R7E-Amend Resolution 2014-28825-Execute Amendment 2 Municipal Trolley SystemCOMMISSION ITEM SUMMARY
Gondensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Amending Resolution
Number 2014-28825; Said Amendment lncreasing The Scope Of The Agreement To lnclude The Provision Of
Additional Shuttle Services During Events Which lmpact Mobility ln The City, ln The Administration's Discretion;
And Clarifying That Said Enhanced Scope Shall lnclude The Use Of Alternate Vehicles (Other Than Trolley
Vehicles), Such As Coach Buses; A Modified Hourly Rate Commensurate With The Use Of The Alternative
Vehicle And Equipment; Additional Staff Time; Special Routes; And Further lncreasing The Cost Of The
Agreement For Said Additional Shuttle Services, ln An Amount Not To Exceed $45,000 Annually, With An
Additional lncrease For Such Additional Shuttle Services During The2014-2015 Fiscal Year, Solely, ln An Amount
Not To Exceed $100,000, ln Order To Accommodate The Additional Transportation Expenses Needed For The
Centennial Celebration.
Ensure Comprehensive Mobility Addressing All Modes Throughout The City.
Supporting Data (Surveys, EnvironmentalScan, etc.): As recently indicated in the 2014 City of Miami Beach Community
Satisfaction Final Report, 54o/o of lhe Cifu of Miami Beach residents would be willino 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-SR for North
Beach Turnkey Trolley Operations and Maintenance Services to Limousines of South Florida, lnc. (LSF).
Following the approvalof the lTB, an Agreement between the Cityand LSF was executed on May8, 2014. While
the ITB included a provision for optional additional routes at the City's sole discretion, the executed contractwith
LSF did not include a provision for shuttle service during special events or the use of vehicles with a seating
capacity larger than trolleys or cutaways (about 25 passengers).
At its November 19, 2O14City Commission Meeting, the CityCommission approved Resolution No.2014-28825,
increasing the scope of the Agreement to include the provision of additional shuttle services during major events
which impact mobility in the City, at the Administration's discretion; and increasing the cost of the Agreement for
said services, in an amount not to exceed $45,000 annually, subject to budget appropriation.
While Resolution No. 2014-28825 approved the use of trolley vehicles (or cutaways) for the above special events
at the City's discretion, it did not allow for additional services not considered in the initial Bid documents and
Agreement with LSF. These include, but are not limited to, the following: Different types of vehicles (other than
trolleys) - Needed when the service plan requires increasing the capacity by utilizing larger buses (such as 60-
passenger Coach Buses to be used during Centennial), additional supervisory staff - needed depending on the
nature of the event which may require increased monitoring and dispatching coordination efforts by the Contractor,
temporary signage (for vehicles and stops), training, and equipment (additional radios or Global Positioning
Systems (GPS) equipment as may be required.
The City's Centennial Celebration will consist of nearly 100 hours of City sponsored activities that may result in a
significant number of visitors coming to the City during the week of March 21,2015. The event will also coincide
with other special events such as the Winter Party Conference and Spring Break. Given that mobility is expected
to be impacted by the overwhelming number of visitors driving in the City during this week, the Administration is
recommending increasing the ceiling of the previously approved Amendment No. 2, to not exceed $100,000
during FY 201412015, in order to accommodate the additional transportation expenses needed forthe Centennial
celebration. An estimate of the cost of shuttle operation during the Centennial celebration has been attached for
reference. The estimated cost includes the use of 6Gpassenger Coach Buses (double the trolley capacity) for
$100 per operating hour, which is lower than if the City contracts separatelywith another operator ($130 per hour).
THE ADMINISTRATION RECOMMENDS APPROVING THE RESOLUTION.
