97-22294 RESO
RESOLUTION NO. 97-222'"
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF I'H E
CITY OF MIAMI BEACH, FLORIDA, AUTIlORIZING I'H 8:
ADMINISTRATION TO ISSUE A REQUEST FOR PRoposALS FOR I'H 8:
MANAGEMENT AND OPERATION OF TRANSIT SERVICES
WHEREAS, on June 19, 1996, the Mayor and City Commission approved a two-year JOilt
Participation Agreement (JP A) with the Florida Department of Trahsportation for t1 e
implementation of the South Beach Electric Shuttle Demonstration Service Project, known a!, t1 e
"Electric Wave"; and
WHEREAS, the Mayor and City Commission approved the purchase of seven (7) ele,:.tr c
shuttle vehicles from Advanced Vehicle Systems, Inc. on September 11, 1996, which will be llsd
to transport residents, employees, visitors, and tourists in the South Beach area; and
WHEREAS, the City is seeking the services of an experienced and qualified organiz2tic n
to provide non-exclusive shuttle services; and
WHEREAS, the Administration has drafted a Request for Proposals for providing tl e
required services and set a tentative date of March 14, 1997, as the deadline for receipt of proposal;;
and
WHEREAS, it is necessary to issue this Request for Proposals in order to implement a parL-
and-ride program which will help alleviate the congestion and parking problems in South Beach.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND OIT r
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and Ci' Y
CommissiOIl hereby authorize the Administration to issue a Request for Proposals for tl e
Management and Operation of Transit Services.
PASSED and ADOPTED this ~9th day of February,
A~
--
ATTEST: ()
Rb ~a- \' (JACk
CITY CLERK
APPROVED AS TO
FORM & lANGUAGE
& FOREXECunON
jf
11' ~ ?:tt:zt:J
C:!y AttrJmey DJte
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\ci.miami-beach.f1.us
-
COMMISSION MEMORANDUM NO. J 00 -9..]
TO:
Mayor Seymour Gelber and
Members of the City Commission
DATE: February 19, 119S7
SUBJECT:
Request for P posals No. 40-96/98, Management and Operation of Trans t
Services.
FROM:
Jose Garcia-Pedrosa
City Manager
ADMINISTRATION RECOMMENDATION:
Approve the issuance of the attached RFP.
BACKGROUND:
On June 19, 1996, the City Commission approved a two-year Joint Participation Agreement (JP A)
with the Florida Department of Transportation for the implementation of the South Beach Electri .:;
Shuttle Demonstration Service Project, known as the "Electric Wave." On September 11, 1996, th.~
City Commission approved the purchase of seven electric shuttle vehicles from Advanced Vehicl.~
Systems, Inc.
Attached is a draft RFP for the Management and Operation of Transit Services, which has tee 1
developed by the Administration and the Miami Beach Transportation Management Associatior ,
with input from the Florida Department of Transportation. The organization which is awarded thi ~
contract shall provide all necessary professional services, vehicle maintenance, telephone system: ,
dispatch, and equipment necessary to operate a circulator shuttle service which will service residt nt: ,
employees, and visitors/tourists in the South Beach area.
CONCLUSION:
The issuance of the RFP will allow the City to move forward in implementing the "Electric Wcve'
park-and-ride program.
JGP:~:jf
AGENDA ITEM
CLC,~
DATE~L
CITY OF MIAMI BEACH
RFP NO. 40-96/98
i)~~~~
REQUEST FOR PROPOSALS FOR
MANAGEMENT AND OPERATION OF TRANSIT SERVICES
A pre-proposal conference has been scheduled for Tuesday, March 4, 1997, at 2:00 p.m. in the Fir: t
Floor Conference Room of City Hall, and attendance is recommended.
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami Beach, i 1
the form of a certified check, cashier's check, or proposal bond in the amount of $50,000.00. An y
proposal which is not accompanied by the required proposal guaranty shall be considered IIOt -
responsive and ineligible for award.
SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW
NO LATER THAN FRIDAY, MARCH 14, 1997 AT 11:00 A.M.
CITY OF MIAMI BEACH
PROCUREMENT DIVISION
1700 CONVENTION CENTER DRIVE
MIAMI BEACH, FL 33139
PHONE: (305) 673-7490
FAX: (305) 673-7851
TABLE OF CONTENTS
I. OVERVIEW AND PROPOSAL PROCEDURES
II. SCOPE OF SERVICES
III. PROPOSAL FORMAT
IV. EVALUATION/SELECTION PROCESS
V. GENERAL PROVISIONS
VI. SPECIAL TERMS AND CONDITIONS
VII. SYSTEM SPECIFICATIONS: RESPONSIBILITIES OF CITY OF MIAMI BEAC H
OPERATIONS
VIII. SYSTEM SPECIFICATIONS: CONTRACTOR RESPONSIBILITIES
IX. SERVICE STANDARDS AND LIQUIDATED DAMAGES
X. PROPOSAL DOCUMENTS TO BE COMPLETED AND RETURNED TO CITY
XI. EXHIBITS
CITY OF MIAMI BEACH
REQUEST FOR PROPOSALS NO. 40-96/98
MANAGEMENT AND OPERATION OF TRANSIT SERVICES
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES:
A. INTRODUCTIONIBACKGROUND
The City of Miami Beach, hereinafter referred to as the "City," is seeking the services <)f In
experienced and qualified organization (individual, firm, joint venture, etc.), hereinafter refened to
as the "Contractor," to provide non-exclusive shuttle services, hereinafter referred to as the "Ekct ic
Wave," for Miami Beach.
The Contractor shall provide all necessary professional services, vehicle maintenance, telerho le
systems, dispatch, and equipment to provide shuttle operations which shall at a minimum indu le
employees, computer hardware and computer software necessary to perform monitoring, bi Ilil g,
reporting, and contracting with and coordinating multiple service operators.
The ELECTRIC WAVE is a circulator shuttle service that will operate six (6) electric vehicles, w th
an additional vehicle as backup, within a specified area known as South Beach, seven (7) day; a ld
evenings a week.
The ELECTRIC WAVE consists of seven (7) electric, 22 passenger shuttle vehicles for residen.s,
employees, and visitors/tourists in the area. The system will operate on a fixed route, Mond lY
through Sunday, with informative, well trained, and courteous drivers.
The Agreement will be for a two-year period with two, twelve-month extensions at the option eft le
City of Miami Beach. The Agreement shall have a firm maximum price billed by fixed hourly ratt s.
Contractor will be responsible for all aspects of the operation.
Initially, the service will be free to the ridership and will operate seven (7) days a week inch.: ding
evening hours, and on holidays (a total average of 5,935 hours of operation per year). In additic n,
the system will interface with the Lincoln Road Electric Tram, as well as Metro Dade Transi 's
regional bus service.
The service area encompasses the historic Art Deco District and Ocean Drive, the Miami Beat h
Convention Center (the fifth largest convention center in the country), the Theater of the Perfonnil..g
Arts, well-known hotels, restaurants, night spots, art galleries, boutiques, and shops.
The project area is bounded by the Atlantic Ocean to the east, Biscayne Bay to the west, Goverrune 1t
Cut on the south, and by hotel, business, and residential areas to the north. The area is a touri;t
destination as well as residential resort community. The average age of the population has decreas( d
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
1
from 65.8 in 1980 to less than about 45 years of age in 1990. The demographic shift is ffillre
pronounced in the South Beach area due to its attractiveness to tourism, intense night life, and. he
transient nature of its population.
During the winter season up to 200,000 people call Miami Beach their home, enjoying thena1Y
amenities and night life Miami Beach has to offer. The City has experienced steady gro~,th in
tourism activity over the past six years. The Miami Beach Convention Center is one of the 5 larg :st
centers in the United States with over 1.1 million gross square feet of space, with the ability tc h 1st
conventions of 50,000 delegates.
Ocean Drive, the focus and showcase of the Art Deco Historic District, is fronted by the At! an :ic
Ocean in the South Beach area.
Espanola Way, a one-block Spanish Village, is part of the Historic District and recently UndelW( nt
infrastructure and street improvements. These improvements complement those made on (tce ill
Drive, developing a sense of community between the two areas. Many businesses have moved ir to
this area, catering to the young upwardly-mobile people moving to and visiting the City.
Lincoln Road, once known as the 5th Avenue of the South, contains the largest amount of retail aId
office space in the South Beach Area. The road is evolving into a diverse, multi-purpose district a Id
is home to the New World Symphony Orchestra, the Miami City Ballet, MTV Latino Headquarte 'S,
and an established art colony complete with studios and galleries. Recent plans call for tIe
construction of a large movie theater complex, adding another major attraction to Lincoln RCiac ,
The existing street system is an extensive network of city, county, and state roadways within tIe
South Beach area. The area is served by eight major roadways: Collins A venue (State Road A li .),
a two-lane undivided principal artery traversing north and south along the eastern shore oflViami
Beach and carrying over 13,000 vehicles per day on the southern end; Fifth Street (State Ro ld
AIA1U.S. 41), a four-lane divided principal artery connecting the area to the heart of Miami via t le
MacArthur Causeway (1-395 and serving as the east/west extension of Collins Avenue; Alton :;:'0 ld
(State Road 907), a four-lane undivided minor artery traversing north/south along the west side )f
the area, containing most of the new retail development in the area and also serving as a s1rong
residential base, with one of the largest concentrations of high-rise condominiums, within walking
distance to the commercial district; Dade Boulevard, a four-lane undivided minor artery located ne:rr
the north boundary of the area, which is the extension of Venetian Causeway, also connectin5 tIe
area to the heart ofthe Mainland Miami; Washington Avenue, a four-lane divided collector rurning
parallel to Collins A venue, a commercial corridor that has undergone extensive revitalizatit'n
including renovation of Courthouse Square, the Clay Hotel, and the W olfsonian foundation, a sta te
of-the-art, international museum and study center; Meridian Avenue, a four-lane undivided coU~ct )r
running north/south through the middle of the area, mainly a residential corridor that passes alOJ.g
the east edge of Flamingo Park; Eleventh Street, a two-lane undivided collector that runs east/we: t,
passing along the southern edge of Flamingo Park (a recreation area); and Seventeenth Street, aLo
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
2
known as Hank Meyer Boulevard, a four-lane undivided east/west collector providing access to he
Jackie Gleason Theater and the Miami Beach Convention Center from Venetian Causeway.
The South Beach Area is presently served by an extensive Metrobus system. The existing ":~o Ite
W" is a one-way loop with 24-minute headways, a span of service 8:00 a.m. to 8:30 p.m., Moncay
through Saturday, and 10:00 a.m. to 7:30 p.m. on Sundays. The route operates with two full-s ze
traditional transit buses. The "Route W" runs west on 17th Street, south on Alton Road, east on
Biscayne Street, north on Washington A venue, with a leg extending to the Publix supermarkeT at
Dade Boulevard and 19th Street, making 38 stops. The Metro Dade Transit Agency route ne1wlrk
presently covers all major arteries in south Miami Beach and connects to the mainland.
A second form of transit is the "mini" electric tram service that operates along the Lincoln Rc ad
Mall. The tram is operated and paid for through the Lincoln Road Partnership, Inc., and is f'ee to
the users. The tram route begins at Alton Road (the western end of the route) on Lincoln Road, and
runs as a circulator to Washington Avenue. The tram is available from 10 am to 7 pm, seven d, ys
a week, and runs every 15 to 20 minutes. Tram stops are at the end of every block. The Li:1c<ln
Road Mall Tram does not connect with other modes of existing transportation at any point 1m Its
route.
A map of the area is provided under Exhibit A.
Routing for the system will allow for a maximum of an 8-minute headway. The route will oJ:ente
as a circulator, on 17th Street (northern edge of route), following 17th Street to Washington A\enle
(eastern edge of route), south on Washington Avenue to 5th Street (southern end of route), west m
5th Street to Alton Road (western edge of route), and then north on Alton Road to 17th Street (S~e
Exhibit "A"). The route will provide accessibility to major parking facilities at 17th Street, 1 = th
Street, 7th Street, several surface parking lots and projected future parking facilities. It is anticij,at .~d
that the circulator system will link a park-and-ride service to over 3,500 parking spaces.
