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City of Nashua

Purchasing Department
Administrative Services Division (603) 589-3330
229 Main Street - Nashua, NH 03060 Fax (603) 594-3233

July 27, 2022
Memo #23-308

TO: Mayor Donchess
Finance Committee

SUBJECT: Animal Impoundment and Quarantine Services in the amount not to exceed $99,081
funded from 56214 Humane Society - Animal Control/General Fund

Please see attached communications from Bobbie Bagley, Director of Division of Public Health &
Community Services, dated July 25, 2022 for project specific details related to this purchase. Below please
find a summary of the purchase approval request:

Item: Animal Impoundment and Quarantine Services for Rabies Control
Value: $99,081
Vendor: Humane Society of Greater Nashua

Department: 171 Community Services
Source Fund: 56214 Humane Society - Animal Control/ General Fund

Ordinance: Pursuant to § 5-84 Special purchase procedures. A/(7) Purchases under extensions
of contracts when no price increase exceeds 10% per year.

The Division of Public Health and Community Services: Community Services Department, and the
Purchasing Department respectfully request your approval of this contract.

Regards,

Amy Girard

Purchasing Manager

Ce: B Bagley
J Graziano

THE CITY OF NASHUA

Diwision of Public Health and Community Services

Community Services Department

July 25, 2022

To: John Griffin, CFO; Amy Girard, Purchasing Manager
From: Bobbie D Bagley, Director

Subject: Renewal of Humane Society Contract for FY23

The Humane Society for Greater Nashua Corporation (HSFN) has provided
shelter, pound, isolation, and quarantine services for the City of Nashua
and has provided these services for over 22 years.

Nashua Revised Ordinances section 93-7 states, “The Mayor, with the
assistance and cooperation of the Dog Officer, shall select a suitable
place of confinement for impounded animals and those held under suspicion
of rabies and after biting.” HSEFN has a proven record of providing
impoundment and quarantine services, has the facility space to
accommodate the needs of the City of Nashua’s Pound, and HSFN staff has
worked closely with City staff throughout the years to develop sound
policies and procedures to adequately provide efficient and effective
methods of handling impoundment and quarantine services.

The Division of Public Health and Community Services, Environmental
Health Department and the Nashua Police Department Animal Control Officer
work closely with HSFN and oversee the contract deliverables and
communications with HSEN.

The attached contract is effective July 1, 2022 through June 30, 2023
in the amount of $99,081, to be paid in equal monthly installments.
Services include shelter for dogs, cats, rabbits and various other small
animals, adoption of stray animals, veterinary services for stray animals
surrendered to the HSFN, owner location of stray animals, quarantine of
unvaccinated dogs and cats which have bit a human or another animal, and
processing of animals found to be positive for rabies.

In accordance with § 5-84 A (4) Special Purchasing Procedures for Sole
Source Procurements, the Division of Public Health recommends that the
contract with HSFN located at 24 Ferry Road, Nashua, NH, be renewed for
an additional year.

229 Main Street * Nashua, New Hampshire 03060 « Phone (603) 589-3307 * Fax (603)
594-3434

AGREEMENT
Humane Society for Greater Nashua Corporation and the City of Nashua, NH

AGREEMENT made this 25 day of July, 2022 by and between the City of Nashua, New
Hampshire (hereinafter “City”), a municipal corporation with a principal place of business at 229
Main Street, Nashua, New Hampshire 03061 (the “City”) and Humane Society for Greater Nashua
Corporation (HSFN) of 24 Ferry Road, Nashua, NH, 03064, (hereinafter “Contractor’) (collectively
referred to as the “Parties”). The Parties hereby enter into this Independent Contractor Agreement
(hereinafter “Agreement’) under the terms and conditions set forth below.

SCOPE OF SERVICES
The Contractor agrees to perform the following services for the City:

The Humane Society for Greater Nashua Corporation shall be the designated “Pound” for the City of
Nashua, NH and will be responsible for animal impoundment services to the City of Nashua, NH as
outlined in this Scope of Services.

1. The HSFN will provide the following impoundment and quarantine services for animals
impounded by the Animal Control Officer or a Nashua Police Officer:
10-Day Bite Quarantine of canines (stray and owned);
10-Day Bite Quarantine of owned felines;
10-Day Bite Quarantine of owned ferrets;
7-Day Impoundment of stray canines;
Impoundment of stray felines for those with permanent ID only
Impoundment of stray ferrets for those with permanent ID only

Chickens found running at large

2. In accordance with RSA 466:18-a, and Nashua Revised Ordinances 93-6 Impoundment of
dogs, cats and ferrets found at large, HSFN will become the lawful owner of any unclaimed
animals as follows:

Canines — After 7 days

Felines— Immediately if no permanent identification is found

Felines— After 7 days if permanent identification was found, but the animal remained
unclaimed

Ferrets— Immediately if no permanent identification is found

Ferrets-- After 7 days if permanent identification was found, but the animal remained
unclaimed

Chickens — Immediately if no permanent identification was found

The HSEN shall be responsible for the care of any animal of which it becomes the lawful owner.

