Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, DIRECTOR PARKS AND RECREATION
DATE: JANUARY 9, 2024
SUBJECT: AGREEMENT WITH STAR-DUST TOURS FOR CHARTER BUSES FOR
ADULT AND YOUTH FIELD TRIPS
EXECUTIVE SUMMARY
The City Council will consider approving an agreement with Star-Dust Tours, Inc. (dba The Bus) for charter buses for $151,200 for Fiscal Years 2023-2024 and 2024-2025. Star- Dust Tours Inc. was selected through a competitive Request for Proposals process to provide charter buses for adult and youth field trips.
RECOMMENDATION
That the City Council:
Approve the Professional Services Agreement with Star-Dust Tours, Inc. for youth and adult field trip transportation services for a term of 1.5 years beginning on January 9, 2024, with the optional extension of two, 1-year terms, for a total contract amount of $151,200.
BACKGROUND
The Parks and Recreation Department offers a variety of trips throughout the fiscal year, which include, but are not limited to, summer camp field trips, youth sports trips, and senior excursions. The goal of the recreational trips is to provide one-day travel opportunities for youth and adults to a variety of entertainment and educational venues, including casinos and museums, specialty trips to the Dodger games, trips for youth sports programs to visit colleges, and provide youth day camps with trips to amusement parks.
By offering congregate trips to various destinations, it reduces the number of vehicles on the highway and aids in the elimination of air pollutants and traffic congestion.
Currently, staff from each Division of the Parks and Recreation Department books their trip transportation independently, which has led to multiple vendors being used.
Consolidating these services under one contract will save the City money and staff time.
APPROVED BY
CITY MANAGER
AGREEMENT WITH STAR DUST TOURS FOR CHARTER BUSES FOR ADULT AND YOUTH
FIELD TRIPS
JANUARY 9, 2024
PAGE 2
2 ANALYSIS
In an effort to streamline the process and provide consistent service, a Request for Proposals was submitted for charter buses. The Request for Proposals solicitation went out on 09/13/23 and closed on 10/02/23. There was a total of five vendors who submitted a complete proposal:
Vendor Years of
Experience
Experience
with City
Agencies or
Youth/Adult
Field Trips
Location
Base Price
Per Bus
per Day
Bus in Fleet
that Meet
Specifications
Star-Dust
Tours, Inc.
dba The Bus
20 Yes - City
Parks and
Recreation
Montebello $1,050.00 10
American
Transportation
Systems dba
American
Transportation
20 Yes - School
Districts
Long
Beach $1,890.00 16
CharterUp
LLC 7 No -
Shuttling Atlanta, GA $1,680.00 Did not Specify
Fast Deer Bus
Charter, Inc. 44
Yes - City
Parks and
Recreation
Montebello $1,092.50 4
Streamline
Investment
Corp. dba
Tourcoach
Charters &
Tours
55 Yes -
Counties and
Colleges
Commerce $1,600.00 Did not Specify
The proposals were scored in five different categories:
1. Understanding of the Scope of Work
2. Potential to Complete Bookings
3. Reputation/Reference
4. Project Team & Experience
5. Cost
A panel of individuals from the Parks and Recreation Department were on the selection team. After the proposals were scored in the five areas, the vendor with the highest score was Star-Dust Tours Inc.
AGREEMENT WITH STAR DUST TOURS FOR CHARTER BUSES FOR ADULT AND YOUTH
FIELD TRIPS
JANUARY 9, 2024
PAGE 3
3 Star-Dust Tours Inc. was desirable due to the long-term experience of similar work with Parks and Recreation with other city agencies. They are based out of Montebello, CA that provides a proximity and shorter response time to Downey. They have several buses in their fleet and are able to provide ADA accessible buses upon request. Lastly, they had competitive pricing of $1,050.00 per fifty-six passenger bus for a day trip.
Star-Dust Tours will be utilized to book approximately fifty-eight buses for the remainder of Fiscal Year 2023-2024. For Fiscal Year 2024-2025, approximately 86 buses will be booked for the year.
