City Council
Report
City Council Meeting: January 28, 2020
Agenda Item: 3.B
1 of 4
To: Mayor and City Council
From: Susan Cline, Director, Public Works, Cemetery
Subject: Award Request for Proposal and enter into Agreement with Carriage Transit Solutions, Inc. for Woodlawn Mortuary Transportation Services Recommended Action
Staff recommends that the City Council:
1. Award RFP #226 to Carriage Transit Solutions, Inc., a California-based company, for Decedent Transportation Services for the Public Works Department;
2. Authorize the City Manager to negotiate and execute an agreement with Carriage Transit Solutions, Inc., in the amount not to exceed $25,000 for one year, with four additional one-year renewal options in the amount of $25,000, on the same terms and conditions, for a total amount not to exceed $125,000 over a five-year period, with future funding contingent on Council budget approval.
Summary
The City-owned Woodlawn Cemetery, Mausoleum and Mortuary provides decedent transportation services for mortuary cases through the use of a mortuary transportation contractor. These services are vital to the operation of the mortuary. Staff recommends awarding an agreement with Carriage Transit Solutions, Inc. for a total not to exceed $125,000 over a five-year period for decedent transportation services.
Discussion
Woodlawn began providing mortuary services in June 2011. The mortuary provides the community with the convenience of arranging for end-of-life services in one location.
Decedent transportation has been contracted out since Woodlawn began offering mortuary services in 2011. Contracting mortuary transportation services benefits the public due to the cost, risk and expertise required for the services. The City awarded a contract to Beacon Mortuary, Inc. in 2018 for combined mortuary and transportation services. Subsequently, Beacon Mortuary’s ownership structure changed and it no 2 of 4
longer had staff that could facilitate decedent transportation services within the necessary time frame outlined in the contract. Beacon Mortuary is still fully capable of offering mortuary services, which include decedent preparation and cremation, because those services are scheduled in advance and are not restricted by a two-hour response time. However, Beacon Mortuary is no longer capable of providing decedent transportation services that the City relies upon for its operations at Woodlawn.
The ability to provide timely, around-the-clock transport of decedents from any location to the City’s mortuary is vital to Woodlawn’s operation and to the families it serves. Staff issued an RFP for decedent transportation services and received only one response, from Carriage Transit Solutions, Inc. Staff recommends awarding an agreement with Carriage Transit Solutions, Inc., for these services. If approved, the services provided by Carriage Transit Solutions, Inc. would be paid for by the City, but then immediately recovered from the client families during funeral arrangement conferences as part of the cemetery’s revenues. The charges are based upon a “per decedent” charge from the vendor.
Past Council Actions
05/22/2018
(Attachment A)
Approved contract with Beacon Mortuary, Inc. for Mortuary and Transportation Services
Vendor Selection
Bidder Recommendation
Best Qualified Firm Best Qualified Firm
Evaluation Criteria A maximum of 100 points may be awarded based upon the quality and thoroughness of the proposer’s response to each evaluation factor as follows.
Experience and Technical Competence: Up to 30 points.
Based on relevant experience of key personnel based on
resumes and documented experience, training, and proven expertise in the area of mortuary operations.
Cost of Services, Cost Control: Up to 20 points. Based on contractor’s overall cost proposal for mortuary and transportation services.
Ability to Meet Project Work Plan and Timeliness: Up to 20 points. Based on the contractor’s ability to perform the work within the desired time frame and past experience in assembling 3 of 4
a highly qualified staff. Efficiency and timeliness in completion of projects; specifically note response time for decedent transport.
Stability/References: Up to 20 points. Based on evaluation of proposer’s work for similar mortuary and decedent transport services.
Proximity of Facility: Up to 10 Points. Based on the proximity of Contractor’s facility to Woodlawn Cemetery, Mausoleum & Mortuary. Contractor’s ability to respond to requests for service timely and within limits set herein.
Municipal Code SMMC 2.24.190
RFPs Received
Carriage Transit Solutions, Inc.
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
04/24/2019 City's Online
Bidding Site Santa Monica Daily Press 8 07/10/2019
Justification to Award
Staff received only one proposal from Carriage Transit Solutions, Inc., for decedent transportation services. Upon receiving the single bid, staff verified that the RFP was distributed to qualified firms. Several firms were contacted to find out why they did not submit proposals. One firm forgot about the application deadline even though a reminder was sent, and another firm did not submit a proposal because it provides services to local competitors. Carriage Transit Solutions meets the qualifications to provide decedent transportation services. Based on this criteria and criteria in SMMC 2.24.190, staff recommends Carriage Transit Solutions, Inc. as the best qualified firm. Staff contacted a reference for Carriage Transit Solutions, Inc., and the reference spoke highly of Carriage Transit Solutions, Inc.’s professionalism and respectfulness while transporting decedents.
Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Cemetery Fund to award an agreement with Carriage Transit Solutions, Inc. for decedent transportation services. 4 of 4
Agreement Request
Request Amount
FY 2019-20 Budget
Public Works Department
Total Contract
Amount
$25,000 59500001.550120 $125,000
Future year funding is contingent on Council budget approval.
Prepared By: Adam Lopez, Cemetery Administrator
Approved Forwarded to Council
Attachments:
A. May 22, 2018 Staff Report
B. CTS Oaks Initiative Signed