Addendum 1 to ITB 2014-154-SR Trolley Operations , A
MIAMIBEACH q- 30-1y
City of Miami Beath, 1700 Convention-Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov
DEPARTMENT OF PROCUREMENT MANAGEMENT
Tel: 305-673-7490 Fax: 786-394-4002
ADDENDUM NO. 1
INVITATION TO BID NO. 2014-154-SR
Turnkey Trolley Operations & Maintenance Services (the ITB)
April 10, 2014
This Addendum to the above-referenced ITB is issued in response to questions from prospective
bidders, or other clarifications and revisions issued by the City. The ITB is amended in the following
particulars only.
1. REVISED: Bid Submittal due date has been extended to Tuesday, April 15, 2014 by 3:00 pm.
2. ATTACHMENTS:
• Revised Bid Price Form
This Revised Bid Price Form supersedes previous versions. Failure to submit the
Revised Bid Price Form shall deem your bid non-responsive.
• Revised Exhibit C Performance Penalties
• Sample Graphic Design for Trolley Vehicles
• Pre-Bid Conference Sign-in Sheet
3. RESPONSES TO QUESTIONS RECEIVED:
Q#1: In Appendix"C", Item C1states the following:
1 Contractor shall provide evidence of at least five (5) years of continuous experience
in the past ten (10) years providing fixed route, fixed schedule, public transportation
services available to the general public with operations of at least 300,000 service
miles per year.
How are we to provide proof of the 300,000 service miles per year?
A#1: The CONTRACTOR shall submit evidence regarding fixed routes managed within
the five (5) years of continuous experience. Evidence includes, but shall not be
limited to the following items: website links, municipality route literature, signed
statements, etc. At a minimum, any referenced material shall include the length in
-miles for each route, hours of operation of the service and number of assigned
vehicles per route. Based on this information the CITY will calculate the number of
service miles provided by the CONTRACTOR.
Q#2: The ITB Specifications for the vehicle requirements lists only Diesel or Alternative Fuel,
can the vehicle be gasoline powered being that a conversion to alternative fuel become
more cost effective utilizing a gas powered vehicle?
A#2: Please reference attached Revised Bid Price Form to this Addendum No. 1.
Q#3: The ITB references "Termination for Convenience" on pages 14 and page 5 of the
contract. This clause allows the City to Terminate with a 30 day notice. Since the Contract
is required to purchase 5 new trolleys with an investment of over $850,000.00. Would the
city consider eliminating the Termination for Convenience clause or create language that
the City would purchase the vehicles at the unamortized amount at the time of
termination?
ITB No.2014-154-SR
Addendum#1
4/10/14
A#3: Article 1, Section 13 of the Agreement is hereby amended as follows:
13. TERMINATION FOR CONVENIENCE. The CITY may also, through its CITY
manager, and for its convenience and without cause, terminate the agreement at any time
during the term by giving written notice to contractor of such termination; which shall
become effective within thirty (30) days following receipt by the contractor of such notice.
If the agreement is terminated for convenience by the CITY, contractor shall be paid for
any services satisfactorily performed up to the date of termination; following which the
CITY shall be discharged from any and all liabilities, duties, and terms arising out of, or by
virtue of, this Agreement.
The CONTRACTOR shall provide an amortization schedule to the CITY within ten
(10) days of contract execution. If the CITY decides to terminate the agreement for
convenience, the CITY will reimburse the CONTRACTOR an amount equal to the
unamortized balance as per the provided schedule. The CITY will then hold title to
all vehicles.
Q#4: The ITB references the "Living Wage" on page 3 of Appendix "A" states that "Bidders shall
be required to pay all employees who provide services pursuant to this Agreement, the
hourly living wage rates". At the Pre-Bid meeting, City staff was uncertain about this
requirement. Could you please provide clarification on the living wage requirement
pursuant to this Agreement?
A#4: Pursuant to Section 2-408 of the Miami Beach City Code, as same may be amended
from time to time, Bidders shall be required to pay all employees who provide
services pursuant to this Agreement, the hourly living wage rates will be $11.28/hr
with health benefits, and $12.92/hr without benefits. In the event that the Living
Wage is increased by the City, the contract cost shall be adjusted accordingly.
Q#5: In the ITB, Appendix "G" Contracts on page 3, Item 7a states that the Performance Bond
shall be equal in volume to the total contract amount. Would the City consider changing
this to read "equal to the total yearly amount" as Surety companies do not want to write
Performance Bonds for more than one year? In addition, the current language does not
allow for a deduction of the contract amount after the first or consecutive years that the
service has been performed.
A#5: Article 1, Section 7.a Performance And Payment Bond is hereby amended as
follows:
Prior to execution of this Agreement, CONTRACTOR shall submit to the CITY (and
therefore maintain and keep in full force and effect throughout the period of time provided
in Section 7. hereof) the required SuFety Performance and Payment Bond (the Bond), as
further set forth in Section 8 hereof. Bond amount shall be equal in volume to the
yearly amount of contract or $1,600,000, whichever is greater, and
will be increased or reduced if route is adjusted.
Q#6: In the ITB, Appendix "G" Contracts on page 3, Item 7c states "The Bond shall continue in
effect for one and one half(1 '/2) years after the end of the Term (or earlier termination of
this Agreement). Would the City reconsider this requirement and at the least change it to
read 90 days?
A#6: Article 1, Section 7.c Performance And Payment Bond is hereby amended as
follows:
ITB No.2014-154-SR
Addendum#1
4/10/14
The Bond shall continue in effect for one (1) year and ^no half(114) yeaFs after the end of
the Term (or earlier termination of this Agreement, as the case may be).
Q#7: In the ITB, Appendix "G", Contracts on page 3, Item 3 states the City, at its sole option
and discretion shall have the option to renew this Agreement. Would the City consider
adding "with Contractors Acceptance"to this paragraph?
A#7: This language is non-negotiable. By signing this Agreement; the CONTRACTOR
accepts the initial five (5) year term as well as two (2) one (1) year periods at the
City's sole discretion. Contractors are reminded that cost adjustments are
allowable under this agreement pursuant to Article 1, Section 5, Cost Adjustments.
Q#8: In the ITB Exhibit C, Performance Penalties, Items 5, 6, 7 and 8 list performance penalties
to the contractor for malfunctions to GPS, WiFi, Radios and Cameras that the contractor
has little or no control over. This items are going to be supplied and maintained and
repaired by a third party and therefore it would be unfair to penalize the contractor for
malfunctions that they have no control over. In addition the contractor does not select the
manufacture or vendor of these options and the City at its sole discretion may have these
options provided pursuant to Exhibit "A" on page 2, item 4. Therefore, we would request
that these items be removed as we have no control over this equipment and or parts and
repairs. If we have to wait for parts or service it could take day or even weeks and to
penalize the contract at a rate of $200 to $250 per day is excessive and unfair to hold the
contractor liable.
A#8: Performance Penalty fees shall only be applied to the equipment supplied and
maintained by the CONTRACTOR. Please reference the attached Revised Exhibit C
Performance Penalties in this Addendum No. 1.
Q#9: In the ITB Exhibit C, Performance Penalties, Item #10 Safety states $500 per Recorded
Event. Please clarify what a recorded event is?
A#9: Please reference the attached Revised Exhibit C Performance Penalties in this
Addendum No. 1.
Q#10: In the ITB Exhibit C, Performance Penalties, Item #11, we feel that the City is looking to
profit by Performance Penalties and we believe that should not be the intent. In an event
where we are fined, we not only have to pay that fine but now it is triple because the city
wants an amount equal to double the fine. Unfair, please reconsider as this fine may not
have any effect on the performance provided by the contractor.
A#10: Please reference the attached Revised Exhibit C Performance Penalties in this
Addendum No. 1. Please note that this Performance Penalty has been removed.
Q#11: In the ITB Exhibit C, Performance Penalties, Item 12 Reliability states that 95% on-time
performance or the fee of$100 per event is clearly excessive and should be eliminated in
its entirety. A schedule of times has not been provided and therefore the contractor cannot
agree to something that we do not know is possible. Additionally, on-time performance of
being later than five minutes at any stop location can be affected by traffic, construction,
weather, police activity, accidents and many more. Once a vehicle is late at the first stop,
unless we have a recovery time built into the routes, the vehicle could be late for every
stop for the balance of the day. This item is clearly unfair and excessive and should be
removed until such time as the contractor is given the proper information on routes and
ITB No.2014-154-SR
Addendum#1
4/10/14
times to determine if they are doable in the time allowed and clarification on unforeseen
circumstances that may affect the on time performance.
A#11: Please reference the attached Revised Exhibit C Performance Penalties in this
Addendum No. 1. Please note that a daily maximum has been specified.
Q#12: In the ITB Appendix "E" Bid Tender Form requires the form to be completed in its entirety.
Category B- may not be an option due to lead time for delivery and Alternative for low
Floor is not an option that can be accomplished with the projected lead time. Please
clarify.
A#12: Please reference the attached Revised Bid Price Form in this Addendum No. 1.
Q#13: It has been indicated that the projected startup date will be September 1, 2014 and may
be July 1, 2014 with used or other vehicles. This option would require the contractor to
purchase an additional fleet of vehicles for a short period of time and would be very costly
to the contractor, therefore we would request further clarification on this issue that is being
addressed in Exhibit "A", item number 5.
A#13: Interim vehicles are not required for the bid and are at the Contractor's option,
subject to the approval by the City. Exhibit A, Section 5 of the bid is hereby
amended as follows:
TROLLEY DELIVERY. The CONTRACTOR shall be required to provide proof of
purchase of the (5) NEW vehicles upon execution of this Agreement or within
ten (10) days after the execution of this Agreement. The Contractor shall be
required to have four (4) new trolley vehicles and one (1) spare in operation by
no later than October 31, 2014, unless any change in the service
commencement date is approved by the City. The CITY shall pay a performance
premium of twenty percent (20%) of operation cost for all new trolley vehicles
for the period of service in operation prior to October 31, 2014. If the (5) NEW
TFE)Iley vehinleG are net available U POR the nnmm eRt �,f o Nice
-,��—P �-�„T�—�� epser���c�� The
CONTRACTOR may be allowed to operate used trolley vehicles or other vehicles at
the CONTRACTOR's option and at the CITY's sole discretion and approval for any
period prior to October 31, 2014.
Q#14: In communicating with the approved manufacturers of the trolleys, we are being told that
delivery is currently 4-6 months but experience has been in the past the this lead time is
only an estimate and we may receive the first vehicle in that time frame but if other fall
outside the estimated lead time due to no control of contractor, will there be a penalty?
Please provide additional clarification on the start date as we will need additional time
once vehicles are delivered to install vehicle wraps, GPS, Radios, Wifi and other required
equipment along with getting vehicles permitted properly with Miami-Dade County.
A#14: Please reference Answer A#13 in this Addendum No. 1.
Q#15: Exhibit "A" page 1 requires the contractor to be responsible for exterior signage, what type
of signage will be required. If the city elects to utilize a full wrap, will the design be
supplied by the city? Can you provide a draft of what may be needed for costing
purposes?
A#15: In addition to any signage required by regulatory agencies, the CONTRACTOR shall
be responsible for providing all interior and exterior signage required for the proper
operation of the vehicles, including but not limited to the following:
ITB No.2014-154-SR
Addendum#1
4/10/14
• ADA sign
• Trolley ID number sign
• Let the bus back in sign
• No food, drinks or music allowed sign
• Surveillance sign
• Lift capacity sign
• Customer service number sign
• This vehicle stops frequently sign
All signage must be approved by the City prior to installation. In addition, the
CONTRACTOR shall be responsible for the painting of the vehicle's exterior as
designed by the CITY. Please reference the attached Sample Graphic Design for
Trolley Vehicles in this Addendum No. 1.
Q#16: In the ITB Minimum Requirements C1, item 2a requires the operations manager and road
supervisors to have at least two years of experience with fixed route, fixed scheduled,
public transportation services within last ten years. We would like to request that this be
amended to read only "transportation experience" as many qualified management
personnel may not have fixed route or fixed schedule experience but our project
managers and other executive staff clearly meets this criteria.
A#16: This language is non-negotiable. The CONTRACTOR shall be required to show that
the personnel directly responsible for overseeing the system has the adequate
experience working with similar systems (fixed route, fixed schedule, public
transportation).
Any questions regarding this Addendum should be submitted in writing to the Procurement
Management Department to the attention of the individual named below, with a copy to the City Clerk's
Office at RafaelGranado @miamibeachfl.gov
Contact: Telephone: Email:
Sandra M. Rico 305-673-7000 ext. 6230 SRico @miamibeachfl.gov
Proposers are reminded to acknowledge receipt of this addendum as part of your RFQ submission.
Potential proposers that have elected not to submit a response to the RFP are requested to complete
and return the "Notice to Prospective Bidders" questionnaire with the reason(s) for not submitting a
proposal.
Sincerely,
For: Alex Denis
Procurement Director
ITB No.2014-154-SR
Addendum#1
4/10/14
ADDENDUM NO. 1
APPENDIX E
REVISED BID PRICE FORM
Failure to submit th1s;Brd Price Farm>In i!ts e'ntrrety and fully executed by the deadlrne established for the
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'"Al T � �receipt of:bids.well result it bid`being deemed non res�onsivea�be�ng_ce�ectedR _
Bidder affirms that the prices stated on the Bid price form below represents the entire cost of the items in full
accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements
stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery
delays,taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been
exercised by the City Manager in advance. The Bid Price Form shall be completed mechanically or, if manually, in
ink. Bid Price Forms completed in pencil shall be deemed non-responsive.All corrections on the Bid Price Form
shall be initialed.
ALL RATES SHALL BE SUBMITTED ON PER SERVICE HOUR* BASIS.
DIESEL OR GASOLINE POWERED TROLLEY SYSTEM:
M.
AR
Uteri #ion:; �� f°U f M -.Unit Cost
Turnkey diesel OR gasoline powered trolley services on a per hour basis to include all SERVICE
equipment,fuel,maintenance,operations,licensing,insurances,and any other incidental HR
items or fees required for a fully functioning trolley service.
*Service Hour is defined as the measure of scheduled hours of service available to the public
for transport on the routes, equivalent to one transit vehicle traveling in one hour in revenue
service,excluding deadhead hours.
INDICATE TROLLEY;VEHICLE
MAKE AND MODEL HERE. ,
INDICATE VEHICLEIANUFACTURING
"� :PLEAD TIME.HERE. `
5
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IONA ADD $
� OPTL�4DD A LT ERNATE No 1 r�
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LOW FLOQR TROLLEY CAR TO PER SERVICE HOUR UNIT COST ABOVE
LE
i<
OPTIONAL ADD ALTERNATE No 2. ADD $
f r ALTERNATIVE FUEL PQWERED k TO PER SERVICE HOUR UNIT COST ABOVE
TROLLEYSYStEM*
* If Optional Add Alternate 2 is provided,submit specifications of alternative fuel system proposed.
B;tlder's Affr fl"atro_n _
Company:
Authorized Representative:
Address:
Telephone:
Email:
Authorized Representative's Signature:
Miami Beach
ITB 2014-154-SR
Appendix E—Page 1
ADDENDUM NO. 1
REVISED EXHIBIT C
PERFORMANCE PENALTIES
CONTRACTOR acknowledges that time is of the essence with respect to CONTRACTOR'S timely and
continuous performance of the Services, and that upon failure of CONTRACTOR at any time during the
Term to perform the Services within any time periods specified under this Agreement (including, without
limitation, failing to timely and continuously comply with the required schedules and hours of operation
for the Project), CONTRACTOR shall pay to the CITY the sums specifically set forth herein. Performance
Penalties are hereby fixed and agreed upon between the parties, recognizing the impossibility of
precisely ascertaining the amount of damages that will be sustained by the CITY as a consequence of the
CONTRACTOR's failure to meet the minimum performance standards set forth in Exhibit A and the
resulting deterioration in service, and both parties desiring to obviate any question of dispute
concerning the amounts of said damages. The CITY shall have the right to deduct from and retain out of
moneys which may be then due (or which may become due and payable), to CONTRACTOR, the amount
of such Performance Penalties, and the CONTRACTOR shall pay in full such Performance Penalties.
The CONTRACTOR shall take all reasonable actions requested by the CITY to promptly correct any
deficiencies in performance. Upon determination by the CITY of a failure to meet an established
performance measure, a written notification will be delivered to the CONTRACTOR's home office, with a
copy to its local Project Manager. Performance Penalties will not be applied without the CONTRACTOR
receiving a written notice specifying the issue and detailing the time and nature of the occurrence.
In the event that the CONTRACTOR fails to meet any performance standard established under this
contract, adjustments in the CITY payment to the CONTRACTOR will be made as described below. The
cumulative amount paid by the CONTRACTOR for performance penalties shall not exceed $250 per
day(based on four vehicles in operation, 16 hours per day).
For the Purposes of this Agreement, a Recorded Event is an event that is reported and/or recorded by
any means (including, but not limited to, passenger complaints, resident/visitor emails and/or phone
calls, CITY personnel observation, security camera recordings, mobile application feedback, citations,
incident reports, etc.).
1. Uniforms:
• $50 per Recorded Event(First Event)
• $100 per Recorded Event (Any Event Thereafter within a one month period)
• Drivers shall be properly uniformed and groomed, 100% of the time. Driver shall wear the CITY
approved uniform at all times.
2. Service Interruption Reporting Requirements(failure to submit clear and accurate written reports
within 24 hours after a service interruption occurs):
• $250 per recorded omission (Any case in excess of one report omission per month)
ITB 2014-154-SR EXHIBIT C PAGE 1
3. Monthly Reporting Requirements (failure to submit clear and accurate monthly reports
(Including but not limited to Ridership Reports, Service Miles Reports and Service Hours Reports]:
• $250 per recorded omission (Any case in excess of one event per year)
4. Graffiti/Tagging:
• $100 per recorded Event (Any case in excess of twenty-four hours of reported issues being
unresolved)
5. GPS Malfunction or Omission*:
• $200 per recorded event (Any case in excess of one day without tracking services per month,
unless due to a major natural disaster/emergency)
6. Wi-Fi Malfunction or Omission*:
• $200 per recorded event (Any case in excess of one day without tracking services per month,
unless due to a major natural disaster/emergency)
7. Surveillance Cameras Malfunction:
• $100 per recorded event (Any case in excess of one day without video surveillance per month,
unless due to a major natural disaster/emergency)*
8. Sanitation:
• $100 per recorded Event (Any case in excess of one event per month)
9. Safety:
• $100 per recorded Event (Any case in excess of one traffic citation)
• CONTRACTOR shall report all traffic citation incidents within three (3) days of citation date.
Failure to report citations to the CITY shall result in doubling the penalty amount to $200 for each
citation that is not reported on a timely basis.
10. Reliability:
Y
• 95%on-time performance (no more than 5 minutes late at any stop location).
• Fee will be$100 per event (in excess of the above). Specific procedures to collect supporting data
will be set during contract start-up.
*Performance Penalties for GPS Malfunction or Omission and/or Wi-Fi Malfunction or Omission shall only
be applied in the event that the CONTRACTOR supplies and maintains said equipment.
ITB 2014-154-SR EXHIBIT C PAGE 2
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CITY OF MIAMI BEACH
PRE-BID MEETING
SIGN-IN SHEET
DATE: April 2, 2014
RFP No.: ITB 2014-154-SR
TITLE: TURNKEY TROLLEY OPERATIONS AND MAINTENANCE SERVICES
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Sandra Rico Procurement- CMB 305-673-7000 786-394-4404
srico@miamibeachfl. ov ext. 6230
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ITB 2014-154-SR PAGE OF
CITY OF MIAMI BEACH
PRE-BID MEETING
SIGN-IN SHEET
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ITB 2014-154-SR PAGE OF
INVITATION TO BID ITB
TURNKEY TROLLEY OPERATIONS AND MAINTENANCE SERVICES
ITB No. 2014-154-SR
BID ISSUANCE DATE: MARCH 27, 2014
BID DUE: APRIL 14, 2014 @ 3:00 PM
ISSUED BY:
in
M[AMIBEACH .
Sandra M. Rico, Senior Procurement Specialist
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive, Miami Beach, FL 33139
305.673.7000 x 6230 1 Fax: 786.373.4404 1 srico @miamibeachfl.gov
www.miamibeachfl.gov
I
I
BEACH
TABLE OF CONTENTS
SOLICITATION SECTIONS: PAGE
0100 NOT UTILIZED ........................................................................................................N/A
0200 INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS........................................3
0300 BID SUBMITTAL INSTRUCTIONS & FORMAT..........................................................15
APPENDICES:
APPENDIX A BID CERTIFICATON, QUESTIONNAIRE AND AFFIDAVITS
APPENDIX B "NO BID" FORM
APPENDIX C MINIMUM REQUIREMENTS &SPECIFICATIONS
APPENDIX D SPECIAL CONDITIONS
APPENDIX E BID TENDER FORM
APPENDIX F INSURANCE REQUIREMENTS
APPENDIX G CONTRACT& EXHIBITS
ITB 2014-154-SR 2
I
t 11A ) E
SECTION 0200 INSTRUCTIONS TO BIDDERS
1.GENERAL.
This Invitation to Bid (ITB) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective
Bidders to submit their qualifications, proposed scopes of work and cost proposals(the"bid")to the City for the City's
consideration as an option in achieving the required scope of services and requirements as noted herein. All
documents released in connection with this solicitation, including all appendixes and addenda, whether included
herein or released under separate cover, comprise the solicitation, and are complementary to one another and
together establish the complete terms, conditions and obligations of the Bidders and, subsequently, the successful
Bidders(s) (the"contractor[s]") if this ITB results in an award.
The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation
opportunities and document fulfillment, including the issuance of any addendum to this ITB. Any prospective Bidder
who has received this ITB by any means other than through PublicPurchase must register immediately with
PublicPurchase to assure it receives any addendum issued to this ITB. Failure to receive an addendum may
result in disqualification of bid submitted.
2. PURPOSE.
The purpose of this ITB is to establish a contract for fixed route, fixed schedule public transportation services to
enhance mobility in the North Beach area of Miami Beach. The Successful Bidder shall provide public transportation
services on a full turn-key basis, tentatively commencing in July 2014. The service will operate seven (7) days a
week for 16 hours a day, unless modified by the City.
The Bidder shall provide the required vehicles, drivers, dispatchers, fuel, storage, operation, maintenance, repairs,
bonds, and insurances. The Service shall comply with the system specifications and service standards described
herewith, any and all Federal, State, County, and City laws applicable to this service, providing management,
technical and operating personnel and services necessary for the operation of the City's fixed route(s)trolley system.
All services shall be subject to the control of the City and coordinated by the City.
3.SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows:
ITB Issued March 27, 2014
Non-Mandatory Pre-Bid Meeting Wednesday,April 2, 2014 @ 1:00 PM
Deadline for Receipt of Questions April 7, 2014 by 3:00 PM
Responses Due Monday,April 14, 2014 @ 3:00 PM
Tentative Commission Approval Authorizing Award April 23, 2014
3. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact named herein, in writing, with a copy to the City Clerk's Office, Rafael E. Granado via e-mail:
RafaelG ran ado c-�rniamibeachfl.gov ; or facsimile: 786-394-4188. The Bid title/number shall be referenced on all
correspondence. All questions or requests for clarification must be received no later than seven (7) calendar days
prior to the date bids are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to
all prospective Bidders in the form of an addendum.
Procurement Contact: Telephone: Email:
Sandra M. Rico, Sr. Procurement Specialist 305.673.7000 x 6230 srico @miamibeachfl.gov
ITB 2014-154-SR 3
MIAMI BEACH
4. PRE-BID MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-bid meeting or site visit(s)
may be scheduled.
A Non-Mandatory Pre-Bid conference will be held as scheduled in Solicitation Timeline above at the following
address:
City of Miami Beach
City Hall -4th Floor
City Manager's Large Conference Room
1700 Convention Center Drive
Miami Beach, Florida 33139
Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not
mandatory. Bidders interested in participating in the Pre-Bid Submission Meeting via telephone must follow these
steps:
(1) Dial the TELEPHONE NUMBER: 1-888-270-9936(Toll-free North America)
(2) Enter the MEETING NUMBER: 1142644
Bidders who are interested in participating via telephone should send an e-mail to the contact person listed in this
ITB expressing their intent to participate via telephone.
5. PRE-BID INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are
not binding on the City and will be without legal effect, including any information received at pre-bid meeting or site
visit(s). Only questions answered by written addenda will be binding and may supersede terms noted in this
solicitation.Addendum will be released through PublicPurchase.
6. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised
and until an award recommendation has been forwarded to the City ommission b the City Manager are under the
Y Y Y 9
"Cone of Silence." The Cone of Silence ordinance is available at the following website:
http://library.municode.com/index.aspx?clientiD=13097&stateID=9&statename=Florida.
Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly
prohibited with the of exception communications with the Procurement Director, or his/her administrative staff
responsible for administering the procurement process for this solicitation providing said communication is limited to
matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be
submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at
rafaelgranado@miamibeachfl.gov.
7. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following
ordinances/resolutions, which may be found on the City Of Miami Beach website:
http://web.miamibeachfl.gov/procuremenUscroll.aspx?id=23510
• CONE OF SILENCE..................................................................... CITY CODE SECTION 2-486
• PROTEST PROCEDURES............................................................ CITY CODE SECTION 2-371
• DEBARMENT PROCEEDINGS....................................................... CITY CODE SECTIONS 2-397 THROUGH 2-485.3
• LOBBYIST REGISTRATION AND DISCLOSURE OF FEES.................. CITY CODE SECTIONS 2-481 THROUGH 2-406
• CAMPAIGN CONTRIBUTIONS BY VENDORS................................... CITY CODE SECTION 2-487
• CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT
ISSUES...................................................................................... CITY CODE SECTION 2-488
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• REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL
BENEFITS-FOR DOMESTIC PARTNERS.......................................... CITY CODE SECTION 2-373
• LIVING WAGE REQUIREMENT...................................................... CITY CODE SECTIONS 2-407 THROUGH 2-410
• LOCAL PREFERENCE FOR MIAMI BEACH-BASED VENDORS......... CITY CODE SECTION 2-372
• PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND
CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE-
DISABLED VETERAN BUSINESS ENTERPRISES............................. CITY CODE SECTION 2-374
• FALSE CLAIMS ORDINANCE......................................................... CITY CODE SECTION 70-300
• ACCEPTANCE OF GIFTS,FAVORS&SERVICES.............................. CITY CODE SECTION 2-449
8. EXAMINATION OF SOLICITATION DOCUMENTS AND SITE: It is the responsibility of each Bidder, before
submitting a Bid, to:
• Examine the solicitation thoroughly.
• Visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress,
performance or furnishing of the Work.
• Take into account federal, state and local (City and Miami-Dade County) laws, regulations, permits, and
ordinances that may affect costs, progress, performance, furnishing of the Work, or award.
• Study and carefully correlate Bidder's observations with the solicitation.
• Notify the Procurement Director of all conflicts, errors or discrepancies in the solicitation of which Bidder
knows or reasonably should have known.
• The submission of a Bid shall constitute an incontrovertible representation by Bidder that Bidder has
complied with the above requirements and that without exception, the Bid is premised upon performing and
furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope
and detail to indicate and convey understanding of all terms and conditions for performance and furnishing
of the Work.
9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF BIDS. The City reserves the right to postpone the deadline
for submittal of bids and will make a reasonable effort to give at least three (3) calendar days written notice of any
such postponement to all prospective Bidders through PublicPurchase.
10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the bid due
date in accordance with City Code Section 2-371, which establishes procedures for protested bids and proposed
awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-371
shall be barred.
11. MIAMI BEACH-BASED VENDORS PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3747, a preference will be given to a responsive and responsible Miami Beach-based vendor, who is within five
percent (5%) of the lowest and best bidder, an opportunity of providing said goods or contractual services for the
lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2) or
more Miami Beach-based vendors constitute the lowest bid for a competitively bid purchase, and such bids are
responsive and otherwise equal with respect to quality and service, then the award shall be made to the Miami
Beach-based vendor having the greatest number of its employees that are Miami Beach residents. Whenever, two or
more Miami Beach-based vendors have the same number of its employees that are Miami Beach residents, then the
award shall be made to the Miami Beach- based vendor who is certified by Miami-Dade County as a Minority or
Women Business Enterprise.
ITB 2014-154-SR 5
UtI , 1E
12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011-
3748, the City shall give a preference to a responsive and responsible bidder which is a small business concern
-owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within
five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or
contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the
adjusted prices of two (2)or more bidders which are a small business concern owned and controlled by a veteran(s)
or a service-disabled veteran business enterprise constitute the lowest bid pursuant to an ITB or oral or written
request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and
service, then the award shall be made to the service-disabled veteran business enterprise.
13. CONTRACT PRICE. Bid Price is to include the furnishing of all labor, materials, equipment including tools,
services, permit fees, applicable taxes, overhead and profit for the completion of the Work except as may be
otherwise expressly provided in the solicitation.
14. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest
responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the ITB will be recommended
for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the
City Manager for his consideration. After considering the staff recommendation for award, the City Manager shall
exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems
to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) and,
may approve or reject the City Manager's recommendation(s). The City Commission may also reject all bids
received. In determining the lowest and best bidder, and in addition to price, Section 2-369 of the City Code provides
that the City may consider the following:
• The ability, capacity and skill of the bidder to perform the Contract.
• Whether the bidder can perform the Contract within the time specified,without delay or interference.
• The character, integrity, reputation,judgment, experience and efficiency of the bidder.
• The quality of performance of previous contracts.
• The previous and existing compliance by the bidder with laws and ordinances relating to the
Contract.
15. MULTIPLE AWARD.The City may award up to three vendors(primary,secondary,tertiary),as available, by line item, by
group or in its entirety. The City will endeavor to utilize vendors in order of award. However,the City may utilize other vendors
in the event that: 1)a contract vendor is not or is unable to be in compliance with any contract or delivery requirement;2)it is in
the best interest of the City to do so regardless of reason.
16. BINDING CONTRACT. The signed bid shall be considered an offer on the part of the bidder, which offer shall be
deemed accepted upon award of the bid by the City Commission. The City Commission's selection or approval of
the City Manager's recommendation shall constitute a binding Contract between the City and the awarded bidder(s).
The Contract shall include the solicitation, any and all addenda issued by the City and the Bid submitted the by
bidder. In any discrepancy between the documents, the order of preference shall be as follows: 1) Addendum in
reverse order of release; 2) Solicitation; 3) Bid. In case of default on the part of the successful bidder, the City may
procure the items or services from other sources and hold the bidder responsible for any excess cost occasioned or
incurred thereby.
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17. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods
and services specifically listed in this solicitation from the contractor. However, the City reserves the right to
purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis
through the City's spot market purchase provisions.
18. GENERAL TERMS AND CONDITIONS. It is the responsibility of the Bidder to become thoroughly familiar with
the Bid requirements, terms and conditions of this solicitation. Ignorance by the Bidder of conditions that exist or that
may exist will not be accepted as a basis for varying the requirements of the City, or the compensation to be paid to
the Bidder.
19. ACCEPTANCE OR REJECTION OF BIDS. The City reserves the right to reject any or all bids prior to award.
Reasonable efforts will be made to either award the Contract or reject all bids within one-hundred twenty (120)
calendar days after bid opening date. A Bidder may not withdraw its bid unilaterally nor change the Contract Price
before the expiration of one hundred and twenty (120) calendar days from the date of bid opening. A Bidder may
withdraw its bid after the expiration of one hundred twenty (120) calendar days from the date of bid opening by
delivering written notice of withdrawal to the Department of Procurement Management prior to award of the Bid by
the Mayor and City Commission.