Funding for these buses is done through Proposition A (Prop A) and Measure R monies. Prop A was approved by voters in November 1980 and is a half -cent sales tax dedicated to transportation funding to address transportation challenges in LA County. Prop A is also used for various transportation expenditure plans including a Local Return Program which can fun d Recreational Field Trips.
Trips that are entirely within the counties of Ventura, Los Angeles and Orange County can be paid utilizing Proposition A funds. Trips within certain parts of Kern, San Bernardino and Riverside Counties are also eligible to utilize Proposition A funds.
LA County voters approved the Measure R half -cent sales tax in 2008 to finance new transportation projects and programs, and accelerate those already in the pipeline.
Trips outside of the Proposition A guidelines such as: Santa Barbara, San Diego, Imperial and can be paid with Measure R funds.
Below is a breakdown of the cost and funding source
Fiscal Year (FY)
Amount of Buses that
seat 56 passengers
Total Day
Cost
Total Amount for
Fiscal Year
FY 2023-2024 58 $1,050 $60,900
FY 2024-2025 86 $ 1,050 $90,300
TOTAL $151,200
CITY COUNCIL PRIORITIES
Efficiency & Adaptability
Quality of Life, Safety & Infrastructure
AGREEMENT WITH STAR DUST TOURS FOR CHARTER BUSES FOR ADULT AND YOUTH
FIELD TRIPS
JANUARY 9, 2024
PAGE 4
4 FISCAL IMPACT
Approval of the recommended action will result in an expenditure of $151,200 from Special Revenue Fund, Transit Recreation Account, Account No. 55-4-6280 and Transit Account, Account No. 56-4-3305-0700 as previously approved in the FY 2023-2024 operating budget. Funding for services for FY 2024-2025 will be included as part of the FY 2024-2025 operating budget adoption.
ATTACHMENTS
Attachment A – Professional Service Agreement Star-Dust Tours Inc. and City of Downey
CITY OF DOWNEY
PROFESSIONAL SERVICES AGREEMENT
WITH STAR-DUST TOURS, INC.
FOR
YOUTH AND ADULT FIELD TRIP TRANSPORTATION SERVICES
1. PARTIES AND DATE
This Agreement is made and entered into this 9 day of January, 2024 by and between the City of Downey, a California municipal corporation and charter city with its principal place of business at 1 1111 Brookshire Avenue, Downey California 90241 ("City") and Star- Dust Tours, Inc. dba The Bus, a California corporation, with its principal place of business at 520/528 S. Greenwood Ave. Montebello, CA 90640, ("Consultant"). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties.”
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional Charter Bus services required by City on the terms and conditions set forth in this Agreement. Consultant represents that it has demonstrated competence and experience in providing Charter Bus services to public clients, is licensed in the State of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such services for the Youth and Adult Field Trip Transportation project (“Project”) as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional Charter Bus services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A’' attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from JANUARY 9, 2024 to JUNE 30, 2025 unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The term of this Agreement may be extended for an additional two one (1 ) year terms by written amendment to this Agreement signed by the City Manager and the Consultant
ATTACHMENT A
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision. Consultant wiI determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shal pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding. unemployment insurance disability insurance, and workers' compensation insurance In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (CaIPERS) to be eligible for enrollment in CaIPERS as an employee of City, Consultant shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for CaIPERS benefits on behalf of Consultant or its employees, agents. or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City
3.2.2 Schedule of Services. Consuitant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit ''B'’ attached hereto and incorporated herein by reference Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant’s conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to. meet the Schedule of Services. The parties acknowledge that the Schedule of Services may be amended by n-,utual agreement due to changes in circumstances, including changes in the performance schedules of other third parties performing work for the City on the Project, which affect the timing of Consultant's performance of the Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City
3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other l
ATTACHMENT A
personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City
3.2.5 City’s Representative. The City hereby designates MICHELLE ARIAS, MANAGEMENT ANALYST, or his or her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power to act on behalf of the City for all purposes under this Contract. Consultant shal not accept direction or orders from any person other than the City’s Representative or his or her designee.
