicians.
12) License all unlicensed dogs.
Sunnyvale ACOs would be responsible for the following tasks:
1) Transportation and delivery of animals to PAAS.
2) At the time of arrival at PAAS, complete the intake process for each animal,
dead or alive, via the Chameleon software progam.
3) Initial kenneling of each animal and provide the animal with food, water and
bedding.
4) Additional information on animals being housed at PAAS must be provided
immediately upon discovery.
5)Vaccinate incoming dogs for canine distemper (DA2PP) and cats for feline
distemper (FVRCP).
2
6)If an animal requires medical evaluation or treatment upon arrival at PAAS,
veterinary staff must be notified.
7)Scan all arriving domestic animals, including dead animals, for a microchip
prior to placement.
8) Euthanize unweaned animals, upon arrival to shelter, according to PAAS
veterinarian' s criteria.
9) Monitor and release quarantined animals quarantined at PAAS Chameleon at
the end of the quarantine period.
10)Decapitate and provide transportation to the County Health Department any
suspect rabid animal.
The Smmyvale Department of Public Safety would assume all responsibility for the
investigation of anima! cruelty in the City of Sunnyvale and for conducting all the
dangerous/vicious animal hearings as required by law, unless other arrangements are
made. The costs for long-term housing and/or medical treatment for animals in these
categories will be accrued and invoiced based on actua! costs and would be the
responsibility of Sunnyvale.
Hours of Operation: The PAAS is open to the public from 11:00 a.m. to 5:30 p.m.,
Monday through Saturday and is closed Sundays, holidays and every other Friday.
Sunnyvale ACOs would be provided access to PAAS during nighttime and other off-
hours.
Feral cats: PAAS currently rents hun~ane traps to the residents of Palo Alto and the
regional cities it services for the purpose of trapping feral cats. The City of
Smmyvale has humane box traps available to its residents at no charge. PAAS will
not duplicate this service unless other arrangements are made. Feral cats will be
accepted from Sunnyvale residents either over the counter at PAAS or from
Sunnyvale's field officers. Feral cats are held for a minimum of 72 hours. If PAAS
staff ascertains a cat is truly feral, it will be euthanized. The Spay and Neuter Clinic
participates in a number of progams designed to control the number of feral cats
through a trap and release policy. Sunnyvale residents would be encouraged to
participate in these pro~ams.
WiIdlife: Live wildlife of any kind will not be sheltered at PAAS. Palo Alto
currently contracts with Wildlife Rescue for the handling of live wildlife. It is our
understanding that Sunnyvale contracts with Silicon Valley Wildlife Rescue for
these services. Palo Alto will dispose of dead wildlife. Palo Alto contracts with a
disposal services vendor who picks up the dead animals once a week. The dead
animals are rendered at the vendor's site.
ONGOING SERVICE COST ESTIMATES
Formula for Annual Costs
Palo Alto determines the costs for contract cities based upon the actual number of
animals handled for each city. As an example, if 1,000 animals are processed at
3
PAAS during a year, they are broken down by the city of origin. A percentage is
calculated by dividing the total number of animals handled by the number that came
in from the specific city (e.g., if 500 of the 1,000 animals came from Palo Alto, then
50 percent of the total progrmn costs would be Palo Alto's responsibility. If 250 of
the 1,000 came fi-om Sunnyvale, then Sunnyvale would be responsible for 25 percent
of the total progan~ costs. Based on this calculation, costs may increase/decrease
each year depending upon the actual number of animals handled and the associated
percentages. The previous year's actual cost determines the estimated cost for the
subsequent year. At the end of each fiscal year, an accounting is done to determine
the actual number of animals handled and the associated costs of the program. At
that time, the city is either billed or issued a refund depending upon its payments and
the difference between the pa?mnents and actual cost. Re~onal contracts are billed
on a quarterly basis.
Surmyvale has requested only sheltering and associated services, therefore costs
specific to field service operations and/or animal control would not be charged to the
City of Sunnyvale and are not included in the cost estimates.
