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HomeMy WebLinkAboutRes2010-037 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2010 -037 A RESOLUTION OF THE SEWARD CITY COUNCIL OF THE CITY OF SEWARD, ACCEPTING A GRANT FROM THE STATE OF ALASKA IN THE AMOUNT OF $167,000 AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH FIRST STUDENT INC. (FIRST STUDENT) FOR SEASONAL TRANPORTATION SERVICES FOR AN AMOUNT NOT TO EXCEED $95,025 AND APPROPRIATING FUNDS WHEREAS, the Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs awarded a grant to the City of Seward for Bus Transportation Assistance for Cruise Ship Passengers in the amount $167,000; and WHEREAS, this grant was provided for the transportation costs associated with transporting cruise ship passengers within the City of Seward including but not limited to coaches, luggage trucks, salaries, insurance, fuel, repairs and maintenance; and WHEREAS, in accordance with Seward City Code 6.10.310 the City of Seward submitted a request for proposals on March 4, 2010 for providing Seasonal Transportation Services; and woo WHEREAS, First Student Inc. was the successful proposer earning the most points with the grading criteria approved by the Seward City Council; and WHEREAS, First Student's proposal exceeded available grant funding for the services and, as allowed by the request for proposals and the Seward City Code, they were invited to enter into negotiations with the City of Seward; and WHEREAS, First Student agreed to enter into a contract to provide transportation services for one year instead of two, with a contractual option of a one year extension if funding becomes available; and WHEREAS, these services will facilitate the flow of visitors around the City of Seward during the summer months to maximize the Seward experience and provide a means to assist cruise passengers transport their luggage between the Dale Lindsey Cruise Ship Terminal and the Alaska Railroad Depot. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to enter into a Grant Agreement with the Department of Commerce, Community, and Economic Development, Division of Community CITY OF SEWARD, ALASKA RESOLUTION 2010 -037 and Regional Affairs for the seasonal transportation services, and to accept grant funds in the mai amount of $167,000 to the Seasonal Transportation Fund number 805- 8051- 4680 -0200. Section 2. The City Manager is authorized to enter into a contract with First Student Inc. to provide Seasonal Transportation Services for a cost not to exceed $95,025. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of April, 2010. THE CITY OF SEWARD, ALASKA 14 6iieiao can Bardarson, Vice -Mayor AYES: Valdatta, Smith, Keil, Shafer, Amberg, Bardarson NOES: None ABSENT: Dunham ABSTAIN: None eiati ATTEST: -•4 a :; , � Je.¢ Lewis �..s SENN City Clerk, C / •0 • '� ,�• . i j •. '� �' . o •� e I 1 SEAL }+ � (City Seal) : ® . Y v S -- .• i q • ' • • *s OF ; .• 1 mai Council Agenda Statement of sets. Meeting Date: April 12, 2010 t Through: Phillip Oates, City Manager V � => From: Christy Terry, Community Development Director Agenda Item: Accepting a grant for Seasonal Transportation 1 4ASt , P Services. BACKGROUND & JUSTIFICATION: In September 2009 the Department of Commerce, Community and Economic Development Division of Community and Regional Affairs awarded a grant to the City of Seward for Bus Transportation Assistance for Cruise Ship Passengers in the amount of $167,000. These services will facilitate the flow of visitors around the City of Seward during the summer months to maximize the Seward experience and provide a means to assist cruise passengers transport their luggage between the Dale Lindsey Cruise Ship Terminal and the Alaska Railroad Depot. In accordance with Seward City Code, on March 4, 2010 a two week request for proposals was issued requesting proposals from qualified firms to provide transportation services to cruise ship passengers and other visitors, between the Seward Cruise Ship Port, the Alaska Railroad Seward Depot, the downtown business district, and the Seward Small Boat Harbor during the 2010 and 2011 summer tourism season from May 15, 2010 through September 16, 2010, and then approximately equivalent dates in 2011. Two addenda were issued during this time. Two proposals were submitted by the deadline, were judged responsive and reviewed by the selection team using the criteria approved by Council. First Student Inc. obtained the highest points and is the selection team's recommendation as the transportation services firm. The selection criteria approved by Council and rated by the selection team is as follows: Age, condition, quality of coaches 20 %; Customer Service 20 %; Safety Record 20 %; Seating capacity and ADA accessibility 10 %; and Cost 30 %. However, both of the two proposals exceeded available grant funding for the services. The request for proposals allowed for, in the event that proposals exceed available funding for the services, the proposer with the highest total evaluation points could be invited to enter into negotiations with the City of Seward. The City of Seward chose to pursue this option, and during the negotiations with First Student the scope of services was reduced to providing transportation services for one year instead oftwo. These services are still based on approved standards and instructions as specifically described in the request for proposal, and will be provided during the period of May 15 through September 16, 2010 for the proposal amount of $95,025. If funding becomes available, then there is an optional one year extension in the contract to resume the service during a period with approximately the same calendar dates and duration during 2011 for an additional $99,776. There were a total of six plan holders for this rfp. Two other plan holders issued letters declining to submit proposals. One declined because the company considered it wrong to operate vehicles in a public transportation capacity with private advertising and had no equipment without their company's name and logo. Another declined because the owners were out of the country and were unable to meet the time constraints of the proposal and the City's policy and proposal stipulation to not accept faxed proposals. INTENT: This resolution proposes to achieve three objectives: 1) Accept the grant from the Department of Commerce, Community and Economic Development Division of Community and Regional Affairs awarded for Bus Transportation Assistance for Cruise Ship Passengers in the amount of $167,000; 2) Approve a contract with First Student Inc. for 2010 Seasonal Transportation Services for a price not to exceed $95,025, and within this contract is the potential for a one year extension should additional funding become available for an added price not to exceed $99,776; and 3) Obtain Council approval for the appropriation of funds. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: Designated Legislative Grant Program Grant Agreement State of Alaska, City of Seward request for proposals for a seasonal transportation services contract and instruction to proposers dated March 4, 2010 with addendum 1 and 2. FISCAL NOTE: This grant does not require any matching funds and the amount of the payment is based upon project expenses incurred as authorized under the agreement. The one year contract with First Student is within the grant funds at a not to exceed $95, 025 and includes a potential one year extension should additional funding become available. These additional funds must come back to Council for appropriation. Approved by Finance Department: Seleural4t.titiar ATTORNEY REVIEW: Yes. The City Attorney assisted with the original drafting of the request for proposals and was consulted during the negotiation process. RECOMMENDATION: Approve Resolution 2010 -037 Accepting a grant from the State of Alaska in the amount of $167,000, authorizing the City Manager to enter into a contract with First Student Inc. for Seasonal Transportation Services for an amount not to exceed $95,025 and appropriating funds.