R7D-Execute Amendment 1 Turnkey Trolley Operations And Maintenance ServicesCOMMISSION ITEM SUMMARY
Gondensed Title:
A Resolution Of The MayorAnd City Commission Of The City Of Miami Beach, Florida, Authorizing The
MayorAnd City Clerk To Execute Amendment No. 1 (Amendment) To The Contract Between The City
And Limousines Of South Florida, lnc., Executed As Of May 8,2014, For Turnkey Trolley Operations
And Maintenance Services; Said Amendment Approving An lncrease ln The Contract Price, ln An
Amount Not To Exceed $150,000, ln Connection With The Acquisition And Maintenance Of Optional
Equipment, !ncluding Automatic Passenger Counters, Automated Voice lnformation Systems, Wl-Fl
Services, GPS Tracking Services, And Additional Automatic Stop Announcement Equipment (With The
Capabilitv Of Public Advertisements The lnitial Five (5)YearTerm Of The Contract.
lntended Outcome Su
Ensure Comprehensive Mobility Addressing All Modes Throughout The City.
Supporting Data (Surveys, Environmental Scan, etc.): As recently indicated in the 2014 City of Miami Beach
Community Satisfaction Final Report,54% o'f the City of Miami Beach residents would be willing to use local bus
circulators.
Item Summary/Recommendation :
On April 30,2014, the City Commission approved the award of lnvitation to Bid (lTB) No. 2014-154-5R
for North Beach Turnkey Trolley Operations and Maintenance Services to Limousines of South Florida
lnc. (LSF). Following the approval of the lTB, an Agreement between the City and LSF was executed on
May8,2014.
The aforementioned Agreement provided an option to procure optional equipment including Global
Positioning Systems (GPS) with capabilities to report, Automated Passenger Counters (APC), Wi-Fi
services, and Automated Voice lnformation Systems (AVIS). The ITB required the contractor to not
consider the optional equipment and related services in the Bid price and further denoted that the City,
at its sole discretion may choose to exercise this option through the contractor (LSF), directly with a
vendor or Miami-Dade Transit (MDT), in all of which cases the costs would be negotiated. As both
negotiations and research of the options were needed, no cost information was included for optional
equipment in the Agreement.
After executing the Agreement, it was also noted that Automated Stop Announcers (not to be confused
with AVIS equipment which provides information by telephone) would be advantageous to the City to
improve the accuracy and reliability of stop announcement which provides guidance to the visually
and/or hearing impaired (otherwise stop announcementwould have to be performed by drivers, in which
case reliability is poor), furthermore, enhanced Automated Stop Announcement equipment with
capabilities to provide advertisement can generate revenue to the City and is therefore recommended.
THE ADMINISTRATION RECOMMENDS APPROVING THE RESOLUTION.
Financial lnformation:
FY 20131142 106-6260-000300 Transportation Quality of Life Fund
Future annual costs subject to annual budget appropriations
Financial Impact Summary: Future annual costs subject to annual budget appropriations
Departmejrt Director Assistant Cifl4lanager citv;li.arftdg
JRG )t(-(,KGB_ ZUU_JLtultlll,s_
14\Julv\Julv 3O\Amendment No1 to Turnkev f rolWOoerailons and Malntenance Services Agreement.doc
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Clty of Mioml Beoch, l70O Convention Center Drive, Miomi Beoch, Florido 33139, www.miomibeochfl.gov
COMMISSION MEMORANDUM
DATE: July 30,2014
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND
ctTY GLERK TO EXECUTE AMENDMENT NO. 1 (AMENDMENT) TO
THE CONTRACT BETWEEN THE CITY AND LIMOUSINES OF SOUTH
FLORIDA, INC., EXECUTED AS OF MAY 8, 2014, FOR TURNKEY
TROLLEY OPERATIONS AND MAINTENANCE SERVICES; SAID
AMENDMENT APPROVING AN INCREASE IN THE CONTRACT PRICE,
IN AN AMOUNT NOT TO EXCEED $15O,OOO, IN CONNECTION WITH
THE ACQUISITION AND MAINTENANCE OF OPTIONAL EQUIPMENT,
INCLUDING AUTOMATIC PASSENGER COUNTERS, AUTOMATED
VOICE INFORMATION SYSTEMS, WI.FI SERVICES, GPS TRACKING
SERVICES, AND ADDTTIONAL AUTOMATED STOP ANNOUNCEMENT
EQUTPMENT (WITH THE CAPABILITY OF DISPLAYING PUBLIC
ADVERTISEMENTS) DURING THE INITIAL FIVE (5) YEAR TERM OF
THE CONTRACT.
