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96-21871 RESO RESOLUTION NO. 96-21871 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING THE SCOPE OF WORK FOR A SOUTH BEACH ELECTRIC SHUTTLE STUDY, AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFPI FOR TRANSPORTATION PLANNING CONSULTANTS TO PERFORM A STUDY, IN AN AMOUNT NOT TO EXCEED $75,000, TO BE FUNDED IN FY 1995-96 WITH A MATCHING GRANT FROM THE METROPOLITAN PLANNING ORGANIZATION, AT EIGHTY PERCENT, AND THE REDEVELOPMENT AGENCY-CITY CENTER AREA BUDGET , AT TWENTY PERCENT. WHEREAS, the Metropolitan Planning Organization's (MPO) 1995-96 Unified Planning Work Program (UPWAP) awarded the City a partial grant toward a South Beach Electric Shuttle Study; and WHEREAS, this $75,000 study is to be funded with $61,448 (80%) from the MPO and $13,552 (20%) from the Miami Beach Redevelopment Agency-City Center Area budget; and WHEREAS, a South Beach Electric Shuttle Service is being jointly developed by the City and the Miami Beach Transportation Management Association (MBTMA) for implementation prior to the next tourist season; and WHEREAS, a right of way and traffic study of the proposed route is needed to recommend short and long-term improvements which will facilitate the flow of traffic and help the Electric Shuttle achieve better head ways; and WHEREAS, the City wishes to issue a Request for Proposals for transportation planning consultants to perform the South Beach Electric Shuttle Study. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission approve the Scope of Work for the South Beach Electric Shuttle Study, and authorize the issuance of a Request for Proposals for transportation planning consultants to perform a study, in an amount not to exceed $75,000, to be funded in FY 1995-96 with a matching grant from the Metropolitan Planning Organization, at eighty percent, and the Redevelopment Agency-City Center Area budget, at twenty percent. PASSED AND APPROVED this 24th day of Januar ATTEST: t? () ~~ 1'tM.c..~ CITY CLERK F-OOII/l Apn~o' Fr-') rUVi ,r !"~, V I.'.! . aj LEgAL DEPT. By /f/)I~iI Date </; 2/1..6.._. CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139 CITY OF MIAMI BEACH COMMISSION MEMORANDUM NO. 3~- q.k TO: Mayor Seymour Gelber and Members of the City Commission DATE: January 24, 1996 SUBJECT: Jose Garcia_pedrosaJ/i City Manager A RESOLUTION THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING THE SCOPE OF WORK FOR A SOUTH BEACH ELECTRIC SHUTTLE STUDY, AND AUTHORIZING THE ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR TRANSPORTATION PLANNING CONSULTANTS TO PERFORM THE STUDY, IN AN AMOUNT NOT TO EXCEED $75,000, TO BE FUNDED IN FY 1995-96 WITH A MATCHING GRANT FROM THE METROPOLITAN PLANNING ORGANIZATION, AT EIGHTY PERCENT, AND THE REDEVELOPMENT AGENCY -CITY CENTER AREA BUDGET , AT TWENTY PERCENT. FROM: ADMINISTRATION RECOMMENDATION Approve the Resolution. BACKGROUND The City of Miami Beach has been awarded a partial grant from the Metropolitan Planning Organization, in FY 1995-96, toward the performance of a South Beach Electric Shuttle Study, a right-of-way and traffic study to assist in the implementation of the Electric Shuttle Program, presently being developed in coordination with the Miami Beach Transportation Management Association (TMA). The study, in an amount not to exceed $75,000, will be funded by a $61,448 (80%) grant from the MPO, and $13,552 (20%) from a Redevelopment Agency- City Center Area budget allocation. The final draft of the Scope Work is herein attached for your review. The City has applied for a $1.3 million grant from the Florida Department of Transportation toward capital purchases and operating costs, plus additional federal grants to help achieve the $2.8 million needed to implement the system and fund the first year of operations. In order to receive these grants, some City funding participation will be required, beginning FY 1996-97. This item will be presented DATE LI b 1-2-~-<1L. AGENDA ITEM for City Commission consideration at the February 7, 1996 meeting. Electric Shuttle operations are scheduled to begin prior to the next tourist season, sometime in November 1996. Attached is the 1995-96 Electric Shuttle Time-Line developed by MBTMA. ANAL YSIS The comprehensive study will examine, collect, and generate data regarding the route corridor and recommend short and long-term improvements to the right-of- way being proposed for Electric Shuttle operations, which, in turn, will help produce better head ways for the service. The study will look into the