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Home My WebLink AboutResolution - 2007-R0097 - Award Bid - Caprock Community Action Association - Passenger Trips - 03/05/2007Resolution No. 2007—R0097 March 5, 2007 Item No. 6.6 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK THAT the City Council of the City of Lubbock does hereby authorize and direct Citibus to award Bid 2007.1-CitiAccess Ambulatory Services to Caprock Community Action Association, to provide more cost-efficient trips for ambulatory passengers, both Medicaid and CitiAccess, and all related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council this 5th day of _ March , 2007. DAVID A.AMLER,. ATTEST: Reb ca Garza, City Secretary APPROVED AS TO CONTENT: �s Loomis stant City Manager/Transportation and Public Works APPROVED AS TO FORM: gs/ccdocs/Reso-Citibus Bid 2007. Lres 3/1/2007 CONTRACT FOR SERVICES The Contract is entered into by and between the City of Lubbock, Texas/Citibus (the "Contractor") and Caprock Community Action Association (the "Subcontractor"). The parties do hereby agree as follows: 1. The Subcontractor shall provide the following services: Provide CitiAccess ambulatory services within the city limits of the City of Lubbock and outside the city limits of the City of Lubbock, but within the limits of Lubbock County. 2. These services shall be provided for the following rates: 3. The Subcontractor agrees to adhere to all provisions of service as outlined in Invitation to Bid 2007.1- CitiAccess Ambulatory Services, as amended. The provisions of Invitation to Bid 2007.1- CitiAccess Ambulatory Services, as amended, are incorporated into this Contract as is fully set forth herein. 4. The parties agree that the Contractor shall be responsible for project management, scheduling, and overall project oversight. 5. The Contractor shall pay the Subcontractor in accordance with Texas Government Code §2251.022. 6. This Contract may be cancelled, without penalty, by either party by providing 180 days written notice to the other party. Upon cancellation, the Contractor shall pay the Subcontractor the prorated price for acceptable services performed up to the date specified in the notice of cancellation. 7. The Subcontractor grants permission to the Contractor, and/or the Contractor's representatives, to review at any time information, including, but not limited to, insurance information, drug and alcohol records, vehicle logs, passenger logs, vehicle maintenance records, and financial records. 8. This contract shall commence 180 days subsequent to the Contractor sending written notice to terminate Contractor's existing agreements. Contractor shall notify the Subcontractor when all such notices are sent. 9. This contract is for a period of one year, with an option for two one-year extensions. EXECUTED this �J �1.JU V John L. Wilson, Citibus day of N1 'h'�Z 2007. Caprock Community Action Association CAPROCKASSOCIATIONACT,,COMMUNITY 1NCON (806)675-7307 - Telephone (806)675-2291 - Fax January 31, 2007 CITIBUS Attn: John Wilson 801 Texas Avenue Lubbock, Texas 79401 Dear Mr. Wilson: Administrative Office 224 South Berkshire Crosbyton, Texas 79322 Caprock Community Action has been providing transportation to customers in the six counties we serve since 1983. Because of the lack of medical facilities, etc., in the counties we serve, the majority of our trips have been into Lubbock for medical, dialysis, shopping, etc. CCAA will have buses in Lubbock on any given day and in the past this has not been a problem. Our mission has always been to serve the 56,000 residents in Hale, Floyd, Motley, Dickens, Crosby and King counties to the best of our ability. We appreciate the opportunity to address the concerns that have been questioned and look forward to working with CITIBUS and you in the future. Please feel free to contact me if you have questions or require additional Information. Sincerely, rGwl� Claudia Cowley Executive Director cc: Melinda Harvey CITY OF LUBBOCK AGENDA ITEM SUMMARY II. CONSENT AGENDA ITEM #/SUBJECT: # Consider a resolution authorizing Citibus to award Invitation to Bid 2007.1 - CitiAccess Ambulatory Services to Caprock Community Action Association. BACKGROUND DISCUSSION: Citibus has issued an Invitation to Bid for CitiAccess ambulatory services; the intention of this bid was to seek a way to provide more cost-efficient trips for ambulatory passengers, both Medicaid and CitiAccess. Bidders were asked to provide four trip costs: • Within the Lubbock city limits, scheduled in advance (Bid Item 1) • Within the Lubbock city limits, scheduled on the same day that service was requested (Bid