Sparks City Council Meeting 1/9/2012 2:00:00 PM

    Monday, January 9, 2012 2:00 PM
    Sparks Council Chambers, 745 4th Street, Sparks, NV 89431

Consent Items: 5.6

Title: Review and possible approval of the 2012 Inter-Local Lease Agreement with the Washoe County School District, Transportation Department.
Petitioner/Presenter: Tracy Domingues/Shauna Nelson
Recommendation: That the City Council adopt the 2012 Inter-Local Lease Agreement with the Washoe County School District for the lease of school buses to transport Parks and Recreation program participants throughout the year.
Financial Impact: $25,000
Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief: The City of Sparks Parks and Recreation Department has benefitted from this Annual Inter-Local Lease Agreement with the Washoe County School District for many years. This agreement allows us to use school buses in our continuing effort to provide quality programming during our summer, year-round, and holiday day camps.

Background: The City of Sparks has utilized Washoe County School District (WCSD) buses for a number of years to transport participants to and from recreation programs. Each year during our program budget preparation, we identify activities that require bus transportation and estimate the number of buses necessary. The buses are used by the Summer Outburst (1 site), Teen Discovery, Small Wonders Summer Adventures (1 site), Spring Vacation Fun, Christmas Capers, and the Year-Round School Break Programs. The WCSD raised the fee to $2.50 per mile May 25, 2011 to be effective July 1, 2011 through December 31, 2011. This was an increase of $0.55 per mile. As a result we reduced the number of field trips to stay within budget.

Analysis: It has been asked in the past as to why we don’t use the City’s RTC buses. These buses are not utilized for the following reasons to date: • The City does not have a communication/dispatch system in place to provide immediate assistance if the bus were to break down. • There is not a policy in place to replace the bus and evacuate/move the children. • The design for the transport of children is very different. WCSD bus seats are fully padded and forward facing. • WCSD buses can transport a larger number of children at one time. Currently, the WCSD can provide dispatch, safer seating, backup drivers and buses. The City Attorney’s Office and Risk Manager have reviewed the attached agreement between the Washoe County School District and the City of Sparks. The various buses will have a capacity ranging from 25 to 84 passengers and will be leased for a period of one (1) year, commencing at 12:01 a.m. on the first day of January, 2012 and expiring on December 31, 2012. The 2012 lease price is recommended at two dollars and fifty cents ($2.50) per mile, which represents no increase from the current year agreement. The City shall maintain a one million dollar ($1,000,000.00) Automobile Liability Policy and a two million dollar ($2,000,000.00) General Liability Policy naming the Washoe County School District as an additional insured. The Parks and Recreation Department depends greatly upon the use of these buses in order to broaden program opportunities to the youth in our community. Estimated Bus Lease Cost at $2.50 per mile: Program Estimated Cost Year-Round School Break $ 4,000.00 Summer Outburst $13,000.00 Christmas Capers $ 1,000.00 Spring Vacation Fun $ 500.00 Small Wonders Summer Adventures $ 2,500.00 Teen Discovery $ 4,000.00 Estimated Cost at $2.50 per mile for 2012 $25,000.00

Alternatives: 1. Contract with a private bus company at a significant increase in costs. 2. Do not provide recreation services that require transportation.

Recommended Motion: That the City Council move to adopt the 2012 Inter-Local Lease Agreement with the Washoe County School District, Transportation Department as recommended by staff.

Attached Files:
     2012 WCSD bus lease agreement.pdf
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