2014-28825 Reso RESOLUTION NO. 2014-28825
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AMENDMENT NO. 2 (AMENDMENT) TO THE AGREEMENT
BETWEEN THE CITY AND LIMOUSINES OF SOUTH FLORIDA,
INC., FOR TURN-KEY OPERATIONS AND MAINTENANCE
SERVICES OF A MUNICIPAL TROLLEY SYSTEM FOR THE CITY
OF MIAMI BEACH, EXECUTED AS OF MAY 89 2014; SAID
AMENDMENT INCREASING THE SCOPE OF THE AGREEMENT TO
INCLUDE THE PROVISION OF ADDITIONAL SHUTTLE SERVICES
DURING EVENTS WHICH IMPACT MOBILITY IN THE CITY, IN THE
ADMINISTRATION'S DISCRETION; AND INCREASING THE COST
OF THE AGREEMENT FOR SAID SERVICES, IN AN AMOUNT NOT
TO EXCEED $45,000 ANNUALLY.
WHEREAS, on April 30, 2014, the City Commission approved the award of Invitation
to Bid (ITB) No. 2014-154-SR for North Beach Turnkey Trolley Operations and Maintenance
Services to Limousines of South Florida Inc. (LSF); and
WHEREAS, following the approval of the ITB, the City and LSF executed an
agreement, dated as of May 8, 2014, subsequently amended (Amendment No. 1), pursuant
to Resolution No. 2014-28708, which increased the scope of the agreement to acquire
optional equipment for the trolley vehicles (collectively the "Agreement"); and
WHEREAS, the ITB included a provision for optional additional routes at the City's
sole discretion; however, the Agreement with LSF does not include a provision for shuttle
services during events which impact mobility in the City; and
WHEREAS, the City currently experiences fifteen (15) major special events during its
high impact periods, and during these periods, the City experiences a high volume of visitors
and high levels of street activity, resulting in reduced mobility and parking shortages; and
WHEREAS, additionally, the City needs the flexibility to provide services for
additional events on as-needed basis (e.g. Veteran's Day, Centennial Celebration activities,
etc.); and
WHEREAS, providing trolley services during some of these events will provide an
alternate mode of transportation and therefore improve the mobility in the City during said
events; and
WHEREAS, the Administration is working with LSF to ensure that trolley services
during these events comply with the applicable laws; and
WHEREAS, the Administration, in its discretion, will included a contingency in the
budget for each fiscal year to provide funding for additional shuttle services for upcoming
events; and
WHEREAS, the Administration recommends that the City and LSF execute
Amendment No. 2 to the Agreement, increasing the scope of the Agreement to include
shuttle services during events which impact mobility in the City, and increasing the cost of
the Agreement for said services, in an amount not to exceed $45,000 annually.
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
approve and authorize the Mayor and City Clerk to execute Amendment No. 2 (Amendment)
to the Agreement between the City and Limousines of South Florida, Inc., for Turn-Key
Operations and Maintenance Services of a Municipal Trolley System for the City of Miami
Beach, executed as of May 8, 2014; said Amendment increasing the scope of the
Agreement to include the provision of additional shuttle services during events which impact
mobility in the City, in the Administration's discretion; and increasing the cost of the
Agreement for said services, in an amount not to exceed $45,000 annually.
PASSED AND ADOPTED this �/ day of � 014.
ATTEST: Or
afael E. ranado, City CI' rk:iNCORP ORATEPhilip L in ,
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Agreement RESO.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR ECUTION
City Attorney Alyr Do e
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Approving And
Authorizing The Mayor And City Clerk To Execute Amendment No.2(Amendment)To The Agreement Between
The City And Limousines Of South Florida, Inc., For Turn-Key Operations And Maintenance Services Of A
Municipal Trolley System For The City Of Miami Beach, Executed As Of May 8, 2014; Said Amendment
Increasing The Scope Of The Agreement To Include The Provision Of Additional Shuttle Services During Events
Which Impact Mobility In The City, In The Administration's Discretion;And Increasing The Cost Of The Agreement
For Said Services, In An Amount Not To Exceed $45,000 Annually.