All fees collected for the impounding and boarding of Sunnyvale animals and the
licensing of Sunnyvale dogs will be refunded to the City of Sunnyvale on a quarterly
basis, separate from contract payments. Fees will be determined by the City of Palo
Alto and will be included in the City of Palo Alto Municipal Fee Schedule.
Staffing Requirements
PAAS would need to add 1.5 staff to accommodate the additional animals from
Sunnyvale. Specifically, a .5 Animal Attendant, .5 Anima! Services Specialist, and
a .5 Veterinary Technician would be added. For the first year of the contract,
Sunnyvale would be responsible for the total cost of salary and benefits for the
additional 1.5 positions. The second year and each year thereafter, the costs
associated with that 1.5 FTE would be spread amongst the five cities.
The staffing additions of 1.5 FTE are a direct result of the provision of services for
Sunnyvale and are calculated based upon Smmyvale's ACOs performing all of the
requirements listed above. If the City of Sunnyvale does not choose to have its
perso~mel perform these tasks, additional staff over and above the 1.5 FTEs would
be required and charged to Sunnyvale. Determination of specific staff additions
would be calculated by the additional nmnber of tasks PAAS would have to
undertake according to the ageement with Sunnyvale. Associated cost increases
would be calculated during actual contract negotiations.
Should an actual agreement be finalized with Sunnyvale, Palo Alto would anticipate
converting the PAAS operation into an enterprise fund.
Attachment I shows actual costs for Palo Alto and the three contract cities from July
1, 2001 through June 30, 2002. Attaclm?.ent 2 reflects the estimated costs for Palo
Alto, the three contract cities and the City of Sunnyvale for the same time period. In
addition to the costs reflected in these attachments, Palo Alto would want to reserve
the right to charge a reasonable and appropriate surcharge or "host fee" that would
be calculated during actual contract negotiations.
CAPITAL IMPROVEMENTS
The PAAS structure was built in 1971 and has a wood frame with stucco. The
existing roof is tar and gavel. Radiant floor heaters heat the kennel house. The
office, cat rooms and S/N clinic have two small HVAC units, as well as radiant floor
heating in the office area. There is a separate isolation building with an independent
HVAC unit.
In late 1996, an infrastructure management study was completed for the City of Palo
Alto. Several items were noted for replacement at PAAS in future years. PAAS is
scheduled for three major capital improvements over the next two to ten years;
including the up~ade of existing restrooms to ADA specifications; the installation
of new heating units for the kennels, office area, cat rooms and Spay/Neuter Clinic;
and the upgade of the electrical service. Other areas that were identified include
new floors, exterior work, a new roof, and interim interior work such as painting and
floors. Because this work would need to be included at the time of expansion
instead of two to ten years from now, Smmyvale would be required to share in these
costs.
Because Palo Alto is currently at capacity for kennels, cat cages, and veterinary
examination space, in order to accommodate Sunny¢lale's additional animals, some
other capital improvements will be required at PAAS. The proposal for the capital.
improvements is based upon Sunnyvale's estimated 1,600 live animals (out of the
total 1,829 total animals). This includes an increase of approximately 96 percent
cats, 30 percent dogs and 11 percent small/other animals. Additional kennels, cat
rooms, lobby and administration areas, small animal room, and veterinary
examination room would be added. Specifically, the following additions/changes
would be made to PAAS:
Cat Room Area - Cats are currently housed in three areas: the stray cat room,
the available for adoption cat room, and the isolation area. With the anticipated
number of cats from Smmyvale, the cat rooms will need to be be enlarged in order to
accommodate thern. The available cat room and the stray cat room will each double
in square footage to accormnodate 25 extra stray cat and 24 more adoption cages.
The addition to the stray cat room will also act as feral cat housing.
~ Dog Kem~els - Eight new dog kennels will be required to house Smm?~*ale
dogs. The new stray kennels will be separated from the protective custody/long-
term hold kexmels by a common kenne! house.
Veterinary ReceivinJTreatment Room - Additional space will be needed for
veterinary receiving and treatment. The increase of live animals will require the
creation of a small treatment room where the veterinary staff can perform exams and
treat shelter animals as prescribed by State law.
