TO:
VIA:
FROM:
DATE:
Placentia Cit Council
CITY COUNCIL
CITY ADMINISTRATOR
DIRECTOR OF COMMUNITY SERVICES
MARCH 7, 2023
AGENDA REPORT
SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH CALIFORNIA
YELLOW CAB FOR SENIOR TRANSPORTATION SERVICES
FISCAL
IMPACT: FY 2022-23
EXPENSE $40,800 (184071-6401 & 194071-6401)
REVENUE $32,640 OCTA Measure M Funding (184071-4092)
$ 8,160 Air Quality Management District Funds
(194071-4092)
FY 2023-24 to FY 2024-25
EXPENSE: $326,400 (184071-6401 & 194071-6401)
REVENUE:
SUMMARY:
$261,120 OCTA Measure M Funding (184071-4092)
$ 65,280 Air Quality Management District Funds
(194071-4092)
Previous to the COVID-19 pandemic, the City provided transportation services to the Senior Center Monday through Friday for seniors in the community. The Senior Mobility Program (SMP) also included additional trips for seniors throughout Orange County. The City funds this program through a grant agreement with the Orange County Transportation Authority ("OCTA") in which OCTA provides 80% of the annual operating cost and the balance is provided through Air Quality Management District ("AQMD") grant funds.
In December 2022, the City issued and publicly released a Request for Proposals ("RFP") to reinstate senior transportation services. The City received two (2) proposals for these services.
After a thorough review of the bid proposals received, Staff recommends that the City Council award a Professional Services Agreement to California Yellow Cab ("CYC"), based upon their response to the requirements of the RFP, their qualifications, and their experience in providing these types of services.
This action will award a two-year agreement to CYC in a not -to -exceed annual amount of $163,200 with the option to extend for three (3) additional one-year terms, based upon contractor performance and at the discretion of the City, in an amount not -to -exceed 110% of the annual
1.d.
March 7, 2023
City Council Agenda
March 7, 2023
contract amount of $179,520. Additionally, this action will approve Resolution No. R-2023-13 to add the grant revenues and expenditures to the Fiscal Year 2022-2023 budget.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a two (2) year Professional Services Agreement with California Yellow Cab for senior transportation services from the date that the agreement is fully executed in a not - to -exceed annual amount of $163,200 with the option to extend for three (3) additional one- year terms; and
2. Authorize the City Administrator to approve the eligible contract term extensions for three (3) additional one-year terms, based on contractor performance and at the discretion of the City, in an amount not -to -exceed 110% of the annual contract amount of $179,520 per year; and
3. Adopt Resolution No. R-2023-13, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
4. Authorize the City Administrator to execute the necessary documents, in a form approved by the City Attorney.
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
Previous to the COVID-19 pandemic, the City provided transportation services to the Senior Center Monday through Friday for seniors in the community. The Senior Mobility Program (SMP) also included additional trips for seniors throughout Orange County. The City funds this program through a grant agreement with the Orange County Transportation Authority ("OCTA") in which OCTA provides 80% of the annual operating cost and the balance is provided through Air Quality Management District ("AQMD") grant funds.
Keolis Transit Services, LLC. ("Keolis") was the contracted service provider of the senior transportation service, prior to the COVID-19 pandemic and held an agreement with the City through June 30, 2022. The City halted senior transportation services in March 2020 in order to comply with the Statewide Stay -at -Home orders. The City intended to resume transportation services following the relaxation of the Statewide Stay -at -Home orders utilizing services from Keolis as the existing contracted provider.
City Council Agenda
March 7, 2023
However, in May 2020, the City received notice, that due to the COVID-19 pandemic, Keolis would no longer support services for senior transportation in Orange County and would be shutting down their local operations. Placentia and six (6) other nearby Orange County agencies were affected by Keolis' termination of local services. Keolis requested early termination of the contract with the City for transportation services. Due to the pandemic and the termination of the contract with Keolis, the City was not able to reinstate senior transportation services. Given these circumstances, OCTA halted senior transportation allocation payments to the City and withheld funds with the agreement that funds will be dispersed upon reinstatement of services. The current funds withheld at OCTA and belonging to the City, total $165,000.
Per program guidelines, following relaxation of the Stay -at -Home Orders, the City released a Request for Proposals (RFP) to hire a new transportation contractor and reinstate services. The RFP was released three (3) separate times over the course of two (2) years. The City did not receive any responses to the RFP during this timeframe, which caused an unanticipated further delay in the reinstatement of services.
In December 2022, the City once again released the RFP for senior transportation services. On January 12, 2023, the City received two (2) proposals to provide daily transportation services for seniors in the community. The following table provides the bid amount received from the contractors:
Contractor Proposal Amount
California Yellow Cab Daily Average Rate: $ 600.00
American Transportation Inc. Daily Average Rate: $1,074.00 After review of the proposals received, California Yellow Cab ("CYC") is the most qualified and cost-efficient vendor to provide senior transportation services to the City. Staff recommends the City Council award a two (2) year contract to California Yellow Cab for a not -to -exceed annual amount of $163,200. If the contract is approved, California Yellow Cab will provide these services under a Professional Services Agreement beginning April 3, 2023.
Prior to the COVID-19 pandemic the City provided an average of over 4,000 trips per fiscal year for seniors from their homes to the Senior Center and to other locations throughout Orange County in accordance with the SMP. The City intends to offer the program in the same format as previously offered and anticipates a similar number of yearly trips. The services provided beyond the base bid would include additional in -County trips for seniors to be determined on an as -needed basis and offered as funding permits.
FISCAL IMPACT:
The agreement with CYC is for a not -to -exceed annual amount of $163,200 per year. The term of the agreement is for two (2) years with the option to extend for three (3) additional one-year terms, based upon contractor performance and at the discretion of the City, in an amount not -to -exceed 110% of the annual contract amount of $179,520 per each additional year should the contract be extended.
City Council Agenda
March 7, 2023
The CYC agreement includes providing the vehicles, drivers (qualified and specifically trained), gas, maintenance, dispatch services, and insurance. The City funds this program through a grant agreement with the Orange County Transportation Authority ("OCTA") in which OCTA provides 80% of the annual operating cost and the balance is provided through Air Quality Management District ("AQMD") grant funds. The current funds withheld at OCTA and belonging to the City, total $165,000. The City shall use all the currently withheld funds from OCTA and the newly allocated grant funds that will be dispersed in Fiscal Year 2023-2024, to provide services through the term of the contract. Given, that the program is funded utilizing grant funds from the OCTA and AQMD, no general fund dollars will be used for these services. Should the City Council approve the Professional Services Agreement with CYC and Resolution No. R-2023-13, a budget amendment will be made to reflect the grant expenditures and revenues in the Fiscal Year 2022-2023 operating budget under Miscellaneous Grant Funds and AQMD. Additional funding associated for the remainder of the contract, shall be identified during the regular budget preparation process.
Prepared by:
Revi w d and approved:
PleVVIA
Karen Crocker
Veronica Ortiz
Community Sery upery = Director of Community Services
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
City Administrator
Attachments:
1. Professional Services Agreement with California Yellow Cab
2. Resolution No. R-2023-13