3.2.6 Consultant’s Representative. Consultant hereby designates FRANK GONZALEZ, JR. or his or her designee, to act as its representative for the performance of this Agreement (“Consultant:s Representative”). Consultant’s Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant’s Representative shali supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall pelform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that al employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Semices, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner consistent with the 3 ATTACHMENT A
standard of care set forth herein, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all applicable local, state and federal laws, rules and regulations in force at the time the Services are performed by Consultant and in any manner affecting the performance of the Project or the Services, including all applicable Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the applicable indemnification provisions of this Agreement from any claim or liability arising out of any failure or alleged failure to comply with such laws. rules or regulations. Consultant’s violation of such laws. rules and regulations shall also constitute a material breach of this Agreement.
3.2.10 Insurance
3.2.10.1 Time for Compliance. Consultant shall not commence the Services or the Project under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. in addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section. The City reserves the right to modify these requirements, including limits based on the nature of the risk, prior experience with insurer, coverage or other special circumstances
3.2.10.2 Minimum Requirements. Consultant shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for n juries to persons or damages to property which may arise from or in connection with the performance of the Agreement, the Services or the Project by the Consultant, its agents, representatives, employees or subcontractors. Consultant shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement. Such insurance shall meet at least the following minimum levels of coverage:
(A) Minimum Scope of Insurance. (1 ) Commercial General Liability (CGL)-. Insurance Services Office Form CG 00 01 covering CGL on an “occurrence basis including products and completed operations. property damage, bodily injury and personal and advertising injury; (2) Automobile Liability-. Insurance Services Office Form Number CA 0001 covering Code 1 (any auto) or if Consultant owns no autos, Code 8 (hired) and 9 (non-owned); and (3) Workers’ Compensation : Workers’ Compensation insurance as required by the State of California with Statutory Limits; and (4) Employer’s Liability Insurance
+
ATTACHMENT A
(B) Minimum Limits of Insurance, Consultant shall maintain limits no less than: (1) Commercial General Liability (CGL): No less than $2,000,000 per occurrence for products and completed operations, bodily injury, property damage and personal and advertising injury. If Commercial General Liability Insurance or other form with general aggregate limit applies, either the general aggregate limit shall apply separately to this Agreement/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability : No less than $2,000,000 per accident for bodily injury and property damage: and (3) Workers' Compensation: Workers Compensation limits as required by the Labor Code of the State of Caiifornia with Statutory Limits; (4) Employer’s Liability: Employer's Liability limits of no less than $2,000,000 per accident for bodiIY injury or disease. Employer's Liability coverage may be waived by the City if City receives written verification that Consultant has no employees If the Consultant maintains broader coverage and/or higher limits than the minimum shown in this subdivision 3.2.10.2, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City
3.2.10.3 Professional Liability (Errors & Omissions). Consultant shall procure and maintain, and require its sub-consultants to procure and maintain, for a period of five (5) years following completion of the Services or the Project, errors and omissions liability insurance appropriate to its profession. Such insurance shall be in an amount not less than $2,000,000 per occurrence or claim and $2,000.000 in the aggregate, and shall be endorsed to include contractual liabIlity. If the Consultant maintains broader coverage and/or higher limits than the minimum shown in this subdivision 3.2.10.3, the City requires and shall be entitlea to the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.
3.2.10.4 Insurance Endorsements. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provIsions to the insurance policies:
(A) Additional Insured Status. The Commercial General
Liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to liability arising from the work, Services, Project or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work, Services. Project or operations; and (2) the insurance coverage shall be primary insurance as respects the City, its directors, officials. officers. employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant’s scheduled underlying coverage. Commercial General Liability insurance coverage may be provided in the form of an endorsement to the Consultant's insurance (at lease as broad as ISO Form CG 20 10 11 85 or both CG 20 10. CG 20 26, CG 20 33 or CG 20 38; and CG 20 37 forms if later revisions are used)
S
ATTACHMENT A
(B) Waiver of Subroqation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under said insurance policies set forth herein. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer (C) All Coveraqes. Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled except with written notice by certified mail, return receipt requested to the City; and (B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, employees, agents and volunteers
3.2.10.5 Primary Coverage. For any claims related to this Agreement, the Consultant’s insurance coverage shall be primary insurance and primary coverage at least as broad as ISO CG 20 01 04 1 3 with respect to the City, its directors officials, officers, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its directors, o'Kicials, officers, employees, agents and volunteers shal be excess of the Consultant’s insurance and shall not be called upon to contribute with it in any way
3.2.10.6 Separation of Insureds; No Special Limitations. Al insurance required by this Section shall contain standard separation of insureds provisions.
