sr-051011-3cCity Council Meeting: May 10, 2011
Agenda Item: ~®~
To: Mayor and City Council
From: Stephanie Negriff, Director of Transit Services
Subject: Dial-A-Ride Services
Recommended Action
Staff recommends that the City Council award Bid No. 3018 to MV Transportation, Inc.,
a California-based company, for Dial-a-Ride services for athree-year term, for a total
amount of $1,599,586.
Executive Summary
Staff recommends award of bid to MV Transportation, Inc., for Dial-A-Ride services at
specified rates. The total expenditure for the three-year term is $1,599,586. The
contractor will be responsible for operating the service vehicles, taking phone
reservations for trips, dispatching vehicles, and providing vehicle maintenance.
Background
Santa Monica Dial-A-Ride is a curb-to-curb paratransit service offered to any Santa
Monica resident who is at least 62 years old and to any Santa Monica resident 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.
Evening service to any location within the City is provided on City Council meeting dates
and monthly shopping excursions are also offered. The fare is 50 cents per one-way
trip. Personal attendants may ride along fora 25-cent fare. In addition to passenger
fares, the program is funded by Proposition A Local Return Transportation funds. The
City has contracted for this service since 1983.
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WISE and Healthy Aging promotes the service in the community, processes client
registration forms, and conducts monthly orientation programs for new Dial-a-Ride
patrons. WISE and Healthy Aging also provides an attendant on specified days to assist
with movement between buildings and the vehicle, carry shopping parcels, and
accompany riders through medical centers to their appointments. Big Blue Bus provides
overall management of the transportation service including quality control, community
liaison, and the development of service innovations. The contractor cleans and
maintains the six City-owned paratransit vehicles as well as performs reservation,
dispatch and driver functions. The current service agreement with MV Transportation,
Inc. began April 1, 2008 and was extended on February 22, 2011 for three months until
June 30, 2011.
Discussion
Vendor Selection
In February, 2011 the City published a Notice Inviting Bids to provide Dial-a-Ride
services as required by the Big Blue Bus in accordance with City specifications. The bid
was posted on the City's on-line bidding site, Planet Bids, and notices were advertised
in the Santa Monica Daily Press in accordance with City Charter and Municipal Code
provisions. Four bids were received and publicly opened on March 18, 2011 per
Attachment A. One bid was determined to be nonresponsive. The three remaining
bidders were interviewed and staff made field observations of their reservation and
dispatch centers. Bids were evaluated by Big Blue Bus, Finance Department and WISE
and Healthy Aging staff, based on interviews and performance during field observations:
Staff recommends MV Transportation, Inc., the current service .provider. MV has
provided excellent service for over three years with very few complaints and has been
highly responsive to City requests for service enhancements. Of the four firms, MV is
the only one that proposed locating their trip reservation and vehicle dispatch center in
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Santa Monica. Based on these criteria, MV Transportation, Inc. is recommended as the
best bidder
Financial Impacts & Budget Actions
The contract amount to be awarded to MV Transportation, Inc. for the three-year term is
$1,599,586. Budget authority in the amounts of $525,366 for FY2011-12 and $532,432
for FY2012-13 will be requested as part of the proposed FY2012-13 budgets with
funding identified in account number 41603.55501 B. The remaining budget authority in
the amount of $541,788.00 will be requested in the FY2013-14 budget with funding
contingent on Council's approval of budget.
Prepared by: Paul Casey, Senior Transit Programs Analyst
roved:
~~~-
,~e_" ~~~~.-~_...-----
Ste~fi' nie Negriff
Dirk r of Transit Services
Forwarded to Council:
Rod Gould
City Manager
Attachment: Attachment A -Pricing
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ATTACHMENT A
BID k: 3018-DIAL-A-AIDE BID RESULTS
CLOSE GATE: 3/18/2011
BID TITLE: PROVIDE DIAL-A-RIDE PARATRANSIT SERVICES AS REQUIRED BV THE BIG BLUE BDS
Cost/Vehicle Service Hour Cost per Annual Total Incremental Total Cos[ per Annual Total Incremental Total
(Yedf 11 V2hlCe Vehl<e COS[ n Cre me n[d Cost per AnnU d Vehlcle VeII CIE Cast nt
t
l C
Service
Service
Annual
Service
Incremental
Service
Service re men
a
Annual OSC per
Service gnnu a
Incremental
City provides all vehicles. COnha<for
' Hour Hours (A * B) Hours Hour Cost ~p*E) Nour Hours ~A * BI Hours Hour Cost ~D*E)
provides all
msura nce, drivers, 1,000 $ 46.1] $ 46,1]0.00 1,000 $ 3J.J2 $ SJ
J20.00
operations support s[aff,and performs $ 6J.ID5 9,200 $ $25,366.00 2,000 $ 46.IJ $ 92,340.00 $ 59.500 9,200
$ 547,400.00
z,ooo
$ sz6z ,
$ us
z4o.oo
all clea ning&mainiena nce functions. 5
000 $ 46.ll S 230
850
00 ,
Cost/Vehicle Service Hour
Cost per
Annual
Total ,
Incremental ,
.
