2001-24544 RESO
-,
RESOLUTION NO.
2001-24544
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
A FOURTH CHANGE ORDER TO THE EXISTING CONTRACT WITH
ADVANCED VEHICLE SYSTEMS (A VS), INC., FOR THE PURCHASE OF
TWENTY FOUR (24) SETS OF ELECTRIC BATTERIES, IN THE AMOUNT
OF $313,200, UTILIZING ADVANCED CITY FUNDS FOR SUBSEQUENT
REIMBURSEMENT BY FEDERAL TRANSIT ADMINISTRATION (FTA)
SECTION 5309 FUNDS, GRANT NUMBER FL-03-0191, AS APPROPRIATED
BY THE RESOLUTION NO. 2001-24534, DATED JULY 18,2001.
WHEREAS, pursuant to Bid No. 101-95/96, on September 11, 1996, the Mayor and City
Commission of the City of Miami Beach executed a two-year contract with Advanced Vehicle
Systems (A VS), Inc., in the amount of $1,408,709, for the purchase of seven (7) electric shuttle
vehicles, plus batteries and additional equipment (the Contract); and
WHEREAS, on February 5, 1997, Resolution No. 96-22017 issued a first Change Order to
the Contract, in the amount of $47,651.60, to add safety flooring to the buses and purchase additional
equipment, therefore increasing the total Contract cost to $1,456,360.60; and
WHEREAS, on April 14, 1999, Resolution No. 99-23128 authorized a second Change Order
to the Contract, in the amount of $866,304 for the purchase of four (4) additional shuttle vehicles,
at the price quoted two years ago from that date, therefore increasing the total Contract cost to
$2,322,664.60; and
WHEREAS, City Manager Memorandum, dated June 5, 2000, authorized a third Change
Order to the Contract, in the amount of $8,120 to replace half-slider windows with Transom
windows in the four new shuttle vehicles, therefore increasing the total Contract cost to
$2,330,784.60; and
WHEREAS, this fourth and last Change Order to the Contract, in the amount of $313,200,
is for the purchase of twenty four (24) sets of batteries for the existing eleven (11) shuttle vehicles,
as an emergency, will increase the total Contract cost to $2,643,984.60; and
WHEREAS, A VS' quoted price is $12,300 per battery set, plus a $750 per set delivery fee,
or a total of $13,050 per battery set; and
WHEREAS, this purchase will be funded, via the reimbursement method, by Federal Transit
Administraction (FTA) Section 5309 Funds, or FTA Grant Number Fl.-03-0191, appropriated by
the City on July 18, 2001; and
WHEREAS, all advanced City funds for this purpose will be subsequently reimbursed by
Miami-Dade TrasitIFTA within three months of invoice submittal by the City.
\
WHEREAS, the City will promptly invoice MDT/FT A for the $35,644 in already expended
FfA funds; and
WHEREAS, this becomes the second FfA grant that the City appropriates for Electrowave
capital purchases, under FfA Grant # FL-03-0191.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby appropriate $744,375 in Federal Transit Administration (FfA) Section 5309
funds, earmarked in Fiscal Year 1998-99 for capital purposes of the Electrowave Shuttle Project;
with the required $186,094 local match being provided by the Florida Department of Transportation
(FDOT) as a 'soft' match, utilizing toll revenue credits; advancing $708,731 in City funds for the
procurement of bus and bus-related equipment, for subsequent reimbursement by FfA Grant
Number FL-03-0191, via Miami-Dade Transit, within three months of invoice submittal by the City;
this reimbursement including $35,644 already expended by the City in the retrofit of a Fleet
Management service bay into an auxiliary battery storage/charging facility.
PASSED AND APPROVED this the . 18th day of
July
,2001.
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MAYOR
ATTEST:
~tr~
CITY CLERK
P:\WOJlX'Inll^IAMIll.I^~NDrrA$,RES
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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IV omey ~ Date
,
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.fl.us
TO:
FROM:
SUBJECT:
COMMISSION MEMORANDUM NO.
~~7-01
Mayor Neisen O. Kasdin and
Members of the City Commission
Jorge M. Gonzalez \ ~
City Manager () l)
DATE: July 18, 2001
1. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROPRIATING $744,375 IN
FEDERAL TRANSIT ADMINISTRATION (FTA) SECTION 5309 FUNDS,
EARMARKED IN FISCAL YEAR 1998-99 FOR CAPITAL PURPOSES OF
THE ELECTROW AVE SHUTTLE PROJECT; WITH THE REQUIRED
$186,094 LOCAL MATCH BEING PROVIDED BY THE FLORIDA
DEPARTMENT OF TRANSPORTATION, AS A 'SOFT' MATCH,
UTILIZING TOLL REVENUE CREDITS; ADVANCING $708,731 IN CITY
FUNDS, FROM UNDESIGNATED GENERAL FUND BALANCE, FOR THE
PROCUREMENT OF BUS AND BUS-RELATED EQUIPMENT AND
TOOLS, FOR SUBSEQUENT REIMBURSEMENT BY FfA GRANT
NUMBER FL 03-0191, VIA MIAMI-DADE TRANSIT, WITHIN THREE
MONTHS OF INVOICE SUBMITTAL BY THE CITY; THIS
REIMBURSEMENT INCLUDING $35,644 ALREADY EXPENDED BY THE
CITY IN THE RETROFIT OF A FLEET MANAGEMENT SERVICE BAY
INTO AN AUXILIARY BATTERY STORAGE/CHARGING FACILITY,
WHICH WAS COMPLETED IN 2000.
2. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
A FOURTH CHANGE ORDER TO EXISTING CONTRACT WITH
ADVANCED VEHICLE SYSTEMS (A VS), INC., FOR THE PURCHASE OF
TWENTY FOUR (24) SETS OF ELECTRIC BATTERIES, IN THE AMOUNT
OF $313,200, UTILIZING ADVANCED CITY FUNDS FOR SUBSEQUENT
REIMBURSEMENT BY FEDERAL TRANSIT ADMINISTRATION (FTA)
SECTION 5309 FUNDS, GRANT NUMBER FL-03-0191, AS APPROPRIATED
BY RESOLUTION NO. 2001-24534, DATED JULY 18,2001.
3. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE ISSUANCE OF
A PURCHASE ORDER FOR THE PURCHASE OF ONE (1) ELECTRIC/
HYBRID BUS FROM ADVANCED VEHICLE SYSTEMS (A VS), INC., FOR
TESTING PURPOSES OF THE ELECTROW A VE SHUTTLE PROJECT, IN
THE AMOUNT OF $244,526, PURSUANT TO A HILLSBOROUGH AREA
REGIONAL TRANSIT (HART) RFP NO. 98-07-02, AND HART'S
()7J-
AGENDA ITEM !::5._
DATE 7-1'i?-OI
July 18.2001
Commission Memorandum
Electrowave Capital Purchases/FTA Grant
Page 2
RESOLUTION Rl001-06-49, WHICH EXTENDED ITS PURCHASE
ORDER WITH A VS, THROUGH MARCH 3, 2002, FOR THE ACQUISITION
OF ELECTRICIHYBRlD BUSES; AND FURTHER UTILIZING A PORTION
OF THE ADVANCED CITY FUNDS FOR SUBSEQUENT
REIMBURSEMENT BY FEDERAL TRANSIT ADMINISTRATION (FTA)
SECTION 5309 FUNDS, GRANT NUMBER FL-03-0191, AS APPROPRIATED
BY RESOLUTION NO. 2001-24534 , DA TED JULY 18,2001.
ADMINISTRATION RECOMMENDATION: Adopt the Resolutions.
FUNDING: Federal Transit Administration (FrA) Grant No. FL-03-0191: $744,375
Local match: $186,094 in FDOT 'soft' match, utilizing toll revenue credits.
Source of City-advanced funds: $708,731 from Undesignated General Fund Balance.
ANALYSIS
The City's Electrowave Shuttle Project received a $744,375 earmark as part of the FY 1998-99
Appropriations Bill, utilizing Federal Transit Administration, Section 5309 funds, These funds are
for capital acquisitions (bus and bus-related equipment/facility) of the shuttle service. If not
promptly appropriated and encumbered by the City, these funds will expire on September 30, 2001.
FT A funds are available via the reimbursement method. Therefore the City needs to appropriate the
FTA funds and advance $708,731 in City funds, of which $698,311 are for the proposed capital
purchases (24 sets of batteries at $313,200, one hybrid bus at $244,526, and miscellaneous
equipment from various vendors at $140,585), plus $6,698 in contingency funds, and $3,722 in
County administrative fee. As the only designated recipient ofFTA funds in the County, the Miami-
Dade Transit (MDT) is charged with reimbursing the City for eligible expenses incurred under FT A
Grant # FL-03-0191 to the Electrowave project. Reimbursements are received within three months
of invoice submittal by the City.
The Administration submitted and recently received pre-approval from FTAlMDT for certain,
Electrowave-capital purchases. Listed below is the proposed budget for these purchases, and as they
apply to each specific Resolution of this Agenda Item. These purchases are needed, and will become
essential, if the City is to contract with an outside organization to perform mechanical maintenance
on both the batteries and buses, without sharing equipment utilized by the City's Fleet Management
Division to maintain all other City vehicles and equipment.
RESOLUTION NO.1 - Overall Budget - FTA Section 5309 funds at $744,375
o Total proposed new capital purchases
o FT A reimbursement for service bay retrofit (completed in 2000)
o Contingency funds
o Administrative fee retained by MDT at .05% of total
$ 698,311
35,644 *
6,698.
3.722
$ 744,375
* City Resolution No. 99-23131 of 04/14/99, procured and received a pre-award authorization
July 18,2001
Commission Memorandum
Electrowave Capital PurchaseslFTA Grant
Page 3
from Ff A, in the amount of $50,000, to retrofit an existing Fleet Management service bay
into an auxiliary charging facility. Only $35,644 of these funds were actually expended in
the retrofit, which was completed in year 2000. Therefore, the City needs to advance only
$708,731 in City funds, from Undesignated General Fund Balance, while appropriating
$744,375 in FfA funds.
RESOLUTION NO.2 - Purchase of 24 battery sets at $13,050/set, delivered, at $313,200
The new batteries will replace most of the existing batteries, which cells have either deteriorated or
died, causing the repeated towing we have experienced in the last months. The Administration
recommends that a fourth (4th) change order be made to an existing standing order with Advanced
Vehicle Systems (A VS), Inc., for this purchase, as an emergency. A history of change orders with
A VS is included as part of the Resolution. A VS' quote, attached hereto, has also estimated that a
progressive delivery of batteries will occur within a three-month period, after receival of a standing
order from the City. Included in the total cost is a $750 delivery fee per set.
RESOLUTION NO.3 - Purchase of one (I) electriclhybrid bus, at $244,526
The City wishes to purchase one (1) electriclhybrid bus for testing purposes, and to serve as a
rotation vehicle to the existing Electrowave Shuttle fleet. The new hybrid technology, utilizing only
one set of electric batteries plus diesel fuel, has proven to be a much more efficient and effective
mode for small circulator shuttle buses, with one system recharging the other as the vehicle operates
throughout the day. In addition, the technology is as clean as that of a strictly electric vehicle.
