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Home My WebLink AboutR-02-0510J-02-403 4/30/02 RESOLUTION NO. 02— 510 A RESOLUTION OF THE MIAMI CITY COMMISSION ACCEPTING THE BID OF J. BALSERA SCHOOL SERVICE, INC., THE LOWEST RESPONSIVE AND RESPONSIBLE BIDDER PURSUANT TO INVITATION FOR BIDS NO. 01-02-083, FOR THE PROVISION OF YEAR-ROUND BUS TRANSPORTATION SERVICES FOR THE DEPARTMENT OF PARKS AND RECREATION, ON A CONTRACT BASIS FOR A PERIOD OF TWO YEARS, WITH THE OPTION TO RENEW FOR TWO ADDITIONAL ONE-YEAR PERIODS, IN AN ANNUAL AMOUNT NOT TO EXCEED $42,500, WITH APPROPRIATE PRICE ADJUSTMENTS BASED ON THE CURRENT YEAR CONSUMER PRICE INDEX; ALLOCATING FUNDS FROM PARKS AND RECREATION GENERAL FUND, ACCOUNT CODE NO. 001000.580301.530. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The bid of J. Balsera School Service, Inc., the lowest responsive and responsible bidder pursuant to Invitation for Bids No. 01-02-083, for the provision of year- round bus transportation services for the Department of Parks and Recreation, on a contract basis for a period of two years, with the option to renew for two additional one-year periods, in an annual amount not to exceed $42,500, with appropriate price :CITY COPS ussiON MEETT,W(3 6F 2GO2 02,- 510 adjustments based on the current year Consumer Price Index, is accepted, with funds allocated from Parks and Recreation General Fund, Account Code No. 001000.580301.530. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor." PASSED AND ADOPTED this 9th day of May , 2002. ATTEST: PRISCILLA A. THOMP ON CITY CLERK AND CORRECTNESS -t/ ATTORNEY W6194:tr:LB 1 If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. Page 2 of 2 02-- 510 CITY OF MIAMI, FLORIDA CA=1 INTER -OFFICE MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM arlos A4Ginez City Manager RECOMMENDATION: DATE : APR 2 9 2002 SUBJECT: Resolution Award for Summer Bus REFERENCES: Transportation Service ENCLOSURES: FILE: It is respectfully recommended that the City Commission adopt the attached Resolution accepting the bid of J. Balsera School Bus Service, Inc, a local Hispanic vendor, located at 5153 N.W. 4th Street, Miami, Florida 33126 for the provision of year-round bus transportation services for the Department of Parks and Recreation, on a contract basis for two (2) years, with the option to extend for two (2) additional one (1) year periods, at a total proposed annual amount of $42,500. Funds are allocated for this purpose in the Parks and Recreation General Fund, Account Code No. 001000.580301.530 in the amount of $22,500 in FY 2002 and in Account Code No. 001000.580301.530 in the amount of $20,000 in FY 2003. BACKGROUND: The Department of Parks and Recreation has a need for year-round bus transportation services for Recreation Programs. Pursuant to public notice, one (1) bid was received related to Bid No. 01-02-083, for bus transportation. The Department of Parks and Recreation has analyzed the bids received pursuant to said bid. Award of the bid is recommended to J. Balsera School Bus Service Inc., which submitted the lowest responsive and responsible bid. We therefore recommend that the City Commission approve the attached Resolution in its entirety. FISCAL IMPACT: NONE — BUDGETED ITEM MI A"2525j02"oz CAG/FKR/AR/sb 02- 510 Budgetary Impact Analysis 1. Department Parks and Recreation 2. Agenda Item # (if available) Division Recreation 3. Title and brief description of legislation or attach ordinance/resolution: Resolution accepting bid from J. Balsera School Bus Service Inc. for year-round transportation services — total = $42,500. 4. Is this item related to revenue? NO: X YES (Ifyes, skip to item #7.) 