09. Motor coach services
City Hall
10300 Torre Avenue
Cupertino, CA 95014-3255
Telephone: (408) 777-32110
FAX: (408) 777-3366
Website: www cupertino orl:
CITY OF
CUPEIUINO
PARKS AND RECREATION DEPARTMENT
STAFF REPORT
Agenda Item Number ~
Agenda Date: September 5, 2006
SUBJECT
Authorize the City Manager to enter into a contract for motor coach services for the Cupertino Senior
Center travel program, with Quality Assurance of San Jose. The value of the contract over a two-year
period is expected to be $98,000.00, however payment is made on a per trip basis.
BACKGROUND
The Cupertino Senior Center uses on-call contract motor coach service for approximately forty day
trips per year (within the Bay Area), three to four overnight trips (of up to four days/three nights in
length) and five to seven roundtrip transfer shuttles to San Francisco or San Jose airports. To insure
the City is getting a competitive price for on-call motor coach service, a Request For Proposals (RFP)
was prepared and distributed. A copy of the RFP for Senior Center Motor Coach Service for the
Cupertino Senior Center is attached in Exhibit A.
Two proposals were received by the August 15, 2006 deadline. A proposal comparison is attached,
Exhibit B: "Evaluation of Proposals for Motor Coach Service for Senior Travel Program". As noted
in the evaluation, Quality Assurance offers the most advantageous coach size and two year contract
cost.
Please note: The RFP is for comparison purposes. The actual amount spent on motor coach rental will
be driven by the Senior Travel Program demand for service. This is an on-call contract.
STAFF RECOMMENDATION
Authorize the City Manager to enter into a contract for on-call motor coach service to Quality
Assurance per the terms of the proposal outlined in Exhibit B.
SUBMITTED BY:
APPROVED FOR SUBMISSION
TO CITY COUNCIL:
~
~
Therese Ambrosi Smith, Director
Recreation Department
David W. Knapp, City ManagerParks and
Printed on Recycled Paper
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EXHIBIT A
Request for Proposals for Senior Travel
On-call Motor Coach Services
Introduction: the City of Cupertino is releasing this Request for Proposals to
interested motor coach companies for chartered service for seniors from October 1, 2006
to September 30, 2008. The Senior Center utilizes approximately 600 hours of chartered
local motor coach time per year.
The City intends to award a contract for two years commencing October 2006. The
service to be provided includes daytrips, overnight trips and airport transfers. The trips
originate at the Senior Center located at 21251 Stevens Creek Blvd.
Expected annual service:
Day or Evening Trips
Forty trips per year. 6-9 Hours in duration. Generally within 80 miles from the Center.
The majority of the trips are to San Francisco.
Overnight Trips
Three to four trips per year. One to 4 days in duration. These trips are usually within
California, but potentially could travel to Nevada, Oregon, or Arizona.
Airport Transfers
Five to seven roundtrip transfers to both the SFO and SJC airports.
Requirements:
. at least one of each size motor coach
o 45 to 52 passenger capacity bus (please indicate quantity you have)
o 25 to 30 passenger capacity bus (please indicate quantity you have)
. motor coaches less than 10 years old
. working toilet
. working microphone
. VCR or DVD player
. trips must be cancelable without penalty up to 21 days prior to departure
. 24 hour emergency contact
. single point of contact for scheduling and accounts payable
. million dollar liability coverage with the City of Cupertino as additional insured
. licensed to operate in the State of California
. compliance with all applicable laws
Prohibitions:
Contractor shall not promote his/her business to participants registered in the city's
programs
9-;2...
Information to include in the proposal:
. Legal name of firm, and parent company name if any
. Address, telephone numbers, and email address
. Age of firm and number of employees
. Cost for bus and driver for day trips, 1-4 night overnight trips, and for airport
transfers
. Provide the company's "On Time" performance, safety data, and capacity
utilization statistics
. Operating numbers
Employer Identification Number (EIN)
State License/permit numbers
U.S. Department of Transportation (DOT) number
City Business license numbers
This proposal will be evaluated based on:
Safety record
Price
Reliability
Fleet
References-please provide contact names and phone numbers
Meets all city requirements
City contact info:
Leland Stanford
Travel Coordinator
Cupertino Senior Center
21251 Stevens Creek Blvd.
Cupertino, CA 95014
Proposals will be accepted at the above address until 5:00pm on August 15, 2006. Please
submit 2 copies of your proposal
Questions regarding your quotation should be directed to Leland Stanford at (408) 777-
3150 or lees@cupertino.org
Site/fleet inspections will be conducted, and a final decision will be made by August 31,
2006.
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EXHIBIT B
Evaluation of Proposals for Motor Coach Service for
Senior Travel Program
Price Comparison
Bid Specifications El Camino Trailways Quality Assurance
Day Trips - 40 trips 56 passenger: $884, 56 passenger: $852, Rates increase in
per year 200 miles max, plus 5% fuel 2008 10% = $937.20
surcharge = $928.20 per trip 40 trips x 1 years x $852 =$34,080
40 trips x 2 years x $928.20 = Day 40 trips x 1 year x $937.20 = $37,488
Trip Total $74,256 Day Trip Total $71,569
Overnight Trips - 4 56 passenger: $1139, 56 passenger: $924, 10% rate
trips per year, 4 day 255 miles max, plus 5% fuel increase in 2008 = $1016.40
duration surcharge = $1195.95 4 trips x I year x 4days x $924
4 trips x 2 years x 4 days x =$14,784
$1195.95 = 4 trips x 1 year x 4 days x $1016.40
Overnight Trip Total $38,270.40 =$16,262.40
Overni~ht Trip Total $31,046.40
Airport Transfers - 7 SJC: 56 passenger: $360 SJC: 56 passenger: $375
Trips per year 7 trips x 2 years x $360=$5040 7 trips x 2 years x $375 = $5250
Airport Transfer Total $5040 Airport Transfer Total $5250
Total Cost to City of
Cupertino for Motor $122,816.40 $107,865.40
Coach Charter
Service for 2 years
NOTE: The other factors noted in the RFP: Insurance coverage,
cancellation policy, safety record, amenities and references, checked out for
both companies. Therefore staff recommends the low bidder.
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