SR-102307-1ECity Council Report
City Council Meeting: October 23, 2007
Agenda Item: ~ ~~
To: Mayor and City Council
From: Carol Swindell, Director of Finance
Subject: Award of Purchase Orders for Dial-A-Ride Vehicles
Recommended Action
Staff recommends that the City Council award purchase orders to BusWest in the
amount of $110,754 for the purchase of two paratransit buses and to Creative Bus
Sales in the amount of $157,981 for the purchase of four low-floor wheelchair
accessible mini-vans as required by the Big Blue Bus Dial-A-Ride (DAR) paratransit
service.
Executive Summary
Award of purchase orders to BusWest for the purchase of two paratransit buses in the
amount of $110,754, including applicable sales tax, and to Creative Bus Sales for the
purchase of four low-floor wheelchair accessible mini vans, in the amount of $157,981,
including applicable sales tax. Funds for this project are reimbursable in part by a grant
from the Los Angeles County Metropolitan Transportation Authority (Metro), City Local
Return Proposition A funds, and other local resources.
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Enhancements to the establishment of City-owned paratransit vehicles is subject to
future grant funding. If additional grant funds are not available, these purchases will be
funded by the Proposition A Local Return Dial-A-Ride Vehicle project.
Discussion
Background
Santa Monica Dial-A-Ride is a curb to curb paratransit service offered to any Santa
Monica resident who is at least 60 years of age or who has a disability and is at least 18
years of age. Clients make phone reservations for trips to and from any location within
Santa Monica, for any purpose, seven days a week. On designated days, trips are
offered to select medical facilities outside of Santa Monica. Weekday peak period
demand usually requires four vehicles to be in service but on at least two of those days,
five vehicles are required to provide peak period service.
The current contractor for the Dial-A-Ride service is Transportation Concepts who was
selected through a competitive bid process in 2004. This company operates and
maintains the service vehicles as well as performs reservation, dispatch and driver
functions. Big Blue Bus provides management oversight, develops service parameters
in response to stakeholder needs, and interprets service policy. In Fiscal Year
2006/2007, there were 21,541 unlinked passenger trips and 63,888 passenger miles. In
the same period, there were 7,811 vehicle service hours, 8,373 total vehicle hours,
62,845 revenue vehicle miles and 67,591 total vehicle miles. The opportunity to
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purchase these vehicles in part with grant funds would help ensure that the vehicles
deployed for this service meet BBB standards.
The State Contract only provides for gasoline fueled vehicles. Although the four mini-
vans have the capability to be fueled with E-85, the City currently does not have access
to that particular type of fuel.
Vendor Selection
Section 2.24.080 (b) of the municipal code allows exception to competitive bidding when
goods or services have been competitively bid by another federal, state, or county
government. The State of California Department of General Services recently bid these
types of vehicles and awarded Contract #1-06-23-15 to BusWest and Contract #1-06-
23-17 to Creative Bus Sales.
Budget/Financial Impact
The project requires funds of $268,735. Sufficient funding is available from Prop A
Local Return Dial-A-Ride Vehicle project ($67,500); and Metro grant ($202,500) as
approved at their June 28th board meeting. These funds are to be appropriated to Dial-
A-Ride Vehicles accounts 0200877.589000 and 0410877.589000, respectively, at the
FY2007-08 Budget Revision scheduled for Council meeting on October 23, 2007. The
City may seek reimbursement of the $202,500 grant upon execution of a Memorandum
of Understanding with the Metro.
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Prepared by:
Diane Howell, Purchasing Agent
Approved: Forwarded to Council:
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t;aroi ~winaeu' - PIC~Miont Ewell
Director of Finance i y Manager
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