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Animal Licensing Services Agreement <br />April 4, 2023 <br />Page 2 <br />3 <br />3 <br />6 <br />3 <br />PetData can handle all aspects of the City’s dog licensing program, including the <br />following: processing animal license applications and renewals received online or by <br />mail; providing customer service to residents via phone, email and mail; mailing renewal <br />and reminder notices for expiring animal licenses; mailing new and replacement tags to <br />pet owners; providing online access to licensing data for Animal Control and canvassing <br />contractor, processing and updating rabies vaccination records; updating owner and pet <br />information; collecting and processing animal licensing fees; providing sales and <br />revenue reporting; and remitting revenue to the City. Additionally, PetData will provide <br />information and forms for the City to use at public events and in veterinary offices. The <br />City maintains ownership of all the data, which can be incorporated into existing City <br />systems if necessary. PetData will also work with the County of Orange – Animal <br />Services department, the City’s contracted animal shelter service provider. <br />Furthermore, PetData provides a customized webpage dedicated to the City’s dog <br />licensing program, which can be accessed through the City’s website. PetData provides <br />a dedicated telephone number for residents to call for customer service, which includes <br />an auto-attendant that provides basic registration instructions 24 hours a day, 7 days a <br />week. <br />Therefore, staff recommends City Council approval of an agreement with PetData to <br />allow and improve how Santa Ana residents can process and pay for a new or renewed <br />animal license online. <br />FISCAL IMPACT <br />There would be a $1,000 start-up fee to cover all aspects of the City’s Start-Up with <br />PetData, and includes PetData’s data conversion from City system, creation of <br />manuals/ reports, license renewal/billing forms, web pages, auto-attendant phone <br />scripts and all database preparation. Their fees for processing animal licenses are as <br />follows: <br />•For years 1-3 of the agreement, $4.30 for a one-year license or replacement tag <br />•For years 4-5 of the agreement, $4.40 for a one-year license or replacement tag <br />•A fee of $2.00 for each additional year after the first year for each multi-year <br />license <br />•A collection service fee of $2.50 for each late fee collected during the term of the <br />agreement <br />If a pet owner chooses to license online, PetData charges a convenience fee of $2.00 <br />per transaction. Multiple pets may be licensed per transaction. Pet owners may mail <br />their application or submit it in person at City Hall if they do not wish to pay the <br />convenience fee. <br />The minimum annual contract payment would be $6,000 per calendar year. To process <br />the City’s 13,000 active dog licenses, the estimated annual expenditure for one-year <br />licenses is $55,900. These fees would be deducted from the license revenue collected