The City of Miami Beach invites proposals for a new high-quality, highly visible transit servi .~e
known as the "ELECTRI C WAVE." The Miami Beach Transportation Management Associati, m
(MBTMA) will manage the operation.
The service area includes all of the daytime visitor and employment attractions including oJi<. e,
retail, medical, entertainment, and restaurants. In addition, it is anticipated that the system w i.ll
attract new segments of the population to public transit, attract tourist riders, and establish a blli'e f)f
a potential Miami Beach alignment of the East-West Multi Modal Corridor.
Each response to this Request for Proposals will be evaluated on the basis of qualificatiom and
experience of the Respondent and its supervisors, mechanics, and dispatchers; the Respond~m' s
proposal regarding operations and costs. This evaluation approach reflects the City's priority f)r
quality over cost and requirements for high-quality service. It is essential that Responderts
understand the RFP and follow the required proposal format.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
3
The successful Respondent will be required to comply with all applicable safety standards and Equ:J
Employment Opportunity laws and regulations.
The City of Miami Beach hereby notifies all Respondents that, in response to this Request, any an j
all Respondents will be afforded full opportunity to submit proposals and will not be discriminlte j
against on the grounds of race, color or national origin, in consideration for an award.
No pre-Agreement costs will be reimbursed, no commitment to award an Agreement is implied, an j
no assurance of any negotiations is made. The City of Miami Beach reserves the right to accept ( r
reject any or all proposals, with or without cause or reason.
B. RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued and available for distribution February 19, 1997, 12 :00 Noon
Deadline for receipt of questions February 26, 1997,2:00 p.m.
Pre-Proposal Conference March 4, 1997,2:00 p.m.
Deadline for receipt of proposals March 14, 1997, 11 :00 a.m.
Evaluation committee meeting March 17, 1997
Projected award date March 19, 1997
Projected contract start date April, 1997
C. PROPOSAL SUBMISSION
An original and fifteen copies of the complete proposal must be received by Friday, Marc 1
14, 1997 at 11 :00 a.m. and will be opened on that day at that time. The original ane a 1
copies must be submitted to the Procurement Division in a sealed envelope or conta 1m r
stating on the outside, the proposer's name, address, telephone number, RFP number an I
title, and proposal due date.
The responsibility for submitting a response to this RFP to the Procurement Division OJ1 c r
before the stated time and date will be solely and strictly that of the proposer. The City '.vi 1
in no way be responsible for delays caused by the U.S. Post Office or caused by any o:he r
entity or by any occurrence. Proposals received after the proposal due date and time will nc t
be accepted and will not be considered.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
4
D. PRE-PROPOSAL CONFERENCE
A pre-proposal conference has been scheduled for Tuesday, March 4, 1997, at 2:00 p.rr. in
the First Floor Conference Room of City Hall, and attendance is recommended. Propo:;er;
are encouraged to submit written questions to the contact person in advance.
E. CONT ACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is Judy Ford, the Procurement Director at (305) 673-74 9C .
Proposers are advised that from the date of release of this RFP until award of the contnct,
no contact with City or MBTMA personnel related to this RFP is permitted, excep: a;
authorized by the contact person. Any such unauthorized contact may result in th,:
disqualification of the proposer's submittal.
Requests for additional information or clarifications must be made in writing to th:
Procurement Director no later than the date specified in the RFP timetable. Facsimiles wil,
be accepted at (305) 673-7851.
The City will issue responses to inquiries and any other corrections or amendments it def:m;
necessary in written addenda issued prior to the RFP due date. Proposers should not rel) OIL
representations, statements or explanations other than those made in this RFP or in m:'
written addendum to this RFP. Proposers are required to acknowledge the number 0'
addenda received as part of their proposals. The proposer should verify with thl!:
Procurement Division prior to submitting a proposal that all addenda have b,eelli
received.
F. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miam 1
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount 0.'
$50,000.00. Failure by proposer to honor its proposal or to submit any required insurancl:
or performance bond, within the time stated, shall cause the proposal guaranty submi1:tel il
with the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall b:
considered non-responsive and ineligible for award.
The proposal guaranty of the successful proposer will be returned to it upon approval of m: '
required insurance certificates or bonds. Proposal guaranties submitted by other than th:
successful proposer will be returned to them after award of contract to the succes:;fu
proposer.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
5
G. MODI FICA TIONIWITHDRA W ALS OF PROPOSALS
A proposer may submit a modified proposal to replace all or any portion of a previm .ly
submitted proposal up until the proposal due date and time. Modifications received aft~r 1 he
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of ninety calendar days after l1e
opening of proposals without a contract award. Letters of withdrawal received afteT l1e
proposal due date and before said expiration date, and letters of withdrawal received af er
contract award will not be considered.
H. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and, II,
proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or wai >Ie
any irregularities in this RFP or in the proposals received as a result of this RFP.
I. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, 0: a lY
work performed in connection therewith, shall be borne by the proposer(s) and nnt Je
reimbursed by the City.
J. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Divi sic 11;
this will facilitate their receipt of future notices of solicitations when they are issued. T le
successful proposer(s) must register prior to award; failure to register will result in th~
rejection of their proposal. Potential proposers may contact the Procurement Divisi)n at
(305) 673-7490 to request an application.
Registration requires that a business entity complete a vendor application and submit; m
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
6
It is the responsibility of the proposer to inform the City or MBTMA concernins ( ny
changes, including new address, telephone number, or commodities.
K. EXCEPTIONS TO RFP
Proposers must clearly indicate any exceptions they wish to take to any of the terms in t lis
RFP, and outline what alternative is being offered. The City, after completing evaluatio lS,
may accept or reject the exceptions. Where exceptions are rejected, the City may require he
proposer to furnish the services or goods described herein, or negotiate an accepta lie
alternative.
L. SUNSHINE LAW
Proposers are hereby notified that all information submitted as part of a response to thi~ R:;'P
will be available for public inspection after opening of proposals, in compliance with Chap :er
286, Florida Statutes, known as the "Government in the Sunshine Law",
M. NEGOTIA TIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City resell es
the right to enter into negotiations with the selected proposer, and if the City and the selecl~d
proposer cannot negotiate a successful contract, the City may terminate said negotiations a ld
begin negotiations with the next selected proposer. This process will continue u:lti a
contract has been executed or all proposals have been rejected. No proposer shall hav,~ a lY
rights in the subject project or property or against the City arising from such negotiatior s.
N. PROTEST PROCEDURE
Participants may protest any recommendations for contract award by sending a fc,m al
protest letter to the Procurement Director, which letter must be received no later thar 5
calendar days after contract award. The Procurement Director will notify the protester (1ft le
cost and time necessary for a written reply, and all cost accruing to an award challenge sh III
be assumed by the protester. Any protests received after 5 calendar days from contract aW2.rd
will not be considered, and the basis or bases for said protest shall be deemed to have be .:n
waived by the protestor.
o. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local :av s,
ordinances, codes, and regulations that may in any way affect the services offered, incitdillg
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniforn
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
7
Guidelines, and all other EEO regulations and guidelines. Ignorance on the part I)f he
proposer will in no way relieve it from responsibility.
P. DEFAULT
Failure or refusal of a proposer to execute a contract upon award, or untimely withdrawal of
a proposal before such award is made, may result in forfeiture of that portion of any pre po ;al
surety required equal to liquidated damages incurred by the City thereby, or where suret) is
not required, such failure may be grounds for removing the proposer from the City's wn<or
list.
Q. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. ,\.11
proposers must disclose with their proposal the name(s) of any officer, director, or agen: ~ 10
is also an employee of the City of Miami Beach. Further, all proposers must disclm e 1 he
name of any City employee who O\\-11S, either directly or indirectly, an interest often (I Olio)
percent or more in the proposer or any of its affiliates.
R. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinatio 1S
necessary to ascertain all conditions and requirements affecting the full performance (1ft Ie
contract. No pleas of ignorance of such conditions and requirements resulting from f,ill re
to make such investigations and examinations will relieve the successful proposer from a lY
obligation to comply with every detail and with all provisions and requirements of tIe
contract documents, or will be accepted as a basis for any claim whatsoever for any moneta ry
consideration on the part of the proposer.
S. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally consic.,er:d
to be an independent contractor and that neither the proposer nor the proposer's emplc ye~s
and agents shall, under any circumstances, be considered employees or agents of the Cit y.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
8
SECTION II - SCOPE OF SERVICES
A. DEFINITIONS
For the purpose of this RFP, the following definitions will be used:
City - City of Miami Beach, Florida, and its authorized representatives.
Transportation Coordinator - Director of the MBTMA or assignee.
Miami Beach Transit Services - First phase: Transit program for South Beach Area, m< re
specifically its "Electric Wave" transit operations, to serve residents, employe :s,
visitors/tourists.
ELECTRIC WAVE - Name given to the circulator shuttle system.
Respondent - Entity submitting a proposal.
Contractor - Entity to which an Agreement is awarded.
Projected Service Hours - Monday through Wednesday, 8:00 a.m. - 2:00 a.m. aId
Thursday through Saturday, 8:00 a.m. - 4:00 a.m., Sunday and Holidays, 10:00 a.m. tluou~h
2:00 a.m.
B. The initial circulator system will include:
. 7 low-floor (12 - 13 inch min. floor height) electric vehicles, each seating 22 passengers, w th
one wheelchair tie-down position
. Maximum speed
Duration between charges
42 mph
60 - 70 miles at constant 25 mph
Varies by duty cycle, operator efficiency
12 seconds
Curb: 27 feet
Wall: 31 feet
. Acceleration to 25 mph
. Turning radius
Vehicles will be rotated in service to keep mileage even on all of the seven (7) vehicles.
The Contractor is encouraged to submit any cost-saving and/or service performance measure~ tt at
would enhance the ELECTRIC WAVE and the overall shuttle service.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
9
All vehicle drivers/operators will be required to attend mandatory training classes provided by A VS
(Advanced Vehicle Systems) related to the operations of an electric shuttle vehicle, and will be
required to pass a comprehensive operational exam. In addition, drivers/operators will be requi 'ed
to attend a mandatory two-day class on the historical significance of the area, points of imen :st,
politeness, and customer service.
Extensive training will be provided by the Respondent for monitoring, maintenance, schedulin:~, , nd
operations records, of the City's electric shuttle vehicles. In addition, intensive operations, nd
maintenance training will be provided by the manufacturer of the electric shuttle vehicles (!IV S).
Emphasis will be given to smooth, comfortable acceleration and vehicle operation.
C. EXISTING TRANSIT SERVICES
At the present time the City of Miami Beach does not operate any transit system in the service ar :a.
D. OPERATIONS PROCEDURES
Vehicle drivers shall:
(1) not transport any animal, except seeing-eye dogs and special companion assistant do.~s;
(2) demonstrate courtesy, helpfulness, and good driving habits;
(3) communicate events and passenger counts obtained by usual and customary loggi Ig
procedures.
(4) driver will log & report all events that impede vehicle movement.
Operation hours shall be provided by the Contractor as established by the City. This inforrnati m
will be displayed inside the vehicles, at shuttle stops, and/or be distributed to the general public. TIe
proposed route in this proposal has been developed by the City through extensive transportati m
research and study, and allows for maximum flexibility to respond to City transportation needs
Park-and-Ride Procedures: Maintain supervision of drivers and monitor routing schedules TIe
route is continuous. Passengers should be picked up at designated stops, and drivers shou ,d Je
friendly, courteous, and drive carefully.