20. ALTERNATE RESPONSES MAY BE CONSIDERED. The City may consider one (1) alternate response from
the same Bidder for the same formal solicitation; provided, that the alternate response offers a different product that
meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the
Bidder shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall
be placed in the same response. This provision only applies to formal solicitations for the procurement of goods,
services, items, equipment, materials, and/or supplies.
21.AMERICAN WITH DISABILITIES ACT. To request this material in accessible format, sign language interpreters,
information on access for persons with disabilities, and/or any accommodation to review any document or participate
in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY)
five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service).
22. ANTI-DISCRIMINATION. The bidder certifies that he/she is in compliance with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
23. ASSIGNMENT. The successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the
contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to
any person, company or corporation, without the prior written consent of the City.
24. AUDIT RIGHTS AND RECORDS RETENTION. The Successful Bidder agrees to provide access at all reasonable
times to the City, or to any of its duly authorized representatives, to any books, documents, papers and records of Contractor
which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The
Successful Bidder shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract
for three(3)years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal
to comply with this condition shall result in the immediate cancellation of this contract by the City.
25. BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE. Bid Bonds, when required, shall be
submitted with the bid in the amount specified in the Special Conditions. After acceptance of the bid, the City will
notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in the
Special Conditions.
ITB 2014-154-SR 7
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26. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated, must show purchase order numbers and shall
be submitted to the ordering City department.
27. CANCELLATION. In the event any of the provisions of this Bid are violated by the bidder, the City shall give
written notice to the bidder stating such deficiencies and, unless such deficiencies are corrected within ten (10)
calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in
default and terminate same, without further notice required to the bidder. Notwithstanding the preceding, the City,
through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without
cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior
written notice to the bidder.
28. CITY'S RIGHT TO WAIVE OR REJECT BIDS. The City Commission reserves the right to waive any
informalities or irregularities in this Bid; or to reject all bids, or any part of any bid, as it deems necessary and in the
best interest of the City of Miami Beach.
29. CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS. If a bidder is in doubt as to the true meaning of
the Bid specifications, or other Bid documents, or any part thereof, the bidder must submit to the City, at least seven
(7)calendar days prior to the scheduled Bid opening date, a request for clarification.
Any interpretation of the Bid, including, without limitation, responses to questions and request for clarification(s)from
bidders, will be made only by Addendum duly issued by the City. In the event of conflict with the original
specifications, the Addendum shall supersede such specifications, to the extent specified. Subsequent Addendum
shall govern over prior Addendum only to the extent specified. The bidder shall be required to acknowledge receipt
of any and all Addendum, and filling in and signing in the spaces provided in section 5.0,
Acknowledgements/Affidavits. Failure to acknowledge Addendum may deem a bid non-responsive.
The City will not be responsible for explanations, interpretations, or answers to questions made verbally or in writing
by any City representative, unless issued by the City via formal written Addendum to this Bid.
Any questions or clarifications concerning the Bid shall be submitted in writing to the Department of Procurement
Management(DPM), 1700 Convention Center Drive, Miami Beach, FL 33139 with a copy to the City Clerk.
30. COLLUSION. Where two (2)or more related parties each submit a bid or bids for any contract, such bids or bids
shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to
the extent of ownership, control and management of such related parties in the preparation and submittal of such bid
or bids. "Related parties" means bidders or the principals thereof which have a direct or indirect ownership interest in
another bidder for the same contract, or in which a parent company or the principals thereof of one(1) bidder have a
direct or indirect ownership interest in another bidder for the same contract. Bid or bids found to be collusive shall be
rejected. Bidders who have been found to have engaged in collusion may also be suspended or debarred, and any
contract resulting from collusive bidding may be terminated for cause.
31. CONDITION AND PACKAGING. Bidder guarantees items offered and delivered to be the current standard
production model at time of bid and shall offer expiration dating of at least one year or later. Bidder also guarantees
items offered and delivered to be new, unused, and free from any and all defects in material, packaging and
workmanship and agrees to replace defective items promptly at no charge to the City of Miami Beach, for the
manufacturer's standard warranty but in no case for a period of less than 12 months from date of acceptance. All
containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.
ITB 2014-1 5 -SR 8
MIAMBEACH
32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the
stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been
awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by
the City and the contractor.
33. DELIVERY. Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of
days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time
may become a basis for making an award. Delivery shall be within the normal working hours of the City using
Department, Monday through Friday, excluding holidays. Receiving hours are Monday through Friday, excluding
holidays,from 8:30 A.M. to 4:00 P.M.
34. DELIVERY TIME. Bidders shall specify in the attached Bid Form, the guaranteed delivery time (in calendar days)
for each item. It must be a firm delivery time; no ranges(For example, 12-14 days)will be accepted.
35. DEMONSTRATION OF COMPETENCY.
A. Pre-award inspection of the bidder's facility may be made prior to the award of contract.
B. Bids will only be considered from firms which are regularly engaged in the business of providing the goods
and/or services as described in this Bid.
C. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and
have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform
the services if awarded a contract under the terms and conditions of this Bid.
D. the terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and
well established company in line with the best business practices in the industry, and as determined by the
City of Miami Beach.
E. The City may consider any evidence available regarding the financial, technical, and other qualifications and
abilities of a bidder, including past performance (experience), in making an award that is in the best interest
of the City.
F. The City may require bidders to show proof that they have been designated as authorized representatives of
a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also
require material information from the source of supply regarding the quality, packaging, and characteristics
of the products to be supply to the City. Any material conflicts between information provided by the source
of supply and the information contained in the bidder's bid may render the bid non-responsive.
G. The City may, during the period that the contract between the City and the successful bidder is in force,
review the successful bidder's record of performance to ensure that the bidder is continuing to provide
sufficient financial support, equipment, and organization as prescribed in this bid. Irrespective of the
bidder's performance on contracts awarded to it by the City, the City may place said contracts on
probationary status and implement termination procedures if the City determines that the successful bidder
no longer possesses the financial support, equipment, and organization which would have been necessary
during the bid evaluation period in order to comply with the demonstration of competency required under this
subsection.
36. DISPUTES. In case of any doubt or difference of opinion as to the items and/or services(as the case may be)to
be furnished hereunder,the decision of the City shall be final and binding on all parties.
ITB 2014-1 5 -SR 9
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37. DISPUTES. In the event of a conflict between the Bid documents, the order of priority of the documents shall be
as follows:
A. Any contract or agreement resulting from the award of this Bid; then
B. Addendum issued for this Bid, with the latest Addendum taking precedence; then
C. The Bid; then
D. The bidder's bid in response to the Bid.
38. DEFAULT. Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such
award is made, may result in forfeiture of that portion of any bid surety required as Performance Penalties incurred
by the City thereby; or, where surety is not required, failure to execute a contract as described above may be
grounds for removing the bidder from the City's bidders list.
39. E EQUIVALENTS. If a bidder offers makes of equipment or brands of supplies other than those specified in the Bid
Q Pp p
specifications, he must so indicate in his bid. Specific article(s) of equipment/supplies shall conform in quality,
design and construction with all published claims of the manufacturer.
The bidder shall indicate in the Bid Form the manufacturer's name and number if bidding other than the specified
brands, and shall indicate ANY deviation from the specifications as listed in the Bid. Other than specified items
offered requires complete descriptive technical literature marked to indicate detailed conformance with
specifications, and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS
INFORMATION. THE CITY SHALL BE THE SOLE JUDGE OF EQUALITY AND ITS DECISION SHALL BE FINAL.
Note as to Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides
as to a standard of acceptable product quality level only and should not be construed as an endorsement or a
product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that
product(s)offered conform with or exceed quality as listed in the specifications.
40. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears
to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the
City.
41. EMERGENCY RESPONSE PRIORITY. It is hereby made a part of this solicitation that before, during, and after a
public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach,
Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this
solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are
protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue
of submitting a response to this solicitation, vendor agrees to provide all award-related goods and services to the
City on a"first priority" under the emergency conditions noted above.
42. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No
guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is
not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon
the City's actual needs and/or usage during a previous contract period. The City may use said estimates for
purposes of determining whether the low bidder meets specifications.
43. EXCEPTIONS TO BID. Bidders are strongly encouraged to thoroughly review the specifications and all
conditions set forth in this Bid. Bidders who fail to satisfy the requirements in this Bid, may be deemed non-
responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of
the requirements set forth in this Bid and you are proposing alternatives and/or exceptions to said requirements, you
ITB 2014-l 54-SR 10
f
MIAMI BEACH
must notify the Procurement Office, in writing, at least five (5) days prior to the deadline for submission of bids. The
City reserves the right to revise the scope of services via Addendum prior to the deadline for receipt of bids.
44. FACILITIES. The City, through its City Manager or his/her authorized designee, reserves the right to inspect the
bidder's facilities at any time, upon reasonable prior written or verbal notice.
45. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all Bid including, without limitation, any
and all information and documentation submitted therewith, are exempt from public records requirements under
Section 11 9.07(l), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides
notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally,
Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to
(a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in
order to perform the services; (b) provide the public with access to public records on the same terms and conditions
that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter
or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for
retaining public records and transfer, at no cost, to the .public agency all public records in possession of the
contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential
and exempt from public records disclosure requirements. All records stored electronically must be provided to the
public agency in a format that is compatible with the information technology systems of the public agency.
46. F.O.B. DESTINATION. Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the
bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price,
unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid.
47. GRATUITIES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official,
employee, contractor, or agent of the City, for the purpose of influencing consideration of this Bid.
48. INDEMNIFICATION. The successful Bidder shall indemnify and hold harmless the City and its officers,
employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and
costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of
claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting
from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners,
principals or subcontractors. The successful Bidder shall pay all claims and losses in connection therewith, and
shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where
applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be
incurred thereon. The successful Bidder expressly understands and agrees that any insurance protection required
by this Agreement or otherwise provided by the successful Bidder shall in no way limit the responsibility to indemnify,
keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein
provided. The above indemnification provisions shall survive the expiration or termination of this Agreement.
49. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise
provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful bidder until
acceptance by the City, unless loss or damage results from the gross negligence or willful misconduct of the City.
If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications,
the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the bidder's
expense.
ITB 2014-1 5 -SR 11
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50. LAWS, PERMITS AND REGULATIONS.The bidder shall obtain and pay for all licenses, permits, and inspection
fees required under the contract; and shall comply with all Applicable Laws.
51. LEGAL REQUIREMENTS. The bidder shall be required to comply with all federal, State of Florida, Miami-Dade
County, and City of Miami Beach codes, laws, ordinances, and/or rules and regulations that in any manner affect the
items covered herein (collectively, Applicable Laws). Lack of knowledge or ignorance by the bidder with/of
Applicable Laws will in no way be a cause for relief from responsibility.
52. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where bidders are required to enter or go on to City of
Miami Beach property to deliver materials or perform work or services as a result of the Bid, the bidder will assume
the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work
complies with all Applicable Laws. The bidder shall be liable for any damages or loss to the City occasioned by
negligence of the bidder, or his/her officers, employees, contractors, and/or agents, for failure to comply with
Applicable Laws.
53. MANNER OF PERFORMANCE. Bidder agrees to perform its duties and obligations in a professional manner
and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Bidder
agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified,
and licensed in all areas encompassed within their designated duties. Bidder agrees to furnish to the City any and
all documentation, certification, authorization, license, permit, or registration currently required by applicable laws,
rules, and regulations. Bidder further certifies that it and its employees will keep all licenses, permits, registrations,
authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of
this contract. Failure of bidder to comply with this paragraph shall constitute a material breach of this contract.
54. MISTAKES. Bidders are expected to examine the specifications, delivery schedules, bid prices, and extensions,
and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk and may result in
the bid being non-responsive.
55. MODIFICATIONIWITHDRAWALS OF BIDS. A bidder may submit a modified bid to replace all or any portion of
a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time
will NOT be considered.
Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration
of 120 calendar days from the opening of bids without a contract award. Letters of withdrawal received after the bid
due date and before said expiration date and letters of withdrawal received after contract award will NOT be
considered.
56. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be tested for compliance with specifications.
Items delivered, not conforming to specifications, may be rejected and returned at the bidder's expense. These
items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the
City, at its discretion, on the open market. Any increase in cost may be charged against the bidder. Any violation of
these stipulations may also result in the bidder's name being removed from the City's vendor list.
57. OPTIONAL CONTRACT USAGE. When the successful bidder(s) is in agreement, other units of government or
non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of
government or non-profit agency.
58. OSHA. The bidder warrants to the City that any work, services, supplies, materials or equipment supplied
pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act
of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines
levied because of inadequacies to comply with this condition shall be borne solely by the bidder.
ITB 2014-154-SR 12
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59. PATENTS & ROYALTIES. The bidder shall indemnify and save harmless the City of Miami Beach, Florida, and
its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses
for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in
the performance of the contract, including its use by the City of Miami Beach, Florida. If the bidder uses any design,
device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception,
that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any
way involved in the work.
60. PAYMENT. Payment will be made by the City after the items have been received, inspected, and found to
comply with Bid specifications, free of damage or defect, and properly invoiced.
61. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing
the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity
specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE
quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special
Conditions). The Bidder may offer cash discounts for prompt payments; however, such discounts will not be
considered in determining the lowest price during bid evaluation. Bidders are requested to provide prompt payment
terms in the space provided on the Bid submittal signature page of the solicitation. Award, if made, will be in
accordance with terms and conditions stated herein. Each item must be bid separately, and no attempt is to be
made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a
consideration in determination of award of bid(s).
62. PRODUCT INFORMATION. Product literature, specifications, and technical information, including
Manufacturer's Safety Data Sheets (MSDS) should be provided with this bid as an attachment to the "BID FORM".
However, in all cases must be provided within five(5)calendar days upon request from Purchasing Agent.
63. REASONABLE ACCOMMODATION. In accordance with Title II of the Americans with Disabilities Act, any
person requiring an accommodation at the Bid opening because of a disability must contact the Procurement
Division.
64. SAMPLES. Bids submitted as an "equal" product must be accompanied with detailed specifications. Samples of
items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the
bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid
opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with the
bidder's name. Failure of the bidder to either deliver required samples, or to clearly identify samples may be reason
for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700
Convention Center Drive, Miami Beach, FL 33139.
65. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and
Conditions shall have precedence.
66. SPOT MARKET PURCHASES. It is the intent of the City to purchase the items specifically listed in this Bid from
the successful bidder. However, the City reserves the right to purchase the items from state or other governmental
contract, or on an as-needed basis through the City's spot market purchase provisions.
67. SUBSTITUTIONS. After award of contract, the City WILL NOT accept substitute shipments of any kind, without
previous written approval. The bidder is expected to furnish the brand quoted in its bid. Any substitute shipments
will be returned at the bidder's expense.
ITB 2014-154-SR 13
i
MIAMI BEACH
68.TAXES.The City of Miami Beach is exempt from all Federal Excise and State taxes.
69. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be
given to bidders certifying that they have implemented a drug free work place program. A certification form will be
required. In the event of a continued tie between two or more bidders after consideration of the drug free workplace
program, the City's Local Preference and Veteran Preference ordinances will dictate the manner by which a tie is to
be resolved. In the event of a continued tie after the Local and Veteran Preference ordinances have been applied or
the tie exists between bidders that are not Local or Veteran, the breaking of the tie shall be at the City Manager's
discretion, which will make a recommendation for award to the City Commission.
70. TERMINATION FOR DEFAULT. If the successful bidder shall fail to fulfill in a timely manner, or otherwise
violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the
City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to
be performed by giving written notice to the bidder of such termination, which shall become effective upon receipt by
the bidder of the written termination notice.
In that event, the City shall compensate the successful bidder in accordance with the term of the contract for all work
and/or services satisfactorily performed by the bidder prior to termination, net of any costs incurred by the City as a
consequence of the default.
Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained
by the City by virtue of any breach of the contract by the bidder, and the City may reasonably withhold payments to
the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from
the successful bidder is determined.
The City may, at its discretion, provide reasonable"cure period"for any contractual violation prior to termination of
the contract; should the successful bidder fail to take the corrective action specified in the City's notice of default
within the allotted cure period, then the City may proceed to terminate the contract for cause in accordance with this
subsection 1.57.
71. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or
services then remaining to be performed, at any time, by giving written notice to the successful bidder of such
termination, which shall become effective thirty(30) days following receipt by bidder of such notice. In that event, all
finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is
terminated by the City as provided in this subsection, the City shall compensate the successful bidder in accordance
with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services
actually performed by the successful bidder, and shall also compensate the bidder for its reasonable direct costs in
assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any
profits that the successful bidder expected to earn on the balanced of the contract. Such payments shall be the total
extent of the City's liability to the successful bidder upon a termination as provided for in this subsection.
72. UNDERWRITERS' LABORATORIES. Unless otherwise stipulated in the Bid, all manufactured items and
fabricated assemblies shall be U.L. listed or re-examination listing where such has been established by U.L. for the
item(s)offered and furnished.
ITB 2014-1 5 -SR 14
MIAMBEACH
SECTION 0300 BID SUBMITTAL INSTRUCTIONS AND FORMAT
1. SEALED BIDS. One original Bid (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or
container on or before the due date established for the receipt of bids. Additionally, three (3) bound copies and one
(1) electronic format (CD or USB format) are to be submitted, with the original submission or within two (2) days of
request by the City. The following information should be clearly marked on the face of the envelope or container in
which the bid is submitted: Bid Number, Bid Title, Bidders Name, Bidder Return Address. Bids received
electronically, either through email or facsimile, are not acceptable and will be rejected.
2. BID. Contractor's Bid is to include the following:
• TAB 1 — Bid Tender Form (Appendix E). The Bid Tender Form shall be completed mechanically or, if
manually, in ink. Bid Price Forms completed in pencil shall be deemed non-responsive. All corrections on
the Bid Price Form shall be initialed.
TAB 2—Bid Certification, Questionnaire and Affidavits (Appendix A).
• TAB 3—Approach &Methodology
o Tab 3.1—Response to Minimum Qualifications and Specifications (Appendix C).
o Tab 3.2—Narrative of Approach and Methodology for these Scope of Services
o Tab 3.3— Organizational Chart & Staffing Plan. Bidder must list the intended Operations Manager
and Road Supervisor to be assigned to this Trolley System.
o Tab 3.4—Sample Customer Service Plan
o Tab 3.5—Sample of Employee Handbook
o Tab 3.6—Sample of Maintenance &Operations Manual
2. LATE BIDS. Bids are to be received on or before the due date established herein for the receipt of Bids. Any Bid
received after the deadline established for receipt of BIDs will be considered late and not be accepted or will
be returned to Bidder unopened.The City does not accept responsibility for any delays, natural or otherwise.
i
ITB 2014-154-SR 15
APPENDIX A
m MIAMI BEACH
BID Certification ,
Questionnaire &
Requirements Affidavit
ITI3 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
I700 Convention Center Drive
Miami Beach, Florida 33139
Solicitation No: Solicitation Title:
ITB 2014-154-SR TURNKEY TROLLEY OPERATIONS AND MAINTENANCE SERVICES
Procurement Contact: Tel: Email:
( SANDRA M. RICO 305.673.7000 x6230 srico@miamibeachfl.gov
BID CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform
prospective Bidders of certain solicitation and contractual requirements, and to collect necessary information from
Bidders in order that certain portions of responsiveness, responsibility and-other determining factors and compliance
with requirements may be evaluated. This BID Certification, Questionnaire and Requirements Affidavit Form is
a REQUIRED FORM that must be submitted fully completed and executed.
1. General Bidder Information.
FIRMNAME: Limousines of South Florida, Inc.
No of Years in Business: 30 years No of Years in Business Locally: 30 years
OTHER NAME(S)BIDDER HAS OPERATED UNDER IN THE LAST 10 YEARS: LS F Shutt le
FIRM PRIMARY ADDRESS(HEADQUARTERS): 2766 N.W. 62 Street
CITY: Miami
STATE: Florida ZIP CODE: 33 14 7
TELEPHONE NO.: (9 5 4) 463-0845
TOLL FREE NO.:
FAX NO.: (954 ) 463-7099
FIRM LOCAL ADDRESS: Same
CITY:
STATE: ZIP CODE:
PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT:Mark Levitt
ACCOUNT REP TELEPHONE NO.: (9 5 4) 463-0845
ACCOUNT REP TOLL FREE NO.:
ACCOUNT REP EMAIL: mlevitt@losf.us
FEDERAL TAX IDENTIFICATION NO.: 59-2564092
The City reserves the right to seek additional information from Bidder or other source(s), including but not limited to: any firm or principal
information, applicable licensure, resumes of relevant individuals, client information,financial information, or any information the City deems
necessary to evaluate the capacity of the Bidder to perform in accordance with contract requirements.
Miami Beach
ITB 20%-154-SR
Appendix A-Page 1
1. Miami Beach Based(Local)Vendor.Is Bidder claiming Miami Beach based firm status?
YES NO
SUBMITTAL REQUIREMENT: Bidders claiming Miami Beach vendor status shall submit a Business Tax Receipt issued by the
City of Miami Beach and the proof of residency requirement,as required pursuant to ordinance 2011-3747,to demonstrate that the
Bidder is a Miami Beach Based Vendor.
2. Veteran Owned Business. Is Bidder claiming a veteran owned business status?
0 YES 0 NO
SUBMITTAL REQUIREMENT: Bidders claiming veteran owned business status shall submit a documentation proving that firm is
certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States
federal government,as required pursuant to ordinance 2011-3748.
3. Financial Capacity.Each Bidder shall arrange for Dun&Bradstreet to submit a Supplier-Qualification Report(SQR)directly to the
Procurement Contact named herein. No BID will be considered without receipt, by the City, of the SQR directly from Dun &
Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Bidder. The Bidder shall request the SQR
report from D&B at:
https:llsupplierportal.dnb.com/webapp/wcs/stores/servlet/SupplierPortal?storeld=11696
Bidders are responsible for the accuracy of the information contained in its SQR. It is highly recommended that each
Bidder review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in
the solicitation process. For assistance with any portion of the SQR submittal process, contact Dun &Bradstreet at 800-
424-2495.
SUBMITTAL REQUIREMENT: Bidder shall request that Dun &Bradstreet submit its Supplier Qualifier Report directly to the City,
with bid or within 2 days of request.
4. Litigation History. Bidder shall submit a statement of any litigation or regulatory action that has been filed against your firm(s) in
the last five years. If an action has been filed, state and describe the litigation or regulatory action filed, and identify the court or
agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported
action. If no litigation or regulatory action has been filed against your firm(s), provide a statement to that effect. If"No"litigation or
regulatory action has been filed against your firm(s), please provide a statement to that effect.Truthful and complete answers to
this question may not necessarily disqualify a firm from consideration but will be a factor in the selection process.
Untruthful, misleading or false answers to this question shall result in the disqualification of the firm for this project.
SUBMITTAL REQUIREMENT: Bidder shall submit history of litigation or regulatory action filed against Bidder, or any Bidder team
member firm, in the past 5 years. If Bidder has no litigation history or regulatory action in the past 5 years, submit a statement
accordingly.
5. Conflict Of Interest. All Bidders must disclose, in their Bid, the name(s) of any officer, director, agent, or immediate family
member (spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Bidders must
disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
Bidder entity or any of its affiliates.
SUBMITTAL REQUIREMENT: Bidders must disclose the name(s) of any officer, director, agent, or immediate family member
(spouse, parent, sibling, and child)who is also an employee of the City of Miami Beach. Bidders must also disclose the name of
any City employee who owns, either directly or indirectly,an interest of ten (10%) percent or more in the Bidder entity or any of its
affiliates.
6. References & Past Performance. Bidder shall submit at least one (1) reference from public agencies or municipalities that your
firm currently provides or has previously provided fixed route, fixed schedule public transportation services in an urban
environment similar to the environment of the City of Miami Beach. The City reserves the right to ask for additional contacts if
deemed necessary by City Administration. Contacts provided should be public agency or municipality personnel directly
responsible for the management and operations of the fixed route,fixed schedule,public transportation service.
SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact
Individual Name&Title, 3)Address,4)Telephone, 5)Contact's Email and 6)Narrative on Scope of Services Provided.
Miami Beach
ITB 2014=154=SR
Appendix A Page.2
7. Suspension,Debarment or Contract Cancellation.Has Bidder ever been debarred, suspended or other legal violation,or had a
contract cancelled due to non-performance by any public sector agency?
YES NO
SUBMITTAL REQUIREMENT: If answer to above is "YES," Bidder shall submit a statement detailing the reasons that led to
action(s).
8. Vendor Campaign Contributions.Bidders are expected to be or become familiar with,the City's Campaign Finance Reform laws,
as codified in Sections 2-487 through 2-490 of the City Code. Bidders shall be solely responsible for ensuring that all applicable
provisions of the City's Campaign Finance Reform laws are complied with, and shall be subject to any and all sanctions, as
prescribed therein,including disqualification of their Bids, in the event of such non-compliance.
SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities (including your sub-consultants) with a controlling
financial interest as defined in solicitation. For each.individual or entity with a controlling financial interest indicate whether or not
each individual or entity has contributed to the campaign either directly or indirectly, of a candidate who has been elected to the
office of Mayor or City Commissioner for the City of Miami Beach.
9. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the
City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Division with its bid/response or
within five (5) days upon receipt of request. The Code shall, at a minimum, require the Bidder, to comply with all applicable
governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of
Miami Beach and Miami Dade County.
SUBMITTAL REQUIREMENT: Bidder shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,
Bidder may submit a statement indicating that it will adopt, as required in the ordinance, the City of Miami Beach Code of Ethics,
available at www.miamibeachfi.gov/procurement/.
10. Living Wage.Pursuant to Section 2-408 of the Miami Beach City Code,as same may be amended from time to time, Bidders shall
be required to pay all employees who provide services pursuant to this Agreement,the hourly living wage rates listed below:
• Commencing with City fiscal year 2012-13(October 1, 2012),the hourly living rate will be$11.28/hr with health
benefits,and$12.92/hr without benefits.
The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation
using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft. Lauderdale, issued by the U.S. Department of Labor's
Bureau of Labor Statistics. Notwithstanding the preceding, no annual index shall exceed three percent(3%).The City may also,by
resolution,elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement
same(in a particular year).
Bidders'failure to comply with this provision shall be deemed a material breach under this bid, under which the City may, at its sole
option, immediately deem said Bidder as non-responsive, and may further subject Bidder to additional penalties and fines, as
provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at
www.miamibeachfl.gov/procurement/.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Bidder agrees to
the living wage requirement.
11. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited
contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more
calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business
with the City of Miami Beach, who are awarded a contract pursuant to competitive bids, to provide "Equal Benefits" to their
employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a
Contractor who work within the City limits of the City of Miami Beach,Florida;and the Contractor's employees located in the United
States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami
Beach.
I
Miami Beach
ITB 20.14-154=SR
Appendix A.—Page 3
A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees?
u YES 0 NO
B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to
domestic partners of employees?
0 YES 0 NO
C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already
specified. Note: some benefits are provided to employees because they have a spouse or domestic partner, such as bereavement
leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance.
BENEFIT Firm Provides for Firm Provides for Firm does not
Employees with Employees with Provide Benefit
Spouses Domestic Partners
Health X
Sick Leave X X
Family Medical Leave X X
Bereavement Leave X X
If Bidder cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance
providers in your area willing to offer domestic partner coverage) you may be eligible for Reasonable Measures compliance. To
comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application
(attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City
Manager, or his designee. Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal
Benefits requirement is available at www.miamibeachfl.gov/procurement/.
13. Public Entity Crimes.Section 287.133(2)(a), Florida Statutes,as currently enacted or as amended from time to time,states that a
person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit
a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply
on a contract with a public entity for the construction or repair of a public building or public work;may not submit bids,proposals,or
replies on leases of real property to a public entity;may not be awarded or perform work as a contractor,supplier,subcontractor,or
consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold
amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted
vendor list.
SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Bidder agrees
with the requirements of Section 287.133, Florida Statutes,and certifies it has not been placed on convicted vendor list.
14. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation
which may provide additional information to Bidders or alter solicitation requirements. The City will strive to reach every Bidder
having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Bidders are solely
responsible for assuring they have received any and all addendum issued pursuant to solicitation. This Acknowledgement of
Addendum section certifies that the Bidder has received all addendum released by the City pursuant to this solicitation. Failure to
obtain and acknowledge receipt of all addendum may result in bid disqualification.
Initial to Confirm Initial to Confirm Initial to Confirm
Receipt Receipt Receipt
MJL Addendum 1 Addendum 6 Addendum 11
Addendum 2 Addendum 7 Addendum 12
Addendum 3 Addendum 8 Addendum 13
Addendum 4 Addendum 9 Addendum 14
Addendum 5 Addendum 10 Addendum 15
If additional confirmation of addendum is required,submit under separate cover.
F
G
Miami Beach:
ITB 2014-154=SR
Appendix A—Page 4
I
hereby certify that: I, as an authorized agent of the Bidder, am submitting the following information as my firm's Bid; Bidder
agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,
all attachments, exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and
Disclaimer Statement; Bidder agrees to be bound to any and all specifications, terms and conditions contained in the
solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to
comply will result in disqualification of Bid submitted; Bidder has not divulged, discussed, or compared the Bid with other
Bidders and has not colluded with any other Bidder or party to any other Bid; Bidder acknowledges that all information
contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all
responses, data and information contained in this Bid, inclusive of the Bid Certification, Questionnaire and Requirements
Affidavit are true and accurate.
Name of Bidders Authorized Representative: Title of Bidders Authorized Representative:
Mar itt Vice President
Y
Si ature of Bidde uthorizeO-Representative: Date:
L 4/15/14
State of FLORIDA ) On this 14 day of April , 20 14 personally
appeared before me Ma r k Levi t t who
County of Broward ) stated that (s)he is the vice President
Limousines of South, a corporation and that the instrument was signed in behalf of
the said corporation by authority of its board of directors and acknowledged said
instrument to be its voluntary act and deed. CLAUDIA RICKETTS
MY COMMISSION#EE886762
N a� •. 'c for �nuary 21 2017
M
Miami Beach
ITB 2014-154-SR
Appendix A—Page 6
APPENDIX B
/\AIAM1. BEACH
o Bid " Form
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
® 0 w M W A ® ® °
Statement of No Bid
WE HAVE ELECTED NOT TO SUBMIT A BID AT THIS TIME FOR REASON(S)
CHECKED AND/OR INDICATED BELOW:
Workload does not allow us to Bid
Insufficient time to respond
Specifications unclear or too restrictive
Unable to meet specifications
Unable to meet service requirements
Unable to meet insurance requirements
Do not offer this product/service
OTHER. (Please specify)
We do_do not_want to be retained on your mailing list for future Bids of this
type product and/or service.
Signature:
Title:
Legal Company Name:
Note: Failure to respond, either by submitting a Bid or this completed form, may
result in your company being removed from our vendors list.
PLEASE RETURN TO:
CITY OF MIAMI BEACH
DEPT. OF PROCUREMENT MANAGEMENT
ATTN: SANDRA M. RICO, SR. PROCUREMENT SPECIALIST
ITB #2014-154-SR
1700 Convention Center Drive
MIAMI BEACH, FL 33139
Miami Beach
ITB 2014-154-SR
Appendix B—Page 1
APPENDIX C
MIAMI EACH
Minimum Requirements
& Specifications
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Cen7er Drive
Miami Beach, Florida 33139
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
i'
Minimum Qualifications
a
Limousines of South Florida, Inc. has clearly exceeded the Minimum Requirements in this ITB
of having at least five (5) years of continuous experience in the past ten years providing fixed
route, fixed scheduled, public transportation services available to the general public with
operations of at least 300,000 service miles per year.
