2002-25014 Reso
RESOLUTION NO. 2002-25014
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, WAIVING BY 5/7THS VOTE , THE COMPETITIVE
BIDDING REQUIREMENT, FINDING SUCH WAIVER TO BE IN THE BEST
INTEREST OF THE CITY; APPROVING AND AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE A GENERAL MANAGEMENT AGREEMENT
BETWEEN THE CITY AND THE MIAMI BEACH TRANSPORTATION
MANAGEMENT ASSOCIATION (MBTMA), IN THE AMOUNT OF $2,310,000, FOR
THE PERFORMANCE OF GENERAL MANAGEMENT SERVICES FOR
OPERATIONS AND ADMINISTRATION OF THE ELECTROWAVE SHUTTLE
PROJECT; AUTHORIZING THE ADVANCEMENT OF ONE FOURTH OF THE
'" ADOPTED FISCAL YEAR 2002-03 ELECTROWAVE OPERATING BUDGET
FUNDS TO MBTMA, ON A QUARTERLY BASIS; PROVIDING FOR THE FILING
OF QUARTERLY FINANCIAL AND ADMINISTRATIVE REPORTS AND ANNUAL
AUDITS; AND FURTHER PROVIDING FOR THE RETURN OF ALL UNUSED
FUNDS TO THE CITY, AT THE CLOSING OF THE CONTRACT YEAR.
WHEREAS, in 1996, the City of Miami Beach, in partnership with the Florida
Department of Transportation (FDOT), created a non-profit organization, known as the
Miami Beach Transportation Management Association (MBTMA), specifically to research,
develop, and implement programs and services that would help reduce the number of
single automobile trips in the City; and
WHEREAS, MBTMA developed and helped implement the Electrowave Shuttle Service
to South Beach (the Project), and acted as overseer of the Project's contracts and services
from its inception in January 20,1998 through September 30,2001, on behalf of the City;
and
WHEREAS, in order for the Electrowave Shuttle Service to produce the results desired
by the City, in FY 2001-02, MBTMA was hired as the General Manager for Operations and
Administration of the Project, and was given a large degree of autonomy in decision-
making and actions, and to have control over all facets of the Project and its operating
funds; and
WHEREAS, as General Manager, MBTMA brought the Project services back to their
original level of efficiency and effectiveness, within the City prescribed six-month period;
and
WHEREAS, the City wishes to rehire MBTMA as the Project's General Manager; and
WHEREAS, the adopted Fiscal Year 2002-03 Electrowave Operating Budget is
$2,310,000; and
WHEREAS, the Project budget includes a Project Administration category, in the
amount of $160,000, as direct compensation to MBTMA for performance of the general
management services, above mentioned; and
f~,
WHEREAS, the City shall advance, on a quarterly basis, one-fourth of the FY 2002-03
Electrowave Operating Budget funds to MBTMA, to cover all Project expenditures during
that quarter; and
WHEREAS, the City shall advance the quarterly funds, via wire transfers to a special
account established by MBTMA with a chosen financial institution; and
WHEREAS, MBTMA shall abide by all City, County, State and Federal rules and
regulations which apply to the Project; and
WHEREAS, MBTMA shall file quarterly expenditure/progress reports with the City
documenting and accounting for the use of the Project funds; file Section 15 Reports as
required by the Federal Transit Administration (FTA) Section 5309, for the federal funds
awarded to the Project; and
WHEREAS, the submission of a Final Report of Expenditures, and Annual Audit are
also required.
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, finding such waiver to be in the
best interest of the City; and approve and authorize the Mayor and City Clerk to execute
a General Management Agreement, between the City of Miami Beach and the Miami
Beach Transportation Management Association (MBTMA), in the amount of $2,310,000,
for the performance of General Management Services for Operations and Administration
of the Electrowave Shuttle Project; authorize the advancement of one fourth of the Fiscal
Year 2002-03 Electrowave Operating Budget funds to MBTMA, on a quarterly basis;
provide for the filing of quarterly reports and annual audits; and further provide for the
return of all unused funds to the City, at the closing of the contract year.
PASSED AND APPROVED this the 26th
September
,2002.
ATTEST:
_~r E~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
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Condensed Title:
A Resolution waiving competitive bidding requirement and authorizing the execution of a General
Management Agreement with MBTMA, in the amount of $2.31 million, for management, operation, and
administrative services to the Electrowave Shuttle Project; authorizing the advancement of one fourth of
the adopted FY 2002-03 budget funds to MBTMA, on a quarterly basis; establishing reporting and auditing
re uirements, and for the return of all unused funds to the Ci , b closin of the contract ear.
Issue:
Shall the City contract with MBTMA for general management services to the Electrowave Project?
Item Summarv/Recommendation:
MBTMA has performed well as General Manager of the Electrowave Shuttle Project, and has brought the
shuttle services back to full operation during FY 2001-02, as previously mandated by the City Commission.
In addition, MBTMA's experience with an all electric-battery transit system is not easily duplicated around
the Country. Therefore, it is advisable to waive bid requirements and contract once again with MBTMA for
the upcoming budget year. A results-oriented general management contract is being proposed for
approval, which includes a detailed Scope of Services; refined Goals and Performance Standards based
on which MBTMA services will be evaluated/measured on a quarterly and/or annual basis; as well as the
Electrowave-related duties retained by the City. As General Manager, MBTMA is proposed to receive
quarterly wire transfers at one/fourth of the $2.31 million FY 2002-03 Electrowave Operating Budget, which
carry strict reporting and auditing requirements. Due to the above reasons, the Administration
recommends approval of a FY 2002-03 General Management Agreement with MBTMA for operating,
administrative, and manaQement services to the Electrowave Proiect.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of Amount Account Approved
Funds: 1 $2,310,000 Adopted FY 2002-03 Electrowave
Ooerating BudQet. A oreviousitem
D 2 on this City Commission Agenda.
3
4
Finance Dept. Total $2,310,000
City Clerk's Office Legislative Tracking:
I Amelia Johnson
sistant City Manager
City Manager
\\CH2\VOL 1\WORK\$TRA\AMELlA\ELECTWVE\EWMBTMA03.CIS.doc
AGENDA ITEM
DATE
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9-~6 -0 2..