E. SERVICE AREA CHARACTERISTICS
Residents, businesses, employees in the area along with, visitors and tourists will be served thr )u:~h
the implementation of this circulator shuttle system in the South Beach Area. The area has tI afj ic
congestion, mobility and parking problems.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
10
F. TERM
The term of the Contract shall be for two years. The City shall have the option, at ils s )le
discretion, to renew this Contract for two additional one-year periods by giving ~Ti1 :en
notice of renewal at least sixty (60) days prior to the end of the initial term. Such rele' val
shall be at the same cost to the City as the cost for the initial term.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
11
SECTION III - PROPOSAL FORMAT
Proposals must contain the below enumerated documents, each fully completed, and signed as
required. Proposals which do not include all required documentation or are not submitted in he
required format, or which do not have the appropriate signatures on each document, may be dfened
to be non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
1. TABLE OF CONTENTS
Outline in sequential order the major areas of the proposal, including enclosure:;. . \11
pages must be consecutively numbered and correspond to the table of conten:s.
2. EXPERIENCE AND ORGANIZATION (PROVIDE AN ORGANIZATION, \L
CHART)
Provide a listing of representative clients in the public transit field on the Propo ;al
Forms provided, under Section X. Respondent shall demonstrate capabil ty to
manage and operate public transit services.
Submit a description of the firm's organizational structure, history, legal status (i. ~.,
partnership, corporation, etc.), list of owners and officers, capabilities aId
experience, and management philosophy. The City is particularly interested in l1e
Respondent's approach to managing projects such as the ELECTRIC WAy E,
organizational resources and expertise available, and the primary businesses or :'an ~e
of diversified businesses in which the Respondent's firm is involved.
3. STAFFING
Submit a proposed staffing plan indicating all management and staff employ ~e
positions and the number of full-time equivalent employees at each position. TIe
staffing plan shall outline the qualifications and level of responsibility for each. A
Project Manager, a Project Supervisor, a Maintenance Manager, etc., shall )e
designated and identified by name, and detailed resumes shall be submitted.
If subcontractors are to be used, describe the arrangement with the Contractor as Wi:11
as their role in the project.
The staff plan should indicate where management and administrative staff wi 11 le
located.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/1 0/97
CITY OF MIAMI BEACH
12
4. PERSONNEL PROGRAM AND POLICIES
This section shall include wage and benefit schedules for each emplo fee
classification.
Respondent shall submit a description of the employee benefit package that will be
provided including any incentive or motivation programs. Proposals shall spec ify
which benefits apply to full-time and part-time personnel.
Describe the program for recruitment and selection and performance review of all
personnel to include but not be limited to drivers, attendants, dispatch, (nd
maintenance personnel.
Provide detailed description of Respondent's training program. Describe both ni ial
and on-going training.
5. OPERA TIONS
Respondent shall provide an overall description of the proposed operations. 1 he
description should include:
a. Proposed dispatching system for the ELECTRIC WAVE circulator.
b. Method of scheduling driver shifts and handling of shift changes, lunc 1 a ld
break periods, and recharging vehicle batteries (See Section II, D.
re:Layover).
c. Accounting procedures.
d. Service monitoring procedure, including level of road supervision.
e. Process for reporting and following up on complaints.
6. MAINTENANCE PROGRAM
Describe your proposed maintenance program. Document preventive mainter.an ~e
program. Document system for maintenance record keeping and accounting, vehi< Ie
cleaning, and for maintaining a parts inventory. Demonstrate ability to comply w: th
vehicle and operational safety requirements of Sect. 341.061,F.S..
7. SAFETY PROGRAM
Document Respondent's safety program. Please provide most recent safety stati ~ti( s,
for the last twelve (12) months in all systems of existing operations. Also, w 11
comply with federal Drug Free Workplace Act regulations.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
13
8. FACILITY
Listing of all Contractor's equipment to be used at the City owned facility.
9. ACCOUNTING AND REPORTING
The Respondent must propose an adequate management information system to
implement and maintain the data collection, accounting and reporting requiremer ts
of the RFP. Provide sample of operating and accounting reports.
10. INSURANCE AND BONDING
The insurance and bonding requirements of this RFP will be considered minimu n
requirements and must be complied with in every respect.
Respondent's proposal must include an estimate of annual insurance cost OIl tJ le
PROPOSAL FORM for coverages described under Section VI of this RF >.
Respondent must state renewal dates and must provide a statement ofloss experien:e
for the previous five (5) years, if possible, for existing operations. Loss data shou d
indicate aggregate claims, reserves set aside and claims paid, if possible. TI.e
statement ofloss experience must also identify any claims which may. be pending 1t
the present time. The Respondent's statement of loss data is acceptable. Ci y
reserves the right to ask for a statement from Respondent's insurer.
11. TIME SCHEDULE
Submit a time schedule setting forth the sequence of events and associated:in e
requirements proposed to be undertaken from the point of Agreement award throuf h
the first full month of system operations.
12. COST PROPOSAL
The cost proposal is a presentation of the proposer's total offering price including tl e
estimated price to provide all maintenance, insurance, personnel, and over~ ea ,j
costs as detailed in this RFP.
13. FINANCIAL RESPONSIBILITY
Provide a financial statement, as prepared by a certified public accountant, fOl tr e
prior fiscal year, consisting of a balance sheet, profit and loss statement and ~uc 1
other financial statements as may be appropriate, which shall demonstrate thaI tt.e
Respondent possesses adequate financial ability and stability to enable the
Respondent to fulfill his or her obligations in connection with the management an j
operation (labor, parts, electricity) of the ELECTRIC WAVE under the terms ofthe
Agreement.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
14
These documents must depict the financial status of that entity, subsidiary, divi~ ion
or subdivision thereof which will actually perform service. If the Respondent .s a
partnership or joint venture, individual financial statements must be submitled for
each general partner or joint venture thereof. Consolidated balance shee:s md
profit/loss statements depicting the financial status of a parent corporation or jllint
venture shall not be considered an acceptable response.
In the event funds are to be borrowed to finance any portion of the operati,m~ of
service, a letter of intent from the bank or other lending agency must be attad ed,
indicating the minimum amount which will be loaned and any applicable pefCl:nt Lge
rate. The letter of intent may contain the qualification that the loan will only be
consummated upon award of an Agreement by City.
14. Acknowledgment of Addenda and Proposer Information forms (Section X:
15. Any other document required by this RFP, such as a Questionnaire or Pr(]p(]sal
Guaranty.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
15
SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR EVALUATIli)N
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
3. Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall evaluate each propc sa in
accordance with the requirements of this RFP. If further information is desired, propos ~rs
may be requested to make additional written submissions or oral presentations before he
Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal(s) accet'taJ .ce
of which the Evaluation Committee believes to be in the best interest of the City. 1 he
Evaluation Committee shall base its recommendations on the following fado rs,
weighted as follows:
(a)
Respondent's Financial Viability:
1(%
(b) Corporate Experience: 2~ %
Proposals will be evaluated in terms of describing demonstrated experience in
similar projects. Proposals should demonstrate Respondent's understanding
of system requirements and/ability to meet system performance goals as well
as comply with all technical and administrative requirements. Provide a minimum
of three customer references.
(c) Key Mana.:ement Personnel and Staff: 20%
Emphasis will be placed on adequacy of training programs, including customer
relations skills, serving the needs of elderly and handicapped ridership,
demonstrated safety record, qualifications, experience. Provide resumes of
key personnel.
(d) Vehicle Maintenance Proeram: 15%
Adequacy of preventive maintenance schedules and response to
out-of-service conditions. Effectiveness of maintenance reporting system.
(e)
Cost to City
35%
Total:
101}Oj,
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
16
6. After considering the recommendation(s) of the Evaluation Committee, the City Mma~er
shall recommend to the City Commission the proposal or proposals acceptance of whkh :he
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light )f he
recommendation( s) and evaluation of the Evaluation Committee and, if appropriate, ap pn ve
the City Manager's recommendation(s). The City Commission may reject City Manage r's
recommendation(s) and select another proposal. In any case, City Commission shalliel ~ct
the proposal acceptance of which the City Commission deems to be in the best interest Jf he
City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive, t a
contract. If the City Commission has so directed, the City Manager may proceed to negJti lte
a contract with a proposer other than the top-ranked proposer if the negotiations with th~ t< p-
ranked proposer fail to produce a mutually acceptable contract within a reasonable period of
time.
9. A proposed contract is presented to the City Commission for approval, modification ald
approval, or rejection.
10. If and when a contract acceptable to both sides is approved by the City Commission, 11e
Mayor and City Clerk sign the contract after the selected proposer has done so.
Important Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that 10
property interest or legal right of any kind shall be created at any point during the afon~s31 id
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
17
SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub-contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract t) ,ny
person, firm, or corporation without prior written consent of the City.
B. INDEMNIFICATION
The successful proposer shall agree to indemnify and hold harmless the City of
Miami Beach and its officers, employees, and agents, from and against any ald all
actions, claims, liabilities, losses and expenses, including but not limikd to
attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of or
damage to property, in law or in equity, which may arise or be alleged to have ari~en
from the negligent acts or omission or other wrongful conduct of the success ill
proposer, its employees, or agents in connection with the performance of sav ce
pursuant to the resultant Contract; the successful proposer shall pay all such cail ns
and losses and shall pay all such costs and judgments which may issue from a lY
lawsuit arising from such claims and losses, and shall pay all costs expended 1::y l1e
City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the Contractor, the Contracl::>r
shall fail to fulfill in a timely manner, or otherwise violate any of the cover an s,
agreements, or stipulations material to the Agreement, the City shall thereupon ha Ie
the right to terminate the services then remaining to be performed by giving writt:n
notice to the Contractor of such termination which shall become effective Jp' m
receipt by the Contractor of the written termination notice.
In that event, the City shall compensate the Contractor in accordance with t le
Agreement for all services performed by the proposer prior to termination, net 0 faTtY
costs incurred by the City as a consequence of the default.
Notwithstanding the above, the Contractor shall not be relieved ofliability to the Ciy
for damages sustained by the City by virtue of any breach ofthe Agreement b/ be
proposer, and the City may reasonably withhold payments to the Contractor for t] Ie
purposes of set off until such time as the exact amount of damages due the City fro n
the Contractor is determined.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
18
D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without stated cause by giving written notice to Contrac~or of
such termination, which shall become effective thirty (30) days following receipt by
proposer of the written termination notice. In that event, all finished or unfinis~ ed
documents and other materials shall be properly delivered to the City. ] f 1 he
Agreement is terminated by the City as provided in this section, the City sh ill
compensate the Contractor in accordance with the Agreement for all services ac'ua Jy
performed by the Contractor and reasonable direct costs of Contractor for assem bli 19
and delivering to City all documents. Such payments shall be the total extent of 1 he
City's liability to the Contractor upon a termination as provided for in this see tic n.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
19
SECTION VI - SPECIAL TERMS AND CONDITIONS
A. PERFORMANCE BONDS
Within ten (10) calendar days after the award of the Agreement, the successful Respondent will be
required to obtain and provide the following bonds during the term of the Agreement. The 1,01 .ds
shall be executed by a responsible corporate surety which has been given a B+ VI or higher'at ng
by the most recent edition of AM Best's Insurance Guide and which is authorized to issue bOlld~ in
the State of Florida through an authorized agent with an office in Florida:
1. A Performance Bond, or other security acceptable to the City, that is equal to one-hund ed
percent (100%) of the annual contract price, with annual renewals required. 1 he
performance bond is a guarantee of good faith on behalf of the Respondent that the term~ of
the Agreement shall remain in full force and effect during the full term of the Agret:m ~nt
between City and Respondent.
2. A blanket Fidelity Bond which protects City from Respondent's employee theft in he
amount 0[$10,000.00.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
20
PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS that
as Principal, hereinafter called Contractor, and
as Surety, hereinafter called Surety, are held and firmly bound unto the City of Miami Bea :h,
Florida, as Obligee, in the amount of
($ ) DW he
payment whereof Contractor and Surety bind themselves, their heirs, executors, administntc rs,
successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Contractor has by written agreement dated
entered into a Contract with Owner for:
-'
RFP NO. 40-96/98, MANAGEMENT AND OPERATION OF TRANSIT SERVICE,,,
in accordance with the terms and conditions of said Contract, which is hereby referred t) a1d
made a part hereof as if fully set forth herein.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, tha' if
the above bounded Principal shall well and truly keep, do and perform each and every, III
and singular, the matters and things in said Contract set forth and specified to be by Si id
Principal kept, done and performed, at the times and in the manner in said Contract specifild,
or shall pay over, make good and reimburse to the above named Obligee, all loss and dana 5e
which said Obligee may sustain by reason of failure or default on the part of said Prir ciJ,al
so to do, then this obligation shall be null and void; otherwise shall remain in full fom~ aId
effect, subject, however, to the following conditions:
Any suit under this bond must be instituted before the expiration of two (2) years from tIe
date on which final payment under the Contract falls due.
