June 20, 2023
Community Development
DATE: June 20, 2023
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager
Ranjana Maharaj, Deputy Director for Community
Services-Recreation
Troy Porter, Recreation Supervisor
Subject:
Contract with Santa Barbara Transportation Corp for
Summer Camp Excursions
FINANCIAL IMPACT: The proposed $30,000 expenditure has been requested for the fiscal year 2023-2024 budget cycle in the following account strings:
ACHIEVE PROGRAM SITES:
Booker T. Anderson Community Center - 01253251-
400223-40F01
Nevin Community Center - 01253451-400223-40F01
Parchester Community Center - 01253851-400223-
40F01
Shields Reid Community Center-01253551-400223-
40F01
ELEVATE PROGAM SITES:
May Valley Community Center - 01253951-400223
Richmond Recreation Complex - 01253751-400223
PREVIOUS COUNCIL
ACTION:
None.
AGENDA
REPORT
June 20, 2023
STATEMENT OF THE
ISSUE:
Community Services-Recreation staff members are
requesting approval of a contract with Santa Barbara
Transportation Corp to provide bus transportation for
2023 summer camp excursions.
ECOMMENDED ACTION:
APPROVE a contract with Santa Barbara Transportation
Corp in an amount not to exceed $30,000, to provide bus transportation services to the City of Richmond
Community Services-Recreation for the 2023 summer
camp excursions, for a term beginning July 1, 2023 and
ending on December 31, 2023 – Community Services
Department (LaShonda White 510-620-6512/Ranjana
Maharaj 510-620-6972/Troy Porter 510-621-1056).
DISCUSSION:
Beginning Monday, June 12, 2023, through Friday, August 4, 2023, the City of Richmond Community Services-Recreation will provide Elevate Summer Camp at the May Valley Community Center and the Richmond Recreation Complex; and Achieve Summer Camp at the Booker T. Anderson, Nevin, Shields Reid, and Parchester Community Centers.
The Elevate Summer Camp is an at cost summer camp opportunity where participants enjoy activities, games, sports, and special events. The Achieve Summer Camp is a no cost summer camp provided in collaboration with the West Contra Costa Unified School District and the Ed Fund. The camps include an educational component to help prevent summer learning loss while in a fun and interactive environment.
Both camps are designed to enrich the lives of youth ages 6 through 12. Each summer, to augment the camp curriculum, excursions are offered as a supplement to daily activities. These excursions are a traditional and integral part of each participant’s experience. Due to the large number of participants, bus transportation services are needed to manage the excursions effectively.
Therefore, City staff solicited proposals through Bids Online from numerous transportation providers to provide the transportation needed for the 2023 summer excursions. The solicitation included the following information on the selection process and the criteria for rating the bids.
June 20, 2023
General:
The City’s overall objective is the selection of a highly qualified transportation company to provide bus trips at a reasonable cost. Within its overall objective, it is also the City’s intent that:
The selection process be fair and open.
The selection of the transportation company be based on clearly stated objective criteria.
Proposals be evaluated by a qualified evaluation committee.
Selection Process and Evaluation Criteria:
The selection process started with the receipt of proposals from interested firms.
The proposals were reviewed by an evaluation committee using the “Proposal Rating Matrix” to determine the most responsible bidders and to make a recommendation regarding award of a contract.
City staff reviewed the proposals to determine if they met the criteria set forth in the solicitation.
Rating Criteria
The following criteria was used by the evaluation committee to rate the proposals:
Experience demonstrated in providing transportation services (e.g.., references, etc.)
Experience demonstrated in managing the company (e.g., internal controls, management personnel, etc.)
Background and skills demonstrated in understanding of the requirements of State Laws
Proposed price
Flexibility and Reliability
The bid results are summarized in the following table.
June 20, 2023
Bid Results
Vendor Name
Pricing Notes Rater
Team
Score
Final
Rank
Santa Barbara
Transportation
$24,700 School buses. Handled bus trips in
2022. Buses are out of Pittsburg,
CA
288 1
Delta Charter $23,825 School buses. Buses out of
Stockton Ca
283 2
Zum $31,315.92 Higher bid 271 3
Code 3
Transportation
$49,455 Higher bid 264 4
Busloop $45,700 Higher bid. Chartered buses. 263 5
Five vendors submitted a quote, and five standards were used to evaluate these bids.
Upon careful review of the quotes, the bid was awarded to Santa Barbara Transportation Corporation. City staff is seeking City Council approval for the contract with Santa Barbara Transportation Corporation to provide transportation services for the 2023 summer camp excursions.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 2 – Bid Project Report
Attachment 3 – Solicitation