Attached is a list 25 Municipalities that are currently being provided fixed route service from
Limousines of South Florida, Inc. These 25 Municipalities represent more than 120 vehicles that
are currently operating at a minimum of 5 days per week, 52 weeks per year. Therefore, the
mileage requirement of 300,000 service miles per year is not only met but is over ten times the
required amount. Additionally, Limousines of South Florida also operated the employee
shuttles and parking lot remote shuttles at the Fort Lauderdale —Hollywood International
Airport for the past six years that provided service to the public with over 125,000 service miles
per month.
.AII of these contracts are verifiable and upon request Limousines of South Florida will provide
contact information, if required.
In this section, we have provided to the following:
• Evidence of Experience
• Methodology and Approach to Scope of Work Z
• Staffing Plan
• Organizational Chart
• Resumes
• Draft Employee Handbook
• Draft Maintenanc Operational Manual
omer vi Ian
ark L ' ,Vice President
LST SHUT`TCf
A 7PtNs )rTATION AtiSEPI A C01%Ar.'L%Y
Limousines of South Floq �.Inc.
Evidence of Experience
# Customer Customer Type of SerAce # Lmfion
S'M Va-
1 City of Ave ntu ra 2,003 Fix e d-ROLIte—Co iTmu n[br Shuttle 6 Ave ntu raIr FL.
2 CRY of Laud e rh-ill 2008 Fix e d-Ro Lite—Commw nitv Sh Litt]e 7 Lauderhill,.FL
3 City of Homestead 2010 Fixed Route—Trolley 3 H;G m e st ead,FL
4 City of Margate 201.0 Fix e d-Ro ute—Cam;mu nih.,,Sh Littl 3 Mar-crate,FL
5 City of Milam i 27:011 Fir e d-Route—Tro I I ev 34 Miami,ff
6 CRY of North Miami 2,007 Fixed-Route-CGMMU h utt.1 e 4 North Miami,FL
7 City of: p 0 kU 2DI I Fix e d-RGL1t'—Co mrriLl I �Sh LittJ_
3
Q FL
8 City of P lantat ion 2001 Fix e-d-Route—Co rr.MLI nit,,,Sh Little 4 Plantation.,FL
9 CRY of Pom pan o Beach: 20,03 Fix ed-RGLIte—CommunitiShuttle 4 Pompano Beach,FL
DG%,-,!ntown Ft.Lauderdale
10 Transportation Management 2-005 Fix e d-Ro Lite—Co mrnLI nit,,,,Sh ut.1 e 14 Ft-Lauderdale.,FL
Association
11 City of Boca Raton. 2008 Fix e d-Ro Lite—CC IrMU nitir Sh utf.1 e 4 Boca Raton,FL.
Hollywood Com unity 4 H o I lv;o o cl,F L 12 YO F ix e d-Ro Lt e—Tr o I I ev y
Re:d e ve I o,p me nt Agency
13 Memorla[HeafthCare 2006 F i x e d-R o L I t e 6 H o I llnvo o d,FL
Syste Ms
14 Sunrise Lakes Condominium 2 D 0 7 Fixed-Route 2 Lauderhill.,,FL
Association
15 Townof Bay Harbor islands 1992 Fix ed-Route—CCfr-_.ML1nitf Shuttle 1 Bwf Harbor Islands.,FL
16 Toy mm of Miam i Lakes 2005 Fix ed-Route—Corrmu nitvShutt.le 2 Miami Lakes,FL
17 Towla of,5ul-fside 2.06 Fixed-Route—Cotrmunibr Shuttle 1 -urfside,Fl.
18 Village of Baf f,4jbq� '—4 Fix ed-Route-1 oirn�units(Sliuttle 2 Sal.F��c�Aj.r�Fl
19 Village of Miami-Shorei LOO, 6 Fixed-Route—Ccn n',LjnitrShuttle 1 Miami Shore.,FL
20 Village of Palmetto Bay 2006 Fir ed-Route—Communib,,Shuttle 2 PaImetto Bay,,FL
21 Ckyof Corai:5prings 2005 Fixed-Route—Con njunit r Shuttle 2 Coral Springy,FL
22 :itof Dania Beach: 204 Fred-P.oute—Cfrrrunit�,i-511uttle 2 Dania Eeatf7,FL.
23 Cityof Qoral 2008 Fixed-Route 5 [coral.,FL
24 Ckyof Hallandale Beach 203 Fred-ROLlte—Communitve-huttle 3 Hallandale Seach,.FL
25 City of Hilkhoro Beach 2010 Fixr- -PEoute—Corrnr.1unit,'Shuttle 1 Hillsboro Beath,FL
C1. Minimum Requirements. The Minimum Eligibility Requirements for this solicitation are listed
below. Bidder shall submit detailed verifiable information affirmatively documenting compliance
with each minimum requirement. Bidders that fail to comply with minimum requirements will be
deemed non-responsive and will not be considered.
1. Contractor shall provide evidence of at least five (5) years of continuous experience in the
past ten (10) years providing fixed route, fixed schedule, public transportation services
available to the general public with operations of at least 300,000 service miles per year.
2. Contractor shall provide resumes for the following personnel exemplifying at least two (2)
years of experience with fixed route, fixed schedule, public transportation services within
the last ten (10)years:
a. Operations Manager
b. Road Supervisor
3. Demonstration of Competency.
a. Pre-award inspection of the bidder's existing facility may be made prior to the
award of contract.
b. Bids will only be considered from firms which are regularly engaged in the
business of providing the goods and/or services as described in this Bid.
c. Bidders must be able to demonstrate a good record of performance for a
reasonable period of time, and have sufficient financial capacity, equipment, and
organization to ensure that they can satisfactorily perform the services if awarded
a contract under the terms and conditions of this Bid.
4. Dun and Bradstreet Supplier Qualifier Report(SQR) Supplier Evaluation Risk(SER) rating
of six (6) or less. Please reference Appendix A for instructions to obtain the Dun &
Bradstreet SQR.
C2. Scope of Work.
Please reference Appendix G—Contract&Contract Attachments for Scope of Work.
C3. Specifications
Please reference Appendix G—Contract&Contract Attachments for Specifications.
APPENDIX D
MIAMI BEACIH
Special Conditions
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
1.TERM OF CONTRACT. Please reference Appendix G—Contract&Attachments
2.OPTIONS TO RENEW. Please reference Appendix G—Contract&Attachments
3. PRICES. Please reference Appendix G—Contract&Attachments
4. EXAMINATION OF FACILITIES. Please reference Appendix G—Contract&Attachments
5. PERFORMANCE BOND. Please reference Appendix G—Contract&Attachments
6.REQUIRED CERTIFICATIONS. Please reference Appendix G—Contract&Attachments
7.SHIPPING TERMS. NOT APPLICABLE
8.DELIVERY REQUIREMENTS. Please reference Appendix G—Contract&Attachments
9.WARRANTY REQUIREMENTS. Please reference Appendix G—Contract&Attachments
10.BACKGROUND CHECKS. Please reference Appendix G—Contract&Attachments
11.OPTIONAL ADDITIONAL ROUTES. Please reference Appendix G—Contract&Attachments
12.COST ADJUSTMENTS.Please reference Appendix G—Contract&Attachments
APPENDIX E
/\vAI.AM I BE.AC'H
Cost Bid Form
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
ADDENDUM NO. 1
APPENDIX E
REVISED BID PRICE FORM
Failu re to:submit this Btd Pnce Form.in its entirety and fully executed by the deadline s'
ablished for the
recei t of bids_will result in bid bean deemed non- onsive and bein rejected.
p.. . .. ...9_.1
Bidder affirms that the prices stated on the Bid price form below represents the entire cost of the items in full
accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements
stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery
delays,taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been
exercised by the City Manager in advance. The Bid Price Form shall be completed mechanically or, if manually, in
ink. Bid Price Forms completed in pencil shall be deemed non-responsive. All corrections on the Bid Price Form
shall be initialed.
ALL RATES SHALL BE SUBMITTED ON PER SERVICE HOUR*.BASIS.
DIESEL OR GASOLINE POWERED TROLLEY SYSTEM:
Descri`tion U T M Unit.Cost =
Turnkey diesel OR gasoline powered trolley services on a per hour basis to include all SERVICE
equipment,fuel, maintenance,operations,licensing, insurances,and any other incidental HR $ 69. 49
items or fees required for a fully functioning trolley service.
*Service Hour is defined as the measure of scheduled hours of service available to the public
for transport on the routes, equivalent to one transit vehicle traveling in one hour in revenue
service, excluding deadhead hours.
INDICATETTROLLEY VEHICLE Supreme Corporation - Startrans by
MAKE AND MODEL HERE;
Specialty Vehicles
1NDlCATE,;VEHICLEMANUFACTURING 4-6 months
LEAD TIME HERE:
OPTIONAL ADD ALTERNATE No. 1. ADD $Unavailable in time—frame allocate
Low FLOOR,TROEYcAR TO PER SERVICE HOUR UNIT COST ABOVE
OPTIONAL ADD ALTERNATE No.2: ADD $ 5 . 34 (Propane Conversion-Gas Engine)
ALTERNATIVE FUEL POWERED _ TO PER SERVICE HOUR UNIT COST ABOVE
TROLLEY SYSTEM*;
* If Optional Add Alternate 2 is provided, submit specifications of alternative fuel system proposed.
Bidder's Affifmation
Company: Limousines of South Florida, Inc.
Authorized Representative: Mark Levitt, Vice P r e s i d e n t
Address: 2595 N.W. 38th Street
Telephone: (9 5 4) 249-0236
Email: mlevitt @losf. us /
Authorized Representative's Signature: '
V
Miami Beach
ITB 2014-154-SR
Appendix E—Page 1
I
APPENDIX F
MIAMI BEACH
Insurance Requirements
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
MIAMI BEACH
INSURANCE REQUIREMENTS
This document sets forth the minimum levels of insurance that the contractor is
required to maintain throughout the term of the contract and any renewal
periods.
Please reference Appendix G—Contract and Attachments for Insurance Requirements.
The City of Miami Beach is self-insured. Any and all claim payments made from self-
insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida
Constitution, and any other applicable Statutes.
Miami Beach
ITB 2014-154-SR
Appendix F—Page 1
i
APPENDIX G
m MIAMI EACH
CONTRACT &
EXHIBITS
ITB 2014- 154-SR
TURNKEY TROLLEY OPERATIONS AND
MAINTENANCE SERVICES
DEPARTMENT OF PROCUREMENT MANAGEMENT
1700 Convention Center Drive
Miami Beach, Florida 33139
AGREEMENT BETWEEN THE CITY OF MIAMI BEACH, FLORIDA, AND LIMOUSINES OF SOUTH
FLORIDA, INC., FOR TURN-KEY OPERATIONS AND MAINTENANCE SERVICES OF A MUNICIPAL
TROLLEY SYSTEM FOR THE CITY OF MIAMI BEACH
THIS AGREEMEN, made and entered into on this day of ("Effective Date"), by and
between the City of Miami Beach, Florida, a municipal corporation located at 1700 Convention
Center Drive, Miami Beach, Florida, 33139, (CITY), and Limousines of South Florida, Inc., having
its offices at 2595 Northwest 38 Street, Miami, Florida, 33142 (CONTRACTOR).
Now, therefore, in consideration of the mutual covenants and obligations set forth herein,
the CITY and CONTRACTOR hereby agree as follows:
ARTICLE 1 -GENERAL REQUIREMENTS
1. SCOPE OF WORK. CONTRACTOR shall perform and furnish all work, services, labor,
materials, vehicles and equipment, as are appropriate and necessary for CONTRACTOR'S
operation, management, and maintenance of a turnkey first-class public trolley
transportation system for the CITY (the Project or the System); all as more specifically set
forth in the "Scope of Services" (the Services), pursuant to Exhibits A through C attached.
2. NOTICE TO PROCEED. Following execution of this Agreement by the parties hereto, which
shall be referenced as the Effective Date above, CONTRACTOR shall commence
performance of the Services upon the issuance of a Notice to Proceed by the CITY (the NTP),
which NTP shall also be executed by both parties. CONTRACTOR hereby acknowledges that
time is of the essence in the timely and continuous performance of the Services.
3. TERM. This Agreement shall have an initial term (the Term) of five (5) years, commencing
upon the Effective Date. CITY, at its sole option and discretion, shall have the option to
renew the Agreement for two (2) additional one (1) year periods, upon the same terms and
conditions set forth herein, upon written notice to the CONTRACTOR.
4. FEES. As consideration to CONTRACTOR for providing the Services under this Agreement,
CITY shall compensate CONTRACTOR on a monthly basis, based upon the following fixed
hourly rate (the Fee), pursuant to bid price submitted for ITB# 2014-154-SR as follows:
Turnkey trolley services on a per trolley, per service hour basis to include all vehicles,
equipment,fuel,maintenance,operations, licensing,insurances,and any other incidental $69.49
items or fees required for a fully functioning trolley service.
The aforestated fixed hourly rate is based upon Four (4) trolley vehicles, plus one (1) spare
trolley vehicle, operating sixteen (16) hours per day, seven (7) days per week, 365 days per
year.
The CITY reserves the right to modify the service level above or below that specified in this
Agreement. If the proposed increase or decrease in the service is greater than 20% of the
original contracted services, based on service hours, then the price shall be negotiated with
the CONTRACTOR.
ITB 2014-154-SR CONTRACT PAGE 1
CONTRACTOR'S Fee shall be inclusive of any and all costs incurred by CONTRACTOR in order
to perform the Services under the Agreement in a first-class and timely manner (including
but not limited to Ambassador style customer service to riders, maintaining interior and
exterior of vehicles in pristine condition, and maintaining headways as specified under
attached Exhibits A through C.
In the event that CONTRACTOR'S expenses and/or costs exceed the agreed' upon Fee,
CONTRACTOR shall pay any such excess from its own funds. The CITY shall not be required
to pay any amount that exceeds the Fee, and CONTRACTOR shall have no claim against the
CITY on account thereof.
5. COST ADJUSTMENTS.
a. FUEL-RELATED ADJUSTMENT. The initial contract prices resulting from this
solicitation shall prevail for a period of 120 days from the contract's initial effective
date. Upon completion of that initial term, the CITY will consider adjustment to price
due to fuel increases based on the Oil Price Information Service (OPIS) Index
(www.opisnet.com) percentage increase over the preceding period, when such
increase is greater than 10%. In the event that the CITY elects to utilize an alternative
fuel powered trolley system, a similar index for applicable fuel costs shall be utilized at
the sole discretion of the CITY. It is the CONTRACTOR's responsibility to request any
pricing adjustment under this provision.
Fuel-related adjustments shall only be applied to fuel charges contained within the
hourly rate indicated in Article 1, Section 4 - Fees. A breakdown of hourly rates shall
be provided to the CITY upon contract execution.
Index Price at time of execution of Agreement:
The CITY also reserves the right to decrease fuel charges pursuant to drastic changes
(greater than 10%fluctuations) in index prices.
b. OTHER COST ADJUSTMENTS. The initial contract prices resulting from this solicitation
shall prevail for three (3) years from the contract's initial effective date. Prior to, or
upon completion of,the third year of the original five (5) year term or the execution of
the two (2) one (1) year options to renew available, the CITY shall consider adjustment
to price based on the applicable CPI-U Index (www.bls.gov) or 2%, whichever is lower.
It is the CONTRACTOR's responsibility to request any pricing adjustment under this
provision. For any adjustment to commence on the first day of any exercised option
period, the vendor's request for adjustment should be submitted 60 days prior to
expiration of the then current contract term. The CONTRACTOR adjustment request
must clearly substantiate the requested increase. If no adjustment request is received
from the vendor, the CITY will assume that the vendor has agreed that the optional
term may be exercised without pricing adjustment. Any adjustment request received
after the commencement of a new option period may not be considered.
ITB 2014-154-SR CONTRACT PAGE 2
6. PAYMENT. Payment for Services, or portions thereof, satisfactory rendered and accepted by
CITY shall be made to CONTRACTOR on a monthly basis. All payments to CONTRACTOR
shall be made in accordance to the Florida Prompt Payment Act, Section 718.73 of the
Florida Statutes.
Invoices and any required supporting documentation (including but not limited to reports,
see Section 34, "Submission of Invoices" of Exhibit A, for reporting requirements shall be
submitted to the CITY at the following address:
City of Miami Beach,
Transportation and Concurrency Management Department
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Transportation Operations Supervisor
7. PERFORMANCE AND PAYMENT BOND
a. Prior to execution of this Agreement, CONTRACTOR shall submit to the CITY (and
therefore maintain and keep in full force and effect throughout the period of time
provided in Section 7. hereof) the required Surety Bond (the Bond), as further set
forth in Section 8 hereof. Bond amount shall be equal in volume to the total contract
amount.
b. The Bond to the CITY shall be in the full amount of the contract on an annual basis,
guaranteeing to CITY the CONTRACTOR'S full and faithful performance of the Services
during each year of the contract. The Bond shall be with a Surety company meeting
the qualifications described herein.
C. The Bond shall continue in effect for one and one half(1%) years after the end of
the Term (or earlier termination of this Agreement, as the case may be).
d. The Bond must be executed by a surety company authorized to do business in the
State of Florida as a surety, having a resident agent in the State of Florida, and having
been in business with a record of successful continuous operation for at least five (5)
years.
e. The surety company shall hold a current certificate of authority as acceptable surety
on federal bonds in accordance with the United States Department of Treasury
Circular 570, current Revisions. The bonds shall be executed by a responsible
corporate surety who has been given a B+: VI or higher rating by the most recent
edition of A.M. Best's Insurance Guide and which is authorized to issue bonds in the
State of Florida through an authorized agent with an office in Florida.
8. CONTRACTOR'S PRE-START REPRESENTATION. CONTRACTOR represents and warrants to
the CITY that it has familiarized itself with, and assumes full responsibility for having
familiarized itself with, the nature and extent of the Project and the proposed Services; the
Project area site conditions as they may affect or otherwise impact CONTRACTOR'S
performance of the Services; and all federal, State and local (Miami-Dade and Miami Beach)
laws, ordinances, resolutions, rules and regulations (the Applicable Laws) that may in any
ITB 2014-154-SR CONTRACT PAGE 3
manner affect the Project and/or CONTRACTOR'S performance of the Services.
9. STARTING THE PROJECT. CONTRACTOR shall commence performance of the Services upon
issuance of the NTP by the CITY, in accordance with Section 2 hereof.
10. INSURANCE REQUIREMENTS. The vendor shall furnish to the Department of Procurement,
City of Miami Beach, 1700 Convention Center Drive, 3rd Floor, Miami Beach, Florida 33139,
Certificate(s) of Insurance which indicate that insurance coverage has been obtained which
meets the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required by
Florida Statute 440.
B. Commercial General Liability Insurance on a comprehensive basis, in an amount
not less than $1,000,000 combined single limit per occurrence, and $2,000,000
general aggregate, for bodily injury and property damage. City of Miami Beach
must endorsed as an additional insured with respect to this coverage.
C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles
used in connection with the work, in an amount not less than $1,000,000
combined single limit per occurrence, for bodily injury and property damage.
D. Umbrella Liability in an amount not less than $5,000,000, to include the City of
Miami Beach endorsed as an additional insured. The umbrella coverage must be
as broad as the primary General Liability coverage.
E. Fidelity Bond — The CITY is NOT requiring Fidelity Bonds at this time for this
Contract. However, the CITY does retain the right to change this requirement if
the Scope of this contract is amended in any way that requires the issuance of
Fidelity Bonds, and to negotiate any adjustments in cost.
All insurance policies required above shall be issued by companies authorized to do
business under the laws of the State of Florida, with the following qualifications:
The company must be rated no less than "B" as to management, and no less than
"Class V" as to financial strength, by the latest edition of Best's Insurance Guide,
published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject
to the approval of the CITY Risk Management Division.
OR
The company must hold a valid Florida Certificate of Authority as shown in the
latest "List of All Insurance Companies Authorized or Approved to Do Business
in Florida" issued by the State of Florida Department of Insurance and are
members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty
(30) days in advance notice to the certificate holder.
CERTIFICATE HOLDER MUST READ:
CITY OF MIAMI BEACH
1700 CONVENTION CENTER DRIVE,3rd FLOOR
MIAMI BEACH, FL 33139
ITB 2014-154-SR CONTRACT PAGE 4
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
11. INDEMNIFICATION.
a. CONTRACTOR shall indemnify, hold harmless and defend (with counsel approved by the
CITY) the CITY, its officers, employees, agents, servants, and CONTRACTORS, from and
against any and all claims, liabilities, demands, causes of action, costs and expenses
(including reasonable attorneys' fees at the trial and all levels of appeal) of whatsoever
kind or nature (the "Claims") arising out of: (i) error, omission, negligent act, or willful
misconduct of CONTRACTOR, its officers, employees, agents, servants, contractors, or
subcontractors; (ii) any default by CONTRACTOR under this Agreement; or (iii) any other
Claim arising directly or indirectly from the performance of the Services or the Project;
provided, however, that there is expressly excluded from the forgoing obligations any
Claims to the extent resulting solely from the gross negligence or willful misconduct of
the CITY, its officers, employees, agents, servants, or contractors.
b. It is understood and agreed by CONTRACTOR that its liability to CITY, and/or to the
CITY'S officers, employees, agents, servants, and contractors, under Section 11.a, shall
not in any way be limited to or affected by the amount of insurance coverages required
or carried by CONTRACTOR under this Agreement.
c. The provisions of Section 11.a shall survive expiration or termination of this Agreement.
12. TERMINATION FOR CAUSE. If CONTRACTOR shall fail to fulfill in a timely manner, or
otherwise violates, any of the covenants, agreements, or stipulations material to this
Agreement, the CITY, through its CITY Manager, shall thereupon have the right to terminate
this Agreement for cause. Prior to exercising its option to terminate for cause, the CITY
shall notify the CONTRACTOR of its violation of the particular term(s) of this Agreement, and
shall grant CONTRACTOR seven (7) calendar days to cure such default. If such default
remains uncured after seven (7) calendar days, the CITY may terminate this Agreement
without further notice to CONTRACTOR. Upon termination, the CITY shall be fully
discharged from any and all liabilities, duties, and terms arising out of, or by virtue of, this
Agreement.
Notwithstanding the above, the CONTRACTOR shall not be relieved of liability to the CITY
for damages sustained by the CITY by any breach of the Agreement by the CONTRACTOR.
The CITY, at its sole option and discretion, shall be entitled to bring any and all
legal/equitable actions that it deems to be in its best interest in order to enforce the CITY'S
right and remedies against CONTRACTOR. The CITY shall be entitled to recover all costs of
such actions, including reasonable attorneys' fees.
13. TERMINATION FOR CONVENIENCE. The CITY may also, through its CITY manager, and for its
convenience and without cause, terminate the agreement at any time during the term by
giving written notice to CONTRACTOR of such termination; which shall become effective
within thirty (30) days following receipt by the CONTRACTOR of such notice. If the
agreement is terminated for convenience by the CITY, CONTRACTOR shall be paid for any
services satisfactorily performed up to the date of termination; following which the CITY
ITB 2014-154-SR CONTRACT PAGE 5
shall be discharged from any and all liabilities, duties, and terms arising out of, or by virtue
of, this agreement.
14. TERMINATION FOR INSOLVENCY. The CITY-also reserves the right to terminate the
Agreement in the event the CONTRACTOR is placed either in voluntary or involuntary
bankruptcy or makes an assignment for the benefit of creditors. In such event, the right and
obligations for the parties shall be the same as provided for in Section 19.2.
15. REMOVAL OF EQUIPMENT. In the case of termination of this Agreement, whether for cause
or for convenience, and CONTRACTORS'S Services being terminated and discontinued as a
result thereof, CONTRACTOR, upon notice from the CITY, shall promptly remove all of its
personnel, equipment, and materials from the Project area. Should the CONTRACTOR not
remove its equipment and materials, the CITY shall have the right to remove them at the
expense of the CONTRACTOR.
16. INTERRUPTION OF SERVICE. Neither party shall be liable to the other for any indirect,
incidental, special, or consequential damages, including lost profits or interruption of
service.
17. EXCLUSIVE USE. The CONTRACTOR shall not enter into an agreement with any other party
for use of equipment and/or personnel dedicated to this service without the approval of the
CITY.
18. NOTICE. All notices and communications in writing required or permitted hereunder, shall
be delivered personally to the representatives of the Consultant and the CITY listed below
or may be mailed by U.S. Certified Mail, return receipt requested, postage prepaid, or by a
nationally recognized overnight delivery service.
Until changed by notice in writing, all such notices and communications shall be addressed
as follows:
AS TO CONTRACTOR: Limousines of South Florida
2595 Northwest 38th Street
Miami Florida 33142
Attn: Mark Levitt, Vice President
AS TO CITY: City of Miami Beach,
Transportation &Concurrency Management Department
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Transportation Operations Supervisor
Notice may also be provided to any other address designated by the party to receive notice if
such alternate address is provided via U.S. certified mail, return receipt requested, hand
delivered, or by overnight delivery. In the event an alternate notice address is properly
ITB 2014-1 54-SR CONTRACT PAGE 6
provided, notice shall be sent to such alternate address in addition to any other address which
notice would otherwise be sent, unless other delivery instruction as specifically provided for by
the party entitled to notice.
Notice shall be deemed given on the day on which personally served, or the day of receipt by
either U.S. certified mail or overnight delivery.
19. WAIVER OF JURY TRIAL. CITY and CONTRACTOR knowingly, irrevocably voluntarily and
intentionally waive any right either may have to a trial by jury in State or Federal Court
proceedings in respect to any action, proceeding, lawsuit or counterclaim based upon this
Agreement or the performance of the Service thereunder.
20. ATTORNEYS FEES/JURISDICTION/VENUE/GOVERNING LAW.
a. The Agreement shall be construed in accordance with and governed by the law of the
State of Florida.
b. The parties submit to the jurisdiction of any Florida State or federal court in any action
or proceeding arising out of or relating to the Agreement. Venue of any action to
enforce the Agreement shall be in Miami-Dade County, Florida.
c. If either the CITY or CONTRACTOR is required to enforce the terms of the Agreement by
court proceedings, the prevailing party shall be entitled to recover from the other party
all such costs and expenses, including, but not limited to, court costs, and reasonable
attorney's fees.
ARTICLE 2—CONTRACTOR RESPONSIBILITIES
1. GENERAL RESPONSIBILITIES. CONTRACTOR shall reference Exhibits A through C attached
herein for all reporting and operational procedures. In and for the consideration specified in
contract documents, CONTRACTOR agrees to do all necessary things to manage, operate,
and maintain a public transportation system to the CITY's satisfaction as required by this ITB
and resulting Agreement.
2. LAWS, RULES, REGULATIONS AND LICENSING REQUIREMENTS. CONTRACTOR shall be
familiar with and comply with all federal, state, and local laws, ordinances, codes, and
regulations that may in any way affect the services offered, including but not limited to
requirements of the Federal Transit Administration (FTA) Section 5307, State of Florida
Chapter 14-90 of the Florida Administrative Code, Miami-Dade County Passenger
Transportation Regulatory Commission, the Americans with Disabilities Act, Title VI and Title
VII of the Civil Rights Act, the Equal Employment Opportunity Commission (EEOC) Uniform
Guidelines, and all other Equal Employment Opportunity (EEO) regulations and guidelines.
Ignorance on the part of the CONTRACTOR will in no way relieve the same from
responsibility.
If the CONTRACTOR observes that any Services, or any portion of the Project, are/is at
variance therewith, it will give the CITY prompt written notice thereof. If the CONTRACTOR
performs any Service knowing it to be contrary to Applicable Laws, and without such notice
to the CITY, it will bear any and all liabilities, obligations, claims and/or costs arising
therefrom.
ITB 2014-154-SR CONTRACT PAGE 7
All federal laws and regulations applicable to a public Transit service, apply to this
Agreement. CONTRACTOR shall be familiar with these laws and regulations as described in
the Federal Transit Administration Circular 4220.1F "THIRD PARTY CONTRACTING
GUIDANCE".
3. SAFETY AND PROTECTION. The CONTRACTOR shall be solely responsible for initiating,
maintaining, and supervising all safety precautions and programs, and will take any and all
necessary precautions for the safety of, and will provide the necessary protection to
prevent damage, injury or loss to:
a. All employees, subcontractors, agents, and other persons, performing Services
under this Agreement;
b. All equipment, materials, and personal property required for the performance of
the Services including, without limitation,the System;
c. Any other property within the Project area including, without limitation, trees,
lawns, and landscaping; sidewalks and other walkways; pavements, streets and
roadways; structures; and utilities.
The CONTRACTOR will designate a responsible member of its organization whose duty shall
be the prevention of accidents and shall provide the CITY with the name and contact
information of such individual (or any successor) prior to commencement of the Services.
The CONTRACTOR shall, at all times, perform the Services in such a manner as to insure the
least practicable obstruction to public travel (including, without limitation, utilizing existing
bus bays) and shall use its best efforts to ensure the convenience of the general public and
of the residents along and adjacent to the Project area and the areas of service.
The CONTRACTOR shall comply with all applicable State of Florida Department of
Transportation regulations including, but not limited to, Florida Administrative Code 14-90
and federal safety requirements. The CITY shall develop, implement, and maintain a formal
Safety Program including periodic safety meetings, participation in safety organizations,
safety incentives offered by the CONTRACTOR to drivers and other employees, and
participation in Risk Management activities under the auspices of the CONTRACTOR's
insurance carrier or other organizations. The CONTRACTOR will require all drivers, dispatch
personnel, vehicle maintenance mechanics, and supervisors to participate in the Safety
Program.
4. EMERGENCIES. In emergencies affecting the safety of persons or property, the
CONTRACTOR, without special instruction or authorization from the CITY, is obligated to act,
at its reasonable discretion, to prevent threatened damage, injury, or loss. CONTRACTOR
will give the CITY prompt written notice of any significant changes in the Services, or other
deviations from this Agreement, caused thereby. If the CONTRACTOR believes that
additional services performed by it in an emergency entitles it to additional compensation
under this Agreement, CONTRACTOR may make a claim therefore. Notwithstanding, the
decision to reimburse and/or compensate the CONTRACTOR for any such claim shall be
ITB 2014-154-SR CONTRACT PAGE 8
within the sole discretion and judgment of the CITY.
5. EMPLOYEE CRIMINAL BACKGROUND CHECK REQUIREMENTS. It is a requirement of this bid
that CONTRACTOR comply with all the requirements of Sections 435.04 and 408.809,
Florida Statutes, requiring that only those CONTRACTOR employees that have successfully
passed the background screening required by the referenced statutes and that meet the
standards established by the statutes be allowed access to any CITY location or prior to the
provision of any contract services. This requirement shall extend to all CONTRACTOR
representatives, agents or sub-contractors performing duties under the contract. If a
CONTRACTOR's employee is away from the job for a period of 45 or more days, the CITY will
require a new criminal background check. The background screening will be conducted by
The City of Miami Beach Human Resources Department. CONTRACTOR will bear the cost,
currently estimated at approximately $40.00 per employee (subject to change from time to
time), of acquiring the background screening required under Section 435.04, Florida
Statutes, and any fee imposed by the Florida Department of Law Enforcement to maintain
the provided with respect to CONTRACTOR and its personnel. The Parties agree that the
failure of Awardee to perform any of the duties described in this section shall constitute a
material breach of this solicitation and any resulting agreement for which the CITY reserves
the right to terminate immediately with no further responsibilities or duties to perform
under this Agreement. CONTRACTOR agrees to indemnify and hold harmless the CITY, its
officers and employees of any liability in the form of physical or mental injury, death or
property damage resulting in Awardee's failure to comply with the requirements of this
section or Sections 435.04 and 408.809, Florida Statutes
CONTRACTOR agrees to require all its employees to notify the CONTRACTOR and the CITY of
any arrest(s) or conviction(s) of any offense within 24 hours of its occurrence. CONTRACTOR
further agrees to immediately notify the CITY upon becoming aware that one of its
employees which were previously certified as completing the background check is
subsequently arrested or convicted of any disqualifying offense. Failure by CONTRACTOR to
notify the CITY of such arrest or conviction within 24 hours of being put on notice shall
constitute a material breach of the Contract entitling the CITY to terminate this Contract
immediately.
