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Home My WebLink About22A - AGMT CHARTER BUSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 7, 2019 TITLE: AWARD CONTRACTS IN THE AMOUNT OF $325,000 FOR CHARTER BUS SERVICES (SPECIFICATION NO. 19-005) (STRATEGIC PLAN NO. 2,3: 5,3,4) CITYAANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER 1. Reject the bid from Zum Services, Inc. as nonresponsive. The business model presented does not meet the City's requirements. 2. Award contracts for charter bus services for a five-year period expiring March 31, 2024, for a total aggregate amount between the two selected vendors for a not to exceed amount of $325,000, subject to non -substantive changes approved by the City Manager and City Attorney. Funds have been accounted for in the General Fund Parks, Recreation & Community Services account, the Recreation Grant Fund OCTA Senior Mobility Program and the Police Department's Training Services account with the following vendors: Vendor Location American Transportation Systems Long Beach, CA Certified Transportation Services Santa Ana, CA The Parks, Recreation, and Community Services Agency (PRCSA) utilize charter bus services for youth excursions and the Senior Mobility Program transportation needs throughout the year. The PRCSA utilizes coach buses with restroom facilities for excursions that require one hour or more of travel time. In addition, PRCSA utilizes shuttle or school buses for excursions lasting less than an hour. Lastly, the Police Athletic and Activities League (PAAL) utilize charter bus services for youth program excursions throughout the school year. On February 27, 2019, a notice inviting bids for charter bus services was advertised on the City's online bid management and publication system. A summary of the bid invitations and bids received 22A-1 Award Contracts for Charter Bus Services May 7, 2019 Page 2 (Exhibit 1) is as follows: 250 Vendors notified 34 Vendors downloaded the bid packet 6 Bids received 1 Bid received from a Santa Ana vendor Bids were solicited, opened on March 7, 2019, and evaluated (Exhibit 1). The bids received from the recommended vendors are responsive to the specifications and meet the City's requirements. Outreach Efforts A search conducted for Santa Ana vendors providing charter bus services resulted in the notification of two local vendors. ` STRATEGIC PLAN ALIGNMENT Approval of this item supports City efforts to meet Strategic Plan Goal #2 Youth, Education, Recreation Objective #3, (expand use of technology as a tool for communication and education in the community). Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #3, (Facilitate diverse housing opportunities and support efforts to preserve and improve the livability in Santa Ana), and Objective #4, (Support neighborhood vitality and livability) FISCAL IMPACT Funds in the amount of $12,500 are available for expenditure in FY 2018-19 (April- June 2019) PRCSA- Recreation & Comm. Svc account (01113230-62300) and OCTA Senior Mobility Program account (16913202-62300). Additionally, $5,000 is available in the Police Department's Training Services account (01114410-62300). Funds for years two through five of the contract will be budgeted and made available in FY 2019- 20, 20-2021, 2021-22, 2022-23, 2023-24 as follows: Fiscal Year Accounting Unit- Account# Fund Description Accounting Unit, Account Description Amount FY 18-19 01113230- General Fund PRCSA- Recreation & Comm. SVC, $11,250 April -June 62300 Contractual Services- Professional 16913202- Recreation Orange County Transportation $1,250 62300 Grants Fund Authority -Senior Mobility Program 01114410- Misc. Operating Expenses - 62300 General Fund Professional $5,000 Police Training Services 22A-2 Award Contracts for Charter Bus Services May 7, 2019 Page 3 22A-3 FY 19-20 01113230- General Fund PRCSA- Recreation & Comm. SVC, $45,000 July -June 62300 Contractual Services- Professional 16913202- Recreation Orange County Transportation $5,000 62300 Grants Fund Authority -Senior Mobility Program 01114410- General Fund Misc. Operating Expenses- $15,000 62300 Professional Police Training Services FY 20-21 01113230- General Fund PRCSA- Recreation & Comm. SVC, $45,000 July -June 62300 Contractual Services- Professional 16913202- Recreation Orange County Transportation $5,000 62300 Grants Fund Authority -Senior Mobility Program 01114410- General Fund Misc. Operating Expenses- $15,000 62300 Professional Police Training Services FY 21-22 01113230- General Fund PRCSA- Recreation & Comm. SVC, $45,000 July -June 62300 Contractual Services- Professional 16913202- Recreation Orange County Transportation $5,000 62300 Grants Fund Authority -Senior Mobility Program, Misc. Operating Expenses- 01114410- General Fund Professional $15,000 62300 Police Training Services FY 22-23 01113230- General Fund PRCSA- Recreation & Comm. SVC, $45,000 July -June 62300 Contractual Services- Professional 16913202- Recreation Orange County Transportation $5,000 62300 Grants Fund Authority -Senior Mobility Program 01114410- Misc. Operating Expenses - 62300 General Fund Professional $15,000 Police Training Services FY 23-24 01113230- General Fund PRCSA- Recreation & Comm. SVC, $33,750 July -March 62300 Contractual services- Professional 16913202- Recreation Orange County Transportation $3,750 62300 Grants Fund Authority -Senior Mobility Program 01114410- Misc. Operating Expenses - 62300 General Fund Professional $10,000 Police Training Services Total Contract Amount $325,000 22A-3 Award Contracts for Charter Bus Services May 7, 2019 Page 4 Li§a-Rudloff Executive Director Parks, Recreation, and Community Services Agency id- entin Chief of Police Santa Ana Police Department EG Exhibit: 1. Abstract of Bids APPROVED AS TO FUNDS AND ACCOUNTS: Katn Do�hryCPA Executive Director wtiC?o �b9� Finance and Management Services Agency 22A-4 EXHIBIT 7 ABSTRACT OF BIDS IFB 19-005 - Charter Bus Services: Excursions Bid Opening: Thursday, March 7, 2019 at 2:00 p.m. Bid Item Unit Price Rejected: Zum Services, Inc. $124.00 $124.00 $82.00 $82.00 $412.00 $103.00 0% $103.00 22A-5 Regular 47 & 55 Regular School Bus passenger, Deluxe Tour School Bus Sizes: Small Final Bid Amount Coach Sizes: 48/72, Total Business/ As Determined Bidder 47 & 55 passenger, (SPAB 48/72, 52/78 & 59 Total Bid Bid Local By Basis of Deluxe Tour Coach Certified) w/ 52/78 & 59 passenger Average Vendor Award (SPAB Certified) w/ passenger w/ 3 pt Preference restroom facilities restroom w/ 3 pt Seat belts, facilities, Lift Seat belts Lift Equipped Equipped American $109.00 $109.00 $89.00 $109.00 $416.00 $104.00 Transportation 0% $104.00 Certified Transportation $134.00 $134.00 $79.50 $90.00 $437.50 $109.38 Services, Inc. 1% $108.28 H & LCharter Co. $140.00 $140.00 No Bid No Bid $280.00 $140.00 Inc. 4% $134.40 Intermex Inc. $140.00 $140.00 $90.00 $100.00 $470.00 $117.50 0% $117.50 Transportation Charter Services $660.00 $660.00 $485.00 No Bid $1,805.00 $601.67 0% $601.67 Rejected: Zum Services, Inc. $124.00 $124.00 $82.00 $82.00 $412.00 $103.00 0% $103.00 22A-5 22A-6