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.ci.miami-beach.fl.us
To:
From:
Subject:
COMMISSION MEMORANDUM'
Date: September 26, 2002
Mayor David Dermer and
Members of the City Commission
Jorge M. Gonzalez \~
City Manager O' 0
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, WAIVING, BY SnTHS VOTE, THE
COMPETITIVE BIDDING REQUIREMENT, FINDING SUCH WAIVER TO
BE IN THE BEST INTEREST OF THE CITY; AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE A GENERAL MANAGEMENT
AGREEMENT, BETWEEN THE CITY AND THE MIAMI BEACH
TRANSPORTATION MANAGEMENT ASSOCIATION (MBTMA), IN THE
AMOUNT OF $2,310,000, FOR THE PERFORMANCE OF GENERAL
MANAGEMENT SERVICES FOR OPERATIONS AND ADMINISTRATION
OF THE ELECTROWAVE SHUTTLE PROJECT; AUTHORIZING THE
ADVANCEMENT OF ONE FOURTH OF THE FISCAL YEAR 2002-03
ELECTROWAVE OPERATING BUDGET FUNDS TO MBTMA, ON A
QUARTERLY BASIS; PROVIDING FOR THE FILING OF QUARTERLY
FINANCIAL AND ADMINISTRATIVE REPORTS, AS WELL AS ANNUAL
AUDITS; AND FURTHER PROVIDING FOR THE RETURN OF ALL
UNUSED FUNDS TO THE CITY, BY CLOSING OF THE CONTRACT
YEAR.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
ANALYSIS
This item is contingent upon approval of the proposed FY 2002-03 Electrowave Operating
Budget, submitted as a previous item on this City Commission Agenda.
From October 1997 through September 2001, the City contracted with the Miami Beach
Transportation Management Association (MBTMA) solelv as an overseer of the
Electrowave Shuttle operations, while the City retained the decision making and
implementation powers, as well as the mechanical maintenance of the shuttle vehicles and
batteries. This arrangement adversely impacted the Electrowave Service, which reached
critical status between April and September 2001. Consequently, beginning October 1,
2001, the City hired MBTMA as the General Manager for Administration and
Operations, and made MBTMA solely responsible and accountable for all aspects of the
Electrowave Project.
September 26, 2002
Commission Memorandum
MBTMA Agreement for Electrowave
Page 2
One year later, the Administration is pleased to report that MBTMA has performed well in
its new position, and has brought the Electrowave Shuttle Service (the Project) to its
original level of efficiency and effectiveness. Therefore, the Administration recommends
that MBTMA be re-hired as the Project's General Manager in FY 2002-03.
A detailed Scope of Services is included herein as Exhibit .~" and made part of the
proposed General Management Agreement with MBTMA. A summary of MBTMA's main
duties regarding the Project follows:
l:l MBTMA abides by the City-adopted annual Electrowave Operating Budget.
l:l Receives quarterly wire transfers of one fourth of the annual operating funds.
l:l Ensures proper expenditures and accounting of Project operating funds.
l:l Files quarterly expenditure and administrative reports with the City.
l:l Abides by Federal/State/City procurement requirements.
l:l Contracts with and supervises the work of all firms/organizations that provide services
to the Project.
l:l Prepares/files quarterly invoices/requests for reimbursements with FDOT and FTA,
which help fund Project operations.
l:l Administers and monitors the fare collection and depositing processes.
o Responsible for marketing, public relations, and promotional services, as well as for the
on-board advertising program.
l:l Performs route management and scheduling, and personnel training.
l:l Handles all passenger complaints and other service-related challenges.
o Submits annual audit reports prepared by a professional accounting firm, as required.
o Searches and applies for new funding sources (operating and capital funds).
o Prepares and files with FT A all required paperwork relating to capital and operating
(CMAQ) funds that have been earmarked for the' Project.
l:l Furnishes data/material needed for items requiring City Commission approval.
l:l Responds to requests made by the City elected officials and/or Administration regarding
the Project.
A set of measurable Goals and Perfonnance Standards is also included herein as Exhibit
liB" and made part of the General Management Agreement with MBTMA. The City
conducts quarterly evaluations of MBTMA's performance, based on the above-mentioned
standards.
The City retains the following duties (Exhibit "C', regarding the Electrowave Project.
l:l All major policy decisions regarding the Project continuation and/or expansion.
l:l Approval of annual budgets, including City funding participation/local match.
l:l Custody over the project operating funds.
l:l The City advances one-fourth (1/4th) of the operating funds (Electrowave Budget) to
MBTMA, on a quarterly basis, via wire transfers.
l:l Full custody and responsibility over the project capital funds.
o Ownership of all funds reimbursed by State, Federal and other agencies, which help
fund the Project.
September 26, 2002
Commission Memorandum
MBTMA Agreement for Electrowave
Page 3
City-retained duties (continuation)
[J Consideration, approval, and execution of funding agreements with County, State, and
Federal agencies, as applicable;
[J Preparation of all City Commission Agenda Items and L TCs regarding the Project;
[J Provision of shuttle buses, equipment, and facilities from which the services are
operated.
Also attached, as Exhibit "D"to the General Management Contract, you will find MBTMA's
proposed budget for the specific administrative service costs to be incurred by MBTMA in
the performance of its general management duties.
CONCLUSION: The Administration believes it to be in the best interest of the City to waive
competitive bidding and continue contracting with MBTMA, for the following reasons:
[J MBTMA is a non-profit 501(c)(4) organization, created by the City and FDOT,
specifically to develop, promote, and help implement alternative modes of
transportation in Miami Beach, the first one being the Electrowave Shuttle Service. Both
the City and FDOT have funded MBTMA, as a non-profit entity, since 1996.
[J As a major funder and supporter of the Electrowave Shuttle Project, FDOT and FT A
have agreed to the transfer of Electrowave Project funds to MBTMA, due to FDOT's
positive experience with funding and working with MBTMA for the last seven years.
[J MBTMA's level of technical expertise, on-the-job experience, enthusiasm and
commitment in managing an all electric circulator shuttle service is unique in this
Country and difficult to replace.
[J During its first year as General Manager for Services and Administration (FY 2001-02),
MBTMA met or exceeded all goals and performance standards established by the City
for the Electrowave Project, and the eleven (11) shuttle vehicles are back in full service.
The Administration recommends that MBTMA be hired, once again, as the General
Manager for Services and Administration of the Electrowave Shuttle Project.
JMG/Rwl!fw/PW/JJ/AJ
Attachment: General Management Agreement (with its Exhibits I~"to "D')
F:\WORK\$TRA\AMELIA\ELECTWVE\EWTMA02.memo.doc
~AGEMENTAGREEMENT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND THE
MIAMI BEACH TRANSPORTATION ~AGEMENT ASSOCIATION (MBTMA)
FOR THE PROVISION OF
GENERAL MANAGEMENT SERVICES FOR ADMINISTRATION / OPERATIONS
OFTHEELECTROWAVE SHUTTLE PROJECT
DURING FY 2002-03
THIS ~AGEMENT AGREEMENT made and entered into this c;X(p day of
5blfkLM. ~ , 2002, by and between the CITY OF MIAMI BEACH, FLORIDA
(hereinafter referred to as City), having its principal offices at 1700 Convention Center Drive,
Miami Beach, Florida, 33139 and the MIAMI BEACH TRANSPORTATION
MANAGEMENT ASSOCIATION-MBTMA (hereinafter referred to as Consultant), a non-
profit, public-private 501(c)(4) organization, which address is 777 41st Street, Suite 330,
Miami Beach, Florida 33140.
