SR 03-22-2016 3J
City Council
Report
City Council Meeting: March 22, 2016
Agenda Item: 3.J
To: Mayor and City Council
From: Karen Ginsberg, Director, Human Services (CCS)
Subject: Award Bid to Provide Bus Transportation Services for Youth and Senior
Programs
Recommended Action
Staff recommends that the City Council:
1. Award Bid #4219 to Screamline Investment Corp. dba Tourcoach Charter &
Tours, a California based company, to provide bus transportation services as
requested by the Community and Cultural Services Department;
2. Authorize the City Manager to negotiate and execute a contractual service
agreement with Screamline Investment Corp. dba Tourcoach Charter & Tours for
bus services, in an amount not to exceed $42,200 for the remainder of fiscal year
2015-16, with 3-additional 1-year renewal options in the amount of $253,800, on
the same terms and conditions for a total amount not to exceed $296,000 over a
3-1/4 year period, with future year funding contingent on Council budget
approval.
Executive Summary
In 2012, with the ending of the Big Blue Bus Charter services, youth programs in the
Community and Cultural Services Department began to use a single vendor for
transportation to various athletic, educational, and social activities. In 2015 a new
formal bid was posted. Staff recommends Screamline Investment Corp., as they have
met required specifications and were the lowest bidder. The total cost of the contractual
service agreement shall not exceed $296,000.
Discussion
The Community and Cultural Services (CCS) Department schedules up to 100
excursions per fiscal year for various youth and senior programs including CREST,
Santa Monica Police Activities League (PAL), Santa Monica Adaptive Recreation &
Sports (SMARS), Virginia Avenue Park, and WISE & Healthy Aging. Most excursions
are day trips to amusement parks and sporting events as well as for educational and
cultural enrichment (i.e. college tours and museums). An occasional overnight trip may
be scheduled during the fiscal year. Charter buses are used when the number of
1 of 3
program participants exceeds City-owned passenger van capacity. Trips follow Prop A
guidelines to destinations within Los Angeles, Orange, and Ventura Counties and parts
of Kern, San Bernardino, and Riverside Counties. The amount requested in the bid is
based on previous year
Vendor/Consultant Selection
On October 7, 2015, the City published Notices Inviting Bids to provide bus
transportation services as requested by the CCS Department, in accordance with City
-line bidding site and notices were
advertised in the Santa Monica Daily Press, in accordance with City Charter and
Municipal Code provisions. A total of 249 vendors were notified, of which 27
prospective vendors downloaded the bid. Two bids were received and publicly opened
on October 29, 2015, per Attachment A. Bids were evaluated based on price, types of
buses available, quality of service, and compliance with City specifications.
Screamline Investment Corp. was able to meet all of the specifications and they had the
lowest bid. Based on this criteria, Screamline Investment Corp. is recommend as the
best bidder to provide bus transportation services for the CCS Department program
related activities in accordance with the City specifications. They have been providing
transportation services for the WISE and Healthy Aging senior program for over four
years with no complaints.
Financial Impacts and Budget Actions
Funds in the amount of $84,600 are available to CCS in Proposition A accounts
annually, as detailed below.
20642.57839B Prop A - Community Recreation $ 30,000.00
20642.57839C Prop A - Senior Services $ 3,000.00
20642.57839D Prop A - Human Services $ 51,600.00
Total $ 84,600.00
As of February 2016, it is estimated that funds in the amount of $42,200 remain
available through June 2016. The maximum amount of the contractual service
agreement to be awarded to Screamline Investment, Corp. for the remainder of fiscal
year 2015-16 is $42,200.
2 of 3
Additionally, up to $84,600 per fiscal year with three one-year options to renew will be
awarded annually. Over a three year period, the agreement total amount shall not
exceed $253,800. The total cost of the agreement shall not exceed $296,000. Budget
authority for subsequent years will be requested in each budget cycle for Council
approval. Future year funding is contingent on Council budget approval.
Prepared By:
Patty Loggins-Tazi, Administrator
Approved Forwarded to Council
Attachments:
A. Attachment A - Bid Summary
3 of 3
BID#4219RESULTS
BIDDESCRIPTION:PROVIDEBUSTRANSPORTATIONSERVICESASREQUESTEDBYTHECOMMUNITYANDCULTURALSERVICESDEPARTMENT
BIDCLOSEDATE:10/29/15
SCREAMLINEINVESTMENTCORPdbaTOURCOACHH&LCHARTERCOMPANY,INC
BIDSRECEIVED:2
COMMERCE,CARANCHOCUCAMONGA,CA
OPTIONTORENEW
3OneYearPeriods3OneyearPeriods
PERIODINCREASES
2ndPeriodNoIncrease/3rdPeriod4%Increase2ndPeriod3%Increase/3rdPeriod3%Increase
RATES
RATEFORFIRST5HOURSEACHADDITIONALHOURRATEFORFIRST5HOURSEACHADDITIONALHOUR
SECTION1:REQUIREDBUSES
45FOOT,55PASSENGER
$575.00$95.00$625.00$125.00
WITHRESTROOM
45FOOT,55PASSENGER
$575.00$95.00$625.00$125.00
WITHRESTROOM,HANDICAPACCESSIBLE
40FOOT,50PASSENGER
NOBIDNOBIDNOBIDNOBID
W/OUTRESTROOM
40FOOT,50PASSENGER
NOBIDNOBIDNOBIDNOBID
W/OUTRESTROOM,HANDICAPACCESSIBLE
SECTION2:ADDITIONALFEES
FUELCHARGE INCLUDEDINCLUDEDNOTAPPLICABLENOTAPPLICABLE
.25%(.0025)WILLBE.25%(.0025)WILLBE
P.U.C.TAX NOTAPPLICABLENOTAPPLICABLE
ADDEDTOTHEPRINCIPALADDEDTOBASERATE
SECTION3:ADDITIONALAVAILABLEBUSES
40FOOT,47PASSENGER
$545.00$92.00$575.00$115.00
WITHRESTROOM
35FOOT,40PASSENGER
$485.00$80.00NOBIDNOBID
WITHRESTROOM
42PASSENGERTRANSITBUS
$475.00$70.00NOBIDNOBID
HANDICAPACCESSIBLE
35FOOT,27PASSENGER
NOBIDNOBID$525.00$105.00
WITHRESTROOM
35FOOT,27PASSENGER
NOBIDNOBID$525.00$105.00
WITHRESTROOM,HANDICAPACCESSIBLE
AttachmentA
Reference:
Agreement
No.10272
(CCS)