HomeMy WebLinkAbout7.3 CharterVan Sr Cntr CITY CLERK
File#
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: March 18, 2003
SUBJECT: Purchase of Charter Van for Senior Center
Report by Paul McCreary, Parks & Community Services Manager
ATTACHMENTS: 1. Resolution
2. Budget Change Form
RECOMMENDATION: 1. Adopt resolution authorizing waiver of competitive bid
process and authorizing issuance of a purchase order to E1
Dorado Bus Sales for a Cal-Trans Type II van at State
~ /~7/~ 2. Formallyappr°ved pricingaccept not to exceed $57,070.79.
',~L,?' contribution from Dublin Senior Center
Foundation and direct Staff to prepare a formal
acknowledgement.
3. Approve Budget Change
FINANCIAL STATEMENT: $50,000 is set-aside in the General Fund as a separate reserve for the
Senior Center van. The actual cost of the van is $57,070.79. In
order to make up the shortfall, Staff recommends accepting the
$3,500 donation from the Senior Center Foundation and using
$3,571 of previously collected donations in the Senior Center
Contributions account. This account currently has a balance of
$3,845.
DESCRIPTION: One of the Council's high priority goals for Fiscal Year 2002-2003
is to pursue the purchase of a Senior Center Van pending the successful expansion of the Senior Center
Trips and Tours Program. At the direction of the City Council, Staff implemented an expanded Trips and
Tours Program in May 2002. Following is a summary of the program's success and an analysis of
purchasing a charter van for the Senior Center.
Review of Expanded Trips and Tours Program
The expanded Trips and Tours Program has been well received by the participants at the Senior Center.
The program has been operating using 15-passenger rental vans. These vans are regular sized passenger
vans and not charter vans, which have a center aisle, full size chairs, and wheelchair access. During the
first seven months of the program, the City has offered 18 trips of which only two had to be cancelled due
to low registration. An average of 13 people attended each trip, which is all that can be accommodated
due to the size of the rental van. For some popular trips overflow participants followed the rental van in
personal vehicles.
COPIES TO: Senior Center Advisory Committee, Senior Center Foundation El Dorado Bus Sales
ITEM NO.
G:\COUNCIL~Agenda Statements~2003\3-18 Van Purchase-2.doc //~/,~
Although the trips have been successful with a rental van, the vehicle is not designed to meet the needs of
seniors. Boarding the van and maneuvering to the back seats is difficult for the participants. Although it
is a 15-passenger van, the seats are too narrow to fit a group of 15 adults comfortably in the van. The
rental van is also not wheelchair accessible and does not have any storage. Purchasing a charter van
would mitigate these issues.
Van Type and Operational Considerations
A variety of types and sizes of vans are available. Staff researched the types of vans used by other senior
centers for trips and tours. Based on this research, Staff would recommend the "Cal-Trans Type II Van"
manufactured by E1 Dorado Bus Sales, which can accommodate 15 passengers. The vehicle has 12
regular passenger seats and two spaces for wheelchairs in addition to the drivers seat· A folding seat can
be installed in one of the wheelchair spaces to accommodate two more ambulatory riders. The vehicle
also features a wheelchair lift and access door. Following is a drawing of the van layout.
= 69. ~8 = 34.44 '"'-
'--
I WHEEL~AS£
WHEEl. CHAIR ~
· -- '1 ACCESS
64.00 =i 32.81
The City would be required to register with the California Highway Patrol and the Public Utilities
Commission as a Charter Operator. As a Charter Operator the City would need to keep detailed records of
the daily vehicle inspections and driver hours. The van would need to be inspected every 45-days by a
certified mechanic. The CHP would also conduct random inspections of the vehicle and the City's
records.
Proposed Program for Van
The primary use for the van would continue to be for the Trips and Tours Program. This would include
two or three trips per month. It is anticipated that the majority of the trips would be day-trips to local
destinations although there may be some overnight trips. As has been done with the Trips and Tours
Program using the rental van, Staff would recommend using trained professional drivers and not
volunteers.
