City of Culver City, California
City Council Agenda Item Report
Meeting Date: 05/12/08 Item Number: C-5
AGENDA ITEM: Approval of an Agreement with First Student Charter for Recreation
Program Transportation Services for the Period of June 23, 2008 through June 30,
2009 with an Option to Renew the Agreement by Mutual Consent for a Maximum of
Five Years.
Contact Person/Dept.: Pamela Robinson,
Recreation Manager; and, Dawn Beal,
Recreation Supervisor
Phone Number: (310) 253-6632; and, (310)
253-6645 (respectively)
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification: Master Notification List (05/07/08); Departments – Parks, Recreation,
and Community Service (05/07/08); All City Transportation (05/07/08); First Student
Charter (05/07/08); Four Winds Inc. (05/07/08); Tumbleweed Transportation (05/07/08).
Department Approval: William La Pointe,
Director of Parks, Recreation and
Community Services (04/30/08).
City Attorney Approval:
Carol Schwab (by H. Baker) (05/06/08)
Fiscal Impact Review:
Jeff Muir (05/07/08)
City Manager Approval:
Jerry B. Fulwood (05/07/08)
RECOMMENDATION:
Staff recommends the City Council approve a professional services agreement with
First Student Charter for Recreation Program Transportation Services for the period
of June 23, 2008 through June 30, 2009 with an option to renew the agreement by
mutual consent for a maximum of five years, in an amount not-to-exceed $23,500
per year.
BACKGROUND/ DISCUSSION:
Since its inception, the Recreation Division of the Culver City Parks, Recreation and
Community Services Department has provided an array of activities year round that
require transportation of its participants, including:
• Day Camps that are available to youth when school is not in session during
summer, winter and spring breaks; and
• The Teen Center and After School Programs that offer educational and
recreational excursions during the school year.
On December 20, 2007 the City of Culver City entered into an agreement with First
Student Charter for Recreation Transportation Services in an amount not to exceed
$10,000. This agreement has been fulfilled and a new transportation services
agreement must be put in place. The timing of this item is essential as some
Recreation Division programs that require transportation services will begin during
the week of June 23, 2008. City of Culver City, California
City Council Agenda Item Report
Culver City Municipal Code Section 3.07.070(A) states that the City may award
purchase orders and contracts in any amount for personal & professional services
without engaging in the formal bidding process; provided that, the purchase order or
contract shall be based upon competitive quotations, whenever practical from not
less than three vendors.
Staff contacted and received quotations from two transportation companies used in
the past (Attachments 1 and 2) and two transportation companies that have been
providing transportation services within Culver City (Attachments 3 and 4). The
table below shows a summary of the quotations received:
SERVICE CONTRACT FOR BUS TRANSPORTATION
COMPANY
NAME
AVERAGE
PRICE PER
TRIP
BASE
RATE
# HOURS &
MILES
INCLUDED
IN BASE
RATE
RATE
PER
HOUR
OVER
BASE
RATE
RATE
PER MILE
OVER
BASE
RATE
First Student
Charter $368.00 $310.00
5 hours / No
Limit on
Miles $58.00 None
Four Winds,
Inc. $370.80 $325.80
5 hours / No
Limit on
Miles $45.00 None
Tumbleweed
Transportation $404.00 $337.00
4 hours /
Fifty (50)
Miles $67.00 $1.50
All City
Transportation $640.00 $550.00
5 hours / No
Limit on
Miles $90.00 None
Staff recommends awarding a contract to First Student Charter for recreation
program transportation services for the following reasons: (1) they have provided
the best overall quote; (2) as a past provider of transportation services for the
Recreation Division, this company has the best understanding of our needs; (3) it
has been staff’s experience that First Student Charter has demonstrated outstanding
past practices in the areas of prompt accurate billing, on time pick-up & drop-offs
and excellent customer service. Staff also recommends that the contract include an
option to renew on an annual basis by mutual consent for a maximum of five years.
This would allow staff the time to develop a relationship with Student Charter thereby
establishing a set of standards to continue improving the transportation and
supervision of the youth.
FISCAL ANALYSIS:
There are sufficient funds available for Recreation Program Transportation Services
for the period June 23 through June 30, 2008 in the Fiscal Year 2007-08 budget in
the following account(s): 10132600.619800 (Teen Center – Other Contractual City of Culver City, California
City Council Agenda Item Report
Services); and 10132120.619800 (Camps – Other Contractual Services). Sufficient
funding for these services will also be included in 10132330.619800 (Culver City
After School Program – Other Contractual Services); 10132600.619800 (Teen
Center – Other Contractual Services); and 10132120.619800 (Camps – Other
Contractual Services) in Fiscal Year 2008-09 if the Recreation Division budget is
adopted by the City Council as recommended by the City Manager.