Small Animal Room - Small animals such as hamsters, parakeets, iguanas,
etc. are appearing with regularity at PAAS. These animals have specific housing
needs. Noise, activity and temperature must be controlled to ensure a safe and stress
free envirormaent. Sunnyvale's small animal numbers represent an increase of 11
percent (avg. 167) of these assorted small pets. A specific room to house these
animals is required. Costs associated with this addition wil! be shared by all involved
cities.
These additions, together with some limited remodeling would also require some
ADA changes as required by law. The City of Pale Alto currently has a $160,000
C!P budgeted for the new protective custody kennels. Sunnyvale would not be
expected to share these expenses. Additionally, portions of some of the remodeling
costs would be shared by Pale Alto and the three other cities. However, that space
that is being added as a direct result of the inclusion of Smmyvale's animals would
be the responsibility of the City of Sunnyvale.
It should be noted that based upon PAAS experience with other contract cities, once
the residents of Sunnyvale become accustomed to the services provided by Pale
Alto, it is probable that they will utilize the serv'ices of PAAS to a geater degee and
as a result, the number of incoming animals may increase. It is Pale Alto's
understanding that Sunnyvale would be able to cover its share of capital costs.
Additionally, in order to expedite the project, Smmy~,ale would be willing to assist
the three other contract cities with their share of capital improvement financing.
Attachment 3 reflects the estimated CIP cost breakdowns for each city. Because of
the relatively short time frame for the development of this proposal, the CIP costs
are estimates only. The estimates are conservative and may be less after a more
detailed design is completed. The estimate in 2002 dollars for Sunnyvale's portion
is about $1,093,500.
Attachment 4 provides an estimate of potential C~ costs that may be expected
around 2015. These include exterior work such as painting and associated trim work
as well as a new roof on the current kitchen!ke~mel building. Interior work such as
floors, paint and ceiling work is also included in the plan. Using 1996 dollars, the
estimated total costs associated with these improvements are approximately $81,000.
These costs would be shared by all contracts.
Timeline
Pending approval by the City Councils of Pale Alto and Sunnyvale to proceed with
actual contract negotiations, Pale Alto staff anticipates the following time would
ensue prior to actual initiation of services:
February 2003:
February-October 2003:
October-December 2003:
Final a~eement presented to City Councils of
Sum~yvale and Pale Alto for Approval
Desig-n of facility, environmental assessment
ARB and Plamaing Conn~aission Review
6
January-March 2004:
April-November 2004:
December 2004:
Bid and contract award process
Construction
Initiation of Services
Attachments
Attact~nent 1 :
Attachment 2:
Attachment 3:
Attachment 4:
2001-2002 actual costs for Palo Alto and three current contract cities
through June 30, 2002 and estimated costs for services by contract city,
including Sunnyvale, for FY 2001/2002
Estimated cost for services by contract city including Sumayvale for
subsequent services
Capital Improvement Cost Estimates
Capital Ianprovement Cost Estinaates past 2015
7
ATTACHHENT 1
Animal Services Actual Costs - Fiscal Year 2001-02
Report Date: 9/16/02
Los Altos
Palo Alto Mountain View Los Altos Hills
Cost Share Percentage 58.5%23.2%13.3%5.0%
Animal Admin $114,104 $45,252 $25,942 $9,753
Pet Recovery $106,158 $42,100 $24,135 $9,073
Animal Care $139,317 $55,250 $31,674 $11,907
!Animal Health $0 $0 $0 $0
i Regional Animal $66,353 $26,314 $15,085 $5,671
Volunteer Program $0 $0 $0 $0
Request for Service $104,913 $41,607 $23,852 $8,967
Cost Plan Spread $111,626 $44,269 $25,378 $9,541
Dept. Admin.$50,711 $24,077 $13,803 $5,189
TOTAL $703,182 $278,869 $159,869 $60,101
TOTAL
100%
$195,050
$181,467
$238,148
Not Included
$113,424
$0
$179,339
$190,813
$103,779
$1,202,020
YEAR 1: Estimate of Costs with the Inclusion of Sunnyvale .....