The Administration proposes to purchase this vehicle, utilizing an existing purchase order that the
HilIsborough Area Regional Transit (HART) of Tampa, Florida, has with Advanced Vehicle
Systems (A VS). HART's purchase authority has recently been extended to March 2002. Attached
hereto is HART's pertinent documentation.
In addition, the City will issue various purchase requisitions to several vendors, for the purchase of
the following essential items, totaling $140,585, as itemized below:
<> A Tire ServicerTow Truck in an amount not to exceed $54,250; and
<> Other miscellaneous shop/office equipment from various vendors, being:
Floor jacks $ 18,000
Multimeters 750
Current meters 250
Personal computes with stand 2,500
Accounting/inventory software 200
Soldering/desoldering equipment 750
Battery conditioning equipment 21,950
Load bank 17,935
One forklift 24.000
For a total of .................................... $ 86,335
July 18.2001
Commission Memorandum
Electrowave Capital PurchaseslFTA Grant
Page 4
The purchase of batteries and of the above-mentioned items is essential, if the vehiclelbattery
maintenance services are to be turned over to an outside contractor, as it will be proposed in the near
future, and if the contractor is to perform in an efficient and effecti ve manner. An outside contractor
cannot share equipment that is being used by Fleet Management to maintain and service all other
City vehicles and equipment. On the other hand, separate equipment for the Electrowave Shuttle
vehicles has always been the ideal situation envisioned for the project. The availability ofFrA funds
has made these purchases possible.
Therefore, the Administration recommends approval of the three Resolutions.
J~~JC/~j/AJ
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Attachments
~
P.\WORI(lfiR.\IN4EUA~AS.1lCEM
ATTACHMENTS
<) Miami-Dade County Resolution No. R-670-0I of 06/19/01, FT A funds to Electrowave.
<) Letter from FDOT regarding their $186,093.75 soft match to these FTA funds.
<) County TIP Amendment to include the $744,375 in FT A funds to Electrowave.
<> City Resolution No. 99-23131 procuring FT A' s pre-award authorization for service bay
retrofit into auxiliary charging facility, which was completed in year 2000.
<) FT A' s letter issuing a pre-award authorization for the service bay retrofit, at $50,000.
<) Quote from A VS per battery set, FOB delivered to Electrowave Facility.
<) Hillsborough Area Regional Transit (HART)' s purchase order documents for the purchase
of electric/hybrid buses
<) HART's letter-authorization of contract extension with Advanced Vehicle Systems, Inc., for
the purchase of such buses through March 2002.
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Agenda Item No. 4 (p)
6-19-01
RESOLUTION NO. R-670-01
RESOLUTION AUTHORIZING THE Fll..ING OF A
GRMJ AMENDMENT APPLlCA TION WITH THE
UNITED STATES DEPARTMENT OF TRANSPORTATION
FOR $744,375 IN SECTION 5309 FUNDING UNDER THE
TRANSPORTATION EQUITY ACT FOR THE 21ST CENTURY
TO BE USED AS A "PASS THROUGH" FOR CITY OF MIAMI
BEACH BUS CAPITAL PURCHASES; AND AUTHORIZING
THE COUNTY MANAGER TO EXECUTE A GRANT AGREEMENT
PURSUANT TO SUCH APPLICATION, TO UTlllZE FLORIDA
STATE TOLL REVENUE CREDITS AS MATCHING FUNDS.
AND TO RECEIVE AND EXPEND FUNDS PURSUANT TO SUCH
APPLICATION
WHEREAS, this Board desires to accomplish the purposes outlined in the
"ccompanying memorandum, a copy of which is incorporated herein by referenc~ and
WHEREAS, lhc Secretary of Transportation of the U.S. Department of
Transportation is authorized to make grants available for mass transportation projects:
and
WHEREAS, it is required by the U.S. Department of Transportation in accord
with the provisions of Title VI of the Civil Rights Act of 1964, that the applicant give an
assurance that it will comply with the Title VI of the Civil Rights Act of 1964 and the
U.S. Departmem of Transportation requirements thereunder; and
-3
I
/
MEMORANDUM
Agenda Item No. 4(P)
To:
Honorable Chairperson and Members'
Board of CountY Commissioners
June 19, 2001
Date:
Fro~2,~~i.~~~O_"-
~
Subject: Public Hcaring - Grant
Amendment for $744,375
as a "Pass Through" for
Miami Beach
ELECTROW AVE Equipment
RECOMMENDATION
It is recommended that the Board authorize the filing of a Grant Amendment with
the Unites States Department of Transportation (USDOT)as a "Pass Through" for
$744,375 in Section 5309 discretionary . funds provided by the Federal Transit
Administration (FT A) for capital purchases for t!1e City, of Miami Beach
ELECTROW AVE buses. It is further recommended that the Board authorize the
County Manager to execute the grant agreemcnt and expend funds pursuant to the
application. A local match of $ I 86,093 will be provided through the Florida
Department of Transportation (FOOT) using toll revenue credits as a soft match.
No county funds will be used. .
BACKGROUND
In fiscal year 1999, the FTA budget included $744,375 in Section 5309
discretionary funds for capital purposes for the City of Miami Beach
ELECTROW AVE Shuttle program. The funds are scheduled to expire as of
September 30. 200J. While the City of Miami Beach has begun the process of
requesting approval from FT A to apply'directly for future allocations under the
applicable federal guidelines, that approval process will be not completed prior to
the expiration of the FY 99 funds. Therefore, with the concurrence of FT A,
Miami-Dade Transit (MDT) as the local urbanized area designated recipient for
transit funds will process these discretionary monies as a "Pass Through" to thc
City of Miami Beach. Procedurally, this transfer will occur through an amendment
to an existing Section 5309 MDT grant from FT A for bus and bus facility
purchases.