Advisory Board Recommendation:
Financial lnformation:
Clerk's Office : Jose R. Gonzalez Ext.6768
18\Modified Amendment No2 to Trolley Operations and Maintenance Agreement SUM.doc
ASE}'I0AITEII, ,,.F
FY 201 41 1 5: 1 06-96 1 5-000349 Transportation Fund
FY 2014115: 1 60-4300-000349 Centennial Fund Subject to Budget
Financial lmpact Summary: Future annual costs subject to annual budget appropriations
Jose R.Ext.6768
(s nAIAnAIBHACH trATE185
g eAIA&nIffiffi&CH
City ol Miomi Beoch, 1700 Convenlion Center Drive, Miomi Beoch, Florido 33,l39, www.miomibeochfl.gov
ISSION MEMORANDUM
Mayor Philip Levine and Members the City
FROM: Jimmy L. Morales, City Manager
DATE: March 18,2015
SUBJECT: A RESOLUTION OF THE MA AND CITY COMMISSION OF THE
CITYOF MIAMIBEACH,AMENDING RESOLUTION NUMBER
2014-28825; SAID AMENDED RESOLUTION APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE
AMENDMENT NO. 2 (AMENDMENT) TO THE AGREEMENT BETWEEN
THE CITY AND LIMOUSINES OF SOUTH FLORIDA, INC., FOR TURN-
KEY OPERATIONS AND MAINTENANCE SERVICES OF A MUNICIPAL
TROLLEY SYSTEM FOR THE CIry OF MIAMI BEACH, EXECUTED AS
OF MAY 8,2014; SAID AMENDMENT INCREASING THE SCOPE OF
THE AGREEMENT TO INCLUDE THE PROVISION OF ADDITIONAL
SHUTTLE SERVICES DURING EVENTS WHICH IMPACT MOBILITY IN
THE CITY, lN THE ADMINISTRATION'S DISGRETION; AND
CLARIFYING THAT SAID ENHANCED SCOPE SHALL INCLUDE THE
USE OF ALTERNATE VEHICLES (OTHER THAN TROLLEYVEHICLES),
SUCH AS COACH BUSES; A MODIFIED HOURLY RATE
COMMENSURATE WITH THE USE OF THE ALTERNATIVE VEHICLE
AND EQUIPMENT;ADDITIONAL STAFF TIME; SPECIAL ROUTES;AND
FURTHER INCREASING THE COST OF THE AGREEMENT FOR SAID
ADDITIONAL SHUTTLE SERVIGES, IN AN AMOUNT NOT TO EXCEED
$45,OOO ANNUALLY, WITH AN ADDITIONAL INCREASE FOR SUCH
ADDITIONAL SHUTTLE SERVICES DURING THE 2014.2015 FISCAL
YEAR, SOLELY, IN AN AMOUNT NOT TO EXCEED $1OO,OOO, !N
ORDER TO ACCOMMODATE THE ADDITIONAL TRANSPORTATION
EXPENSES NEEDED FOR THE CENTENNIAL CELEBRATION.
FISCAL IMPACT
Funding Source - Funding for operation and maintenance of shuttle service during recurring
special events will be provided from the Transportation Fund, subject to annual budget
appropriation. Funding for operation and maintenance of shuttle service for non-recurring special
events will be provided from the respective budget approved by the City Commission for the specific
event.
Gost -The cost to the City for the operation and maintenance of shuttle service during special
events shall not exceed a cumulative total of $45,000 per year, during the five (5) year initial term of
the contract, except during lhe 2014-2015 Fiscal Year, where the amount shall not exceed
$100,000, in order to accommodate the additional transportation expenses needed for the City's
Centennial Celebration. The additional funds required for the Centennial celebration shuttle service
will be provided by the Centennial celebration budget already approved by the City Commission.
186
Commission Memorandum - Amendment No. 2 to Turnkey Trolley Operations and Maintenance Services Agreement
March 18,2014
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. While the ITB included a provision for optional additional routes at the
City's sole discretion, the executed contract with LSF did not include a provision for shuttle service
during special events or the use of vehicles with a seating capacity larger than trolleys or cutaways
(about 25 passengers).
At its November 19,2014 City Commission Meeting, the City Commission approved Resolution No.
2014-28825, increasing the scope of the Agreement to include the provision of additional shuttle
services during major events which impact mobility in the City, at the Administration's discretion; and
increasing the cost of the Agreement for said services, in an amount not to exceed $45,000
annually, subject to budget appropriation.
ANALYSIS
The City currently experiences fifteen (15) major special events during its high impact periods,
during which both City sponsored and non-City sponsored events occurwithin the City boundaries.
The following is the list of City Commission approved high impact periods (as of February 3, 2015):
1. Art Deco Weekend
2. Miami lnternational Boat Show
3. South Beach Wine and Food Festival
4. Winter Party Week/Spring Break
5. Winter Party Conference/Spring Break
6. Gay Pride
7. Memorial Day Weekend
8. July 4th
9. Labor Day Weekend
10. Halloween
11. White Party
12. Art Basel Miami Beach
13. New Year's Eve
During major special events, the City experiences a high volume of visitors and high levels of street
activity, resulting in reduced mobility and parking shortages.
The Administration considers that special events significantly impact mobility and, thus, the City
should consider providing shuttle service during these periods to provide an alternative mode of
transportation and reduce the need for parking.
While Resolution No. 201 4-28825 approved the use of trolley vehicles (or cutaways) for the above
special events at the City's discretion, it did not allow for additional services not considered in the
initial Bid documents and Agreement with LSF. These include, but are not limited to, the following:
o Different types of vehicles (other than trolleys)o Needed when insufficient number of trolley vehicles cannot be provided by the
Contractor (in which case it will require the subcontracting of additional vehicles).
o Needed when the service plan requires increasing the capacity by utilizing larger
buses (such as coach type).
187
Commission Memorandum - Amendment No. 2 to Turnkey Trolley Operations and Maintenance Services Agreement
March 18,2014
Page 3 of 3
o Additional supervisory staff
o Needed depending on the nature of the event which may require increased
monitoring and dispatching coordination efforts by the Contractor.o Temporary signageo Signage on buses to identify routes or destinations.
o Signage at the stops to provide information on the shuttle hours of operation or
departure times.o Training
o Training may be required prior to operating complex events.o Equipment
o Additional radios or Global Positioning Systems equipment may be required.
