99-23128 RESO
RESOLUTION NO.
99-23128
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, APPROVING, BY 5/7THS VOTE, A WAIVER OF COMPETITIVE
BIDDING, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A
CONTRACT WITH ADVANCED VEHICLE SYSTEMS, INC. (A VS), IN THE AMOUNT OF
$866,304, FOR THE PURCHASE OF FOUR (4) ADDITIONAL ELECTRIC SHUTTLE
VEHICLES, AT THE SAME BASE BID PRICE QUOTED TWO YEARS AGO, OR $167,120
PER UNIT, PLUS OPTIONAL EQUIPMENT; THE PURCHASE BEING FUNDED WITH
FEDERAL TRANSIT ADMINISTRATION (FTA) SECTION 3 FUNDS, EARMARKED FOR
THAT PURPOSE IN FISCAL YEAR 1997; SAID CONTRACT WITH AVS TO BE ISSUED
ONL Y AFTER RECEIVAL OF A GRANT AWARD NUMBER AND ORDER TO PROCEED
FROM FT A.
WHEREAS, on July 15, 1996, the City advertised Bid No. 101-95/96 to suppliers for the purchase of seven
(7) electric battery-operated, 22-passenger shuttle vehicles, plus optional equipment; and
WHEREAS, on September 11, 1996, a two-year contract was executed between the City and A VS, in the
amount of $1,408,709, for seven (7) electric shuttle vehicles and optional equipment, which contract expired in 1998;
and
WHEREAS, on February 5, 1997, Resolution No. 96-22017 increased the contract amount to $1,456,360.60,
due to the addition of $47,651.60 in safety flooring and other equipment; and
WHEREAS, the City wishes to purchase four (4) additional shuttle vehicles from the same supplier to ensure
vehicle compatibility, ease of maintenance, interchange of batteries, and major components; and
WHEREAS, A VS' proposal for the additional vehicles maintains the $167,120 base price quoted two (2) years
ago, while, under optional equipment, includes a significantly-upgraded air conditioning system, which will cost $167
more per unit than the original system; and
WHEREAS, although the cost ofa set of batteries has decreased from $13,621 to $10,800 per set, the City
wishes to purchase a larger number of spare sets per vehicle than in the original bid, resulting in a cost increase in the
optional equipment/spare battery sets category.
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 waive, by 5/7ths vote, the
competitive bidding requirement, approve and authorize the Mayor and City Clerk to execute a contract with Advanced
Vehicle Systems, Inc. (A VS), in the amount of$866,304, for the purchase offour (4) additional electric shuttle vehicles,
at the same base vehicle price quoted two years ago, or $167,120 per unit, plus optional equipment; the purchase being
funded with Federal Transit Administration (FT A) Section 3 funds, earmarked for that purpose in Fiscal Year 1997;
said contract to be issued only after receival of a grant award number and order to proceed from FT A.
PASSED AND APPROVED this the 14th day of
April
,1999.
ATTEST:
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MAy!f~
APPROVEC'oS T:'
FORfIl & LANC>At:.
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EXHI B{ T E.
AVS.
Advancsd V.hJcI. Syst.ms, Inc.
March 24. 1999
Mrs. Amelia Lopes Johnson
City of Miami Be3cll
Public Works
City Hall 1700 Convention Center Drive
MilDlli Beach 1 FL 33139
Fa:" iUld M:U1 Hard Copy
Dear Mrs. Johnson.
Attached is the pricing for the A VS-22 Battery Powered Electric Bus~:
Standard Bus Ba3e Price
Per Unit
$167,120
Total Purchase (4 UNITS)
$668,480
OPTIONS:
... Air Conditioning T/ A 13
Destination Signs
. Additional Roof Hatch
Spare Battery Pack (2 per Bus) $10,SOO/ser
Interior Battery Charger
P A System/Cassette Player
Spare TirelRim Front
Spare TireJRim Rear .
16,000
4,550
679
21,600
5,300
647
340
--3.4.Q
64,000
18,200
2,716
g6~400
21)00
2,588
1,360
..L1n.Q
Tot:t1
$:16.5;61 Unit
$866.3041 Four Units -.