Key Intended Outcome Supported:
Ensure Comprehensive Mobility Addressing All Modes Throughout The City.
Supporting Data (Surveys, Environmental Scan, etc.): As recently indicated in the 2014 City of Miami Beach
Community Satisfaction Final Report, 54%of the City of Miami Beach residents would be willing to use local bus
circulators.
Item Summa /Recommendation:
On April 30,2014,the City Commission approved the award of Invitation to Bid(ITB)No.2014-154-SR for North
Beach Turnkey Trolley Operations and Maintenance Services to Limousines of South Florida, Inc. (LSF).
Following the approval of the ITB,an Agreement between the City and LSF was executed on May 8,2014.While
the ITB included a provision for optional additional routes at the City's sole discretion,the executed contract with
LSF did not include a provision for shuttle service during special events.
The City currently experiences fifteen (15) major special events during its high impact periods. During these
periods, the City experiences a high volume of visitors and high levels of street activity, resulting in reduced
mobility and parking shortages. In addition,the City needs the flexibility to provide service for additional events on
as needed basis (e.g. Veteran's Day, Centennial celebration activities, etc...)
The Administration considers that special events significantly impact mobility and thus,the City should consider
providing shuttle service during these periods to provide an alternative mode of transportation and reduce the
need for parking.The Administration, in its discretion,will include a contingency in the budget for each fiscal year
to provide funding for shuttle services for any special event(s), if it is determined that the service may improve
mobility during the same.Additionally, in coordination with Miami-Dade Transit and the Florida Department of
Transportation,the Administration is exploring alternatives that can ensure the efficiency of the shuttle service and
public transportation during major special events,such as the use of dedicated lanes/shoulder for transit vehicles
and traffic monitoring and management(currently being implemented during some major events).
In the event that no City-branded spare trolleys are available to provide shuttle service during the selected major
special events,the City's current trolley operator, LSF,would use optional vehicles(such non-branded trolleys or
other transit vehicles at the City's discretion)with similar seating capacity.
While the ITB included a provision for optional additional routes at the City's sole discretion,the executed contract
with LSF did not include a provision for shuttle service during special events.Therefore, an Amendment to the
contract with LSF is required for these services.The Administration is working with LSF to ensure that the special
event service complies with all applicable federal, state and local requirements.
THE ADMINISTRATION RECOMMENDS APPROVING THE RESOLUTION.
Advisory Board Recommendation:
NA
Financial Information:
Source of Amount Account
Fund 1 $23,000.00 FY 2014/15: 106-9615-000349 Transportation Fund
2 FY 2014/15: 106-9615-000349 Transportation Fund Subject to
F___, I I$22,000.00 Budget Appropriation
Financial Impact Summary: Future annual costs subject to annual budget appropriations
City Clerk's Office Legislative Tracking:
Jose R. Gonzalez, Ext. 6768
Sign-Offs:
Department Director Assistant Cit anager City Dwager
JRG :�7 KGB JLM
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gn AGENDA ITEM C-
MIAMIBEACH
N
fA E
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive,Miami Beach,Florida 33139,www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members o the City C mission
FROM: Jimmy L. Morales, City Manager
DATE: November 19, 2014
SUBJECT: A RESOLUTION OF THE MA R AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLOR DA, APPROVING AND AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 2
(AMENDMENT) TO THE AGREEMENT BETWEEN THE CITY AND
LIMOUSINES ' OF SOUTH FLORIDA, INC., FOR TURN-KEY
OPERATIONS AND MAINTENANCE SERVICES OF A MUNICIPAL
TROLLEY SYSTEM FOR THE CITY OF MIAMI BEACH, EXECUTED AS
OF MAY 8, 2014; SAID AMENDMENT INCREASING THE SCOPE OF
THE AGREEMENT TO INCLUDE THE PROVISION OF ADDITIONAL
SHUTTLE SERVICES DURING EVENTS WHICH IMPACT MOBILITY IN
THE CITY, IN THE ADMINISTRATION'S DISCRETION; AND
INCREASING THE COST OF THE AGREEMENT FOR SAID SERVICES,
IN AN AMOUNT NOT TO EXCEED $45,000 ANNUALLY.
