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Home My WebLink AboutR21800 Amendment Rite Rate Business Solutions - El Paseo Courtesy Cart ProgramPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: APPROVAL OF AMENDMENT TO CONTRACT NO. R21800 WITH RITE RATE BUSINESS SOLUTIONS FOR THE OPERATION OF THE EL PASEO COURTESY CART PROGRAM SUBMITTED BY: RUTH ANN MOORE, BUSINESS SUPPORT MANAGER CONTRACTOR: RITE RATE BUSINESS SOLUTIONS 141 SANDPIPER COURT PALM DESERT, CA 92260 DATE: FEBRUARY 24, 2005 CONTENTS: CONTRACT NO. C21050 Recommendation: By Minute Motion, approve the amendment to Contract No. R21800 between the Palm Desert Redevelopment Agency and Rite Rate Business Solution to include verbiage which requires performances of the program under Resolution No. 474. Executive Summarv: Approval of the recommendation is a "housekeeping" procedure in order to tie the requirements under Resolution No. 474 for the distribution of information to the public concerning programs available through the Redevelopment Agency. Discussion: After further review by the attorneys for the Redevelopment Agency, a recommendation was given to insert a line within Contract No. R21800 for the operation of the courtesy cart that ties the contract to Resolution No. 474 stating that the program will disseminate information to the public concerning programs that are available through the Redevelopment Agency. Dissemination of the information has been in place since the inception of the program through a brochure produced by the Redevelopment Agency. ed y: Ap oval: /Ruth�Ann Moore, Business Support Manager J i McCarthy, ACM Re pment A�' Carlos L. Ortega, cutive Director G \BusCtr\Ruth Ann Moore\WPDGCSWNN\Council Reports\Ammendment to Rite Rate Contract wpd AMENDED AGREEMENT FOR SERVICES TO OPERATE THE EL PASEO COURTESY SHUTTLE SERVICE 1 SEPTEMBER 2004 THROUGH 31 AUGUST 2005 This Agreement is entered into between the Palm Desert Redevelopment Agency (AGENCY) and E. V. Gray dba Rite Rate Business Solutions, (CONTRACTOR), for the operation of the El Paseo Courtesy Shuttle in fixed -route public transit service within the city of Palm Desert. This Agreement shall cover the period beginning on September 1, 2004 and ending on August 31, 2005. Background: The AGENCY desires that Rite Rate Business Solutions operate the El Paseo Courtesy Shuttle along a fixed route within the City of Palm Desert during the contract period in accordance with said Resolution No. 474. The CONTRACTOR will provide these services while operating two (2) Neighborhood Electric Vehicles (NEV) owned by the AGENCY. The courtesy shuttle services are offered free of charge to the general public and shoppers on El Paseo, and the CONTRACTOR shall neither charge for services nor solicit tips in any manner for the services. 2. Vehicle Operation: Each vehicle shall be in regular service five days per week in accordance with the following schedule: 10:00 a.m. through 6:00 p.m. daily Wednesday through Sunday (days subject to change by the AGENCY), including holidays except Christmas Day and Thanksgiving Day. Between 1 November 2004 and 31 May 2005, two (2) NEVs will be operating at all times. Between 1 June 2005 and 31 October 2005, one (1) NEV will be operating at all times. Each vehicle will be permitted to be out of service for one half-hour plus two 15-minute breaks during each eight -hour operating period. No breaks shall be taken consecutively. At direction of the AGENCY, more hours may be added to the schedule described herein, or may be reduced from this schedule. In the event that the number of hours is changed, the contract amount will be adjusted accordingly by application of the unit rates contained in the CONTRACTOR's Proposal. The AGENCY retains the right to increase, decrease, or, with thirty (30) days' notice, to suspend or cancel the service for any period at any time. Rite Rate Business Solutions shall provide neatly -attired professional drivers whose appearance is appropriate for the context in which they will be working (company golf shirts, for example). 3. Vehicle Maintenance: CONTRACTOR shall perform all routine preventative maintenance on the vehicles in accordance with the manufacturer's recommendations. The regular preventative maintenance items shall include labor and fluids as required. CONTRACTOR will also perform routine safety inspections every fourteen days during the term of this Agreement. All routine maintenance costs based on new vehicles are included in this Agreement. If extraordinary repairs become necessary, CONTRACTOR will meet with the appropriate AGENCY AGREEMENT — revised 02/24/05 W \Agenda Items\2005-Feb 24\Amendment to Contract No R21800\Rite Rate Solutions Agmt-R2 doc representative to determine if costs of repairs will be borne by the AGENCY, if substitute vehicles might be used, or other options should be explored. Cost of vehicle maintenance shall be carried in CONTRACTOR's lump sum price for courtesy shuttle service operation. 