SR-09-11-2012-3DCity Council Meeting: September 11, 2012
Agenda Item: 3 -f)
To: Mayor and City Council
From: Karen Ginsberg, Director of Community and Cultural Services
Subject: Award Bid to Star -Dust Tours to Provide Bus Transportation Services
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4010 to Star -Dust Tours, Inc., DBA The Bus, a California based
company, to provide bus transportation services as requested by the Community
and Cultural Services Department. The total annual expenditure is $81,600 per
year with two one year options to renew, for a purchase order agreement total
amount not to exceed $244,800.
2. Appropriate the budget increases as outlined in the Financial Impacts and
Budget Actions section of this report.
Executive Summary
With the ending of the Big Blue Bus Charter services the Community and Cultural
Services Department proposes to use a single vendor for transportation to various
athletic, educational, and social activities. Following a formal bid process, staff
recommends Star -Dust Tours as the only bidder that met specifications. The cost of the
purchase order agreement shall not exceed $24.4,800.
Discussion
The Community and Cultural Services (CCS) Department schedules up to 105
excursions per fiscal year for the Santa Monica Adaptive Recreation and Sports
Program, including Westside Special Olympics, plus various youth and senior
programs. The amount requested in the bid is based on previous years' expenses and
programming.
1
Vendor Selection
In June 2012, the City published Notices Inviting Bids to provide bus transportation
services as requested by the Community and Cultural Services Department, in
accordance with City specifications. The bid was posted on the City's on -line bidding
site, and notices were advertised in the Santa Monica Daily Press in accordance with
City Charter and Municipal Code provisions. Two bids were received and publicly
opened on June 25, 2012 per Attachment A. Bids were evaluated based on price,
quality of buses available, quality of service, and compliance with City
specifications. Star -Dust Tours, Inc. is recommended as the best bidder as they were
the only bidder able to meet all of the specifications and they have a good standing
relationship with the City. They currently provide services for CCS youth program
excursions. Star -Dust Tours will provide transportation to theme parks, sporting, and
program related activities including museums, camping weekends, and college tours.
RAI
Financial Impacts & Budget Actions
The amount of the purchase order to be awarded to Star -Dust Tours is $81,600 per
year with two one -year options to renew, for a purchase order agreement total amount
not to exceed $244,800. Funds in the amount of $51,600 are available in various
Proposition A accounts in the FY 2012 -13 Adopted Budget, detailed below.
202624.578390
Prop A - PAL
- $
14,000.00
202626.578390
Prop A - VAP
- $
8,500.00
202623.578390
PropA — CREST
- $
19,000.00
202625.578390
Prop A — CREST Sports
- $
10,100.00
Total included in FY 2012 -13 Budget
$
51,600.00
2054410.578390
Prop A — Community Rec
- $
30,000.00
Total
$
81,600.00
Award of the purchase order requires a budget appropriation of $30,000 to account
2054410.578390; funds are available within the City's Proposition A allocation.
Budget authority for subsequent years will be requested in each budget cycle for
Council approval.
Prepared by: Patty Loggins -Tazi, Human Services Administrator
Approved:
Karen Ginsberg
Director, Communi and C
Services
Attachments: Attachment A - Pricing
3
Forwarded to Council:
nD
Rod Gould
City Manager
BID RESULTS
BID #: 4010 BID CLOSING DATE: 06/25/2012
BID TITLE: PROVIDE BUS TRANSPORTATION SERVICES AS REQUESTED BY THE COMMUNITY AND CULTURAL SERVICES DEPARTMENT
STAR- DUSTTOURS
MONTEBELLO, CA
RATE FOR FIRSTS HOURS EACH ADDITIONAL HOUR
TOWN RIDE
LOS ANGELES, CA
RATE FOR FIRST 5 HOURS
EACH ADDITIONAL HOUR
45 FOOT, 55 PASSENGER WITH RESTROOM $500.00
$95.00
$575.00
$95.00
45 FOOT, 55 PASSENGER WITH RESTROOM,
HANDICAP ACCESSIBLE $500.00
$95.00
NO BID
NO BID
40 FOOT, 50 PASSENGER W /OUT RESTROOM $475.00
$85.00
NO BID
NO BID
40 FOOT, SO PASSENGER W /OUT RESTROOM,
HANDICAP ACCESSIBLE $475.00
$85.00
NO BID
NO BID
EL CHARGE 1 10% 1 ONLY ON FIRSTS HOURS 1 0% 1 0%
TAX 1 2% 1 ONLY ON FIRST 5 HOURS 1 0% 1 0%
Attachment A