The funds for the City of Miami Beach will be used to purchase one electriclhybrid
bus along with bus-related shop equipment. The local lI)atch of $186,093 will be
provided by FDOT using state toll revenue credits as a soft match.
~
Florida Department of Transportation
TPC AGENDA
ITEM III. G
1 of 2
JEB BUSH
GOVERNOR
PLANNING & PUBLIC TRANSPORTATION OFF1CE- DISTRICT SIX
602 SOUTH MIAMI A VE:'oILIE, I\IIA~II. FLORIDA JJIJO
PHONE: (305) 377-5910 (sq 452-5910
fAX: (305) 377.5967 (Sel452-5967
THOMAS F. BARRY. JR.
SECRETARY
May 1,2001
Mr. Jose-Luis Mesa, Director
Miami-Dade County Metropolitan Planning Organization
III Northwest First Street, Suite 910
Miami, FL 33128-1904
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i-iAY 0 3 2001 c...:;..>
RE:
TIP Amendment for FM Item Number 25351519401
Miami Beach-Electrowave Bus Shuttle Project
COl'NTY MA:-'AGER'S OFF1('E
MPO SECRETARIAT
Dear !\'1:. Mesa;
The Department requests that your office process an amendment to the Miami Urbanized Area's 2000/200 I
Transportation Improvement Program (TIP) to add a new phase to an existing project. This addition will add
Federal Transit Administration (FTA)- Section 5309 funding appropriated in FY 1999 to the TIP for Miami-
Dade County.
The Electrowave project is an extremely successful local bus circulator serving the South Beach area of Miami
Beach. The addition of these funds will permit the City to purchase needed capital equipment including one
additional bus, several set of electric batteries, a forklift and a tow truck.
Federal and State/Local funding is provided on a 80/20% matching basis. This TIP Amendment adds $744,375
in FT A Section 5309 funds to the work program. State ToIl Revenue Credits provide the remaining project
share or $186,093.75. No local funding is required to match the Federal contribution.
The attached sheet shows the proposed amendment in the usual TIP format. The Department appreciates your
expe itious handling ofthi uest. Please contact this office at 305/ 377~5900 if you have any questions.
G . . .E.
Di ector. Planning and Public Transportation
Attachment
GLD/ec/tipamend
cc: Jose Abreu, P.E.; Leigh Cann; Rafael DeArazoza, P.E.; Linda Glass-Johnson, Rene Rodriguez. P.E.
www.dot.state.fl.us
m RECYCLED PAPER
TPe AGENDA
ITEM III. G
2 of 2
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RESOLUTION NO. 99-23131
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, AUTHORIZING THE ADMINISTRA nON TO APPLY FOR STATE
TOLL REVENUE CREDITS, THROUGH THE FLORIDA DEPARTMENT OF
TRANSPORTATION (FOOT), TO MEET THE REQUIRED TWENTY PERCENT MATCH
FOR THE FISCAL YEAR 1999 FEDERAL TRANSIT ADMINISTRATION (ITA)
EARMARKS TO THE ELECTROW A VE PROJECT, WHICH TOTAL $1.15 MILLION, AND
PROCURE A PRE-AWARD AUTHORIZATION FROM ITA TO USE $50,000 OF THE
TOTAL AMOUNT, TO RETROFIT AN EXISTING FLEET MANAGEMENT
MECHANICAL BAY INTO AN AUXILIARY CHARGING FACILITY, TO SERVE THE
NEEDS OF AN ENHANCED ELECTRIC SHUTILE FLEET.
WHEREAS. there are two Fiscal Year 1999 Federal Transit Administration (FTA) Section 3 eannarks
available for Electrowave capital purposes, in the amount of $1.75 million, which have yet to be obligated by the City;
and
WHEREAS, it is necessary to retrofit an existing fleet management mechanical bay into an auxiliary charging
facility, to serve the needs of an enlarged electric shuttle fleet; and
WHEREAS, through a pre-award authorization from the FT A, the City may be able to use approximately
$50,000 of the funds to retrotitthe bay; and
WHEREAS. these Federal funds require either a twenty percent (20%) local cash match by the City, or a "soft
match" by the Florida Department of Transportation, using State toll revenue credits.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby authorize the Administration
to apply for State toll revenue credits, through the Florida Department of Transportation, to meet the required twenty
percent match for the Fiscal Year 1999 Federal Transit Adminstration (FTA) earmarks to the Electrowave Project,
which total $1.75 million. and procure a pre.award authorization from FTA to use $50,000 of the total amount to
retrofit an existing Fleet Management mechanical bay into an auxiliary charging facility, to serve the needs of an
enhanced electric shuttle fleet.
PASSED AND APPROVED this the 14th day of
April
,1999.
~!H
MAYOR
ATIEST:
(Uk y p CU~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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AVS
Advanced Vehicle Systems. Inc.
June 15,2001
VI.A,. F ACSlMILE
Mrs. Judy Evans
Mil1l'Tli Beach Transit Management Association
Colonial13lU1k Building
301 41st Street
Suite 502
!v1iami Beach, FL 33130
Re: Battery Quotation
Dear Iudy:
We received Ihe quotation from EMS a short time age. B~cause of the
impol1ance of this quotation, we waited for the wrlllen quotation before we prcp3rcd this
reporl to you.
You have asked that we provide a quotation for your purchasc of 29 sets of
batteries through A VS. As an accommodation 10l\ofiami Beach, we have priced the
batteries at a markup that is substantially lower tha.c. the normal A VS markup. The
markup is necessary to cover A VS direct costs and overhead. While t'Je quotation does
1I01 include any Banana Tariff amount, our price of the balterics themselves has.increased
substantially from the prke or the last batteries purchased for Miami Beach.