feasibility of using alleys for loading purposes, and suggest a preliminary approach to lane dedication during weekend nights, where feasible. Additionally, the study will develop a basic implementation plan for action which will include preliminary financial considerations. The main focus of the study will be on Washington Avenue, the most congested corridor. A Steering Committee will assist the consultant throughout development of the study. The Committee will include members of the City staff, City's Transportation and Parking Committee, affected business people and residents of the community, MBTMA, State and County technical personnel, as needed, and both project managers (City and MPO). SAC should have a maximum of ten members (10) in order to work efficiently with the consultants. The $75,000 study, a matching grant, is to be funded in FY 1995-96 as follows: $61,448 (80%) from the MPO grant and $13,552 (20%) from an RDA-City Center Area budget allocation. The MPO grant monies will be transmitted upon receival of progress reports/invoices to be filed by the City. CONCLUSION It is essential that the Electric Shuttle achieve acceptable head ways in order for the program to be successful; therefore, the need for this study. The Administration strongly recommends that the scope of work be approved and permission be granted to issue the RFP. (rfp 1 docs) aj SCOPE OF WORK CITY OF MIAMI BEACH SOUTH BEACH ELECTRIC SHUTTLE STUDY INTRODUCTION The South Beach Electric Shuttle System (Electric Shuttle) is being developed by the Miami Beach Transportation Management Association (TMA) in partnership with the City of Miami Beach. The Electric Shuttle is envisioned as a two-way circulator, park-and-ride system using a similar route to the one proposed for future rail service in the Florida Department of Transportation's (FOOT) East-West Multimodal Corridor Study. The proposed shuttle route comprises 5th Street, Washington Avenue, 17th Street and Alton Road. Electric Shuttle operations are being planned to begin prior to the 1997 tourist season. OBJECTIVES OF THIS STUDY The study herein proposed will produce, compile and analyze data, conduct field surveys, develop alternatives, and make certain recommendations regarding the right-of-way being proposed for operations by the Electric Shuttle. The study will recommend short and long-term measures to improve the corridor which will help produce better headways for the proposed transit service. Additionally, it will include a basic implementation plan with graphics, and preliminary financial considerations. The most congested Washington Avenue corridor will constitute a large portion of the study. PREVIOUS WORK: This is a new project. BACKGROUND Miami Beach is an urban community where mobility needs are currently perceived as being handled best by automobile. However, parking problems are common place and traffic congestion is already evident in South Beach, particularly on Ocean Drive, Collins Avenue, Washington Avenue, and Alton Road and the Alton Road flyover area. Congestion, mobility and parking problems will intensify as approved high-rise developments are constructed, more residents choose this area to live, and the urban environment becomes progressively denser. 1 The Electric Shuttle will provide transit services specifically tailored to South Beach needs by interconnecting present and planned parking facilities and supporting a park and ride program. The transit services are intended to attract new segments of the population to public transit, attract tourist riders, and establish a ridership base for a potential Miami Beach alignment of the East-West Multimodal Corridor. The transit services to be provided by the Electric Shuttle may not be effective, however, if the presently cluttered right-of-way is not unimpeded to allow for the achievement of acceptable headways. 1. METHODOLOGY: 1.1 Establish the Study Steering Advisory Committee: A Study Steering and Advisory Committee (SAC) shall be established. The Committee shall include but not be limited to members of the City staff, City's Parking and Transportation Committee, affected business people and residents of the community, MBTMA, and both project managers (City and MPO). Other professionals shall also be included, such as, from the Metro-Dade Transit Agency's (MOTA) Service Planning and Systems Development Divisions and from the Florida Department of Transportation. Other property owners/residents may be included, as needed, at the discretion of the City's project manager. SAC shall meet periodically with the team conducting the study to provide input, to develop consensus concerning approaches, concepts, and plans, and to review documents and other deliverables. While a regular meeting schedule is preferred, the consultants and SAC shall determine the timing of such meetings. The consultant will be responsible for leading discussions of SAC meetings, briefing the City Administration on progress and findings of the study, and City Commission, if required. 