SECTION 1
DEFINITIONS
Agreement:
This written General Management Agreement for Operations and
Administration of the Electrowave Shuttle Service, between the City and
Consultant.
City Manager:
The Chief Administrative Officer ofthe City.
Consultant:
For the purposes of this Agreement, Consultant shall be deemed to
be an independent contractor, and not an agent or employee of the City,
in this case, the Miami Beach Transportation Management Association
(MBTMA).
Services:
All services, work and actions by the Consultant performed pursuant to
or undertaken under this Agreement, as described in Section 2.
Project Coordinator: An individual designated by the City to coordinate, direct and review, on
behalf of the City, all quarterly and other reports to be submitted by the
Consultant to the City, as described in Section 2.
1
Fixed Fee:
Quarterly amounts to be transferred to the Consultant to cover the costs
of the Services, as described in Section 3.
Risk Manager:
The Risk Manager of the City, with offices at 1700 Convention Center
Drive, Third Floor, Miami Beach, Florida 33139, telephone number
(305) 673-7000, Ext. 6435, and fax number (305) 673-7023.
SECTION 2
SCOPE OF WORK
The scope of work to be performed by Consultant is set forth in Exhibit "A," entitled
"Scope of Services" (Services).
SECTION 3
COMPENSATION
3.1 FIXED FEE
Consultant shall receive quarterly wire transfers from the City for the Services to be
provided herein in an amount not to exceed Two Million, Three Hundred Ten Thousand and
00/1 00 Dollars ($2,310,000), for the Services set forth in Exhibit "A" hereto.
Of the above mentioned funds, $160,000 are included as direct compensation for the
Services being provided by the Consultant for the Electrowave Shuttle Service.
Consultant shall place all funds transferred by the City to the Consultant in an account
designated solely and exclusively for general management of operations and administration
of the Services.
3.2 METHODOFPAYMENT
Four quarterly fund transfers shall be made to the Consultant, beginning from the
execution of this Agreement, which effective date is October 1, 2002. Consultant shall be
required to submit quarterly financial, management, and administrative reports, and other
submissions which detail the Consultant's work performed each quarter, as set forth in
Exhibit" A".
Each quarterly payment shall be made in an amount not to exceed one fourth of the
adopted FY 2002-03 Electrowave Operating Budget, excepting the third quarter when the
liability insurance coverage on the entire shuttle fleet is due for renewal. In addition, the City
shall deduct from each quarterly transfer, whatever funds have remained unused by the
Consultant during the previous quarter.
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SECTION 4
GENERAL PROVISIONS
4.1 RESPONSIBILITY OF THE CONSULTANT
Consultant shall exercise that degree of skill, care, efficiency and diligence normally
exercised by recognized professionals with respect to the performance of comparable
Services. In its performance of the Services, Consultant shall comply with all applicable laws
and ordinances, including but not limited to, applicable regulations of the City, County, State,
Federal Government, ADA, EEO Regulations and Guidelines.
4.2 RESPONSIBILITY OF THE CITY
4.2.1 The City shall evaluate the Consultant's performance on a quarterly and annual basis,
utilizing a set of parameters established by the City, and agreed to by the Consultant,
as set forth in Exhibit "B," entitled "Goals and Performance Standards."
4.2.2 The City shall provide certain goods and services to the Electrowave Shuttle Project,
as set forth in Exhibit "C," "Duties of the City."
4.3 PUBLIC ENTITY CRIMES
State of Florida Form PUR 7068, Sworn Statement under Section 287. 133(3)(a) Florida
Statute on Public Entity Crimes shall be filed with the City's Procurement Division.
4.4 PROJECT MANAGEMENT
The Consultant shall appoint a qualified individual acceptable to the City to serve as
General Manager for the Services, who shall be fully responsible for the day-to-day activities
under this Agreement and who shall serve as the primary contact for the City's Project
Coordinator.
4.5 DURATION AND EXTENT OF AGREEMENT
The term of this Agreement shall be for a period of twelve (12) months, commencing on
October 1,2002, and ending September 30,2003. Funding for any additional term(s) shall be
approved by the City and be contingent upon a favorable evaluation of the MBTMA by the
City and the Florida Department of Transportation (FDOT). Notwithstanding the aforestated
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language, however, the City shall have no future obligation to renew this Agreement beyond
the twelve-month term set forth herein.
4.6 TIME OF COMPLETION
The Services to be rendered by the Consultant will commence on October 1, 2002, and
will continue the services that the Consultant has been developing and implementing for the
City, since the execution of the first Agreement with the City, which was effective January 1,
1996. Consultant shall adhere to a completion schedule, if so determined by the City and
Consultant.
4.7 OWNERSHIP OF DOCUMENTS AND EQUIPMENT
All documents prepared by the Consultant pursuant to this Agreement are related
exclusively to the Services described herein, and are intended or represented for ownership by
the City. Any reuse by Consultant or the parties shall be approved in writing by the City.
4.8 INDEMNIFICATION
Consultant agrees to indemnify and hold harmless the City of Miami Beach and its
officers, employees and agents, from and against any and all actions, claims, liabilities, losses,
and expenses, including, but not limited to, attorneys' fees, for personal, economic or bodily
injury, wrongful death, loss of or damage to property, at law or in equity, which may arise or
be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct
of the Consultant, its employees, agents, sub-consultants, or any other person or entity acting
under Consultant's control, in connection with the Consultant's performance of the Services
pursuant to this Agreement; and to that extent, the Consultant shall pay all such claims and
losses and shall pay all such costs and judgements which may issue from any lawsuit arising
from such claims and losses, and shall pay all costs and attorneys' fees expended by the City
in the defense of such claims and losses, including appeals. The parties agree that one percent
(1 %) of the total compensation to the Consultant for performance of the Services under this
Agreement is the specific consideration from the City to the Consultant for the Consultant's
Indemnity Agreement.
The Consultant's obligation under this Subsection shall not include the obligation to
indemnify the City of Miami Beach and its officers, employees and agents, from and against
any actions or claims which proximately result from negligent acts or omissions or other
wrongful conduct of the City and its officers, employees and agents. The parties each agree
4
to give the other party prompt written notice of any claim coming to its knowledge that in any
way directly or indirectly affects the other party.