. All Pricing F.O.B, Chattanooga, TN
,. A \is highly recommends the New TransAir Conditioning {Jlit r/A66l'nit which is a higher
perfol1MJlce unit complU'ed to the current T I A 73 Units on the current :;outh B~h Buses. Below will show
yon the comparison betwee:t the two: See Page Two.
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3101 Parker Lane . Chatlanooga. Tennessee 37419 . (423) 821-3146 . Fall (4231 821-QC42 . E-mail: aVS@VOf.com
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Page 2
Feature
TA66lHi~h Pert'OrmllnCe)
TA13 Trans Ail' Unit
. <:npacity
66,000 BTU/ltr
53.000 BTU/hr m3.Umum
Mounting
All External
Evaporator Inside with fans
Condenser is roof lIlOunted
Air Distribution
Ducts throughout at rooflc:vel
Single Blower in reM of the bus
Serviceability
Easy Access Externally through
Hinged '<guJJwing" type doors
Covers Bolted on. must be
removed inside and out to
ServIce
Noise
An FansExtema1
Blower Fans and Evaporator
are inside the bus
The T A66 unit mounts more forn-ard on the bug than the T A 73 and will use the rear roof hatch as
the return intake meaning there would be no re:lr roof hatch an the bus. Internally the aesthetics ;md air
distribution arC far superior to the model previously used. Noise and Vibration are greatly reducai as the
APt; is mounted in the rear compartment, acoustically isolated and fan noise reduced through venting
throughout the cabin compartment There is ~o purposed air to the d;iver with this system. These arc the
units we are currently inst3Iling on the Norfolk, V A buses. Tnere is a slight iDt.TC3SC in the cost of the newer
unit. being SI7,824/unit but t.;crn i3 no fCM roofhllt(;h at $679.making the net increase $1,145.00 per unit.
If the City otMiami Beach ehOO6esthe nev."el" more efficient T/A 73, the unit cost for c3Ch bus would be
S211,n1 perucit and a total .far fourbuw; ot'S217,721 x 4 Totaling 5870,884.
Please let us know if you need any other infonnation. We look forward to hearing from you.
Sincerely, I
1ll~\ V~~4'r/
Mmy Vandergriff I,) ~
Administrative Manager
Enclosure
COP):: ]oe Ferguson
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~ITY OF MIAMI BEACH
ITY HALL 1700 CDNVENTION CENTER DRIVE MIAMI BEACH, FLDRIDA 33139
.tp:\\ci.miami-beach .ff. us
COMMISSION MEMORANDUM NO.
2/Lt--<1CJ
TO:
Mayor Neisen O. Kasdin and
Members of the City Com
DATE: April ...., 1999
FROM: Sergio Rodriguez
City Manager
,
SUBJECT: 1. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF l"HAMI BEACH, FLORIDA, ACCEPTING THE ELECTROWA VE
SHUTTLE PROJECT PRESENTATION, AS MADE BY THE MIAMI
BEACH TRANSPORT A TION MANAGEMENT ASSOCIATION (MBTMA)
AT THE CITY COMMISSION MEETING OF APRIL 14, 1999;
APPROPRIATING $989,465 IN FISCAL YEAR 1997 FEDERAL TRANSIT
ADMINISTRA TION (FT A) SECTION 3 FUNDS, EARMARKED FOR
CAPITAL ACQUISITION PURPOSES FOR THE SHUTTLE PROJECT;
At'\TD FURTHER AUTHORIZING THE ADMINISTRATION TO ADVANCE
$989,465 IN CITY FUNDS, FOR SUBSEQUENT REIMBURSEMENT BY
FT A/MIAMI-DADE TRANSIT AGENCY, WITHIN THREE MONTHS OF
INVOICE SUBMITTAL BY THE CITY.
2. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING, BY 517THS VOTE, A
WAIVER OF COMPETITIVE BIDDING, AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A CONTRACT WITH
ADVANCED VEHICLE SYSTEMS, INC. (A VS), IN THE AMOUNT OF
$866,304, FOR THE PURCHASE OF FOUR (4) ADDITIONAL ELECTRIC
SHUTTLE VEHICLES, AT THE SAME BASE BID PRICE QUOTED TWO
YEARS AGO, OR $167,120 PER UNIT, PLUS OPTIONAL EQUIPMENT;
THE PURCHASE BEING FUNDED WITH FEDERAL TRANSIT
ADMINISTRATION (FT A) SECTION 3 FUNDS, EARMARKED FOR THAT
PURPOSE IN FISCAL YEAR 1997; SAID CONTRACT WITH A VS TO BE
ISSUED ONLY AFTER RECEIVAL OF A GRANT AWARD NUMBER AND
ORDER TO PROCEED FROM FT A.
3. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVI~G AND AUTHORIZING
THE ADMINISTRATION TO IMPLEMENT A TWENTY-FIVE CENT FARE
FOR THE ELECTROW A VE SHUTTLE SERVICE, BEGINNING JULY 1,
1999; SAID FARE PROCEEDS TO BE CONTRIBUTED TO THE
ELECTROW A VE OPERATING BUDGET.
AGENDA ITEM t'1 -r-\
DATE~
4. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING A TRt\NSIT FARE
COLLECTION/PROCESSINGIDEPOSITING SYSTEM FOR THE
ELECTROW A VE SHUTTLE SERVICE, WHICH INCLUDES A ONE-
YEAR AGREEMENT WITH THE PARKING DEPARTMENT, THROUGH
AN ONGOING CONTRACT WITH LOOMIS FARGO; SUCH AGREEMENT
IN THE AMOUNT OF $30,000, TO BE PAID WITH FARE COLLECTION
PROCEEDS; AND FURTHER AUTHORIZING A ONE-TIME
REALLOCATION OF FY 1998-99 ELECTROW A VE OPER.\ TING FUNDS,
IN THE AMOUNT OF 57,836, FOR THE PURCHASE OF EIGHT (8)
DIAMOND F AREBOXES/EQUIPMENT FOR THE EXISTING SHUTTLE
FLEET, AND OF ONE USED SAFE TO HOLD \VEEKEND/HOLIDA Y
COLLECTION PROCEEDS.
5. A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO APPLY FOR STATE TOLL REVENUE CREDITS,
THROUGH THE FLORIDA DEPARTMENT OF TRANSPORTATION
(FDOT), TO MEET THE REQUIRED MATCH OF $1.75 MILLION IN
FISCAL YEAR 1999 FEDERAL TRANSIT ADMINISTRATION (FTA)
EARMARKS TO THE ELECTROW AVE PROJECT, AND PROCURE A
PRE-A WARD AUTHORIZATION FROM FT A TO USE 550,000 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,
ADMINISTRATION RECOMMENDATION
Adopt the five Resolutions.
BACKGROUND
On September 9, 1998, City Commission Resolution No. 98-22886 authorized the Administration
to initiate the process required to receive $989,465 in Federal Transit Administration (FTA) funds,
through the Miami-Dade Transit Agency (MOTA), that had been earmarked for the purchase of
additional electric shuttle vehicles and equipment. In addition, a motion was adopted requiring
Commission approval prior to purchasing additional vehicles for the ELECTROWA VE Service.
MDT A has recently informed the City of Miami Beach that a grant number and order to proceed will
be issued by FT A in ApriL 1999.
Furthermore. on September 9. 1998, in connection with the adoption of the aforementioned
resolution and the adoption of the FY 1998-99 operating budget for the ELECTROWA fiE Program,
the City Commission requested a comprehensive report prior to acc~ting and authorizing the
purchase of the additional vehicles. This Agenda Item includes an ELECTROWA VE Program
presentation by the Miami Beach Transportation Management Association. a synopsis of which is
herein attached as Exhibit A.
2
The FY 1996-97 Federal Transportation Appropriations B ill earmarked $1.2 million in Federal
Transit Administration (FTA) Section 3 funds for the purchase of additional shuttle vehicles and
equipment for the ELECTROWA VE Service. The Federal earmark expires on September 30. 1999.
the end of the three-year effective-period, and funding allocation is approximately 80% Federal and
20% local. At the City's request. on July 14, 1998, the Florida Department of Transportation
(FOOT) agreed to assume the local matching obligation by providing a "soft" match using State toll
revenue credits. Therefore. the ELECTROWA VE is due to receive $989,465 in FT A funds.
