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Home My WebLink AboutSR - R26890 - El Paseo Courtesy Cart SvcPALM DESERT REDEVELOPMENT AGENCY STAFF REPORT REQUEST: AUTHORIZATION OF A ONE-YEAR CONTRACT (CONTRACT NO. R26890 ) WITH RITE RATE BUSINESS SOLUTIONS FOR THE OPERATION OF THE EL PASEO COURTESY CART SERVICE. SUBMITTED BY: RUTH ANN MOORE, ECONOMIC DEVELOPMENT MANAGER CONTRACTOR: RITE RATE BUSINESS SOLUTIONS 141 SANDPIPERS PALM DESERT, CA 92260 DATE: AUGUST 9, 2007 CONTENTS: CONTRACT NO. R 26890 RITE RATE BID Recommendation: By Minute Motion, that the Agency Board: 1. Authorize a one-year contract with Rite Rate Business Solutions for an amount of $182,000 for operation of the El Paseo Courtesy Cart service for an 11-month period commencing September 1, 2007, through July 31, 2008; 2. Authorize the Finance Director to set aside the total amount of $18,200 as ten percent (10%) contingency (use of contingency requires additional action); 3. Authorize an additional $10,000 for operation of the carts for City and El Paseo special events; 4. Authorize an additional $10,000 for preventative maintenance and repairs to the vehicle; and 5. Authorize Chairman to execute said contracts. Funds are available in Account Number 850-4416-414-3681. Executive Summary: Acceptance of the staff's recommendation will allow for a new contract for the operation of the El Paseo Courtesy Cart program with Rite Rate Business Solutions, the current operators of the program. The contract is for one year and allows for extension of two additional years with the Agency's approval. GUda\Beth Longman\Staff Reports\RAMoore�Approve Court Cart Cntrct 07-08 doc Staff Report El Paseo Courtesy Shuttle Contract (Contract No. R 26890 Page 2 of 2 August 9, 2007 Discussion: The El Paseo Courtesy Carts began operation in September of 2004 with one cart, five days per week. Over the next two years, two additional carts were added and the service was extended to seven days per week. The program has been well received by merchants and customers alike. Many cities have inquired about the program for their shopping districts including cities in California, Washington, Oregon and Illinois. The carts have been highlighted in local media and a German magazine that featured Fashion Week on El Paseo. The El Paseo Business Improvement District features the program in all advertising including magazine, radio, television and the street -wide directories at no additional cost to the Agency. Per ordinance requirement, the contract was put out for bid after three years in July 2007. The request for proposal was advertised in the local newspaper and posted both at City Hall and on the website. Two companies pulled papers to bid, but only one bid was received, Rite Rate Business Solutions. Last year, Rite Rate Business Solutions operated the program at a cost of $29.26 per hour. The new bid for 2007-2008 is for $30.40, a 3.9% increase that runs with the Cost of Living Index for the area. The operation is for September 2007 through July 2008, seven days per week. At least two carts run each day and a third cart is added as traffic increases during season. A breakdown of the schedule is attached to the contract. The additional operation fund of $10,000 is used for running the carts during special evening events on the street and as needed at any City events. Authorization of carts for special events must be approved by Agency staff prior to the event. The additional maintenance fund of $10,000 is used for preventative maintenance for batteries and repairs to the carts through the season and must also be authorized by staff. Staff has found Rite Rate Business Solutions to be a very viable company to operate the Courtesy Cart program and recommends Agency approval on the above motion. Su ' ed y: 4th A 4Mo o ri Economic Develop ent Manager