4.9 INSURANCE REQUIREMENTS
The Consultant shall not commence any work pursuant to this Agreement until all
insurance required under this Subsection has been obtained and such insurance has been
approved by the City's Risk Manager. The Consultant shall maintain and carry in full force
during the term of this Agreement and throughout the duration of the work the following
Insurance:
1. Professional General Liability in the amount of $1,000,000.00.
2. Workers Compensation & Employers Liability, as required pursuant to Florida statute.
All policies are subject to the following provisions:
All insurance must be furnished by insurance companies authorized to do business in the
State of Florida and approved by the City's Risk Manager. The City must be named as an
additional insured. Original certificates of insurance for the above mentioned coverages, or
any other form of insurance as may be required by the City or the City designee, must be
submitted to the City's Risk Manager for approval prior to any work commencing. These
certificates will be kept on file in the office of the Risk Manager, 3rd Floor, City Hall. The
Consultant is responsible for obtaining and submitting all insurance certificates for their
Consultants. Thirty (30) days written notice of cancellation or substantial modification in the
insurance coverage must be given to the City's Risk Manager by the Consultant and its
Insurance company.
All insurance policies must be issued by companies authorized to do business under the
laws of the State of Florida. The companies must be rated no less than "B+" as to
management and not less than "Class VI" as to strength by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent,
subject to the approval of the City's Risk Manager.
Compliance with the foregoing requirements shall not relieve the Consultant of the
liabilities and obligations under this Subsection or under any other portion of this Agreement,
and the City shall have the right to obtain from the Consultant specimen copies of the
insurance policies in the event that submitted certificates of insurance are inadequate to
ascertain compliance with required coverage.
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4.9.1 ENDORSEMENTS
All of Consultant's certificates, above, shall contain endorsements providing that written
notice shall be given to the City at least thirty (30) days prior to termination, cancellation or
reduction in coverage in the policy.
4.9.2 CERTIFICATES
Unless directed by the City otherwise, the Consultant shall not commence the Services
until the City has received and approved, in writing, certificates of insurance showing that the
requirements of this Subsection (in its entirety) have been met and provided for.
4.10 TERMINATION. SUSPENSION AND SANCTIONS
4.10.1
Termination for Cause
If the Consultant shall fail to fulfill in a timely manner, or otherwise violate any
of the covenants, agreements, or stipulations material to this Agreement, the City shall
thereupon have the right to terminate the Services then remaining to be performed. Prior to
exercising its option to terminate for cause, the City shall notify the Consultant of its violation
of the particular terms of this Agreement and shall grant Consultant ten (10) days to cure such
default. If such default remains uncured after (10) days, the City, upon seven (7) days notice
to Consultant, may terminate this Agreement and the City shall be fully discharged from any
and all liabilities, duties and terms arising out of/or by virtue ofthis Agreement.
In that event, all finished and unfinished documents, data, studies, surveys,
drawings, maps, models, photographs, reports and other work products prepared by the
Consultant and its subcontractors shall be properly assembled and delivered to the City at the
Consultant's sole cost and expense. Consultant shall be paid for any Services satisfactorily
performed up to the date of termination.
Notwithstanding the above, the Consultant shall not be relieved of liability to the
City for damages sustained by the City by any breach of the Agreement by the Consultant.
The City, at its sole option and discretion, shall additionally be entitled to bring any and all
legal/equitable actions that it deems to be in its best interest in order to enforce the City's right
and remedies against the defaulting party. The City shall be entitled to recover all costs of
such actions, including reasonable attorney's fees. To the extent allowed by law, the
defaulting party waives its right to jury trial and its right to bring permissive counter
claims against the City in any such action.
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4.10.2
Termination for Convenience of Citv
THE CITY MAY, FOR ITS CONVENIENCE AND WITHOUT CAUSE,
TERMINATE THE SERVICES THEN REMAINING TO BE PERFORMED AT ANY
TIME DURING THE TERM HEREOF BY GIVING WRITTEN NOTICE TO
CONSULTANT OF SUCH TERMINATION, WHICH SHALL BECOME EFFECTIVE
SEVEN (7) DAYS FOLLOWING RECEIPT BY THE CONSULTANT OF THE
WRITTEN TERMINATION NOTICE. IN THAT EVENT, ALL FINISHED OR
UNFINISHED DOCUMENTS AND OTHER MATERIALS, AS DESCRIBED IN
SECTION 2 AND IN EXHIBIT "A" SHALL BE PROPERLY ASSEMBLED AND
DELIVERED TO THE CITY AT CONSULTANT'S SOLE COST AND EXPENSE. IF
THE AGREEMENT IS TERMINATED BY THE CITY, AS PROVIDED IN THIS
SUBSECTION, CONSULTANT SHALL RETURN TO THE CITY A PROPORTION
OF THE $50,000 IN FUNDS THAT WILL BE FRONTED BY THE CITY TO THE
CONSULTANT, AS A LUMP-SUM AMOUNT.
4.10.3 Termination for Insolvency
The City also reserves the right to terminate the remaining Services to be
performed in the event the Consultant is placed either in voluntary or involuntary bankruptcy
or makes an assignment for the benefit of creditors. In such event, the right and obligations
for the parties shall be the same as provided for in Section 4.10.2.
4.10.4 Sanctions for Noncompliance with Nondiscrimination Provisions
In the event of the Consultant's noncompliance with the nondiscrimination
provisions of this Agreement, the City shall impose such sanctions as the City or the State of
Florida may determine to be appropriate, including but not limited to, withholding of
payments to the Consultant under the Agreement until the Consultant complies and/or
cancellation, termination or suspension of the Services. In the event the City cancels or
terminates the Services pursuant to this Subsection the rights and obligations of the parties
shall be the same as provided in Section 4.10.2.
4.10.5 Chanees and Additions
This Agreement shall only be modified, changed or amended by an instrument
of equal dignity, executed by the officers and agents duly authorized by each respective party.
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4.11 AUDIT AND INSPECTIONS
At any time during normal business hours and as often as the City may deem necessary,
there shall be made available to the City and/or such representatives as the City may deem to
act on its behalf, to audit, examine and make audits of all contracts, invoices, materials,
payrolls, records of personnel, conditions of employment and other data relating to all matters
covered by this Agreement. Consultant shall maintain any and all records necessary to
document compliance with the provisions of this Agreement.
4.12 ACCESS TO RECORDS
Consultant agrees to allow access during normal business hours to all financial records
to the City and/or such authorized representatives as it may deem to act on its behalf, and
agrees to provide such assistance as may be necessary to facilitate financial audit by the City
or its representatives when deemed necessary to insure compliance with applicable accounting
and financial standards. Consultant shall allow access during normal business hours to all
other records, forms, files, and documents which have been generated in performance of this
Agreement, to those personnel as may be designated by the City.
4.13 ASSIGNMENT. TRANSFER OR SUBCONTRACTING
The Consultant shall not subcontract, assign, or transfer any work under this Agreement
without the prior written consent of the City.
4.14 SUB-CONSULTANTS
The Consultant shall be liable for the Consultant's servIces, responsibilities and
liabilities under this Agreement and the services, responsibilities and liabilities of sub-
Consultants, and any other person or entity acting under the direction or controls of the
Consultant. When the term "Consultant" is used in this Agreement, it shall be deemed to
include any sub-Consultants and any other person or entity acting under the direction or
control of Consultant. All sub-Consultants must be approved in writing prior to their
engagement by Consultant.
