SR-04-08-2014-3CCity Council Meeting: April 8, 2014
Agenda Item: �1 C,
To: Mayor and City Council
From: Edward F. King, Director of Transit Services
Subject: Dial -A -Ride Services Agreement
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a contract with
MV Transportation, Inc., a California -based company, in an amount not to exceed
$2,070,337 for Dial -A -Ride services, with two additional one -year renewal options in the
amount of $1,429,183, for a total amount not to exceed $3,499,520 over a five -year
period, with future year funding contingent on Council budget approval; and
2. Appropriate the budget increases as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
Staff recommends award of a contract to MV Transportation, Inc., for Dial -A -Ride
services at specified rates. The total expenditure for the five -year term is not to exceed
$3,499,520. The contractor would be responsible for a turnkey solution for the provision
of Santa Monica's Dial -A -Ride system including the operation of vehicles, all trip
reservations, dispatching vehicles, and providing vehicle maintenance.
Background
Santa Monica Dial -A -Ride is a curb -to -curb senior transportation, reservation based
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
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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. Monthly shopping excursions are also offered.
The City has contracted for this service since 1983.
The fare is 50 cents per one -way trip. Personal attendants may ride along for a 25 -cent
fare. In addition to passenger fares, the program is funded by Proposition A Local
Return Transportation funds.
On April 24, 2012 the City Council passed Resolution Number 10673 (CCS) approving
an application for FTA New Freedom funds administered by the LACMTA to expand the
Door Through Door program for older adults and persons with disabilities and
authorizing the City Manager to enter into a Memorandum of Understanding with the
LACMTA to participate in the New Freedom Program. The City's grant proposal in the
amount of $469,971 was successful, and an MOU with LACMTA was executed in July
2013. On February 11, 2014, City Council awarded $30,132 to WISE & Healthy Aging,
a nonprofit agency based in Santa Monica which provides and promotes progressive
health and human services and programs to enhance healthy aging, to provide
FTA- funded attendant services for the Door Through Door program in FY 2013 -14.
The $224,104 in New Freedom funds for Dial -A -Ride services is allocated over two
fiscal years 2014 -15 and 2015 -16.
WISE and Healthy Aging promotes the service in the community, process client
registration forms, and conduct 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
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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 wheelchair equipped paratransit vehicles as well as
performs reservation, dispatch and overall operations functions.
Discussion
Vendor Selection
In January 2014, the City published a Request for Proposals (RFP) to provide
Dial -A -Ride services as required by the Big Blue Bus in accordance with City
specifications. The RFP was posted on the City's online bidding site and notices were
advertised in the Santa Monica Daily Press in accordance with City Charter and
Municipal Code provisions. Two proposals were received and publicly opened on
February 7, 2014, from Global Paratransit and MV Transportation, Inc. Proposals were
opened and evaluated by Big Blue Bus and WISE and Healthy Aging staff. Based on
reviews of the proposals, staff recommends award of a new contract to
MV Transportation, Inc. MV Transportation, Inc. has an established location in Santa
Monica from which to operate the service including their trip reservation, vehicle
maintenance and vehicle dispatch center. MV Transportation, Inc. also offered a lower
cost than Global Paratransit for the contracted services. The RFP criteria consisted of
cost proposal, management experience, technical operations and maintenance support.
Based on these criteria MV Transportation, Inc. is recommended as the best qualified
firm.
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Financial Impacts & Budget Actions
The contract amount to be awarded to MV Transportation, Inc. for the five -year term is
$3,499,520. Funds in the amount of $600,000 from Local Return Proposition A are
included in the approved FY 2014 -15 budget at account 41603.55501 B.
Award of Contract requires the following changes to FY 2014 -15 approved budget:
1. Increase revenue budget at account 202627.408620 FTA new Freedom Grant in
the amount of $112,052.
2. Appropriate the following expenditures of the FTA New Freedom Grant:
$112,052 at account 2026211.563161.
Future year funding is contingent on Council approval and budget adoption.
Prepared by: Patrick Campbell, Chief Operations Officer
Approved:
Edward King
Director of Transit
Attachment: Attachment A — Pricing
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Forwarded to Council:
Rod Gould
City Manager
Proposed Amounts
GlobalParatransit!
Vehicle Service Hour Total Annual Cost
July 1, 2014 - June 30, 2015 $54.47 $593,832
July 1, 2015 - June 30, 2016* $54.94 $598,940
July 1, 2016 - June 30, 2017* $56.59 $616,909
3 -year Total $1,809,681
*New Vehicle rate
MV Transportation
Vehicle Service Hour Total Annual Cost
July 1, 2014 -June 30, 2015 $52.63 $573,734
July 1, 2015 -June 30, 2016* $52.79 $575,535
July 1, 2016 -June 30, 2017* $53.65 $584,867
3 -year Total $1,734,136
*New Vehicle rate
Based on 10`902 Service
Hours
Contract Amounts:
Vehicle Service Hour Rate
Contract Year 1:
7 Vehicles $52.63 $573,772.26
New Freedom $112,052.00
Contract Year 2:
7 New Vehicles $52.79 $575,516.58
New Freedom $112,052.00
Contract Year 3:
7 New Vehicles $53.65 $584,892.30
New Freedom ** $112,052.00
Contract Year 4:
7 New Vehicles $54.72 $596,590.15
New Freedom ** $112,052.00
Contract Year 5:
7 New Vehicles $55.81 $608,488.59
New Freedom ** $112,052.00
Total 5 -year Contract Amount:
$3,499,519.87
I* *congtinent on funding availability
Reference:
Agreement No. 9887
(CCS)