FISCAL IMPACT
Funding Source - Funding for optional and additional equipment will be provided from 106-6260-
000300 Transportation Quality of Life Fund.
Gost -The cost to the City for the procurement of this optional and additional equipment and related
services shall not exceed a cumulative total of $150,000 over the initial five (5) year term of the
contract (including capital and operating/maintenance costs). LSF requires that the capital cost of
the equipment (included in FY2014i 15 shown below) be paid up front; the cost of said equipment is
approximately $40,000. Both, the one-time capital cost and recurrent monthly maintenance fees will
be invoiced on a monthly basis separately from the turnkey service monthly fee.
Below is a breakdown by Fiscal year of the cost impact on the aforementioned funding source:
o FY2014115 .. .. . .. . .. . ..$91 ,000o FY2015116 . ...$15,000
o FY2016117.... .........$15,000
. FY2017118. ...$15,000
o FY2018119.... .........$14,000
Please note that the aforementioned cost includes $12,564.00 (9% increase) in addition to the
overall cost quoted by the contractor in an effort to account for potential after the fact modification to
vehicle structure (i.e. additional reinforcement to support equipment), which may not be determined
until vehicles are delivered.
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Commission Memorandum - Amendment No. 1 to Turnkey Trolley Operations and Maintenance Services
Agreement
July 3oth, 2014
Page 2 of 3
BACKGROUND
On April 30,2014, the City Commission approved the award of lnvitation to Bid (lTB) No. 2014-154-
SR for North Beach Turnkey Trolley Operations and Maintenance Services to Limousines of South
Florida lnc (LSF). Following the approval of the lTB, an Agreement between the City and LSF was
executed on May 8,2014.
The aforementioned Agreement provided an option to procure optional equipment including Global
Positioning Systems (GPS)with capabilities to report, Automated PassengerCounters (APC), Wi-Fi
services, and Automated Voice lnformation Systems (AVIS). The ITB required the contractorto not
consider the optional equipment and related services in the Bid price and further denoted that the
City, at its sole discretion may choose to exercise this option through the contractor (LSF), directly
with a vendor or Miami-Dade Transit (MDT), in all of which cases the costs would be negotiated. As
both negotiations and research of the options were needed, no cost information was included for
optional equipment in the Agreement.
After executing the Agreement, it was also noted that Automated Stop Announcers (not to be
confused with AVIS equipment which provides information by telephone) would be advantageous to
the City to improve the accuracy and reliability of stop announcement which provides guidance to
the visually an/or hearing impaired (otherwise stop announcement would have to be performed by
drivers, in which case reliability is poor), furthermore, enhanced Automated Stop Announcement
equipment with capabilities to provide advertisement can generate revenue to the City and is
therefore recom mended.
ANALYSIS
Three options to procure the aforementioned equipment and services were provided in the
Agreement and evaluated in the following order of priority:
1. Through Miami-Dade Gounty
During and upon completion of the execution of the Agreement, the Administration held
discussions with MDT in an effort to accomplish what the Administration believed was the
best option in regards to trolley tracking services, the inclusion of the North Beach Trolley in
MDT's existing tracking service and platform as this option would ensure all available transit
information was accessible to the end user under one platform.
Upon meeting and discussing with MDT aboutthis possibility, MDT highlighted the potential
challenges and liabilities related to performing maintenance by MDT on equipment stored at
LSF's facility or bringing privately owned vehicles (trolleys) into MDT's facility.
2. Through the current contractor (LSF)
This option ensures the efficient operation and maintenance of the equipment, while
maintaining the City's right to impose performance penalties included in the contract for
malfunction of equipment or omissions to report them.
3. Directly with the vendor
This option, while resulting in the lowest cost to the City, does not hold the contractor
responsible for the efficient and proper coordination of the tracking services, and
performance penalties related to tracking services provided in the Agreement with the
contractor would not apply.
The Administration pursued option 2 listed above and asked LSF to provide a quote for cost of
optional equipment and related services. Since LSF is not a transportation electronics company,
they have proposed to subcontract a company that has sufficient expertise in this area. LSF
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Commission Memorandum - Amendment No. 1 to Turnkey Trolley Operations and Maintenance Services
Agreement
July 3oth, 2014
Page 3 of 3
provided quotes for two potential candidates to provide this service, TSO Mobile, which is the
company currently providing tracking services for the Alton-West Trolley, and REl, the company
currently providing similar services for City of Miami Trolleys. Each of the quotes includes a 1Oo/ofee
for additional installation efforts, on-going training, contract administration and other miscellaneous
items to be provided by LSF directly.