In addition, such insurance shall not contain any speciai limitations on the scope of protection afforded to the City, its directors officials, officers, employees, agents and volunteers
3.2.10.7 Deductibles and Self-Insurance Retentions. Any deductibtes or self-insured retentions must be declared to and approved by the City. City may require Consultant to provide proof of ability to pay losses and related investigations, claim administration and defense expenses and costs within the retention. The policy language shall provide or be endorsed to provide that the self-insured retention may be satisfied by either the named insured or City
3.2.10.8 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating no less than A:VII, authorized to do business in California, and satisfactory to the City
3.2.10.9 Verification of Coverage. Consultant shall furnish City with original certificates of insurance, including all required amendatory endorsements (or copies of the applicable policy language effective coverage required by this provision) and a copy of the Declarations and Endorsement Page of the Commercial General Liability policy listing all policy endorsements to the City before the commencement of work under this Agreement However, failure to obtain the required documents prior to the commencement of work under 6 ATTACHMENT A
this Agreement shall not waive the Consultant's obligation to provide them to the City. The City reserves the right to require complete. certified copies of all required insurance policies, including endorsements, at any time
3.2.10.10 Claims-Made Policies. If any of the policies provide coverage on a claims-made basis:
(A) The retroactive date must be shown and must be before the date of this Agreement or the date work commences under this Agreement, whichever is earliest; (B) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Services provided under this Agreement;
(C) if coverage is canceled, non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement or the date work commences under this Agreernent, whichever is earliest, the Consultant must purchase extended reporting coverage for a minimum of five (5) years after completion of the Services under this Agreement.
3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed one hundred fifty-one thousand two hundred dollars ($151,200.00) without written approval of the City Extra Work may be authorized, as described below, and if authorized, said Extra Work will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the arnount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as 7 ATTACHMENT A
appropriate, through the date of the statement. City shall, within thirty (30) days of receiving such statement, review the statement and pay all approved charges thereon
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform , nor be compensated for, Extra Work without written authorization from the City Manager.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable, Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Agreement
3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time either for cause or for the City’s convenience and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Consultant may only terminate this Agreement for cause upon giving the City not less than seven (7) calendar days' written notice.
Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. The CIty shall within fifteen (15) calendar days following termination paY the Consultant for all services adequately rendered and all reimbursable costs incurred by Consultant up to the date of termination, in accordance with the payment provisions of thls Agreement
The following reasons shall constitute '’cause" for which either party may terminate this Agreement as provided herein
8 ATTACHMENT A
Substantial failure by the other party to perform in accordance with the terms of this Agreement and through no fault of the terminating party; Assignment of this Agreement or transfer of the Project by either party to any other entity without the prior written consent of the other party; Suspension of the Project or the Consultant's Services by the City for more than ninety (90) calendar days, consecutive or in the aggregate, without good cause; Material changes in the conditions under which this Agreement was entered into, the Scope of Services or the nature of the Project, and the failure of the parties to reach agreement on the compensation and schedule adjustments necessitated by such changes.
3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such Documents and Data and other information within fifteen (15) days of the City’s request.