No right of action shall accrue on this bond to or for the use of any person or corporati m
other than the Obligee named herein or the heirs, executors, administrators or succeSS(lrs )f
the Obligee.
Contract Bond Form
January 1989
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
21
In WITNESS WHEREOF, the above bounden parties have caused this Bone te be
executed by their appropriate officials of the day of ____
Witnesses:
PRINCIP AL
(If sole Proprietor or partnership)
(Firm Name)
By
Title:(Sole Proprietor or partner)
PRINCIP AL (If Corporation)
(Corporate Name)
By
(President)
Attest:
(Secretary)
(CORPORA TE SEAL)
COUNTERSIGNED BY
RESIDENT FLORIDA
AGENT OF SURETY:
SURETY:
(Copy of Agent's current
License as issued by State of
Florida Insurance Commissioner
shall be attached hereto)
BY:
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
22
CERTIFICATE AS TO CORPORATE PRINCIPAL
I, , certify that I am the Secretary of the Corporation nane( . as
Principal in the foregoing bond; that who signed the said bond on bel lalf
of the Principal, was then of said Corporation; that I know hisl her
signature, and said signature hereto is genuine; and that said bond was duly signed, sealed, md
attested for and in behalf of said Corporation by authority of its governing body.
Secretary
Corporate
Seal
ACKNOWLEDGMENT OF ATTORNEY-IN-FACT SURETY
STATE OF FLORIDA)
ss
COUNTY OF )
Before me, a Notary Public, duly commissioned, qualified and acting, personally apfea 'ed
, who says that (s)he is the Attorney-in,.Fact fOl he
(Surety) and that (s)he has been authorized by the Surety to e)\ecIte
the foregoing bond on behalf of the Surety named therein in favor of the City of Miami E ea:h,
Florida. Said person is _ personally known to me, or _ has produced (specify type of
identification, I.e., driver's license and number, state of [SS Ie,
etc.) end
_did take an oath, or _ did not take an oath attesting to the truth and correctness (If he
statements made.
WITNESS my hand and official seal, at the County and State aforesaid, on the day anc. y,:ar
aforesaid.
(Attach Power of Attorney)
Notary Public
State of Florida-at-Large
My commission Expires:
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
23
B. INSURANCE REQUIREMENTS
See Insurance Check List for applicability to this contract.
A. The Contractor shall be responsible for its work and every part thereof, and for all materi. Is,
tools, appliances and property of every description, used in connection with this particular proj< ct.
The Contractor shall specifically and distinctly assume, and does so assume, all risks of damage or
injury to property or persons used or employed on or in connection with the work and of all dam, ge
or injury to any person or property wherever located, resulting from any action or operationmder
the contract or in connection with the work. It is understood and agreed that at all times he
Contractor is acting as an independent contractor.
B. The Contractor, at all times during the full duration of work under this contract, including ex :ra
work in connection with this project, shall meet the following requirements:
1. Maintain Worker's Compensation and Employer's Liability Insurance to meet the sta1ut< ry
requirements of the State of Florida.
2. Maintain Commercial General Liability Insurance in amounts prescribed by the Cit~' (~ee
checklist for limits) to protect the Contractor in the interest of the City against all risks of injury to
persons (including death) or damage to property wherever located resulting from any acti,)ll or
operation under the contract or in connection with the work. This policy is to provide coveraf;e : or
premises/operations, independent contractor, broad form property damage, products/comJ:le1~d
operations and contractual liability.
3. Maintain Automobile Liability Insurance including Property Damage covering all O\m< d,
non-owned or hired automobiles and equipment used in connection with the work.
4. Maintain any additional coverage required by the City as indicated on the Insurance Che:k
List.
5. Name the City of Miami Beach as an additional insured on all liability policies reqlir:d
by the Contract. When naming the City of Miami Beach as an additional insured, the insUlan:e
companies shall agree and will endorse the policies to state that the City will not be liable fer t le
payment of any premiums or assessments.
6. No change or cancellation in insurance shall be made without thirty (30) days Wlitkn
notice to the City.
7. All insurance policies shall be issued by companies authorized to do business under tl Ie
laws of the State of Florida, and those companies must have a rating of at least B+: VI or bette r p .~r
Best's Key Rating Guide, latest edition.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
24
8. Original signed Certificates oflnsurance, evidencing such coverage and endorsement~ as
required herein, shall be filed with and approved by the City before work is started. The certitic lte
must state Bid Number and Title. Upon expiration of the required insurance, the contractor m 1st
submit updated certificates of insurance for as long a period as any work is still in progress.
9. It is understood and agreed that all policies of insurance provided by the Contract'Jr Lre
primary coverage to any insurance or self-insurance the City possesses that may apply to a Illss
resulting from the work performed in the Contract.
C. The liability insurance coverage shall extend to and include the following contractual indemn ty
and hold harmless agreement:
"The Contractor hereby agrees to indemnify and hold harmless the City of Miami Beach, a mun.ci] lal
corporation, its officers, agents, and employees from all claims for bodily injuries to the public in
and up to the amount of $1,000,000 for each occurrence and for all damages to the property of (Ith:rs
in and up to the amount of $1 ,000,000 for each occurrence per the insurance requirement under 1 ile
specifications including costs of investigation, all expenses of litigation, including reasolal,le
attorney fees and the cost of appeals arising out of any such claims or suits arising out of an:! a Id
all acts or omissions by the Contractor, its agents, servants, or employees, or through the mt re
existence of the project under contract."
The foregoing indemnity agreement shall apply to any and all claims and suits other than claim, a Id
suits arising out of the sole and exclusive negligence of the City, its officers, agents, and employel :s,
as determined by a court of competent jurisdiction.
1. The Contractor will notify its insurance agent without delay of the existence of the He ld
Harmless Agreement contained within the Contract, and furnish a copy of the Hold HannIe 5S
Agreement to the insurance agent and carrier.
2. The Contractor will obtain and maintain contractual liability insurance in adequate 1m ts
for the sole purpose of protecting the City under the Hold Harmless Agreement from an~T ill ld
all claims arising out of contractual operations.
D. All policies issued to cover the insurance requirements herein shall provide full coverage fron
the first dollar of exposure and shall be made available to the City upon request to the Contract( r.
No deductibles will be allowed in any policies issued on the Contract unless specific safeguards ha' 'e
been established to assure an adequate fund for payment of deductibles by the insured and apprl)vld
by the City.
E. Compliance by the Contractor with the foregoing requirements as to carrying insurance at d
furnishing copies of the insurance policies shall not relieve the Contractor of its liabilities ar d
obligations under any Section or provision of the Contract.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
25
F. Insurance coverage required shall be in force throughout the contract term. Should the Cont ra, tor
fail to provide acceptable evidence of current insurance within seven days of receipt of written 101 ice
at any time during the Contract term, the City shall have the right to consider the Contract brelcled
and declare a default by the Contractor.
G. If the Contractor does not meet the insurance requirements of the specifications, altern Ite
insurance coverage, satisfactory to the City, may be considered.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
26
INSURANCE CHECK LIST
XXX 1.
Workers' Compensation and Employer's Liability per the Statutory limits ofth: Sl ate
of Florida.
XXX 2.
Commercial General Liability (occurrence form), limits of liability $1,000,000.1)0 Jer
occurrence for bodily injury property damage to include Premises/ Operatio lS;
Products and Completed Operations; Independent Contractors; Broad Form Propt: rty
Damage Endorsement and Contractual Indemnity (Hold harmless endorsem ~nt
exactly as written in "insurance requirements" of specifications).
XXX 3.
Automobile Liability - $1,000,000.00 each occurrence -ownedlnon-owned'hied
automobiles included.
4. Excess Liability - $ .00 per occurrence to follow the primary covel ag ~.
XXX 5. The City must be named as and additional insured on the liability policies; ;lll( it
must be stated on the certificate.
6. Other Insurance as indicated:
_ Builders Risk completed value $
_ Liquor Liability $
_ Fire Legal Liability $
_ Protection and Indemnity $
_ Employee Dishonesty Bond $
XX Other-Blanket Fidelity Bond $10,000.00
XXX 7. Thirty (30) days written cancellation notice required.
XXX 8. Best's guide rating B+:VI or better, latest edition.
xxx 9. The certificate must state the bid number and title
BIDDER AND INSURANCE AGENT STATEMENT:
We understand the Insurance Requirements of these specifications and that evidence or t].is
insurance may by required within five (5) days after bid opening.
Bidder
Signature of bidder
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
27
SECTION VII - SYSTEM SPECIFICATIONS:
RESPONSIBILITIES OF CITY OF MIAMI BEACH OPERATIONS
A. MANAGEMENT
City will have the Miami Beach Transportation Management Association, Inc., known as he
MBTMA (reporting to an Assistant City Manager), responsible for administering the Agreeme nt,
monitoring and evaluating the service. Contractor's Project Manager will report to the MB n lA
Contract Manager.
B. PURCHASE OF SERVICE
1. The CITY will purchase management and operational services for the City of Miami Be, ch
Transportation Department (ELECTRIC WAVE) for a fixed fee.
2. It is anticipated that the total number of service hours per year, with six vehicles in se:'vi :e,
will be 36,000 hours for the circulator system.
3. The ELECTRIC WAVE shall operate on all holidays except New Year's Day and Chri:itrr as
Day. In addition, the ELECTRIC WAVE shall not operate during severe weather, such as
tropical depressions with winds in excess of 35 mph, as posted by the Miami Weatl er
Bureau, and/or during hurricanes and hail storms.
4. Service hours shall be defined as the time that a vehicle is engaged in traveling on circulalor
route for passenger boardings and alightings, and includes the time the vehicle leave s t le
garage in the morning, and returns in the morning.
5. In addition, it includes daily cleaning and battery exchanges. The ELECTRIC WAVE is
considered out-of-service for the day if it is in operation less than three hours a day.
6. In addition, to the regular circulator service, Contractor will, from time to time, lP'1ll
receiving specific notice from City, provide special transportation services outside ncm al
operating hours and/or service area. Contractor shall be entitled to compensation for su:h
special services at an hourly rate negotiated between the Contractor and the City that i~ le;s
than the regular operating service rate.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
28
C. SYSTEM PLANNING AND ADMINISTRATION
The City will be responsible for system design, system policies, productivity analysis, marketing md
promotion. Contractor will provide input to assist the City in making determinations on tb~se
matters, as requested.
D. COORDINATION
The City will work in conjunction with Contractor to ensure that effective coordination is acLie' red
among all public transportation services provided.
E. ADVERTISING AND PROMOTION
The City shall prepare, place, schedule and pay for all advertising and promotional ma1 eri als
designed to inform the general public of service operations and to promote ridership.
The City shall prepare, print and provide to Contractor all schedules, and other materials rec!ui 'ed
by service operations. Contractor shall distribute and disseminate such materials in_accordance,", ith
the provisions of this RFP and any directions supplemental thereto provided by the City.
F. ADJUSTMENT TO SERVICE
I. Adjustments to service shall be a prerogative of the City. The City expects to work clos, :ly
with the Contractor on such modifications in order to provide efficient and respons ve
service.
2. No operational changes that affect service, scheduling, hours of operation, response tim ~s,
or any other characteristics of the ELECTRIC WAVE shall be made by the Contrac or
without the approval of the City.
3. The City may modify the service area for fiscal, jurisdictional, geographic, coordinati:m or
passenger travel pattern reasons. Modifications may be made to up to twenty percent (20' 10)
of the specified vehicle service hours without changing the fixed service hour rate bid here n.
