LTC 078-2007 Seniors Enhanced Transportation Service (SETS)
e MIAMliBEACH
RECEIVED
2001 APR -4 AM 9: 22
CITY CLEFlK'S on ICE
OFFICE OF THE CITY MANAGER
NO. LTC #. 078-2007
LETTER TO COMMISSION
DATE:
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager ). ~
April 3, 2007 ~
SENIORS ENHANCED TRANSPORTATION SERVICE (SETS)
TO:
FROM:
SUBJECT:
I am pleased to inform you that the City of Miami Beach Parks and Recreation
Department will soon commence the Seniors Enhanced Transportation Service
(SETS) for resident seniors as proposed by Commissioner Libbin and approved by
the Commission during the adoption of the 2006/07 budget.
The new Senior Transportation Program responds to one of the most common
needs expressed by our seniors. The Senior Transportation Program will make it
possible for community organizations to expand services to seniors to enjoy
recreational outings such as trips to local theaters and other cultural events, visits to
parks and museums or movies. The programs intent is to encourage healthy, active
lifestyles for seniors that will improve their quality of life.
The transportation services will be provided by a company currently under contract
with the City to provide bus services to our participants in the summer recreation
programs offered by our Parks and Recreation Department. The City also has the
option to piggyback with transportation providers for the County and the Board of
Education. As this is an extension of our current bid for bus services (CMB bid #10-
05/06) we have been advised by the Purchasing Director that a request for bid will
not be required.
Non-profit or charitable organizations that regularly provide services to seniors will
have the opportunity to take advantage of the program free of charge.
Transportation will be provided for interested organizations to a destination of their
choice. The program will be administered by the Parks and Recreation
Department's administrative office. A list of potentially interested organizations will
be compiled and each contacted via mail to inform them of the new service. A
simple form will be completed requesting the services and either faxed or emailed
back to the Department. The bus availability will be confirmed and the requesting
agency will be contacted to confirm the request.
The guidelines that have been established for organizations wishing to participate
are attached.
An effort is being made to keep this entire process as simple as possible and if
issues do arise modifications will be made accordingly. The SETS Program is
intended to be easy to use and to allow the broadest inclusion of users possible.
The SETS Program will begin in early April following notification to the eligible
organizations of the program, participation requirements and how to obtain the
application forms to request services.
For further information on the senior transportation services or senior programming,
please contact Kevin Smith at (305) 673-7730.
JM~S/JM/sam
F:\cmgr\$ALL\BOB\L TC - Seniors Shuttle Bus.doc
Attachment
c: Robert C. Middaugh, Assistant City Manager
Kevin Smith, Parks & Recreation Director
Julio Magrisso, Assistant Parks & Recreation Director
Gus Lopez, Director, Procurement Division
Senior Enhanced Transportation Service Guidelines
• Requests for transportation will not supplant any regular services provided by a
sponsor organization. The purpose of the transportation assistance funding is to
expand upon the available opportunities for senior citizens.
• Requests for transportation will not be permitted to be a regularly scheduled service
offered by the sponsor organization
• Transportation services are intended for day cultural and recreational oriented
activities, not for typical or routine errands such as grocery shopping or doctor visits.
• Requests must be from a qualified 501(c)3 non-profit or charitable group.
• Requests must be made 10 days in advance of the scheduled event and may be
requested via fax, a-mail or in person at the 21St Street Community Center. The
Park and Recreation Department will provide a trip confirmation within two working
days of the organization request.
• The sponsoring organization must provide the City with a certificate of insurance that
provides adequate coverage for any person using the City provided transportation,
including any family members, caregivers, chaperones or aides.
• Each transportation request must be for a minimum of 10 senior citizens (age 65 and
over) who are residents of the City.
• Each request for transportation services must specifically identify if wheel chair
capability is desired.
• If a sponsor organization intends to include disabled or frail elderly, the application
must also specify how the mobility and care requirements of such individuals will be
addressed.
• Each senior citizen may have a family member or caregiver participate in the event,
but such number will not count towards the 10 person minimum. Each family
member or caregiver must be identified by name in the application to the City.
• Sponsor organization chaperones/aides are allowed and do not count towards the
10 person minimum. Each chaperone/aide must be identified by name in the
application to the City.
• Each sponsor organization must have one assigned person to be responsible for the
event.
• The person designated by the sponsor organization must provide a signed affidavit
of receipt of service and confirmation of the hours of service and destination at the
completion of the event. The affidavit of service verification must be provided to the
City within 5 business days of the provision of services.
• Only the transportation expenses will be paid by the City. Any expenses associated
with a sponsoring organizations staff or support personnel are the responsibility of
the sponsor organization.
• Once contracted services are approved, no changes in the transportation service
destination or hours may be made, unless authorized in writing by the City
• No food or beverages are permitted on the buses to be paid for by the City program
• While the purpose is to allow a wide variety of destinations under this program, the
City reserves the right to refuse transportation services to inappropriate venues.
F:\cmgr\$ALL\BOB\Sr. Transportation Guidelines.doc