HomeMy WebLinkAbout2023-05-09 - AGENDA REPORTS - RECREATION BUS SVCSO
Agenda Item: 7
1. CITY OF SANTA CLARITA
AGENDA REPORT
CONSENT CALENDAR
CITY MANAGER APPROVAL: TA 4¢„� _�
DATE: May 9, 2023
SUBJECT: CONTRACT FOR BUS SERVICES FOR USE BY RECREATION
AND COMMUNITY SERVICES PROGRAMS
DEPARTMENT: Recreation and Community Services
PRESENTER: Lance O'Keefe
RECOMMENDED ACTION
City Council:
Award a one-year contract to Student Transportation of America for bus services for use by
the Recreation and Community Services Division in the amount of $111,825, and authorize a
10 percent contingency of $11,183, for a total contract not to exceed $123,008.
2. Appropriate ongoing funds in the amount of $24,433 from the General Fund (Fund 100) to
expenditure account 1005113-516102 beginning in Fiscal Year 2023-24.
3. Authorize the City Manager, or designee, to execute up to two annual renewal options for the
contract with Student Transportation of America, not to exceed $123,008 each, plus
Consumer Price Index (CPI) adjustments, contingent upon the appropriation of funds by the
City Council in the annual budget for such Fiscal Year.
4. Authorize the City Manager, or designee, to execute all contracts and associated documents,
and execute renewals, in accordance with the terms provided herein, subject to City Attorney
approval.
BACKGROUND
The Recreation and Community Services Division provides annual programs for City of Santa
Clarita residents. Some of these programs, including Camp Clarita, Junior Lifeguards, and
offerings made available through the Canyon Country and Newhall Community Centers, require
charter bus services for the purpose of transporting program participants.
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In January 2023, Purchasing solicited bids for bus charter services incorporating Recreation and
Community Services Division needs. The invitation to bid was posted on the City's solicitation
website, BidNet Direct, on January 26, 2023. The bid was sent to 149 vendors. A total of eight
vendors downloaded the bid, and one electronic response was received, as noted below:
Company Location Cost
Student Transportation of America Goleta, CA $123,008
Although Student Transportation of America submitted the only proposal for consideration, staff
is confident in their abilities to offer quality customer service and reliable equipment based off
previous experiences where Student Transportation of America met and exceeded expectations.
Staff recommends that the contract is awarded to Student Transportation of America.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Upon approval of the recommended action, expenditure account 1005113-516102 will be
increased by $24,433 beginning in Fiscal Year 2023-24, as adequate funds had previously been
appropriated as part of the Fiscal Year 2022-23 budget. Future budgets are contingent upon the
appropriation of funds by the City Council during the annual budget process.
ATTACHMENTS
STA Bid Schedule
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7.a
Santa Barbara Transportation Corp dba
Student Transportation of America
BID SCHEDULE
Bid # RCS-22-23-35
Bus Services for Recreation and Community Services
City of Santa Clarita, California
Fill out this form completely and upload it with your bid. In the event any mathematical discrepancies are found
in the pricing forms submitted, the unit price shall govern. Do NOT include this pricing entered on BidNet.
Please price trips as follows (trip quantities are approximate only and may be more or less as needed)
See Attachments for expected trip descriptions:
1. Cost for Camp Clarita program (see Exhibit A), total $ 55,800.00
2. Cost for Community Services and Aquatics program (see Exhibit B) total $ 56,025.00
3. Add lines 1 and 2 = subtotal $ 111,825.00
4. Additional costs (please explain ALL additions)
Fuel Surcharge (if applicable) $ None
The City shall pay for any bus parking or bus entry fees $
(No additional charges may be added to the contract after award)
Total of additional charges $ 0
Add 3 and 4 $111,825.00TOTAL
Additional Information Only (do not calculate these costs in your response):
How much notification time is required to reserve a bus? 1 week is appreciated
Please advise required minimums for busses:
• Cost minimum for (79) passenger bus and operator $ 150.00 x 5 # of hours
• Cost minimum for (60) passenger bus and operator $ 150.00 x 5 # of hours
• Cost minimum for (20-40) passenger bus and operator $ 150.00 x 5 # of hours
Additional cost per hour, AFTER minimum:
• (79) passenger bus and operator $ 150.00
• (60) passenger bus and operator $ 150.00
• (20-40) passenger bus and operator $ 150.00
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