1.2 Develop Coordination The Study will coordinate plans with existing and proposed transportation studies and/or projects in Miami Beach and, where applicable, with Dade County's Long Range Transportation Plan (LRTP), Transportation Improvement Program (TIP), and Transit Development Plan (TOP). These studies and/or projects should include not only those which are transit-oriented, but those which may bar upon street construction and maintenance in the study area, as well as City of Miami Beach land use and zoning decisions which may affect the proposed shuttle route, location of stops, other concerns related to accessibility, and the availability of parking. 2 As an initial step in the Study, the consultant shall meet with a designated City Commissioner(s), the City Administration and specified staff, and the affected business and residential community to identify needs, concerns, and receive suggestions. The project manager(s) and the Executive Director of MBTMA will be included in these meetings. 2. PERFORM DATA COLLECTION/CONDUCT RESEARCH 2.1 Conduct Research The consultant will perform all technical research associated with the Study. Prior to commencing active pursuit of corridor, research into the history of transit services in the study area will be undertaken. It is anticipated that MDT A will be able to supply useful information, based upon past and ongoing experience with providing bus service to the study area. In addition, contact should be established with the consultant team performing the East-West Multimodal Corridor Study and with MBTMA for any relevant data. 2.2 Perform Data Collection: Local Street/Alley Rights-of-Way and Traffic The consultant will perform all data collection associated with the Study. On-site observations shall be conducted. (a) Right of way data regarding the proposed alignment. The basic alignment is Washington Avenue, 17th Street, Alton Road, and 5th Street. At least initially, the Electric Shuttle operations may restrict the two-way service to Washington Avenue and 17th Street to achieve acceptable headways with a limited number of vehicles. The most impeded Washington Avenue corridor shall constitute the largest portion of the study. (b) Data needed to conduct a feasibility study regarding the use of alleys adjacent to Washington Avenue for commercial loading activities (as opposed to the present on-street loading practices) plus the short and long-term improvements needed to prepare the alleys for new usage. This is an important element of the study, since the improvements would help reduce congestion by eliminating most of the illegal double parking, facilitating the flow of traffic, and affording better headways. (c) Traffic engineering measures to help improve headways, such as signal timing, signal preference, traffic yielding to transit, normal cycle vs. yellow flashing lights, etc. 3 (d) Twenty-four (24) hour traffic patterns with emphasis given to Friday, Saturday and Sunday nights. The aim here is to improve mobility and safety. (e) Potential effects to traffic flow on Washington Avenue due to the proposed one-way designation of eight side streets (6th Street to 14th Street), from Ocean Drive to Washington Avenue, in connection with an incoming milling and repaving FOOT project on Collins Avenue. Supposedly, this action will improve traffic flow on both Collins and Washington Avenues. (f) Lane striping (a 'yellow brick road') leading vehicles to park-and-ride garages and lots and facilitating in and out movements. (g) Potential location of bus stops and transfer facilities to maximize ridership and improve traffic flow. Transfer facilities will be strategically placed to interconnect the Electric Shuttle with existing modes of transportation (MOTA bus lines, Water Taxi, etc.) and with future service extensions to Mid-Beach. (h) On-site observations of day and night pedestrian patterns. The aim here is to minimize conflicts with vehicular traffic, improve mobility and promote safety. Bicycle/rollerblading patterns should also be addressed. (i) Americans with Disabilities Act (ADA)-related issues on the route being proposed for Electric Shuttle operations. (j) Feasibility of establishing a busway on Washington Avenue on weekend nights (Friday, Saturday, Sunday) to test the feasibility and effectiveness of lane dedication within restricted right-of-ways. 2.3 The consultant shall obtain current traffic counts from the latest traffic studies available and traffic volume projections from the most recently available and applicable travel demand runs. 2.4 At the conclusion of data collection and research efforts, the study team shall make a detailed presentation to the SAC regarding the work performed and findings developed. 