R2A-Award Contract Turnkey Trolley Operations And Maintenance ServicesCOMMISSION ITEM SUMMARY
Commission A Comprehensive Mobility Plan Which Gives Priority Recommendations
rom Non-Vehicular To VehicularAnd lncludinq Parki
Data (Surveys, Environmental Scan, etc: N/A
Condensed Title:
Request ForApproval To Award A Contract, Pursuant To lnvitation To Bid (lTB) No. 2014-154-SR For
Turnkev Trolley Ooerations And Maintenance Services
lntended Outcome Su
Advisorv Board Recommendation:
l,..l^
-
The purpose of lnvitation to Bid (lTB) No. 2014-154-SR is to establish a contract, by means of sealed
bids, with a qualified firm to provide the turnkey trolley operations and maintenance services.
The anticipated start date for the fixed route, fixed schedule trolley services being sought after in this
ITB process would be July 1,2014 with new and/or used TEMPORARYvehicles upon the City's
approval. To allow for new trolley ordering and manufacturing lead time, the City is seeking to start
services with all NEW trolley vehicles by October 31,2014. As an incentive to the successful bidder, 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.
lnvitation to Bid (lTB) 2014-154-SR was issued on March 27,2014, with an opening date of April 15,
2014. A Pre-Bid conference was publicly held on April 2,2014. One ('l )addendum was issued to
answer questions submitted by prospective bidders. The City received two (2) bids from Limousines of
South Florida, lnc. and MV Transportation, lnc.
Limousines of South Florida, lnc., the lowest bidder, was deemed responsive pursuant to the
requirements in the lTB. ln determining responsiveness of the responding bidder, the Department of
Procurement Management has verified that Limousines of South Florida, lnc. met the minimum
requirements, financial capacity requirements, and past performance requirements set forth within the
solicitation as noted in more detail in the attached memorandum.
RECOMMENDATION
After considering the review and recommendation of City staff, the City Manager exercised his due
diligence and is recommending to the Mayor and the City Commission to award a contract to
Limousines of South Florida, lnc.
APPROVE THE AWARD OF THE CONTRACT
Financial lnformation:
Source of
Funds:
@
FY 2013114: 106-6260-000300 Transportation Quality of Life Fund
Future annual costs subject to annual budget appropriations$1,624,000.00
Financial I
Clerk's Office L islative Tracki
DAVO14\April\APRIL 30 -
AGEHDA ITEM F2AE MIAMIBEACH r,l;*E tl'b-lv7
g MIAMIBEACH
€ity of Miomi Beoch, I 700 Convention Center Drive, Miomi Beoch, Florido 33139, www. miomibeochfl.gov
COMMISSION MEMORANDUM
TO:Mayor Philip Levine and Members of t City Com
FROM: Jimmy L. Morales, City Manager
DATE: April 30,2014
SUBJECT:
|NV|TATION TO BID (lTB) NO. 2014-154-SR FOR TURNKEY TROLLEY
OPERATIONS AND MAINTENANCE SERVICES
ADMIN ISTRATION RECOMMENDATION
Approve the award of contract.
KEY INTENDED OUTCOME SUPPORTED
Commission A Comprehensive Mobility Plan Which Gives Priority Recommendations (From
Non-Vehicular To Vehicular And lncluding Parking)
FUNDING
$409,000.00 FY 2013114:. 106-6260-000300 Transportation Quality of Life Fund
$1,624,000.00 Future annual costs subject to annual budget appropriations
Should additional funding be required due to increased need of services, it will be subject to the
review and approval of the Office of Budget and Performance lmprovement (OBPI).
BACKGROUN D IN FORMATION
The purpose of lnvitation to Bid (lTB) No. 2014-154-SR is to establish a contract, by means of
sealed bids, with a qualified firm to provide the turnkey trolley operations and maintenance
services.
At the July 29, 2013 meeting of the Neighborhood/Community Affairs Committee (NCAC), the
Administration presented the results of an evaluation of several transit studies completed in
recent years that recommended transit circulator service for the North Beach community, in
particular, the Coastal Communities Transit Plan (CCTP) completed in 20Q7. Subsequently,
staff presented a preliminary route for a North Beach Circulator based on the CCTP but with
some suggested modifications.
As a result of staff's presentation and after some discussion from the NCAC regarding the need
to improve mobility in North Beach, the Committee directed the Administration to immediately
pursue a transit circulator for North Beach and work with Miami-Dade Transit (MDT) to
implement an express north-south bus route as part of its ongoing bus service restructuring
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Commission Memorandum - ITB 2014-154-SR - Turnkey Trolley Operations & Maintenance Servlces
April 30, 2014
Page 2
process in order to connect a proposed North Beach Circulator with the current South Beach
Local service.
