City Recommends $30,000 Animal Shelter Review Despite Lower-Cost Proposal Scoring Close Behind

The Salina City Commission is scheduled to consider a $30,000 contract Monday with Animal Shelter Services, LLC for an operational assessment of the city’s Animal Services Division, a move that comes after months of public concern over shelter operations, euthanasia practices, records, and oversight.

The item appears on the May 11 City Commission agenda under administration. If approved, Option 1 would authorize the City Manager to execute the contract with Animal Shelter Services, LLC for the full $30,000 amount.

According to the city’s staff report, the review follows a Feb. 11 recommendation from the Animal Control and Appeals Advisory Board that the governing body consider a request-for-proposals process for an independent contractor to operate the Salina Animal Shelter. During a March 23 City Commission study session, commissioners discussed whether to pursue an RFP for outside shelter operations or first seek an operational assessment of shelter operations and veterinary practices. Staff wrote that the consensus was to pursue the assessment first.

The city issued the RFP on March 30, with proposals due April 13. The RFP was posted on the city’s website and sent to several vendors, including Animal Shelter Services, LLC; National Animal Control Association; Shelter Planners of America; JVR Strategies; and City Gate Associates. Because apparently even fixing a shelter requires a procurement maze, a scoring matrix, and four consultants.

Four proposals were received and scored by city staff. Animal Shelter Services, LLC received the highest total score at 40.20. Animal Resources & Consulting scored 36.65, Matrix Consulting Group scored 33.70, and Michael Ragsdale - Consultant scored 23.10.

The cost comparison creates a notable question for commissioners. Animal Shelter Services, LLC submitted the highest-cost proposal at $30,000. Animal Resources & Consulting submitted a proposal for $15,000, exactly half the cost, while scoring just 3.55 points lower overall. Matrix Consulting Group proposed $28,500, and Michael Ragsdale - Consultant proposed $25,000.

The city’s scoring criteria gave the most weight to experience and expertise, which counted for 30% of the evaluation. Quality and clarity of approach counted for 25%, project team qualifications counted for 20%, cost and overall value counted for 15%, and references and past performance counted for 10%.

Animal Shelter Services, LLC outscored the lower-cost Animal Resources & Consulting proposal in experience, approach, project team qualifications, and references. However, Animal Resources & Consulting received a higher score for cost and overall value, with 6.6 points compared to 4.5 points for Animal Shelter Services.

City staff is recommending Animal Shelter Services, LLC based on the overall scoring.

The staff report also states that the city checked three references provided by Animal Shelter Services, LLC but received one response, from the City of Hesperia, California. According to the report, Hesperia said it was “very satisfied” with the work and said the company provided data- and observation-driven suggestions for improvement. The city also reported that Hesperia said it would recommend the firm and had contracted with the company twice.

If approved, the $30,000 expense would be unbudgeted and paid from the General Fund through the Parks and Recreation/Animal Shelter budget.

Commissioners have four action options: approve the contract as presented, approve it with amendments, postpone the item for more information, or deny the contract.

The decision comes as the city continues to face public scrutiny over the shelter. Minutes from the April 27 City Commission meeting show many residents spoke during Citizens Forum about continuing concerns involving the Animal Shelter, including the city’s decision to pay legal fees for employees charged in District Court, euthanasia, and records. Commissioners also held executive sessions that evening to discuss legal considerations related to the city animal shelter.