The lntermodal Transit Center Concept:
An lntermodal Transit Center is a station where several modes of transportation meet and inter-
connect to serve the needs of the transit users. lntermodal facilities feature an information center
and may also include parking for vehicles and bicycles, restrooms, snack area(s), store fronts, and
other services.
The ELECTROWAVEhas received Federal earmarks totalling $3,489,465 in FTA Section 3 funds,
for either the purchase of vehicles or construction of an intermodal transit center/ permanent facility
for the shuttle vehicles. Such allocations of capital funds have been spread over three appropriation
years, as follows:
FY 1996-97
FY 1998-99
FY 1999-00
$ 989,465 (being claimed by the City for the purchase of 4 vehicles)
$1.750,000 (yet to be obligated by the City)
$ 750,000
Due to the national notoriety of the ELECTROWA VE service, the City has benefited from the above-
mentioned earmarks and submitted another funding request for $7 million for intermodal transit
purposes. As a result, on April 7, 1999, the Clerk of the U.S. House Transportation Appropriations
Committee toured the ELECTROWA VE service and its temporary facility, and the prospective site
for an intermodal transit center, which, in the future, should also house the Miami Beach terminus
of the regional East-West Multimodal Corridor. The Intermodal Transit Program document was
presented at that time and is attached, as Exhibit G. The ELECTROWA VE is the key for the City to
continue obtaining Federal funds for the development and construction of a transit intermodal center,
as well as a permanent storage/maintenance facility for the electric shuttle vehicles.
In addition, as a major funding partner of the ELECTROWA VE Project, FOOT has expressed
willingness to relieve the City from its 20% cash match obligation to the above-mentioned FT A
funds, by producing a "soft" match using State toll revenue credits.
Significant Considerations for the ELECTROWA VE Program:
1. The ELECTROWA VE has carried over 1.77 million passengers, and constitutes a legitimate
success story in national transit terms. The high ridership level is an evidence of the vital
nature of this type of service to the South Beach community. which has come to depend and
count on the service it provides. A passenger survey will be conducted between now and
October 1999, to assess the ridership and ascertain the fe~sibility of implementing
"congestion pricing."
2. The ELECTROW AVE is a critical component of the Ocean Drive Mitigation Plan.
3
3. FOOT advises that the ELECTROW AVE is considered by the State of Florida as an
extremely high-profile project.
4. Due to its success as a local circulator, the ELECTROWA VE is viewed by State and County
transportation planners as a precursor of the East-West Multimodal Corridor. This has added
credibility to the argument that Miami Beach be included in the initial phase ofthe Corridor
Project. Through Resolution No. 99-23107, adopted by the City Commission on March
17, 1999, the City's official request was submitted to the MPO and FOOT. This connection
between the regional and local transit services will ultimately provide alternative sources of
capital funding for the ELECTROWA VE Project, and enhance the City's potential for also
receiving operating funds.
5. The shuttle service solidifies the creation of Transportation Concurrency Management
Areas (TCMA), also known as "urban transit villages," and is consistent with
recommendations of the Municipal Mobility Plan (MMP).
6. The shuttle service is a growth management tool that encompasses and promotes the
principles of community livability and sustainability.
Future Sources of Funding:
The MBTMA and City are exploring alternative sources of recurring funds to sustain an "enhanced
route service." The majority of the available funding sources can be accessed only after two full
years of operations and the establishment of the ELECTROWA VE as an on-going City service. The
MBTMA and City have estimated approximately $2 million in potential funding that may be
available by creating or accessing the following sources:
o Creation of a dedicated revenue source by exploring a surcharge for shuttle operations. This
could possibly generate from $500,000 to $700,000 a year.
o Congestion pricing (low fare for day-time riders, and higher fare on holiday and weekend
nights), generating approximately $70,000 a year.
o A share of the operating funds received annually by MDTA from the National Transit Data,
a formula fund based upon county-wide ridership numbers. ELECTROWA VE eligibility
begins after two (2) full years of operation. Approximately $100,000 a year.
o In the event that the City service contributes to an increase in State transportation funding,
beginning in the first year in which service is reflected in Federal and State Section 15
reporting. the County will agree to pay the City a proportionate share of the operating funds
received by MOTA from the State Transportation Block Grant Program. Approximately
$25,000. ..
o Revenues generated by an intermodal transit facility built with FT A Section 3 funds. Among
potential revenue generators are parking fees/congestion pricing, rental of store frontage, etc.