3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose Consultant:
Star-Dust Tours. Inc. dba The Bus
520/528 S. Greenwood Ave
Montebello, CA 90640
Phone: (323) 278 - 9383
Fax: (323) 278-9030
Email: [email protected]
Attn: Frank Gonzalez Jr., President
City :
City of Downey
11111 Brookshire Avenue
Downey, California 90241
Phone: (562) 904-7286
Attn: City Manager
With a courtesy copy to:
9 ATTACHMENT A
City of Downey
City Attorney’s Office
11111 Brookshire Avenue
Downey, California 90241
Such notice shall be deemed made when personally delivered or when mailed, forty- eight (48) hours after deposit in the U.S. Mail. first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred , regardless of the method of service
3.5.3 Ownership of Materials and Confidentiality
3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk
3.5.3.2 Confidentiality. All ideas, memoranda, specifications plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant Such materials shall not. without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related Industry shall be deemed confidentia Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement 10 ATTACHMENT A
3.5.5 Attorney's Fees. In the event of any litigation, whether in a court of law, administrative hearing, arbitration, or otherwise, arising from or related to this Agreement of the services provided under this Agreement, the prevailing party shall be entitled to recover from the non-prevailing party all reasonable costs incurred, including staff time, court costs, attorneys' fees and all other related expenses in such litigation
3.5.6 Indemnification
3.5.6.1 General Indemnification. Except as provided in subdivision
3.5.6.2 below which is applicable to “design professionals” only, Consultant shall defend (with counsel acceptable to City), indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons including wrongful death, in any manner arising out of or incident to any alleged negligent acts, errors, omissions or willful misconduct of Consultant, its officials, officers, employees agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses. The Consultant's duty to indemnify shall extend to any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity that Consultant and/or its personnel are employees of the City, have been misclassified as an independent contractors, or failed to pay any or all necessary state or federal withholdings and/or taxes. Consultant shall defend, at Consultant's own cost, expense and risk, any and all such aforesaid suits actions or other legal proceedir+gs of every kind that may be brought or instituted against City, its directors, officials, officers, employees. agents or volunteers. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors officials, officers, employees, agents or volunteers. in any such suit, action or other legal proceeding. Consultant shall reimburse City and its directors, officials, officers, emploYees agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received bY the CitY, its directors, officials officers, employees, and agents or volunteers. Consultant shall not be obligated to defend, indemnify or hold the City harmless in any manner whatsoever for anY claims or liability arising solely out of the City's own negligent acts, errors or omissIons or willful misconduct
3.5.6.2 Design Professionals. The provisIons of this subdivision
3.5.6.2 shall apply only in the event that Consultant is a "design professional" within the meaning of California Civil Code section 2782.8(c). If Consultant is a "design professional" within the meaning of Section 2782.8(c), then , notwithstanding subdivision 3.5.6.1 above, to the fullest extent permitted by law (including, without limitation, Civil Code sections 2782 and 2782.6), Consultant shall defend (with legal counsel reasonably acceptable to City), indemnify and hold harmless City and City’s officers, officials, employees, volunteers and agents from and against any Claim that arises out of, pertains to. or relates to, directIY or 11 ATTACHMENT A
indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, any subconsultant, subcontractor or any other person directly or indirectly employed by them, or any person that any of them control, arising out of Consultant's performance of any task or service for or on behalf of City under this Agreement. The Consultant’s duty to indemnify shall extend to any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity that Consultant and/or its personnel are employees of the City, have been misclassified as an independent contractors, or failed to pay any or all necessary state or federal withholdings and/or taxes. Such obligations to defend, hold harmless and indemnify City or any City officers, officials, employees or volunteers shall not apply to the extent that such Claims are caused in part by the sole active negligence or willful misconduct of City or such City officers, officials, employees, volunteers and agents. Consultant's cost to defend City and/or City’s officers, officials, employees or volunteers against any such Claim shall not exceed Consultant's proportionate percentage of fault with respect to that Claim; however, pursuant to Civil Code section 2782.8(a), in the event that one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business. Consultant shal meet and confer with City (and, if applicable. other parties) regarding any unpaid defense costs. To the extent Consultant has a duty to indemnify City or any City officers, officials, employees, volunteers and/or agents under this subdivision 3.5.6.2, Consultant shall be responsible for all incidental and consequential damages resulting directly or indirectly, in whole or in part, from Consultant's negligence, recklessness or willful misconduct.
3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements.