6. MAINTENANCE AND EXAMINATION OF RECORDS. CONTRACTOR shall maintain current,
accurate, and complete financial records on an accrual basis of accounting related to the
Project and the Services performed pursuant to this Agreement. Systems and procedures
used to maintain these records shall include a system of internal controls and all accounting
records shall be maintained in accordance with generally accepted accounting principles
and shall be open to inspection and audit, by the CITY or its authorized representatives,
upon reasonable prior notice and during normal business hours. Such records and accounts
shall include a breakdown of gross revenues, expenses, and profit and loss statements, and
such records shall be maintained as would be required by an independent CPA in order to
audit a statement of annual gross revenues and profit and loss statement pursuant to
generally accepted accounting principles.
ITB 2014-154-SR CONTRACT PAGE 9
7. INSPECTION AND AUDIT. CONTRACTOR shall maintain its financial records pertaining to its
operations for a period of three (3) years after the conclusion of the Term, and such records
shall be open and available to the CITY or its authorized representatives, as deemed
necessary by the CITY. CONTRACTOR shall maintain all such records at the office address set
forth in the Notices section of this Agreement.
The CITY or its authorized representatives shall be entitled to audit any and all
CONTRACTOR records pertaining to the Project and/or the Services, as often as it deems
reasonably necessary throughout the Term, and three (3) times within the three (3) year
period following termination of the Agreement, regardless of whether such termination
results from the natural expiration of the Term or for any other reason. The CITY shall be
responsible for paying all costs associated with such audits, unless the audit(s) reveals a
deficiency of five percent (5%) or more in CONTRACTOR'S statement of gross receipts for
any year or years audited, in which case the CONTRACTOR firm shall pay to the CITY, within
thirty (30) days of the audit being deemed final (as specified below), the cost of the audit
and a sum equal to the amount of the deficiency revealed by the audit, plus interest;
provided, however, that the audit shall not be deemed final until CONTRACTOR has
received the audit and has had a reasonable opportunity to review the audit and discuss the
audit with the CITY. Nothing contained within this subsection shall preclude the CITY'S audit
rights for resort tax collection purposes.
CONTRACTOR shall submit at the end of the Term, a certified audited annual statement of
Gross Revenues for the Project, in a form consistent with generally accepted accounting
principles. These statements will be provided by CONTRACTOR'S internal accounting or
operating departments.
It is CONTRACTOR'S intent to stay informed of comments and suggestions by the CITY
regarding CONTRACTOR'S performance under the Agreement. Within thirty (30) days after
the end of the Term, CONTRACTOR and CITY may meet to review CONTRACTOR'S
performance under the Agreement. At the meeting, CONTRACTOR and CITY may discuss
quality, operational, maintenance and any other issues regarding CONTRACTOR'S
performance under the Agreement.
The provisions of this Section shall survive termination or expiration of this Agreement.
ARTICLE 3— MISCELLANEOUS PROVISIONS
1. ASSIGNMENT, TRANSFER OR SUBCONTRACTING. Consultant shall not assign, or transfer
or subcontract all or any portion of the Services under this Agreement without the prior
written consent of the CITY Manager, which consent, if given at all, shall be in the
Manager's sole judgment and discretion. Neither this Agreement, nor any term or
provision hereof, or right hereunder, shall be assignable unless as approved pursuant to
this Section, and any attempt to make such assignment (unless approved) shall be void.
The CONTRACTOR shall be fully responsible for all acts and omissions of its subcontractors
to the same extent that CONTRACTOR is responsible for the acts and omissions of persons
ITB 2014-154-SR CONTRACT PAGE 10
directly employed by it. Nothing in this Agreement shall create any contractual relationship
between CITY and any subcontractor (or other person or organization having a direct
contract with CONTRACTOR), nor shall it create any obligation on the part of CITY to pay (or
to see to payment of) any subcontractor (or other person or organization).
The CONTRACTOR agrees to specifically bind every subcontractor to the applicable terms
and conditions of this Agreement for the benefit of the CITY.
All Services performed for the CONTRACTOR by a subcontractor shall be pursuant to an
appropriate written agreement between the CONTRACTOR and the subcontractor.
The CONTRACTOR shall be solely responsible for the coordination of any work, services,
equipment and/or materials performed and/or furnished by subcontractors.
The CITY will not undertake, nor have the obligation, to settle any differences between the
CONTRACTOR and its subcontractors, or between subcontractors.
If, in the sole opinion and discretion of the CITY, any subcontractor proves to be
incompetent or otherwise unsatisfactory, they shall be promptly replaced by the
CONTRACTOR, if and when directed by the CITY in writing.
2. EQUAL EMPLOYMENT OPPORTUNITY. In connection with the performance of the
Services, CONTRACTOR shall not discriminate against any employee or applicant for
employment because of race, color, national origin, religion, sex, gender identity, sexual
orientation, disability, marital and familial status, or age.
3. CONFLICT OF INTEREST.The CONTRACTOR herein agrees to adhere to and be governed by
all applicable Miami-Dade County Conflict of Interest Ordinances and Ethics provisions, as
set forth in the Miami-Dade County Code, and as may be amended from time to time; and
by the CITY of Miami Beach Charter and Code (as some may be amended from time to
time); both of which are incorporated by reference herein as if fully set forth herein.
CONTRACTOR covenants that it presently has no interest and shall not acquire any
interest, direct or indirectly, which could conflict in any manner or degree with the
performance of the Services. CONTRACTOR further covenants that in the performance of
this Agreement, no person having any such interest shall knowingly be employed by the
CONTRACTOR. No member of or delegate to the Congress of the United States shall be
admitted to any share or part of this Agreement or to any benefits arising there from.
4. CHANGES AND ADDITIONS. This Agreement cannot be modified or amended without the
express written consent of the parties. No modification, amendment, or alteration of the
terms or conditions contained herein shall be effective unless contained in a written
document executed with the same formality and of equal dignity herewith.
ITB 2014-154-SR CONTRACT PAGE 1 1
5. SEVERABILITY. If any term or provision of this Agreement is held invalid or unenforceable,
the remainder of this Agreement shall not be affected and every other term and provision
of this Agreement shall be valid and be enforced to the fullest extent permitted by law.
6. NO PARTNERSHIP OR JOINT VENTURE. Nothing contained in this Agreement is intended to
or shall be construed in any way to create or establish the relationship of partners of a joint
venture between the CITY and CONTRACTOR. The relationship of CONTRACTOR and CITY is
solely that of independent contractor. None of the officers, employees, agents, servants,
contractors or subcontractors of CONTRACTOR (hereinafter, CONTRACTOR'S personnel)
shall be, or be deemed to be, employees or agents of the CITY for any purpose whatsoever.
CONTRACTOR assumes full responsibility for the actions of CONTRACTOR'S personnel and is
solely responsible for their supervision, daily direction and control and, as applicable
payment of fees, costs, (including withholding taxes and social security), worker's
compensation, and disability benefits.
7. NO THIRD PARTY BENEFICIARIES. This Agreement shall not be construed as giving any
person, other than the parties hereto and their successors and permitted assigns, any legal
or equitable right, remedy, or claim under or in respect of this Agreement or any of the
provisions herein contained; this Agreement and all provisions and conditions hereof being
intended to be, and being, for the sole and exclusive benefit of such parties and their
successors and benefitted assigned, and for the benefit of no other person or entity.
8. NO WAIVER. A failure by either party to take any action with respect to any default or
violation by the other of any of the terms, covenants, or conditions of this Agreement shall
not in any respect limit, prejudice, diminish, or constitute a waiver of any rights of such
party to act with respect to any prior, contemporaneous, or subsequent violation or default
or with respect to any continuation or repetition of the original violation or default.
9. LIMITATION OF LIABILITY. The CITY desires to enter into this Agreement only if in so doing
the CITY can place a limit on the CITY'S liability for any cause of action, for money damages
due to an alleged breach by the CITY of this Agreement, so that its liability for any such
breach never exceeds the sum of $100,000. CONTRACTOR hereby expresses its willingness
to enter into this Agreement with CONTRACTOR'S recovery from the CITY for any damage
action for breach of contract to be limited to a maximum amount of$100,000.
Accordingly, and notwithstanding any other term or condition of this Agreement,
CONTRACTOR hereby agrees that the CITY shall not be liable to the CONTRACTOR for
damages in an amount in excess of $100,000 for any action or claim for breach of contract
arising out of the performance or non-performance of any obligations imposed upon the
CITY by this Agreement.
Nothing contained in this section or elsewhere in this Agreement is in any way intended to
be a waiver of the limitation placed upon the CITY's liability, as set forth in Section 768.28,
Florida Statutes.
ITB 2014-154-SR CONTRACT PAGE 12
10. ENTIRETY OF AGREEMENT. The CITY and CONTRACTOR agree that this is the entire
Agreement between the parties. This Agreement and attachments hereto referenced
supersedes all prior negotiations, correspondence, conversations, agreements or
understandings applicable to the matters contained herein, and there are no commitments,
agreements or understandings concerning the subject matter of this Agreement that are not
contained in this document. Title and paragraph headings are for convenient reference and
are not intended to confer any rights or obligations upon the parties to this Agreement.
11. TAXES. The CONTRACTOR shall be solely liable for payment of any applicable sales, use, and
other taxes (the Impositions) in conjunction with the performance of the Services, whether
or not such Impositions are imposed or assessed against CONTRACTOR or the CITY.
BALANCE OF PAGE INTENTIONALLY LEFT BLANK
ITB 2014-154-SR CONTRACT PAGE 13
IN WITNESS WHEREOF,the parties hereto have caused this Assignment to be executed by their
appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA(CITY)
ATTEST:
V.
CI Y Clerk INCORP ORATED 'y
FOR CONTRACTOR:
ATTEST:
BY: l
Secretary Authorized Personnel
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ITB 2014-154-SR
CONTRACT PAGE 14
EXHIBIT A
SCOPE OF SERVICES(THE SERVICES)
1. SERVICES TO BE PROVIDED. The CITY wishes to implement a municipal fixed-route, fixed-schedule,
public Transit service that is responsive to the needs of the employees, visitors, and residents of the
North Beach area, meet(s) all applicable local, state and federal laws and regulations, and that
complies with all safety, mechanical, and vehicular standards mandated by Miami-Dade County
(MDC) Passenger Transportation Regulatory Division (PTRD) and any other applicable regulatory
agencies.
The CONTRACTOR shall coordinate, manage, and control all applicable program activities which shall
include providing vehicles, drivers, and all personnel, as necessary, supervise all elements of on-
street operations, and develop administrative procedures and financial records necessary for system
operation (to be reviewed and approved by the CITY).
The CONTRACTOR will obtain and provide all required state and local vehicle permits (including,
without limitation, the passenger motor carrier licenses "PMC"), vehicle registrations, and license
plates. The CONTRACTOR must also have all applicable state and local business licenses or procure
same prior to the start of service. The CITY reserves the rights to ask the CONTRACTOR for prove of
licenses at any time in order to ascertain compliance.
The CONTRACTOR shall bear all operating expenses incidental to the use and operation of the
System vehicles (including, without limitation, the trolleys, fuel, permits, required interior and
exterior signage for vehicles, driver's uniforms branded with CITY logo, map frames and hold-four
brochure holders equal to the ones used by Miami Dade Transit buses). All System vehicles shall be
operated and maintained to comply with all local, state, and federal regulations.
The CITY reserves the right, at any time and as many times, during service hours, to audit
CONTRACTOR's records and inspect, examine, test, or monitor CONTRACTOR'S equipment
(including, without limitation, the trolley vehicles) or facilities used in the Project or in connection
with the performance of the Services. CONTRACTOR agrees that its equipment and facilities may be
inspected, examined, tested, or monitored by the CITY or its authorized representatives, or by any
Federal, State, or local officer or agency having responsibilities for inspections of the Project or the
Services. CONTRACTOR hereby waives all claims against the CITY for compensation for loss or
damage sustained by reason of any interference (which interference, if by the CITY, must be
reasonable) with its operations by any public agency or official in enforcing their duties or any
Applicable Laws. Any such interference (which interference, if by the CITY, must be reasonable) shall
not relieve CONTRACTOR from any obligation from this Agreement.
The CONTRACTOR shall be responsible for the performance, acts, and/or omissions of its employees,
subcontractors, and/or agents.
ITB 2014-15 -SR EXHIBIT A PAGE 1
2. OBJECTIVES.The primary objectives of the contract operation are:
a. To provide a safe, clean, reliable, and efficient trolley service in the North Beach area, within the
projected service hours specified; and
b. To provide a professional, courteous, and pleasant Transit experience for each passenger (See
Ambassador Style Customer Service standards included in attached Exhibit B).
3. SERVICE DESCRIPTION.The North Beach trolley service is a fixed route, fixed schedule public Transit
service and will be directly managed, and funded by the CITY. It is the intent of the CITY to launch
trolley services no later than September 2014, using four(4)trolley vehicles plus one (1) spare trolley
vehicle.
The North Beach area described herein extends from 63rd Street on the south side to 87th Street on
the north and from Collins Avenue on the east to the western CITY limits.This neighborhood consists
of a variety of land uses that are integral to the success of a local Transit service.
The intent of the North Beach Trolley is to provide local public Transit service within a 5.5 mile closed
loop (The attached Figure 1 depicts the proposed route for the System) in the North Beach area of
the CITY of Miami Beach. The proposed route is intended to serve the Collins Avenue and 71st Street
Commercial corridors, as well as residential areas along the Biscayne Point and Normandy Shores
area.
The CONTRACTOR shall provide the required vehicles, drivers, dispatchers, fuel, storage, operation,
maintenance, repairs, bonds, and insurances, in order to provide the CITY of Miami Beach with a first
class, turn-key public trolley transportation system (the Project or the System).
The Service in general, shall comply with the system specifications and service standards described
herewith, any and all Federal, State, County, and CITY laws applicable to this service, providing
management, technical and operating personnel and services necessary for the operation of the
CITY's fixed route(s) trolley system. All services shall be subject to the control of the CITY and
coordinated by the CITY. The CONTRACTOR's day to day operations shall be vested in the
CONTRACTOR's full-time System Manager, who shall serve as the CONTRACTOR'S representative
under this Agreement. In addition, an officer or senior management employee of CONTRACTOR
shall be available to the CITY either by phone, electronic mail, or in person, to make decisions or
provide coordination under this Agreement, as necessary.
All vehicles included for the North Beach Trolley shall have Bicycle Racks, all required interior and
exterior signage, interior and exterior regulatory signs as well as vehicle ID signs, interior 21x21 map
frames and brochure holders (similar to that of Miami Dade Transit Buses), electronic marquees and
In-Step wheelchair ramp.
4. OPTIONAL EQUIPMENT. It is the CITY's intent to have all vehicles used for this trolley system to be
equipped at some point in the future with the following equipment, including but not limited to:
Automatic Passenger Counters (APC), Automated Voice Information Systems (AVIS ), Wi-Fi services,
real time GPS tracking services (with capabilities to provide mileage, service hours and ridership
reports, and capabilities to provide data in a format that is compatible with Miami-Dade County's
mobile application "Miami Dade Bus Tracker"). The CITY at its sole discretion may have this option
ITB 2014-154-SR EXHIBIT A PAGE 2
provided separately by the CONTRACTOR, Miami Dade County, or may directly supply this
equipment for installation to the CONTRACTOR and the CITY will negotiate any cost impacts with the
CONTRACTOR. The CONTRACTOR shall not include the cost of the above equipment and related
maintenance fees in the hourly rate for this Agreement.
5. TROLLEY DELIVERY. If the (5) NEW Trolley vehicles are not available upon the commencement of
service, the CONTRACTOR may be allowed to operate used trolley vehicles or other vehicles at the
CITY's sole discretion and approval, in which case the CONTRACTOR will be required to provide proof
of purchase of the (5) NEW vehicles upon execution of this Agreement or within ten (10) days after
the execution of this Agreement.
6. GENERAL REQUIREMENTS FOR ALL PERSONNEL.
a. All personnel assigned shall be knowledgeable of the services to be provided herein;
b. All Project personnel shall maintain a professional, courteous attitude, answering to the best of
their ability any passenger questions regarding the provision of service. Discourtesy, rudeness, or
the use of profanity will not be tolerated and shall be grounds for immediate removal of the
offending employee from performing work on the Project.
c. Drivers and dispatchers shall accurately complete and submit the required operating reports
daily;
d. The CONTRACTOR shall provide manuals related to personnel policies and procedures, and
maintain an employee acknowledgment file with employee signature indicating they have read
and fully understand its contents. Contractor shall provide a copy of training program and
employee handbook to the CITY upon request.
e. All personnel shall be required to attend quality/safety workshops as required by the CITY, up to
a maximum of eight (8) hours per year, per employee. Certification of training shall be presented
to the CITY on an annual basis.
7. VEHICLE OPERATORS(DRIVER) REQUIREMENTS.
a. Vehicle operators must have a valid Florida CDL (chauffeurs or commercial) driver's license with
endorsement for passengers, HACK license, as well as any other licenses required by applicable
federal, state, and local regulations.
b. Vehicle operators shall be trained in all operational procedures relating to the System, including
thorough knowledge of the service area street network and points of destination/interest along
or in close proximity to the route.
c. Drivers shall be fully trained in defensive driving and vehicle handling.
d. Drivers shall be trained in the special skills required to provide transportation to elderly and
disabled individuals.
e. Drivers shall be trained to understand and practice the high quality of service required by the
CITY, and expected of a first-class System. Drivers SHALL follow the Ambassador Style Customer
Service section included herein.
f. Drivers shall assist passengers confined to wheelchairs in boarding and shall perform the tie
downs.
g. Drivers shall be trained to operate all types of vehicles (including reserve vehicles owned by the
CONTRACTOR) in service, wheelchair lifts, and secureness systems, and other equipment that
they may be expected to use during service hours.
h. Drivers shall be available and on-time daily to ensure consistent and reliable service.
i. No vehicle operator shall take lunch hour or breaks inside or close by his/her vehicle.
I B 2014-15 -SR EXHIBIT A PAGE 3
j. Drivers shall be dressed and groomed appropriately. Further, all drivers shall wear a uniform
acceptable to the CITY and that takes into account the CITY emblem and vision.
k. Drivers and/or any other employee in contact with passengers shall wear identification tags
clearly displaying their first name only while performing their duties;
I. Each Driver and vehicle shall have an accurate timepiece available and in clear sight at all times
during vehicle operation.
m. Drivers are required to have a thorough knowledge of traffic regulations along the route and the
schedule time points.
n. Drivers shall be trained to understand and practice the high quality of customer service required
by the CITY. The CONTRACTOR should provide adequate customer service training to its
employees (drivers/customer personnel) and should demonstrate to the CITY that
drivers/customer personnel operating trolley vehicles for the CITY, have attended and
successfully completed customer service trainings; Drivers need to be sensitive to ridership
comforts, such as the interior temperature on their respective vehicle, cleanliness of vehicles,
etc. They SHALL demonstrate excellent customer service, sensitivity, courtesy, professionalism,
high ethical standards, helpfulness, and safe driving habits. The Ambassador Style Customer
Service section included herein as Exhibit B SHALL be included in the CONTRACTOR's training
workshop schedule if not covered already.
o. Drivers shall not transport any animal, except seeing-eye dogs and special companion assistant
dogs.
p. Drivers and dispatchers shall accurately complete and submit the required operating reports
daily, including ridership counts (until vehicle is equipped with Automated Passenger Counts
capabilities).
q. Drivers shall log and report all events that jeopardize the safety of passengers or impede vehicle
movement pursuant to the Accident and Incident Procedures described herein.
r. Each driver and vehicle shall have an accurate timepiece available and in clear sight at all times
during vehicle operation. Drivers are required to adhere to and maintain the scheduled
frequency of trips (headways);
s. Drivers are required to have a thorough knowledge of and abide by all traffic regulations along
the route and
t. Drivers need to be sensitive to ridership comforts, such as the interior temperature of their
respective vehicle, cleanliness of vehicles, etc. It is imperative that the on-board air conditioning
unit function properly at all times while the trolley is in service. An interior ambient temperature
of 75 degrees Fahrenheit is desired at all times during trolley operation.
8. DISPATCH OPERATORS. Dispatch personnel shall be bilingual (English and Spanish) and trained in the
Ambassador Style Customer Service provided in Exhibit B In addition, dispatch personnel is expected
to proactively assist drivers to avoid bunching issues through the use of two-way radio
communication and GPS; dispatcher shall coordinate fueling, breakdowns, vehicle re-gens and other
issues to avoid interruption of service or headway increase.
9. STAFF LEVELS AND WAGES. The CONTRACTOR shall be responsible for payment of all employees'
and/or subcontractors' wages and benefits. The CONTRACTOR's personnel wages and work hours
shall be in accordance with applicable Federal, State and local regulations affecting such personnel.
ITB 2014-154-SR EXHIBIT A PAGE 4
i
The CONTRACTOR shall pay staff wages within the acceptable ranges of the transportation industry
for the established positions, understanding the specialty skills required to perform an
AMBASSADOR STYLE CUSTOMER SERVICE; it is highly desirable that CONTRACTOR offers competitive
salaries, benefits and incentives for drivers, dispatchers and road supervisors who excel in their
responsibilities.
10. MINIMUM PERFORMANCE STANDARDS. The CONTRACTOR shall strive to provide a fixed-route
public Transit service in the North Beach Trolley Route, in a manner that will maximize the efficiency
of the service while achieving excellent customer service. The performance measures specified
herein, balanced with the AMBASSADOR Style Customer Service criteria referenced herein and
attached, will serve as the benchmark standards for the periodic evaluation of the CONTRACTOR by
the CITY.
The CONTRACTOR and the CITY shall meet periodically to evaluate the Services, based upon the
performance standards established by the CITY. The following minimum performance standards are
agreed to between CONTRACTOR and CITY for the term of the Agreement:
Sanitation:
• Interior and exterior of vehicles must be kept in pristine condition, 100%of the time.
Reporting:
• All applicable reports (including but not limited to ridership reports, service interruption
reports and invoices) must be filed within the specified time frame, 100%of the time.
Safety:
• Drivers shall follow all applicable traffic regulations, 100%of the time.
Fines:
• CONTRACTOR shall avoid penalties imposed on the CITY by local, state, and federal
agencies resulting from the CONTRACTOR's operation and maintenance of the vehicles,
100%of the time.
Reliability:
• 95%on-time performance (no more than 5 minutes late at any stop location).
Equipment Malfunction:
• Repairs of any malfunctioning equipment related to vehicle or passenger safety shall result
in immediate vehicle out-of-service with notice to the CITY within two (2) hours, 100% of
the time. A Trolley spare vehicle shall be dispatched immediately upon interruption in
service to ensure on time performance. Trolley spare vehicle shall commence service no
later than one (1) hour of service disruption. The CONTRACTOR shall not be compensated
for any time elapsed without service.
• If no parts need to be ordered, repairs shall occur within two (2) business days (48 hours),
95%of the time.
• If parts are required, orders shall be placed within 24 hours and repairs shall be performed
within 24 hours of receipt of required parts.
Customer service
• Respond to customer complaint within 48 hours, 95%of the time.
• Drivers properly uniformed and groomed, 100%of the time.
• Drivers, dispatchers and road supervisors must adhere to the AMBASSADOR Service Style
Customer Service attached as Exhibit "A-1" herein.
ITB 2014-1 54-SR EXHIBIT A PAGE 5
The CITY reserves the right to request the removal of any CONTRACTOR employee from Miami Beach
service routes upon noncompliance of performance standards dictated above.
11. MAINTENANCE. The CONTRACTOR shall prepare and submit upon execution of this Agreement, a
written Preventive Maintenance (PM) Policy and Program Manual. Any changes after award must be
approved by the CITY in advance.The CONTRACTOR shall provide separate PM programs for the
vehicle heating and air conditioning (HVAC).
The CONTRACTOR shall assume full responsibility for ensuring that all system vehicles used in
connection with the project shall at all times be maintained at the highest levels and in a manner
that is consistent with good business practices and the standards for condition and quality,
commensurate with a first-class public trolley transportation system. Notwithstanding the preceding,
CONTRACTOR shall, at a minimum, ensure that all vehicles are well maintained, safe, and fully
operable in accordance with the highest standards of care and shall provide the following:
• Vehicle maintenance and repair (including, without limitation, all preventive maintenance, as
well as emergency maintenance such as dead batteries, flat tires, etc); and
• Interior and exterior cleaning.
The CONTRACTOR shall immediately report and repair any damage to the interior or exterior of
vehicle(s). If a vehicle is damaged, the CONTRACTOR shall retire that vehicle from service as soon as
practicable and a spare vehicle shall be immediately dispatched to service the route. Exterior
damage to vehicle(s) due to collisions, scratches, and graffiti markings shall be repaired within 24
hours.
CONTRACTOR shall not permit the use of any vehicle, in a state of repair that violates any Applicable
Laws. Vehicles may only be driven and/or parked in areas designated for such purposes and as
provided for under this Agreement and pursuant to Applicable Laws.
The CITY, and/or its officers, employees, agents, and/or contractors shall not be responsible or liable
for any damage to CONTRACTOR'S vehicles. CONTRACTOR shall be responsible for and provide
reasonable security measures which may be required to protect the vehicles. Under no
circumstances shall the CITY be responsible for any stolen or damaged goods, facilities, materials,
and/or other equipment including, but not limited to, the vehicles, nor shall CITY be responsible for
any stolen or damaged personal property of CONTRACTOR'S employees, contractors,
subcontractors, agents, vendors, patrons, guests, invitees, and/or any other third parties.
CONTRACTOR, at its sole cost and expense, shall maintain stores of and provide lubricants, repairs,
parts, and supplies required for the maintenance and operation of all buses and service vehicles.The
CONTRACTOR will be responsible for supplying all vehicle fuel.The CONTRACTOR will be responsible
for providing tires for all vehicles. It shall be the CONTRACTOR's responsibility to maintain the color
scheme in good condition, with painting/decaling as needed, throughout the life of the contract.
12. FARES/COLLECTIONS. Should the CITY opt to charge fares for the trolley service, the equipment,
installation, and maintenance needed for implementation, shall be the responsibility and at the cost
of the CITY.
ITB 2014-154-SR EXHIBIT A PAGE 6
All fares collected shall become the property of the CITY and the CITY will sanction procedures to
control the fare box collection, auditing, etc. The CONTRACTOR shall abide by any sanctioned
procedures by the CITY.
13. ROAD SUPERVISION. The CONTRACTOR shall provide sufficient road supervision to monitor drivers,
vehicles, quality of service, and adherence to all established routes, headways and schedules, and to
respond to emergency calls as appropriate.
The CONTRACTOR's supervisory personnel shall ensure established performance measures are met
at all times; including during fueling, relieves, bathroom breaks, accidents, and all applicable.
The CONTRACTOR shall be responsible for furnishing supervisors with mobile phones/pads
(monitoring tools) capable of handling the mobile application and website to be developed for the
North Beach Trolley.
Active drivers CANNOT be road supervisors while on driving duty. If a road supervisor has been
assigned to driving, a different road supervisor must take over the supervisory tasks.
14. ACCIDENT AND INCIDENT PROCEDURES. The CONTRACTOR shall develop, implement, and maintain
procedures to respond to all accidents, disturbances, passenger injuries/fatalities, and any other
service interruptions/failures. These shall be reported to the CITY in accordance with the established
performance measures herein.
All traffic accidents involving System vehicles, irrespective of injury, shall be immediately reported to
the CITY of Miami Beach Police Department. The CONTRACTOR will advise such agency of the
accident and request a police unit to investigate the accident.
The CONTRACTOR operating a trolley vehicle shall give the CITY's Transportation Operations
Supervisor immediate verbal and subsequent written notice of the following events:
• A fatality, where an individual is confirmed dead within thirty (30) days of a Transit accident,
excluding suicides and deaths from illnesses.
• Injuries requiring immediate medical attention away from the scene for one or more
individuals.
• Property damage to trolley vehicles, Transit system vehicles other than trolleys, other trolley
system property or facilities, or any other property. The CITY's Transportation Operations
Supervisor shall have discretion to investigate events resulting in property damage less than
$1,000.
• Evacuation of a trolley vehicle due to a life-safety event where there is imminent danger to
passengers on the trolley vehicle(s), excluding evacuations due to operational issues.
Immediate notice of all above-referenced events/accidents is required and such notice shall not be
delayed for more than one (1) business day. These notices, at a minimum, shall include the date,
time, location of the occurrence and the appropriate number of persons killed or injured.The person
ITB M 14-1 5 -SR EXHIBIT A PAGE 7
I
making the notification must provide his or her name and title,the trolley number involved and state
where he or she can be reached for further details. In addition, the person must supply any
additional information requested. The CONTRACTOR must ensure the physical evidence of the
accident scene is properly documented prior to the scene being cleared. Immediate notice of the
above occurrences shall be reported by telephone. Immediate notice of all said accidents is required,
but in no instance shall the notice be delayed for more than two (2) hours.
A written notice shall be submitted to the CITY, unless otherwise specified by the CITY, within one (1)
business days (24 hours) of the occurrence for all fatal accidents and all injury accidents which result
in injuries to one (1) or more passengers, on the form entitled "Trolley Operator Accident Report"
which is set forth in the System Safety and Security Program Plan.
The CONTRACTOR shall assist the CITY in documenting accidents and incidents. Report shall meet all
applicable FDOT and F.A.C. Chapter 14-90 reporting requirements.
15. EMERGENCIES - NATURAL DISASTERS. In the event of an emergency or natural disaster, the CITY
may require the CONTRACTOR to make available, to the maximum extent possible, transportation
and communications services and facilities to assist the CITY in ameliorating such incidents. Any such
use of the trolley vehicles for emergency response purposes must be pre-approved by the Office of
Transportation of the CITY, and said approval must be secured in writing. To the extent the CITY
requires the CONTRACTOR to provide such emergency services, the CONTRACTOR shall be relieved
of the obligation to fulfill the duties and responsibilities of operating the current or any future trolley
operations which may be established herein. Further, the CONTRACTOR shall be entitled to be paid
reasonable compensation for providing such emergency services and facilities, provided however,
that the amount of such compensation and time of its payment shall be mutually agreed upon by the
CONTRACTOR and the CITY prior to the conclusion of the emergency or disaster, or at such other
time as they may mutually agree upon.
16. VEHICLE FACILITIES. Prior to signing an Agreement with the CONTRACTOR, the CITY reserves the
right to inspect the CONTRACTOR's maintenance facility. The facility shall have features, including
but not limited to:
a. A dispatch room and supervisor station;
b. Facility for maintenance of the vehicles;
c. Storage for the CONTRACTOR's vehicle maintenance equipment (including cleaning
supplies and spare parts);
d. Security for the Trolley vehicles.