4.15 EQUAL EMPLOYMENT OPPORTUNITY
In connection with the performance of this Agreement, the Consultant shall not
discriminate against any employee or applicant for employment because of race, color,
religion, ancestry, sex, age, national origin, place of birth, marital status, or physical handicap.
The Consultant shall take affirmative action to ensure that applicants are employed and that
employees are treated during their employment without regard to their race, color, religion,
ancestry, sex, age, national origin, and place of birth, marital status, disability, or sexual
8
orientation. Such action shall include, but not be limited to the following: employment,
upgrading, demotion, or termination; recruitment or recruitment advertising; layoff or
termination; rates of pay, or other forms of compensation; and selection for training, including
apprenticeship.
4.16 CONFLICT OF INTEREST
The Consultant agrees to adhere to and be governed by the Metropolitan Miami-Dade County
Conflict of Interest Ordinance (No. 72-82), as amended; and by the City of Miami Beach
Charter and Code, which are incorporated by reference herein as if fully set forth herein, in
connection with the Agreement conditions hereunder.
The Consultant covenants that it presently has no interest and shall not acquire any
interest, direct or indirectly which should conflict in any manner or degree with the
performance of the Services. The Consultant further covenants that in the performance of this
Agreement, no person having any such interest shall knowingly be employed by the
Consultant. No member of or delegate to the Congress of the United States shall be admitted
to any share or part of this Agreement or to any benefits arising therefrom.
4.17 PATENT RIGHTS: COPYRIGHTS: CONFIDENTIAL FINDINGS
Any patentable result arising out of this Agreement, as well as all information, design
specifications, processes, data and findings, shall be made available to the City for public use.
No reports, other documents, articles or devices produced in whole or in part under this
Agreement shall be the subject of any application for copyright or patent by or on behalf of
the Consultant or its employees or subcontractors.
2.18 NOTICES
All communications relating to the day-to-day activities shall be exchanged between the
Project Manager/Maintenance Manager appointed by Consultant and the Project Manager
designated by the City. The Consultant's Project Manager and the City's Project Coordinator
shall be designated promptly upon commencement of the Services.
All other notices and communications in writing required or permitted hereunder may
be delivered personally to the representatives of the Consultant and the City listed below or
9
may be mailed by registered mail, postage prepaid (or airmailed if addressed to an address
outside of the city of dispatch).
Until changed by notice in writing, all such notices and communications shall be
addressed as follows:
TO CONSULTANT:
Miami Beach Transportation Management Association (MBTMA)
Judy I. Evans, Executive Director
777 418t Street, Suite 330
Miami Beach, Florida 33140
(305) 535-9160
(305) 535-9157 - fax
mbtma@earthlink.net
TO CITY:
City of Miami Beach
Fred Beckmann, Director of Public Works
Proj ect Coordinator
1700 Convention Center Drive, 4th Floor
Miami Beach, FL 33139
(305) 673-7000, Ext. 6185
(305) 604-2498 - Fax
fredbeckmann@ci.miami-beach.fl.us
WITH COPIES TO:
Office of the City Attorney
Attn: Murray H. Dubbin
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
Proj ect Coordinator
Attn: Amelia Johnson
City of Miami Beach
1700 Convention Center Dr.
Miami Beach, FL 33139
Notices hereunder shall be effective:
If delivered personally, on delivery; if mailed to an address in the city of dispatch, on
the day following the date mailed; and if mailed to an address outside the city of dispatch on
the seventh day following the date mailed.
4.19 LITIGATION JURISDICTIONNENUE
This Agreement shall be enforceable in Miami-Dade County, Florida, and iflegal action
is necessary by either party with respect to the enforcement of any or all of the terms or
conditions herein, exclusive venue for the enforcement of same shall lie in Miami-Dade
County, Florida.
10
4.20 ENTIRETY OF AGREEMENT
This writing and the Services embody the entire Agreement and understanding between
the parties hereto, and there are no other agreements and understandings, oral or written with
reference to the subject matter hereof that are not merged herein and superseded hereby. The
Services and the Proposal Documents are hereby incorporated by reference into this
Agreement.
No alteration, change, or modification of the terms of this Agreement shall be valid
unless amended in writing, signed by both parties hereto, and approved by the City
Commission of the City of Miami Beach.
This Agreement shall be governed by and construed according to the laws of the State
of Florida.
4.21 LIMITATION OF CITY'S LIABILITY
The City desires to enter into this Agreement only if in so doing the City can place a
limit on the City's liability for any cause of action for money damages due to an alleged
breach by the City of this Agreement, so that its liability for any such breach never exceeds
the sum of $10,000. Consultant hereby expresses its willingness to enter into this Agreement
with Consultant's recovery from the City for any damage action for breach of contract to be
limited to a maximum amount of $1 0,000.
Accordingly, and notwithstanding any other term or condition of this Agreement,
Consultant hereby agrees that the City shall not be liable to the Consultant for damages in an
amount in excess of $10,000 for any action or claim for breach of contract arising out of the
performance or non-performance of any obligations imposed upon the City by this
Agreement. Nothing contained in this paragraph or elsewhere in this Agreement is in any
way intended to be a waiver of the limitation placed upon the City's liability as set forth in
Section 768.28, Florida Statutes.
11
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY:
CITY OF MIAMI BEACH, FLORIDA
ATTEST:
~~~ ~~
City Clerk
FOR CONSULTANT:
MIAMI BEACH TRANSPORTATION
MANAGEMENT ASSOCIATION (MBTMA)
ATTEST:
Corporate Seal
APPROVEDNJ1O
FORMaLANGUAGI
. FOR EXECUTION
\\CH2\VOLl \ WORK\$TRA\AMELIA \FORMS\MBTMA.agrmt.doc
12
EXHIBIT "A"
SCOPE OF SERVICES (MBTMA DUTIES)
MANAGEMENT AGREEMENT FOR THE ELECTROWAVE SHUTTLE PROJECT
For the upcoming FY 2002-03, the Administration proposes to retain the Miami Beach
Transportation Management Association (MBTMA) as the General Manager for
administration and operations of the Electrowave Shuttle Project. Among the MBTMA
duties, the following are the most important:
Financial/Accounting Duties:
o MBTMA will abide by the adopted FY 2002-03 Electrowave Operating Budget, in the
amount of $2,310,000.
o Submit a written request to the City's Transportation/Concurrency Division for the
advancement of funds by the City, based on projected expenditures for each upcoming
quarter of the year. The City will advance the requested amount of quarterly funds, out
of the adopted Electrowave Operating Budget. Note: this written request for
advancement does not apply to the first quarter of the fiscal year (October-December
2002), when the City will automatically advance one-fourth of the total budget funds to
MBTMA.
o Maintain an Electrowave bank account that is separate and independent of the MBTMA
bank account, and suitable to receiving wire transfers.
o Maintain a detailed accounting system for the project.
o Ensure proper expenditures of Electrowave operating funds, as budgeted; and review,
approve and pay all invoices.
o Maintain computer spreadsheets and comprehensive file system for accounts paid.