Approximately $500,000, after expenses.
4
o Revenues generated through the implementation of TCMA(s). through mitigation plans
from additional development projects. The Ocean Drive Mitigation Plan alone would have
generated approximately $70,000.
o Increased revenues from fare collections and on-board advertising. Approx. $400.000/year.
o Congestion Mitigation and Air Quality Discretionary Funds, through annual application to
the MPO/ FOOT. could generate approximately $300.000 a year.
o State EnergylEnvironmental Trust Funds, through annual application to the State Legislature,
could generate at least $200.000 a year.
ANAL YSIS
Resolution No.1
Appropriating the FT A funds earmarked for capital acquisition
purposes of the shuttle project, and authorizing the City to advance the
funds for subsequent reimbursement by FT A, within three months from
invoice submittal by the City.
The Miami Beach Transportation Management Association (MBTMA) and the Administration
request an authorization to purchase four (4) additional electric shuttle vehicles and equipment, as
listed in Exhibit B, herein attached. using $989,465 in FT A Section 3 funds. This three-year-old
Congressional earmark to the ELECTROWA VE Project expires September 30, 1999, if the
City fails to obligate and use the funds in a timely fashion. The additional vehicles would allow the
original seven (7) vehicles to have a "resting" period from their present heavy use. Since January
20, 1998, the 22-passenger buses have carried over 1.77 million passengers and is one of the most
successful transit routes in Miami-Dade County.
The additional vehicles are estimated to arrive in July 1999, and retrofit to be completed by August.
The FY 1999 budget, totalling $1,611,469, provides sufficient funds to cover maintenance and other
associated costs that will be incurred by the additional "rolling stock" vehicles, through the
remainder of FY 1999. The existing shuttle route has been operated by five (5) vehicles on route
service and two (2) in rotation service.
It has been proposed that, beginning October 1999, the ELECTROWA VE route should be
"enhanced" to include the Collins Avenue hotel area, the proposed Cultural Center and the
Holocaust Memorial. To implement this "enhanced route", it would be necessary to have eight (8)
vehicles on route service plus three (3) in rotation service. As a result, the estimated FY 1999-2000
operating budget would require approximately $2 million. Attached as Exhibit C is a comparison
between the present FY 1999 and the proposed "enhanced route" operating budgets. and the current
and "potential" funding sources.
FUNDING
.
FY 1999 Funding Sources/Operating Budget: As shown in Exhibit C, the City provided funding
in the amount of $450,000 towards the $1.61 million operating budget approved for FY 1999. The
City's contribution was supplemented with a one-time cash carry-over from FOOT, in the amount
of$808,969, plus a new contribution in the amount of$300,000, also provided by FOOT. There
5
will b~ NO cash carry-over available for FY 2000, and the new contribution by FOOT will match
one-to-one (1: 1) that of the City. The FY 1999 budget, at $1.61 million. is sufficient to operate five
(5) vehicles in route service, and two (2) in rotation service.
FY 2000 Funding Sources/Operating Budget: Exhibit D provides two tables reflecting alternative
funding scenarios with a continued $450,000 Resort Tax contribution from the City (Table 1) or with
an increase in Resort Tax contribution. to implement the "enhanced route." varying from $565,000
to 865.000. Based upon meetings with the City's Finance and Budget departments. a $450,000
Resort Tax contribution is the maximum amount the City is recommending for the FY 2000
operating budget. A $450,000 contribution by the City is not sufficient to operate an "enhanced
route service" or the existing level of service, without additional funding sources.
A $450.000 City contribution would only be sufficient to operate the existing service, as described
in TABLE 1, Scenario I.c. of Exhibit D, if additional funds were awarded as applied for, i.e.