Item 1) • With either origin or destination outside of the Lubbock city limits, but within Lubbock county, scheduled in advance (Bid Item 2) • With either origin or destination outside of the Lubbock city limits, but within Lubbock county, scheduled on the same day that service was requested (Bid Item 2) The bid document did not guarantee a number of trips that would be given to the company chosen. In addition, the bid document did not guarantee any revenue amount to the winning company. The bids were opened on January 17, 2007. There were three bidders; the bids and Citibus' cost to provide the service are shown below: Bid Item 1 Scheduled in Scheduled on Advance Sarre Day Bid Item 2 Scheduled in Scheduled on Advance Same Day Caprock Community Action $12.00 $18.00 $15.00 $20.00 Citibus* $19.00 $19.00 $22.00 $22.00 Sexton Enterprises $22.94 $22.94 Did not bid Did not bid South Plains Community Action $28.00 $31.00 $28.00 $31.00 * Bid Item 1 based on actual costs, October -December 2006; Bid Item 2 estimated It is important to note that since June 26, 2006, Caprock Community Action has been providing Medicaid trips as a subcontractor to Citibus $12 per trip for trips that have origins and destinations in the same county. Citibus feels confident that their bid on this procurement is a good bid and that they can provide the services as outlined in the bid documents for the price they have submitted. Should the contract, for whatever reason, not be awarded to Caprock Community Action, Citibus is able to provide the services at a lower cost than the bid that was submitted by the second -lowest bidder. Citibus would like to call attention to the following provision in the Invitation to Bidders: 17 ANTI -LOBBYING PROVISION 17.1 DURING THE PERIOD BETWEEN THE BID CLOSE DATE AND THE CONTRACT AWARD, BIDDERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR BID WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL, CITY STAFF, CITIBUS STAFF, OR MEMBERS OF THE LUBBOCK PUBLIC TRANSIT ADVISORY BOARD EXCEPT IN THE COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY OF LUBBOCKICITIBUS. 17.2 This provision is not meant to preclude bidders from discussing other matters with City Council members, City staff, Citibus staff, or members of the Lubbock Public Transit Advisory Board. This policy is intended to create a level playing field for all potential bidders, assure that contract decisions are made in public, and to protect the integrity of the bid process. Violation of this provision may result in rejection of the bidder's bid. If a contract is awarded as a result of this bid, Citibus will give the current Medicaid subcontractors 180 days' written notice to terminate existing agreements. This is in accordance with Section 15 of the Medicaid Request for Proposal, the provisions of which are incorporated into Citibus' formal agreement with the Texas Department of Transportation. Officials from the Texas Department of Transportation have assured Citibus that subcontracting to a rural transportation provider does not violate any state policies, procedures, or guidelines. Attached is a letter from Claudia Cowley, executive director of Caprock Community Action Association, Inc., outlining her agency's ability to provide services within Lubbock County. This information was presented to the Lubbock Public Transit Advisory Board (TAB) at their January 24, 2007, meeting. FISCAL IMPACT: Contract award to the lowest bidder will result in saving of approximately $181,000 during the first year of the contract. SUMMARYIRECOMMENDATION: Citibus and the Lubbock Public Transit Advisory Board recommends that Invitation to Bid 2007.1 - CitiAccess Ambulatory Services be awarded to Caprock Community Action Association. CROSBY COUNTY 201 West Aspen Crosbyton, Texas 79322 CITIBUS Attn: John Wilson 801 Texas Avenue Lubbock, Texas 79401 Dear Mr. Wilson: As a Crosby County Commissioner, I have served on the Caprock Community Action Board of Directors and the Transit Board since July, 2001. The agency has been providing transportation to customers in the six county area since 1983. As reported at agency meetings, the majority of trips are into Lubbock for medical, dialysis, and other health issues. Caprock will have as many as five buses in Lubbock on any given day with passengers from Hale, Crosby, Floyd, Motley, and Dickens. The CCAA mission has always been to serve the 56,000 residents in our area to the best of our ability with the resources we have. I appreciate the opportunity to compliment the staff at CCAA and the work that is done in our service delivery area. Sincerely, Gary Jo Crosby County Commissioner