This practice will help ensure budget control, and maintain daily expenditure and
balance totals.
o Prepare and submit quarterly expenditure reports to the City-designated Project
Manager, attn: Transportation Coordinator, documenting how advanced funds were
spent during the particular month. Similar report shall also be submitted to the Florida
Department of Transportation (FOOT) and Miami-Dade Transit (MDT), and the Federal
Transit Agency (FTA), if so required by these agencies.
Scope of Services/MBTMA Duties
Page 2
o Utilizing accounts-paid documentation, prepare and submit Quarterly invoiceslrequests
for reimbursements with the various State, County, Federal and other grant agencies
helping fund the Electrowave operations. In addition, a transmittal letter and standard
City invoice, signed by the City's Project Coordinator shall always accompany the
quarterly requests for reimbursement.
o All fund reimbursements shall be payable to the City of Miami Beach and addressed
to the City's Finance Department.
o City maintains the right to audit books at anytime using internal or external auditors.
o Submit to City a Projected Expenditure Report plus a Proposed Budget with identified
funding sources for the new fiscal year, no later than August 31,2003.
o Submit a Final Expenditure Report no later than October 31, 2003.
o Submit to City and other funding agencies an annual Audited Financial Statements,
prepared by a professional accounting firm.
Procurement Duties:
o Coordinate and manage all functions necessary to procure a route service operator,
vehicle maintenance, electricity, propane and fuel, marketing, public relations, and
advertising, and miscellaneous goods and services. These services include the
preparation of requests for proposals and bids, contract requirements, documents,
negotiations, hiring and firing.
o Abide by Federal, State and City procurement requirements;
o Work closely with the appropriate City personnel when preparing and submitting
requests for qualifications, proposals, or bids; and during annual budget preparation.
In addition, furnish all data and materials needed for the preparation of items requiring
City Commission approval.
o Contract with a transit operator for the operation of the existing shuttle routes, utilizing
the transit operator's own drivers, dispatchers, and supervisors;
o Contract with the Electric Transit Vehicle Institute (ETVI), which has successfully
provided technical expertise and mechanical maintenance services to the electric buses
and batteries, since August 6, 2001.
o Contract for other services needed for the proper delivery of duties regarding the shuttle
project, but within the constraints of the City-adopted operating budget for the Project.
Scope of Services/MBTMA Duties
Page 3
Revenue-Producing Duties:
o Utilize and pay for a proportional share of a contract the City's Parking Department has
with Loomis Fargo for the retrieval, counting, and depositing of transit fare revenues
collected by the shuttle service in a City/Electrowave-designated bank account.
o Administer and monitor the fare collection and depositing processes. Reconcile
passenger count data (paying customers minus Golden Passport riders) with collected
fare revenue.
o Coordinate a Park & Ride and debit card promotion, in partnership with the City's
Parking Department.
o Advertise, solicit and collect monthly dues from prospective customers for the on-board
advertising program, which helps fund shuttle operations. All advertising revenues shall
be deposited with the City cashier, utilizing a Electrowave-designated revenue account.
General Duties:
o Be solely responsible and accountable for all aspects of the Electrowave Project
administration, management, operations and services.
o Be solely responsible and accountable for the marketing, public relations, and
promotional services of the Electrowave Project.
o Develop and maintain documents and procedures for all areas of shuttle operation and
fleet maintenance.
o Strive to meeting and/or exceeding the set of Performance Standards for the Project
per se and for the contractor services to the Project. MBTMA's performance as General
Manager will be evaluated on a quarterly and annual basis, pursuant to these
standards.
o Establish and maintain most local, regional, and national contacts which are essential
to the Electrowave project's continued success; search for new funding sources, and
apply for additional funding to help meet the capital and operating needs of the project.
o MBTMA shall be the City-designated expert and coordinator for FT A-related matters,
including all report and/or application preparation, and filing requirements.
o Electronically process and submit, on a timely manner, documentation and applications
to FT A, for all federal operating and/or capital funds that have been earmarked and/or
allocated for the Electrowave Project. City will review and electronically sign the
packets prior to their submission to FT A.
Scope of Services/MBTMA Duties
Page 4
o Research all funding opportunities, prepare and submit applications to support the
continuation of contracts and services.
o Prepare all non-technical provisions for the Electrowave system, including verifying
compliance with all Federal, State, County, and local requirements.
o Perform route management/scheduling; plan and implement route enhancements,
personnel training; and handle all passenger complaints and other service-related
challenges.
o Custodian of all Electrowave records, and in charge of all coordination with FOOT,
MDT, FTA, and other funding and/or permitting agencies.
o Monitor shuttle safety requirements and documentation. Prepare and file annual safety
report with FOOT, which filing requires City signature.
o Manage vehicle maintenance activities.
o Monitor operations and quality of services on a daily basis. Analyze and implement
changes as required to ensure efficiency and effectiveness.
o Respond and resolve all complaints, and respond to any and all inquiries concerning
the Project and its services.
o Coordinate and conduct driver training and orientation, on a regular basis.
o Survey the shuttle ridership on a quarterly basis and the South Beach community on
an annual basis to monitor efficiency and effectiveness of services.
Additional Reporting Duties:
o Prepare any additional reports as required by the City, the Florida Department of
Transportation (FOOT), the Miami-Dade Transit (MDT); prepare and file the Federal
Transit Administration (FTA) Section 15 Reports, within required deadlines.
o MBTMA will file all reports with the City's Transportation/Concurrency Management
Division, and will report to the Department Director.
o Prepare and file with the City, quarterly reports for all City-requested non-scheduled
shuttle services, dates, purpose, and costs included. Alert the City when such non-
scheduled services have the potential to exceed budget.
o City maintains the right to audit MBTMA books at anytime using internal or external
auditors.
EXHIBIT "B"
GOALS AND PERFORMANCE STANDARDS
FOR MBTMA
A set of Goals and measured Performance Standards has been established for the period
of October 1, 2002 - September 30, 2003 for the general management services provided
by the Miami Beach Transportation Management Association for the City's Electrowave
Shuttle Project.
MBTMA shall respond to all applicable goals when filing the required quarterly reports with
the City. Such reports shall be filed with the City's Transportation/Concurrency Division,
attn: Transportation Coordinator. A review meeting may be scheduled with the Director of
Public Works, if needed.
The FY 2002-03 Goals and Performance Standards are:
1. Increase by 50% the ridership on the Collins Route, by the end of the performance
period (September 30, 2003). Quarterly progress reports shall be submitted.
2. Improve headways on the Washington Route service from the present 10-12 minutes
to 8-10 minutes, by the end of the performance period (September 30, 2003). Quarterly
progress reports shall be submitted.