Additional non-salary costs spread across all contract cities
Los Altos
Palo Alto Mountain View Los Altos Hills
Number of Animals 3,615 1,434 822 313
Cost Share Percentage 45.1%17.9%10.3%3.9%
Animal Admin $95,223 $37,773 $21,652 $8,245
Pet Recovery $87,056 $34,534 $19,795 $7,538
Animal Care $121,771 $48,304 $27,689 $10,543
Animal Health $0 $0 $0 $0
Regional Animal $66,353 $26,314 $15,085 $5,671
Volunteer Program $0 $0 $0 $0
Request for Service $104,913 $41,607 $23,852 $8,967
Cost Plan Spread $96,064 $38,! 07 $21,844 $8,318
DepL Admin.$52,247 $20,725 $11,880 $4,524
TOTAL $623,628 $247,364 $141,798 $53,605
Plus Salary Expense
Total Sunnyvale
Sunnyvale
1,829
22.8%
$48,178
$44,046
$61,610
$0
$0
$0
$0
$48,603
$26,434
$228,871
95,188
324,059
TOTAL
8,013
100%
$211,072
$192,969
$269,917
Not Included
$113,424
$0
$179,339
$212,935
$ 116,810
$1,295,466
FTE Sal Ben Total Expensel
0.5 44,449 16,002
0.5 46,924 16,893 31,908
0.5 48,609 17,499 33,054
95,18s
Additional Salary and Benefit Costs
Animal Attendant
Animal Services Spec 1
Vet Tech
(Total Salary and Benefit Costs @ 1.SFTE
Sunnyvale Proposal (final 11-19-02)11/19/2002, 1:14 PM 1
A'FrACHHENT 2
YEARS 2+ : Estimate of Costs with the Inclusion of Sunnyvale
Salary and non-salary costs spread across all contract cities
Palo Alto Mountain View
Number of Animals 3,615 1,434
Cost Share Percentage 45.1%17.9%
Animal Admin $95,223 $37,773
Pet Recovery $87,056 $34,534
Animal Care $121,771 $48,304
Animal Health $0 $0
Regional Animal $66,353 $26,314
Volunteer Program $0 $0
Request for Service $104,913 $41,607
Cost Plan Spread $96,064 $38,107
Dept. Admin.,,~52,247 $20,725 ,,
SUBTOTAL $623,628 $247,364
Plus Salary Expense 42,943 17,035
TOTAL $666,571 $264,399
Los Altos
Los Altos Hills
822 313
10.3%3.9%
$21,652 $8,245
$19,795 $7,538
$27,689 $10,543
$0 $0
$15,085 $5,671
$0 $0
$23,852 $8,967
$21,844 $8,318
$11 ~80 ,$4,524
$141,798 $53,805
9,765 3,718
$151,563 $57,523
Sunnyvale
1,829
22-8%
$48,178
$44,046
$61,610
$o
$o
$o
$48,603
$26,434
$228,871
21,727
$250,598
TOTAL
81013
$211,072
8192,969
$269,917
Not Included
$113,424
$o
$179,3,39
$212i935
$1,295~466
95,188
$.!.,390..,.664
Sunnyvale Proposal (final 11-19-02)11/19/2002, 1:14 PM 2
ATTACHmEnT 3
CITY OF PALO ALTO
ANIMAL SHELTER EXPANSION
PROJECTCOST ESTI ATE
COSTS PER SQUARE FOOT
CONSTRUCTION COSTS
Cost per square foot (national average)
Bay Area cost index
SUBTOTAL
Premium to keep existing facility open during construction
Designtscope/sustainability contingency
Construction contingency_
TOTAL
PROJECT DEVELOPMENT COSTS
Design
Testing & inspection
Environmental
Permits and fees
Project management
TOTAL
TOTAL COST PER SQUARE FOOT
UNIT
150/sf
1.2
15%
15%
10%
40%
15%
1%
1%
2%
10%
29%
COST PER SQUARE FOOT (Kennels)
COST
15o.oo
30.00
$18o.oo
27.00
27.00
18.oo
$252.00
37.80
2.52
2.52
5.04
25.20
$73.08
$325
$160
PROJECT COSTS
Building
Kennels
Large Animal Housing
Parking Io__~t expansion
Landscape
Sitework (drainage, paths, etc.) & utilities
Renovations to existing building