3. The HSEN shall provide 24/7 access to the facilities to the Animal Control Officer and/or
officers of the Nashua Police Department.

4. In accordance with Nashua Revised Ordinances Chapter 93-6 Impoundment of dogs, cats and
ferrets found at large, the Contractor will post a monthly listing of all strays available for
adoption on the HSFN website.

5. In accordance with State of New Hampshire Law, no wildlife of any kind will be accepted
into the shelter living or dead.

6. HSFN will be required to provide the following services for any animal subject to
impoundment from the Animal Control Officer or Nashua Police Department:

e HSEN will maintain records of all animals accepted at the shelter;

e If contact information is provided, HSFN will be responsible for notifying by telephone,
text, email, fax or postal mail, within a reasonable time period not to exceed 24 hours, the
owners of all animals brought to the shelter by the Animal Control Officer or Nashua
Police Officers;

e HSEN will retain confirmatory proof of notification of the owner;

e HSEN will verify Rabies vaccinations for post-quarantine animals;

e Provide impounded animals with adequate food, water and shelter;

7. HSEN will provide, or ensure provision and payment of, all rabies-related services for
canines, felines and ferrets for the City of Nashua impounded by the Animal Control Officer
or a Nashua Police Officer only, in accordance with RSA 436 Rabies Control.

8. HSEN will ensure the proper handling of any remains of animals that have been prepared
for rabies testing.

9. HSEN will provide a copy of Post Bite Veterinarian Reports to the Nashua Environmental
Health Department within 48 hours of veterinarian exam for animals
impounded/quarantined at HSFN. Post Bite reports may be submitted by postal mail or
electronically to EH @NashuaNH.Gov.

CITY RESPONSIBILITIES

The City of Nashua will be responsible for the oversight of the Contract with the Humane Society for
Greater Nashua and will work with HSEFN to develop service procedures including but not limited to:
animal impoundment procedures; rabies protocols; provide coverage of Animal Control Officer
responsibilities during times that the ACO is not available; assist the HSFN with owner-identification
and notification; cooperate with NH Fish & Game for the handling of wild or feral animals; the ACO
will obtain, become trained in the use of, and utilize a microchip scanner to determine if an animal is
owned or stray; and will pay $50.00 each for the replacement of facility keys lost by the Animal
Control Officer or Nashua Police Department employees. The City will not impose any adoption
criteria to be used as HSFN has policies and procedures in place regarding adoption of animals.
No obviously sick or injured animals will be deposited at HSFN by any city agent.

PLACE OF PERFORMANCE

The work described above shall be performed at Humane Society for Greater Nashua Corporation,
24 Ferry Road, Nashua, NH 03064 or in Humane Society approved foster families or facilities.

TIME PERIOD

The Contractor agrees to commence work on July 1, 2022 and complete all functions required in a
timely, professional and competent manner. This Agreement will expire on June 30, 2023.

TERMINATION CLAUSES
The City or Contractor can terminate this Agreement, with a 90-day written notice. The City will pay
the Contractor a prorated amount for all services performed up to that date. The City is entitled to all
contract-related notes, drafts and documents produced by the Contractor up to that date.

PAYMENT FOR SERVICES

The Contractor will be paid as follows:

The Contractor will be paid in monthly increments of $8,256.75. Payment will be made through the
City payment system. Total contract amount for program expenses cannot exceed $99,081.00.

REPORTING

The City shall not supervise or directly control the work of the Contractor. The City does reserve
the right to inspect the work being performed. The Contractor shall have the ultimate authority to
determine the hours of work, the length of workdays, the means and methods of performance of
the work, and the City shall not interfere in this regard.

The designated City Representative for this Agreement is the Director of Public Health and
Community Services. All notices, project materials, requests by Contractor, invoice forms,
monthly reports, and any other communication about the contract, shall be addressed or be
delivered to the City Representative.

The City of Nashua’s Health Officer and Animal Control Officer both have Statutory Authority
over the Impoundment and Quarantine activities within the City of Nashua. By signing this
Agreement, the Contractor agrees to abide by the Statutory Authority granted the Health Officer
and the Animal Control Officer under NH RSA 436 and 466, as well as by the Nashua Revised
Ordinances, Chapter 93, Animals,

All concerns regarding this Agreement and the Scope of Services described within this Agreement
shall first be directed to the Division of Public Health and Community Services Director. The
Director shall bring forward any concerns to the appropriate City department or City Official.

The Contractor shall submit by e-mail, an electronic copy of the required Impoundment &
Quarantine Monthly Report to the Division of Public Health and Community Services Director.