4. The City will notify the Contractor (30) days in advance of any major service changes. It is
expected that a written and FDOT approved agreement to make minor service change;; iI a
shorter time will be possible through cooperative efforts of the City and the Contractor.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
29
G. EQUIPMENT
The City shall provide Contractor the following:
1. The vehicles and equipment set forth in EXHIBIT B. These vehicles and equipment sIal l
be used only for activity directly related to the ELECTRIC WAVE, not for supervisor:r o.
other purposes.
2. Parking on City property for the transit vehicles used in the ELECTRIC WAVE syst::rr. .
Parking for private vehicles of Contractor's employees shall be negotiated with City after bill
award.
H. ELECTRICITY
All vehicles used in the ELECTRIC WAVE shuttle system shall be charged at the City facilit:,
designated by the City. Expenses related to use of electricity will be paid by the City.
I. PROPANE
All vehicles used in the ELECTRIC WAVE shuttle system will require propane for the ai ~
conditioning system. The Contractor will be required to comply with all city, county, and stat:
regulations in making arrangements for propane tanks and fueling as required by the vehicles, II
addition, the Contractor will be required to secure and maintain all permits as required and bei r
related fees.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
30
SECTION VIII - SYSTEM SPECIFICATIONS:
CONTRACTOR RESPONSIBILITIES
Contractor shall be responsible for management and operation of the ELECTRIC WAVE circlla tor
system. The Contractor will provide additional services at additional cost rates when requested to
be negotiated by the City and the MBTMA, and to extend hours of operation to accommod lte
special use of vehicles.
Contractor shall coordinate, manage, and control all necessary program activities which sl all
include: maintain all vehicles, provide drivers and all project personnel, train personnel as nece:;sary,
develop administrative procedures and financial records, and develop methods to im.m ve
effectiveness and maximize service efficiency.
Contractor will obtain and provide all required State and local vehicle permits and ensure tlat 111
drivers are properly licensed for service they are providing. Contractor must also have all applica lIe
State and local business licenses or procure same prior to the start of service.
Contractor will obtain, provide and maintain required policies of insurance.
Contractor shall be liable for any penalties imposed on the City by local, state, and federal agenc es
due to Contractor's failure to obtain the proper vehicle licenses or maintain vehicles in accordar ce
with local, state and federal regulations.
Service shall be managed by Contractor in accordance with the guidelines and pararr .etl TS
established herein and the attachments hereto.
Location and costs for parking of vehicles owned by Contractor's drivers and attendants will Je
identified and provided for by the City.
A. PERSONNEL
1. The Contractor shall be solely responsible for the satisfactory work performance of ts
employees and agents as described in this Request for Proposal or any reasonalle
performance standard established by the City.
2. The Contractor shall be solely responsible for payment of all employees' andJ)r
subcontractor's wages and benefits, in accordance with the payment schedules establi sh .:d
for this project. Contractor's personnel wages and work hours shall be in accord witl t le
local, County, and State regulations affecting such personnel.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
31
3. The MBTMA Contract Manager shall be notified of new hires or re-assignments ofprcje< t
management personnel. It is expected that personnel be assigned to a project, and not b~
rotated.
4. Contractor shall have a personnel program which includes recruitment, hiring, trainin!,
"sensitivity" training, and performance review.
5. Contractor shall use appropriate driver screening and selection criteria in order to emplo r
drivers. These criteria will include Department of Motor Vehicles license check, physic, I
examination, and drug testing sufficient to meet applicable requirements for Cit r
transportation vehicle operations.
6. Contractor shall at all times comply with applicable state and federal employment law:;.
7. Contractor shall develop, implement and maintain a formal training and retraining prog:ar 1
which shall be subject to review and approval by the City. A copy of the training prograrr,
including periodic updates, shall be on file in the office of the MBTMA ContractManagf r
. All drivers, attendants, dispatchers, customer representatives, and supervisors sha I
participate in the program. Additional and specific training, with materials furnishec b T
City, is required for ELECTRIC W AVE attendants if applicable.
8. Contractor shall prepare and furnish to the City and to all drivers, dispatchers, telephon ~
operators, and supervisors a DRIVER'S MANUAL. Contents of the DRIVER'S MANl AI,
shall include the following subject areas: driver's rules; accident/incident policie~;
radio/telephone policies and procedures; rain and inclement weather policy, vehicl~
inspection, care and maintenance policy and procedures, reporting procedure and pertiner t
sample forms. Said manual shall be provided to the City for reference.
9. Dispatchers, telephone operators, supervisors and any other personnel who may from tim ~
to time be assigned to telephone information shall be trained in customer relations skill~;, i 1
understanding the needs of the potential ridership (elderly, handicapped, visitors, etc.:, i 1
quality of service, telephone manners, accident/incident procedures. Drivers and attendant;
should also receive the above mentioned "sensitivity" .training. Employees involved i 1
scheduling, or driving duties shall have a detailed knowledge of applicable procedures an" I
professional techniques.
10. Contractor shall provide uniforms for its employees that meet the requirements of the (it).
Uniforms are to include khaki slacks or bermudas, tropical print cotton shirts (print t<1 b .~
determined), and comfortable shoes. ELECTRIC WAVE uniforms shall be subject to prio~
approval by City.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
32
B. PROJECT MANAGER
The Contractor shall designate and provide the services of a Project Manager. The Project Manage r
must have a minimum of five (5) years experience in public transportation operations or sim ila~
industry, including three (3) years of supervisory experience.
1. The Project Manager shall show by decision and action to be competent in all aspects of th :
ELECTRIC WAVE program.
2. The Project Manager will provide management of the overall program, personnel, accollnt;
and operating records, vehicle maintenance, and will report to and coordinate closely wit l
the Contract Manager of the MBTMA.
3. The Project Manager will be approved by the City.
The responsibilities of the Project Manager shall include but not be limited to the following:
. preparation of the monthly summaries from the daily operational data;
. maintenance of project accounts;
. preparation of monthly itemized invoices which will document all fixed and variable charg es
by accounts;
. employment, training and management of personnel;
. vehicle maintenance and record keeping;
. resolution of complaints;
. overall responsibility for the ELECTRIC WAVE circulator system;
. all administrative responsibilities related to the position.
C. PROJECT SUPERVISOR
The Contractor shall further designate a full-time Project Supervisor to assist the Project Manager
in carrying out all activities relative to the ELECTRIC WAVE circulator service.
1. The Project Supervisor shall be expected to directly supervise the daily activities of a:, I
drivers, dispatchers, and other personnel necessary to support system operations in th.~
provision of safe, reliable, courteous transit service.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
33
2. The Project Supervisor shall be assigned to the ELECTRIC WAVE circulator service project
on a forty (40) hour per week basis, and shall not double up as a shuttle driver.
3. The Project Supervisor shall be available by telephone or in person during all hours of th :
operational day to make decisions or provide coordination as necessary at the request of th :
City. He/she shall also carry a beeper for prompt response to emergencies. It is prefenell
by the City that the Project Supervisor reside within the City Limits of Miami Beach.
4. The Project Supervisor shall show by decision and action to be competent in all aspect:; 0 f
the ELECTRI C WAVE circulator system.
The responsibilities of the Project Supervisor shall include but not be limited to the following:
. scheduling of all regularly assigned project personnel and vehicles;
. arranging the assignment of back-up personnel and vehicles;
. distribution and/or collection of all daily operating reports;
. farebox collection (when applicable) and reporting;
. immediate direct supervision of project personnel;
. personal, unscheduled, periodic inspection of vehicles;
. immediate responsibility for any operational problems and/or passenger complaint~,
accurately reporting these problems to the City's Transportation Coordinator and th.:
Contractor's Project Manager in a timely manner.
The Project Supervisor will be located at Contractor's office site, located in South Miami Bea,~h.
D. CUSTOMER SERVICE OPERATORS
1. City (Parking Department) shall provide trained customer service personnel, Monda: r
through Sunday, on a shift basis, to answer telephone requests for service informalio l
beginning one-half hour prior to the startup of service each day/evening until the close of th:
last hour of vehicle operation. The lead dispatcher shall have at least one year of experienct .
2. Dispatch personnel shall be adequately trained to handle all incoming telephone call;
requiring information concerning the service, frequency, etc. in a professional, courteous an. I
professional manner.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
34
3. Dispatch personnel shall be bilingual (Spanish preferred) and trained and attuned to the
special needs of elderly and handicapped individuals and shall respond to questi ms
concerning the service with both sensitivity and efficiency.
E. VEHICLE OPERATORS AND/OR ATTENDANTS
1. Vehicle operators must have a valid Florida CDL (chauffeurs or commercial) driver's lice Ise
as well as any other licenses required by applicable federal, state, and local regulatio IlS.
Vehicle operators must also have a medical examination certificate and pass drug testi Ig.
A vehicle operator who does not pass the medical and drug examination shall rot be
permitted to operate a vehicle.
2. Any vehicle operator shall be trained in all operational procedures relating to the ELEC IF I C
WAVE circulator service, including thorough knowledge of the service area street netwc rk.
3. Drivers shall be fully trained in defensive driving and vehicle handling.
4. Drivers and attendants shall be trained in the special skills required to provide transpor:ati Dn
to elderly and handicapped individuals. Drivers and attendants shall also be trained to
understand and practice the high quality of service required by the City.
5. Drivers shall assist passengers confined to wheelchairs in boarding and shall assist w th
tiedowns.
6. Drivers shall be trained to operate all types of vehicles (including reserve vehicles own;:d JY
the Contractor) in the service, wheelchair lifts and securement systems, and other equirm nt
which they may be expected to use during service hours.
7. Regularly assigned drivers or trained back-up drivers shall be available and on time daily to
insure consistent and reliable service.
8. No vehicle operator shall take lunch hour or breaks inside or close by his/her vehice.
Passengers must never be kept waiting, except where schedules are maintained.
9. Drivers and attendants shall be dressed and groomed appropriately and they shall be in
uniform (tropical print shirt, khaki bermudas, and! or khaki slacks, a jacket or sweater' Nh;:n
necessary and comfortable shoes) acceptable to the City. Drivers and attendants shall w( ar
identification tags clearly displaying their first name only while performing their duties.
10. Each driver shall have an accurate time piece available and in clear sight at all times dllri Ig
vehicle operation.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
35
11. City reserves the right to interview candidates for the position of ELECTRIC WA IE
attendant and give input in regard to their hiring and training.
12. Drivers are required to have a thorough knowledge of traffic regulations along the rouk, , nd
the schedule time points.
13. Drivers need to be sensitive to ridership comforts- such as the interior temperature on th ~ir
respective vehicle, cleanliness of vehicles, etc.
F. STAFF LEVELS AND WAGES
The Contractor shall pay staff wages within acceptable ranges in the transportation industry :filr 1 he
established positions.
G. ALL PERSONNEL
1. All personnel assigned to this project shall be knowledgeable of the ELECTRIC W A"' rE
circulator service.
2. All project personnel shall maintain a professional, courteous attitude, answering to th( h :st
of their ability any passenger questions regarding the provision of service. DiscoUlte~ y,
rudeness or the use of profanity will not be tolerated and shall be grounds for immedi, te
removal of the offending employee from performing work within the program.
3. Personnel shall report all passenger complaints and/or any operational problems. TIe
logging of complaints shall include a qualitative description of the complaint.
4. Drivers and dispatchers shall accurately complete and submit the required operating repor s,
daily.
5. All personnel shall be required to attend two service quality/safety workshops prepar(:d ')y
the MBTMA Contract Manager and the City yearly.
6. Contractor shall provide manual related to personnel policies and procedures, and mai:1ta:n
an employee acknowledgment file with employee signature indicating they have reac. and
fully understand its contents.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
36
H. VEHICLE DISPATCHING AND TELEPHONE SERVICE
Contractor shall utilize a systematic method for processing any telephone inquiries concerning he
ELECTRIC WAVE schedule, frequency, stops, fare, accommodations, etc. which will maxim ze
efficiency.
I. MAINTENANCE
Contractor shall provide all labor, repairs, parts, supplies, maintenance tools and equipmen:, end
services required to fulfill these maintenance responsibilities.