Approval: McCarthy M Carlos L. Ort a Executive Director G:\rda\Beth Longman\Staff Reports\RAMoore\Approve Court Cart Cntrct 07-08.doc kul S. Gibson Director of Finance �C BY RDA ON _Cl VERIFIED BY Original on file with City Clerk's Office Contract No. R 26890 AGREEMENT FOR SERVICES TO OPERATE THE EL PASEO COURTESY CART SERVICE 1 SEPTEMBER 2007 THROUGH 6 JULY 2008 This Agreement dated August 9, 2007, is entered into between the Palm Desert Redevelopment Agency (AGENCY) and Rite Rate Business Solutions, (CONTRACTOR), for the operation of the El Paseo Courtesy Cart in fixed -route public transit service within the City of Palm Desert. This Agreement shall cover the period beginning on September 1, 2007, and ending on July 31, 2008. Background: The Agency desires that CONTRACTOR operate the El Paseo Courtesy Cart along a fixed route within the City of Palm Desert during the contract period. The CONTRACTOR will provide these services while operating three (3) Neighborhood Electric Vehicles (NEV) owned by the Palm Desert Redevelopment Agency. The courtesy cart 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: Vehicles shall be in regular service seven days per week in accordance with the attached Schedule: 10:00 a.m. through 6:00 p.m. daily between 1 September 2007 and 6 July 2008 (days subject to change by the Agency), including holidays except Christmas Day and Thanksgiving Day. Vehicles 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. The CONTRACTOR 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 vehicles are included in this Agreement. If extraordinary repairs become necessary, CONTRACTOR will meet with the Redevelopment Agency to determine if costs of repairs will be borne by the Agency, if substitute vehicles might be used, or other options should be Contract R 26890 explored. Cost of vehicle preventative maintenance shall be carried in CONTRACTOR's lump sum price for courtesy cart operation. Any extraordinary repair costs will be paid by the CONTRACTOR and reimbursed through billings attached to the monthly invoices. 4. Fees and Payment: Payment to CONTRACTOR will be made as follows: A. Operation of the El Paseo Courtesy Cart Service: $181,913.60 yearly for the cost of operating the courtesy cart service as described in the contract documents. Vehicle hours include routine cart service, "dead head" hours, and any layover time requiring a vehicle operation. Adjustments to compensation will be paid at the unit rates of $30.40 per vehicle hour straight time and $35.91 per vehicle hour overtime for additional or reduced NEV operation requested by the Redevelopment Agency beyond the following schedule: Vehicles will run in accordance with the attached Schedule. 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 cart operation. C. Insurance: Prior to the beginning of and throughout the duration of the Work, CONTRACTOR will maintain insurance in conformance with the requirements set forth below. CONTRACTOR will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, it will be amended to do so. CONTRACTOR acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to AGENCY in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to AGENCY. Indemnity for liability: 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. CONTRACTOR shall indemnify, protect, defend and hold harmless the AGENCY, its officials, employees, agents and representatives from and against any and all losses, liabilities, damages, costs, and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent 2 G:\rda\Beth Longman\Business Support\Courtesy Cart Contract 07-08.doc Contract R 26890 or wrongful act, error, or omission of the CONTRACTOR, its employees or subcontractors in the performance of services under this agreement. CONTRACTOR shall provide the following types and amounts of insurance: a. General