3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be the courts in Los Angeles County
3.5.9 Time of Essence. Time is of the essence for each and every provIsion of this Agreement.
3.5.10 City’s Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.
3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.5.12 Assignment or Transfer. Neither party shall assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the other party. Any attempt to do so shall be null and void, and any assignees, hypothecates ortransferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
Il
ATTACHMENT A
3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subcontractors of Consultant. except as otherwise specified in this Agreement.
All references to City include its elected officials, officers, employees, agents and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement,
3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise
3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared nvalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising layoff or termination. Consultant shall also comply with all relevant provisions of any City
ATTACHMENT A
Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party
3.5.22 Counterparts. This Agreement may be executed in counterparts, each of which shall constitute one and the same instrument.
3.5.23 Effect of Conflict
In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, any of its exhibits, attachments, purchase order, or notice to proceed, the provisions of this Agreement will govern and control
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein , without prior written approval of City. Consultant shall require and verify that all subcontractors maintain insurance meeting all of the requirements set forth in this Agreement. Consultant shall ensure that City is an additional insured as required in Section 3.2.10.4. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement. 1+
ATTACHMENT A
CITY OF DOWNEY.
a California municipal corporation
and charter city
Star-Dust Tours, Inc.
a California corporation
By:
Claudia Frometa.
Mayor
Rain$Bz–aM
President
Attest:Attest
Maria Alicia DuaNe, CML
City Clerk Secretary
Approved as to Form:Approved as to Form
Q %/,B..,J+-am Funk
City Attorney
Legal Counsel
15 ATTACHMENT A
EXHIBIT "A"
SCOPE OF SERVICES
As taken from the Request for Proposal signed and submitted by Star-Dust Tours Inc. dba The Bus on September 25, 2023
The City of Downey offers several recreational programs for youth ages 3-14 years as well as adults 18 years and older. For youth programs, there is a seasonal day camp that operates during the summer and other holidays/student free days throughout the year. Participants travel from a park site in Downey, CA to an excursion destination. During week long camps there is typically one all-day field trip from 9am - 4pm and one smaller field trip from 10am –2pm that could include shuttling. Additionally, there are a few youth trips on the weekend originating at a Downey park and traveling within Southern California approximately from 9am – 4pm. For the 3-5 year-old participants there are field trips two times a year where the youth is accompanied by their parent,
Lastly. for the adult programs, there are trips typically on Sundays from a community center to a location within Southern California and occur approximately Bam - 6pm. Additional adult trips will occur during the week with a larger senior population
Vehicle and Accommodations
All buses shall have the following accommodations:
• At minimum of 55/56 passenger capacity
• Public address system
• Communication with firm's base station operation
• ADA Compliant
• Provide a clean on-board bus restroom for rider and staff use Age of Equipment
All vehicles used shall not be more than seven (7) years old at any time during this Contract An exception to this requirement may be granted by the City but will not exceed ten (10) years old Approval in writing must be received from the City prior to assignment of said vehicles.
All vehicles, including spares, must meet the age criteria in order to be acceptable for use under this Contract
Fully functioning air conditioning and heating is critical All vehicles shall be properly certified and meet all requirements of the Federal Motor Vehicle Standards, California Code of Regulations, California Vehicles Code, and Rules and Regulations of the South Coast Air Quality Management District,
Bus Maintenance
The Contractor is responsible for incurring any costs associated with any and all materials, parts, labor, oil and fuel for the buses provided to the City
The Contractor must provide preventative maintenance on all buses in a consistent and frequent manner.
Maintenance records must be available upon City's request.
Transportation failure is unacceptable; however, if such failure occurs, the Contractor must have the ability to repair such failure and/or provide back-up transportation while meeting the schedule time frames for that day. Repairs or backup transportation must be conducted within a one (1) hour period and carried out in a professional, expedient and safe manner on behalf of all passengers Contractor must have standby buses with drivers available at all times. The City will not be required to pay for the duration of time the bus is inoperable
ATTACHMENT A
Furthermore, if the Contractor does not respond adequately, and the City is forced to utilize another method of transportation, the Contractor shall be responsible for paying the difference in fees resulting from the alternate method.
