2024/02/27 City Council Resolution 2024-012 RESOLUTION NO. 2024-012
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING A MEMORANDUM OF UNDERSTANDING
(MOU)WITH THE CITY OF COTATI FOR ANIMAL LICENSING SERVICES
WHEREAS; the City of Rohnert Park currently provides animal services to the City of
Cotati; and
WHEREAS,managing animal licensing services is a labor intensive program that
consumes resources in both labor and opportunity costs; and
WHEREAS,the City Council of the City of Rohnert Park authorized an agreement for
third party animal licensing services with DocuPet Corporation on December 12, 2023; and
WHEREAS,the City of Rohnert Park desires to collaborate with the City of Cotati to
provide animal licensing services in order to streamline operations, reduce costs, and improve
service delivery for both cities; and
WHEREAS,the proposed MOU outlines the terms and conditions for the partnership
between the City of Rohnert Park and the City of Cotati.
NOW,THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby authorize and approve an MOU by and between the City of Cotati, and
the City of Rohnert Park for animal licensing services.
BE IT FURTHER RESOLVED that the City Manager, is hereby authorized and
directed to take all actions to effectuate this agreement for and on behalf of the City of Rohnert
Park, including execution, if necessary, in substantially similar form to the agreement attached
hereto as Exhibit"A," subject to minor modifications by the City Manager or City Attorney.
DULY AND REGULARLY ADOPTED this 27th day • -e. ary, 2024.
CI�1 ' RO ERRTT PARK
Susan H. Adams, Mayor
ATTEST:
Elizabet Machado, Assistant City Clerk
A P OV A TO FORM:
, _
Michelle Marchetta Kenyon, City Attorney
ELWARD: 4t.4 RODRIGUEZ:Pa-ie SANBORN: 4Lie. GIUDICE: e ADAMS:
A ES: (5 ) NOES: (0 ) ABSENT: ( 0 )
ABSTAIN: ( 0)
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DocuSign Envelope ID: 63742794-C548-48C6-BA21-EB6C8A0CO8A9
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Me orandum of Understanding
Between the C ty of Rohnert Park and the City of Cotati
t r Animal Licensing Services
This Memorandum of Understanding ("MO ") is entered into between the City of Rohnert Park ("Rohnert Park")
and the City of Cotati ("Cotati") (collectivel , the "Parties") effective this day of January 26, 20'.MJ24.
Recitals
A. Rohnert Park currently pr vides animal services to Cotati, including but not limited to animal
control, collection and sheltering of stray a imals found in Cotati; the Parties currently perform their own animal
licensing services consistent with their resp ctive city fee schedules;
B. The Parties acknowledge th t managing animal licensing services is a labor-intensive program that
is costly to each city in both labor and pportunity costs, which resources could be more effectively used
elsewhere;
C. The Parties further ackno ledge that independent, third-party venders can provide animal
licensing services in a very cost-effective w y, whereby it would only be necessary to dedicate minimal staff time
to animal licensing, and contracting with a hird-party vender can continue to provide a revenue stream to each
city from animal licensing without the need to dedicate significant staff resources to the program;
D. The Parties have identified third-party vender, DocuPet Corporation ("DocuPet"), that offers an
online animal licensing service that can e tailored to each city's fee schedule; will receive and use animal
vaccination data to promote an animal lice sing program in each jurisdiction; and will keep a modest portion of
the licensing fee ($1.50) per transaction an remit the remainder to the respective jurisdiction;
E. DocuPet only offers its se ices to jurisdictions that can meet a minimum threshold number of
licensing transactions in a single year. Rohn rt Park meets the minimum threshold for DocuPet's services and has
contracted with the company; Cotati does ot meet the threshold on its own, but the Parties and DocuPet have
agreed that the Parties can combine their l"censing transactions for purposes of meeting the threshold; and
F. The Parties wish to comb ne their animal licensing transactions in a cooperative purchasing
arrangement for the purpose of contractin with DocuPet.
NOW, THEREFORE, for the good an valuable consideration offered herein, the Parties agree as follows:
I. Terms and Conditions:
A. Service Provider: /
The Parties agree that Ro~nert Park will engage DocuPet as the service provider for managing
animal licensing processes ("Services"). Co ati shall not be a party to the Agreement between Rohnert Park and
DocuPet; however, Cotati will coordinate ith Rohnert Park's implementation and configuration of the services
to meet the needs of both Parties.
