Loading...
HomeMy WebLinkAbout8D - Transit Service Bid DISCUSSION: CITY COUNCIL AGENDA REPORT July 16, 2001 80 Susan Walsh, Assistant City Manager CONSIDER APPROVAL OF A RESOLUTION ACCEPTING THE BIDS AND AWARDING THE CONTRACT FOR PRIOR LAKE TRANSIT SYSTEM History: Effective January 1,2002 the City of Prior Lake will be responsible for providing transit services to residents. In April ofthis year, the City advertised for bids to provide transit services. The City received one bid, and that bid was significantly higher than the projected costs and the City's transit levy. Consequently the City Council rejected the bid and authorized staff to revise the Request for Bids in such a manner to provide more options for bidders and therefore greater competition consistent with state statute. The new Request for Bid packet included the following changes: 1. Eliminated the requirement that buses must be 1998 or newer over-the-road style coaches; 2. Encouraged vendors to bid on various sizes, age and types of buses; 3. Extended the contract term from two to three years and allowed vendors to bid on a negotiated buyout of equipment by the City or the Metropolitan Council. Current Circumstances: The bid opening for the revised bids was held on June 27, 2001. The City received three bids-one bid from Scott County and two bids from Schmitty and Sons of Lakeville. Listed below is a summary of the three bids: Scott County Year 1 Year 2 Year 3 Total Cost Vehic1e Make & for 3 Years Model Operating 2001 Eldorado Costs $220,631 $226,096 $233,831 $680,558 National Area Elite-29 Passenger Capital Costs $ 63,554 $ 63,554 $ 63,554 $190,662 Total $284,185.61 $289,650 $327,721.61 $871,221 Schmitty & Year 1 Year 2 Year 3 Total Cost Vehicle Make & Sons for Model 3 Years Operating 1990's MC! 102 Costs $282,348 $296,516 $311,696 $ 890,560 ( 44-passenger) Capital Costs $ 44,528 $ 44,528 $ 44,528 133,584 Total $326,876 $341,044 $356,224 $1,024,144 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (952) 447-4230 / Fax (952) 447-4245 I:\ASSTCM\PRIOR LAKE TRANSIT\AWARD 1?.1pl~~.(,l-'at)l.6~Hmm~ER .... T Schmitty & Year 1 Year 2 Year 3 Total Cost Vehicle Make & Sons for 3 Years Model Operating 2001 Blue Bird Costs $230,736 $242,880 $255,024 $728,640 CSRE 3204 (33 passenger) Capital Costs $ 58,696 58,696 $ 58,696 $176,088 Total $289,432 $301,576 $313,720 $904,728 On July 6, 2001 the City's Transit Subcommittee met for the purpose of evaluating the three bids received by the City. The subcommittee members attending the meeting were Mayor Mader, Councilmember Zieska, City Manager Boyles, Metropolitan Council Staff Member David Christianson and myself. Also in attendance were City Attomey Suesan Lea Pace and Transit Consultant Mark Ryan. The first half of the meeting consisted of Scott County and Schmitty & Sons providing demonstration rides and responding to various questions from the subcommittee. Since the buses they bid on have not been purchased, both vendors provided equipment for the demonstration rides that were similar to the buses specified in their bids. Following the demonstration rides, the Transit Subcommittee evaluated the bids on the basis of the each bid's merits, capabilities and costs. The evaluation process and criteria were recommended by the City Attomey and were described and made a part of the Request for Bids. The process involved each member individually completing an evaluation sheet on each of the three bids. The criteria allowed each committee member to score the bids based on the type of equipment bid (merits), the capabilities of the vendors and the operating and capital costs. Conclusion: Based on the tabulation of the evaluation sheets from each Transit Subcommittee member, the bid submitted by Schmitty and Sons for the new Blue Bird CSRE 3204 was selected. Attached is a listing of scores from each of the five-committee members and the weighted totals for each of the three bids. After tallying the scores, the Blue Bird bid from Schmitty and Sons received the highest scores. This bus received the highest ratings because it is similar in size and comfort to the bus Prior Lake riders are using now and the 33-passenger size allows for ridership growth over the three years of the contract. Schmitty and Sons also received the highest