REPORT TO THE CITY COUNCIL
FROM: AARON A. AGUIRRE, Director
Parks, After School, Recreation and Community Services Department
BY: SHELBY MACNAB, Business Manager
Parks, After School, Recreation and Community Services Department
SUBJECT
Title
Actions Pertaining to a Requirements Contract for Charter Bus Services:
1. Approve the award of a requirements contract to Best Tours &Travel for two (2) years with two (2) optional one (1) year extensions for charter bus services for Parks, Afterschool, Recreation and Community Services (PARCS) programming (Bid File 12302539)
2. Authorize spending authority for charter bus services in an amount not to exceed $153,700 plus annual CPI increases, and no minimum spending guarantee expressed or implied under any respective requirements contract
3. Authorize the City Manager or designee to execute all related documents on behalf of the City
Body
RECOMMENDATION
Staff recommends that the Fresno City Council approve the award of a requirements contract to Best Tours & Travel for two (2) years with two (2) optional one (1) year extensions for charter bus services and authorize spending authority in an amount not to exceed $153,700 plus annual CPI increases, and no minimum spending guarantee expressed or implied under any respective requirements contract. Staff also recommend that the City Council authorize the City Manager or designee to execute all related documents on behalf of the City.
EXECUTIVE SUMMARY
The PARCS Department is requesting that the Fresno City Council award a two (2) year requirements contract for charter bus services with two (2) optional one (1) year extensions to Best Tours & Travel, authorize spending authority for charter bus services in an amount not to exceed $153,700 plus annual CPI increases, and authorize the City Manager or designee to execute all related documents on behalf of the City. This contract is a requirements contract, and the City is not obligated to any minimum purchase.
BACKGROUND
Charter bus services are being sought for travel to Camp Fresno and occasional trips to destinations within Fresno County for youth science camp and other camp enrichment experiences. On May 16, 2023, a notice inviting bids for charter bus services was published in the Fresno Business Journal and posted on Planet Bids. A proposal conference was held on May 22, 2023 to answer prospective bidder’s questions. There was one prospective bidder in attendance. One proposal was received by the Purchasing Division of the General Services Department and opened on May 30, 2023. On June 1, 2023, the proposal was evaluated by the scoring committee based on the proposers cost as shown on the proposal, ability to meet the stated service requirements, past performance and experience, conformance to the terms and conditions of the RFP, financial stability and other related information including employee training and supervision. The scoring committee identified questions related to proposal pricing and charter bus accessibility features. On June 12, 2023 a virtual meeting was facilitated by the Purchasing Division to ask Best Tours & Travel clarifying questions submitted by the scoring committee. On June 28, 2023 Best Tours & Travel submitted an amended proposal which included clarifying information about the price range for services, and information regarding wheelchair accessible charter bus services.
Staff recommend Council approve the award of a requirements contract to Best Tours & Travel for two (2) years with two (2) optional one (1) year extensions for charter bus services in the amount not to exceed $153,700 plus annual CPI increases and authorize the City Manager or designee to execute all related documents.
ENVIRONMENTAL FINDINGS
Pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15378, this item is not a project for the purposes of CEQA.
LOCAL PREFERENCE
The RFP committee did account for local preference and local preference was part of the criteria used by the committee in their evaluation process.
FISCAL IMPACT
Appropriations for fiscal year 2024 transportation services are currently reflected in the PARCS Department’s budget. Future appropriations will be included as part of the annual budgeting process.
Attachments:
RFP 12302539 and Sample Contract
Bid Evaluation