DocuSign Envelope ID: 63742794-C548-48C6-BA21-EB6C8A0CD8A9
B. Fees and Revenue Sharing:
i) The animal licensing fees submitted to DocuPet for Rohnert Park and Cotati shall be
consistent with each Party's master fee schedule, including any discounted or waived fees. Any updates or changes
to the fees for the Services shall be maintained by each Party in their respective master fee schedule.
ii) DocuPet shall deliver all fees for animal licensing services and merchandise purchases to
Rohnert Park. Rohnert Park shall remit all animal licensing fees received from DocuPet for animals in Cotati to
Cotati quarterly. Cotati shall provide wiring instructions to Rohnert Park for electronic transfer of funds, and
Rohnert Park shall provide a copy of the report generated from the DocuPet system which confirms the
appropriate allocation and distribution of the licensing fees along with the payment.
iii) To the extent citizens choose to upgrade their animal license tags or purchase other good
and merchandise from DocuPet, all revenue received from DocuPet for those upgrades will be distributed to
Rohnert Park to subsidize its animal control and sheltering services.
iv) The Parties anticipate that, on occasion, DocuPet may be unable to contact animal owners
for purposes of encouraging animal licensing. In that event, Rohnert Park agrees to perform additional outreach
on behalf of both Parties to animal owners using data obtained from Sonoma County to encourage them to license
their pets. Rohnert Park agrees to perform this outreach for Cotati unless Cotati requests termination of this
additional service in writing. Cotati hereby designates Rohnert Park as its agent for the sole purpose of requesting
and receiving adoption and licensing data from Sonoma County. Rohnert Park may bill Cotati an additional two
dollars and fifty cents ($2.50) per animal for these services, not to exceed five hundred dollars ($500) per year.
Such fees shall be billed annually to the following address:
C. Data Sharing:
City of Cotati
Department of Administrative Services/Accounts Payable
201 W. Sierra Ave.
Cotati, CA 94931
AccountsPayable@cotaticity.org
i) The Parties agree to cooperate, including but not limited to, sharing necessary and
reasonable data with DocuPet, for the effective administration of the Services.
ii) The Parties additionally commit to taking all reasonable efforts to secure each other's
data within the DocuPet systems while still permitting required access to support customer service for animal
registration, lost animal search, and fiscal reporting. As an example, to facilitate data access, Cotati should have
at least three DocuPet access accounts, including access to DocuPet customer support, as needed. All accounts
must have the ability to access the data for customer service and run reports as needed, and at least one of the
accounts for each Party shall be able to update fees or fee waivers.
D. Duration:
This MOU shall be effective from the date of signing and shall remain in force unless otherwise
terminated by either Party in accordance with the terms herein. Rohnert Park is required to maintain an active
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DocuSign Envelope ID: 63742794-C548-48C6-BA21-EB6C8A0CD8A9
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DocuPet subscription in good standing and t facilitate Cotati's access to the DocuPet system throughout the term
of this MOU.
E. Termination:
i) Either Party may t rminate this MOU with sixty (60) days' written notice to the other
Party .
ii) Should Rohnert Par~ breach its obligations under this MOU and that breach continues for
a period of more than thirty (30) days following written notification of such breach, or if such breach cannot be
remedied within thirty (30) days and Rohnert Park has not di ligently commenced steps to remedy the breach
within thirty (30) days, Cotati may, at its oJtion and w ithout prejudi ce to any other rights or remedies it might
have, immediately terminate this MOU.
F. Amendments:
Any modifications or amend ents to the terms and co nd itions of this MOU shall be agreed upon
by both Parties in writing.