rating under the capabilities category. The company has been in Lakeville since 1969, and has worked for the MVTA since 1997. They are in fact the bus service providers for the current Prior Lake bus routes. Although their operating costs per year are slightly higher, all committee members agreed their experience and equipment were the best value for the Prior Lake Bus Service. ISSUES: By the Govemor signing the Omnibus Tax Bill, the transit operating levies were eliminated from property taxes, and funding was replaced by a statutory dedication of sales tax on motor vehicles (MVET). The City's 2001 transit levy in the amount of $379,950 is the amount the City will have dedicated for its transit operations for the Year 2002 from MVET. David Christianson of the Metropolitan Council advised staff that appropriate funds have been set aside to fund the City's vehicle capital costs for the Year I:\ASSTCM\PRIOR LAKE TRANSIT\AWARO BUS BID FINAL TO CC.DOC FISCAL IMP ACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: 2002, which will continue to be a property tax levy. For subsequent years the City will apply to the Metropolitan Council for capital cost funding. If the City Council awards the bid to Schmitty and Sons, the City's Transit Subcommittee will work with this vendor to obtain the best vehicle value and the most effective purchasing process. Consequently the Council is also being asked to authorize the Transit Subcommittee to negotiate these two items with the vendor and authorize the Mayor and City Manager to execute the standard contract acceptable to the City Attorney. The City will have available in the Year 2002 $379,950 to operate its transit services. Schmitty and Sons' operating costs for the year 2002 are $230,736. This leaves the City a balance of$149,214 plus an estimated $35,000 the City will receive in revenue from bus fares. In previous years and this year, the entire amount of $379,950 was submitted to the MVT A for providing the City's transit services. Since the City will have a balance of $149,214 plus bus fare revenue, the City could look at using these funds for expanding the current transit services. (1) Award the Bid to Schmitty and Sons and Adopt a Resolution Accepting the Bids, Authorizing the Transit Subcommittee to Negotiate a Contract with Schmitty and Sons and to Authorize the Mayor and City Manager to Execute the Contract. (2) Table this action for a specific reason (3) Deny this agenda item for a specific reason and provide staff with direction. I:\ASSTCM\PRIOR LAKE TRANSIT\AWARO BUS BID FINAL TO CC.DOC 1 r . . . . lilil~I[! ~ ::+ j :~! : g>: igi I~ I I~I !~: :3 : :gi ,-, , :-- : ~' ! CD ~ ieg! i[: i~i i en i :~: 1. . i~,:1 ~i ~~l!!: :o! ~ i . : ,. . .. . ,. . , , . :......................1........ . ' . . . . . . . : : en: : ->., ! 0 i i~i~I~.~:~1 ~I : : : . . I~~I r.......r......r......T.......T.......1 - Qo: , . . j , . en: 0: ~I . " :....Jr,.: : : : . i~:~i~16!~1 ~ 0: ' , . . . , , ., . .' . .. . ., . .' . .. . . . . . . :.........~.........,.........-:-.........t.........: . . . . . . , . . . . . : --'" : :. l~i:i~I~I~1 .. . . . . . . . . . . . . . . . . . . . . . . . ...................................................~ . . . . . . .. . .. . . . ;.....Jr.; : : : : i~I~:0:6.i1i1 . . . . . . ...................................................- . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . , . , , '-I' lel~I~I~I~1 . . . . .. . . . . . .. . :.....................1.....................1..............................: ......................................................................... . . . . .. . lilil~I[1 !;::;:! !.~:. iCD: ... 00; III : CP i If I ig: ,-, . ., ~' ~ CD ' icO': :~i Q..~ i~1 ) en: : . , . . . . . . . . . . . . :.........~..........t.........~..........t........~ . . . . . . . . . . .. . ~ .....Jr. ; : ~ : : j0:~:0j~:#: : ->.:~: 0: ......Ii ~~ ~ 0 ~ ' . , . . . . . . . . . . . . . . . . . . . . ...................................................~ . . . . . . . . . , . . : en: 1~I~J~I~I:j ~ ~ I . , . : ' I~~i ,->., , ' . ' z: :~~~i~iE!~! enl :0: . : ' . . . . . . . ,.........~..........l.........~..........t........~ . . . . . . , . . . . .. .. : --'" : : . : : 1~1:!~'61~i . . . . . . . . . . . . . . . . . . ...................................................