Allowance for seismic upgrades
Fixtures, furniture & equipment
Subtotal
Escalation
TOTAL
SF
2,023
2,448
256
1,800
2,000
2,023
COST/SF
$325
$160
$3O
$2O
$15
$30
5%
TOTAL
$657,475
$391,680
$7,680
$36,000
~-- $30,000
$100,000
$400,000
$50,000
$60,690
$1,733,525
$86,676
..........$1,820,20,1
S:MorriskAnimal Shelter\Cost estimates; Last updated 11/19/2002
ANIMAL SHELTER EXPANSION
BREAKDOWN OF PROJECT
COSTS BY CITY
DESCRIPTION/SPACE PALO ALTO SUNNYVALE MT. VIEW t LOS ALTOS
New vet exam room i $177,1251
New administration $19,006i $78,2601 $8,944 i $3,354 t
New lobby $17,680!$72,800!$8,3201 $3,120{
New cat room #1 I $67,6001 I
New cat room #2 i $83,2001 I
New small animal room $19.338i $79,62.._____~5i. $9,100!$3,413t
Subtotal interior spaces $56~024i $558,610!$26,3641 ....$9,887{
New dog kennels $160,000i $23!~680i !
New large animal housing !$7,6801 !
Shift parking lot 1 $36,0001 I
New landscape I.$30,0001.!1
New site work & utility service I $100,0001 i
Renovations to existing bldgs $224,000{I $!08,0001 $44,000{
Allowance for seismic upgrades $8,500t $35,0001 $4,000!$1
Fixtures, furniture & equipment $10,317t $42,4831 $4,855/$1,821
Escalation (5%)22.942{52 0731 7.161I 2,860t
TOTAL $481,7831 $1,093,526i $150,3801 $60,068i
__ROUNDED OFF $480,000t $1,100,000!$150,0001 $60,000]
Note:i i I
%'s for shared improvements 171 70!81 3{.
LOS ALTOS
HILLS
$2,236
$2,080
$2,275
$6,591
$24,000
$1 ,ooo
$1,214
1.640
$34,445
$35,000
TOTAL
$177,125
$111,80O
$104,000
$67,6OO
$83,20O
$113,750
$657,475
$391,680
$7,680
$36,000
$30,000
$100,000
$400,000
$50,000
$60,690
86.676
$1,820,20!
$1,825,000
............
ATTACHHENT 4
ATTACHHENT 2
2.MUNICIPAL S£RViCES CENTER
SITE AND BUILDING DESCRIPTIOR
The 15,6 acre* City of Palo Alto Municipal Services Center is located on the
east side of East Bayshore Road, approximately one m~le south of Embarcadero
Road, The site lies within the Palo Alto Baylands, directlyzb the south of
the Matadero Creek, and is bounded to the east and south by preserved marsh
land, Access into. the site,occurs along the East Bayshore Frontage Road.
Due to the potential for periodic flooding within the Baylands, the Santa
Clara Valley Water District has constructed a levee dlr~ctly to the north,
east, and south of the site. This flood wall prevents flooding from the
adjacent marsh and from Mata~ero Creek from entering the MSC site.
The Municipal services Center functions primarily as an operational head-.
quarters for Public Works Department and utility operations in the City,
Approximately thirteen percent of. the site is utilized for uncovered
storage** and ten percent of the site is designated autos truck, and equip-
ment parking space, The Finance Department purchasing division provides
warehousing for City operations, Police Department Communications repair
activity also occurs at the site, but has only minimal impact on the day to
day MSC functioning. Other facilities include interior hazardous waste
storage, afuel station, and a proposed vehicle.wash facility.