II. Indemnification
Each Party hereto ("I ndemnifying Party") shall in demnify, defend and hold harmless the other Party, its
elected officials, officers, agents, employees! and volunteers against any loss, cost, damage, expense, claim, suit,
demand, or liability of any kind or character, incl ud ing but not limited to reasonable attorneys' fees, arising from
or relating to any negligent or wrongful act or omission of the Indemnifying Party, its elected officia ls, officers,
agents or emp loyees, which occu r s in the pe formance of, or otherwise i n connection w ith, thi s MOU , but on ly in
proportion to and to the extent such loss, co st , damage, exp ense, cla im, su it , demand, or liability of any kind or
character, including reasonable attorneys' ~ees, is caused by or results from the negligent or wrongful act or
omission of the Indemnifying Party, its elected officia ls, officers, agents, or employees.
Ill. Insurance Requirements I
Both Parties are members of the California Intergovernmental Risk Authority ("CIRA") and maintain
adequate coverage to pay for cla ims as they [el ate to the services contemplated in this MOU.
IV. Relationship of the Parties
Rohnert Part and DocuPet are performing the Services as independent contractors. Rohnert Park and
DocuPet have the sole right and obligation tol supervise, manage, direct, and pe rform all work to be performed by
its personnel under this MOU. The persons :'(.ho perform the Services are emp loyees of Rohnert Park or DocuPet
(or its subcontractors) and Rohnert Park and
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oocuPet shall be solely responsib le for payment of comp ensation to
such persons and for any injury to them in thEj course of their employment. Rohnert Park and Do cuPet wi ll assume
ful l responsibility for payment of all taxe s, withho ldings and contributions required w i th respect to their
employees in their performance of the Serv ices .
V. Governing Law:
This MOU shall be governed by andl con strued in ac cordan ce with the laws of the State of California ,
w ithout regard to its conflict of law principles. Any proceedings to enforce the terms and conditions of this MOU
shal l be brought in the County of Sonoma. 1
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DocuSign Envelope ID: 63742794-C548-48C6-BA21-EB6C8A0CD8A9
VI. Entire Agree m e nt:
Thi s MOU contains the entire understanding between the Parties and supersedes all previous agreements
and understandings regarding this subject matter, whether oral or written.
By sign ing below, each Party rep resents they have proper authority to execute the MOU and acknowledge
their agreement to the terms and conditions outlined above.
Signatures:
For the City of Rohnert Park:
Date: ____________ _
Attest:
Date: ____________ _
Approved as to form:
Michelle Marchetta Keny on
City Attorney, Rohnert Park
For the City of Cotati:
Date: ____________ _
Attest:
Date: ____________ _
Approved as to form:
[N~~~.c
City Attorney, Cotati
4883-3977-3588 v.2
Marce la Piedra
City Manager
Sylvia Lopez Cuevas
City Clerk
[Name]Damien O'Bid
[Tit le ] Cit y Manager
[Name] ~ .. -." ""'-\te-r>bA
City Clerk
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Certificate Of Completion
Envelope Id : 63742794C54848C6BA21EB6C 8A0CD8A9
Subject: MO U Between Rohnert Park & City of C otati -Animal Licensing Services
Sou rce Envelope: I
Document Pages: 4 Signatures: 1
Certificate Pages: 2
Auto N av: Enabled
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Initials: 0 I
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
Record Tracking
Status: Original
January 26, 2024 I 09:36
Security Appli ance Status : Con nected
Storage Appliance Status: Connected
Signer Events
Damien O'Bid
dobid@cotaticity.org
City Manage r
City of Cotati
Security Level: Email, Account Authenticatio n
(None)
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Kevin Patterson
ke patterson@cot aticity .org
Deputy City C lerk
City of Cotati
Security Level: Email , Account Authentica tion
(None)
El ectroni c Record and Signature Di sclosure:
Not Offered via DocuSign
Angela Courter
acourter@cotaticity.org
Director of Administrative Servi ces
City of Cotati
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Holder: Rosie Speranza
rsReranza@cotaticity .org
Pool: Statiocal
Pool: Cara\ .soft 080 City of Cotati
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Signature t doption: Pre-selected Style
Using IP A ddress: 174.194.137.152
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Envelope Originator:
Rosie Speranza
rsperanza@cotaticity.org
IP Address: 71 .6.9 4.254
Loca tion: DocuSign
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Rosie Speranza
rsperanza@cotaticity .org
Accountan t
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Electroni c Record a nd Signature Di sclos ure:
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Mickey Zeldes
mzeldes@rpcity.org
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