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Resolution 2019-31057RESOLUTION NO. 2019-31057 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT, DATED MAY 29, 2019, WITH BEEFREE, LLC D/B/A FREEBEE FOR THE CITY OF MIAMI BEACH ON -DEMAND TRANSIT SERVICE REQUEST FOR QUOTE; SAID AMENDMENT EXTENDING THE CURRENT PILOT PROGRAM THROUGH DECEMBER 31, 2019. WHEREAS, on May 17, 2017, the City Commission discussed on -demand transportation service; and WHEREAS, following the discussion, the City Commission directed the Administration to pursue the service at no cost to the City; and WHEREAS, in response to the City Commission's direction, a Request for Letters of Interest (RFLI) for On -Demand Transit Service was issued in February of 2018; and WHEREAS, the goal of the solicitation was to explore a potential partnership with a vendor that would, at no cost to the City, provide "first mile/last mile" on -demand transportation service to areas underserved by Miami -Dade County bus service and not served by the City's trolley service; and WHEREAS, on March 2, 2018, responses were received from three firms; and WHEREAS, the Transportation and Mobility and Procurement Departments reviewed the responses received and determined that none of the firms could provide the service at no charge to passengers or without a City subsidy (as required by the RFLI); thus, all three firms were deemed nonresponsive; and WHEREAS, in early 2019, the City's Transportation and Mobility Department was able to identify funding for a four month on -demand transit service pilot program during the 2018/2019 fiscal year; and WHEREAS, pursuant to an open market procurement process, City staff solicited bids for this limited pilot program and only Beefree, LLC d/b/a Freebee (Freebee) accepted the terms; and WHEREAS, on May 29, 2019 the City and Freebee executed a Professional Services Agreement for the City of Miami Beach On -Demand Transit Service Request for Quote, with the initial term expiring on September 30, 2019, and one (1) renewal term, at the City's option, for up to one year; and WHEREAS, on May 31, 2019, the pilot program was launched, serving portions of Middle Beach with one (1) vehicle; and WHEREAS, on September 11, 2019, the Mayor and City Commission discussed the pilot program and adopted Resolution No. 2019-30997, authorizing the City Manager to negotiate Amendment No. 1 to the Agreement with Beefree, LLC d/b/a Freebee, including the following provisions: (i) extending the current pilot program through October 31, 2019; (ii) adding two (2) more vehicles in service for the remaining term of the pilot program; and (iii) permitting advertisement on the vehicles to offset some of the operating costs to the City; and WHEREAS, pursuant to the terms of Amendment No. 1 to the Agreement, Freebee has agreed to equally share with the City the advertising revenues generated by its operations during the term; and WHEREAS, on October 16, 2019, the City Commission discussed an item entitled "Discussion to continue the Mid -Beach Freebee on -demand transit service"; and WHEREAS, the City Manager recommends extending the pilot program with Freebee for two additional months; and WHEREAS, the additional cost to operate the pilot program for the additional two (2) months can range from $55,050 to $73,050, which costs will be covered by the Transportation and Mobility Department's operating budget; and WHEREAS, following the discussion, the six (6) members of the City Commission unanimously voted to approve the extension of the pilot program for two additional months, from November 1, 2019 until December 31, 2019, thereby waiving the formal competitive bidding requirement. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and authorize the City Manager to execute an amendment to the Professional Services Agreement, dated May 29, 2019, with Beefree, LLC d/b/a Freebee for the City of Miami Beach On -Demand Transit Service Request for Quote; said amendment extending the current pilot program through December 31, 2019. PASSED and ADOPTED this 16th day of October 2019. ATTEST: Raf el E. Granado, City Clerk Dan Gelber, Maw �i I uOO p 'i )RA E. 6. T:lAgendal2019110 October 161Transportation\FreebeelOctober 16 2019 Resulution Approving Extension of Middle Beacq j maV E D Transit ASService (J Pilot Program with Freebee vl.docx f'� FORM & LANGUAGE & FOR EXECUTION City Attorney Date 10/18/2019 Coversheet MIAMI BEACH New Business and Commission Requests - R9 J COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: October 16, 2019 SUBJECT: UPDATE ON MID -BEACH FREEBEE ON -DEMAND TRANSIT SERVICE. RECOMMENDATION See Memorandum attached. BACKGROUND/HISTORY ANALYSIS CONCLUSION Applicable Area Middle Beach Is this a Resident Right to Does this item utilize G.O. Know item? Bond Funds? No No Strategic Connection Mobility - Increase multi -modal mobility citywide and connectivity regionally. Legislative Tracking Transportation and Mobility ATTACHMENTS: Description © Memorandum & Attachments https://miamibeach.novusagenda.com/agendapublic/CoverSheet.aspx?ItemID=14860&MeetinglD=683 1/1 MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members '; the City ommission FROM: Jimmy L. Morales, City Manag DATE: October 16, 2019 SUBJECT: DISCUSSION TO CONTINUE THE MID -BEACH FREEBEE ON - DEMAND TRANSIT SERVICE RECOMMENDATION This item is being presented to the City Commission as a status update of the Freebee pilot. The Administration recommends that the Mayor and City Commission extend the pilot program for two additional months from November 1 until December 31, 2019. The extension will allow staff more time to collect data on performance metrics, including during high impact season, and to have a better understanding of the impact of the additional vehicles on the service. BACKGROUND Based on the 2019 Resident Survey, 63% of residents use their automobile as a primary mode of transportation for trips within Miami Beach. While many residents use the City's trolley service and 75% of residents surveyed are satisfied with the service, there is a need to provide first mile/last mile connectivity particularly in areas that are not served by the trolley service. On May 17, 2017, the City Commission discussed on -demand transportation service to low - demand areas as a first mile/last mile solution. As a result of the discussion, the City Commission directed the Administration to pursue the service at no cost to the City. In response to City Commission direction, Request for Letters of Interest (RFLOI) for On -Demand Transit Service was issued in February 2018, and responses were received from three firms on March 2, 2018. The goal was to explore partnership with a vendor that would, at no cost to the City, provide "first mile/last mile" on -demand transportation service to areas underserved by Miami -Dade County bus service and not served by City's trolley service. None of the firms could provide the service at no charge to passengers or without a City subsidy as required by the RFLOI; thus, all three firms were deemed non-responsive. In early 2019, the City's Transportation Department identified funding for a four month on - demand transit service pilot program during the last fiscal year. Following a competitive solicitation, the pilot program operated by Freebee was launched on May 31, 2019, serving portions of Middle Beach. The pilot program service provides first mile/last mile service connecting to the City's trolley and County's bus service within the geo-fenced service area and door-to-door service for trips originating and ending within the geo-fenced service area (attachment A). The service operates as an eco -friendly vanpool, dynamically adjusting vehicle routing to appropriately meet ridership demand and service needs within the service area. The service operates from 6:30 am to 10:00 pm Monday to Saturday and from 8:30 am to 10:00 pm on Sundays. At its September 11, 2019 meeting, the City Commission discussed continuing the Freebee pilot program and adopted the following motions: 1) referred