The City's Centennial Celebration will consist of nearly 100 hours of City sponsored activities that
may result in a significant number of visitors coming to the City during the week of March 21 ,2015.
The event will also coincide with other special events such as the Winter Party Conference and
Spring Break. Given that mobility is expected to be impacted bythe overwhelming numberof visitors
driving in the City during this week, the Administration is recommending increasing the ceiling of the
previously approved Amendment No. 2, to not exceed $100,000 during FY 201412015, in order to
accommodate the additional transportation expenses needed for the Centennial celebration. An
estimate of the cost of shuttle operation during the Centennial celebration has been attached for
reference. The estimated cost includes the use of 60 passenger Coach Buses (double the trolley
capacity) for $100 per operating hour, which is lower than if the City contracts separately with
another operator ($1SO per hour).
RECOMMENDATION
The Administration recommends that the Mayor and City Commission approve the Amendment of
Resolution No.2014-28825;said Amended resolution approving and authorizing the Mayorand City
Clerk to execute Amendment No. 2 to the Agreement between the City and Limousines of South
Florida, lnc., for Turn-Key Operations and Maintenance Services of a Municipal Trolley System for
the City of Miami Beach, executed as of May 8,2014.
Attachments: A. Centennial Shuttle Service Plan and Preliminary Cost Estimate
B. CentennialShuttle Seruice Map
,fu srutffo
JLM/KGB/JRG/JFG
T:\AGENDA\201S\March\March 18\Amendment No2 to Turnkey Trolley Operations and Maintenance Services Agreement MEMO.doc
188
Attachment A
Centennial Shuttle Service Plan
Morch 22 through 25, 2075 Seruice
This shuttle will provide tronsportotion for personnel working in the set up of Morch 26 concert site as well os ottendees of Centenniol
events taking ploce Morch 22-25
Shuttle Stops:
Route L:
o Miami Beach Senior High School Parking Lot (Dade Boulevard and Washington Avenue -NW Corner)
. 77 Street Parking Garage (17th Street and Convention Center Drive -NW Corner)
o working Site (8th Street and Ocean Drive NE Corner)
Hours of Operation:
. SHUTTLES TO WORKING SITE will operate 7AM-10PM, with a 30 minute frequency
Morch 26,2075 Seruice
This shuttle will provide tronsportotion for oll ottendees of Centennial events toking ploce on Morch 25
Shuttle Stops:
Route 1:
. 42 Street Parking Garage (42nd Street and Royal Palm Avenue -SW Corner)o Miami Beach Senior High School Parking Lot (Dade Boulevard and Washington Avenue -NW Corner)
. City Hall Parking Garage (17th Street and Convention Center Drive -NW Corner)
. !7 Street Parking Garage (17th Street and Convention Center Drive *NW Corner)
r Event Drop-off area (5th Street and Ocean Drive NW Corner)
Route 2:
. Any Miami-Dade bus stops along route (Flag-Down Service)
o Event Drop-off area (5th Street and Ocean Drive NW Corner)
Route 3:
. Miami Beach Marina (Water Taxi connection) (2nd Street and Alton Road -SW Corner)
o Fifth & Alton Parking Garage (5th Street and Lenox Avenue -NE Corner)
. Event Drop-off area (5th Street and Ocean Drive NW Corner)
Hours of Operation:
' SHUTTLES TO EVENT AREA will operate 10AM-10PM, with a L0-15 minute frequency. RETURN SHUTTLES (FROM EVENT AREA) will operate ].0AM-2AM
189
Centennial Cost Estimation (Preliminary)
Route
Centennial Route 1
Centennial Route 2
March 26 Backup Shuttles
Centennial Route 3
Pre-Concert Route
Sub Total
# Vehicles
6
72
2
4
2
# Hours
t6
76
5
16
15
# Days
7
t
7
1
4
Cost
S g,ooo.oo
S 19,2oo.oo
5 r,ooo.oo
5 q,qqt.la
S a,ssa.so
5 42,s86.1.6
Hourly Rate
5 roo.ooS roo.ooS roo.ooS ss.+gS os.ag
Miscellanious
Vehicle Wrap/Decal
Road Supervision
Training
Radios
Tax
Sub Total
fr Items
22
3
6
Unit Price
S soo.ooS zs.oo
fHours/Days
18
7
Cost
S o,ooo.ooS r,sso.oo
S z,ooo.oo
S 12o.oo
S s,ooo.oo
S 13,o7o.oo
s 55,656.16
190
Attachment B
CENTENNIAL
FREE SHUTTLE GIRCU LATION
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-
Centennial Route 1
-
Centennial Route 2
Centennial Route 3
City Boundary
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194
RESOLUTION TO BE SUBMITTED
195
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196