Please note that the Administration separately requested quotes directly from each vendor prior to
reviewing the quotes submitted by LSF in an effort to ensure the integrity of the quoted costs.
The Administration reviewed both quotes and would like to highlight the following:
. REI has capabilities to provide a great end product, including an aesthetically pleasing
interface for mobile application, efficient algorithms fortracking purposes resulting in less lag
of icon movement, good report format structure, innovative equipment, and 2417 technical
support. Although this company is based out of state, it has a satellite support center in Boca
Raton. The tracking interface developed by REI for the City of Miami can be seen at
miami.etaspot.net.
o TSO Mobile is a locally based companywith competitive solutions. Currently, this company
provides tracking services for City of Doral and City of Hollywood directly and City of Miami
Beach (through LSF). TSO Mobile's customer service for the Alton-West Trolley has been
excellent, though limited to office hours (not necessarily matching the trolley's hours of
operations, 16 hours, 7 days per week). This company does not currently support a module
for integrated advertisemenVautomated announcement equipment, and its automated
passenger counter service is outsourced.
Please note that LSF's quote using RElequipmentwas $3,185.91 higherthan using TSO Mobile's
equipment. Upon review, the Administration considered REI to be the most advantageous option for
the North Beach Trolley service.
ln addition to the optional equipment, the Administration is recommending the approval to acquire
Automated Stop Announcers with Capabilities to display Public Advertisement. This equipment is
intended to accommodate visually and hearing impaired passengers, in addition to provide an
additional source of revenue to the City through its advertising capabilities.
RECOMMENDATION
Based on staff's analysis of the available options, the Administration recommends that the Mayor
and City Commission authorize the Mayor and City Clerk to execute Amendment No. 1 to the
Turnkey Trolley Operations and Maintenance Services Agreement, executed as of May 8,2014,
between the City and Limousines of South Florida, lnc.; said amendment attached hereto and
incorporated herein approving an increase in the contract price, in an amount not to exceed
$150,000, in connection with the acquisition and maintenance of optional equipment, including
automatic passenger counters, automated voice information systems, Wi-Fi services, realtime GPS
tracking services, and additional automated stop announcement equipment with capabilities to
display public advertisements (with the capability of displaying public advertisement) during the initial
(5) year term of the contract.
Attachment A: Amendment No. 1 Turnkey Trolley Operations and Maintenance Services Agreement
Attachment B: Quote provided by LSF for total cost of optional and additional equipment and services
fr vcN,
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204
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY GOMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AMENDMENT NO. 1 (AMENDMENT) TO THE CONTRACT BETWEEN
THE CITY AND LIMOUSINES OF SOUTH FLORIDA, INC., EXECUTED AS OF
MAY 8, 20'14, FOR TURNKEY TROLLEY OPERATIONS AND MAINTENANCE
SERVICES; SAID AMENDMENT APPROVING AN INCREASE IN THE
GONTRACT PRICE, IN AN AMOUNT NOT TO EXCEED $15O,OOO, IN
CONNECTION WITH THE ACQUISITION AND MAINTENANCE OF OPTIONAL
EQUIPMENT, INCLUDING AUTOMATIC PASSENGER COUNTERS,
AUTOMATED VOICE INFORMATION SYSTEMS, WI-FI SERVICES, GPS
TRACKING SERVICES, AND ADDITIONAL AUTOMATED STOP
ANNOUNCEMENT EQUTPMENT (W|TH THE CAPABILTTY OF DTSPLAYING
puBLrc ADVERTTSEMENTS) DURTNG THE rNrflAL FIVE (5) YEAR TERM OF
THE CONTRACT.
