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HomeMy WebLinkAboutCity of Diamond Bar bid 2.25.25_0001C A L I F 0 R N I A REQUEST FOR PROPOSALS Transportation (School Busses) for Day Camp Excursions Contract Services Submission Deadline Friday, February 28, 2025 by 4 P.M. Exhibit A Transportation Services - City of Diamond Bar - Day Camp February 12, 2025 21Page 1. INTRODUCTION The City of Diamond Bar is requesting proposals from qualified School Bus Transportation contractors to provide transportation services for the 2025 Summer Day Camp Program Excursions with the option to enter into a five-year term agreement if selected. RFP Date: February 12, 2025 Project Name: Transportation Services - City of Diamond Bar - Day Camp Department: Parks and Recreation Proposal Deadline: Friday, February 28, 2025 by 4 P.M. Proposals shall be delivered by the proposal deadline via the PlanetBids portal httpS//vendors.planetbids com portal/39500/bo/bo detail/126295. All proposals submitted in response to this RFP will become property of the City upon submittal and a matter of public record pursuant to applicable law. Late submittals will not be accepted. Questions regarding this RFP shall be made in writing via email to Andee Williams, Recreation Supervisor, at awilliams@diamondbarca ov, no later than February 20, 2025 by 4 P.M. Questions and responses may be made available to all potential proposers. The city will review all proposals received by the submittal deadline indicated in this RFP. Proposals that do not meet the minimum requirements of this RFP will be rejected. The City reserves the right to select the firm that best meets the overall needs and offers the best overall value to the City based on a variety of criteria, including but not limited to, experience, quality of work product, successful completion of similar projects, and cost effectiveness, but not solely on the lowest cost of services. The following tentative schedule has been established for the selection of a contractor which is subject to change: RFP Posting Date February 12, 2025 Written Questions Deadline February 20, 2025 • Proposal Due Date February 28, 2025 • Award of Contract March 14, 2025 Transportation Services - City of Diamond Bar- Day Camp February 12, 202S 31Page The City of Diamond Bar shall not be liable for any pre -contractual expenses incurred by any Contractor, nor shall any Contractor include any such expenses as part of the proposed cost. Pre -contractual expenses include any expense incurred by a contractor prior to the date of an executed contract, such as the cost of preparing and submitting a proposal and negotiating any terms with the City. 2. ABOUT THE CITY Diamond Bar is a scenic community located on the eastern edge of Los Angeles County, within minutes of Orange, Riverside, and San Bernardino counties. With its origin as a center for ranching perched among a landscape of rolling hills in the East San Gabriel Valley, Diamond Bar became one of the first master planned communities in Los Angeles County dating back to 1956, and has grown since that time to be known for its friendly country -living atmosphere, abundant open spaces, exceptional public facilities, well -maintained parks and hiking trails, and excellent schools. In 1989, Diamond Bar became the 86th city in Los Angeles County. Today, Diamond Bar covers 14.9 square miles and is home to 57,177 residents. Diamond Bar is bounded by the cities of Industry and Pomona to the north, Chino Hills to the east, and unincorporated Los Angeles County to the south and west (Figure B-1; Regional Setting Map). With convenient access to State Routes SR-57 and SR-60, Diamond Bar is within 30 miles driving distance of the cities of Los Angeles, Riverside, and Irvine, making it a desirable destination to live and work. The Industry Metrolink Station lies on the City's northern border, providing east -west transit connections to Los Angeles and Riverside. 