5. Are there sufficient funds in Line Item? YES: X Index Code 001000.580301 Minor Obj. Code 530 Amount $42,500.00 NO: _ Complete the following questions: C 7 Source of funds: Amount budgeted in the Line Item $ Balance in Line Item $ Amount needed in the Line Item $ Sufficient funds will be transferred from the fnllnwinv line item,, - ACTION I ACCOUNT NUMBER ACCOUNT NAME TOTAL Index//Minor Object/Project No. Verified by: From $ From $ From $ To $ Any additional comments? Fiscal Year 2002 amount of $22,500: Fiscal Year 2003 amount of $20,000, for a total of $42,500. Approved by: Depar6ent Director/D signee -.4-16-- z> ?,, Date FOR DEPARTMENT OF MANAGEMENT AND BUDGET USE ONLY Verified by: Verified by: Transfer done by: Department of Management and Budget Budget Analyst Budget Analyst Director/Designee Date Date it Z Date 02- 510 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Judy S. Carter DAT E March 12, 2002 Chief Procurement Officer SUBJECT: Bus Transportation Service Bid No. 01-02-083 Maritza I'Sez` Sr. Procurement Specialist REFERENCES. ENCLGSURES FILE : The subject bid opened March 11, 2002 and one (1) bid was received from J. Balsera School Bus Service, Inc. for the furnishing of bus transportation services for the Department of Parks and Recreation. Nine (9) Bid packages were mailed by this office to potential bidders. Two (2) vendors responded with a "no bid" for the following reasons: The Hotchkiss Group- "Not enough time to respond". Franmar Corp —"Schedule will not permit them". In addition, the following vendors were contacted to find out their reasons for not bidding. Their response were as follows: AIA Transportation, Inc. — 305-949-2700 — Mr. Hernandez The City requires a bid price on a per day, per bus basis. They wanted to bid on an hourly basis.. Elvira Bus Services — 305-266-6458 — Not a good number. Manolin & Pilar School Bus Service — 305-444-2240 — Mr. Martinez Left message. (3/12/02 Tondreau & Associates — 305-759-8087 —Phone Disconnected. Carlos/Susana School Bus - 305-261-8571 — S. Hernandez They get tired of having the bid awarded to Balsera because he is in the City. ". It should be noted that a faxed bid was received from Highway Charter Bus Service; however, faxed bids are not acceptable. The current contract will expire June 19, 2002. J. Balsera School Bus Service, a local vendor, has been determined to be a responsive bidder, who has satisfactory provided these services to the City since 1998. 02_ 510 SOLEBID.DOC Judy S. Carter Page 2 March 12, 2002 Below is a price comparison outlining the pricing from the sole bidder, J. Balsera School Bus Service, Inc., the unacceptable faxed bid, and the existing contract pricing under Bid No. 97-98-075: Field Trips: Bid No. 97-98-075 April 6,1998 Unaccaptable Faxed Bid March 11, 2002 Bid No. 01-02-083 March 11, 2002" Weekday Field Trip $120.00/bus/day $450.00/bus/day $118.50/bus/day Night Field Trip $120.00/bus/day $550.00/bus/day $134.30/bus/day Holiday/Weekend $120.00/bus/day $475.00/bus/day $134.30/bus/day Out of Dade County $120.001bus/day $575.00/bus/day $142.20/bus/day Summer Games $120.00/bus/day $450.00/bus/day $118.50/bus/day Recreational Swimming $120.00/bus/day $450.00/bus/day $118.50/bus/day Summer Camp $120.00/bus/day $475.00/bus/day $118.50/bus/day "Above figures include 21% discount offered by bidder, if awarded all items Theabove price comparison shows a considerable overall savings utilizing the sole bid received from J. Balsera School Bus Service, Inc. as compared to the unacceptable bid from Highway Charter Bus Service (from a 280% to a 304% savings). In addition, if one would compare the average rate of the current rates provided under Bid No. 01-02-083, excluding