WHEREAS, on April 30,2014, the City Commission approved the award of lnvitation
to Bid (lTB) No. 2014-154-SR for North Beach Turnkey Trolley Operations and Maintenance
Services to Limousines of South Florida lnc. (LSF); and
WHEREAS, following the approval of the lTB, the City and LSF executed a contract,
dated as of May 8,2014 (Contract); and
WHEREAS, the aforementioned Agreement provided an option to procure optional
equipment including without limitations, Global Positioning Systems (GPS) with capabilities
to report, Automated Passenger Counters (APC), Wi-Fi services, and Automated Voice
lnformation Systems (AVIS); and
WHEREAS, the Administration recommended the addition of Automated Stop
Announcers which would improve the accuracy and reliability of stop announcement, provide
guidance to the visually and/or hearing impaired, and further provide advertisement which
would generate revenue to the City; and
WHEREAS, pursuant to the Contract, the Clty, at its sole discretion, may choose to
purchase optional equipment and related services through the contractor (LSF), directly with
a vendor, or through Miami-Dade County, in all of which cases the costs would be
negotiated; and
WHEREAS, pursuant to Article 3, Section 1 of the Contract, the City Manager has
the authority to approve subcontracts through our Contractor, LSF, and based upon the
proposals submitted from LSF, the Administration is recommending that the City secure the
optional equipment through LSF, for a sum not to exceed $150,000, during the initial five (5)
year term of the Contract.
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 Mayor and City Clerk to execute Amendment No. 1 to the
Turnkey Trolley Operations and Maintenance Services Agreement, executed as of May 8,
2014, between the City and Limousines of South Florida, lnc.; said Amendment approving
an increase in the contract price, in an amount not to exceed $150,000, in connection with
205
the acquisition and maintenance of optional equipment, including automatic passenger
counters, automated voice information systems, Wi-Fi services, real time GPS tracking
services, and additional automated stop announcement equipment (with the capability of
displaying public advertisement) during the initial (5) year term of the contract.
PASSED AND ADOPTED this day of 2014.
ATTEST:
Rafael E. Granado, City Clerk Philip Levine, Mayor
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& FOR EXECUTION
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Attachment A
AMENDMENT NO, 1 TO THE CONTRACT
BETWEEN THE CITY OF MIAMI BEACH, FLORIDA
AND
LIMOUSINES OF SOUTH FLORIDA, INC
CONTRACT NO. ITB 2014.154.SR, DATED MAY 8,2014
FOR THE TURNKEY TROLLEY OPERATIONS AND MAINTENANCE SERVICES
("coNTRACT")
This Amendment No. 1 (Amendment) to the Contract is made and entered into this
dayof-,2014,byandbetweentheCityofMiamiBeach,Florida
(City), and Limousines of South Florida, lnc. (Contractor), and hereby amends the
Contract as follows:
WHEREAS, at the April 30, 2014 City Commission meeting, pursuant to Resolution
Number the Commission approved the award of lnvitation to Bid
(lTB) No. 2014-154-SR for North Beach Turnkey Trolley Operations and Maintenance
Services to Limousines of South Florida, lnc. (LSF); and
WHEREAS, on or about May 8, 2014, the City and Contractor executed the
Contract with respect to the North Beach Trolley Operations and Maintenance Services,
which services include all inclusive transportation services, meaning that the selected
contractor will provide all necessary vehicles, equipment, personnel, fuel, licenses and
insurances necessary to operate and maintain the service, as set forth in Exhibits A
through C of the Contract; and
WHEREAS, Section 4 of Exhibit "A" of the agreement reads as follows:
"OPTIONAL EQUIPMENT. lt 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 lnformation
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
Tracked'). The CITY at its sole discretion may have this option 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."; and
WHEREAS, on July 30,2014, the Mayor and City Commission passed
Resolution No.authorizing the City to secure Optional
Equipment for a price not to exceed $150,000: Automatic Passenger Counters (APC),
Automated Voice lnformation Systems (AVIS ), Wi-Fi services, realtime 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 Tracked'), and additional automated stop
announcement equipment, with the capability of displaying public advertisements; and
WHEREAS, pursuant to Article 3, Section 1 of the Contract, the City Manager
has the authority to approve subcontractors under the Contract.
207
NOW THEREFORE, in consideration of the mutual promises and conditions
contained herein, and other good and valuable consideration, the sufficiency of which is
hereby acknowledged, the City and Contractor hereby agree as follows:
1. The above recitals are true and correct and are incorporated as part of this
Amendment No. 1.