the item for further discussion to the September 20, 2019 Finance and Citywide Projects Committee (FCWPC); 2) directed the Administration to extend the pilot program through October 31, 2019; 3) approved the addition of two more vehicles to the service for the remaining term of the pilot program; and 4) approved the use of advertisement on the vehicles to offset some of the operating cost to the City through the end of the pilot program. UPDATE SINCE THE SEPTEMBER 11, 2019 CITY COMMISSION MEETING At its September 20, 2019 meeting, the FCWPC discussed this item and approved use of advertisement on the vehicles to offset some of the operating cost to the City through the end of the pilot program. Prior to installation of any ads, Freebee is required to submit the advertisement content to the City for review and approval. Staff and Freebee have agreed to share advertising revenue equally. Due to delays with hiring and training personnel, Freebee placed the two additional vehicles in service on October 2, 2019. Since that date, staff has observed an increase in ridership and decrease in wait times. The Administration will present up-to-date figures at the October 16th City Commission meeting. Unfortunately, two weeks of data is not enough to reach credible conclusions. An extension of the pilot through year end would enable us to create a more accurate database. ANALYSIS Pilot Program Metrics The table below depicts performance metrics for the ongoing pilot program from its commencement on May 31 to October 1 with only one vehicle in service. As the pilot program progresses, staff will provide up-to-date figures using the table below. 1 Pending City Commission approval 2 As of October 10, 2019, Freebee has sold advertising on one vehicle only 3 Assuming Freebee sells advertising on all three vehicles 4 Anticipated cost to the City assuming Freebee advertising on one vehicle only s Measured as percentage of time vehicle spends serving all trips over the total service hours 6 Based on feedback forms received from riders Based on the on -board passenger survey: • If on -demand transit service was not provided, 41% of the passengers would conduct this trip by personal vehicle • 53% of the passengers used it for leisure/recreation, 27% for commuting to work, 8% for school, 6% for religious, and 5% for healthcare GHG emissions reduction during the pilot period (5/31/19 —10/1/2019) of 1.06 MT CO2e is equivalent to: • the GHG emissions avoided by switching 40 incandescent lamps to LEDs • the carbon absorbed by 1.2 acres of U.S. forests in one year • the CO2 emissions produced from charging 135,163 smartphones May 31, 2019 — October 1, 2019 October 2, 2019 — October 31, 2019 November 1, 2019 — December 31, 20191 Number of vehicles in service 1 3 3 Monthly operating cost (without advertising) $12,618 $36,525 $36,525 Monthly advertising revenue to City N/A $2,5002 $6,000 - $9,0003 Monthly net operating cost to City $12,618 $34,0254 $27,525 - $30,5253 Total net operating cost to City $49,757 $34,0254 $55,050 - $61,0503 Average daily ridership 50 TBD TBD Average cost per passenger $8.12 TBD TBD Average wait time 14.3 minutes TBD TBD Average vehicle occupancy 1.6 passengers/trip TBD TBD Vehicle utilizations 70% TBD TBD ' Service satisfaction6 96% TBD TBD 1 Pending City Commission approval 2 As of October 10, 2019, Freebee has sold advertising on one vehicle only 3 Assuming Freebee sells advertising on all three vehicles 4 Anticipated cost to the City assuming Freebee advertising on one vehicle only s Measured as percentage of time vehicle spends serving all trips over the total service hours 6 Based on feedback forms received from riders Based on the on -board passenger survey: • If on -demand transit service was not provided, 41% of the passengers would conduct this trip by personal vehicle • 53% of the passengers used it for leisure/recreation, 27% for commuting to work, 8% for school, 6% for religious, and 5% for healthcare GHG emissions reduction during the pilot period (5/31/19 —10/1/2019) of 1.06 MT CO2e is equivalent to: • the GHG emissions avoided by switching 40 incandescent lamps to LEDs • the carbon absorbed by 1.2 acres of U.S. forests in one year • the CO2 emissions produced from charging 135,163 smartphones The average cost per passenger of $8.12 is comparable with Town of Miami Lakes ($9.20/passenger) and Village of Pinecrest ($8.80/passenger) where Freebee provides similar service, and, per Freebee staff, service area and number of vehicles are comparable to our pilot program. These figures do not account for advertising revenue. Both cities use advertising revenue to offset their costs. Miami Lakes receives approximately $2,500 monthly in advertisement revenue from two vehicles, compared to our anticipated monthly revenue of $6,000-$9,000 for three vehicles. While average service cost per passenger is significantly lower for trolley service at approximately $2.20, on -demand service provides a more cost-effective way of providing public transit service to low -demand residential areas such as Middle Beach which consists mostly of single-family homes and has little to no fixed transit service. For example, expanding the city's trolley service to this area would be cost -prohibitive as it would result in a much higher operating cost to the City and cost per passenger (as compared to the current on -demand service). Additional metrics including passenger age groups, detailed breakdown of ridership per day, number of requests and number of rides provided, heat maps of pick-up and drop-off locations as well as survey results are included in attachment B. FINANCIAL IMPACT The cost for the additional two months of Freebee service (from November 1 to December 31, 2019) can range from $55,050 to $73,050 depending on advertisement sales. Funding for this service is not included in Transportation and Mobility Department's FY 2019/20 operating budget. However, the cost can be covered by anticipated trolley savings. • CONCLUSION The on -demand transit pilot program has been very well accepted by the Mid -Beach community with 96% satisfaction based on passenger surveys. More importantly, the service has provided Mid -Beach residents an eco -friendly mobility option that does not produce tailpipe emissions, and it has helped connect residents in this underserved/low-demand area of the City to existing trolley and bus services. The Administration recommends continuing the pilot through year end in order to make a more informed decision on this type of service. Applicable Area Middle Beach Is this a Resident Right to Does this item utilize G.O. Know item? Bond Funds? No No Strategic Connection Mobility - Increase multi -modal mobility citywide and connectivity regionally. Legislative Tracking Transportation and Mobility ATTACHMENTS: Description p Attachment A - Service Area Map o Attachment B - Performance Metrics Report ;r On -Demand Service Areas and Systemwide Trolley Service Map 1557 l th 5 l 51 ith St 'll, St 1St551 23rd tat �t�lwlM,nt 0,111111 Legend On -Demand Service Areas North Beach Loop Collins Express Middle Beach Loop South Beach Trolley L.5 55 . IT:7 Et: .4 tINIa1I l'4�l 1:s01't Weird 0.4 0.8 Publix on 20 Street/West Ave FOrt to. ofth tay inge Ce y:, aryl 1511 Cn?tr'l 1 15 ,aoa:Y;l'v 51 Fbrmandp 51i Midi.015 .gill(' ,out o tj ti'St5 �i 55tr PY3hore.:4,), tl I 1W SI LY+ea ise,tt. Publix on Collins Ave/69 Street Shane Center Indian Creek Dr/65 Street gyri,$»1 .�1 ltl 6i LAI Cora Manna 13J:llxt Alt t4lzltl-L Ialat5d lslani Transit hub on Alton Rd/Lincoln Rd 11 St Transit hub on Washington Ave/17 Street nodge 151.55 P,lll➢, 15511111 S I.5 Ward c„.;:sl h,{tali 1-tlr6t,6 r r, lies ummlr; tc,kttxl Trq.eauEEY Zone Summary Mid -Beach 05-31-2019-09-30-2019 COMPLETED RIDES TOTAL PASSENGERS 3, 837 AVG DRIVER RATING AVG AGE 6,124 4.93 AVG PASSENGERS Q' a.5% 26.0% ( 41.9% Under 20' Li 21=34 .5=50 n 51 -Over AVERAGE TIME TRIP LENGTH AVERAGE VEHICLE OCCUPANCY '1.59 APP REQUESTS 5,000 Min 0.81 m Min 0, .1 CTI. Max 84.0Bm Avg 14.30m Max 61.36m Avg 8.92m VEHICLE UTILIZATION CANCELLATIONS 70% APP RIDES FLAG DOWN RIDES 3,056 781 PASSENGERS AND RIDES BY MONTH (YTD) 3000 2000 1000 n,lay 19 PASSENGERS AND RIDES BY WEEI( (YTD) 800 365 328 350 373 374 357 600 307 298 298 243 236 400 253 254 257 271 254 213 216 227 223 225 217 1200109 144 142 189 p,•,.........,._ -w...., 181._...sr-_.,.,..,.