HomeMy WebLinkAboutAGENDA REPORT 2004 0505 CC REG ITEM 10JITEM __10' S•
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: The Honorable City Council
FROM: John Brand, Senior Management Analyst
040
DATE: April 22, 2004 (CC meeting of May 5, 2004)
SUBJECT: Consider Award of Agreements to Provide Bus Excursion and
Charter Transportation Services
SUMMARY
The City Council is being asked to award contract Agreements for
existing travel programs. Upon conclusion of a formal bid process,
staff is recommending that the City enter into an Agreement with
Durham School Services and CUSA, LLC, to provide bus trip services
including the Summer Beach Bus and Active Adult Center and Arroyo
Vista Recreation Center day trips.
DISCUSSION
On March 17, the City Council authorized staff to advertise a
Request For Proposals (RFP) for bus services that the various
divisions of the Community Services Department use for excursions
and charter transportation services. The solicitation asked for
proposals for two separate types of trips. One was for service that
requires a high passenger capacity vehicle for relatively short
trips (excursions). The second was for longer day trips where a
coach -type bus with more amenities for the Active Adult Center is
appropriate (charters).
Proposals were due April 21. The City only received two bids and
each bidder submitted a proposal for only one of the types of trip
services requested. Durham School Services submitted a responsive
proposal for the excursion service, and CUSA, LLC, submitted a
responsive proposal for the charter service.
If approved, Durham would provide up to two (2) school buses with a
capacity of eight -seven (87) passengers for the excursion level of
service that would be used for transportation such as the Beach Bus
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Award Bus Excursion & Charter Agreements
CC Meeting of May 5, 2004
Page 2
and Camp Moorpark. The buses identified in their proposal are new,
with March 2004 manufacture dates. Durham also has two (2)
wheelchair accessible backup buses that can be provided when
needed. The excursion rate proposed by Durham School Services is
$55.05 per hour, a 2.3% increase from last year when the City paid
$53.80 per hour for the Beach Bus. Durham School Services proposes
increases of 1.9 %, 1.5 %, and 1.4% if the agreement is extended for
up to three years (one year at a time) at the City's sole option.
CUSA has a fleet of eighteen (18) highway motor coaches with a
forty seven (47) passenger seating capacity, and 1997 manufacture
date, plus two (2) fifty -five (55) passenger coaches, also made in
1997. CUSA has additional buses in its fleet based in Oxnard. The
highway motor coaches have individual high back seats, a restroom,
and air conditioning. The charter rate proposed by CUSA is $70.00
per hour for a forty -seven (47) passenger coach, and $76.00 for a
fifty -five (55) passenger coach. This compares favorably with the
hourly rate charged by CUSA to the Active Adult Center of $74.00
and by the hourly rate of $72.80 that VISTA paid for similar buses
in FY 2003 -04. The rate projected to be paid by VISTA in FY 2004 -05
is estimated to be approximately $75.69. CUSA proposes increases of
about 3% each year if the City chooses to extend the Agreement.
The vehicles of each firm meet the needs of the City for the
services to be provided. The proposed rates of both firms appear
reasonable compared to similar services. The prices may be
particularly attractive given the volatility of transportation
costs such as fuel and insurance. Each firm has outstanding
references, good safety and maintenance records, and they each
appear to be financially stable. Both firms have long- standing
business relationships with the City and have provided good service
to the City in the past.
As indicated above, the services to the community contemplated by
these Agreements are existing programs. They are paid for by
appropriations made by Council during the normal budget approval
process. The Agreements are non - exclusive and the City is under no
obligation to order any services. If approved, the Agreements
provide the protection and assurance derived through having a firm
contract in place. They also lock in prices for the optional
extension years.
As mentioned previously, the proposed Agreements have a one -year
term with the possibility of three one -year extensions at the
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Award Bus Excursion & Charter Agreements
CC Meeting of May 5, 2004
Page 3
discretion of the City. A complete copy of the RFP, including the
proposed Agreement and Scope of Service, was made available to
Council as a separate box item. Both firms have indicated
acceptance in writing to the terms of the draft City Agreement.
STAFF RECOMMENDATION
Authorize the Mayor to execute the Agreements with Durham School
Services and CUSA, LLC, dba Antelope Valley Bus, to provide bus
services as outlined in the agenda report and at the per hour costs
identified in the contractor's respective proposal, subject to
final language approval by the City Manager and City Attorney.
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