TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF PARKS AND RECREATION
BY: JASON CHACON, DIRECTOR OF PARKS AND RECREATION
DATE: JUNE 24, 2025
SUBJECT: APPROVAL OF FIRST AMENDMENT TO AGREEMENT WITH STAR -DUST TOUR INC. FOR YOUTH AND ADULT FIELD TRIP TRANSPORTATION
SERVICES
EXECUTIVE SUMMARY
The City Council will consider the approval of a one-year extension to the professional services agreement with Star -Dust Tours, Inc. for the continued transportation services for youth and adult field trips. Star -Dust has provided adequate services over the past 18 months for field trips and tours. The extension is necessary to ensure continued service to the community for field trips for youth and adults.
RECOMMENDATION
That the City Council:
Authorize the City Manager, or his designee, to execute Amendment No. 1, an extension of the Professional Services Agreement with Star -Dust Tours, Inc dba The Bus. The extension will be for an additional one-year term through June 30, 2026, in the amount of $187,350.
T_TN Kel lei I
Parks and Recreation offers field trips for the public through different divisions within the department. 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. This program, by making congregate trips to the various destinations, reduces the number of vehicles on the highway, and aids in the elimination of air pollutants and traffic congestion.
For example, there are trips for adults to casinos/museums, specialty trips to the Dodger game, trips for the youth sports programs to colleges, and youth day camps trips to amusement parks. Staff from each Parks and Recreation division books their trip independently, which led to multiple vendors used to supply buses.
In an effort to enter into a contract and streamline the process, a Request for Proposal was opened for charter buses. The proposals were scored by a panel and Star -Dust
FIRST AMENDMENT TO AGREEMENT WITH STAR -DUST TOURS INC.
JUNE 24, 2025
PAGE 2
Tours, Inc. dba The Bus was selected and entered in Professional Services agreement on January 9, 2024 until June 30, 2025 with the option to extend for two one-year extensions.
ANALYSIS
Star -Dust Tours Inc. was desirable due to the long-term experience of similar work with city and school agencies. They are based out of Montebello, CA that provides a proximity and shorter response time to Downey. They have many buses in their fleet and are able to provide ADA accessible buses upon request. Their pricing has remained competitive of $1,150.00 per fifty-six passenger charter bus for a five -hour day trip, $160 for each over time hour, no fuel costs, and no additional fees.
Star -Dust Tours will be utilized to book approximately 117 buses for fiscal year 2025- 2026. This is an increased amount from the previous 2024-2025 fiscal year as more interest and registrations have occurred for Parks programs with some trips maintaining long waitlists.
The majority of Parks and Recreation Department field trips are scheduled during the summer months and therefore the continuation of services with Star Dust Tours Inc. will allow for a seamless transition from June to July and allow trips to remain scheduled.
CITY COUNCIL PRIORITIES
Efficiency & Adaptability
Quality of Life, Safety & Infrastructure
Public Engagement
FISCAL IMPACT
Approval of the recommended action will result in a total appropriation of $187,350 from both Proposition A and Measure R funds that can only be spend on transit and transit related programs and projects. Adequate funds have been included in the Fiscal Year 2025-2026 Proposed Budget. No General Fund monies will be used.
Fund
Account Number
Amount
Prop A
55-4-6230-0700
$172,800
Measure R
56-4-3305-0700
$14,550
Total
$187,350
ATTACHMENTS
Attachment A: First Amendment to Agreement with Star -Dust Tours Inc. and City of Downey
EEM
THIS FIRST AMENDMENT to the above -referenced agreement is entered into on July 1, 2025, by and between Star -Dust Tours, Inc. dba The Bus ("Consultant"), and the City of Downey, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). Together, the City and Consultant shall be referred to as the "Parties."
RECITALS
A. On January 9; 2024, the City entered into an Agreement with Star -Dust Tours, Inc. dba The Bus to provide Youth and Adult Field Trip Transportation services ("Agreement").
B. The Agreement remains in effect through June 30, 2025, with provision for extension.
C. The Parties now wish to amend the Agreement to expand the term of services for a 12-month period starting July 1, 2025 and provide compensation for the expanded scope.
The Parties therefore agree:
1. Section 3.1.2, Term, is amended to extend the term of the Agreement for the 12- month period beginning July 1, 2025, as appearing in the attached "Exhibit A."
2. Section 3.2.2, Schedule of Services, is amended to include the Schedule of Services appearing in the attached "Exhibit B."