3. PROJECT BACKGROUND The City of Diamond Bar's Summer Day Camp is a nine -week recreation program held at Heritage Park located at 2900 S. Brea Canyon Road, Diamond Bar, CA 91765. Day Camp is designed to provide a fun experience in a safe environment for children ages 6-12. Camp activities include two excursions per week. Transportation Services -City of Diamond Bar- Day Camp February 12, 2025 41Page 4. SCOPE OF WORK AND DELIVERABLES To be considered, proposals must be submitted to the City of Diamond Bar by Friday, February 28, 2025. All proposals must be itemized per excursion per week and include tax, and any other additional charges. Once the vendor has been selected, updated excursion information and locations will be provided. Quote for one (1) school bus that can accommodate a minimum of 57 passengers. Two bus trips per week for nine weeks, June 2 through August 1, 2025. (See attached excursion schedule of locations, times and dates) • Bus will arrive, depart and return at scheduled times. • Bus will stay on site at locations with Summer Day Camp at all times. • Bus will need to have seatbelts for each seat. • Flexibility for City staff to change times, dates and locations within one week of advance notice. Please quote on the cost proposal bid sheet. 5. FORMAT AND CONTENTS OF PROPOSAL The Contractor's proposal shall contain the following information and shall be organized as follows: A. Contractors Experience/References Provide a list of at least three references who may be contacted to discuss their experience working with the Company on similar projects. Please provide contact information including Organization, Name, Title, Address, Phone, Email, Project Name and Date of Completion. B. Cost for Services Please complete the attached Cost Proposal - Bid Sheet on PlanetBlds. Provide a detailed not -to -exceed cost proposal to accomplish the services requested. Identify the hourly allocation of resources by discipline and by each task identified in the Scope of Work, including billing rates for personnel, printing, attendance at public meetings, and any other cost anticipated. Please clearly highlight any additional or recommended tasks and associated costs that are included. No additional charges for items such as transportation, out-of-pocket expenses, etc., will be paid unless Transportation Services - City of Diamond Bar - Day Camp February 12, 2025 51Page these are specifically included in the proposal. Contractor must be able to accept payment in check form and provide itemized invoices. C. Insurance Proof of insurance requirements addressed in the professional services agreement of this Request for Proposal shall be submitted by the selected Contractor upon execution of the contract as defined under the City's existing purchasing Ordinance. The selected Contractor must submit a "Statement Certifying Insurance Coverage" certifying that the required insurance coverage will be obtained by the Contractor, and that the Contractor understands said coverage is prerequisite for entering into an agreement with the City. The Contractor is required to confirm with its insurance carrier that it can meet all the requirements for insurance. Failure to meet the insurance regulations as set forth shall result in proposer's disqualification. 6. SUBCONTRACTING The Contractor may utilize the service of specialty Subcontractors on those parts Of the work which, under normal contracting practices, are performed by specialty Subcontractors. Unless a specific Subcontractor is listed by the Contractor, Contractor is representing to City that Contractor has all appropriate licenses, certifications, and registrations to perform the work hereunder. After submission of the Proposal, the Contractor shall be fully responsible to the City for the performance of the Subcontractors, and of persons either directly or indirectly employed by them. Nothing contained herein shall create any contractual relation between any Subcontractor and the City. i. RIGHT TO REJECT ALL PROPOSALS The City reserves the right to withdraw, reduce, or revise elements of the scope of work prior to the award of any contract. Furthermore, the City reserves the right to reject any or all proposals submitted; and no representation is made hereby that any contract will be awarded pursuant to this Request for Proposal, or otherwise. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the proposer. The City shall only provide the staff Transportation Services - City of Diamond Bar - Day Camp February 12, 2025 6]Page assistance and documentation specifically referred to herein and shall not be responsible for any other cost of obligation of any kind which may be incurred by the proposing firm. 8. SUPPORTING DOCUMENTS Exhibit A - RFP Exhibit B - Cost Proposal - Bid Sheet (based on 2025 excursions) Le) uj uj C41) � m k 0 0 IL 0 U ca 0 z 0 ■ � 3 0 ƒ ® / & U a U \ / / E 3 E k ? / / k / / / / a) T 5 co CD p _0 e / �\ Z ® e \ E g 2 \ I E 2 2 o / [ U k � � 0� U ° S y 0 ' 3 . .