liability — CONTRACTOR shall provide Commercial General Liability Insurance using Insurance Services Office "Commercial General Liability" policy form CG 00 01 11 85 or the exact equivalent with limits of no less than $1,000,000 per occurrence for all covered losses and $2,000,000 general aggregate. This insurance shall be primary and non- contributing insurance for work performed. Contractor agrees to endorse general liability coverage required here to include as additional insureds the AGENCY, its officials, employees and agents. Contractor also agrees to require the same provision of all subcontractors, joint ventures or other parties engaged by or on behalf of Contractor in relation to this agreement. Contractor agrees to provide evidence of the insurance required herein, satisfactory to AGENCY, consisting of: a) certificate(s) of insurance evidencing all of the coverages required and b) an additional insured endorsement to Contractor's general liability policy using Insurance Services Office form CG 20 10 11 85 or the exact equivalent approved by the AGENCY. b. Workers' compensation and employer's liability — CONTRACTOR shall provide Workers Compensation and Employer's Liability Insurance on a state -approved policy form providing statutory benefits as required by law with employer's liability limits no less that $1,000,000 per accident or disease. 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. 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 cart 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 Redevelopment 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 3 G:\rda\Beth Longman\Business Support\Courtesy Cart Contract 07-08.doc Contract R 26890 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 RITE RATE BUSINESS SOLUTIONS AGENCY IN Attest: Richard S. Kelly, Chairman Rachelle D. Klassen, Secretary Approved as to form: David J. Erwin, City Attorney 4 G:\rda\Beth Longman\Business Support\Courtesy Cart Contract 07-08.doc Attest: Title Signature Title Contract No. R 26890 SCHEDULE M-S = Monday thru Sunday W-S = Monday thru Saturday September day wk October day wk November day wk December day wk Days hrs hrs Days hrs hrs Days hrs hrs Days hrs hrs CC1 M-S 8 56 CC1 M-S 8 56 CC1 M-S 8 56 CC1 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC3 W-S 0 0 CC3 W-S 8 32 CC3 W-S 8 32 CC3 W-S 8 32 16 112 24 144 24 144 24 144 January day wk February day wk March day wk April day wk Days hrs hrs Days hrs hrs Days hrs hrs Days hrs hrs CC1 M-S 8 56 CC1 M-S 8 56 CC1 M-S 8 56 CC1 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC2 M-S 8 56 CC3 W-S 8 32 CC3 W-S 8 32 CC3 W-S 8 32 CC3 W-S 8 32 24 144 24 144 24 144 24 144 May day wk June day wk July day wk August day wk Days hrs hrs Days hrs hrs Days hrs hrs Days hrs hrs CC1 M-S 8 56 CC1 M-S 8 56 CC1 M-S 8 32 CC1 M-S 0 0 CC2 M-S 8 56 CC2 M-S 8 56 CC2 M-S 0 0 CC2 M-S 0 0 CC3 W-S 8 32 CC3 W-S 0 0 CC3 W-S 0 0 CC3 W-S 0 0 24 144 16 112 8 32 0 0 DAYS OF OPERATION MONTHS OF OPERATION Monday 2 Carts September 2 Carts Tuesday 2 Carts October 3 Carts Wednesday 3 Carts November 3 Carts Thursday 3 Carts December 3 Carts Friday 3 Carts January 3 Carts Saturday 3 Carts February 3 Carts Sunday 2 Carts March 3 Carts April 3 Carts May 3 Carts June 2 Carts July 1 Cart (thru July 4th) August 0 Carts G/RDA/BETH LONGMAN/BUSINESS SUPPORT/RFPS BID POSTINGS/COURTESY CART SCH 2O07 XLS CONTRACTOR'S PROPOSAL TO: PALM DESERT REDEVELOPMENT AGENCY DATE: u.l11I � , 2�'7 �r -y� BIDDER: 1A�E,- BIAS QF—LC "CONTRACTOR" The UNDERSIGNED, CONTRACTOR, having carefully examined the Contract Documents for the operation of the El Paseo Courtesy Cart, hereby proposes to provide the services in accordance with the Contract Documents, including Addenda Nos. for the amount stated in this Proposal. By submitting this Proposal, CONTRACTOR agrees with Agency: 1. That unless withdrawn in person by CONTRACTOR or some person authorized in writing by CONTRACTOR — not by telephone or telegram — before the time specified in the Notice Inviting Bids for the public opening of bids, this Proposal constitutes an irrevocable offer for ninety (90) calendar days after that date. 2. The Agency has the right to reject any or all Proposals and to waive any irregularities or informalities contained in a Proposal. 