As an alternative, Miami Beach may wish 10 atternpllo purchase the batteries
directly from EMS and may be able to obtain a lower cos11hrough direct plll'chase. We
do nol know the price and payment terms thaI would be involved in such a direct
pur~hase.
EMS:
The A VS quotation is as follows. Technical specifications arc those provided by
Battery Type:
Manufaclurer:
Cells:
Volts:
NH Cllpllcit';:
Layout:
Trll)" Dimension:
1 56-XWCF-05C CJas~ic 15
CMP (Fulmen)
156
312
192.6 @ C-6
2 Steel Epoxy coated trays of78 cells each
55.25" x 25.3" x 20"
7801 Lee Highway' Chattanooga, Tennessee 3742t . (423)821-3t46 . FWl (423)821-004:! . E-mail: avG@vol.~
...... ...'. ..".~... ..,.. .~. ,,~~ ..~..
Estimatcd Weight:
Connector:
Price:
Payment Tenus:
+ t"~ 1.(0 JMr F08 diJA'.()JJrd 116
41~3 00 rt/lM
(22621b per tray, 4524 Ib total per set
AndersLm 6322G 1 (51)-350 Red) .
$,U;311O per ~e!, F.D.B. t.VS, Chattanooga, TN 11,i1Af(A
PaYlllcnt for caeh set due net 30 days following
shipment from A VS
MIs, Judy Evans
June 15,2001
Page 2
EMS has provided the following information conceming the availability ofilie
batteries, l1sswning that a purchase unit::[ was issued to EMS early next week:
"2 sets could be available for delivery by 16 July 2001. 4
additional sets could be available 3 August 2001. then 4.sets
per week until order is complctc (September 14, 2001)"
Wc are happy 10 provide this quotation, and we will look forward to discussing it
with you.
Please call me if you have any questions.
Sincere yours,
~th Buckner
/ ~:~onal Sales Manager
BI0615a
Hillsborough Area Regional Transit
June 14. 1999
4305 East 21 st. Avenue, Tampa, Florida 33605.2300
Phone: (813) 623-5835' Fax- (813) 664-1119
201 E. Kennedy Blvd.. Suite 1600, Tampa, Florida 33602
(813) 623-5835 or (813) 223-6831 'Fax- (813) 223-7978
Mr. Wes Watson, Executive Director
FLORIDA TRANSIT ASSOCIATION
FINANCIAL CORPORATION
Post Office Box 10168
Tallahassee, Florida 32302
RE: HART RFP # 98-07-02 NOTICE OF AWARD
The Florida Transit Association Finance Corporation Members and Other
Governmental Entities May Purchase From Advan('ed Vehicle Systems, Inc., 22-F/)ot
Hybrid-Electric Transit Coaches, From APS Systcm~, Inc., 30 & 35-Foot Hybrid-
Electric Transit Coaches, And From Orion Busll'.dustries, Inc., 40-l!'oot Hybrid-
Electric Transit Coaches On An As NeederlUasis.
Dear Mr. Watson:
Plense be advised that Florida Transit Association (FT A) Members and other governmental entities
may purchase from contracts awarded to Advanced Vehicle Systems, Inc., APS Systems, Inc.. and
Orion Bus Industries. The contract is for Advanced Vehicle Systems, Inc. to supply, 22-f(.ot
Hybrid-electric Transit Coaches; for APS Systems, Inc, to supply, 30 & 35-foot Hybrid-electric
Transit Coaches; and for Orion Bus Industries, Inc to supply, 40-foot Hybrid-electric Transit
Coaches to the consortium of transit agencies formed by the Florida Transit Association and other
governmental entities per the terms, conditions, and specifications contained within HART RFP
98-07,02 and issued Amendments. Procuring agencies will realize reduced procurement time,
lower and stabilized prices, and will achieve production efficiencies from an established
relationship with the above referenced manufacturers. The contract term is for a two-year period
beginning May 12, 1999.
I have attached HARTs fully executed bid award fonns and HART Resolution #R99-05-24, R99-05-
25 and R99-05-26, which authorizes this service. HART Resolution #R99.05-27 authorizes the
BOARD OF DIRECTORS
Sharon Dent, Executive Director
CITY OP TAMPA
Enrique Woodroffe
Manuel Alvarez, Jr., Secretai}'
Councilwoman Gwen Miller
HILLS BOROUGH COUNTY
Maryanne Ladutko
James Lovell,Vice-Chai/l'11an
Wallace Bowers
r.i"lmmi~c:i(,\f'lCor T"m <::;("'ntt r.h;2;rm:::m
STATE OF FLORIDA
David Mechanik
Ed Turanchik
CITY OF TEMPLE TERRACE
Council Member Jo Jeter
HART RFP #98-07-02 NOTICE OF AWARD
The Florida Transit Association Finance Corporation Members and
Other Governmental Entities May Purchase Hybrid-electric Transit
Coaches.
Date: June 14, 1999
Florida Transit Association and other governmental entities to use this contract. Furthermore, HART
RFP 97-06-02 will serve as the contract document as it references all terms, conditions, and
amendments.
The following outline will assist the procuring agency in placing an order utilizing this award;
other items applicable to the individual agency may be required:
1. Before an order is placed, a request to purchase letter will be sent to my attention at 4305
East 21st' Avenue, Tampa, Florida 33605. The letter shall state the type ofvehicle(s) to
be ordered, quantity of each type of vehicle to be ordered, and the anticipated order date.
2. If the request to purchase is approved by the Florida Transit Association, a transaction fee
of $500.00 per vehicle will be charged. The Florida Transit Association will advise the
agency of the actual transaction fee amount upon approval to purchase.
3. If the agency xequires liquidated damages, the procuring agency will specify the amount
of Liquidated Damages supported by reasonable documentation and will be assessed per
calendar day.
