HomeMy WebLinkAboutItem 2g: Contract with Arcadia Unified School District for Transporation Services for Recreation Activities ‘j 111161,11, 117
1!
n1.99rpr•a
Au1ur15.10)
o°\' Vii`.
°�,�y°t'" STAFF REPORT
Recreation and Community Services Department
DATE: June 5, 2012
TO: Honorable Mayor and City Council
Qs
FROM: Sara Somogyi, Director of Recreation and Community Services
By: Dana Nava, Recreation Supervisor A—
SUBJECT: AUTHORIZE AND DIRECT THE CITY MANAGER TO EXCECUTE A
CONTRACT WITH ARCADIA UNIFIED SCHOOL DISTRICT FOR
TRANSPORTATION SERVICES FOR RECREATION ACTIVITIES FROM
JUNE 18, 2012, THROUGH JUNE 1, 2013, IN AN AMOUNT NOT TO
EXCEED $43,000.
Recommendation: Approve
SUMMARY
Each year, the Recreation and Community Services Department provides a number of
activities requiring transportation services. Transportation is needed on a yearly basis
for day camp, sports camp, intramural leagues, and excursions. The contract does not
operate on the Fiscal Year, since the day camp program begins each year in June and
the same provider is needed for the consistency of the program throughout the summer.
Based on the most recent request for proposal (RFP) process, it is recommended that
the City Council authorize the City Manager to execute a contract with Arcadia Unified
School District to provide transportation for recreation activities from June 18, 2012,
through June 1, 2013. This contract is not to exceed $43,000, and includes an option
for (3) one year renewal periods thereafter, at the City's discretion.
DISCUSSION
On April 11, 2012, a proposal request for a bus services provider was sent out to six (6)
vendors, advertised in the Arcadia Weekly on April 16 and 19, 2012, posted on a bulletin
in Arcadia City Hall, and placed in the City's Bid Solicitation Line April 16-20, 2012.
Upon conclusion of the May 3, 2012, deadline, two bids were received. The received
bids include the existing provider, Arcadia Unified School District, and Durham School
Services. Both bids meet the criteria of the proposal request; however, Durham School
Services provides bus services at a higher rate than the recommended vendor, Arcadia
Unified School District. An example of this cost differential is identified in the bidders'
1
DISCUSSION continued...
proposal sheets. Arcadia Unified School District proposes a rate of $248.00 per bus,
per day for day camp transportation services, while Durham School Services proposes
a cost of $478.68 per bus, per day. The Arcadia Unified School District has been
providing transportation services for the Recreation and Community Services
Department for approximately the last ten (10) years.
FISCAL IMPACT
The proposed budget for transportation services for Fiscal Year 2012/13 is $43,000.
The proposed budget is sufficient to cover the transportation costs for the programs,
based on the bid provided by Arcadia Unified School District.
RECOMMENDATION
It is recommended that the City Council authorize and direct the City Manager to
execute a contract with Arcadia Unified School District for transportation services for
recreation activities from June 18, 2012, through June 1, 2013, in an amount not to
exceed $43,000.
Approved:
Dominic Lazzar
City Manager
2