Report to Mayor and City Council
Tuesday, August 06, 2019
Consent
SUBJECT:
Title
CONSIDER APPROVING CONTRACT AMENDMENT NO. 1 WITH AMERICAN TRANSPORTATION SIGHTSEEING FOR CITY-ORGANIZED RECREATION TRIPS (CITY COUNCIL)
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I. SUMMARY
The City of Carson Transportation Services Division (TSD) routinely utilizes the services of outside bus vendors to assist with transporting participants of City-Organized recreation trips when the task cannot be performed in-house due to a high amount of same-day trips or when multiple buses are needed. A typical operating year can easily consist of over 220 Scheduled trips in total, with over 130 trips taking place throughout the summer season alone. American Transportation Sightseeing (American Transportation), is a vendor currently being utilized under contract to provide safe and dependable trips for the City. TSD was unable to come to an agreement with a prospective vendor on June 25, 2019, and a second prospective vendor on July 23, 2019. This has resulted in American Transportation fulfilling all summer recreation trips leading into August 2019. In an effort to pay July and August 2019 invoices, which will exceed the balance in the contract purchase order by $70,250, the City Council is asked to approve a contract amendment with American Transportation in the amount of $95,000.
II. RECOMMENDATION
Recommendation
APPROVE Contract Amendment No. 1 with American Transportation Sightseeing for City-Organized recreation trips in the amount of $95,000.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate.
IV. BACKGROUND
One of the primary responsibilities of TSD is to transport participants of City-Organized programs and clubs to various destinations in Southern California. To meet the extensive volume of Recreation trip requests, especially during the busy summer months when the Summer Day Camp program and the City parks are most active, TSD often utilizes the services of outside school bus companies.
Contract drafts entered final review on April 24, 2019 for two additional vendors. A contract agreement for American Transportation was already in place at this time (Exhibit No. 1). TSD was unable to come to an agreement with the first prospective vendor on June 25, 2019, and the second prospective vendor on July 23, 2019. American Transportation resulted in being the sole provider of recreation trips due to these events.
TSD will be soliciting public bidding for a multi-year contract agreement in FY 2019/20 to provide bus services for the City. In an effort to pay July and August 2019 invoices, which will exceed the available balance in the existing contract purchase order by $70,250, the City Council is asked to approve Contract Amendment No. 1 with American Transportation in the amount of $95,000 (Exhibit No. 2).
V. FISCAL IMPACT
This is budget-neutral through account no. 101-90-940-101-6004. Should the City Council approve the recommendation, funds required for the FY 2019/2020 contract amendment are available in the budget account no. 101-90-940-101-6004.
VI. EXHIBITS
1. Executed American Transportation Contract Agreement (pages 3-31).
2. American Transportation Contract Amendment No. 1 (pages 32-36).
Prepared by: Jason J. Jo, Transportation Supervisor