3. Maintain shuttle availability at 80% of the existing fleet, or better. Quarterly progress
reports shall be submitted.
4. Maintain the number of tows (road calls) to no more than 10 per month. Quarterly
progress reports shall be submitted.
5. Establish and maintain a computer program to track and print out the following
performance-related items, automatically and on demand.
o Ridership counts by fiscal year, month, week, day, route, and totals
o Gold Passport counts: same as above
o Hourly ridership counts per bus/per route, after on-bus counters are purchased and
installed.
o Ridership counts during special events
o Fare revenues
o Loss of fare revenues due to special event services performed by rented buses.
Quarterly progress reports shall be submitted.
Goals and Performance Standards for MBTMA
Page 2
6. Conduct bi-annual evaluations of service hours, ridership demands, and efficiency of
service for submission to the City. Bi-annual progress reports shall be submitted.
7. By November 1, 2002, prepare and submit to the City a proposal for event-subsidized
special services to help at least defray the non-budgeted costs of the rented buses and
loss of fare revenue.
8. Monitor and evaluate communications between operations and fleet maintenance,
conduct quarterly performance evaluations of both, and meet with City for review of
results. Request that the respective contractors develop computer programs to help
MBTMA track the below-mentioned performance measurements:
o Safety/accident reports
o Road calls
o Battery service
o Work orders submitted
o Work orders completed.
9. On a quarterly basis, prepare/submit requests for reimbursement by both FOOT
(Service Development Program), and FTA's Concurrency Mitigation and Air Quality
(CMAQ) Program, which help fund Electrowave Operations.
10. Prepare and submit, electronically, the application papers required by FTA for the
capital and operating funds that have been previously earmarked and/or allocated for
the Electrowave Project. This shall be accomplished within a timeline that is mutually
agreed upon, in writing, by the City and MBTMA.
11. All Electrowave and MBTMA-related items that require consideration and approval
by the City Commission, shall be submitted to the Transportation/Concurrency
Division no later than 30 days prior to the specified meeting date.
F:\WORK\$TRA\AMELIA\ELECTWVE\EWTMA02.memo.doc
EXHIBIT "C"
SCOPE OF SERVICES (CITY DUTIES)
ELECTROWAVE SHUTTLE PROJECT
The City will retain the following duties regarding the Electrowave Shuttle Project (the
Project):
o Maintain ownership of all shuttle buses, equipment, tools, and facilities from which the
services are operated.
o Consideration and approval of all major policy decisions regarding the capital and
operating Project funds and expenditure of future funds;
o Consideration, approval and appropriation of annual budgets, after preparation and
submission by MBTMA (including proposed City funding participation);
o Maintain custody over the Project funds (capital and operating);
o Transfer of one-fourth of the Project operatinQ funds to MBTMA, on a quarterly basis,
beginning October 1, 2002, utilizing the procedures and method established in Section
2 of the General Management Agreement, as executed by the City and Consultant for
the Project.
o Consideration, approval, and execution of agreements with County, State, Federal
agencies;
o Review all reports and quarterly requests for reimbursement prepared by MBTMA, prior
to their submission to the outside funding agencies. These will become official City
submissions executed by an authorized City official, and submitted by MBTMA..
o Preparation of all City Commission Agenda Items and L TCs regarding the project,
utilizing data and input provided by MBTMA;
o Administrative, management and accounting services for the FTA-funded capital
program.
o All applicable City Departments shall invoice MBTMA for certain City-support services
to the Electrowave Project, which may prove to be unsuited to outsourcing, such as
certain internal service costs (sewer, water, etc.) and fare collection-related contract
with the Parking Department/Loomis Fargo.
F:\WORK\$TRA\AMELIA\ELECTWVE\EWTMA02.memo.doc
. >'? '.
EXHIBIT "D"
MBTMA
ELECTROWA VE
CONTRACT MANAGEMENT
BUDGET
2002/2003
1. IDENTIFIED FY 2002-03 ELECTROWAVE FUNDING SOURCES
PROPOSED SOURCES OF FUNDING:
Projected Proposed
FY 2002 FY 2002-03 Clarification of
Receivables Fund Sources Funding Source
M.B. Paoong Enterprise Retained Earnings
Congestion Mitigation & Air Quality Program Fund
FOOT SeNice Development/Collins Route
FOOT SeNice DevelopmentJWashington Route
Concurrency Mitigation funds
Projected Fare Collection Revenues
Projected on-board advertising revenues
TOTAL:
$1,283,936.00
300,000.00
149,999.72
139,993.00
150,000.00
75,000.00
20.000.00
$2,118,928.72
$1,240,000
300,000
-0-
350,000
300,000
100,000
20.000
$2,310,000
City Contribution?
FT A - both routes
FDOTlWashington
Local Contribution
Recurring funds
Recurring funds
2. MBTMA PROPOSED FY 2002-03 ELECTROWAVE BUDGET
MBTMA MBTMA
PROPOSED BUPGET Projected Proposed
(12 buses) FY 2001-02 FY 2002-03
Expenditures Budget Explanations
Ooeratina cateaories:
154 Unlfonns for Shuttle Drivers $ 4,800 $ 6,000
312 Miscellaneous Operating Costs 80,000 80,000 (1)
314 Electricity to Charge Batteries 32,000 35,000
315 Propane & Diesel Fuel 60,000 80,000 (2)
316 Office Telephones 100 100
343 Shuttle Operations Contract 1,030,000 1,124,900 (3)
345 MBTMA Project Management SeNices 144,250 160,000 (4)
349 Maintenance Contract 670,000 690,000 (5)
362 Infonnation SeNices (Marteting) 30,000 40,000
371 Insurance on 12 City-owned Shuttles 87,000 (11) . 92,000 (6)
503 FM Intemal SeNices Water/Sewer 2.000 2.000
TOTAL: $ 2,140,150 $ 2,310,000
(1) Includes fare collection contracts. shultIe Jnspec:tIonsIpe from County. mlnorseMce contrIIctS and ml8c;ellllleous Ilems.
including serving as contIngenc:y to minor budget categories, if/as needed.
(2)Covers cost of propane for ai' condIIioning and diesel fuel for service vehicle and diesel fuel for hybrid bus.
(3)Covers cost of contract for operations of 12 ELECTROWA VE shuttle buseS (drivers, dispatchers and related operational costs).
(4)Covers cost for admlnlstratlon and operations of the ELECTROWAVE shuttle service, management of project contracts. grants
coordination and reporting, preparation of Invoices for submittal by the City to the appropriate State and Federal AgencIes.
(5)Covers cost of contract for total maintenanCe of 12 ELECTROWAVE shuttle buses.
(6)Covers cost of Insurance for Vehicle liability and Physical Damage Insurance on 12 City owned ELECTROWAVE buseS.