Staff would not recommend using the van for an ongoing senior transportation program at this time. This
type of program would require purchasing an additional vehicle as well as additional staff for scheduling
and dispatching. Since the Livermore Amador Valley Transit Authority is already offering cost-effective
senior transportation services, Staff would not recommend starting a city-operated service at this time.
When the van is not being used for the Trips and Tour Program it could be used for other senior center
programs such as the Trail Trekkers Program and to transport seniors to the monthly special luncheons at
the Senior Center. This will give the City a chance to learn the finer points of operating a transportation
program and better gauge the need for these types of services before investing in a higher service level.
For these programs riders would be charged a fare to help offset the operational costs.
Following is a full analysis of the anticipated fiscal impacts of the City operating a charter van.
Fiscal Impacts
Capital Outlay
The City currently has $50,000 set aside for the purchase of charter van for the Senior Center. However it
has been several years since the budget was established for this project and since then the cost of the
vehicle and the sales tax have increased. There is a funding shortfall of approximately $7,071 to purchase
the van. The Senior Center Foundation has agreed to donate $3,500 to help make up the difference. At
the March 13 Senior Center Advisory Committee Meeting, the Committee Members recommended using
$3,571 from the Senior Center Donations account to fund the remaining difference. The donations
account currently has a balance of $3,845. Attachment 2 is a Budget Change Form that earmarks the
additional revenue for purchase of the van.
Operational Costs
Staff estimates that during Fiscal Year 2002-2003 the current Trips and Tours Program will result in a net
cost of $12,752 to the City. With a City owned van it is anticipated the cost of the current service level
for the Trips and Tours Program would increase by approximately $6,000 (48%) during the first year.
Table 2 below summarizes the estimated costs of operating a charter van.
TABLE 2 - ESTIMATED NET OPERATING COSTS
FY 02-03
ESTIMATED FY 03-04 TRIPS 03-04
WITH RENTAL WITH CITY FY 03-04 CUMULATIVE
REVENUE VAN VAN ADDT'L USES TOTAL
Trips & Tours Registration Fees $7,927 $8,000 $0 $8,000
Trail Trekker Fees (24 trips x 12 people x $6) $0 $0 $1,725 $1,725
Special Luncheon Fees (12 events x 12 people x $0 $0 $575 $575
TOTAL REVENUE $7,927 $8,000 $2,300 $10,300
FY 02-03
ESTIMATED FY 03-04 TRIPS 03-04
WITH RENTAL WITH CITY FY 03-04 CUMULATIVE
EXPENDITURES VAN VAN ADDT'L USES TOTAL
P/T Salaries for Rec. Specialist $10,554 $10,146 $203 $10,349
P/T Salaries for Driver $3,409 $4,162 $3,122 $7,284
Operating Supplies $351 $350 $480 $830
Communications $204 $215 $0 $215
Repairs & Maintenance $0 $2,180 $0 $2,180
Rentals & Leases $2,879 $0 $0 $0
Training (For drivers) $0 $1,200 $0 $1,200
Internal Service Charge (7-year life) $0 $8,570 $0 $8,570
Contract Services $3,282 $0 $0 $0
TOTAL EXPENDITURES $20,679 $26,823 $3,805 $30,628
NET COST TO CITY $12,752 $18,823 $1,505 $20,328
The increased operational costs are primarily due to increased part-time salary costs for a trained driver as
well as increased maintenance and inspection costs. Although the City would no longer expend funds for
rental vans the City would need to set aside over $8,500 annually for seven years in order to have funds
available to replace the van when it has exceeded its useful life. If the City were to fund a higher service
level to provide transportation for the Trail Trekkers program and the monthly special luncheons, the net
cost to the City would increase an additional $1,505. That is based on an average registration fee of $6.00
- 3- %; ?
for the Trail Trekker Program and $4.00 for transportation to the monthly special luncheons at the Senior
Center.
