City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: NOVEMBER 28, 2023 FROM: PARKS, RECREATION AND COMMUNITY WARDS: ALL
SERVICES DEPARTMENT
SUBJECT: REQUEST TO PURCHASE (4) 16-PASSENGER PARATRANSIT VEHICLES FOR THE SPECIAL TRANSPORTATION DIVISION THROUGH THE CALIFORNIA ASSOCIATION FOR COORDINATED TRANSPORTATION/ MORONGO BASIN TRANSIT AUTHORITY PURCHASING COOPERATIVE, CONTRACT #20-01, IN THE AMOUNT OF $762,764.72 FULLFILLED BY A-Z BUS SALES, INC. BASED OUT OF COLTON, CA ISSUE:
Authorize the purchase of (4) 16-passenger paratransit vehicles for the Special Transportation Division within the Parks, Recreation and Community Services Department. This purchase will be made through the California Association for Coordinated Transportation/Morongo Basin Transit Authority Purchasing Cooperative, Contract #20-01, in the amount of $762,764.72 fulfilled by A-Z Bus Sales, Inc. based out of Colton, CA.
RECOMMENDATIONS:
That the City Council:
Approve the purchase of (4) 16-passenger paratransit vehicles for the Special Transportation Division in the amount of $762,764.72 from A-Z Bus Sales, Inc. in accordance with Purchasing Resolution No. 23914, Section 602 (f); and, Authorize the City Manager, or designee, to execute the purchase orders with A-Z Bus Sales, Inc. including making minor and non-substantive changes.
BACKGROUND:
The Special Transportation Division of the Parks, Recreation and Community Services Department operates the Riverside Connect service within the city limits of Riverside. It was established in 1975, through a mutual agreement between the City of Riverside and the Riverside Transit Agency (RTA) to provide paratransit services to seniors over the age of 60 and ADA certified individuals.
Riverside Connect provides a service seven days a week, 363 days a year and has a fleet of 36 minibuses. Riverside Connect allows seniors and individuals living with a disability the ability to live an independent life by providing equitable access to transportation. Riverside Connect has provided on average over 400 rides per day and has traveled over 400 miles per year transporting senior and disabled residents throughout the City of Riverside.
Several key factors underscore the significance of this service for our residents:
Independent Living: For elderly residents and individuals with disabilities, Riverside Connect is instrumental in promoting an independent lifestyle. Riverside Connect empowers individuals to access essential services, healthcare services, and community activities without reliance on caregivers or family members.
Accessibility and Inclusivity: Riverside Connect ensures that individuals with disabilities have equal access to transportation, especially those who may face challenges using traditional public transportation due to mobility impairments.
Healthcare Access: Riverside Connect facilitates access to vital healthcare services such as medical appointments and dialysis treatments. Reliable transportation to healthcare contributes to the overall well-being of the community.
Reduction of Isolation: Riverside Connect mitigates social isolation by connecting individuals who may have difficulty using traditional public transportation. Having the ability to use accessible reliable transportation helps combat feelings of isolation amongst the senior and disabled community.
Employment Opportunities: The transportation services Riverside Connect provides are a key component in enabling individuals with disabilities the opportunity to participate in the workforce. Riverside Connect provides a reliable and accessible means to commute to and from work.
Community Engagement: Riverside Connect contributes to community engagement by enabling individuals to participate in social, cultural, and recreational activities. Participation in these types of activities fosters a sense of belonging and community.
Emergency Evacuation and Disaster Response: When called upon by first responders, Riverside Connect can assist with the safe and timely evacuation of individuals with disabilities and those requiring special assistance during emergencies.
Riverside Connect is a cornerstone of an inclusive and compassionate community. By addressing transportation services, Riverside Connect contributes to the overall well-being, independence, and active participation of diverse community members. The continued support and enhancement of Riverside Connect aligns with the City’s commitment to creating a community that is accessible and supportive to all. Riverside Connect is 100% funded by State and Local Transportation funds and has no impact to the general fund.
Purchasing Resolution No. 23914, Section 602 (f) states that competitive procurement shall not be required when goods or services can be procured from a contractor who offers the same or better price, terms and conditions as the contractor previously offered at the lowest responsible bidder under competitive procurement or negotiations conducted by the City or another public agency.
DISCUSSION:
Using federal grant funds together with State Transportation Act funds, the Parks, Recreation and Community Services Department plans to purchase (4) 16-passenger paratransit vehicles for use by the Special Transportation Division. The purchase of these vehicles will allow Special Transportation to replace vehicles that have reached or exceeded 150,000 miles, in adherence with the Federal Transit Administration’s (FTA) useful life replacement schedule. Special Transportation will replace 4 out of 36 vehicles within its existing fleet.
The vehicles will be purchased under the California Association for Coordinated Transportation (CalACT)/Morongo Basin Transit Authority (MBTA) purchasing schedule, utilizing the cooperative contract based on Request for Proposal #20-01, for the same unit price of $190,691.18 for the 16-passenger vehicle. Morongo Basin Transit Authority posted Request for Proposal No. 20-01 Rev. 9 FINAL (ICE) for the Joint Procurement for Accessible Transit/Paratransit Vehicles on behalf of the California Association for Coordinated Transportation (CalACT) Member Agencies on July 14, 2021.