4 3. ANALYZE AND EVALUATE DATA The methodology to be used will incorporate traditional transit route planning approaches, but also, on a preliminary basis, address ancillary issues associated with the potential creation of a dedicated lane for the evening shuttle service, if feasible. Computer Aided Draft and Design (CADD) capabilities should be utilized for graphic illustrations. Conclusions to be drawn from the analysis will specifically address, but not necessarily be limited to, the elements of the Electric Shuttle study listed in Section 2, of this Scope of Work. 4. DEVELOP RECOMMENDATIONS Recommendations will include short and long-term measures to unimpede the right of way which will result in better head ways for the Electric Shuttle Service. These shall include any actions required in support of all services and physical improvements to the right of way. It will also include the interconnection of parking garages/lots to support the park and ride functions associated with the shuttle activities, the potential use of alleys as commercial service corridors, feasibility of lane dedication, and how these actions are to be undertaken. 4.1 Prepare a draft implementation plan for the proposed right-of-wy "clean-up" effort, which includes preliminary financial considerations. 4.2 Document all efforts in a Preliminary Report(draft), formatted into chapters. 4.3 Present the document to the SAC, City Administration and Staff, Transportation/Parking Committee, and hold a public information meeting. Present the preliminary document at a City Commission meeting for input. Some of these meetings may be combined, if needed, for budget reasons. 5. PREPARE FINAL REPORT The Final Report will include the preliminary report previously developed, as revised, and a basic implementation plan with graphics. An introduction will be produced to preface to body of the report and an executive summary will be written to serve as a synopsis of the report and as a stand-alone document for public distribution. Public hearing(s) concerning the study and its recommendations may be required if controversial policy decision are considered or endorsed by the Miami Beach City Commission. 5 The Final Report will be presented to the MPO and its committees by the City's Project Manager, if needed. PROJECT MANAGERS: Amelia Johnson, City of Miami Seach Frank Baron, MPO PARTICIPATING AGENCIES: City of Miami Seach Metropolitan Planning Organization Miami Seach Transportation Management Association Metro Dade Transit Agency FUNDING: $75,000 $61,448 (Federal PL 112) $13,552 (Local) (busway41 aj 6 ELECTRIC SHUTTLE TIME-LINE 1995-1996 MONTH STATUS MAY Hire Transportation Management Completed May 1, 1995 Di rector Review existing parking & trans- Completed May 30,1995 portation studies for the South Beach Area Begin Review _of Alternative Completed July 6, 1995 Transportation MoQ.~S for South Beach Area Hold tVItQ day demonstration of Completed June 14, 1995 electric shuttle system in South Beach Area - for public & government review & comment Hold Alternative Mobility Work- Completed June 14, 1995 shop for public & government officials Create survey of shuttle interest Completed June 21, 1995 by employees in South Beach Area JUNE Review results of VltQrkshop Completed June 28, 1995 Review results of demonstration project - electric shuttle Completed June 28, 1995 Implement employer/employee survey project - regarding interest in alternative transportation & electric shuttle Completed August 18, 1995 Prepare concept document for electric shuttle - including first year implementation cost and purchase of six vehicles (develop in cooperation 'Mth Metro Dade Transit) Completed July 17, 1995 Research and review potential funding sources for project - Federal, state, district, county, city, and private Completed ~n-going MONTH STATUS JULY Review electric