••-wn.._.,__..,..,_0... .... +>----•-.-w--'"---- 90 ,....... .•..".......o."....--- Jun 19 Completed Rides MI Total Passengers Jul 19 CIL: Completed Rides I3 Total Passengers 447 1944 MEN DRIVEN FEMALE DRIVEN 2,344 3,780 1729 417 Aug 19 389 381 Sup 19 392 6°r 22 23 24 25 28 27 28 29 30 31 32 33 34 35 313 37 38 39 40 413 294 5 SURVEY RESULTS How was this trip conducted prior to service implementation? What is the purpose of this trip? I Trolley Walk ti Car -r Other m Scooter 7.91% 4.26% 1.82% 6.43% ■ Leisure / Recreation 14 Religious ▪ School • Work ( Commute ) -1Other ■ Healthcare ( Non -emergency ) TOP ORIGIN TOP DESTINATIONS Publix - Sunset Harbour 184 Publix - Sunset Harbour 575 Publix - North Shore 142 Publix - North Shore 329 4101 Pine Tree Cr 117 Mount Sinai Medical Center 172 2201 Prairie Ave 114 4111 Sheridan Ave 67 975 Arthur Godfrey 109 4101 Pine Tree Dr 50 PASSENGERS AND RIDES - MAY 40 30 20, 10 PASSENGERS AND RIDES - JUNE 129 100 80 60 40 20 9 60 31 01 02 03 04 05 C6 07 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 23 29 30 PASSENGERS AND RIDES - JULY 140. 120 100.. 00 63 60 40 20 01 02 03 04 00 06 07 08 09 10 11 12 13 14 15 19 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 PASSENGERS AND RIDES AUGUST 140 120 100 80 50 40 20 0- - 01 02 03 04 05 06 07 08 09 10 11 12 PASSENGERS AND RIDES - SEPTEMBER 140 120 100 80 880 40 20 :f5Id84 G4 : 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 01 03 04 05 06 07 08 09 10 11 12 13 14 15 18 17 18 19 20 21 22 23 24 25 26 27 28 29 30 RIDE REQUEST MONDAY j Requests (7-J Completed R196s 100 89 50 80G2 68 70 80 50 40 20 $ 10 ... ....... .. 8 7 8 9 10 11 12 13 14 15 15 17 18 19 20 21 22 6 7 8 9 13 11 12 13 14 15 16 17 18 19 20 21 22 RIDE REQUEST TUESDAY (w,M Requests r"" 3 Complel l R919s 69 69 62 80 70 60 50 40 30 20 10 3 65 RIDE REQUEST WEDNESDAY Requests ;'j Comple c� Rides 76 7 100 90 80 70 60 50 40 30 20 10 0 68 6 7 8 9 10 11 12 13 14 15 16 17 13 19 20 21 22 RIDE REQUEST FRIDAY Requests Completed Rides 120 106. 0 7 8 9 10 11 12 13 14 15 18 17 18 19 20 21 22 RIDE REQUEST SUNDAY Requests (Y ( Completed Rides 64 70 60 50 40 47 53 55 58 53 36 35 1 31 20 10 3 9 10 11 12 13 14 15 16 17 18 19 20 21 RIDE REQUEST THURSDAY Requests 1......x.+.1 Gomple l Ras 72 00 30 70 60 50 40 30 20 $ 10 0 64 5`3 57 50 53 47 63 30 25 6 7 8 9 10 11 12 13 '14 15 15 17 13 19 20 21 22 RIDE REQUEST SATURDAY x,,j Requests I""":"7 Completed :tides 43 36 39 30 34 . 1 34 47 6 7 8 5 10 11 12 13 14 15 16 17 13 19 20 21 22 RIDES REQUEST PICKUP Ire5 { �.i NORMANDY SNORES YARN YHA ISLAND NORMANDY ISLR IRM OF NORMANDY _ rex North Bay Village innfmag TSTA SUNSET ISLANDS SAN MARINO Rnia ALTO CISLAND ISLAND Miami Reath • NORMANDY SNORES cm). VIEW 1SIrANO No MMANDY ISLE ISIS OP NORMANDY 'LA OORCE Ntirfh 6a } - , ISLAND AUTONy ISLANI“ A,'- VI{iage 'NryN MARINO. ANO ALTO /I$I'.AND nLAND'-- RIDES REQUEST DROPOFF res I e - NORMANDY SHORES HARDON' ISLAND' PARK VIEW ISLANIS NORMANDY ATLANTIC ISLE HEIG��H��T�§ ISLE OF . Lid NORMANDY d OY SJ A UORCE I j ISLAND AELISOTr 15 LANOIA+_i ,„ . EL[6 MEADE_ IYLAUD 9AYSHORE, 'TSTA 81StAVNE 1540.Nh 'NORMANDY SNgeE1V PARK VIEW ...:ISEANIT NORMANDY ATLANTIC ISIS. IIBlAHTR- SLE OF NORMANDY SLA OORCE e ISUIND ALLIEI N IALANo •�_iA; S9NhTARING RIJD ALTD. }ISLAND'- .ISLAND PICKUP LOCATIONS Bay Mtge A .T0 f PARK VIE ISLAND NO1WANt Y ISLE OF NORMANDY LA GORCI ISLAND A 0 0 0 o � 00 « °0 :4 0 • 0. a p o 00� q ° a °0 a ami Beach ATLANTIC HEIGHTS ON ANDOMA) Ride Pickup x1.41,4 41.4- 81.0 81:8-122.2 • 122,2 -162.6 M162.6-203 DROP OFF LOCATIONS PARK VIE ISLAND NORMANDY ISLE ISLE OF NORMANDY Bay A.. A CORCE ,. u ISLAND ALLISCIN' ISIAN CiA' Md) T i Beach €de Dropoff 0,1 µ74.b 74.6 -148.? 145.2-221:8. 0 221.8 295.4