Subject
title
Award and Authorize the City Manager to execute a contract, in substantially the form attached as approved by the City Attorney, with Chesapeake Charter, Inc. for recreation program school bus transportation services responsive to RFP #07-24, School Bus Transportation Services, in a total amount not to exceed $150,000 for the initial term of the contract with increases in future terms only as authorized by the contract.
end
Department
Recreation & Parks
Recommendation
Staff recommends that the Mayor and Council award and authorize the City Manager to execute a contract with Chesapeake Charter, Inc. of Annapolis, MD, for a multi-year school bus transportation services responsive to RFP #07-24, in a total amount not to exceed $150,000 for the initial term of the contract with increases in subsequent years only as authorized by the contract terms. The contract will be for one year, with the option to renew it for four additional one-year periods.
Discussion
The City's Recreation and Parks Department requires reliable and safe bus transportation services to fulfill its program offerings. Field trips are a crucial component of these programs, exposing participants to new experiences and enriching their learning.
Currently, the department lacks dedicated transportation resources. As RFP #07-24 outlines, vendors must provide school buses and paratransit vehicles for program participants. Secure and comfortable transportation is essential for several reasons:
• Accessibility: Many program trip destinations are not within walking distance of the program location. Buses allow us to offer a wider range of enriching experiences.
• Safety: Large groups traveling together require a controlled environment. School buses offer a safe and secure means of transporting participants, with trained drivers adhering to strict safety protocols.
• Supervision: Bus transportation allows for continued supervision of program participants during travel. This ensures their well-being throughout the entire field trip experience.
By securing reliable bus transportation, we can ensure the continued success of our recreation programs. Field trips are a valuable part of programs. They foster exploration, discovery, and a connection to the broader community.
Chesapeake Charter, Inc. is recommended for school bus transportation services through a competitive bidding process. The company was chosen based on its proven qualifications, experience, references, personnel, capacity, and reliability.
Rationale for another possible award in the future
This would be the first award for school bus transportation services. Staff is also considering an additional qualified vendor after further discussions with a second responsive bidder, Zum Services, Inc. If those discussions are productive, a separate council action item will be presented at a later date. Awarding two contracts would provide the City with a broader range of service options, potentially increasing programming flexibility and enhancing our ability to provide reliable transportation. The total expenditure for both contracts would still be within the not-to-exceed amount of $150,000.
Mayor and Council History
This is the first time this item has been brought before the Mayor and Council.
Procurement
Staff prepared and publicly advertised RFP #07-24, School Bus Transportation Services, in accordance with the City of Rockville Procurement Code Section 17-62. On March 4, 2024, RFP #07-24 was posted on the City’s website and was provided to suggested sources. It was also electronically provided to prospective respondents via the State of Maryland’s electronic procurement system, eMaryland Marketplace Advantage (eMMA). Of the 516 prospective respondents, using the system’s reporting capabilities, 81 were Disadvantaged Business Enterprises (DBE), 85 were Minority Business Enterprises (MBE) and 44 were Veteran Small Business Enterprises (VSBE). In addition, the solicitation link was emailed to 7 suggested sources.
An evaluation committee, which included staff from Recreation and Parks, was formed to review and score proposals.
On the due date of March 26, 2024, the city received two proposals, as provided in Table 1.
Table1
|
Respondent |
MFD-V Status |
Price Proposal * |
Ranking |
|
Chesapeake Charter, Inc. Annapolis, MD |
Non-MFD-V |
$20,295.00 |
1 |
|
Zūm Services, Inc. Redwood City, CA |
Non-MFD-V |
$19,507.85 |
2 |
*Reflects general pricing for ten trip options per bus per day (on an award basis) and does not reflect actual annual spend
The evaluation committee reviewed proposals based on the criteria in Table 2. This information helped the committee members understand the expected time commitment and whether the responding firm understood the City’s requirements.
Table 2
|
Evaluation Criteria |
|
Tab Assignment |
Category |
Maximum Points |
|
A |
Firm’s Qualifications and Experience |
20 |
|
B |
Past Performance/References |
15 |
|
C |
Key Personnel |
30 |
|
D |
Capacity, Inventory of Buses, and Price |
35 |
Based on the evaluations of the qualified offerors combining price and technical qualifications, the evaluation committee elected to recommend the award to Chesapeake Charter, Inc.
In accordance with Rockville City Code, Section 17-39(a), Awarding Authority, all contracts involving more than one hundred thousand dollars ($100,000) shall be awarded by the Mayor and Council.
Staff reviewed all references and found all to be acceptable.
Chesapeake Charter, Inc., is a Non-MFD-V firm.
The contract has been provided as Attachment A.
To view all contract documents, including RFP #07-24, School Bus Transportation Services, Addendum #1, and Chesapeake Charter, Inc. proposals, please click the link below:
<https://www.swisstransfer.com/d/51a8b779-b01d-4c17-a6c2-4274d6ee6b15>
Fiscal Impact
These services will be paid from the General Fund, which has sufficient funding within the Recreation and Parks, Recreation Services Division. Future funding is subject to appropriation by the Mayor and Council.
Next Steps
Upon approval by the Mayor and Council, the Procurement Division will secure insurance and issue a contract to Chesapeake Charter, Inc.