shuttle concept with City of Miami Beach officials (Transportation Coordinator, City Manager) and with officials at: Miami Beach Chamber of Commerce, Metro Dade Transit Agency, Washington Avenue Assn., Lincoln Road Partnership, Ocean Drive Assn. Completed Submit concept document to Florida Department of Transportation - District Six for funding review and consideration under Conidor Funding Completed Implement commuting habits and shuttle interest survey at 'ffi.ajor-employment sites (Mt. Sinai Medical Center, Miami Heart Institute, City of Miami Beach, Fontainebleau Hilton Hotel) Completed Contract with Florida State University - Institute for Marketing Alternative Transportation - College of Business, for development of resident commuting survey in South Beach Area Completed Contract with Florida State University - Institute for Marketing Alternative Transportation - College of Business, for development of tourisUvisitor survey for South Beach Area Completed Complete survey project at major employment sites and arrange with Gold Coast Commuter Services for donated services to tabulate survey results Completed Begin resident survey - via telephone during evening hours - to evaluate resident commuting habits and interests Completed July 10, 1995 July 15, 1995 September 20, 1995 July 7, 1995 July 7, 1995 September 20, 1995 October 24, 1995 AUGUST Meet with officials of Florida POlNer & Light to review possible support of electric shuttle project Completed Review proposed electric shuttle linkage with existing transportation services in South Beach Area (Lincoln Road Tram, Water Taxi & Metro Dade Transit - Route 'W') Completed Ongoing August 28, 1995 MONTH AUGUST (Continued) Contract wth Barry University - Institute for Transportation Research & Education - Andreas School of Business to conduct Transit Route 'W' ridership survey - to identify commuting habits and commuter interests/needs. Coordinate in cooperation wth Metro Dade Transit Agency Hold Focus Group Session wth selected group of Route 'W' ridership to determine commuting interests and feasibility of shuttle as alternative transportation mode Meet wth officials of Miami Beach Convention Center to estaplish interestjevel and support in promoting electri.c~buttle STATUS Completed Completed Completed August 9, 1995 September 13, 1995 August 29, 1995 SEPTEMBER Meet wth City of Miami Beach Officials (City Commissioners, Mayor, City Manager, Assistant City Manager, Parking Director, & Transportation Coordinator) to confirm commitment to imple- mentation of electric shuttle project in South\ Beach Area Meet wth officials of City of Miami Beach Parking & Transportation Committee to confirm commitments to electric shuttle project, and to advise them of the status on a monthly basis Obtain funding commitment from FP&L for electric charging station ($150,000) and for consult- ing services during implementation of the system Completed Completed Completed On-going On-going October 19, 1995 OCTOBER Establish electric shuttle task force (to consist of City officials, transportation service providers, local association representation, private participants (FP&L) and state/county officials - to meet on monthly basis during development and implementation of system Meet wth City of Miami Beach officials to review vehicle storage and charge needs - to determine location and cost to accomplish this. Completed Completed On-going On-going MONTH STATUS OCTOBER (Continued) Obtain Letter of Operations Support from City Manager for City's funding commitment for electric shuttle operations after the first year of implementation Completed November 3, 1995 Submit funding application to MPO for Right of Way Study for electric shuttle - to produce better headvvays in proposed route area. Completed October 27, 1995 NOVEMBER Submit funding- J)rQ@osal to Florida Dept. of Environmental Protection for funding support to purchase electric vehicle Completed- - November 28, 1995 Submit funding proposal to Florida Energy Office for funding support to purchase electric vehicle Completed November 28, 1995 DECEMBER Reviewtouristlvisitor attractions along possible route areas in South Beach Area Completed December 14, 1995 Based on survey data and input from Metro Dade Transit Agency finalize shuttle hours and days of operations Completed December 19, 1995 Meet ......;th Miami Beach Police Department to deter- pedestrian and commuter safety concerns Completed January 9, 1996 1996 JANUARY Develop RFP for purchase of six electric shuttle vehicles and distribute for bids