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31 <br /> <br />3. Documentation <br />Contractor will: <br />a) Maintain for at least four (4) years after contract termination, and provide to County, or <br />any Federal or State department having monitoring or review authority, to County’s <br />authorized representatives, and/or to any of their respective audit agencies access to and <br />the right to examine all records and documents necessary to determine compliance with <br />relevant Federal, State, and local statutes, rules, and regulations, to determine compliance <br />with this Services Agreement, and to evaluate the quality, appropriateness, and timeliness of <br />services performed. <br />b) Maintain for at least four (4) years after contract termination, and provide to County as <br />requested records of animals impounded including the description of animal; date of receipt; <br />date and manner of disposition; treatment received; name and address of person who <br />redeemed animal; and fees, charges and proceeds charged and collected for redemption. <br />Contractor will provide information regarding adopters and fees for those animals adopted at <br />the County Shelter. Contractor shall record all vaccinations. <br />c) Maintain a complete record on each animal within the Chameleon (or any successor <br />system) database. <br />4. Quality Improvement <br />a) Contractor shall have a Quality Improvement program to ensure maintenance of key <br />documents, reporting, scheduling services and activities, staff performance, and customer <br />service. <br />E. Public services <br />1. Contractor agrees to convene a Participating City Managers’ or Police Chiefs Group at <br />a minimum of once per year over the term of this Services Agreement. <br />2. Contractor shall convene an annual meeting with Contractor’s Board of Directors, <br />President of the organization, and a committee of Participating City and County elected <br />officials upon request, at a minimum of once per year during the term of this Services <br />Agreement to review work covered herein. <br />3. Contractor agrees that the President, Senior Vice President of Operations, Senior <br />Director of Operations will meet monthly with the Pro gram Manager of Animal Control <br />and Licensing. <br />4. When the County responds to a public records request, it will also provide an exact <br />copy to Contractor of the documents disclosed to the member of the public. <br />5. Contractor agrees to present an annual report and supporting documentation to the <br />Board of Supervisors that addresses the performance of the contracted services set forth <br />in this Agreement. <br />DocuSign Envelope ID: 6C491BB9-BC86-4B49-A708-70DFC750A9BD