17. EQUIPMENT. CONTRACTOR's vehicles shall meet all specifications set forth in Table 1 and Figure 2
attached herein. Transit vehicles must meet the requirements of Florida Administrative Code 14-90
(i.e. passenger door mirror height, etc.). The system fleet must meet all local, state and
federal requirements as applicable to public Transit vehicles.
Vehicles shall be furnished with Advertisement space in the interior, in addition to space for route
specific information (Map Frame and Brochure Area).
The CITY shall inspect and approve vehicles and equipment prior to the CONTRACTOR beginning
service.
ITB 2014-154-SR EXHIBIT A PAGE 8
I
All vehicles shall be equipped with video surveillance capable of providing a digital output
transferable via SD cards or USB. The CONTRACTOR shall train all road supervisors, and develop
procedures on how to retrieve data from the surveillance equipment in the vehicles and on how to
upload the videos to their office computers. Should an event occur, where surveillance data is
required, the CONTRACTOR shall provide the video output to the Transportation Operations
Supervisor of the CITY via email.
Vehicles will be delivered with special paint or decaling scheme for North Beach Trolley service (as
designed by the CITY).The cost of such painting/decaling shall be borne by the CONTRACTOR.
18. CLEANING. CONTRACTOR shall provide all labor and materials necessary to keep the vehicles clean
at all times. CONTRACTOR shall wash the exteriors and mop floors of the vehicles, including support
vehicles, twice weekly, and shall clean the interiors of the vehicles daily by picking up all litter,
sweeping the floor, and cleaning the windows if required. CONTRACTOR shall clean all interior items
including seats, handrails, and windows weekly ass to maintain a clean vehicle. CONTRACTOR shall
perform a detailed interior clean at least twice a month. During this clean, CONTRACTOR shall
remove as many gums and stains as possible from the interior of vehicle.
ALL operating vehicles shall be scented with products approved by the CITY(at least twice a week).
The interior passenger compartment shall be free of roaches and other insects or vermin as well as
noxious odors from cleaning products. CONTRACTOR shall remove all graffiti from the exterior and
interior of the vehicles immediately or as soon as it is practical, but no later than the start of the next
day's service. If the graffiti is offensive or vulgar and cannot be removed, that vehicle shall be taken
out of service immediately.
19. OPERATING RESPONSIBILITIES AND PROCEDURES.
A. STANDARD OPERATING PROCEDURES.The CONTRACTOR shall provide written procedures for
operation of the Service ("Standard Operating Procedures"). Any changes after award must be
approved by the CITY in advance. These Standard Operating Procedures shall include, but not
be limited to,the following:
1. Procedures for notifying CITY of service delays and interruptions;
2. A list of names and phone numbers of contact persons who can make operating
decisions and be reached;
3. Accident review procedures and Operator corrective processes;
4. Radio check in and coordination procedures for maintaining vehicle headways,
including procedures for GPS/Automated Vehicle Location reporting;
S. Description of Operator training(including hospitality and courtesy training)
6. Procedures for operating vehicles and providing service, including procedures to
insure that stop announcements are made by bus operators;
7. Procedures for daily servicing;
8. Procedures for dispatching Vehicles to achieve balanced accumulation of mileage for
each Vehicle in the fleet and accomplish required Service and maintenance;
9. Contingency plan for emergencies such as accident, fire, mechanical failure, inclement
weather, and criminal activity;
10. Procedures for the handling of public and internal comments and complaints, and;
ITB 2014-154-SR EXHIBIT A PAGE 9
11. Operator safety, recognition and rewards program, and disciplinary procedures for
the Operator misconduct. Special attention should be paid to an incentive program
for front line employees who provide excellent customer service.
12. Customer service guidelines, employee standards of conduct.
13. Supervision, with sufficient supervisory level personnel to respond to service
problems, monitor performance schedules and procedures, and enable operators to
communicate with the base office, during all Hours of Operation.
14. Drug and Alcohol Testing program pursuant to Section 440.102, Florida Statutes. A
description of this program shall be submitted upon execution of this Agreement.
B. ADDITIONAL OPERATING PROCEDURES. The CONTRACTOR will observe all safety rules and
other requirements of regulatory bodies having jurisdiction over the Service Area and operate
the Vehicles with the highest regard for all aspects of safety.
1. The CONTRACTOR will not use or allow the Vehicles to be used for any illegal purpose.
2. The Vehicles shall not be used for towing, pushing or any purpose other than the
transportation of passengers.
3. The CONTRACTOR shall not overload the Vehicles beyond their specified carrying
capacity nor operate a Vehicle in an unsafe manner.
4. No other use may be made of the Vehicles dedicated to the CITY except as specifically
authorized in writing by the CITY.
5. All Vehicles shall operate with headlights and taillights turned on while in Service.
6. CITY will designate specific bus stops along the routes described herein. Passengers
shall be picked up and discharged only at these designated bus stops. Four-way
flashers shall be used whenever the vehicle is stopped to load or unload passengers.
7. Service shall be provided to all orderly persons who pay the proper fare (if applicable)
and comply with passenger conduct rules and regulations established by the CITY.The
CONTRACTOR shall not discriminate against any paying passenger or prospective
paying passenger because of race, color, religion or country of origin, age, gender,
sexual preference or disability.
8. Mobility impaired passengers shall be assisted, as necessary, from the curbside to a
secured position on the vehicle while boarding, or in reverse while alighting the
vehicle. An Operator shall not provide assistance to a mobility-impaired passenger
beyond the curbside. No assistance shall be required of an Operator, other than as
specified above, if it necessitates leaving the driving position.
20. INITIAL VEHICLE INSPECTION.The CITY reserves the right to inspect any vehicle to be used as part of
the proposed Transit service. Should a vehicle be found to fail to comply with the specifications
included herein, the CONTRACTOR shall be responsible for performing modifications to vehicle until
acceptable, and within (5) business days after notified in writing by the CITY.
21. FINES OR OTHER CHARGES. If the fines or other charges for which the CONTRACTOR is responsible
are levied, assessed, charged or imposed against the CITY, the CITY will notify the CONTRACTOR in
writing of this fact.The CITY may pay any fine or their charge, whether levied, assessed, charged, or
imposed against the CITY for the CONTRACTOR. In the event payment is made by the CITY, the
CONTRACTOR will reimburse the CITY within seven (7) calendar days after receipt of an
ITB 2014-154-SR EXHIBIT A PAGE 10
invoice. Failure to make such reimbursement when due may, at the option of the CITY, be deemed a
default under the Contract or be recouped from any payments due to the CONTRACTOR.
The CONTRACTOR shall be liable for any penalties imposed on the CITY by local, state, and federal
agencies due to the CONTRACTOR's failure to obtain the proper vehicle licenses or maintain vehicles
in accordance with local, state, and federal regulations. In addition, the CONTRACTOR shall be
responsible for fees listed in Exhibit C "Performance Penalties" as applicable. Services shall be
managed by the CONTRACTOR in accordance with the guidelines and parameters established herein
and the attachments hereto.
22. REPAIRS
A. GENERAL REPAIRS. CONTRACTOR shall provide as required all general repairs to vehicles
provided by this Contract.This includes replacement of items that are or appear to be worn out
(such as seat covers)..
B. MECHANICAL AND BODY REPAIRS. Within two (2) days (unless parts have to be ordered) of
learning of damage or the need for any repairs, the CONTRACTOR will complete or cause to have
completed all mechanical repairs found necessary to maintain the function of all components
and features of the Vehicles unless otherwise directed in writing by the CITY.
1. Body and frame repairs, inclusive of necessary painting, will be inspected and certified in
writing as completed by the garage performing the work prior to returning the Vehicle to
service.
2. Minor body damage repairs shall be repaired as soon as.possible, but not to exceed two (2)
weeks, subject to the availability of OEM parts when needed.
3. Major body damage shall be repaired before returning the Vehicle to service, not to exceed
five (5) weeks out of service, subject to the availability of OEM parts when needed.
4. Repairs to non-working items that relate to safety shall be completed prior to returning the
vehicle to service. Failure of safety related items on a vehicle while performing service shall
require immediate removal of the Vehicle from service for repair.These items shall include
legally required lights, working brakes, tire tread depth or condition or any other
mechanical condition that may have an effect on continued safe operation of a Vehicle.
5. The CONTRACTOR shall be responsible for providing any towing services necessary to
complete repairs required. Such services shall be done in a safe manner that will not cause
damage to the Vehicle, its structure or components.
23. VEHICLE RECORDS.The CONTRACTOR shall provide Monthly Summary Reports to the Transportation
Operations Supervisor of the CITY in conjunction with submittal of its monthly invoices for payment.
The format to be used for operating reports and monthly summaries shall be developed by the
CONTRACTOR and approved by the Transportation Operations Supervisor of the CITY. Said monthly
reports shall be submitted no later than the 15th calendar day of the following month, as part of
CONTRACTOR'S invoices for payment. Monthly report figures shall coincide with daily trip sheet
totals for the month and shall be broken down on a weekly basis (from Sunday to Saturday). The
CONTRACTOR shall certify as accurate all information given to the CITY.
24. DAILY RECORDS/REPORTS.
a) Telephone Report: The CITY shall be notified via phone any change of vehicle and/or driver,
�I
special runs, interruption of service due to inclement weather, out-of-service vehicles,
ITB 20 l -154-SR EXHIBIT A PAGE 1 1
emergencies and accidents. Road supervisors, dispatchers and general managers shall provide
immediate notice to the Transportation Operations Supervisor of the CITY after any of the
above mentioned events.
b) Upon notifying the CITY of an interruption in service due to any of the above mentioned
events, the CONTRACTOR's manager or road supervisor shall notify the CITY in writing, in a
format approved by the CITY. CONTRACTOR shall report time and date vehicle went in/out of
service.
c) Daily driver logs 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 use in determining the total
miles, number of passengers (manually counted) and passenger categories. Missed miles and
missed trips will be determined from the log by comparing actual daily miles entered into the
log against predetermined daily total miles for each vehicle.
d) Daily dispatcher logs shall include, but not be limited to, the following information: number of
incoming calls, type of information requested (restaurants, shops, entertainment, fares,
schedule, stop locations, etc.).
e) fare box revenue (if applicable) shall be recorded daily and a copy submitted to the CITY with
the Monthly Summary Report.
25. MONTHLY SUMMARY REPORTS. The CONTRACTOR shall prepare and submit to the Transportation
Operations Supervisor of the CITY a monthly summary report within fifteen (15) calendar days after
the end of the operating month, which shall be submitted along with CONTRACTOR'S invoices for
payment (as one of the required documents thereto). Monthly Summary Reports shall include, but
not be limited to:
a) Vehicle Total Service Hours and Miles: Monthly report figures shall coincide with daily trip
sheet totals for the month, by Route.
b) Total Ridership: Monthly totals of the number of passengers carried, by Route.
c) Total Passenger Revenue Summary (if applicable): Amount of fares/coupons collected, by
Route.
d) Service Break Summary: Vehicle out-of-service, operational problems, breakdowns, missed
trips and delays over fifteen (15) minutes.
e) Complaints and Compliments: passenger complaints and compliments collected by the CITY
and description of any action taken regarding complaints. Passenger complaints related to
safety or serious operational deficiencies shall be reported to the CONTRACTOR by the CITY no
later than the next workday following the CITY's receipt of complaint.
f) Vehicle Condition Summary: mileage (month, year to date, total), fuel and oil consumption
(miles per unit), accidents, preventive maintenance and inspection program (actual vs.
program), summary of major component rebuilding/repairs made, by Vehicle.
g) Equipment Status Summary: all other CITY-owned equipment.
h) General Summary: all other issues, evaluations, suggestions for improvements.
i) Pass and Ticket Sales Report (if applicable): number of tickets and passes sold by each vendor
over the last month.
j) Reports for the Trolley Circulator Service shall be detailed by day and tabulated for the month.
k) The Summary Report shall also include a recap of the service, summary statistics for current
month, year-to-date, same month last year (when applicable) and percent change from last
year for total system (if applicable). Spreadsheet type graph(s) of trends in ridership,
ITB 2014-1 5 -SR EXHIBIT A PAGE 12
passengers per vehicle hour, and service quality measures shall be developed. It shall also
include problems with service/personnel/accidents, and solutions proposed for the problems.
26.YEARLY SUMMARY REPORTS. Yearly Summary Report for Trolley Circulator Service shall include, but
not be limited to, miles, hours, passengers and costs itemized by month for each service, including
fare box collections (if applicable).
27. SUBMISSION OF INVOICES. Invoices and supporting documents for Services (or portions thereof)
satisfactorily rendered for the previous month, shall be submitted by the 15th day of each month to
the Transportation and Concurrency Management Department (Attention: Transportation
Operations Supervisor), 1700 Convention Center Drive, 4th Floor, Miami Beach, FL 33139. Upon
verification of the accuracy and completeness of the invoice and supporting documentation by the
Transportation Operations Supervisor, the invoice shall be forwarded for payment approval to the
CITY.
a) Itemized monthly invoice. The CONTRACTOR shall submit, with the Monthly Summary Report,
an itemized monthly invoice to the CITY for the Services, or portions thereof, rendered during
the reporting period. Both the monthly invoice and the summary report shall be received by
the 15th day of the subsequent month. The itemized invoice shall follow a format approved by
the CITY.
b) Net amount due.The charge for Trolley Service minus the time scheduled vehicles were out of
service shall be submitted as the amount due the CONTRACTOR. The CITY imposed
Performance Penalties, if any, shall be deducted from this amount.
c) Debits and credits. The itemized invoice shall be supported by documents (in excel and pdf
format as approved by the CITY previous to launch date) the documents shall include
corresponding service hours, ridership, service miles, vehicle IDs as may be required by the
CITY to establish that the amounts are allowable. Debits and credits shall be itemized so that
the total required has an understandable base. Debits would include actual working days total
per vehicle by hours, costs for extra runs beyond normal schedules (specify use, dates, and
hours), and/or costs for extra operating hours caused by daylight savings time adjustments.
Credits should be shown for out of service hours per vehicle.
d) Open records. All invoices and related records will be available for inspection and/or
independent audit at the election of the CITY.
e) An excel version of the invoice, in addition to a signed hard copy, shall be provided to the CITY
for data management purposes.
BALANCE OF PAGE INTENTIONALLY LEFT BLANK
1111 TB 2 0l -154-SR EXHIBIT A PAGE 13
EXHIBIT B
AMBASSADOR STYLE CUSTOMER SERVICE
CONTRACTOR shall make the Ambassador Style Costumer Service part of the overall training required
for its employees. CONTRACTOR personnel interacting with the public shall be expected to deliver
excellent customer service and represent the CITY's mission statement:
"'We are committed to providing excellent public service and safety to all who live, work and play in
our vibrant, tropical, historic community".
All drivers, dispatchers, and road supervisors employed by the CONTRACTOR when addressing
passengers are expected to:
a) Greet our Transit passengers with a smile at all times
b) Engage passengers whenever possible by greeting them and respectfully conversing with them
c) Thank passengers for using the Trolley and invite them to use it again in the future
d) Help passengers with physical difficulties and/or disabilities to get in and out of the Trolley
e) Wait for all passengers to be properly seated prior to moving the Trolley
f) Not miss any Trolley stop or passenger. If there is a full Trolley load, drivers must stop at the
Trolley stop and inform the waiting passengers that they will have to wait for the next Trolley to
arrive due to a full Trolley load; advise passengers of the location of next Trolley.
g) Make a point of waiting a few seconds at the Trolley stop if you see a nearby passenger rushing
and waiving to catch the Trolley. This also applies on days with inclement weather, when
passengers may be waiting for the Trolley at dry locations instead of the actual Trolley stop.
h) Have knowledge of the route
i) Identify best locations to idle as to avoid blocking to other vehicles whenever possible
j) Have knowledge of the CITY of Miami Beach landmarks
k) Have knowledge of the major events dates and locations as to guide tourists
1) Have knowledge of Miami-Dade Transit System well, being able to provide guidance to
connecting routes
m)Not eat, drink, smoke, or play loud music inside the vehicles
n) Not text or talk on their cellphones while driving
o) Announce stops, major intersections and direction of travel as to guide visually impaired
passengers
p) Provide accurate and understandable answers to passengers questions and/or requests
If the driver cannot provide an answer to a Transit and/or service-related question, direct
customer to the CITY of Miami Beach designated customer service phone number or
representative. In addition, the driver's body language (mannerism) should always denote his
willingness to cooperate with the passenger.
q) Be well groomed; wear CITY's branded uniform and identification tags.
r) Be trained in the special skills required to provide transportation to elderly and disabled
passengers
s) Understand the urge and importance of maintaining the established headways (on-time
performance)
t) Communicate with other drivers and dispatchers on a regular basis to maintain proper headways
ITB 2014-154-SR EXHIBIT B PAGE 1
u) Not drive faster than 20 MPH at any given time
v) Not leave passengers inside vehicle while on break
w) Be on route during regular service hours (unless on break)
x) Communicate issues, accidents, breakdowns immediately to their superiors
y) At least once every two hours, check the climate controlled temperature and the volume of the
radio throughout the vehicle to ensure they are acceptable to the passengers, and finally briefly
engage with the passengers before resuming driving activities.
z) If the CITY provides time sensitive information intended to target passengers, drivers are
required to promote and disclose such information immediately.
aa) Not be rude or aggressive towards a passenger AT ANY TIME.
bb)Be apologetic on behalf of the CITY when issues arise
Drivers must be communicating on radios at all times. If bunching issues occur, they must assess the
situation and react accordingly. It may be possible for one driver to slow down at every stop while the
other one expedites the pace.
Recommendations to further improve the customer service experience of the riders can be
communicated to:
City of Miami Beach,
Transportation &Concurrency Management Department
1700 Convention Center Drive
Miami Beach, Florida 33139
Attn: Transportation Operations Supervisor
ITB 2014-154-SR EXHIBIT B PAGE 2
EXHIBIT C
PERFORMANCE PENALTIES
CONTRACTOR acknowledges that time is of the essence with respect to CONTRACTOR'S timely and
continuous performance of the Services, and that upon failure of CONTRACTOR at any time during the
Term to perform the Services within any time periods specified under this Agreement (including, without
limitation, failing to timely and continuously comply with the required schedules and hours of operation
for the Project), CONTRACTOR shall pay to the CITY the sums specifically set forth herein. Performance
Penalties are hereby fixed and agreed upon between the parties, recognizing the impossibility of
precisely ascertaining the amount of damages that will be sustained by the CITY as a consequence of the
CONTRACTOR's failure to meet the minimum performance standards set forth in Exhibit A and the
resulting deterioration in service, and both parties desiring to obviate any question of dispute
concerning the amounts of said damages. The CITY shall have the right to deduct from and retain out of
moneys which may be then due (or which may become due and payable), to CONTRACTOR, the amount
of such Performance Penalties, and the CONTRACTOR shall pay in full such Performance Penalties.
The CONTRACTOR shall take all reasonable actions requested by the CITY to promptly correct any
deficiencies in performance. Upon determination by the CITY of a failure to meet an established
performance measure, a written notification will be delivered to the CONTRACTOR's home office, with a
copy to its local Project Manager. Performance Penalties will not be applied without the CONTRACTOR
receiving a written notice specifying the issue and detailing the time and nature of the occurrence.
In the event that the CONTRACTOR fails to meet any performance standard established under this
contract, adjustments in the CITY payment to the CONTRACTOR will be made as described below:
1. Uniforms:
• $50 per Recorded Event(First Event)
• $100 per Recorded Event (Any Event Thereafter within a one month period)
• Drivers shall be properly uniformed and groomed, 100% of the time. Driver shall wear the CITY
approved uniform at all times.
2. Service Interruption Reporting Requirements(failure to submit clear and accurate written reports
within 24 hours after a service interruption occurs):
• $250 per recorded omission (Any case in excess of one report omission per month)
3. Monthly Reporting Requirements (failure to submit clear and accurate monthly reports
(Including but not limited to Ridership Reports,Service Miles Reports and Service Hours Reports]:
• $250 per recorded omission (Any case in excess of one event per year)
4. Graffiti/Tagging:
• $100 per recorded Event (Any case in excess of twenty-four hours of reported issues being
unresolved)
ITB 2014-154-SR EXHIBIT C PAGE 1
5. GPS Malfunction or Omission:
• $200 per recorded event (Any case in excess of one day without tracking services per month,
unless due to a major natural disaster/emergency)
6. Wi-Fi Malfunction or omission:
• $200 per recorded event (Any case in excess of one day without tracking services per month,
unless due to a major natural disaster/emergency)
7. Two-Way Radio Malfunction or omission.
• $250 per recorded event (Any case in excess of one driver shift (AM or PM) without radio
communication between drivers per month)
8. Surveillance Cameras Malfunction:
• $200 per recorded event (Any case in excess of one day without video surveillance per month,
unless due to a major natural disaster/emergency)
9. Sanitation:
• $100 per recorded Event (Any case in excess of one event per month)
10.Safety:
• $500 per recorded Event (Any case in excess of one traffic citation)
• CONTRACTOR shall report all traffic citation incidents within three (3) days of citation date.
Failure to report citations to the CITY shall result in doubling the penalty amount to $1,000 for
each citation that is not reported on a timely basis.
11. Fines:
• If any penalty is imposed upon the CITY by a local, state or federal agency due to the
CONTRACTOR's failure to operate or maintain the vehicles properly, the CONTRACTOR shall owe
the CITY an amount equal to double the amount of the original penalty.
12. Reliability:
• 95%on-time performance (no more than 5 minutes late at any stop location).
• Fee will be$100 per event (in excess of the above). Specific procedures to collect supporting data
will be set during contract start-up.
ITB 2014-1 5 -SR EXHIBIT C PAGE 2
Table 1-Equipment and Service Specifications
Item Specifications
Required Equipment
Make Hometown Trolley or Supreme Corporation Startrans or approved equal at
the City's sole discretion
Vehicle Type (25-29 Feet)Rubber Tire Trolley (Villager Trolley/Classic American) or
approved equal at the City's sole discretion
Number of vehicles required Minimum requirement of four(4)vehicles in service with one(1)spare
Capacity minimum 20 passengers
Power/fuel type Diesel or Alternative Fuel
Accessibility Must meet requirements set forth by the Americans with Disabilities Act
(A.D.A.).
Reliability Standards Any vehicle provided by this contract must not be older than 2014 models
Properly functioning air conditioning, driver seatbelts, bicycle racks,cow
catcher,in-step lift(LU12 or equal), Recaro driver seat,safety equipment,
Vehicle Amenities (applies to all vehicles 21 x21 map frame and hold-four brochure holder, modesty panel,pull cords,
including spares) interior signage-(i.e. no eating or drinking, Trolley ID),exterior digital
destination signs (marquees) and leather straps.
OPTIONAL:Low Floor vehicle(See BID Tender Form)
Fixed two-way radios for driver communications and surveillance video
Radio Communication and Equipment cameras with audio capabilities
(applies to all vehicles including spares)
The City will be responsible to sell and install advertising on the interior and
exterior of the vehicles at its sole discretion. The cost for production will be
Advertising on Vehicles borne by the City and all revenues for advertising will be retained by the City.
Vehicles must come furnished with roof Ad space(framing) tilted in such
position that is easily viewed by the passengers.
• • 0•- •
Daily 8:00 AM to 12:00 AM, Monday through Sunday(16 hours a day)
Yearly 11680 hours (16 hours a day/365 days a year)
Frequency of trips 10 minutes headways
A rox.30 minutes per round trip per vehicle
Duration of trips
Approx. p P P
Number of Routes 1 (North Beach Trolley Route), additional optional routes at the City's sole
discretion
Fares Free
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ITB 2014-154—SR — TURNKEY TROLLEY OPERATIONS & MAINTENANCE SERVICES
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Submitted by;
Limousines of South Florida, Inc.
April 15, 2014
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
r
i
Methodology and Approach to Scope of Work
MANAGEMENT PLAN
A major component of the success of our operations is our leadership and their combined years
of experience. Our management team offers innovation, dedication and commitment to the
successful operation of all our services.
Peter Kane: General Manager/Operations Manager
Mr. Kane has been involved in the management and operations of several transportation
companies over the past twenty years. His ability to handle labor relations and oversee the
operations of our municipal contracts while ensuring that our maintenance program and overall
quality control standards along with operator performance standards are strictly adhered to.
(Resume provided in attachments)
Road Supervisor and Dispatchers
These positions are the front line support for the operators. Our road supervisors will have the
required two years' experience with fixed route or fixed scheduled public transportation
services within the last ten years. They are charged with safe, efficient and on-time delivery of
services. By design, these positions are required to hold valid commercial driver's licenses
because these supervisors are expected to be able to perform all the duties associated with the
service, including passenger vehicle operation, and are available to do so if required.
Dedicated road supervisors provide the oversight necessary to ensure operators are performing
at their best when they are in revenue service for our customers. Road Supervisors perform
the critical task of annual operator evaluations that include safety, defensive driving, and
customer service evaluations. In addition, they maintain relations with agencies, staff, and
riders and provide the backup support to ensure service quality throughout revenue service.
Road Supervision
LSF Shuttle has always, and will always have a supervisor available to oversee and monitor all
operator activities as well as to handle any emergency situations that may arise. In the event
that the assigned supervisor is not available due to a day off or vacation, LSF has other
supervisors or managers always available. LSF Shuttle is providing two supervisor vehicles to
ensure adequate daily supervision and responsiveness.
l
A ia.kv5FORtntcov AMtlR1CA C(-I.uPA`r•
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
Road Supervisor Duties
Road supervisors are essential to daily quality control. Each day supervisors are assigned
specific duties to ensure that vehicles depart the facility on time. Supervisors are stationed at
the lot pullout and provide the final lot departure check with bus operators to ensure that they
are ready for the day's service.
Supervisors inspect the strategic vehicles and ready to deploy fleet so that any service
disruptions will result in an immediate availability of a dispatched vehicle. Road supervisors
are in constant contact with dispatch to ensure that service performance is maintained
throughout the day. This continuous on-road supervision is a critical component to daily
service delivery.
Supervisors spend no less than 70 percent of their time performing assigned field duties.
Additionally, supervisors are specifically tasked to perform assigned operator work
schedule/system timetable adherence checks and operator performance evaluations. In
addition, supervisors respond to incidents/accidents, service delays and customers service
concerns, as directed by operations control staff. Supervisors document all disciplinary contact
with system operators, including verbal warnings, as well as complaint oriented contact with
system passengers. These reports are submitted directly to the operations manager, each day
upon shift completion.
Dispatch Operations
The Dispatch office hours of operation will be from 4:00 am - midnight. General Dispatching
responsibilities include:
Monitoring vehicle operator's performance, regarding passenger pick-ups, drop-offs and
route adherence.
Tracking passenger counts as reported by vehicle operators.
Notifying the appropriate agencies and management of any traffic accidents, incidents
or breakdowns in which any operator or vehicle is involved.
i
A TR -W'ORIATION dlMMICA COMPANY
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
E
Dispatch Communications
For the Miami Beach Trolley service, dispatchers communicate with the operators and the
maintenance staff (to ensure vehicle availability) and assign all available and ready vehicles to
the proper operators and routes.
During Operator check-in, dispatchers will ensure all operators have the needed tools (time
piece, current driver license, uniform, etc.). Dispatchers will be held accountable for ensuring
the operators are in proper uniform prior to leaving the yard as well as for conducting a random
visual check of all required driving credentials the operator must have on them before they
leave the yard. There will always be a sufficient number of stand-by operators to cover runs due
to call-offs, improper uniforms, lack of credentials, etc.
Dispatch Log Review
In a process similar to the manifest review, our service performance is monitored by local and
senior management through review and documentation of the daily dispatch logs. In addition
to recording routine service activity such as vehicle operator start times, employee schedule
adherence, attendance, and other routine service data, the dispatch log records service events
and significant occurrences that happen during the service day. After completion by the
window and service dispatchers at the conclusion of each service day, the dispatch logs are
reviewed the following morning by the Operations Manager. Significant events and a complete
summary are reported to the General Manager on a daily basis. These reports provide the
critical information for our staff to take immediate action to improve service.
Disabled Vehicles
In the event a vehicle becomes disabled, the operator's first priority is to ensure the
passengers' safety and comfort. Where appropriate and when possible the operator will move
the vehicle to a safe location and contact dispatch via radio. Dispatch will provide the operator
with instructions, and a replacement vehicle will be immediately dispatched. Our operating
facility is located minutes from the operating area and our available fleet of spare vehicles
means that our services are resumed quickly and efficiently with little disruption to the
schedule.
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A TRANSI'ClREnEIO\'K-AER1C.k COMP.NY
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
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Communications System
LSF Shuttle currently operates a radio-based communication systems for its various service
operations. For the City of Miami Beach Trolley Service we utilize GPS and a two-way radio
system in every vehicle. Currently we are operating over 200 shuttle buses, and it is our
commitment to continue to provide this added service to all cities where we provide service.
We have made a commitment to provide the highest level of service to communities that we
service and the additional cost of a direct two-way radio system clearly has advantages.
LSF Shuttle has found that formal procedures for effective communications system use are
mandatory. LSF Shuttle uses standard protocols for radio systems, a standard operating
procedure designed to shorten communication times and improve response in disaster or
emergency operation. Our operators are instructed on proper communications technique,
including use of run and/or vehicle numbers to identify themselves, clearing and acknowledging
each transmission, use of modulated, clipped tones and maintaining message brevity.
Procedures governing the use of the communications system are strictly enforced.
The radio communications system has five primary functions within most of our operations:
• Permits schedule adjustments by advising operators of detours, accidents and
passenger overloads;
• Permits quick deployment of strategic spares and allows for scheduled repair as
necessary;
• Permits management to respond to emergency situations involving passengers,
equipment and personnel including accidents, illnesses, lost or confused passengers,
lost articles, and dangerous or criminal activity aboard vehicles or at the facilities;
• Permits management to receive information on traffic, and conditions of assets
(shelters, signs, etc.); and
• Expands management's ability to monitor service through location reporting and
assignments to mobile supervisors.
On-Time Performance
The first step to ensuring on-time performance (OTP) is the proper concentration of supervisors
in areas where service tends to be delayed or disrupted. Then, back-up vehicles and operators
are staged.
t
A 7PANSFORTATION&MIRICk COMPANY
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
Operations are recorded each day using an internally developed report. This report includes an
individual summarized accounting of daily service delays and disruptions, by route and sector,
providing management and control staff with the ability to prepare and effectively plan for
short and long term issues that affect timely service delivery.
OTP monitoring and reporting by supervisors is assigned in a manner that appropriately
samples stop locations, based on operational trends and customer feedback. Congestion and
detours will be -evaluated on a daily and periodic basis, using our internal reporting platform.
This will allow us to make targeted and timely recommendations to the agency for temporary
and permanent service adjustments.
Fleet Maintenance
LSF operates and maintains more than 200 vehicles. We have extensive experience in
maintaining transit vehicles of all makes and models, including trolleys, transit buses, cutaway
paratransit vehicles, smaller vans, and sedans. Our maintenance standards and best practices
are based on experience meeting and in most cases exceeding manufacturer's
recommendations and regulatory standards. Our focus is on providing an aggressive
maintenance program that ensures comprehensive care of every vehicle during its useful life
and beyond.
LSF Shuttle understands that a strong and comprehensive vehicle maintenance program is a
cornerstone of providing reliable transportation services. Our standardized maintenance plan
provides effective and efficient maintenance for commercial transportation vehicles and meets
or exceeds all manufacturer's recommendations and regulatory requirements. From vehicle
cleaning to major repairs, effective vehicle maintenance enhances and protects a significant
capital investment in rolling stock (whether that investment is made by LSF Shuttle or by the
client) and promotes a positive image of both the service and LSF Shuttle.
