May 7, 2024
Library and Community Services
DATE: May 7, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager, Community
Services
Ranjana Maharaj, Deputy Director for Community
Services-Recreation
Troy Porter, Recreation Supervisor
Subject:
Bus Transportation for 2024 Summer Camp Excursions
FINANCIAL IMPACT: The proposed $20,000 expenditure is covered using 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
STATEMENT OF THE
ISSUE:
Community Services-Recreation Staff is requesting
approval of a contract with First Student, Inc. to provide bus transportation for 2024 summer camp excursions.
AGENDA
REPORT
May 7, 2024
RECOMMENDED ACTION:
APPROVE a contract with First Student, Inc. to provide
bus transportation services to the City of Richmond
Community Services-Recreation Division for 2024
summer camp excursions, in an amount not to exceed
$20,000, and for a term beginning July 1, 2024, and
ending December 31, 2024 – Community Services
Department – LaShonda White 510-620-6828/Ranjana
Maharaj 510-620-6972/Troy Porter 510-620-6919)
DISCUSSION:
Beginning Monday, June 10, 2024, until Friday, August 9, 2024, the City of Richmond Community Services-Recreation will provide Elevate Summer Camps at the May Valley Community Center and the Richmond Recreation Complex; and Achieve Summer Camps 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 West Contra Costa Public Education Fund (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 14. 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, staff solicited proposals via a Request for Qualifications (RFQ) through Bids Online from numerous transportation providers to provide the transportation needed for the 2024 summer excursions. The RFQ included the following information on the selection process and the criteria for rating the bids.
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.
May 7, 2024
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 the award of a contract.
Staff had the discretion not to recommend a firm if the Staff Review Committee determined if the proposals received did not adequately meet the criteria set forth in the RFQ.
Rating Criteria
The following questions were used by the evaluation committee to rate the proposals:
Experience demonstrated in providing transportation services, i.e., references. Experience demonstrated in managing the company, i.e., 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 below.
Bid Results
Vendor Name
Pricing Notes Rater
Team
Score
Final
Rank
First Student,
Inc.
$16,509 Most competitive bid. Bus yard is
in Richmond, CA
287 1
Delta Charter $41,075 School buses. Buses out of
Stockton Ca, Higher bid
235 6
Zum $46,705 Higher bid 269 2
Bay Area
Charters
$48,520 Higher bid 252 4
Busloop $45,100 Higher bid. Chartered buses. 245 5
Epic Limosine $40,717.50 Higher bid 254 3
D. Harris Tours $34,400 Higher bid. 2nd lowest 229 7
Five vendors submitted a quote, and five standards were used to evaluate these bids.
Upon careful review of the quotes, City staff decided to award the contract to First Student, Inc. City staff is seeking City Council approval for a contract with First Student, Inc. to provide transportation services for the 2024 summer camp excursions in an
May 7, 2024
amount not to exceed $20,000, and for a term beginning July 1, 2024 and ending December 31, 2024.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Bid Project Report