Request for Waiver of Competitive Bid Process
In most cases the City's Purchasing Ordinance requires that major purchases be subject to the competitive
bid process. However, the Dublin Municipal Code states that the City Council can waive the bid process
when another public agency has administered a competitive bid process within the past two years for the
same equipment. E1 Dorado Bus Sales was awarded the State of California Cal-Trans contract to
manufacture this exact vehicle. Other local cities and transportation agencies that have recently purchased
similar vans have also awarded purchase orders to E1 Dorado Bus Sales. Additionally the customer
references for E1 Dorado Bus Sales spoke positively about doing business with the company. The
company is based in Hayward and therefore can quickly respond to any repair or maintenance needs the
City has. Therefore, Staff recommends the Council adopt the resolution (Attachment 1) to waive the
competitive bid process and authorize the issuance of a purchase order to E1 Dorado Bus Sales based on
the Cal-Trans State pricing°
Summarv
The City Council adopted a high priority goal to pursue the purchase of a Senior Center Van, pending the
successful expansion of the Trips and Tours Program. After seven months the program has proven to be
popular with the seniors with most trips filling and having waiting lists. Total registration was 200 and
the program served 134 different people between May and November. Of those 134, 80 were Dublin
residents. Staff believes a charter van would be a positive addition to the Senior Center program.
Staff presented this report at the Senior Center Advisory Committee meeting on February 6, 2003 and the
Parks and Community Services Commission meeting on February 10. The Committee and Commission
both unanimously recommended purchasing the charter van at this time.
RECOMMENDATION: 1. Adopt resolution authorizing waiver of competitive bid
process and authorizing issuance of a purchase order to E1
Dorado Bus Sales for a Cal-Trans Type II van at State
approved pricing not to exceed $57,070.79.
2. Formally accept contribution from Dublin Senior Center
Foundation and direct Staff to prepare a formal
acknowledgement.
3. Approve Budget Change Form
RESOLUTION NO. - 03 \ ~i,~ ~
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING WAIVER OF COMPETITIVE BID AND AUTHORIZING ISSUANCE OF
PURCHASE ORDER FOR CAL-TRANS TYPE II VAN FROM EL DORADO BUS SALES.
WHEREAS; Section 2.36.050(a)(10) of the Dublin Municipal Code provides that the competitive
bid process shall not apply when another public agency has administered a competitive bidding process
within the past two years for the same equipment; and
WHEREAS; the City Council adopted as a high priority goal to purchase a van for the Senior
Center; and
WHEREAS; other cities and agencies who have purchased the same vehicle from E1 Dorado Bus
Sales are extremely satisfied with the product and the manufacturer's customer service.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Dublin does
specifically waive the competitive bid process pursuant to the Dublin Municipal Code Section
2.36.050(a)(10) and authorizes Staff to purchase a Cal-Trans Type II van, at a price not to exceed $57,071
from E1 Dorado Bus Sales.
PASSED, APPROVED AND ADOPTED this 18th day of March, 2003.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT I
CITY OF DUBLIN
BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required): Budget Transfers:
X From Senior Center Van Reserves From Budgeted Contingent Reserve (10800-799.000)
(If Other than General Fund, Fund No - Within Same Department Activity
X From New Revenues Between Departments (City Council Approval Required)
Other
Name: Name: Senior Center Capital Budget $57,071
Account #: Account #: 001.80800.750.073
Name: Name: Contributions REVENUE $7,071
Account #: Account #: 001.570.002
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #:
ASD/Fin Mgr (~'-A ~ ~r~..~,/h~ - ~
Signature
REASON FOR BUDGET CHANGE ENTRY: To allocate funds for. the purchase of the Senior Center Van.
--' -- Sign'~a ure
As approved at the City Council Meeting on: Date:
Mayor: Date:
Signature
Posted By: Date:
Signature
H:iCC-FORMSI, FORM-budget change, doc
' T~AuH~5?~NT 2