Vehicle Maintenance Plan
The LSF approach to vehicle maintenance provides a comprehensive plan for maintenance
success from our safety culture to returning vehicles to revenue service. Our clients have
expressed their appreciation for our commitment to maintaining service vehicles, and it has
improved the appearance and reliability of both the service vehicles and the transportation
services they provide.
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A TRAUN5PaaTnTION'AWRICA CU.mP&NY
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
FTA Compliant Drug and Alcohol Testing
All maintenance personnel are considered safety sensitive employees and are included
participants in our FTA-compliant drug and alcohol testin g program. This comprehensive
program provides for drug and alcohol testing of maintenance staff throughout their hiring and
employment with LSF Shuttle.
Preventive Maintenance Inspection Program
Preventive Maintenance Inspections (PMIs) are the foundation of a comprehensive and
effective vehicle maintenance program. The PMI process is designed to protect the capital
investment in the fleet, ensure fleet availability, and maintain safe operating conditions. First
and foremost in planning all maintenance activities is the availability of vehicles to meet service
requirements. In particular, LSF Shuttle performs the majority of PM inspections when there is
the least impact to operations. Our goal is to have vehicles in service during peak hours of
operation.
LSF Shuttle schedules and follows up on all PMIs in order to maintain 100% PMI currency.
Odometer readings from operator trip sheets are entered into the Maintenance Management
tool daily, and confirmed each time the vehicle enters the shop. Based on these odometer
readings, vehicles are scheduled for a PMI when they meet either the mileage or time
thresholds. And because the process is automated, a vehicle cannot be overlooked or missed in
the PM schedule cycle. A schedule of PMIs due within the next 30-day period is generated
automatically on the 15th day of the preceding month.
During the PMI, the technician reviews both the vehicle file and all previous PMI reports as well
as the vehicle repair summary, which shows the comprehensive repair and PMI history for the
life of the vehicle. This critical step in the process allows the PMI to become both a critical
safety element and an efficient part of the maintenance program. First, reviewing the vehicle
repair history allows the technician to identify and correct repeated repairs and address safety
concerns (such as repeated brake or interlock failures, for example), even if the technician has
no personal history with the vehicle. Second, the file review allows for repairing minor defects
identified during the Daily Vehicle Inspection (DVI) process, and encourages pro-active
component replacement where worn or suspect parts are replaced during the PMI, when the
vehicle is already out of service, and before they cause a service disruption. All defects
reported through DVI or identified during the PMI are completed
i
A TRANSMIRTATRNN A-*AFP1CA COMPANY
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
Staffing Plan
Limousines of South Florida, Inc. will provide a General Manager/ Operations Manager and
Road Supervisors with the required two years' experience in fixed route or fixed scheduled
public transportation services within the last ten years pursuant to the ITB.
Mark Levitt: Proiect Manager
Mr. Levitt has been involved in the management and operations of Limousines of South Florida,
Inc. for the past thirty years. He has established and overseen the total operations of over thirty
fixed route contracts in the South Florida Area.
Peter Kane: General Manager/Operations Manager
Mr. Kane has been involved in the management and operations of several transportation
companies over the past twenty years. His ability to handle labor relations and oversee the
operations of our municipal contracts while ensuring that our maintenance program and overall
quality control standards along with operator performance standards are strictly adhered to.
Bruce Solovsky—Assistant General Manager
Mr. Solovsky has been involved in the management and operation of Limousines of South
Florida, Inc. since the Transportation America purchased Limousines of South Florida. He will
assist the Project Manager and General Manager/Operations Manager in the overseeing that
the City of Miami Beach Trolley operation run smooth and the Road Supervisors and drivers are
adhering to company policies and procedures.
Jose Novoa & Dwayne Dhaiti - Road Supervisors
Our road supervisors will have the required two years' experience with fixed route or fixed
scheduled public transportation services within the last ten years. They are charged monitoring
the safe, efficient and on-time delivery of trolley services. By design, these positions are
required to hold valid commercial driver's licenses because these supervisors are expected to
be able to perform all the duties associated with the service, including passenger vehicle
operation, and are available to do so if required. Dedicated road supervisors provide the
oversight necessary to ensure operators are performing at their best.
Due to this project not starting for approximately six months, the road supervisors for this
project may change but the City of Miami Beach can rest assured that if these positions are
replaced, the replacement road supervisors will have the required experience necessary
pursuant to the ITB.
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City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
i.
RESUME
Mark Levitt
Davie, Florida
UVERIi•;\'('k;
1984- 2010 PRESS I:NT, Limousines of Smith Florida, Inc. 25()? N.W. 31SO Stree(.
h4jami. llon,da
Mr. Lev lit administerod the day-to-dad.operation of the conip;in%,'s cnij)I Ne(s
and vehicle ilcrt of )00 plus vchicles. III,, keN ri:sjx►iisibiliticss, include the
dcvelopmcut,cxpansion cop raliOm wid iiuurl-eting liir Ilic wnilxiny
093-2111 2 Pi ESIDEN'r /(TO,Srnithern Shuttle Sen-ices, Inc.d.b.a. Supertihuitle
1livui,)�9i\.1V. SL'Sirrct.,\-barn*.Florida
Mr. Levitt iaas r��s nsible I' r mcrall rnanagenwill I' r Sulicrtihtittle in
k1lanii and 1111ni Bcach. Additional reslxinsibilities included: Overseving
sales and inarketing departinent; devcicilinlent and coordination of public
relations programs; administration o!' an annual budget in excess of nine
inillioin cloilltin; rlillilltU'l1iC, ul c;i_sli floe w and developi-nent of the annual
business [)loin; Of 275 driven adnunistritive and guest
ur�-icc'saies support stuff;
City of Miami Beach
ITB No. 2014-154SR
April 15, 2014
�eter Kane
Business Development
BID/RFP/RFL/RFI Preparation
General Operations
Positions: Airport Shuttle Operations
Charter Operations
Para-Transit Operations
I am a seasoned transportation business professional with more than 25 years of transportation
industry management and operations experience. My diverse background includes management of
Airport Courtesy Shuttles, Consolidated Rental Car Shuttles, Contract Transportation, Paratransit,
Qualifications Overview: Motorcoach Charters, Line Runs, Basic & Advanced Life Support Ambulance, Taxicab and Livery
Operations. I have excellent communications skills and can relate successfully to individuals at all
levels within and outside the organization.I am fully bi-lingual English/Spanish and computer literate.
Experience:
2007 to present Area General Manager Keolis Transit America/LSF Shuttle/TecTrans
Ft. Lauderdale,FL
• Hold total contract responsibility 24/7/365 for LSF's services on behalf of the Broward
County Aviation Department(BCAD).
• Directed the successful contract award and seamless transition from previous operator to
LSF in spring 2008.
• Achieved a budget savings of over 51M for the BCAD in 2009 by steadfastly containing
operating costs and consolidating services to ensure the BCAD and County as a whole
achieved their financial goals during a severe economic downturn.
2006/2007 Asst General Manager Shuttleport Ft.Lauderdale,FL
✓ Assistedthe GM in overseeing the entire operation for the Consolidated Rental Car Shuttle,
Off Site Parking,Central Garage Parking and Port Everglades transfers to Ft. Lauderdale
International Airport.
1998 to 2006 General Manager ownership stake"Orlando Bus Ltd/Tourist Tips Transportation Orlando,FL
✓ Responsible for new startup company in support of Kemmons Wilson resorts and hotel
properties for the provision of full spectrum transportation.
✓ Disney Park Shuttles,Charter,Convention Shuttles,Mass Moves(Super Bowls&Olympics)
1992 to 1998 Director of Sales Gray Line of Orlando/Orlando Transportation Orlando,FL
✓ Responsible for all sales in Charter,Convention, Shuttles,Town car,Limousines.
✓ Florida Medicaid Transportation Provider for the Central Florida region for Transportation
Disadvantaged and ADA Contract for Lynx.
✓ Highlights include: Super Bowl&Olympics Mass Movements,Walt Disney World Hotel
Shuttles,PGA Golf Tournaments,Citrus Bowl,Royal Caribbean Cruise Lines,
1984 to 1992 Call Center Manager/Senior Dispatcher/EMT Medi-Car Ambulance/ADS Miami,FL
✓ Dade County Special Transportation Services(3000)trips per day
✓ Florida Medicaid Non-Emergency Transportation(2000)trips per day
✓ Medicar Ambulance Senior Dispatcher
✓ Ambulance Emergency Medical Technician
Education: Business Administration Degreefrorn University of Costa Rica graduated 1982.
References available upon request,
L�°F SHUTTLE
A TR,ati-,PoRTATtON AMfPJC.\LO:PAVY
City of Miami Beach
ITB No. 2014-1545R
April 15, 2014
i
Bruce Solovskv
General Manager American Shuttle DIIA SuperShuttic
.lanuan' 2012------Current
Director of operations SuperShuttic Int.
September 19S')-----.lone 1993
General manager U-haul Int.
October 1993--------.1anuan,2012
Duties in all positions included but not limited to the follo%ving:
1.Planning administration
• Provide leadership and vision to the organization by assisting the Board and staff with the
development of long range and annual plans,and with the evaluation and reporting of progress
on plans.
• Oversee preparation of an Annual Report summarizing progress on short and long range plans.
• Recruitment and contracting of company and project staff;
• Employee development,and training;
• Policy development and documentation;
• Employee relations;
• Performance management and improvement systems;
• Fmployment and compliance to regulatory concerns and reporting;
• Company wide committee facilitation including planning,production,staff and
2. Financial management
Oversee preparation of annual budget,regular variance statements and annual audit.
• Provide vision and leader ship in long.range fiscal planning to ensure the continuity and
solvency of the company.
• Providee recommendations regarding effective utilization of long and short term debt, including
refinancing and purchasing/sales-
3.Prod uction/QC:
• Insure accurate documentation of production and quality control data and records.
• Direct and oversee site production activities and personnel,
• Oversee and ensure high safety standards at all times.
• Direct production activities to insure safety and compliance with quality control standards,
regulatory compliance,and lease agreements.
• Oversee and/or ensure good housekeeping at site at all times.
4.Administrative management
• Ensure client and vendor file integrity(documents,analytical information where required.
communication notations,etc.).
• Maintain general oversight arid insure accuracy of records including A/R,A/P,Inventory,etc.
• Assist in development of forms and tools to increase company efficiency and risk management.
Bruce Solovsk
Y
General Manager
Super Shuttle
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shuttle
MAINTENANCE AND OPERATIONS MANUAL
For the.City of Miami.;Beach
VEHICLE MAINTENANCE
Equipment Standards
The Operator shall replace or repair any equipment which becomes unserviceable (i.e. unsafe, poor performance or
appearance)during the contract term and any extensions hereto.
Certified Maintenance Supervisor Duties
Maintenance Manager-Shall be responsible for all repairs, preventative maintenance, work orders and supplemental
documentation, mechanics and mechanics schedules, support personnel and bus washers. Will be responsible for
the following including but not limited to:
USDOT specifications on safety related equipment on board buses
Preventative Maintenance Schedules for all vehicles
Maintenance budget and projections
Maintenance facility functionality,equipment,cleanliness
Will work closely with Operations to ensure there are always an adequate amount of vehicles to perform contract
duties
Will work with GM to negotiate outside vendor contracts in relation to the maintenance department
There are no licenses required for this position.
Certified Mechanic Duties Maintenance Personnel (Mechanics)
Will remove and replace parts and components as directed.by Maintenance Manager
Will perform their duties in a safe and efficient manner
Will report any and all system failures, breakdowns,or anomalies
Will enter each repair work order into Maintenance Software System
Have their own full set of tools, lockable box and insured
Will perform their duties with great regard and respect for the environment
CERTIFIED MAINTENANCE TECHNICIAN RECRUITMENT,TRAINING AND DUTIES
Maintenance Technician Recruitment
Like many other industries, the transportation industry is suffering from a severe shortage of qualified technicians;
however, LSF does not have a shortage of qualified Technicians at any of its operations. To compete for the best
technicians we have taken a different approach to recruiting. LSF, we do not use the title "mechanic". We want
them to consider themselves professionals, a step above a mechanic, so we use the title of Technicians and treat
them as professionals.
The best recruits we hire are referrals from our own employees. Our quality employees want to surround themselves
with other quality people. We have found that technicians socialize with other technicians, and good technicians
socialize with other good technicians.
Maintenance Technician Hiring
• Our screening process for Technicians is the same as the process for Operators, including the
following basic hiring standards:
• An accurate and valid application.
• Minimum,three years of experience.
• Minimum 21 years of age.
• Possession of all valid licenses.
• Successfully pass a drug/alcohol screen.
• Have the ability to obtain the special permits and endorsements.
• Proven ability in the area of customer service.
• Be able to speak, write and understand English and possess the capability to perform simple
mathematical functions.
• Provide proof of U.S. citizenship or legal alien status.
Background Checks
LSF require that each potential operator and maintenance technician successfully go through the following
nationwide background checks before hiring. Our process helps us to ensure the quality of our employees and
minimize the turnover that is common in the industry.
• May have one break or interruption in holding a valid license of no more than 90 days during the five-
year period immediately preceding the submittal of an employment application. The break or
interruption cannot be the result of a state having suspended or revoked the license and the candidate
must still be able to demonstrate that they have a minimum of three years driving experience.
• No felony convictions.
• No record of drug or alcohol offenses.
• No more than two at-fault or preventable accidents in the last three years.
• No more than two convictions of moving violations in the last three years.
• When combined, no more than two incidents (preventable accidents or moving violations) during the
last three years. The third such incident — whether a preventable accident or moving violation —
constitutes grounds for termination.
• No record of DUI.or DWI.
• No convictions of crimes of moral turpitude.
• Not subject to outstanding warrants.for arrest.
• Satisfactory appraisal from prior employers, at a minimum, or verifiable references from past three
employers, or last five years of employment.
Interview Process
The interview process for hiring technicians focuses on a number of elements that are critical to ensuring our
maintenance workforce is highly skilled, highly motivated and safety-minded. The key components covered in the
interview include: safety, customer service, operations, teamwork, taking initiative and reliability. Each candidate
must successfully answer the questions for each of the key components to be considered for employment by LSF.
Technician Training
The difference between LSF and our competition is our people. We see our maintenance employees as a valuable
asset. To truly value our maintenance employees, we believe in investing in each employee's training and growth.
We have developed an extensive training program for our technicians, service workers, parts clerks and supervisors.
The QC/Training Manager will administer the training program.
LSF's philosophy are to pinpoint the training needs of the individual and avoid the"shotgun"approach to training. We
do not train every Technician in every area, but deliver only the training that each technician needs and will use. The
QC/Training Manager completes an initial and annual assessment of each employee to determine his or her
individual training needs. This evaluation is then compiled into a location-training plan. The location training plans
are then compiled into a company-training plan.
The QC/Training Manager and the Maintenance Director decide what training resources will be needed for each
location. In addition, specialized training is regularly conducted in conference calls between Technicians and off-site
trainers using CD-based graphics operating on the local computer. LSF deliver a minimum of 40 hours of annual
training to each Technician.
LSF have formed strategic alliances with our national and local vendors to provided specialized training on specific
vehicle components and systems.
The vendors we work with regularly to train our Technicians include:AC-Delco,Allison Transmission, Bendix, Carrier,
Caterpillar, Cummins, Ford, GMC, Navistar and Thermo King.
Maintenance Manager
Under the direction of the General Manager, the position of Maintenance Manager is directly responsible to ensure
vehicles, including all associated equipment is in parallel with accepted LSF requirements. Additionally, the
Maintenance Manager position is responsible for upkeep of the garage and additional areas of the facility to ensure
safe, professional operations. Furthermore, this position is responsible is cost centered based, with responsibility to
ensure parts inventory and budgeting requirements are met on a daily,weekly, monthly, and annual basis.
Additionally, the Maintenance Manager is responsible to interact to provide excellent customer service; answering all
questions from the employees, solving employee and driver issues as they relate to vehicle operations, assist as
necessary with issues that relate to training, accident investigation, vehicle safety and procedural issues, develop of
training programs to address specific needs within the fleet, and responding as required to all requests to maintain
operational safety. The Maintenance Manager is required to maintain his hybrid experience and knowledge and
document continuing education in the servicing,operations and maintenance of hybrid style vehicles.
DUTIES:
• Setting up vendor accounts,and including minority businesses.
• Ensuring and approving all parts orders.
• Ensuring all core returns.
• Responsible for ordering all shop equipment.
• Responsible for disposal of all waste material including used oil, oil filters, and anti-freeze, by contacting
license removal companies.
• Ensure all employees are following EPA Safety Rules.
• Responsible for schedule employees work hours and approving all overtime.
• Making sure all repairs are done in a professional and timely manner.
• Review all work orders and sign off on them. Discuss problems and issues with employees.
• Ensuring all required corporate and industry reports are delivered on time
• Reviewing and approving all work orders
• As required, prepare all necessary reports and requests from the General Manager and corporate staff
• Responsible for all safety related issues within maintenance, in conjunction with Safety Supervisor
• Budget reports are done correctly and turned in on time each month.
• Balancing the budget and forecasting the next year's business.
• Setting up task list for all personnel.
• Safety Training for all employees'
• Setting up users meeting to discuss service standards with Dept. heads.
• Making sure all contractual requirements are being met.
This position is safety sensitive thus is required to participate in the Random Drug and Alcohol Testing Program.
VEHICLE PREVENTATIVE MAINTENANCE
The LSF maintenance effort starts with a strong Preventive Maintenance (PM) system designed to protect capital
investment in the fleet, ensure superior fleet availability, a consistently high level of reliability and maximum safe
operating conditions.
The LSF preventive maintenance program has evolved in recent years. We have a proven PM program which is tied
into a maintenance information system that enables us to collect and analyze. The result is an easy to understand,
complete, and effective PM program. All check sheets are backed up with detailed procedures and instructions to
ensure a complete and consistent inspection. The procedures are in Word and Excel formats so they can be
customized with the help of the maintenance support staff to meet varied contracts and operating conditions.
The PM Inspection is the cornerstone of LSF's maintenance program. It is at the PM Inspection that the vehicle's
systems and components are checked, inspected and adjusted to maintain the buses in a like new condition (less
normal wear and tear), and according to OEM configuration.
LSF selects a bus for a PM Inspection based upon the daily mileage obtained through computerized records. The
mileage window targeted is f 500 miles since the last PMI. This mileage window can vary based on industry-
standard mileage estimates or manufacturer's requirements for the specific vehicle. .
The level and complexity of the PM Inspection depend on the type of equipment and the miles operated. LSF
categorizes the PM Inspection into three types, "A", "B" and "C" inspections. Along with the vehicle PM Inspection,
we perform a wheelchair lift PM Inspection and air conditioning PM Inspection. All vehicles are inspected at every
3,000 miles.
The LSF preventive maintenance program goes the extra step to ensure a reliable transportation program. Work
orders, PMI Reports, and our Maintenance Management System are used to document our performance of the
preventive maintenance process and to ensure safe and reliable vehicles are placed into service.
The Dispatcher has a weekly schedule of vehicles.to be considered out of service for PM Inspections. A"ready list"
of available buses is provided each evening for assignment the next day. The ready list provides a greater number of
vehicles than required for the peak to enable switch-outs in the morning if Operators discover defects during their pre-
trip inspections.
When a vehicle is scheduled for a PM Inspection, LSF assigns the vehicle to a trained and qualified Technician who
performs the PM Inspection. After the inspection is complete, a list of follow-up repairs is assigned to various
specialized Technicians who complete the repairs. After all the follow-up repairs are performed, buses are released
for revenue service. Our goal is to minimize the downtime and maximize the reliability of vehicles in service. Several
sample PM Inspection activities are discussed on the following pages.
Air-Conditioning/Heating Program
Preventive maintenance for air-conditioning is performed at the proper PM Inspection intervals in accordance with the
preventive maintenance recommendations of the manufacturer of the air conditioning system. Before peak air
conditioning and heating season each year, the entire system is checked and cleaned to ensure optimum
performance of the system.
Air-conditioning repairs are made in accordance with environmental regulations as outlined in the Clean Air Act of
1990 including, but not limited to, the use of certified Technicians, an approved Freon recovery system, and the
tracking of Freon used for each repair.
Wheelchair Lift Program
Because of historical demands associated with the wheelchair lift apparatus and technology, significant effort is
dedicated to keeping the wheelchair lift operational. At each PM Inspection, Technicians lube the lift and perform a
comprehensive inspection of the lift. The Technician looks for structural deficiencies and hydraulic leaks. In addition,
operation of the platform, sensors, barrier, and controls are checked along with the condition of the securement
devices. Most importantly, all lifts will be cycled daily before a vehicle enters service. Operators report all lift
malfunctions. Vehicles with inoperable lifts are not placed into revenue service.
Long-Term Maintenance
The 99,000-mile inspection on shuttle buses and trolleys and the 180,000-mile heavy buses are generally performed
to evaluate and repair major components. The following are typical activities performed at the 3,000 4,000 or 6,000-
mile inspection.
Time Acceleration Test- the entire engine assembly can be evaluated for performance in quantitative terms. The
engine can be evaluated as to the need for a tune-up, repair and/or replacement.
Engine Tune-Up- heavy duty diesel engines require infrequent but careful tune-ups. During tune-up, compression
readings can be taken to evaluate the need for further engine work.
Change Out Of Components- Components that would or could fail that have not been replaced or rebuilt should be
checked or replaced based on performance.
Periodic Unit Removal and Replacement
Planned scheduled preventive maintenance will be set up to limit the amount of road failures due to lifetime unit
failure. Certain units on the vehicle can be replaced or rebuilt on a periodic schedule. The purpose is to:
• Plan work load
• Material procurement requirements can be planned. This will enable manufactures to supply material
and reduce cost.
• Component overhaul costs can be minimized.
• Inspection and testing of"wear out"components can be reduced.
Some examples can illustrate these purposes:
Transmissions -The transmission assembly and its components should be removed and disassembled at 300,000
miles, to replace seals, o-rings, bushings and reverse the clutches. This is recommended by manufactures to extend
the life of the transmission to approximately 500,000 miles. The manufactures have a recommended maintenance
schedule for replacement parts for transmissions. Transmission services will occur every 30,000 miles with
appropriate supplemental repairs.
Rehabilitation (heavy& light buses and Trolleys)
Even with a closely controlled maintenance program, the condition of a bus can deteriorate to a point where
replacement of a few components is not sufficient to restore reliable service or appearance. Paint, interior and
exterior and floor coverings cannot be"touched up" indefinitely. Eventually the bus should be repainted. Many levels
of rehabilitation are offered ranging from cosmetic, such as repainting the interior and exterior to mechanical
rebuilding or replacement. This may include replacement of bulkheads, suspension components, rubber floor
covering and wood sub flooring, rebuilding the engine and transmission and rewiring of the electrical system.
Vehicle Training Modes:
The General Manager along with the Maintenance Manager will monitor the progress of the staff and provide training
supplements in the form of additional training materials or face-to-face training as needed.
ENVIRONMENTAL MAINTENANCE
LSF initially worked with Gaia Tech to develop a Spill Prevention Control and Countermeasure Plan (SPCC) and
currently works with World Petroleum for the removal of waste oil, rags and sludge removal from the oil/water
separator. Raider Environmental is our current environmental consultant. A description of our program is provided
below.
A. Environmental Management Support Program
Raider Environmental provides a broad range of environmental compliance and management support services to
LSF, Inc. Raider Environmental provides consulting in all major areas of environmental compliance, including waste
reduction and management, Clean Water Act compliance, spill and release response and reporting, chemical
inventory management and reporting, compliance auditing, environmental due diligence for new locations, site close-
out auditing,and Material Safety Data Sheet(MSDS) management. Each of these services is described below.
B. Environmental Information Management
Through the vendor, Raider Environmental provides environmental information management to LSF. This software
provides secure, easy-to-access environmental tools to all LSF locations.
C. Waste Minimization and Management
Raider Environmental maintains data on the current rate of waste generation at each location. As part of this task,
Raider Environmental has.assisted LSF in a new program to minimize the volume of hazardous waste being
generated at company facilities. In addition,;Raider Environmental has developed company procedures to eliminate
the use of all chlorinated solvents in our shops, minimizing the exposure of our employees to these chemicals and
eliminating the potential for.cross contamination of other non-hazardous waste streams by chlorinated chemicals.
D. Clean Water Act Compliance
Raider Environmental is responsible for evaluating each shop location for potential issues respecting compliance with
the Clean Water Act. Each location is evaluated to determine if a Spill Prevention, Control and Countermeasures
(SPCC) Plan consistent with the requirements in 40 CFR 112 is needed. If a SPCC plan is required, Raider
Environmental prepares that plan and forwards it to the facility for training and use.
Raider Environmental is also responsible for obtaining coverage under federal or state storm water permits under 40
CFR 122 for those shops that conduct vehicle maintenance and/or fueling in a manner that has the potential to
impact storm water on the property.
E. Spill and Release Response and Reporting
LSF has developed a set of standard operating procedures (SOPs) for maintaining environmental compliance at its
vehicle maintenance shops. One of these SOPs is for spill and release response and reporting. This procedure is
designed to define the responsibilities of LSF staff in the event of a release or spill of petroleum or a hazardous
substance and it defines the notification procedures and response actions to be completed by LSF personnel onsite.
As part of this process, Raider Environmental maintains a database listing of emergency response contractors that
are able to respond to releases of petroleum or hazardous substances by LSF operations in the states in which the
company operates. The database is part of the EIOS environmental information system and is available at all time to
LSF staff and management.
F. Chemical Inventory Management and Reporting
LSF maintains a detailed database of the chemical inventory at each of its operating locations. This data is gathered
and is updated annually as part of the Emergency Response Community Right-to-Know Act (EPCRA; a.k.a. SARA
Reporting)compliance and reporting process.
Each of the chemicals on this list has been evaluated by our staff and is flagged with an "approved"tag in the EIOS
database system. Thus, because our chemical inventory is regularly updated, LSF management can determine if
there are maintenance shops using"unapproved"chemicals. The EIOS system also includes a copy of the MSDS for
each company-approved chemical as a backup for Occupational Safety and Health Administration MSDS
compliance.
G. Compliance Auditing
Raider Environmental performs compliance audits in the area of waste management, Clean Water Act compliance,
chemical inventory management,and in some cases, safety.
H. Environmental Due Diligence
Raider performs Phase I environmental site assessments supporting the due diligence process for each new location
where LSF will open a maintenance shop. Raider Environmental Phase I environmental site assessment is, to the
extent possible, in conformance with the scope and limitations of ASTM Standard of Practice E1527-00 and includes
a written report of findings.
MAINTENANCE RECORD KEEPING
Collective Data Operating System
Collective Data Information System is a powerful tool in maximizing return on investment in fleet and other assets,
and is an integral part of our maintenance services. Combining the friendliness of a web-based user interface with a
robust relational database on the back end, Collective Data,offers unparalleled flexibility and power in the reporting
and analysis of fleet assets, maintenance history, inventory, warranties, labor and material costs, facilities and bus
stop maintenance and related data.
Collective Data is an asset lifecycle management application optimized for the needs of fleet managers. When
deployed in a fleet management operation, Collective Data can help users capture and analyze mission-critical data
about the fleet and other assets. The program includes the following key features:
Friendly Web Interface
• Collective Data is the only fully web-architected fleet information system on the market. Users can access
Collective Data via any industry-standard web browser on any operating system. This reduces your
hardware costs by allowing you to use your current desktop setup. The web interface also means that you
can access your data anywhere, anytime.
Seamless Integration with Handheld Devices
• Collective Data interfaces easily with handheld devices powered by Windows CE, which gives Technicians
the power of mobility. Using handheld devices over a wired or wireless connection, Technicians have full
access to all Collective Data on road calls, yard checks, and other work sites away from a garage
computer/workstation. (The application is a tool for implementation)
Powered by the Enterprise-Level Oracle Database
• Behind Collective Data's intuitive web interface is a robust enterprise relational database developed by
Oracle, the industry leader in relational database management systems (RDBMs). The Collective Data
database is hosted on our enterprise servers,further reducing the investment in expensive server hardware.
Uses for Collective Data
Collective Data's ease and power of use mean that end users can quickly begin analyzing a wide range of
information about their fleet,which can improve and accelerate critical management decisions about the fleet.All data
modules are fully compliant with VMRS coding, automatically generated by Collective Data to reduce data entry by
end users.Among the areas that can be analyzed and managed via Collective Data are:
Task Scheduling For Preventive and Predictive Maintenance
• Users can schedule PMs automatically based on processes defined for vehicle classes or individual units.
An associated report can document equipment due for PM and sort it by company, region, department, or
location.The system can also separate tasks by priority, such as critical work orders and routine tasks. This
level of scheduling precision can help reduce vehicle downtime by ensuring regular PMs while allowing for
escalation of critical repairs. This function translates into"NO MISSED SERVICE."
Commercial Services
• Collective Data can issue work orders to each outside vendor utilized at a location by LSF, and update the
database as required with information about repair standards, agreed-to pricing, discount structures,
warranties, and invoicing.
FUEL MANAGEMENT
• Collective Data can integrate with leading fuel-management systems to report on fuel usage and efficiency
relative to off-site fuel purchases, and managing use of fuels.
Warranty and Recall Management
■ Collective Data allows fleet organizations to easily track warranties, recall campaigns and related data. For
instance, users can query the database by VIN for units that are affected by specific recalls and issue
appropriate work`orders.The system also allows great flexibility in defining how warranty data is managed.
Fueling Program:
LSF will contract with a local fuel company for the delivery of wet-hose refueling operations or utilize our existing on
property Diesel tanks for our existing fleet.
Trolleys will be fueled on the inbound leg of their respective routes, refueling will be done by support personnel or the
drivers.
Pre Fueling "Online In Service"
• Announce need for fuel to dispatch by two-way radio
• Wait for dispatch instructions
• Dispatch will announce to support personnel that an online unit is in need of fuel
• Support personnel will make themselves available for fueling...as soon as the vehicle arrives at the yard
Active Fueling
• NO SMOKING AT OR NEAR THE FUEL STATION
• Correctly identify the vehicle and enter in fuel log
• Check for hazards in and around the fuel station
• Unlock fuel pump
• Pump fuel into vehicle
• FUELER MUST STAY AT HOSE WITH VEHICLE
• Turn off pump and relock same
• Log vehicle mileage and gallons fueled into fuel log
• Clean up...side of bus,ground spill, ect...
• Check vehicle for inside debris,windows,trash can
• Contact dispatch that vehicle has been fueled
Return to Service
• Operator will give dispatch a radio check
• Vehicle is assigned back online by dispatch
• Dispatch will advise Supervisors and Manager on.Duty
Daily Service Inspections
The PM Inspection is only one part of our preventive maintenance system and LSF's approach to scheduled
maintenance. LSF strongly believe that the daily fueling of the vehicle is an 1,important opportunity to conduct daily
inspections on the vehicle. Fuelers must conduct a 10-point inspection on the vehicle every time the vehicle is
fueled. We train our Fuelers to consistently inspect every vehicle's lights, tires, fluids, and belts. Our Fuelers also
thoroughly check and identify any leaks every day.
VEHICLE CLEANING
It is LSF's goal to project the image the City desires--the buses operated and maintained by LSF will be clean.
The following cleaning activities at minimum will be conducted once a week on the vehicles:
Vehicle exteriors will be washed, including the bus body,windows and wheels.
Dust interiors
Remove all trash from inside vehicle
Sweep floor to remove all dirt, paper,etc.