\ 2 $ / % ��. k § / E E IM o o � / \ � o E � @ / 2 y \ §. ./ o & / LO .(N / $ o y d ❑ . a a / / & / .0 § : / m g _ « 0 ::E 0 k / 3 § u § 3 \ � 0 3 2 g •\ a �3 0 J J o / / / .N .< / O ®E he .0 X \ \ 2 — 2 0 ;he E c / \ 0 0 L6 2 Q 0 R r 2 ,y a @ S 3 $ 5 .a @ y a 2 E E E 0-o / ,\ a % CD \ �2 \ 3 « & m & \ o \ o ./ I o g r o r « e CD \ \ \ ./ S LO (N CN (N N � � 10 10 a 10 1 10 \ \ \ ,a co / , � r \ 3 ƒ 2 : ® / / ƒ .\ / \ z O O 2 g c . \ a)\ \ \ 9 0 c c 0 0 \ ƒ \ \ / \ / / / 2 \ \ \ \ « \ O m 0 U 0 N / 2 \ \ \ / .2 Cl) \ \ ° U e U D O / E 3 E E G 2 / 4 e 0 E e \ e \ . q d ? y \ % o I o [ / n U, k / \ § / I e § / # uj 2 \ I e / / \|g COD\ AM "Aff.-I 11 0 0 d � d x air. Lo \ 0 / 0 / d \ \ 1 W W ce 0 H Z CW G W 0 W y� O Z Y U a O N NT N _N II O I— C CC3 C� o 4- U o Q) > N o o — o �- C� N L oU a- a� F- O U � Q O N O O U (7 N N ry C U O E O O Q � 0 N � N N T[ N O O N U O 0— n O O U N - O } U � O N s= U 0 ^ D Q U IL > L.L 2 o U o - LL -� o� o Q C 70 O CL O O - O O �,— U N N � � � O N � O O E 3 0 N = O > O N 7 N } O N -a-- O -0 C U C vi N U C � ., N U N m > N � N � Z O O Z � � 0 IL U CERTIFICATE OF LIABIL" INSURANCE DATE(MMfDD/YYYY) 024 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT. If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT TIB Transportation Insurance Brokers, LLC NAME: Jessica Landeros 425 W. BroadwayPHONE FAX Suite 300 MANo xt' 818 246 2$00 A/C No: 81 Glendale CA 91204-1269 ADDRESS: 'landeros tibinsurance.com INSURERA: National interstate INSURED "SSE-1 I ISSer BUS Services Inc INSURERB; 1469 W, 9th St. INSURER c Upland CA 91786 IIVSUKER F COVERAGES CERTIFICATE NUMBER: 948251564 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW REVISION NUMBER: HAVE BEEN ISSUED TO THE INSURED INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY NAMED ABOVE FOR THE POLICY PERIOD CONTRACT OR OTHER CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED DOCUMENT WITH RESPECT TO WHICH THIS BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY INSR HAVE BEEN REDUCED BY PAID CLAIMS. ADDL SUBR LTR TYPE OF INSURANCE POLICY NUMBER MM/DDY EFF DY EXP IPA MM A X COMMERCIAL GENERAL LIABILITY Y OLRO35199al1 LIMITS 7/11/2024 7l11/2025 %( EACH OCCURRENCE $ S,000,D00 CLAIMS -MADE OCCUR DAMAGE TO R TED PREMISES Ea occurrence $100.000 MED EXP (Any one person) $ 5,000 GEN'LAGGREGATE LIMIT APPLIES PER' PERSONAL & ADV INJURY $ 5,000,000 X POLICY ❑PRO- ❑ LOC GENERAL AGGREGATE $ 5,000,000 JECT OTHER: PRODUCTS - COMP/OP AGG $5,000,000 A AUTOMOBILE LIABILITY Y CAR035199811 7/11/2024 7/11/2025 COMBINED SINGLE LIMIT ANY AUTO Ea accident $ 5 000 D00 ALL OWNED X SCHEDULED BODILY INJURY (Per person) $ AUTOS AUTOS X X NON -OWNED BODILY INJURY (Per accident) $ HIRED AUTOS AUTOS PROPERTY DAMAGE $ Pera ent A UMBRELLA LIA6 X OCCUR 2XR0351.99811 711/2024 7/1112025 X EXCESS LIAB EACH OCCURRENCE $ S,000,D00 CLAIMS -MADE DED RETENTION$ AGGREGATE $ 5,000;00D WORKERS COMPENSATION $ AND EMPLOYERS' LIABILITY Y / N PER ERH OFFICER/MEIMBMR EXCLUDED? ECUTIVE ❑ NIA E.L. EACH ACCIDENT (Mandatory in NH) If yes, describe under E.L. DISEASE - EA EMPLOYEE $ DESCRIPTION OF OPERATIONS below E.L.DISEASE-FOLICYLIMIT DESCRIPTION OF OPERATIONS r LOCATIONS! VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space is required) City of Diamond Bar, Its officials, employees, and agents are additional Insured are included as Additional Insured operations of the named insured. with respects to their interest in the Additional Insured: City of Diamond Bar 21810 Copley Drive Diamond Bar, CA 91765-4178 CERTIFICATE HoLnr=R SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Diamond Bar ACCORDANCE WITH THE POLICY PROVISIONS. 