I n process Develop route enforcement understanding ......;th City of Miami Beach Police Department I n process MONTH STATUS JANUARY (Continued) AlNard contract for shuttle right-of-INaY study I n process Finalize location for electric charging station, vehicle storage, and maintenance I n process FEBRUARY Finalize shuttle route (with City of Miami Beach & Metro Dade Transit Agency) Finalize shuttle stop 10catiOAS (in cooperation. with Metro Dade Translt-.Agency) Develop RFP for design of shuttle stop signage and distribute for design ideas and bid response Submit RFP for development of marketing package (printed materials and media, jingle, theme, etc.) Determine fare structure (if any), collection process, accounting system, establish collection account Develop RFP for operations (on one year basis - based on performance) of electric shuttle system Distribute RFP for operations of shuttle system MARCH Finalize identity package (logo, graphics, theme colors, vehicle printing, etc. Review responses to electric vehicle RFP - obtain approval of City Budget Officer and City Commissioners for bid alNard, order six electric shuttle vehicles from approved bidder Review RFP proposals for marketing and begin design and development of marketing materials Review RFP proposals for operating the electric shuttle - obtain approval of City Budget Officer, and City Commissioners for bid alNard. AlNard contract to begin November 1996 Develop driver training manual (operations, safety, and customer relations) MONTH STATUS APRIL Develop vehicle maintenance schedule and maintenance manual. Order vehicle maintenance supplies Establish advertising rate for local advertisers in Shuttle marketing materials Begin soliciting advertising support from South Beach merchants (for shuttle information flier) Begin media blitz v-,;th monthly notices in newspapers concerning the arrival of the shuttle MAY Prepare area for storage of electric charge station Prepare area for main shuttle terminal location Begin development of television and radio jingle for distribution to local radio and television stations Place press release in national publications (AAA, travel publications, through Chamber of Commerce, news publications, etc.) JUNE Review materials for marketing package and approve design Finalize advertising package for local advertisers Collect camera ready artlM>rk (if applicable) and copy for advertisements from businesses (that have contracted for advertising in materials and/or on vehicles). Complete layouts for printing of advertising, schedule, and public education materials Obtain printing bids for materials Implement recommendations from right-of-way study MONTH STATUS JUNE (Continued) AlNard printing bid and begin printing process Establish requirements for shuttle drivers, personnel policies, job descriptions, etc. JULY Develop plan for shuttle kick-off event Begin soliciting donated talent, and materials_ for shuttle kick-off-~vent AUGUST Schedule painting and signage IM)rk for vehicles Begin placing signage for stop locations (cover signage with plastic - until service officially begins) Finalize agreement with FP&L for electrical service and payment schedule SEPTEMBER Advertise for shuttle drivers Screen driver applicants Finalize driver identity uniforms and order Order tokens (for advertisers and merchants) OCTOBER Delivery of six electric shuttle vehicles Complete painting and design IM)rk on vehicles Complete on street signage MONTH STATUS OCTOBER (Continued) Begin distribution of printed materials (to distribution poi ntsl1 ocations) Begin marketing of shuttle - advertising, etc. Hire drivers and begin training/operations instruction NOVEMBER Hold press conference wth.local media & officials -- ...-"-- ..... Major media blitz during the implementation month Hold ribbon cutting ceremony to include representative from funding agencies, federal, state, county, city officials, and private dignitaries (FP&L), etc. FIRST SHUTTLE SYSTEM OF ITS KIND IN THE STATE OF FLORIDA IS NOWIN FULL OPERA TlON IN SOUTH BEACH. . . . . . ON-GOING Daily maintenance of vehicles Continuous marketing of shuttle service Continuous contact with merchants Continuous contact with ridership Continuous review of service quality Monthly evaluation of vehicle performance Monthly evaluation and monitoring of vehicle reductions Monthly evaluation and monitoring of emission reductions in project area LONG TERM Development of second electric shuttle route to link South Beach Area with Convention size hotels of Middle Beach Area.