4. Fees and Payment: Commencing with the receipt of the new NEVs, payment to CONTRACTOR will be made as follows: A. Operation of the El Paseo Courtesy Shuttle Service per the contract documents, total: $82,999.89, with vehicle months outlined as follows: $4,368.42 per month for 5 months (June, July, August, September, October) $8,736.84 per month for 7 months (November, December, January, February, March, April, May) Vehicle hours include routine shuttle service, "dead head" hours, and any layover time requiring a vehicle operation. Adjustments to compensation will be paid at the unit rates of $25.00 per vehicle hour straight time and $30.00 per vehicle hour overtime for additional or reduced NEV operation requested by the AGENCY beyond the following schedule: Five days per week (Wednesday — Sunday, subject to revision by the AGENCY) plus holidays excluding Christmas and Thanksgiving between the hours of 10:00 a.m. and 6:00 p.m. except for one or excluding one thirty -minute lunch break and two fifteen -minute breaks for each day of vehicle operation. B. Cleaning of the vehicles: The NEVs will also have their interiors cleaned on a daily basis and will have their exteriors washed on a weekly basis. The cost of these services will be carried in CONTRACTOR's lump sum price for courtesy shuttle service operation. C. Insurance: The AGENCY, as registration holders and maintainers of the vehicles, will insure the vehicles against damage or loss and also provide vehicle liability coverage indemnifying the CONTRACTOR against damages that might occur which are beyond the control of the driver or result from mechanical failure. The CONTRACTOR will be required to hold the AGENCY harmless and endorse their liability insurance with the AGENCY as an additional insured to protect against damages that might occur as a result of driver error, which would include failure to follow established safety guidelines. The AGENCY's standard liability limits for CONTRACTOR of $1 million per occurrence and $2 million in aggregate are recommended. The CONTRACTOR must also maintain worker's compensation coverage at the statutory limits for injuries that might occur to the driver while working for the AGENCY. D. Payments: CONTRACTOR shall invoice the AGENCY by the fifteenth of each calendar month for the preceding month's fees. Terms of the invoices shall be net thirty days. AGREEMENT — revised 02/24/05 W \Agenda Items\2005-Feb 24\Amendment to Contract No R21800\Rite Rate Solutions Agmt-R2 doc 5. Other: CONTRACTOR shall make available Redevelopment Agency and City information in the NEVs. The AGENCY shall furnish brochures and printed literature in adequate quantities such that CONTRACTOR can restock the information carried in the vehicles on an as -needed basis. CONTRACTOR shall not charge persons wishing to use the courtesy shuttle service, nor shall the driver solicit tips in any matter. Use of a tip basket is expressly forbidden. Driver shall be subject to review and approval by the AGENCY. Drivers will be required to be able to answer questions and give information regarding the city of Palm Desert and its history in a courteous and helpful manner. At the request of the AGENCY, CONTRACTOR shall replace any driver found lacking in professionalism or courtesy, or not presenting him/herself in a neat and professional manner while on duty. Driver shall be responsible for retrieving NEV from the AGENCY -supplied storage location and for returning the NEV there at the end of each shift. Driver will also be responsible for recharging the vehicle and promptly reporting any malfunctions of either the vehicle or the recharging apparatus maintained at the storage location. CONTRACTOR is responsible for providing all cleaning materials needed to maintain the exterior and interior of the vehicles in a like -new condition. IN WITNESS WHEREOF the parties hereto have executed or caused to be executed by their duly authorized officials, this Agreement which shall be deemed an original on the date first above written. PALM DESERT REDEVELOPMENT AGENCY In Attest: Buford A. Crites, Chairman Rachelle D. Klassen, Secretary Approved as to form: David J. Erwin, City Attorney E. V. GRAY dba Rite Rate Business Solutions By: Signature Title Attest: Signature Title AGREEMENT — revised 02/24/05 W \Agenda Items\2005-Feb 24\Amendment to Contract No R21800\Rite Rate Solutions Agmt-R2 doc