The existing MSC site has three main buildings: Building A, with 15,730
square feet;B, with-2~935 square feet; and C, with 32,720 square feet,
The buildings are low, one and two story structures with preca~t concrete
wall panels and some stucco. These buildings house the maintenance opera-
tions for the City along with some support office space,
There is also an~mal Shel~er~complex on thee MSC. site, consisting of five
small buildings wit~o~3:~i,~e,~to The buildings are low,
one .story structures w~th exte~Pio~-~ood siding, "~h~,se buildings house the
animal services and care op6rations for the City al6~g with kennels and some
suppor.t office space. Finally, there is a new UtilityControl Center
(SCADA) with 5,415 ~quare .feet, This-building. is. a low,. single.story s~ruc-
ture with a s~:ucco finish, and houses the monitors for the City's computer
systems along with some sqpportoffice space.
Refer to Existing Conditions plan,
15,6 acres includes, the area within the existing security fence and the area.
of landscaping and parking between the fence and East Bayshore Road,
*~Uncovered storage includes %he fenced purchasing yard, materials storage
areas, and material bins. Hazardous waste ~torage is not included in this
total,
~0 tO00000 'ON XV~
V~SION: Police Department, Animal Shelter
A. Buildings
This group is presently located at the Animal Shelter complex and has 5,950
~quare feet. The group needs approximately 2,500 square f.ee%-In which to
expand its o~~l~d]if~ administrative functions.
The new of ce space s Ou e a ac ed i~o e'~~~6uil~"an~'n~~
the new wildlife administrative building should be in close proximity to the
Animal Shelter complex,
Site Storage and Exterior Work Area
..%
Number of volunteers fluctuates. No l~e in~.c~.~9.anticipated.
Access to MSC adequate~
Facility staffed from 4:~0 am to 9:00 pm. There is constant public
access to the neuter cllni~,
4..,_~A"wil.d~i#e refuge" facili}y for th~e.,w_ildlife rescue progra~m is pro-
Security lighting is needed,
6o Location sign is inadequate, The facility cannot be seen by public due to
a l~rge hedge,
Outdoor lunch facility,
Parking
EMPLOY~. PARKING
CURRENT '-
QUANTITY A'BD IT IONAL TOTAL
13 .....0 ..13
DEPARTMENT AUTO/VAN
DEPARTMENT TRUCK
VOLUNTEER AUTO PARKING
1
2
0
0
4
PUBLIC PARKING SHELTERAND ,,~ .....
BAYLANDS VISITOR 0 ~ 7~.i
7
I.A number of Baylands visitors presently park ~n~'6-~i~ ~helter parking
lot,
.i
lO00000 'ON
In the Animal Shelter complex, the additional area requirements can be
met bY adding a new 5_O0~~area tothe existing office
building, A new, se'F~e 2,000 square foot bu.ild~.n.~.,..t.o the
A new 4,900 square foot building is needed on the MSC site for Parks and
Open Space to accommodate the 3~080 square feet moved from Building C
along with 1,800 square feet additional storage requested,
A new 7,200 square foot canopy is needed to protect the various groups'.
heavy equipment from the weather,
k new 2,~50 square foot canopyis needed :o accommodate Light and
Power's relocated storage and work space,
Any new construction at the MSC site should respond to the existing
buildings there, New buildi6g modules and fenestration patterns should
relate to the existing buildings with an i~creased use of glass to bene-
fit the users. The building entrances should be protected and well-
defined, The buildings should have low profile roof structures with all
roof equipment screened, The finish materials for new buildings at the
main site should be concrete or stucco. The finish materials for new
buildings of the Animal Shelter complex should be wood, The new roof
canopies should be steel or concrete, with low profile roof structures,
An .overall color scheme should be developed, setting guidelines for
.r~pBinting and new construction.
BUILDING IMPROVEMENTS
Remodel ed Space
New Space. Under Existing Roof 3,630 SF
New ~nd Floor in,Existing Building 2,565 SF
ADDITIONAL STRUCTURES
New Addition to Existing Building
New Buildings
New Roof Canopies
550 SF
6,900 SF.