FISCAL IMPACT
Funding Source—Funding for operation and maintenance of shuttle service during special events
will be provided from Transportation Fund, subject to budget appropriation.
Cost —The cost to the City for the operation and maintenance of shuttle service during special
events shall not exceed a cumulative total of$45,000 per year,during the five(5)year initial term of
the contract.
BACKGROUND
On April 30,2014,the City Commission approved the award of Invitation to Bid(ITB)No.2014-154-
SR for North Beach Turnkey Trolley Operations and Maintenance Services to Limousines of South
Florida, Inc.(LSF). Following the approval of the ITB,an Agreement between the City and LSF was
executed on May 8, 2014. While the ITB included a provision for optional additional routes at the
City's sole discretion, the executed contract with LSF did not include a provision for shuttle service
during special events.
The City currently experiences fifteen (15) major special events during its high impact periods,
during which both City sponsored and non-City sponsored events occur within the City boundaries.
The following is the list of City Commission approved high impact periods(as of January 10,2014):
1. Art Deco Weekend
2. Miami International Boat Show
3. South Beach Wine and Food Festival
4. Spring Break
5. Winter Party Week/Spring Break
6. Winter Music Conference/Spring Break
7. Ultra Music Festival
8. Gay Pride
9. Memorial Day Weekend
Commission Memorandum—Amendment No.2 to Turnkey Trolley Operations and Maintenance Services Agreement
November 19,2014
Page 2 of 2
10. July 4th
11. Labor Day Weekend
12. Halloween
13. White Party
14. Art Basel Miami Beach
15. New Year's Eve
In addition, the City needs the flexibility to provide service for additional events on as needed basis
(e.g. Veteran's Day, Centennial celebration activities, etc.).
ANALYSIS
During major special events,the City experiences a high volume of visitors and high levels of street
activity, resulting in reduced mobility and parking shortages.
The Administration considers that special events significantly impact mobility and, thus, the City
should consider providing shuttle service during these periods to.provide an alternative mode of
transportation and reduce the need for parking. The Administration, in its discretion, will include a
contingency in the budget for each fiscal year to provide funding for shuttle services for any special
event(s), if it is determined that the service may improve mobility.
It is estimated that a 15 minute headway special event service will require approximately 64 hours of
service. Based on the ITB cost of $69.49 per service hour, one day of special event service is
estimated to cost approximately$4,500 depending on route length,etc.The proposed Amendment
of$45,000 provides services for approximately 10 days of special event service.There are sufficient
funds available in the Transportation Fund, subject to budget appropriation.
Additionally, in coordination with Miami-Dade Transit and the Florida Department of Transportation,
the Administration is exploring alternatives that can ensure the efficiency of the shuttle service and
public transportation during major special events, such as the use of dedicated lanes/shoulder for
transit vehicles.Additionally,the Transportation Department currently deploys traffic monitoring and
management services during seven(7)major events to reduce congestion and improve traffic flow
throughout key ingress/egress routes.
In the event that no City-branded spare trolleys are available to provide shuttle service during the
selected major special events, the City's current trolley operator, LSF,would use optional vehicles
(such non-branded trolleys or other transit vehicles at the City's discretion) with similar seating
capacity.
While the ITB included a provision for optional additional routes at the City's sole discretion, the
executed contract with LSF did not include a provision for shuttle service during special events.
Therefore, an Amendment to the contract with LSF is required for these services. The
Administration is working with LSF to ensure that the special event service complies with all
applicable federal, state and local requirements.
RECOMMENDATION
In an effort to improve mobility during high impact periods,the Administration recommends that the
Mayor and City Commission authorize the Mayor and City Clerk to execute Amendment No. 2
(Amendment)to the Agreement between the City and Limousines of South Florida, Inc., for Turn-
Key Operations and Maintenance Services of a Municipal Trolley System for the City Of Miami
Beach, executed as of May 8, 2014; said Amendment increasing the scope of the Agreement to
include the provision of additional shuttle services during events which impact mobility in the City, in
the Administration's discretion; and increasing the cost of the Agreement for said services, in an
amoUnt not to exceed $45,000 annually.
JLM/ /JRG
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