2. Section 4 of Exhibit "A" of the Contract is amended to add the following
paragraph:
Pursuant to this Section 4, the City has opted to initially equip its trolley system with
the following optional equipment: Automatic Passenger Counters (APC), Automated
Voice lnformation 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 Trackei') and additional automated stop
announcement equipment, with the capability of displaying public advertisements
through the CONTRACTOR'S subcontractor, REl, pursuant to the attached contract,
in the amount of $
3. Except as amended herein, all other terms and conditions of the Contract shall
remain unchanged and in fullforce and effect.
lN WITNESS WHEREOF, the parties hereto have caused this Contract to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY:
ATTEST:
CITY OF MIAMI BEACH, FLORIDA
By:
Gity Glerk
Rafael Granado
Mayor
Philip Levine
Date
FOR CONTRACTOR:
ATTEST:
Date
LIMOUSINES OF SOUTH
FLOR!DA, INC
By:
Secretary President
Print Name Print Name
Date Date
FITRAN\$ALL\Transportation\Trolley Related\Admin\Tracking Devices.doc
208
Attachment B
July 24,2014
Julian Guevara
City of Miami Beach
1700 Convention Center Drive
Miami Beach, FL 33139
RE: AVL/GPSM|Fi Systems euote
Dear Mr. Guevara,
Pursuant to the conversations regarding the AVL/GPSA//iF|, etc. for the New North
Beach Trolley System, I have received the attached quotes from TSO Mobile and REl.
REI -$137,436.16
lf you have any questions, please feetfree to contact me at anytime,
3300 S.W. 11 Avenue
Fort Lauderdale, Florida 33315
Phone: (954) 463-0845
TSO Mobile - $134,250.25
Please note that the quotes are for the costs for a five year term and are for thehardware, software and installation for all five trolleys. Additionally, we were abte tonegotiate with both vendors to provide us with lower prices than wfrat tt"re City of MiamiBeach has been able to negotiate through our working relationships with both vendors.
Additionally, we were able to negotiate with the vendors to allow us to have additionalhardware inventoried by us and we only have to pay for these parts if they are used.This will cut downtime in waiting for parts, in the event of failures.
Please be advised that Limousines of South Florida, lnc. has had both quotes markedup by 10% to cover Limousines of South Florida's costs in assisting in the installation,
training, supervision, administration and overseeing of the systems and tneir operations.
Vice President
209
RGI
6534 LStreet
Omaha, NE tr117
402-339-22N
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tqic Unit Computerwith Navitation, GPS, and Cellular
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210
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Compar:y Address
Phone
Fax
Account Name
Bill To Name
779'1 I'll'V .lEth Street
Miami, FL 33165
US
(877) 477-2922
t305) 500-91 32
LOSF
LOSF
Suite 3C6 Quote Nuntber
Expiration Date
Prepared By
E-nrail
Email
Ship To Name LOSI:
00(jc2:1!l
7,':r 11201 4
Die3,l CaPe*lutti
ilc,il)ellL, loililsnirabiie, ooni
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APC (0ne Door)
APC lnslallation
APC Service
AVAS
AVAS lnstallation
Avas Service
AVAS Set Up
AVIS Service
AVIS Set Up Fee
AVL Units lnstallation
GPS Service-Public Transportati 5 years Service Fee
Led Display
Led Display
LED Display lnstallation
Mobile App Android & Apple
Sim Card Activation
TSO 10200
TSO WiFi
TSO WiFi
TSO WiFi lnsla!lation
5 years Service Fee
Automated Voice Anouncer System (LED Board +2 Speakers)
5 yaars Service Fee
AVI$,S Ysars Servrcs fr*
22' Display for Advertisement
5 years service fee LED Display Service
5 years service fee
AVUGPS Unit
5 years Wifi Service No data included, requires data plan
$3,850.00
$605.00
$21-99
$2,'145.00
$385,00
$32.9S
$880"00
$21.9S
$1,760.00
s'143,00
$76.99
$2,475.00
$32.99
$200,00
$32.99
$35.00
$522i50
$660.00
$21,99
$110.00
5.00 $19,250.00
5.00: $3,025.00
300.00 $6,597,00
5.00 $10,725.00
5.00 $1,92s.00
300.00 j $s.897.00
1.00 $880.00
300.00 i $6,5s7.00
1.00 $1,760,00
5.oo i $715.00
300.00 $23,097.00
s.oo; $12,s7s.00
I
300.00 $9,897.00
5.00 I $1,000.00
300.00 $9,897,00
5.00 I 9175.00
5.00 $2,612.50
:5.00: $3,300.00
300.00 $6,597,00
5.00, $550.00
Description AVIS service requires a separate Minutes ;:lan,
and it is not included irr this proposal, WiFl
sohdion requires a separate Dala plan, and il is
nol included in this proposal.
Tax based on 7% over Hardware.
Sutrtotal
Total Price
Tax
Grand Total
S r 3o.ti7] so
s 1:i0.8i 1 .5C
$3,378 75
$1.14.25C :15
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