At the September 23,2013 Commission Budget Workshop, the Commission approved the
creation of a fifth category for transit circulators in tourism eligible areas from the 50 percent
portion of Quality of Life (QOL) resort tax funds. While not all portions of the North Beach
Trolley Circulator route may be tourism-eligible, funding could be swapped with the South
Beach Local to result in the necessary funding being available for a North Beach Trolley
Circulator regardless of the route.
City staff has been working with MDT staff to coordinate the North Beach Trolley route in an
effort to minimize duplication of service and to develop the terms and conditions of an lnterlocal
Agreement between Miami-Dade County and the City of Miami Beach for Provision of Municipal
Circulator Services. The Administration anticipates taking the lnterlocal Agreement to the City
Commission for approval at its May 21,2014 meeting and to the Miami-Dade County Board of
County Commission for approval at its July 1,2014 meeting.
The desired start date for the fixed route, fixed schedule trolley services being sought after in
this ITB process would be July 1,2014 with new and/or used TEMPORARY vehicles upon the
City's approval. To allow for new trolley ordering and manufacturing lead time, the City is
seeking to start services with all NEW trolley vehicles by October 31,2014. As an incentive to
the successful bidder, the City shall pay a performance premium of twenty percent (ZOoh) ot
operation cost for all new trolley vehicles for the period of service in operation prior to October
31,2014.
lTB PROCESS
lnvitation to Bid (lTB) 2014-154-SR was issued on March 27,2014, with an opening date of
April '1 5, 2014. A Pre-Bid conference was publicly held on April 2, 2014. One ('1 ) addendum was
issued to answer questions submitted by prospective bldders.
Notices were posted on the Public Group website. Notices were also delivered by E-mail to
potential bidders and via local newspaper public announcement. The advertisements resulted in
the receipt of two (2) blds from Limousines of South Florida, lnc. and MV Transportation, lnc.
Responsiveness Verification.'The ITB stated that the lowest responsive, responsible bidder
meeting all terms, conditions, and specifications of the ITB will be recommended for award.
Veterans and local preferences were considered during the tabulation of the bids
received. Please note that neither veteran nor local preference was applied to any of the
bidders.
Through the Department of Procurement Management's review of the bid for responsiveness,
Limousines of South Florida, lnc. was deemed responsive pursuant to the requirements listed in
the lTB. ln determining responsiveness of the responding bidder, the Department of
Procurement Management has verified the following:
A. Minimum Requirements
Limousines of South Florida, lnc. is a state certified and licensed contractor and is
authorized to perform this type of service.
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Commission Memorandum - ITB 2014-1 54-SR * Turnkey Trolley Operations & Maintenance Servlces
April 30,2014
Page 3
B. Financial Capacitv
A Dun & Bradstreet (D&B) Supplier Qualifier Report (SQR) was obtained indicating that
Limousines of South Florida, lnc. has an acceptable Supplier Evaluation Risk (SER)
rating.
C. Past Peiormance
It has been confirmed that Limousines of South Florida, lnc. has successfully completed
three (3) projects similar in scope and volume as the work referenced in the Contract
Documents. References contacted provided positive reviews.
As a result of the Department of Procurement Management's responsiveness review process,
the following table provides the proposed base bid prices and total prices for turnkey diesel or
gasoline-powered trolley services on a per hour basis to include all equipment, fuel,
maintenance, operations, licensing, insurances, and any other incidental items or fees required
for a fully functioning trolley service.
Vendor Name Unit Cost
Per Service Hour
Limousines of South Florida, lnc.$69.49
MV Transportation, I nc.$84.70
Based on the above, it is recommended that Limousines of South Florida, lnc. be awarded the
contract.
Limousines of Soufh Florida, lnc. is a locally owned and operated business founded in 1984
providing transportation services to a multitude of clients, including, but not limited to, public
municipalities. Currently, Limousines of South Florida, lnc. operates in over twenty five
municipalities providing fixed route, fixed schedule transportation services 5 days a week, 52
weeks a year, far exceeding the requirements set forth in the lTB.
CITY MANAGER'S DUE DILIGENCE
After considering the review and recommendation of City staff, the City Manager exercised his
due diligence and is recommending to the Mayor and the City Commission to award a contract
to Limousines of South Florida, lnc.
CONCLUSION
The Administration recommends the award of the contract to Limousines of South Florida, lnc.,
the lowest responsive, responsible bidder pursuant to lnvitation to Bid (lTB) 2014-1 54-SR, for
Turnkey Trolley Operations & Maintenance Services at the per service hour rate of $69.49, for a
total annuafgperating and maintenance cost of $1 ,624,000.00..rc
JLM/MT/KGT/AD
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