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HomeMy WebLinkAboutItem 10d - Amendment to Transportation Services Agreement1 DATE: May 19, 2020 TO: Honorable Mayor and City Council FROM: Sara Somogyi, Director of Recreation & Community Services By: Candice Cheung, Assistant Director of Recreation & Community Services SUBJECT: AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ARCADIA UNIFIED SCHOOL DISTRICT FOR TRANSPORTATION SERVICES IN AN AMOUNT NOT TO EXCEED $30,300 Recommendation: Approve SUMMARY The Recreation and Community Services Department provides several youth and adult programs that require safe transportation to attend staff led camps, trips, and excursions. For many years, Arcadia Unified School District has provided these transportation services. It is recommended that the City Council approve, and authorize and direct the City Manager to execute, an amendment to the Professional Services Agreement with the Arcadia Unified School District for Transportation Services in an amount not to exceed $30,300 for Fiscal Year 2020-21. BACKGROUND On May 3, 2016, City Council approved a Professional Services Agreement with Arcadia Unified School District (“AUSD”) to provide bus transportation services for recreation activities through May 31, 2018. The two-year Agreement was executed with an amount not to exceed $89,000 and included an option for (3) three (1) one-year extensions at the City’s discretion. The first one-year extension was approved for the 2018-19 Fiscal Year in an amount not to exceed $43,400. The second one-year extension was approved for the 2019-20 Fiscal Year in an amount not to exceed $46,900. Approval of this agenda item would amend the Agreement through May 31, 2021, in an amount not to exceed $30,300. DISCUSSION Due to COVID-19, the offsite large excursions for youth programs have been cancelled this summer to ensure the safety and well-being of the children and staff. As a result, the level of transportation services is expected to be much less than in past years. At this point, the Recreation and Community Services Department will offer transportation for AUSD Transportation Services Agreement May 19, 2020 Page 2 of 2 campers to Wilderness Park Day Camp, to the Arcadia County Pool, and to one adult excursion. The amount requested will cover the expected need and is enough to cover minor deviations should they become necessary. AUSD has provided satisfactory bus transportation services for the Recreation and Community Services Department for approximately the last 18 years. To meet the challenges raised by the COVID-19 situation, AUSD has established new safety and cleaning protocols to provide safe transportation for the participants. Recreation and Community Services Staff is comfortable with the protocols in place. The current Agreement with AUSD expires on May 31, 2020, and it is recommended that this third and final extension to the current contract be executed. ENVIRONMENTAL ANALYSIS This proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”) per Section 15061(b)(3) of the CEQA Guidelines, and it can be seen with certainty that it will have no impact on the environment. Thus, this matter is exempt under CEQA. FISCAL IMPACT The proposed budget for transportation services for Fiscal Year 2020-21 is not to exceed $30,300. Registration fees are collected for all camps to offset the cost for transportation services. The proposed General Fund budget is sufficient to cover the cost for transportation services. RECOMMENDATION It is recommended the City Council approve, and authorize and direct the City Manager to execute an amendment to the Professional Services Agreement with Arcadia Unified School District for Transportation Services in an amount not to exceed $30,300. Attachment: Proposed Amendment No. 3 to the Professional Services Agreement AMENDMENT NO. 3 TO PROFESSIONAL SERVICES AGREEMENT TRANSPORTATION SERVICES This Amendment No. 3 (“Amendment No. 3”) is hereby entered into by and between the City of Arcadia, a municipal corporation of the State of California, and the Arcadia Unified School District, a Public Agency, with respect to that certain Professional Services Agreement between the Parties dated May 18, 2016 (“Agreement”), further amended by Amendment No. 2 dated May 23, 2019. The Parties agree as follows: 1. Section 3.1.2 of the Agreement is amended by extending the Term from June 1, 2020 to May 31, 2021 (“Extended Term”). 2. Section 3.3.1 of the Agreement is amended to provide that for the Extended Term, the Compensation, is amended as referenced in the attached Exhibit “C”. 3. All terms and provisions of the Agreement not amended by this Amendment No. 3 are hereby reaffirmed. In witness whereof the Parties have executed this Amendment No. 3 on the date set forth below. CITY OF ARCADIA ARCADIA UNIFIED SCHOOL DISTRICT By: By: Dominic Lazzaretto AUSD Chief Business Officer City Manager Dated: Dated: ATTEST: City Clerk APPROVED AS TO FORM: CONCUR: Stephen P. Deitsch Sara Somogyi, Director of City Attorney Recreation & Community Services Camp Description Day Cost per bus # of busses Total Cost per day Day Camp Bus Route AM/PM M/W/F $308 2 $616 Day Camp Bus Route AM/PM & one way from WP to Arcadia County Pool T/Th $308 2 $616 Sports Camp Pool Route from Dana Gym to Arcadia County Pool and back to Dana Gym M/W $256 1 $256 Excursion Day Cost per bus # of busses Total Cost per day Gabrielino Trail 915 Ventura Street, Altadena 91001 $544 1 $544 2020 Daily Rate Nature Hike Exhibit "C"