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HomeMy WebLinkAbout2011-03-22 - AGENDA REPORTS - BUS SERVICES EXCURSIONS (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT: Agenda Item: 9 CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by March 22, 2011 Rick Gould AWARD CONTRACT FOR BUS SERVICES FOR USE BY RECREATION DAY CAMPS, EXCURSIONS, AND COMMUNITY SERVICES PROGRAMS Parks, Recreation, and Community Services RECOMMENDED ACTION 1. City Council award a contract to Student Transportation of America for bus services for use by the Recreation Division's Day Camps and Community Services programs in the amount of $71,564, plus a contingency of $7,156, for a total annual amount not to exceed $78,720. 2. Award a contract to American Star Trailways for bus services for use by the Recreation Division's Excursions program in the amount of $5,800, plus a contingency of $1,498, for a total annual amount not to exceed $7,298. 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 $78,720 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 up to two annual renewal options for the contract with American Star Trailways, not to exceed $7,298 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. 5. Authorize the City Manager, or designee, to execute all contracts and associated documents, or modify the awards in the event that issues of impossibility of performance arise, and execute renewals, in accordance with the terms provided herein, subject to City Attorney approval. A'PROVED BACKGROUND The Recreation and Community Services Divisions provide annual programs for City of Santa Clarita residents. Some of these programs, including Camp Clarita, Youth in Government, Visions in Progress, Community Center, and Blue Ribbon Task Force programs, require charter bus services for the purpose of transporting program participants. Additionally, the Recreation Division offers an Excursions program that offers day trips to various destinations. These trips are available to residents who wish to participate and are fee based. Excursions are determined and scheduled on a yearly basis, and take residents to destinations such as the Hollywood Bowl and the Kodak Theatre. In January 2011, the Purchasing Division solicited bids for bus charter services incorporating both the Community Services Division and Recreation Division needs. Included in the bid. documents were two types of transportation requirements: 1) Basic transportation services for Camp Clarita, Youth in Government, Visions in Progress, Community Center, and Blue Ribbon Task Force; and 2) The need for comfort coach buses for the Excursion trips. Comfort coaches are larger than the standard buses used, have restroom facilities, and best fit the needs of the Excursions program. The bid was published twice in the newspaper, on January 9 and 13, 2011. The bid notice was faxed to 14 bus service vendors and mailed to the Santa Clarita Chamber of Commerce and Valencia Industrial Association. A total of 24 vendors downloaded the bid, and 5 responses were received, as noted below: Company Amount Student Transportation of America, based in North Hollywood, CA $ 71,564.00 partial American Star Trailways, based in Pismo Beach, CA $112,880.00 Global Transportation Service, based in Carson, CA $113,139.34 Sulphur Springs, based in Santa Clarita, CA $ 79,990.75 partial Town Ride, based in Los Angeles, CA $107,613.00 After reviewing vendor qualifications and the amount of bid responses, staff determined Student Transportation of America's partial bid as the most responsive and the lowest bidder for all but the Excursions program requirements, as this bidder does not supply comfort coach buses. The lowest bidder for the comfort coaches, Global Transportation Services, would not supply only the comfort coaches. The second lowest bidder for the comfort coaches was American Star Trailways. This vendor agrees to supplying only the comfort coaches that were requested in the bid documents. Staff recommends that one contract is awarded to Student "Transportation of America for the standard buses, and an additional contract is awarded to American Star Trailways to supply the comfort coaches. Both Student Transportation of America and Sulphur Springs submitted bids only for the standard buses. The bid from Sulphur Springs was not within 10 percent of the low bid and is not eligible for consideration under the Support for Santa Clarita Businesses Program. ALTERNATIVE ACTIONS Other action as determined by the City Council, FISCAL IMPACT Funds for this expenditure, totaling $86,018, have been appropriated and are available in accounts 15105-5161.002, 15309-5161.002, 15310-5161.002, 15312-5161.002, and 15113-5161.002.