TO: Mayor and City Council
FROM: Philippe Eskandar, City Manager
BY: Cathi Johnson, Community Services Director
DATE: May 8, 2024
SUBJECT: AWARD OF BUS TRANSPORTATION SERVICES
AGREEEMENT TO MISSION SCHOOL TRANSPORTATION,
INC. IN THE AMOUNT OF $42,500
STRATEGIC PLAN CRITICAL SUCCESS FACTORS
Efficient, Responsive, and Effective City Services
Safe Community
BACKGROUND
The Community Services Department offers summer camps in which participants go on weekly field trips and frequently visit the San Marino High School pool. The Department utilizes a professional bus transportation company to get the participants and staff safely to and from each location.
In order to ensure that the Department is receiving the best service and price, a request for proposal (RFP) was developed. The RFP was posted on the City’s website on March 7 and closed on March 28 at 5 PM. In addition, the RFP was emailed directly to eight vendors.
DISCUSSION
In the three weeks that the RFP was open, two bids were received from Mission School Transportation, Inc. and First Student, Inc. After carefully reviewing the two vendors’ qualifications, experience, and understanding of the scope of work, they were both deemed qualified. However, Mission School Transportation, Inc. offers lower pricing than First Student, Inc. and has a wider breadth of experience working with municipalities.
Steven W. Huang, DDS, Mayor
Gretchen Shepherd Romey, Vice Mayor
Tony Chou, Council Member
Calvin Lo, Council Member
Steve Talt, Council Member
The total cost of the proposal by First Student was submitted at $50,525 compared to Mission School Transportation’s proposal of $42,340.
Mission School Transportation, Inc. comes highly recommended from its references and has prior experience working for the City of San Marino as the City’s current transportation provider. Therefore, the Department recommends awarding the bus transportation services agreement to Mission School Transportation, Inc.
FISCAL IMPACT & PROCUREMENT REVIEW
The City plans on funding the cost of transportation with Proposition A funds received from the Metropolitan Transportation Authority (MTA, “Metro”). The FY 2024-25 proposed budget includes $42,500 in Account No. 207-62-4208- 0000, Bus Transportation, to cover the transportation costs.
The Interim Finance Director has reviewed this report and determined this is in accordance with S.M.C.C. 02.06.05.B.2.
LEGAL REVIEW
The City Attorney's office has reviewed and approved as to form.
RECOMMENDATION
Staff recommends the Council award the bus transportation services agreement to Mission School Transportation, Inc. If the City Council concurs with Staff’s recommendation, an appropriate motion would be:
“I move to award a Vendor Agreement to Mission School Transportation, Inc., in the amount of $42,500 for youth related bus transportation services, with the City Manager being authorized to execute the agreement on behalf of the City, as well as four one-year contract extensions subject to satisfactory performance.”
ATTACHMENTS
1. Vendor Agreement
2. RFP For Transportation Services
3. MST Proposal for Transportation Services