4. If the agency requires a Performance Bond, a Performance Bond specific to their
procurement will be provided and shall be returned upon completion of that individual
order. The Performance Bond may be in the total contract amount.
5. See the attached Price Tabulation form to determine the cost of the bus. The bus is
equipped per the specifications contained within the proposal package. If equipment that
is not contained within the original proposal document is required, the contract allows for
written Change Orders to be issued. This will require a price analysis.
Note: Request for Proposal boiler plate, technical specifications, and issued Amendments
are provided with this correspondence on computer disk saved in WordPerfect 6.1 format.
Hard copies of these documents may be requested by contacting Eugene M. Bitteker,
Purchasing Agent ill at (813) 623-5835 extension 1187, Monday through Friday from 7:30
AM until 4:30 PM, via fax at (813) 664-1119, or E-mail to, bittekerE@hartline.org.
HART RFP #98-07-02 NOTICE OF AWARD
The Florida Transit Association Finance Corporation Members and
Other Governmental Entities May Purchase Hybrid-electric Transit
Coaches.
Date: June 14, 1999
6. Advanced Vehicle Systems and APS Systems quoted prices are firm and fixed for the term
of the contract starting May 12, 1999. Orion Bus Industries quoted prices are firm and
fixed for 90 days from the time of award (see attached PART V - PROPOSAL AWARD).
After the initial 90 days Orion Bus Industries quoted prices shall be the quoted price plus
any escalation which will be calculated based on the following formula which utilizes the
U.S. Department of Labor/Bureau of Labor Statistics Producer Price index (.PPI.)
Category 1413, .Truck and Bus Bodies.
FORMULA:
Index Point Change
PPl Index: Future Award Month
, Less PPl Index: Base A ward Month
Equals Index Point Change
EXAMPLE
141.1
137.6
3.5
Index Percent Change
Index Point Change
Divided by PPl Index: Base A ward Month
Equals
Results Multiplied by 100
Equals Percent Change
3.5
137.6
.0254
.0254 x 100
2.54%
Base Order Price
Plus Percent Change (2.54% x $1,000)
Revised Price for Future Order
$1,000.00
25.40
$1,025.40
EXAMPLE:
CONSORTIUM agency awarded its contract in July 1999. and has received its initial order of buses. In
August 2000, CONSORTIUM agency elects to purchase more buses for delivery in 2001. The published data
for PPI-Category 1411-06 shows an index value of 141.1 in August 2000 (Future Award Month). The index
for July 1999 (Base Award Month) was 137.6. The percentage change in the index values from July 1997 to
August 2000 would be 2.54%. The buses ordered in August 2000 would be priced 2.54% higher than the base
award price. This example assumes that the August 2000 order contained no significant equipment
notifications when compared with the original order.
HART RFP #98-07-02 NOTICE OF AWARD
The Florida Transit Association Finance Corporation Members and
Other Governmental Entities May Purchase Hybrid-electric Transit
Coaches.
Date: June 14, 1999
Sienificant Equipment Modifications. If any signilicant equipment modifications are made. in compliance with
Section 2.25 (entitled ,Written Changes Orders), under the Terms and Conditions of this contract. procuring
agency and Contractor will enter into negotiations to detennine the price of the equipment modification(s) and
the impact of the modification(s) on the Base Order Price(s).
The following calculations will be used to convert the then current price of the modification(s) to the value
of the modification(s) on the date of the Base Order Price:
FORl\'fiJLA
Index Point Chanee
EXAMPLE
PPl Index: Future Equipment Modification Month
Less PPllndex: Base Award Month
Equals Index Point Change
14I.1
137.6
3.5
Index Percent Chanee
Index Point Change
Divided by PPI Index: Base Award Month
Equals
Results Multiplied by 100
Equals Percent Change
3.5
137.6
.0254
.0254 x 100
2.54%
Future Equipment Modification Price
Less Percentage Change (2.54% x 200.00)
Value of Equipment Modification
During Base Award Month
$200:00
$ 5.08
$194.92
Base A ward Price
Plus Equipment Modification Cost
Equals Revised Base Order Price
$1,000.00
$ 194.92
$1,194.92
All future releases, including the equipment modification(s) will be priced based upon the new revised Base
Order Price.
HART Resolution #R99-05-27 contains the awarded prices. The Price Tabulation form
contains all quoted prices and an asterisk indicating the award to manufacturer.
HART RFP #98-07-02 NOTICE OF AWARD
The Florida Transit Association Finance Corporation Members and
Other Governmental Entities May Purchase Hybrid-electric Transit
Coaches.
Date: June 14, 1999
7. Pre-award and Post-delivery Audits of Rolling Stock, Section 2.30
8. Pre-award Audit Requirements, Section 2.31
9. Post-delivery Audits, Section 2.32
10. Bus line inspection is an area for potential cost sharing. As buses are ordered each
agency could divide this cost based upon the number of buses ordered. HART
could be the lead agency.
I hope this overview will assist any agency intending to use this contract. If I can be of
further assistance I may be contacted at (813) 623-5835 extension 1187, Monday thru
Friday from 7:30 AM until 4:30 PM.
s~erelY ,
(J) 0" 1V1.
EugelOe M. itteker
Purchasing Agent III
xc: Sharon Dent Deborah J. Ward Terry Yeager File:\ 99-563.off
Lorraine Smith - Broward County Transit Joe Saldana - Lynx
Perry Maull - Gainesville Regional Transit System
Florida Transit Association Members
Attachment: Notice of Award, PART V - Proposal Award, Resolution #R99-05-24 to
Advanced Vehicle Systems, Inc.
Notice of Award, PART V - Proposal Award, Resolution #R99-05-25 to
APS Systems, Inc.