"ELECTROWA VE"
CONTRACT MANAGEMENT BUDGET
200212003
The following budget reflects actual projected expenses related to contract
management for the electric shuttle project known as the "ELECTROWA VE." The
budget does not duplicate duties, tasks, assignments and expenditures reflected in the
current Miami Beach Transportation Management Association, Inc. (MBTMA) budget
and Work Plan for year fiye of operations:
SALARIES: (Includes Social security 8nd Employment Taxes)
Executive Director
$ 38,625
Salary covers costs for all aspects of managing the
ELECTROWA VE project, including:
. Review and authorization of any and all expenditures related
to operations, maintenance, marketing, public relations, and
all other applicable expenditures.
. Coordinates all non-technical provisions for the project, including
verifying compliance with all Federal, State and local requirements.
. Coordinates all functions necessary to procure vehicle
maintenance, operations, marketing, and public relations.
Including preparation of contract requirements, requests for
proposals and bids (as required by funding agencies) project
negotiations and recommendations.
. Authorizes capital, operating, and marketing expenditures for
the project. Submits reviewed and approved invoices to the
City for payment by the project budget.
. Oversees configuration management functions associated
with the project such as: Document Control, Change Requests,
Change Control, Procedures Administration, and Project
Management Plan Maintenance. Including responding to
all information requests.
. Prepares all information required for the development of
Resolutions and the coordination of ,all information related
to the project and service.
(2)
ELECTROW~ VE Contract Budget: Continued
. Serves as custodian of all project records including
coordination with the Florida Department of Transportation,
Dade County Metropolitan Planning Organization,
Clean Cities Coalition, Florida Alliance for Clean Technologies,
Florida Department of Energy, Florida Department of
Environmental Protection, and the International Council for
local Environmental Initiatives, Southern Coalition for
Advanced Transportation, Electric Transit Vehicle
Institute, and the Metro Dade Transit Agency.
. Researches, writes, and submits grant applications to seek
funding on a continual basis for the purpose of supporting
maintenance, operations, marketing, public relations and
expansionlimprovement of the project's services;
. Researches and obtains advertising revenue in support of
the project.
. Coordinates all aspects of farebox collection on vehicles.
. Prepares and submits necessary reports to funding agencies
as required.
. Markets the ELECTROWA VE project - maintaining, updating,
and circulating materials, etc..
. Monitors maintenance activities of each vehicle and collects
information and repair data for reporting purposes.
. Monitors shuttle stop locations for effectiveness and operations
efficiency.
. Monitors shuttle safety requirements and documentation.
. Responds to any and all inquiries concerning the service,
schedule, route, etc..
. Attends all community meetings concerning shuttle issues
. Responds and deals with ridership complaints and concerns.
. Justifies and Implements changes to the service as required
for efficiency and quality management.
(3)
ELECTROWA VE Contract Budget: Continued
. Makes fonnal presentations conceming the overall shuttle
project, its development, and uniqueness.
. Coordinates driver training and and conducts orientation sessions.
Associate Director
$ 27,868
Salary covers expenses in support of the Executive Director,
including:
. Assists with review of expenditures related to daily
project operations and related written documentation.
. Assists with coordination of all functions related to daily
vehicle maintenance, operations, marketing and public relations.
. Assists with preparation of contract requirements, proposals
and bids including collection of required infonnation.
. Provides support for technical research, grant development
and grant applications.
. Archives all reports as required.
. Attends project meetings in the absence of the Executive
Director.
. Assists with the coordination and development of all reports,
documents and collected data related to operations,
maintenance, marketing, and public relations.
. Assists with public presentations and workshops.
. Assists with special events and activities.
. Assists with maintaining, updating, and circulating project materials.
. Monitors condition of shuttle stop signage at designated locations
and coordinates necessary replacements/repairs.
. Assists with ridership complaints and followups.
(4)
ELECTROW~ VE Contract Management: Continued
. Assists with securing advertising revenue.
. Assists with coordination and security of farebox revenues.
. Coordinates conference and special presentation travel for
contract management staff as required.
. ,.
Marketing Coordinator
S 20,600
Salary covers costs related to marketing the shuttle project
to the public, working directly with hotels, businesses,
convention groups, the media, special events, serving on
various city committees related to marketing the shuttle,
community outreach, coordinating new marketing efforts
and working with graphic designers on new marketing
materials.
Clerical Support
S 14,638
Salary covers costs related to clerical support for the shuttle
project including:
. Completes all fonns and documents as required by the
Executive Director and Executive Assistant for the project to
include reports, grants, correspondence, fonns, marketing
and infonnational documents, etc..
. Responds to all incoming telephone inquiries concerning
the shuttle schedule and route.
. Monitors and maintains brochure racks on vehicles.
. . Coordinates all correspondence with Executive Director and
Executive Assistant as assigned.
. Assists with the development of marketing and public relations
projects (coordination of materials, announcements, etc.).
. Assists with development and completion of grant applications.
. Provides general clerical support for the project and staff.
TEMPORARY HOURLY SPECIAL PROJECT SUPPORT
Covers the cost related to staff for special projects at hotels
and businesses when employee workshops are held and for
conducting survey projects.
TRAVEL
Covers costs related to staff travel @$.27 cents per mile to monitor
shuttle system, and to maintain and distribute marketing materials.
Includes costs related to travel at special project presentations for
conferences, workshops, and meetings. Costs cover registrations,
hotel and meals at City of Miami Beach per diem rate.
OFFICElOPERAnNG SUPPLIES
Covers cost of printing and copying required service documentation
and funding reports for federal, state, county, city, and granting
agencies, general office supplies, lease of copier for one year
(present copier 12 years old no longer able to obtain maintenance
contract - based on number of reports and documents this is a
necessary expense to the project) copier supplies, printer and FAX
supplies, materials related to the submittal of grant applications.
POSTAGE
Covers cost of mailing required operations documentation to city,
state, federal grantees, mailing of general correspondence,
response to public inquiries, mailing of marketing and advertising
materials, and submittal of grant applications and reportslinv~ices.
FIRST ANNUAL AUDIT OF PROJECT MANAGEMENT
Includes all expenses related to audit of management, maintenance
and operations of shuttle project as required by city, state and federal
funding agencies.
$ 17,019
S 5,000
S 9,000
S 3,500
S 5,250
PURCHASE OF. SHUTTLE SIGNS
Purchase of replacement signs for those that are damaged, missing
along the shuttle routes.
PART-TIME CONTRACTED ACCOUNTING SERVICES
Cost for retaining a part-time account to manage three complex
accounts (to include payment of billings, tracking of invoicing and
vendors, etc.)
DEVELOPMENT PORTABLE DISPLAY & RACK UNIT
To be used at special events. conventions, placement in the
Convention Center, hotels, etc. promoting the shuttle and the
city parking garages.
CONTRACT TOTAL:
$ 1,500
$ 12,000
S 5,000
$ 160,000