Spot mop interior floor,walls and step wells
Wipe clean all stanchions and grab bars
Wipe clean dash
Clean windows as necessary inside
Clean side panels as needed
Remove any graffiti
LSF inspects, monitors, and replaces, as necessary, original equipment supplied with the vehicles including tie-
downs,fire extinguishers and reflectors. These on-board items will be incorporated in our usual maintenance efforts.
For example, during the pre-trip vehicle inspection, the operator will ensure all equipment is present and on-board.
Items are examined in detail and repaired at vendor-suggested intervals. We also examine on-board items at
preventive maintenance intervals as well. We understand it is our responsibility to replace any worn or irreparable
on-board items.
REPAIR MAINTENANCE PROGRAM
Our company is committed to improving the breakdown/repair cycle for this contract. We believe that having the
maintenance in-house with company mechanics and a strict oversight on preventative maintenance and repairs will
dramatically improve vehicle down time.
We are confident that with the amount of vehicles in the core fleet,there are"more than"enough vehicles to cover the
existing routes, contingencies and overflows, furthermore we believe that with the amount of existing vehicles, the
travelling public and airport employees should never be inconvenienced by vehicle down time.
Our plan includes a preventative maintenance schedule and rapid turnaround repairs effected by our in-house
mechanics, replacement time will be cut to nearly nil as most if not all repairs will be done on the premises.
All parts, materials and lubricants used by the maintenance department meet or exceed all standards specified by the
vehicle manufacturers. As part of the overall preventive maintenance program, each driver is required to complete,
sign and file with the Operations Supervisor or Dispatcher a Pre and Post-shift Daily Vehicle Inspection Report
("VI R").
It is the responsibility of each driver to perform the vehicle check and to indicate all damage or mechanical problems
noticed during their shift. These reports are forwarded to the manager. If any problems are detected, the vehicle will
be removed from service and delivered to the maintenance department along with the Vehicle Repair Order detailing
the problem(s).
Copies of the VIR reports necessitating repairs and the completed work order will become part of the vehicles
permanent file and will be available upon request.
Vehicle Safety and Appearance Standards—All vehicles in service are required to be clean, free of dents, scratches
or other damage, which materially and adversely affect a vehicles appearance. Vehicles will also be free of
mechanical problems that render the vehicle unsafe,excessively noisy or uncomfortable to ride in.
All vehicles will be in compliance with Florida DOT rule 14-90 governing Equipment and Operational Safety
Standards Governing Public Sector Bus Transit Systems.
Daily shift maintenance standards require the interior and exterior of all vehicles be cleaned at the end of each shift
and inspected. The exterior and interior windows will be clean at all times, the vehicle will be swept out daily and
deodorizer will be applied to the inside if necessary.
In addition to washing the vehicles weekly, the staff will also check fluid levels, ADA Equipment and interior and
exterior lights on a daily basis.All drivers are required to complete a vehicle inspection report(VIR)at the end of each
shift noting any safety or mechanical defects during their shift.
Productive Repair Time
I
Productive repair time is described as the actual time involved doing the productive work, such as: removing,
disassembling, cleaning, inspecting, machining, installing and adjusting engine or vehicle parts or components. In
addition,the following operations are considered to be productive work for inclusion in a SRT:
• Clock on and off the job or repair order, including shift changes
• Move vehicle to and from the work area
• Move tool box to the work area
• Obtain tools from tool box, wipe and put away after use
• Refer to publications
• Obtain, unpack and clean replacement parts as necessary
• Package and mark parts removed as necessary for warranty or consumer laws
• Operate engine to check for proper operation
• Clean work area at completion of shift or repair
• Help from another technician (time for one man to complete the task two times)
• Opening and closing tilt hoods, hinged doors, raising and lowering cabs
Time Allowances
• After the total productive time is established, an additional allowance of 15. percent is added to cover the
following:
• Personal time of 5 percent for:
• Scheduled rest breaks
• Personal phone calls
• Restroom breaks
• Shift changes
• Supplementary time of 10 percent to cover normal work interruptions
• Seized or hard turning fasteners
• Extra time for extremely dirty or high mileage equipment
• Excessive waiting time for replacement parts
• Brief assistance to other technicians(less than 5 minutes)
• Routine maintenance of shop equipment
• Obtain consumable supplies
• Technical consultation with shop supervisor
Repair Work Order Program
LSF will develop with provide a method of utilizing existing work orders, repairs, maintenance and preventative
maintenance orders that fit the companies needs.
LSF will utilize the Collective Data Maintenance Software. This software is currently installed; however, the software
is being propagated with the maintenance shop pertinent information...vehicles, parts, costs, mechanics, vendors,
ect...
Currently, LSF produces monthly reports on Preventative Maintenance, Breakdowns and Repairs, Fuel Mileage, Tire
Usage,and fleet mileage for our overall fleet.
Electronic tracking system for Maintenance
Collective Data allows fleet organizations to easily track warranties, recall campaigns and related data. For instance,
users can query the database by VIN for units that are affected by specific recalls and issue appropriate work orders.
The system also allows great flexibility in defining how warranty data is managed.
Our"Collective Data" Maintenance Software has the ability to"logon" user from remote terminals. LSF is currently in
the process of replacing Collective Data with RTA which is a much more highly recognized and utilized maintenance
software in the transportation industry.
shuttle
CUSTOMER SERVICE
AT
CITY OF MIAMI BEACH
LIMOUSINES OF SOUTH FLORIDA, INC.
SHUTTLE BUS DIVISION
Customer Service for Miami Beach Trolley Service
The passengers and employees at the City of Miami Beach are the most important people
in Limousines of South Florida's business. They are the very reason that Limousines of
South Florida is in business today. When they provide input, Limousines of South
Florida listens, whether their input is a suggestion, complaint, accommodation.
Limousines of South Florida takes their input seriously and uses this information in any
way it can to improve upon service that it provides the passengers at the City of Miami
Beach.
Limousines of South Florida, Inc. doing business as LSF Shuttle main goal is Total
Passenger Satisfaction. Limousines of South Florida will work towards the goal by
promptly following up on all passenger input it receives. Passenger input is viewed as a
positive and not a negative. Complaints and suggestions are very useful in upgrading the
quality of service we provide. Commendations are extremely important and reinforcing a
job well done in enhancing the moral of employee.
All inputs are responded to promptly and courteously. Passenger inputs are generally
received from three sources: telephone, written and customer survey cards. The objective
of the customer contact program is to be responsive to the needs of the public and the
employees and to satisfactorily resolve all complaints based on their merit, and to do so
quickly.
Employee commendations will also be acknowledged. Copy of accommodation will be
sent directly to the employee supervisor for personal distribution to the employee, with a
copy to the personnel file. Limousines of South Florida's goal of "Total Passenger
Satisfaction" will be a mandate from the passenger to continuously seeking ways to
improve upon the service that we offer. Through passenger inputs, Limousines of South
Florida's flexibility and desire to satisfy the passenger needs will constantly enhance the
service it provides. The company will remain innovative in its approach, constantly
seeking ways to improve the tasks at hand.
Customer Satisfaction Standards
The manner and attitude in which passengers are delivered is crucial. Limousines of
South Florida cannot afford to have dissatisfied passengers on the City of Miami Beach
trolleys, having merely satisfied passengers is not enough. Limousines of South Florida
must define and deliver quality to each passenger it serves if it is to reach Limousines of
South Florida's goal of"Total Passenger Satisfaction".
Quality of service to the City of Miami Beach's passengers must never be sacrificed.
Limousines of South Florida must continuously ask itself"how can we improve on what
we are doing?" The company will constantly keep its employees involved through
training and awareness of customer expectations and the ways and means to meet them.
Dedicated support for total passenger satisfaction will be a prime objective.
Management's commitment to and trust in the fact at the company's employees will do
the right thing is essential. Limousines of South Florida will provide its passengers a safe
service by ensuring its employees are properly trained and maintain the highest possible
standards of performance.
LSF Shuttle prides itself on its responsiveness to customer inquiries and/or complaints.
Recognizing the importance of passenger satisfaction is Limousines of South Florida's
business. If a question can be answered or a problem solved immediately than that will
be accomplished. If further investigation is required, a report is written on the standard
Limousines of South Florida incident report form and directed to the person responsible
for further follow-up. In a complaint situation, once all pertinent information has been
gathered, information is reviewed and corrective actions will be taken to eliminate future
complaints. Documentation of the investigation is entered into the company files for
future reference and follow-up. The manager is responsible to ensure that Limousines of
South Florida quality assurance standards are maintained by his entire operation. The
manager will monitor the quality assurance daily, all passenger complaints are to be
resolved within 24 hours if at all possible. Progress towards 100 percent Passenger
Satisfaction is monitor daily by our local management.
Driver Training
In order to achieve the above goal, Limousines of South Florida has already started
training classes with our supervisors. Current driver training is done at the time of hiring.
To accomplish our goal of Total Passenger Satisfaction, we feel that retraining is a
requirement and will be treated as such. We have already held classes for our supervisors
at the City of Miami Beach putting all of our staff on the same page. Starting at the top
and working down, requiring all supervisors to attend our classes, understand our goal
and perform accordingly will enable us to strive to meet our goal. ADA classes must be
completed by all staff that provide service for the City of Miami Beach. It is our position
to allow all passengers with disabilities the same passenger satisfaction that is extended
to all passengers of the City of Miami Beach Trolleys. LSF Shuttle has a certified trainer
to conduct our in house classes.
Retraining of all drivers should be mandated as a requirement, this will assist us in
achieving the goal by keeping the drivers focused on how important our passenger
satisfaction expectations are and how to achieve the goal of 100% Passenger Satisfaction.
Driver Uniform
Drivers and supervisors have all been issued new uniform shirts that have given a new
professional look. All drivers are required to wear the new uniform shirt when driving a
trolley for Limousines of South Florida
Supervisors have also been given new "Supervisor" is embroidered on the front left chest
area of the shirt, LSF Shuttle is embroidered on the shirt.
Hiring Employees
In today's economy with unemployment at its lows, hiring employees is a difficult task.
Our staff has been trained and instructed to look for certain traits in the hiring of our
employees.
In hiring and training drivers,we use the following five point agenda.
• A look at costs
• Legal Rights and Responsibility
• Public Image
• Effective Hiring
• Retrain the Drivers we Hire
WE REMIND OUR STAFF WHEN HIRING
• Attitude makes all the difference in achieving our goal...
• i w we react to it...
Attitude isn't what happens to us, attitude s ho
• Hire an attitude, train a skill..
• Our people are our biggest asset...
RETRAIN THE DRIVES WE HIRE
• Drivers want training, they want to learn and improve skills
• Make training available to everyone
• Certify Completion
• Recognize on the job achievement
r'
ism A
l
shuttle
Employee Handbook
Draft
Limousines of South Florida, Inc.
dba/ LSF Shuttle
About This Handbook
The following pages contain information regarding the policies and procedures of LSF Shuttle
(henceforth referred to as "The Company").
This is not an employment contract and is not intended to create contractual obligations of any kind.
The policies and procedures outlined in this handbook are applied at the discretion of LSF Shuttle,
which, reserves the right to deviate, withdraw, or change the policies and procedures of this handbook
at any time. LSF Shuttle will notify you when an official change in policy or procedure has been made.
LSF Shuttle values its employee's talent, experience and skill sets. Our company seeks to foster an
open, cooperative and dynamic environment where employees and the company alike can thrive. If
you would like further information, or have questions about any of the policies and procedures outlined
in this handbook, please feel free to bring them to the attention of a Manager.
2
Contents
Section 1: Standard Employment Practices
■ 1.1: At-Will Employment
■ 1.2: Equal Opportunity Employment
■ 1.3: Sexual & Other Unlawful Harassment
• 1.4: Immigration Law Compliance
■ 1.5: Criminal Convictions
■ 1.6: Introductory Period
■ 1.7: Standards of Conduct
■ 1.8: Personnel File
Section 2: General Policies and Procedures
■
2.1: Orientation
■ 2.2: Safety
■ 2.3: Pre-Trip Inspection
■ 2.4: Post-Trip Inspection
■ 2.5: Shop Tickets
■ 2.6: DOT
■ 2.7: Shift Report Times
■ 2.8: Bus Boards
■ 2.9: Radio Communications
■ 2.10: Maydays
■ 2.11: Service Standards
■ 2.12: Gratuities
■ 2.13: Grooming
■ 2.14: Routes
■ 2.15: Assisting Passengers
■ 2.16: Eating, Drinking, Smoking
■ 2.17: Safety Training
■ 2.18: Reporting Changes
■ 2.19: Job Classifications
■ 2.20: Work Week
■ 2.21: Pay Periods
■ 2.22: Hours of Work
■ 2.23: Bus Operations
■ 2.24: Office & Operations
■ 2.25: Breaks
■ 2.26: Time Keeping
■ 2.27: Overtime
■ 2.28: Salary Increases
■ 2.29: Payroll
■ 2.30: Performance Reviews
■ 2.31: Expense Reimbursement
■ 2.32: Attendance & Punctuality
■ 2.33: Availability for Work
■ 2.34: Vacation
3
■ 2.35: Mandatory Meetings
■ 2.36: Drugs &Alcohol
■ 2.37: Violence &Weapons
■ 2.38: Smoking
■ 2.39: Food & Beverage
■ 2.40: Recycling
■ 2.41: Visitors
■ 2.42: Workplace Attire
■ 2.43: Telephone Use
■ 2.44: Voice Mail & Electronic Mail
■ 2.45: Use of Company Vehicles
■ 2.46: Use of Company Property
■ 2.47: Postage, Shipping & Office Supplies
■ 2.48: Personal Property
■ 2.49: Personal Safety
■ 2.50: Office Security
■ 2.51: Monitoring & Searches
■ 2.52: LEFT BLANK INTENTIONALLY
■ 2.53: Confidential Information
■ 2.54: Conflicts of Interest
■ 2.55: Competing Employment
■ 2.56: Employment of Relatives
Section 3: Leave Policies
■ 3.1: General Policies
■ 3.2: Family & Medical.Leave
■ 3.3: Personal Leave of Absence
■ 3.4: Jury Duty
■ 3.5: Military Duty
■ 3.6: Funeral Leave
■ 3.7: Forced Closings & Severe Weather
Section 4: Employee Benefits
■ 4.1: Benefits Eligibility
■ 4.2: Medical Insurance
■ 4.3: 401 K
■ 4.4: Stock Options
■ 4.5: Employee Discounts
■ 4.6: Tuition Reimbursement
■ 4.7: Worker's Compensation
■ 4.8: COBRA
Section 5: Disciplinary Policies
■ 5.1: Problem Resolutions
■ 5.2: Discipline
■ 5.3: Corrective Action
4
■ 5.4: Disciplinary Actions
■ 5.5: No Call-No Show
Section 6: Separation Policies
■ 6.1: Job Abandonment
■ 6.2: Termination
■ 6.3: Termination Process
■ 6.4: Employment References
Appendices
■ Exhibit A: Acknowledgement of Receipt & Understanding
■ Exhibit B: Overview of the Family and Medical Leave Act
■ Exhibit C: Overview of Federal Equal Opportunity Laws
■ Exhibit D: Overview of the Immigration Reform & Control Act
5
Section 1: Standard Employment Practices
1.1:At Will Employment
LSF SHUTTLE does not offer tenured or guaranteed employment. Unless LSF SHUTTLE has
otherwise expressly indicated your employment status in writing, your employment is at will and may be
terminated by you or by LSF Shuttle at any time including after the introductory period.
1.2:Equal Employment Opportunity
LSF Shuttle is an Equal Opportunity/Affirmative Action. LSF Shuttle does not tolerate discrimination
against any employee on the basis of race, color, national origin, ancestry, gender, age, religious
convictions, or disability.
LSF SHUTTLE is committed to providing equal employment opportunities to all individuals without
regard to race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, or
any other characteristic protected by law. For further information about the applicability of Federal
Equal Opportunity Laws, including the Americans with Disabilities Act, the Equal Pay Act, the Age
Discrimination in Employment Act, see exhibit 'D' in the appendices section of this document.
LSF SHUTTLE does not discriminate on the basis of gender in compensation or benefits for women
and men who work in the same establishment and perform jobs that require equal skill, effort, and
responsibility and which are performed under similar conditions.
LSF SHUTTLE will make reasonable accommodations for qualified individuals with known disabilities.
An employee with a disability for which reasonable accommodation is needed should contact the
Manager to discuss possible solutions.
Employees with questions or concerns about any type of discrimination in the workplace are
encouraged to bring these issues to the attention of the Manager. Employees can raise legitimate
concerns and make good faith reports without fear of reprisal. Anyone found to be engaging in any type
of unlawful discrimination will be subject to disciplinary action up to and including termination.
1.3: Sexual and Other Unlawful Harassment
LSF SHUTTLE endeavors to maintain a work environment that nourishes respect for the dignity of each
individual. This policy is adopted in furtherance of that tradition.
It is against the policies of LSF SHUTTLE for an employee to harass another person because of the
person's sex, race, color, religion, national origin, age, disability, sexual orientation, marital status or
any other characteristic protected by law. Actions, words, jokes or comments based on such
characteristics will not be tolerated.
6
Consequently, it is against the policies of LSF SHUTTLE for an employee to sexually harass another
person. Unwelcome sexual advances, requests for sexual favors and other verbal or physical conduct
of a sexual nature constitute sexual harassment when:
1. submission to such conduct is made either explicitly or implicitly a term or condition of an
individual's employment;
2. submission to or rejection of such conduct by an individual is used as the basis for employment
decisions affecting such individual;
3. Such conduct has the purpose or effect of unreasonably interfering with an individual's work
performance or environment.
Any employee who believes that he or she is being unlawfully harassed should immediately contact
their supervisor or the Manager.
All complaints of harassment will be promptly, thoroughly and confidentially investigated. If necessary,
appropriate corrective action will be taken. Any person found to have unlawfully harassed another
employee will be subject to appropriate disciplinary action, up to and including discharge.
1.4:Immigration Law Compliance
LSF SHUTTLE does not hire anyone that is not a citizen of the United States or a non-citizen that is
unauthorized to work in the U.S under the Immigration Reform and Control Act of 1986. As a condition
of employment, all new and past employees must show valid proof that they are eligible to work in the
United States. An overview of the Immigration Reform and Control Act can be found at exhibit 'D' in
the appendices section.
1.5: Criminal Convictions
LSF SHUTTLE reserves the right not to hire or retain anyone that has been convicted of a criminal
offense. Conviction of a crime that involves dishonesty or violence, including threats, may result in an
automatic termination of employment. Before any decision is made, the nature of the crime and
circumstances surrounding the conviction will be considered.
1.6:Introductory Period
During the first three months (90 days) of your employment with LSF SHUTTLE, you will be in an
"evaluation period." During this time, your supervisor will continually scrutinize your performance and
compatibility with LSF SHUTTLE. Should your performance not meet the standards set forth by LSF
SHUTTLE, your employment will be terminated. Upon completion of the evaluation period, you will be
eligible for additional benefits as set forth in the benefits information you received upon employment.
1.7:Standards of Conduct
LSF SHUTTLE expects that all employees conduct themselves in a professional and ethical manner.
An employee should not conduct business that is unethical in any way, nor should an employee
influence other employees to act unethically. Furthermore, an employee should report any dishonest
activities or inappropriate conduct to an appropriate supervisor.
7
In the event that you become aware of another employee's behavior, which you believe are
inappropriate, illegal, problematic, or in any way adversely affect your job performance and work
environment, you should discuss such behavior or actions with the Manager, a supervisor or other
appropriate management personnel.
All reasonable concerns will be promptly, thoroughly and confidentially investigated by LSF SHUTTLE.
If necessary, appropriate corrective action will be taken. You should not discuss such actions or
behavior with other LSF SHUTTLE employees. Discussion of such matters with other employees may
— in and of itself—create an unacceptable work environment that you will be held responsible for.
Under these circumstances, you may be disciplined in accordance with the company's disciplinary
policy.
1.8:Personnel File
LSF SHUTTLE keeps personnel files on each of its employees. These files are confidential in nature
and are managed by the Manager. Under no circumstances, these documents will not be copied or be
removed from the premises unless there is a legitimate business reason to do so. Furthermore, no
employee may alter or remove any document in his or her personnel file.
Section 2: General Policies and Procedures
2.1: Orientation
In accordance with federal law, both new employees and re-hires will be required to provide
documentation of identity and eligibility to work in the United States. The company utilizes the federal
government's 1-9 for this purpose.
New employees will also receive a copy of the company's employee handbook. Employees will be
given the time to read it and ask any clarifying questions of the Manager. The signed copy of the
"Acknowledgement & Receipt of Understanding" page from the company's handbook will be placed in
the employee's permanent personnel file.
2.2 Safety
In accordance with the state of Florida Statutes, LSF SHUTTLE provides a System Safety Program
Plan (SSPP) and has incorporated Chapter 14-90 as a minimum standard. In addition, The Company
also provides a preventive safety program that represents management's commitment to a safe and
effective transportation system. The company's safety program is condensed in this summary to
provide an initial understanding of key programs and how they will apply to our service.
The company's preventive safety program and identifiable practices are in daily use to provide a
systematic review of hazards in areas such as vehicle operations, the environment and enforcing
preventive action to avoid identifiable hazards.
Just as importantly, the company's preventive safety program is also designed to identify areas within
the system and its environment where conditions could occur that may pose a hazard to patrons, the
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general public and employees. Lastly, our safety program is in place to identify conditions or practices
that may damage equipment or property belonging to the system or others. Once a hazard is identified,
the safety program's flexibility is able to include new measures to prevent potential accidents to life and
property alike.
LSF SHUTTLE is committed to supporting the company's preventive safety program by implementing
the following procedures:
1. Establishing and enforcing appropriate safety regulations, rules, orders, directives and
emergency procedures for both on-going and temporary hazards as they occur.
2. Monitoring transit and other industries' safety solutions which improve or enhance safety.
3. The identification or causes or hazards or accidents through investigations, reviews, and
analysis of accidents and hazards through the use of specific loss control software.
4. Acting upon findings to incorporate aggressive and effective hazard controls into the system.
The primary goal of the preventive safety program is to reduce the frequency and severity of accidents
by positive implementation of the program. Measurable safety improvement goals will be established
and resources allocated to assure timely and cost effective accomplishment of these goals. Specific
separate goals of the Preventive Safety Program are:
Reduce accident frequency rates in the following areas:
a. Operational, passenger and/or traffic accidents;
b. Employee injuries and accidents in all categories;
2. Identify accident to eliminate or reduce through:
a. Reviewing all accident investigation records for causes;
b. Controlling hazards;
c. Conducting job hazard(s) analysis to identify potential accident areas;
d. Developing and presenting (conducting) safety training programs predicated upon
previous safety experience and finding (internally or externally) for new accident
prevention.
3. Establish controls to prevent catastrophic accidents, fires, or other high hazard conditions
throughout the system by:
a. Studying "greatest hazards" conditions, events, and/or possibilities within the operating
environment.
b. Studying catastrophic accidents and/or events that occur within other transit systems to
determine how similar accidents can best be avoided within this system.
c. Using logical and hypothetical hazard identification methods, determining potentials for
catastrophic events or accidents;
d. Conducting Preventative Safety Program reviews or failures or near failures of such
things as, but not limited to subassemblies, braking systems, suspension systems, air
supply systems, above and beyond needs of accident investigations.
4. Assure ready access to state-of-the-art technology to minimize injury potential to employees or
others by:
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a. Seeking out and identifying new materials that reduce fire potential of toxic combustion
products and by-product;
b. Seeking and utilizing improved mechanical components including braking systems
subassembly failure alarms, electrical systems, and similar safety improvement devices;
c. Seeking and identifying technology for improved safety and reliability;
d. Keeping up with the latest communications system improvements for incorporation into
the system's communication system when such improvements will serve as a deterrent
to crime or vandal-related incidents or will increase safety performance with the system;
e. Incorporating latest development and tested safety information and technology into all
personnel training programs as it relates to their functions and responsibilities.
5. Through safety objectives and value analysis to:
a. Identify and encourage safe conditions;
b. Develop methods and means to eliminate or control hazards
c. Determine the simplest and most effective solutions to accident prevention problems;
d. Forecast annual accident losses form previous year's accident data;
e. Identify cost benefits of an effective Preventive Safety Program and hazard control;
f. Measure preventive program safety results to best verify forecasts or annual cost
savings as the program is conducted and as new safety measures/controls are made
operative.
6. Our system safety program plan incorporates Chapter 14-90 and includes, but is not limited to,
the following:
a. bus transit operational standards
b. physical examinations for drivers
c. transit bus accidents
d. operational and driving requirements
e. equipment and devices requirements
f. standards for accessible buses
g. public sector bus safety inspection procedures
h. safety certification
i. inspection of buses by law enforcement officers
j. suspension of operations
2.3:Pre-Trip Inspection
All bus operators will, without exception, perform a pre-trip inspection before placing their bus online.
This pre-trip form will be filled out with all required information and tendered to the dispatch office on a
per-shift basis.
2.4:Post-Trip Inspection
All bus operators will, without exception, perform a post-trip inspection before placing their bus offline.
This post-trip form will be filled out with all the pertinent information and tendered to the dispatch office
on a per-shift basis.
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2.5: Shop Tickets
Shop tickets must be completely filled-out, including driver name, bus number, time, date and a concise
description of what was found to be wrong with the bus. Shop tickets will be tendered to the dispatch
office.
2.6: DOT
As a bus operator, you are responsible for your bus and passengers. You must devote your full
attention to this responsibility. Also, you must do everything within your power to avoid inconveniences
and discomfort for your passengers. Additionally, you must observe headways and time schedules. You
must become familiar with (and observe) all traffic laws and safety regulations, including Florida statute
Chapter 14-90, titled "Equipment and Operational Safety Standards Governing Public Sector Bus
Transit System."
2.7: Shift Report Times
All shifts will begin at the report time assigned. Shift report times will vary according to route and
service levels. It is expected that an employee be available for work a minimum of(5) five shifts per
week.
2.8: Bus Boards
Bus Boards will include the regular board, and extra board.
2.9. Radio Communications
Professional use of the radio is crucial for a smooth running operation. All drivers are required to
answer their radio each and every time they are called. Drivers will respond with their bus number and
location. Failure to answer a radio call will result in disciplinary action up to, and including, termination.
2.10:Mayday
Maydays will be given immediate air-time; all other drivers will stand by and let the mayday driver
proceed. When involved in a mayday, driver will state, "Mayday, Mayday, Mayday this is unit (xxx) and I
am declaring an emergency of<description of emergency>."
2.11: Service Standards
Service Standards are set by LSF SHUTTLE and our clients, all service standards will be observed by
all company personnel. Be advised that should you commit an egregious fault, our clients have the
right, by contract, to request your immediate removal from this contract.
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2.12: Gratuities
Gratuities are often offered by passengers to reward good service. You may accept a gratuity;
however, you may not solicit gratuities by placing hand outs, baskets, signs or any other kind of
instrument to inform passengers that gratuities are accepted. Violation of this rule is considered to be a
major infraction that can result in immediate termination of employment.
2.13: Groomin_g
All drivers must be properly uniformed, clean-shaven, and absent of body odor. Jewelry must be kept to
a minimum and should not interfere with the operation of your bus.
2.14: Routes
Routes are set by the company and by the client we serve. Drivers are never to deviate from the
established routes. Violation of this rule is considered_ .to be a major infraction that can result in
immediate termination of employment.
2.15:Assisting Passengers
Assisting passengers is always your responsibility as a bus operator. Our operation is as much about
helpful service as it is about safe transportation of people and their possessions. Elderly, blind,
physically disabled or very young people may appreciate help in boarding or exiting your bus. If asked
to help, and you judge it safe, do so pleasantly.
2.16:Eating, Drinking and Smoking
Smoking in buses is.against the law in Broward County. Eating, drinking and smoking are prohibited
onboard any company vehicle except.for_water in easily sealable plastic containers. Smoking is not
permitted by passengers or the bus.operator at any time. Even if your bus is empty, you cannot smoke
inside the bus. Violation of this rule is considered to be a major infraction which can result in immediate
termination of employment.
2.17: Safety Training
The company will perform various safety training classes or exercises during the course of the year.
These classes are mandatory. Your attendance is required in order to continue your employment. Past
classes, certifications or awards are not acceptable substitutes for these classes. All safety class test
results, observations and infractions will become part of your permanent record.
2.18: Reporting Changes
You are responsible for promptly notifying the Project Manager of any change in your name, address,
telephone number, marital status, and citizen ship status, tax withholding allowances, emergency
contact information, insurance beneficiary, or dependent insurance coverage. Accurate and correct
information is vital for benefits, insurance records and other company files.
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Each employee is required to notify the Manager, in advance, of dates for all approved vacation or
leave time to be taken. Additionally, employees are required to inform the Manager of sick day's taken
and excessive lateness in arriving at work.
2.19:Job Classifications
Employees are classified by two major categories: "Exempt" and "Non-exempt." All rules and
regulations set forth in this handbook applies to both Exempt and Non-Exempt employees. Exempt
and non-exempt employees are classified thusly:
• Exempt employees are generally salaried and fall into one or more of the following four
classifications: executive, professional, administrative, or sales. These employees are exempt
from the applicable provisions of state and federal wage and hour laws (FLSA).
• Non-exempt employees are eligible to receive overtime pay in accordance with state and
federal wage and hour laws (FLSA). These employees are required to submit a time record for
each pay period, approved by the appropriate supervisor, for the purpose of tracking hours
worked and calculating compensation.
Employees are further classified by the amount of hours that are worked:
1. Full-time: any employee that is regularly scheduled to work 35 hours a week or more. Full-time
employees are eligible for standard company benefits.
2. Part-time: any employee that is regularly scheduled to work less than 35 hours per week.
Those employees classified as part-time are not eligible for standard company benefits.
3. Temporary: any temporary work that has a predetermined start and end date of employment.
Those employees classified as temporary are not eligible for standard company benefits.
2.20: Work Week
The company's workweek begins at 12:00 a.m. on Sunday morning and ends precisely 7 days later at
12:00 a.m. the following Sunday morning.
2.21:Pay Periods
The company's pay period is established to be two consecutive work weeks. Paychecks are normally
issued on the Monday following the two-week pay cycle.
2.22:Hours of Work
Shifts are produced dynamically to accommodate our client's needs. Regular daily shifts are
approximately 8 hours.
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I
2.23: Bus Operators
Our company provides service nearly 24 hours a day, 7 days a week. As a result, our bus operators
must be available for a minimum of 5 work shifts per week.
LSF SHUTTLE standard work week for full-time bus operators is five days. Schedules are subject to
change based on the company's needs. Employees may not deviate from their assigned hours of work
unless a manager or supervisor specifically approves a request.
2.24: Office & Operations
The administration office is open from 9:00 a.m. to 5:00 p.m., Mondays through Fridays. LSF SHUTTLE
preference is for its exempt employees to work within this schedule. However, it is understood that
exempt employees may be required to work extra hours to accommodate certain deadlines. If such
extended hours are required, LSF SHUTTLE will allow some flexibility with the expectation that exempt
employees will make every effort to align their hours with established office hours, but will arrive for
work no later than 10:00 a.m. This is in order to facilitate consistent and reliable availability for
meetings and other interactions which are elemental to the smooth operation of this business.
2.25: Breaks
The company's managers determine appropriate lunch and dinner breaks based on the needs of the
operation. Typically, employees working for more than four consecutive hours are provided with a meal
break of 30 minutes. Breaks are scheduled throughout the workday so as not to disrupt the business
and operation of LSF SHUTTLE.