Notice of Award, PART V - Proposal Award, Resolution #R99-05-26 to
Orion Bus Industries
Notice of Award & Resolution #R99-05-27 to Florida Transit Association
Legal Advertisement & Price Tabulation Form
Computer Disk filesl WordPerfect 6.1
.... ......;;--...
.~.....--
HilhilOIOllljll AI();I lill[jioll;J/ fl,IIJ:il
February 21,2001
4305 Ea5121 51. Avenue, Tampa, Florida 33605-2300
Phone: (813) 623-5835' Fax - (813) 664-1119
201 E, Kennedy Blvd.. Suite 1600, Tampa. Florida 33602
(813) 623-5835 or (813) 223-6831' Fax - (813) 223-7976
Ms. Judy Evans
MIAMI BEACH TRANSPORA TION MANAGEMENT
ELECTROW AVE
30141" Sln:ct
Suile 502
Miami Beach, Florida 33140
RE: Florida Transil Asso(;ialion Finandal Corporal ion (I'TAFC) Ilybrid-E1c(;lrk Bus
Pro(;urement
Dear Ms. Evans,
Please find enclosed your requested information on the Hybrid-Electric Bus contract awarded to
multiply manufacturers. The floppy disk contains the specifications and amendments. These files
are saved in WORD.
Before an order is placed, a request to purchase letter will be sent to my attention at 4305 East 21 st
Avenue, Tampa, Florida 33605. This letter will state the initial quantity and size of buses that will
be ordered and approximate date of order.
The FT AFC will charge a transaction fee on any order placed using this contract. I believe the fee is
$500.00 per bus up to a maximum dollar amount. The FT AFC will advise your agency of the actual
transaction fee amount upon their approval to purchase.
Any agency that procures from this contract can realize administration and vehicle cost, time, and
production savings. If there are any further questions I may be contacted at (813) 623-5835
extension 1187.
Sip.crrely, } ,
,..'" '.- I,' 1 I.. ~ I ."
(, \.. I. " ) / ; I \, . 1:'I.-tt:H ;' (
- 'Eugt;l1e M. Bitteker -
Purchasing Agent I1I
CC: Sharon Dent
Bill Jones
File: 2001-329.off
BOARD OF DIRECTORS
Sharun Dent. Exer.;u!lvU f.)m.'dor
CITY OF TAMPA
M:1I1l11'I^lv,Hf::.,Ir. f;.~I:I(.",I1V
Cell II ICII'NllI Jl: III Ciwc:1I f\,'lllh 'f, VI!;" - U Idllfll, If!
,J;lck HIllll:lltll
HllLSBOROUGH COUNTY
: ,II ~V( ~t 11"1 11..111
CllIlH rli~;~.;iul rcrl<JIIl ~;C(JII
C. Jlllllli~;~;i()r ler CllIlS "~.lI r
.I; 1/1 : ~~111 j t II
,lll'lI;('Srnilh
STATE or FLORIDA
rl:IVil I M~~(;I"nlll,
Cd IIU;tndlll<
CITY OF TEMPLE TeRRAce
<:IJIII1(;IIWfllll.IIIJll.ldf:r, (~J"III1IJ.'"
j"KUll
p.2
'"I+' I Ll NI:.
ra~:~!~~?b~-!!!,
Jun LoV! 1~.U4
r. U!lI))
Hillsborough Area Regional Transit
43C5 EaSt ,1 $1, ~'enue, Tarnca. Florida 336lJ5.2300
Ptlone: (813) 623.ii835' Fall. (813)664-"19
20 1 E, Kennedy 61vt1 , Sv<Ul1 WOo Tampa, Florea 33602
(S1J)523-S83501;1l1J)2Z3-6S31' Fax. (813) 223-7976
i.:
FAX TRANSMITTAL SHEET
TOTAL OF _3 _ PAGES INCLUDING COVER SHEET
HART. FAX NO. (313) 6fi4-1119
DATE:
JII~ 28. 2001
FROM:
E1Il1:ene M. 8meke!'. Pll1'Cba.;n~ A2ent In
TO:
AdvlInCed. Vdtic[e Systems, Inc.
Company Name
(
Keith Backa:er
AttD: ,'.
COMMENTS:
Please find U'llIISlnittedwitli:thisfax cover page. HART lelier daIlr:d June 28,
2001. If there are my QUestions I lll3Y be contu:ted at (813) 623-583S extension
1187.
Thank you-
BOARD, OF O,Re.CTO"S
",' Sh.il'.7,;t'l lAnt. CJC..cvrNi;: Ollf'jt;tr;Jr
Cn., oc: T,-,UPA
M~f\I..''''' I\lv,..r...... )'. ,~,V'n""t:)'V
r.A'IlJt'It:t!W()l'lan ~ Millt:r. VK:I+--Ctl(Jim1Qn
J3C',k. Rom",nn
HU.ljaoROUe,. COUNTY
~I~n P"l~jn
r;OInml5:;ic;nctTtnTrS,:oll
C(')mrl"\i:;:~icJ(1~f C~,(li Hart
JP.'n-:,;rT:Jtl"l
JOyI~(: ~,'lHtr'
$r..n; OJ' f~:JIlIIOA
n..l'4virlVlor.l",.:.nik
Eoj T\UaI1cnik..
CITY OF 'n4P1..i TEAJtACf
t;("C"1C:ilwom:tn"'o.),,tt;!( en-lime",
HHI< I lINt.
, ..........1.1
rax~~1~-Q~-111~
Jvn <~.Ul 1~:4~
!-', U~/V,)
p -
.~
-- --'-.--"-.'.'-'---- ---
Hillsborougn Area Regional Transit
4305 Easl21 Sl. Avenc't. ~, FlOnda 33605-2300
Proee' (813)623-5836, Fall- (a13)664-1 119
201 E. Kenr>ecy 61vc "5u~.e 1600, Tatr.pa, Florld;):33602
(9'3) 523-S83!l or (91,,) 223.6831 - Fax. (813) 223-7976
....