ATTACHMENTS:
1. First Student Charter Bid
2. Four Winds, Inc. Bid
3. All City Transportation Bid
4. Tumbleweed Transportation Bid
MOTION:
That the City Council:
1. Approve a professional services agreement with First Student Charter for
Recreation Program Transportation Services for the period of June 23, 2008
through June 30, 2009 with an option to renew the agreement by mutual
agreement for a maximum of five years, in an amount not-to-exceed $23,500 per
year; and,
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.
MEETING DATE: May 12, 2008
AGENDA ITEM: Approval of an Agreement with First Student Charter for
Recreation Program Transportation Services for the
Period of June 23, 2008 through June 30, 2009 with an
Option to Renew the Agreement by Mutual Consent for a
Maximum of Five Years.
ATTACHMENTS
Page|10101010|4-7
1. First Student Charter Bid
2. Four Winds, Inc. Bid
3. Tumbleweed Transportation Bid
4. All City Transportation BidTel: # 8 0 0 - 3 0 0 - 9 5 9 9 Fax # 3 1 0 - 5 2 7 - 6 4 3 5 TCP #143-A
First![. Student
LA / OC Charter Rates
September 2007 ( A high of 5% will be added to all rates listed
below for the 2008/ 2009 rate structure)
Formally Laidlaw Education Services
All charter rates are based upon our 52/78 passenger school bus. Each bus will hold (52) fifty-two adults or up
to (78) seventy-eight, small, pre-school children. A combination will hold approximately (65) sixty-five.
Local Mid-day School Specials
Monday - Wednesday - Friday
Pick-up 9:00 a.m. & Drop-off 1:30 p.m. 41/2 Hours Maximum $235.00
Pick-up 9:00 a.m. & Drop-off 2:00 p.m. 5 Hours Maximum $260.00
Tuesday & Thursday
Pick-up 9:00 a.m. & Drop-off 1:30 p.m. 41/2 Hours Maximum $260.00
Pick-up 9:00 a.m. & Drop-off 2:00 p.m. 5 Hours Maximum $275.00
Commercial Non-School & Weekend Charter Activities
5 Hours (minimum) $295.00
Additional hourly overtime charges $ 55.00
Split-trip (4 & 4) $460.00
Split-trip is defined as two transfers within the same day to local destinations. Disneyland, Knott's Berry Farm,
Magic Mountain, Raging Waters or other local destinations that will have the bus non-operative for more than
(6) six hours, may qualify for this special spilt-rate
Mountain & Camp Rates
San Gabriel Mountains or Bakersfield or Santa Barbara 12 Hour 1 Day Flat Rate $650.00
• Drop & Pick-Up Including: $850.00
Wrightwood or Frasier Park or Mount Wilson or Arrowhead Springs
San Bernardino Mountains or San Diego 12 Hour 1 Day Flat Rate $650.00
• Drop & Pick-Up Including: $900.00
Lake Arrowhead or Forest Falls or Barton Flats or Big Bear or Idyllwild or San Diego
Excluding taxes, all rates are calculated on an hourly or mileage basis, whichever is greater. Different
destinations other than those listed, may incur other charges, please call for more information. All charter rates
are subject to change without notice. All parking fees are the sole responsibility of the group. All trips are based
on a pre-paid arran . ement, unless grior arrangements have been made.MAR-26-2008 16:29 FROM-Four Winds
3103385442 1-008 P.001/001 F-988
Four Winds, Inc.
5134 1,1f, 100th Street Inglewoed, Cellforn la R5354
SCHOOL BUS TRANSPORTATION
Plane:re - ContrecIa - Horne kSchool
Phone (310) 338-6444
Fax (310) 330-5442
Kate change
Effective February rt, 2008
Dear Field Trip/Sport Director,
It is time to start planning your 2007-2008 school year, field and sport trips.
• Major amusement park drop -off and pick-up, stay as long as you like $ 425.00
• Trips to Santa Barbara area $ 550.00 12 hrs max. $ 45.00 for extra hrs.
• Trips to San Diego area $ 585.00 12 hrs max. S 45.00 for extra hrs.
Seatbelts buses available.
" A 10% discount will be applied to the "Regular Rate" for Culver City Parks & Rec.
Reduced rate from 8:00a.rn to 12:30p.m.
Bus passenger Minimum Hours Total Minimum
Capacity Charge Rate
21-43 (2 per seat) 4 Vi $ 278.00
21-66 (3 per seat) 4 V2 $ 278.00
44-50 (2 per seat) 4 'A $ 288.00
44-78 (3per seat) 4 I A S 288.00
Regular rates all other times. Hourly fee after 5 hrs.