1. Contractor shall acknowledge receipt of the vehicles and equipment listed in EXFIE IT
B and that said items have been received in good condition and working order.
Upon termination of this Agreement, Contractor shall return all City-owned equipment w th
no deferred maintenance or damage, less reasonable wear and tear. Contractor shall, at ltS
sole expense, repair or replace any City-owned equipment which may be damaged or lost :>y
reason of collision, negligence, abuse, vandalism, or other like cause. Howe.ver, in no~v( nt
shall Contractor's liability exceed actual cash value ofvehicle(s) and equipment so damlgl :d.
2. Contractor shall provide the services of a specially trained and qualified Vehide
Maintenance Manager in the maintenance of electric shuttle vehicles (intense training ~ ill
be provided by the manufacturer of the electric shuttle vehicles prior to authorizing the ::m:et
of maintenance service) subject to the approval of the City. The Contractor shell :>e
responsible for any and all expenses related to travel, meals, accommodations, grou Id
transportation, etc. related to training, This individual shall be the lead mechanic. TIe
Vehicle Maintenance Manager shall report directly to the Project Manager.
The Maintenance Manager shall have a minimum of three years journeyman level vehi<. Ie
maintenance experience including air conditioning systems and wheelchair lifts, as wdl is
experience in directing the work of other maintenance personnel. It is preferred the! tIe
Maintenance Manager have a minimum of one year's experience in the maintenanl:e )f
electric shuttle vehicles and will be required to attend one week of maintenance traini rIg at
the vehicle manufacturer's site.
3. Contractor shall perform daily vehicle servicing on all ELECTRIC WAVE vehicles. Dai ly
servicing will include, but will not be limited to documenting of odometer readings, elfctl ic
meter readings, checking of main key switch to include brake failure light, low air pre~;su~e
light, compressor, air pressure gauge, battery state of charge, dome lights, windshield wipes,
wheelchair - kneeling feature, stop request bell, mirrors, back-up alarm, steering, parkillg
brake, service brakes, air leaks, a visual check and visual walk-around-inspection oLin s,
lugs, headlights, turn signals, clearance lights, emergency flashers, hazard lights, ho(:y
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
37
damage and any battery leaks, watering of batteries, charging of batteries, washing of
vehicles and interior sweeping, wheelchair lift check; brake check; light and flasher (he;k;
interior sweeping and dusting; exterior and interior visual inspection; cleaning Jf all
windows; and check of all vehicle performance defects reported by drivers to id.~nllfy
potential safety and reliability items requiring immediate attention. Contractor shall de'lel >p,
implement and maintain a written checklist of items included in the daily servicing 01' e: ch
vehicle. The City will provide guidelines in preparation of this checklist to assure accepta )le
maintenance standards as required by the manufacturer of the electric shuttle vehicles 1 he
checklist will be utilized and kept on file for City review on a weekly basis (should also be
available for daily review by the City if necessary).
4. Contractor's preventive maintenance program shall adhere to the preventive maintenaI ce
schedules and standards of the electric vehicle industry, and shall be sufficient so as nol to
invalidate or lessen warranty coverage of any ELECTRIC WAVE vehicle or associa ed
equipment. Preventive maintenance inspections and servicing shall occur not less than eVIL)::
seven days based upon the schedule prepared and submitted by the electric vehi:le
manufacturer's standards and requirements.
5. Adherence to preventive maintenance schedules shall not be regarded as reasonable ,:al se
for deferred maintenance in specific instances where Contractor's employees observl~ that
maintenance is needed in advance of schedule.
Contractor shall not defer maintenance for reasons of shortage of maintenance staff or
operable vehicles, nor shall service be curtailed for the purpose of performing maintenar ce
without prior written consent of City. Contractor shall adjust the work schedules )f its
employees as necessary to meet all scheduled services and complete preventive maintenar ce
activities according to the schedule approved by City.
6. Prior to any special use of the ELECTRIC WAVE vehicles (charter or filming), the vehil le
shall be thoroughly inspected, mechanically and otherwise, to prevent problems su:h as
dead batteries, etc.
7. ALL REPAIRS to any of the ELECTRIC WAVE vehicles shall be performed by ContraclOr
or by other vendors and suppliers subject to prior approval by the City. Repairs sh Lll
include, but not be limited to work to correct loss or damage; adjustments due to nc mal
wear and tear; and overhaul, rebuilding or replacement of components. Repair work shall >e
conducted as soon as practicable upon learning that such work is required. Contractor sh III
perform repair work expeditiously in response to identification of problems by drivers anciJ )r
staff members of City.
OUT-OF-SERVICE VEHICLES: Contractor shall give a full report to the Transport lti; m
Coordinator of the City as to all out-of-service vehicles (as problems occur) and shall a:;sure
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
38
City that required repair shall not be deferred beyond a reasonable time. Prevent ve
maintenance and running repairs shall receive first priority in the use of Contract< r's
maintenance resources, unless otherwise requested by City.
Contractor shall be familiar with vehicle and equipment warranties and shall comply w.th
all warranty provisions in the conduct of its maintenance functions.
TOWING: In the event that towing of any ELECTRIC WAVE vehicle is required cue to
mechanical failure or damage, Contractor shall be responsible to provide such towing at
Contractor's sole expense. ELECTRIC WAVE vehicles shall always be flat-bedded
SPARE PARTS INVENTORY: Contractor shall establish and maintain an ongoing sp..re
parts inventory sufficient to minimize vehicle down-time and ensure that peak vfhi. :le
requirements are met. All spare parts inventory should be original parts, including ti-es
8. Contractor shall maintain the ELECTRIC WAVE circulator service vehicles in a clear. a Id
neat condition at all times. Adherence to the EXHIBIT C, Physical Maintenance Sch~dl Ie
for ELECTRIC WAVE vehicles is required. The schedule includes daily, w.eekly, quarter y,
six-month, and yearly maintenance.
9. Maintenance records shall be kept on all vehicles indicating all warranty work, preventi.;e
maintenance, and repairs performed on each vehicle. All such records and reports shall Je
prepared and maintained in such a manner so as to fulfill any applicable vehil. Ie
manufacturer, state or federal requirements, as well as any needs of City to enable it to
accurately evaluate Contractor's maintenance performance and the operating exper 5e
associated with various City vehicles and equipment.
Records of all maintenance and inspections shall be kept by Contractor with copies sent to
the Transportation Coordinator of the City. Contractor shall prepare maintenance recods
and reports in a form and according to a schedule approved by City. Such record~, aid
reports shall include, but not be limited to, the following:
. Daily vehicle inspection and servicing checklists.
. Work orders for all maintenance inspections, warranty repairs and other ve h.ie Ie
repairs including materials, parts and labor consumed.
. Monthly summary listing each vehicle, vehicle mileage, vehicle miles since 1,5t
preventive maintenance inspection, out-of-service vehicles, vehicle repairs and (OS s,
air conditioning fuel (propane) and lubricants consumption, and vehicle roadcall:.
. Semi-annual fleet summary listing each vehicle; vehicle mileage, vehicle year-to..dele
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
39
miles, propane consumption, electric consumption and miles per each char ~e,
maintenance cost and cost per mile; total roadcalls and miles per roadcall; na lor
component overhauls, rebuilds and replacements by vehicle; and summary of
maintenance problems, particularly components with high incidence's of in-scrv ce
failures, and steps taken or recommendations to reduce such problems and in-sl:rv ce
failures.
10. Vehicles utilized in service shall be safe for operations on public streets and thoroughfa 'es
and meet all requirements in the Florida Vehicle Code for a shuttle vehicle. All vellic es
shall comply with ADA regulations for senior/handicapped paratransit vehicles. All p2rtS
of vehicles and all equipment mounted on or in vehicles shall conform to the Florida Vt:hi :le
Safety Standards. Particular attention shall be directed to Motor Carrier Safety Regula:io IS.
Paratransit vehicles shall be certified by the Florida Department of Transportation. Resllts
of said inspections shall be transmitted to City and any applicable signed certification sh 111
be displayed or carried on the vehicles.
11. If Contractor receives an unsatisfactory rating from the Florida Department of
Transportation, Contractor shall so notify City by telephone and in writing immed atl.ly
and state steps which will be taken to correct deficiency(s). Should Contractor or any S(TV ce
vehicle be shut down by a cognizant authority, including City as a result of an unsatisfact< ry
rating by the Florida Department of Transportation, the vehicles shut down shall not o~'er; lte
and $1 DO/day/vehicle in liquidated damages shall be assessed (as described in Sectioll II()
until a satisfactory inspection report is obtained. If the vehicle is shut down by the Flori ja
Department of Transportation due to a defect with the City agrees was due to manufadu'e,
the liquidated damages shall not apply.
12. City reserves the right in its sole discretion to review maintenance records, inspect and~ejl:ct
temporarily or permanently, by notice to Contractor, any vehicle Contractor utilizes vihi:;h
City deems unacceptable. In the event any vehicle is rejected temporarily by City as a res lit
of deficient vehicle condition or appearance, $1 DO/day/vehicle in liquidated damages sh 111
be assessed (as described in Section IX) until the condition is corrected satisfactory to Ci y.
13. At the end of the Agreement period Contractor shall again warrant the buses to have be ~n
properly serviced, maintained and in good repair, normal wear and tear excepted.
J. FARES POLICY
1. Fares shall be determined by the City.
2. Drivers may be required to honor special tickets and/or coupons.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
40
3. Contractor shall assure that each patron (if applicable) pays the appropriate fare prior to
being provided transportation service. No change shall be made by ELECTRIC Vv A' lE
personnel.
4. Drivers will, when requested by City, hand out notices promoting city wide e"er ts,
promotions, ridership surveys, and/or activities to passengers or otherwise render assistar ce
to City customer relations, promotion, monitoring and supervisory functions.
K. FARES COLLECTION
1. All fares collected shall be the property of the City.
2. All fares shall be emptied from the farebox daily by the City's insured designee (Brin:s,
Wells Fargo), recorded daily, and deposited in a City designated bank account on a da ly
basis. The amount of the collected fares must correspond to the reported number of
passengers (over 12 years of age) carried. In some instances riders may have special ti ck, :ts
or passes and these should be collected and the difference reflected in the deposit.
3. The Project Manager shall retain all back-up documentation for the reported amount of fal es
collected. Said documentation shall be retained for three (3) years.
4. The City will notify the Contractor 30 days prior to implementing a fare structure. At su ;h
time as the fare structure is established and implemented the City will review the collecti m
procedure with the Contractor to assure acceptable collection procedures and practices as
required by the City.
L. SAFETY PROGRAM
Contractor shall assume full responsibility for assuring that the safety of passengers, operatio lS
personnel, and ELECTRIC WAVE vehicles and equipment are maintained at the highest possille
level. Contractor shall comply with all applicable State of Florida Department of Transport :l.ti, m
and federal safety requirements.
Contractor shall develop, implement and maintain a formal safety program including periodic s:l.fcty
meetings, participation in safety organizations, safety incentives offered by Contractor to driver:; aId
other employees, and participation in risk management activities under the auspices of Contracto"s
insurance carrier or other organization.
Contractor shall provide an outline of said Safety Program, including periodic updates to Cit:r.
Contractor will require all drivers, dispatch personnel, vehicle maintenance mechanics, and
supervisors to participate in the safety program.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
41
M. ROAD SUPERVISION
Contractor shall provide road supervision as required to monitor drivers, vehicles, quality of servi ~e,
and adherence to all established routes and time schedules.
N. ACCIDENT AND INCIDENT PROCEDURES
Contractor shall develop, implement and maintain formal and expedient procedures to respc1nc to
all ELECTRIC WAVE fatalities, accidents, passenger injuries/disturbances, St:rv ce
interruptions/failures, and any/all other interruptions in services which delay service by greate- tl an
30 minutes.
All traffic accidents involving ELECTRIC WAVE vehicles, irrespective of injury, shHll be
immediately reported to the City of Miami Beach Police Department. Contractor will advise Sl ch
agency of the accident and request a police unit to investigate the accident.