3. Section 3.3.1, Compensation, is amended to increase the compensation in the total amount not to exceed $187,350 for the 12-month period beginning July 1, 2025, as appearing in the attached "Exhibit C."
4. Except as modified by this First Amendment, all terms and conditions of the Agreement, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to the Agreement on the date and year first written above.
/_r a r_ 61:I&IA011r_1
Alicia Duarte Dorothy Pemberton
City Clerk Mayor Pro Tem
APPROVED AS TO FORM CONTRACTOR
John Funk Frank Gonzalez Jr.
City Attorney President
EMBOr
A'
SCOPE
As taken from the Requestfor rr rc a l signed andsubmitted yStar-Dust Tours Inc:. dba The Bus on September 2 ", 023.
The City of Downey offers several recreational programs jbryouth ages 2-1 years as well as adults :ill years and alder. Foryauth praagr~arias, there is a seasonal days camp that operates during thesummer and other holidspis/studentfree clays throughout theyear, Participants travelfrom ca park site in Downey, CA to an excursion destination, During week long arras there is typically one all-dqy eld trip rarn lram - 4pm and one small r field traip rorn 6enn 2pm that could include shuttling. Additionally, there are a fewyouth trigs can the weekend originating at a Downey park and traveling within Southern California appro imately rom Maria -- atpm.
Fur the :3-5year-old participants th r e are field trips tcvo times a year where th youth is accompanied by their Laurent.
Lastly, for the cadent programs, them are trips typically an Sundays from a ccarnmunity center to a location within South m C:adfornia and occur approximately ly Barn - 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 firms base station operation
• ADA Compliant
a Provide a clean en -board bus restroom for rider and staff use (charter bus).
A•. 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
Approval «:: a must
•®. received from the City prior to assignment of said
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.
Air Quality Managementi
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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
• 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 uniform, provided 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.
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I
i Camp Week 5 (July 2025)
Excursion (2)� mini trips (2),
Ap pl i Week
ie.` (July
F2025)
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uttle
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Camp Week F 2025)
'Excursion ...
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4=��ey pool
u� IC�6
uP:'I v (July
Playground
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MI 1 sesAd A II I� Ip� • I Downey
11 IAI III @I' ' �IIU wi ml�
Ypool
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park
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ti. t s
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00 College Tour or Special Olympic
M 4Trip.
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Excursion ( )
* •
Nov 2+ 25, 26 Aii►,
Camp Week I (Dec 2025)
fIT' i trjp§
-Excursion
Excursion (2), mini t6ps�m
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Camp
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2026
Excursion 4'q
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College Tour or Special Olympic
Camp Week 1 (June 2026)
�1�
r ek (June ! •
Excursi�' trips
• •
"
* # w
•�'
• t
School
Playground Adv June 2026
2 buses to Downey pool
2 Bus
School
Playground Adv June 2026
2 bus to Wilderness park
2 Bus
Total
Type
Adult Trips (ADA needed)
Notes
Bus
Required
Quantit
Sept: Santa Monica,
Charter
Oct: Moorpark,
Bus
Nov: Arcadia,
Sunday Fall Excursions
Dec: Costa Mesa
8 Sunday Winter/Spring
4 locations: Jan, Feb, March, April
Charter
Excursions
8 Bus
Charter
Sunda Summer Excursions
3 locations: June, July, Aug
6 Bus
Charter
Hollywood Bowl
July & Aug2025
6 Bus
Charter
Senior Mingle
Weekday
1 Bus
Charter
Southeast Senior Ball
Weekend May 2026
2 :Bus.
Charter
Dodger Game
June 2026
12 Bus
Approximate Total from July 1, 2025 — June 30, 2026 117 Approximately 86 buses were used for FY 2024-2025.
Approximately 117 buses total for FY 2025-2026.
Star -Dust Tours cost:
July 1, 2025-June 30, 2026
Total Cost for Day:
Hourly Rate beyond 5 hours
EXHIBIT "C"
COMPENSATION
$1,150.00 (5-hour minimum)
$160.00 (Overtime)
117 trips @ $1,150.00 for 5 hours = $134,550
330 overtime hours @ $160/hour= $52,800
Fiscal
Amount
Base Cost
Subtotal
Amount
Overtime rate:
Subtotal
' Approximate
Year
ofBuses
for 5
Base Cost
of 'per
hour beyond
Overtime
Total Amount for
that seat
hours
Overtime
5 hour base
Cost
Fiscal Year
56 Hours
2025-2026
passeng
ers
2025
-026
117
$1,150
$134,550
330
$160/hour
$52,800
$187,350