HomeMy WebLinkAbout- - Western Transit Agreement- Senior Mobil. - 9/21/2010CITY COUNCIL AGENDA REPORT
MEETING DATE: SEPTEMBER 21, 2010 ITEM NUMBER:
SUBJECT: SENIOR MOBILITY PROGRAM DRIVER SERVICES AWARD OF CONTRACT
DATE: SEPTEMBER 6, 2010
FROM: ADMINISTRATIVE SERVICES DEPARTMENT/RECREATION DIVISION
PRESENTATION DONNA THERIAULT, MANAGEMENT ANALYST
BY:
FOR FURTHER INFORMATION CONTACT: DONNA THERIAULT AT 714-754-5636
RECOMMENDATION:
Approve the extension of the Professional Services Agreement (Attachment 1) with
Western Transit Services for the Costa Mesa Senior Mobility Program for one (1) year, and
authorize the Mayor to sign on behalf of the City.
BACKGROUND:
In June 2002, the City entered into an agreement with the Orange County
Transportation Authority (OCTA) to receive funding to operate a Senior Mobility
Program in Costa Mesa. These funds are used to transport seniors Monday through
Friday to the Senior Center, to the grocery store, and to other necessary destinations
within the city limits of Costa Mesa. For Fiscal Year 2010-2011, the City's Senior Mobility
Program allocation from OCTA is $103,816. Through the Senior Mobility Program, OCTA
also donates a refurbished 18 -passenger, wheelchair accessible bus every 3 years.
The City currently has 2 senior buses, one in operation and one as a back-up. The
Senior Mobility Transportation program is free to all seniors living in the City.
In September 2002, the City entered into an agreement with Western Transit Systems
to provide driver services to the City to operate the Senior Center bus through
September 30, 2007 (Attachment 2). Through a subsequent request for proposal
process, Western Transit has retained the service agreement. The existing 3 -year
agreement with Western Transit expires September 30, 2010 with a one-year extension
option.
ANAI YSIS•
Western Transit has requested the extension of the agreement for one year to September
30, 2011 (Attachment 3). As part of their extension request, they are asking for a rate
increase from $29.50 to $30.63 per service hour ($1.13/hr increase). There have been no
rate increases over the past 3 -year contract period.
Western Transit has provided very good service during the contract period. The Senior
Mobility Program has been very successful providing over 850 trips per month with very
few complaints and no vehicle accidents. Western Transit has been diligent in responding
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to all complaints and resolving them as quickly as possible. During the current 3 -year
contract period, Western Transit has never failed to provide a driver for the Senior bus, and
seniors have never been without the free transportation service.
Staff has performed an informal bid process and determined that Western Transit rates are
among the lowest and they are the only transportation company that provides only the
driver services. The other major transportation providers provide their own vehicles as well
as drivers similar to a taxi cab company. Staff was unable to find a service provider that
would be a cost savings to the City at this time.
Staff will begin a formal Request for Proposal process next year in sufficient time to
consider all alternate senior transportation contract services.
ALTERNATIVES CONSIDERED:
City Council may choose to let the existing contract with Western Transit Systems
expire this year and request a formal Request For Proposal process.
The City could choose to terminate the senior transportation service and return all funds
to OCTA.
FISCAL REVIEW:
If Council approves the one-year Agreement Extension with the rate increase, the driver
services will cost $70,020 for 2,286 driver service hours per year. The current agreement
is for an annual amount of $67,347 for the same 2,286 service hours. The service hours
are adequate to continue the senior transportation service Monday through Friday, 8 am to
5 pm.
The City's Senior Mobility Program allocation from OCTA for fiscal year 2010-2011 is
$103,816. OCTA provides 80 percent of the allocation ($83,053) to the City. The City is
required to match 20 percent of the allocation ($20,763). The City's match is provided
through City staff in-kind services for maintenance and fueling of the 2 Senior Buses.
OCTA grant funds are adequate to cover the contract driver services with some excess
funds which will be used to reimburse the City for maintenance and fuel costs above the
match requirement.
LEGAL REVIEW:
Legal has reviewed the Agreement Extension and approved it as to form.
CONCLUSION:
The Agreement with Western Transit Services to provide drivers for the City's Senior
Mobility Program will expire on September 30, 2010. The Agreement provides for a one-
year extension. Western Transit has requested a one-year extension and a rate increase.
City staff feels Western Transit services are satisfactory and the rate increase is
acceptable based on fees charged by similar service providers. City staff will conduct a full
Request for Proposal process when the proposed Agreement Extension expires in
September 2011.
E
DONNA THERIAULT
Management Analyst
COLLEEN O'DONOGHUE
Assistant Finance Director
DISTRIBUTION: City Manager
City Attorney
Assistant Finance Director
City Clerk
Staff
STEPHEN N. MANDOKI
Administrative Services Director
ATTACHMENTS: 1. Agreement Extension with Exhibits
2. Current Agreement with Exhibits
3. Western Transit Driver Services Letter
9-21-10 West Trans Rpt.doc 9-06-10
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