The Request for Proposal had nine addendums which updated the Procurement schedule, added boilerplate language, and updated information on various requested items. Q&A submissions were due by November 13, 2020, and their responses were posted by December 18, 2020.
Seven proposals were received and evaluated based on a variety of factors. Non-Cost Factors were worth 50% of the score, and scored based on the following categories: References, Warranty Provisions and Warranty Administration Plan, Customer Service and Parts Support, Proposer Manufacturer Converter Qualifications and Experience. Cost Factors worth the other 50% of the score consisted of Pricing.
A-Z Bus Sales, Inc. was the only vendor to propose on the Glaval brand buses and scored 88.93% on their submission. A percentage of 85% and higher was required to qualify as responsive. As such, A-Z Bus Sales, Inc. entered into an MBTA Contract for the Purchase of Paratransit Vehicles for Glaval and CorCal Vans on September 9, 2021. On August 12, 2022, the first amendment was executed, increasing the prices in accordance with cost increases due to widespread vehicle shortages and supply chain issues. On September 9, 2023, the second amendment was executed which extended the contract expiration date by one year to September 8, 2024.
Of the six awarded vendors, the City of Riverside Selected A-Z Bus Sales, Inc. as the City requires Glaval brand buses to keep standardized brands across all City minibuses.
Company Name
Location
Brand of Bus/Van Awarded
ABC Bus, Inc.
Winter Garden, FL
Grande West Vicinity CNG
Diesel
A-Z Bus Sales, Inc.
Colton, CA
Diamond
Elkhart
Glaval NorCal
Vantage Mobility
Creative Bus Sales
Chino, CA
ARBOC
Braun
Champion
Driverge
Eldorado Advantage
Forest River
LoneStar
Mobility Trans
StarCraft
Star Trans
Davey Coach Sales, Inc.
Norwalk, CA
Driverge
New England Wheels
TCI Mobility
Turtle Top
Masters Transportation, Inc.
Belton, MO
Master’s Specialty Vehicles
RO Bus Sales, Inc.
Las Vegas, NV
Fenton
Sunset
A-Z Bus Sales, Inc. were awarded the contract for Glaval NorCal buses, which is the brand of vehicle the City of Riverside has deemed suitable to purchase. The Agreement with A-Z Bus Sales, Inc. was executed on September 9, 2021. It was extended by Amendment to expire on September 8, 2024.
Purchasing Resolution No. 23914 Section 602(f) states that Competitive Procurement is not required “when Cooperative Purchasing is available and undertaken or when Goods can be obtained through Federal, State and/or other public entity pricing contracts or price agreements.” The Purchasing Manager concurs that the recommendation action is in compliance with Purchasing Resolution No. 23914 Section 602(f).
STRATEGIC PLAN ALIGNMENT:
Riverside Connect contributes to Strategic Priority 6 – Infrastructure, Mobility & Connectivity, which ensures safe, reliable infrastructure that benefits the community and facilities connection between people, place, and information.
The transportation service provided by Riverside Connect aligns with the Infrastructure, Mobility & Connectivity Priority 6, and contributes to Strategic Goal 6.1 in addressing the transportation needs of the Senior and Disabled residents of Riverside.
This action aligns with the following Cross-Cutting Threads:
Community Trust – Riverside Connect benefits the City’s diverse populations, and result in greater public good.
Equity – Riverside Connect ensures that equitable transportation is available to all seniors and disabled residents within the City limits of Riverside.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City’s financial resources while providing quality public services to all.
Innovation – Riverside Connect is committed to using the latest technologies to better serve the transportation needs of our senior and disabled residents.
Sustainability and Resiliency – Riverside Connect is committed to meeting the transportation needs of the present without compromising the needs of the future and ensuring the City’s capacity to persevere, adapt and grow during good and difficult times alike.
FISCAL IMPACT:
The total fiscal impact of this action is $762,764.72 and is fully funded via Federal and State grants. Sufficient funds are budgeted and available in the following expenditure accounts as listed in the table below.
Fund
Program
Account
Amount
Special Transit
CNG Minibus Replacement
9409500-440220
$146,676.00
9409520-440220
$135,305.00
9409510-440120
$480,783.72
Total
$762,764.72
Prepared by: Pamela M. Galera, Parks, Recreation and Community Services Director Certified as to
availability of funds: Kristie Thomas, Finance Director/Assistant Chief Financial Officer Approved by: Kris Martinez, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachments:
A-Z Bus Sales, Inc. Purchase Quote
Morongo Basin Transit Amendment No. 2 – Contract No. 20-01-AZ for Norcal/Driverge and Glaval California Association for Coordinated Transportation / Morongo Basin Transit Authority Contract, Request for Proposal #20-01 AZ Glaval and NorCal – ICE Participants List Request for Proposal #20-01
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