Total
Cost per
Annual
Total 5,000 $ 3].32
Incremental $ 286,600.00
Total
(Year 2) Vehicle Vehicle Cost Incremental Cost per Annual Vehicle Vehicle Cosi In
t
l C
Service
Service
Annual
Service
Incremental
Service
Servl<e cremen
a
Annual ost per
Service Annual
Incremental
City provides all vehicles. Contractor Hour Hours (A * B) HOUrs Hour Cost (D*E) Hour Hours (A * B) Hours Hour Coa[(D*EI
provides all insurance, drivers, 1,000 $ 46.7] $ 46,]]0.00 1,000 $ 37.96 $ 5]
960.00
operations su pport staff, and pe dorms $ SJ.HJ3 9,200 $ 532,431.60 2,000 $ 46.JJ $ 93,540.00 $ 59]50 9,200 $ 549,700.00 2,000 $ 3].86 ,
$ 515
]20.00
a ll cleaning & mat me nance fu nctions. 5,000 $ 46.J] $ 233,850.00 3
000 $ 3]
36 ,
$ 28]
80
0
Cast/Vehicle Service Hour
Cost per
Annual
Total
Incremental
Total
Cos[ per
Annual
Total , .
Incremental ,
0
0
Total
(Year 3) Vehicle Vehicle Cos[ Incremental Cost per Annual Vehicle Vehicle Cos[ Increme
t
l C
[ l
Service Service Annual Service Incremental Service Service n
a
Annual os
per
Service Annua
Incremental
City provides all vehicles. Contractor
d Hour Hours Iq " B) Hours Hour Cos[(D"EI Hour Houre (A " BI Hours Hour Cos(~D*E)
provi
es all insurance, drivers, 1,000 $ 4].48 $ 4],480.00 1,000 $ 58.20 $ 58
200
00
operations support staff, and performs $ 58.890 9,200 $ 541,788.00 2,000 $ 4].48 $ 94,960.00 $ 60.000 9,200
$ SS2
000.OO
2,000
$ 38.10 ,
.
$ 116
200
00
all cleaning & maintenance functions. 3
000 $ 4]
48 $ 23]
400
00 , ,
.
, . ,
. 5,000 $ 5].80 $ 289,000.00
Cost/Vehicle Service Hour
Cost per
Annual
Total -
Incremental
Total ~
Cost per ~
Annual ~
Total c
Incremental r
Total
(Year 1) Vehicle Vehicle Cost Incremental Cost per Annual Vehicle Vehicle Cost I
t
l C
Service
Service
Annual
Service
Incremental
Service
Service ncremen
a
Annual ost per
Service Annual
Incremental
City provides all vehicles. Contractor
id
ll Hour Hours (q * B) Hours Hour COSt (D*E) Hour Hours IA " 8~ Hours Hour Cost lD*E)
prov
es a
ins urance, drivers, 1p00 $46-$0 $ 45,000.00 1,000 $ 30.33 $ 30
330.00
ope rations su pport staff, and performs $fi]-$SD 9,200 $ 621,000.00 2,000 $42-$0 $ 84,000DD $ 34.34 9,200
$ 501,76$.00
2,000
$ 30.33 ,
$ 60
660.00
all cleaning&maintenance functions. 3
000 $39-$0 $ 195
000
00 ,
Cos[/Vehicle Service Hour
Cost per
Annual
Total ,
Incremental ,
.
Total
Cost per
Annual
Total 3,000 $ 30.33
Incremental $ 131,630.00
Total
(Year Z) Vehicle Vehlcle Cost Incremental Cos[per Annual Vehicle Vehicle Cos[ I
t
l C
t
Service
Service
Annual
Service
Incremental
Service
Service ncremen
a
Annual os
per
Service Annual
Incremental
City provides all vehicles. Contractor Hour Hours (A * B) Hours Hour Cos[~D*E) Hour Hours (A * B) Hours Hour Cost (D•E)
provides all insura nce, drivers, Sp00 $46-$0 $ 46,000.00 1,000 $ 31.33 $ 31
330.00
operations support staff, and performs $68-$30 9,200 $ 630,200.00 z,ooo $43-$0 $ 86,000.00 $ 36.41 9,200 $ $1$,972.00 2,000 $ 31.33 ,
$ 62
fi60.00
all Cleaning&maintena nce functions. 3,000 $40-$0 $ 200,000.00 3
000 $ 31
33 ,
$ 156
630
00
Cost/Vehicle Service Hour Cost per Annual Total Incremental Total Cost per Annual Total , .
Incremental ,
.
Total
(Year 3) Vehicle Vehicle Cost Incremental Cost per Annual Vehicle Vehicle Cast Incr
m
t
l C
t
Service
Service
Annual
Service
Incremental
Service
Service e
en
a
Annual os
per
Service Annual
Inaeme ntal
City provides all vehicles. Contractor Hour Hours (q * e) Hours Hour Cos[(D*E) Hour Hours (A " B) Hours Hour Cost ~D*E)
p rovides all ins urance, drivers, 1,000 $4J-$0 $ 4],000.00 1,000 $ 32.3] $ 32
3]0.00
operations su pport staff, and performs $69-$30 9,200 $ 639,400.00 2,000 $q4-$0 $ 88,000.00 $ 38.06 9,200 $ $$4,152.00 2,000 $ 32.3] ,
$ fi4
J40.00
all cleaning&maintenance functions. 3
000 $41-$0 $ 205
000
00 ,
, ,
. 3,000 $ 32.3] $ 161,850.00