The Transportation Coordinator of the City shall be immediately notified by telephone cy he
Contractor of any accident or incident, especially the ones resulting in injury, in lass or damHge to
City and/or private property; WTitten notification shall follow within three working days. T lis
written notification shall describe the sequence of events and include reports by driver, attendant,
witnesses, etc. In addition, the Florida Department of Transportation required verbal notificatlon
of any accident involving the ELECTRIC WAVE within 48 hours after the incident, follow~d by
a written report within 48 hours. Further, fatalities are to be reported verbally to the Flor da
Department of Transportation within 24 hours of the incident, followed with a WTitten report within
the next 24 hours. It will be the responsibility of the City to provide follow up report, both verba Jy
and in writing, within 48 hours of reported incident - applicable to both property damage or fa1ali:y.
O. EMERGENCIES; NATURAL DISASTERS
In the event of an emergency or natural disaster, Contractor shall make available, to the maximlm
extent possible, transportation and communications services and facilities to assist City in
ameliorating such incidents. To the extent City requires Contractor to provide such emeq~er;:;y
services, Contractor shall be relieved of the obligation to fulfill the duties and responsibilit ,es to
operate the ELECTRIC WAVE hereinabove contained. Further, Contractor shall be entitled to be
paid reasonable compensation for providing such emergency services and facilities, pro' lid ed
however, that the amount of such compensation and time of its payment shall be mutually aJ~re ed
upon by Contractor and City following the conclusion of the emergency or disaster, or at such atl er
time as they may mutually agree.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
42
P. OPERATIONS, MAINTENANCE AND VEHICLE CHARGING FACILITIES
The Contractor shall utilize operations, maintenance, and vehicle charging facilities provided by he
City, sufficient to enable the Contractor to effectively manage and operate the ELECTRIC W.'\ \ E.
As a minimum such facility(s) will have the following:
. A dispatch room and supervisor station.
. Facility for setup of maintenance.
. An enclosed work space at the maintenance and operations center that is sufficient to alll 'w
maintenance personnel to service the ELECTRIC WAVE while protected from the weath~r.
. A paved shop floor capable of withstanding the weight of the ELECTRIC WAVE vehlcks.
. Storage facilities for Contractor provided supplies and tools must meet propane stora se
requirements, etc.
. Tire changing equipment or a proposed tire changing subcontractor provided by Contwct, Ir.
. Battery charging equipment installed by Florida Power & Light Company through the Ci y.
. Storage for Contractor's vehicle maintenance (including cleaning supplies) equipment.
. Break room for drivers and staff.
. Showers and restroom facilities.
Respondent should identify which, if any, of the above activities are to be provided off-site orlY
subcontractors. In such cases, the off-site or subcontractor facilities must be identified a: Id
described.
Prior to signing and Agreement with any of the Respondents, the City reserves the right to inspE ct
the Respondent's closest maintenance facility.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
43
Q. RECORDS AND REPORTING
1. GENERAL PROVISIONS
(a) PROJECT RECORDS. The Contractor shall maintain all project recods as
requested by the Transportation Coordinator of the City. All project reco'ds
prepared by the Contractor shall be owned by the City and shall be made availa ,Ie
to the City at no additional charge.
(b) Contractor shall maintain all books, records, documents, accounting ledgers. c nd
similar materials relating to work performed for City under this Agreement on J[le
for at least three (3) years following the date of final payment to Contractor by Ci:y.
The above records retention requirement shall include daily driver logs, as well as 111
other books, records and documents. Any duly authorized representatives of C ty
shall have access to such records for the purpose inspection, audit and copying at
reasonable times during Contractor's usual and customary business hours.
(c) MONTHL Y SUMMARY REPORTS shall be provided to the... TranspOr1ati)ll
Coordinator of the City. Said monthly reports shall be received no later than the 1: th
calendar day of the following month. Monthly report figures shall coincide w th
daily trip sheet totals for the month.
(d) THE FORMAT to be used for operating reports and monthly summaries shall Je
developed by the Contractor and approved by the Transportation Coordinator of t le
City.
(e) The Contractor shall certify as accurate all information given to City.
2. DAIL Y RECORDS/REPORTS
(a) TELEPHONE REPORT: The Transportation Coordinator of the City shall Je
notified by phone of changes of vehicle and/or driver, special runs, interruptil)n )f
service due to inclement weather out-of-service vehicles, emergencies and accicen .s.
(b) DAIL Y DRIVER LOG will be used by each shift of operators, a copy of which is to
be submitted to the City on a weekly basis. The log is the source document for U 5e
in determining the total miles, number of passengers (manually counted) a: ld
passenger categories. Missed miles and missed trips will be determined from the ll.g
by comparing actual daily miles entered into the log against predetermined daily to' al
miles for each vehicle.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
44
(c) DAIL Y DISPATCHER LOGS shall include but not be limited to the follc',w,ng
information: number of incoming calls, type of information requested (restaurar ts,
entertainment, fares, locations, etc.).
(d) F AREBOX REVENUE shall be recorded daily and copy submitted to the City w th
the Monthly Summary Report.
3. MONTHL Y SUMMARY REPORTS
The Project Manager shall prepare and submit to the Transportation Coordinator cf he
City a monthly summary report within fifteen (15) calendar days after the end c f he
operating month. Monthly Summary Reports shall include, but not be limited to:
(a) Monthly report figures shall coincide with daily trip sheet totals for the month.
(b) Monthly totals of the number of passengers carried, and the amount of fares/cOl po 1S
(if applicable) collected.
(c) Vehicles out of service, operational problems or passenger complaints a ld
description of any action taken regarding these problems.
Passenger complaints related to safety or serious operational deficiencies shdl >e
reported to City no later than the next work day following Contractor's receipt )f
complaint.
(d) Reports for the ELECTRIC WAVE shall be broken down by day and tabulatd f )r
the month.
(e) The Summary Report shall also include a recap of the service, summary statistic s f )r
current month, year-to-date, same month last year (when applicable) and perce 1t
change from last year for total system (if applicable). Spreadsheet type graph(s) )f
trends in ridership, passengers per vehicle hour, and service quality measure). It
shall also include problems with service/personnel/accidents, and solutions propostd
for the problems.
4. YEARL Y SUMMARY REPORT for ELECTRIC WAVE shall include but not be limit! d
to miles, hours, passengers and costs itemized by month for each service, including (if
applicable) farebox collections.
5. ACCIDENT REPORTS: Contractor shall make available to City such written reports fne
of charge, for each occurrence.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
45
6. ACCOUNTING
(a) ITEMIZED MONTHLY INVOICE. The Contractor's Project Manager shall subnit,
with the monthly summary report, an itemized monthly invoice to the Transportat on
Coordinator of the City for the services rendered during the reporting period. B'lth
the monthly invoice and the summary report shall be received by the fifteenth ( 15 :h)
day of the subsequent month. The itemized invoice shall follow a format app ~m ed
by the Transportation Coordinator.
(b) NET AMOUNT DUE. The charge for ELECTRIC WAVE circulator service mir us
the time scheduled vehicles were out of service shall be submitted as the amount ( ue
the Contractor. City imposed liquidated damages shall be deducted from t lis
amount.
(c) DEBITS AND CREDITS. The itemized invoice shall be supported by docume lts
as may be required by the Transportation Coordinator of the City to establish that he
amounts are allowable. Debits and credits shall be itemized so that the total rec Uil ed
has an understandable base. Debits would include actual working days total)ler
vehicle by hours, costs for extra runs beyond normal schedules (specify use, dat .~s,
and hours), costs for extra operating hours caused by daylight savings time
adjustments. Credits should be shown for out of serviced hours per vehicle.
(d) OPEN RECORDS. All invoices and related records will be available for inspecti)n
and/or independent audit at the election of the City.
R. EQUIPMENT
The Contractor will provide two 22-foot or comparable vehicles for use in the ELECTRIC W A' 'E
project as an emergency backup. Contractor shall also provide radio communications equipm(:nt to
be used between the dispatch center and the transportation vehicles. Contractor shall be respor sille
for proper maintenance and licensing of said equipment and shall comply with all applicable fede'al
statutes and regulations in connection with such use. Contractor shall be responsibk j or
maintenance of fareboxes (if applicable), and communication failures..
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
46
SECTION IX - SERVICE STANDARDS AND LIQUIDATED DAMAGES
A. SERVICE STANDARDS
Contractor shall strive to provide service in a manner which will maximize productivity and at he
same time maximize customer service, never losing site of specific performance standards.
Contractor and City shall meet periodically to evaluate performance of the system based ur on
these standards. If the standards are not fulfilling their intended purpose, they shall be adjus ed
based upon recommendations made by Contractor with concurrence and final decision by Ci ty.
Should it be found that Contractor's performance has contributed to Contractor's failure to achi, ve
these standards, Contractor shall take all reasonable actions requested by City to correct deficienc .es
in performance. Should deficiencies persist, City may assess monetary penalties.
Service hours will comply with all Electric Wave operational hours established by the Ci cy.
Contractor shall not be held responsible for the failure to provide on time service due to unavoida lIe
vehicle malfunctions, and/or naturally occurring disasters.
Performance standards are as follows:
1. FIXED ROUTE FOR ELECTRIC WAVE CIRCULATOR:
The fixed route will operate on the same circulator route during entire operations for 1 he
purpose of transporting people within the service area, and from and to perifhe'al
garages within the service area.
a. Monday through Wednesday the circulator will run in one direction beginning at
8:00 a.m. until 2:00 a.moo
b. Thursday through Saturday the circulator will run in one direction beginning at 8:)0
a.m. until 4:00 a.m..
c. Sundays and Holidays the circulator will run in one direction beginning at 8:00 a. n.
until 2:00 a.m. The ELECTRIC WAVE will not operate on Christmas Day or Nt W
Year's Day.
d. Average ridership for the first year of operations is conservatively project~d at
550,000 (based on 11 riders per trip).
B. LIQUIDATED DAMAGES
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
47
The following liquidated damages may be imposed at the discretion of the City's Transportat on
Coordinator for each listed infraction. The liquidated damages penalty will be deducted from he
monthly payment due the Contractor for services performed.
1. Should Contractor or any service vehicle be shut down by a cognizant authority, incl ad ng
City, as a result of an unsatisfactory rating by the Florida Department of Transpor:aton
(FDOT) or the City of Miami Beach Police Department (MBPD), the vehicles shut jo :vn
shall not operate and City may penalize the Contractor until a satisfactory report is obtair ed
- $100.00 per vehicle per day.
2. Failure to obtain proper licenses and vehicle inspections and/or failure to comply w th
FDOT/ MBPD mandated requirements - $100.00 per vehicle/driver/occurrence.
3. City reserves the right to review maintenance records, inspect and reject temporaLly or
permanently, by notice to Contractor, any vehicle Contractor utilizes (City own:d,
Contractor owned or leased, as a result of deficient vehicle mechanical condition or
appearance - $100.00 per occurrence.
4. Failure to respond to a wheelchair lift service request within a service day - $100.00 ler
occurrence.
5. Failure to properly tie down a wheelchair-bound client causing the wheelchair to be':Olle
unfastened from one of its tiedown locations - $500.00 per occurrence.
6. Failure to conduct Preventive Maintenance Inspection (PMI) on each vehicle every :,,0)0
miles - $50.00 per occurrence.
7. Driver's action results in damage to the passenger doors/exterior of a City-owned vehic e,
necessitating replacement of logo and/or artwork - $100.00 per occurrence.
8. Transit vehicle is operated with inoperative air conditioning - $50.00 per occurrence.
9. Failure to flat-bed tow an ELECTRIC WAVE vehicle - $500.00 per occurrence.
10. Failure to clean interiors and exteriors of each vehicle as per Physical Mainter an ~e
Schedules (Exhibit C) - $50.00 per occurrence - based upon inspection by the ( it) 's
Transportation Coordinator.
11. Failure to collect data for the ELECTRIC WAVE, including fareboxltokens revenues if
applicable). Failure to submit complete and accurate monthly summary report and billii 19
by the 15th of the following month - $200.00 per month. Monthly report figuresm st
coincide with daily trip sheet totals for the month.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
48
12. Failure to operate the full complement of ELECTRIC WAVE vehicles during any schf:dlled
service - $100.00 per occurrence.