the rates for trips outside Dade County, which according to the Bid document, two (2) are tentatively scheduled for the year 2002, to the $120.00 rate under the existing contract, a mere 3% increase is evident. This increase is not an unreasonable one over a three year period, taking into consideration increasing fuel costs and the cost of living. Based on the above information, the bid prices from J. Balsera School Bus Service represents a tremendous savings to the City, and whereas time is of the essence in order to secure a contract in time for the Parks and Recreation Department's summer programs, it is my recommendation to accept the and proceed with the recommendation for award. Date: 3 SOLEBID. DOC 02— 2— aJ 1 BID AWARD RECOMMENDATION FORM BID NUMBER: 01-02-083 COMMODITY/SERVICE: Bus Transportation Services DEPARTMENT/DIVISION: Parks and Recreation TERM OF CONTRACT: Contract for one year with OTR for two additional one year periods NUMBER OF BIDS DISTRIBUTED: _Nine (9) NUMBER OF BIDS RECEIVED: One (1) METHOD OF AWARD Lowest responsible and responsive bidder meeting Specifications. RECOMMENDED VENDOR(S): MINORITY/LOCATION STATUS: CONTRACT VALUE: J. Balsera School Bus Service, Inc. Female/Local $42,500 TOTAL: $42,500 THE FOLLOWING TO BE COMPLETED BY USER DEPARTMENT: JUSTIFICATION: The Department of Parks & Recreation recommends that Balsera School Bus;; Service be Awarded the Bid. Balsera School,Bus Se ice—is the lowest most responsive, respon- Le:,,.bAqder based on the total of all items propos is Is due to a 20% discount offered b We ven or :on an item ger item basis. Balse 6V usvic& is also a local vendor. Management & Budget onto Ime qo jgoW Arneunt 1$ ZZ, Sy -F oZ ACCOUNT CODE(S): 580301-530 8 22,500.00 FY 2002 ` available in account munber. DEPARTMENT APPROVAL: DEPARTi�ENT , APPROVAL to 1 ofiv4=" ' ent it or/Designee e*�t Director/Designee soe OTHER FUNDING APPROVALS, IF APPLICABLE: BIDAWARDRECOMFORM TITLE: S. 02- 510 AL: TABULATION OF BIDS BUS TRANSPORTATION SERVICES BID NO. 01-02-083 J Balsera School Bus Service, Inc. 5153 NW 4th Street Miami, FL 33126 Female/Local Item No. Description Cost I. Special Activities Transporation (Year round) a. Weekday Field Trip $- 50.00 /per bus/day $ 118.50 * b. Night Field Trip (return time after 10:00 pm) $-70.00 /per bus/day $ 134.30 * c. Holiday/Weekend Field Trip $-70.00 /per bus/day $ 134.30 * d. Out of Dade County Field Trip $- 80.00 /per bus/day $ 142.20 Number of buses you own that meet the Specifications 31 II. Summer Games Transportation $-x50:00 /per bus/day $ 118.50 Number of buses you own that meet the Specifications 31 III. Recreational Swimming Transportation $-X50.00 /per bus/day $ 118.50 Number of buses you own that meet the Specifications 31 IV. Summer Camp Field Trips $ 150.00 /per bus/day $ 118.50 Number of buses you own that meet the Specifications 31 l *21% Discount offered by bidder, if awarded all items Cat Approval:_ ® Prepared by Maritza Suarez, 3/12/02 Page 1 Depa ment Director/Designee CITY OF MIAMI OF THE CITY CLEW: BID SECURITY LIST BID ITEM: BUS TRANSPORTATION SERVICES BID NO: 01-02-083 DATE BIDS) OPENED: MARCH 11, 2002 TIME 11:00 a.m. BIDDER TOTAL BID I BID BOND (ER) J. BALSERA SCHOOL BUS SERVICE, INC. I See attached W d I NO BID THE HOTCHKISS GROUP '111W G�'e!� � � ✓11�, da �r��x FRANMAR CORP. LiE u C�- 'Lal "Offers f,orz the vendors I -ted herein ire the o.,j vi Iftliely as of fille a rove 077Pn r„_ dcrt„ and rr-.P other offers submitted in resnc are hereby rejected as late." t —4% re �bid(s) ceivedon receiving PURCHASING DEPARTMENT on (City Departrnent) SIGNED: / ,/i )00(�- -00(�— Deputy City envelops on behalf of /-,-0011//0�_ ( ) 02-- 510