$300,000 in Congestion Mitigation and Air Quality (CMAQ) funds requested from the Metropolitan
Planning Organization (MPO), and $300.000 in State Energy/Environmental Trust funds as
submitted to the State Legislature. Under Scenario I.e., if the additional vehicles are purchased,
they would serve as relief inventory only, until additional operating funds could be identified to
implement an "enhanced route."
While there is no assurance that the above-mentioned State and MPO/Federal funds will be
awarded. FDOT has committed its assistance toward securing at least the CMAQ funds. The City
and MBTMA will continue to seek outside funding for FY 2000, to continue the existing service.
to implement the "enhanced route," and to reduce the ELECTROWA VE burden on the City's Resort
Tax Fund.
TABLE 1, of Exhibit D, provides three (3) potential funding scenarios for FY 2000 (for the existing
or reduced route service), based upon a continued $450,000 Resort Tax contribution to the operating
budget, as follows:
Scenario l.a The ELECTROWA VE Project would be out of service. if no additional funds beyond
$450,000 from Resort Tax and $450,000 from FDOT were awarded, for a total of
$900,000. Under this scenario, the project would not be able to produce sufficient
fare and advertising revenues to reach an operable budget level.
Scenario l.b The City would be able to maintain only four (4) vehicles in operation, and three (3)
on rotation service (less than the existing level of service), if $900,000 is the
combined City-FDOT contribution, $300,000 is awarded in CMAQ funds,
$200,000 is produced by fare collections, and $20,000 from advertising. for a total
of $1.42 million.
Scenario 1.c. The City would be able to maintain five (5) to six (6) vehicles in service, while the
remaining vehicles (including the four new vehicles) would be used as relief
inventory only, until additional funding sources are i~ntified to implement the
"enhanced route." Under this scenario, funding would include $450,000 in Resort
Tax funds, $450,000 from FOOT. $300,000 in CMAQ funds, $300,000 from the
State Legislature, $250,000 in fare collection proceeds, and $20,000 in advertising
revenues, for a total of $1.77 million.
6
TABLE 2, of Exhibit D. provides three potential funding scenarios, assuming a larger City
contribution (plus a 1: 1 match by FOOT) and alternative State and Federal funding awards that
would allow for the adoption of a $2 million operating budget and. therefore. the implementation
of an "enhanced route."
It is essential that the following be understood regarding the Table 1. and Table 2. Scenarios:
o The amount of the City contribution is the key to the future of the ELECTROW..4. FE Project.
whether the route service continues as is. or an "enhanced service" is implemented.
o Since FOOT provides a 1: 1 match to the City contribution. the total project funding increases
or decreases proportionately to the funding commitment by the City.
o The administrative (fixed) costs of the City contract with Red Top Transportation, Inc.
remain essentially the same whether the contractor operates 4 or 8 vehicles in route service.
Summary:
Due to the facts that 1) the heavily-used electric shuttle fleet is in real need of relief inventory, and
that 2) the $989,465 FT A Section 3 earmark will expire September 30, 1999, the Administration
recommends that the four (4) additional shuttle vehicles be acquired. Based upon a $450,000 Resort
Tax contribution to the FY 2000 operating budget, the additional four (4) vehicles will be used only
as "rolling stock," until the MBTMA and the City are able to identify additional funding to operate
an "enhanced route service."
Resolution No.2
Waiver of competitive bidding, by 517ths vote, and authorization to
contract with Advanced Vehicle Systems, Inc. for the purchase of four
(4) additional electric shuttle vehicles and optional equipment, at
$866,304, using a portion of the FT A funds.
The three small U.S. manufacturers/suppliers produce different versions of electric shuttle vehicles,
which are not compatible with each other. Therefore, in order to ensure compatibility with our
existing fleet, the four (4) additional shuttle vehicles should be ordered from the original supplier -
Advanced Vehicle Systems, Inc. (A VS), of Chattanooga, Tennessee, which offers the same base
price per vehicle ($167,120) as quoted two years ago. There have been two changes in the optional
equipment category, as follows:
1. The air conditioning system carries a slightly higher cost ($167 per unit), due to the fact that
A VS is now offering a significantly improved unit, which is welcome by Fleet Management.