9~450 SF
parking for certain specialize~ equipment and vehicles. Personnel
parking needs to be increased to accommodate both present employee nu,m-
bers and anticipated expansion,
I~ is recommended that small vehicles: autos, vans, pickups, and smaller
trucks continue to be located adjacent to. the division bu%Iding
headquarters. Large trucks and specialized equipment should be located
at a central parking.area, Th~ grouping of larger vehicles saves space
and allows for the clustering of specialized trucks and equipment under
.the proposed canopy,
Expanded employee parking can be accommodated by reorganizing the present
northern parkingarea in order to gain space and by expansion of the
parking lot located between the animal shelter and the SCADA building,
The 11 car visitor/employee parking area located at the entrance should
be abandoned to facilitate a safer b~cycle trail, redistribution of
employee parking to its proper location within thetwo expanded person-
n~l parking lots~ a large landscaped buffer at the entrance and to
simpli'fy vehicle circulation at the entry.
Visitor and vendor parking spaces are proposed adjacent to each division
building space, Visitors and vendors would be required to check in at
the front gate where they would be directed to the appropriate divi-
sional, office parking area.,
The.entry to the animal shelter should be move~ to the south to allow
development of the ~outhern employee parking forand also to create a
more identifiabie, and clearentry to the shelter, The animal shelter
parking is expanded to accommodate public use and the occasional visi-
tor to the baylands,
Twelve. covered bicycle parking spaces are" propo,~ed adjacent to each of
the two employee parking areas, The combined tBtal of 24 covered bicycle
s~aces is co.nsidered adequate, based on current use and anticipated
addit~.onal employee~. (See Build.ings, Parking,.and..Storage Plan.)
Parking Summary:
PARKING EXISTING PROPOSED
~mployee (Separate lots)194 224 +6
inside MSC
Fleet Parking Within MSC
Security Fence
'Visitor Parking
Large Truck
0 22
33 "50
Light Truck 39 55
Cars, Vans, Pickups 69 84
Parking Summary, Continued~
PARKING .EXISTING PROPO~E~
Construction Equipment
and Small Trailer
97 ....i00
Permit Parking 0 5
TOTAL 432 546
Notes Proposed covered parking will accommodate twelve (12) large
truck~ or combination of larger trucks and smaller equip-
ment,
The above totals do not include the Animal Shel.ter. A~Imal
-Shelter parking spaces increased from 18 to 30to accom-
modate users, volunteers, and Baylands visitors.
Proposed Z4 covered bicycle parking spaces located adjacent
to employee parking lots.
D.Site Expansion.
ExpansiOn is recommended in order %0 permit maximum use of the site.~
This expansion.would allow for a more organized and manageable placement
of materials, parking~ andadditional l.andscape buffering.Sufficient
expansion can be achieved by accomplishing the following.
Move theeastern fence approximately{of5 feet to the east., which
locates it 30 feet from the toe of t~e adj~Fent flood wall. This
allows for expansion of the material bins a~d ~mproved circulation
around the proposed large truck parking zone.
2. 'M~ve £h~"f6#ce {long the souther.n property line to the south to a
position 30 feet from the foot ofthe flood wall. This allows for.
the development of expanded storage areas a.s well as
.d.e, velopment of a wildlife rehabilitation area. The relocated
entrance to l~lie animal" ~e~r also ?a--l~ ~Ythin this expanded area.
3,Approximately 30 feet should be left between the perimeter security
fence and the toe of the flood wall to develop a significant.
landscaped buffer between the Bay~ands and the project site,
E. Circulation
The present one way circulation system, with ~nor modification to
ATTACHMENT 3
Estimated Palo Alto Capital Improvement Costs
$160,000
193,000
163,000
10,000
$526,000
-480,000
$ 46,000
02-03 CIP 10306
IMP Proposed 04-02 CIP
IMP Proposed CIP
ADA Modifications
(included in Public Works
current budget)
Palo Alto's Estimated Share
Cost savings to Pa!o Alto