3. That award of the contract shall be authorized only by the governing body of Agency. 4. To submit to Agency such information as Agency may require to determine the Bidder's financial standing experience and to perform the work. CONTRACTOR'S PROPOSAL G:Vda\Beth Longman0usiness Support\RFPs 3 Bid Posungs0id Docs-0per NEVs 2007.doc CONTRACTOR'S PROPOSAL FOR EL PASEO COURTESY CART OPERATION SERVICES Item Item Description Qty Units Unit Cost Total No. 1 Hourly rate for STRAIGHT TIME 1 Cost per $ operation of a single NEV either on the STRAIGHT TIME Schedule prescribed in the contract, or hour including all an alternate schedule, as directed by overhead benefits q:U.--3ffl. CO�� the Redevelopment Agency and profits 2 Hourly rate for OVERTIME operation of 1 Cost per $ a single NEV either on the Schedule OVERTIME hour prescribed in the contract, or an including all �J alternate schedule, as directed by the overhead benefits Redevelopment Agency and profits 3 Daily cost for operation of a single NEV 1 Cost per day $ according to the Schedule prescribed including all in the contract, or on an alternate benefits, overhead3• schedule, as directed by the and profit (1611g13,ioo Redevelopment Agency By signing the proposal below, Bidder acknowledges that the unit costs described above may be used to either increase or decrease the contract value in instances where the Agency requests that the CONTRACTOR operate the NEVs for either more or fewer hours that described in the operating scheduled in the contract documents. \ TOTAL YEARLY AMOUNT BASE BID IN FIGURES $ TOTAL YEARLY AMOUNT BASE BID IN WORDS DNS I&IM" DIC��iT ONE, N (QED Tk O� `� II J Doi /�f2,� AN I Ty CJ` T<5, In witness whereof, CONTRACTOR executed this proposal as of date set forth above, by: yIvgnature ba,I0T)k 69-Ay - ONAJ PICV- Print Name and Title CONTRACTOR'S PROPOSAL G'Vda\Belh Longman\Business Support\RFPs & Bid Postings\B&d Docs-Open NEVs 2007.doc (NO BID WILL BE CONSIDERED UNLESS THIS DOCUMENT IS COMPLETED IN FULL. ALL APPLICABLE ITEMS MUST BE FILLED OUT) INFORMATION REQUIRED OF BIDDER The bidder is required to supply the following information. Additional sheets may be attached if necessary. (1) Firm Name P lTE ��T105 �j�Lt7�,6►�lS (2) Address PA1,M (3) Telephone No. 1Oi21?)-Oc6"7 b-iec) ago -fie(, (4) Type of Firm (Individual, Partnership or Corporation) iKD\Jk0VAL, (5) Corporation organized under the laws of the State of (6) Business License No. (An -'�0153 Exp. Date N1A (7) (8) (9) CONTRACTOR herebyswears under penalty of perjury that this information provided is true r ect. B Title: �SignSiOr CONTRACTOR List the names a addresses of all owners of the firm or names and titles of all officers of the cor oration: I�IVDPr Clay -. PaU-SIq0,r e-40 GaAV - 0P1T TV7,JQ ',J,P. -reiu� S��c�—U-�iN�c,E �l,Q. Dr�e,1� �y � M��►�r•�-, J•P, Number of years' experience as a provider of transportation services List at least three references for whom CONTRACTOR has performed transportation services recently: 1. Reference Name &DY L CAi'2.► JNI ND21NP.oP 6"MWnj Copp Address Phone Number AAO S 2. Reference Name MAtzY Sc4V gp= -WTA0MINKV4A N2- Address /be4m,p I'ncklampl r Phone Number Q-10) 0)-b - rl� 1 3. Reference Name C-AaDAc,)k*t% -60A SCERAw Address bligllwbf CJ0A"MAi13 C191P, Phone Number 3►—101410 INFORMATION REQUIRED OF BIDDER G VdalBeth LongmankBustness SupporI RFPs & Bid Postmgs0d Docs-Open NEVs 2007 doc