TO: Mayor and Commissioners
FROM: John Morgan, Environmental Services Director
THROUGH: Donald B. Cooper, City Manager
DATE: July 5, 2016
Title
RENEWAL OF AGREEMENT WITH UNIQUE TRANSPORTATION FOR PROVISION OF SERVICE OPERATIONS FOR THE DOWNTOWN ROUNDABOUT FREE TROLLEY.
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Recommended Action:
Recommendation
Motion to ratify the February 8, 2016 action of City Staff and to approve the renewal of a one-year agreement with Unique Transportation for the provision of trolley service operations in an amount not to exceed $400,000.
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Background:
In March of 2013 the City Commission awarded a contract to Unique Transportation to provide operation services for the Downtown Roundabout Free Trolley. The company was selected through a solicitation process (Request # 2013-022). The award was for an initial three (3) year term with the option for two (2) one-year renewals. Unique Transportation has been performing to the City’s satisfaction throughout the contract term and the Environmental Services Department recommended that the Purchasing Department begin the contract renewal process in February 2016. The Purchasing Department contacted Unique Transportation and offered to renew the agreement for one year effective June 11, 2016 with the terms and conditions approved in the existing agreement. Unique Transportation agreed to the one-year renewal on February 18, 2016 and provided the documentation requested by the Purchasing Department. This request was not brought before the City Commission at that time. In the absence of City Commission action to approve the one-year renewal of the contract with Unique Transportation, City staff did not have to authority to undertake this activity.
The pricing approved in the contract for year four (4) is a rate of $35 per hour for regular scheduled business operations, $40 per hour for additional hours requested by the City, and $80 per hour for emergency services. Funding in the amount of $400,000 is being provided through the amended Interlocal Agreement with the Community Redevelopment Agency for the annual operation of the trolley service in the downtown area of the City. The Original ILA (March 2014) was amended in February 2016. Funding is contingent upon the approval of the CRA and City budgets for Fiscal Year 2016 - 2017. Since staff was not able to present this contract for renewal prior to its expiration date of June 11, 2016, the contract with Unique Transportation will be amended to allow for a nunc pro tunc renewal, effective June 11, 2016.
Renewal of the agreement is in compliance with the Code of Ordinances, Chapter 36, Section 36.07 (A)(3), Terminations, Extension and Renewal, "City Commission approved contracts, Renewals".
City Attorney Review:
Approved as to form and legal sufficiency.
Finance Department Review:
Finance recommends approval subject to CRA funding availability for FY 2017.
Funding Source:
Funding for the remainder of Fiscal Year 2015 - 2106 is available from 001-3151-545.49-26 (General Fund - Trolley Services)
Timing of Request:
The approval of the one year renewal is time sensitive since the contract expired on June 11, 2016.