October 1, 2024
Library and Community Services
DATE: October 1, 2024
TO: Mayor Martinez and Members of the City Council
FROM:
LaShonda White, Deputy City Manager- Community
Services
Ranjana Maharaj, Deputy Director of Community
Services Recreation
Jene Levine-Snipes, Development Project Manager
Tetteh Kisseh, Recreation Supervisor
Subject:
Contract with Epic Limousine for Youth Outdoors
Richmond Transportation
FINANCIAL IMPACT: The proposed $29,300 expenditure is funded by the State of California Department of Parks and Recreation.
All expenditures are included within the Recreation
Division budget in Account String 10651051-400223-
25G12 as indicated below:
Fiscal Year 24-25 - $16,020
Fiscal Year 25-26 - $13,280
PREVIOUS COUNCIL
ACTION:
September 14, 2021- Authorization to submit grant
application for the Outdoor Equity Grant funds
October 18, 2022- Accept and Appropriate Outdoor
Equity Grant funds
STATEMENT OF THE
ISSUE:
Community Services-Recreation received $700,000 in
Outdoor Equity Grant funds for the Youth Outdoors
Richmond Program. Community Services-Recreation is
requesting City Council approval of a contract with Epic Limousine to provide transportation services to support the Youth Outdoors Richmond Program.
AGENDA
REPORT
October 1, 2024
RECOMMENDED ACTION:
APPROVE a contract with Epic Limousine to provide
transportation services for the Youth Outdoors Richmond Program in the amount of $29,300 for a term beginning
October 1, 2024, to July 31, 2025 – Community Services
Department (Tetteh Kisseh 510-620-6919/ Ranjana
Maharaj 510-620-6972/Jene Levine-Snipes 510-307-
8132).
DISCUSSION:
On September 14, 2021, Community Services-Recreation applied for a grant in the amount of $700,000 from the State of California Department of Parks and Recreation for the Youth Outdoors Richmond Program. On May 27, 2022, Community Services- Recreation was awarded the Outdoor Equity Grant funds for the Youth Outdoors Richmond Program.
The Youth Outdoors Richmond Program is a combination of volunteer work, activities and field trips designed specifically for Richmond youth and their extended families and friends. Program participants get a chance to experience activities in the community, local and regional natural area trips, activities for both education and self-discovery, and nature exploration. Some of the field trips so far have been conducted using city vehicles. Staff would like to expand this program to include more youth and families which will require buses to transport the participants and their families on excursions.
On January 30, 2024, staff solicited Requests for Quotes (RFQ) through the city’s BidsOnline system for Bus/Transportation services for the Youth Outdoors Richmond Program. The deadline to respond to the RFQ was February 6, 2024, and six vendors submitted a quote. Five standards were used to evaluate these quotes.
Selection Process and Evaluation Criteria
The proposals were reviewed by an evaluation committee using a proposal rating matrix to determine the most responsible bidders and to make a recommendation regarding the award of a contract. The following criteria was used by the evaluation committee to rate the proposals:
Experience demonstrated in providing transportation services, including review of 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
October 1, 2024
The received RFQs and ratings were as follows:
VENDOR NAME AMOUNT RATING TEAM
SCORES
RANK
Vol-Ten/Delta $54,000 210 4
True Elegance $32,560 250 2
Epic Limousine $29,300 264 1
Lux Bus America $42,854 225 3
Bay Area Charter $43,660 200 5
D. Harris $25,200 45 6
Upon careful review of the quotes, City staff provided the top cumulative score to Epic Limousine who was very responsive, has experience providing the services, and provided the information requested in the rating criteria. Although D. Harris was the apparent lowest bidder, they did not provide all the information that was requested for review during the evaluation process and the proposal received did not adequately meet the criteria set forth in the RFQ. Therefore, City staff is seeking City Council approval for a contract with Epic Limousine to provide transportation services for the Youth Outdoors Richmond Program.
DOCUMENTS ATTACHED:
Attachment 1 – Contract with Epic Limousine
Attachment 2 – Bid Report