STAFFING, VEHICLE, AND SAFETY REQUIREMENTS
Staff Requirements
The vendor shall comply with all federal, state, and local regulations to include, but not limited to: DOT.
ADA, California DMV, and Cal/OSHA. Drivers employed with the vendor must have previous experience in providing transportation services, must have a valid California Class B driver’s license with Passenger Endorsement, and shall comply with the following:
• Drivers shall have no revocations of their driver’s license in the past five (5) years. • Drivers shall have no moving violations or accidents in the past three (3) years. • Drivers shall be a minimum of 21 years of age
e Drivers shall not use alcohol or drugs while on duty and shall not abuse such at any time • Drivers shall not smoke while on duty or in the presence of clients. • Drivers shall have an appropriate class license
• Drivers shall adhere to all DOT/DMV passenger safety requirements. • The bus operator must deliver superior customer service and demonstrate sensitivity to the special needs of older adults and youth
The bus operator must wear a uniforlu, Drovided by the Contractor• Claims of Damage
Any claims of damage must be reported to the CIty immediately. Any necessary repairs for damage must be submitted in writing with cost estimates and pre-approved by the City before repairs are started
Contractor's Responsibility
The Contractor is fully responsible for their buses while parked on City property or at any destination Any possible damage to buses while parked on City or destination property shall be the full responsibility of the Contractor. This includes any vandalism or damage resulting from acts of God such as flooding, rainstorms, wind damage. etc. Contractor must arrange to remove any damaged buses off City or destination property within 24 hours
Bus Cancellations
The City has the right to cancel buses for any type trip or event due to poor attendance, inclement weather, etc. There will be no cancellation/ change fee charged to the City if the cancellation/ changes are made at least 48 hours in advance. Contractor should specify cancellation policy and who should be notified in their proposal
ATTACHMENT A
EXHIBIT "B"
SCHEDULE OF SERVICES
Camp/Youth Trips
FY 2023/2024 Notes of tentative locations Quantity of Buses with 56 passenger seatin
LG Excursion
October 9th
Tot Time- Fall
1 bus
1 bus
Kidz Town
1 bus
Fall College X
3 buses- 2 for excursion, 1 mini trip shuttle
November 10th
College #iT)Tim
Nov 20, 21, 22- Thanksqivin!
Week 1 (Dec 2024)
e )ec 2024)
Excursion 2), mini trips (2 4
Excursion
1 bus
2), mini trips (2
Januar\1 5th
Februa 5th 1 bus
Februa 12th 1 bus
March 28. 29- Spring Break
mr ak 20= (April 2024)
Tot Time==
= (summer 2024)
U)us- one each day
Excursion (2), mini trips (2
-Xii;ST;ie Children's Museum
Excursion (2), mini trips (2)
Excursion (2), mini trips (2)
Excursion (2), mini trips (2)
2 buses to Downey pool
1 bus to Wilderness parkm:Him=rk (2
GetFit: Seal Beach (2
E-Emo e Tour: San Diego U
Notes
Week 2 (summer 2024)4
Week 3 (summer 2024)
Week 2 (summer 2024'
m< 3 (Summer 2024:
Summer Cnn 2024
Summer Camps June 2024mia?FTa;p=
4dultnps (ADAm Quanti
Fall Excursions 9/24, 10/7, 10/29 12/1 0 6
6 6
6 2
Winter/Spring Excursions
Summer Excursions
Hollywood Bowl
Senior Mingle
Southeast Senior Ball
podger Game
Approximate Total Buses 86
At the time of Professional Service Agreement execution, there will be about 58 buses remaining for FY 2023-2024
Approximately 86 buses for FY 2024-2025.
3 ATTACHMENT A
EXHIBIT "C
COMPENSATION
Star-Dust Tours cost:
Total Cost for Day: $1,050.00 (5-hour minimum)
Hourly Rate: $150.00 (Overtime)
Fiscal Year
FY 2023-2024
FY 2024-2025
Amount of Buses that
seat 56 passengers
58 86
Total Day
Cost
$1 ,050.00
1 ,050.00
Total Amount fo
Fiscal Yea
$60,900
$90,300
ATTACHMENT A