21-43 (2 per seat) 5 $ 352.00 $ 45.00
21-66 (3 per seat) 5 $ 352.00 $ 45.00
44-50 (2 per seat) 5 $ 362.00 $ 45.00
44-78 (3 per seat) 5 $ 362.00 $ 45.00
*Note: (2 per seat) is appropriate comfort for 5th through 12th grade. California P.U.C. Authority,
TCP9744B.CHARTER RATES FOR SCHOOLS UNDER CONTRACT
Effective August 20, 2007
Tumbleweed offers efficient, cost-effective school bus services with seat belts and superior customer service.
l*THREE TO A SEAT IS ONLY FOR FIRST GRADE AND BELOWI
Capacity Charge
Includes
Up to 20 Passengers —3 to a seat*
or 12 Adults
Up to 48 Passengers —3 to a seat*
or 32 Adults
Up to 72 Passengers —3 to a seat*
or 48 Adults
Up to 84 Passengers —3 to a seat*
or 56 Adults
$225.00
$38.00/Hour
$1.50/Mile
$247.00
$40.00/Hour
$1.50/Mile
$289.00
$40.00/Hour
$1.50/Mile
$318.00
$48.00/Hour
$1.50/Mile
Five (5) hours and 50 miles
Each additional hour
Each additional mile
Four (4) hours and 50 miles
Each additional hour
Each additional mile
Four (4) hours and 50 miles
Each additional hour
Each additional mile
Four (4) hours and 50 miles
Each additional hour
Each additional mile
*A $19.00 surcharge per trip will be assessed through 6/30/08 due to
Increases in the cost offuel*
l*THREE TO A SEAT IS ONLY FOR FIRST GRADE AND BELOW1
Contracts/Daily Service
Tumbleweed also provides home-to-school transportation and other daily route and contract services.
Please call us for information and a personalized proposal.
Policies
Payment:
Cancellations:
All charges are due and payable upon invoice. We will fax you a confirmation
when you make your reservation and send you an invoice after the trip.
You may cancel a reservation via fax in writing up to 24 hours prior to the
scheduled start of the trip. If we receive written notice less than 24 hours in
advance, you must pay the minimum charge and none of the fees are refundable.
We look forward to serving your transportation needs in the near future!Mar 19 08 12:52p ALL City Bus lines
1-562-801-1102 p.1
ALL CITY BUS IL,INES MC-
5900 ESPERANZA AVE.
WHITTIER, CA 90606
Fax # - 562-801-1102
Phone # - 562- 254-2950
Date: 3/19108-WEDNESDAY
To: DAWN BEAL
From: FRANK GONZALEZ
Fax #: 310-;'.53-6629
Subject Ct.INTRACT BID
Total Pages with Cover: 4
Notes: AS A REFERENCE OUR STARTING RATES ARE $550.00 FOR THE 'IsT
FIVE HOURS AND $9C .00 EACH ADDITIONAL WITH A 10% FUEL SIR CHARGE
AND 5% P.U.0 TAX. TliE RATES SHOWN HERE ARE AT A DISCOUNTED
PRICE FOR YOUR CONVENIENCE. WE THANK YOU FOR GMNG US THE
OPPORTUNITY TO PLACE A BID AND WE HOPE TO BE WORKING WITH YOU
IN THE NEAR FUTURE. AND REMEMBER ALL BUSES ARE EUQIPPED
WITH RECLINED SENns, TV MONITORS. A-C. AND DVD PLAYERS. 6i•
C12,CITY
10
10,
Mar 19 08 12.63p
ALL City Bus Lines
1-562-801-1102
p.2
ilIMMION1111•IMINCCOMICi1n1111111
INTEROFFICE MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
CC;
03/18/20I )8
Dawn Be 31, Recreation Supervisor
Arames IF White, Recreation Coordinator
Fiscal Ye sr 2008/2009 Tentative Field Trips
I. Summer Camp –June 23 through August 27, 2008
Date Location Pick up
*8/28108 Dodger Gime 11:00am
1000 Elyslan Park
Loa Age, Ca 90012
*711108 Sparks Gine 11:00am
9:00am 4:00pm
1111 S. Figueroa St.
Los Ange1 . 3n, Ca 90015
*7/2/08 Mulligan's 10:00am
1351 W. t spuiveda
Torrance, Ca 90501
(310) 325,3950
*7/9/08 Pacific Ps lc 10:00am
Santa Moriiiza Pier
(310)260-11744
*7/11/08 Northridge Skate land 9:00am
18140 Pa r thanks
Northridge. Ca 91324
(818) 885.7855
*7/18/08 Hurricane Harbor 9:00am
26101 Ma . jic Mt. Parkway
Valencia,
i 91355
(851)255-4100
Drop Off of
Passengers
4:00pm e.1,,25"--/ 0 /
4:00pm 4 1 1"-b2"C-4-6
3:00pm
3:00pm L1-2S2
3:00pm 675-6 °
4:00pm 4"°—
9710 CULVER BOULEVARD CULVER CITY. CA 00232050r"
#00/Z00"4 690S#
XVIdWOO r IVIVOWSW LSA 6Z99 ESZ OTC OI : PT SCICZ'ST'liVW3:00pm
3:00pm ‘st-74-71
4:00prn4,