21810 Copley Drive Diamond Bar CA 91765-4178 AUTHORIZED REPRESENTATIVE v 9 WSU-2014 ACORD CORPORATION. All rights reserved. ACORD 26 (2014101) The ACORD name and logo are registered marks of ACORD Form W=9 (Rev. October 2018) Department of the Treasury Internal Revenue Service 1 Name (as shown on your inco Visser Bus Services, Inc. Request for Taxpayer Identification Number and Certification ► Go to www.irsgov/FormW9 for instructions and the latest information. me tax return). Name is required on this line; do not leave this r P him 4 entity name, if different Give Form to the requester. Do not send to the IRS. 3 Check appropriate box for federal tax classification of the person whose name is entered on line 1. Check only one of the 4 Exemptions (codes apply only to following seven boxes. certain entities, not individuals; see ❑ Individuallsole proprietor or ✓ instructions on page 3): p p ❑ C Corporation ❑ S Corporation El ❑ Trust/estate ) single -member LLC ❑ Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=Partnership) ► Note: Check the appropriate box in the line above for the tax classification of the single -member owner. Do not check LLC if the LLC is classified as a single -member LLC that is disregarded from the owner unless the owner of the LLC is another LLC that is not disregarded from the owner for U.S. federal tax purposes. Otherwise, a single -member LLC tha is disregarded from the owner should check the appropriate box for the tax classificatinn nt i+. ,,,.,. ❑ Other (see instructions) ► 5 Address (number, street, and apt. or suite List account number(s) here Num Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid backup withholding. For individuals, this is generally your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the instructions for Part I, later. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN, later. Note: If the account is in more than one name, see the instructions for line 1. Also see What Name and Number To Give the Requester for guidelines on whose number to enter. name or Exempt payee code (if any) Exemption from FATCA reporting code (f any) (A))plies to accounts maintained outside the U.S.) i Employer identification number ©® Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding; and 3. 1 am a U.S. citizen or other U.S. person (defined below); and 4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct. Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently suhieet to backup withholding baoa,as. you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the instructions for Part 11, later. to Signature of - Here I U.S. person General Instructions Section references are to the Intemal Revenue Code unless otherwise noted. Future developments. For the latest information about developments related to Form W-9 and its instructions, such as legislation enacted after they were published, go to www.irs.gov/FormW9. Purpose of Form An individual or entity (Form W-9 requester) who is required to file an information return with the IRS must obtain your correct taxpayer identification number (TIN) which may be your social security number (SSN), individual taxpayer identification number ([TIN), adoption taxpayer identification number (ATIN), or employer identification number (EIN), to report on an information return the amount paid to you, or other amount reportable on an information return. Examples of information returns include, but are not limited to, the following. • Form 1099-INT (interest earned or paid) Date► f a/2-G2 5- • Form 1099-DIV (dividends, including those from stocks or mutual funds) • Form 1099-MISC (various types of income, prizes, awards, or gross proceeds) • Form 1099-B (stock or mutual fund sales and certain other transactions by brokers) • Form 1099-S (proceeds from real estate transactions) • Form 1099-K (merchant card and third party network transactions) • Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T (tuition) • Form 1099-C (canceled debt) • Form 1099-A (acquisition or abandonment of secured property) Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN. If you do not return Form W-9 to the requester with a TIN, you might be subject to backup withholding. See What is backup withholding, later. Cat. No. 10231X Form W-9 (Rev. 10-2018) -------------- VISSER xMF s. z; 1469 W. 9th Street Upland CA 91786 (909)944-7300 office www.visserbus.com 2/12/2025 City of Diamond Bar Bid -References 1. Etiwanda School District, Doug Claflin CBQ 6061 East Ave. Etiwanda CA 91739 909-899-2451, Transportation Services- 2011- present 2. Fontana Unified School District, Mary Stevens Director of Transportation 9680 Citrus Ave. Fontana, CA 92335 909-357- 7510, Transportation Services 2018-Present 3. City of Chino Hills, Jesika Patino Community Services Coordinator 14000 City Center Dr. Chino Hills CA 91709 909- 364-2721 Summer Day Camp 2021-present