13. Failure to submit accident reports to City's Transportation Coordinator within 24 hour~ of
occurrence - $50.00 each occurrence.
14. Failure to maintain staff level of drivers and dispatch personnel agreed upon be WI :en
Contractor and City - $50.00 per staff person each day there is a shortage of trained :;ta f.
15. In the event of one or more valid passenger complaints related to safety, serious operatio lal
deficiencies or discourtesy are received in any month - $100.00 per occurrence.
City and Contractor shall jointly determine which complaints are valid (i.e. as a result of
Contractor's actions which could have been prevented).
16. Failure of vehicle operator or attendant to wear proper uniform - $25.00 per occurreLce
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
49
RFP NO.:
DATE:
SECTION X - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
50
Proposal Page 1 of 10
PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and a I
proposals, to make awards on all items or any items according to the best interest of the (,i~ ,
and to waive any irregularities in the RFP or in the proposals received as a result of the RFI .
It is also understood and agreed by the proposer that by submitting a proposal, proposer sha I
be deemed to understand and agree than no property interest or legal right of any kind sha I
be created at any point during the aforesaid evaluation/selection process until and unle~s 1
contract has been agreed to and signed by both parties.
(Authorized Signature)
(Date)
(Printed Name)
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
51
Proposal Page 2 of 10
DECLARA TION
TO: Jose Garcia-Pedrosa
City Manager
City of Miami Beach, Florida
day of
,1997.
Submitted this
The undersigned, as proposer, declares that the only persons interested in this proposal are narr ed
herein; that no other person has any interest in this proposal or in the Contract to which this propo ml
pertains; that this proposal is made without connection or arrangement with any other persor; and
that this proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami He, ch
document for the purpose of establishing a formal contractual relationship between the propose: and
the City of Miami Beach, Florida, for the performance of all requirements to which the propo ;al
pertains.
This proposal is accompanied by a Proposal Security in the form of a Cashier's Check in the am01nt
of Fifty Thousand ($50,000.00) Dollars. The City of Miami Beach reserves the right to reject a lY
and all security tendered to the City. Proposal Security will be refunded within thirty (30) days afer
the City of Miami Beach and the accepted proposer have executed the written contract.
The proposer states that the proposal is based upon the documents identified by the folio wi Ig
number: RFP 40-96/98.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/1 0/97
CITY OF MIAMI BEACH
52
Proposal Page 3 of 10
GENERAL INFORMATION
1. Name of Organization:
2. Years in Business:
3. Organization is (check one):
_ Corporation
Joint Venture
_ Partnership
_ Sole Proprietorship
_ Quasi-Public Agency
Association
_ Public Agency
4. Number of Employees and Average Years Experience:
Number
Avg. Yrs.
Management:
Supervisory :
Drivers:
Mechanics:
Office/Administrative:
Other (describe):
5. Major Product Lines or Services (list annual sales volume and percent of total sales by
type of product or service):
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
53
Proposal Page 4 of 10
6. Organization's Credit References (list name, address and telephone number of at lea~t
three (3), including business bank):
a.
b.
c.
7. City, County, State Business License, Permit and/or Franchise Number(s), Dates and
Geographic Areas of Operation (attach):
8. Client Service List (list present or latest client first then others in reverse chronological
order. Use a separate section for each section contract or service period.):_
a. Firm Name:
Street:
City, State, Zip:
Telephone #:
(
)
Length of Service:
to
Year
Month
Month
Y(:ar
Brief Description of Service:
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/1 0/97
CITY OF MIAMI BEACH
54
Proposal Page 5 of 10
b. Firm Name:
Street:
City, State, Zip:
Contact:
Telephone #:
<-)
Length of Service
to
Month
Year
Month
Year
Brief Description of Service:
c. Firm Name:
Street:
City, State, Zip:
Contact:
Telephone #: ( )
Length of Service:
to
Month
Year
Month
Year
Brief Description of Service:
(D se additional sheets, if necessary)
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
55
Proposal Page 6 of 10
PROPOSAL FORM - COST PROPOSAL
YEAR ONE
ELECTRlC WAVE COSTS BASED ON
SERVICE HOURS
FIXED COSTS
Labor:
Management Salaries
Clerical Salaries
Dispatch Salaries
$
Benefits:
Facilities:
Telephone
Maintenance Tools & Equipment
Other Costs:
Radio Maintenance
Supplies Office/Miscellaneous
Physicals
Recruitment
Misc.lOther
Insurance:
TOTAL FIXED COST
$
FIXED MONTHLY RATE
$
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
56
Proposal Page 7 of 10
VARIABLE COSTS
Labor:
Drivers' Wages
Attendants' Wages
~echanics' Wages
$
Benefits:
Payroll Taxes
Health Insurance
Other Specify
~aterials & Supplies
Lubrication Fluids
~aintenance Parts
~aintenance Supplies, etc.
Annual detailing (7 vehicles)
Semi-annual detailing (7 vehicles)
Overhead and Profit:
TOTAL VARIABLE COST
TOTAL COST (~onthly)
$
ANNUAL CONTRACT COST (all services combined) $
REGULAR HOURL Y RATE $
HOURL Y RATE FOR OUT -OF
CONTRACT SERVICES PERFORMED
OUTSIDE NORMAL OPERATING
HOURS $
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
57
Proposal Page 8 of 10
RESPONDENT'S EEO CERTIFICATION
Respondent's Name
Address
Internal Revenue Service Employer Identification Number
GENERAL
Contractor, supplier, or vendor certifies and agrees that all persons employed by such finn, its
affiliates, subsidiaries, or holding companies are and will be treated equally by the firm with<ut
regard to or because of race, religion, ancestry, national origin, or sex and in compliance with III
anti-discrimination laws of the United States of America and the State of Florida. -
1. The Respondent has a written policy statement prohibiting any discrimination in all
phases of employment.
Yes No
2. The Respondent periodically conducts a self-analysis or utilization analysis of its wo:k
force.
Yes No
3. The Respondent has a system for determining if its employment practices are
discriminatory against protected groups.
Yes No
4. Where problem areas are identified in employment practices, the offeror has a systerr f( r
taking reasonable corrective action to include establishment of goals and timetables.
Yes No
Name and Title of Signer
Signature
Date
RFP NO.;
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
58
Proposal Page 9 of 10
ST ART -UP COSTS
(For proposal evaluation purposes only)
Project Supervisor's in-service training (familiarization)
Training for _ drivers and _ dispatchers, plus trainer time
Mechanical set-up
Telephone installation
Radio installation in office and vehicles
Recruitment costs
(Specify how many:
)
Physical examinations
(Specify how many:
)
Office supplies, report forms,
Two months' rent, site development (facilities)
Other costs (specify)
TOTAL START-UP COSTS $
RFP NO.:
DATE:
CITY OF MIAMI BEACH
59
40-96/98 (DRAFT)
2/10/97
$
Proposal Page 10 of 10
REQUEST FOR PROPOSALS NO. 40-96/98
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part II, whichever applies.
Part I: Listed below are the dates of issue for each Addendum received in connection
with this RFP:
Addendum No.1, Dated
Addendum No.2, Dated
Addendum No.3, Dated
Addendum No.4, Dated
Addendum No.5, Dated
Part II:
No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
Date
(Proposer - Name)
(Date)
(Signature)
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
60
Exhibit A
Exhibit B
Exhibit C
Exhibit D
Exhibit E
RFP NO.:
DATE:
SECTION XI - EXHIBITS
Proposed Shuttle Corridor East - West Study
Listing of City-Provided Vehicles and Equipment
Electric Wave Physical Maintenance Schedule
Proposed Stop Locations
RFP Checklist
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
61
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
EXHIBIT A
CITY OF MIAMI BEACH
62
EXHIBIT B
LISTING OF CITY-PROVIDED VEHICLES AND EQUIPMENT
CITY OF MIAMI BEACH -1997
VEHICLES:
Manufacturer:
Manufacture Year:
Performance Specifications:
Maximum Forward Speed
Gradability
Acceleration to 25 mph
Range at constant 25 mph
Energy Efficiency
Seven (7) electric shuttle vehicles
Advanced Vehicle Systems
Chattanooga, Tennessee
1996/1997
42 mph
15 percent*
12 seconds*
60 - 74 miles**
0.9 - 1.4 KWH/mile
*
**
10 mph at curb weight and 0% discharge
Efficiency will vary based on energy density and type battery as well as operatOl
proficiency and duty cycle.
Dimensional Specifications:
Overall length
Overall height
Overall height with Air
Seating Capacity
Door Opening
Wheelchair Capacity
Interior Width
Minimum Floor Height
Turning Radius-Curb
Turning Radius-Wall
Approach Angle
Nominal Curb Weight
GVWR
22 feet
99 inches*
112 inches
22 passengers
36 inches
1 tiedown
89 inches
12 - 13 inches
27 feet
3 1 feet
13 degrees
15,000 pounds**
18,500 pounds
* At normal ride height
** Can vary depending on make and Amp-hour rating of batteries
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
63
EXHIBIT B
EQUIPMENT:
1. Fare Boxes on each vehicle (7)
2. Fire Extinguishers on each vehicle (7)
3. First Aid Boxes on each vehicle (7)
4. Manual Hydraulic Fork Lift (1)
5. Charging equipment (1 - 3 stations - to be determined)
6. Sound system and microphones on each vehicle (7)
7. Spare Battery Packs (3)
8. Interior Battery Chargers (7)
9. Battery removal equipment (2)
10. Spare tire/rim - front (3)
11. Spare tire/rim - back (3)
12. Dispatch radios (10)
13. Destination signs (7)
14. Battery storage/charging rack for AC drive battery packs (3)
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
64
EXHIBIT C
ELECTRIC WAVE PHYSICAL MAINTENANCE SCHEDULE
DAILY MAINTENANCE:
. Pick up and dispose of all litter and debris
. Sweep floors and wet mop as necessary
. Wipe seats
. Clean interior and exterior of all windows
. Wash/wipe off all rails
. Wash exterior of vehicles (important due to salt air and high humidity)
. Remove all graffiti
WEEKL Y MAINTENANCE:
. Hand wash inside and out (Mondays)
. Treat floors and seats with non-oily/non-slippery finish
. Polish all hand rails
OUARTERL Y MAINTENANCE:
In addition to above,
. Check condition of exterior of vehicle for chips, scratches, etc. and repair as needed
. Check floors and stairwells for condition, clean and repair accordingly
. Check passenger seat mountings and tighten as needed
. Check trim on seating, repair or replace as needed
. Clean and treat with preservative: Tires, bumper fascia, door edge guards, plus other rubbeI
or vinyl exterior components.
. Clean door frames and other soiled surfaces
. Clean window sills and other applicable areas, i.e. underseat storage doors, etc.
SIX-MONTH MAINTENANCE:
. Replace any broken window panes
. Clean ceiling and roof vents
. Clean all white surfaces, and kick plates at seats and stairwells
. Tighten all body fittings
YEARLY MAINTENANCE:
. Clean and paint all white surfaces
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/1 0/97
CITY OF MIAMI BEACH
65
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
EXHIBIT D
CITY OF MIAMI BEACH
66
EXHIBIT E
RFP CHECKLIST
Signed original and nine copies of the proposal.
Table of Contents
_ Completed Proposal Pages 1 through 10, including authorized signatures
(General Information Form, Client List, Cost Proposal, EEO Certification, Start Up
Costs, Acknowledgment of Addenda)
Resume of Project Manager and key personnel.
Staffing Plan and Organization Chart.
Wage Schedule and Benefit Program.
Description of Training and Safety Programs.
Operations Description.
Description of Maintenance Program.
Description of Accounting and Reporting
Description of Insurance Program.
Time Schedule.
Submit Certified Financial Statement.
Bid Bond or Certified Check - $50,000.00.
RFP NO.:
DATE:
40-96/98 (DRAFT)
2/10/97
CITY OF MIAMI BEACH
67