- . . . . . . :.....Jr.: : : : ; !~!:!0.E.i1i! .0) . . . . . . . . . . . . ........................................ . . . . . ' . . . . , , , , -I) ~oo:N:wiw 0 I~I~I~I~I~I . . . . .. . . . . . .. . . . . . .. . ~.........:..........\...................................................l .......................................................................... . . . . .. . 'ililfl[1 !;::;:! I g>: :~) ir:T~ ! g! I ~. I~i If I :gi I :-'! ~ '~' ~ CD ~ !cO'j i~: , Q..: I~I : en: . . . . . . :.........!.........1.........!..........r.........1 . . , ; -10.; . . . i :~i61~1~!~! :0: . , : : , . . . . . .. . . . . . . . ..................................................... . . . . . . . . . . .. . ,. , . . . . . . . . . , . 1~lt!~*I~I~ ~I ! 1 1 100! .T.......T........!.........,~ ~I j~I~IEI6i~! ~I :0' ' . i . m < rn> c:: r C/lC: ~~ c..... c:: 0 c:: Q) "<gz 5j)::l en NC/)_ o c:: .., 00"0 ......n o :::c ~m ~en CO::I: com m -4 . . . . . . .. ........t.........'1'....... ..t... .......~... ...... ~ . . . . . . . . . . . . . .....Jr.:: : ~!~!~!~!~I . . . . . . . . .................................. . . . . . .. , .. :.....Jr.: : : : : :0:~:0:~:#: ~~:~iwi~iU1: . . , . . . . . . . . . . . . ..................................................... . . . . . . . . .. . . . . . . , . Igl~I~I~I~! . ~ . , ) en: . . . . . . .. . ~....................~.........l..........\.............................., RESOLUTION 01- ~ 0 A RESOLUTION ACCEPTING BIDS AND AUTHORIZING THE TRANSIT SUBCOMMITTEE TO NEGOTIATE A CONTRACT FOR PRIOR LAKE BUS SERVICE Motion By: Second By: WHEREAS, the City Council authorized the solicitation of bids for Prior Lake Bus Service; and WHEREAS, a public notice was published as required by Statute and the bid opening was conducted on June 27, 2001, at 3:00 p.m.; and WHEREAS, the following bids were received, opened and tabulated according to law and the bids as set out in Exhibit A were received; and WHEREAS, the transit subcommittee met on July 6, 2001 and evaluated the bids received based on the evaluation criteria and evaluation process described in the Request for Bids; WHEREAS, since time is of the essence for placing the order for new buses, the City Council deems it appropriate to authorize the Transit Subcommittee to negotiate a contract with Schmitty and Sons and to authorize the Mayor and City Manager to execute said contract. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA that: 1. The recitals set forth above are incorporated herein; 2. The City Council hereby ~ccepts the bids received on June 27, 2001; and 3. The Transit Subcommittee members and the City Attorney are authorized to negotiate a contract with Schmitty and Sons for: (a) a three year contract for operating costs; (b) the acquisition of two buses and the capital costs associated thereto; and (c) prepare a contract which is within appropriate cost parameters and acceptable to the City Attorney. PASSED AND ADOPTED THIS 16th DAY OF JULY, 2001. YES NO Mader Mader Ericson Ericson Gundlach Gundlach Petersen Petersen Zieska Zieska City Manager, City of Prior Lake 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER I I BUS PROVIDER BID TABULATION .....................mm...S.cotrcou.n.ty......m... Eldorado National Areo Elite (29 Passenger) m mmYeaf2 ;Operatingmmn220,631 : Costs , 'CapitaICosts'Tm.m'$63;554' 'm.mm...mTofarr-s;284, 185 !..... .......................,......... . . . . , , , . . . . . , . , ' . , . , , ' . , . , . . ;...Op.eratingm....m......m: ! Costs I !.....Ca.p.itaICostsm.......j ..m.mmm...._m.Totar, . , , . , . . . . , ......,.......,..............._.........................~..................................-_......... mYeaf1m . mYear3 mmTotalCosf Over 3 Yrs. $680,558 ...............$1.gn;662m...mmm $871,221 $233,831 $226,096 ....$63.;S54mm... mm'..........mmm$.6.3..;554 $289,650 $297,835* mmmYea r Schmitty & Sons 1990 MCI102 (44 Passenger) ... eaf2m .mmmYear3 mTofarCosf' Over 3 Yrs. $44.;528......... $44;528mmm .. .........mm..........$133;.584- Schmitty & Sons 2001 Blue Bird CSRE 3204 (33 Passenger) mYeaf'r.mm.. mYeaf2m. mmYeaf3 ...................Totar..cosrm_......... Over 3 Yrs. $728,640 IOperaUng.mm----s;230,736 i Costs !Capital' os s mmTotar $255,024 $242,880 *Bid in error as $327,722. Total submitted for 3 year contract is accurate.