SR-091096-6L
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PURCH:PW:sd/f:\finance\purch\strfrpts\srbd2582
Council Meeting: September 10, 1996 Santa Monica, CaliS~pnt<O 1996
TO:
Mayor and City Councll
FROM:
Clty Staff
SUBJECT:
Recommendation to Award Bid to Provide Curb to
paratransit SerVlce and Fixed Route Shuttle Service,
#2582
Curb
Bid
Introduction
This report concerns award of a bid to provide curb to curb
paratranslt service and fixed route shuttle service for the
Transportatlon Department at specified rates.
Backqround
In response to published Notices Inviting Bids (published June 19 and
20, 1996) to provide curb to curb paratransit service and fixed route
shuttle service ln accordance with City specifications, bids were
received and publicly opened and read on July 19, 1996. Proposal
forms were mailed to eight vendors and notices were advertised in
accordance with Clty Charter and Municipal Code provisions.
Five
proposals were received.
(See attachment A and B) .
Bidders were asked to provide cost information for operating shuttle
serVlce under the following scenarios: One, using the City's electric
vehicles, with vehlcle maintenance provided by the Transportation
staff; two, providing shuttle service using contractor provided
vehicles and maintenance; three,
providing back-up shuttle services
in the event a City-owned vehicle cannot be used; and four, operating
addl.tional shuttle routes wl.th contractor-provided vehicles. In
.,.,
6L,j
SEP 1 tJ 1996 ~
,.
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addition, they were to bid the paratrans1t service under two
scenar10S: One, using their own vehicles and two, using City-owned
veh1cles.
Bidders could bid the services separately i. e., shuttle only, or
paratrans1t only, or both services jointly. All bidders submitted a
joint b1d.
Staff analyzed the cost information looking at the potential maximum
contract cost assum1ng all services were operated and expanded over
the term of the agreement (Attachment A). Staff also explored a more
conservative service scenario (Attachment B), which assumes that
service will not be expanded each year of the contract. Under both
scenar10S, the ranking based on total cost was the same.
Staff from the Transportation and Human Services Departments and
WISE, 1ndividually, evaluated the b1ds. Staff rated the firms on
relevant exper1ence with similar projects, adequate f1nancial
resources, past performance on contracts with the City, quality of
work, and manager1al conslderations In addltion, responses were
evaluated for the quallty of the proposed staff experience, operating
methodology, proposed vehicles, and operating plan.
The bids submitted by Transportation Concepts and Laidlaw were not
considered for further evaluation since one bid would cost
approx1mately $300,000 more than the next lowest bidder over the term
of the agreement. The other bidder did not have sufficient
paratransit experience.
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Staff interviewed the remaining three bidders (DAVE Transportation
Servlces, Inc., Dlverslfled paratransit, Inc. and Grosvenor Bus
Lines, Inc. ) All three proposed to procure new 1997 El Dorado
National Aerotech 220s for the paratransit service, and 1997 EI
Dorado Nat10nal Aerotech 240s for the Tide service, should the City
implement additional shuttle routes. All three Bidders will convert
these gasoline powered vehicles to alternative fuels when, and if,
the Cal1forn1a Air Resources Board approves a conversion kit. The
cost of the conversion 1S approximately $5,000-$10,000 per vehicle
and will be borne by the provider.
After completion of the process, DAVE Transportation Services, Inc.
had the h1ghest score. DAVE also had the lowest estimated total cost
under any cost scenario (Attachment B) .
1) DAVE is the current provider of the WISE paratransit service and
has a good working relationship with the WISE staff. In
addition, DAVE has a dispatching and storage facility located at
the Santa Monica Alrport. Maintenance serVlces will be provided
to DAVE by a subcontractor, Crown Coach Works Auto Service, a
DBE located at 2101 Pontlus Avenue in West Los Angeles. The
vehicles will be cleaned by Thanh Tran, a mobil vehicle cleaning
service that w1lI clean the vehicles at DAVE's airport facility.
DAVE will install an automated scheduling and dispatch service
to be used for the paratransit service. DAVE is also
experlenced in provid1ng advanced reservation and demand
response paratransit service. The flrm has extensive experience
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operatlng shuttle services and locally, operates the RUSH
shuttle serVlce in Century City.
2) Diversified Paratransit, Inc., the current operator of the
City's Tide shuttle service, ranked second. Although
Diverslfled has been a responsive provider for the shuttle
serVlce, their main dispatching and maintenance facility is
located in Huntington Park. The Tide vehlcles are stored at the
Santa Monlca Alrport, however, staff was concerned about the
~esponse tlme in the event a paratransit vehicle broke down and
a new vehicle had to be dispatched to Santa Monica. In
addi tion, Diversif~ed could cost between $56,000 and $94,000
more than DAVE over the three year period.
3) Grosvenor Bus L~nes, Inc., ranked th~rd. Currently, Grosvenor
does not have a facility in Santa Monica; however, they had
dispatching and storage facilities reserved at the Santa Monica
Airport and had local maintenance and vehicle cleaning firms
ready to provlde these servlces as subcontractors to Grosvenor.
The estlmated three year contract cost would be $100,000 to
$200,000 more than DAVE for the same hours of service.
Budget/Fiscal Impact:
Flscal Year 1996-97 appropriation authority for these services are in
varlOUS accounts. The City has budgeted $100,000 in Proposition A
Local Return funds for the Tide service in account number 20-700-695-
74111-7770-00000. The hotels' contribution of $130,000 for the Tide
service has been budgeted in account number 01-700-274-00000-7828-
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00000.
A total of $140,000 from the South Coast Air Quality
Management District has been budgeted in account number 20-700-695-
00000-7828-00000. The AQMD funds are to be used to offset the first
12 months of operat~ng the City's electric vehicles.
Funds totaling
$499,628 for the WISE paratransit serv~ce have been budgeted in
account number 01-400-262-75710-6312-1590.
Recommendation
It ~s recommended that the b~ds submitted by Transportation Concepts
and La~dlaw Transit Services, Inc be rejected and award of bid #2582
be made to DAVE Transportation Serv~ces, Inc. at specified rates for
a three-year per~od as the most responsible bidder.
Prepared By:
Pam Wortham, Purchaslng Agent
Ted Baxter, Buyer
Joe Stitcher, Senior Adm~nistrative Analyst
September 3, 1996
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