June 28, 2001
L. Joe Ferguson
ADVANCED VEHICLE SYSTEMS. INC.
3101 Parlcer 1.aIle
Chattanooga, Tennessee 37419
RE: HART RFP 98-07-02 Hyllrid-Electric Bus Purchase
DI*" Mr. Fersuson,
APS Sys!elnS W1I$ awarded the al;>ove referenced contract Oil M1Y :3, 1999. The COlllrllCt
c:lq)ired on May 3, 2001. Your cOmpany has agrc:td to a contrai:t ex~on often IT\Onths
,at the origir.al quoted prices. ..
1'1= find attached HART's fully executed Resolutiou,that aurihorizes this extensiolL If
there 8l:e any questions I may ~contacted at (813) 623-5835 vx!ension 1187 Of
bitteker'E,IQ).l1arIline.ofJ;:. . ,
~SincmlY' /J ,
~..
m "
Eu . Bittekcr, '
Interim Proc:-=ent MlIIlager "
CC: sbaxoo. Dent 1;iebbie Ward File: 2001-576. ven
Wes Watson - Florida P.1Iblic Transit Association
AtIacluncnt: ReSQlutiol1 R2()()1-06-49
BOARD OF DIRECTORS -:-'
Sharr>n O~nt. &ec'};i!l' iwe<;lO/
H"~u.olllooc" COUH1Y STATE 0' rLORIOA.
~t~,,~l"', "'e/zl" D~~ McchMi"k
C(JITlrrl,sSoI.}l1er IClflSLI..'1l . L"T'.,II~..'eplil..
("....")I't1mj~~:;Onf':J' (;nfi~ I '..1.ft
J;i;,Smith
J~e!;lllil~
CI"" 0- ,........PA
~IIUtll Af"'~~l:, JI_,.s'~l'C',.,.r".".,
COll'nCllwornat'l ~'WCtl M,rll'fl_ Vr(;e-ChavIna,"'I
.J~mk Rl1mQno
ern or Ti""C.t TI:~'
CcunciMomi:ln .n JGI~r. Cr,airrrt;d1
- <<-.... ,.-',-'..... '.~I~.....II
fJRRllltJl:.
~I-(UH
>ax::;g-.,>J4-Ul':I
Jur,.l<; V! 1...1.4;
P.d
r. V.)) IJ,)
R:E$OLt::no~ NUMBER lUOOl-1l649
.....It. RE5Ot;l.mON h.'liTllOlUZING~ THE~. DlREC'rOa TO EXECUT:E It.
c:oNnA(.'T RXTiNSION OF 'UN.MoNTHS TO ADVANCED'VmlCLE Sn"TltMS FOR
SUP'l'LYlNG ZZ-FOW LONG, 'MEnroM DUTY. BYBRID-e:LEC11UC TRANSIT
COAcm:s It.NJ) PROVIDING ANEI'FECTIY.E DATE. .
W.Bl:REAS. theie is iii~ li:01n Florida Public ~~ ASS'Xilltioa mcmbe.3 to
purchase hybrid-cl~lric butes; 0Ild '..
""mREAS, the ~ _:=I awvded to ,y"illel!i( Vehicle Sy~ expir!d
MA'jf3,2001;and' .
WJJEal!:AS, Ac!vanctd VebldeSystems hIlS agn:ed Iol/o1Cl8lldill5lbe_vp to
tal months or UIY".J atlDlher CQllUX! is s'<r.Uded; and
, '
'\\'HERJ:.AS, fun~for1bis project ic Ot will be available tiom \JIUltfple SO\ll'Ce$
, and will ~ ~cd by \be indlvi,@8lprOOlrinatransit 'Il1lits o(JO'V~; DOW~
BE nUSOLVED DYnIE llOAlU> OF ])tm:CTORS OF THE
1m I SROllOOCH AREA REGIONAL TRANSIT AUnfOJUTl' THAt:
S..,lioll1. The. ~ve D~lOr is aUllIori%cd to CXltDlSlbc contract to A4Va.'lCCd
Vei1lcle Systems for applylng22-foot !oU;,IlICIIiWli dutY. bybriUItwlc tra.llsit COtCbes at the
odgbW conMCSprieeof S'2A4.5i6.CO foi the Illodel #Avs-n MicrO Tumlne POWered aDd
$2<11,610.00 for Ibc =odd 'A VS,!).'2 Diesel pow.tee! vtlliclo&.
Scetloll 1. The et:~ve periOd of t!le eoDlnct ~Sioll'c~JJ be fOt ten Jnonth$
belimml: JQIle 4, :Z001. or until ai1cW eoDIRCt is In place, wtiiCh C:vetClllllCl fast.
8eetloa3. The HAiT Executive D\rCCtor is auillorillCCllO do all things 11C<<$saE)'
ml.d ztlquired inOfclet to imp1emet:l!..ths ~rms ofth<! llf~ aareemml
S~tiolI 4. :Ihls =~ dlall ~ effect \amledillt~ llpCJl its IdopcloD..
l'ASSlm AND AliOPTED BY Tn BOAR!) (;.t" J>JUCTORS OF THE
mLI.S>>OROtlGB AR:EA REGIONAL 'l1W'!S1T AUTHORn;Y ON JUNE 4, 2801. .
a;,lt /.~J.
T. Smidl,Cla---
laud ofDit*1;aon
ATTEST,
~d/.~
M1oli'dcl A1var.. Sc(".marf'- "
Board 6tDirec:tors 44