2.26: Time Keepin_q
Non-exempt employees are required to use the time clock at the start and end of their shift. Non-
exempt employees are also required to be logged in and.out for any non-compensated breaks. In
cases where the time clock is out of service, employees will write their time down on a sheet and have
it signed by a manager or supervisor. It is strictly forbidden for an employee to sign another employee
in or out.
2.27: Overtime
Non-exempt employees are to be paid one and a half(1.5) times their hourly rate for work time that
exceeds 40 hours during a scheduled workweek. Employees asked to work overtime are expected to
do so. Exempt employees are not eligible for overtime pay.
2.28: Salary Increases
All salary increases are at the discretion of company management. All salary increases are effective
only on the first day of a pay period.
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2.29: Payroll
Both exempt and non-exempt employees will have federal and state taxes withheld from their wages.
Payroll checks will not be released prior to the set pay schedule for any reason, nor will they be
released to anyone other than the named employee on the paycheck. In accordance with all local,
state and federal laws, LSF SHUTTLE will honor court orders for wage garnishment.
2.30:Performance Reviews
Every LSF SHUTTLE employee will be subject to a performance appraisal at least once a year. The
employee's supervisor or Manager will give these reviews. The reviews will focus on job-related
strengths and weaknesses, as well as overall compatibility with the company. Goals and improvement
plans will be mapped out each review period and progress will be measured at the next review.
Employees will have the opportunity to thoroughly review all performance appraisals and provide a
written opinion. All performance reviews and responses will become.part of an employee's permanent
personnel file.
2.31: Expense Reimbursement
LSF SHUTTLE will reimburse employees for reasonable pre-approved business expenses.
All expenses must be submitted via the required expense form and approved by the employee's
supervisor prior to submission for reimbursement. Whenever possible, and in situations where the
employee may question the reasonableness of an expense, the employee should secure approval in
advance of incurring the expense. Unreasonable or excessive expenses will not be reimbursed. Any
questions should be directed to the employee's Manager.
2.32:Attendance & Punctuality
Punctuality and regular attendance are ultra-important to the smooth company operations. If you are
consistently late or excessively absent, the company's ability to perform work is impaired and an unfair
burden is placed on your co-workers. Therefore, unless your absence is permitted or excused under
the company's holiday or vacation policies, you are responsible for being at work and arriving on time. If
you are going to be absent or late, it is your responsibility to call your supervisor a minimum of three (3)
hours prior to your shift report time, preferably in advance of lateness and no later than one hour after
the start of the workday. If you are absent for several days, you must notify your supervisor each day.
An employee who is absent for reasons other than those permitted or excused by LSF SHUTTLE
holiday, vacation and leave policies, or who repeatedly fails to provide notice as required, will be
subject to appropriate disciplinary action up to and including termination of employment.
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2.33:Availability for Work
Bus operators must be available for work five days per week as assigned. If, for any reason, there is a
change in your work availability status, you must notify your supervisor at least one week prior to the
change.
2.34: Vacations
One week per year is offered after one calendar year of service.
2.35:Mandatory Meetings
Employees may be required to attend mandatory team and safety meetings these are mandatory you
must attend.
2.36:Drugs and Alcohol
LSF SHUTTLE will not tolerate the use or possession of alcohol or illegal drugs on the job or on
company property.
Employees using or possessing alcohol or illegal drugs on company property, while at work (including
reporting to work under the influence of alcoho( or illegal drugs), will be subject to disciplinary action up
to and including termination of employment.
2.37: Violence & Weapons
The company takes threats of violence extremely seriously. Any act or threat of violence, by or against
any employee, customer, supplier, partner or visitor is strictly prohibited. This policy applies to all
company employees whether on or off company property.
Any use or possession of weapons, illegal or not, is prohibited on company property or while on
company business. This includes (but not limited to) knives, guns, martial arts weapons and any other
object that is normally used as a weapon. Any employee caught possessing is subject to discipline up
to and including termination of employment.
2.38: Smoking
Smoking is not allowed inside company offices. Smoking is also not permitted in any enclosed area,
shop area, break room, bus, service truck, company vehicle or in sight of any passenger, customer,
rider, or CLIENT personnel.
2.39: Food and Beverages
LSF SHUTTLE sometimes receives visitors in the office. The company's environment should always
reflect a professional appearance. Eating at your desk is acceptable, but should be done unobtrusively
and in a manner so as to prevent damage to valuable company equipment and other property. All
employees are personally responsible for keeping the area around their workstation clean and
presentable. Employees are also responsible for returning meeting areas to a clean and presentable
condition after use.
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2.40: Recycling
LSF SHUTTLE supports environmental awareness by mandating recycling in the workplace.
Employees should dispose of bottles, cans and paper in the appropriate recycling bins. Employees are
also encouraged to conserve energy by turning off the lights when not needed.
2.41: Visitors
Only customers and authorized visitors are permitted in LSF SHUTTLE offices. In order to protect the
company against theft and frivolous lawsuits, unauthorized salespeople and solicitors should not be
permitted on company premises. Visits from friends and family are prohibited unless there is a
verifiable emergency. Employees are responsible for the conduct of their guests.
All visitors must check in at the dispatch station to contact their appointment.
2.42: Workplace Attire
The company has established a casual dress environment. However, employees are expected to use
good judgment, taste and to show courtesy_to their associates by dressing in a fashion that is neat,
presentable and appropriate.
Bus operators will use the approved uniform without deviation. (Uniform shirt, Navy Blue, Black or khaki
pants, Black or Brown shoes. NO JEANS)
n appropriate business attire for meetings with clients or vendors at LSF
Employees are to dress i a
PP P g
SHUTTLE offices or other offsite locations.
2.43: Telephone Use
Telephones are provided to enable employees to perform their job in an efficient manner. Personal
telephone calls should be kept to a minimum. Personal toll calls should not be made at company
expense.
2.44: Voice Mail and Electronic Mail
All electronic and telephone communication systems, and all communications and information
transmitted, received, or stored in these systems are the property of LSF SHUTTLE. Personal use of
these systems should be kept to.a minimum.
Electronic or telephone communication systems may not be used to transmit messages that may be
considered inappropriate under LSF SHUTTLE policies, including those prohibiting harassment.
Employees are not permitted to use a code, access a file, or retrieve any stored communication unless
authorized to do so or unless they have received prior clearance from authorized company personnel.
All pass codes are the property of LSF SHUTTLE and may be used by the company to access
electronic and telephone communications at any time.
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LSF SHUTTLE reserves the right to monitor any electronic, telephone, or other communications made
using company systems or property.
2.45: Use of Company Vehicles
All company vehicles are to be used for business purposes only.
2.46: Use of Company Property
All company workspace, including file cabinets and lockers, are the property of LSF Shuttle. and must
be available to management at all times. The use of personal locks on any company property is strictly
prohibited. No company property may be used to house personal files or items. No company
equipment, including computers, photocopiers and printers may be used for personal business.
2.47: Postage, Shipping and Office Supplies
Postage, shipping and office supplies paid for by the company are for business purposes and are not to
be used for an employee's personal purposes.
2.48: Personal Property
LSF SHUTTLE does not assume responsibility for any personal property located on its premises.
Employees are to use their own d i sc retion when choosing to brin g p ersonal property into the office and
do so at their own risk. Additionally, employees may not bring or display in the office any property that
may be viewed as inappropriate or offensive to others.
2.49: Personal Safety
The safety of each employee's health and security is very important to LSF SHUTTLE. The company is
willing to make reasonable efforts to address an employee's safety concerns. Employees should
remember to use caution and good judgment in all activities and should notify their supervisor or the
Manager if they believe there is a safety issue that should be addressed.
2.50: Office Security
Shortly after an employee's start date, the employee, if so authorized, may be given a key to gain
access to the offices. The last employee to leave the office at night is responsible for making certain
that all doors and windows are locked.
2.59:Monitorinq & Searches
All company property is subject to monitoring and review at all times. This includes (but not limited to)
desks, lockers, company vehicles, computers and email files. Reasons for searches and reviews
include, but are not limited to, personal abuse of company property, theft investigation and improper
disclosure of confidential information.
LSF SHUTTLE retains the right to conduct searches at any time. This includes the right to search
individual computers or files, even if protected by a password. Any employee that attempts to obtain or
18
alter a password for the purpose of accessing restricted files will be subject to disciplinary action up to
and including termination of employment.
2.52:LEFT BLANK INTENTIONALLY
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2.53: Confidential Information
LSF SHUTTLE requires that employees do not disclose information held to be confidential by the
company and also requires new employees to sign a non-disclosure agreement. Any questions about
this policy should be addressed to the Manager.
2.54: Conflicts of Interest
LSF SHUTTLE requires that employees not compromise the company, its customers, partners or
suppliers for personal gain. Examples of conflict of interest include (but not limited to) accepting gifts
worth more than $25, requesting or granting favors, or conducting business for personal gain.
Employees are required to disclose all conflicts of interest to a supervisor. Failure to do may result in
disciplinary action up to and including termination of employment.
2.55: Competing Employment
Due to the highly competitive nature of the industry in which LSF SHUTTLE is involved, employees are
restricted from certain associations or working arrangements with competing or conflicting
organizations. Subject to LSF SHUTTLE prior written approval, you may work for other businesses
during the course of your employment with LSF SHUTTLE; provided, however, you may not:
1. accept to perform work of a nature that conflicts or competes in any way with the business or
services that LSF SHUTTLE is involved in;
2. use any LSF SHUTTLE resources including.(but not limited to) computer hardware and
software, telephones, facsimile machines, copiers, or any other property for or in connection
with any non- LSF SHUTTLE work;
3. perform any non- LSF SHUTTLE work on company premises; or
4. perform any non- LSF SHUTTLE work during normal business hours.
Should you be allowed to have two jobs, you are responsible for DOT hours of service rules and
regulations.
2.56:Employment of Relatives
Employment of relatives is not prohibited by LSF SHUTTLE , provided that the following conditions are
met: (i) the applicant is qualified for the position, (ii) the employee and relative will not be in a direct
reporting relationship with one another and (iii) the personal relationship will not adversely affect the
workflow or processes of the company.
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Section 3: Leave Policies
3.1: General Policies
LSF SHUTTLE provides eligible employees with leaves for a variety of reasons. The following
discussion summarizes the company's leave policies in a way that the company hopes will be generally
helpful.
LSF SHUTTLE abides by the provisions of the Family and Medical Leave Act. An overview of the act is
set out in exhibit 'C' in the Appendices.
As with all policies, LSF SHUTTLE reserves the right to revise or rescind these policies at its discretion
subject to legal requirements. This statement of leave policies is not intended to create a contract
between LSF SHUTTLE and its employees.
To apply for leave, or to inquire into what leave may be available, an employee should contact the
Manager. An employee applying for leave will be asked to state the reasons behind the leave request,
when the leave request is to begin and end. The Manager will inform the employee what type and
duration of the leave, if any, is applicable and whether or not the leave request has been approved.
The Project Manager will also tell the employee which requirements, such as certification of a health
condition, the employee must fulfill.
All leaves are granted for a specific period of time. An employee who foresees being unable or
unwilling to return to work at the end of the leave period should apply for any other leave for which the
employee is eligible including an extension of the current leave LSF Shuttle. reserves the right to
terminate the employment of an employee who does not return to work at the end of the approved
leave period.
3.2:Family and Medical Leave
Employees may take unpaid leave in accordance with the terms of the Family and Medical Leave Act of
1993. Employees should also be aware that pregnancy is considered a disability and may be eligible
for disability benefits under mandatory disability benefits laws of certain states.
3.3:Personal Leave of Absence
Requests for personal leave without pay are considered individually and granted at the discretion of
management. The reason for the request, the employee's length of service, the employee's work
record and the demands of the individual's job are examples of the type of factors typically considered
while evaluating a request for personal leave of absence. A request for personal leave of absence will
be granted only if the employee is not eligible for any other type of leave. An employee is not permitted
to be on personal leave of absence for more than 2 months in a calendar year.
3.4:Jury Duty
Employees summoned for jury duty will be allowed the necessary time off from work to perform this
civic responsibility. Employees must give LSF SHUTTLE fifteen (15) days advance notice. Employees
will be expected to report to work during all regular hours if their presence is not required in a jury room
21
or court. The company may require the employee to supply documentation from the court affirming the
employee's jury duty service.
3.5:Military Duty
Employees who are absent from work in order to attend an annual encampment in a recognized
reserve branch of the armed forces of the United States will be provided leave benefits in accordance
with the requirements of federal law.
3.6: Funeral Leave
When a death occurs in an employee's immediate family, an employee may take up to three days
without pay in order to attend the funeral or make funeral arrangements. In unusual circumstances,
additional time off may be granted, without pay, at the discretion of LSF SHUTTLE. For purposes of
the funeral leave policy, "immediate family" is defined to be an employee's spouse, child, parent,
grandparent, brother, or sister of the employee or the employee's spouse.
3.7: Forced Closings and Severe Weather
Unless notified by your supervisor, you are.to report to work on all regularly scheduled days regardless
of weather conditions. If you are unable to report to work due to weather conditions, you must notify
your supervisor as soon as possible.
loses due to severe weather conditions or an other reason), you will
In the event that the company c ( Y ) Y
not be required to report to work. You will not be paid for that day and it will not be counted as a
vacation day.
Section 4: Employee Benefits
The following is a list of benefits that LSF SHUTTLE makes available to eligible employees. The
descriptions in this handbook are a summary only. Separate plan documents explain each benefit in
more detail. Benefits may be modified, added or terminated at any time per the terms of the plan by the
insurance company or benefit provider. LSF SHUTTLE, at its discretion, may also modify, add or
terminate benefits.
4.1:Benefits Eli_gibilitY
Full-time employees that have successfully completed the evaluation period are eligible for the benefits
outlined below. Part-time employees (those that work less than 35 hours per week) are not eligible for
these benefits.
4.2:Medical Insurance
Medical insurance is available for eligible employees and their qualified dependents. Refer to the plan
summary for details regarding coverage, eligibility, waiting periods and cost.
4.3: Worker's Compensation
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LSF SHUTTLE requires that all employees report job-related accidents or injuries to a supervisor
immediately, regardless of whether the accident occurred on or off company premises. Failure to
report an injury, regardless of how minor, could result in delays and other difficulty with the employee's
claim.
4.4: COBRA
The Consolidated Omnibus Budget Reconciliation Act (COBRA) gives employees and their qualified
beneficiaries the opportunity to continue health coverage under the company's health plan should the
employee lose his or her eligibility (e.g., upon termination). Under COBRA, the employee pays the full
cost of coverage at the company's group rate plus an administrative fee. Details of COBRA coverage
and how to apply for it will be provided by the Project Manager at the time eligibility is lost.
4.5:Holiday Pay
LSF SHUTTLE observes the following holidays:
1. New Year's Day
2. President's Day
3. Independence Day
4. Thanksgiving Day
5. Christmas
All non-exempt employees are paid 1.5 times their regular hourly rate (holiday pay) if they are
scheduled to work on the aforementioned holidays. Employees not scheduled to work on these
holidays are not eligible for holiday pay.
Section 5:Disciplinary Policies
5.9: Problem Resolution
LSF SHUTTLE seeks to deal openly and directly with its employees. The company believes that
communicatio n between employees and management is critical to solvin g p roblems.
Co-workers that may have a problem with one another should attempt to resolve the problem
themselves. If a resolution cannot be agreed upon, both employees should approach their
supervisor(s) who will work with the employees to determine a resolution. Under these circumstances,
the decision of the supervisor is final.
Employees that have a problem with a supervisor should first go to the supervisor and state the
problem. If a resolution cannot be agreed upon, the employee should present his or her problem, in
writing, to the Manager. The decisions of these managers are final.
5.2: Discipline
The goal of LSF SHUTTLE discipline policy is to attempt to deal constructively with employee
performance problems and errors. The disciplinary process will be determined by the company in light
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of the facts and circumstances of each case. Depending upon the facts and circumstances, the
discipline applied may include, among other things, oral (or written) warnings, probation, suspension
without pay, or immediate termination of employment. Each situation will be considered in the context
of a variety of factors including (but not limited to) the seriousness of the situation, the employee's past
conduct (including previous incidents, if any) and length of service. Details of this process are outlined
further in the Corrective Action section below.
5.3: Corrective Action
Corrective action is taken against an employee in response to a rule infraction or violation of company
policies. Progressive corrective action will continue until the violation or infraction is corrected.
Corrective action usually begins with a verbal warning. If necessary, the verbal warning is followed by
a written warning that is placed in the employee's permanent personnel folder. If more serious
corrective action is required, the employee may be put on probation, suspension without pay, or
subjected to termination of employment.
LSF SHUTTLE considers some violations as grounds for immediate dismissal. These violations
include (but are not limited to): insubordinate behavior, theft, destruction of company property, breach
of confidentiality and other non-disclosure agreements, falsifying employment experience, drug or
alcohol abuse, threats of violence, excessive attendance issues, theft of company time, and violation of
the hand held device policy.
Employees charged with an infraction that is subject to corrective action may appeal. An appeal must
be submitted in writing to the Manager. If, after reviewing the corrective action, the Manager determines
that the supervisor followed procedures accordingly, the corrective action will stand. If the supervisor
has failed to follow company policy, the action may be reversed. The decision of the Manager is final.
5.4:Disciplinary Actions
This company's disciplinary policy applies to any,violations of company rules and regulations.
Disciplinary action may take place in a series of progressive steps outlined below.
1. Documented verbal warning
2. Written Warning and Counseling
3. Written Warning and (3) three days Suspension without pay.
4. Termination
5.5:No Call— No Show
Any employee that does not call out or arrive for his/her assignment for two consecutive days will be
considered to have abandoned their employment and will be subject to termination.
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Section 6: Separation Policies
6.1:Job Abandonment
Employees of LSF SHUTTLE that are absent for more than two consecutive days without notifying a
direct supervisor, are considered to have voluntarily abandoned their employment with the company.
The effective date of termination will be the last day the employee reported for work.
LSF SHUTTLE does not have tenure or guaranteed employment. You (or LSF SHUTTLE) may
terminate your employment at any time for any reason.
Termination from employment may result from any of the following circumstances:
1. corrective action measures, which include infractions for violation of company policies;
2. layoffs, which include the elimination of an employee's job function or headcount reduction due
to redundancy or cost reduction;
3. involuntary dismissal, which may include poor performance reviews or failure to demonstrate an
acceptable attitude in the workplace.
6.2: Termination Process
LSF SHUTTLE requires that employees return all documents, files, computer equipment, uniforms,
company tools, business credit cards, keys and all other company owned property on or before the last
day of work. When all company owned property has been collected, the employee will receive his or
her final paycheck and any accrued vacation pay (if applicable).
Employees leaving the company will have the option of having an exit interview with the Manager.
6.3: Employment References
Due to confidentiality considerations, LSF SHUTTLE is unable provide employment references for
former employees. All inquiries relating to present or past employment should be directed to the
Manager who will provide only dates of employment and positions held.
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Appendix
EXHIBIT A
Acknowledgement of Receipt & Understanding
I hereby certify that I have read and fully understand the contents of this employee handbook. I also
acknowledge that I have been given the opportunity to discuss any policies contained in this handbook
with a company official. I agree to abide by the policies set forth in this handbook and understand that
compliance with LSF SHUTTLE rules and regulations is necessary for continued employment. My
signature below certifies my knowledge, acceptance and adherence to the company's policies, rules
and regulations.
I acknowledge that the company reserves the right to modify or amend its policies, at any time, without
prior notice. These policies do not create any promises or contractual obligations between this
company and its employees.
Signature Date
Print Name
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EXHIBIT B
Overview of the Family and Medical Leave Act
The Wage and Hour Division of the U.S. Department of Labor's Employment Standards Administration
administers and enforces the Family and Medical Leave Act (FMLA) for all private, state and local
government employees and some federal employees. Most federal and certain congressional
employees are also covered by the law and are subject to the jurisdiction of the U.S. Office of
Personnel Management or the United States Congress.
The FMLA became effective on August 5, 1993 for most employers. If a collective bargaining
agreement (CBA) was in effect on that date, FMLA became effective on the expiration date of the CBA
or February 5, 1994 (whichever came earlier). The FMLA entitles eligible employees to take up to 12
weeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons.
The employer may elect to use the calendar year, a fixed 12-month leave calendar, a fiscal year or a
12-month period prior to (or after) the commencement of leave as the 12-month period.
The law contains provisions on:
• employer coverage;
• employee eligibility for the law's benefits;
• entitlement to leave, maintenance of health benefits during leave, and job restoration after
leave;
• notice and certification of the need for FMLA leave;
• and protection for employees who request or take FMLA leave.
The law also requires employers to keep certain records.
Employer Coverage
FMLA applies to all:
• public agencies, including state_, local and federal employers, local education agencies (schools)
and
• private-sector employers who employed 50 or more employees in 20 or more workweeks in the
current or preceding calendar year and
• those employers engaged in commerce or in any industry or activity affecting commerce—
including joint employers and successors of covered employers.
Employee Eligibility
To be eligible for FMLA benefits, an employee must:
• Work for a covered employer;
• Have worked for the employer for a total of 12 months;
• Have worked at least 1,250 hours over the previous 12 months; and
• Work at a location in the United States or in any territory or possession of the United States
where at least 50 employees are employed by the employer within 75 miles.
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Leave Entitlement
A covered employer must grant an eligible employee up to a total of 12 workweeks of unpaid leave
during any 12-month period for one or more of the following reasons:
• for the birth and care of the newborn child of the employee;
• for placement with the employee of a son or daughter for adoption or foster care; To care for an
immediate family member (spouse, child, or parent) with a serious health condition; or
• to take medical leave when the employee is unable to work because of a serious health
condition.
Spouses employed by the same employer are jointly entitled to a combined total of 12 work-weeks of
family leave for the birth and care of the newborn child, for placement of a child for adoption, foster care
and to care for a parent who has a serious health condition. Leave for birth and care (or placement for
adoption or foster care) must conclude within 12 months of the birth or placement.
Under some circumstances, employees may take FMLA leave intermittently, which means taking leave
in blocks of time or by reducing their normal weekly (or daily) work schedule.
If FMLA leave is for birth and care (or placement for adoption or foster care), use of intermittent leave is
subject to the employer's approval. FMLA leave may be taken intermittently whenever it is medically
necessary to care for a seriously ill family member or because the employee is unable to work due to
serious illness.
Also, subject to certain conditions, employees or employers may choose to use accrued paid leave
(such as sick or vacation leave) to cover some or all of the FMLA leave. The employer is responsible
for determining if an employee's use of paid leave counts as FMLA leave based on information from the
employee. "Serious health condition" means an illness, injury, condition that involves either mental
or physical impairment characterized by:
1. Any period of incapacity or treatment connected with inpatient care (i.e., an overnight stay) in a
hospital, hospice, or residential medical-care facility and any period of incapacity or subsequent
treatment in connection with such inpatient care; or
2. Continuing treatment by.a health care provider which includes any period of incapacity (i.e.,
inability to work, attend school or perform other regular daily activities) due to:
3. A health condition (including treatment therefore, or recovery there from) lasting more than three
consecutive days and any subsequent treatment or period of incapacity relating to the same
condition, that also includes:
• Treatment two or more times by or under the supervision of a health care provider; or
• One treatment by a health care provider with a continuing regimen of treatment; or
• Pregnancy or prenatal care. A visit to the health care provider is not necessary for each
absence; or
• A chronic serious health condition, which continues over an extended period of time,
requires periodic visits to a health care provider and may involve occasional episodes of
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incapacity (e.g., asthma, diabetes). A visit to a health care provider is not necessary for
each absence; or
• A permanent or long-term condition for which treatment may not be effective (e.g.,
Alzheimer's, a severe stroke, terminal cancer). Only supervision by a health care provider
is required, rather than active treatment
• Any absences to receive multiple treatments for restorative surgery or for a condition which
would likely result in a period of incapacity of more than three days if not treated (e.g.,
chemotherapy or radiation treatments for cancer).
"Health care provider" means:
1. Doctors of medicine or osteopathy authorized to practice medicine or surgery by the state in
which the doctors practice; or
2. Podiatrists, dentists, clinical psychologists, optometrists and chiropractors (limited to manual
manipulation of the spine to correct a subluxation as demonstrated by X-ray to exist) authorized
to practice and performing within the scope of their practice, under state law; or
3. Nurse practitioners, nurse-midwives and clinical social workers authorized to practice and
performing within the scope of their practice, as defined under state law; or
4. Christian Science practitioners listed with the First Church of Christ, Scientist in Boston,
Massachusetts; or
5. Any health care provider recognized by the employer or the employer's group health plan
benefits manager.
Maintenance of Health Benefits
A covered employer is required to maintain group health insurance coverage for an employee on FMLA
leave whenever such insurance was provided before the leave was taken and on the same terms as if
the employee had continued to work. If applicable, arrangements will need to be made for employees
to pay their share of health insurance premiums while on leave.
In some instances, the employer may recover premiums it has paid to maintain health coverage for an
employee who fails to return to work from FMLA leave.
Job Restoration
Upon return from FMLA leave, an employee must be restored to the employee's original job or to an
equivalent job with equivalent pay, benefits, terms and conditions of employment.
In addition, an employee's use of FMLA leave cannot result in the loss of any employment benefit that
the employee earned or was entitled to before using FMLA leave, nor be counted against the employee
under a "no fault" attendance policy.
Under specified and limited circumstances where restoration to employment will cause substantial and
grievous economic injury to its operations, an employer may refuse to reinstate certain highly-paid "key"
employees after using FMLA leave during which health coverage was maintained. In order to do so, the
employer must:
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• Notify the employee of his/her status as a "key" employee in response to the employee's
notice of intent to take FMLA leave;
• Notify the employee as soon as the employer decides it will deny job restoration and explain
the reasons for this decision;
• Offer the employee a reasonable opportunity to return to work from FMLA leave after giving
this notice; and
• Make a final determination as to whether reinstatement will be denied at the end of the leave
period if the employee then requests restoration.
A "key" employee is a salaried "eligible" employee who is among the highest paid ten percent of
employees within 75 miles of the work site.
Notice and Certifications
Employees seeking to use FMLA leave are required to provide 30-day advance notice of the need to
take FMLA leave when the need is foreseeable and such notice is practicable. Employers may also
require employees to provide:
• Medical certification supporting the need for leave due to a serious health condition affecting the
employee or an immediate family member;
• Second or third medical opinions (at the employer's expense) and periodic recertification; and
• Periodic reports during FMLA leave regarding the employee's status and intent to return to
work.
When intermittent leave is needed to care for an immediate family member or the employee's own
illness and is for planned medical treatment, the employee must try to schedule treatment so as not to
unduly disrupt the employer's operation.
Covered employers must post a notice approved by the Secretary of Labor explaining rights and
responsibilities under FMLA. An employer that willfully violates this posting requirement may be subject
to a fine of up to $100 for each separate offense.
Also, covered employers must inform employees of their rights and responsibilities under FMLA,
including giving specific written information on what is required of the employee and what might happen
in certain circumstances, such as if the employee fails to return to work after FMLA leave.
Unlawful Acts
It is unlawful for any employer to interfere with, restrain, or deny the exercise of any right provided by
FMLA. It is also unlawful for an employer to discharge or discriminate against any individual for
opposing any practice, or because of involvement in any proceeding, related to FMLA.
Enforcement
The Wage and Hour Division investigates complaints. If violations cannot be satisfactorily resolved, the
U.S. Department of Labor may bring action in court to compel compliance. Individuals may also bring a
private civil action against an employer for violations.
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Other Provisions
Special rules apply to employees of local education agencies. Generally, these rules provide for FMLA
leave to be taken in blocks of time when intermittent leave is needed or the leave is required near the
end of a school term.
Salaried executive, administrative and professional employees of covered employers who meet the Fair
Labor Standards Act (FLSA) criteria for exemption from minimum wage and overtime under
Regulations, 29 CFR Part 541, do not lose their FLSA-exempt status by using any unpaid FMLA leave.
This special exception to the "salary basis" requirements for FLSA's exemption extends only to 'eligible
employees' use of leave required by FMLA.
The FMLA does not affect any other federal or state law which prohibits discrimination, nor supersede
any state or local law which provides greater family or medical leave protection. Nor does it affect an
employer's obligation to provide greater leave rights under a collective bargaining agreement or
employment benefit plan. The FMLA also encourages employers to provide more generous leave
rights.
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Exhibit C
The following is an overview of Federal Equal Opportunity Laws, including the Americans with
Disabilities Act, the Equal Pay Act, and the Age Discrimination in Employment Act.
The EEOC enforces the following laws:
• Title VII of the Civil Rights Act of 1964 (Title VII) - prohibits discrimination on the basis of
race, color, religion, sex and national origin. Title VII applies to employers with fifteen (15) or
more employees.
• Age Discrimination in Employment Act of 1967 (ADEA) - prohibits age discrimination against
individuals who are forty (40) years of age or older. The ADEA applies to employers with twenty
(20) or more employees.
• Title I of the Americans with Disabilities Act of 1990 (ADA) - prohibits employment
discrimination against qualified individuals with disabilities. The ADA applies to employers with
fifteen (15) or more employees.
• Equal Pay Act of 1963 (EPA) - prohibits wage discrimination between men and women in
substantially equal jobs within the same establishment. The EPA applies to most employers with
one or more employees.
These laws prohibit employment discrimination based on race, color, sex, religion, national origin, age,
disability and prohibit retaliation for opposing job discrimination, filing a charge, or participating in
proceedings under these laws.
A business is covered by the EEOC laws if:
• All employees, including part-time and temporary workers, are counted for purposes of
determining whether an employer has a sufficient number of employees.
• An employee is someone with whom the employer has an employment relationship. The
existence of an employment relationship is most easily shown by a person's appearance on the
employer's payroll, but this alone does not necessarily answer the question. Determining
whether an employer has enough employees to be covered by these laws is, ultimately, a legal
question.
Independent contractors are not counted as employees. Determining whether an individual is, under
the law, an independent contractor, also is a legal question that may not be as easy to answer as you
might think. If you are unsure whether a business or individual is covered, you may wish to consult with
an attorney.
The following may file a charge of discrimination with the EEOC:
• Anyone who believes that his or her employment rights have been violated because of race,
color, sex, religion, national origin, age, disability or because of retaliation may file a charge of
discrimination with EEOC. By law, EEOC must accept the filing of a charge.
In most geographic areas, a charge must be filed with EEOC within 300 days from the date of the
alleged discrimination. In a very small number of areas where a state or local employment
discrimination law does not apply, a charge must be filed within 180 days.
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Exhibit D
Overview of the Immigration Reform and Control Act
The Immigration Reform and Control Act of 1986 (1 RCA) makes it unlawful for an employer to hire any
person who is not legally authorized to work in the United States and it requires employers to verify the
employment eligibility of all new employees.
IRCA also prohibits discrimination in hiring and discharge based on national origin (as does Title VII)
and on citizenship status. IRCA's anti-discrimination provisions are intended to prevent employers from
attempting to comply with the Act's work authorization requirements by discriminating against foreign-
looking or foreign-sounding job applicants.
• IRCA's anti-discrimination provisions apply to smaller employers than those covered by EEOC-
enforced laws.
• IRCA's national origin discrimination provisions apply to employers with between 4 and 14
employees (who would not be covered by Title VII).
• IRCA's citizenship discrimination provisions apply to all employers with at least 4 employees.
• IRCA is enforced by the U.S. Department of Justice. For information on IRCA's anti-
discrimination provisions, contact:
United States Department of Justice
Office of Special Counsel for Immigration-Related
Unfair Employment Practice's
(800) 255-8155 (employer hotline/voice)
(800) 237-2515 (TDD)
I
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