2. At $1 0,800/set, the recently-quoted cost of batteries is actually lower than in 1996-97 (at
$13,6211set), but now, the City wishes to order a larger number of spare sets per vehicle than
previously. or two sets per vehicles. This actually increases the optional-equipment costs by
approximately $7,856.
The total contract price (base vehicle plus options) is $216,576 per vehicle or $866,304 for four (4)
vehicles. The City would advance the $866.304 needed to purchas~ the vehicles and related
equipment, listed in Exhibit E, for subsequent reimbursement by FT NMOT A, using FT A funds
earmarked for the purpose. Reimbursement would be received within three months of invoice
submittal by the City.
7
A City purchase order shall not be issued to A VS prior to receiving a grant award numb~r and order
to proceed from FT NMDT A. This is due to happen in April. 1999.
Beyond the $866,304 A VS contract cost. the $123,161 balance in FT A funds will be used to
acquire, from other vendors. the additional equipment and services needed to retrofit the vehicles
for ELECTROWA VE route service. Additional items include exterior artwork design. installation
of vinyl art and signage, communication radios, logos. brochure racks, ADA-required signage, and
new parts inventory. These purchases would also abide by the City procurement requirements.
Resolutions No. 3&4 Approving and authorizing the implementation of a 25-cent transit fare,
of a collection system and its recurring operating costs, and the one-time
reallocation of $7,836 in operating funds to purchase the needed capital
equipment.
A 25-cent fare is proposed to be implemented by July 1, 1999. Based on the first-year's 1.5 million
ridership minus 20%, it has been calculated that the ELECTROWA VE Service will collect
approximately $318,500 in fares per year. (Please refer to Exhibit F). The costs associated with
fare collection activities are as follows:
o The purchase of eight (8) fareboxes/equipment and one used vault at $7,836. \Vhile the FT A
funds will cover the cost for the additional four vehicles, the City is still responsible for
acquiring fare boxes/equipment for the existing vehicles, at a total cost of$7,236. A one-time
reallocation of ELECTROWA VE operating funds will be needed to cover this cost, as well
as that of purchasing one used vault. in the amount of $600, to store the weekendlholiday
fare collection proceeds.
o It is recommended that we utilize Parking Department staff, vault, collection procedures,
bagging of shuttle farebox revenue, and pick up by Loomis Fargo for deposit under a special
contract with the Miami Beach Parking Department, in the amount of $30,000 annually,
to be paid with fare collection proceeds. The agreement would be effective June I, 1999
through May 31, 2000.
o The weekendlholiday collection would be handled by five employees, bonded at $115/year
($1 0,000 coverage) to retrieve the locked fareboxes and deposit them in the vault, above
mentioned. This would take place at the ELECTROWA VE facility in Terminal Island for
funds retrieval by designated Parking Department employees on the next work-day morning.
In summary, the first-year costs of implementing a 25-cent fare for the ELECTROW..4. VE Service
and of collecting approximately $300,000 in farebox revenues, are estimated to be $7,836 in one-
time capital purchases. and $30.115 in operating expenses.
Resolution No.5
Authorizing the Administration to apply for State Toll Revenue Credits
through FDOT, to meet the required match to the 1999 FT A earmarks
to the shuttle project, and procure a pre-awar~authorization from FT A
to use $50,000 out these earmarks, to retrofit an existing mechanical bay
into an auxiliary charging facility to serve an enhanced shuttle fleet.
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The additional vehicles can be stored adjacent to the existing ELECTROWA VE facility. In addition.
the City Property Management and Fleet Management divisions propose to retrofit, at approximately
$50,000, one of the City mechanical bays to satisfy the battery charging needs of an expanded
shuttle fleet. The Administration requests Commission approval to request a soft match by FOOT
and procure a pre-award authorization from FT A to use a portion of an additional $1.75 million
earmark to the ELECTROWA VE, to cover the above-mentioned capital cost.
CONCLUSION
The Administration and the Miami Beach Transportation Management Association recognize and
reiterate the importance of the ELECTROWA VE Service to the present and future mobility needs of
South Beach residents and visitors, and recommend approval of the Resolutions.
CJJ'-~
SR/CCI AJ
(4ewshutl )a
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